Where Do Volunteers Fit in Organisational Compliance & Risk?

In community organisations, volunteers play an essential role in carrying out the mission on the ground and extending support to those in need.

However, volunteers can also introduce unique compliance and risk management challenges, as they often fall outside standard HR and operational requirements for employees.

Ensuring that volunteers align with the organisation’s compliance and risk standards isn’t just best practice; it’s critical for maintaining a safe, legally sound, and trusted organisation.

So where do they fit in to organisational compliance?

Often volunteers experience the same (or similar) compliance obligations as employees, particularly when working with vulnerable populations or handling sensitive information. Legally, this can mean they must undergo mandatory background checks, complete safeguarding training, and follow established codes of conduct just like employees.

Organisations are legally required to ensure that volunteers meet these standards to protect the welfare of individuals in their care.

Key Risk Areas Involving Volunteers

1. Safeguarding Risks
   Volunteers often work closely with vulnerable groups, such as children, the elderly, and individuals with disabilities. Without proper screening, training, and supervision, volunteers may unintentionally put these populations at risk. Conducting background checks, safeguarding training, and role-specific credential verification for volunteers is essential. Clear policies should also outline reporting procedures and guidelines for maintaining safe interactions.
2. Reputational Risk
   Volunteers are public representatives of the organisation, so their actions can directly impact the organisation’s reputation. Misconduct, poor performance, or unprofessional behaviour from a volunteer can tarnish the organisation’s public image, particularly in tight-knit communities where word-of-mouth is influential.
3. Legal and Financial Risks
   Volunteers who lack proper screening or training can create legal exposure for the organisation. Non-compliance with regulations around volunteer screening and credentialing can result in both legal and financial penalties. To mitigate these risks, community organisations need to enforce comprehensive compliance policies that include volunteers.

Integrating Volunteers into your Compliance Strategy

Incorporating volunteers into a comprehensive compliance strategy helps your organisation to minimise risk and promote organisational integrity. Here are some essential steps:

• Set Clear Compliance Policies
  Define the policies and procedures around screening, behaviour, and overall practice, and ensure these standards are communicated clearly to volunteers, and across the organisation. These compliance policies, particularly around screening and credentials, must be kept up to date with legislation and legal obligations.
• Establish Compliance Checkpoints
  Regular compliance check points such as onboarding, training refreshers and other intervals are essential to keeping your volunteer standard. This might include renewals for background checks and accreditations, policy reminders, courses, and revisiting requirements.
• Maintain thorough up to date records
  Up to date records for volunteers, including their credentials, training and compliance assessments is essential to prepare the organisation for potential audits and demonstrating a strong commitment to compliance.

It’s no secret that organisations are hesitant to pay the price of a HRIS system for their volunteers.

For community organisations, which typically operate on tight budgets, the high cost of an HRIS for volunteers can seem unjustifiable, especially when the focus is often on maximizing resources for program delivery rather than internal operations.

However, without an organised system for tracking training, compliance checks, and scheduling, managing volunteers can become challenging, potentially leading to compliance lapses, safety risks, or even legal liabilities. Finding affordable tools with volunteer-specific features can help organisations maintain oversight without the expense of a full HRIS.

The Benefits of a Compliant Volunteer Force

Investing in volunteer compliance is creates a strong foundation for a volunteer force that builds trust among community members, fostering a safe and welcoming environment for those they serve.

When volunteers understand and uphold your organisation’s compliance standards, they can focus more fully on their roles, knowing they’re supported and aligned with the organisation’s mission and values.

Ultimately, embedding volunteers into a compliance framework not only ensures safety and reduces risk but also bolsters the organisation’s reputation of integrity.

Oho supports your organisation’s compliance standards and mission with the verification of right-to-work credentials on recruitment and ongoing EVERY 7 days.

Learn more today.