INVESTING IN VOLUNTEERS FINAL REPORT
ORGANISATION: / Learning Links International C.I.C.IiV HOST ORGANISATION: / ×Volunteering England
□Volunteer Development Scotland
□WCVA
□Volunteer Now (N Ireland)
ASSESSOR: / John Carlin
NAME OF LEAD ASSESSOR: / Sue Harding
ASSESSMENT DATE(S): / 28 January 2013
1ST ASSESSMENT/RENEWAL: / 1st Assessment
ASSESSMENT OUTCOME: / Met
CONDITIONS IF ANY: / None
DATE CONDITIONS MET: / N/A
FINAL ASSESSMENT DECISION:
ORGANISATION SUMMARY:
Learning Links International (LLI) established in 2007, is a small developing volunteer-led organisation based in Wolverhampton. It delivers a range of educational activities and projects related to developing a better understanding of Black History working with organisations and communities in the UK, as well as internationally. LLI has built strong links across the United Kingdom, as well as with countries in the Caribbean, North and South America, Africa and the Commonwealth. It works with like-minded organisations and community activists to explore the best ways to recognise and respect shared histories and to share understanding of the importance of community cohesion. The organisation develops volunteers as trainers and project co-ordinators and sources resources to provide support for teachers, communities, national agencies and other organisations.
LLI has brought together experts with a unique range of knowledge and expertise to enable them to develop and provide services to better support and recognise the importance and understanding of the languages and cultures of Africa, the Caribbean and other countries. Their work also encompasses related environmental issues and interfaith acceptance.
LLI activities include organising cultural awareness events, conferences and customised training, presented through “edutainment” (education through entertainment). They provide training and workshops with schools, colleges and universities, as well as offender and mental health services. They also undertake community-based research to explore ways to support and develop better community cohesion and disseminate findings through training programmes and articles. When necessary they hire poets, story tellers, authors, musicians, other cultural artistes and academics with Caribbean and African links to facilitate their work.
SAMPLING RATIONALE
This is a volunteer led organisation. The founder acts as both director and volunteer co-ordinator. The volunteers carry out their roles in the main office (the directors’ home) and within their own homes.
There are currently five volunteers fulfilling four separate roles:
- Two Development Workers for two separate projects
- The Wolverhampton International Links Project &
- The Caribbean and African Languages Network project) - A book keeper/ caterer
- A registrar for the Jamaica UK School Links Project
- A support advisor on Jamaican related projects.
NUMBER OF SITES, BRANCHES, LOCATIONS: / 1
NUMBER INCLUDED IN INTERVIEW SAMPLE: / 1
NUMBER OF VOLUNTEERS: / 5
NUMBER INTERVIEWED: / 5
NUMBER AS % OF TOTAL: / 100%
NUMBER OF VOLUNTEER ROLES: / 4
NUMBER OF ROLES SAMPLED BY INTERVIEW: / 4
NUMBER AS % OF TOTAL: / 100%
NUMBER OF STAFF: / 0
NUMBER INTERVIEWED: / 0
WERE TRUSTEES INTERVIEWED? YES X NO
WRITTEN EVIDENCE
The written evidence viewed at the Assessment included the following:
- Volunteer Policy
- Volunteer Recruitment Policy
- Volunteer Registration Form
- Volunteer Agreement
- Equal Opportunities Policy
- Health & Safety Policy
- Supervision and Feedback Procedure
- Volunteer Complaints Procedure
- Data Protection Policy
- Recognition & Celebration Strategy
INDICATOR 1
There is an expressed commitment to the involvement of volunteers, and recognition throughout the organisation that volunteering is a two-way process which benefits volunteers and the organisation.LLI is a small, dedicated and enthusiastic organisation that provides support and encouragement to existing volunteers on an impressive scale. Last year they realised that to develop the delivery of their core aims they would need to engage more volunteers and therefore needed to improve their skills at recruiting and managing a larger pool of volunteers. They have worked hard to develop and embed a wide range of policies and procedures within the organisation since August 2012. Being a volunteer-led organisation all policies and procedures relate to volunteers. The volunteer policy states the organisation’s rationale for involving volunteers, its commitment to the volunteers and how they will be supported within the organisation. The whole ethos of the organisation is to raise awareness of cultural diversity and promote harmony and this too is reflected in policies and practices.
