Volunteer Onboarding Checklist

You haven’t provided your custom details yet. The checklist below is Washington-compliant and ready to use with placeholders. Replace bracketed fields like [ORGANIZATION NAME] and choose items marked “if applicable” based on your roles and risk level.

Format A: Table-Style Checklist (recommended for Google Sheets) Setup note: Recommended for use in Google Sheets. Sort/filter by Phase, Owner, or Status. Template available from Maria Lopez, volunteers@lyvmutualaid.org, (509) 555-0148.

Columns: Phase | Step | Why It Matters | Owner | Due Date | Link/Location | Status | Notes | ☐

Pre-Start Pre-Start | Submit volunteer application | Starts your record and confirms basic fit | Volunteer | Before first shift | Form: [application URL] | | | ☐ Pre-Start | Run WA WATCH criminal background check | Protects clients and meets WA rules | Staff | Within 5 business days of conditional offer | WATCH: https://watch.wsp.wa.gov | | | ☐ Pre-Start | Run sex offender registry check | Adds a safety screen for vulnerable populations | Staff | Within 5 business days of conditional offer | NSOPW: https://www.nsopw.gov | | | ☐ Pre-Start | Run MVR (drivers only) | Confirms safe driving history for transport roles | Staff | Before assigning any driving | Vendor portal: [MVR link] | | | ☐ Pre-Start | Collect driver license and insurance (drivers only) | Verifies legal authorization to drive | Volunteer | Before first driving shift | Upload: [secure folder/path] | | | ☐ Pre-Start | Sign liability waiver | Clarifies risks and limits liability | Volunteer | Before first shift | Folder: /Volunteer/Forms/Liability | | | ☐ Pre-Start | Sign confidentiality/privacy agreement | Protects PHI/PII and client trust | Volunteer | Before first shift | Folder: /Volunteer/Forms/Confidentiality | | | ☐ Pre-Start | Choose media consent (opt-in/opt-out) | Respects your image and privacy choices | Volunteer | Before first shift | Form: /Volunteer/Forms/MediaConsent | | | ☐ Pre-Start | Provide emergency contact info | Enables fast help in an emergency | Volunteer | Before first shift | Form: /Volunteer/Forms/EmergencyContact | | | ☐ Pre-Start | Complete required trainings (see role risk) | Builds safe habits and meets policy/law | Volunteer | Within 7 days of offer | LMS: [training link] | | | ☐ Pre-Start | Confirm accommodations and language needs | Ensures access and belonging | Volunteer | After offer, before orientation | Email: [POC EMAIL] | | | ☐ Pre-Start | Schedule orientation and first shift | Sets a clear, smooth start | Staff | Within 3 business days of clearance | Calendar: [booking link] | | | ☐ Pre-Start | Add volunteer to [Tracking system] | Enables tracking, reminders, and audits | Staff | Upon acceptance | System: [Airtable/Sheets/etc.] | | | ☐

Day 1 Day 1 | Attend orientation and safety briefing | Keeps everyone safe and aligned to mission | Volunteer | First shift start | Slide deck: /Volunteer/Orientation | | | ☐ Day 1 | Review incident reporting process | Speeds response and proper documentation | Volunteer | First shift | Policy: /Volunteer/Safety/IncidentReporting | | | ☐ Day 1 | Tour facility and receive access/badge | Helps you navigate and secure spaces | Staff | First shift | Office: [address/map] | | | ☐ Day 1 | Meet mentor/buddy and key staff | Builds relationships and quick support | Staff | First shift | Roster: /Volunteer/Contacts | | | ☐ Day 1 | Review role scope, boundaries, and two-adult rule (if high risk) | Prevents overreach and protects clients | Staff | First shift | Role Guide: /Volunteer/Roles/[role] | | | ☐ Day 1 | Complete first assignment checklist and sign-in/out | Ensures a confident, compliant first day | Volunteer | Before end of first shift | Form: /Volunteer/FirstShiftChecklist | | | ☐ Day 1 | Receive welcome kit (name tag, handbook, links) | Equips you to start strong | Staff | First shift | Kit: /Volunteer/Welcome | | | ☐

