Freedom to care – Managing your volunteers

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:

Creating a Job Description: Learning Resource Guide (PDF, 875 KB)
Source: Volunteer Alberta

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 (PDF, 6.2 MB)
Source: Volunteer Canada

Volunteer Position Description, Risk Assessment and Policy Considerations (PDF, 2.3 MB)
Source: Volunteer Alberta

Canadian Code for Volunteer Involvement: Putting the Code Into Action (PDF, 1.5 MB)
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.

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) (PDF, 1.8 MB)
Source: Public Safety Canada

1.3 Volunteer agreement

A volunteer agreement is in place, signed by both volunteer and supervisor.

Resources:

Volunteer Agreement (PDF, 15 KB)
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) (PDF, 6.2 MB)
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) (PDF, 6.2 MB)
Source: Volunteer Canada

The Screening Handbook: Tools and Resources for the Voluntary Sector (page 33) (PDF, 1.1 MB)
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) (PDF, 6.2 MB)
Source: Volunteer Canada

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 (PDF, 100 KB)
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) (PDF, 1.1 MB)
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.

Resource:

How to Supervise Volunteers
Source: Desjardins

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 (PDF, 1.1 MB)
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 (PDF, 288 KB)
Source: Imagine Canada

Canadian Code for Volunteer Involvement: Putting the Code into Action (PDF, 1.1 MB)
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) (PDF, 1.1 MB)
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 (PDF, 1.1 MB)
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) (PDF, 398 KB)
Source: Volunteer Alberta

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 (PDF, 6.2 MB)
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 (PDF, 507 KB)
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).