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Staff + Volunteer Management

Effective management of human resources is essential for creating successful organizational results. Consistent, fair, human resources management enhances staff morale and promotes cooperation. Nonprofit organizations should exercise fair and equitable human resource and volunteer management practices that attract and retain qualified individuals – paid and unpaid – capable of implementing its programs and services. Compensation should reflect internal equity and external competitiveness within the organization’s financial means. Nonprofits have an obligation to adhere to ethical, legal employment practices and to provide a safe work environment. Nonprofit organizations should establish specific policies and practices that promote accountability, collaboration and results that lead the organization to the achievement of its mission.
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 Staff Recommended
Advisory Councils and Committees
Guide/Tool, Sample/Template
Advisory councils, committees and boards can be a valuable way to gain a deeper understanding of stakeholder needs, and to expand capacity to accomplish targeted projects. Learn more about advisory boards, how they differ from boards of directors, questions to consider before starting an advisory group, and find a sample committee member invitation to help you get started.
Affordable Care Act and Nonprofits (ACA)
Article/Blog, Guide/Tool
The following resources will help your nonprofit organization sort out how the Affordable Care Act affects the options for employee health insurance coverage, reporting requirements related to the ACA and more.
All About Human Resources
Free Management Library
Guide/Tool
A compilation of advice, information, templates and toolkits on all aspects of human resources management.
American Bar Association Standing Committee on Pro Bono & Public Service
Organization/Agency
A national source for resources and assistance to support, facilitate, and expand the delivery of pro bono legal assistance.
Association of Leaders in Volunteer Management (ALIVE)
Organization/Agency
ALIVE began as the Congress of Volunteer Administrators Associations (COVAA), which formed as a result of a historical convening of official representatives of existing associations of volunteer program managers. It is an effort to bring together existing local, regional and national organizations of volunteerism leaders to form a new national organization.
Background Checks and Screening Procedures
Guide/Tool
Information to help nonprofits manage risk through the development of appropriate (and legal) policies and procedures related to screening new staff and volunteers, including the topics of interviewing, background checks, and sample forms.
Basics in Organizational Internal Communications
Free Management Library
Guide/Tool
A compilation of resources to help oraganizations develop strong internal communications policies and procedures, including those between supervisors and employees.
Can a Nonprofit Compensate its Board Members?
About.com
Article/Blog
An answer to the common question of whether or not nonprofits may pay board members.
Can Your Organization Handle Feedback?
Bridgespan
Article/Blog
This article outlines key components of developing an organizational culture that encourages constructive feedback to improve staff and organizational performance.
Classification Conundrum: Avoiding Exempt vs. Non-Exempt Errors
Nonprofit Risk Management Center
Article/Blog
A helpful article demystifying the issue of worker classification, and helping nonprofits avoid costly mistakes related to exempt vs. non-exempt classification.
Competencies for Managers of Volunteers
Maine Commission for Community Service
Guide/Tool
These tools outline the personal and professional skills of those who manage volunteers, including skills related to managing one's own work, supervising others, managing projects and providing leadership, and provides a framework for assessing competencies and moving along the continuum from novice to expert.
Documentation 101 – Preparing for an Unemployment Hearing
KMA Human Resources Consulting
Guide/Tool
When a past employee applies for unemployment benefits, an organization has the opportunity to contest the claim, which will sometimes lead to a hearing. This document outlines best practices for preparing for an unemployment hearing, including standards of documentation your nonprofit should have in place as general good practice.
Employee Benefits
Free Management Library
Guide/Tool
A compilation of resources about employee compensation and benefits.
Employee File Set-Up
Sample/Template
These resources provide guidance about what documents should be included in (and excluded from) personnel files, what paperwork, such as health records, should be filed separately, where to store files, and how long to keep employee records.
Employee Handbooks
Sample/Template
An employee handbook is an essential tool.  The following guides and samples can help your nonprofit develop its own personnel policies and procedures manuals.
Employee Job Descriptions
Free Management Library
Guide/Tool
A compilation of resources about designing a new job or position, including how to write job descriptions, and links to sample job descriptions.
Employee Performance Evaluation
Article/Blog, Sample/Template
Performance evaluation is an essential component of managing staff and building the capacity of future leaders. The following resources provide advice, samples and tools to help nonprofits conduct effective annual reviews.
