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Volunteer Classification
Volunteer Classification
All volunteer positions affiliated with YMCA of Central Ohio facilities and programs will be classified by their degree of access to children. Each position’s classification will define appropriate recruitment, screening and onboarding procedures for volunteers.
High-Access Volunteers
Description:
“High-Access Volunteers typically interact often or over an extended period with consumers. Such volunteers may be readily known to consumers under their supervision and to other volunteers and employees in the program. They may also supervise consumers with or without an employee present. High-Access Volunteers may carry a substantial amount of responsibility in a program serving consumers and such volunteers may have opportunities to develop relationships with consumers over time.”
YCO Criteria:
Hold positions of authority in YMCA programs or spaces that require, or imply, that consumers must follow their directions.
Have multiple interactions with the same consumers over a period of time, in such a way that they are personally recognizable to the consumer and able to develop a relationship.
Can access confidential information about consumers in any way.
May have solitary time with consumers or be outside the view of YMCA Staff for brief periods.
Known Roles In Our Organization
Fiduciary Board Members
Youth Sports Coaches & Swim Team Officials
Child Watch Helpers
Onboarding Requirements
Screening
Formal Application or Resume with 3 References
Face-to-Face Interview with Supervisor
Criminal Background Check
Periodic Performance Evaluations (according to program schedule)
Volunteer Matters User Profile
Training
Abuse Prevention Policy Commitments & Code of Conduct
Abuse Prevention Training (delivery customized by program)
Wait until you have confirmation from the system before you offer any hours in any area - If a complete background authorization form has been submitted, WAIT until you have confirmation before giving the okay for anyone to volunteer in any area. The credentials feature an Age of Consent preset, typically set to 18. When a minor registers, in addition to their signature box, there will be one for the parent/guardian to sign as well.
Low-Access Volunteers
Description:
“Low Access Volunteers typically interact with consumers only in line-of-sight of an employee and only infrequently. Such volunteers might be a parent/guardian who is helping at a one-time event, or someone who only works with adults, not consumers. Low Access Volunteers may not be known by the consumers in the program or to other volunteers and employees. Low Access/Occasional Volunteers have limited access to consumers and have few opportunities to develop relationships with consumers over time.”
YCO Criteria:
YMCA Staff &/or High-Access Volunteers have unrestricted access to monitor interactions.
Low-Access Volunteers are in constant view with no solitary time with consumers.
Serve in administrative or program support roles that do not grant the volunteer authority to change the program environment or content.
Serve either infrequently, for a defined event/shift, or with programs that do not have the same participants from one shift to the next (in combination with supervision).
Known Roles in Our Organization
Swim Meet/Sport Event Parent Volunteers
Speakers & Presenters
Fundraisers
Onboarding Requirements
Screening
Volunteer Matters User Profile
Training
Abuse Prevention Policy Commitments & Code of Conduct
When registering a minor as a volunteer, please have both the minor and a legal guardian sign the Abuse Prevention Policy Commitments & Code of Conduct.
No Access Volunteers
YCO Criteria:
Serves the organization in a role where children are either not present or have absolutely no access to children during their time serving the YMCA.
Known Roles in Our Organization:
Gardening & Outdoor Beautification Helpers
Food Distribution Site Helpers
Onboarding Requirements
Screening
Volunteer Matters User Profile
Training
Abuse Prevention Policy Commitments & Code of Conduct
When registering a minor as a volunteer, please have both the minor and a legal guardian sign the Abuse Prevention Policy Commitments & Code of Conduct.
Classification of New Positions
New volunteer positions must be submitted to the YMCA’s Development team to be classified before they may be posted for registration or volunteers can begin their service. A form published on our staff intranet, and available here, will be used to collect necessary information and create a log of possible positions across the organization.
What is NOT a Volunteer Role
Being an adult to count “in ratio” for children’s programs (in non-assistant contexts).
Doing certain tasks just because you don’t like doing them. Volunteers cannot participate in roles or tasks already being fulfilled by an employee.
Volunteer Onboarding
Volunteer Onboarding
While No & Low Access Volunteer onboarding is quick, High Access onboarding is more comprehensive due to the influence that the individual will have around children.
Managing No & Low Access Volunteers
All No & Low Access Volunteers will be managed in Volunteer Matters. The platform will allow volunteer administrators to post events to an association-wide calendar of opportunities as well as track volunteer contact information and participation.
Managing High Access Volunteers
High Access Volunteers will need to register through Volunteer Matters. In addition to any role-specific information or certifications, they will be required to provide:
A resume or standard application showing work, education and volunteer history
Birthdate and social security number, used to perform a criminal background check
Signatures on Abuse Prevention Policy Acknowledgement and Code of Conduct forms
Background Check
A background check will be performed on all high-access volunteer candidates, including:
Multi-state Criminal Record Search
National Sex Offender Registry Check
SSN Trace and Alias Search
County-level Search in every county lived/worked/attended school in past 7 years
A check must be obtained and approved before the candidate may begin serving as a volunteer. Candidates will be disqualified from service if a background check reveals any offenses that would otherwise disqualify someone from employment with the YMCA of Central Ohio.
Volunteer Champions
Each YMCA location will designate one staff member or existing high-access volunteer to be a Volunteer Champion. This person will be the point of contact for their location and will be responsible for creating all volunteer events for their location, collaborating with the Development team to create new positions when needed, and distributing information to their colleagues. This person will be an admin on Volunteer Matters. They will be able to create and also assign other responsible parties as VolunteerMatters organizers for specific projects and opportunities as needed. Admins and organizers can edit Volunteer Matters projects to invite volunteers and assign specific credentials to each volunteer role.
Occasionally we are asked to provide service hours for someone who has broken a law and service is part of the sentence. In these cases, the volunteer will be treated as a High-Access Volunteer, but may only participate in No Access tasks. Not all branches participate with a community service program. Please speak with your Executive Director about if your branch participates and reach out to the Development team if you have questions.
For more information on our Volunteerism best practices.
For a copy of our Volunteer Policy Agreement.
Are you an Employee wanting to volunteer? Click here for the Y staff volunteer form.
Volunteerism Toolkit
Formal Volunteer Application (Coming Soon!)
Are you an Employee wanting to volunteer? Click here for the Y staff volunteer form.
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