Volunteering Policy
Policy VOLUNTEERING POLICY
Date adopted April 2025
Date reviewed March 2025
Date to be reviewed March 2027
Introduction
VASA places great value on the involvement of volunteers and their contribution to its work in various ways, including:
• helping to deliver services that meet client needs
• bringing new skills and perspectives
• offering administrative support
• supporting fundraising efforts
• assisting with events
Volunteers make a vital contribution towards the charity’s aims and objectives, and help to enhance the range and quality of services provided by the charity by giving their time, skills, knowledge or experience.
Policy Statement
VASA is committed to best practice in the recruitment, support and management of volunteers. This policy covers volunteers acting ‘on behalf of’ VASA and it is underpinned by the followingprinciples:
• VASA will ensure that volunteers are properly integrated into the organisational
structure;
• VASA expects trustees and staff will engage positively with volunteers and, where
appropriate, will actively seek to involve them in their work; and
• VASA recognises that volunteers require satisfying work and will help volunteers to carry
out their role effectively.
Recruitment
VASA is committed to equal opportunities and believes that volunteering should be open to all regardless of race, gender, religion, sexual orientation, political beliefs or offending background that does not create a risk to vulnerable groups including children.
If a volunteer has a special need or disability that makes their involvement difficult, every effort will be made to involve them.
An explanation will be given if this is not possible.
The acceptance of volunteer assistance for a particular role is made on merit, with the sole selection criterion being the individual’s suitability to carry out agreed tasks.
Information about volunteers that is not relevant to the performance of the volunteering tasks concerned will be disregarded by the organisation in terms of recruitment and selection. Personal information recorded about volunteers is stored and maintained securely as outlined in VASA’s Privacy Policy.
Volunteers will be given an appropriate level of scrutiny for the volunteering task to be assigned to them. A clear description (verbally and/or in writing) of the volunteer’s role will be given.
Support, Supervision and Recognition
Each volunteer will have a designated member of staff, who will be responsible for providing information on VASA, its policies, and provide support for the duration of their time volunteering.
Volunteers will be properly briefed about the activities to be undertaken and given all the necessary information to enable them to perform with confidence.
VASA encourages feedback and volunteers will be given the opportunity, where relevant, to share their views and opinions with the charity’s trustees and staff.
VASA will seek to recognise volunteers’ achievements and contributions in a variety of ways.
Volunteers will be given formal recognition of their contribution.
Expenses
VASA values the contribution of our volunteers and aim to ensure there are no barriers to
involvement.
However due to financial constraints, volunteer expense claims will be considered on an individual basis and volunteers should seek approval from their designated staff contact before incurring any expenses..
Volunteers will be given clear guidance on what expenses can be claimed from the organisation and how these should be calculated.
Insurance
Volunteers are covered by VASA’s Public and Employer’s Liability Insurance. The organisation does not insure the volunteer’s personal possessions against loss or damage. Volunteers are advised not to bring valuables to their volunteering placement.
Confidentiality
VASA places high importance on the confidentiality and security of individuals’ personal information and we will always try to take appropriate precautions.
Volunteers must ensure sensitive information remains confidential; this includes the personal information of our beneficiaries and volunteers, as well as information relating to the overall business of the charity.
Confidentiality agreements are signed by all volunteers working with VASA.
Failure to maintain confidentiality may result in termination of a volunteer’s relationship with VASA.
Training will be provided where necessary to ensure volunteers understand their responsibilities around data protection and confidentiality.
Resolving Problems
VASA aims to treat all volunteers fairly, objectively and consistently and seeks to ensure that volunteers’ views are heard, noted and acted upon promptly.
The charity will aim for a positive and amicable solution in accordance with the procedures in its Complaints Policy.
Volunteers are encouraged to raise any problems with their designated member of staff at the earliest opportunity, so that issues may be resolved promptly and informally.
Where a problem cannot be resolved informally, the matter may be addressed through VASA’s formal grievance or complaints procedures
Summary: Rights and Responsibilities
VASA recognises the rights of volunteers to:
• know what is (and what is not) expected of them
• have adequate support in their volunteering
• receive appreciation
• volunteer in a safe environment
• be insured
• know their rights and responsibilities if something goes wrong
• receive relevant out-of-pocket expenses
• receive appropriate training
• be free from discrimination
• be offered the opportunity for personal development
VASA expects volunteers to:
• be reliable and honest
• respect confidentiality
• make the most of training and support opportunities
• carry out tasks in a way that reflects the aims and values of the organisation
• carry out tasks within agreed guidelines
• respect the work of the organisation and not bring it into disrepute
• comply with the organisation’s policies
This policy is reviewed regularly and updated as required.