Best Practice Guides
Why Do Organisations Involve Volunteers?
Your organisation’s view on the role of volunteers and what they can bring to your organisation will determine how you manage and involve them. The most successful organisations involve rather than use volunteers. It is good practice to reflect this in all your communications and to remember that volunteering is a two-way relationship –one that should benefit both the volunteer and the organisation.
Steps for Setting Up a Volunteer Programme
A key starting point to setting up a new volunteer programme is to remind yourself why your organisation involves volunteers in the first place and identify what exactly you want to achieve through involving volunteers. A clear vision and understanding as to how volunteers can contribute to your organisation will help determine how you support, involve and manage your volunteers.
How Can Your Local Volunteer Centre Support You?
Volunteer Centres help individuals find meaningful volunteer opportunities within the local community and work to build the capacity of community and voluntary organisations to involve volunteers effectively. They provide a high quality volunteer placement service in a friendly and professional manner, offering professional support, advice and training to volunteer-involving organisations.
A Step-By-Step Guide to Registering Your Organisation & Volunteer Opportunities Online
To advertise your organisation’s volunteer opportunities on www.volunteer.ie or your local Volunteer Centre website you will need to register your organisation with your local Centre first. Once registered, you can post new volunteer opportunities online as they arise. If you prefer not to register online, please contact your local Volunteer Centre for information on registering in person or over the phone.
How to Develop a Volunteer Role Description
A volunteer role description defines what the volunteer’s purpose is and how they will fit into your organisation. It clarifies expectations and makes the process of recruitment and selection easier since the description can be used to determine a person’s suitability for the activity. It is a good idea to involve staff who may be working with the volunteer when developing the role description. They will understand the ins and outs of the role and know what skills will be required and what training should be provided.
Sample Volunteer Role Description
Below is a sample role description not all elements of which will be relevant to all organisations. You may wish to add more information or subheadings as appropriate.
Designing a Successful Volunteer Recruitment Advertisement
Taking time and care in creating an effective advertisement and advertisement campaign is crucial in the overall recruitment process. Getting your advertising right will improve success rates and speed up the process of finding suitable volunteers to involve in your organisation.
Garda Vetting
Many community and voluntary organisations include Garda Vetting as a necessary step in the recruitment of all new volunteers. Garda Vetting is the process by which the Central Garda Vetting Unit (CGVU) discloses details regarding all prosecutions and/or convictions in respect of an individual. The CGVU is the unit within the Garda Síochána responsible for conducting Garda Vetting. Garda Vetting is not conducted by Gardaí at a local level.
Reference Checks
A reference check is a key step in the volunteer recruitment and screening process. Checking references verifies details gathered from the volunteer during the application and interview process and helps assess the applicant’s suitability for the role. References can be given over the phone or in writing. In some situations reference checks are an appropriate alternative to the Garda Vetting process. In other situations reference checks can complement the screening procedures already in place.
Sample Reference Check Template
Below is a sample reference check template not all elements of which will be relevant to all organisations. You may wish to add more information or subheadings as appropriate. We recommend gathering your references by telephone, but this sample template may also be sent to the referee to fill out in writing.
Guide to Interviewing Volunteers
The interview is an essential step in the volunteer screening and selection process and provides an opportunity for both the organisation and volunteer to learn more about one another. The interview is invaluable in assessing if the applicant is a good “fit” for your organisation. It is important to remember that an interview is a two-way process and, even though a volunteer attends an interview, it does not mean they have fully decided to volunteer with your organisation. Therefore, you should outline the benefits of volunteering with your organisation, the supports you can offer, and how the volunteer can help further your mission and aims.
Preparing for a Volunteer’s First Day
Volunteers have high hopes and expectations when they sign up to volunteer. It’s important that organisations address their needs and expectations, starting with making them feel welcome on the first day. Properly preparing for a volunteer’s first day will ensure they immediately feel part of the team, allay any nerves they may have and help you to retain your volunteers.
Induction Checklist
Induction is an information sharing process to help volunteers feel part of the team and become productive as quickly as possible within their role. Planning and creating an induction programme and induction pack ensures all volunteers receive all relevant information and are introduced to the organisation in the same way. Below is a sample induction checklist. It may take some effort to collate the information initially but once it’s done, it can be updated and added to easily.
Volunteer Application Form
A volunteer application form assists the process of recruitment and screening of volunteers by gathering information about an individual’s suitability for a given volunteer role. An application form should be clearly laid out, avoid employment terminology and only seek relevant information about the applicant. The level of detail will vary from organisation to organisation. We highly recommend developing a volunteer application form specifically for volunteers and advise against using an employee application form. Below is a sample volunteer application form that can be adapted to suit your organisation.
Volunteer Agreement
A volunteer agreement is the foundation of the working relationship between an organisation and its volunteers. A volunteer agreement clarifies the expectations of both parties in relation to length of time commitment, confidentiality, attendance at training, and adherence to the organisation’s policies and procedures. Below is a sample volunteer agreement, which can be adapted to suit the needs of your organisation.
Volunteer Expenses
Whilst it is best practice for volunteer-involving organisations to pay out-of-pocket expenses for volunteers, it is also recognised that some organisations do not have the resources to do so. Either way, it is important that organisations have an expenses policy in place and that volunteers are aware of which expenses are covered right from the start. Common expenses covered include travel to and from the place of volunteering and lunches. We strongly recommend that organisations do not provide a flat rate for volunteers for these or other expenses and, instead, reimburse expenses upon receipt. Expense processes typically include submitting receipts on a regular basis accompanied by an expenses form. Once submitted and approved, volunteers receive an expenses cheque. Below is a sample volunteer expenses form that may be altered to suit the needs of your organisation.
Motivating and Thanking Volunteers
People volunteer for a multitude of reasons: to give something back to their community; to gain or improve skills; to meet new people; because they are interested in an issue or cause; or because they have some free time on their hands. Acknowledging the work that volunteers do with your organisation and why ensures they will stay motivated and continue to work on your behalf. Here are some suggestions on how to motivate and thank volunteers.
Sample Exit Interview Template
Volunteers may feel they can give more frank and open feedback when they have finished volunteering with your organisation. An exit interview provides an opportunity to gather valuable feedback which can help your organisation improve work practices and learn how to better retain volunteers. Volunteers are under no obligation to participate in an exit interview so do thank them for their time and honesty and remind them of the valuable contribution they have made during their placement.
Screening and Selection
Screening and selection is the process of ensuring your organisation chooses the appropriate applicant for the appropriate role. Ideally, screening and selection incorporates a variety of steps and does not rely on any one method or measure. Getting each step right will improve the quality of applications and ultimately improve your chances of finding the right match. The level and extent to which you screen volunteers is determined by the services you provide and the nature of the role. Screening is particularly important if volunteers work with children, young people or vulnerable adults. Screening may also be necessary in cases where volunteers are unsupervised, deal with finances or visit a client’s home. It is vital to remember that screening does not provide a 100% guarantee that the volunteer will be a perfect fit.
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