Organisations usually use application forms when recruiting paid staff because it is not possible to interview every applicant and some need to be weeded out. Most organisations do not have large numbers of volunteers applying for individual positions so do not need to use volunteer application forms in this way. However most volunteer application forms are based on forms used for paid staff and many ask for more information than is needed or is appropriate. A logical first step when dealing with potential volunteers is to get them to fill out an application form. This is a good way of recording basic information like name, address etc. but in most cases it is not the best way of assessing a volunteer’s suitability for a role.
Most organisations find that it is possible to get the information they need when they meet the volunteer in person rather than getting them to fill out a form themselves. By asking someone to fill out a complex form you may be unintentionally putting barriers in the way for people who have problems with their sight, for whom English is not their first language, or whose level of literacy is not high (all of whom may have lots of other skills and experience that you would not want to lose). Remember that the overall aim of any fair selection process is to allow all potential volunteers to give the best of themselves, application forms do not allow everybody to do this.
Forms can also be off-putting for people. They look very formal, take a long time to fill out and have definite associations with applying for paid work. Remember that at this stage potential volunteers are still making their minds up about your organisation. An unnecessary application form could put them off. You may find that people are much more forthcoming about why they want to volunteer and their skills and experience when chatting to you than on paper.
If you are going to use a form to take details be clear about what information you need and why. For example many organisations ask for a volunteer's date of birth when all they actually need to know is if someone is above or below a minimum or maximum age.
Information you need for equal opportunities monitoring purposes should be asked on a separate form kept separately from other personal details and the reasons for asking should be clearly stated.
