Volunteer Policy

Oblong Volunteer Policy 2007

INTRODUCTION

1.1 Oblong
Founded in 1996, Oblong aims to support people and projects to create flourishing, active communities. We run a resource centre that provides advice, support and facilities for local people setting up and running community groups. We also run a volunteer scheme for local people who want to help run the centre. Our member projects do all sorts of things including theatre, youth work, arts projects, sports and environmental work. Have a look at the display in the centre, our web site or our annual report for more details of member projects and the stuff we do.

1.2 Why we have volunteers at Oblong
Volunteering England defines volunteering as,

“any activity which involves spending time, unpaid, doing something which aims to benefit someone (individuals or groups) other than or in addition to close relatives, or to benefit the environment.”

Oblong believes that volunteers contribute significantly to the work of the organisation and that success in reaching our goals is best achieved through the active participation of volunteers.

We are committed to creating meaningful and productive roles for volunteers. That will enable the volunteer to develop skills, knowledge and experience.

1.3 Volunteer Rights and Responsibilities
Volunteers have the right to be given meaningful roles, the right to effective supervision and to recognition for work done. Volunteers will have equal say with other volunteers and paid staff at all collective meetings. In return, volunteers will agree to fulfil their role to the best of their abilities and to work within Oblong’s values, goals and procedures.

Volunteers will work as part of the collective, taking direction and guidance from collective meetings, to assist Oblong in meeting its aims and objectives.

1.4 Purpose of the Volunteer Policy
The purpose of the policy is to provide overall guidance and direction to the Directors of Oblong, staff and volunteers engaged in volunteer activity. The policy is intended for internal guidance only, and does not constitute, either implicitly or explicitly, a binding contractual or personnel agreement.

2. VOLUNTEER RECRUITMENT AND SELECTION

2.1 Description of Role
Prior to any volunteer recruitment drive, a clear description of the role will be developed for the volunteer post(s). This will form part of the Volunteer Agreement and will be given to each volunteer and used in any subsequent management and evaluation of the placement. The description of role will include details of roles and responsibilities and a list of required qualities and qualifications. Volunteers will not be asked to replace paid staff.

It is the responsibility of Oblong and the volunteer to agree a role before the volunteering begins.

Oblong aims make sure that volunteers have the role that suits them best. If volunteers would like to change their role and there are suitable opportunities available, this can be done with the agreement of their supervisor or relevant collectives.

2.2 Volunteer Agreement
The Volunteer Agreement will be sent to all interested applicants and will be signed by each volunteer following the offer of a placement. A copy of the signed Agreement will be kept in the volunteer’s personnel file. The Agreement includes a description of role and details of volunteer benefits, induction/training and evaluation/support. The Agreement will be binding in honour only and may be cancelled at any time at the discretion of either party. It is not intended to be, nor should it be inferred that it is, a legally binding contract between Oblong and the volunteer.

2.3 Recruitment
Volunteers will be recruited by Oblong on a proactive basis with the intention of broadening and expanding the organisation’s volunteer base. The advertising of volunteers will be wide ranging, employing varied media and methods. Each recruitment drive will seek to reach as wide and as diverse an audience as possible. The recruitment of volunteers will comply with our Equal Opportunities Policy and will not discriminate. The sole qualification for a volunteer placement will be suitability to perform a task on behalf of the organisation.

2.4 Application
Following an enquiry about volunteering at Oblong, all prospective volunteers will receive copies of the Volunteers Handbook, Equal Opportunities Statement, equal opportunities monitoring form, Volunteer Agreement and information about the organisation. This information will be sent out within five working days of the initial enquiry. All volunteers will be invited to an interview with the volunteer co-ordinator to discuss the opportunity. The interview will address the applicant’s work background and qualifications, their commitment to fulfil the placement and should answer any questions the volunteer has about the placement. The interview will concentrate on matching the skills, abilities, and aspirations of the volunteer to the needs of the organisation; it will be an exploratory, informal process. If the applicant has met all of the required qualities then they will be signed up as volunteer. The Volunteer Agreement should be explained and signed by both parties. It will be clearly explained that this Agreement does not form a contract of employment.

2.5 Induction / Training
All volunteers will receive an induction which will familiarise them with the requirements of their role, ease the process of starting a new placement and provide a framework within which they can develop a full understanding of the values and work of the organisation and their role within it. This will include an introduction to relevant organisational policies, office procedures and the use of office equipment Current volunteers will be invited to participate in the delivery of training to new volunteers.

3. VOLUNTEER TRAINING AND SKILLS DEVELOPMENT

3.1 Continuing Education
Oblong is committed to the ongoing education of its staff as well as its volunteers. Training needs will be identified and reviewed with each feedback session.

3.2 Oblong Training and Events
Volunteer will be actively encouraged to attend any training and/or workshops that are relevant to their role.

4. VOLUNTEER FEEDBACK, SUPPORT AND MONITORING

4.1 Role of Supervisor
Each volunteer will have a clearly identified supervisor who is responsible for the management and guidance of that volunteer, and shall be available to the volunteer for ongoing consultation and assistance.

