Our Volunteer Policy

Make A Green Team Volunteer Policy October 2011

1.0 Introduction

1.1 Make A Green Team recognises that there can be situations in which
Volunteers help can make an appropriate and significant contribution to
helping us meet our objectives. This document defines the term and sets out
the principles, practices and procedures which we will follow in the
appointment & mentoring of Volunteers.

2.0 Definition

2.1 Volunteers may be described as individuals who put their experience,
knowledge and skills at the disposal of an organisation, free of charge, with
the primary aim of helping the organisation to achieve its Constitutional statement
and or with the primary aim of bringing some benefit to a community.
In this sense, Volunteers are to be distinguished from student, other work
placements and secondees, where the primary aim is usually for the student
or secondee to obtain certain work experience or to carry out work or research
in certain areas.

3.0 Principles

3.1 In appointing Volunteers we will adhere to the following principles:-
(a) Volunteers will not be engaged in work which facilitates the loss of an
existing employee’s post;
(b) Volunteers will not be used to do the work of paid staff during an industrial
dispute.

4.0 Recruitment of Volunteers

4.1 Volunteers will be selected through the following process:

4.2 STEP 1:

The following items must be agreed by the Quorum before a proposed Volunteer placement is implemented:-
(a) a Role Description, outlining the specific tasks, responsibilities and reporting
lines of the Volunteer;
(b) Terms and Conditions including the duration, hours, expenses, insurance,
etc., relating to the placement;
(c) a Specification, outlining the relevant experience, skills, knowledge, abilities
and equal opportunity awareness necessary to carry out the role effectively.

4.3 STEP 2:

The prospective Volunteer will be invited to a meeting with the Volunteer Co-ordinator.
Using the Role Outline and the Specification the parties will engage in a two-way discussion
of the proposed role, of its requirements and of each other’s expectations, with a
view to assessing mutual suitability. Following the meeting, a decision will be made
within one week regarding the individual’s suitability for the particular role.

4.4 STEP 3:

Prior to commencing their placement, successful Volunteers must provide a
reference from a suitable person (excluding relations) attesting to their character and
suitability for the position.

4.5 STEP 4:

Prior to commencing their placement, each successful Volunteer shall be formally
allocated to an existing employee or volunteer who will mentor the
Volunteer throughout the duration of her/his placement. The Volunteer Co-ordinators
responsibilities will include ensuring that the Volunteer receives the following:
(i) a planned induction to the organisation/group;
(ii) regular supervision and support sessions;
(iii) positive feedback on their contribution;
(iv) adequate office accommodation, equipment and services to perform their
tasks effectively.

5.0 Equal Opportunities

5.1 Make A Green Team recognises that the activity of volunteering can provide
a volunteer with experiences and opportunities for self and career
development. In accordance with our Equal Opportunity Policy, volunteer
placements will therefore be open to individuals irrespective of race, gender,
disability, sexuality, age or marital status. In addition, the Specification must
set out the equal opportunity dimension and any specific equality requirements
of the role. Where, during the Assessment Meeting (paragraph 4.3) a
prospective Volunteer demonstrates hostility to, or a clear lack of support for
equal opportunity policy, she/he will be deemed automatically to be unsuitable
for a volunteer position.

6.0 Termination

6.1 Where appropriate, the role and placement of the Volunteer may be
terminated by Quorum members at one
week’s notice, or immediately, where behaviour equivalent to gross
misconduct has occurred. In all cases the Volunteer will be entitled to an
explanation of the decision and action taken.