A volunteer should ask whether the reference or document is mandatory, which part of the role it concerns, what form it must take, and when and how it must be submitted. A vague statement such as “references or documents may be requested” does not answer those questions. Until they are clarified, neither a referee nor a document should be treated as a confirmed requirement.
What to Ask
References and documents should be checked separately. A reference normally comes from another person, while a document is supplied as part of the selection process.
| Issue | Questions to ask |
|---|---|
| Requirement | Is the reference or document compulsory? Does it apply to every volunteer or only to certain duties? |
| Reference | Who is accepted as a referee? Must the referee know the volunteer personally or professionally? |
| Document | Which exact document is requested? Is a copy sufficient, and what will the document be used for? |
| Timing | At which stage is it needed—application, interview, before starting, or later? Is there a deadline? |
| Submission | What is the approved submission method and recipient? |
| Handling | Who can access the information, and how will a submitted document or referee’s details be stored, returned, or deleted? |
If a request is described as necessary, asking which role requirement or policy it supports can help identify its purpose without assuming that every document mentioned in a listing is required.
How to Check the Request
First, examine the exact wording. Phrases such as “may be requested,” “will be required,” and “must be provided” indicate different levels of certainty. Any ambiguity should be resolved with the contact handling the role rather than interpreted on the volunteer’s behalf.
Next, compare the request with the role description. NCVO describes a role description as an outline of the role’s tasks and responsibilities. That makes it a useful starting point: where a document request does not appear connected to a listed task, the role contact can be asked to explain its relevance.
NCVO also states that the more regular or long-term a volunteering opportunity is, and the higher its safeguarding risks, the more likely references are to be needed. This is a general reason to expect references in some circumstances, not proof that a particular role requires one. The statement does not establish a universal document checklist or a mandatory requirement for every long-term role.
A short written clarification can prevent uncertainty. The volunteer can ask for confirmation of the requirement, purpose, accepted format, timing, submission method, and handling arrangements before providing personal information or contacting a referee.
What Still Needs Role-Specific Confirmation
The cited NCVO statements do not set universal rules for acceptable referees, document types, deadlines, submission methods, or record handling. Those details must still be confirmed for the specific role.
Until that confirmation is received, the volunteer should not assume that a reference or document is compulsory. Supplying either one also does not establish any guaranteed outcome.