Effective Volunteer Development Training
within The National FFA Organization
Partnerships in
Agricultural Education
Funded by:
The United States Department of Agriculture
FFA Volunteer Development
Partnerships in
Preservice
Training
Inservice
Training
Volunteer
Training
Agricultural
Education
Volunteer Development Training
7-1
FFA Volunteer Development
Partnerships in
Preservice
Training
Inservice
Training
Volunteer
Training
Volunteer Screening Process
Audience: Volunteers
Module 7
Agricultural
Education
Volunteer Development Training
7-2
Volunteer Screening Process
Overview

Preservice
Training

Inservice
Training


Volunteer
Training
Volunteers are a crucial part of youthserving organizations
Enable staff to reach a wider audience
Precautions should be taken to ensure
safety of youth
It is recommended to screen all adults who
volunteer for the program
Volunteer Development Training
7-3
Volunteer Screening Process
Important Note
Preservice
Training
Inservice
Training
Guidelines and procedures included in
this module must be superseded by
any local/state parameters, guidelines,
and/or laws that are already
established by the school corporation
and/or state in which you serve.
Volunteer
Training
Volunteer Development Training
7-4
Volunteer Screening Process
Why is a screening process
important?
Preservice
Training
 Ensures that students are in a safe environment
 Identifies the expectations of the volunteers
Inservice
Training
Volunteer
Training
 Gives parents trust
 Allows all volunteers to reaffirm their commitment to
the well-being of youth
 Documents volunteer excellence
 Provides volunteers with support if accusations are
made
Volunteer Development Training
7-5
Volunteer Screening Process
Who should be screened?
Preservice
Training
Inservice
Training
Volunteer
Training
All individuals who wish to volunteer in
any way with the Agricultural Education
Program. Staff members are also
encouraged to complete the screening
process.
Volunteer Development Training
7-6
Volunteer Screening Process
What should be addressed in
the screening process?
Preservice
Training
Inservice
Training
1.
2.
3.
Volunteer
Training
Volunteers should be expected to
follow the school rules and guidelines
Volunteers should be positive role
models for youth
They should be respectful, courteous,
show good sportsmanship, handle
conflict well, and be truthful
Volunteer Development Training
7-7
Volunteer Screening Process
What should be addressed in
the screening process? (cont.)
Preservice
Training
4.
Inservice
Training
Volunteer
Training
5.
Volunteers will represent the Ag Ed
Program with dignity & pride, accept
supervision and support; participate
in orientation and training; and work
to create effective programs
Volunteers will ensure equal access
to programs
Volunteer Development Training
7-8
Volunteer Screening Process
What should be addressed in
the screening process? (cont.)
Preservice
Training
6.
Inservice
Training
7.
Volunteer
Training
Understand that physical and verbal
abuse of others and criminal acts are
not part of the Ag Ed program
Will not allow, consume, or be under
the influence of alcohol or drugs at
Ag Ed events. Tobacco use will be
limited to times when away from
youth
Volunteer Development Training
7-9
Volunteer Screening Process
What should be addressed in
the screening process? (cont.)
Preservice
Training
Inservice
Training
Volunteer
Training
8.Machinery and equipment will be
operated in a responsible manner;
animals will be treated humanely;
and technology will be used
appropriately
Volunteer Development Training
7-10
Volunteer Screening Process
Recommended procedures for
screening volunteers
Preservice
Training
1. Applicant states desire to volunteer
2. Applicant is sent a cover letter and provided with
Inservice
Training
Volunteer
Training
copies of:
a. Information and instructions
b. Volunteer application
3. Staff member starts a file for applicant
4. Applicant completes and returns Adult Volunteer
Application
5. Staff member completes written or verbal reference
check
Volunteer Development Training
7-11
Volunteer Screening Process
Recommended procedures for
screening volunteers (cont.)
Preservice
Training
Inservice
Training
Volunteer
Training
6. Staff member conducts web search of a statewide