Week 1 Week 1 | Shadow supervised shifts (2–4 based on risk) | Builds skill and safety before independence | Volunteer | By end of week 1 | Schedule: [mentor name/contact] | | | ☐ Week 1 | Complete role-specific training (choose all that apply) | Ensures you can perform your tasks well | Volunteer | By end of week 1 | Modules: /Volunteer/Training/Role | | | ☐ Week 1 | Drivers: route practice + vehicle inspection | Reduces driving risk and delays | Volunteer | Before first solo drive | Checklist: /Volunteer/Drivers | | | ☐ Week 1 | Intake greeters: privacy and respectful intake | Protects dignity and data | Volunteer | Before solo intake | Script: /Volunteer/Intake | | | ☐ Week 1 | Warehouse/food packers: lifting/PPE/inventory | Prevents injury and shrinkage | Volunteer | Before solo shift | SOP: /Volunteer/Warehouse | | | ☐ Week 1 | Admin/data: data handling and device basics | Prevents data loss and breaches | Volunteer | Before solo data work | Guide: /Volunteer/DataSecurity | | | ☐ Week 1 | Confirm schedule and recurring shift | Supports reliability for clients and staff | Staff | By day 7 | System: [scheduling tool] | | | ☐ Week 1 | File any remaining documents (TB, food handler card if required) | Meets health/code requirements | Staff | By day 7 | Upload: /Volunteer/Compliance | | | ☐

Month 1 Month 1 | 30-day check-in with POC and mentor | Celebrates wins and solves blockers | Staff | Around day 30 | Meeting: [link] | | | ☐ Month 1 | Review incident/near-miss learnings | Builds a proactive safety culture | Volunteer | By day 30 | Debrief form: /Volunteer/Safety/Debrief | | | ☐ Month 1 | Confirm ongoing training and renewal dates | Keeps credentials current | Staff | By day 30 | Matrix: /Volunteer/TrainingMatrix | | | ☐ Month 1 | Approve independent status (risk-based) | Confirms readiness to serve solo | Staff | By day 30 | Note: /Volunteer/Notes | | | ☐ Month 1 | Log hours and verify contact details | Supports grants and communication | Volunteer | Monthly (by last day) | Portal: [hours link] | | | ☐

Role risk and training guide (use when assigning Week 1 training) - HIGH risk (child/vulnerable/transport): WATCH + NSOPW + MVR (drivers); boundaries and mandated reporter training (WA); two-adult rule; 2–4 supervised shifts; tighter incident escalation; license/insurance verification. Add TB test if program requires; COVID/health protocols. - MEDIUM risk: WATCH + NSOPW; standard orientation; buddy system; first two shifts supervised. - LOW risk: WATCH; basic orientation; data privacy mini-training if handling any info. - Food handling: WA Food Worker Card if handling unpackaged food. - HIPAA/PHI: If handling health info, complete HIPAA basics and use secure devices only.

Compliance essentials included above: WATCH, NSOPW, MVR (drivers), liability waiver, confidentiality agreement, media consent, emergency contact, safety procedures, incident reporting, code of conduct, WA mandated reporter training (if applicable), TB test/food handler card (if applicable).

Format B: Printable Checklist Volunteer Onboarding Checklist for [ORGANIZATION NAME] – [PROGRAM NAME] Welcome! We’re glad you’re here. This checklist keeps you safe, prepared, and connected so you can make a real impact. Please bring questions anytime—we’re here to help.

Volunteer name: ____________________ Start date: __________ Mentor/Buddy: ____________________ POC: [POINT OF CONTACT NAME, EMAIL, PHONE]

Pre-Start (complete before first shift) ☐ Submit application (online form) ☐ WATCH background check cleared (WA) and NSOPW check completed ☐ MVR cleared; upload driver’s license and insurance (drivers only) ☐ Sign liability waiver and confidentiality agreement ☐ Choose media consent (opt-in/opt-out) ☐ Provide emergency contact info ☐ Complete required trainings (based on role risk) ☐ Tell us about any accommodations or language needs ☐ Schedule orientation and first shift; confirm in [Tracking system]

Day 1 (first shift/orientation) ☐ Attend orientation: mission, values, who we serve, program goals ☐ Safety: exits, PPE, first aid, emergencies, incident reporting ☐ Role scope and boundaries; two-adult rule if high risk ☐ Facility tour and receive access/badge; sign in/out ☐ Meet your mentor/buddy and key staff ☐ First assignment checklist completed ☐ Receive welcome kit (name tag, handbook, links)

Week 1 (first 7 days) ☐ Shadow supervised shifts (2–4 based on risk) ☐ Complete role training: - Drivers: route practice + vehicle inspection - Intake greeters: privacy + intake script - Warehouse/food packers: lifting/PPE/inventory - Admin/data: data handling/device security ☐ Confirm your ongoing schedule and preferred contact method ☐ Turn in any remaining compliance: TB test, food worker card (if required)

Month 1 (first 30 days) ☐ 30-day check-in with POC and mentor ☐ Review any incidents/near-misses and lessons learned ☐ Confirm future trainings and renewal dates ☐ Approve independent status (risk-based) ☐ Log hours; verify your contact info is current

Welcome script from the Program Lead (read or send) “Thank you for choosing to volunteer with [ORGANIZATION NAME]’s [PROGRAM NAME]. Your time and care help our neighbors feel seen, safe, and supported. In your first month, you’ll learn our safety practices, meet your mentor, and try real tasks with a buddy. We want you to feel confident and heard—please ask questions anytime. If something doesn’t feel safe or clear, pause and check in. We’re excited to work with you!”

