Developing a Volunteer Policy

Volunteering should be flexible. However it is important to have procedures in place to cope with situations which may occur when working with volunteers. Whether your organisation has been working with volunteers for years, finds it has taken volunteers on board without noticing, or is planning to involve them for the first time, a volunteer policy will help everyone. This policy will demonstrate your organisation’s commitment both to its volunteer programme and to your individual volunteers. A volunteer policy should really be a short document, but the thinking that will be required to produce a policy for your organisation will be substantial. The policy will undoubtedly also refer to other documents (that may need to be drawn up), for example health and safety.

What should be in my volunteer policy?

It is vital to think about the process from the starting point of why you involve volunteers as many of the underpinning aspects must be thought through first. As an analogy think about what happens if you do not build a solid house with proper foundations – the house will crumble! Try to involve a variety of people in drawing up the policy, including volunteers. Below are guidelines of what should be included in a volunteer policy (although there is no specific blueprint); please contact the Volunteer Centre for more information and support.

Statement/Introduction to organisation

Giving a description of your organisation to volunteers helps them to understand why they are giving up their time. This section should also include your principles e.g. not using volunteers to replace paid staff.

Recruitment process

This could include application form, interview and if CRB/ISA checks and references are needed. And maybe how to deal with people you don’t think are suitable. You can also include volunteer task descriptions; although these may change it is good to keep a guideline.

Induction and Training

Consider how induction will take place and by whom. You also need to think about training. Some organisations will have very formal training and others informal, it depends on what you are asking your volunteers to do.

Expenses

Reasonable expenses should be reimbursed such as travelling to and from volunteering.

Supervision and Support

Most volunteers should have regular supervision and know who they should contact for support.

Insurance

Volunteers can be insured under your public or employee liability cover. Write this down so you know, and the volunteers know that they are covered.

Equal Opportunities

Include volunteers in your equal opportunities policy.

Health and Safety

Make your volunteers aware of your health and safety policy.

Grievance/disciplinary procedures

Having a strategy for dealing with this means you will be able to deal with issues that may arise with volunteers.

Confidentiality

Make volunteers aware of your confidentiality policy.

Monitoring the policy

The policy will need to be reviewed periodically to make sure it is up to date.

Once the policy is written please make sure it does not just sit in a filing cupboard. For example, make it part of everyone’s induction and display a copy on your noticeboard.

Last updated: Sun 22nd Mar 2009