E-mail
Resources - Management and Supervision

Frequently Asked Questions about Volunteer Management

An Excerpt from the Center's Nonprofit Answer Book: An Executive Director's Guide to Frequently Asked Questions printed in 1998. Our goal is to provide nonprofit managers and directors with a useful reference for spotting potential problems and enable further research.

FAQ #1. How can we create staff support for a volunteer management program?

Volunteers can be very helpful in fulfilling the mission of the organization, but unless you have a well-defined volunteer management program, you will inadvertently set up a poor experience for both your volunteers and the staff of the organization.  Before attempting to involve volunteers, it is helpful to do the following:

  • ·         Develop an organization policy on volunteer involvement.
  • ·         Evaluate carefully potential volunteers.
  • ·         Develop clear volunteer job descriptions.
  • ·         Plan how volunteers can best support staff.
  • ·         Train staff on the involvement of volunteers.
  • ·         To encourage continued participation by volunteers and good interaction with staff efforts, consider doing the following:
  • ·         Involve staff in screening, interviewing and training volunteers. 
  • ·         Involve staff in clarifying respective roles and responsibilities of staff and volunteers.
  • ·         Involve staff in managing volunteers.
  • ·         Monitor interaction between staff and volunteers.
  • ·         Provide feedback on results.
  • ·         Develop new ideas on volunteer involvement.
  • ·         Involve staff in developing new ideas on volunteer use.
  • ·         Reward staff and volunteers who are doing a good job involving volunteers.

Adapted from: Essential Volunteer Management, by Steve McCurley and Rick Lynch.

Links

Volunteer Management Links

Staffing and Supervision of Employees and Volunteers

FAQ #2. How do we assess whether our organization is ready for a volunteer program?

As the organization grows, there will come a time when you may want to get more people involved or to help out in some manner.  Although having a few volunteers may not require organization, having a large number may require you to assess whether you should have a formal volunteer program.  Conditions that contribute to a successful volunteer program include:

  • ·         A stable organization with healthy communication between staff members.
  • ·         Management's explicit support of volunteer involvement.
  • ·         Staff involvement in defining clear roles and functions for volunteers.
  • ·         Established goals for involving volunteers consistent with staff roles.
  • ·         Staff participation in deciding how to involve, supervise, coach, and evaluate volunteers.
  • ·         A plan for volunteer orientation regarding the organization's overall activities, as well as training for their specific job functions.
  • ·         Designation of a person, either staff or volunteer, to serve as a volunteer manager.

FAQ #3. What tax deductions are available to volunteers?

The most personal donation anyone can make to a charitable organization is his/her time.  While volunteers are not allowed to deduct the value of their time spent volunteering, they can deduct related out-of-pocket expenses such as phone calls, postage, and transportation costs.

If they use their car to travel to and from their volunteer commitments, they can deduct the actual cost of their gas and oil, or they can claim 14 cents per mile.  In addition to their mileage, they can deduct parking and tolls.  They can also claim other incidental expenses.  For instance, they can claim the costs of cleaning a uniform they wear as a volunteer.

If the volunteer activities require a person to travel away from home overnight, they may be able to deduct 100% of the transportation and lodging costs and 80% of the amount spent on meals - as long as there is no "significant amount of personal pleasure, recreation or vacation" to the trip.

These out-of-pocket expenses are categorized as cash contributions and should be entered as such on the volunteer's tax return.

Adapted from: Good News for Good Samaritans, by The American Institute of Certified Public Accountants.

For the latest information on tax deductions, see the following IRS publications:

Publication 526, Charitable Contributions

http://www.irs.gov/pub/irs-pdf/p526.pdf

Publication 463, Travel, Entertainment, Gift and Car Expenses:

http://www.irs.gov/pub/irs-pdf/p463.pdf

FAQ #4. What is the profile of a typical volunteer?

Answer currently undergoing revision.

FAQ #5. What kind of systems and records should we keep for a volunteer program?

Having a large number of volunteers requires a way of tracking and keeping in touch with every individual.  Different form and systems which can be used in managing volunteers include:

  • ·         Recruitment: job descriptions.
  • ·         Interviewing: application form and interview guide.
  • ·         Records of Hours: individual volunteer work record.
  • ·         Volunteer Record: volunteer personnel files, confidentiality agreement, volunteer performance review, and exit form if the volunteer has ended his/her involvement with the organization.

Additional Resource

For useful sites on volunteers, see the links below.

http://www.avaintl.org/

http://www.hospitalconnect.com/

http://www.idealist.org/

http://www.pointsoflight.org/

http://www.project.org/index2.html

http://www.servenet.org/

http://www.volunteertoday.com/

http://www.avaintl.org/career/positiondes.pdf

FAQ #6. What policies should we have regarding volunteers?

To fulfill the organization's mission, volunteers must fit into a prescribed program and fulfill standards in keeping with the organization.  You may have to consider what policies would be appropriate for volunteers to follow.  Some areas for possible policy formation concerning your organization's volunteers are:

  • ·         Commitment to volunteer involvement in service delivery in the organization's mission statement.
  • ·         Staff accountability to maximize volunteer involvement.
  • ·         Designated coordination for volunteer development.
  • ·         In-service training for staff providing the skill development necessary to supervise and cooperate with volunteers on a continuing basis.
  • ·         Incentive/reward system for staff who work well with volunteers.
  • ·         Performance standards for volunteers, with consequences, such as termination, for poor performance.

FAQ #7. Where can we recruit volunteers?

Answer currently undergoing revision.

FAQ #8.      What do volunteers expect from a nonprofit organization?

The following outlines a “bill of rights” of sorts that describes what volunteers may expect in their relationship with an organization.

  • ·           The right to be treated as a valued coworker.
  • ·           The right to a suitable assignment.
  • ·           The right to know as much about the organization as possible.
  • ·           The right to training for the job.
  • ·           The right to continuing education on the job.
  • ·           The right to sound guidance and direction.
  • ·           The right to a place to work.
  • ·           The right to promotion and a variety of experiences.
  • ·           The right to be heard.

FAQ #9. How can we "terminate" a volunteer?

Answer currently undergoing revision.

FAQ #10. Should we have agreements with our volunteers?  If so, what should they include?

A written agreement helps clarify and formalize a volunteer's responsibilities and commitment.  A written volunteer agreement should include job title, supervisor, purpose, and of voluntary assignment, any training needed initially and on an on-going basis, and procedures for evaluation.  The volunteer, the volunteer's supervisor, and the organization's volunteer coordinator all should sign the agreement.

FAQ #11. How can we acknowledge the contributions of our volunteers?

It is important for an organization, through its staff or volunteers who are coordinating the work of volunteers, to take the time to personally thank each volunteer, face to face, and to help each volunteer feel appreciated for their work and its impact on the mission of the organization.  It is a good idea to regularly ask volunteers what would be meaningful to them in terms of recognition.  You may be surprised to learn that personal "thank you’s, perhaps from a board member or top manager, are more meaningful than gifts or tokens.

DISCLAIMER:

The answers provided can deal with complicated and sensitive legal issues. These answers are only intended to give general guidance and does not contitute legal advice. The law is constantly changing and its application always depends on the particular circumstances involved. We strongly urge readers to seek legal counsel in the event they are confronted with a possible legal problem.