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Staff Only: Volunteer File Audit - Big Brothers Big Sisters of Peel York
  • About Us
    • Mission and Vision
    • OUR BOARD
    • Our Partners
    • Annual Report & Strategy
    • YOUTH ADVISORY COUNCIL
    • E-Newsletter
    • FAQ
    • Contact Us
    • Land Acknowledgement
    • CAREER OPPORTUNITIES
    • Student Placement Opportunities
  • What we do
    • Our Programs
    • Enrol a Young Person
    • Stories
      • Share your Story
  • Ways to Support
    • Agency Signature Fundraising Events
    • Other Agency Events
    • Corporate Team Building Opportunities
    • Host An Event
  • Resources
    • Activity Ideas
    • Big Ideas for Match Activities
    • Resources for Parents
    • Resources for Mentors
    • Resources for Mentees
Donate Volunteer

Staff Only: Volunteer File Audit

Staff Only: Volunteer File Audit Form – QA REVIEW

Name of Staff Completing the Audit(Required)
Volunteer Whose File is Being Audited(Required)
MM slash DD slash YYYY
File Status(Required)
MM slash DD slash YYYY

Application – ITV-3

Volunteer Application is on file(Required)

Volunteer Application Screening is completed correctly in SDP(Required)

If No, please correct it. If unable to correct, please note why.

Assess Eligibility – ITV-1

Review Standard ITV-1 and ITV1-LP along with available information contained with the Mentor Application, references, interview, home assessment, VIS, and Fitness to Mentor.
Based on information available, is this volunteer eligible for the program they are enrolling in?(Required)

Volunteer Registry – ITV-2

Volunteer is Cross-Referenced Against Volunteer Registry(Required)

Please double check the volunteer has been searched in the Volunteer Registry. If the name and DOB show up from another agency, confirm that a VRAIS was conducted.
Volunteer Registry Screening is completed correctly in SDP(Required)

NOTE: Only volunteers with a completed Screening Outcome have been submitted to the Registry. Confirm the volunteer’s Screening Outcome is complete IF they have been approved, rejected, withdrawn and that the Outcome matches their current status. If volunteer’s file is complete, and the Screening is still incomplete, please complete it. If unable to complete it, please indicate why.

VRAIS – ITV-2

Is a VRAIS completed and on file for this volunteer?(Required)
Note: only required if the applicant was found in a Volunteer Registry Search.

Interview – ITV-4

Interview is on file(Required)

Interview Screening is completed correctly in SDP(Required)

If No, please add it. If unable to add it, please note why.
Volunteer Interview Summary is completed correctly in SDP(Required)

NOTE: You must ensure the VIS has been completed. This is located in the Interview Screening. If No, please add it. If unable to add it, please note why.

Home Assessment – ITV-4

Required for CB Mentors. Preferred to be completed in-person,. If not in person, may be completed by virtual tour, through completion of additional references, or by asking questions during the interview.
Proof of Home Assessment is on file(Required)

NOTE: CB Mentors must have a Home Assessment completed either in-person, by virtual tour, additional reference, or through interview questions. Not required for SB Mentors. Proof will be found in the Mentor Interview and references.
Interview-Home Assessment Screening is completed correctly in SDP(Required)

NOTE: CB Mentors must have a brief Home Assessment overview in the Notes section of the Screening Item. Can be as simple as “See VIS” as long as there are clear notes outlining the home assessment in the VIS. If No, please add it. If unable to add it, please note why.

Initial Fitness to Mentor – ITV-3

Fitness to Mentor is on file(Required)

Fitness to Mentor Screening is completed correctly in SDP(Required)

NOTE: You must ensure the Fitness to Mentor has been completed. This is located in the Fitness to Mentor Screening. If No, please add it. If unable to add it, please note why.

