The document provides guidance on effective volunteer screening practices. It discusses screening as a process to better match volunteers' skills to positions, improve program safety, and reduce risks. The 10 key steps of screening are outlined, including determining risks, writing clear position descriptions, formal recruitment, application forms, interviews, reference checks, police records checks, orientation, supervision, and follow-up. Implementing screening properly helps organizations manage foreseeable risks while selecting volunteers best suited for positions.

1. From the 2012 Edition of The Screening Handbook
Prepared by Volunteer Canada for Public Safety Canada
Adapted by Volunteer BC
Better matching
Improved safety and quality of programs
Reduced risks and liability
SCREENING

2. Stacy Ashton
Volunteer BC and Community Volunteer Connections
Public Safety Canada has provided financial support for this training initiative
Public Safety Canada This material is for information purposes only.
SCREENING

3. Screening – What Counts?
Clear Position Description
Determining Risk
Formal Recruitment Process
Application Forms
Interviews
References
Police Record Checks
Orientation and Training
Supervision and Evaluation
Follow Up with Program Participants

4. Screening – What Counts?
Ten Steps of Screening
1. Determine the risk
2. Write a clear position description
3. Establish a formal recruitment process
4. Use an application form
5. Conduct interviews
6. Follow up on references
7. Request a Police Records Check
8. Conduct orientation and training sessions
9. Supervise and evaluate
10. Follow up with program participants

5. What’s Most Important?
What do you think is the MOST important screening step?
1. Determine the risk
2. Write a clear position description
3. Establish a formal recruitment process
4. Use an application form
5. Conduct interviews
6. Follow up on references
7. Request a Police Records Check
8. Conduct orientation and training sessions
9. Supervise and evaluate
10. Follow up with program participants
Public Safety Canada This material is for information purposes only.

6. Volunteer Screening is a Process
•To better match people’s skills and experience to the
needs and opportunities in organizations.
•To improve the quality and safety of programs and
services in communities by reducing risk and liability for both
people and organizations.
Public Safety Canada This material is for information purposes only.

7. Beliefs You Might Hear
≠ Non-profit and charitable organizations are
immune from charges of criminal or civil liability.
≠ If a volunteer harms a client, the organization can’t
be held liable, since volunteers are not employees.
≠ If an organization doesn’t know about, or sanction,
a wrongful act, it can’t be held liable for that act.
≠ If an organization is not incorporated, its members
cannot be held liable.
≠ It can’t happen here.
Public Safety Canada This material is for information purposes only.

8. Social Policy and Regulatory EnvironmentSocial Policy and Regulatory Environment
Federal Social Policy and Legislation
Provincial/Territorial and Municipal
Occupational and
Professional Standards
Contractual Obligations
Sector Norms and Standards
Organizational Governance
and Operations
• Common Law
• Statutes
• Canadian Criminal Code
• Federal Social Policy and Programs
• Administration of Canadian Criminal Code
• Provincial/Territorial Statues
• Licensing Bodies
• Social Policy and Programs Guidelines
• Professional Associations
• Certification Programs
• Professional Designations
• Funding Agreements
• Insurance Policies
• Service Contracts
• Memorandum of Understanding (with other organizations)
• Accreditation Programs
• Codes
• Standards of Practice
• By-Laws
• Polices
• Procedures
• Operations Manuals

9. Screening starts with the POSITION
• Screening is about the position, not the person
applying to begin or transfer to the position.
• All volunteer positions are not created equal
and may not require the same screening steps.
• The requirements of the position determine
which screening steps are necessary.
Public Safety Canada This material is for information purposes only.

10. Public Safety Canada This
material is for information purposes only.
What SKILLS, QUALITIES AND ABILITIES do
you want in the volunteer position?
What RISKS ARE YOU TRYING TO MANAGE
by screening volunteers?
Brainstorm
Think about one of your volunteer positions…

11. Public Safety Canada This material is for information purposes only.
Brainstorm

12. Public Safety Canada This material is for information purposes only.
Brainstorm

13. Public Safety Canada This
material is for information purposes only.
What SKILLS, QUALITIES AND ABILITIES do
you want in the volunteer position?
What RISKS ARE YOU TRYING TO MANAGE
by screening volunteers?
Building In the 10 Steps From the Start

14. Elements of a Volunteer Position
Who is the client?
is the volunteer?
is in a position to harm the organization?
What is the activity?
is the nature of the relationship?
Where is the activity taking place?
Is it isolated? any inherent danger?
How often does a supervisor oversee the activity?
do others access the relationship?
Public Safety Canada This material is for information purposes only.

