Volunteer Policy

Introduction

A volunteer is a person who gives freely of their time, skills and experience without expectation of financial reward. Volunteering can take many forms. Some tasks require particular skills whereas others require none. Volunteering may be for a limited time to complete a particular project or may be on an ongoing basis.
 
Cell Foundation/Cell Project Space Gallery recognises the immense benefits that volunteers bring to the organisation, and the bridges that they build between the organisation and the local community. In return, the organisation hopes to give its volunteers an opportunity to exercise their skills in a different environment and to undertake new experiences.
 
The organisation tries to offer a range of volunteering opportunities and, in accordance with its equal opportunities and diversity policies, to ensure that the opportunity to volunteer is widely available.
 

Status of volunteers

A volunteer is not an employee and will not have a contract of employment with the organisation. The organisation will agree a role with the volunteer and there will be an expectation that the volunteer will meet the role's requirements and that the organisation will provide work for the volunteer. However, the volunteer is free to refuse to fulfil the role and the organisation is not bound to provide the work. It is also expected that both the organisation and the volunteer will give as much notice as possible if unable to meet these expectations.
 

Volunteering roles

Roles suitable for volunteers are identified by the gallery director and trustee who will draw up a volunteer outline. This will set out the requirements of the role and the skills or experience needed, as well as any training that is required before the volunteering work is undertaken.
 
Volunteers will not be used as substitutes for employees.
 

Recruitment

A person wishing to become a volunteer will be asked to complete an application form. The applicant will be asked to identify areas in which they would like to volunteer. If the organisation is able to match the applicant to a suitable role, references will be required.
 

Volunteering agreement

The volunteer will be invited to enter into a volunteering agreement with the organisation. This agreement will identify:
 
  • the volunteer's role;
  • any training that the volunteer is expected to undertake;
  • the expenses that the organisation will pay to the volunteer;
  • the insurance cover that will be provided for the volunteer;
  • who will supervise the volunteer; and
  • the notice that will be given to the volunteer if their role is to come to an end.
 

Training

The organisation will provide any training required for the role, including health and safety training.
 

Health and safety

The organisation has a responsibility for the health and safety of volunteers. Volunteers should at all times follow the organisation's health and safety policies and procedures. Volunteers have a duty to take care of themselves and others who might be affected by their actions. Volunteers should not act outside their authorised area or work. Volunteers should report all accidents to their Line Manager.
 
The organisation will provide volunteers with appropriate guidance on any health and safety issues that arise.
 

Recompense

Volunteers are unpaid. However, the organisation will reimburse volunteers for travel and subsistence expenses. This will entail reimbursement against receipts/take the form of an allowance. Reimbursement will be in accordance with the organisation's expenses policy.
 

Policies and procedures

Volunteers are expected to comply with all the organisation's policies and procedures while they are on its premises or undertaking any of their volunteering duties. Their induction will include an explanation of these policies and procedures.
 

Insurance

The organisation will ensure that volunteers are covered for insurance purposes in respect of personal injury. The organisation will also ensure that volunteers are provided with professional and public liability insurance. The insurance will not cover unauthorised actions or actions outside the volunteering agreement.
 

Confidentiality

Volunteers are likely to become aware of confidential information about the organisation, its staff, clients/customers and third parties. Volunteers should not disclose this information or use it for their own or another's benefit without the consent of the party concerned. This does not prevent disclosure once the information is in the public domain (unless it has been made public as a result of the volunteer's breach of confidentiality) or where the law permits or requires disclosure.
 

Supervision

A supervising member of the gallery team will be appointed as a line manager to support and manage the volunteer. The Line Manager will review the arrangements after three/six months and thereafter on a regular basis. If the volunteer has any queries or would like to change their role this should be discussed with the Line Manager.
 

Data protection

The organisation processes personal data collected during the recruitment process in accordance with its data protection policy, In particular, data collected as part of the application process is held securely and accessed by, and disclosed to, individuals only for the purposes of managing the volunteering relationship. Inappropriate access or disclosure of personal data constitutes a data breach and should be reported in accordance with the organisation's data protection policy immediately. It may also constitute a disciplinary offence, which will be dealt with under the organisation's disciplinary procedure.
 

Dealing with problems

The Line Manager will normally try to solve any problems informally, but if this is not possible the formal complaints system will come into operation.
 
If the volunteer wishes to make a formal complaint they should put the complaint in writing to their Line Manager and refer and follow the company Grievance Policy and Procedure.
 
If a complaint is made about a volunteer, this will be notified to the volunteer in writing and the Line Manager will decide whether or not any action should be taken. If the volunteer is dissatisfied with the decision they may raise it with the Line Manager's manager.
 

Volunteer's pack

On commencing their volunteer work, the volunteer will be given a pack containing:
 
  • general information about the organisation;
  • a copy of this volunteering policy;
  • a standard volunteering agreement;
  • details of where they can access the organisation's policies and procedures; and
  • information on other volunteering opportunities that are available.