References – ITV-3

At least 3 references must be completed. In cases where the volunteer has been with a partner for more than 2 years, a Significant Other reference is also required, totaling 4 references.
Significant Other Reference is on file(Required)

Significant Other Reference Screening is completed correctly in SDP(Required)

If No, please correct. If unable to correct it, please note why.
Family Reference is on file(Required)

Family Reference Screening is completed correctly in SDP(Required)

If No, please correct. If unable to correct it, please note why.
Vulnerable Sector/Employment Reference is on file(Required)

Vulnerable Sector/Employment Reference Screening is completed correctly in SDP(Required)

If No, please correct. If unable to correct it, please note why.
Personal Reference is on file(Required)

Personal Reference Screening is completed correctly in SDP(Required)

If No, please correct. If unable to correct it, please note why.

Initial Vulnerable Sector Check – ITV-3

NEW Required every 3 years as per MCCSS guidelines.
Initial Vulnerable Sector Check is on file(Required)

Confirmed VSC is in fact a VSC and not just Police Check(Required)

Intial Vulnerable Sector Check (Police Check) Screening is completed correctly in SDP(Required)

If No, please correct. If unable to correct it, please note why.
MM slash DD slash YYYY
NOTE: This date is found on the VSC itself.
Has it been 3+ years since the last VSC was completed?(Required)
If Yes, please request a new VSC.

Documentation of Withdrawal – ITV-3 FU – Not ITV-3

Only for Applicants who have actively or passively withdrawn their application. Passive withdrawal refers to stopped communication over an extended period with no explanation provided.
Is the Screening Outcome marked Withdrawn(Required)

If no, please do so now.
Are all incomplete screening items marked Withdrawn(Required)

If no, please do so now.
Are POIs marked Withdrawn(Required)

If no, please do so now.
Does the applicant have a Closed Date on the General Page of their SDP File(Required)

If no, please do so now.

Notice of Acceptance or Rejection – ITV-5

Notice of Acceptance/Rejection is on file(Required)

Notice of Acceptance/Rejection Screening is completed correctly in SDP(Required)

NOTE: The method of Notice of Acceptance must be documented in the Notes section of the Screening Item. If the Screening Item and/or the method of notification are not completed, please do so now. If unable to complete, please indicate why.
If Rejected – Is there a case note indicating reason for rejection(Required)

If No, please complete it. If unable to complete, please indicate why.

Evidence of Engagement While on Waitlist – ITV-5

If applicable. Review POIs to determine if Applicant has been matched since being Accepted. If not, review Casenotes to determine the response below.
Do casenotes indicate communication has occured since Acceptance(Required)

Has the Volunteer been on the waitlist/inactive in programs for a period of 12 months or more(Required)

If the Volunteer has been unmatched for a period of 1 year or more (regardless of the reason) their file should be closed. Please close their file now. If you are unable to do so, please indicate the reason below.

Required Forms – ITV-3

Likely found in 1 Completed Package called Mentor Required Forms.
Confidentiality Form is on file(Required)

Confidentiality Form Screening is completed correctly in SDP(Required)

If No, please correct it. If unable to correct, please note why.
Volunteer Code of Conduct is on file(Required)

Note: Prior to 2025, this form was referred to as the Volunteer Requirements & Guidelines
Volunteer Code of Conduct Screening is completed correctly in SDP(Required)

If No, please correct it. If unable to correct, please note why.
Volunteer Permission and Release is on file(Required)

Volunteer Permission & Release Screening is completed correctly in SDP(Required)

If No, please correct it. If unable to correct, please note why.
Media Consent is on file(Required)

Note: there is a check box as part of the VPR, this constitutes the Volunteer Media Release. No additional forms are required.
Media Consent Screening is completed correctly in SDP(Required)

NOTE: If the Media Consent was completed, the Screening should read: “Successful”. In the Notes section, the CW must indicate if the Volunteer “gives consent” or “does not give consent”. If this is not completed correctly, please correct it based on the response provided on the VPR or other Media Consent form. If unable to correct, please note why.

