Better Safe Than Sorry…Managing Risk in Your Volunteer Program
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Guest Post by Julie D. Mulkern
Although not one of the more enjoyable aspects of our jobs, risk management should be a near-daily term in the management of volunteer programs. Though we may not always have a salient risk management “issue” at hand, it is crucial that we—as volunteer managers—keep our finger on the pulse of risk management for our organizations.
I have been managing volunteers for nearly 10 years in three different non-profits. Whether matching mentors with at-risk youth, recruiting volunteer drivers for cancer patients, or incorporating volunteers into a psychiatric setting, all of these scenarios required thoughtful risk management policies and procedures. As such, the topic has always been of keen interest to me.
Effective risk management begins when programs have good policies and procedures in place to clarify volunteer expectations and establish standards of behavior. Written policies are essential to eliminate risk, clarify rules and expectations, increase the effectiveness of programs, guide newcomers to the organization, provide standards of conduct, and delineate responsibilities and boundaries. Written policies create an equal playing field for all involved.
Volunteer programs should always develop written position descriptions for each volunteer role within the organization. Volunteers supplement, not supplant. Volunteer position descriptions should always be markedly different than employee position descriptions (i.e. Fair Labor Standards Act). In addition, the program should include a structured procedure for screening & selecting volunteers. Following your HR department’s procedures as closely as possible is a good rule of thumb. A volunteer is as valued as a staff person and should be screened and selected in the same manner.
Programs should also provide ongoing training for volunteer competence and supervision/evaluation to monitor performance; volunteers do appreciate it! On the back end, ensure a plan for improving performance and rewarding the work of both the volunteer and the program.
Below is a list of risk management NEED TO DOS and NICE TO DOS for your volunteer program. Some are not so apparent, so read on!
NEED to dos
• ALWAYS have the volunteer sign a confidentiality agreement (annually).
• ALWAYS follow the EOE and non-discrimination policy of your organization to commit to diversity in the volunteer workforce.
• ALWAYS seek signed consent from the volunteer to do a background check.
• ALWAYS check a volunteer’s criminal background and the sex offender registry (free) if he/she is working with children.
• ALWAYS create a position description for each position a volunteer holds in the organization.
• For every written policy, make sure you ALWAYS follow through with the procedure. If you say you do it, make sure you can prove that you do indeed do it.
• ALWAYS seek parental/guardian signature for volunteers under 18.
• Minors should ALWAYS be limited to the number of hours they volunteer weekly (i.e. Child Labor Laws).
• Make sure each volunteer understands your organization’s liability coverage. Volunteers must be on duty & acting in good faith in order to be covered.
NICE to dos
• Create a database for documenting all volunteers and their hours. Use this as a return on investment tool for your program (value of a volunteer hour = $18.77/hour).
• Provide a volunteer handbook to all volunteers in addition to the orientation materials.
• If you do not have the budget for criminal record checks, do all the background checks that are free of charge. You will often deter unwanted volunteers simply by asking “Have you ever been convicted of a crime?” directly on the application.
• Provide a mechanism by which volunteers are afforded the opportunity to provide feedback and evaluate the program & organization.
Remember, risk management should be a continual process within your program.
Julie D. Mulkern is the Manager of Volunteer Resources & Development at Spring Harbor Hospital, an inpatient psychiatric hospital in Westbrook, Maine. Julie can be reached at mulkej@springharbor.org or 207.761.2314.
March 11th, 2008 at 9:23 pm
I like your writing style. Looking forward to reading more from you.
- Sue.
March 12th, 2008 at 8:03 am
Risk Management is an integral part of my work as a volunteer coordinator, and I enjoyed this post. However, this line from troubled me: “You will often deter unwanted volunteers simply by asking “Have you ever been convicted of a crime?” directly on the application.”
I struggle with criminal background checks. While I certainly see their validity, one of my concerns is that a question like this would deter a potential volunteer. Someone who may have much to offer and much to gain by working with us will self-select out of volunteering. A pair of capable hands that are perhaps most in need of gaining self-confidence and a place in our society will shift away from meaningful work with us.
I realize my responsibility to those our organization serves, our volunteers, our staff, and our community, but am I not working for an organization that does what it does because so much of our society is poorly served and discriminated against for one reason or another? If someone has been convicted and served their time (paid their dues to society, as it were), is it right to assume that now they are forever bad? What if they want to volunteer in an effort to be truly helpful, to make a positive change where perhaps they made a negative impact previously?
I understand liability and risk management. I care deeply about the work our organization does in the community and our mission. I want our volunteers, tenants, staff, and community to be as safe as possible. Yet, I do not want to deter a potential volunteer who may have much to offer and much to gain by working with us.
March 12th, 2008 at 5:01 pm
I would argue that Criminal Background Checks should be done on any volunteer working with a vulnerable population, not just children. If it must be done for your employees, it should be done for your volunteers.
Another issue is contractual law. If you are working with some state or federally granted programs, it may be required by contract.
And then there is honesty…if a person states they have no record, and then one shows up, how can you, as their Volunteer Manager, trust them? Additionally, if they say no history and you do not follow through, and then an issue arises that could have been brought to light from a background check, how much credibility do you and your program lose? What risk are you placing yourself and your organization at?
$15.00 for a basic Criminal Background check. Fixing bad PR and paying the price to repair your organization’s reputation? Priceless.
March 13th, 2008 at 8:46 am
Background checks have always caused a sticking point with me also. I totally understood their usefulness when I worked for the Girl Scouts. I was also under the impression that it was federal mandate when working with a vulnerable population. However, with some other organizations I’ve volunteered for, I wonder. One case in particular happened just this year. I have known this man for about 5 years. Great guy. Helped beyond belief in several organizations. Last year, one organization initiated background checks on all volunteers. He didn’t show up. Then, another organization, taking their example, ran an even deeper background check and found a conviction on this man way back when he was very young - I think 19. He’s now in his 60’s. All the organizations dropped him as a volunteer. So, did they drop him because he was a risk (after almost 40 years of a clean record) or was it organizational image? In Aroostook County, someone would remember this happened 40 years ago, I’m sure. And what is right?
As a person who wants to make sure everyone is safe, hum… If this man came to my aide, would I let him help - you bet.
It’s a very confusing issue, that’s for sure.
March 17th, 2008 at 10:27 am
This is a reply to Peggy where a person had not reoffended for 40 years. In most states, if a person has not reoffended in 10 years, his or her name comes off the list of offenders and he or she is not required to report the conviction. This would not be true for sexual preditors but for non-violent crimes it would be. I do not know what the rule is in Maine however. A
Also, I appreciate Trudy adding the term vulnerable populations to the list of groups that should not be exposed to those with criminal records if the volunteer would be working in a one-on-one or unsupervised setting such as a driver for medical appointments.
March 19th, 2008 at 10:19 am
In addition to a broader definition of which populations require a higher level of background check, I think we should add that how a person uses the information is as important as the result. Should a DUI be considered on its face a bar to volunteering at a particular site? Maybe not. But a reckless driving conviction might definitely be a bar against driving teenagers to an event in an agency van. But even then, the offense needs to be considered in the context of the volunteer opportunity and the people the volunteer will be dealing with.