SUMMARY OF THE HEALTHCHECK AND THE INVESTING IN VOLUNTEERS STANDARDS

Transcription

1 How the Healthcheck links to the Investing in Volunteers standards SUMMARY OF THE HEALTHCHECK AND THE INVESTING IN VOLUNTEERS STANDARDS The Charter and Healthcheck principles are: Equality and Diversity: Volunteering is open to all and volunteers are treated with fairness. Expenses: Travel and any other agreed, out of pocket expenses are reimbursed. Induction: Volunteers are introduced to the work and ethos of the organisation. Organisational involvement: Volunteers have influence and an informed voice on organisational issues. Personal Development: Identified needs are met by relevant training and development opportunities. Recruitment Process: Recruitment procedures are fair, efficient and consistent. Resolving Difficulties: Volunteers are aware of how to raise a concern, and how it will be handled. Reward and Recognition: The organisation expresses its appreciation of the volunteers contribution. Safe Volunteering Environment: The physical and emotional risks of volunteering are identified, minimised, and covered by adequate insurance. Support: A named supervisor ensures ongoing support appropriate to need. The Investing in Volunteers standards are: 1. There is an expressed commitment to the involvement of volunteers, and recognition throughout the organisation that volunteering is a two-way process which benefits volunteers and the organisation. 2. The organisation commits appropriate resources to working with all volunteers, such as money, management, staff time and materials 3. The organisation is open to involving volunteers who reflect the diversity of the local community and actively seeks to do this in accordance with its stated aims. 4. The organisation develops appropriate roles for volunteers in line with its aims and objectives, which are of value to the volunteers. 5. The organisation is committed to ensuring that, as far as possible, volunteers are protected from physical, financial and emotional harm arising from volunteering. 6. The organisation is committed to using fair, efficient and consistent recruitment procedures for all potential volunteers. 7. Clear procedures are put into action for introducing new volunteers to their role, the organisation, its work, policies, practices and relevant personnel. 8. The organisation takes account of the varying support and supervision needs of volunteers. 9. The whole organisation is aware of the need to give volunteers recognition.

2 How the Healthcheck links to the Investing in Volunteers standards continued (page 2) HOW THE HEALTHCHECK QUESTIONS LINK TO INVESTING IN VOLUNTEERS STANDARD REQUIREMENTS Over the next pages we cover the links between the Experts Healthcheck and the IiV standards - questions taken from the Healthcheck feature on the left of the page, with the corresponding standard from IiV on the right. At the end of the document there is also a list of questions which are specific to the Experts programme and those which are specific only to the IiV standards. A full copy of the IiV standards is available online - please see the weblink in the online resources document (ref R01). Equality and Diversity Sections 1 and 3 Do you have an Equal Opportunities/Equality and Diversity Policy that includes volunteers? Has your policy been reviewed in the last twelve months? Do you collect and analyse equal opportunities data? Does the demographic profile of your volunteers reflect that of the local population? If not, does it reflect organisational target groups? Is Equality and Diversity training routinely offered for volunteers, staff and/or Trustees? Is Equality and Diversity training compulsory for volunteers, staff and/ or Trustees? 1.1 The organisation has a written policy on volunteer involvement that sets out the organisation s values for volunteer involvement and highlights the need for procedures for managing volunteers, based on principles of equality and diversity. 3.1 The organisation is open to involving volunteers from a wide range of backgrounds and abilities, and commits the necessary resources. 3.2 Staff and volunteers are encouraged to embrace diversity among co-workers. 3.5 The organisation monitors the diversity of the volunteer team, and implements procedures that aim to increase diversity and representation from the local community.

3 How the Healthcheck links to the Investing in Volunteers standards continued (page 3) Expenses Sections 2 and 5 Do you reimburse volunteers expenses? Do you have a policy/procedure/guidelines on: types of expenses that can be claimed; any limits to the amount payable; arrangements for paying expenses? Are the relevant staff briefed on expenses guidelines? Are all volunteers briefed on expenses guidelines? Are volunteers expenses included in budgets for funding bids? 5.3. There is a clear policy on the reimbursement of volunteers out of pocket expenses which is rooted in the organisational ethos, and which takes account of the organisation s financial situation The organisation seeks to secure adequate financial resources to cover the running of the volunteer programme and ensure that all volunteers have the necessary resources and materials to carry out their role. Induction Section 7 Do you brief new volunteers on their tasks and responsibilities? Do you introduce new volunteers to relevant staff and volunteers, and the roles of those people? Are new volunteers familiarised with: health and safety; accident and emergency procedures; procedure for claiming expenses; physical environment where they will be volunteering? Do volunteers have easy access to any information necessary to do their voluntary work, including any policies/procedures as appropriate? Do you provide any formal induction training sessions? Do new volunteers receive a handbook (paper or electronic)? 7.3. There is clarity between the volunteer and the organisation about the boundaries of the volunteers roles All new volunteers are introduced to the relevant paid staff and other volunteers with whom they will come into contact Volunteers are provided with the necessary information and/or training to carry out their role, including any policies as appropriate.

