Volunteer
Application Form

CONFIDENTIAL

Personal Details

Mr / Mrs / Miss Forename: / Surname:
Address:
Postcode: / Email Address:
Telephone Number(s): / Where did you hear about us?

If applying for a specific volunteering vacancy, please state which role and location

What type of volunteering appeals to you?

Event participant / Community Fundraising Team (Interest only until Summer launch) / Speaker Network
Collection box volunteer / Response Team (Aspire) / Event set up and Break down
Other (Please specify) -

When are you available to volunteer?

Monday / Tuesday / Wednesday / Thursday / Friday / Saturday / Sunday
Morning
Afternoon
Evening

Please give us any additional information we might need to know about your availability below:

Course Information / Employment

Please give details of any occupational experience you feel relevant to the role and include your current position:

My reason for getting involved

Please tell us what you hope to gain from volunteering

with us:

Boost confidence
Work experience / Improve career prospects
Help conserve our heritage
Learn something new / new challenges
Share my skills
Meet new people / have fun
Other (please state)

Qualifications

Please give details of any special skills or qualifications that may be relevant to your volunteering:

Support Needs

Do you have any specific support requirements or preferred ways of learning?

References

Names and addresses of two persons from whom references may be obtained:
1
Name:
Email Address (preferred option if available):
Phone number (second preferred option):
Address:
Relationship to you:
How long known: / 2
Name:
Email Address (preferred option if available):
Phone number (second preferred option):
Address:
Relationship to you:
How long known:
Emergency contact details:
Contact Name: / Contact telephone numbers:
Home:
Mobile:
Address:

Data Protection / Equal Opportunities

ShelterBox is an Equal Opportunities employer and ensures no job or volunteer applicant, volunteer, employee, or worker is discriminated against either directly or indirectly.
The information you provide on this form will be held by ShelterBox Trust and used by us to process your application. Your information will not be used for any other purpose by ShelterBox Trust, and will not be passed onto any other third party without your permission. The information you provide on this form will be retained for 7 years according to our records retention schedule, after which it will be destroyed in a secure manner. All personal information held by ShelterBox Trust is held safely in a secure environment.

Declaration

I understand that should I be accepted as a ShelterBox Volunteer I will be expected to abide by the ‘Volunteer Agreement” and ‘Confidentiality’ Policies.
I understand that should I fail to do so my position as a Volunteer may be terminated.
Signed: / Date:
Please return completed form to -
or post to ShelterBox, Falcon House, Charles Street, Truro, Cornwall TR1 2PH

Volunteer Agreement

We hope that your volunteering experiences with the ShelterBox Team are rewarding and enjoyable.

This volunteer agreement is in place to support you. It outlines what you what you can expect from us, and

what we hope from you.

Part 1: ShelterBox

Your role as a volunteer starts on ______

ShelterBox promotes volunteering because:

· Volunteers can bring a different perspective to our work

· They bring credibility to ShelterBox – giving their time for free re-emphasises that the work we do is of value

· Volunteers can help to extend services we currently offer

· Members of the public are often more likely to identify with volunteers in favour of paid staff

· As a charity, the sheer quantity of volunteers we can involve means that we are able to continue with our work

How will ShelterBox support you?

1. Induction and training / Tick when read
To provide an induction to introduce you to the work of Shelterbox as an organisation, including its staff, your volunteering role and the induction and/or training you need to meet the responsibilities of your role.
The Volunteer Manual provides an overview of ShelterBox policy and procedure, and you will be expected to undertake the Introduction to Shelterbox training within 3 months of starting your role which offers insight into the Organisation and the roles within.
2. Supervision, Support and Flexibility
To explain the standards we operate to as an organisation and we will always encourage and support you to achieve and maintain these.
To provide a named contact person who will meet with you regularly to discuss your volunteering and to ensure you are continually supported.
To explore feedback in order to do our best to develop your volunteering skills and make your experience as diverse and enjoyable as possible.
3. Expenses
To reimburse these expenses following the procedures in the Volunteer Manual.
4.  Health and Safety
To provide adequate training and feedback in support of our health and safety guidance, which is in the Volunteer Manual.
5.  Insurance
ShelterBox provides insurance for all our volunteers whilst carrying out their volunteering roles which have been approved and authorised by us. It is important to let us know if you are arranging or attending an event.
6.  Equal Opportunities
ShelterBox will ensure that all volunteers are addressed in accordance with our equal opportunities guidance, which is set out in the Volunteer Manual.
7.  Concerns
We endeavour to resolve any concerns, complaints and difficulties you may have while you volunteer with us.
We endeavour to use efficient and effective Problem Solving procedures as and when required.