Orientation

Currently occurs during DR Training, and/or Program-Specific Training. If DR/Program-Specific Training is complete, the Orientation is as well.
Proof of Orientation is on file(Required)

Currently there is no proof of orientation. There will eventually be an Orientation Certificate. Until then, can select – No – Applicant enrolled prior to Orientation Certificate.
Orientation Screening is completed correctly in SDP(Required)

If occurred before Orientation Certificate was provided, note in outcome details should read “Orientation by (Training Facilitator’s Name)” – can be either DR, SFTS, or Program-Specific trainer.

Developmental Relationships Training – TR-4

Proof of DR Training is on file(Required)

Currently there is no proof of DR Training. There will eventually be an DR Certificate. Until then, can select – No – Applicant enrolled prior to DR Certificate.
DR Screening is completed correctly in SDP(Required)

Currently there is no DR Training screening item.

Strong From the Start Training – TR-3

Statement & Summary of Completion for PMT is on file(Required)

Statement
Training-Pre-Match Screening is completed correctly in SDP(Required)

If No, please correct it. If unable to correct it, please indicate why.

Auto Insurance and Driver's License

Required only for CB Mentors.
Copy of Auto Insurance is on file(Required)

Vehicle Insurance Screening is completed correctly in SDP(Required)

If No, please correct it. If unable to correct, please note why.
Copy of Driver's License or Photo ID is on file(Required)

Screening Outcome

Screening Outcome is completed correctly in SDP(Required)

If No, please complete it. If unable to complete it, please indicate why.
Screening Outcome is:(Required)

If Other, please switch to the appropriate approved “Outcome” noted in this list. If unable to complete it, please indicate why.

Screening Checklist

Are all Screening Items filled out(Required)

If No, please complete it. If unable to complete it, please indicate why.

Annual Offence Declaration

Annual Offence Declaration(s) is on file(Required)

An OD must be completed each year except years volunteers submit a new VSC. Only check YES if an OD can be found for each year the volunteer has served BBBSPY.
Annual Offence Declaration Screening is completed correctly in SDP(Required)

An OD must be completed each year except years volunteers submit a new VSC. Only check YES if an OD Screening Item has been completed for each year the volunteer has served BBBSPY. If No, please add them in. If unable to add them in, please note why.
MM slash DD slash YYYY
NOTE: This must be completed 1 year after the first VSC has been submitted. This date is found on the OD itself. If the applicant has not been with the agency for more than 12 months, you may leave this blank.
Has it been 1+ years since the last VSC or OD was completed?(Required)
If Yes, please request a new OD.
This field is for validation purposes and should be left unchanged.
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Head Office
71 West Drive, Unit 23 Brampton, ON L6T 5E2
Email: info.peelyork@bigbrothersbigsisters.ca Telephone: 905.457.7288 Contact us York Office: 350 Industrial Parkway S. Aurora ON Canada L4G 3V7 Email: info.peelyork@bigbrothersbigsisters.ca Telephone: 905.457.7288
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© 2025, Big Brothers Big Sisters of Peel York

Charitable Business Number: 118809482RR0001

Start Something™ Reg. CIPO Big Brothers Big Sisters of Canada.
Go Girls! Healthy Bodies, Healthy Minds™Reg. CIPO Big Brothers Big Sisters of Canada.
Game On! Eat Smart, Play Smart, Live Smart™Reg. CIPO Big Brothers Big Sisters of Canada.

 

We recognize the importance of language and its impact on inclusivity and representation.  We acknowledge that our organizational name reflects the gender binary and does not fully honor the experiences of trans, non-binary, and gender-diverse individuals. However, BBBSPY is deeply committed to creating an inclusive and affirming environment where all identities are reflected in the work we do. We proudly welcome 2SLGBTQIA+ Mentors, Mentees, and staff members, and we are dedicated to advancing the development of PRISM—a service created by and for the 2SLGBTQIA+ community.

 

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