How do you review and update your volunteer insurance policies and contracts regularly?

1 Assess your needs

The first step is to assess your current and future needs for volunteer insurance coverage and contract terms. Consider factors such as the number, type, and location of your volunteers, the nature and scope of their tasks, the level of supervision and training they receive, and the potential hazards and liabilities they may face. You may also want to consult with your volunteers, staff, board, and stakeholders to get their input and feedback on their expectations and concerns.

2 Compare your options

The next step is to compare your existing policies and contracts with the available options in the market. You may want to shop around and get quotes from different providers, or work with a broker or agent who specializes in volunteer insurance. You may also want to review the policies and contracts of other similar organizations and learn from their experiences and best practices. Look for the coverage, limits, exclusions, deductibles, premiums, and claims processes that best suit your needs and budget.

3 Update your documents

The third step is to update your policies and contracts with the changes you have decided on. You may need to negotiate with your provider, or switch to a new one, to get the best deal and service. You may also need to revise your contract templates, or create new ones, to reflect the new terms and conditions. Make sure your documents are clear, concise, and consistent, and comply with the relevant laws and regulations.

4 Communicate your changes

The fourth step is to communicate your changes to your volunteers and other parties involved. You may need to inform them of the reasons, benefits, and implications of the changes, and get their consent and signature if required. You may also need to provide them with copies of the updated policies and contracts, or direct them to where they can access them online. You may also need to update your orientation, training, and handbook materials to incorporate the changes.

5 Monitor your performance

The fifth step is to monitor your performance and outcomes related to your volunteer insurance policies and contracts. You may need to track and evaluate indicators such as the number and type of claims, the satisfaction and retention of your volunteers, the feedback and complaints from your stakeholders, and the compliance and quality of your activities. You may also need to conduct regular audits and reviews to ensure your documents are accurate, complete, and up-to-date.

6 Plan for the future

The final step is to plan for the future and anticipate any changes or challenges that may affect your volunteer insurance policies and contracts. You may need to stay informed and updated on the trends, issues, and opportunities in the volunteer sector, as well as the legal and regulatory environment. You may also need to solicit and incorporate feedback and suggestions from your volunteers and other parties on how to improve your policies and contracts. You may also need to set goals and timelines for your next review and update cycle.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?