Volunteering Policy

1. Definition of volunteers

A Volunteer is someone who does unpaid work for Forest Recycling Project (FRP) and has no employment rights, but is covered by the Health and Safety at Work Act of 1974, Public Liability Insurance, FRP’s Equal Opportunities Policy and Volunteer Policy.

2. Procedure for selecting a volunteer

Volunteers can come to FRP through an agency or as an individual.  Once FRP has been approached then there will be an informal interview to assess what the person wants to achieve by volunteering at FRP.  Contact details will be taken and an agreement of the tasks and number of hours to be worked will be made.  Assuming the person still wants to volunteer then they will have to sign the agreement at the end of this policy document.  There will be periodical reviews with each volunteer to assess whether they are happy at FRP and if they have any work related training needs.

Volunteers coming through agencies:
FRP will ascertain with each agency the tasks and number of hours to be worked; behaviour expected from both the volunteer and from FRP; the level of support to the volunteer from the agency; the level of responsibility to the volunteer from FRP; who the volunteer or FRP refers to if problems arise.  If necessary this can be drawn up into a signed document.

Volunteers must be over 18 unless referred through YOT or a school, when the responsibility of their welfare will be placed on the YOT or the school.

3. Definition of expenses

Though a volunteer at FRP does not receive any money for their work they can receive expenses, the definition and limits of which are laid out below:

• Travel expenses for all volunteers with relevant and recent tickets.
• Meal expenses at Give or Take Days either provided by the project or reimbursed with receipt.
• Reimbursements only for previously agreed expenses with receipts.
• Reimbursements can be made only through the Project Coordinator or a relevant member of staff.

4. Support

Reviews will be offered to all volunteers either using FRP’s volunteer review or through the agencies review scheme.  Please refer to the Volunteer’s Review document.

5. Supervision

All volunteers will be supervised when working on the van.  When working in the warehouse there may not be direct supervision but there will be a member of staff on the premises. Volunteers must be able to eventually work unaided, without direct supervision. Tasks suitable to the individual will be chosen during the selection process.

6. Appropriate Behaviour

FRP will treat all volunteers with dignity and respect and expect that all volunteers will treat everybody with respect and dignity.

Appropriate work tasks and level of supervision for vulnerable adults – agreed at initial interview and reviewed.

Suspected incidents of physical, sexual, emotional or financial abuse will be dealt with seriously, through the ‘volunteer’s agencies’ if applicable and through the Management Committee. If the Management Committee deems it necessary the matter will be taken to the police.

If either a volunteer or member of FRP staff has a problem with "off duty" contact between volunteers and FRP, the issue will need to be raised with FRP which will be taken up with the volunteer or agency if appropriate.

If either a volunteer or member of FRP’s staff has a complaint about inappropriate physical contact they must be raised immediately with FRP the individuals concerned. If the contact occurs again then the person with the complaint must alert someone and the grievance procedure will be followed.

7. Volunteer Disciplinary and Grievance Procedures

Please refer to separate Volunteer Disciplinary and Grievance Procedures document

8. Exit Policy

If someone leaves of their own accord then a letter will be sent asking for some feedback and offer a reference.

If anyone is asked to leave or leaves after a disagreement, then FRP will write to them – noting their unacceptable behaviour, notifying them that the grievance procedure has been initiated and inviting them to give their account of events.  If the volunteer does not respond to the letter or does not wish to give their account of events then the Volunteer Agreement will be deemed to have been terminated by the initial letter.

9. Copyright

The copyright of any document or design produced for FRP belongs to FRP. Examples of any non confidential work can be retained by the volunteer.

10. Other polices pertaining to volunteers

Please also refer to FRP’s Volunteer Disciplinary and Grievance Procedure, Health & Safety, Equal Opportunities and ICT Acceptable Use policies.