Originally published in September 2020. Updated September 2025.
Volunteers help contribute the skills, manpower and enthusiasm your organization needs to succeed without breaking the bank. But bringing new volunteers into your Post also presents risk, and that’s why all Posts need to screen volunteers.
We would all like to believe volunteers get involved in causes and organizations for the right reasons, but this isn’t always the case.
Poor decision-making, dishonesty and criminal misdeeds by your volunteers can seriously impact your organization. Your Post could be a victim of crime, suffer public relations issues or be held liable for a volunteer’s actions, which is why it is important to screen volunteers and require all volunteers to sign waivers.
How to Screen Post Volunteers
Follow these guidelines on how to properly screen volunteers to reduce your risk so you can focus on your mission.
- Create an application process—Having a process that’s consistent and repeatable greatly reduces the risk your Post faces and makes it less likely you’ll make a mistake during screening or in the choice of your volunteers.
- Have everyone fill out a form—Ask those who want to volunteer to fill out a form, instead of accepting resumes. It helps you ensure you ask everyone the same questions and get all the important details you need.
- Ask the right questions—Ask open-ended questions about motivation for volunteering, education and work experience. Note special skills and talents, but also be on the lookout for signs of dishonesty, conflict or poor judgement.
- Check references—Ask for and check the references of all volunteer candidates. Confirm the nature of the relationship, how long they’ve known them and listen for insights into the potential volunteer’s personality.
- Interview potential volunteers—A phone or in-person interview is a great chance to get to know your potential volunteer better. Show gratitude for those willing to help out the Post, ask questions, explain the opportunity and answer their questions.
- Do a background check—Stakes are high for volunteer tasks involving driving, handling cash, serving alcohol and working with vulnerable populations. Check for criminal records, acts of dishonesty and other problems.
- Watch for red flags—When things don’t add up, it could be a sign of a deeper problem. Make sure resumes, interview answers and references agree with each other about the facts. Always look to get to the bottom of any discrepancies.
- Seek out legal guidance—It’s a good idea to involve your legal counsel in your volunteer screening process. They can help with volunteer agreements, liability waivers and compliance with applicable laws.
Remember it’s important to screen volunteers, just like you would any potential employee, before giving them free reign of your organization. After you’ve verified who you are working with, you can trust them with more responsibility.
The Importance Volunteer Waivers for Posts
Once you have screened your volunteers and feel good about your group, remember the importance of volunteer waivers. A volunteer waiver protects your Post from liability in the event of an incident involving any of your volunteers.
By requiring all volunteers to sign a waiver, the volunteer is releasing the Post from liability and understands that there may be some level of risk involved in their activities.
If a volunteer is injured at your Post, their personal health insurance would cover the costs associated with their injuries. If your Post has Volunteer Accident insurance, that may offer coverage in excess of the volunteer’s individual health insurance.
What to Include in Volunteer Waivers for Posts
If your organization has a volunteer waiver drafted, be sure it includes these items:
- Volunteer name, address, phone number and email
- The name and phone number of volunteer’s emergency contact with their relationship to the participant
- A list of the general risks involved in volunteering with a statement requiring the volunteer to confirm that they will assume the risk involved in the activity
- A statement that says your organization is not liable in the unlikely event that the volunteer experiences harm, injury or death while performing a volunteer activity.
- A statement that asks the volunteer to confirm they would release your organization from any claim if the volunteer were to receive medical treatment while volunteering.
- An acknowledgement that the volunteer will receive zero compensation for their participation in the volunteer activity.
- A signature and date penned by the participant to be valid and legally binding
If you plan on taking photos and videos of the activity, consider adding a photographic release to ensure your volunteer grants image and video rights to your Post.
Additionally, if you allow minors to volunteer at the Post, draft a separate volunteer waiver of liability and release form for minors that requires the signature of the participant and the parent or guardian.
Protect Your Organization with Volunteer Accident Insurance
By screening your volunteers and requiring them to sign waivers before their participation, it ensures that your Post can continue the important work and service you provide to your community.
Help preserve your organization’s public image and your Post by properly screening volunteers. Once your volunteer force is ready, don’t forget about protecting them. Consider Volunteer Accident Insurance from Lockton Affinity.
