Animal Welfare Professionals

We recently had to dismiss a volunteer who felt all tasks assigned were below them.  They were surprised that they could be "fired" since they were not being paid.

We would like to add language to our volunteer agreement that makes clear that we or they may terminate our relationship at any time.  

Does anyone have existing language to that effect?  I'd love to see samples.  Thanks.

#PeopleManagement(includingVolunteerIntegration)

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Johanna Humbert
Michiana Humane Society
Michigan City IN
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Here's our volunteer agreement with notes about dismissal in the second-to-last bullet point:

VOLUNTEER AGREEMENT: 

• I understand WHS prefers at least a 6-month commitment on a regular basis. I can commitment to a consistent schedule as agreed upon with my volunteer coordinator.
• I am 18 years of age or older. If I am volunteering with a child, I am responsible for that child while volunteering.
• I can read and comprehend detailed animal and protocol information as well as follow shelter rules.
• I am able to fulfill all responsibilities of my role independently. I also have the ability to understand, remember and follow instructions and procedures. If not, I will bring someone with me who can help assist.
• I understand the emotional requirements volunteering for an animal shelter and the ability to cope with unexpected animal behavior, highly emotional environment, and recognize WHS policies and positions regarding animal welfare issues.
• I am physically able to fulfill the duties of my volunteer role which may require me to be able to stand, and/or walk for up to 3 hours; and/or be able to lift and carry up to 20 lbs.
• I have regular access to the internet and an email account.
• I understand the costs & supply fee of $10 plus tax.
• I agree that I will be placed according to the needs of the organization, animals and my skill set.
• I agree to donate my services to WHS without contemplation of compensation or future employment.
• I agree to attend supplemental and refresher training when it is required.
• I will communicate any job-related problems, concerns, differences of opinion, conflicts or suggestions to the volunteer department staff.
• I understand that as a volunteer, I may gain access to information about WHS, its clients, its animals, its donors and/or staff members which is confidential in nature. I agree to maintain confidentiality and will never disclose any information that is either private and/or personal.
• I understand that WHS reserves the right to remove my volunteer status as a result of the following: mistreatment of an animal, failure to comply with organizational policies and rules, fails to abide to the terms of the volunteer agreement and volunteer policies.
• By submitting my volunteer application, I attest that the information I have provided is accurate and true. I hereby acknowledge that I have read, understand and agree to all of the guidelines and agreements discussed above.

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Tania Huycke-Phillips
Wisconsin Humane Society
Green Bay WI
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Thanks, that's helpful!

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Johanna Humbert
Michiana Humane Society
Michigan City IN
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Original Message:
Sent: 03-22-2023 08:03 AM
From: Tania Huycke-Phillips
Subject: Terminating volunteers

Here's our volunteer agreement with notes about dismissal in the second-to-last bullet point:

VOLUNTEER AGREEMENT: 

• I understand WHS prefers at least a 6-month commitment on a regular basis. I can commitment to a consistent schedule as agreed upon with my volunteer coordinator.
• I am 18 years of age or older. If I am volunteering with a child, I am responsible for that child while volunteering.
• I can read and comprehend detailed animal and protocol information as well as follow shelter rules.
• I am able to fulfill all responsibilities of my role independently. I also have the ability to understand, remember and follow instructions and procedures. If not, I will bring someone with me who can help assist.
• I understand the emotional requirements volunteering for an animal shelter and the ability to cope with unexpected animal behavior, highly emotional environment, and recognize WHS policies and positions regarding animal welfare issues.
• I am physically able to fulfill the duties of my volunteer role which may require me to be able to stand, and/or walk for up to 3 hours; and/or be able to lift and carry up to 20 lbs.
• I have regular access to the internet and an email account.
• I understand the costs & supply fee of $10 plus tax.
• I agree that I will be placed according to the needs of the organization, animals and my skill set.
• I agree to donate my services to WHS without contemplation of compensation or future employment.
• I agree to attend supplemental and refresher training when it is required.
• I will communicate any job-related problems, concerns, differences of opinion, conflicts or suggestions to the volunteer department staff.
• I understand that as a volunteer, I may gain access to information about WHS, its clients, its animals, its donors and/or staff members which is confidential in nature. I agree to maintain confidentiality and will never disclose any information that is either private and/or personal.
• I understand that WHS reserves the right to remove my volunteer status as a result of the following: mistreatment of an animal, failure to comply with organizational policies and rules, fails to abide to the terms of the volunteer agreement and volunteer policies.
• By submitting my volunteer application, I attest that the information I have provided is accurate and true. I hereby acknowledge that I have read, understand and agree to all of the guidelines and agreements discussed above.

