Drafting a Volunteer Policy

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Drafting A Volunteer Policy

DISCLAIMER:That which is outlined below is intended only as a guide.

Policy Statement and Purpose

The fist section  should  contain consice and claer information about the purpose of the policy and its limitations must be clearly stated. For example, the purpose of the Name of Organisation’s Volunteer Policy is to provide staff and volunteers with clear guidelines, to prescribe limits of behaviour, assign responsibilities and explain volunteer management systems and operating standards. The Volunteer Policy does not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. We reserve the right to change the policy and to expect adherence to the changed policy. Areas not specifically covered by these policies shall be determined by the Manager.It may state the name of organisation’s other policies that may be read in conjunction with the Volunteer Policy, for example, Charter for Effective Volunteering, Grievance Policy, Garda Vetting Policy and Data Protection Policy.It may state who has overall responsibility for implanting the Volunteer Policy and that volunteers and staff are expected to act in accordance with all companies’ policies and procedures.

Involvement of Volunteers
The next section acknowledges that the organisation values volunteering and its understanding of volunteering as being beneficial both for the organisation and the volunteers. For example, Name of Organisation values the contribution that only volunteers can make and believes that volunteering should be a mutually beneficial experience. In so far as the Organisation benefits from the skills, enthusiasm and experience of Volunteers we believe that volunteers should be able to gain a positive experience also.

The section may also qualify its definition of a volunteer and who can volunteer with the Organisation.  For example, Name of Organisation understands a volunteer to be an individual who without compensation or expectation of compensation beyond reimbursement performs a task of their own free will  at the direction of the organisation for the benefit of a cause or another beyond themselves an/or  their family.  

Consider if everyone has the right to volunteer at your organisation what about minimum age, students on placement, staff, Directors, your own client group, etc?

 

Special Case VolunteersThe organisation accepts [does not accept]  as volunteers those participating in student community service activities, student intern projects, alternative sentencing or diversion programs, corporate volunteer programs, and other volunteer referral programs. In each of these cases, however, a special agreement must be in effect with the organisation, school, or program from whom the special case volunteers originate and must identify responsibility for management and care of the volunteers.

 Employees and their Relatives as VolunteersThe agency accepts [does not accept] the services of staff as volunteers. This service is accepted provided that the volunteer service is provided totally without any coercive nature and involves work which is outside the scope of normal staff duties. Family members of staff are [are not] allowed to volunteer with the agency. When family members are enrolled as volunteers, they will not be placed under the direct supervision or within the same department as other members of their family who are employees. 

Clients and Relatives as VolunteersOrganisation clients are [are not] accepted as volunteers, where such service does not constitute an obstruction to or conflict with provision of services to the client or to others. Relatives of clients may[may not] also serve as clients, but will not be placed in a position of direct service or relationship to members of their family who are receiving services.

 Two Hat PolicyMembers of the agency’s board of directors are [are not] accepted as direct service volunteers with the agency.

 Conflict of InterestNo person who has a conflict of interest with any activity or program of the organisation, whether personal, philosophical, or financial shall be accepted or serve as a volunteer with the organisation. 

Recruitment and Selection of Volunteers
The third section states the organisation’s procedures regarding recruitment and selection of volunteers. For example that there are 4 distinct stages involved in the volunteer recruitment and selection process. The first stage involves the volunteer completing and signing the volunteer application form. The second involves the organisation consideration of the application form and the third is screening and the fourth involves assessing overall suitability. 

It may state that the recruitment process is committed to finding the most suitable volunteer candidate(s) for the position. The recruitment section may state that all volunteer positions have a role description and person specification of the position(s) and explain same. A role description identifies the task involved in the position, whilst, a person specification identifies the qualities and skills required to fill the position.  It may state that selection is made inline with the role description, person specification and the selection procedures.

 

This section may state the rationale behind the selection process and the medium by which the selection decision will be communicated to the volunteer candidate. For example, Volunteer shall only be selected for involvement if they demonstrate a commitment to the aims of the organisation, match the positions role and person specification and successfully complete all 4 recruitment stages. The selection decision when reached will be communicated in writing or in person to the applicant. The organisation will not communicate the decision over the telephone. The decision will be recorded in writing on the candidate’s volunteer application form

Screening
The screening section states that the organisation actively engages all screening methods appropriate to the organisation and its volunteer position(s). Specifically that the screening systems begin at the application stage and continue throughout the volunteer’s involvement with the organisations.The section can state that the organisation reserves the right to screen volunteers at any stage during their involvement and that failure to comply with screening will result in immediate termination of the volunteer’s recruitment and/or involvement.It may list the screening system used by the organisation as including, but not limited to:

  •         Identify checks
  •        Formal interviews
  •        Informal interview
  •       Garda Vetting
  •       Reference checks
  •      Medical checks
  •     Qualification inspection
  •     Work Shadowing
Management of Volunteers

This section may state that the organisation is committed to managing volunteers in a manner that meets the needs of both the organisation and Volunteer as outlined summarily in its Charter for Effective Volunteering.  

