Batten Disease Family Association CIO(BDFA) Volunteer Policy
Why Include Volunteers?
BDFA recognises that volunteers can play a vital role within our organisation and that their contribution enables us to deliver our services. We want to ensure that there are good working relationships between paid staff and volunteers and that volunteers are well supported.
- We welcome people from all walks of life and all communities, who can bring their different skills, experiences and perspectives to our work
- Within this rare disease group, we welcome and value volunteers who have a personal or professional experience in living with or supporting Batten disease
- Volunteers can also help to extend the services we are able to offer
Who is a volunteer?
A volunteer is any individual who undertakes unpaid activities on behalf of the BDFA of their own free choice.
Volunteers may be involved in short or long-term activities or as a one- off. Typical activities may include:
- Supporting fundraising or awareness-raising events
- Involvement in the direct delivery of our services and projects
- Being part of our board of trustees
Roles and Responsibilities
Each volunteer will be supported and supervised by a designated member of staff (colleague) within the organisation. The colleague will provide guidance, support and supervision to the volunteer to ensure that the volunteering experience is a positive and rewarding one.
The volunteer role is based on trust and mutual understanding. There is no contractual obligation for the volunteer to attend or to undertake particular tasks. However, there is a presumption of mutual support and reliability and a reciprocal set of expectations:
Volunteers can expect:
* To have clear information about what is and is not expected of them
* To receive adequate support and training
* To be insured and to volunteer in a safe environment
* To be treated with respect and in a non-discriminatory manner
* To receive reimbursement for reasonable expenses
* To have opportunities for personal development
* To be recognised and appreciated
* To be able to say 'no' to anything which they consider to be unrealistic or unreasonable
* To know what to do if something goes wrong
The organisation expects volunteers:
* To be reliable, open and honest
* To uphold the organisation's values and comply with organisational policies
* To make the most of opportunities given, e.g. for training
* To contribute positively to the aims of the organisation and avoid bringing the organisation into disrepute
* To carry out tasks within agreed guidelines
* To adhere to BDFA's confidentiality policy at all times
Recruitment
Recruitment involves an application form, an interview/discussion and the taking of references. DBS checks will be undertaken if the role of volunteer will involve working with vulnerable people.
BDFA may request references a minimum of one reference.
Equal opportunities principles will be adhered to when recruiting volunteers in accordance with the existing policy.
Where it is reasonable to do so we will be flexible with the tasks within role descriptions - e.g. where some tasks may be difficult for a person with anxiety, or to better fit the motivations of the individual.
All volunteer roles must be approved by the CEO.
Induction and Training
In general, volunteers will receive an induction which will include:
1) A virtual introduction to other volunteers and staff members as necessary
2) Access to an electronic copy of the Staff Handbook and any other relevant policies
3) If expenses are to be incurred a copy of the form and relevant instructions
Access to charity systems may be required based on work undertaken and this will be agreed with the CEO on a case-by-case basis.
In general, training will be provided by the Colleague on an 'on the job' basis, but there may be a requirement for formal training - e.g. safeguarding policy.
Support and Review
The Colleague is responsible for training and supervising the volunteer, as well as giving feedback and answering queries. They will plan work for the volunteer.
Volunteers and their Colleague will agree on appropriate arrangements for catch-up sessions. This will vary according to the nature of the role and how many hours the volunteer provides.
Recognition
Volunteers will be given the opportunity to share their views and opinions of their experiences of volunteering with us. We will also recognise their contribution through social media, through the use of certificates, newsletters and by saying thank you.
Confidentiality
All volunteers are bound by the same requirements for confidentiality as staff, as laid down in any BDFA policy or by verbal instruction from their supervisor. Volunteers who will have access to confidential information will be asked to sign a confidentiality agreement. Breach of confidentiality is taken very seriously and may result in us asking the volunteer to leave.
We are bound by the General Data Protection Act to ensure that we treat volunteer information securely. Only staff who need to see information for purposes related to volunteer involvement will be able to access it. We will not pass information on without permission.
Expenses
It is the policy of the BDFA to reimburse relevant volunteers expenses against the production of receipts or proof of travel payments in accordance with internal rules.
Problem-solving Procedure
The BDFA acknowledges that sometimes problems do arise. In the first instance, any volunteer with a complaint or concern should bring it up with their Colleague. If the issue cannot be resolved by informal discussion, then it must be referred to the CEO.
Health and Safety
BDFA appreciates that all volunteers have the right to work in a safe environment. Therefore, all volunteers must carry out their duties in line with BDFA's Health and Safety Policy whilst engaged in their charitable activity.
Volunteers are covered by BDFA's Public Liability Insurance but if they wish to use their car to carry out any aspect of their volunteering role, the onus is on the volunteer to notify their insurance company to ensure that they are covered on their vehicle insurance.
Moving On
When volunteers leave their role, they will be asked to complete an exit survey to provide feedback on their volunteer experience. They will also be given the opportunity to discuss their responses more fully if they wish to do so. Responses from exit surveys should be anonymised and kept confidentially, although key information should be used to inform BDFA's volunteering offer and ensure continuing good practice.
Diversity
All volunteers will be expected to have an understanding and commitment to equal opportunities and diversity and should therefore ensure that they have read BDFA's EDI Policy. Volunteers are expected to comply with this policy at all times. Volunteers may also request training in respect of diversity issues if they feel that would assist them in their volunteering role.