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Recruitment
The
following is a list of Volunteer program policies for recruitment.
Each section contains information on the policy, sample wording
and key issues and procedures.
 Wellness
Health
Terms
of Office
Loaned
Volunteers
Internal
Candidates
Staff
Requests for Volunteers
Minors
Application
Form
References
Placement
Police
Checks
Interviewing
Saying
No
Wellness
Health
Sample
Wording
The
organization recognises that persons with (chronic) illnesses may
wish to engage in as many pursuits as their condition allows, including
volunteer work. As long as these volunteers are able to meet the
acceptable performance standards and medical evidence indicates
that their condition is not a threat to themselves and others, these
volunteers are welcome in our organization.
The
organization also acknowledges its obligation to provide a safe
environment for all volunteers, clients and staff. A volunteer who
cannot carry out regular duties effectively or safely may be (temporarily)
reassigned other work is available or (temporarily) suspended from
his/her volunteer duties.
The
organization will treat all health information confidentially and
will only disclose information about a volunteer's health status
where there is informed consent from the volunteer or a legal obligation
to do so.
Prior
to acceptance as a volunteer or, thereafter if required, volunteers
may be requested to submit a written statement from their physician
attesting to their (physical / emotional / psychological) suitability
to carry out their volunteer duties.
Volunteers
in specific programs are required to have proof of a negative chest
X-ray or TB test at the time of placement and annually thereafter.
Term of Office
Sample
Wording
All
(or certain) volunteer positions have a designated term of office,
as defined in the position description. Extensions or renewals of
terms of office will be reviewed and discussed with volunteer and
staff at the conclusion of the term of office.
Why?
To
avoid that certain volunteers dominate a position for a great length
of time it can be beneficial to have a term of office. It
avoids burn-out of volunteers and can also be a risk management
tool to prevent volunteers from becoming too attached and too comfortable
in a certain position.
Key
Issues/Procedures
If
you have a limited terms of office can/should it be extended under
certain circumstances? If so, what are the grounds for extending
someone's term of office? Be careful when making exceptions as this
may raise expectations with volunteers when their term expires.Which
positions would require a term of office?
Loaned
volunteers
Sample
Wording
All
potential volunteers must go through the volunteer resources department
prior to being placed in a program. This step ensures that volunteers
are appropriately screened, oriented, trained and placed in the
most appropriate area and that their information is recorded for
recognition and follow-up purposes.
Why?
If
your organization works with volunteers from other organizations
or corporate volunteers plan an appropriate screening policy
Always
be very clear on the screening criteria; your first priority is
the safety of your clients, volunteers and staff
Key
Issues/Procedures
When
working with volunteers from another organization consider any previous
screening and if this will affect your process. Avoid
making random exceptions as other volunteers will notice.
Internal Candidates
Sample
Wording
Volunteers
who wish to transfer from one program to another (or one position
to another) must be referred to the administrator of volunteer resources
to ensure that all applicable screening measures are completed prior
to starting in a new position
Why?
It
can be tempting to just transfer a volunteer, especially when everyone
knows the person. Always evaluate your positions to determine what
the screening steps are required for each position.
If
screening levels vary then volunteers who transfer must always be
screened accordingly prior to starting.
Key
Issues/Procedures
Consider
whether staff, clients or relatives of staff or clients can volunteer.
What
screening policies should be in place for internal candidates when
transferring from a low risk position to a higher risk position?
Ensure
that other staff are aware of these procedures if they refer a volunteer
to another position.
Staff
Requests for Volunteers
Sample
Wording
Staff
who have a volunteer vacancy will direct their request to the administrator
of volunteers, subject to approval. Only appropriately screened
and approved volunteers will be placed within the organization's
programs. Staff who recruit volunteers for their programs will refer
these new volunteers to the administrator of volunteers for screening
and placement.
Why?
Ensures
that staff do not provide short cuts to screening and that screening
is applied consistently and fairly.
Key
Issues/Procedures
How
do staff recruit and request volunteers?
What
do staff need to be familiar with prior to recruiting volunteers?
Minors
Sample
Wording
Volunteers
under the age of ?? must provide a signed letter of consent from
a parent or legal guardian.
Why?
Depending
on the position you may need to set an age minimum (volunteer drivers/counsellors)
whereas other positions an easily be done by youth.
Key
Issues/Procedures
Ensure
that minors have permission
(
PDF, 75KB) from their parent or guardian prior to starting the screening
process. Decide what
the minimum age should be for your volunteer positions and why.
