Adult Education in Gloucestershire Volunteering Policy and Procedure

Background

Adult Education In Gloucestershire (AEIG) is a service within Gloucestershire County Council that provides learning for individuals, employers and communities, and works in partnership with external organisations and other services across the Council. The Service receives an annual grant from the Department for Education (DfE)

Purpose

This policy outlines the principles and procedures for involving volunteers in Adult Education services across Gloucestershire. It aims to ensure a consistent, safe, and supportive environment for volunteers and learners alike

This policy is intended to help promote a constructive partnership between volunteers and staff, tutors and learners. AEIG is committed to making volunteering an enjoyable and rewarding activity which meets both the individual’s as well as the organisation’s needs. This will include:

a)    Celebrating the diversity of volunteers and their contributions to the work of AEIG

b)    Identifying routes and support to enable volunteers to progress in their own journey towards paid employment if that is their wish

c)    Ensuring that priorities and actions relating to volunteering are cross referenced in all relevant strategic, operational and developmental plans.

AEIG asks that volunteers abide by the vision, mission and values, principles and policies which form the framework of AEIG.

Towards this end, we will develop and maintain good volunteering standards throughout the organisation and ensure that volunteers are supported and managed effectively. AEIG encourages the involvement of volunteers as a route to enriching and diversifying the work of the organisation, to foster community cohesion, and to improve the quality of life for both volunteers and those they serve.

Key Principles

These key principles influence and inform all of our relationships with volunteers:

a)    All volunteers will be treated fairly, with respect and dignity

b)    Volunteers will be provided with the appropriate facilities and resources they need to do their volunteering

c)    Volunteers complement but do not replace paid staff; rather their work enhances and complements the work carried out by paid members of staff and supports the development and goals of the volunteer by providing valuable work experience

d)    Safeguarding and learner wellbeing are paramount

e)    Volunteering is a choice and should be mutually beneficial

Values

a)    Volunteers are valued equally with learners, tutors, staff and all other stakeholders

b)    The range and diversity of volunteers involved at AEIG should reflect our learners and the communities in which we work

c)    Volunteering is welcomed and facilitated with minimal bureaucracy whilst protecting and supporting people and complying with relevant legislation and regulations.

 

Scope

Anyone who is actively involved in the work of AEIG, and gives their time freely is regarded as a volunteer. This policy outlines the expectations that will apply generally, however each role or function may have additional procedures or regulations, such as the requirement for a DBS check or undergoing safeguarding training.

Recruitment and Timeline

Volunteers may be recruited and selected by a range of methods according to their suitability in helping meet the needs of planned activities. This is as follows:

a)    Volunteers must be aged 18 or over

b)    Volunteer role descriptions, application forms, policies and other documents are available on the AEIG website and in the main reception at: 4-6 Commercial Road, Gloucester or on request by phone or email. Templates are saved on Sharepoint. More detailed information about specific volunteer opportunities can be obtained by contacting AEIG staff

c)    All applicants will undergo an informal interview, reference check and a DBS check (if required for the role)

d)    Selection is based on suitability, availability and alignment with service needs

e)     Volunteers will be required to provide references and undertake training in Safeguarding and Prevent Duty policy and procedures

f)      Volunteer placements are typically offered for a maximum of six months. Volunteers are not expected to contribute more than 16 hours per week, and shorter placements or reduced hours can be agreed upon to suit individual circumstances

 

 

Equal Opportunities and Diversity  

All stages of volunteer recruitment, selection and management will reflect Gloucestershire County Council’s commitment to equal opportunities and diversity, as outlined in its Fairness & Diversity in Employment Policy

a)     We understand that people are different and we aim to meet the needs of all those living in Gloucestershire. In particular we will not tolerate discrimination and will promote social inclusion. This organisation expects its staff and volunteers to treat everyone with fairness, respect and dignity

b)     AEIG is firmly committed to diversity in all areas of its work and believes that opportunities should be open to all regardless of social class, gender, sexual orientation, disability, age, marital status, religion, colour, race or ethnic or national origin.

Safeguarding and PREVENT duty

• Volunteers must complete safeguarding and Prevent training.
• All concerns must be reported to the Designated Safeguarding Lead.

