A volunteer at Carleton University is a person who voluntarily offers himself or herself for a service or an undertaking with the University. The person gives their time freely, with no expectation of monetary reward for the provision of their labour.

Check Collective Agreements

The Manager or Supervisor of the area where the volunteer will be assisting should review all Collective Bargaining Agreements to ensure the tasks to be undertaken are not governed by these agreements. If there is any uncertainty contact the Department of Human Resources for clarification.

Screening

Screening is the process of checking and filtering applicants for a position. The process should examine the skills, qualifications and attributes the applicant has, and their suitability to the position being filled in accordance with a job description.

Screening is an essential process that lasts for the duration of a volunteer’s involvement with the organization. The screening process should be clearly communicated to the volunteer candidate at the beginning of the process. The volunteer candidate should be interviewed just like a regular employee to ensure their skills are suited for the tasks to be assigned.

It is a requirement that volunteers working with a vulnerable group (persons under the age of 18 years of age) be required to obtain a Police Records Check. Details on how to obtain this documentation can be obtain from the Ottawa Police at http://www.ottawapolice.ca/en/ServingOttawa/RecordsChecks/index.aspx.

All volunteer assignments should be assessed for level of risk. The level of risk associated with the volunteer assignment and the skills required should be used to determine the level of screening and how detailed the interviews should be.

It is important that screening practices are delivered consistently with no exceptions.

Registration of Volunteers

Each volunteer must complete a Volunteer Registration and Acknowledgement Form prior to starting the volunteer assignment. The form confirms the status of the volunteer with the University, and ensures they are covered under the University’s Liability coverage.

Registration also reaffirms that no employer-employee relationship exists between the volunteer and Carleton University.

The Department should retain the Volunteer Registration and Acknowledgement Form for 5 years.

For more information, please refer to the Risk Management Manual.