Museum of Croydon Volunteer scheme,

Museum of Croydon Volunteer scheme, 2015-2016 Thank you for your interest in volunteering with the Museum of Croydon. This document contains our policy and procedures for working with volunteers. We hope this information helps you to understand your role as a volunteer and how we will support you. If you have any questions about this document, please contact us; we will be happy to help. Last updated in November 2015

Table of Contents About the Museum of Croydon:... 3 Our approach to working with volunteers... 3 Museum of Croydon: Volunteer charter... 4 Volunteer policy... 4 Principles... 5 Recruitment... 5 Induction and training... 6 Communication & support... 6 Expenses... 6 Dress Code... 7 Health & safety... 7 Insurance... 8 Equalities & diversity... 8 Safeguarding children, young people & vulnerable adults... 8 Data protection... 9 Confidentiality... 9 Copyright assignment consent... 9 Attendance... 9 Problem solving... 9 Leaving the Museum of Croydon... 11 Appendix A: Museum of Croydon: Volunteer application form... 12 Appendix B: Museum of Croydon: Volunteer agreement... 17 Revised and updated: November 2015 Page 2 of 18

About the Museum of Croydon: Our statement of purpose: The Museum of Croydon collects, conserves and interprets Croydon's cultural heritage to enable individuals and organisations to take part in creative and enjoyable learning experiences. Our vision: By 2020 the Museum of Croydon is valued at local and regional level as a key cultural asset which delivers community, stakeholder and partnership outcomes. It is widely recognised as an excellent organisation, particularly in the areas of contemporary collecting, community engagement and workforce development. Our aims: Develop our collections, displays and services to ensure they represent the diversity of Croydon past and present Strengthen our community engagement and stakeholder and partnership support Diversify, develop and support our workforce The Museum of Croydon is delivered by Croydon Council s museum and archives team, which is part of the People department. The Museum of Croydon is responsible for the borough s museum and archive collections. It provides public access to these through the Museum of Croydon s galleries and Research Room at Croydon Clocktower and our website www.museumofcroydon.com. The workforce is made up of six professional roles (Museum & archives manager, Borough archivist, Collections officer, Interpretation & learning office, Collections access officers and Arts participation officer) supported by volunteers, who together deliver our forward plan and annual activity plan. Our approach to working with volunteers Volunteering can be defined as the act of a person choosing to give time without an expectation of financial reward for the good of others, society or the environment. Volunteers help the Museum of Croydon to deliver excellent services to all users and stakeholders. They bring a fresh perspective to our work because of their skill sets and wide variety of backgrounds, and are usually free from assumptions of how a museum should do things. Croydon Council's values of: One Team; Proud to Serve; Openness; Talent; Difference; and Excellence underpin our volunteer engagement: We aim: to engage volunteers in helping to provide all users with an excellent service, a warm welcome & a safe experience to offer fulfilling volunteering experiences and opportunities that support skills development to foster ambassadors for the Museum of Croydon within the wider community Revised and updated: November 2015 Page 3 of 18

Museum of Croydon: Volunteer charter Our Volunteer Charter is a summary of our commitment to you and our expectations of you. For further detail please see the Volunteer Policy which follows. The Museum of Croydon s volunteers can expect: To be valued as an individual To be respected for their knowledge and skills To be provided with training, support, feedback, appreciation, and encouragement To have opportunities to contribute to improvements To have opportunities to discuss concerns or problems relating to their duties To have a clearly defined description for their role and not to have their duties changed without prior discussion To have an organised working schedule and be given appropriate notice of changes To be reimbursed for agreed expenses incurred while volunteering To be insured To conduct their duties in a safe environment The Museum of Croydon would like its volunteers to: Show commitment to the organisation Treat customers, staff and volunteer colleagues with respect Have a flexible approach to their duties Be polite and helpful in their dealings with customers Follow appropriate policies, procedures and guidelines Give us as much notice as possible of absence or changes to the volunteer agreement Report any accidents promptly to staff Respect confidentiality Discuss concerns with the appropriate person/supervisor Volunteer policy The Museum of Croydon recognises that volunteers can make a significant contribution to achieving our aims and vision. This volunteer policy defines the terms and sets out the principles, practices and procedures that the Museum of Croydon will follow in its appointment, management and ongoing partnership with volunteers. The aim of this policy is to ensure consistency and to set out good volunteering practice and to provide guidelines for all staff in relation to working with volunteers. All staff are required to be familiar with this policy and managers are responsible for its implementation within their area of responsibility. The policy should be reviewed regularly to ensure that it reflects best practice in the recruitment, management and partnership with volunteers. This document was last reviewed in September 2015. Revised and updated: November 2015 Page 4 of 18

