Literacy Basics - Community Literacy of Ontario

Volunteer Evaluation and Exit

Evaluation

The process of evaluation tends to make almost everyone uneasy. It can make volunteers nervous and it can be hard for busy literacy practitioners to find the time for evaluation. According to Community Literacy of Ontario's volunteer survey, just 58% of literacy agencies formally assess the performance of their volunteers.

However, evaluation is important and it is part of maintaining a safe and productive environment for all. At its best, the process should provide both parties with the opportunity to acknowledge the quality of the work being done. If problem areas are identified it is the perfect time to discuss these and make changes, or come up with a plan to provide support and/or training. Overall, volunteers' confidence in their ability to do the job should be increased as a result of the process.

Evaluation does not have to be complicated and overwhelming. It does have to be useful and meaningful to the organization and the volunteer. It almost goes without saying that the whole process must be confidential.

The Ontario Screening Initiative recommends that:

• Feedback on job performance should occur at least once per year, and probably more frequently in the first year
• Evaluations should be based on the position description
• The supervisor should go through the position description point by point and ask for comments from the volunteer, as well as giving their own feedback
• Clearly state both positive comments and any areas of concern
• Document the evaluation and have it signed by both the volunteer and the supervisor
• File the evaluation in a safe and confidential place

In addition to using the job description to review performance, here are some other questions literacy agencies could ask of their volunteers:

• Do you need more information, resources or training?
• Are you happy with your current volunteer position?
• What future goals do you have as a volunteer?
• What is the best experience you have had while volunteering with us?
• What changes would you like to see in our volunteer program?
• How can we further support you as a volunteer?

The Ontario Screening Initiative has produced an excellent resource on volunteer evaluation that you can view online at: http://volunteer.ca/files/SupervisionAndEvaluation.pdf.

It is also important to ensure that all information gained during the volunteer screening process be kept safe and secure. By its nature, it is highly private and confidential information so be sure to guard it as such. For more information on privacy issues, please visit the website of the Ontario Ministry of Agriculture and Food at: http://www.omafra.gov.on.ca/english/research/new_directions/
pipeda.htm.

You can also find federal information on the Personal Information Protection and Electronic Documents Act (PIPEDA) at: http://laws.justice.gc.ca/en/P-8.6/.

top of page

NEXT PAGE

Designed and hosted by in collaboration with CLO