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Tania Huycke-Phillips
Wisconsin Humane Society
Green Bay WI
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Tania, 

I think you covered everything in your volunteer agreement! There are a couple points I will add to ours that I hadn't thought of. Thanks for sharing

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Lisa Burns
founder/VP
Farmhouse Animal and Nature Sanctuary Inc
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Original Message:
Sent: 03-22-2023 08:03 AM
From: Tania Huycke-Phillips
Subject: Terminating volunteers

Here's our volunteer agreement with notes about dismissal in the second-to-last bullet point:

VOLUNTEER AGREEMENT: 

• I understand WHS prefers at least a 6-month commitment on a regular basis. I can commitment to a consistent schedule as agreed upon with my volunteer coordinator.
• I am 18 years of age or older. If I am volunteering with a child, I am responsible for that child while volunteering.
• I can read and comprehend detailed animal and protocol information as well as follow shelter rules.
• I am able to fulfill all responsibilities of my role independently. I also have the ability to understand, remember and follow instructions and procedures. If not, I will bring someone with me who can help assist.
• I understand the emotional requirements volunteering for an animal shelter and the ability to cope with unexpected animal behavior, highly emotional environment, and recognize WHS policies and positions regarding animal welfare issues.
• I am physically able to fulfill the duties of my volunteer role which may require me to be able to stand, and/or walk for up to 3 hours; and/or be able to lift and carry up to 20 lbs.
• I have regular access to the internet and an email account.
• I understand the costs & supply fee of $10 plus tax.
• I agree that I will be placed according to the needs of the organization, animals and my skill set.
• I agree to donate my services to WHS without contemplation of compensation or future employment.
• I agree to attend supplemental and refresher training when it is required.
• I will communicate any job-related problems, concerns, differences of opinion, conflicts or suggestions to the volunteer department staff.
• I understand that as a volunteer, I may gain access to information about WHS, its clients, its animals, its donors and/or staff members which is confidential in nature. I agree to maintain confidentiality and will never disclose any information that is either private and/or personal.
• I understand that WHS reserves the right to remove my volunteer status as a result of the following: mistreatment of an animal, failure to comply with organizational policies and rules, fails to abide to the terms of the volunteer agreement and volunteer policies.
• By submitting my volunteer application, I attest that the information I have provided is accurate and true. I hereby acknowledge that I have read, understand and agree to all of the guidelines and agreements discussed above.

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Tania Huycke-Phillips
Wisconsin Humane Society
Green Bay WI
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We make it very clear on our Volunteer Agreement, and it looks like you have also done so on yours, as well as during our General Orientation that we reserve the right to make any necessary modifications to the volunteers involvement. Usually just involves some re-training. 

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mariel berei
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Hi Johanna,

We list our guidelines in bullet point format in our agreement. Those are all the guidelines that they must adhere to in order to volunteer. At the end we have this final bullet: 

·        I understand that failure to observe the above terms and conditions along with the policies and procedures of HSTT could result in my immediate dismissal from the volunteer program.

Our full volunteer app can be found here. If you have any issues accessing the app, let me know. I tried attaching it, but for some reason, I couldn't. I also use this verbiage in my orientation to really make it clear:

"Please remember you are a representative of HSTT when you're volunteering in our shelter and events. HSTT staff reserves the right to discontinue your volunteer service at our discretion or ask you to complete more training or take a refresher training."

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Erin Ellis
Community Engagement Director
Humane Society of Truckee-Tahoe

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Foster Program & Volunteer Management Specialist
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What a great question. We've had to do the same with a volunteer who kept getting our special needs animals' feeds wrong. He was very upset and couldn't understand why it was a "big deal". I hadn't thought about putting something in our volunteer agreement to cover this

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Lisa Burns
founder/VP
Farmhouse Animal and Nature Sanctuary Inc
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Here's a few things in our Volunteer Application that cover volunteer inactivation (due to inactivity) and termination for other reasons.

• A volunteer's time commitment can be very flexible at the Roanoke Valley SPCA! You can change your shifts anytime. We ask that all volunteers plan for a minimum of 4 hours monthly to remain Active. When a volunteer has been Inactive for 6 months, their account will be deleted.
• All staff and volunteers must bring a kind, open-minded, and non-judgmental attitude towards members of our community who are in need. We do not tolerate rudeness or discrimination when representing the Roanoke Valley SPCA. Volunteers who cannot adhere to these guidelines may be terminated from their volunteer role.

From there, I typically have a "termination note" in each volunteer role "job description" that they get when they start a role. I do it this way in part because someone might be a terrible fit for one role but do well in another.

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Erin Dams
Roanoke Valley SPCA
Roanoke VA
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