Volunteering Policy

September 2008

Contents:

1.0 Policy Aims Page 3

2.0 Advertising, recruitment and selection of volunteers Page 4

3.0 Volunteer Expenses Page 7

4.0 Support and Supervision Page 7

5.0 Communication Page 7

6.0 Insurance Page7

7.0 Equal Opportunity and Diversity Page 8

8.0 Health & Safety Page 8

9.0 Grievance and Disciplinary procedure Page 9

10.0 Data Protection Page 9

11.0 References Page11

12.0 Exit Interviews Page 10

13.0 Recognition Page10

14.0 Child Protection/Protection of Vulnerable Adults Page10

15.0 Policy Implementation Page 11

16.0 Policy Review Page 11

1.1Policy Aims

This policy aims to demonstrate the University of Birmingham Guild of Students commitment to our volunteers and volunteering opportunities by setting out how volunteers should be treated, what they can expect from the Guild and what we expect from them.

1.2Policy Objectives

  • To adopt a consistent and cohesive approach in all services and support the Guild of Students provides to volunteers
  • To ensure all volunteers are treated on an equal and fair basis
  • To ensure all volunteer are properly supported in a safe and inclusive way
  • To ensure all volunteers contributions are recognised and rewarded
  • To provide volunteers with high quality service and support to make sure they get the most out of their volunteering experience
  • To ensure all Guild staff, officers, trustees and volunteers fully understand why volunteers are involved and what role they play in the organisation
  • To collect monitoring information to ensure the objectives are being met.

1.3 Organisation Mission Statement

The University of Birmingham Guild of Students is the recognised students' union for over 28,000 students. The Guild represents and involves all students, under or postgraduate, home or international, on all campuses.The Guildbrings students together on issues they care about to create positive change and achieve equality for and within its membership, through taking collective action.

1.3.1Value of Volunteering to students and the Guild

The Guild’s values are:

  • Student Representation & Involvement
  • Commitment to Democracy
  • Learning & development
  • Working together
  • Diversity & Inclusion
  • Inspiration, innovation & proactivity
  • Quality and Professionalism
  • Recognising contributions
  • Fairness, honesty & integrity
  • Empowerment
  • Fun

The Guild provides students with volunteering opportunities to allow them to make a difference to the local community, to gain new experiences and develop their skills, to meet others, to follow their interests and support causes they care about, to increase their employability, to gain accreditation and recognition and to enhance the student experience.

1.4The role of Volunteers

There are many activities that volunteers can participate in within the Guild and each volunteer role has its own individualpolicy.

Individual volunteer role policies will contain the following information:

  • Job descriptions for each volunteer role

1.5Statement of Intent

Volunteers will only be used where it is appropriate and where roles have been specifically designed for volunteers. They will not be used to replace paid staff.

1.6 Expectations of Guild and Volunteer

1.6.1 Volunteer expectations:

Volunteers will not be expected to undertake any tasks they do not feel comfortable with, or be asked to give more time than they feel able to. If they feel that pressure is being placed on them to undertake tasks they do not feel comfortable with, then they should approach the appropriate member of staff within the Guild.

1.6.2 Guild expectations:

Volunteers will be expected to undertake the relevant training needed for their role; work within Guild values and visions; be polite, professional and inclusive to those who work within and receive a service from the Guild;complete the relevant feedback and monitoring forms; comply with the policies and procedures stated within this document.

2. Advertising, recruitment and selection of volunteers

2.1 Advertising of volunteering roles

Volunteer roles are advertised through the relevant Guild Departments. Profiles and role descriptions for all projects and opportunities should be made accessible to all students, in a variety of formats. All projects and opportunities should be advertised on an equal basis asand the Guild will strive to ensure that the advertisement process is accessible to all BirminghamUniversity students and complies with the Guild’s Equal Opportunities policy.

Individual volunteer role policies will contain the following information:

  • Where volunteer roles will be advertised
  • How advertisements will aim to be accessible to all and reach as diverse an audience as possible
  • The procedure for the volunteer to respond to the advertisement
  • A feedback procedure for candidates who have been unsuccessful in applying for the volunteer role

Information collected through the induction process will be used to ensure it is as diverse and accessible as possible.

2.2 Recruitment of Volunteers

Students may be required to complete an application form, attend an interview, provide references, attend a selection meeting and attend project specific training before being recruited. This will be decided upon an individual project basis, dependent upon the nature of the project and the role of the volunteer. The recruitment procedure should be made clear in individual volunteer role policies.

All information and application forms should be made available in an accessible format.

The Guild will strive to give feedback to all unsuccessful volunteers stating, if possible, the reason why they were unsuccessful. If the reason for the unsuccessful volunteer was not made by the Guild, the Guild will strive, wherever possible, to assist the volunteer in a self assessment process. This will be stated in Volunteer Role policies.

