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Planning
The following is a list
of Volunteer program policies for planning. Each section contains
information on the policy, sample wording and key issues and procedures.
 Why
Volunteer
Purpose
of Volunteer Program
Who
is a Volunteer
Why
Screen
Insurance
Harassment
Policy
Why
Volunteer
Sample Wording
"Volunteers are very
important to our operation. We value their involvement and appreciate
their hard work. Volunteers have a right to be treated respectfully
and with sensitivity to their particular strengths, capabilities,
limitations and needs."
Our organization relies
on the efforts of volunteer to provide its services and support
its mandate. The Board of Directors believes that volunteers must
be managed fairly, effectively and efficiently in order to ensure
the mutual benefit of both the organization and its volunteers.
"The achievement
of our organization's mission is dependent on the active participation
of the community. To this end, our organization encourages the involvement
of volunteers throughout the organization and within all appropriate
programs and activities."
Why?
- Provides volunteer appreciation by giving credit and recognizing
the role that volunteers play in your organization.
- States that the volunteer program is taken seriously.
- States the importance of volunteers in your operations as an
organization
Key Issues/Procedures
- Involve the board and staff in a discussion about the role that
volunteers play in your organization.
- Where appropriate involve clients or the community as well.
- How does your organization benefit from the commitment of its
volunteers? Or ask yourself where your organization would be without
any volunteers.
Purpose
of Volunteer Program
Sample Wording
"The volunteer program
empowers volunteers, ensures their effectiveness and provides appropriate
recognition to them in exchange for their time, talents and skills."
Why?
- Recognition of the volunteer program within your organization
Key Issues/Procedures
- How does the volunteer program fit into the work that you do?
- Consider developing a mission statement for the volunteer program
Who
is a volunteer
Sample Wording
Definition
of a Volunteer
A "volunteer" is anyone who without compensation or expectation
of compensation beyond reimbursement of expenses, performs a task
at the direction of and on behalf of the organization. A "volunteer"
must be officially accepted, registered and oriented to the organization
prior to performance of the task. Volunteer are not considered "employees"
of the organization.
A volunteer is anyone
who without compensation beyond reimbursement of expenses incurred
in the course of his or her volunteer duties, performs a task at
the direction of and on behalf of the organization.
Why?
- Defining who is a volunteer will clarify who needs to adhere
to what policies
- States that being a volunteer involves more than just showing
up; person has to be screened and placed before being considered
a volunteer and work under the direction of the organization
Key Issues/Procedures
- Who else in your organization fits the "volunteer"
profile? Interns, high school students getting credit, stipend
recipients, and top-up programs?
- Would these people be expected to abide by the volunteer policies?
- What steps need to be completed prior to being accepted as a
volunteer: screening, formal acceptance and placement, signing
of agreement, etc.
Why
Screen
Sample Wording
"To ensure a mutually
beneficial experience for volunteers and the organization, all potential
volunteers will be screened before they can be accepted and placed
within the organization. Ongoing screening through supervision,
evaluation and feedback ensures high standards in our volunteer
program.
Any volunteer who is deemed
unsuitable, either by experience or motivation, or for whom there
isn't a match may not be placed and will be referred to a more appropriate
placement."
To ensure the safety of
residents and patients, all volunteers are interviewed, screened,
references checked, and trained prior to their acceptance and placement.
Careful ongoing screening also ensures that volunteers with the
appropriate skills are placed in the appropriate positions, enhancing
our programs. This process also ensures that those who donate their
time at our organization are recognized for their time and their
efforts.
Why?
- Opportunity to emphasize how much your organization values the
safety of its clients, volunteers and staff.
- States right up front that screening is a key component of program
management.
- All volunteers are screened, no exceptions.
Key Issues/Procedures
- Develop a "why screening" statement with your staff
and volunteers to reflect your organization's values.
- Having a clear "Why" statement will make it easier
for new volunteers and staff to understand the purpose of screening.
- To ensure that you don't skip any steps in the screening process
consider developing a checklist
( PDF, 115KB) to track completion of the steps.
Insurance
Sample Wording
Liability and accident
insurance has been purchased for all volunteers engaged in business
for the organization. The organization does not guarantee that coverage
will be applicable or sufficient in all situations. Volunteers may
wish to contact the Administrator of Volunteers or their insurance
carrier for further information.
The organization offers
insurance coverage to volunteers who are on site undertaking activities
on the organization's behalf.
Why?
- It is important that volunteers operate within their job descriptions
and follow all policies to comply with insurance guidelines as
failure to do so may void insurance.
Key Issues/Procedures
- In some cases volunteers may be eligible for Workers Compensation
coverage. For more information contact WCB Employment Service
Centre at 604 244-6181 or toll free 1 888 922-2768 or check www.worksafebc.com.
- When is a volunteer covered? Always check the conditions of
your insurance policy against the job description. Is the volunteer
onsite or off-site, supervised or unsupervised What exactly is
covered, injury, damage, third party injury, etc. Read the insurance
FAQ ( PDF, 165KB).
Harassment
policy
Sample Wording
This organization has
a zero tolerance policy with respect to Personal /Sexual Harassment.
Personal/Sexual Harassment in any form is strictly prohibited and
may be grounds for termination as a volunteer, or, in the case of
an employee, immediate dismissal for just cause without notice or
pay in lieu of notice.
Why?
Be very clear and up front
about what harassment is and that it is unacceptable within your
organization. See below some definitions of what encompasses harassment
in its various forms:
Personal/Sexual Harassment:
Sexual harassment is any conduct, comment, gesture or contact of
a sexual nature that one would find to be unwanted or unwelcome
by any individual, or that might, on reasonable grounds, be perceived
by that individual as placing a condition of sexual nature on an
employment or career development.
Personal harassment
means any conduct whether verbal or physical that is discriminating
in nature, based upon another person's race, colour, ancestry, place
of origin, political beliefs, religion, marital status, physical
or mental disability, sex, age or sexual orientation. It is discriminatory
behaviour, directed at an individual, that is unwanted or unwelcome
and causes substantial distress in that person and serves no legitimate
work-related purpose.
Key Issues/Procedures
You need to define what
constitutes harassment in your organization. Be prepared and have
procedures in place to deal with harassment should it occur (it's
too late to whip something up after the fact). Make sure that everyone
(especially the volunteers!) understand what recourse they have
should they experience harassment or want to report an incident
on someone else's behalf.
See Sport
B.C. template (PDF, 500KB) for an example of detailed harassment
procedures. |
