Volunteer Screening
Linda L. Graff
LINDA GRAFF AND ASSOCIATES INC.
http://www.lindagraff.ca
Screening
One of two areas of probably greatest risk
in volunteer programs (D&D is the other)
 For some volunteer roles, screening is
both tricky and labor intensive
 It is an aspect of volunteer program
management that has often fallen behind
increasing industry standards
 A topic in our risk management policies
that may be of some concern to some of
you

Screening
So …. We thought it important to do a
session on volunteer screening and the
provisions of the new policy on this topic
 This is not a “how to” session on volunteer
screening
 It is an overview of the provisions of the
new policy and an opportunity to talk to us
about your thoughts on the new policy

Agenda
1.
2.
3.
4.
5.
6.
7.
8.
9.
What Is Screening?
Limitations of Screening
Range of Tools
Higher Standards
The Policy
Minimum Standards - In Progress
Key Principles
Making The Decision
Grandfathering
What Is Screening?
A process to ascertain an appropriate “fit”
between an applicant for a position and
the demands and requirements of the
position in question
 A process for identifying and excluding
“inappropriate” candidates

What Is Screening?

Screening is therefore both:

Human resources management
and

Risk management
The Limitations of Screening
No screening device comes with a
warranty
 No screening protocol, no matter how
through, can guarantee that inappropriate
or harmful people will not slip through
 In fact, screening is just the beginning of
ensuring that the right person is in the right
position

Screening Challenges

Choosing the right tools for each volunteer
position
 not
every position should be screened for in
the same way
 you can use too many, too few, or the wrong
ones!
Using the tools appropriately, effectively
 Making good decisions based on the
information the tools elicit

Rising Standards

The Bar has been raised on volunteer
screening

Screening standards are higher

in the justice system
 in the court of public opinion
Due diligence is the new
standard in screening protocol
design.
The Screening Policy
See page 23 of Appendix B
The Screening Policy - Purpose
3.31 Selection policy
Volunteer screening is a critical component of
both human resources management and risk
management. The SMP strives to maintain a
safe and productive workplace with honest,
trustworthy, reliable and qualified volunteers
who do not present a risk of harm to themselves,
other persons, or the reputation of the SMP.
The Screening Policy
Key Principles
The Screening Policy
Principles:
Never skip steps, even for
people you know
The Screening Policy
Principles:
Identify the key demands of the
position and focus your screening
inquiries in those areas. Asking
about things not related to the
position may be illegal.
The Screening Policy
Principles: “The Sliding Scale Rule”
The Screening Policy
Principles:
Lots of help to come on this one –
probably a matrix based on the
taxonomy (see page 4 in Appendix B:
“Volunteer Role Classification”)
The Screening Policy
Principles:
Applicants have rights
 Human Rights compliance
 Uniformity of application of process by role
 Right of refusal
 Full disclosure, no surprises
 Volunteer right to refuse … our right to
terminate the screening process

Screening Tools
Application Form
 Interview
 Reference Checks
 Background Checks

 Identity
 Volunteer
history
 Employment history
 Education
 SSN
Screening Tools (continued)
Driver’s license
 Driver’s record check
 Criminal record check
 Certificate of ability
 Professional qualifications

Screening Tools
Remember!
Not all tools are to be used with all
positions. The national screening
standards will set out which ones to use
for each type of SMP role, based on the
responsibilities and risks in the work that
volunteers typically do in each role
Making The Decision
Notification of Acceptance

Formal process set out in the policy,
including an offer in writing
Probation Period
Three-month duration
 Mutual process of testing out the match
 Allows either party to withdraw with
minimal fuss or legal ramifications

Documentation
Critical to document your actions (as with
D&D as well)
 Establishes compliance with legal
provisions
 Enables you to prove and justify both
process and decisions
 We will be supplying resources – forms,
checklists, worksheets to simplify and
standardize the documentation process

CREATE PROOF!!
“Grandfathering”

The policy specifies that all volunteers –
existing and new – must meet minimum
screening standards:
Screening Existing Volunteers
If current volunteers are in positions that,
according to national screening standards,
would require any of the following screening
inquiries, and those volunteers have not been
subjected to those screening processes, they
must undergo those screening processes within
three months of the implementation of the policy
Screening Existing Volunteers
Remember!
Not all tools are to be used with all roles.
Existing volunteers must undergo only
those screening processes that apply to
the position they are in
Take a few minutes
Take a few minutes to chat
with one or two colleagues
around you about what you
are doing to screen your
volunteers now and how
that’s going
 Share your thoughts on the
new policy

Lots of Specific Help To Come
Keep in mind that through the fall and
early into 2012 there will be plenty of help
with the development of your screening
processes:
 Forms, templates, standards, how-to
webinar, a volunteer program
management manual including a section
on how to screen effectively

Thank You