Volunteer Policy & Procedure

Introduction

This document sets out Compassiviste Foundation’s Volunteer Policy and Procedure. It provides guidance and direction to volunteers and staff and trustees engaged in volunteering/supporting volunteering within the organisation. It is endorsed by Compassiviste Foundation’s trustees and will be updated as and when required.

1. Policy monitoring and review frequency

This policy will be reviewed every 12 months or at any time when it becomes necessary to do so.

2. What is volunteering and why are volunteers important?

We consider the three main characteristics of volunteering to be that:

a) It should not be offered for money;

b) It should be offered by an individual by his or her own free will; and

c) It should benefit someone (or a group of people) other than the volunteer him/herself

All Compassiviste Foundation personnel shall be expected to recognise the importance of volunteers and the value they bring to the organisation by championing our mission, bringing fresh perspectives, and offering a pool of experience that we would not otherwise benefit from.

3. Volunteer requirements

Compassiviste Foundation volunteers shall be required to:

a) Comply with this and all other relevant Compassiviste Foundation policies and procedures.

b) Support Compassiviste Foundation’s mission and its values.

c) Represent Compassiviste Foundation in a professional manner at all times by adhering to our Constitution and Code of Conduct.

d) Take reasonable care of themselves and others in the course of their role in compliance with the terms of our Employers Liability insurance.

e) Follow their supervisor’s requests and act only within the remit of their role.

f) Never disclose or make copies of information that could be deemed sensitive or confidential.

Volunteers may be criminally liable, or face civil action, if they:

  • Share confidential information inappropriately, including on social media.
  • Bully, intimidate or otherwise exploit Compassiviste Foundation personnel or its beneficiaries.
  • Encourage violence or self-harm.
  • Steal information or other property from Compassiviste Foundation or from its beneficiaries and partners.
  • Incite hatred or discrimination.

4. Advertising volunteering roles

A description of the role should be created including information detailing:

a) The framework of the role and tasks required, and the reason(s) why the role is necessary and how it will benefit others.

b) The location of where the volunteer will be working and the days/times they will be needed and for what duration.

c) The specific skills, if any, the volunteer will need.

d) The training, if any, that will be provided.

e) The name(s) of the person/people supervising the volunteer. The supervisor may be a trustee or another member of Compassiviste Foundation personnel.

f) How the applicant can apply for the role.

Advertising for volunteering roles should be undertaken using platforms that are as cost-effective as possible.

5. Recruitment process

Applicants should be asked to complete an application form. Applicants should be made aware in this form that their personal data will be held securely by Compassiviste Foundation (as a Data Controller) for as long as legally necessary. A link to Compassiviste Foundation’s privacy policy should be included. Compassiviste Foundation will require:

a) The applicant’s full name.

b) The applicant’s address.

c) The applicant’s age (to ensure they are over 18 years old).

d) The applicant’s contact details (telephone number, email address [if applicable]) and the applicant’s preferred contact method.

e) Qualifications or other preferred/prerequisite training and skills.

f) References.

It is the responsibility of the stated supervisor to:

  • Assess each application for suitability.
  • Inform candidates who are unsuccessful. Constructive feedback should be given.
  • Arrange an introductory interview (by phone or in person, as applicable).
  • Arrange a secondary interview (by phone or in person), if required. Interviews should be informal in nature and, amongst other things, aim to establish if the volunteer(s) understand or are aligned with Compassiviste Foundation’s aims and vision.
  • Conduct an initial screening, which may include background checks in the form of obtaining employment or character references, and Disclosure and Barring Service (DBS) checks.
  • Follow all other relevant Compassiviste Foundation policies in the recruitment process, including (but not limited to) the Equality, Diversity and Inclusion Policy.
  • Inform the trustees of their preferred candidate(s) and seek approval from them before confirming the position with the successful volunteer(s).

There may be times when applicants are unsuitable because:

  • Their involvement may give rise to a conflict of interest.
  • They are working for Compassiviste Foundation in another capacity.
  • They have a criminal record or County Court Judgement which may make them unsuitable for the role.

This list is not exhaustive.

6. Managing volunteers

a) Induction: Ordinarily, volunteers will receive an induction from their supervisor. The induction process must include training on all relevant Compassiviste Foundation policies, including our Employers Liability insurance policy.

b) Training: Training is important to ensure the volunteer(s) can perform their role to the best of their ability and in manner that is consistent with health and safety legislation. Volunteers have a legal right to work for and within a safe environment.

c) Supervision and support:

As a minimum, volunteers should:

  • receive a review shortly after their role begins.
  • receive a quarterly and annual review, subject to the length of their role.
  • receive feedback and additional training as necessary to ensure they are able to perform tasks to the best of their ability.

d) Supervisors are required to conduct a health and safety risk assessment for each volunteer, which includes those volunteers who are working from home. A health and safety policy should be drawn up for each volunteer and the volunteer is expected to comply with this policy at all times.

e) Supervisors should make volunteers aware of Compassiviste Foundation’s problem solving and complaints procedures.

7. The scope of volunteering roles

Volunteers may be sought for the following roles:

a) Marketing and public relations, to enhance and promote Compassiviste Foundation’s objectives and vision

b) Administration/secretarial, to manage (or help to manage) Compassiviste Foundation’s day-to-day administerial duties

c) Fundraising, to highlight Compassiviste Foundation’s work and to seek revenue in the form of public and corporate donations

Volunteers should be aged 18 years or over.

Whilst Compassiviste Foundation is committed to providing meaningful volunteering opportunities, the scope of their duties should be restricted to these roles.

8. Problem solving and complaints

Compassiviste Foundation aims to provide a consistent and equitable way of handling problems that may arise from time to time in the course of volunteering. If a volunteer wishes to raise a concern they must:

  • Raise the concern with their supervisor who should attempt to address or resolve the concern directly.
  • If the supervisor is unable to resolve the issue, or if the volunteer feels it has not been satisfactorily resolved by the supervisor, or if the concern relates to the supervisor, the volunteer should bring the matter to the attention of Compassiviste Foundation’s board of trustees.
  • If the board of trustees is unable to resolve the issue, or if the volunteer feels it has not been satisfactorily resolved by the board of trustees, the volunteer should bring the matter to the attention of the Charity Commission.

It may be the case that the supervisor has concerns about a volunteer. In such cases, the supervisor must attempt to address or resolve the concern with the volunteer directly. If that is unsuccessful, the supervisor must bring the matter to the attention of Compassiviste Foundation’s board of trustees.

9. Expenses

Compassiviste Foundation follows good practice volunteer management, which means that some volunteers may be given the opportunity to claim reimbursement for out-of-pocket expenses incurred in the performance of their roles. The supervisor must discuss expenses with the volunteer(s) and explain what expenses can be claimed (if any) and the process involved.

10. Leaving volunteering

Volunteers are under no legal obligation to work for Compassiviste Foundation and may leave at any time by informing their supervisor. They are not obliged to give notice, however if notice is given, the supervisor should complete a feedback form to obtain as much information about the reason(s) why they are leaving us. If the volunteer leaves without notice, the supervisor should send the volunteer the feedback form by post or email.

A volunteer’s personal details will be retained by Compassiviste Foundation for a period of six years unless it is deemed unnecessary by the trustees and our Data Protection Officer to retain it for that length of time. All personal information will be held securely and in accordance with our Privacy Policy.