Volunteers should be guided on the aims of the project or organisation, the volunteer role and the level of skills, experience and commitment expected for the role. The academic commitments of students should be taken in to consideration within the recruitment procedure. If a volunteer finds a role is, or becomes unsuitable, they will be supported to find an alternative opportunityif possible.

Individual Volunteer role policies should contain the following information:

  • How an individual will be recruited and selected for a volunteer role
  • How a volunteers individual needs will be taken into consideration in order for them to successfully complete the recruitment process
  • How feedback will be given to candidates who have been unsuccessful in the recruitment process for the volunteering role

Information collected through the recruitment process will be used to ensure it is as diverse and accessible as possible.

2.3 Screening of volunteers

The Guild of Students has a duty of care to protect its volunteers, participants and staff involved in the projects that our students or staff volunteer for throughout the Guild. To do this it is important to screen volunteers to ensure they are suitable for the role. Refer to the Guild Volunteer Screening Policy (Appendix 1) and the Guild Recruitment of Ex-Offenders Policy (Appendix 2).

Individual volunteer role policies will include the following information:

  • The screening criteria for the volunteer role and the reasons for that criteria

Information collected through the screening process will be used to ensure it is as diverse and accessible as possible.

2.4 Accessibility

Recruitment materials and information should all be presented in an accessible way and relevant to a diversity of students. This process should include:

  • Positive images of volunteering that reflect the ethos of the organisation used in advertisements and resources.
  • Photos should aim not to stereotype volunteers
  • Glossy paper should be avoided
  • Clear texts should be used at all times, ideally the Guild’s font ‘Century Gothic.’ Italic, underlined, block capitals, simulated handwriting and ornate typefaces should be avoided.
  • Jargon, acronyms or excessively complicated words should be avoided.

2.5 Induction and Training

All volunteers are required to attend a Volunteer Induction or an equivalent Guild training session which will aim to equip students with the necessary knowledge and skills to help them get the most out of their volunteering experience. It will include an introduction to the opportunities, support, resources and recognition available through the Guild. Students will think about their expectations as a volunteer, what makes a good volunteer, how their role fits in with the Guild of Students structure and what they can expect from the Guild. It will also include basic health and safety training.

Individual Volunteer Roles should include the following information:

  • The induction process for the volunteer role
  • Who is responsible for preparing the volunteers induction
  • Any training that is compulsory for the role, when it will be and how long it will last

Information collected through the induction process will be used to ensure it is as diverse and accessible as possible.

3. Volunteer Expenses

Volunteers should not be out of pocket due to their volunteering activities and all reasonable expenses will be reimbursed. Refer to the Guild Volunteer Expenses Policy(Appendix 3)

4. Support and Supervision

All volunteers will be provided with support before, during and after their volunteering activity from designated Guild staff members. Volunteers should know how and where to access this support by referring to individual volunteer role policies.

Volunteers on student led projects will be supervised by project coordinators / student group committee members, who will receive support from Guild staff on how they can best support their volunteers.

Individual Volunteer Role policies should include the following information:

  • What types of support are available to volunteers and who is responsible for providing that support.
  • How support accessed by the volunteer will be recorded.

5. Communication

To allow effective participation in the Guild, volunteers must be included within all communications concerning the Guild and the relevant departments such as strategic aims, important events, changes to operational procedures and current and future developments. Volunteers should know how to communicate their feedback on an issue effectively and feel confident that their views will be included within any monitoring or review process.

Individual Volunteer Role policies should include the following information:

  • How information is disseminated to the volunteer.
  • How the volunteer can communicate their feedback to the appropriate person on specific issues.

6. Insurance

Volunteers will be covered by the Guild’s Insurance policy, so long as they attend a Volunteer Induction, any other mandatory training and complete and submit a risk assessment for specific activities. Refer to the Guild financial procedures guidelines (Appendix 4)

7. Equal Opportunities and Diversity

The Guild undertakes to:

  • Ensure no less favourable treatment is given to any individual or group such as ethnic group, nationality, sexual orientation, family or marital status, trade union membership, health or HIV status, spent offences, disability, religious or political beliefs, age, or gender.
  • Formulate and implement a programme of positive action to promote equality of opportunity within the Guild and in our relations with other organisations.

The Guild aims to do this through monitoring recruitment and selection procedures, improving physical access to the Guild building, ensuring volunteering opportunities are accessible to as many students as possible and providing appropriate training to staff and volunteers. The Guild will establish procedures that ensure no student group opposed to the principle of equal opportunity for all will be recognised by the Guild or receive grants or other forms of assistance. By the same token the Guild will encourage the formation and development of student groups that provide for the distinctive needs of our diverse community, provided their aims and actions are consistent with the overriding principle of equal opportunities. Refer to the Guild Equal Opportunity Policy (Appendix 5).