4.2 Lines of Communication
Volunteers are entitled to all necessary information that may relate to the performance of their role. Volunteers will be included in all relevant mailouts by Oblong. Up to date information, including legal information, will be made available to volunteers.

4.3 Volunteers Records
The volunteer’s supervisor will keep all records relating to the volunteer’s placement in a personnel file. Volunteer personnel files will be confidential and will kept in a secure, locked storage. Only authorised staff will have access to volunteer personnel files. A volunteer may have access to their file at any time.

4.4 Feedback Sessions
Volunteers will attend feedback sessions with their supervisor. The regularity of feedback sessions will depend on the volunteer’s level of need but will be held ideally 6 times a year. Feedback sessions will include a review of progress and will identify any training and development needs. Sessions will be recorded, using the Feedback Session pro-forma, and kept in each volunteer’s confidential personnel file.

A volunteer can request an additional feedback sessions details of how to do so are outlined in the Volunteer Handbook

4.5 Informal Support
Volunteer will be encouraged to provide each other with peer support.

4.6 Feedback
The Volunteer Co-ordinator will from time to time seek feedback from volunteers on their experience of volunteering and, where appropriate, on any significant developments in volunteering role. This may be done via postal/phone questionnaire or may form part of an evaluation session.

Volunteers’ feedback will be used to directly contribute to Oblong’s volunteer programme and, where appropriate, service provision.

4.7 Absences
Oblong would like volunteers to perform their duties on a regular, scheduled and punctual basis. Nevertheless, Oblong knows that volunteers will not always be able to attend when expected. If a volunteer cannot attend, Oblong would like them to give as much notice as possible so that alternative arrangements can be made. If a volunteer is frequently absent, their supervisor or the Volunteer Co-ordinator will discuss their role with them. If the problem can’t be dealt with like this, Oblong would try to find an appropriate way of working, or even end their placement.

4.8 End of Placement
Volunteers who do not adhere to the rules and procedures of the organisation or who fail unsatisfactorily to perform their role may have a complaint made against them by members of staff or other volunteers. If this complaint is serious or can’t be resolved, the volunteer may have their placement at Oblong terminated. The termination of a volunteer placement will only be enacted upon the outcome of a Disciplinary Procedure. Volunteers may resign from their volunteer service with the organisation at any time. It is requested that volunteers who intend to leave provide advance notice of their departure and a reason for their decision.

4.9 Exit Interviews
Exit interviews, where possible, should be conducted with volunteers who are leaving their placements. The interview should ascertain why the volunteer is leaving, suggestions the volunteer may have for improving the placement and the possibility of involving the volunteer in some other capacity with the organisation in the future.

5. VOLUNTEER INSURANCE AND EXPENSES

5.1 Expenses
Subject to funding and the provision of receipts, Oblong will repay the following expenses incurred by volunteers: travel to and from home to Oblong, up to £3.00 meal allowance for each session/meeting attended and up to £5.00 per hour dependent care (for childminders or other carers the volunteer has to pay for when they’re at Oblong) for each session / meeting attended. Details of how and what can be claimed are outlined in the Volunteer Handbook.

6. VOLUNTEER RECOGNITION

6.1 Informal Recognition
All staff responsible for volunteer supervision are encouraged to undertake methods of recognition of volunteer service on a regular basis throughout the year. These methods of informal recognition should range from a simple ‘thank you’ to a concerted effort to include volunteers in the work of the organisation.

6.2 Volunteer Socials
Oblong should hold regular socials for volunteers as an additional means of valuing volunteers’ contribution and so as to provide a forum in which volunteers can meet each other.

7. OBLONG’S POLICIES AND VOLUNTEERING

7.1 Equal Opportunities
Oblong is committed to preventing discrimination in its own employment and service delivery and to taking active steps to promote equality of opportunity. Oblong’s Equal Opportunities Policy and Statement is applicable to all staff and volunteers.

7.2 Health & Safety
Oblong will provide adequate training to volunteers in our health and safety policy.

7.3 Acceptable Behaviour and Problem Solving Policy
Oblong will try to resolve fairly any problems or difficulties experienced by volunteers. In the event of a problem/difficulty, the volunteer should approach the Volunteer Co-ordinator. If the volunteer is unable to discuss the matter with this person, she may raise the matter with another member of staff. If the volunteer is unable to discuss this with a member of staff then they may approach a Director. In addition, Oblong has a formal procedure designed for volunteers with a view to achieving resolution of any grievance connected with volunteering at Oblong.

7.4 Complaints Procedure
Oblong is committed to ensuring that its services are accountable to the organisation’s users. The Complaints Procedure sets out the steps Oblong will take when we receive a complaint from users of any of our services.

7.5 Confidentiality
Oblong is committed to providing a confidential advice service to all users and the organisation is committed to principles of confidentiality across all aspects of service, employment, volunteering and management.

There are instances when confidentiality may be broken, particularly around issues regarding the protection of children and vulnerable adults, these are outlined in Volunteer Confidentiality Policy, a copy of which is in the Volunteer Handbook.