Application
Form
Sample Wording
All potential volunteers
are required to fill out an application form prior to being considered
for an interview.
Why?
As a first step, the application
form will allow you to get some basic information on an applicant
such as volunteer interest, educational or work experience, previous
volunteer experience and skills. It also provides you with a record
of interest and contact information for the organization to follow
up with the applicant.
As it is often one of the
first pieces of information that a potential volunteer sees, make
sure that the form is clear, clean and well written.
Key Issues/Procedures
Ensure that all the information
solicited on the application form meets the Human Rights Legislation.
Information that may be utilized to discriminate against an applicant,
such as age, ethnic background or disability should not be requested.
Specific requirements for the position that may give you a bona
fide reason for discriminating should be discussed during the interview
or orientation session.
Who collects, evaluates
and stores the information? Click
here to download a sample (PDF, 185KB).
References
Sample
Wording
All
potential volunteers are required to submit personal and/or professional
references prior to acceptance as a volunteer. Potential volunteers
are requested to provide signed consent giving the organization
permission to contact the provided references.
Results
from reference checks will be kept in the volunteer's file.
If
requested the organization may provide a reference on your behalf
about your performance as a volunteer. Volunteers who leave the
organization may request a letter of reference upon their departure
or contact the organization for up to two years for a reference.
Why?
References
can provide valuable information on a potential volunteer's past
performance and history.
Particularly
with high risk positions this screening tool is very valuable and
should be one of the screening steps
Placement
Sample
Wording
Only
when the initial screening process has been satisfactorily concluded
will the volunteer be notified of official acceptance. Volunteers
are selected for a mutually beneficial match between the needs of
the organization and the needs of the volunteers. It is illegal
to discriminate against a volunteer without bona fide reasons. Any
selection or rejection decisions must be fair and objective and
must be made in accordance with human rights guidelines.
Why?
Emphasize
from the start that acceptance is not automatic, volunteers are
screened and not everybody is placed.
Key
Issues/Procedures
When
is a volunteer accepted and placed?
Who
notifies the volunteer of acceptance or non acceptance?
What
records do you keep if a volunteer is not accepted?
Police Checks
Sample
Wording
A
police records check may be used as one of the screening tools.
Potential volunteers are required to sign a consent form for requesting
a police records check.
Screening
processes relating to criminal convictions must be handled with
great sensitivity and must consider the relevance of the conviction
to the requirements of the position and the ability of the organization
to supervise the volunteer.
It
is illegal to discriminate against a volunteer without bona fide
reasons. Any selection or rejection decisions must be fair and objective
and must be made in accordance with human rights guidelines.
Why?
If
your organization uses police records checks it's fair to let volunteers
know up front. Those who may not wish to disclose a (relevant) record
can screen themselves out.
It is
Important to emphasize that the check is only one of the tools.
View the FAQ
(
PDF, 225KB) on police records check.
Interviewing
Sample
Wording
As
part of our organization's comprehensive screening, all volunteers
will be interviewed to determine suitability and interest for the
position. Interviews will be conducted by a designated person or
persons and may be conducted by volunteers and/or staff
Why?
All
volunteers are required to be interviewed, no exceptions to establish
whether the person has the appropriate skills, interest, motivation
and experience required for the position and whether an applicant
would be a good fit with your organization
Key
Issues/Procedures
Prior
to developing interview questions and procedures we recommend reviewing
the relevant Human rights legislation and fact sheet on legitimate
questions.
Click
here to access a complete copy of the human rights legislation.
For
information on legitimate interview questions and relevant human
rights information click
here .
Who
attends and conducts interview? What questions
(
PDF, 150KB) do you ask?
Saying
No
Sample
Wording
Our
organization practices a fair and respectful selection process.
Volunteers are assessed on their motivation and skills, as well
as suitability for a placement within our organization. We reserve
the right to not accept a volunteer's services if there isn't a
suitable placement within our programs.
If
a volunteer is not suitable for a placement within the organization,
the administrator of volunteers will call or send a letter indicating
that the organization does not have a position available.
Why?
Let
volunteers know that acceptance is not automatic, not everyone is
accepted as a volunteer.
Key
Issues/Procedures
Be
prepared for saying no. Plan ahead of time what would make a volunteer
unsuitable for a position
Carefully
planning your volunteer program will assist you in deciding what
to look for in a volunteer.
Be prepared to articulate to an applicant
why he/she cannot be placed within your program.
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