Volunteer agreement template

When you bring volunteers into your organization, a clear and comprehensive volunteer agreement is essential. It makes sure that both parties understand their roles and responsibilities, and helps to protect the organization from potential legal issues. 

In this article, we’ll delve into the ins and outs of volunteer agreements, their purpose, management and how you can streamline the process using Juro's contract management platform.

What is a volunteer agreement?

A volunteer agreement is a document that outlines the relationship between an organization and a volunteer. Unlike an employment contract, a volunteer agreement is not legally binding. Instead, it sets out the expectations, responsibilities and rights of both the volunteer and the organization.

Key elements of a volunteer agreement:

• Role and responsibilities: Detailed description of the tasks and duties the volunteer is expected to perform.
• Duration and termination: Timeframe for the volunteer engagement and conditions for ending the relationship.
• Supervision and support: Information about who will oversee the volunteer’s work and what support will be provided.
• Code of conduct: Behavioural expectations and organizational policies the volunteer must follow.
• Confidentiality: Agreement to keep any sensitive information confidential.
• Health and safety: Assurance that the organization will provide a safe working environment.
• Insurance and liability: Details about any insurance coverage and liability waivers.

What is the purpose of a volunteer agreement?

The primary purpose of a volunteer agreement is to create a mutual understanding between the volunteer and the organization. It serves several critical functions:

Clarity and communication

A volunteer agreement clarifies the role of the volunteer, reducing misunderstandings. It provides a written reference that both parties can consult to ensure everyone is on the same page.

Legal protection

While not legally binding, a volunteer agreement can provide some legal protection for the organization. It shows that the organization has taken steps to inform the volunteer of their role and the organization’s expectations.

Professionalism

Having a formal agreement enhances the professionalism of your volunteer programme. It shows that the organization values its volunteers and takes their contributions seriously.

Risk management

Volunteer agreements help manage risks by setting clear guidelines about what is expected and what is off-limits, protecting both the volunteer and the organization from potential disputes.

Who manages volunteer agreements?

Volunteer agreements are typically managed by the organization’s HR department, volunteer coordinator or legal team. These individuals or teams are responsible for drafting, distributing and maintaining the agreements.

Key responsibilities include:

• Creating a standardized contract template that can be customised for different volunteer roles.
• Ensuring that every volunteer receives, reads and signs the agreement before starting.
• Keeping records of signed agreements and updating templates as necessary to reflect any changes in organizational policies or legal requirements.

Volunteer agreement template use cases

Volunteer agreement templates are versatile tools used in various contexts. Here are some common use cases:

Non-profit organizations often rely heavily on volunteers. A standard agreement helps manage large numbers of volunteers efficiently.

Educational institutions such as schools and universities may use volunteers for events, tutoring or administrative support. An agreement makes sure that all parties understand their commitments.

Organizers of community events can use volunteer agreements to outline roles, ensuring smooth operations and clear expectations.

Companies engaging in corporate social responsibility (CSR) activities or programmes often involve employees in volunteer work. Agreements help delineate roles and maintain professionalism.

What should a volunteer agreement template include?

A comprehensive volunteer agreement template should cover several critical components to ensure clarity and protect both parties.

Organization and volunteer information:

• Full name and contact details of the organization
• Volunteer's full name, address, phone number and email
• Emergency contact information for the volunteer

Description of volunteer role and responsibilities:

• Specific title of the volunteer position
• Detailed list of tasks and duties
• Any required skills or qualifications
• Expected outcomes or goals of the volunteer work

Time commitment and schedule:

• Expected hours per week or per month
• Duration of the volunteer commitment (e.g., 3 months, 6 months, ongoing)
• Any specific days or times the volunteer is expected to be available
• Procedure for scheduling and communicating availability

Training and supervision details:

• Description of any required training programmes
• Name and contact information of the volunteer supervisor
• Frequency and method of supervision (e.g., weekly check-ins, monthly reviews)

Code of conduct and expected behaviour:

• Organization's values and principles
• Expected standards of behaviour and professionalism
• Any specific rules or regulations the volunteer must follow
• Consequences for breaching the code of conduct

Confidentiality and data protection clauses:

• Explanation of what information is considered confidential
• Volunteer's responsibility to maintain confidentiality
• Any legal requirements regarding data protection (e.g., GDPR compliance)
• Consequences of breaching confidentiality

Health and safety information:

• Overview of potential risks associated with the volunteer role
• Safety procedures and protocols
• Reporting process for accidents or incidents
• Any required personal protective equipment (PPE)

Insurance coverage details:

• Explanation of insurance coverage provided by the organization
• Any limitations or exclusions in the coverage
• Process for reporting incidents or making claims

Reimbursement policy (if applicable):

• Types of expenses eligible for reimbursement (e.g., travel, supplies)
• Process for submitting expense claims
• Any limits on reimbursement amounts

Termination clause:

• Conditions under which the volunteer agreement can be terminated by either party
• Notice period required for termination
• Process for returning any organization property upon termination

Volunteer rights and benefits:

• Statement of the volunteer's rights (e.g., safe working environment, respect)
• Any benefits provided (e.g., training opportunities, references)
• Clarification that the agreement does not constitute an employment contract

Acknowledgment and signature section:

• Statement confirming that the volunteer has read and understood the agreement
• Signature lines for the volunteer and a representative of the organization
• Date of signing

A comprehensive template covers the essential aspects of a volunteer agreement, providing clarity and protection for both the organization and the volunteer.