Executive Compensation
Article/Blog, Guide/Tool
An essential part of good governance is a process for setting executive compensation that will stand up to public and IRS scrutiny. These resources provide information on how to set reasonable and competitive compensation for your executive director.
Executive Director Contracts
Chronicle of Philanthropy
Article/Blog, Sample/Template
These resources include a model employment agreement for a nonprofit executive director, articles on negotiating contracts and key legal elements of contracts, and an article on how contracts can support effective succession planning conversations.
Federal Employment Taxes
IRS
Guide/Tool
Nonprofit tax-exempt organizations – even those operated by volunteers – must be aware of employment tax issues. Exempt organizations normally withhold and pay employment taxes under the same rules as other entities. This guide provides an overview of the employment tax issues nonprofits need to be aware of.
Federal Equal Employment Opportunity (EEO) Laws
U.S. Equal Employment Opportunity Commission
Guide/Tool
Find laws, regulations and policy guidance, fact sheets, Q&As, best practices, and other information about equal employment.
Federal HR Compliance Chart
Guide/Tool
This chart provides a basic summary of some of the most common federal laws affecting employers. Many, though not all, of the coverage requirements are based upon employer size. Employers should also check state statutes to ensure compliance in the jurisdiction(s) where the company operates. MANP's Guiding Principles + Practices tools provide more information about requirements in Maine.
Federal HR Record Retention Requirements
KMA Human Resources Consulting
Guide/Tool
This guide outlines the federal document retention requirements related to employee paperwork.
Finding and Managing Consultants and Vendors
Guide/Tool
The following resources will help you find and manage consultants and vendors, whether for a defined project, or ongoing support. If you need a referral for support on fundraising, strategic planning, legal issues, accounting issues, meeting facilitation, technology, or any other outside support, start here. (Many of the consultants and vendors in MANP's Yellow Pages offer nonprofit rates.)
Grievance Procedures and Internal Dispute Resolution
Nonprofit Risk Management Center
Article/Blog
Practical tips for handling grievances and resolving disputes.
Guide to Leadership and Supervision
Free Management Library
Guide/Tool
A compilation of resources about management and supervision, including hiring, setting goals, defining roles, teambuilding, goal setting, performance evaluation, giving feedback, addressing performance problems, personnel policies and more.
How to Handle Your Nonprofit’s Technology When Staff Members Leave
Article/Blog, Sample/Template
This article outlines potential problems related to technology that can arise during a staff transition, as well as steps your nonprofit can take to handle transitions well while maintaining system and data integrity and access. Plus, a worksheet to help your nonprofit keep track of your technology.
HR-Guide
Organization/Agency
Human resources support website with executive search link, online policies and procedures, employee handbooks and job descriptions, definitions of HR terms, and thorough evaluations of HR software.
HR.BLR
Organization/Agency
Human resources support website with resources including an e-newsletter, policies and procedures, checklists, handbooks and job descriptions. Note: not all information is free, but there is free content.
Idealist
Organization/Agency
Nonprofit management support organization with resources including an extensive frequently asked question section, resource library, nonprofit and organization listings, volunteer opportunities, career center, job boards, career fairs and customized informational emails.
Interviewing with the Law in Mind
KMA Human Resources Consulting
Guide/Tool
Learn about the legal considerations related to interviewing prospective employees, and how to make sure your interview processes and questions are in compliance with the law. This guide includes sample interview questions.
Maine Commission for Community Service
Organization/Agency
The Commission builds capacity and sustainability in Maine's volunteer and service communities by funding programs and providing professional development training and resources for volunteer managers and service-learning practitioners.
Maine Conservation Corps
Organization/Agency
A resource for those seeking opportunities to volunteer in Maine. The Maine Conservation Corps (MCC) is devoted to conservation and environmental education across the state, with positions available throughout the year.
Maine Department of Labor
Organization/Agency
Services to Maine workers, employers, and job seekers including legal information, labor statistics, workforce development resources, and a job board.
Maine Employee Rights Guide
Maine Department of Labor
Guide/Tool
This guide outlines employee rights related to hiring and firing, benefits and compensation, overtime, privacy, workers' compensation, safety, underage workers, and more. Employers should familiarize themselves with their employees' labor rights.
Maine’s Unemployment Tax
Article/Blog, Guide/Tool, Organization/Agency
Maine nonprofit employers are liable for unemployment claims, unless they meet certain exemption requirements. The Maine Department of Labor's website has forms, frequently asked questions, and an employer's guide to unemployment laws. 501(c)(3) organizations are exclusively eligible to opt out of the state unemployment tax system, and MANP partner Unemployment Services Trust (UST) provides a nonprofit owned alternative.
