Undeb Bangor Volunteering-Service Level Agreement
Author: Josie Ball, Volunteering and Community Coordinator, Undeb Bangor
Effective Date: September 2023
Objective of the Agreement
The purpose of this agreement is to ensure a level of service is provided in respect of the provision of volunteering opportunities to potential volunteers.
This agreement sets out:
- The service we provide to potential volunteers and voluntary organisations
- The overall standard which we aim to achieve in the provision of our service
- A mechanism for resolving any problems relating to the delivery of service
Future reviews and amendments to this Service Level Agreement
This agreement will be reviewed annually and changes to the agreement will be emailed to users.
Objective of the Service
Undeb Bangor Volunteering exists to offer volunteering opportunities to students. It acts as a brokerage ‘platform’ on Undeb Bangor’s website.
The platform has been developed by NUS to form part of Union Cloud websites, specifically for Students’ Unions.
The system is an online database for volunteers and organisations. It allows organisations to add and update information on their current volunteer roles through a secure dashboard, where the organisation has their own individual pages to help track, approve and communicate with volunteers. The system allows the organisation to set a quota for how many volunteers are required and automatically closes the advertisement when enough volunteers have expressed interest. Volunteers can search through available vacancies but will only be able to apply if they are registered as a volunteer through the website. If they apply for an opportunity, the organisation can access the volunteer’s contact details via the platform and the organisation can provide them with the relevant application information.
Undeb Bangor Volunteering is a brokerage service and as such, Undeb Bangor is not liable for volunteers undertaking opportunities advertised on the website.
Platform Users
- Students studying at Bangor University
- Voluntary organisations
Charity Number: 1177930
Company Number: 11295063
01248 388000 Undebbangor.com
Undeb Bangor, Pontio, Bangor University, Deiniol Rd, Bangor, LL57 2TQService Agreement
Undeb Bangor is responsible for:
- Promoting the platform to voluntary organisations and potential volunteers
- Ensuring the service is functional and up to date at all times and storing data in line with our Data Sharing Agreement1
- Contacting registered users with information about new and ongoing opportunities
- Approving organisation opportunities with reference to Undeb Bangor volunteering procedures and criteria
- Resolving any issues relating to the usage of the site. Undeb Bangor can be contacted using details on the site and will endeavour to respond to inquiries within one working day
- In the event we receive a complaint regarding a volunteering opportunity or organisation, we reserve the rights to investigate under our Complaints Procedure2
- Undeb Bangor also reserves right to suspend or remove any opportunity or organisation from the platform
- In the event of the opportunity or organisation being removed from the platform, we will email current volunteers informing them of this action
- In line with our approval process of opportunities, we will consider the following factors and may contact you to discuss these further:
A) Level of student interest in the opportunity/field of volunteering
B) Offer of opportunity in line with those already being promoted on the platform
C) Relevance of opportunity in line with wider sustainability work and campaigns at the Students’ Union
D) Ease of access to opportunity for students e.g., proximity/travel distance
E) Potential for a long-term partnership and /or developing an opportunity to incorporate a student-led element
F) Potential for reputational risk.
- We reserve the right to approve or decline any applications through the platform
The voluntary organisation will:
- Be responsible for the selection of suitable volunteers for the opportunity
- Provide volunteering opportunities which are appropriate for students, where levels of expectation are realistic and achievable and where the voluntary activities will not replace the work of paid members of staff
- Include the following in information about your organisation/project: This opportunity is offered and managed by an organisation external to the Students’ Union.
- Contact any students within 7 days of receiving their application
- Provide accurate and up to date information about the role and offer appropriate inductions, training and insurance for the volunteer to complete the opportunity
- As part of this, all organisations must have their own Public Liability Insurance to cover volunteers.
- Be responsible for the health, safety and welfare of all volunteers working at the organisation. The organisation must have conducted thorough risk assessments relating to 1
Charity Number: 1177930
Company Number: 11295063
01248 388000
Undebbangor.com
all volunteer activity. The organisation must be able to provide copies of all risk assessments to Undeb Bangor, upon request
- Hold responsibility for undertaking DBS checks or seek references for volunteers if this a requirement for the role
- Keep an up-to-date record of any volunteers who have come to you via Undeb Bangor Volunteering
- Monitor volunteer hours and approve their timesheets online via the platform's timesheet function
- Maintain open and ongoing communication with Undeb Bangor students regarding volunteering activities, volunteer recruitment and applications, and ensure that any issues and concerns are raised immediately
- Notify Undeb Bangor of any changes to an organisation’s account, including, but not limited to, an organisation’s contact details
- Provide feedback, case studies and ‘good news stories’ relating to Undeb Bangor students who volunteer with the organisation
- Ensure international students do not breach their visa restrictions in relation to volunteering
- Ensure that all staff supporting volunteers are made aware of this SLA
Organisations can change their password as and when they wish by clicking the “forgotten your password” link on the Undeb Bangor sign in page. A password reset will be sent to the address which the organisation is registered under.
Next review date 1st August 2024
Charity Number: 1177930
Company Number: 11295063
01248 388000
Undebbangor.com
Undeb Bangor, Pontio, Bangor University, Deiniol Rd, Bangor, LL57 2TQ Appendix 1: NUS Media UnionCloud Privacy Policy April 2020