How are volunteer agreement templates usually managed?

Managing volunteer agreement templates involves several steps to ensure they are effective and up-to-date:

1. Drafting the template. The process begins with creating the volunteer agreement template. This involves legal teams drafting the initial document, ensuring it includes all necessary clauses, such as volunteer roles, responsibilities, confidentiality, liability waivers, and termination conditions.
   
   
2. Reviewing and approving the template. Once drafted, the template undergoes a review process. Multiple stakeholders, including legal, HR, and management, review the document to ensure it meets organizational policies and legal requirements. Any feedback or changes are incorporated, and the document is approved for use.
   
   
3. Distributing the template. The approved volunteer agreement template is then shared with relevant departments or individuals responsible for onboarding volunteers. This distribution might involve sending the document via email or sharing it through a document management system.
   
   
4. Customizing for individual volunteers. When onboarding a new volunteer, the template is customized to reflect specific details, such as the volunteer’s name and role start date. This customization is typically done manually, which can be time-consuming and prone to errors.
   
   
5. Sending the agreement for signature. The customized agreement is then sent to the volunteer for review and signature. This step often involves printing the document, physically signing it, and then scanning or mailing it back to the organization. In some cases, organizations might use electronic signature tools to streamline this step.
   
   
6. Tracking and storing signed agreements. After the agreement is signed, it is returned to the organization and stored. In a manual process, this usually means filing a physical copy in a filing cabinet or storing a scanned copy in a digital folder. Proper organization and indexing are crucial to ensure agreements can be retrieved easily when needed.
   
   
7. Monitoring compliance and renewal. Organizations must monitor the terms of the agreement, ensuring compliance with its conditions and tracking any expiration or renewal dates. This often involves maintaining a manual calendar or contract management spreadsheet to keep track of key dates and obligations.
   
   
8. Updating templates and agreements. Over time, volunteer agreement templates may need updates due to changes in laws, policies or organizational needs. This means revisiting the original document, making necessary changes and repeating the review and approval workflows already outlined.

Challenges of manual contract management

• Time-consuming: Each step, from drafting to storing, involves significant manual effort and coordination.
• Prone to errors: Manual data entry and customization can lead to mistakes, which may result in legal or operational issues.
• Inefficient tracking: Monitoring compliance and renewal dates manually can be cumbersome and lead to missed deadlines or obligations.
• Storage issues: Physical storage can take up space and is vulnerable to loss or damage, while digital storage without proper indexing can lead to difficulty in document retrieval.

Transitioning to an automated contract management system can mitigate these challenges, ensuring efficiency, accuracy and compliance throughout the lifecycle of volunteer agreements.

Automate volunteer agreements in Juro

Managing volunteer agreements manually can be time-consuming and prone to errors. Juro’s AI-native contract automation platform offers a solution by streamlining the creation, execution and management of volunteer agreements.

Self-serve contracts

Juro allows teams to create self-serve contract templates, empowering volunteers to handle simple agreements independently. This reduces the workload for legal teams and accelerates the onboarding process.

Accelerated contract workflow

With AI-assisted drafting and negotiation tools, Juro speeds up the contract lifecycle. Volunteers can quickly review and sign agreements, ensuring they can get started in their roles promptly.

Centralized contract repository

Store all volunteer agreements in one secure location. This centralised contract repository simplifies compliance, risk management, and audit processes by making it easy to track and retrieve documents.

Enhanced collaboration

Juro facilitates seamless collaboration across teams. HR, legal and volunteer coordinators can work together in a single workspace, improving communication and efficiency.

Integration with existing tools

Juro integrates with your existing HRIS and other systems, ensuring smooth contract management without disrupting workflows. This alignment saves time and reduces the need for multiple tools.

AI-driven insights

Gain valuable insights into contract performance, risks and opportunities. Juro’s analytics tools help you make informed decisions and optimise your volunteer programme.

Volunteer agreements are essential for setting clear expectations, protecting your organisation and managing volunteer relationships effectively. Tools like Juro’s contract automation platform can simplify the process – reducing the administrative burden for you and providing a better experience for your volunteers.

Juro's AI-native contract automation platform empowers all teams to create, agree, execute and manage contracts up to 10x faster than traditional tools. To find out more, hit the button below to book your personalized demo.