Topic
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Comments/questions
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Defining
their role
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Why
do you need them? How much time will you expect them to give? Are there clear
descriptions of the required tasks so that people know what they are
volunteering for and you know how to assess potential volunteers?
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Volunteer
policy
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Have
you thought out and recorded your policy for using volunteers that can be
shared with them setting out your responsibilities to them and theirs to you?
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Recruitment
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There
are innumerable outlets for advertising: which you use will depend on what
you are recruiting for and, for example, whether it is to meet a short term
emergency or provide a longer term service.
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Selection
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The
process needs to be rigorous and thorough without being so bureaucratic that
it puts off or precludes individuals who might otherwise be suitable. Are you clear about the distinction
between reasonable and unreasonable restrictions when selecting
volunteers? Have you checked about
particular restrictions and the screening necessary (Criminal Records Bureau
checks), for example, in relation to work with children and vulnerable
adults? Restrictions are justified in
certain circumstances but it is important to be aware of good practice in
equal opportunities. More generally, the clearer the pre-information about
what will be expected (written or oral), the more likely it is appropriate
people will put themselves forward.
Although it does not need to be a very formal process, it is important
for both sides to be able to assess the suitability of the individual for the
role.
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Budget
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Have
you included the costs of using volunteers in your budget, to cover possible outlay?
There may be set-up costs, such as provision of a desk, computer or phone
line and there will be running costs such as reimbursing expenses, insurance,
training and support and management time.
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Management,
support and supervision
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Management
encompasses all the issues mentioned in this note. Support of volunteers requires
consideration of their needs. Are
there adequate induction arrangements? Do they have someone they can turn to
for immediate help or advice? Do they have enough information? Are they
thanked and do they feel their contribution is valued? Do they feel involved in wider aspects of
the project, in policy making and reflection both on past performance and
future directions? The level of
supervision will depend upon what they do, how long they have been doing it,
how experienced they are. The
effectiveness of both support and supervision will be linked with wider
policies, internal communications and working practices, including
relationships between volunteers and between them and staff and
trustees.
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Insurance,
health and safety
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You
are legally liable for your volunteers and clients, which means taking out
suitable insurance (public liability, employee liability, personal accident
and professional indemnity) and being aware of the relevant legislation. Under
the Health & Safety at Work Act 1974, you must have a health and safety
policy. It should include reference to
volunteers and they should have a copy.
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Training
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Training
can be informal or formal and accredited; internal or using outside
agencies. It might be a matter of
keeping volunteers up to date with what is happening within the project or in
the policy context they are working in.
It might focus on imparting skills, such as listening or IT skills
and, for some, there may be the possibility of volunteers getting NVQs or other
qualifications. What is appropriate
will depend on the nature of the volunteers, what they are doing and how long
term they are.
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Expenses
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Have
you thought through a policy so that volunteers can be treated consistently? For
example, when will you pay travel expenses and how are they calculated? Do
you provide subsistence to volunteers working a full day? Do they need
uniforms or protective clothing? Are they expected to go to conferences or
training? The process for claiming expenses needs to be simple and clear and
payments should be regular and sometimes in advance for people on low
incomes. Beware of making ex gratia payments that could create tax, benefit
or national insurance problems.
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Provision
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The
budget section above indicated that volunteers do not usually come without
some associated cost. In addtion, This
note underlines the need to ensure that volunteers are sufficiently well
informed and feel confident about their place in the project, how they will
be treated and what is expected of them.
In some projects, this may require the provision of guidelines, for
example, about confidentiality or protection issues. Conversely, volunteers have a right to
information as well as safeguards if their own safety might be at risk.
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Inclusion
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Volunteers
need to feel that they are part of the wider team, that they are trusted and
their role is appreciated. Demonstrating this may entail more than treating
individuals respectfully to, for example, having places for volunteers on the
management committee and involving them collectively when there are major
decisions to be made.
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Calculating
their contribution
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It
is helpful to have evidence for funders of the in kind or cash value of
volunteers. This might be calculated
on the basis of the minimum wage hourly rate, or the rate for the job of
roles such as lawyers, counsellors or drivers, or volunteer time could be
computed in terms of full-time equivalent staff. Alongside this quantitative information,
there can be commentary on to roles of volunteers (including trustees) and
what they bring to the project (enabling greater reach, work with specific
client groups, more activities, etc).
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