15. In Practice: Meals on Wheels Runner
Public Safety Canada This material is for information purposes only.
Elements of the Position
Client homebound seniors or adults with disabilities
Role support client’s well-being by delivering nutritious meals
and noticing changes in appearance and health.
Activity pick up delivery bags with meals. Use route sheets and
access/entry information to deliver correct client meals.
Location travel by car with Meals on Wheels driver; take meals into
clients’ homes.
Supervision report problems or concerns immediately upon
completion of route
Other details patience with clients; work well as part of a team; be
reliable and punctual

16. Public Safety Canada This
material is for information purposes only.

17. Building In the 10 Steps From the Start
1. Determine the risk
2. Write a clear position description
3. Establish a formal recruitment process
4. Use an application form
5. Conduct interviews
6. Follow up on references
7. Request a Police Records Check
8. Conduct orientation and training sessions
9. Supervise and evaluate
10. Follow up with program participants
How can the
10 Steps help
you screen in
what you
want, and
manage the
risks you’ve
identified?

18. Public Safety Canada This material is for information purposes only.
Position Skills, abilities or qualities needed Foreseeable Risks
CLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,
physically
ROLE • Keen observation skills
• Knowledge of indicators of deteriorating physical
and mental health
• Understands boundaries
• Food damaged on way
• Volunteer “overhelps” via physical assistance,
cleaning client’s home, doing errands, doing
banking, etc
• Volunteer tries to “convert” client to a religion,
health regimen, etc
ACTIVITY • Reliable and punctual
• Organized and diligent about details
• Able to lift and carry meals
• Understands and follows food health regs
• Basic data entry skills
• Wrong meals go to wrong clients; allergic or
dietary reactions
• Volunteer harms self during delivery
• Errors in data entry
LOCATION • Able to read maps and/or good knowledge of
area
• Respectful of client’s private space
• Volunteers get lost, don’t deliver meals
• Volunteers steal meals; ask seniors to pay for
meals
• Car accident
SUPER
VISION
• Good judgement to recognize problems or
concerns
• Diligent about timeliness of reporting
• Clear written/verbal communication
• Volunteer misses or does not report signs of
deteriorating health
• Volunteer does not file route paperwork
OTHER • Patient
• Good teamwork
• Volunteer does not show up for shifts; does not
complete all homes on route
• Volunteer does not get along with driver

19. 1. Dealing with Risk
• Can we eliminate the risk?
• Can we reduce the risk?
• Can we transfer the risk?
Public Safety Canada This material is for information purposes only.

20. Public Safety Canada This material is for information purposes only.
Position Skills, abilities or qualities needed Foreseeable Risks
CLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,
physically
ROLE • Keen observation skills
• Knowledge of indicators of deteriorating physical
and mental health
• Understands boundaries
• Food damaged on way
• Volunteer “overhelps” via physical assistance,
cleaning client’s home, doing errands, doing
banking, etc
• Volunteer tries to “convert” client to a religion,
health regimen, etc
ACTIVITY • Reliable and punctual
• Organized and diligent about details
• Able to lift and carry meals
• Understands and follows food health regs
• Basic data entry skills
• Wrong meals go to wrong clients; allergic or
dietary reactions
• Volunteer harms self during delivery
• Errors in data entry
LOCATION • Able to read maps and/or good knowledge of
area
• Respectful of client’s private space
• Volunteers get lost, don’t deliver meals
• Volunteers steal meals; ask seniors to pay for
meals
• Car accident
SUPER
VISION
• Good judgement to recognize problems or
concerns
• Diligent about timeliness of reporting
• Clear written/verbal communication
• Volunteer misses or does not report signs of
deteriorating health
• Volunteer does not file route paperwork
OTHER • Patient
• Good teamwork
• Volunteer does not show up for shifts; does not
complete all homes on route
• Volunteer does not get along with driver

21. 2. Write a Clear Position Description
• Careful position descriptions send the message
that an organization is serious about screening.
• Responsibilities and expectations can be clearly
set out, including the boundaries – the dos and
don'ts.
• A clear position description indicates the
screening requirements.
• When a volunteer changes positions, the
screening procedures may change as well.
Public Safety Canada This material is for information purposes only.