Principles In appointing volunteers the Museum of Croydon will adhere to the following principles: Volunteer role descriptions will be developed to add value beyond the existing capacity of the Museum of Croydon; and Volunteers will not be used to do the work of paid staff during an industrial dispute. Recruitment Volunteer role descriptions will be prepared for all volunteer roles. These are to help all parties to be clear about the various tasks that we expect volunteers to carry out and to ensure that we have the time and resources to support our volunteers. We will work to attract and engage a diverse body of volunteers. We will select the method for recruiting volunteers on a role by role basis. Recruitment methods may include: Museum of Croydon website Posters within the Clocktower complex Advertising through agencies that promote volunteering (e.g. Croydon Voluntary Action) Posters/recruitment material distributed to target groups Do-It database and other online forums The recruitment process will operate as follows: Anyone enquiring about a role will receive role descriptions, an application form and a copy of our volunteer policy. They will be invited in for an informal interview at a mutually convenient time. Following the informal interview, if both volunteer and the Museum of Croydon are in agreement and subject to satisfactory completion of a health check, take-up of references and disclosure and barring service check (if required), the volunteer may start a one month's trial period. This is as much an opportunity for the volunteer to find out if they will enjoy the role as for us to be sure that the volunteer is right for it. If the Council s Occupational health service conclude that an individual applicant is not appropriate for a particular role, then they will advise the Museum of Croydon accordingly. The applicant will also be informed of this decision. If the applicant wishes to appeal that decision, they will need to agree to full disclosure to the Museum and archives manager, of the medical information upon which the Occupational health service made its decision. They will also be expected to cover any additional costs associated with their appeal (e.g. obtaining GP reports / translating medical records). The Museum and archives manager will then be able to meet the applicant to review and explain the basis on which the decision was made. Our general recruitment will be to specifically advertised roles, although we hope to be flexible within reason so that both our needs and those of the volunteer are met. We will try to meet with potential volunteers who believe they have something to offer outside of these role, although we can only take such volunteers on where there is a genuine benefit to us, and where we can provide adequate support to the volunteer. Revised and updated: November 2015 Page 5 of 18

Induction and training We provide volunteers with the induction and on the job training required to fulfil their roles. We will consult with volunteers on their training needs. The training will be delivered as far as possible at convenient times and locations. The programme will be reinforced and complemented by an Induction Pack given to all volunteers. All volunteers will receive information on the following: Introduction to the Museum of Croydon Health & safety, security and emergency response procedures Equalities & diversity Safeguarding children and vulnerable adults as appropriate to the role These will be supplemented by on the job training specific to the role as required. Communication & support Collections access officers have a particular responsibility for supporting our volunteers and will be the first point of contact for, and representatives of, the Museum of Croydon s volunteers. All volunteers will have named supervisors (usually one of the Collections access officers), who will provide support and guidance, and allow volunteers the chance to give us feedback on their involvement and develop their role. Volunteers will receive news and information via face to face updates, emails, bulletins and newsletters. Volunteers are encouraged to feedback their thoughts on how to improve our services for local people and these are discussed at our regular Museum & archives team meetings with a volunteer representative in attendance. After a period of three months volunteering with us, the Museum of Croydon will provide references for volunteers, on request. We aim to conduct an informal exit interview with volunteers leaving us, or encourage the completion of a leaving questionnaire. This will help us monitor how well we are involving volunteers, and whether volunteering with us has helped people move into paid work or other activities. Expenses The Museum of Croydon s volunteers are gifting their time and skills to us. Often they are incurring expenses to enable them to spend time working in our offices. The reimbursement of volunteer expenses can help us to meet our commitment to offering equal opportunities to all. The cost of travelling and a meal eaten out is significant to someone on a low income or who receives state benefits. Reimbursing volunteers expenses is seen as good practise by both Volunteering England and the cultural sector. Capping the amounts we reimburse is still within Volunteering England s good practice. Revised and updated: November 2015 Page 6 of 18

