The Premier of Ontario has declared a province-wide state of emergency and issued a stay-at-home order in response to rising COVID-19 variant infection rates.
This procedure outlines the process for recruiting, hiring, training and supervising volunteers at the Corporation of the Town of Oakville (town).
This procedure applies to all persons who volunteer in any capacity for the Town of Oakville and all employees who recruit and/or work with volunteers.
The success of the town’s volunteers depends on coordination of services, and the provision of training and support.
Volunteers may be recruited either through an interest in specific functions or through a general interest in volunteering which will later be matched with a specific function. Supervisory staff will determine which positions are appropriate for volunteer support and prepare job descriptions for each position.
Volunteer applicants will be required to complete and submit a volunteer application form. There is one generic application form for the town (Appendix A) although some areas may require completion and submission of a specialized application form due to the nature of the volunteer position. Applications will be reviewed by appropriate staff person(s) and shall be kept on file in accordance with the town’s Records Retention Schedule.
Volunteers selected for an interview shall be interviewed and screened to ascertain their suitability for and interest in any position in accordance with Screening Process/ Reference Checks (Appendix C), and Volunteer Interview Questionnaire Guidelines. (Appendix D)
The Screening Process (Appendix C) may require that a volunteer have a Reference Check (Appendix E) and, in some cases, a Criminal Record Check.
Volunteers are responsible for providing references as required by the town. (A parent or guardian’s written consent is required for volunteers who have not reached the age of majority (18 years) prior to volunteering.)
Volunteers will be placed in positions in which they are best suited for the mutual benefit of the town and the volunteer. Notification of acceptance as a volunteer will be issued by the immediate supervisor. Service as a volunteer with the town will begin upon receipt by the immediate supervisor of a signed Volunteer Waiver Form (Appendix B) from the volunteer designate and a criminal record check, if required. The Town of Oakville has no obligation to interview or hire a volunteer for any paid position.
Appropriate and service specific orientation and/or training will be provided. The orientation and training will review applicable corporate policies and procedures, including but not limited to Respectful Conduct, Employee Code of Conduct, R-Zone procedure, and AODA Accessibility Standards. It will also detail the specific role and responsibilities as well as limits of that volunteer position. Training will be provided by the appropriate staff person. Appendix F provides information on orientation and training.
While performing duties as specified in their position, volunteers are covered by the town’s liability insurance against claims from third parties. Volunteers are not covered for personal injury, theft, breakage and vandalism of property.
Volunteer drivers must carry at least two million dollars in personal liability insurance. Volunteer drivers must adhere to the Corporate Vehicles, Equipment and Facility Resources Policy.
Volunteers must immediately report any accident, injury and or damage to property of others, regardless of the severity, to their immediate supervisor.
Should a volunteer be required to use town vehicles or equipment, such use shall be in accordance with the Use of Town Vehicles, Equipment and Facility Resources Policy and related procedures.
Regular supervision of a volunteer’s work performance provides for appropriate direction and support. Volunteers will be advised of the name and contact number of their supervisor.
Volunteer assessment may result in training, recognition, added supervision and if necessary termination. Volunteers shall be provided with an opportunity to provide feedback on the volunteer experience.
Due to the wide variety of tasks performed by volunteers and the varying amounts of time spent engaged in them, each department is encouraged to develop a recognition program that acknowledges the volunteers’ efforts.
Volunteer positions vary in length of time depending on the volunteer position. Volunteers or their supervisors may terminate the arrangement for any reason.
Volunteer: a person who, while under the general supervision of the Town of Oakville, voluntarily and without compensation, provides services to the town and community.
It is expected that the department responsible for the recruitment of the volunteers shall:
Procedure Number: HR-RCT-004-001
Parent Policy: HR-RCT-004
Section: Human Resources
Author: Recreation and Culture, Human Resources, Clerk's
Effective Date: 2012 Apr 16
Review by Date: 2018
Last Modified: 2013 Sep 16
Appendix A - Volunteer Application Form
Appendix B - Volunteer Informed Consent and Waiver
Appendix C - Volunteer Screening Process/Reference Checks
Appendix D - Volunteer Interview Questionnaire Guidelines
Appendix E - Volunteer Reference Questionnaire Guidelines
Appendix F - Volunteer Orientation and Training Guidelines
HR-RCT-001 Recruitment Policy
HR-MNG-005 Occupational Health, Safety, and Workplace Violence Policy and Procedure
HR-MNG-006 Employee Code of Conduct
HR-MNG-008 Respectful Conduct Policy
HR-MNG-008-001 RZone Procedure
A-BMG-002-001 Use of Town Vehicles, Equipment and Facility Resource(s) Procedure
Accessibility for Ontarians with Disabilities Act, 2005