A volunteer agreement is a legal document that outlines the expectations and responsibilities of both the volunteer and the organization they are volunteering for. It is a written agreement that helps protect both parties and ensures that the volunteer experience is positive and productive for everyone involved.
Do all volunteers need a volunteer agreement? While it may not be required by law, having a volunteer agreement is highly recommended for any organization that relies on the help of volunteers. It helps establish clear boundaries and expectations, which can prevent misunderstandings and conflicts down the line.
Why Should You Have a Volunteer Agreement?
There are several reasons why having a volunteer agreement is important:
1. Clarify Expectations: A volunteer agreement lays out the expectations and responsibilities of both the volunteer and the organization. This helps avoid any confusion or misunderstandings.
2. Protect the Organization: A volunteer agreement can protect the organization from liability by outlining the volunteer’s role and responsibilities. It can also include a liability waiver, which can protect the organization in case of accidents or injuries that may occur during the volunteer’s service.
3. Protect the Volunteer: A volunteer agreement can also protect the volunteer by outlining their rights and responsibilities. It can ensure that they are treated fairly and that any concerns or issues they may have are addressed.
4. Set Boundaries: A volunteer agreement can establish boundaries for both the volunteer and the organization. This can help prevent any misunderstandings or conflicts that may arise during the volunteer’s service.
5. Professionalism: Having a volunteer agreement in place shows that the organization takes its volunteer program seriously and operates professionally.
What Should be Included?
While the specific contents of a volunteer agreement may vary depending on the organization and the nature of the volunteer work, here are some common elements that should be included:
1. Introduction: Start the agreement with a brief introduction that states the purpose of the agreement and the relationship between the volunteer and the organization.
2. Volunteer Responsibilities: Clearly outline the specific duties and responsibilities of the volunteer. This can include tasks, time commitments, and any necessary training or certifications.
3. Code of Conduct: Include a code of conduct that outlines the expected behavior and standards of the volunteer. This can include things like dress code, confidentiality, and professionalism.
4. Confidentiality Agreement: If the volunteer will have access to sensitive information, include a confidentiality agreement that prohibits them from sharing or using that information for personal gain.
5. Liability Waiver: Consider including a liability waiver that releases the organization from any responsibility in case of accidents or injuries that may occur during the volunteer’s service.
6. Termination: Include a section that outlines the circumstances under which the volunteer agreement may be terminated, both by the volunteer and the organization.
7. Signatures: Include spaces for both the volunteer and a representative of the organization to sign and date the agreement.
How to Create a Volunteer Agreement
Creating a volunteer agreement doesn’t have to be complicated. Here are some steps to help you create an effective volunteer agreement:
1. Identify the Needs and Expectations:
Start by identifying the specific needs and expectations of your organization. What tasks do you need volunteers to perform? How much time commitment is required? What skills or qualifications are necessary?
2. Determine the Legal Requirements:
Research the legal requirements for volunteer agreements in your jurisdiction. This can vary depending on your location and the nature of your organization’s work.
3. Draft the Agreement:
Using the information gathered in steps 1 and 2, draft the volunteer agreement. Be clear and specific about the volunteer’s responsibilities, the organization’s expectations, and any relevant policies or procedures.
4. Review and Revise:
Have the agreement reviewed by legal counsel or someone knowledgeable in volunteer management. Make any necessary revisions to ensure that the agreement is legally sound and meets your organization’s needs.
5. Communicate and Sign:
Once the agreement is finalized, communicate its contents to your volunteers. Schedule a meeting or provide the agreement electronically for them to review. Have both the volunteer and a representative of the organization sign and date the agreement.
6. Update Regularly:
Review and update your volunteer agreement regularly to ensure that it remains up-to-date and reflects any changes in your organization’s needs or policies.
Additional Tips
Here are some tips to make your volunteer agreement more effective:
1. Keep it Simple: Use clear and concise language that is easy to understand.
2. Be Specific: Clearly outline the volunteer’s responsibilities and expectations.
3. Include Relevant Policies: Include any relevant policies or procedures that the volunteer should be aware of.
4. Review Regularly: Review and update the agreement regularly to ensure it remains up-to-date.
5. Provide Training: Offer training and support to volunteers to help them fulfill their responsibilities.
6. Be Open to Feedback: Encourage volunteers to provide feedback and address any concerns they may have.
Bottom Line
A volunteer agreement is an important document that helps establish clear expectations and protect both the volunteer and the organization. By creating a well-written and comprehensive volunteer agreement, you can ensure a positive and productive volunteer experience for all parties involved.
Volunteer Agreement Template Word – Download
