This policy
provides EO with a framework of best practice and procedures for the
appointment, management and support of volunteers. A copy of this
document is available on the internet and will be provided to all volunteers
during the induction process.
2. Purpose of the policy
-demonstrates our commitment to volunteers;
- ensures fairness and consistency;
- ensures
that decisions are not made on an ad hoc basis, and that all volunteers are
treated equally and fairly;
- clarifies the relationship between volunteers and Education Otherwise at all levels;
- ensures
that volunteers have a clear role and a list of responsibilities and tasks to
work to, and that they receive appropriate support, supervision, training and
development to help them carry out their tasks; and
- ensures non-exploitative use of volunteers in a
supportive environment.
As
a volunteer you bring substantial benefits to EO by bringing skills to the
organisation and through the provision of additional human resources to
particular services. EO recognises and appreciates the major contribution that you can make
to our work. In return, EO can offer you a rewarding experience by providing
opportunities to:
-meet new challenges;
-make a significant contribution to helping home
educators; and
-develop skills and experience
Volunteering
should be a worthwhile and rewarding experience for you.
3. The status of volunteers
- EO would hope that the arrangement of volunteering
carries on as long as it is mutually agreeable for you and EO but there are no
time limits set on this relationship;
- Contribution towards expenses does not constitute
any form of contract;
- We acknowledge that personal circumstances change
and so you may resign at any time. We appreciate as much notice as possible;
- EO reserves the right to end your volunteer contribution.
The reason for this will be given to you in writing stating options available
to you and helping you in identifying and resolving any problems or offering
you alternative volunteer roles. See the Complaints and Disciplinary Policy for
more information. EO has the right to the volunteer relationship without notice
at any time without prejudice.
- You do
not have the legal obligations or the employment rights of employees;
- The terms and conditions of employment relating to
salaried staff will not apply to you;
4. Principles
(a) EO will apply the Equal Opportunity Policy to your
recruitment and management;
(b) EO will provide you with a volunteer agreement at your
induction;
(c) EO will make information
available for you to help you to claim any reasonable expenses;
(d) EO will provide appropriate public liability insurance
to cover you whilst you are engaged in a volunteer activity with us;
(e) EO will consult and involve you on issues concerning
your volunteering activity;
(f) EO will offer training and
support for you, in relation to your tasks;
(g) EO expects you
to behave responsibly and not bring Education Otherwise into disrepute;
(h) We expect you to
adhere to our policies and code of conduct and We ask that you support our aims and objectives
(i) We will provide you with a
copy of the Volunteer problem solving and fair treatment procedures and expect you to adhere to our Code of Conduct.
5. Volunteer management and support
(a) providing you with a written description of your role,
outlining responsibilities and who you report to ;
(b) organising a planned induction to the
organisation, including explaining relevant policies and procedures and agreed
duties and tasks;
(c) facilitating ongoing,
open, two-way communication between you and both helping you in identifying and
resolving any obstacles you may encounter;
(d) providing regular support and review of the role and
activities.
In
order to ensure that you are adequately supported at all times, you are
generally expected to be contactable by your EO line manager or a person s/he
has temporarily delegated the role to.
Your
line manager is responsible for ensuring that unreasonable requests are not
made of you and there is no pressure to extend your role beyond the terms of
their role description.
Your line manager should be your main contact for all volunteer related matters, and will keep you informed of any changes or prospective changes to EO’s policy and procedures that will affect your voluntary role.
6. Role Description and Volunteer
agreement
We will record the
arrangements for your volunteering activities in a role description.
The volunteer agreement is
not a contract of employment. We do however require that you sign the agreement
as indication of your acceptance of the policies and procedures you are subject
to at EO.
7. Recruitment
7.1. General
a) provide descriptions for
all volunteering activities, outlining specific tasks, responsibilities and
reporting structure;
b) ask all prospective volunteers
to complete and sign a Volunteer Application Form;
c) invite all prospective
volunteers to discuss the proposed role, its requirements and the expectations
of both parties with their intended line manager. This discussion enables both
parties to evaluate the suitability of the opportunity;
d) have the right to refuse
the offer of service of any volunteer;
7.2. Trial period
b) Before ratifying any posts or moving out of
the 6 month trial period in the new volunteer policies, CG are asked whether or
not there are any o/s complaints about a volunteer.
c) On completion of the trial period, a review will be
held with your line manager where you will receive feedback on your performance
to date. You will also have an opportunity to give feedback on what you enjoy
doing and whether you would like more support in certain tasks. An extension of
the role will be offered if that role is still available and you demonstrate an
ability to perform the role to a suitable level;
d) In circumstances where either party feels the
placement is unsuitable, the placement can be reviewed at any point before the
six-month review;
In circumstances
where your line manager feels that problems exist with your performance or your
conduct or commitment might warrant consideration of the ending of your
contribution - either during the trial period or as a result of the
end-of-trial-period review meeting – your line manager may end your role as a
volunteer with immediate effect. This will be done in writing.The
appeal procedure is the same as in section 3(g).
7.3. Conduct and performance
You are subject to EO’s Code of Conduct and
should therefore familiarise yourself with it.
You should raise any complaints
or concerns with your line manager. If this is not appropriate or any complaint
is not dealt with sufficiently, you should take your complaint to the
Complaints Group or follow the Volunteer Fair Treatment Procedure.
7.4. Leaving
If you wish to withdraw from your voluntary role you
are asked to give your line manager as much notice as possible. EO would
appreciate at least four weeks’ notice of you leaving your role but recognises
your right to withdraw at any time without prejudice. You will be offered an opportunity
to discuss your reasons for leaving your voluntary role at EO.
EO will provide a reference for you up to three years
after you stop volunteering with us. The reference can be obtained by writing
to the Company Secretary at the registered address.
8. Induction
You will receive an
induction when you begin your placement at EO. Your supervisor will be
responsible for ensuring comprehensive induction, which should include the
following:
a) An
introduction to EO’s aims, activities, and operating structures;
b) An introduction to your role and the terms
and expectations of the volunteering assignment (including the terms of your
Volunteer Agreement);
c) Your key responsibilities, tasks and the
working procedures that you are expected to follow;
d) Induction into EO policies;
You will receive copies
of all these policies.
9. Training
EO provides
training to enable you to effectively carry out your activities on behalf of
EO. This training will directly relate to the activity for which you volunteer.
The training provision generally available to you will be in the nature of
on-the-job instruction, and support from your line manager or other volunteers.
EO may, on occasion, require you to attend training considered necessary for
your voluntary role.
10. Disclosure of convictions
11. Expenses
12. Insurance
EO undertakes to
provide adequate insurance cover for you whilst undertaking voluntary work
approved and authorised by us, to cover accidents caused to you or by you.
13. Copyright
(a) EO’s property;
(b) used for EO’s purpose only;
(c) returned to EO on demand at any time;
(d) returned to EO without demand if you cease for more than one month
to be actively involved with EO’s work.
14. Monitoring and Review
It will be the responsibility of the EO trustees or a person appointed
by them to review regularly the
operation of this Volunteer Policy and to make sure that it is always in
accordance with the current volunteering best practice.
Policy
second revision 16 November 2007