Managing Human Resources Risk
Nonprofit Risk Management Center
Article/Blog, Guide/Tool
This HR Risk issue of the Nonprofit Risk Management Center newsletter has excellent articles on managing risk through organization culture and strong (and legal) screening and interview processes.
Mobile Device Management
Article/Blog
In an increasingly mobile world, nonprofits need to put in place policies that consider both flexibility for employees, and data security. The following resources will help your organization address the use of mobile devices.
New Hire Report
State of Maine DHHS, Office of Family Independence
Organizations must report new hires to the Maine Child Support: Division of Support Enforcement & Recovery (DSER) within 7 days of the date of hire. This resource outlines how to submit the report and links to frequently asked questions about the process.
Nonprofit Good Practice Guide
Organization/Agency
Resources and information on good practices in all areas of nonprofit management, including a section on volunteerism.
Nonprofit Hiring Toolkit
Guide/Tool
This comprehensive toolkit includes resources for every phase of the hiring process, from building a recruitment team and writing job descriptions to transitioning in a new employee. Sections include applications and screening procedures, interviewing dos and don'ts, reference and background checks, and a sample job offer.
Nonprofit Job Descriptions
Bridgespan Group
Sample/Template
Find resources for writing job descriptions and job ads as well as sample job descriptions for a variety of positions, including an Executive Director (or CEO or president), Finance Director/CFO, Operations Director/COO, communications and marketing positions, development and fundraising positions, evaluation positions and more. Sample job descriptions are often provided for both small and large organizations, as responsibilities vary significantly in the two environments.
Nonprofit Leadership Alliance
Organization/Agency
Coalition of national organizations with the agenda of connecting talented young people to nonprofit sector careers and helping nonprofit organizations recruit, retain, and cultivate leadership.
Nonprofit Staffing Strategies
UST
Guide/Tool
Learn how  to recognize valuable behaviors and work skills so your organization can find, hire and retain great employees. This guide reveals how to:

Recruit employees, both resourceful and proficient in their job requirements
Create specific and ongoing objectives to consistently build employee capabilities
Document disciplinary actions leading up to an employee’s departure
Uphold proper termination etiquette
Manage unemployment costs, claims protests and appeal hearings
Orienting New Employees
Free Management Library
Guide/Tool
A compilation of resources to help organizations develop strong staff orientation procedures.
Payroll
Idealware
Guide/Tool
Many nonprofits outsource the management of payroll. This guide provides some suggestions for third party services that small and mid-size organizations may want to consider in addition to exploring the services of their local bank.
Points of Light Foundation and Volunteer Center National Network
Organization/Agency
Volunteer center network of centers across the US. Resources include: articles, self set-up directions, books, and links.
Process for Writing Job Descriptions
KMA Human Resources Consulting
Guide/Tool
This guide outlines the functions of job descriptions and provides a suggested step-by-step process for developing position descriptions.
Remote Workers and Distributed Teams
Article/Blog, Guide/Tool
Nonprofits are increasingly experimenting with employees working from home. These articles will help you manage the risks and reap the rewards of distributed teams.
Retired and Senior Volunteer Program (RSVP)
Organization/Agency
A resource for retired and senior Mainers looking for volunteer opportunities.
Risk Management Plans + Policies
Guide/Tool
Nonprofit Risk Management Center has developed affordable tools that assists nonprofit leaders in creating customized risk management plans and policies for their organizations that reflect the organization’s needs, priorities and culture. MANP is an Affiliate Member, which means our members receive great pricing. Start with their free benchmarking app to get a sense of how your organization's risk practices compare to your peers!
Risk of Outdated Job Descriptions
Blue Avocado
Article/Blog
This article highlights potential risks of outdated job descriptions.
Sample Employee Action Form
KMA Human Resources Consulting
Sample/Template
It is important for personnel records to include documentation of changes to an employee's contact information, work assignment, salary, work status, etc. Supervisors and HR departments can benefit from using a form that makes it efficient to record these changes in the employee file.
Sample Job Application Form
KMA Human Resources Consulting
Sample/Template
This thorough and well formatted sample employment application includes basic questions related to contact information, criminal history, references and work experience, as well as legal language about what the prospective employee agrees to by submitting the form.
