Volunteers are invaluable assets to your school, bringing enthusiasm and extra support to a range of activities and programs. However, managing volunteers requires careful attention to risk management to ensure a safe and productive environment for everyone involved. It’s crucial to have clear policies and procedures in place to ensure safety, compliance, and effectiveness. This edition focuses on best practices for managing volunteers and provides example policies and procedures to help guide your efforts.
1. Volunteer Application and Screening
Policy: All prospective volunteers must complete an application form, including personal information, emergency contact details, and areas of interest. A thorough background check and reference verification are required for all volunteers before they are approved to participate in school activities.
Procedure:
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Application Form: Prospective volunteers submit a completed application form to the school’s volunteer coordinator.
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Background Check: The volunteer coordinator processes background checks through approved services.
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Reference Check: Contact at least two references provided by the applicant. Approval: Only volunteers who pass these screenings are approved and notified via email.
2. Orientation and Training
Policy: All approved volunteers must attend a mandatory orientation session before beginning their service. Orientation will cover school policies, emergency procedures, and expectations for conduct.
Procedure:
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Schedule: The volunteer coordinator schedules orientation sessions at regular intervals.
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Content: Orientation includes information on school policies, confidentiality, emergency procedures, and the volunteer’s specific role.
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Completion: Volunteers must complete orientation before starting their volunteer duties and sign an acknowledgment form.
3. Code of Conduct and Supervision
Policy: Volunteers are expected to adhere to the school’s code of conduct, which includes maintaining professionalism, respecting student privacy, and following all school rules. Volunteers will be supervised by a designated school staff member.
Procedure:
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Code of Conduct: Volunteers receive and review the code of conduct during orientation.
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Supervision: Each volunteer is assigned a school staff member who will oversee their activities and provide guidance.
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Reporting Issues: Volunteers must report any concerns or issues to their assigned supervisor immediately.
4. Safety and Emergency Procedures
Policy: Volunteers must be familiar with and follow all safety and emergency procedures. This includes knowing the location of first aid kits, emergency exits, and understanding protocols for various emergency situations.
Procedure:
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Safety Briefing: Volunteers receive a safety briefing during orientation.
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Emergency Drills: Volunteers participate in emergency drills as scheduled by the school.
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First Aid: Volunteers are encouraged to report any incidents or accidents to their supervisor and complete an incident report form if necessary.
5. Insurance and Liability
Policy: The school provides liability insurance coverage for volunteers while they are performing their duties. Volunteers are covered for any accidents or damages occurring as part of their volunteer activities.
Procedure:
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Insurance Overview: Volunteers are informed about the insurance coverage during orientation.
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Claims: In the event of an accident, volunteers should report the incident to their supervisor and complete any required insurance forms.
Nonprofit Volunteer Safety Manual
By adhering to these policies and procedures, you can help ensure your volunteer program runs smoothly and that your school remains a safe, supportive environment for all.
Thank you for your commitment to making a positive impact in your school community!
