8 min read

Reference Checking for Volunteers: Is it Necessary?

When you run a non-profit, you rely on the kindness of others. People give their time for free to help your cause. This is a great thing. However, managing these people comes with a big responsibility. You might think that because a role is unpaid, you do not need to be as strict with your hiring process. You might feel that asking for references will scare away good people. This is a common mistake in non-profit recruitment.

Checking the background of your helpers is just as important as checking the background of your paid staff. It helps you keep your organization safe. It also helps you find the right person for the right job. In this guide, you will learn why these checks are needed and how you can do them without spending too much money.

Reference Checking for Volunteers: Is it Necessary?

Key Takeaways

Non-profits must use the same hiring standards for volunteers as they do for paid employees.
Reference checks are a key part of safeguarding vulnerable people and the charity's reputation.
Skipping checks for unpaid roles can lead to legal risks and safety issues.
Automated tools can make the process faster and cheaper for small teams.
A clear screening policy helps build trust with donors and the community.

The Importance of Volunteer Screening

Volunteer screening is the process you use to check if a person is a good fit for your charity. This process includes several steps. You might look at their resume, talk to them in an interview, and check their references. Some people think this is too much work for a volunteer. But you must remember that these people represent your brand.

When a volunteer wears your shirt or talks to your clients, they are the face of your charity. If they behave badly, it is your charity that suffers. A thorough check helps you see if the person has the skills they claim to have. It also helps you see if they share your values. By checking their past, you can avoid many problems before they start.

Why Unpaid Roles Still Need Background Checks

You might feel that if you are not paying someone, you should not ask too much of them. This way of thinking is dangerous. The cost of a bad hire is high, even if their salary is zero. Here are the reasons why you should not skip these checks:

Access to Sensitive Data: Many volunteers have access to your donor lists or financial records. You need to know they are honest.
Working with Vulnerable Groups: If your charity works with children or the elderly, you have a legal duty to protect them.
Company Culture: One bad person can ruin the mood for everyone else. You want to find people who are helpful and kind.
Reliability: If a volunteer does not show up, your programs might fail. References can tell you if a person is dependable.

Skipping these steps might save you an hour today, but it could cost you your reputation tomorrow. You should treat every person who joins your team with the same level of care.

Safeguarding and Risk Management

Safeguarding is a term used in the charity sector. It means taking steps to make sure that no one is harmed while they are with your organization. This includes your staff, your volunteers, and the people you help. Reference checking is a major part of safeguarding.

When you call a reference, you are looking for red flags. You want to know if there have been any issues in the past. This is not about being mean or nosy. It is about risk management. Every organization faces risks. Your job is to make those risks as small as possible.

In many places, there are laws that require you to do these checks. If something goes wrong and you did not do your homework, your charity could face big fines. You could even lose your status as a non-profit. Proper volunteer reference checking helps you stay on the right side of the law.

How to Manage Charity Hiring on a Budget

Most non-profits do not have a lot of extra money. You might not have a big HR team to spend hours on the phone. This is why many groups skip reference checks. But you can do this work without spending a lot of money or time.

Using Automated Tools

Technology can help you do more with less. Instead of calling every reference yourself, you can use software. Refhub offers tools that send out requests for you. The person giving the reference can fill out a form online. This is much faster than playing phone tag. It also gives you a written record of what was said. This is helpful for your files.

Creating a Standard Process

You should have a set list of questions for every role. This makes the process fair. It also makes it faster. You do not have to think of new questions every time. Some good questions to ask include:

How long have you known this person?
Would you trust them to work with children or money?
How do they handle stress?
Are they reliable?

By having a clear plan, you can move through your hiring quickly. You will spend less time on paperwork and more time on your mission.

Frequently Asked Questions

Is it legal to check references for volunteers? Yes. In fact, for many roles, it is a legal requirement. You should always get the person's permission before you contact their references.

How many references should I ask for? Most charities ask for two references. It is best if one of these is from a former boss or a teacher.

What if the volunteer has no work history? You can ask for character references. These can come from teachers, coaches, or leaders in the community. They can still tell you about the person's character and reliability.

Does checking references slow down our hiring? It can take a few days, but using automated tools like Refhub can speed it up. Most people understand that you need to be careful.

Building a Stronger Foundation for Your Mission

Your charity is only as strong as the people who work for it. By taking the time to check references, you are building a solid foundation. You are showing your donors that you take your work seriously. You are showing the people you help that their safety is your priority.

A good screening process does more than just find bad people. It also helps you find the best people. It gives you the chance to learn about a volunteer's strengths before they start. This way, you can put them in a role where they will do the most good.

Start Making Better Hiring Decisions Today

You do not have to handle the stress of hiring alone. Making sure your team is safe and capable is a big task, but it is one you can master. By using the right tools and following a clear plan, you can protect your charity and help it grow.

If you want to save time and make your process better, look at how technology can help. Refhub is here to support your mission by making background checks simple and fast. Do not wait for a problem to happen. Start your screening process today and give your charity the protection it deserves.

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