Older Volunteers and Physical Risk: How To Match Assignments to Individual Ability

Two volunteers can be the same age and have very different comfort levels with a four-hour standing shift or a role that requires lifting boxes. Age alone gives a supervisor little useful information about whether the assignment fits. A stronger process defines the physical demands of the role, discusses them with the volunteer, and makes adjustments when needed. Volunteer accident insurance can help with covered medical expenses if a volunteer is injured during service, providing financial protection alongside those safety measures.

Define the Physical Demands Before Making the Assignment

Start with the work itself. How much lifting does the assignment require? Will the volunteer spend several hours standing or walking? Does the work involve stairs, uneven surfaces, outdoor conditions, or equipment? Express it in writing. Those details give volunteers a way to evaluate whether an assignment is right for them. They also give supervisors something more useful than age when deciding where to place people.

Consider a volunteer assignment that involves unloading donated supplies. “Help with distribution” does not clarify the physical demands. A description that explains volunteers may need to carry boxes weighing up to 30 pounds gives prospective volunteers information they can use before accepting the role.

Make Task Fit Part of the Conversation

Once the requirements are clear, supervisors can discuss them directly with the volunteer. The process does not need to become an evaluation of someone’s health or a judgment about what a person of a certain age should be able to do.

Instead:

• Explain the physical requirements before the volunteer accepts the assignment.
• Ask whether the volunteer is comfortable performing those tasks.
• If the volunteer identifies a limitation, discuss whether the task can be adjusted or if another assignment would be a better fit.
• Provide the training and safety information needed for the work. If special skills, such as the use of tools, are required, have volunteers demonstrate proficiency rather than simply telling you they have those skills. Veteran volunteers can be very helpful in this process.

Work with older volunteers who disclose a physical limitation to determine whether an assignment can be modified rather than automatically excluding them from participating.

This approach also addresses the physical risk. A volunteer who knows in advance that a shift requires prolonged standing or repeated lifting has an opportunity to raise a concern before the work begins. The organization can then make an informed assignment instead of discovering the mismatch during the activity.

What Volunteer Accident Insurance Coverage Does After an Injury

Clear assignments and training can help reduce injury risk, but accidents still happen. A volunteer may slip during an event or strain their back while moving supplies.

VIS explains the distinction between accident and liability coverage: Volunteer accident insurance can help cover medical expenses when a volunteer is injured, up to the policy limit. Volunteer liability insurance addresses a different exposure — claims arising when a volunteer injures someone else or damages property. That liability distinction also matters for screening. 

For more information, click on the “VIS is…”  tab at the top of the page and scroll down to the FAQ section, and “What is different about the VIS volunteer insurance program? 

Revisit Assignments When the Work Changes

Task fit should continue after onboarding. A volunteer who begins at a registration table may later help with event setup. A seasonal project may require more lifting or walking than the person’s regular assignment.

When responsibilities change, review the physical requirements again. Supervisors should also make it easy for volunteers to speak up when an assignment no longer feels like a good fit. A change in task does not have to mean the end of someone’s participation; another role may make better use of the volunteer’s skills without creating an unnecessary physical challenge.

Organizations can reinforce these practices through orientation and safety training. VIS members have 24/7 access to the “VIS Vault” of risk-management resources, including Preventer Papers on volunteer injury prevention and vehicle safety. These resources can support group training or be shared directly with volunteers.

Match the Assignment to the Individual

Older volunteers bring different abilities, preferences, and experiences to an organization, just as volunteers in other age groups do. Effective assignment decisions begin with clear information about the work and a conversation with the person who will perform it.

That approach gives the organization a practical way to identify physical mismatches before an activity begins while avoiding arbitrary age-based restrictions. If a covered accident still occurs, volunteer accident insurance provides an additional layer of financial protection.

For details about the specialized volunteer insurance VIS offers, click the “VIS is…” tab at the top of the page and scroll down to the FAQ section. For more on helping volunteers be their best volunteer selves continuously in your organization, see our recent guest blog post by Megan Vixie on the subject.

FAQ About Volunteer Insurance

Does VIS volunteer insurance have an age limit?

The VIS volunteer insurance program does not have a minimum or maximum age requirement. 

Does volunteer accident insurance replace a volunteer’s health insurance?

No. The VIS accident insurance is in excess of any other applicable insurance a volunteer may have.  If there is no other coverage, the VIS insurance becomes primary and provides up to $50,000 for the treatment of a volunteer’s injuries.

About the Author

William R. Henry, Jr. is Vice President and Director of Member Benefits at Volunteers Insurance Service Association, Inc. (VIS), where he leads membership development and delivers risk management solutions tailored to volunteer-based organizations nationwide. A recognized authority on volunteer risk management, he is a frequent speaker and author on best practices for safe and effective volunteer engagement. He is accredited by the International Association of Business Communicators. With a background in communications, journalism, and public affairs, Henry brings a strategic perspective to supporting nonprofit organizations across the United States.

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.