Volunteer Recruitment and Referral Policies and Procedures

Transcription

1 Volunteer Recruitment and Referral Policies and Procedures #10, 215 Carnegie Drive Phone: Fax: Website:

2 St. Albert Community Information and Volunteer Centre (CIVC) Volunteer Recruitment and Referral Policies INTRODUCTION This guide provides information about CIVC services and policies. The CIVC is a not-for-profit, volunteer-based charitable organization, incorporated under the Societies Act. CIVC believes volunteers are the essence of community life. We actively promote volunteerism in St. Albert. We currently provide recruitment and referral services for more than 250 area organizations as Associate Members of CIVC. An Associate Member is an organization or institution that supports the mission of CIVC. For a copy of our mission statement, visit our website at The Process section contains step-by-step instructions on what you need to do to register as an Associate Member including the required forms which you must complete and submit. The Policies section describes the criteria we use to determine organization eligibility. If you have any questions, please contact: Director, Volunteer Centre Services St. Albert Community Information and Volunteer Centre 10, 215 Carnegie Drive Phone: Fax: Website: volunteer@stalbertcivc.com CIVC Volunteer Recruitment and Referral Policies and Procedures Page 2

3 PROCESS (Continued) PROCESS NOTE: The primary responsibility for recruitment, screening and placement rests with each individual organization. ORGANIZATION REGISTERS AS ASSOCIATE MEMBER 1. Organization requests CIVC service. CIVC reviews the request and determines eligibility of organization according to the criteria within our policies. 2. Organization receives CIVC Volunteer Recruitment and Referral Policies. 3. Organization completes necessary documentation: a. Memorandum of Understanding Completed together with CIVC, this form documents the mutual acceptance of our roles and responsibilities. Please sign and return to CIVC to ensure prompt recruitment of volunteers. b. Organization Registration Form This form provides us with your organization information which will be included in our volunteer information database and given to potential volunteers when referred. Form(s) can be completed and submitted to CIVC: online through or, print a copy, complete all fields and scan and to volunteer@stalbertcivc.com or mail or fax to: #10, 215 Carnegie Drive Fax: CIVC accepts organization as a CIVC Associate Member. To ensure good communication and mutual understanding, we prefer to contact one person in your organization. Please advise us if the contact changes. 5. Registration is only completed once. Once accepted as a CIVC Associate Member, you can start to submit requests for volunteers using either the electronic or printed versions of the Request for Volunteers Form. CIVC does not have a list of on-call volunteers. Please allow lead-time to publicize requests. CIVC Volunteer Recruitment and Referral Policies and Procedures Page 3

4 PROCESS (Continued) ORGANIZATION SUBMITS REQUEST(S) FOR VOLUNTEERS 6. Organization requests volunteers using the Request for Volunteers form. For recruitment, complete one volunteer request form for each position. Provide as much detail as possible in all fields to give the potential volunteer a better understanding of the position. For example: what kind of work is involved; what the need is; what the time commitment is; how the contributions of the volunteer will be of value; what benefit the volunteer can hope to gain from being involved with your organization or program. Form(s) can be completed and submitted to CIVC: online through or, print a copy, complete all fields and scan and to volunteer@stalbertcivc.com or mail or fax to: #10, 215 Carnegie Drive Fax: (Please keep the original copy of this form for your files.) RECRUITMENT OF POTENTIAL VOLUNTEERS 7. CIVC begins recruitment process. a. Volunteer opportunities are promoted by CIVC utilizing print and electronic media, at the discretion of CIVC Director of Volunteer Centre Services. Organization request for volunteers is also posted on the govolunteer.ca website, CIVC website Twitter, Facebook and Google+. b. It is important to note that CIVC is a referral organization, and as such provides supplemental recruitment for your organization. CIVC refers potential volunteers to available opportunities. 8. Volunteer responds to request by contacting CIVC: a. CIVC may telephone your organization contact to clarify items pertinent to the referral. 9. CIVC refers potential volunteer to organization by providing contact information to the volunteer. a. It is your responsibility to: assess any volunteers we refer to your organization for suitability for placement; ensure adequate screening procedures are in place, suitable to meet the needs of your organization; screen all volunteers referred to your organization by CIVC, in accordance with your organization policies. CIVC Volunteer Recruitment and Referral Policies and Procedures Page 4

5 PROCESS (Continued) b. Volunteers are usually interested in immediate placement. Please ensure that contact is made with the potential volunteer as soon as possible after the referral. If you do not feel that you will be able to place the volunteer immediately, please call and let the volunteer know your timelines. If this does not seem to meet their needs, please ask them to contact CIVC again and we will do our best to find them another referral. c. A specific person must be responsible for providing volunteers with orientation, job descriptions, training, supervision, recognition and evaluation. This is necessary for effective volunteer service and ensures a positive experience for the volunteer. This individual should also be responsible for ensuring that the staff accept and cooperate with volunteers and respect the rights of volunteers. d. If the volunteer is not appropriate for the job, or if a volunteer would like a different placement, contact CIVC so we can continue our recruitment efforts for you AND ensure the volunteer is referred for another position. 10. CIVC follow up: NOTE: CIVC is not responsible for screening volunteers for individual organizations. Volunteers may be referred to one or more organizations, based on their interests. They may also be referred solely for the purpose of exploring volunteer opportunities within an organization, offering you the opportunity to educate and inform potential volunteers about your programs. a. Communication is maintained with the volunteer and the organization. The purpose of follow up is to: determine if the referral was appropriate; determine if CIVC is meeting the needs of the organization and the volunteer; update information on the status of the volunteer. b. The information provided will assist us with assessing our programs. CIVC Volunteer Recruitment and Referral Policies and Procedures Page 5

6 POLICIES 1. CIVC accepts requests for the recruitment and referral of volunteers for positions which offer a positive experience for the volunteer. 2. Potential volunteers will be referred to the most appropriate volunteer opportunity available. a. CIVC contacts volunteers at designated intervals to ensure that the referral has been appropriate and that the volunteer is having a positive experience. b. CIVC contacts organizations at designated intervals to ensure satisfaction with volunteer referral. 3. Any Associate Member may arrange with CIVC for further on-site consultation for staff training or problem solving regarding recruitment, referral, program development or volunteer management. 4. CIVC, at our discretion, publicizes requests for volunteers in available media to make volunteer opportunities known. 5. CIVC promotes recognition of volunteers for their valuable contribution to the community. 6. CIVC will not recruit and refer volunteers to: a. individuals who make a direct request to CIVC for a particular service. These individuals will be referred to an organization, which can act on his/her behalf to meet their needs or request volunteer assistance on their behalf. b. any denominational group if the purpose of the volunteer work is the propagation of religious beliefs. Exceptions may be made to church sponsored groups, such as, Guides or Scouts. Volunteers may also be referred to denominational groups engaged in community projects such as day care, after school care or camp, providing it is a non-profit service and not restricted to church members only. c. any political party or political organization for any reason. d. an organization where they are obliged to become a fee paying member of the organization in order to be volunteers, or where they will be required to pay for orientation and training (beyond cost-recovery). e. positions that should normally be filled by paid staff, or for positions whose regular paid staff are on strike. f. an organization which discriminates as per the Individual Rights Protection Act or which discriminates on the basis of social status or income. g. an organization which offers honoraria in an amount which would be interpreted as payment for service (however, payment for out-of-pocket expenses, e.g. bus fare, car expenses, babysitting, etc. is encouraged). CIVC Volunteer Recruitment and Referral Policies and Procedures Page 6