Exiting Volunteers

Disclaimer: This article is general information only, not legal advice. If you are unsure, always consult with a legal professional regarding your needs.

Like paid employee's volunteers leave for many reasons. For many volunteers, this will be for personal or professional reasons like entering paid employment, taking up study or changes in family circumstances or commitments. For some it may be due to disciplinary action and dismissal.

It is important that the volunteer's leaving, for whatever reason, is handled as professionally as when they joined the organisation.

Resignation
Whilst it might be sad to see a volunteer move on, it is important to ensure that their departure leaves them feeling as valued as when they came on board.

Taking the time to recognise their contributions and providing them with a small gift, morning tea or even a thank you card can go a long way to ensuring their time, efforts and hard work are appreciated by fellow volunteers, staff and the organisation.

Remember, word of mouth is the best advertising for a volunteer program and your organisation. Volunteers that leave on a positive note are often the best ambassadors in the community.

Dismissal
Sometimes it may be necessary to work through a dismissal process or instantly dismiss a volunteer.

Whilst we don't like to think about this happening it is a far easier process if guidelines and procedures have been put in place in advance. Your dismissal process should be clear and include details around performance management, trial periods and future reviews. You should also have what constitutes an instant dismissal clearly defined and all volunteers should be made aware of, and have access to, these guidelines and procedures from the outset.

When working from the dismissal process, or an instant dismissal, work through a thorough investigation, get all the facts, and speak to all parties involved. Preparation is crucial.

Dismissal Process Considerations
When devising or reviewing your Dismissal Process, the following considerations should be made. These considerations will provide you with possible courses of action and will ensure the volunteer is treated fairly and provided with the opportunity to improve.

Do you have a trial period?
Is the trial period only for new volunteers or can an existing volunteer be placed on a trial to demonstrate improved performance.

Were expectations and guidelines outlined to the volunteer during onboarding?
If possible, refer to the induction/onboarding checklist and ensure the volunteer signed off to understand the expectations.

Can the volunteer be assisted with further training or coaching?
If further training is offered ensure the volunteer is clear on expectations and requirements for further reviews of their performance.

Is there another role the volunteer could do?
Discuss with the volunteer the possibility of undertaking another role. This is an opportunity to explore the volunteer's skills and passions and potentially find a role they are better suited to.

Is a mediator required?
In some instances, a mediator, such as another member of staff or an independent third party, may be required. Mediation services may also be provided by your State/Territory Volunteering peak body.

A volunteer should be advised that they can bring in a support person during any disciplinary discussions.

Exit Interview
When a volunteer leaves the organisation, conducting an exit interview is a fantastic way to gather invaluable feedback. Exit interviews not only provide your volunteers with an opportunity to give feedback, but also to offer ideas and suggestions and, in some cases, bring to light any potential concerns or challenges they have encountered.

Exit interviews can also provide an opportune time to collect any organisational resources from the volunteer, e.g. ID Badges, keys, uniforms, equipment.