Freedom to care – Managing your volunteers

Volunteer checklist

Overview

It’s important to help your volunteers have a rewarding and productive volunteer experience. And there are a number of tools and resources available to assist you with this, such as:

scope of duties – a detailed, clear description of a volunteer’s role and responsibilities
volunteer liability protections – under the Freedom to Care Act, volunteers are now protected from liability claims if certain conditions are met
best practices – developing volunteers’ scope of duties, managing their liabilities, and minimizing risks for your non-profit and its volunteer roles

Fact sheet: Volunteer Liability Protection

Insurance toolkit

The Insurance Toolkit for the Voluntary Sector was created to help non-profits:

understand their insurance needs
navigate the process of ﬁnding insurance coverage

Volunteer responsibilities

At a bare minimum, your non-profit should provide its volunteers with:

a scope of duties to explain their specific tasks, including:
- a description of the work and duties they will perform
- any authorizations, licenses, training or requirements for that work to be completed
- where, when, how and with whom this work will happen
- what will be out of scope for their role/duties

Note: The scope of duties can be outlined in a job description or other document, supported by an orientation, and may include supervisory support or a signed agreement between your non-profit and a volunteer.

the appropriate orientation and training needed to perform their duties
an awareness of any insurance coverage that may apply to their role
an awareness of any potential liability risks and how to mitigate them

Liability protections for volunteers

These protections complement and, to a large extent, rely on the scope of duties your non-profit has defined for its volunteers.

Your non-profit needs to ensure its volunteers know that – under the ‘volunteer liability protections’ in the Freedom to Care Act – they could be held personally liable if they:

do not act in good faith within their scope of duties
cause harm or damage as a result of:
- wilful, reckless or criminal misconduct
- gross negligence
- operating a motor vehicle
- being unlawfully impaired by alcohol or drugs when the harm or damage occurred

Best practices

There are several best practices below that your non-profit can use to:

develop volunteers’ scope of duties
manage volunteers’ liabilities
assess the risks of volunteer roles
manage risks to your non-profit

Disclaimer

The best practices list is not exhaustive, and there is no expectation that a non-profit must apply them all. The list is provided for your non-profit to consider when engaging its volunteers, as it’s best qualified to determine which practices may apply to the specific circumstances of its volunteers and volunteer roles.

To review the best practices

You can either:

download Scope of Duties Considerations for Non-profit Organizations
select the option below that best describes the current or desired stage of your non-profit:

Scope of duties and risk assessment of the role
For the broad liability protections under the Freedom to Care Act to apply to volunteers, outlining the scope of duties for their roles would be the bare minimum action a non-profit will take.
It’s recommended that non-profits also do a risk assessment of their volunteers’ roles, which may include considerations of insurance coverage which are specific to the roles.
Role description
There is a written role description in place for each volunteer role which includes, at a minimum, the following: tasks, time commitment, length of commitment, skills, qualities and experience needed.
Resources:
Developing Job Descriptions of Board Members of Nonprofit Organizations
Source: Muttart Foundation, Government of Alberta
Risk assessments
All volunteer roles are assessed for risk. Where possible, volunteers are included in the assessment. Measures are put in place to prevent risk (this may include insurance).
Resources:
Volunteer Management Handbook: A Resource for Service-Providing Organizations Assisting Newcomers to Canada
Source: Volunteer Canada
Volunteer Position Description, Risk Assessment and Policy Considerations
Source: Volunteer Alberta
Canadian Code for Volunteer Involvement: Putting the Code Into Action
Source: Volunteer Canada
20 Questions Not-for-profit Board Directors Should Ask About Overseeing Management of Risk
Source: Chartered Professional Accountants of Canada
Risk Management Training – IntegralOrg offers training to non-profits to help them understand risk and provides tools and resources to manage organizational risk
Risk Management for Non-Profits – the Community Development Unit (Government of Alberta) offers an Introduction to Board Governance Webinar series that includes a live webinar and recorded content:
- learn more and register for upcoming webinars
- access the Board Development Program video series
Additional resources
Find more resources on volunteer management considerations and best practices, including insurance considerations, in the sections below.
Stage 1: New or developing volunteer programs

This stage contains 6 suggested elements that are related to scope of duties for new or developing volunteer programs:
1.1 Screening
There are many considerations for recruiting and screening volunteers to match them with appropriate positions.
Resource:
Volunteer Screening Program and Resources
Source: Volunteer Alberta
1.2 Orientation
An orientation checklist is in place. Volunteers participate in orientation within a few days of starting a volunteer role.
Resource:
The Screening Handbook: Tools and Resources for the Voluntary Sector (page 43)
Source: Public Safety Canada
1.3 Volunteer agreement
A volunteer agreement is in place, signed by both volunteer and supervisor.
Resources:
Volunteer Agreement
Source: Canadian Red Cross
1.4 Training
Volunteers receive general training and role-specific training.
Resources:
Volunteer Management Handbook: A Resource for Service-Providing Organizations Assisting Newcomers to Canada (page 14)
Source: Volunteer Canada
Note: The resource above contains broader information on volunteer management and updates to include considerations for assisting newcomers.
1.5 Support and supervision
Dedicated staff/lead volunteers are assigned to managing the volunteer program. Support and supervision guidelines are in place, relevant to each role and provided on a regular basis (for example, one-on-one or in a group).
Resources:
Canadian Code for Volunteering Involvement
Source: Volunteer Canada
Volunteer Management Handbook: A Resource for Service-Providing Organizations Assisting Newcomers to Canada (page 16)
Source: Volunteer Canada
The Screening Handbook: Tools and Resources for the Voluntary Sector (page 33)
Source: Public Safety Canada
1.6 Volunteer policy
There is a volunteer policy in place that is updated as needed and regularly reviewed. Volunteers are given a copy of the policy. The volunteer policy is separate to staff policies.
Resources:
See: Volunteer screening program
Source: Volunteer Alberta
Volunteer Management Handbook: A Resource for Service-Providing Organizations Assisting Newcomers to Canada (page 8)
Source: Volunteer Canada
Stage 2: Intermediate volunteer management

