CROWN JEWEL CLUB

Process for Potential Volunteers March 6, 2009

NOTE: The Volunteer Coordinator will keep all “need to know” CJC staff informed via a Status
Report Form (to be developed) at all stages of the process.

1. The individual who finds the Potential Volunteer contacts the Volunteer Coordinator via email or
phone with contact information, and how they know them and what volunteer position think they
might be interested in. The Volunteer Coordinator contacts the potential volunteer. LATER: A
Volunteer Referral Form will be developed for this purpose) CJC will designate back-up
Volunteer Coordinators in case the primary Voluntary Coordinator is out of town or otherwise
unavailable.

2. The Volunteer Coordinator acknowledges the contact to the “finder” and gets the information into
the CJC Volunteer database..

3. The Volunteer Coordinator calls (via telephone) the Potential Volunteer, thanking her/him for
her/his interest in volunteering for CJC and discussing the position in which she/he is interested
against the Job Description for the position. If no particular position has been discussed prior to
the conversation, the discussion will be about the Potential Volunteer’s background and skills and
how she/he might best fit into a volunteer position at CJC. (maybe procedure

4. The Volunteer Coordinator will send the applicant the Job Description (if applicable) The
Volunteer Coordinator and the Potential Volunteer will set up a meeting date/time and the
Volunteer Coordinator will send the Potential Volunteer a confirmation of the meeting date/time
and driving directions, if required.

5. The Volunteer Coordinator will send out a Status Report all vested parties(training person,
etc.).via email.

6. The Volunteer Coordinator and the Potential Volunteer will have a meeting to further discuss the
volunteer position and to determine continued interest on both parts (Potential Volunteer and
CJC)

7. If there is continued interest on both CJC and the Potential Volunteer’s part, the Volunteer
Coordinator will set up a meeting with the Potential Volunteer and appropriate staff members
(TBD). If possible, this should be done in a group rather than having the Potential Volunteer meet
with staff members one on one.

8. If CJC and/or the Potential Volunteer determine that she/he will NOT be a volunteer for CJC, the
Volunteer Coordinator will call the individual to explain the reason she/he will be not a volunteer
(at this time, what else she/he needs, later needs, etc.)

9. If CJC and the Potential Volunteer determine that she/he will be a volunteer, the Volunteer
Coordinator will continue with the on-boarding process.

10. The Volunteer Coordinator will work with other staff members to determine next steps (e.g.,
training class for the Volunteer so that these details can be included in the Welcome Letter
(template to be developed).
 CROWN JEWEL CLUB

11. The Volunteer Coordinator will call the Potential Volunteer and discuss the details of the next
steps. The Volunteer Coordinator will send a Welcome Letter with the details of the assignment,
along with other forms for the volunteer to complete or complete/sign, and return. This can be
done via email, fax, or regular mail. Other forms may include:

• Background Check Release Form (usually from background check company):

only if the volunteer will be working with children, a background check with the
DMV and appropriate government agencies should be conducted (a permission
form to conduct the background check is inclusive of the process Policies of CJC
(form(s) to be read and signed, copy to volunteer) (forms to be developed)

• LATER: A Reference Authorization Form (will be developed and utilized for

certain positions.
• Volunteer Emergency Information Form (Form to be developed)
• EEO Form (identification of ethnicity, VOLUNTARY, for use for grants, etc. if
needed) (Form to be developed)
• Photo Release Form to have her/his picture used in any promotional, etc. media
for CJC

12. Background and Reference checks will be conducted for volunteers working with children
(TBD re who will conduct) and the Potential Volunteer will be contacted regarding the results.
13. If the results are unsatisfactory, the Volunteer Coordinator will inform the Potential Volunteer.
14. If the results are satisfactory, The Volunteer Coordinator will work with the CJC person who
handles the next step in the process (orientation/training, etc.) and the Volunteer to ensure that
the process continues smoothly.

NOTES:
The Volunteer Coordinator may also work with others at CJC to develop job descriptions, orientation for
new volunteers, a volunteer handbook, volunteer policies, evaluation tools of volunteer performance, and
volunteer recognition systems.