Volunteer Capacity Assessment 

Partner 

Year in Program: Year 1 Year 2 Year 3 

This tool measures the level of volunteer program infrastructure present at a 

service organization. 

INSTRUCTIONS:

Mark “Yes” for indicators that have been completed/are in place at the organization. Mark 

“No” for indicators that are not in place at the organization. Mark “Somewhat” for indicators 

that are in the process of being completed or put in place at the organization. 

Please mark only one answer per question in the column that corresponds with the 

assessment period in your program year (baseline, mid, or post). 
1

Please email all completed assessments to your Supervising Organization. 

Volunteer Plan Development

Reflects volunteer utilization, addresses values for volunteer involvement and addresses the need 

for procedures for managing volunteers. This standard is typically indicative of the first program 

year.

Indicator Achieved (Yes/Somewhat//No)

Baseline Mid Final

1a

Benefits and challenges related to volunteer involvement inside the 

organization have been identified.

1b

Organizational leadership has defined volunteer engagement as a

priority.

1c

There is a plan in place to dedicate appropriate resources (e.g., 

financial, space, training, supervision, etc.) to the organization’s 

volunteer program.

1d

A recruitment plan for volunteers has been created, including marketing 

to community organizations (e.g., outside organizations, businesses, 

service clubs) and diverse populations.

1e

Potential community partnerships for recruitment have been identified

(e.g., outside organizations, businesses, service clubs).

1f

Human resources and risk management policies that relate specifically

to volunteers have been developed.

1g

A volunteer waiver form that addresses potential risks is signed by all 

volunteers.

1h

Needs for volunteer roles throughout the organization have been 

identified, including opportunities for skilled volunteers or volunteer 

leaders.

1i

Volunteer position descriptions that include performance goals or 

expectations have been developed.

1j

A volunteer application form and application process is in place (e.g., 

system for distributing, collecting, and reviewing applications and 

conducting interviews as appropriate).

1k

An interviewing and screening process, including appropriate criminal 

and/or motor vehicle background checks when applicable, has been 

developed and implemented.

1l

Volunteer orientation trainings and materials have been created and 

implemented (e.g., handbook, emergency procedures plan, etc.)

1m

A supervisor has been identified for every volunteer role.

1n

A volunteer retention and recognition plan that includes formal 

(e.g., celebration, gifts) and informal (e.g., organizational culture of 

appreciation) recognition has been developed.

1o

A system to receive volunteer feedback has been developed.
2

1p

Volunteer tracking mechanisms (e.g., tracking of volunteer hours, tasks 

accomplished, etc.) are in place.

Volunteer Plan Implementation

Staff is comfortable and confident at supervising and utilizing volunteers effectively. This 

standard is 

typically indicative of the second program year. 

Indicator Achieved (Yes/Somewhat//No)

Baseline Mid Final

2a

A purpose statement has been developed for the organization’s

volunteer program.

2b

Resources (financial, space, training, supervision, etc.) have been

allocated for a volunteer management program.

2c

A plan has been created to incorporate community organizations (e.g., 

outside organizations, businesses, service clubs) in regular volunteer 

activities.

2d

Strategies to develop potential partnerships with community 

organizations (e.g., outside organizations, businesses, service clubs) 

have been identified.

2e

A volunteer recruitment plan has been implemented.

2f

All volunteers and staff have been trained in appropriate human 

resources and risk management policies that relate specifically to 

volunteers.

2g

Diverse volunteer roles that include a wide range of abilities, ages, and 

interests have been established.

2h

Volunteer roles have been documented and communicated to 

appropriate staff.

2i

A system to provide feedback and evaluation on the work of individual 

volunteers has been developed.

2j

A responsive communications process is in place so volunteers are 

contacted within a reasonable time after they apply.

2k

An ongoing volunteer training plan and materials have been developed.

2l

Volunteer supervision responsibilities are included in staff and 

higher-level volunteer position descriptions (e.g., providing support, 

opportunities for communication, accountability).

2m

Strategies (e.g., events) are in place to build relationships between 

staff and volunteers.

2n

A system is implemented for volunteers to receive formal (e.g., 

celebration, gifts) and informal (e.g., organizational culture of 

appreciation) recognition of their contributions.

2o

A system to receive volunteer feedback has been implemented.
3

2p

Volunteer tracking mechanisms are maintained and checked for 

accuracy on a regular basis.

Volunteer Plan Sustainability

Organization utilizes volunteers alongside staff to achieve its mission and has a plan to 

sustain the volunteer program. This standard is typically indicative of the third program 

year. 

Indicator Achieved (Yes/Somewhat//No)

Baseline Mid Final

3a

A plan for integrating volunteers into the organizational structure at 

multiple levels has been developed.

3b

The organization’s annual budget reflects detailed expenses for 

volunteers (e.g., staff time, recruitment, training, supplies, space, 

recognition, etc.)

3c

At least two community organizations (e.g., outside organizations, 

businesses, service clubs) have been approached in efforts to build 

partnerships for volunteer roles in the organization.

3d

Recruitment efforts are regularly evaluated for their effectiveness and 

adjustments are made to strategies accordingly.

3e

The organization has a plan to ensure that volunteers represent the 

diversity within the community, including a system for recruiting and 

meeting needs of diverse groups.

3f

Volunteer supervisors are held accountable for ensuring that their 

volunteers are complying with applicable human resources and risk 

management policies.

3g

The organization conducts an annual review and update of all 

volunteer position descriptions.

3h

A system to provide feedback and evaluation on the work of individual 

volunteers has been implemented.

3i

Volunteers are matched with appropriate positions based on their 

abilities, interests, and level of commitment.

3j

Ongoing training plan and materials have been implemented.

3k

Staff and volunteer leaders are trained in volunteer management

best practices that include varied approaches appropriate for diverse 

individuals and groups.

3l

Conflicts between staff and volunteers have been anticipated and

addressed by organization administration.

3m

The organization’s volunteer retention rate (e.g., number of volunteers 

that completed their original commitment to the organization) is 

tracked, recorded, and analyzed.

3n

There is a process in place to analyze volunteer feedback and to make 

adjustments to the program.
3o

An evaluation plan has been developed to utilize the data obtained 

using the volunteer tracking mechanisms.