SAMPLE VOLUNTEER POLICY
(Company Name) Volunteer Policy 1.1 Introduction • • • • • • •
Volunteers are people who are willing to give their time and service of their own free will for no financial gain XXX is committed to providing structured volunteering opportunities to young people on national, regional and local levels Volunteering is a two way exchange of skills and experiences and each volunteer will receive an agreement document outlining this relationship Involving volunteers will enhance services and ensure that XXX is delivering services based directly on the needs of the users All volunteers will be appropriately inducted and will volunteer within the aims and objectives of the organisation XXX is committed to providing structures for good volunteer management for volunteers both in the office and those based around the country Volunteers will not be paid but XXX will cover expenses for approved travel and refreshments on production on receipts. This will comply with XXX’s staff expense policy
1.2 Initial Development of the Role • • •
When the need for a volunteer is identified it should be authorised by the senior management team who must consider whether the above points have been covered A role description for each volunteer will be created detailing the tasks and goals expected from them A safe environment for the volunteer will be ensured and appropriate health and safety checks carried out
1.3 Recruitment • • • •
Volunteers will be recruited in accordance with Youth Music’s equal opportunities policy Where appropriate, Volunteers will need to demonstrate that they have the necessary skills for the role (via CV, references etc.) Potential volunteers will be interviewed by the person who will support and manage them (the level of formality will depend on the skills required and the degree of responsibility the role requires) If applicable CRB checks will be carried out
1.4 Induction and training • •
All volunteers will have a named supervisor All volunteers will have an induction covering the following elements; Why the volunteer is needed The rights and responsibilities of the volunteer Aims of the organisation Tour of the location where the role will be carried out Meeting other staff and volunteers and understanding organisation structure Discussion about role description and key tasks Health and safety awareness Understanding equal opportunities Fire procedures First aid/accident book Importance of confidentiality Informed of record keeping and access rights Details about claiming expenses and absence procedures 1
Understanding issues around respect and responsibility and impact of actions on rest of the organisation Complaints procedures and termination of volunteering role
1.5 Support and supervision • • • •
• •
Like any member of staff, it is important that a volunteer is appropriately supervised and supported Each volunteer will have a named supervisor who will be responsible for the daytoday management of the volunteer Regular supervision will be agreed between the volunteer and the supervisor Supervision will cover; How the volunteer is progressing with their role Whether the volunteer needs additional support or training How well the volunteer is fitting into the staff/team Whether commitment levels are being maintained and the times of the volunteering are fitting with other commitments When the named supervisor is absent for more than two consecutive weeks, a temporary supervisor will be assigned Youth Music appreciates that a volunteer’s situation may change and they may become dissatisfied with the role they have agreed to do. Volunteers should be encouraged to discuss these issues with their supervisor who will ensure flexibility
1.6 Complaints •
If the volunteer has a complaint they should discuss it with their supervisor who will aim to deal with it or take it to a senior member of staff
1.7 Termination of the volunteer role • •
If problems cannot be resolved and a volunteer needs to be dismissed, they will receive a letter from their supervisor explaining the reasons If the volunteer has any equipment owned by XXX it must be returned and volunteers will not be able to attend any prebooked training that has not taken place yet
1.8 Exit interviews
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If applicable the volunteer will attend an exit interview with their supervisor at the end of their placement. The interview will cover; The key achievements of the placement measured against the role description What the volunteer has enjoyed and learned What the volunteer would change if they could
How the volunteer has helped Youth Music to achieve its aims and objectives
Thank the volunteer for their commitment and achievements Offer the volunteer a reference
1.9 Reward and recognition • • • •
It is important to recognise the value of the volunteer’s contributions – remember they are giving up their time for no financial gain Where applicable volunteers will have the opportunity to gain accreditation for their involvement When able, XXX will give unexpected honorariums which may be gifts of cash or vouchers – this will not be stipulated in any advertisement, role profile or volunteer agreement The achievements of volunteers will be regularly celebrated through media attention, low and high profile events and through internal recognition
1.10 Policy review 2
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This policy will be reviewed on an annual basis with staff, trustees and volunteers
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