Screening and Selection of Volunteers

Kerry Volunteer Centre does not screen volunteers on behalf of organisations; we encourage organisations to develop and implement their own screening procedures where necessary. We do assist groups in developing screening procedures.

The screening and selection of volunteers is not a concern for every volunteer involving organisation. Some organisations  involve anyone who wants to join. There may be instances, however, where an organisation will need to make an informed decision about who it will and will not involve as a volunteer. Examples include:

• If volunteers will be working with vulnerable people, such as children/ young people,  vulnerable adults or older persons.
• If volunteers are going to be doing a lot of unsupervised work particularly one to one unsupervised contact with users.
• If volunteers need any particular skills, such as driving or command of a language.
• If volunteers will be dealing with finances, taking on major responsibility for resources or will be put in similar positions of trust.
• If the volunteering opportunity involves visiting homes of people, or
• Other situations where the organisation feels that screening is necessary.

Screening Mechanisms

No screening device comes with a guarantee. Having checks in place, and advertising this, is in itself a good screening technique, but organisations should also be careful the method they adopt. Screening methods must be appropriate to each volunteer task; organisations should think about each volunteering opportunity and examine how they require volunteers to be screened. Screening methods should therefore be appropriate to the nature of the voluntary work. Some organisations implement a standard screening process for all volunteering opportunities while others vary their screening process depending on the nature of the volunteering opportunity; the screening approach taken by organisations is the decision of each organisation.  At the recruitment and selection stage they can include:

1. Role descriptions and organisational information: By providing accurate information about both your organisation and the tasks to be done, you enable potential volunteers to undertake a process of self-selection to see if they would be interested in, and suitable for, working with you.  
2.  Volunteer Application Forms and CVs: Many organisations develop their own Volunteer Application Form which is completed by all interested volunteers; other organisations also request that interested volunteers provide a copy of their Curriculum Vitae. Both an Organisational Volunteer Application Form and a copy of their Curriculum Vitae allow the organisation to gain administrative details of the volunteer (i.e. name, address etc) as well as asking questions about people's experience and their reasons for wanting to volunteer. Application forms, unlike CVs, ensure that everyone is treated the same way and that the same information is gathered from everyone. However, organisations should remember that written forms can be off-putting for people with literacy problems or for those with poor English. Kerry Volunteer Centre does provide sample Volunteer Application Forms to registered not for profit organsiations.
3. Checking
   There are a variety of useful checks that an organisation can carry out to verify information and assess suitability.
   a. Identify checks
   The organisation should ensure that the identify of the applicant is confirmed against appropriate documentation, passport, driving licence, bank statement, utility bill, to verify name, signature and address. This should be compared with the written application form.
   b. Qualification checks
   Applicants for positions that require particular skills, for example web design, first aid and driving can be asked to verify their qualifications.
   c. Medical checks
   Applicants for positions that require excellent health may require medical checks.
4. Interviews: Interviews, which can be individual or group sessions, should always be regarded as a two-way process, in which the organisation and the volunteer can find out about each other's suitability. Interviews should be as informal as possible (consider calling them chats) as putting people at ease will ensure you get the best out of them.
5. References: An applicant should supply a minimum of two referees, not family members, in order for an organisation to obtain satisfactory reference(s). The role of the referee is to testify to their understanding of the applicant’s character, their suitability for the position, its role or any other matters which may affect their ability to fulfill the tasks and be involved with the organisation.  At least one referee should have direct knowledge of the applicant’s previous work as an employer.References obtained should be satisfactory. Details of other referees can be requested for an applicant if those already supplied are not satisfactory. All references should be received in writing or have a written record if received over the telephone. It is common for voluntary organisation to have a reference request form for referees to fill out, sign and return. Kerry Volunteer Centre does provide sample referance request forms available to registered not for profit organsiations.
6. Garda vetting: An applicant who will have substantial, unsupervised access to children and vulnerable adults should be Garda Vetted. Garda Vetting is a process where by the Garda Central Vetting Unit examines if an individual has a criminal conviction or case pending against them. The point to emphasise is that Garda Vetting should not be taken personally by an applicant, it does not suggest guilt and, where charges or convictions exist it does not always preclude individuals from. Kerry Volunteer Secrive priovides a Garda Vetting service for not for profit organisationsin Kerry.

How to say thanks but no thanks:

 Screening means you sometimes have to say 'no' to potential volunteers. Always make sure you tell people if they are not suitable to volunteer in your organisation and do not simply hope that people will go away. You can refuse people by letter, on the telephone or face-to-face. Whichever method you choose, stress that you are following official policy, explain why they have been unsuccessful, offer suggestions on building experience/skills and if appropriate, offer alternatives.

Pl.ase remember that just because a volunteer might not be suitable for your organisation, it does not mean that they cannot volunteer at all. Please suggest they contact the Placemnet Officer, Linda, at Kerry Volunteer Centre, No 7 Maine St, Tralee, where we will endeavour to help them find a suitable volunteering opportunity.

Screening does not stop when an applicant has been selected.

The following screening processes should apply once the applicant has been selected

• Induction 
• Probationary period
• Record keeping
• Additional training
• Support and supervision
• Re-vetting 

To find out more about screning processes contact Kerry Volunteer Centre's  training and support staff in confidence on 066 7117966 or email  This e-mail address is being protected from spambots. You need JavaScript enabled to view it .