FAQs 1) Time commitment and scheduling: Most roles are 2–4 hours per shift. Use [scheduling tool] to pick or swap shifts. Tell us 24 hours ahead for changes. 2) What to wear/bring: Closed-toe shoes; comfy clothes you can move in. Bring water. PPE is provided for tasks that need it. 3) Parking/transport/facility access: Parking is at [location]. Bus routes: [info]. Check in at [entrance]; badge needed after Day 1. 4) Cancellation/absence policy: If you can’t come, notify [POC] at least 24 hours before. For emergencies, call or text [secondary contact]. 5) Who to contact for questions or problems: Start with your mentor/buddy or [POC]. For safety issues during a shift, alert any staff lead immediately.

Key contacts - Primary: [POINT OF CONTACT NAME, EMAIL, PHONE] - Secondary/after-hours: [NAME, EMAIL, PHONE] - Emergencies on site: Call 911 first. Then notify staff at [front desk/number]. AED and first aid are located at [location].

Accessibility and inclusion - Do you need any accommodations or have access needs (mobility, sensory, schedule, communication, dietary, prayer space)? ____________________________ - Confidential accommodations contact: [NAME, EMAIL, PHONE] - Language access: This is available in [LANGUAGES] on request. - Print-friendly: Ask for large-print or high-contrast versions.

Simple welcome kit - Name tag, volunteer handbook, program one-pager - T-shirt or badge (if used) - Parking/entry info - Links to tools: scheduling, hours log, role guide, safety policies

Notes for coordinators (small team tips) - Keep everything in [Tracking system]. Update Status (Not Started/In Progress/Complete) and Notes after each step. - Use role-based templates for emails/texts to save time. - Batch weekly: run checks on Mondays, schedule orientations midweek, and run 30-day check-ins on Fridays.

WA compliance quick reference (link in digital version) - WATCH: https://watch.wsp.wa.gov - Sex offender registry: https://www.nsopw.gov - Mandated reporter (if working with minors/vulnerable adults): [training link] - WA Food Worker Card (if handling unpackaged food): https://www.foodworkercard.wa.gov - HIPAA basics (if handling PHI): [training link] - Incident reporting policy: /Volunteer/Safety/IncidentReporting

Signature and version control Author: Volunteer Coordinator, [ORGANIZATION NAME] Last updated: [DATE] Questions? Contact [POINT OF CONTACT NAME, EMAIL, PHONE]

Use cases and update triggers - Use for onboarding, training new coordinators, and compliance audits for WA. - Update when laws change, roles/risk shift, or feedback shows gaps.

Below is a ready-to-fill template you can use immediately. Replace bracketed fields with your details. It is designed for Illinois compliance, role-based safeguards, and small teams.

FORMAT A: Table-Style Checklist (sortable/filterable) Columns: Phase | Step | Why It Matters | Owner | Due Date | Link/Location | Status | Notes | ☐

Pre-Start Pre-Start | Confirm role, risk level, and safeguards | Ensures correct checks, training, and supervision for safety | Staff | Before conditional offer | Role matrix: /Volunteer/Roles; Risk: [LOW/MEDIUM/HIGH] | Not Started/In Progress/Complete | | ☐ Pre-Start | Send conditional offer and onboarding packet | Sets clear steps, deadlines, and contacts | Staff | Within 1 business day of selection | Templates: /Volunteer/Templates; POC: [POINT OF CONTACT NAME, EMAIL, PHONE] | | | ☐ Pre-Start | Submit application, government ID, and availability | Verifies identity and allows scheduling | Volunteer | Within 3 business days | Application: [URL]; Upload ID: /Volunteer/ID; Availability: [SYSTEM LINK] | | | ☐ Pre-Start | Complete IL background checks (ISP criminal, FBI Live Scan, IL Sex Offender Registry) | Protects clients and meets IL rules | Staff (process) / Volunteer (fingerprints) | Within 5 business days of conditional offer | Live Scan: https://www.identogo.com/locations or https://accuratebiometrics.com/illinois; ISP SOR: https://www.isp.state.il.us/sor/; HR: /Volunteer/BackgroundChecks | | | ☐ Pre-Start | Driving verification (if role drives): MVR, license, insurance | Confirms only safe, insured drivers transport others | Staff (MVR) / Volunteer (docs) | Before any driving | Upload: /Volunteer/Driving; MVR via vendor: [URL] | | | ☐ Pre-Start | Sign required agreements (liability, confidentiality/privacy, photo/media consent) | Reduces risk, protects data, and respects privacy | Volunteer | Before first shift | e-Sign: /Volunteer/Waivers; /Volunteer/Confidentiality; /Volunteer/MediaConsent | | | ☐ Pre-Start | Provide emergency contact info | Enables quick help in a crisis | Volunteer | Before first shift | Form: /Volunteer/EmergencyContact | | | ☐ Pre-Start | Complete required trainings/clearances if applicable (mandated reporter; TB test; food handler) | Meets IL and site rules; keeps people safe | Volunteer | Before first shift (TB/food) or within 7 days (mandated reporter) | IL DCFS: https://mr.dcfstraining.org; TB/clinic: [URL]; Food handler: [URL] | | | ☐ Pre-Start | Set up systems and access (scheduling, LMS, building/badge) | Ensures secure access on Day 1 | Staff | 2 business days before first shift | IT/Facilities: /IT/Access; Scheduler: [SYSTEM LINK] | | | ☐