All volunteers during their 1-2-1 interviews articulated the organisation’s reliance on its volunteers both for their knowledge, skills and the commitment to shared goals. The trustee board were quoted as saying ‘We couldn’t exist without volunteers’. Equally all volunteers were effusive on what they personally gained from their volunteering. There was general awareness among all volunteers, if not of the detail, of the existence of policies relating to volunteers and of the volunteer agreement and that all were freely accessible on the website. The Trustee interviewed thought volunteers brought a whole different dimension to the organisation. She said ‘They bring directs skills, unpaid but professional working on the various projects’. Having herself experience of managing volunteers since 1977 she was aware there is a cost to the volunteering programme but funds were limited at the moment.
The policies although relatively new were due for review at the January board meeting where they would be ratified for the following year as part of the business plan. This meeting was due to take place a week before the assessment but had to be cancelled due to the adverse weather conditions and the fact that not all Trustees live in the area. An alternative date is being sought in February taking into account Trustee availability. Volunteering management/ involvement is a standing agenda item at board meetings, and the volunteering involvement strategy as part of the business plan would have been reviewed at January meeting and will be part of the annual review of the business plan.
A suggestion for improvement particularly as the organisation grows would be for the business plan to give more detail on the need for extending volunteer involvement and the strategy to achieve this.
INDICATOR 2
The organisation commits appropriate resources to working with all volunteers, such as money, management, staff time and materials.
As a volunteer-led community group that doesn’t generate a large income LLI has committed resources proportionate with its current financial position to its volunteering programme, mainly, the time and commitment of the director and current volunteers. The Director/ Founder also doubles as the volunteer co-ordinator but there is an ambition to recruit a volunteer-coordinator in the near future. The director has the main responsibility for the volunteer experience within the organisation with some help from a few longer-serving volunteers. There is a clear commitment of time given to the support and development of existing volunteers as was evidenced in all the interviews during the assessment. All volunteers were happy in their roles and felt they were supported. Over the last five months resources have been put in to realising the strategy for recruiting and supporting more volunteers. Policies and procedures have been well thought through and meet existing good practice in volunteer management while reflecting the size and informal approach of the organisation. The Director/ volunteer coordinator has had volunteer management training from the local Volunteer Centre and has been supported and advised by the local Volunteer Centre manager in working towards assessment.The business plan is under review currently with the main objective of increasing volunteer involvement, in order to develop community based support to other projects and organisations meeting LLI’s aims and objectives to help the better understanding of shared histories and shared responsibilities.
All volunteers were adamant that they had all the tools and resources to carry out their volunteering roles. There was an equal understanding of the limited financial resource but one volunteer stated quite happily ‘What we don’t have we beg & borrow to get the job done. We don’t give up; it just might take a bit longer’.
INDICATOR 3
The organisation is open to involving volunteers who reflect the diversity of the local community and actively seeks to do this in accordance with its stated aims.
The organisation works at its core to promote cultural understanding and diversity which is reflected in the care it has taken with the Equal Opportunities and Diversity Policy. It not only relates to all the equalities but defines discrimination (direct and indirect) and gives helpful examples.Although small, the organisation has a good cultural mix as evidenced by the volunteers interviewed and reflects the local community. The website and all printed materials clearly reflect a local diversity and the organisational reach to the Caribbean and African cultures and beyond. One image on the home page on the website of a culturally mixed group attending an LLI event did feature a religious symbol. Although in the background, it was prominent and could give the impression this was a faith-based organisation. As the organisation wasn’t faith based or intended to be aligned to any particular faith it was suggested they may wish to alter the image to avoid any misunderstandings.
Volunteers are recruited through word of mouth, meetings, events and socials where people with similar interests are introduced to the organisation and its goals. As part of the organisation’s development volunteer opportunities are now also advertised at the local volunteer centre opening the reach to an even wider pool of potential volunteers.
There is a real sense again evidenced in talking to all the volunteers of an openness and desire to engage with all who show an interest in the core aims of the organisation and a general awareness and pride in their Equal Opportunities Policy.
Being centred on internationally related issues, the organisation appeals to a particular interest group but given the size of the organisation has a diverse pool of volunteers at all levels of the organisation. As they expand more formal monitoring procedures will be introduced but are not a priority at the moment.
INDICATOR 4
The organisation develops appropriate roles for volunteers in line with its aims and objectives, which are of value to the volunteers.
Role descriptions are drawn up for the various roles, they outline the role, specific tasks and the skills needed. They also outline the commitment required although this is always flexible taking in the needs of the volunteer. There are two sections entitled ‘What’s in it for you’ and ‘Why we want you’ that give both the volunteer and the organisation a clear understanding that this is a two-way relationship.
