Volunteer Enrollment and Screening Documents
Enrollment and screening of VMN volunteers has three mandatory steps that are required for compliance with Virginia Cooperative Extension and VMN volunteer policies. Only after all three steps are completed may a prospective volunteer be enrolled in the VMN chapter's Basic Training course. Please review the section on this in the VMN Volunteer Policy Handbook for important guidance. The volunteer screening process, including the enrollment agreement, interview, and reference checks, are considered a confidential process.
Step One: Volunteer Enrollment Agreement (required for applicants) and Questionnaire (optional for chapters)
The Enrollment Agreement is a standalone, standardized contractual agreement with the VMN program, Virginia Cooperative Extension, and our other sponsoring agencies. This form must not be altered or added to. It is to be downloaded from or linked to on the VMN website at the time it is needed, thereby always being up-to-date with any compliance changes. Extra care should be taken to maintain confidentiality when receiving these documents.
VMN TRAINING CLASS APPLICANTS
and Chapter Curriculum Committee
This Enrollment Agreement form has been standardized for use by all chapters and their applicants, and its wording must not be altered. The PDF version is available for applicants to print and complete by hand. The MS Word version can be partially completed electronically, but must be physically signed.
and Chapter Curriculum Committee
This Enrollment Agreement form has been standardized for use by all chapters and their applicants, and its wording must not be altered. The PDF version is available for applicants to print and complete by hand. The MS Word version can be partially completed electronically, but must be physically signed.
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Volunteer Enrollment Agreement (standardized form all chapters and applicants must use) (MS Word)
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Volunteer Enrollment Agreement (standardized form all chapters and applicants must use) (PDF)
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VMN APPLICANTS - PLEASE SEE CHAPTER FOR THEIR SPECIFIC FORMS. (Not the templates below.)
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Chapter Basic Training Course Information Sheet Template (may be edited by chapters) (MS Word)
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For Chapter Use Only:
The information sheet is essential since this is where chapters will inform applicants about where to send their application packet and other information, such as course logistics and cost. Except for the required ADA information and civil rights indicia statements, the template we’ve provided can be altered to fit the Chapter’s needs, or simply used as a guide to create your own. | ||
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Volunteer Applicant Questionnaire Template (may be edited by chapters) (MS Word)
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For Chapter Use Only: The Chapter Questionnaire for applicants is optional but highly recommended to aid getting the best applicants for the VMN program. This template includes suggested questions, but chapters may alter it as much as they want (again, with exception of the ADA and civil rights indicia statements) or use it as a guide for your own questionnaire -(remember that you must add indicia and ADA statements to these documents (with the advisor as the ADA contact.) Email the VMN office for the most current approved versions of these, or use the ones on the template provided.)
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Step Two: Reference Checks (for Chapter Use Only)
One of the required parts of the Enrollment Agreement is a list of three references. VMN chapters must check the references provided by the applicant as part of the application review before accepting a volunteer into the VMN program. Acceptable means of checking the references include an in-person conversation, a phone conversation, or a written form sent via email or hard copy. Below is a document describing the types of questions that may and may not be asked.
One of the required parts of the Enrollment Agreement is a list of three references. VMN chapters must check the references provided by the applicant as part of the application review before accepting a volunteer into the VMN program. Acceptable means of checking the references include an in-person conversation, a phone conversation, or a written form sent via email or hard copy. Below is a document describing the types of questions that may and may not be asked.
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Volunteer Screening Questions for Interviews and Reference Checks (PDF) |
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Important to read before interviewing candidates and their references. This document will give you examples of questions to ask potential class participants, and ones to ask their references. In this, you'll also find questions that should not be asked in order to avoid discrimination.
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Step Three: Applicant Interviews (for Chapter Use)
To ensure the best possible experience for everyone in the VMN program, it is important to make sure that prospective volunteers understand the expectations of the VMN program and to determine whether volunteers’ expectations adequately match those of the program. Acceptable methods for accomplishing this goal include an interview with the prospective volunteer in-person or over the phone, or in a group information session in which the expectations of the VMN program are communicated and participants are given the opportunity to ask questions. Please keep in mind that we do not discriminate on the basis of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, veteran status, or any other basis protected by law. The volunteer screening questions and suggestions documents above (under Reference Checks) also apply to the applicant interviews.
To ensure the best possible experience for everyone in the VMN program, it is important to make sure that prospective volunteers understand the expectations of the VMN program and to determine whether volunteers’ expectations adequately match those of the program. Acceptable methods for accomplishing this goal include an interview with the prospective volunteer in-person or over the phone, or in a group information session in which the expectations of the VMN program are communicated and participants are given the opportunity to ask questions. Please keep in mind that we do not discriminate on the basis of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, veteran status, or any other basis protected by law. The volunteer screening questions and suggestions documents above (under Reference Checks) also apply to the applicant interviews.