Be Prepared...

10 Essential Questions You Can Expect to be Asked:

1. How did you find out about this volunteer opportunity?

2. Have you given your time previously as a volunteer?

3. Why do you want to volunteer with this organization?

4. What would you like to get out of the volunteer experience?

5. What are your interests?

6. What skills, abilities, and qualities do you have to contribute to the organization?

7. How long do you think you would like to be involved with our program?

8. Do you have any special needs?

9. Are you prepared to attend training and/or information sessions?

10. Are you prepared to undergo screening and/or a background check for our safety, your safety, and our clients' safety?

Adapted from the materials of the Volunteer Centre of Hamilton & District.

15 Essential Questions to Ask a Volunteer Agency.

1. What is the organization's mission?

2. What volunteer work will I be doing?  What are the opportunities for advancement and variety?

3. May I see a written job description for my volunteer work?

4. What is the required time commitment of the volunteer position?  What is the time period of the position?

5. How will my volunteer work help fulfill your organization's mission?

6. What skills will I be able to use/develop?

7. Do I have a trial period? How long is it?

8. Who is my supervisor?

9. What kind of environment (e.g. formal, hectic, even-paced) will I be working in at your organization?

10. Will my out-of-pocket expenses be reimbursed?

11. How is your organization funded?

12. How many volunteers are involved in this program/the organization?

13. Does the volunteer position require you to run any background checks on me?

14. Can I be sued for any activities I may be involved with during my time as a volunteer here?

Adapted from the materials of the Volunteer Centre of Ottawa-Carleton and the Volunteer Centre of Hamilton & District.

Information on the screening process...

How do we screen teenagers?

Whether the individual who is applying is a teenager, is 50 years old, or is any other age is initially irrelevant in terms of screening.

The first question that must be asked is: what does this person want to do in the organization?  What position does he or she want to hold?

The position is the most significant issue in screening - not the applicant's age.  An organization has to determine what are appropriate screening measures for each position, not for each age group.

For example, if an individual wanted to be a program assistant in an after-school program for small children, the organization would have to look at the position of program assistant, who the clients are, what the nature and activities of the position are, at the setting in which the activities take place, and at the level of supervision of the position.

Based on their answers to those questions, the organization would determine what kind of information it needs and what screening measures would provide that information.

At this stage, someone's age isn't relevant, unless legislation requires that a program assistant or someone doing that kind of job must be of a certain minimum age, or if the law forbids someone under a certain age from doing something.

Organizations should check relevant provincial or territorial legislation to be certain.

Does that mean we can screen a teenager exactly the same way that we screen an adult?

Not exactly.  The organization should base its screening requirements only on the position and not on the age of the applicant; however, two major practical differences appear at this point.

The first is related to parental consent.  As a general rule, if a teen is still living with parents or guardians and especially if the teen is not of the age of majority, then it is a good idea for organizations to send information home and to ask for some indication that parents are at least aware of what the teen is involved in.

In other, riskier situations, it may be reasonable not to permit a teen to participate without his or her parents' full knowledge of the situation and consent.

What about the Young Offenders Act?  That differentiates teens from adults too, doesn't it?

Yes. The provisions of the Young Offenders Act are very specific about when information about criminal charges and convictions can be released, and to whom.  Criminal record information about a youth will not be released to an organization directly for screening purposes, and if an organization is given such information by the Young Offender himself or herself, the organization must absolutely guarantee its confidentiality.

Does this mean that organizations should forget about asking for police records checks for young people?

No.  Organizations should look at the position the youth wants to hold, and make decisions about what the position requires.  If they believe that a police records check is an appropriate screening measure, they should ask it of teenage applicants as well as adults.

So, what exactly is screening?

Screening is a process used by organizations to evaluate employees, volunteers, and other people who work or provide services for the organization.

Screening takes place before people join the organization and continues until they leave.

Why do organizations screen?

All organizations, from the smallest, most informal sports organizations to large institutions like hospitals, have moral, ethical, and legal responsibilities to the people who use their services, and to the community at large.

through screening, organizations try to identify and weed out people who might harm clients, other staff or people in the community.

How do organizations screen people?

Organizations use a variety of methods, including the following:

• Well-designed positions

• Careful recruitment

• Application forms

• Interviews on-site

• In-home interviews

• Business, professional, volunteer, and personal reference checks

• Medical tests

• Specialized tests with professionals

• Police records checks

• Child abuse register checks

• Orientation sessions

• Training

• Probation periods

• Close supervision

• Regular contact with clients and families

• Regular evaluation and monitoring

• Random spot checks

• Pairing a new and long-term staff member

Do organizations use all of these procedures all the time?

No.  Organizations decide what is appropriate and necessary depending on what job or position someone is applying for or is currently doing.  They look especially hard at the risks involved in activities and at how vulnerable the clients or participants are.

For example, suppose an organization wants to offer a craft program for adults.  The program would take place through the day, at the organization's office, the participants would come and go by themselves, and there would be many people around all the time.  The risks in this kind of program are quite minimal.  Screening someone who applied to teach this program would include some of the more basic screening methods, but would not need to include more intensive and intrusive procedures.

However, if for example the organization sends people into the homes of frail seniors, or matches adults with children, then screening methods must be far more intense, because the risk of harm is so much greater.