encounter that may increase risks

• Are there any situations that the volunteer may encounter that may increase risks of loss or negligence (e.g., transporting children)? If yes, is more screening required?
• Will the volunteer be in a position of trust due to a relationship of trust, dependency, authority or reliance? If so, is more screening required?

5. Require applicants to complete standardized forms outlining their skills and experience, and contact information for at least three references.

6. Interview qualified volunteers prior to making selections. Interview questions should be designed to gain a greater understanding of experience, skills and attitudes.

• Does this candidate have skills, values and a personality that align with the position and the organization?
• Is this person aware of the risks involved with the position? Will this person commit to taking reasonable precautions to control risks?
• Describe the position and organization, as well as orientation, training, supervision and evaluation requirements.

7. Request a police record check for all applicants who may be in a position of trust, working with vulnerable persons, dealing with confidential material, etc. The applicants may acquire and submit the records themselves or the organization may obtain a record with written permission from the applicant. If an applicant has committed an offense, several factors must be considered to determine whether the offense is relevant to the applicant’s ability to perform the volunteer position:

• the age of the person at the time of the illegal act;
• the amount of time that has passed since the illegal act;
• attempts at rehabilitation;
• the circumstances surrounding the conviction and the likelihood that the offender will re-offend; and
• whether the offender presents a threat to the organization to carry on its business safely and efficiently.

Do not under any circumstances allow a convicted sex offender to work with children.

8. Consider creating a database of all potential volunteers so it is easy to search a list of volunteers by qualifications, experience or other characteristics when recruitment is necessary. This will help ensure that the right qualifications are matched with the requirements of the available volunteer position.

9. Develop standards of behaviour that volunteers must follow.

• Require volunteers to sign a contract regarding length of service, duties, confidentiality requirements, etc.
• Require volunteers to read and sign all organizational policies that affect their positions.
• Where vulnerable clients are involved, establish organizational policies to ensure volunteers always work in teams; that is, they are not put at risk of being alone with others.

10. Conduct orientation sessions to introduce volunteers to the organization’s risk management policies and procedures.

11. Provide volunteer training for the tasks they will be required to perform. Do not place a volunteer in a position for which he/she is not trained.

• If driving is required as part of a position, consider enrolling volunteers in defensive driving courses.
• Provide refresher training courses regularly. The frequency will depend on the situation, but check into best practices used by similar organizations for training in the same skills/operations. For example, CPR and lifeguard recertification are required at specific regular intervals.

12. Place volunteers on probation for the first three months.

• Provide supervision.
• Extend probation if any problems occur or complaints are received.
• Evaluate the need for additional training.

13. Consider the use of photo ID badges for volunteers to be used at all times while performing volunteer activities.

14. Conduct volunteer performance evaluations regularly (perhaps semi-annually or annually) to discuss volunteer progress and performance.

15. Collect feedback from those who receive services from volunteers to identify trends in volunteer achievements and weaknesses.

16. Investigate any complaints obtained from those receiving a volunteer’s services.

17. Always document any concerns about volunteer performance. Develop a policy for discipline and dismissal of volunteers where appropriate for the protection of the organization, other volunteers, and the users/recipients of your services. Be very careful in this regard and seek legal advice, as improper discipline or dismissal could result in liabilities to the organization.

18. Reward volunteers for good performance. Rewards do not have to be tangible – even verbal recognition at an event or meeting is sufficient if your budget does not allow for prizes.

19. There is volunteer screening training available at organizations across Canada.