sex/violent offender registry using applicant’s name,
birth date and SSN
7. Police checks may be completed for applicants
depending on school policy
8. Staff member places successfully-screened applicant
in a position that compliments abilities
9. Once screening process is completed, the Staff
member presents a list of the successfully-screened
applicants to the advisory board for approval
Volunteer Development Training
7-12
Volunteer Screening Process
Recommended procedures for
screening volunteers (cont.)
Preservice
Training
Inservice
Training
Volunteer
Training
10.Staff member sends the applicant an acceptance
letter, a copy of “Adult Behavioral Expectations” or
“Youth Behavioral Expectations” and a locallyproduced volunteer job description
11.Once volunteer applicants return the signed
behavioral expectations form, he/she is recognized as
an official volunteer
12.New volunteer is sent information about future
meetings and training opportunities
13.If applicant is rejected, the staff member sends a
letter of notification
Volunteer Development Training
7-13
Volunteer Screening Process
Recommended procedures for
screening volunteers (cont.)
Preservice
Training
14.Staff member maintains an updated list of volunteers
Inservice
Training
15.Dismissal of volunteers should be a last resort. If the
Volunteer
Training
in the school office
process is working correctly, those volunteers having
difficulty fulfilling their obligations should be contacted
throughout the year to attempt to help them through
difficulties they are having
Volunteer Development Training
7-14
Volunteer Screening Process
Ag Ed Advisory Board’s role in
enforcing adult expectations
Preservice
Training
Inservice
Training
1.
2.
3.
Volunteer
Training
4.
Encourage all current volunteers to sign the
Adult Behavioral Expectations Form (ABE)
Establish a school/program policy to support
volunteer screening for new applicants
Document any incidents brought to attention
regarding volunteer performance
Establish a procedure for when behavioral
expectations are not followed
Volunteer Development Training
7-15
Volunteer Screening Process
What confidentiality issues
should be considered?
Preservice
Training
Inservice
Training
Volunteer
Training
1.
2.
3.
All persons involved should be informed of
the importance of confidentiality
All forms, applications, references,
background checks should be filed in a
location only school personnel can access
All information about applicants and why
they are accepted or rejected as a volunteer
must be treated in a confidential manner
Volunteer Development Training
7-16
Volunteer Screening Process
What confidentiality issues
should be considered? (cont.)
Preservice
Training
Inservice
Training
4.
5.
6.
Volunteer
Training
Applicants may only have access to the
materials he/she has completed
Open record laws allow access to information
of applicants if the proper criteria are met
Unauthorized disclosure of confidential
information can lead to charges with a class
misdemeanor
Volunteer Development Training
7-17
Volunteer Screening Process
Handling Problem Volunteers
 Reassign
Preservice
Training


Retrain

Inservice
Training


May need additional training
Revitalize

Volunteer
Training
Place in a new position
Long-time volunteers need rest
Refer

Maybe need to try another organization
Volunteer Development Training
7-18
Volunteer Screening Process
If problems continue….
1.
Preservice
Training
2.
Inservice
Training
3.
4.
Volunteer
Training
5.
6.
Verbal discussion along with a
letter of documentation
Official warning letter
Probation with explicit goals
Termination
Termination meeting
Follow-up letter
Volunteer Development Training
7-19
Volunteer Screening Process
Dismissal of Volunteers
1.
Preservice
Training
Inservice
Training
Volunteer
Training
2.
3.
Staff member will notify the volunteer in
writing of dismissal, include allegations or
breach of policies
Provide an opportunity for the volunteer to
present additional or contradictory
information (grievance procedure) pertinent
to situation
The letter should state that the volunteer no
longer represents the program or the school
Volunteer Development Training
7-20
Volunteer Screening Process
Preservice
Training
Inservice
Training
Scenarios
Volunteer
Training
Volunteer Development Training
7-21