Risk Managing Volunteers

The management of volunteers has changed and over the years with the increased complexity and responsibility in the work performed by volunteers. Along with these changes have come increased risks to organizations, volunteers, paid staff and service recipients. Evaluating the risk in each position is the foundation upon which all screening steps are based. Position descriptions help to clarify rules and expectations, guide newcomers to the organization or activity, provide standards of conduct, direction and outline responsibilities and boundaries. They also help to increase the effectiveness of programs and offer continuity over time as new staff and volunteers join. It is much easier to ensure that people take on responsibilities that suit them best than to spend the organization's resources to deal with problems that arise from poor recruiting.

Generally, the more risky the position, the more intense the screening mechanisms must be. Keep in mind that different kinds of risks will require different kinds of screening mechanisms. For example, even though a Treasurer position on the Board of Directors may be low risk in terms of direct contact with vulnerable clients and potential for abuse, it may be high risk in terms of the opportunity to steal money from the organization. In this case, you may decide to do a credit check or check the volunteer's police record for a past history of theft or fraud.

Consider each position separately and establish appropriate hiring, training, supervision and follow-up procedures for each position based on the levels of risk associated with them. It is important to keep in mind that all screening procedures are based on the position, not the person.

One generic tool that you may wish to consider and adapt as appropriate is the following screening/monitoring methods designed in accordance with the risk rating of the position:

There are many initial and ongoing screening tools and options available to you based on the risks and requirements of the specific position. These include:

• Position Design
• Position Description
• Careful Recruitment
• Application Form
• Interview
• Reference Checks
• Qualification Checks
• Police Records Check
• Driver's Records Check
• Credit Bureau Check
• Home Visit
• Medical Testing (for example, a TB or Hepatitus shot)
• Probation, buddy system or mentorship
• Orientation & Training
• Supervision including spot checks, family feedback
• Performance Assessment
• Communication & Feedback
• Policies, including abuse/harrassment identification and response, discipline and dismissal.

Screening does not end once the volunteer is in place. Orientation and training sessions offer an opportunity to observe volunteers in a different setting. These sessions also allow organizations to inform volunteers about policies and procedures. Probation periods give both the organization and the volunteer time to learn more about each other.

The identified level of risk associated with a volunteer position will determine the necessary degree of supervision and evaluation. If the risk is great, it follows that the volunteer will be under close supervision. Frequent feedback in the first year is particularly important. Evaluations must be based on position descriptions.

Regular contact with participants and family members can act as an effective deterrent to someone who might otherwise do harm. Volunteers should be made aware of any follow-up activities that may occur. These could include spot checks for volunteers in high-risk positions.

(The above was adapted from Beyond Police Checks, the Definitive Volunteer & Employee Screening Guidebook, Linda L. Graff, Dundas, Ontario, 1999)

If you need help with designing your volunteer program, please contact your University Risk Manager.

Volunteers at CSUN:

At CSUN, volunteers are required to complete and sign a Volunteer Registration Form (VIF) available from the CSUN Human Resources Administration website at: http://www-admn.csun.edu/ohrs/compemp/forms/ohrs_20-64.pdf

There may be different or additional forms to complete depending on who is volunteering and for what activities. The grid below is for your guidance with the volunteering process.

N/A = Not Applicable
W = Special Waiver and Release (Ask Risk Management)
VIF = Volunteer Identification Form (Human Resources)
Ask = Ask Risk Management (X2079)

Student Volunteers:

*Community service and volunteerism offers the student a way to change the lives others by giving back to the community. There are hundreds of ways to help out. It's easy to find a rewarding opportunity for the individual student or club, one day or long term. Through consistent volunteering, the student can build his or her resume, establish a local network, learn new skills, expand existing skills and help make the local community a better place. Note: The University does not provide Workers' Compensation coverage to students participating in University sponsored community service programs. If you are so inclined, contact the Matador Involvement Center and check out their "Community & Volunteer" .

Community Organizations Looking for Volunteers:

California State University, Northridge offers community service sites and organizations the opportunity to be a part of our online volunteer opportunities database. All CSUN students have access to this database in which they can search for meaningful and fulfilling volunteer opportunities. Please note that the more information you provide us with, the better our students will be able to find your site. To ensure that both CSUN and the community organization observe all rules, regulations and procedures in place with respective organizations, we host Community Organization Partnership Training sessions, and recommend that you designate a representative to attend. Should you have any questions please contact the Matador Involvement Center and check out their Community & Volunteer website.

Volunteer Forms:

Volunteer Identification Form
Those persons who perform work or provide services to the University without financial gain are Volunteers and must register with Human Resources using this form.

Volunteer Participation Informed Consent, Release and Hold Harmless Agreement
Those persons who perform work or provide services on a campus event or activity on a voluntary basis must complete this special waiver and release form.