How do we onboard volunteers?

At Community Partners, each project is responsible for recruiting, vetting, and training volunteers. While this process varies depending on the needs of your project, it’s important to follow key steps to ensure a smooth onboarding process for all volunteers, especially when working with vulnerable populations.

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Onboarding Process - Steps to Follow

1. Recruitment and Vetting

   • Ensure you clearly define the roles and responsibilities for volunteers before recruiting them. This helps set expectations and ensures the right fit.

   • Conduct interviews (if applicable) to get to know your volunteers better and understand their motivations and skills.

   • Reference checks are a best practice to confirm the volunteer’s background and experience.

2. Completion of Required Forms
   All volunteers are required to complete and submit the following forms:

   • Volunteer Information Form & Agreement: This includes basic details about the volunteer and their agreement to the policies of Community Partners.

     • Link to Volunteer Information Form & Agreement

   • Parental Waiver Form (for Volunteers Under 18): If the volunteer is under 18, they will also need to submit a Community Partners Parental Waiver Form. This form is crucial for ensuring parental consent for minors to participate in volunteer activities. Please see the attached form(s).

   • Live Scan (for Vulnerable Populations): If your project involves working with vulnerable populations (such as children, seniors, or individuals with disabilities), it is required by law that all volunteers complete a Live Scan background check to ensure safety and security. This process ensures that volunteers have passed background checks and are suitable for interacting with vulnerable groups.

3. Training and Orientation

   • Training: It’s critical to provide thorough orientation and training for your volunteers. This may include an overview of the project, expectations, confidentiality agreements, and training on any specific tasks they will be handling. Be sure to:

     • Highlight any safety protocols or guidelines.

     • Train volunteers on respectful communication and cultural sensitivity, especially when working with diverse or vulnerable populations.

     • Include emergency procedures and how to report any issues that arise.

   • Orientation Pack: Provide volunteers with an onboarding packet that includes the project’s mission, guidelines, expectations, and the volunteer agreement. Consider offering both physical and digital copies for accessibility.

4. Create Volunteer Lists
   It is a best practice to have two clear lists of volunteers:

   • Active Volunteers: This is a list of volunteers who are currently engaged in your project.

   • Inactive Volunteers: This includes volunteers who are no longer active, but may wish to return in the future. Keep these lists updated to maintain clear and organized records.

   This will also allow you to track volunteer hours for reporting purposes, including potential benefits or rewards for those contributing significantly.

5. Follow-Up and Feedback
   After volunteers have been onboarded and have started their work, make sure to:

   • Check in regularly with volunteers to ensure they feel supported and have the resources they need.

   • Ask for feedback after training and on an ongoing basis. Feedback helps improve your volunteer onboarding process and identifies areas for improvement.

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Best Practices in Protecting Vulnerable Populations

When working with vulnerable populations (children, elderly, individuals with disabilities, etc.), it is essential to go above and beyond to ensure their safety and well-being. Here are some additional best practices to help protect vulnerable individuals:

1. Confidentiality and Privacy

   • Emphasize confidentiality in your training. Volunteers should never disclose personal information about the individuals they are assisting.

   • Ensure that any sensitive information (e.g., medical history, family details) about vulnerable individuals is protected by privacy policies and only shared when absolutely necessary.

2. Mandatory Reporting

   • Volunteers working with vulnerable populations must be trained in mandatory reporting laws and protocols. They should know how to report any signs of abuse or neglect immediately to the appropriate authorities or supervisors.

3. Supervision and Mentoring

   • Ensure that volunteers who work with vulnerable populations are always supervised by experienced staff or senior volunteers.

   • Consider assigning a mentor or lead volunteer to oversee newer volunteers, especially when they are first starting.

4. Clear Boundaries and Ethics Training

   • Establish clear boundaries in terms of appropriate volunteer conduct with vulnerable individuals.

   • Train volunteers on professional ethics and the importance of keeping interactions appropriate and respectful at all times.

5. Emergency Protocols

   • Always ensure volunteers are aware of emergency procedures, including how to handle medical emergencies, or respond to any incidents of aggression or distress from individuals they are working with.

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Additional Resources for Volunteer Management

1. Volunteer Handbook: Create or update a comprehensive Volunteer Handbook that outlines policies, procedures, roles, and expectations. This should be provided to all volunteers during onboarding.

2. Volunteer Management Software: Use volunteer management software (such as Volgistics, Better Impact, or SignUpGenius) to keep track of volunteer hours, manage communications, and ensure compliance with required forms and training.

3. Additional Training Resources: Consider offering ongoing training on specific topics such as trauma-informed care, cultural competence, and disability awareness. Online platforms like Coursera, EdX, and VolunteerMatch provide great resources.

4. External Volunteer Protection Resources:

   • National Volunteer Protection Act (NVPA): Familiarize yourself with the NVPA, which protects volunteers from liability when acting in good faith.

   • Safe From Harm: The Safe From Harm initiative by the National Society for the Prevention of Cruelty to Children (NSPCC) offers guidelines and training for working with children.

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Conclusion

Onboarding volunteers effectively ensures that your project runs smoothly, protects vulnerable populations, and meets all necessary compliance standards. By following these steps and incorporating best practices for volunteer management and safeguarding, you’re helping create a safe, supportive, and productive environment for both your volunteers and the individuals they serve.

If you need further assistance with onboarding, training, or any of the required forms, please reach out to the HR Team.