Most business companies and organizations conduct volunteer events and activities to help those who are in need such as victims of various calamities and even people who are dealing with poverty. These actions that help humanity are not only beneficial for the recipients but also the company and the volunteers themselves as well. However, when conducting this type of event, a company must ensure that they have sufficient documentation for the whole process of the activity ranging from the procedure of assessing prospective volunteers up to the day of the event. With this, the first document that the company will be using is known as a volunteer registration form.
A volunteer registration form is a document that the human resource department of a company will use for collecting the general information of employees who want to participate in a volunteering activity or event. The form will be able to cater the details of the volunteering employee along with his preferred schedules for conducting the volunteer work and even the type of service he will be volunteering with the company. Once completed, the employee will also have to sign a few documents necessary for fulfilling the volunteer registration process such as a waiver of liability and other forms that the company deems important for a safe yet successful event.
Volunteer registration forms can vary on what the job description of each volunteering employee is and what type of volunteering work will be hosted by the company. Below are some of the common varieties of volunteer registration forms that the human resource department of a company can use and edit to fit the company’s objectives:
Coach Employee Volunteer Registration Form – This is ideal to be used by educational institutions and companies who will be hosting a soccer league where a coach is needed to lead the teams. With a coach employee volunteer registration form, the interested participant will be able to disclose his contact information including his address, emergency contact details, driver’s license number, and job position or occupation. Other contents of the form that needs to be filled out by the participating employee include the type of volunteer position that he will be applying for, his choice of team to lead in the league, and the details of his coaching work experience. The participating employee should also affix his signature on the form to certify that what he disclosed are factual and that he is aware of the guidelines for the safety of his team.
Since a soccer league is a sports event that involves tons of physical contact, the participating employee must sign a medical consent and release form. The purpose of signing the consent is to permit the company to provide immediate treatment to the employee whenever an accident will occur that results in an injury obtained by the employee.
Medical Employee Volunteer Registration Form – Companies that offer medical services also organize events for their staff and employees, especially those that involve providing laughter and joy to children and medical patients. For an event that includes a tournament, a medical company must look for volunteers who are willing to pay a significant amount to sponsor the event and who will serve as the event’s organizing staff. With this, a medical employee tournament volunteer registration form must be used to gather the basic details of the volunteer, state the package inclusions for the fees and sponsors, the size for the uniform of the volunteer, as well as the type of committee the volunteer is willing to take part of. A payment information section is also incorporated on the form along with the committee descriptions that will help in informing the employees of what their responsibilities and obligations are.
Volunteer Registration Agreement Form – This volunteer registration form is accompanied by a volunteer agreement section. The purpose of having the agreement is to lay out the rules and regulations that the volunteer will be following throughout the volunteer event or program. The agreement will also include details regarding the responsibility of the volunteer to be individually liable for the possible risks and dangers of the activity. To indicate an approval, the volunteer must affix his signature on the form and submit the document to obtain the signature of the authorized personnel who is sponsoring and organizing the volunteer program.
Volunteer Registration Liability Release Form – Compared to the aforementioned forms, this variety has only three main sections namely the volunteer information section, release of liability section, and a parental consent or legal guardian authorization section. To fill out the form, the employee must complete the volunteer information section that is allotted to volunteer employees, and not the latter area that is for non-employee volunteers. Then, the release must be read and understood which is essential for acknowledging the employee’s choice of releasing the company from any claims toward injuries that he may obtain as he fulfills his duty as a volunteer. Lastly, if the employee is still a minor or someone who still needs the approval of his legal guardian and parents, then the employee’s mother or authorized guardian must sign and date the form.
Worker’s Program Volunteer Registration Form – This type of document has a section that informs the employee that the choice of joining the event as a volunteer will not be rewarded with an employee or a workers compensation. However, the employee will be provided with meals and transportation benefits during the event.
Every variety of volunteer registration form will have different formats, sections, and fields that the employee will have to understand and complete. Nevertheless, enlisted below are the significant sections and contents that any volunteer registration form must have:
Companies and organizations use volunteer registration forms for them to be able to record the significant data and information of their volunteers. Additionally, a company will also be able to conduct an effective background check for the employees who are willing to take part of the volunteer program. This background check process will help in determining if an employee is eligible and qualified to be a volunteer for the company.
Another reason why the form is important to be used is to inform the company about what each volunteering employee prefers and expects for the volunteer program. Specifically, the employee must be able to choose and indicate what he will be serving and what his duty will be during the program unless he authorizes the company to allocate him an obligation without having the need to present some options to him.
Lastly, the volunteer registration form is also a tool that will help the company in determining how many employees are up and ready for the program. With this, the company will know if they have reached their goal for the number of volunteers or if they need to strategize into engaging their employees more for the company’s activities.
Volunteer registration forms can be enclosed and accompanied by other documents such as agreements and application forms. However, aside from a volunteer agreement, the registration form can also be submitted along with the employee’s thoughts and suggestions with the aid of a survey form. This document will help the company in acknowledging how they will plan out and make the program or the series of activities to have a successful volunteering event.
A volunteer service confirmation can also be used by the company. This form should be sent to the final list of employees who are named as the company’s volunteers. By sending the form, the company will know if their final list of volunteers is still interested in joining the event as well as in paying the fees for sponsoring the program.
Moreover, a volunteer feedback and evaluation forms must be given to the volunteering employees after the event. These documents will serve as tools for the company to gather the ratings of their volunteers regarding the event along with a few statements that will highlight the positive and the negative matters that the company must take into consideration when planning a volunteer program in the years to come.