We are unable to give volunteers a flat rate towards their expenses as opposed to reimbursing the amount they actually spend. This is because providing a flat rate can be taxed and also affect any means-tested benefits they may receive. Additionally it can be interpreted under employment law as a salary. Volunteers will be expected to submit an expenses claim, supported by relevant receipts, on a monthly basis. The expenses which we will consider reimbursing include: Travel expenses to and from the Clocktower will be reimbursed against submitted receipts up to Transport for London s currently advertised cost of the adult, pay as you go, daily cap for zones 1-6 (as at January 2015 this costs 11.70); Individuals who volunteer for more than 6 hours per day will be reimbursed for food, including non-alcoholic drinks, up to a maximum of 4.00. Dress Code Volunteers should wear clothes that are sensible and appropriate for working with the general public. Clothing should be safe, clean and tidy, without holes, not revealing and not include slogans or pictures that might be offensive or overtly political in nature. Our volunteers are required to wear a visible badge, carrying their first name and role, at all times they are volunteering in our public spaces. After a period of 3 months volunteering with us, and if the volunteering is likely to continue for the foreseeable future, volunteers can request to have a Croydon Council identification badge. This carries the full name of the individual. It will be paid for by the Museum of Croydon and entitles the named individual to discounts in local stores, including the Clocktower Café. Once issued, it should be visibly worn at all times when volunteering in our public spaces. The Museum & archives manager retains the right to refuse or delay the issuing of a Croydon Council identity badge. Health & safety The Museum of Croydon has a duty of care, under the Health & Safety at Work Act 1974, not to harm or damage the health of volunteers through their involvement in the activities of the organisation. We take all reasonable steps to protect the health and safety of our workforce (including volunteers) and of our customers. Prior to taking up a volunteer role, all volunteers will be required to complete a Health Questionnaire and submit this to Croydon Council s Occupational health service. On the basis of information in the Health Questionnaire, some volunteers may be required to attend an occupational health interview. The Museum of Croydon may also request information from all volunteers on any health issues, needs and access requirements relevant to helping ensure their safe involvement. Both the Health Questionnaire and any other information requested will be held securely in line with Croydon Council s data protection policy. All spaces used and activities undertaken by volunteers will be risk assessed to inform the training provided to volunteers. Revised and updated: November 2015 Page 7 of 18

Health and safety information and procedures will form a part of the core training & induction programme for all volunteers. Any accidents or near misses involving volunteers will be reported and, where appropriate, recorded in the Council s Accident Book by attending officers. All volunteers are expected to operate in a safe manner and not to act in a way that may cause injury to others. Insurance Volunteers are covered by Croydon Council s Employer s Liability Insurance cover while volunteering on our premises or undertaking work elsewhere on the Council s behalf. Equalities & diversity Croydon Council states that: The council has a strong commitment to achieving equality of opportunity in its services to the community and in the employment of people. It expects all employees to understand, comply with and promote its policies in their own work, undertake any appropriate training to help them to challenge prejudice or discrimination. As part of the Council, we are committed to making the Museum of Croydon and the volunteer opportunities offered, as accessible as possible. We will discuss any access needs prospective or existing volunteers may have to help identify appropriate volunteering opportunities, and ensure their safe and full involvement. Equalities & diversity requirements and information will form a part of the role profile, core training & induction programme for all volunteers. We will not tolerate abusive or discriminatory language or behaviour from any of our volunteers or paid staff. Safeguarding children, young people & vulnerable adults Our policy and procedures for safeguarding children, young people and vulnerable adults follow Croydon Council's Child protection policy and procedure. We take our responsibilities in this area extremely seriously. Depending on the role, some volunteers may be asked to undergo a disclosure and barring service check, conducted through the Disclosure and Barring Service (DBS). Where this is a requirement of the role, it will be clearly indicated on the role description. Any information received from DBS will be treated as confidential and only relevant convictions will be taken into account. Safeguarding training/information will form a part of the core training & induction programme for all volunteers working with children or vulnerable adults. Volunteers should not disclose personal details (home address, telephone number, etc.) to customers but should use the Museum of Croydon address when an address has to be given. Revised and updated: November 2015 Page 8 of 18