22. Volunteer Position Description
• title & major objective
• task(s) and responsibilities
• qualifications & abilities needed
• orientation/training sessions required
• personal and/or professional references
• police records check (if required)
• boundaries & limitations (i.e. do’s and do not’s)
• time, place, length of commitment, etc.
Public Safety Canada This material is for information purposes only.

23. Public Safety Canada This material is for information purposes only.
Position Skills, abilities or qualities needed Foreseeable Risks
CLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,
physically
ROLE • Keen observation skills
• Knowledge of indicators of deteriorating physical
and mental health
• Understands boundaries
• Food damaged on way
• Volunteer “overhelps” via physical assistance,
cleaning client’s home, doing errands, doing
banking, etc
• Volunteer tries to “convert” client to a religion,
health regimen, etc
ACTIVITY • Reliable and punctual
• Organized and diligent about details
• Able to lift and carry meals
• Understands and follows food health regs
• Basic data entry skills
• Wrong meals go to wrong clients; allergic or
dietary reactions
• Volunteer harms self during delivery
• Errors in data entry
LOCATION • Able to read maps and/or good knowledge of
area
• Respectful of client’s private space
• Volunteers get lost, don’t deliver meals
• Volunteers steal meals; ask seniors to pay for
meals
• Car accident
SUPER
VISION
• Good judgement to recognize problems or
concerns
• Diligent about timeliness of reporting
• Clear written/verbal communication
• Volunteer misses or does not report signs of
deteriorating health
• Volunteer does not file route paperwork
OTHER • Patient
• Good teamwork
• Volunteer does not show up for shifts; does not
complete all homes on route
• Volunteer does not get along with driver

24. 3. Establish a formal recruitment
process
• Standardize the intake process to ensure a
systematic, thorough approach; consider designating
one person/office to coordinate recruitment.
• Be clear about process and expectations; identify
skills and abilities in the recruitment ad; indicate what
a successful candidate will need to provide, e.g.
references, driver’s record, results of a police records
check.
Public Safety Canada This material is for information purposes only.

25. 4. Use an application form
• It requests necessary contact information.
• It may request information relevant to the skills
and abilities needed for the position.
• It may not ask for information related to
prohibited grounds under Human Rights
legislation – unless you have a “bona fide”
reason to ask.
Public Safety Canada This material is for information purposes only.
Race Religion Physical Disability
Colour Marital Status Mental Disability
Ancestry Family Status Sex/gender
Age Sexual Orientation

26. 5. Conduct interviews
•Use consistent approach to all applicants.
Questions based on position requirements
Information about skills needed for the position
•Establish degree of applicant’s ‘right fit’.
Position – is it what the applicant wants to do?
Organization – vision, mission, values
•Chance to clarify expectations & responsibilities.
•May need more than one interview or interviewer.
Public Safety Canada This material is for information purposes only.

27. Public Safety Canada This material is for information purposes only.
Position Skills, abilities or qualities needed Foreseeable Risks
CLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,
physically
ROLE • Keen observation skills
• Knowledge of indicators of deteriorating physical
and mental health
• Understands boundaries
• Food damaged on way
• Volunteer “overhelps” via physical assistance,
cleaning client’s home, doing errands, doing
banking, etc
• Volunteer tries to “convert” client to a religion,
health regimen, etc
ACTIVITY • Reliable and punctual
• Organized and diligent about details
• Able to lift and carry meals
• Understands and follows food health regs
• Basic data entry skills
• Wrong meals go to wrong clients; allergic or
dietary reactions
• Volunteer harms self during delivery
• Errors in data entry
LOCATION • Able to read maps and/or good knowledge of
area
• Respectful of client’s private space
• Volunteers get lost, don’t deliver meals
• Volunteers steal meals; ask seniors to pay for
meals
• Car accident
SUPER
VISION
• Good judgement to recognize problems or
concerns
• Diligent about timeliness of reporting
• Clear written/verbal communication
• Volunteer misses or does not report signs of
deteriorating health
• Volunteer does not file route paperwork
OTHER • Patient
• Good teamwork
• Volunteer does not show up for shifts; does not
complete all homes on route
• Volunteer does not get along with driver

28. 6. Follow up on references
• Request 2 or 3 references for positions of trust.
• Always contact references.
• Begin by describing the client(s) to be served and
the level of trust involved in the position.
• Ask specific questions to help determine the
applicant's suitability.
Public Safety Canada This material is for information purposes only.