Day 1 Day 1 | Attend orientation (mission, values, who we serve, DEI, boundaries) | Connects work to impact and sets standards | Staff | First shift start | Orientation deck: /Volunteer/Orientation; Code: /Volunteer/CodeOfConduct | | | ☐ Day 1 | Review safety and health protocols; practice incident reporting | Prevents harm and guides a fast response | Staff | During orientation | Safety manual: /Safety/Manual; Incident form: /Safety/IncidentReport | | | ☐ Day 1 | Tour facility; pick up badge/nametag; confirm access | Supports wayfinding and secure entry | Staff | Day 1 | Front Desk: [LOCATION]; Access help: /IT/Access | | | ☐ Day 1 | Meet key staff and assigned mentor/buddy | Builds trust and a support network | Staff | Day 1 | Roster: /Volunteer/Contacts; Mentor: [NAME, EMAIL, PHONE] | | | ☐ Day 1 | Review first assignment checklist; begin supervised shadowing | Sets you up for success and safety | Staff (review) / Volunteer (shadow) | Day 1 | Role SOPs: /Volunteer/SOPs; Shadow plan: /Volunteer/Shadowing | | | ☐

Week 1 Week 1 | Complete role-specific training and data privacy mini-training | Builds skills and protects client data | Volunteer | Within 7 days | Modules: /Volunteer/Training; IT Security: /IT/Security101 | | | ☐ Week 1 | Work supervised shifts per risk level; learn timekeeping | Confirms readiness and reliability | Volunteer | 1–2 shifts (LOW/MED); 2–4 shifts (HIGH) in week 1 | Schedule: [SYSTEM LINK]; Timesheets: /Volunteer/Timesheets | | | ☐ Week 1 | Debrief after first shift(s) with POC | Answers questions and improves quality | Staff + Volunteer | Within 48 hours of first shift | POC: [POINT OF CONTACT NAME, EMAIL, PHONE] | | | ☐ Week 1 | Check accommodations and language needs | Ensures inclusion and access | Staff | By end of Week 1 | Confidential contact: [NAME, EMAIL, PHONE]; Languages: [LANGUAGES] | | | ☐

Month 1 Month 1 | Evaluate for independent duty; confirm safeguards (two-adult rule if applicable) | Maintains safety while increasing autonomy | Staff | By end of Week 2–4 (per risk) | Readiness form: /Volunteer/Readiness | | | ☐ Month 1 | Verify all compliance items filed and current | Keeps us audit-ready in IL | Staff | By Day 30 | Compliance tracker: [Tracking system path]; Files: /Volunteer/Records | | | ☐ Month 1 | 30-day check-in; feedback survey; plan next steps/advanced training | Supports retention and growth | Staff + Volunteer | By Day 30 | Check-in guide: /Volunteer/CheckIns; Survey: /Volunteer/Feedback; Courses: /Volunteer/Advanced | | | ☐

Tracking and system integration note: Recommended for use in Airtable. Sort/filter by Phase, Owner, or Status. Template available from Daniel Kim, daniel.kim@westloopartslab.org, (312) 555-0924. Tracking system used: [Airtable/Google Sheets/Asana/Excel/other]

Role safeguards by risk level (apply during planning and supervision) - HIGH (child/vulnerable/transport): Enhanced checks (all IL checks + MVR), boundaries training, two-adult rule, 2–4 supervised shifts, tighter incident escalation, driving verification (license/insurance). - MEDIUM: Standard IL checks, buddy system, first two shifts supervised. - LOW: Basic orientation, data privacy mini-training (if handling info).

