Volunteer Agreements

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Should our organisation have a volunteer agreement?

Voluntary organisations are understandably aware of the dangers of creating a contract with their volunteers, and can be reluctant to have any form of written agreement with them. However, as long as the organisation avoids any form of obligation or contractual language any risk is outweighed by the benefits of having a written agreement.
Agreements set out the organisation’s commitment to its volunteers, and what it can expect from its volunteers. They act as a reference point for the volunteers, and a reminder to the organisation that it should meet the standards of good practice that it has set itself. A typical agreement might state that the organisation will pay volunteer expenses, provide adequate training and supervision, carry out adequate risk assessments, and treat volunteers in accordance with its equal opportunities policy. Volunteers would agree to follow the rules and procedures of the organisation, and meet time commitments, giving adequate notice if this is not possible.
Any hint of obligation – volunteers agreeing to volunteer for the next six months, for example – runs the risk of the document being seen as contractual. It is better to talk of hopes and expectations, with the understanding that volunteers are free to come and go.
It is also a good idea to put some form of disclaimer into the document, to the effect that the agreement is in honour only, and is not intended to be a legally binding contract of employment. Such a disclaimer is likely to be disregarded if the document is clearly contractual however.

Sample Volunteer Agreements

These sample volunteer agreements are a starting point to help you draft an agreement that suits your organisation. We hope you will discuss and consult on the sample agreements and feel free to adapt them to suit your needs. The first agreement is more formal and detailed than the second one.
A volunteer agreement helps both the organisation and its volunteers by making expectations clear. Both agreements incorporate current thinking on what is good practice in managing volunteers. They also address the unlikely possibility of volunteers being considered employees in the eyes of the law.
A volunteer agreement is usually part of a set of documents, which includes a volunteer policy and voluntary work outlines (like a job description). Advice on drawing up such documents is available from the Kerry Volunteer Centre.
VOLUNTEER AGREEMENT- Sample A 

This Volunteer Agreement describes the arrangement between [name of organisation] and you. We wish to assure you of our appreciation of your volunteering with us and will do the best we can to make your volunteer experience with us enjoyable and rewarding.


Part 1: The Organisation

Your role as a volunteer is [state nature and tasks involved in the work] and starts on [date]. This work is intended to [state how the work benefits the organisation].  [Name of organisation] commits to the following:
1.        Induction and training
·         To provide thorough induction on the work of [voluntary organisation], its staff, your volunteering role and the induction and/or training you need to meet the responsibilities of this role. The Volunteer Handbook provides full details of the organisation.
2.         Supervision, support and flexibility
·         To explain the standards we expect for our services and to encourage and support you to achieve and maintain them;
·         To provide a named person who will meet with you regularly to discuss your volunteering and any successes and problems;
·         To do our best to help you develop your volunteering role with us.
3.       Expenses
To repay the following out of pocket expenses following procedures;
·         Travel during your work: see the Volunteer Handbook for rules on methods of travel and car mileage allowances
·         Meal allowance to a maximum of € 10 with a receipt and € 5 per day without. [To be eligible you must work around meal times or for at least [4] hours a day].
·         Specialist clothing where this is required and provided by you.
·         Actual cost of crèche, childminding fees or other dependant costs incurred in order to be available for voluntary work.
4.       Health and safety
·         To provide adequate training and feedback in support of our health and safety policy.
5.       Insurance
·         To provide adequate insurance cover for volunteers whilst undertaking voluntary work approved and authorised by us
6.       Equal opportunities
·         To ensure that all volunteers are dealt with in accordance with our equal opportunities policy.
7.         Problems
·         To try to resolve fairly any problems, grievances and difficulties you may have while you volunteer with us;
·         In the event of an unresolved problem, to offer an opportunity to discuss the issues in accordance with the organisations procedures.

Part 2: The Volunteer

I agree:

  • To help [name of organisation] fulfil its [services];                          
  • To perform my volunteering role to the best of my ability;
  • To follow the organisation’s procedures and standards, including health and safety and  equal opportunities, in relation to its staff, volunteers and clients;
  • To maintain the confidential information of the organisation and of its clients;
  • To meet time commitments and standards agreed to and to give reasonable notice so other arrangements can be made when this is not possible;
  • To provide referees as agreed who may be contacted, and to agree to a police check being carried out where necessary.
     
    This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intend any employment relationship to be created either now or at any time in the future.

VOLUNTEER AGREEMENT- Sample B

Volunteers are an important and valued part of [name of organisation]. We hope that you enjoy volunteering with us and feel a full part of our team.
This agreement tells you what you can expect from us, and what we hope from you. We aim to be flexible, so please let us know if you would like to make any changes and we will do our best.
We, [name of organisation], will do our best:
  • to introduce you to how the organisation works and your role in it and to provide any training you need. The initial training agreed is [ ].
  • to provide regular meetings with your manager so that you can tell us if you are happy with how your volunteering is organised and get feedback from us. Your manager’s name is [         ].
  • to respect your skills, dignity and individual wishes and to do our best to meet them.
  • to pay out of pocket expenses namely your travel and meal costs up to our current maximum.
  • to consult with you and keep you informed of changes within the organisation.
  • to provide appropriate insurance cover for  you  whilst volunteering with our organisation.
  • to provide a safe workplace.
  • to apply our equal opportunities policy.
  • to apply our complaints procedure if there is any problem.

I, [name of volunteer], agree to do my best:

  • to help [name of organisation] fulfil its aims and objectives.
  • to perform my volunteer role to the best of my ability
  • to give as much notice as possible whenever I cannot volunteer when expected.
  • to follow [name of organisation]  rules and procedures, including health and safety, equal opportunities and confidentiality.

 Note: this agreement is in honour only and is not intended to be a legally binding contract .