8. Health & Safety

The University of Birmingham Guild of Students, as an employer, is committed to providing and maintaining a healthy and safe working environment for all its volunteers. The Guild expects volunteers to co-operate with those responsible to ensure a healthy and safe working environment. Individuals are required to abide by rules and requirements within the Guild Health and Safety policy (Appendix 6) and departmental Health & Safety policies.

Volunteer Role policies should include the following information:

  • Departmental Health & Safety processes that cover volunteers as well as paid staff.
  • Any H&S training volunteers are requested to undertake.

9. Grievance and Disciplinary procedure

9.0.1: Grievance procedure

Refer to the Guild Membership Complaints procedure (see Appendix 7)

9.0.2: Disciplinary procedure

Refer to the Guild Membership Disciplinary procedure (see Appendix 8)

10. Data Protection and Confidentiality

10.0.1: Data Protection:

In order to operate efficiently and constantly evaluate and improve our services, the Guild of Students has to collect and use information about people with whom it works, including volunteers. The Guild will ensure that it treats personal information lawfully and correctly and adhere to the principles of Data Protection as set out in the Data Protection Act 1998. The Guild will also ensure that it provides comprehensive training to volunteers so they understand their responsibilities towards data protection. Please refer to the Guild Data Protection Policy (Appendix 9).

10.0.2: Confidentiality:

The University of Birmingham Guild of Students is fully committed to maintaining a high level of confidentiality that helps to protect its members, volunteers, staff, Officers and areas of the organisation that holds sensitive information not currently covered by legislation, under the Data Protection Act 1998.

The Guild defines confidential information/data as something that could cause harm to a person/persons or the organisation if made available in the public domain or to person(s) who are not authorised to access such information/data.

In order to safeguard the Guild of Students and all of our stakeholders, we have to ensure that the information we hold that is confidential by nature is protected at all times. Please refer to the Guild Confidentiality policy (Appendix 10).

11.Exit interviews

Exit interviews will be held with all volunteers, wherever possible, to receive feedback on their personal development through their volunteering role and how well they feel they were supported by the Guild. This will help to inform the Guild as to how they can improve the support they offer volunteers.

Volunteer role policies should contain the following information:

  • The staff role responsible for conducting exit interviews
  • A copy of the standardised exit interview

12. Recognition

The Guild of Students realises the role that volunteers plays within the Guild and is committed to officially recognising this contribution. The Guild will do this through dedicating budget funds towards volunteer recognition and developing projects and programmes that enable a volunteer to receive official recognition for their role. Volunteers can find out more information on recognition through the Student Development Department.

13.Child Protection / Protection of Vulnerable Adults (POVA)

13.1 Child Protection

In compliance with legislation such as the Protection of Children Act 1999 and the Care Standards Act 2000, all those wishing to volunteer with children must apply for an enhanced CRB check as laid out within Guild CRB policies (Appendix 11).

All individuals who intend to volunteer with children must attend Child Protection training, or it’s equivalent, run by the Guild’s Student Development Department. This will ensure, as far as is possible, that all volunteers are fit to be in contact with children, and that all volunteers know how to respond if a child protection issue arises.

The Guild has designated Child Protection Officers named within the Guild Child Protection Policy who should be approached with any child protection queries or concerns. Please refer to the Guild Child Protection Policy (Appendix 12)

13.2 Protection of Vulnerable Adults (POVA)

A vulnerable adult is defined as a person aged 18 years or over who has a specified condition and as a result of this condition is in receipt of a specified service. These conditions and services are specified in CRB Policies: 4.0 Disclosure Category Guidelines. Any individual wishing to volunteer with vulnerable adults must apply for an enhanced CRB check as laid out within Guild CRB policies.

13.3 External Agencies

If an agency works with children and wishes to recruit Birmingham Guild students as volunteers, they must inform the Guild as to whether they have an up to date Child Protection Policy. If a volunteer has any concerns regarding the support of children by the external agency, they must approach the Guild Child Protection Officers for advice.

If an agency works with vulnerable adults and wishes to recruit Birmingham Guild students as volunteers, they must inform the Guild as to whether they have an up to date Child Protection Policy. If a volunteer has any concerns regarding the support of vulnerable adults by the external agency, they must approach the Guild Child Protection Officers for advice.

14.Policy Implementation

This policy will be incorporated into the staff handbook so all staff are aware of how the Guild supports volunteers and what role they are expected to play.

All staff with responsibilities for supporting volunteers will be given the relevant guidance and training as part of their induction. Staff should approach their line manager if they feel they need additional training to carry out this part of their role.

15. Policy Review

This policy will be reviewed annually by H.R and Admin department

Date of policy: Sept 08

Date of review: Feb 09

Reviewer: Human Resources

University of Birmingham Guild of Students

Submitted in May 2009