29. Public Safety Canada This material is for information purposes only.
Position Skills, abilities or qualities needed Foreseeable Risks
CLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,
physically
ROLE • Keen observation skills
• Knowledge of indicators of deteriorating physical
and mental health
• Understands boundaries
• Food damaged on way
• Volunteer “overhelps” via physical assistance,
cleaning client’s home, doing errands, doing
banking, etc
• Volunteer tries to “convert” client to a religion,
health regimen, etc
ACTIVITY • Reliable and punctual
• Organized and diligent about details
• Able to lift and carry meals
• Understands and follows food health regs
• Basic data entry skills
• Wrong meals go to wrong clients; allergic or
dietary reactions
• Volunteer harms self during delivery
• Errors in data entry
LOCATION • Able to read maps and/or good knowledge of
area
• Respectful of client’s private space
• Volunteers get lost, don’t deliver meals
• Volunteers steal meals; ask seniors to pay for
meals
• Car accident
SUPER
VISION
• Good judgement to recognize problems or
concerns
• Diligent about timeliness of reporting
• Clear written/verbal communication
• Volunteer misses or does not report signs of
deteriorating health
• Volunteer does not file route paperwork
OTHER • Patient
• Good teamwork
• Volunteer does not show up for shifts; does not
complete all homes on route
• Volunteer does not get along with driver

30. 7. Police Records Checks (PRCs)
• Request for a PRC should be based on the actual
requirements of the position.
• Recognize the limits of the information and that a
PRC is just one step in the screening process.
• Requiring a PRC does signal the organization’s
commitment to the safety of its participants.
Public Safety Canada This material is for information purposes only.

31. Public Safety Canada This material is for information purposes only.
Position Skills, abilities or qualities needed Foreseeable Risks
CLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,
physically
ROLE • Keen observation skills
• Knowledge of indicators of deteriorating physical
and mental health
• Understands boundaries
• Food damaged on way
• Volunteer “overhelps” via physical assistance,
cleaning client’s home, doing errands, doing
banking, etc
• Volunteer tries to “convert” client to a religion,
health regimen, etc
ACTIVITY • Reliable and punctual
• Organized and diligent about details
• Able to lift and carry meals
• Understands and follows food health regs
• Basic data entry skills
• Wrong meals go to wrong clients; allergic or
dietary reactions
• Volunteer harms self during delivery
• Errors in data entry
LOCATION • Able to read maps and/or good knowledge of
area
• Respectful of client’s private space
• Volunteers get lost, don’t deliver meals
• Volunteers steal meals; ask seniors to pay for
meals
• Car accident
SUPER
VISION
• Good judgement to recognize problems or
concerns
• Diligent about timeliness of reporting
• Clear written/verbal communication
• Volunteer misses or does not report signs of
deteriorating health
• Volunteer does not file route paperwork
OTHER • Patient
• Good teamwork
• Volunteer does not show up for shifts; does not
complete all homes on route
• Volunteer does not get along with driver

32. Public Safety Canada This
material is for information purposes only.
Criminal & Police Record Checks - BC
RCMP/Municipal Police Record Checks
Vulnerable Sector Checks
http://www.rcmp-grc.gc.ca/cr-cj/vulner/brochure-eng.pdf
BC Criminal Record Review
http://www.pssg.gov.bc.ca/criminal-records-review/index.htm
Mental Health Information and PRCs
http://www.spotlightonmentalhealth.com/images/criminal_check1.pdf

33. 8. Conduct orientation and training
sessions
• Orientation & training give both the organization
and the volunteer time to learn more about each
other.
• Volunteers receive information on the
organization’s mission, philosophy, and values.
• The sessions give the organization opportunities
to observe volunteers in various settings.
Public Safety Canada This material is for information purposes only.