Roles fall into two categories within the organisation support/ admin or project development. They include; admin/ bookkeeping (with some catering), a registrar and three project co-ordinators who variously create links with Jamaican and UK schools, promote African and Caribbean languages and develop links internationally. The skills needed for the support roles are set out in the role descriptions but project leaders bring their own skills, knowledge and cultural experience to these more specialist roles.
All volunteers testified to their roles being adapted to meet their interests and needs and one volunteer role was planned taking into account the volunteer’s specific health issues. Volunteers were keen to talk about the variety of tasks they undertook including website development, creating award ceremonies, publicising events, supporting other organisations, networking, mapping and researching.
One volunteer talked about cultural and language facilitation, she had created a Jamaican language course and developed links with Jamaican teachers. Another volunteer spoke of volunteering keeping her mind active and feeling stimulated.
All volunteers spoke of finding their roles interesting, learning a lot and enjoying new experiences. One spoke enthusiastically of meeting new people, doing something different & exciting and another appreciated being able to do her volunteering from home. One simply stated ‘I like putting things in order’.
There was a unanimous belief that individual skills and expertise had been increased through being involved with the organisation and its director played a major part in facilitating this.
INDICATOR 5
The organisation is committed to ensuring that, as far as possible, volunteers are protected from physical, financial and emotional harm arising from volunteering.Most volunteering is done either at the volunteer’s home or at the home of the director which includes an office where the organisation is run. The Health and Safety Policy includes a risk assessment for working at home, working on computers and carrying equipment.
There is also information on arranging meetings and events externally with particular emphasis on meeting people outside the organisation, never going alone to a stranger’s house and meeting new people in public places. Volunteers were aware of the Health & Safety policy and issues and any risks involved in carrying out their volunteering role. If they needed more detail all were aware the website would provide them with the information they needed.
The organisation has employer liability assurance which covers all volunteering activity while working within the main office and fulfilling their volunteer roles outside. Volunteers detailed assessing risk for all external events as part of the planning process.
All volunteers were clear that the organisation was not in a position to pay out of pocket expenses and were happy to continue volunteering on this basis. One volunteer said ‘It is not an issue’. There is an expenses policy which states that the organisation will pay expenses when possible. The intended meaning was that expenses would be paid as the organisation developed and increased its funding and while this was clear to existing volunteers it was proposed that this might not be the case to potential volunteers and could be interpreted as expenses sometimes being paid. A suggestion was made to tighten up the wording of the policy to avoid any confusion. All volunteers stated that special events/ trips out/ attending training sessions were paid for by the organisation and usually by them being driven by the director.
Volunteers were aware that relevant and appropriate personal data was kept securely within the office and that the organisation had a Data Protection Policy, again details could be found on the website. This policy also informed them about keeping data needed to carry out their volunteering roles safely including; information on other organisations, accounts and book-keeping records and contact lists.
INDICATOR 6
The organisation is committed to using fair, efficient and consistent recruitment procedures for all potential volunteers.The organisation has developed more formal recruitment procedures as it has developed and has created a ‘ Recruitment Procedures’ document laying out the methods and stages in finding and recruiting new volunteers. The document sets out the recruitment process; an initial introductory phone call, emailing information, meeting and interviewing, exploring possibilities and agreeing actions and activities. The organisation looks to recruit volunteers by using the services of the local Volunteer Centre, adverts have been created and placed for admin support and a trustee with a background in finance, but volunteers were also recruited in the normal running of its business through events and networking opportunities. The latter has proved effective in the past as it brings them into contact with people with similar interests and expertise and potential volunteers have identified skills they could develop within the organisation. This more informal recruitment relates more to the volunteers running project development.
The organisation provides new recruits with a Volunteer Registration Form which asks for contact details and relevant information under the following four headings; Why are you interested in volunteering?/ What areas of LLI’s work are you interested in?/ Admin skills/ Other skills & experience. Recently recruited volunteers spoke of being given time after their interview to consider the discussion and the various possibilities within the organisation before committing. One volunteer has deferred taking up their placement because of other time commitments but by mutual agreement will do so in the future. Some spoke of bringing their own new areas of development to the organisations and how this was encouraged. Volunteers spoke of their needs and motivations being discussed in early discussions and roles being created around them.
References are taken where appropriate and no checks have been undertaken as current volunteer roles did not involve being alone with vulnerable adults or children. Any previous cautions or convictions were not necessarily a bar to becoming a volunteer.
Potential volunteers who could not be placed within the organisation or decided against taking up an opportunity were signposted back to the local Volunteer Centre.
INDICATOR 7