Volunteer Policy

5. Procedures and Implementation

5.1 Recruitment
Recruitment of volunteers shall be from all sections of the community and shall be in line with the RDF's Equal Opportunities Policy. Where applicants are not placed in the role applied for, they must be provided with feedback.
There may be other safer recruitment procedures carried out including asking a volunteer to undergo an enhanced Disclosure and Barring Services (DBS) check. 
5.2 Ex-offenders
We undertake not to discriminate unfairly against anyone. We should ensure that an open and measured discussion takes place about any offences that might be relevant to the role. We may ask potential volunteers to declare any unspent convictions. We shall only ask an individual about their full criminal record history where a DBS certificate at enhanced level, (also including a DBS Barred list check if the work is regulated activity) can legally be requested. Failure to reveal information that is directly relevant to the position sought could result in the volunteer being asked to leave the organisation. Any information disclosed shall be treated in accordance with RDF's confidentiality policy.
5.3 Volunteer Agreements and Voluntary Work Outlines
Volunteers may receive a role description and/or information about their chosen area of work and a clear idea of their responsibilities and the volunteer’s responsibilities to them.

5.4 Induction and Training
Volunteers may be given an induction and training appropriate to the specific tasks to be undertaken within a reasonable timeframe of commencing at the organisation.
All volunteers must have access to all the organisation's relevant policies, including those relating to volunteering, health & safety, safeguarding vulnerable groups and equal opportunities.
We are committed to the development of training and support, to equip volunteers with the necessary information and skills to carry out their tasks if possible. It is the responsibility of the volunteer to attend any relevant training that is organised by RDF.
5.5 Support, Supervision and Recognition
Volunteers shall have a named person to whom they can take their concerns and seek guidance and support.
Volunteers shall have access to regular support and supervision. This will enable both the volunteer and the supervisor to identify, monitor and evaluate the volunteer's involvement, recognise achievements and identify individual training needs, including that relevant to their volunteering role and to their wider personal development. The frequency, duration and format of these sessions will be negotiated between the volunteer and the named person referred to above.
Volunteers shall be given the opportunity, where relevant, to share their views and opinions with the named person referred to above and RDF's wider volunteer team/s.
5.6 Expenses
RDF recognises that the reimbursement of expenses incurred in travelling to and from the place of volunteering or in the course of volunteering is important from an equal opportunities point of view. This is necessary to ensure that all individuals have access to voluntary opportunities.
When RDF is funded sufficiently to do so, volunteers are able to claim back reasonable out-of-pocket expenses, subject to the production of receipts as evidence of the expenditure. What can be reclaimed from the organisaion and the calculation of expenses will be explained to the volunteer before they start any activity likely to give rise to expenses. 
RDF will have a consistent approach, when funded to do so, to the reimbursement of expenses which are the same for volunteers, trustees, etc.
5.7 Insurance
The venues in which the volunteer carry's out their volunteering role, will usually provide liability insurance policies that will cover volunteers while carrying out agreed activities, if within the RDF role. RDF does not insure the volunteer's personal possessions against loss or damage.
5.8 Confidentiality
RDF shall ensure the Data Protection & Confidentiality Policy is accessible and clear.
5.9 Data Protection & Confidentiality Policy
Personal details kept on volunteers may include the application form, references, placement details, emergency contact, correspondence and any other relevant information and will be held in accordance with our Data Protection Policy.

Individuals who have access to confidential information about other trustees, volunteers, or supporters, whether obtained verbally or by written communication, have a duty of confidentiality regarding such information. No unnecessary personal information regarding a member of staff or resident may be passed to a third party without consent from the individual concerned. Individuals shall be reminded of their obligations under the Data Protection Act 2018 not to leave personal data lying around, either on VDU screens or on computer print outs, or in any other format, and that they can be held personally liable for not complying with or acting in contravention of the Act.
All volunteers must adhere to RDF’s Data Protection Policy.

5.10 Copyright
Volunteers grant The Roger Diamond Foundation the non-commercial non-exclusive right for RDF to use any materials created by the volunteer in the course of performing their volunteer activities. The volunteer will be credited whenever possible.
5.11 Health and Safety
The Roger Diamond Foundation must take all reasonably practicable steps to ensure the volunteers’ health, safety and welfare while at work in accordance with our Health and Safety policy.
5.12 Lone Working
Although The Roger Diamond Foundation has a duty of care towards volunteers, volunteers are responsible for their own personal safety and should not allow themselves to be put in a vulnerable position.
RDF does not wish or expect volunteers to take unnecessary risks, and should a volunteer feel that an activity or appointment would present an unacceptable risk, they must discuss the situation with RDF.
All volunteers should discuss lone working and the processes around it as part of their RDF role should they wish to.
5.13 Equal Opportunities
Volunteers and trustees must work in accordance with our Equality and Diversity Policy and work to prevent discrimination on any grounds.
5.14 Gifts
Any offer, gift, favour or hospitality directed at individuals should be treated with caution.
All personal gifts from contractors, outside suppliers and similar persons and organisations should be discouraged, refused or donated to charity.
All gifts received should be reported, including the nature of the gift, and the identity of the sender, to The Roger Diamond Foundation as soon as they are received, so that records can be kept and integrity and transparency can be maintained.
The only exceptions to this are insignificant items of token value such as pens, diaries, calendars etc., received at Christmas or at other times for use in the course of carrying out their duties.
5.15 Dignity at work
If RDF decides to adopt a Dignity at Work Policy to help deal with problems that volunteers may have, that can’t be resolved informally, then this will be made accessible to all volunteers. 
5.16 Completion of Volunteer Period
When volunteers leave their role, they may be asked to provide feedback on the volunteering experience by way of an exit questionnaire. They must also be given the opportunity to discuss their responses to the questionnaire should they wish to.
Based on their voluntary work, volunteers will have the right to request a reference, although The Roger Diamond Foundation may decline to provide a reference if the volunteer declines to adhere to The Roger Diamond Foundation's stated policies and procedures.