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P0033 (07/2010)

Volunteering Policy

July 2010

Volunteering Policy

P0033 (07/2010)

July 2010

Contents Contents ..................................................................................................................... 5

1. Document Properties ........................................................................................... 6 1.1 File Location .................................................................................................. 6

1.2 Version and Revision History ........................................................................ 6 1.3 Protective Marking and Authorities ................................................................ 6

1.4 Approval ........................................................................................................ 6 1.5 Distribution .................................................................................................... 6

2. Introduction .......................................................................................................... 7 3. About GenderShift ............................................................................................... 7

4. Our Commitment to Volunteering ........................................................................ 7 5. Equal Opportunities and Diversity........................................................................ 8

6. Who is a Volunteer? ............................................................................................ 8 7. Scope of Volunteering ......................................................................................... 8

8. GenderShift’s Responsibilities ............................................................................. 9 9. Our Expectations of Volunteers ........................................................................... 9

10. Recruitment .................................................................................................... 10 11. Training and Development ............................................................................. 10

12. Grievance and Conduct Issues ...................................................................... 11 13. Child Protection and Safeguarding Adults ...................................................... 11

14. Moving On ...................................................................................................... 12 15. Expenses........................................................................................................ 12

16. Health and Safety ........................................................................................... 12 17. Supervision and Support ................................................................................ 12

18. Insurance........................................................................................................ 13 18.1 Personal Accident Insurance ................................................................... 13

18.2 Legal Liability Insurance .......................................................................... 13 18.3 Public Liability Insurance ......................................................................... 13

18.4 Carrying Cash .......................................................................................... 13 18.5 Using you Own Vehicle ............................................................................ 13

19. Media Relations .............................................................................................. 13 20. Copyright ........................................................................................................ 14

21. Date Protection and the Law .......................................................................... 14

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1. Document Properties 1.1 File Location This document is filed at the following location: \\Policies\P0033.pdf 1.2 Version and Revision History This is version 1.0 of this document.

Revision Date Version Number Summary of Changes

18/07/2010 1.0 Complete personal draft

14/02/2010 0.1 Initial draft

1.3 Protective Marking and Authorities

Protective Marking RESTRICTED - POLICY

General Release Yes

Release Authority Volunteering Coordinator

Owner Senior Management Team

Author DChapman

1.4 Approval This document requires the following approvals

Name Organisation Date of Issue Date Approved

DChapman GenderShift- Volunteering Coordinator

18/07/2010 18/07/2010

MPindar GenderShift- Chair, Board of Directors

18/07/2010

1.5 Distribution This document requires the following approvals

Name Organisation Date of Issue Date Approved

Publicly available

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2. Introduction Our volunteering policy aims to reflect the high esteem in which GenderShift hold volunteers. Volunteers bring valuable experience of life to the organisations. They champion the cause and often challenge opinions and perspectives whilst demonstrating loyalty and commitment to the organisations’ mission to create a world in which every persons gender, gender identity or sexual orientation is expected and respected. Our achievements are not simply down to the work of our Directors, staff and trainers. It is also down to the hard work and determination of supporters who give so generously, especially their time. The contribution of volunteers covers the entire organisation. Our Board of Directors who control the strategic direction of the organisation and its financial accountability includes voluntary members. Many more are the bedrock of vital income raised through our retail and community funding initiatives. This policy sets out the broad principles for volunteering with GenderShift and has been produced in consultation with volunteers. It is relevant to everyone concerned with the recruitment, support, development and coordinator of volunteers as well as volunteers themselves across the whole breadth of the organisations. GenderShift recognises that volunteering must benefit the individual as well as the organisation and aims to provide an environment that is inclusive, stimulating, friendly and supportive.

3. About GenderShift Formed in 2005, GenderShift has grown from strength to strength to become one of the largest equality and diversity organisations in the UK, particularly in the field of atypical gender. In 2007, we became one of the regions first social enterprises, and today are one of the biggest in the Humber sub-region. Our staff may be small in number, but the work that the organisation achieves is a testament to their hard work and determination... and that of our volunteers.

4. Our Commitment to Volunteering Volunteers are an established, valued and integral part of GenderShift. The activities of our volunteers are crucial in helping to sustain the services and abilities of the organisation, and we seek volunteer involvement wherever appropriate. GenderShift commits to continually developing and maintaining the dynamic and mutually beneficial relationships between volunteers and the organisation. The volunteering team plays a pivotal role in developing policy and best practise in all areas of volunteer management and gives volunteers and volunteering issues representation at the very highest levels within the organisation.

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Volunteers are the lifeblood of GenderShift, acting as mentors and ambassadors in environment that is challenging and liberating all in equal measure. We recognise that the activities of volunteers area a positive force in raising the organisations profile and support in the community.

5. Equal Opportunities and Diversity GenderShift operates an equal opportunities and Single Equalities Scheme that covers the entire organisation, with specific coverage of volunteers. We believe that everyone is entitled to dignity and respect at all times, and that no one should be treated less favourably than anyone else because of their gender (including gender reassignment), lifestyle, marital/civil partner status, sexual orientation, social class, race, ethnic origin, disability or belief. We are committed to diversity in all areas of our work and believe that we can learn from diverse cultures and perspectives, and encourage our volunteers to engage with as diverse a culture as possible.

