Streamline your department’s intake process with this comprehensive Volunteer Fire Department (VFD) New Recruit Onboarding Checklist. Managing new volunteers involves more than just handing out a pager; it requires a structured approach to liability, safety, and operational readiness.
This step-by-step guide covers every critical phase of the firefighter recruitment process, from the initial background check and medical clearance to the final gear issuance and station orientation. Designed for Fire Chiefs and Training Officers, this protocol ensures that no administrative stone is left unturned, reducing liability and setting your probationary firefighters up for success from day one. Download or copy this standardized template to professionalize your personnel management today.
- Phase 1: Pre-Acceptance & Vetting
- Application Review & Interview
- Review application for completeness and gaps in employment/residency.
- Verify valid Driver’s License (copy front and back).
- Call personal and professional references.
- Conduct board/officer interview (assess availability, commitment, and culture fit).
- Background Check Initiation
- Run Criminal History check (State/Federal).
- Run Motor Vehicle Record (MVR) check for driving eligibility.
- Check National Sex Offender Registry.
- Physical/Medical Clearance
- Issue “Fit for Duty” medical form to candidate.
- Receive signed physician’s clearance.
- Verify vaccination status (Hep B, Tetanus) or signed declination.
- Conduct drug screening (if department policy requires).
- Phase 2: Administrative Setup
- Liability & Legal Paperwork
- Sign Hold Harmless / Liability Waiver.
- Sign Social Media & Code of Conduct Policy.
- Complete Beneficiary Form (for accidental death/dismemberment insurance).
- Copy of Social Security Card (for roster/benefits).
- Station Access & Security
- Issue Station Keys/Fob: Record key ID/serial number in logbook.
- Alarm Codes: Create unique user code; do not share general codes.
- Parking Policy: Brief on where to park personal vehicles during calls (not blocking bays).
- Phase 3: Gear & Equipment Issuance
- Communications Hardware
- Issue Pager: Record serial number and capcode; demonstrate charging and tone testing.
- Issue Portable Radio: Record serial number; demonstrate channel changing and emergency button safety.
- Personal Protective Equipment (PPE)
- Turnout Gear: Fit test and issue Coat, Pants, Suspenders, Boots. Check manufacture dates (NFPA compliance).
- Safety Gear: Issue Helmet (with shield/goggles), Nomex Hood, Structural Gloves, and Extrication Gloves.
- Wildland Gear: Issue brush shirt/pants and shelter (if applicable).
- Identification: Issue ID badge and accountability tags (name tags for passport system).
- Phase 4: Digital & Systems Integration
- Alerting Software Setup
- ‘I Am Responding’ / Active911: Create user profile, set permissions, assist with app installation on phone.
- eDispatches / Text Alerts: Add phone number to distribution list; verify test page receipt.
- Internal Communications
- Add email to department distribution list.
- Add to department group chat (GroupMe, WhatsApp, Signal).
- Provide access to Member Portal/Intranet (if applicable for SOGs).
- Phase 5: Orientation & Culture
- Assign Mentor/Buddy
- Pair recruit with a senior firefighter for the first 90 days.
- Schedule weekly check-ins to review progress.
- Review SOGs/SOPs
- Provide digital or physical copy of Standard Operating Guidelines.
- Review critical policies: Response POV driving, Drug/Alcohol policy, Chain of Command.
- Schedule Orientation Training
- Station Tour: Location of bathrooms, supplies, tools, cleaning equipment.
- Apparatus Familiarization: Walk-around of all trucks; explain seating positions (who sits where).
- NIMS/ICS: Assign IS-100 and IS-700 online courses (FEMA) with a completion deadline.
