Release of a Volunteer Procedure
1. Upon notification from either the volunteer’s supervisor or the employed staff supervisor, issues
regarding a volunteer’s release from service will be discussed with the functional staff and
director of the appropriate department. The Vice President, Recruitment & Retention will also
be made aware of the situation. A plan of action will be determined including whether the
volunteer’s release is from the council or from a specific volunteer position. Once final decision
is determined, the volunteer’s record will be updated in GSWPA’s database to indicate a “do not
appoint” status and if deemed necessary, the troop/service unit checking account will be frozen.
2. The volunteer’s supervisor will request a meeting with the volunteer to be released.
The employed staff supervisor should also be present. The meeting will outline why the
volunteer is to be released. References such as the position description and Volunteer
Essentials should be utilized during the release as necessary.
3. The volunteer will be given the opportunity to provide and document comments on these issues
regarding their performance.
4. The director, recruitment & retention will work with staff supervisor who will generate a release
letter utilizing a template citing specific reasons for dismissal. This letter will be mailed to the
volunteer within two (2) business days. A copy of the dismissal letter will be forwarded to the
appropriate staff for GSWPA database updates and filing.
5. If the volunteer is in the Troop, the GSWPA staff will notify the service unit manager or
appropriate service team members. The service unit manager and/or the GSWPA staff will hold
parent meetings as deemed necessary.
6. The voluntary resignation by a volunteer will be addressed in the operating procedure titled
Accepting a Volunteer’s Resignation.
7. GSWPA reserves the right to immediately dismiss and restrict participation of any volunteer
based on the severity of incident.