Screening Webinar may 7 2013

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Presentation By Stacy Ashton, Volunteer BC

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  • 1:45 – 1:50 (slides 29, 30, 31) Group orientation can work for many positions. Group orientation can get volunteers modelling appropriate behaviour to each other EX: Why proselytizing is a bad thing in a hospice.
  • Screening is an on-going process. Apply it consistently and communicate it clearly. It is always about the position.
  • Screening Webinar may 7 2013

    1. 1. From the 2012 Edition of The Screening HandbookPrepared by Volunteer Canada for Public Safety CanadaAdapted by Volunteer BCBetter matchingImproved safety and quality of programsReduced risks and liabilitySCREENING
    2. 2. Stacy AshtonVolunteer BC and Community Volunteer ConnectionsPublic Safety Canada has provided financial support for this training initiativePublic Safety Canada This material is for information purposes only.SCREENING
    3. 3. Screening – What Counts?Clear Position DescriptionDetermining RiskFormal Recruitment ProcessApplication FormsInterviewsReferencesPolice Record ChecksOrientation and TrainingSupervision and EvaluationFollow Up with Program Participants
    4. 4. Screening – What Counts?Ten Steps of Screening1. Determine the risk2. Write a clear position description3. Establish a formal recruitment process4. Use an application form5. Conduct interviews6. Follow up on references7. Request a Police Records Check8. Conduct orientation and training sessions9. Supervise and evaluate10. Follow up with program participants
    5. 5. What’s Most Important?What do you think is the MOST important screening step?1. Determine the risk2. Write a clear position description3. Establish a formal recruitment process4. Use an application form5. Conduct interviews6. Follow up on references7. Request a Police Records Check8. Conduct orientation and training sessions9. Supervise and evaluate10. Follow up with program participantsPublic Safety Canada This material is for information purposes only.
    6. 6. Volunteer Screening is a Process•To better match people’s skills and experience to theneeds and opportunities in organizations.•To improve the quality and safety of programs andservices in communities by reducing risk and liability for bothpeople and organizations.Public Safety Canada This material is for information purposes only.
    7. 7. Beliefs You Might Hear≠ Non-profit and charitable organizations areimmune from charges of criminal or civil liability.≠ If a volunteer harms a client, the organization can’tbe 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 memberscannot be held liable.≠ It can’t happen here.Public Safety Canada This material is for information purposes only.
    8. 8. Social Policy and Regulatory EnvironmentSocial Policy and Regulatory EnvironmentFederal Social Policy and LegislationProvincial/Territorial and MunicipalOccupational andProfessional StandardsContractual ObligationsSector Norms and StandardsOrganizational Governanceand 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. 9. Screening starts with the POSITION• Screening is about the position, not the personapplying to begin or transfer to the position.• All volunteer positions are not created equaland may not require the same screening steps.• The requirements of the position determinewhich screening steps are necessary.Public Safety Canada This material is for information purposes only.
    10. 10. Public Safety Canada Thismaterial is for information purposes only.What SKILLS, QUALITIES AND ABILITIES doyou want in the volunteer position?What RISKS ARE YOU TRYING TO MANAGEby screening volunteers?BrainstormThink about one of your volunteer positions…
    11. 11. Public Safety Canada This material is for information purposes only.Brainstorm
    12. 12. Public Safety Canada This material is for information purposes only.Brainstorm
    13. 13. Public Safety Canada Thismaterial is for information purposes only.What SKILLS, QUALITIES AND ABILITIES doyou want in the volunteer position?What RISKS ARE YOU TRYING TO MANAGEby screening volunteers?Building In the 10 Steps From the Start
    14. 14. Elements of a Volunteer PositionWho 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. 15. In Practice: Meals on Wheels RunnerPublic Safety Canada This material is for information purposes only.Elements of the PositionClient homebound seniors or adults with disabilitiesRole support client’s well-being by delivering nutritious mealsand noticing changes in appearance and health.Activity pick up delivery bags with meals. Use route sheets andaccess/entry information to deliver correct client meals.Location travel by car with Meals on Wheels driver; take meals intoclients’ homes.Supervision report problems or concerns immediately uponcompletion of routeOther details patience with clients; work well as part of a team; bereliable and punctual
    16. 16. Public Safety Canada Thismaterial is for information purposes only.