 

Training, support & supervision

Volunteers will have a named supervisor or point of contact. Regular check-ins and feedback sessions will be held. Any problems they may have will be dealt with sympathetically, fairly and transparently. AEIG will aim to involve volunteers in discussions that may affect their role and to conduct an exit interview when they wish to leave the organisation. 

• Volunteers will receive a structured induction covering:
• Adult Education values and goals
• Safeguarding and Prevent Duty
• Health and safety
• Equality, diversity, and inclusion
• Ongoing training and support will be provided
• Volunteers can access wellbeing support and development opportunities.

 

 

 

Volunteer Roles and Responsibilities

Volunteers may support:

• Learner engagement and motivation
• Administrative tasks
• Events and outreach
• Digital inclusion and basic skills
• Wellbeing and enrichment activities

Volunteers must:

• Abide by the Volunteer Code of Conduct
• Maintain confidentiality
• Report safeguarding concerns promptly

 

IT Access

Volunteers will have access to computers located in the office, which are connected to the People’s Network. To support their role, AEIG will provide volunteers with an AEIG email account for communication and access to relevant IT services.

Insurance

• Volunteers are covered under GCC’s public liability insurance.
• Risk assessments will be conducted for all volunteer activities.

Trades Union Membership

Volunteers may, if they wish, join a trades union subject to the membership rules of the trades unions.

Volunteers’ Expenses

It is AEIG’s policy to reimburse reasonable out of pocket expenses properly incurred whilst undertaking voluntary tasks, subject to the production of receipts and pre agreed with AEIG.

These may include:

a)    Travelling expenses

Claim forms are available through support staff.

 

Terminating a Voluntary Engagement

·       Volunteers may end their involvement at any time.

·       The service may end a volunteer agreement due to misconduct, breach of policy, or service changes.

Monitoring and Evaluation

·       Volunteer involvement will be regularly reviewed.

·       Feedback from volunteers and learners will inform improvements.

·       This policy will be reviewed annually.

Definitions and legal requirements

Definition

A volunteer is a person who willingly gives his or her time, skills and experience without expectation of financial reward.

Sourcing Volunteers

Volunteers can be supplied and overseen via a third party e.g. CSV (as per Library Service current arrangements) or through the organisation operating its own “marketing and recruitment” processes (e.g. as per CACD historic arrangements).

Guidance on use of Volunteers

It is advisable to provide organisational guidance for managers on attraction and use of volunteers and also to provide volunteers with a “Volunteer’s pack” which sets out:

• General information about the organisation
• Written Volunteering Agreement
• Advice on safe working
• Insurance Issues
• Any requirements in regard to volunteer drivers
• Any DBS checks necessary for particular volunteering opportunities
• Confidentiality of Information
• Any travel re-imbursement expenses
• How to raise matters of concern

 

Status of Volunteers

Volunteers are not employees, however, it is still possible for a volunteer to be a “worker” if an individual undertakes “to do or perform personally any work or services for another party”.

Ø  The National Minimum Wage Act 1998 (Section 44) provides that “voluntary workers” (they are not defined) are entitled to the minimum wage unless they :

Ø  Are employed by a charity, a voluntary organisation, an associated fund-raising body or a statutory body;

Ø  Receive no monetary payment other than expenses ;

Ø  Receive no benefits in kind of any description other than subsistence that is reasonable in the circumstances of their duties - which includes training, unless the training is necessarily acquired in the course of the work being done

Care is therefore needed in setting up any volunteering opportunities to ensure that there is no mutuality of obligation. It should be made clear and organised in such a way that the volunteer is not required to undertake the work and the council is not bound to provide the opportunity to work.

Relationship between employees and volunteers

There is an expectation that employees will work co-operatively with volunteers and act in a courteous and professional manner towards them.

Normally, the use of volunteers will be discussed as part of any revised service provision proposed during organisational change or as part of service enhancement. Appropriate consultation will, therefore, have taken place. Employees who refuse to co-operate with volunteers or whose behaviour towards them is inappropriate leave themselves open to action under the Council’s formal performance procedures.

Where an employee has an issue about level of service or behaviour of a volunteer, they should raise this with their line manager who will discuss the matter with the appropriate volunteer co-ordinator.

The volunteer co-ordinator will discuss the concerns with the volunteer and will decide whether any action should be taken.