4 How the Healthcheck links to the Investing in Volunteers standards continued (page 4) Do you use volunteer agreements? 7.3. There is clarity between the volunteer and the organisation about the boundaries of the volunteers roles. Organisational involvement Sections 1, 2, 8 and 9 Do you ensure that volunteers know what is happening in the organisation as a whole? Do you encourage volunteers to express their opinion on the work of the organisation eg satisfaction surveys, exit interview, feedback forms? Are volunteers consulted on changes in the organisation that will affect them (e.g. operational or policy changes)? Are volunteers invited to attend and to speak at any meetings (e.g. committee, team, working group meetings)? Do you run consultation exercises including volunteers (e.g. inviting views about changes, new initiatives, planning, etc)? Do volunteers receive internal communications such as newsletters, ebulletins, etc? Are volunteers formally represented at committee level (e.g. a trustee who represents volunteers or a volunteer representative sitting on the committee? Is volunteering a routine agenda item in staff and Trustee meetings? 1.1. The organisation has a written policy on volunteer involvement that sets out the organisation s values for volunteer involvement and highlights the need for procedures for managing volunteers, based on principles of equality and diversity Where the organisation has policies that relate to the involvement of human resources, volunteers should have their own equivalent policy and should only be included in general policies if appropriate People at all levels of the organisation have been informed of, and can articulate the organisation s reasons for involving volunteers and the benefits to volunteers The organisation adopts appropriate procedures for regularly reviewing volunteer involvement in the organisation, including policy and procedure The organisation s annual plan includes objectives for volunteer involvement which are reviewed regularly Volunteers are informed of all relevant changes in the organisation which affect their role Management Committee/Trustees and paid staff recognise the value of volunteers contributions and communicate effectively their appreciation to volunteers, both formally and informally Volunteers have an opportunity to make known their views about the organisation s work, including its policies and procedures, and to participate in decision making.

5 How the Healthcheck links to the Investing in Volunteers standards continued (page 5) Personal development Various sections Is volunteer training included in budget setting and funding bids? Is there an opportunity to identify the volunteer s motivations during the selection process? Do the following happen in supervision sessions and meetings: volunteers motivations/expectations are reviewed; learning and development needs are identified? Do you provide ongoing training/learning opportunities that equip the volunteer with the skills and knowledge required to perform their role? Do volunteers have the opportunity to move into different roles or try out other roles? Are there opportunities for volunteers to take on increasing responsibility as they develop? 2.5. The organisation seeks to secure adequate financial resources to cover the running of the volunteer programme and ensure that all volunteers have the necessary resources and materials to carry out their role At some point in the recruitment procedure time is given to explore the individual s reasons for volunteering All volunteers know what forms of support/supervision the organisation offers them, and who to contact regarding their role The organisation provides volunteers with the opportunity to continue developing their skills and talents within the roles on offer if appropriate Where possible, tasks are adapted to suit the needs, abilities and interests of individual volunteers. 9.3 The organisation provides volunteers with the opportunity to continue developing their skills and talents within the roles on offer if appropriate. Recruitment process Various sections Is there clarity in your organisation about why you involve volunteers? 1.1. The organisation has a written policy on volunteer involvement that sets out the organisation s values for volunteer involvement.

6 How the Healthcheck links to the Investing in Volunteers standards continued (page 6) Do you have a policy/procedure covering volunteer recruitment and selection? Do you identify opportunities that are meaningful and rewarding? Do you create accurate role descriptions and person specifications? Do you create effective and appropriate advertising materials? Do you interview volunteers? Do your interviews respect good practice in Equal Opportunities? Do your interviews explore the volunteer s motivations and expectations? If an applicant is unsuitable for your needs, do you: offer them feedback? Refer them elsewhere? 6.1. People interested in volunteering are provided with clear information about the opportunities, the recruitment and selection procedure, what volunteers can expect from the organisation, and what the organisation s expectations are Recruitment or matching procedures are appropriate to the volunteer role(s) and individual s needs and applied consistently If feasible, a variety of tasks is made available which will attract a range of people, while still meeting the needs and aims of the organisation A description is drawn up for each volunteer role 4.2. The organisation sets out the necessary skills, attitude, experience and availability needed to carry out the role Images and/or descriptions of the organisation reflect the diversity of the community, and are appropriate to the objectives of the organisation Information about the organisation and ways in which volunteers can be involved is made as widely available as possible The organisation is open to involving volunteers from a wide range of backgrounds and abilities, and commits the necessary resources The organisation asks only for information needed in order to make a placement and this is recorded in a consistent manner At some point in the recruitment procedure time is given to explore the individual s reasons for volunteering Volunteers are informed if their application is unsuccessful and are offered feedback and are signposted to other organisations as appropriate.

