Volunteer Policy

Summary

The purpose of this policy is to communicate the Charity’s arrangements for ensuring that volunteers are enhanced DBS checked, adequately trained and aware of how to work healthily and safely.

Implementation

This policy will be disseminated to employees and other members of the Charity via the electronic filing system and access to a google shared drive.

1. Our Commitment

Our aim is that volunteers feel they are well informed and at the heart of the TRAIN team. We enable them to make a contribution that adds value and recognise the huge benefits that volunteers bring to the organisation, Trustees, staff and young people we come into contact with.

All operational volunteers will have an enhanced DBS disclosure. If the volunteer already has an enhanced DBS disclosure, TRAIN will use the Charity Commission update service to see if any relevant information has been identified about the individual since their certificate was last issued.

All volunteers will be briefed and supported on their roles and responsibilities whilst volunteering with TRAIN. TRAIN volunteers are treated equally, respectfully, fairly and supported at all times when volunteering with TRAIN.

2. The Law

The duty of care is a common law duty to take reasonable care to avoid harming others. TRAIN has a duty of care towards its volunteers. The organisation and its trustees could be liable if a volunteer is injured because the duty of care was not met.

This means that reasonable steps will be taken to reduce the likelihood and potential seriousness of injury to volunteers, for example: giving volunteers the right information, training volunteers, making sure volunteers use safe practices, safety clothing or equipment, and by supervising volunteers closely. Volunteers will ordinarily receive a briefing which will include risk assessments as part of the approach and will participate in a wash-up review at the end of each session as appropriate with a staff member.

3. Recruitment of Volunteers

The potential volunteer will be asked to complete a 1-page Volunteer Application Form. The form is designed to be as simple and accessible as possible. Declared criminal records will be evaluated and a risk-based decision made to assess suitability to recruit.

We will draw up a description of the tasks or role that we need the volunteer to perform. This will help identify the skills, experience or qualifications (if relevant) that are needed. It will help volunteers understand how they fit into the services and activities TRAIN provides.

The potential volunteer will be interviewed by the appropriate person, a Trustee or Staff member, and if this is successful two references asked for on the application form will be taken up. A Gap Action plan will be created in agreement with the appropriate person and this will be met through the induction phase.

4. Data Protection Obligations

The Data Protection Act refers to the holding of information on living persons, which can include volunteers. It gives volunteers the right to know what information is held about them and sets out rules to make sure that this information is handled properly. Only relevant information about a volunteer will be held. Please refer to our Data Protection Policy for more information.

5. Induction & Training

All new volunteers will undergo an induction period, which will include appropriate training and support. This will also involve a tour of the relevant office or space and explanation of health and safety instructions, reporting of accidents, first aid procedures and fire evacuation procedures.

Copies of all the relevant policies including this Volunteer Policy, Confidentiality, Health and Safety, Equality, Diversity and Inclusion, Safeguarding etc. are available on the shared drive whilst paper copies will be made available initially for those unable to access.

Basic training will include 4 key modules deemed as core requirements:

• Introduction to Safeguarding
• Introduction to Challenging Behaviour
• Introduction to the Principles of Youth Work
• Mental Health and Wellbeing

There will be a trial period of up to 6 weeks. An informal review will be undertaken midway through this period and at the end.

6. Monitoring

We will use our Equality and Diversity Policy procedures to monitor our volunteer recruitment.

7. Retaining Records

We keep records of volunteers who have left for a period of 6 months.

8. Expenses

Appropriate expenses will be agreed in advance and TRAIN will reimburse all reasonable travel and expenses incurred whilst undertaking the role. In order to claim expenses, an expenses form must be completed and given to a manager/supervisor with receipts.

9. Support

The trustees and staff will offer appropriate line management and support to volunteers. In general, this means that each volunteer will be allocated a specific member of staff, who will regularly check in with the volunteer to encourage, show interest and gain appropriate feedback on all matters.

10. Insurance

TRAIN has valid general insurance cover and purchases additional cover by exception.

11. Confidentiality

TRAIN has an explicit confidentiality policy, which all volunteers are obliged to comply with. Please read the Safeguarding and Child Protection Policy for further details.

12. Resolving Problems

TRAIN is committed to maintaining agreed standards when working with young people. Any volunteer issues in relation to this will be subject to a formal review where representation will be allowed. If after this, the dissatisfaction/issue remains unresolved, then it would be inappropriate for the individual to continue to be a volunteer. The appropriate person will take professional advice from our HR and/or Legal advisor to ensure transparency and fair-mindedness is applied.

13. Monitoring and Review

This policy will be reviewed every three years to judge its effectiveness and will be updated in accordance with changes in the law. Any information provided by job applicants and employees for monitoring purposes will be used only for these purposes and will be dealt with in accordance with the Data Protection legislation.

14. Saying Goodbye

TRAIN is so grateful to volunteers for their support.

We know that volunteers move on for a number of reasons and so have identified steps to take to ensure a process that is smooth and beneficial to both parties.

In any case TRAIN will:

• Arrange a support meeting.
• If issues can be resolved we will create an action plan to follow. This may include further training and more support.
• If the issues cannot be resolved then the volunteer may be offered an alternative role if available and appropriate.
• If the volunteer cannot be placed elsewhere an exit interview will be carried out to explain to the volunteer why they have been asked to leave, to thank them for their time and refer on to other volunteer services such as WCAVA.
• Volunteers will be provided with a reference after 6 months of volunteering.

15. Related Policy and Procedures

• Volunteer Application Form
• Data Protection Policy
• Health & Safety Policy
• IT Policy
• Diversity, Inclusion and Equality Policy
• Child Protection and Safeguarding Policy