Release of a Volunteer Procedure
1. Upon notification from either the volunteer’s supervisor or the employed staff supervisor, issues
regarding a volunteer’s release from service will be discussed with the functional staff and
director of the appropriate department. The regional vice president will also be made aware of
the situation. A plan of action will be determined including whether the volunteer’s release is
from the council or from a specific volunteer position. Once final decision is determined, the
volunteer’s record will be updated in GSWPA’s database to indicate a “do not appoint” status
and if deemed necessary, the troop/service unit checking account will be frozen.
2. The volunteer’s supervisor will request a meeting with the volunteer to be released.
The employed staff supervisor should also be present. The meeting will outline why the
volunteer is to be released. References such as the position description and Volunteer
Essentials should be utilized during the release as necessary. GSWPA reserves the right for
immediate dismissal of any volunteer based on the severity of the situation.
3. The volunteer will be given the opportunity to provide and document comments on these issues
regarding their performance.
4. The regional director will work with staff supervisor who will generate a release letter utilizing a
template citing specific reasons for dismissal. This letter will be mailed to the volunteer within
two (2) business days. A copy of the dismissal letter will be forwarded to the appropriate staff
for GSWPA database updates and filing.
5. If the volunteer is in the Troop Pathway, the membership staff will notify the service unit
manager or appropriate service team members via email. The service unit manager and/or the
membership staff will hold parent meetings as deemed necessary.
6. The voluntary resignation by a volunteer will be addressed in the operating procedure titled
Accepting a Volunteer’s Resignation.
7. GSWPA reserves the right to immediately dismiss and restrict participation of any volunteer
based on the severity of incident.
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