    17. 17. Building In the 10 Steps From the Start1. Determine the risk2. Write a clear position description3. Establish a formal recruitment process4. Use an application form5. Conduct interviews6. Follow up on references7. Request a Police Records Check8. Conduct orientation and training sessions9. Supervise and evaluate10. Follow up with program participantsHow can the10 Steps helpyou screen inwhat youwant, andmanage therisks you’veidentified?
    18. 18. Public Safety Canada This material is for information purposes only.Position Skills, abilities or qualities needed Foreseeable RisksCLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,physicallyROLE • Keen observation skills• Knowledge of indicators of deteriorating physicaland mental health• Understands boundaries• Food damaged on way• Volunteer “overhelps” via physical assistance,cleaning client’s home, doing errands, doingbanking, etc• Volunteer tries to “convert” client to a religion,health regimen, etcACTIVITY • 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 ordietary reactions• Volunteer harms self during delivery• Errors in data entryLOCATION • Able to read maps and/or good knowledge ofarea• Respectful of client’s private space• Volunteers get lost, don’t deliver meals• Volunteers steal meals; ask seniors to pay formeals• Car accidentSUPERVISION• Good judgement to recognize problems orconcerns• Diligent about timeliness of reporting• Clear written/verbal communication• Volunteer misses or does not report signs ofdeteriorating health• Volunteer does not file route paperworkOTHER • Patient• Good teamwork• Volunteer does not show up for shifts; does notcomplete all homes on route• Volunteer does not get along with driver
    19. 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. 20. Public Safety Canada This material is for information purposes only.Position Skills, abilities or qualities needed Foreseeable RisksCLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,physicallyROLE • Keen observation skills• Knowledge of indicators of deteriorating physicaland mental health• Understands boundaries• Food damaged on way• Volunteer “overhelps” via physical assistance,cleaning client’s home, doing errands, doingbanking, etc• Volunteer tries to “convert” client to a religion,health regimen, etcACTIVITY • 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 ordietary reactions• Volunteer harms self during delivery• Errors in data entryLOCATION • Able to read maps and/or good knowledge ofarea• Respectful of client’s private space• Volunteers get lost, don’t deliver meals• Volunteers steal meals; ask seniors to pay formeals• Car accidentSUPERVISION• Good judgement to recognize problems orconcerns• Diligent about timeliness of reporting• Clear written/verbal communication• Volunteer misses or does not report signs ofdeteriorating health• Volunteer does not file route paperworkOTHER • Patient• Good teamwork• Volunteer does not show up for shifts; does notcomplete all homes on route• Volunteer does not get along with driver
    21. 21. 2. Write a Clear Position Description• Careful position descriptions send the messagethat an organization is serious about screening.• Responsibilities and expectations can be clearlyset out, including the boundaries – the dos anddonts.• A clear position description indicates thescreening requirements.• When a volunteer changes positions, thescreening procedures may change as well.Public Safety Canada This material is for information purposes only.
    22. 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. 23. Public Safety Canada This material is for information purposes only.Position Skills, abilities or qualities needed Foreseeable RisksCLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,physicallyROLE • Keen observation skills• Knowledge of indicators of deteriorating physicaland mental health• Understands boundaries• Food damaged on way• Volunteer “overhelps” via physical assistance,cleaning client’s home, doing errands, doingbanking, etc• Volunteer tries to “convert” client to a religion,health regimen, etcACTIVITY • 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 ordietary reactions• Volunteer harms self during delivery• Errors in data entryLOCATION • Able to read maps and/or good knowledge ofarea• Respectful of client’s private space• Volunteers get lost, don’t deliver meals• Volunteers steal meals; ask seniors to pay formeals• Car accidentSUPERVISION• Good judgement to recognize problems orconcerns• Diligent about timeliness of reporting• Clear written/verbal communication• Volunteer misses or does not report signs ofdeteriorating health• Volunteer does not file route paperworkOTHER • Patient• Good teamwork• Volunteer does not show up for shifts; does notcomplete all homes on route• Volunteer does not get along with driver
    24. 24. 3. Establish a formal recruitmentprocess• Standardize the intake process to ensure asystematic, thorough approach; consider designatingone person/office to coordinate recruitment.• Be clear about process and expectations; identifyskills and abilities in the recruitment ad; indicate whata successful candidate will need to provide, e.g.references, driver’s record, results of a police recordscheck.Public Safety Canada This material is for information purposes only.
