Managing volunteers: recruitment, screening, supervision and protection

Current to October 11, 2026. This article is for information; it does not replace legal advice.

Volunteers carry much of the work of nonprofits. A well-structured program keeps them engaged, reduces risks for the people you serve and protects your organization. Volunteer Canada offers a recognized framework: the Canadian Code for Volunteer Involvement.

The Canadian Code for Volunteer Involvement

The Code is designed for organizations of all sizes. It rests on values, guiding principles (volunteers have rights and responsibilities) and ten standards of practice:

1. A mission-based approach.
2. Human resources that include paid staff, students and volunteers.
3. Infrastructure: policies, procedures and a designated person.
4. Evaluation: tracking, measuring and reporting.
5. Clear roles and diverse recruitment.
6. Risk management.
7. Screening.
8. Orientation and training.
9. Support and supervision.
10. Recognition.

Adopting the Code shows your funders and volunteers that your program is serious.

Lay the groundwork: a policy and a person in charge

Even before recruiting, the Code recommends three things:

• a written policy that defines the place of volunteers and the procedures that apply to them;
• a designated, qualified person responsible for supporting volunteers, with the necessary resources;
• consistent records, kept in line with applicable laws.

Management and the board publicly acknowledge the role of volunteers in the mission. This simple step gives weight to everything else.

Assess risks before opening a role

According to the Code, each role is assessed for its level of risk to volunteers, the organization, its clients, staff and members. Ask yourself three questions:

1. Will the volunteer be alone with children or vulnerable persons?
2. Will they have access to money, property or confidential information?
3. Will they drive a vehicle or perform physical tasks?

The answers determine the screening, training and supervision required. Applicable health and safety rules also apply to volunteer activities.

Recruit: start from the role

Describe each role before recruiting: tasks, skills, schedule, duration, who the volunteer reports to. A clear description attracts the right people and later helps you assess the role's level of risk. Use a range of channels to reach diverse people.

Screen according to the risk of the role

Screening should be proportionate to the risk, clear and applied the same way to everyone. It can include an interview, references and, for some roles, a background check.

The vulnerable sector check

According to the RCMP:

• it applies to positions, paid or volunteer, that place the person in a position of trust or authority over children or vulnerable persons; the nature of the position, not the person, justifies it;
• the organization makes the request, and the person being checked gives consent;
• conducting a vulnerable sector check for a position that does not meet the requirements of the Criminal Records Act is an offence;
• no federal law requires an organization to conduct one: check with your province or territory;
• the request goes through your local police service; in British Columbia, through the Criminal Records Review Program.

Orient and train

Each volunteer receives an orientation to the organization, its policies and the practices of their role, then role-specific training. Keep a record of the training completed: it matters for safety, and some training may be required by your funders or by law depending on the activity.

Support and recognize

• Give each volunteer a contact person.
• Offer regular opportunities to give and receive feedback.
• Recognize each contribution in a way that suits the person: a personal thank-you, a record of hours, a reference letter.

Volunteer, employee or intern: reality counts, not the title

The employment standards laws of each province and territory, and the Canada Labour Code for federal employers, protect employees, not volunteers. But the title is not enough. Ontario's guide, for example, explains:

• calling someone a "volunteer" does not determine their status;
• the main factors are how much the organization benefits from the work and whether the person views the arrangement as a way of making a living;
• a person called an "intern" who receives training in a skill used by the employer's employees is generally an employee, with exceptions such as certain approved college or university programs;
• a payment does not necessarily make someone an employee: it may be an honorarium.

CNESST, for its part, notes that in Quebec volunteers are covered by neither the Act respecting labour standards nor the Pay Equity Act. If a "volunteer" does the same work as an employee, on an imposed schedule, in exchange for something, get advice: you could owe them minimum wage and other standards.

Injuries: compensation is not automatic

Across Canada, a workers' compensation board compensates injured workers. Volunteers, however, are generally not covered automatically. Several boards offer optional coverage that the organization must apply for. Verified examples:

• Manitoba: non-profit or charitable organizations may voluntarily purchase coverage for their volunteers.
• Quebec: volunteers are not automatically insured by CNESST; the employer must apply for volunteer worker protection, which is optional.
• Yukon: the board offers optional coverage for volunteers.

Contact the board in your province or territory to learn your options, and talk to your insurer about your volunteers.

Information about your volunteers

Volunteer files contain personal information, sometimes sensitive (check results, emergency contacts). In British Columbia and Alberta, the private-sector privacy laws expressly address volunteers. Limit access to these files and set a retention period.

How Samwell helps

• Volunteer scheduling and attendance confirmation.
• Training tracking for each volunteer, with reminders for mandatory training.
• Volunteer files with role-based access.

See the features or contact us.