7 How the Healthcheck links to the Investing in Volunteers standards continued (page 7) Do you vet volunteers (e.g. CRB checks or membership of professional bodies) as applicable? Do you ask for references? Do you have a policy and/or guidelines on references and vetting? 6.8. The organisation s approach to the use of official checks takes into account the relevant Government guidelines, and the roles in which volunteers will be placed Organisation has considered which types of convictions / disciplinary actions may/may not be relevant to the volunteering being undertaken The organisation takes a considered approach to taking up references which is consistent and equitable for all volunteers, bearing in mind the nature of the organisation s work and the volunteering role The organisation s approach to the use of official checks takes into account the relevant Government guidelines, and the roles in which volunteers will be placed Organisation has considered which types of convictions / disciplinary actions may/may not be relevant to the volunteering being undertaken. Resolving difficulties Section 7 Do you have a policy and/or procedure for resolving volunteers concerns and complaints? Is the policy readily available to volunteers in paper or online? Do you make volunteers aware during induction of how to raise concerns? Do you have a policy and/or procedure for dealing with issues arising from a problematic volunteer? 7.4. Volunteers are advised how the organisation will address situations where the volunteer has behaved inappropriately Volunteers are advised of the procedure to use if they wish to complain about their treatment by paid staff, users, committee members or other volunteers

8 How the Healthcheck links to the Investing in Volunteers standards continued (page 8) Reward and Recognition Section 9 Does your organisation express appreciation and/or recognise the contribution of volunteers? Are volunteers encouraged to complete an exit interview when they leave? Do you provide references for volunteers as a routine procedure? Do you make volunteers aware that they can receive a reference (and aware of any qualifying length of service as a volunteer)? 9.1. Management Committee/Trustees and paid staff recognise the value of volunteers contributions and communicate effectively their appreciation to volunteers, both formally and informally The organisation endeavours to obtain feedback from volunteers leaving the organisation Volunteers leaving the organisation, who have made a regular commitment to it, are offered a reference and/or other statement of their achievements. Safe volunteering environment Mainly section 5 Do you have a Health and Safety policy that includes volunteers? If applicable, do you have policies relating to Safeguarding (protection of children and/or vulnerable adults)? Are volunteer activities fully covered by insurance? Do you carry out and record risk assessments on: volunteering roles? Activities involving volunteers (e.g. one-off events or outings)? Do risk assessments deal with emotional risk to volunteers? Do all your volunteering environments ensure that staff and volunteers health and safety needs are priority? Do you encourage volunteers to suggest improvements to their volunteering environment? 1.4. The organisation adopts appropriate procedures for regularly reviewing volunteer involvement in the organisation, including policy and procedure Volunteers are covered by appropriate insurance An assessment of potential risk to volunteers is conducted when designing volunteer roles Volunteers are asked for feedback about their role and their involvement with the organisation?

9 How the Healthcheck links to the Investing in Volunteers standards continued (page 9) Support Sections 2, 3 and 8 Do staff job descriptions include volunteer management responsibility: only for staff who are Volunteer Coordinators or Managers? Staff who are named supervisors of volunteers? Volunteer Coordinators/ Managers and named supervisors? All staff who work alongside volunteers, whether they are named supervisors or not? Is supervision and support of volunteers included in your policies? Do you use any of the following support methods: one-to-one supervision? Group supervision? Telephone follow-up? Do you use any of the following support methods: drop-in sessions with staff at specified times? Open-door access to supervising staff? Peer support? Do you have regular volunteer meetings? Are volunteers invited to staff meetings? Do volunteers have opportunities to give and receive feedback? Do all staff working with volunteers receive training or briefings on supporting volunteers? 2.1. The organisation designates responsibility for recruiting, selecting, supporting and protecting volunteers, to a key person or group of people within the organisation; and these responsibilities are clearly outlined in job or role descriptions and regularly reviewed All volunteers know what forms of support/supervision the organisation offers them, and who to contact regarding their role Either one-to-one and/or group support/supervision sessions are offered, as appropriate which are relevant to the level of responsibility and emotional demand of the role Time is given during staff meetings to discuss volunteer issues Volunteers are aware that they can refuse demands they consider unrealistic, beyond the scope of the role or that they do not have the skills to carry out Volunteers are asked for feedback about their role and their involvement with the organisation The organisation takes steps to ensure that those who supervise volunteers have the relevant knowledge and experience.

10 How the Healthcheck links to the Investing in Volunteers standards continued (page 10) Specific to the Experts programme Specific to Investing in Volunteers Do you have a specified time frame for responding to enquiries about volunteering? 5.4. Volunteers personal details are protected in line with Data Protection principles. Do you update your local Volunteer Centre about new or filled volunteering opportunities? Do you have policies/procedures on: applicants with additional support needs? users of your own services? Do you provide extra support for volunteers: with physical disabilities? learning disablities? mental health difficulties? ex-offenders? refugees or asylum seekers? Do you support flexible volunteering (e.g. time off for holidays, emergencies, illness, job interviews and compassionate reasons)?