A tool for staff partners to be used in conjunction with
“An Introduction to the QUAA and Alumni Relations & Annual Giving” Online Volunteer Orientation Package
Volunteer Info
Volunteer Name
Entity #
Role
Term Start – End Date
Topics to Discuss with New Volunteers
NOTE: The chart below indicates which topics / resources are covered in the Introduction to the QUAA and Alumni
Relations & Annual Giving Online Orientation Package. If an item is NOT covered in the package, this needs to be covered through in-person discussion. Some topics (Eg: Accessibility) which are included in the Orientation Package may require additional in-person follow-up and discussion.
Covered in Covered in
Topic Online Person?
Orientation?
Review primary staff/ volunteer partners
Who should the volunteer contact in case of concerns or issues with their role?
Who is the back-up contact if their primary contact is unavailable?
Review volunteer position description
What are the main goals and objectives for the volunteer’s role?
How will these be tracked/ measured?
No – Requires discussion
No – Requires discussion
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Questions?
Phone: 1-800-267-7837
Email: INSERT UNIT EMAIL

Topic
Covered in
Online
Orientation?
Covered in
Person?
Review QUAA volunteer organizations & QUAA Board org chart
What is the Queen’s University Alumni Association? Who is a member? What is the QUAA Vision? Mission? http://www.queensu.ca/alumni/quaa.html
What is the QUAA Board of Directors, and what do they do?
How does the volunteer’s role fit within the “big picture?”
Review Alumni Relations & Annual Giving org chart
How do areas in AR & AG work together? How does AR & AG work with the
QUAA? How does the volunteer’s role fit within the “big picture?”
Review departmental / unit / group objectives & goals
How does the volunteer’s role fit within the larger context?
How will the volunteer’s role contribute to your group’s objectives & goals?
Review Vision for Volunteering at Queen’s (see Appendix One)
Explain purpose, significance and connection to the volunteer’s role
Yes
Yes
No – Requires discussion
Yes
Review technical support & resources available
Queen’s Alumni Volunteer Opportunities Directory (VOD)
Alumni Guide to Acronyms & Buzz Words (Located on the VOD main page)
Review secure information & data management practices
FIPPA – Importance of confidentiality agreement & not storing separate data lists
Confidentiality agreement
Q-share for secure file sharing
Review accessibility considerations
What accessibility considerations need to be addressed for this volunteer’s role?
How can they help to ensure an inclusive and accessible Queen’s community?
(Eg: Planning accessible events; booking accessible meeting spaces for committees;
sharing documents in accessible formats etc)
Yes
Yes
Yes
(Requires follow-up discussion)
Questions?
Phone: 1-800-267-7837
Email: INSERT UNIT EMAIL
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Topic
Covered in Covered in
Online
Orientation?
Person?
Review diversity considerations
What diversity considerations need to be addressed for this volunteer’s role?
(Eg: Recruiting diverse volunteer teams; creating diverse nomination pools for alumni
awards; connecting/ interacting with diverse alumni/student groups etc)
Review risk management considerations
Volunteer Risk Management Guide
Role specific emergency/ risk mitigation information
Yes (Requires follow-up discussion)
Yes (Requires follow-up discussion)
Individual role training/ overview
What specific training/ information does the volunteer need to fulfil their role to the best of their ability?
No – Requires discussion
Establish future touch points to discuss progress on goals and objectives
When can the volunteer expect to hear from you next? What will you discuss?
Does the volunteer need to prepare anything for this conversation?
No – Requires discussion
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Questions?
Phone: 1-800-267-7837
Email: INSERT UNIT EMAIL

Appendix One – Vision for Volunteering at Queen’s
Appendix
Documentation
Two - Supporting
Document
Sent?
(If applicable)
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Received?
(If applicable)
☐ Confidentiality agreement **
Volunteer position description ☐ ☐
QUAA Guidelines for Conduct ☐ ☐
Copy of high-level departmental/ unit/ group objectives & goals ☐ ☐
Role-specific training documents and information ☐ ☐
** Located under “Forms, Templates & Sample Documents” on the Alumni Volunteer Opportunities Directory at queensu.ca/alumnivolunteer
Questions?
Phone: 1-800-267-7837
Email: INSERT UNIT EMAIL

Appendix Three - For Information
Only: Please note that the following links and documents are included in the “ Intro to the QUAA and Alumni
Relations & Annual Giving” online Orientation Package (listed in the order they appear):
 Vision for volunteering at Queen’s
 QUAA Board org chart
 Alumni Relations & Annual Giving org chart
 Alumni Volunteer Opportunities Directory
 Details on FIPPA
 Confidentiality agreement
 Q-Share
 Queen’s Accessibility Hub
 Accessible Customer Service Training
 A Guide for Cultural Competency Application of the Canadian Code for Volunteer Involvement
 Guide to Planning Inclusive Meetings
 Volunteer Risk Management Guide (including information on liability & insurance coverage for
Queen’s volunteers)
Questions?
Phone: 1-800-267-7837
Email: INSERT UNIT EMAIL

Appendix Four - Administrative Set up
Task
Code in Advance as “Current” under the appropriate committee code, and add a role start/ stop date
File signed position description in Advance and on the I-Drive according to guidelines
Send signed confidentiality agreement to Records
Add volunteer’s name to appropriate email distribution lists
Complete?
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Appendix Five- Administrative Closing (Volunteer Retirement)
Task
Draft recognition letter based on template
Forward recognition letter to ED/AVP for approval
Mail recognition letter & file as an Entity note in Advance
Select recognition gift based on level of engagement
Record recognition gift given as an Entity note in Advance
Code role as “Former” in Advance
Send Exit Survey
Follow-up based on Exit Survey response
Complete?
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Questions?
Phone: 1-800-267-7837
Email: INSERT UNIT EMAIL