3 Select

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3.SELECT

On this page, you will learn about the SELECT stage of the volunteer lifecycle and how to apply this to various TSA volunteer types. This page will have 2 components

  1. Overview of select - the general principles you should know in the selecting stage
  2. Volunteer types: unique processes and/or resources

Tip: don't forget to click on the volunteer type(s) you are looking to engage to ensure you have all the information and resources needed to effectively select volunteers. 


Selecting the right volunteer can be a tricky process, but following these steps can make it a seamless one. 

1. Confirm interest of all candidates/applicants 

2. Gather information 

3. Confirm Commencement 

4. Record Keeping 

5. Notify unsuccessful candidates 

Once you've reflected in the Recruit stage, it's time to select your preferred candidate. Ensure the person you have selected ticks all the right boxes. If they don't, don't feel pressured to progress. VR can assist you in another round of recruitment. 

Once you're confident with your selection, you'll need to get in contact with your chosen candidate.

What you need to do: 

  • Affirm your interest in them joining your mission expression/program 
  • Confirm their interest in progressing 
  • Answer any questions they may have 
  • Outline next steps

To progress their onboarding, you will have to collect essential information required for safe and effective engagement. 

Helpful resources: 

If the above has been satisfied, you will need to confirm either in writing or over the phone, first-day details including: 

  • First-day start date and time 
  • Location and parking/public transport options 
  • Contact person on the day
  • Dress code 
  • Anything they need to bring  

You should also review or provide the following: 

  • Mission Volunteer Registration Form:  this was completed in the 'gather information' step, here you will simply need to review and sign the document
  • Mission Volunteer Agreement: to be read and signed before commencing position
  • NEW Mission Volunteer Handbook (coming soon): give the opportunity to read before their commencement 

Situational Forms:

Helpful resource: 

  • Pre-commencement Checklist (coming soon) 

Record keeping is an essential step for us as an organisation. Not only does it secure the volunteer's involvement, but it is also how we evidence as an organisation that we have completed all requirements.

What you need to do: 

  • Ensure you have co-signed paperwork where required
  • Enter the required information into your approved TSA system (VMS or VRR). This includes: 
    • Approved volunteer position  
    • Integrity check information (Police Check and WWCC/WWVP) 
  • All physical files should be securely stored at your site. This can be stored via a physical filing system or a secure digital one. 

Helpful resources: 

  • Mission Volunteer Record-Keeping Procedure (coming soon)

It is important to notify unsuccessful candidates of your decision. By doing so, you are reducing their wait ensuring they have a dignified experience with The Salvos. 

What you need to do: 

  • Make contact with the unsuccessful candidate(s) either in person, phone or email (last resort)
  • Provide feedback on their interview and clarify what you were looking for (use Position Profile as guidance)
    • Understandably, they may feel disappointed. Be empathetic of their feelings and provide some support
  • Where it is appropriate to do so, provide some alternative opportunities either at your mission expression or direct them to other general opportunities such as Red Shield Appeal

VR Tips:

  • Take the time to gather information and ask referees questions that will help you determine the candidate's suitability to both the role and your mission expression/program
  • Recruitment takes time. Don't feel that you need to select a candidate even if they don't fit the criteria. It is best to discuss with your VR Advisor alternative recruitment strategies. 

Corps-facing

It is important to follow the above principles - even if you know the candidate. This will ensure an equitable and fair process for all involved, as well as ensuring all the required documentation has been completed. 

It can be tricky to select the right volunteer within a Corps-setting, especially if there are multiple candidates. It can be tricky for a number of reasons including: 

  • Having a close or long-time relationship with candidates 
  • Candidates may know each other 

To limit some of the impacts of 'tricky situations', we suggest: 

  • Ensuring you have selected the candidate based on the position's requirements. By doing so, you have the Position Profile to reference as a reason for your selection. 
  • Affirm the importance of unsuccessful candidates to your Corps and community.  Where possible, identify other opportunities for engagement/participation. 

Select resources:

Community-facing

All of the above principles apply for all community-facing positions. This will ensure an equitable and fair process for all involved. Take the time to review any situational forms required for the position and/or your mission expression program. 

