New Year, New Volunteers: How To Build a Safer Onboarding and Training Plan

January often brings a fresh wave of volunteers. New programs launch, seasonal initiatives resume, and organizations welcome people who are eager to help. That momentum is valuable, but it also increases exposure to risk if onboarding and training are rushed or inconsistent. At the start of the year, thoughtful onboarding is one of the most effective tools in nonprofit risk management.

A common question nonprofit leaders ask is simple and important: How can nonprofits onboard and train volunteers safely at the start of a new year? The answer lies in treating onboarding as a structured risk-management process, not a paperwork exercise. Clear expectations, practical training, and the right insurance protection work together to reduce injuries, limit liability, and support long-term volunteer engagement.

Why the New Year Is the Right Time To Revisit Volunteer Onboarding

Volunteer turnover tends to be higher at the beginning of the year. New volunteers may be unfamiliar with your environment, your clients, and your safety expectations. At the same time, experienced volunteers may step into new roles or take on additional responsibilities. Both situations increase the likelihood of preventable incidents.

Common volunteer risks include slips and falls, lifting injuries, auto-related incidents, and liability claims arising from miscommunication or a lack of supervision. VIS risk-management guidance consistently shows that these issues often stem from informal onboarding and unclear procedures. A fresh start allows organizations to reset roles, reinforce safety standards, and establish a consistent culture of accountability before problems arise.

How Volunteer Training and Supervision Reduce Liability Risks

Training and supervision play a direct role in reducing negligence claims. When volunteers understand their responsibilities and limitations, they are less likely to improvise in ways that create risk.

Effective onboarding includes:

• Clear screening and role alignment based on skills, physical ability, and comfort level
• Orientation that explains who volunteers report to and how concerns or incidents should be handled
• Task-specific training covering safety basics, such as safe lifting, proper tool use, and situational awareness
• Ongoing supervision that reinforces expectations and corrects unsafe behavior early

Nonprofit leaders often ask whether basic orientation is enough. In most cases, it is not. Training should match the tasks volunteers perform and the environments they work in. VIS guidance emphasizes that written procedures, transparent chains of command, learning from incidents or near-incidents and revising procedures accordingly, and consistent supervision reduce both injuries and liability exposure. 

Proper onboarding and role definition also help clarify that volunteers are understood to be volunteers, not employees under federal law. According to the U.S. Department of Labor, a volunteer will generally not be considered an employee under the Fair Labor Standards Act when services are provided freely, without compensation, and do not displace paid staff. That clarity reduces compliance risk while strengthening your volunteer program’s foundation.

Even with strong onboarding and clear role definitions, some risk remains, which is where insurance plays a critical role.

Where Volunteer Insurance Fits Into a Strong Risk-Management Plan

Training reduces risk, but it cannot eliminate it. Insurance plays a critical role by transferring the risks that remain despite best efforts.

Volunteer insurance protects volunteers and organizations in the event of accidents or allegations. Coverage such as volunteer accident and volunteer liability insurance helps address medical costs, legal defense, and claims that could otherwise strain organizational resources. Providing separate insurance protection for volunteers helps ensure that claims involving volunteers do not erode the liability limits your organization relies on to protect its operations and staff.

Within a comprehensive nonprofit risk-management strategy, insurance supports the work done through screening, training, and supervision. Together, these elements create a more resilient program that protects people and preserves mission continuity.

Turning a Fresh Start Into a Safer Year Ahead

The beginning of the year is an opportunity to strengthen systems that protect both volunteers and the organizations they serve. Proactive onboarding, consistent training, and clear supervision reduce incidents before they happen and build volunteer confidence from day one.

Organizations that invest in nonprofit risk management are better positioned to retain volunteers, avoid costly disruptions, and focus on their mission. To learn how VIS supports safer volunteer engagement through insurance programs and risk-management resources, click on  the “VIS is…” tab at the top  of  the page and scroll down  to the FAQ section. Contact VIS today at 800.222.8920 if we can provide additional information.

FAQ About Onboarding & Training

How much training should volunteers receive before starting?

Training should reflect the tasks volunteers perform and the risks involved. Even simple roles benefit from basic safety orientation and clear reporting procedures. VIS members enjoy 24/7 access to a variety of training resources on the  VIS Website.

Do volunteers need insurance coverage if they are unpaid?

Yes. Volunteers face injury and liability risks regardless of compensation. Volunteer insurance helps protect both the individual and the organization.

How often should onboarding materials be updated?

At least annually, and whenever programs, locations, or responsibilities change. The start of the year is an ideal time to review and refresh materials.

About VIS

Volunteers Insurance Service Association, Inc. (VIS) is a membership organization serving more than 3,500 volunteer-based nonprofit organizations and public entities nationwide. VIS is the only association that offers these three insurance programs designed specifically for volunteers: volunteer accident, volunteer liability, and volunteer excess automobile liability.

If you are interested in protecting your volunteers through the unique VIS insurance program, please click on the “Get volunteer insurance now” link on the home page, or call 800.222.8920. For more information on VIS’s risk-management resources for members and our vendor partners, click on the “Member Benefits” tab.