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Establishing: Collecting Volunteer Information

Collecting volunteer information begins during the initial application and screening process. Prior to this process, you should consider which data to collect and the database’s design and format.

The data you collect may consist of the volunteer’s name, address, other contact information, professional skills, education, training, current certification and licensures (including expiration dates), languages spoken, times of day available, how best to reach, etc.

Some units require applicants to have copies of certifications, licensing, and other documentation supporting their education and credentials. (For other data items to include on your application form, see the Technical Assistance Series publication Developing Volunteer Relationships and Capabilities.)

The format of a prospective volunteer’s application should:

• Be easy to complete
• Include all data points you need to collect
• Provide for efficient data transfer from the form to your database

Where appropriate, all data entry fields should be completed by the applicant. When you add or delete fields from the database, adjust your application form accordingly.

It is important to design your database and application forms prior to data collection. This will provide for easier data entry and ensure that information will be processed promptly.

The information you collect can help track active and inactive volunteers. This information can help you evaluate volunteer data and provide a broader view of your MRC, showing your unit’s overall capacities and incapacities.

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Last Updated on 8/23/2006