    25. 25. 4. Use an application form• It requests necessary contact information.• It may request information relevant to the skillsand abilities needed for the position.• It may not ask for information related toprohibited grounds under Human Rightslegislation – unless you have a “bona fide”reason to ask.Public Safety Canada This material is for information purposes only.Race Religion Physical DisabilityColour Marital Status Mental DisabilityAncestry Family Status Sex/genderAge Sexual Orientation
    26. 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. 27. Public Safety Canada This material is for information purposes only.Position Skills, abilities or qualities needed Foreseeable RisksCLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,physicallyROLE • Keen observation skills• Knowledge of indicators of deteriorating physicaland mental health• Understands boundaries• Food damaged on way• Volunteer “overhelps” via physical assistance,cleaning client’s home, doing errands, doingbanking, etc• Volunteer tries to “convert” client to a religion,health regimen, etcACTIVITY • 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 ordietary reactions• Volunteer harms self during delivery• Errors in data entryLOCATION • Able to read maps and/or good knowledge ofarea• Respectful of client’s private space• Volunteers get lost, don’t deliver meals• Volunteers steal meals; ask seniors to pay formeals• Car accidentSUPERVISION• Good judgement to recognize problems orconcerns• Diligent about timeliness of reporting• Clear written/verbal communication• Volunteer misses or does not report signs ofdeteriorating health• Volunteer does not file route paperworkOTHER • Patient• Good teamwork• Volunteer does not show up for shifts; does notcomplete all homes on route• Volunteer does not get along with driver
    28. 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 andthe level of trust involved in the position.• Ask specific questions to help determine theapplicants suitability.Public Safety Canada This material is for information purposes only.
    29. 29. Public Safety Canada This material is for information purposes only.Position Skills, abilities or qualities needed Foreseeable RisksCLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,physicallyROLE • Keen observation skills• Knowledge of indicators of deteriorating physicaland mental health• Understands boundaries• Food damaged on way• Volunteer “overhelps” via physical assistance,cleaning client’s home, doing errands, doingbanking, etc• Volunteer tries to “convert” client to a religion,health regimen, etcACTIVITY • 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 ordietary reactions• Volunteer harms self during delivery• Errors in data entryLOCATION • Able to read maps and/or good knowledge ofarea• Respectful of client’s private space• Volunteers get lost, don’t deliver meals• Volunteers steal meals; ask seniors to pay formeals• Car accidentSUPERVISION• Good judgement to recognize problems orconcerns• Diligent about timeliness of reporting• Clear written/verbal communication• Volunteer misses or does not report signs ofdeteriorating health• Volunteer does not file route paperworkOTHER • Patient• Good teamwork• Volunteer does not show up for shifts; does notcomplete all homes on route• Volunteer does not get along with driver
    30. 30. 7. Police Records Checks (PRCs)• Request for a PRC should be based on the actualrequirements of the position.• Recognize the limits of the information and that aPRC is just one step in the screening process.• Requiring a PRC does signal the organization’scommitment to the safety of its participants.Public Safety Canada This material is for information purposes only.
    31. 31. Public Safety Canada This material is for information purposes only.Position Skills, abilities or qualities needed Foreseeable RisksCLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,physicallyROLE • Keen observation skills• Knowledge of indicators of deteriorating physicaland mental health• Understands boundaries• Food damaged on way• Volunteer “overhelps” via physical assistance,cleaning client’s home, doing errands, doingbanking, etc• Volunteer tries to “convert” client to a religion,health regimen, etcACTIVITY • 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 ordietary reactions• Volunteer harms self during delivery• Errors in data entryLOCATION • Able to read maps and/or good knowledge ofarea• Respectful of client’s private space• Volunteers get lost, don’t deliver meals• Volunteers steal meals; ask seniors to pay formeals• Car accidentSUPERVISION• Good judgement to recognize problems orconcerns• Diligent about timeliness of reporting• Clear written/verbal communication• Volunteer misses or does not report signs ofdeteriorating health• Volunteer does not file route paperworkOTHER • Patient• Good teamwork• Volunteer does not show up for shifts; does notcomplete all homes on route• Volunteer does not get along with driver
    32. 32. Public Safety Canada Thismaterial is for information purposes only.Criminal & Police Record Checks - BCRCMP/Municipal Police Record ChecksVulnerable Sector Checkshttp://www.rcmp-grc.gc.ca/cr-cj/vulner/brochure-eng.pdfBC Criminal Record Reviewhttp://www.pssg.gov.bc.ca/criminal-records-review/index.htmMental Health Information and PRCshttp://www.spotlightonmentalhealth.com/images/criminal_check1.pdf
    33. 33. 8. Conduct orientation and trainingsessions• Orientation & training give both the organizationand the volunteer time to learn more about eachother.• Volunteers receive information on theorganization’s mission, philosophy, and values.• The sessions give the organization opportunitiesto observe volunteers in various settings.Public Safety Canada This material is for information purposes only.
