Supervision - 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