Part 2: The Volunteer

We expect you: / Tick when read
1.  To help ShelterBox to fulfil it’s [describe role/function/services which the volunteer will be helping with].
2.  To perform your volunteering role to the best of your ability.
3.  To follow the organisation’s procedures and standards in relation to its staff, volunteers and clients.
4.  To maintain the confidential information of the organisation and of its clients.
5.  To give reasonable notice if you are unable to volunteer so other arrangements can be made.
6.  To provide referees as agreed, who may be contacted and to agree to a background check if relevant to your role*.
7.  To let your named contact person know if there are changes in your personal circumstances that may affect your volunteering.
8.  To let your named contact know first if you have any problems so that we can find a solution together.
9.  To aim for high standards of efficiency, reliability and quality in your volunteering.
10.  To keep your contact details up to date
11.  To discharge, so far as the law allows, all liability of ShelterBox in respect of any loss, damage or injury sustained by me arising directly or indirectly from volunteering or participation in a training course
12.  SRT’s only:
‘I acknowledge that on deployment on a ShelterBox Response Team, ShelterBox and its officers, directors or personnel cannot reasonably be aware of or advise me on all actions or decisions to be taken. I therefore accept that on deployment and so far as the law allows, I will be responsible for my own actions and decisions and for any risk of loss, damage or injury to myself or others that may arise.’

* You can still volunteer in most roles if you have a criminal record, depending on your offences.Having a criminal record history will not necessarily bar you from volunteering with us.

Would you like to register to receive certificates for volunteering milestones? / YES / NO
Note: this agreement is in honour only and is not intended to be a legally binding contract of employment.
I agree that I have read and understand the above document.
Signed (volunteer): Date:
Signed (staff): Date:

Volunteer Confidentiality Agreement

1. Declarations

1.1 I agree and declare that I will at all times observe the confidentiality of all the affairs of ShelterBox which I become, or have already become, aware of as a result of my volunteering and will keep all Information confidential.

1.2 I further agree and declare that I will not disclose, reveal or cause the publication of or otherwise make use of such confidential information, whether for my personal gain or otherwise. In making this declaration of confidentiality, I fully understand and agree that:

a)  maintaining absolute confidentiality in respect of the Information is crucial to ShelterBox, whose business depends upon the discretion of employed, contracted and voluntary personnel;

b)  a breach of this obligation of confidentiality may lead to termination of the Engagement and/or criminal proceedings;

c)  this obligation of confidentiality will apply to ShelterBox’s business both within the United Kingdom and overseas and will remain in full force and effect even after termination of the Engagement howsoever caused;

d)  this obligation of confidentiality will apply unless I have express prior written consent from ShelterBox to disclose the confidential information or I am required to do so expressly by law;

e)  all rights, including Intellectual Property Rights, in the Information belong to ShelterBox. No rights are granted to me in relation to the Information and I agree not to use this information outside my Engagement;

f)  I am not permitted to reproduce the Information in any form, including electronically readable or hard copy form, except with ShelterBox’s prior written consent. All physical documents, records and materials containing the Information will remain and become ShelterBox’s property.

2. Return of Information

I shall, whenever requested by ShelterBox:

a)  return to ShelterBox all documents and other records of the Information or any of it in any form and whether or not such document or other record was itself provided by ShelterBox;

b)  irretrievably delete any Information stored on any magnetic or optical disk or memory, including personal computer networks, personal e-mail accounts or personal accounts on websites, and all matter derived from such sources which is in my possession or under my control outside the ShelterBox’s premises; and

c)  provide a signed statement that I have complied fully with my obligations under this clause 4.

Please proceed to Page 2 to read and sign the volunteer confidentiality agreement

Confidentiality Agreement for Volunteers

ShelterBox requires that strict confidentiality be maintained with respect to all information obtained by volunteers concerning ShelterBox, as well as the clients and others they serve.

The volunteer shall not disclose any information obtained in the course of his/her volunteer placement to any third parties without prior written consent from ShelterBox. This includes but is not limited to information pertaining to financial status and operations such as budget information, donations of money or gifts in kind, salary information, and information pertaining to clients, staff or other volunteers.

No information concerning any volunteer will be divulged without prior written consent of the volunteer. This includes addresses, telephone numbers, etc.

Failure to comply with the confidentially policies of ShelterBox may result in disciplinary actions, including the dismissal of the volunteer.

I understand the above and agree to uphold the confidentiality of these matters both during and following my volunteer service with ShelterBox.

I agree that I have read and understand the Confidentiality Policy and Volunteer Agreement.

Name:
Signed:
In the presence of: (witness signature)
Witness name:
Date:

Summary Confidentiality Dos and Don’ts

DO

1.  Release information that’s readily available on the internet or printed publications

2.  Talk about your experiences with ShelterBox

3.  Share information you’ve read on public bulletins about deployments

4.  Share information on public events; open days etc.

5.  Interrupt a conversation you deem to be private if you feel a visitor is listening

6.  Immediately report any inappropriate behaviour or breaches of confidentiality

DON’T

1.  Discuss any information that is owned by ShelterBox but is not in the public domain

2.  Don’t take photocopies of anything unless you have been specifically authorised to

3.  Don’t talk about confidential information in public

4.  Take documents home

5.  If applicable don’t share passwords and log in details with anyone else

6.  Don’t invite external parties to apply for job vacancies that are only advertised internally

7.  Leave private messages on office answer phones

8.  Discuss any personal details of another volunteer, donor or member of staff with anyone outside of ShelterBox

8 | Page ShelterBox Volunteer Application Pack Nov 14