Creating a volunteer policy: how to do it right

What is volunteer policy?

Volunteer policy describes how your organisation handles volunteers: how you recruit them, support them, value them, and, if necessary, address misconduct. It is not a bureaucratic document, but a clear foundation that makes expectations plain for everyone.

What should it include?

1. Recruitment and selection

How do you recruit new volunteers? Who decides whether someone is hired? Is there a brief interview beforehand? For sensitive roles (with children or vulnerable people), a Verklaring Omtrent Gedrag (VOG) is mandatory.

2. Onboarding and support

How are new volunteers welcomed and inducted? Is there an onboarding period? A buddy or contact person? Also describe how ongoing support and evaluations take place.

3. Rights and responsibilities

What can a volunteer expect from the organisation? And vice versa? Think of:

• Reimbursement of expenses (travel costs, materials)
• Liability insurance
• Right to training
• Duty to be present at shifts

4. Code of conduct

What are the standards of behaviour within your organisation? This is particularly important when dealing with children, members or visitors. A code of conduct makes inappropriate behaviour something to discuss and provides guidance when complaints arise.

5. Appreciation and recognition

How do you thank volunteers for their efforts? An annual evening, a gift on a milestone, a volunteers' award? Document how appreciation is embedded as a standard, ongoing practice.

6. Ending volunteering

What if a volunteer wants to quit, or if you need to part ways with a volunteer? A clear procedure helps prevent awkward situations.

Certificate of Conduct (VOG)

For volunteers who work with children or other vulnerable groups, a VOG is mandatory. Volunteers can apply for a VOG free of charge if the organisation is registered for this with Justis. Reimbursed VOGs for volunteers can be requested via the COVOG scheme.

How to avoid bureaucracy?

Keep the document concise. An A4 sheet with the main arrangements is better than a 20-page handbook that nobody reads. Use clear language, no jargon. Involve volunteers in drafting it, and they will own it as well.

When to update?

Review your volunteer policy annually, or when the situation changes (growth, new activities, legislation). An outdated policy is sometimes worse than no policy.