    34. 34. Public Safety Canada This material is for information purposes only.Position Skills, abilities or qualities needed Foreseeable RisksCLIENT • Patient, friendly, non-judgemental • Volunteer harms client financially, emotionally,physicallyROLE • Keen observation skills• Knowledge of indicators of deteriorating physicaland mental health• Understands boundaries• Food damaged on way• Volunteer “overhelps” via physical assistance,cleaning client’s home, doing errands, doingbanking, etc• Volunteer tries to “convert” client to a religion,health regimen, etcACTIVITY • 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 ordietary reactions• Volunteer harms self during delivery• Errors in data entryLOCATION • Able to read maps and/or good knowledge ofarea• Respectful of client’s private space• Volunteers get lost, don’t deliver meals• Volunteers steal meals; ask seniors to pay formeals• Car accidentSUPERVISION• Good judgement to recognize problems orconcerns• Diligent about timeliness of reporting• Clear written/verbal communication• Volunteer misses or does not report signs ofdeteriorating health• Volunteer does not file route paperworkOTHER • Patient• Good teamwork• Volunteer does not show up for shifts; does notcomplete all homes on route• Volunteer does not get along with driver
    35. 35. 9. Supervise and evaluate• The level of risk for a position will determine thenecessary 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. 36. Supervision• Part of managing risk for a position includes waysto supervise or over-see the relationship or activity.• Always provide the volunteer with the name of whoto contact in case of a problem or an emergency.• Make reporting forms, such as incident reports,available and encourage both supervisors andvolunteers to use them as appropriate.Public Safety Canada This material is for information purposes only.
    37. 37. Evaluation• Relate performance evaluations directly to positiondescriptions and agreed-upon requirements.• Give volunteers an opportunity to share feedbackabout their experience & satisfaction with theirposition.• Re-location or termination will be based on how wellthe requirements of the position are being met.Public Safety Canada This material is for information purposes only.
    38. 38. 10. Follow up with programparticipants• Regular contact with participants and familymembers adds an additional level of monitoring forhigh risk positions and further limits opportunity forsomeone who might otherwise do harm.• Volunteers should be made aware of any follow-upactivities that may occur. These could include spotchecks for volunteers in high-risk positions.Public Safety Canada This material is for information purposes only.
    39. 39. Record of Screening StepsVolunteer File•Screening steps & dates completed•Completed Application Form•Records of interview & referencechecks.•Copy of PRC (if applicable)•Signed and dated forms, e.g.confidentiality form, consent form,confirmation that relevant policies andprocedures have been read•Record of hours, performance•Reference lettersPublic 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. 40. Screening is aboutgood matches AND risk managementVolunteer Screening promotes ‘right fit’For the clientFor the volunteerFor the organizationFor the community servedPublic Safety Canada This material is for information purposes only.
    41. 41. Screening Volunteers• Screening describes an on-going approachto monitoring volunteer involvement in yourprogram or service delivery.• Steps in the screening process need to becommunicated clearly and appliedconsistently.• Screening is always about the position.Public Safety Canada This material is for information purposes only.
    42. 42. Funding for this national initiative was provided by Public Safety Canada.The Screening Handbook 2012www.publicsafety.gc.ca/res/cor/rep/scrnnng-hndbk-eng.aspxBest Practice Guidelines for Screening Volunteerswww.publicsafety.gc.ca/res/cor/rep/vol-ben-eng.aspx“Safe Enough? Reviewing Your Screening Practices”www.volunteer.ca/files/safeenoughen-final.pdfSafe Steps: A Volunteer Screening Process volunteer.ca/files/SafeSteps.pdfDeveloping Volunteer Screening Policies volunteer.ca/files/screeningpolicy.rtfRelated 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 Policehttp://www.spotlightonmentalhealth.com/images/criminal_check1.pdfScreening Resources

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