Prepare a Volunteer Reference Sheet
Create a compact, approved guide to shift instructions, contacts, emergency procedures, and communication norms.
Choose information volunteers need
A reference sheet is a quick reminder for routine shifts, not a substitute for orientation or an emergency plan. With a coordinator's approval, include the role name, the date or version of the instructions, the usual check-in point, and the first steps volunteers should take. Keep it focused on information people may need while working.
For example, a pantry shift sheet might note where volunteers check in, where clean supplies are stored, and which staff role handles questions about an uncertain item. Avoid adding private participant details, passwords, or information that should be available only to authorized staff.
Record contacts and communication methods
List the appropriate shift contact by role or name, along with the organization's approved contact method. State when to use that method: a text for a late arrival, a call for an urgent on-site issue, or an email for a schedule question, if those are the organization's preferences. Confirm that the information is current before circulating the sheet.
Include how a volunteer should report an absence or request a schedule change. If contact information changes frequently, it may be better to point volunteers to an official directory or ask the coordinator to update and redistribute the sheet. Do not add personal numbers without permission.
Include procedures with clear limits
Emergency information should come from the organization. Ask which procedures volunteers should know, where posted instructions are kept, how to alert staff, and what to do if an immediate emergency occurs. Record only the approved steps and make clear when a volunteer should seek staff direction instead of acting independently.
The sheet can also point to the site's rules for privacy, incident reporting, and handling materials. Do not invent procedures for medical events, safety concerns, or participant records. If the official guidance is unclear or missing, mark the issue for the coordinator to resolve before volunteers rely on the sheet.
Review, protect, and maintain it
Ask a staff member to check the sheet for accuracy, clarity, and information that should not be shared. Use plain headings and short bullets so someone can scan it during a busy shift. Store it where authorized volunteers can reach it, and follow the organization's rules for printed copies or digital files.
Set a review point, such as when the role or contact changes, and remove outdated versions. A simple footer with an update date can help people notice whether they have a current copy. The best reference sheet is brief enough to use, accurate enough to trust, and explicit about where to ask for help.
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