Volunteer Screening Linda L. Graff LINDA GRAFF AND ASSOCIATES INC.

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. What Is Screening? 2. Limitations of Screening 3. Range of Tools 4. Higher Standards 5. The Policy 6. Minimum Standards - In Progress 7. Key Principles 8. Making The Decision 9. 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 3.31Selection 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!! Leave a trail behind you to prove that you have done “due diligence” ….

“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