The policy at this stage must state clearly who is responsible for the day to day management of volunteers, specifying a member of staff and their role.  For example, the Volunteer Coordinator is responsible for the management of volunteer’s involvement, including answering questions regarding policies,  dealing with any complaints and grievances involving volunteer, delivering  induction, arranging training and agreeing out of pocket expense claims. The Volunteer Coordinator advises the volunteer of their  designated supervisor who’s role it i s to provide day to day advice and guidance relating to the voluntary work, provide support and supervision, identifies training needs for consideration by the Volunteer Coordinator.

Probationary Period

This section outlines that the organisation uses a probationary period, its length, the reasons for its use and its terms and conditions. 

 For example, volunteers commencing with Name of Organisation are subject to a probationary period depending on the nature and hours of their volunteering. The probationary periods is an opportunity for the organisation and volunteer to decide whether they are suited to each other.  Reviews and any matters arising during the probationary period may be recorded in writing and attached to the volunteers application form. Reviews will be held before the end of the probationary period and  decide if a) the volunteer has successful completed the probationary period and will become  fully involved in the organisation, b) the Probationary Period will be extended or c) that  the volunteer’s involvement with the organsation will cease.

 The probationary period coincides with, but is different and separate from, the induction.

 Induction and Training

This section of the policy may outline the organisation’s induction plan. Induction is processes of guidance, training and learning for the volunteer about the organisation, their volunteer position and the organisation policies, operations and procedures. During induction Organisations need to be clear about their operating standards, in other words their do’s and don'ts.

 For example, all volunteers are provided with induction within 3 weeks of their commencing their volunteering with the organisation Induction is processes of guidance, training and learning for the volunteer about the organisation, their volunteer position and the organisation policies, operations and procedures. During induction volunteers will be provided with opportunities to discuss any questions about the organisation.  

Training may be provided where appropriate to assist volunteers with their position and its tasks. Any training policy that an organisation has may be made available to volunteers and be volunteering inclusive. A statement to that effect should be included in this section.

 Relationships with Paid Staff

This section identifies the boundaries between paid staff and volunteers. For example, Volunteers are a core part of our team and enhance the capacity of and community involvement in the organisation with a distinctive but complementary role alongside paid staff (including Job Initiative and Community Employment Workers).

 Volunteers and staff are considered to be partners in implementing the mission and programs of the organisation. Clear roles are established to differentiate between paid staff and volunteers to foster mutually beneficial relationships.

 Support and Supervision

This section outlines the organisation’s support and supervision procedures, the individual responsible for implementing same, its time frame, format and purpose.  For example, all volunteers are allocated a designated supervisor upon commencing their volunteering with our organsation. The Volunteer Coordinator appoints the  Volunteer’s designated supervisor who’s role it i s to provide day to day advice and guidance relating to the voluntary work, provide support and supervision, identifies training needs for consideration by the Volunteer Coordinator.  The frequency, duration and format of the session(s) are agreed between the volunteer and supervisor. 

The purposes of supervision and support session are to:

  • Monitor and evaluate performance
  •  Clarify priorities
  •  Share information about work
  • Discuss how the volunteer feels about the work
  • Recognise and deal with existing and potential problems
  • Identify and meet support needs

Information sharing and record keeping

 This policy section outlines the organisation arrangements to deal with the distribution of information and record keeping. The aim is to maintain good relationships and protect all concerned. For example, all information is dealt with in accordance with Data Protection Policy and Data Protection Acts. A system of records is maintained on all volunteers, including personal data, dates and times of services, duties performed, evaluation of work, etc.  Volunteers are able to access their personal information freely upon request. Volunteers are entitled to all information relevant to the performance of their work assignments. To facilitate the receipt of this information on a timely basis, volunteers will be assigned an email account or post box for receipt on information distributed in their absence. Responsibility for ensuring that the volunteer receives such information will rest with the Volunteer Coordinator.  