6. Who is a Volunteer? A volunteer is someone who does not receive financial compensation beyond the reimbursement of expenses and who performs a task at the request of, or on behalf of, GenderShift. The volunteer relationship is binding in honour, trust and mutual understanding. No enforceable obligation, contractual or otherwise can be imposed on volunteers to attend. Likewise, we do not undertake to provide regular volunteering opportunities, payment or other benefit for any activity undertaken.

7. Scope of Volunteering Volunteers operate throughout the organisation in our services, training sessions, core office functions, community engagement programmes, and at our regional sales hubs. Volunteers also provide professional advice and guidance at various levels within the organisation, including right up to and including the Board of Directors. We believe that all volunteers are as important as each other, and do not follow a traditional organisational structure. There is a structure in place, but it has been designed to be as ‘flat’ and as informal as possible so that we are more welcoming and inviting, but can still meet the core responsibilities of the organisation.

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8. GenderShift’s Responsibilities To match the needs of the organisation with the skills, knowledge, experience

and motivation of the volunteer;

To recognise that successful volunteer involvement incorporates the individuals’ motivations, aspirations and choices;

To ensure paid staff are trained to work with volunteers;

To ensure volunteers receive appropriate training and support to help them deliver in their roles;

To celebrate success and recognise loyalty and dedication;

To respect volunteers, listen and learn from what they have to say, consistently encouraging two-way communication;

To provide timely and accurate information about the organisations’ work, policies and procedures;

To foster a friendly and support atmosphere- aiming to make volunteering fun;

To make financial and other provisions in management plans for the needs of volunteers;

To try to resolve fairly any complaints or grievances;

To ensure every volunteer has access to a member of paid staff to guide and advise them; and

To ensure the health, safety and welfare of all GenderShift volunteers whilst undertaking their volunteering activities.

9. Our Expectations of Volunteers

To maintain and uphold the good name and reputation of the organisation;

To cooperate with paid members of staff, to listen and learn from what they have to say to achieve the aims of the organisation;

To aim for high standards of efficiency, reliability and quality in all aspects of their contribution;

To encourage two-way communications with other volunteers and paid staff, fostering a pleasant and friendly atmosphere;

To support the Organisations Single Equality Scheme and help promote the diversity of its staff and supporters;

To accept that the ultimate responsibility for the affairs of the organisation rest with the Board of Directors and Senior Management Team;

To work within the law;

To respect the need for confidentiality whenever they have access to restricted information;

To ensure that any and all activities adhere to guidelines published by GenderShift and any official body, including (but not restricted to) financial procedures, corporate branding and media contact; and

To take reasonable care of their own health and safety whilst volunteering and that of others who may be affected by their acts or omissions.

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10. Recruitment GenderShift encourages involvement by volunteers from all sections of the community and will not discriminate against any volunteers in the selection procedures. We welcome volunteers of all ages. We do not specify an upper age limit and GenderShift recognises the valuable contribution made by older volunteers in terms of knowledge and experience. Young volunteers can bring fresh perspectives and enthusiasm to the organisation whilst gaining valuable skills and experience. Young volunteers must be at least 14 years old and, until the age of 16, must have the written consent of a parent or guardian. All young people who have not reached the age of 18 will protected in accordance with the Health and Safety (Young Persons) Regulations 1997 and the Children’s Act 1998. We as an organisation would be irresponsible if it permitted volunteers to continue beyond a point where volunteering may be detrimental to their own or other peoples’ health or safety and may decide it is appropriate for a volunteer to reduce or cease their volunteer contribution. Selection procedures for individual volunteers must protect the organisations interests. References are sought in most cases. The organisation must be satisfied that the volunteer possesses the appropriate personal qualities e.g. responsible, reliable and considerate of those around them. A full copy of our Recruitment, Selection and Retention of Volunteers policy (P0013) is available from the main office.

11. Training and Development New volunteers are made to feel welcome and will be provided with relevant information, training and induction as appropriate to their role. Fundraising volunteers will be offered support and guidance on organising events, publicity and presentation. Volunteers may wish to develop their skills whilst helping the charity and where appropriate are encouraged to take on new roles and/or become further involved. Volunteers are given time to settle in, to allow them to learn about the organisation, their own role within it and to give GenderShift time to assess how their involvement is working out. At the end of an agreed period of time, an informal meeting is held to clarify any areas of concern. We make our workshops and training events available to all our volunteers, oftentimes free of charge. Additionally, all volunteers get a monthly personal development review (PDR) meeting to discuss their progress and contribution to the organisation. This provides

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the opportunity for both the volunteer and the organisation to establish how things are going, if any changes should be made, and to ensure that the health and wellbeing of the volunteer is ranked good or excellent. Full copies of the Performance Management for Volunteers policy (P0038) and Training and Development of Volunteers policy (P0045) are available from the main office.

