11Risk Management

Training Busy StaffTraining Busy Staff to Succeed with Volunteers: to Succeed with Volunteers:

The 55-Minute Training SeriesThe 55-Minute Training Series

Copyright © 2007Betty Stallings

Energize, Inc.

Risk Management in Volunteer Programs

© 2007, Betty Stallings – Energize, Inc. S-2

Introductory Exercise

►Share potential risks to volunteers, to clients, and to agencies when organizational work is performed by volunteers.


General Principles►Every organization has its own risks.►Nothing can protect from a lawsuit, but insurance provides

financial coverage.► Insurance cannot undo bad publicity, shaken faith, anguish,

and other losses.►Managing risks lowers the probability of “human error” by or

toward volunteers.►Weigh risk against its extent, the importance of the activity,

and how to manage it.


Learning Objectives► Explain risk management and appreciate its importance

regarding volunteers. ► Discuss the agency’s policies and procedures related to

risk management. ► Identify and evaluate potential risks in volunteer

involvement.► Address and diminish risk with preventive strategies and

techniques. ► Explain how to handle a volunteer-related liability

incident or emergency situation.


4 Key Concepts1. Preventive risk management is essential for all

organizations serving the community.2. All paid and volunteer staff must be familiar

with and follow agency policies and procedures for risk management.

3. All paid and volunteer staff must recognize risks unique to their situation and know preventive strategies to address and minimize those risks.

4. Organizations need written/shared procedures regarding liability and emergency situations.


Key Concept 1► Preventive risk management

is essential for all organizations serving the community.


Basic Questions

►What is risk management?

►Why do we need a risk management system?

►What’s at risk?


What is risk management?

►Risk management is a system to forecast risks in advance and take proactive steps to deal with identified risks.


Steps in Risk Management1. Identify risks.

What might go wrong2. Evaluate each risk.

How likely is it to occur? What is the amount of potential harm?

3. Control the Risks: Stop or delay Eliminate or diminish Minimize harm Transfer liability


Why do we need a risk management system?

►To protect our agency, its clients, its paid staff and volunteers.

►To run a better program to meet our organization's mission.


Liabilities in a Volunteer Program

►Liabilities of the individual volunteer.

►Liabilities of the agency to the volunteer.

►Liabilities to the agency due to action by volunteers.


What’s at risk?

►People

►Property

►Income

►Goodwill


Key Concept 2► All paid and volunteer staff

must be familiar with and follow agency policies and procedures for risk management.


What Will Risk Management Policies Do For Us?► Establish a standard for behavior.

► Support unpleasant, but necessary requirements.

► Provide orientation and training.

► Help ensure operational consistency.

► If sued, they will strengthen our case.


Some Sample Topics► General Risk Management Philosophy► Required Training► Emergency Procedures► Complaints and Due Process► Handling of Media► Confidentiality of Client Information► Suspension and Dismissal of Volunteers► Financial and Operations Controls► Who Can Volunteer?► Working Conditions► Screening Policies for Volunteers

Betty Stallings

This page should be divided into two pages - too much info on one page


Policies should be…►Made

►Followed

►Reviewed and updated


Key Concept 3► All paid and volunteer staff must

recognize risks unique to their situation and know preventive strategies to address and minimize those risks, including: Work design Screening Training Supervision


Two Things to Remember1. All volunteer positions do not have the

same level of risk and therefore will have differing risk management strategies associated with them.

2. Once the risk factors are identified in a volunteer position, preventive strategies should be incorporated into the position description, screening, orientation, training and supervision of that position.


Level of Risk in Volunteer Positions►Low-level Risk:

Light occasional clerical work done on-site during office hours.

Group-based sessions with competent adult leadership, in public places.

A collating “party” with competent volunteers and staff present.


Level of Risk in Volunteer Positions►High-Level Risk:

Unsupervised “mentoring” between an individual volunteer and a vulnerable client (elderly, disabled, youth).

Overnight visits by vulnerable individuals in volunteers’ homes.

Health or personal care given to elderly in their homes by individual volunteers.


Reduce Risks by…►Written volunteer position descriptions.

Communicate expectations of volunteers. Focus on qualifications as a significant

selection criterion. Help choose the proper level of screening. Document that a volunteer acted outside

of assigned duties. Establish limitations and barriers that may

discourage undesirable people from entering your program.

Betty Stallings

Have space between points


Reduce Risks by…►Screening volunteers.

A structured procedure replaces haphazard and arbitrary decisions with a fair method.

Use the written position description and do personal interviews.

Multiple screening may increase your chances of revealing suspicious responses.

Ask questions in different ways; verify some information, if warranted.


Reduce Risks…Screening continued

Gather all data before making final judgments.

Do not collect information you can’t evaluate.

Make certain that information you gather is necessary and appropriate for the position.

Be consistent: all volunteers for the same position should be screened alike using the same set of interview questions.


Reduce Risks by…►Orientation, Training, Supervision and

Evaluation. Clarify expectations and organizational values. Provide written information on personnel, risk

management and volunteer policies. Maintain oversight and give support to all

volunteers to empower them to be effective. Give timely and specific feedback. Proceed with volunteer dismissal, if warranted. Do not assign new work to volunteers who have not

been adequately screened or prepared.

Betty Stallings

Too much info on one page - create two pages for this info


Risk Management Worksheet

►Volunteer Position:______________________ Responsibilities: Qualifications: Potential Risks Inherent in Position: Screening Process: Orientation Information: Training Needs: Supervision/Evaluation System:


Key Concept 4

► Organizations need to have written/shared procedures regarding how to handle a potential liability incident or an emergency situation.


Do You Know...► How to act in an emergency?► How to deal with a person injured on the

premises?► How to preserve physical evidence?► How to record your recollections?► How to discuss a liability incident with police,

the media, etc.?►Whom to notify in case of an emergency, and

when?► Procedures to follow in a natural disaster?


Summary►Preventive risk management practices

protect our clients, our volunteers and paid staff, and our organization.

►They simultaneously enhance the quality of the work of our organization.

►We cannot afford to ignore these matters. The future of our organization may well depend on it.

11Risk Management

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