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Select your volunteer. References and integrity checks are part of the steps

one

Contact the applicant

Contact the applicant and tell them your centre/corps would love to have them involved

  • Ask whether they are still interested in the role
  • Inform them of the need to complete a reference check (you may have done this during the interview)
  • Confirm details of the role: start date, location and time commitment.
  • Explain that Integrity Checks and Agreement Forms are required before commencement: this may have been explained during interviews. Forward paper work to applicant to complete and return. (See Step 2. below)
  • Explain logistics (what to bring, what to wear, where to park etc).
  • Explain the first day: where they should go when they arrive (eg reception) and who will greet them and provide induction. Help them to visualise what to expect. By investing the time here the new volunteer feels valued, comfortable and prepared to commence their role. This will also help in retaining them as a vounteer.
  • Upload their details onto the VMS: this will then provide them with insurance.
  • Conduct a reference check  - see template

Volunteer Forms

Mission Volunteer Agreement Form

Mission Volunteer Registration Form
Save yourself time and enter a volunteer's details directly onto the Volunteer Management System (VMS)

Local Officer/Ministry Worker Forms

Click here for all Local Officer / Ministry Workers information and forms.

Reference check template

Reference Check Template

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Two

Integrity Checks

Whether a volunteer requires an integrity check depends on the Volunteer Role, the level of supervision and the possible risk/s.

TSA has not adopted a blanket approach to integrity checks in an effort to avoid unnecessary admin work and cost. All Volunteer Role Profiles state whether an integrity check is mandatory for that role. If your role is not listed use the Volunteer Integrity Check Matrix to work out whether an integrity check is required, and if applicable, what type of check is needed. 

Types of integrity Checks include:

  1. Police check
  2. Working with children check
  3. Financial check

South Australia has adopted a more comprehensive approach - please speak to the divisional Volunteer Resources Coordinator, for guidance.

1. View the 'easy to follow process' for obtaining a Police Check (CrimCheck)
2.  Working with Children Check (WWCC)
NOTE: Victorian Corps must read the new WWC requirements relating to all staff and volunteers.

3. If a Financial Check is required contact the Divisional Volunteer Resources Coordinator.

Risk Assessment of Disclosable on Integrity Checks are mandatory for volunteers with roles that are identified through the Volunteer Integrity Check Matrix, and as specified on volunteer role profiles. For any disclosable outcome on an integrity check, please contact your state Volunteer Resources Coordinator to have a risk assessment done.

Easy step by step Integrity Check processes

VIC CrimCheck Process

TAS National Police Record Check

TAS Working with Vunerable People Check

South Australia process

Please contact your Divisional Volunteer Resources Coordinator to explain the process of obtaining a police check

Financial Checks

Ask your Divisional Volunteer Resources Coordinator to explain the process of obtaining a financial check. (see Integrity Check Matrix above)

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Three

Contact the unsuccessful applicants

It is important to tell the unsuccessful applicants that they did not get the role

This may feel like a hard conversation to have, but it will save you time in the long run if you do your best to ensure that you select the right person for the role.

  • Contact the applicant within a reasonable time
  • Contact in person is preferable, otherwise phone, and e-mail (if you are concerned the person may become aggressive then ensure you tell them in a safe environment)
  • Thank the applicant for the time in applying for the role, and for coming in for an interview (if applicable)
  • Explain again what the role entails, and the necessary attributes and skills required to fulfil the role. It may be that they did not demonstrate these or it may be that another applicant had more experience etc. Focus on the role.
  • Be prepared that the person may become emotional (sometimes there is an expectation that someone should be able to volunteer and people do not always consider their own suitability). Stay calm and respectful.
  • Consider whether there is another role this person might be suitable for, such as collecting for Red Shield. Otherwise you can refer them to their relevant Volunteer Peak Body and/or a nearby Volunteer Resource Centre or Community Centre so that they can explore other volunteering opportunities.

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Four

Legal considerations

The process for reducing many legal risks begins with selection. Therefore, read the VR Management Handbook section (pg 26) carefully and take the necessary steps now so everything runs smoothly later. Possible risks and suggested ways to minimise or avoid the following risks are explained.

Risk: someone could take legal action against TSA because of the actions of a volunteer

Risk:  a volunteer could take legal action against TSA

 Volunteer Engagement Management Handbook V2

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