April 2009

THE VOLUNTEER POLICE INFORMATION CHECK

PROGRAM Information Session

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Agenda

1. Introduction

2. Screening

3. Volunteer Police Information Check Program

4. Questions & Wrap Up

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Screening

Screening is about ensuring a “right fit” for the volunteer and your organization.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Screening

Screening is an ongoing process designed to identify any person – whether paid or unpaid, staff or volunteer – who might harm children, youth or other vulnerable persons or who may cause harm to the organization.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Screening

10 Safe Steps to Screening

1. Determine the risk

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Screening

Determine the RiskFOR EACH VOLUNTEER ROLE IN YOUR ORGANIZATION

• The client or individual participating• The person (staff or volunteer) administering the activity• The level of supervision available• The setting of the activity• The type of activity

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Screening

10 Safe Steps to Screening

1. Determine the risk2. Write a clear position description3. Establish a formal recruitment process

4. Use an application form5. Conduct interviews6. Follow up with references7. Request a PIC or other relevant checks

8. Conduct orientation and training sessions9. Supervise and Evaluate10. Follow up with program participants

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Screening

Ongoing Screening Activities

• Probation Period• Buddy System• Random Checks• Telephone Check-in• Observation• Feedback• Client / Family Check-in• Support Sessions

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Screening

Screening is about an investment in the relationship that your organization has with

people – paid and unpaid.

THE VOLUNTEER POLICE INFORMATION

CHECK PROGRAM

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Who?

• Premier Ed Stelmach and the Government of Alberta has launched the Volunteer Police Information Check Program

• Funding is provided by Alberta Culture & Community Spirit, through the Safe Communities Secretariat.

• Volunteer Alberta is the Administrator of the program.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Why?

• Significant amount of money spent by Alberta nonprofit/voluntary sector organizations and individual volunteers to obtain PICs.

• These administrative costs divert operational funding away from the core services of organizations.

• These costs serve as a barrier to recruiting volunteers.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

What?• Three year pilot program, announced April 8,

2009

• Provides funding to cover costs of obtaining police information checks for volunteers in eligible circumstances

• Application process where organizations apply for a Volunteer Organization Authorization Number (VOAN), which will be used on PIC forms

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

How to Apply…

To participate in the VPIC Program, your organization must fill out and submit an online application at:

http://VOAN.volunteeralberta.ab.ca

Volunteer Alberta will assess the application and determine eligibility.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

What makes me eligible?• The organization must perform a community

service in Alberta;• The organization must be a registered

nonprofit organization under the Alberta Societies Act, the Alberta Business Corporations Act, Part 9 of the Alberta Companies Act, or a Special Act of the Alberta Legislature; and

• The services provided by the organization involves volunteers in eligible circumstances.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

What are ‘eligible circumstances’?

…those who volunteer with individuals who are at greater risk of being harmed than the general population because of:

• age (those under age 18, and those 65 years of age and older); or

• disability (including a physical or mental disability, or a mental illness);

and the individuals the volunteer engages with are:

• in a position of dependence on others; or• in the care of persons in a position of authority or trust

relative to them.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

In addition…

In order to be eligible for a VOAN, your organization must be located in a community that currently charges for police information checks for volunteers.

Volunteer Alberta has no say about which communities do and do not charge for volunteer

police information checks.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Example 1

Jesse wishes to volunteer as a “Big Brother” with Big Brothers Big Sisters. In this capacity, Jesse would be spending time with a child who is under 18 years of age. Jesse would also be in a position of authority or trust relative to the child.

Jesse therefore would be volunteering in eligible circumstances. Big Brothers Big Sisters can use its VOAN to obtain a PIC for Jesse free of charge.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Example 2

Sandra is a retired accountant who wishes to volunteer her time with Meals on Wheels, providing help with the organization’s finances.

Although Meals on Wheels may wish to obtain a PIC for Sandra, Sandra would not be volunteering in eligible circumstances.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Example 3

Claresholm Animal Hospital would like to apply for a VOAN in order to get free police information checks for their volunteers.

However, Claresholm RCMP currently does not charge for PICs for volunteers; thus the Claresholm Animal Hospital would not be eligible for a VOAN.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

VOAN

If approved, your organization will receive official documentation, including a Volunteer Organization Authorization Number, or VOAN.

The VOAN is a confidential identifier that is unique to each organization.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

What if I am not approved?

If your organization’s application is not approved, your organization can appeal the decision.

Appeal options will be discussed at that time.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

This program does NOT…

• Apply to every nonprofit/voluntary organization in the province

• Change the way the sector currently applies for PICs

• Impact any existing arrangements that nonprofit/voluntary sector organizations may have with their local police agencies regarding PICs for volunteers.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Question 1

Q: Do individual volunteers need a VOAN?

A: • No, VOAN is assigned to a nonprofit/voluntary sector

organization. The VOAN can be used only by the organization to which it is assigned.

• The organization must use this VOAN when requesting PICs for volunteers in eligible circumstances

• To ensure accountability, the VOAN must be presented alongside the organization’s name at the time a PIC request is made to a police agency.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Question 2

Q: I am the Executive Director of a provincial organization. Can I apply for a VOAN on behalf of each local subsidiary of my organization?

A: No. A VOAN is a unique identifier that is to be used by each local organization and cannot be distributed by a provincial level organization to its local chapters. Local sections of a provincial or national organization must each apply on their own behalf. 

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Question 3

Q: Will this program increase the time it takes to obtain a PIC?

A: No. As part of the pilot program, police agencies will establish a target of processing PICs for eligible volunteers (accompanied by a VOAN) within 7 working days of the request.

THE VOLUNTEER POLICE INFORMATION CHECK PROGRAM

Question 4

Q: What exactly does this mean for my volunteers?

A: If an organization is eligible and receives a VOAN, that VOAN will be given to the volunteer to record on their PIC request form.

Thank you

Questions and Concerns?

VOAN.volunteeralberta.ab.ca

VOAN@volunteeralberta.ab.ca