 GrievancesThis policy section outlines the organisation arrangements to deal with the volunteer and their work in a fair and open way.  It may state that the volunteer may have access to a process to address grievances about any aspect of their work or how they are managed.  If Volunteers are not satisfied that issues in relation to their volunteering are being handled appropriately, they are entitled to have their concerns reviewed in accordance with the organisations Grievance Policy. 

Operating Standards

This section may state your exiting operating standards that volunteers are expected to act in accordance with for example

 Attitude

A professional attitude in which the job comes first is expected and professional courtesy must reign at all times. Domination, aggressive and oppressive behaviour are not tolerated and must be reported to the Volunteer Coordinator when anyone encounters them.  

Attendance

Working times are negotiated between the Volunteer Coordinator and the volunteer and are as flexible as the tasks allow. All absences must be notified as soon as possible to the Volunteer Coordinator so that alternative arrangement can be made. Regular lateness or absence may result in termination of your involvement.  When you arrive at the organisation you must immediately report to the Volunteer Coordinator and sign in, this is important in the event of a roll call during an evacuation.   

Teamwork

Co-operation and teamwork amongst the volunteers, staff and clients is required and encouraged 

Insurance

Insurance is provided by Name of Organisation to cover all volunteers working on behalf and at the direction of the organisation. However drivers using their cars in connection with their voluntary work must inform their own insurance company to ensure adequate and continued cover.   

Neat Dress & Personal Hygiene

As you are liable to come into contact with customers and members of the public, it is important that you present a professional image with regard to appearance and standards of dress.  You may wear clothes appropriate to your responsibilities, and they may be kept clean and tidy at all times. 

Work Space

Both from the point of view of safety and of appearance, work areas must be kept clean and tidy at all times.

 Expenses

Volunteers give their time and skills free of charge to the organisation and cost incurred in volunteering may never be allowed to discourage involvement. Where possible Name of Organisation will pay out of pocket expenses. Payment will only be issues for agreed expenses and claims must be submitted in the standard expense form with receipts for consideration. All claims will be agreed in line with the Organisation’s Travel and Subsidence Policy [ or  on a case by case basis].  

Copyright

All written material, whether held on paper, electronically or magnetically which was made or acquired by you during the course of your involvement with us, is our property and our copyright.   

Confidentiality

All information that:

  1.  is or has been obtained by you during, or in the course of your involvement, or has otherwise been acquired by you in confidence,  
  2. relates particularly to the organisation’s business, clients or that of other persons or bodies with whom we have dealings of any sort,
  3. has not been made public by, or with our authority, is confidential,

 and (save in the course of our business or as required by law)  a volunteer shall not at any time, whether before or after the end of their involvement, disclose such information to any person without our written consent.

Volunteers are expected to exercise care to keep safe all documentary or other material containing confidential information, and at the time of end of your involvement with us, or at any other time upon demand, return to us any such material in your possession. 

Representation of Name of Organisation

Volunteers must seek prior approval from Name of Organisation Manger before undertaking representation on behalf of Name of Organisation.  This includes, but is not limited to, statements to the press, joint initiatives with other bodies, and agreements involving contractual of financial obligations

 Dismissal

This policy section outlines plainly the organisation dismissal policy and may provide concrete example of when dismissal may occur. For example, Volunteers who do not adhere to the organisation’s rules or who fail to perform their volunteer tasks satisfactorily may be subject to dismissal.  Volunteer’s involvement will not be terminated until the volunteer has an opportunity to discuss the reasons for possible dismissal with the supervisor.  Grounds for dismissal include, but are not limited to, the following;  gross misconduct, being under the influence of drugs (including alcohol), theft, misuse of equipment and materials, abuse of clients and co-workers, breaches of confidentiality, failure to abide by policies and procedures and failure to complete duties to a satisfactory standard. Dismissal will be communicated in writing to the volunteer.

 Exit Interviews

This policy section outlines the organisation volunteer exit strategy. For example, if a volunteer is leaving an exit interview is held. The interview shall ascertain why the volunteer is leaving the position, suggestions the volunteer may have to improving the position, and the possibility of involving the volunteer in some other capacity with the agency. Where appropriate an offer of a reference may be made to the volunteer. 

Evaluation & Feedback

This policy section outlines the organisation readiness to receive feedback on the policy, and the organisations commitment to amend and review it in turn. For example, e constructive feedback on this policy document is always welcome.  It must be given in writing to the Organisations Manger; s/he will ensure that it is considered fully . Name of Organisation is committed to reviewing its Volunteer Policy within 18months time and henceforth when necessary.