Topics to Consider When Writing Volunteer Policies & Procedures
February 29, 2024
Author: Carlie Hornback
Policies and procedures (P&P) are critical to having a successful volunteer program. P&P ensure that programs are operating well and set a standard for success. It is important to review P&P on at least an annual basis. This is a great time to evaluate the effectiveness of the P&P, how they align with the mission of the organization, and help support the long-term strategic plan of the organization. Having volunteers review and sign P&P annually is a great way to reset standards and create a space for volunteers to provide suggestions and get questions answered.
Does one of these categories apply to your organization??
We have P&P, but they are out of date and collecting dust
We have P&P but do not consistently evaluate them
We wing it! Not current P&P
We use our P&P and update them but want to make sure we cover all our bases
If you were able to answer yes to one of the categories, keep reading because I have got you covered!
P&P Topics to Cover
Mission Alignment: As a volunteer manager, you want to make sure the P&P for volunteers align with the mission, values, and vision of the organization. There are always standard best practices to cover, but each program is unique and you want your P&P to reflect that. In addition to ensuring your P&P align with the organization’s overall goals, you want your volunteers to understand how they fit into the organization.
TIP: Have a member of your leadership team (CEO, Executive Director, President of the Board of Directors) write a letter to volunteers and include it at the beginning of the P&P.
Legal & Ethical Compliance: When writing the P&P make sure to check local, state, and federal laws. This will ensure the organization is following proper labor-laws, non-discrimination laws, and volunteer protection laws.
TIP: Check out this article from Tobi Johnson & Associates for legal considerations for volunteers.
Clear Communication: Providing volunteers with a position description is necessary. It is a way to clearly layout expectations and set a foundation for volunteer success. Having a job description and clearly outlining where to find it and how to uphold expectations in the P&P will make your job easier. It provides an easy way to hold volunteers accountable.
Volunteer Recruitment: This section should clearly state the requirements that make a volunteer eligible to participate. This can include things like minimum age and special skills required. This is also a section that can cover the screening process, like application, interview, and selection process.
TIP: Make sure requirements meet local, state, and federal laws. It is also good to check with your insurance to make sure you are covered for the right age group and for the tasks you are asking volunteers to complete.
Orientation & Training: Clearly layout the expectations volunteers are required to meet during their training period. This should outline the type of training that needs to be completed, what time commitment the training will take, and the material covered in the training. It should also clearly be stated how frequently a volunteer needs to retrain or if they are expected to complete any continuing education.
TIP: Mention if volunteers have to be background checked or CPR certified and what requirements go with that. Requirements could be: who pays for the cost of the training or screening, how often does it need to be renewed, and how the information is stored.
Supervision & Support: Who is supervising the volunteers? Just like paid staff, there should be a direct supervisor for the volunteers. Volunteers should know who they are supposed to ask questions to, take direction from, and communicate with. The volunteer should also know what kind of support is in place to help them succeed and how to access the support when needed.
Safety & Risk Management: Consider what kind of activities your organization is having volunteers do and conduct a risk assessment. Craft P&P that minimize the risk to the volunteer and the organization. Seek guidance from professionals in the risk management sector to ensure your policies are the most accurate. Address what happens if a volunteer breaks a P&P regarding safety and what steps will be taken.
Confidentiality & Privacy: Educate volunteers about the importance of confidentiality, privacy, and conflict of interest. Use these documents in the volunteers training and have them sign the necessary agreements. This sets a clear expectation upfront and makes it easy to refer back to when coaching volunteers if necessary.
Conflict Resolution: Create ways for volunteers to share concerns or grievances about their experience with the program or other peers within the organization. Interpersonal conflict happens and it is always easier to have a plan in place then try to scramble to decide how to address conflict in the moment. You want to create a space that everyone feels valued and respected so created P&P that address how to do that will make a difference.
Volunteer Departure & Transition: We always want our volunteers to stay, but of course there are times when a volunteer needs to end their commitment or the organization needs to end the relationship with a volunteer. Create P&P for what happens when a volunteer chooses to end their commitment and what needs to take place to transition what they were working on. It should also be clearly laid out how a volunteer will be released from the organization due to a violation or simply not being a good fit.
Documentation & Record-Keeping: It is important to maintain accurate records on the volunteers. This will include the application material, required certifications or background checks, communication logs, and completed trainings. Make sure you let the volunteer know what information is kept on file and how the organization prioritizes and ensures their privacy.
TIP: Record keeping is a great way to accurately celebrate the accomplishments of your volunteers. Track their hours and reward them for milestones!
Review & Revision: The organization should review P&P at least annually to ensure accuracy and make necessary changes. When P&P change, the updated document should be send to all active volunteers so they can be made aware of necessary changes. Volunteers should sign new copies of P&P when there are major changes.
Accessibility & Inclusivity: Ensure that P&P are accessible to volunteers and provide accommodations to support volunteers when needed. You want to create a volunteer program that values diversity and respects all those who want to participate. Make sure your P&P reflect that and actively work to make adjustments as you learn how to better serve all your volunteers.
Creating P&P is not a quick one-and-done. It takes time to ensure the language is reflective of the organizations values and the document is simple, yet informative. If you are stuck on where to start, I would love to support your organization through the process. Reach out to me and let’s see what we can do to make your volunteer program the best it can be!