Volunteers leave their roles for many different reasons. The leaver's process collects this information to allow for reporting data to be collected for your organisation. The Leaver's Reference Form is the second part of the leaving process and can be used by managers to provide information specific to the volunteer, making sure that the record is fully complete depending on the leaving reason. Volunteers do not see this information or have any access to it and the information is not used in any reports. It is simply stored with the volunteer's record in case it's needed in future.
You should follow your organisation's process for the reference form. It may not be relevant for some volunteers or those leaving some roles.
Accessing the form
The named manager will receive a notification when a volunteer initiates the leaving process. If another manager does this, a notification to the named manager is an option. Y
A blue link called Review will show on the relevant row in the Roles & Responsibilities tab of the user record if a review has yet to be provided. Clicking on this will take you to the form.
A yellow dot will also be displayed in the Leavers' report if the reveiw has not been completed.
Completing the reference form
The questions and options will vary depending on the leaving reason provided. Please see the next section for details. The full options are explained below.
The name of the volunteer, the role(s) they're leaving, when and why are all show at the top of the form. You will also be able to see who completed the leaver process - the volunteer or a manager.
To complete the form you must provide an answer for each question.
If you do not want to complete the form, please use the back button on your browser. Clicking on Cancel leaving process records that the volunteer is no longer leaving the role.
First, you're asked two key questions about the volunteer and whether or not you would recommend them as a volunteer for your organisation either in the same role or in a different one.
It's common for people to volunteer so that they can gain experience, skills or have something on their CV. Your organisation may offer to provide a reference after they leave. With a lot of volunteers to manage, it may be helpful to record a few comments at this stage so that they are available to be used, if appropriate, should a reference be requested later.
Either I will provide or I cannot provide a reference must be clicked. I cannot provide a reference is not a negative statement and should be used whenever you won't be adding comments. This can be for many reasons eg the volunteer is retired so is unlikely to need a reference in future.
If you choose to provide a reference, you can add your comments to the text field that appears.
You may need to follow-up with a volunteer who is leaving to collect fundraising buckets, table cloth, security pass, volunteer ID badge etc. Setting a reminder will add it to your dashboard.
You're also able to make use of the thank you email that is built in. As with many of Assemble's standard messages, there's pre-set wording with the option for you to add your own thanks and best wishes. This is sent to their email address so can be completed even if they can no long log into Assemble.
Click the blue Complete leaver's process button to submit the form. The review link will no longer show on their role record.
Form variations by leaving reason
Setting a reminder to ensure the safe return of resources is available in all situations. Some other options in the leaver's reference form will not be required or available for all leaving reasons. These are summarised below.
Reference questions will not be displayed for the following leaving reasons:
- Unhappy with the charity
- Team closed
A thank you message cannot be sent for those leaving a role for the following reasons:
- Required to leave - Problem Solving (safeguarding)
- Required to leave - Problem Solving
- Removed at audit
- Left during/after problem solving