Volunteer Policy

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Volunteer Policy

1. Statement

This policy sets out the principles and practices by which Rotary Jaipur Limb (“the Charity”) involves volunteers. The policy relates to Rotary Jaipur Limb staff and trustees.

It aims to create a common understanding and to clarify roles and responsibilities to ensure the highest standards are maintained in relation to the management of volunteers.

2. Scope

The Charity recognises volunteers as an integral part of the organisation and acknowledges that they have always been, and continue to be, vital in leading and delivering the charities work.

The Charity appreciates that volunteering is an important method of increasing participation in its work and develops greater awareness of its strategic vision.

Rotary Jaipur Limb staff member working for the Charity is clear about their role in supporting the Charity and foster a good working relationship between themselves, Trustees and volunteers.

The Charity is committed to offering a flexible range of opportunities and encourages a diversity of people to volunteer.

3. Definition of volunteer

The Charity defines a volunteer as someone who, without receiving payment, gives their time to assist the organisation’s vision and purpose of their own free choice.

Volunteers may be involved on a one-off, short term or on a longer term, regular basis. They may be involved

• in the direct delivery of our services
• on our board of management trustees

Volunteers are valued for

• bringing additional skills and new perspectives to the organisation
• enabling more responsive and flexible approaches
• championing the Charity’s causes within Rotary GB&I and the wider community of Rotary

4.            Roles and responsibilities

The volunteer role is based on trust and mutual understanding. There is no enforceable obligation, contractual or otherwise, for the volunteer to attend or to undertake particular tasks or for the organisation to provide continuing opportunities for voluntary involvement, provision of training or benefits.

However, there is a presumption of mutual support and reliability. Reciprocal expectations are acknowledged – both of what the organisation expects of volunteers and what volunteers expect of the organisation.

The organisation expects volunteers:

• to be reliable and honest
• to uphold the organisation’s values and comply with organisational policies
• to contribute positively to the aims of the organisation and avoid bringing the organisation into disrepute
• to carry out tasks within agreed guidelines

Volunteers can expect:

• to have clear information about what is and is not expected of them
• to receive adequate support
• to be treated with respect and in a non-discriminatory manner
• to be able to say “no” to anything which they consider to be unrealistic or unreasonable
• to know what to do if something goes wrong

5.            Recruitment and selection

The trustees are appointed due to their past or present positions within Rotary GB&I and thus equal opportunities is adhered to.

6.            Support

Volunteers will be offered support as appropriate. Arrangements vary according to the volunteer and the role undertaken and may include telephone support and group meetings.

7.            Recognition

The charity recognises the valuable contribution of its volunteers and although they do not seek financial reward, they do appreciate and value recognition in other ways.

8.            Expenses

Employed staff and trustee board members are able to recover their out-of-pocket expenses only.

9.            Resolving problems

The organisation aims to treat all volunteers fairly, objectively and consistently. It seeks to ensure that volunteers’ views are heard, noted and acted upon promptly.

The Charity will attempt to deal with any problems informally and at the earliest opportunity. All volunteers will be able to turn to the Trustee Chairman in the case of any difficulty.

10.          Confidentiality

All volunteers have a duty of confidentiality. This means that they must not disclose anything learned from one of our donors, without their consent, that would allow others to identify them. This includes information of a personal nature, for example, name, address, telephone number or any other information which might result in the identity of the customer being disclosed. Volunteers should not share, copy or retain information they have access to. Volunteers must also respect the confidentiality of staff member band fellow volunteers by not discussing information which is not in the public domain.

11.          Effectiveness of Policy

The Trustees shall review and update this policy annually if required

RJL Volunteer Policy v2