Orientation and culture coverage (linked above) - Mission, values, who we serve; program goals and impact. - Role scope and boundaries (what to do/not do). - DEI expectations and inclusive language. - Health and safety protocols (including current COVID-19 rules). - Data handling and device/security basics. - Facilities tour or virtual equivalent; access/badges. - First assignment checklist and role tools overview.

FORMAT B: Printable Checklist (B/W, simple) Organization: [ORGANIZATION NAME] Program: [PROGRAM NAME] Tracking system: [Airtable/Google Sheets/Asana/Excel/other] Tone: [FORMAL] Volunteer roles: [VOLUNTEER ROLES] Role risk level: [LOW/MEDIUM/HIGH] Jurisdiction: Illinois (IL) Primary POC: [POINT OF CONTACT NAME, EMAIL, PHONE] Secondary/after-hours: [NAME, EMAIL, PHONE] Languages: Available in [LANGUAGES] on request.

Welcome Welcome to [PROGRAM NAME] at [ORGANIZATION NAME]. Thank you for sharing your time and skill. This checklist guides you from offer to full readiness. Safety, respect, and reliability are our priorities.

Volunteer Name: ____________________ Start Date: __________ Mentor/Buddy: ____________________ POC: ____________________

Pre-Start (complete before first shift) ☐ Confirm role, risk level, and safeguards (two-adult rule if HIGH) ☐ Receive conditional offer and onboarding packet (read fully) ☐ Submit application, government ID, and availability ☐ Complete IL background checks: Illinois State Police criminal, FBI Live Scan fingerprints, Illinois Sex Offender Registry ☐ If driving: Submit license and insurance; staff runs MVR ☐ Sign required agreements: liability waiver; confidentiality/privacy; photo/media consent (opt-in or opt-out) ☐ Provide emergency contact information ☐ Complete required items if applicable: mandated reporter training; TB test; food handler card ☐ Staff sets up systems and access (scheduling, LMS, building/badge)

Day 1 (first shift/orientation) ☐ Attend orientation: mission, values, who we serve; DEI; boundaries ☐ Review safety and health protocols; learn incident reporting ☐ Tour facility; pick up badge/nametag; confirm access ☐ Meet key staff and your mentor/buddy ☐ Review your first assignment checklist; begin supervised shadowing

Week 1 (first 7 days) ☐ Complete role-specific training and data privacy mini-training ☐ Work supervised shifts per risk level; learn timekeeping and check-in/out ☐ Debrief with POC after first shift(s); ask questions ☐ Tell us if you need any accommodations or language support

Month 1 (first 30 days) ☐ Evaluation for independent duty; confirm safeguards ☐ Staff verifies all compliance items are filed and current ☐ 30-day check-in; share feedback; plan next steps/advanced training

Welcome script from the Program Lead (read to volunteer or include in email) “Welcome to [PROGRAM NAME] at [ORGANIZATION NAME]. We are honored you chose to volunteer with us. Your role as a [ROLE] helps us serve our community with safety and respect. For your first month, we will focus on learning our routines, protecting client privacy, and working as a team. Please ask questions at any time. Your primary contact is [POC NAME]. We are here to support you as you get started.”

FAQs 1) Time commitment and scheduling: Most roles ask for [X–Y] hours per week. Use [SYSTEM NAME/LINK] to select or confirm shifts. 2) What to wear/bring: Wear closed-toe shoes and modest, comfortable clothing. Bring a water bottle and a light layer. If your role needs PPE or a shirt, we will provide it. 3) Parking/transport/facility access: Parking is at [LOT/ADDRESS]. Public transit: [LINES]. Enter at [DOOR], check in at [DESK], and wear your badge. 4) Cancellation/absence policy: If you must cancel, notify the POC at least 24 hours ahead (sooner for morning shifts). For emergencies, call the after-hours contact immediately. 5) Who to contact for questions or problems: Start with your mentor/buddy or the POC. For urgent safety issues, follow the incident process and call [EMERGENCY NUMBER/911 as appropriate].

Key contacts - Primary: [POINT OF CONTACT NAME, EMAIL, PHONE] - Secondary/after-hours: [NAME, EMAIL, PHONE] - Emergency: Dial 911. On-site procedure: [LOCATION/PLAN]. First aid kit/ AED at [LOCATION].

Simple welcome kit ☐ Name tag/badge ☐ Volunteer handbook and code of conduct ☐ Program t-shirt or apron (if used) ☐ Parking/transport info ☐ Tool links (SOPs, scheduler, training) ☐ PPE as needed

Accessibility and inclusion Do you need any accommodations or have access needs (mobility, sensory, schedule, communication, dietary, prayer space)? Please share here or contact [CONFIDENTIAL CONTACT NAME, EMAIL, PHONE]. This checklist is available in [LANGUAGES] on request. Large-print version available.

