Volunteering is a great way for community members to get involved in your organization’s cause. No matter what industry you’re in, there are a variety of volunteer-related risks that could potentially leave you exposed to devastating lawsuits, negatively impact your public image, or even result in injury or death. That’s why it’s important for you to ensure your volunteers are safe, properly trained, and a good fit for your needs.
Applications & Background Checks
Knowing who your volunteers are is vital—they represent you. Before a volunteer begins working with you, consider requiring them to complete a formal application and cover letter, and address time commitments as well as other requirements of the position. This may deter casual applicants who are not prepared to meet your expectations. Once you decide to move forward with a volunteer, you should also move forward with background checks.
Background checks are an easy preventative measure you can take to help protect your organization. Here are a few things to keep in mind to better ensure you’re using them effectively.
1. Create a Volunteer Policy
First things first, your organization should have a Volunteer Policy. Having a policy in place ensures that everything your volunteers need to know about: training, background check, expectations, code of conduct, supervision, etc.—are all wrapped up in one policy document. Before your volunteers begin working with you, have them review the policy and sign off, indicating that they have read and understand it.
Clear policies reduce risk. Having a policy in place and making sure your volunteers understand it helps ensure that everyone is treated fairly and understands your expectations.
2. Follow Legal and Compliance Requirements
The Fair Credit Reporting Act (FCRA) determines how you can collect, share, and use information, including information from a background check—even for volunteers. It requires written consent prior to conducting the background check, proper disclosure of screening purpose, and notification if adverse action is taken based on the results. Some states may have additional requirements, so be sure to check your local regulations to ensure you’re compliant.
3. Put Your Screening Policy in Writing
Your policy shouldn’t be a surprise to potential volunteers—it should clearly communicate to them about why you conduct checks, what kinds of checks will be utilized, how that information is handled, and what your standards entail. Employees go through a screening process as well, but having a specific section in your volunteer policy helps to prevent confusion. Screening is an essential part of a volunteer policy, so be sure that your volunteers understand all aspects of the process when they review your policy.
4. Tailor the Screening to the Role
Different roles will require different checks and should be categorized by the level of potential risk. While every volunteer should go through identity verification checks, those who will have unsupervised contact with children, the elderly, and other vulnerable individuals, as well as those with access to sensitive financial or personal information, should be considered higher risk and likely require more in-depth checks.
5. Rescreen Regularly
Remember that background checks aren’t permanent. You should rescreen regularly, depending on the level of risk. A common standard is rescreening every two to three years for ongoing volunteers, annually for high-risk roles, and any time a volunteer moves into a position with significantly more responsibility or access. Make sure your rescreening practices are included in your policy.
6. Start Volunteers on a Trial Period
Even if a volunteer receives a clean check, that doesn’t always mean they’re the right fit for your organization. Bringing new volunteers in for a trial period, anywhere from a single day, or a month with supervision and an interview at the end, ensures that you’re finding the right fit, and providing a graceful exit for all involved if it’s not.
Training and Supervision
Training allows your volunteers to perform the tasks you assign confidently, successfully, and independently. It not only sets clear expectations, but also ensures that your volunteers are trained on your volunteer policy, their responsibilities, your safety procedures, and relevant compliance requirements. Training varies based on what you do, but could be in-person, virtual, or through a third-party. Assess what tasks you’ll assign volunteers and determine what kind of training works best for your team. It is also important to include volunteers in ongoing educational and training programs to remind them of your expectations.
Supervising and leading volunteers can be challenging, but with the right structure in place, you’ll be able to make sure everyone is working together smoothly. A good supervisor will provide clear instructions, check in regularly, identify and handle potential issues such as conflict and burnout, and ensure that they meet volunteer needs, all while maintaining your organization’s productivity. Remember, most volunteers don’t need much oversight, but will benefit from consistent supervision.
Your volunteers are passionate about what you do—make sure they understand how to do it properly and safely.
Injury Liability
When a volunteer is injured, it can often be unclear who is liable. The Volunteer Protection Act of 1997 protects volunteers from liability for harm they cause while performing duties on behalf of a nonprofit—provided they act within their responsibilities, are properly licensed (if required), and do not engage in willful or reckless misconduct. Volunteers can still be held liable for actions done outside their assigned duties or for negligence.
Industry-specific resource libraries to help you get started
“Effective volunteer management should not be about creating barriers to service,” says Matt Olphin, Director of Glatfelter Public Entities & Glatfelter Ministry Risk Control & Education. “It’s about creating the structure, training, and safeguards that allow people to give their time and talent while protecting the mission of the organization.”
We have industry-specific resource libraries to help community-focused organizations manage and support personnel, as well as evaluate employment practices and implement best practices, including resources for emergency service organizations, healthcare and caregiving facilities, houses of worship, public entities, and schools.
Volunteers are a huge part of community-focused organizations’ success. That’s why it’s so important to ensure that they’re the right fit for you, and you’re the right fit for them.
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