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Supervision
The following is a list
of Volunteer program policies for supervision. Each section contains
information on the policy, sample wording and key issues and procedures.
 Supervision
 Grandfathering
of New Measures
 Record
Keeping
 Reporting
Obligations
 Probation
 Discipline
 Immediate
Dismissal
Supervision
Sample Wording
Supervision provides the
volunteer with guidance, support and feedback and direction to carry
out the volunteer duties. Every volunteer will be assigned a supervisor;
in some cases the supervisor may be a volunteer. Volunteers agree
to follow the direction and guidelines provided by their supervisors.
In case of disagreement over the direction provided, the volunteer
may address this with the supervisor or with the administrator of
volunteers.
Why?
Prepare volunteers for
the fact that screening will be ongoing through supervision and
evaluation.
Key Issues/Procedures
Supervision provides quality
control and can prevent problems from occurring.
Styles
of supervision may include direct supervision, unannounced spot
checks and follow up with clients, family, staff and other volunteers.
Grandfathering
of New Measures
Sample
Wording
New
policies or amendments to existing policies may be introduced that
will affect all current and new volunteers. Current volunteers will
be informed of any changes in policies and explained how to comply
with the new policies.
Why?
Let
volunteers know that the current policies are always reviewed and
evaluated and adapted when needed.
Key
Issues/Procedures
As
you evaluate and improve your policies and procedures, think about
how to implement new policies. Long-term
volunteers may resist change. Depending on the policy you may grandfather
current volunteers and implement a policy with new volunteers.
Record
Keeping
Sample
Wording
Volunteer
records are kept to assist the organization in maintaining an effective
volunteer program. Volunteer records are stored in a locked cabinet,
under supervision of the administrator of volunteer resources and/or
in a password protected electronic file. Volunteers may access their
files by contacting the volunteer coordinator. The file may be viewed
in the presence of the volunteer coordinator and shall not be removed
from the office.
The
organization maintains information about volunteers and their service
for program management and statistical purposes. All information
is maintained confidentially.
Why?
People
are increasingly aware of privacy laws and may question what kind
of files are being kept for how long, who has access and what the
information is used for.
Samples
of most commonly kept files include:
- Application form
- Interview form
- Reference check form
- Hours, training log
- Evaluation
- Recognition information
- Signed agreements, consent forms
- Police records check info
Key
Issues/Procedures
What
goes into volunteer files?
How
long will you keep volunteer records?
How
are records stored?
What
is the access procedure for volunteers who want to see their files?
Who
has access to the information (other staff, data for reports, stats,
funders)
Note:
Once you destroy
screening documentation, you destroy the basis from which to defend
your screening decisions. (From "Beyond Police Checks")
Reporting
Obligations
Sample
Wording
All
accidents, injuries and hazards must be reported immediately to
your staff supervisor or administrator of volunteer resources. Incidents
include violence, theft, threatening behaviour, abuse or any (potentially)
unsafe situation.
Why?
When
an incident occurs it is important that volunteers and staff know
how to respond and that all relevant information is recorded as
soon as possible to assist further investigation if necessary.
By
encouraging volunteers to report potentially hazardous situations
you may be able to prevent or reduce incidents.
Key
Issues/Procedures
Train
volunteers in how to report a situation of potential risk or hazard
and how to respond in case of an incident. Clarify
who to report to and how to fill out an incident
report ( 
PDF, 90KB).
Probation
Sample
Wording
All
volunteer placements begin with a three-month (six month? one month?)
probation period. At the end of this period the organization and
volunteer will evaluate if the placement meets the mutual objectives.
Why?
Some
organizations choose to include a probation period to observe the
volunteer "in action" before making a final commitment
and accepting the volunteer. It
encourages both the organization and the volunteer to evaluate the
placement and making any adjustments if necessary.
Other
organizations do not provide a probation period as it may give volunteers
the impression that once they have made it through probation they're
in for good. Instead they opt to have ongoing evaluation and adjustments.
Key
Issues/Procedures
Discuss
within your organization what the purpose of a probation period
would be and if it suits your programs. If
you decide to introduce a probation period decide how long it is
and what kind of evaluation and monitoring takes place.
Discipline
Sample
Wording
Volunteers
who fail to adhere to the policies and procedures of the organization
may face disciplinary action, including dismissal.
The
organization believes in fairness and openness and volunteers can
expect a commitment to resolving conflict and receiving supportive
and constructive criticism. If disciplinary action is required,
the organization follows the same steps as its staff policies:
- Performance review
- Verbal warning
- Written warning
- Suspension
- Dismissal
Why?
Volunteers
need to know that there are consequences for failing to adhere to
policies and procedures.
Organization
shows from the onset a commitment to resolve conflicts and keep
disciplinary issues to a minimum.
Key
Issues/Procedures
What
are the steps of progressive corrective action? Review
your human resources policies to mirror those closely with your
volunteer policies.
What
records need to be kept in case of disciplinary actions?
What
is the complaints or grievance procedure for a volunteer who disagrees
with a decision?
Who
is responsible for disciplining a volunteer?
Immediate
Dismissal
Sample
Wording
Our
organization values a collaborative work environment and will attempt
to respectfully resolve conflict or problem situations. However,
our priorities are the safety and well being of our clients, volunteers
and staff and the integrity of our organization. If a volunteer
were to commit a dangerous or harmful act, he/she may be dismissed
immediately and without warning.
Grounds
for immediate dismissal may include (but are not limited to):
- Gross misconduct or subordination
- Committing a criminal offence
(theft, assault, vandalism, etc,)
- Acts of abuse, mistreatment or
violence breach of policies or procedures
- Being under the influence of alcohol
or drugs.
Why?
Volunteers
need to know up front that there are circumstances when immediate
dismissal can occur. This policy
protects not only clients and staff but volunteers as well.
Key
Issues/Procedures
Who
is responsible for the dismissal and who makes the final decision?
Report
the incident and document thoroughly al events leading up to the
incident. Follow up with other
volunteers, staff and clients if necessary.
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