Role variations and safeguards - Teaching artists/classroom assistants: Boundaries with youth, two-adult rule (HIGH), positive behavior supports, incident escalation. - Event support: Crowd flow, lifting safety, radio use, PPE as needed; buddy system (MED). - Admin support: Data privacy, device security, shredding/lock-up; basic orientation (LOW). - Driving: License/insurance on file, clean MVR, no passengers until cleared (HIGH).

Compliance essentials summary (IL) - Illinois State Police criminal check, FBI Live Scan fingerprints, Illinois Sex Offender Registry check completed and cleared. MVR if driving. - Signed liability waiver; confidentiality/privacy agreement; photo/media consent. - Emergency contact collected; safety and incident reporting reviewed. - Code of conduct acknowledgment; mandated reporter training (if applicable); TB test or food handler card where required.

Signature and version control Author: Senior Volunteer Manager, [ORGANIZATION NAME] Last updated: [DATE] Questions? Contact [POINT OF CONTACT NAME, EMAIL, PHONE]

Use cases and update triggers Use for onboarding, training new coordinators, and IL compliance audits. Update when laws change, roles/risk shift, or feedback shows gaps.

Thanks for the request. I’ll generate a complete, ready-to-use onboarding checklist with clear placeholders so you can drop in your details quickly. If you’d like me to fill the placeholders, please share: - Organization - Program - Volunteer roles - Role risk level (LOW/MEDIUM/HIGH) - Background check type(s) - Jurisdiction - Point of contact (POC) and secondary contact - Tracking system - Languages available - Signature title - Today’s date

Recommended setup note: Recommended for use in Asana. Sort/filter by Phase, Owner, or Status. Template available from Stephanie Nguyen, stephanie.nguyen@bayviewhealth.org, (415) 555-2210.

FORMAT A: Table-Style Checklist (sortable/filterable) Columns: Phase | Step | Why It Matters | Owner | Due Date | Link/Location | Status | Notes | ☐

Pre-Start (before first shift) - Pre-Start | Submit application and availability | Ensures we match your time to program needs | Volunteer | Before first shift | [URL: Application Form] | Not Started | | ☐ - Pre-Start | Complete 15-minute screening call | Confirms fit, expectations, and next steps | Staff | Within 3 business days of application | [POC: [NAME], [EMAIL], [PHONE]] | Not Started | | ☐ - Pre-Start | Verify identity and age (upload ID) | Protects clients and meets CA rules | Volunteer | Before conditional offer | Folder: /Volunteer/[Program]/IDs | Not Started | | ☐ - Pre-Start | Schedule and complete CA DOJ Live Scan (FBI/DOJ) | Required in CA to clear fingerprints | Volunteer | Within 5 business days of conditional offer | https://oag.ca.gov/fingerprints/locations | Not Started | Bring ID + form | ☐ - Pre-Start | Run state criminal background check | Screens for disqualifying offenses | Staff | Within 5 business days | HR: /Volunteer/BackgroundChecks | Not Started | | ☐ - Pre-Start | Run OIG exclusion check (LEIE) | Keeps excluded individuals out of patient/client care | Staff | Before first shift | https://exclusions.oig.hhs.gov/ | Not Started | | ☐ - Pre-Start | Run MVR + verify license/insurance (if driving) | Confirms safe driving for transport roles | Staff | Before first shift | DMV: https://www.dmv.ca.gov/portal/ | Not Started | Upload insurance card | ☐ - Pre-Start | Check CA sex offender registry (if child/vulnerable) | Adds a safeguard for youth/vulnerable clients | Staff | Before first shift | https://www.meganslaw.ca.gov/ | Not Started | | ☐ - Pre-Start | Complete CA Mandated Reporter training (if child-facing) | Meets CA law; protects children | Volunteer | Before first shift | https://mandatedreporterca.com/ | Not Started | Upload certificate | ☐ - Pre-Start | Sign liability waiver | Manages risk while you serve | Volunteer | Before first shift | DocuSign: /Volunteer/Forms/Waiver | Not Started | | ☐ - Pre-Start | Sign confidentiality/privacy (HIPAA/PII if applicable) | Protects private info and trust | Volunteer | Before first shift | DocuSign: /Volunteer/Forms/Confidentiality | Not Started | | ☐ - Pre-Start | Choose photo/media consent (opt-in/opt-out) | Respects your preferences | Volunteer | Before first shift | Form: /Volunteer/Forms/MediaConsent | Not Started | | ☐ - Pre-Start | Provide emergency contact info | Supports quick help in emergencies | Volunteer | Before first shift | Form: /Volunteer/Forms/EmergencyContact | Not Started | | ☐ - Pre-Start | Share accommodations or access needs | Ensures you can participate fully | Volunteer | Before orientation | Form: /Volunteer/Forms/Accommodations | Not Started | Confidential contact: [NAME/EMAIL] | ☐ - Pre-Start | Review handbook + code of conduct; acknowledge | Sets expectations and boundaries | Volunteer | Before orientation | /Volunteer/Handbook and /Volunteer/CodeOfConduct | Not Started | | ☐ - Pre-Start | Assign mentor/buddy and share contact | Gives you a go-to person | Staff | Upon clearance | /Volunteer/[Program]/Mentors | Not Started | Mentor: [NAME, PHONE] | ☐ - Pre-Start | Schedule first shift + send orientation packet | Helps you start confident and on-time | Staff | Within 2 business days of clearance | Calendar + Packet: /Volunteer/[Program]/Orientation | Not Started | | ☐