Select resources:

Student Placement

All of the above principles apply for all Student Placement Volunteers, however different forms are required. You will also need to be aware of the following considerations: 

  • It is important to keep a record of any MOU used 
  • It should be clear whose insurance covers the engagement (Student Placement volunteers are typically covered by their education provider's insurance) 
  • Hours, attendance and any planned leave should be agreed upon before commencement 
  • In addition to the student needing to complete TSA paperwork, you may be required to complete paperwork from their education provider 

Select resources:

Work for the Dole

Selection of WfD volunteers is typically facilitated by the Jobactive provider. So that you have a greater amount of control over who is selected, it is important that you have a detailed WfD Agreement. Go back to Plan if you have not created one. 

Integrity Checks 

  • It is the responsibility of the Jobactive provider to organise and cover the costs of required integrity checks
  • The cost of integrity checks should not be included in the activity budget
  • If the Jobactive provider tries to push this responsibility on you, please seek assistance from your VR Advisor. 

WfD Volunteer not meeting expectations? 

  • If a WfD volunteer does not satisfactorily meet the requirements of the WfD Agreement, it is important to discuss this with your Jobactive provider immediately. 
  • If it is agreed that the participant is unsuitable, then another suitable job seeker will commence as soon as possible.
    • If you decide not to engage further WfD volunteers, you are required to repay any given fee on a pro-rata basis depending on the time remaining for the six months placement. This must be specified in the Activity Host Organisation Agreement. However, if the Lead Provider fails to find other job seekers to fill the place, then the entire remaining fee can be retained by the Host Organisation.

Select resources:

Other Government Sponsored

Selection will depend upon which type of Government Sponsored volunteer you are intending to engage, as well as the intended role. As there are certain limitations as to what information can be disclosed to TSA, an additional risk assessment may be required before proceeding with this type of engagement. 

Your VR Advisor will guide you through engaging Government Sponsored volunteers. Do not accept Government Sponsored volunteers without having discussed with your VR Advisor.  

Select resources:

Corporate

Selecting the right corporate volunteers still involves the 5 keys articulated above, but the level of rigour is different as most engagement is event-based.

Confirm interest
  • Discuss the Activity Proposal with the Corporate Volunteer Coordinator and affirm your interest in their involvement. 
  • Confirm their interest in progressing 
  • Outline next steps
Gather information
  • Collect any insurance certificates such as Public Liability or Workers Compensation if required 
  • The activity shouldn't require integrity checks of any kind, or reference checks. 
  • If you have not run this type of activity, please consult your VR Advisor on this step if you are unsure.
Confirm commencement
  • Forward the Corporate Volunteer Agreement & Approved Activity Brief to the group's coordinator with instructions that all corporate volunteers part of the activity must complete it prior to arrival
    • Note: we are currently reviewing Corporate Volunteering paperwork, if you need assistance please contact your VR Advisor.
Record keeping
  • Ensure you have co-signed paperwork where required
  • All physical files should be securely stored at your site. This can be stored via a physical filing system or a secure digital one. 
Notify unsuccessful candidates
  • If you had other interested corporate groups, ensure you have notified them and where appropriate, direct them to other opportunities. 

Select resources:

Once-off & Event

Similar to corporate volunteers, selecting the right once-off & event volunteers still involved the 5 keys articulated above, but the level of rigour is different.

Confirm interest
  • Once they have expressed interest and have appropriately answered and screening questions, confirm their interest in progressing 
  • Outline next steps
Gather information
  • The activity shouldn't require integrity checks of any kind, or reference checks. 
  • If you have not run this type of activity, please consult your VR Advisor on this step if you are unsure.
Confirm commencement
  • Forward the Mission Volunteer Agreement for completion
    • Note: Once-Off & Event Volunteer Agreement - coming soon. Please use the Mission Volunteer Agreement in the interim. 
Record keeping
  • Ensure you have co-signed paperwork where required
  • All physical files should be securely stored at your site. This can be stored via a physical filing system or a secure digital one. 
Notify unsuccessful candidates
  • If you had other interested candidates who were unsuccessful, ensure you have notified them and where appropriate, direct them to other opportunities. 

Select resources: