St. Leonard's Community Services

The Agency encourages, supports and values the involvement of volunteers in its programs to enhance activities and increase communication and positive relationships between the Agency and the community.

The Agency will ensure that appropriate procedures are in place for the screening, orientation, training, supervision, recognition and evaluation of volunteers.

The Human Resources Administrator (HR) will solicit and/or respond to requests for volunteers from the departments on an as needed basis. The requests must include a clear outline of the job responsibilities and/or a job description along with the basic qualifications required to do the job.
The HR Administrator will advertise externally based on the needs of the departments. All responses will initially be forwarded to the HR Administrator.
The HR Administrator will review the resumes and conduct brief interviews with all respondents (if numbers allow) to provide an overview of the Agency and the positions available. This will also provide an opportunity to clarify any information on the candidate’s resume and to determine his/her suitability in terms of training, skills and experience to perform the required duties. This interview will also determine the potential volunteer’s availability. If the individual is interested in pursuing a volunteer commitment, the standard application will be completed. The candidate will be advised of the balance of the recruitment procedure and that a Police Clearance Certificate and a Vulnerable Sector Query (if applicable) will be required if a formal offer to volunteer is made to them.
If the HR Administrator deems that the candidate has potential as a volunteer, a comment sheet with information collected in the initial interview and the application and resume will be forwarded to the appropriate Service Director/Finance Director or his/her delegate.
The department will arrange for a formal interview directly with the candidate and request at least two references.
If the results of the interview and reference checks are positive, the candidate will be contacted by the department and offered a position subject to obtaining a Police Clearance Certificate, Vulnerable Sector Query (if applicable) and a Medical Examination and provide proof of immunization. The department will contact the HR Administrator to have a confirmation letter prepared for the candidate to take to the police station.
If the contents of the Police Clearance Certificate present no barriers, the department will contact the HR Administrator to prepare a letter of engagement. The department will be responsible for all future arrangements including orientation, training and supervision.
All unsuccessful applicants will be contacted in writing by the HR Administrator. Unsuccessful applicants who were interviewed by the departments will also be contacted by phone.
The Agency will assign a Supervisor to the volunteer. The Supervisor will provide the volunteer with supervision and regular feedback about the performance of his/her duties which is documented on a supervision note.
A volunteer’s access to client files will depend on the role of the volunteer in relationship to a specific client or program. This access is determined by the Manager or delegate during orientation.
Volunteers are prohibited from being left alone or in charge of a client program or service.
Volunteers are not permitted to engage in any physical restraints involving clients.
Volunteers under the age of 19 are prohibited from working in certain programs (eg. Correctional Services Canada). The use of volunteers under the age of 19 in other programs is at the discretion of the Service Director.
Service Directors may authorize volunteers to accompany clients on outings. Volunteers may have access to Agency vehicles as long as they are in possession and have provided a copy of a valid driver’s licence.
Current and past clients who express interest in volunteering with the Agency will follow the screening process as outlined in the policies and procedures, provided their role is outside the scope of the services provided to them. On a case-by-case basis, current clients and their parents/guardians/caregivers may, if they so desire, participate in special events as volunteers, where their involvement is seen as beneficial to all parties.
Departments will submit to the HR Administrator a summary of hours each volunteer worked on a quarterly basis coinciding with the fiscal year.
Individuals inquiring throughout the year about volunteer possibilities with the Agency will be referred to the website and invited to submit a resume.
The Agency reserves the right to terminate a volunteer’s position at its discretion.

6-240 VOLUNTEER RECRUITMENT, SELECTION AND ORIENTATION Approved February 2009

6-240 VOLUNTEER RECRUITMENT, SELECTION AND ORIENTATION
Approved February 2009