This stage contains 8 suggested elements that are related to scope of duties for intermediate-level volunteer program management:
2.1 Health and safety
There is a health and safety policy in place for volunteers. Health and safety training is provided as relevant to the volunteer role.
Resources:
Canadian Code for Volunteer Involvement: Putting the Code into Action
Source: Volunteer Canada
Are students and volunteers workers? Occupational health and safety (OHS) information for employers and nonprofit agencies
Source: Government of Alberta
Managing Health and Safety for Volunteers
Source: Canadian Occupational Safety
2.2 Volunteer information package
A volunteer information package is in place and includes the following: organization mission, overview of services, programs and clients, description of volunteer program, overview of volunteer roles, appropriate forms and next steps to volunteer. Volunteers each receive a copy (electronic or paper).
Resource:
The Screening Handbook: Tools and Resources for the Voluntary Sector (page 29)
Source: Public Safety Canada
2.3 Staff job descriptions
Staff job descriptions state which staff members will supervise and manage volunteers – and how the staff will do this.
2.4 Insurance
Volunteers and all volunteer activities are covered under the non-profit’s insurance policy. A statement to this effect is included in the volunteer policy.
Resources:
Canadian Code for Volunteer Involvement: Putting the Code into Action
Source: Volunteer Canada
Insurance Toolkit for the Voluntary Sector
Source: Government of Alberta (2021 updates); Calgary Chamber of Voluntary Organizations (original)
2.5 Complaints
Volunteers are able to give feedback. There is a complaints procedure; this is communicated to volunteers through the volunteer policy and in a variety of other ways.
Resources:
Complaints Policy and Procedure
Source: Imagine Canada
Canadian Code for Volunteer Involvement: Putting the Code into Action
Source: Volunteer Canada
2.6 Probationary period
All volunteers are provided with a probationary period to ensure both parties are satisfied with the volunteering arrangement; this is communicated to volunteers when starting in their role. The volunteer is provided with performance feedback.
Resource:
The Screening Handbook: Tools and Resources for the Voluntary Sector (page 56)
Source: Public Safety Canada
2.7 Boundaries (avoiding boundary confusion and conflict)
The boundaries between staff and volunteers are clarified in a volunteer policy, volunteer agreement, etc.
Resources:
The Wide Gray Lines – Managing Volunteer Boundaries
Source: Charity Village
Canadian Code for Volunteer Involvement: Putting the Code into Action
Source: Volunteer Canada
2.8 Communications
Volunteers are kept up-to-date with information relevant to their role through formal/informal communications, such as newsletters, email lists, website, etc.
Resource:
Canadian Code for Volunteer Involvement – Audit Tool (Communications Planning section)
Source: Volunteer Alberta
Stage 3: Advanced volunteer management

This stage contains 3 suggested elements that are related to scope of duties for advanced volunteer management:
3.1 Staff/key volunteers trained in volunteer management
Staff or key/lead volunteers with responsibility for supervising volunteers on a day-to-day basis have received volunteer management training.
Resources:
Volunteer Management
Source: Volunteer Canada
Volunteer Management Handbook: A Resource for Service-Providing Organizations Assisting Newcomers to Canada
Source: Volunteer Canada
3.2 Volunteer handbook
There is a volunteer handbook in place to provide volunteers with information about the organization and being a volunteer. It generally includes policies relevant to volunteers while they are volunteering.
Resource:
Volunteer Handbook: A Convenient Reference Tool for Community Groups
Source: Volunteer Leduc
3.3 Refusal of demands
Volunteers are aware they can refuse to carry out work outside of their role, that they do not have the skills to carry out, that seems unreasonable or for any reason (for example, they simply don’t want to).

Legal questions around liability

Use this overall, key resource to support legal questions around liability:

Getting Professional Legal Help for your Board
Source: Muttart Foundation.

Previous Regulatory exemptions

Next Forms and documents

Overview

Volunteer responsibilities

Liability protections for volunteers

Best practices

Disclaimer

To review the best practices

Scope of duties and risk assessment of the role

Role description

Risk assessments

Additional resources

Stage 1: New or developing volunteer programs

1.1 Screening

1.2 Orientation

1.3 Volunteer agreement

1.4 Training

1.5 Support and supervision

1.6 Volunteer policy

Stage 2: Intermediate volunteer management

2.1 Health and safety

2.2 Volunteer information package

2.3 Staff job descriptions

2.4 Insurance

2.5 Complaints

2.6 Probationary period

2.7 Boundaries (avoiding boundary confusion and conflict)

2.8 Communications

Stage 3: Advanced volunteer management

3.1 Staff/key volunteers trained in volunteer management

3.2 Volunteer handbook

3.3 Refusal of demands

Legal questions around liability