To provide national direction for the management of Correctional Service of Canada volunteers
Applies to all individuals who are involved in the management of Correctional Service of Canada volunteers
A volunteer is an individual who gives time to an organization without remuneration. For the purpose of this policy, a Correctional Service of Canada (CSC) volunteer is an individual who gives time without remuneration to risk-assessed, approved and supervised CSC volunteer activities and:
Volunteers who meet the criteria of paragraph 1 above and are escorted within a facility/site, and do not have access to protected information or assets do not require reliability status, but will be considered volunteers. These volunteers will undergo a CPIC verification by completing either the Institutional Access CPIC Clearance Request (CSC/SCC 1279) or CPIC Clearance Request (Community) (CSC/SCC 1279-01).
Volunteers who meet the criteria of paragraph 1 above and are not escorted within a facility/site, and/or have access to protected information or assets must receive and maintain a valid reliability status that corresponds to their volunteer activities.
Volunteers managed through an organization other than CSC, as well as CSC contractors, can become CSC volunteers if they meet the requirements outlined above.
Individuals who give their time at a CSC operational unit without remuneration, but do not meet the requirements for a CSC volunteer outlined above are considered visitors and subject to Commissioner’s Directive (CD) 559 – Visits.
processes are implemented to promote and recognize the value of volunteers and the importance of receiving support from management and staff
implement a process to recover CSC identification cards and any other CSC property from volunteers who have ceased their volunteer activities
ensure that a copy of a valid driver’s licence and if needed, a copy of driving record is obtained and provided before authorizing CSC volunteers to use motor vehicles and other mobile equipment to pursue their assigned volunteer activities in accordance with Internal Services Directive (ISD) 335 – Fleet Management
ensure that volunteer contributions and concerns are brought to the attention of the Citizen Engagement Division at National Headquarters
monitor CSC’s volunteer resource management database to identify errors or irregularities and bring them to the attention of the institutional Volunteer Coordinator and/or Social Program Officer, community Volunteer Coordinator or other appropriate CSC staff members
engage with the National Volunteer Committee board members to support and promote regional volunteer activities at the national level
coordinate the reporting of all volunteer activities at the operational sites for the region
notify other operational units, as required, when a volunteer is under review or has been suspended or terminated.
The institutional Volunteer Coordinator and/or Social Program Officer (or designate by the operational unit head), or the community Volunteer Coordinator, will:
facilitate and coordinate volunteer activities at the operational site
liaise with the Aboriginal Liaison Officer or the Aboriginal Community Liaison Officer when a volunteer delivers aboriginal cultural/ceremonial services
facilitate and coordinate the volunteer application and security screening process
ensure each applicant’s information is entered into CSC’s volunteer resource management database
ensure that, prior to commencement of their activities, all volunteers working with offenders have completed CSC’s national volunteer orientation and, as required, received additional training
ensure that, if warranted, prior to commencement of their activities, all volunteers working with offenders have a valid reliability status corresponding to their volunteer activities
ensure that all volunteer information in CSC’s volunteer resource management database is accurate and up to date, including status (e.g., active, inactive, withdrawn, suspended, terminated or rejected)
act as a liaison between volunteers and offenders and, as required, with community Parole Officers to provide support and guidance relating to volunteer roles and responsibilities
provide the Principal Entrance Officer at the institution with a list of all authorized volunteers
document in the volunteer’s file any reviews or decisions regarding suspension or termination
prepare an annual report on volunteer activities.
Suspension or Termination of Volunteer Status
Whenever suspension or termination of an active CSC volunteer is considered, a review must be conducted by a committee appointed by the operational unit head.
The volunteer review committee will complete the review within 30 calendar days and present its findings to the operational unit head for a decision.
Cases must be documented in the volunteer’s file and communicated to the Project Officer, Citizen Engagement and Ethnocultural Services.
When a CSC volunteer is under review for termination or suspension, he/she is not permitted to conduct volunteer activities at the current site.
If the individual is a volunteer at multiple operational sites, the Project Officer, Citizen Engagement and Ethnocultural Services, must notify affected sites that a review is occurring.
Suspension or termination decisions rest with the operational unit head and must be communicated in writing to the volunteer within seven days.
The operational unit head, or delegate, will notify the Regional Deputy Commissioner, the Departmental Security Division, and the Project Officer, Citizen Engagement and Ethnocultural Services, when a volunteer has been suspended or terminated.
A volunteer may appeal the decision to the Regional Deputy Commissioner in writing within 60 days.
Following a decision to terminate the volunteer status, should the former volunteer reapply, a reassessment of the risk will be conducted:
no earlier than six months after the decision, or
as soon as possible, when new information is obtained that could have altered the original decision.
CSC, at its sole discretion, may suspend or terminate the status of a volunteer.
Identification cards will be issued to all CSC volunteers.
Applicants requiring reliability status will complete the Personnel Screening, Consent and Authorization Form (TBS/SCT 330-23), which will be processed by the Departmental Security Division in accordance with CD 564-1 – Individual Security Screening.
The reimbursement of volunteer fingerprinting costs will be provided by the regions.
have completed CSC’s national volunteer orientation prior to training for non-security escorts
provide a copy of a valid driver’s licence and, if requested, a copy of driving record annually, pursuant to ISD 335 – Fleet Management
have a valid reliability status.
Insurance and Indemnification
CSC will ensure that CSC volunteers are covered, either through the self-insurance of the Crown or an appropriate insurance policy, for accidental death, dismemberment and general liability as per TBS Guideline. This coverage will only extend to volunteers engaged in CSC-approved activities that have been risk-assessed and approved by operational unit heads prior to taking place.
Citizen Advisory Committee(CAC): consists of members of the community in which the penitentiary or parole office is situated. Members promote and facilitate the involvement of citizens in the operation of the Service.
Community Volunteer Coordinator: the individual identified in the community who manages the volunteer program, including the administration, training and evaluation of volunteers.
National Volunteer Committee: a committee made up of CSC volunteers and staff that represent both institutions and the community. This committee works with National Headquarters and provides direction for the CSC volunteer program.
National volunteer orientation: a mandatory orientation for CSC volunteers, which must be completed prior to participation in volunteer activities. The orientation includes an overview of the fundamental principles of volunteering with offenders in a correctional institution or community setting.
Operational unit: an institution or a district (this includes parole offices and Community Correctional Centres).
Operational unit head: the person or delegate responsible for the institution or district.
Social Program Officer: the position in the institution that facilitates and coordinates the volunteer program, including the orientation, training and evaluation of volunteers.
Volunteer review committee: an ad hoc committee appointed by the operational unit head or delegate to investigate volunteer performance concerns. This committee made up of three individuals, one of whom is a volunteer representative such as a Citizen Advisory Committee or National Volunteer Committee member, presents its findings to the operational unit head or delegate for a decision.