34. Public Safety Canada This material is for information purposes only.
Position Skills, abilities or qualities needed Foreseeable Risks
CLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,
physically
ROLE • Keen observation skills
• Knowledge of indicators of deteriorating physical
and mental health
• Understands boundaries
• Food damaged on way
• Volunteer “overhelps” via physical assistance,
cleaning client’s home, doing errands, doing
banking, etc
• Volunteer tries to “convert” client to a religion,
health regimen, etc
ACTIVITY • Reliable and punctual
• Organized and diligent about details
• Able to lift and carry meals
• Understands and follows food health regs
• Basic data entry skills
• Wrong meals go to wrong clients; allergic or
dietary reactions
• Volunteer harms self during delivery
• Errors in data entry
LOCATION • Able to read maps and/or good knowledge of
area
• Respectful of client’s private space
• Volunteers get lost, don’t deliver meals
• Volunteers steal meals; ask seniors to pay for
meals
• Car accident
SUPER
VISION
• Good judgement to recognize problems or
concerns
• Diligent about timeliness of reporting
• Clear written/verbal communication
• Volunteer misses or does not report signs of
deteriorating health
• Volunteer does not file route paperwork
OTHER • Patient
• Good teamwork
• Volunteer does not show up for shifts; does not
complete all homes on route
• Volunteer does not get along with driver

35. 9. Supervise and evaluate
• The level of risk for a position will determine the
necessary degree of supervision and evaluation.
• If the risk is great, the position requires close, on-
going supervision.
• In the first year, frequent communication with client,
volunteer, caregiver, etc. is particularly important.
Public Safety Canada This material is for information purposes only.

36. Supervision
• Part of managing risk for a position includes ways
to supervise or over-see the relationship or activity.
• Always provide the volunteer with the name of who
to contact in case of a problem or an emergency.
• Make reporting forms, such as incident reports,
available and encourage both supervisors and
volunteers to use them as appropriate.
Public Safety Canada This material is for information purposes only.

37. Evaluation
• Relate performance evaluations directly to position
descriptions and agreed-upon requirements.
• Give volunteers an opportunity to share feedback
about their experience & satisfaction with their
position.
• Re-location or termination will be based on how well
the requirements of the position are being met.
Public Safety Canada This material is for information purposes only.

38. 10. Follow up with program
participants
• Regular contact with participants and family
members adds an additional level of monitoring for
high risk positions and further limits opportunity for
someone who might otherwise do harm.
• Volunteers should be made aware of any follow-up
activities that may occur. These could include spot
checks for volunteers in high-risk positions.
Public Safety Canada This material is for information purposes only.

39. Record of Screening Steps
Volunteer File
•Screening steps & dates completed
•Completed Application Form
•Records of interview & reference
checks.
•Copy of PRC (if applicable)
•Signed and dated forms, e.g.
confidentiality form, consent form,
confirmation that relevant policies and
procedures have been read
•Record of hours, performance
•Reference letters
Public Safety Canada This material is for information purposes only.
Volunteer Position File
•Skills & risk analysis
•Application form
•Interview questions
•Reference questions
•Letter requesting PRC
•Orientation/Training materials
•Reporting forms
•Evaluation forms
•Reference letter template
•Participant satisfaction survey

40. Screening is about
good matches AND risk management
Volunteer Screening promotes ‘right fit’
For the client
For the volunteer
For the organization
For the community served
Public Safety Canada This material is for information purposes only.

41. Screening Volunteers
• Screening describes an on-going approach
to monitoring volunteer involvement in your
program or service delivery.
• Steps in the screening process need to be
communicated clearly and applied
consistently.
• Screening is always about the position.
Public Safety Canada This material is for information purposes only.

42. Funding for this national initiative was provided by Public Safety Canada.
The Screening Handbook 2012
www.publicsafety.gc.ca/res/cor/rep/scrnnng-hndbk-eng.aspx
Best Practice Guidelines for Screening Volunteers
www.publicsafety.gc.ca/res/cor/rep/vol-ben-eng.aspx
“Safe Enough? Reviewing Your Screening Practices”
www.volunteer.ca/files/safeenoughen-final.pdf
Safe Steps: A Volunteer Screening Process volunteer.ca/files/SafeSteps.pdf
Developing Volunteer Screening Policies volunteer.ca/files/screeningpolicy.rtf
Related web sites
• Canadian Police Information (CPI) Centre www.cpic-cipc.ca
• Ministry of Justice Criminal Record Reviews (BC)
http://www.pssg.gov.bc.ca/criminal-records-review
• When Mental Health Information Gets Disclosed By Police
http://www.spotlightonmentalhealth.com/images/criminal_check1.pdf
Screening Resources