Introduction
People choose to volunteer for a variety of reasons:
- the chance to give something back to the community
- to make a difference to the people around them
- an opportunity to develop new skills
- to build on existing experience and knowledge as a pathway into employment
Regardless of the motivation, what unites them all is that they find it both challenging and rewarding.
Volunteers bring a range of expertise to tasks or projects. Their expertise may complement and add value to the skills of staff. In many instances, volunteers can develop a range of support to service users that cannot be provided solely by paid staff.
We welcome volunteers in a variety of service areas. We are committed to engaging with volunteers in a way that complements and expands service delivery.
Vision for volunteering
We have a vision of thriving communities where volunteers play an active role in:
- shaping local service delivery
- promoting community cohesion
- positively influencing decision making
We will work with local communities and partners to develop a diverse range of suitable volunteering activities that are relevant for all people in Lincolnshire.
We want to support volunteering opportunities that develop skills within our communities to help individuals to enter the workplace and increase their employability prospects.
We want to develop skilled volunteering opportunities to help to sustain and bolster the community and voluntary sector.
We want to support volunteering in communities to increase levels of community participation and self-sufficiency.
What is volunteering?
We regard volunteering as an unpaid activity where someone freely gives their time to help an organisation or an individual who they are not related to. In other words, volunteers are not paid employees or workers and do not have a legally binding contractual relationship with us.
Volunteering is not work experience. Anyone applying for a work experience placement should be managed as part of the work experience process. The Work Experience Guidance ensures that we have a corporate and consistent process for work experience placements for children and young people and comply with our legal duty towards safeguarding and health and safety for these groups.
Recruitment, induction and training
Recruitment and selection of volunteers
Volunteer role descriptions, application forms, policies and other documents are available on our website, or via partner volunteer organisations.
The role descriptions of officers with responsibility for recruiting and managing volunteers should incorporate the following statements:
- to help sustain and enhance volunteer activities taking a leadership role in developing and promoting new opportunities and roles for volunteers that support our volunteer engagement policy
- to contribute to the recruitment, selection, and supervision of volunteers
- to identify training needs of volunteers
Induction and training
We will provide all volunteers with an introduction to the organisation as well as induction and training tailored to the volunteering opportunity. The corporate training package and manager's guidance is now available for core training areas for our volunteers:
- information assurance
- health and safety
- safeguarding
- equality, diversity, and inclusion
Health and safety
We have a duty of care to avoid exposing our volunteers to health and safety risks. All volunteers will be made aware of our health and safety policy and any practical safety concerns as part of their induction. Volunteers are expected to comply with the policy.
All volunteer roles will be risk assessed. This will cover the tasks involved and the environment in which they will be conducted. In addition, where a volunteer makes us aware of a pre-existing medical condition or disability, an individual risk assessment may be necessary.
Information assurance
All supervisors must ensure that during induction volunteers are aware of our confidentiality and data protection policies. Volunteers must receive appropriate training, for example information assurance training.
A privacy notice provides information about why and how we process personal data about individuals. The privacy notice must be provided at the time that the information is obtained. It can be provided in a number of formats such as:
- in writing
- electronically
- orally (face to face when speaking to an individual)
- through signage such as posters
Raising the Participation Age (RPA) – volunteers aged 16 to 18
In 2015, the Government raised the participation age, obliging young people to stay in education until their 18th birthday. (They should be encouraged to remain until they have completed any qualifications they are undertaking). This does not necessarily mean staying in school. Young people will be able to participate through:
- full time education such as school or college
- work based learning such as an apprenticeship
- part-time education or training if they are employed, self-employed or volunteering for 20 hours or more a week
Whatever programme they are undertaking, it needs to be accredited training funded by the Education Funding Agency (publicly funded).
We therefore have a duty in relation to RPA. We need to ensure that all 16- and 17-year-olds have suitable education or training offers and that they are encouraged and supported to participate. It is therefore important that volunteers aged 16 and 17 meet the requirements of Raising the Participation Age.
Safeguarding, equality, and support
Safeguarding
All supervisors must ensure that volunteers are aware of, and have received appropriate training on our safeguarding policy on children and adults.
We will carry out Disclosure and Barring Service (DBS) checks on any volunteer who during their activity has regular, unsupervised, contact with the same group of children or young people. We will also carry out a DBS check on volunteers who care for or deal with the personal affairs of any adult. Further guidance can be found in our safeguarding policies and procedures.
Equality, diversity and inclusion
We are fully committed to our equality policy. We will proactively offer volunteering opportunities to people from different backgrounds as a contribution to developing and maintaining an organisation where:
- differing ideas, abilities, backgrounds, and needs are fostered and valued
- where those with diverse backgrounds and experiences are able to participate and contribute
Support and feedback
All volunteers will receive appropriate support and supervision in their activity. The level of supervision will match the nature of the role and the experience of the volunteer. All volunteers will have a nominated volunteer supervisor who they can have regular access to if problems arise or they need help and support.
We welcome feedback and encourage volunteers to offer ideas for improvements.
Expenses and insurance
Expenses
We are committed to paying reasonable ‘out of pocket’ expenses. This ensures that potential volunteers are not excluded due to financial reasons. These need to be agreed with relevant managers before the volunteer commences their activity. Where expenses are not agreed, volunteers must be made aware of this at the first opportunity in the recruitment process.
Volunteers in receipt of benefits
It is the responsibility of the volunteer to establish whether volunteering will affect their entitlement to any social security benefits. They can obtain advice from:
- Department of Work and Pensions (DWP)
- Job Centre Plus
- Citizens Advice Lincolnshire
Insurance
Volunteers must sign the volunteer indemnity form on the first day of induction. This provides them with basic accident cover. It also idenmnifies the volunteer against any claim made against them or the Council whilst carrying out their activity.
Where volunteers drive as part of their voluntary activity, and use their own vehicle, they must ensure they possess a valid driving license and the relevant class of insurance. Further guidance should be sought from the volunteer’s own insurance company. Supervisors must check and record this documentation if required.
Complaints
As volunteers are not employees, they are unable to use our grievance policy and procedure.
Volunteers should raise complaints in the first instance with their volunteer supervisor. Complaints will be dealt with informally where possible. Where appropriate, the complaint will be investigated fully by their supervisor. If the complaint is against their own supervisor it will be investigated by another volunteer supervisor or their line manager.
If a complaint is brought against a volunteer, this will be investigated by the relevant supervisor. Every attempt will be made to resolve the matter quickly and informally. If the issue cannot be satisfactorily resolved, then the volunteer may be told their services are no longer required with immediate effect.
Withdrawing as a volunteer
Volunteers who choose to stop volunteering at any time will be invited to provide feedback before they move on.
Volunteers who are leaving the organisation and who have made a regular commitment to it should be offered an exit interview, reference and, or statement of their achievements. This ensures that their services are properly and formally appreciated.
Ceasing volunteering activity
The role and placement of the volunteers may be ceased by the supervisor at any time. In all cases, the volunteer will be entitled to an explanation of the decision and action taken.
Review
This policy will be reviewed by 31 December 2024.