Topic: Volunteer case files and evaluations

15 July 2003

This FYI addresses Ohio minimum Standards issues.

Through input and agreement of local programs and the state association, CASA/GAL programs may have policies that allow volunteers to maintain their case notes and other case materials in their own file, separate from the case file contained in the program office.  While this is permissible and in many cases much more convenient for the volunteer, programs must be certain to maintain the confidentiality of all case materials, including the volunteer’s notes and contact logs as well as other documents such as case plans, school records, medical records, and evaluations.  Confidentiality of such documents must be stressed to the volunteer during pre-service training, and volunteers must be specifically informed of confidentiality requirements both on a state and program level.  When a case is closed, the program must have the volunteer bring their entire case file to the office to either be stored or destroyed according to the program’s written record retention policy.

When the volunteer returns the case file to the office, it is the perfect time for the program to perform the volunteer’s evaluation.  The evaluation format that works well for this purpose is a self-evaluation that the volunteer completes prior to the meeting and then discusses with a staff member.  Some programs sign off on the volunteer’s self-evaluation and make comments as necessary, while others choose to complete their own evaluation of the volunteer and meet to discuss the volunteer’s performance, goals, and training needs as well as how the program can better support the volunteer.