Volunteer Policy

Why do we need a Volunteer Policy?

A Volunteer Policy provides the organization with a consistent approach to involving volunteers throughout the organization. It contributes to ensuring that everyone involved in the organization, including Board Members, funders, staff, and volunteers, understands and values the contributions of volunteers. The Volunteer Policy should ideally be developed in collaboration with staff and volunteers and reviewed on a regular basis to ensure that it remains fit for purpose.

A policy also shows that the organization is serious and professional about involving volunteers and that their involvement is planned as part of the overall activities of the organization, rather than as an ad hoc activity that runs alongside the main organization.

Volunteer Policy

What factors should a Volunteer consider?

Before you write a policy, you should consider why you want volunteers in your organization. You may be a volunteer organization that relies on volunteers to deliver your service, or volunteers may supplement the services provided by paid staff due to local knowledge or specialized skills.

A short user-friendly volunteer policy that refers to associated policies, such as health and safety diversity, is ideal; if you include every policy and procedure, as well as the associated guidance, the document will be very difficult to use. Other policies and information should be included in a volunteer induction pack or as part of your training and development plans.

Volunteer Policy

Recruiting Volunteers

Regardless of the size of your organization, having a workable process for dealing with volunteer inquiries is beneficial. It does not have to be complicated; the main thing is to make sure that everyone who may need to deal with inquiries is aware of what they must do. It is critical that anyone who answers the phone or monitors emails is aware of your inquiry process.

Consider how potential volunteers can get in touch with your organisation. Use as many contact methods as you can manage, such as phone, email, and online forms. If you are very strict about your contact methods, you may not receive as many inquiries.

Tracking the entire volunteering journey, from initial inquiry to exit interview, may be beneficial to your organization because it gives you an idea of the number of people who have expressed an interest in your organization versus those who begin volunteering with you, which may highlight areas for review and improvement.

When a potential volunteer expresses an interest in volunteering with your organization, you should contact them as soon as possible. People lose interest if they are not kept up to date on the recruitment process. If you are not currently recruiting, inform them; if they have a strong affinity for your cause, they may be willing to wait and may be added to a waiting list until your next recruitment drive. If not, you can suggest alternative volunteer opportunities, such as VASLan. If you do not have anything suitable for the volunteer, making contact shows that you value their interest, and they can then look into other options.

When scheduling face-to-face meetings, try to be as flexible as possible, keeping in mind that potential volunteers may have work, family, or caring responsibilities.

Depending on your available resources, the nature of your service, and the need for pre-volunteering checks, your recruitment process could be quick or slow. Set expectations early in the recruitment process; most people don’t mind waiting if they are kept informed. Add people to your newsletter mailing list to keep them up to date on your progress during the recruitment phase.

Some topics to consider during the selection process include:

Organization's goals and the role of volunteers
What draws them to volunteer with you
As appropriate, service users or clients
What they hope to achieve by volunteering
Role description and task types
Skills, interests, and experience
Training and assistance

Any additional assistance required
Your volunteers' expectations
When they'd be able to start
The days and times that are available
Availability of time
Volunteers have access to resources
Names of possible referees

Volunteering Assistance

Volunteer Manual

Many volunteers value having a volunteer handbook that explains their role, how their contributions relate to the organization's key objectives.

Volunteer Induction

A volunteer induction is a method of providing volunteers with all of the information they will need to carry out their volunteer duties.

Training

Volunteer roles, such as First Aid, may require mandatory training, such as mentoring or counseling, may require training prior to beginning the role.

Regular Evaluations

Supporting your volunteers through regular review sessions shows them that they are valued and that help is
available.

Managing Difficulties

The problem-solving process, as well as any other relevant policies, should be covered with volunteers as part of the induction process.

Positive Conclusions

A volunteer role may be for a limited time, or a volunteer may decide it is time to complete their commitment to your
organization.