Sample of a Benefit Highlights Summary
KMA Human Resources Consulting
Sample/Template
Many organizations provide prospective or new employees with a summary of the benefits the organization offers. Use this sample as a starting point to draft your own employee benefits summary.
Senior Corps
Organization/Agency
Volunteer recruitment and placement organization for people over 55 years old. Affiliated with AmeriCorps.
Serve.gov
Organization/Agency
Volunteer recruitment and placement organization of the US government. Post or find volunteer projects, find toolkits to help organize service events, and read or share stories.
ServiceLeader
Organization/Agency
Volunteer management support organization providing best practices, articles, software, and guides.
Sexual Harassment Law
ExpertLaw
Guide/Tool
An overview of legal requirements and terms related to sexual harrassment.
Sexual Harassment Prevention + Response
Article/Blog
Nonprofits have moral, ethical and legal obligations to ensure safe, harassment-free places to work. The following resources can help nonprofit board and staff leaders--especially those with limited HR resources--navigate these issues.
Society for Human Resource Management
Organization/Agency
Human resources support organization oroviding extensive resources such as HR news, relocation cost calculators, and thorough Knowledge Center with FAQ.
State Liability Laws for Charitable Organizations and Volunteers
Nonprofit Risk Management Center
Guide/Tool
A free guide with a state-by-state review of the evolving landscape of charitable immunity and volunteer protection laws.
The Community Corps
Organization/Agency
Many nonprofits have limited or no IT staff. The Community Corps matches pro bono resources with nonprofits in need of support related to technology.
The Council for Certification in Volunteer Administration
Organization/Agency
The Council for Certification in Volunteer Administration advances the profession and practice of volunteer resource management. Certified in Volunteer Administration (CVA) is the only international professional certification in the field of volunteer resources management. The CVA credential reflects mastery of the knowledge required of practitioners in this field as measured through an exam and peer assessment process.
The Value of Volunteer Time
Independent Sector
Research/Report
This website summarizes the Corporation for National and Community Service's annual calculations of the value of volunteer time.
ThinkHR Workplace
Organization/Agency
The ThinkHR workplace provides expert, practical human resource guidance to help you avoid costly risk and liability and save time, including a team of HR experts standing by to answer your calls by phone or email every day, a collection of recorded webinars and trainings, an extensive resource library about human resources compliance, a robust Q&A database of commonly asked questions, compensation tools, job description builders, and more. MANP members receive a discount on this subscription-based service, which is a cost-effective alternative to dedicated human resources staff in small organizations, or a great enhancement to the HR staff of larger organizations.

 
TransitionGuides
Organization/Agency
Organization dedicated to nonprofit leadership/executive transition assistance, providing resources such as guides, articles, e-newsletter, FAQ, help line, and job board.
Unemployment Services Trust (UST)
Organization/Agency
The Unemployment Services Trust (UST) is an unemployment cost savings program that is an alternative to the state unemployment tax system. Owned and directed by its nationwide membership of more than 2,100 nonprofit organizations the trust is available exclusively to 501(c)(3) organizations, and benefits many organizations with 10 or more employees.
Volunteering in America
Corporation for National & Community Service
Research/Report
An initiative of the Corporation for National and Community Service, this site provides information on volunteering and civic engagement including state by state statistics, data on trends, research, and tips and tools for both volunteers and volunteer managers.
VolunteerMatch
Organization/Agency
Find volunteers or volunteer opportunities online through this national volunteer recruitment and placement organization.
Worker Classification: Employee or Independent Contractor?
Maine Department of Labor
Guide/Tool
These resources provide guidance about the rules governing the classification of workers as independent contractors versus employees in Maine and for federal purposes.

There are serious consequences for employers that misclassify workers, including tax penalties and interest, labor law and safety violations, back unemployment insurance premiums, and costly lawsuits if a worker is injured on the job.
Working With Technical Volunteers
TechSoup
Guide/Tool
Use this guide to assess your technical needs, identify areas where volunteers can help, recruit technical volunteers and assess their skills, manage technical volunteers, document their work, and find resources that will help your volunteers throughout the process.
Young Nonprofit Professionals Network
Organization/Agency
A nonprofit network geared towards strengthening the nonprofit sectors next generation of leaders.
Youth Service America
Organization/Agency
Resources to support youth service and volunteering, including their signature event, Global Youth Service Day.
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