Day 1 (first shift/orientation) - Day 1 | Attend orientation: mission, who we serve, program goals | Connects your work to impact | Staff | Day 1 | Slides: /Volunteer/[Program]/Orientation | Not Started | Language support: [LANGUAGES] | ☐ - Day 1 | Tour facilities; get badge/access | Keeps you safe and moving easily | Staff | Day 1 | Security Desk: [Location/Hours] | Not Started | Return badge if you leave | ☐ - Day 1 | Review safety: exits, PPE, first aid, emergencies | Safety for you and clients | Staff | Day 1 | /Volunteer/Safety | Not Started | Drill dates: [link] | ☐ - Day 1 | Review incident reporting process | Fast, clear response to issues | Staff | Day 1 | /Volunteer/IncidentReports | Not Started | | ☐ - Day 1 | Learn role scope, boundaries, and DEI standards | Protects clients; fosters respect | Staff | Day 1 | /Volunteer/RoleGuides/[Role] | Not Started | Two-adult rule if HIGH risk | ☐ - Day 1 | Data privacy + device basics (PHI/PII) | Prevents breaches and fines | Staff | Day 1 | /Volunteer/Privacy | Not Started | If handling PHI, complete HIPAA mini-module | ☐ - Day 1 | First assignment walkthrough + tools | Smooth first shift | Staff | Day 1 | Checklist: /Volunteer/[Program]/FirstShift | Not Started | | ☐ - Day 1 | Meet key staff + your mentor/buddy | Builds relationships and support | Staff | Day 1 | Contact list: /Volunteer/[Program]/Contacts | Not Started | | ☐

Week 1 (first 7 days) - Week 1 | Shadow supervised shifts (2–4 HIGH; 2 MED; 1 LOW) | Builds skills and safety habits | Volunteer | By end of Week 1 | Schedule: [Tracking System link] | Not Started | Supervisor: [NAME] | ☐ - Week 1 | Complete role-specific training modules (choose): patient escorts; info desk ambassadors; family waiting room hosts; NICU cuddlers | Ensures you can do the role well | Volunteer | By end of Week 1 | /Volunteer/Training/[Role] | Not Started | NICU requires extra screening | ☐ - Week 1 | Review current health protocols (e.g., COVID), provide TB test or food handler card if required | Protects health and meets rules | Volunteer | By end of Week 1 | /Volunteer/Health | Not Started | Upload proof to /Volunteer/Docs | ☐ - Week 1 | Confirm recurring schedule and comms (email/text) | Keeps the program reliable | Volunteer | By Day 7 | [Tracking System: Airtable/Sheets/Asana] | Not Started | Join group chat: [link] | ☐

Month 1 (first 30 days) - Month 1 | 30-day check-in with POC + mentor | Answers questions; supports you | Staff | By Day 30 | [POC: [NAME], [EMAIL], [PHONE]] | Not Started | Add feedback in Notes | ☐ - Month 1 | Boundaries and escalation refresher (incl. two-adult rule; driving rules if applicable) | Reinforces safe choices | Staff | By Day 30 | /Volunteer/Boundaries | Not Started | | ☐ - Month 1 | Close any pending compliance items; confirm hours logging | Keeps us audit-ready | Staff | By Day 30 | /Volunteer/ComplianceTracker | Not Started | Issue welcome kit if not yet | ☐

Welcome from the Program Lead (use in your welcome email) We’re so glad you chose to volunteer with [ORGANIZATION NAME]’s [PROGRAM NAME]. Your time and care help us serve [who you serve] with dignity and respect. This checklist shows what to do and when. Safety comes first, and questions are always welcome. We’re here to support you—please reach out to [POC NAME] anytime. Thank you for starting this journey with us!