12. Grievance and Conduct Issues Every effort will be made to settle any dispute or volunteer grievance fairly and amicably. In the first instance, a volunteer should take their grievance to their contact or supervisor. If the matter is not settled satisfactorily, a volunteer may then escalate their grievance in accordance with the Disciplinary, Grievance and Appeals policy (P0026). If there are concerns around a volunteers’ behaviour or contribution, the matter will be discussed amicably and steps agreed to address it. These may include additional training or mentoring. However, if these areas of concern cannot be resolved after more formal discussions, their volunteering relationship with the organisation may have to cease. GenderShift must protects its reputation in all circumstances and where a volunteer takes an action that may bring our name into disrepute, the volunteers’ involvement will be stopped immediately. This also applies to any financial irregularity, child protection issue or violent conduct towards staff, other volunteers, service users or members of the public. A full copy of the Disciplinary, Grievance and Appeals for Volunteers policy (P0046) is available from the main office.

13. Child Protection and Safeguarding Adults GenderShift is committed to protecting all its members, volunteers, staff and members of the public in accordance with the safeguarding policies and procedures in each local authority. All our volunteers are checked with the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA), and full training on Safeguarding is given when volunteers begin with us, which is followed up with refresher training at regular intervals. Full copies of the Child Protection policy (P0018) and Safeguarding Adults policy (P0049) are available from the main office.

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14. Moving On GenderShift recognises that volunteers may cease their involvement at any time. It is recommended that when a volunteer chooses to cease their links with the organisation that their reasons for leaving are sought, any learning points are shared and it is established whether they might wish to be involved again in the future.

15. Expenses Volunteers in our offices and facilities are given the opportunity to claim previously agreed out-of-pocket expenses, such as travelling expenses and, if devoting a full day away from their usual volunteering place, a sandwich lunch or equivalent. Payment of expenses must be authorised by the volunteering coordinator or a member of the Senior Management Team, and can only be reimbursed upon production of receipts.

16. Health and Safety GenderShift is committed to providing a safe and healthy environment for all volunteers on its premises and to giving appropriate instruction, training and supervision for their welfare. Our written health and safety policy (P0024) is available from the admin office. All volunteers are expected to conduct themselves in a safe and responsible manner and not to act in a way that may put themselves or others at risk of injury. It is the responsibility of all volunteers, staff and external visitors to report any incident/accident or dangerous circumstance or occurrence to the Duty Manager, irrespective of whether any person has been injured.

17. Supervision and Support In most circumstances, volunteers will be directly or indirectly supervised or supported by a paid member of staff. For instance, a volunteer helping in the drop-in will be trained, supported and supervised by the drop-in manager. When a supervising member of staff has yet to be appointed, every effort will be made to support volunteers in their roles. GenderShift has a responsibility to monitor and audit all its operational activities. This is essential in maintaining our reputation with the general public as a Social Enterprise and as a support organisation. This is essential in maintaining our reputation with the general public as an organisation that can be trusted. Monitoring includes auditing income and expenditure, procedural administration and service support functions to identify any irregularities that may have arisen through a training need or (very rarely) fraud.

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18. Insurance The scope of GenderShift’s insurance is extremely wide and is managed by the Finance and Resource Manager at our head office.

18.1 Personal Accident Insurance Volunteers up to the age of 75 are protected by a personal accident policy whilst working for GenderShift; 18.2 Legal Liability Insurance All volunteers, regardless of age, are protected by our legal liability insurance against any injury whilst working for the organisation, which may be incurred through the organisations negligence; 18.3 Public Liability Insurance All authorised activities are subject to GenderShift’s public liability insurance policy whilst carrying out their role within the organisation. Some events may require a risk assessment form (F0043) to be completed and, if in doubt, volunteers should check if this is necessary with the Information Services Manager (via your supervisor); 18.4 Carrying Cash Volunteers are insured to carry cash on the organisations behalf. Up to £500 cash may be carried by one person, accompanied by someone else within the organisation as an escort. Cheques are not included in this total. Anything higher than this requires staff transit; 18.5 Using you Own Vehicle GenderShift does not provide motor insurance for volunteers using their own vehicle. Charitable work is normally classed as social domestic pleasure rather than business use, but volunteers are urged to check with their insurer prior to any work. The standard mileage allowance claimed through expenses includes a contribution for insurance, maintenance, tax and depreciation.

If you need further guidance on risk or insurance related matters, please ask to speak to the Finance and Resource Manager (FARM) at Head Office.

19. Media Relations GenderShift has a team of experienced and trained press officers whose role is to inform the media about our work, atypical gender issues and its operational activities. Media matters should not be addressed by volunteers. Such matters should be referred to the Information Services Manager. All unsolicited approaches from the media should be similarly referred on.

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20. Copyright Volunteers may be asked if they would donate to the organisation the copyright to any original works that they may produce whilst volunteering.

21. Date Protection and the Law Personal information recorded about volunteers is stored and maintained with appropriate safeguards for confidentiality. The organisation abides by all provisions of the Data Protection Act 1998. Volunteers who college or administer any personal data on service users, staff or clients will also be required by law to comply with the provisions of that Act. GenderShift has an on-call legal team whom can be contacted via the Main Office about queries of a legal nature.