Key contacts - Primary (POC): [POINT OF CONTACT NAME, EMAIL, PHONE] - Secondary/after-hours: [NAME, EMAIL, PHONE] - Emergencies: Call 911, then notify [Security Desk/location and phone]; assembly point: [Location]

FAQs (exactly 5) 1) Time commitment and scheduling: Most roles need [X] hours per [week/month]. Use [Tracking System] to pick or swap shifts. Give 48 hours’ notice when possible. 2) What to wear/bring: Closed-toe shoes; neat, comfortable clothes; [t-shirt/badge] provided Day 1. Bring water and light sweater. 3) Parking/transport/facility access: Park at [lot/level]; validate at [desk]. Transit: [lines/stops]. Enter via [entrance] and show ID for your badge. 4) Cancellation/absence policy: If sick or delayed, call/text [POC] and update [Tracking System]. For repeated absences, we’ll pause your schedule and reconnect. 5) Who to contact for questions or problems: Start with your mentor/buddy [NAME]. For scheduling or concerns, contact [POC]. For urgent safety issues, notify staff on duty and file an incident report.

Simple welcome kit list - Name tag and/or badge - Volunteer handbook and role guide - Program t-shirt or lanyard - Parking/transport info - Links: schedule, incident report, training modules

Accessibility and inclusion - Do you need any accommodations or have access needs (mobility, sensory, schedule, communication, dietary, prayer space)? Describe here: __________________________ Confidential contact for accommodations: [NAME, EMAIL, PHONE] Language access: This is available in [LANGUAGES] on request. Print-friendly note: Use plain fonts, high contrast, and ask for the large-print version if needed.

FORMAT B: Printable Checklist (B/W, standard margins) Volunteer Name: ____________________ Start Date: __________ Mentor/Buddy: ____________________ POC: ____________________

Pre-Start ☐ Submit application and availability ☐ Screening call (15 min) ☐ Verify identity and age (ID) ☐ CA DOJ Live Scan (FBI/DOJ) completed ☐ State criminal check and OIG exclusion check cleared ☐ MVR + license/insurance verified (if driving) ☐ CA sex offender registry check (if child/vulnerable) ☐ Mandated Reporter training done (if child-facing) ☐ Sign liability waiver and confidentiality/privacy ☐ Photo/media consent set ☐ Emergency contact provided ☐ Share accommodations/language needs ☐ Review handbook + code of conduct (acknowledge) ☐ Mentor assigned; first shift scheduled; orientation packet sent

Day 1 ☐ Orientation: mission, who we serve, program goals, DEI ☐ Facilities tour; badge/access issued ☐ Safety review: exits, PPE, first aid, emergencies ☐ Incident reporting process ☐ Role scope and boundaries (two-adult rule if HIGH risk); privacy basics ☐ First assignment walkthrough; meet key staff and buddy

Week 1 ☐ Shadow supervised shifts (2–4 HIGH; 2 MED; 1 LOW) ☐ Role-specific training (patient escorts/info desk/family waiting/NICU) ☐ Health protocol review; TB result/food handler card (if required) ☐ Confirm recurring schedule; join comms channel

Month 1 ☐ 30-day check-in with POC + mentor ☐ Boundaries and escalation refresher (incl. driving if applicable) ☐ All compliance items closed; hours logging confirmed; welcome kit complete

Role safeguards quick guide - HIGH risk (child/vulnerable/transport): Enhanced checks; boundaries training; 2–4 supervised shifts; two-adult rule; driving verification; immediate escalation for concerns. - MEDIUM risk: Standard checks; buddy system; first two shifts supervised. - LOW risk: Basic orientation; brief data privacy training if handling info.

First assignment quick steps 1) Check in at [location] 10 minutes early; meet [staff/mentor]. 2) Review today’s tasks and boundaries. 3) Ask questions; confirm your break time. 4) Check out; log hours; share any concerns with [POC].

Tracking and system integration - Status and notes: Use Not Started, In Progress, Complete; capture comments or follow-ups in Notes. - Use [Tracking System: Airtable/Google Sheets/Asana/Excel] and link it to this checklist for easy filtering by Phase, Owner, or Status.

Use cases and update triggers - Use for onboarding, training new coordinators, and compliance audits for CA. - Update when laws change, roles/risk shift, or feedback shows gaps.

Author: Director of Volunteer Services, [ORGANIZATION NAME] Last updated: [DATE] Questions? Contact [POINT OF CONTACT NAME, EMAIL, PHONE]