Volunteers should not arrange to meet or have any contact outside the Museum of Croydon with a child, young person or vulnerable adult met in the Museum of Croydon during the course of their volunteering duties. Data protection All data relating to volunteers will be held securely, used only for the reasons for which it was collected, and will not be shared with third parties, in line with our policy on data protection. Confidentiality Any information seen during volunteering should be regarded as confidential unless advised otherwise. No information should be released to anyone outside the Museum of Croydon without permission from a Council officer. Copyright assignment consent When any of us create something we have copyright, or control, over its use. Copyright in the work that employees carry out automatically rests with their employer, but this is not the case with volunteers or other external people we commission to carry out work for us. This means that we have to ask you to agree to give, or 'assign', copyright in the work you produce for the Museum of Croydon to us. This is to allow us to use your work with confidence, just as we use that of our paid workers. Attendance Volunteers are expected to attend according to their agreement with us. When they are not able to attend, volunteers are asked to inform their supervisor or any member of staff. It is helpful if volunteers can give us as much notice as possible so that cover may be arranged. If volunteers do not let us know in advance that they are unable to come in for a shift, this makes it hard for us to provide a good level of support for our other volunteers, for example in allocating locations for their shifts. If a volunteer is either absent or more than 10 minutes late for their shift without contacting us in advance we will highlight the problems that lack of communication cause with the volunteer on each occasion and discuss the issue with the volunteer. If a volunteer is absent or more than 10 minutes late for their shift without contacting us in advance on three occasions within a three month period, we will arrange a formal meeting with the volunteer and follow the process below in the section if a complaint is raised about a volunteer. There may be occasions when volunteers may wish to take a break from volunteering for a longer period of time; the Museum of Croydon respects this but would appreciate, when possible, prior notice of any break in the volunteering arrangement. Problem solving While we do not have legal duties towards volunteers, and do not wish to create a contractual relationship with them, we feel that it is important that problems or complaints are dealt with fairly, openly and consistently. To help with this we have put in place the following procedures. Revised and updated: November 2015 Page 9 of 18

In all cases volunteers have the right to be accompanied at meetings on these issues by a volunteer, member of staff or friend. Volunteers can appeal decisions to the Museum & archives manager, and ultimately the Head of libraries, culture and adult learning, and can expect to receive a response within 14 days. If a volunteer has a complaint about the Museum of Croydon, a member of staff or another volunteer: We hope that most problems can be resolved informally. But if this is not the case the volunteer should raise the matter formally with their volunteer supervisor. If the complaint is against their volunteer supervisor, then the volunteer should request a meeting with the Museum and archives manager. If the issue is not resolved then it should be put in writing to the appropriate senior manager. The manager or nominated officer will investigate the complaint and respond within four weeks of receiving the written complaint. Their decision is final. If a complaint is raised about a volunteer: Again, hopefully this can be resolved informally. Many problems are simply due to training needs, a lack of support, inappropriate roles and so on. If a complaint is received about a volunteer, the first step is to discuss the complaint with the complainant, and then the volunteer. The seriousness of the complaint will dictate the response. In some cases it may be appropriate to offer extra support, supervision and training. Where informal measures are not enough the volunteer supervisor will raise the issue in a formal meeting with the volunteer. The volunteer will be entitled to put their case. If it is felt necessary an informal warning may be issued, with steps agreed to improve conduct. If the issue is still not resolved, a meeting involving the volunteer, volunteer supervisor and the appropriate senior manager will be called. This may result in a formal warning, with the understanding that following another warning the volunteer will be asked to leave. In some cases, the Museum of Croydon may decide to withdraw the volunteering opportunity. The decision to do this should be a last resort. Right to Appeal If a volunteer has the volunteering opportunity withdrawn, they can appeal in writing to the Head of libraries, culture and adult learning. They, or an independent officer appointed by them to investigate the appeal, will respond within four weeks of the appeal and their decision is final. The volunteer can have a nominated person present at meetings. Revised and updated: November 2015 Page 10 of 18

Exceptions There are some circumstances in which volunteers can be suspended immediately while an investigation is carried out. These include, but are not limited to, complaints of theft, assault, an act of violence, malicious damage, deliberate falsification of documents, harassment or being under the influence of drugs or alcohol and breaches in the Volunteer Policy relating to the safeguarding of children, young people and vulnerable adults. The decision to suspend a volunteer will be taken, and confirmed in writing to the volunteer, by the Museum & archives manager, but in an emergency any Council officer may make the decision to suspend a volunteer immediately pending investigation and written confirmation. Leaving the Museum of Croydon We hope that volunteers enjoy their experience of working with us but appreciate that circumstances change over time. Both the volunteer and the Museum of Croydon have the right to end any volunteer agreement entered into by them. The volunteer is free to leave at any time. Any notice that is received would be appreciated, since it would help us to plan for a replacement volunteer. It would help improve our volunteering programme if volunteers can attend a leaving interview and provide valuable feedback on why you chose to leave. In certain circumstances, the role and placement of the volunteer may be terminated by the Museum of Croydon. We will always try to give a minimum of one week s notice, but reserve the right to act immediately, where behaviour equivalent to gross misconduct has occurred. In all cases the volunteer will be entitled to an explanation of the decision and action taken and has the right to appeal as outlined above. Revised and updated: November 2015 Page 11 of 18

Appendix A: Museum of Croydon: Volunteer application form Thank you for your interest in volunteering for the Museum of Croydon. To apply for a particular volunteer role advertised on our website, please complete this form and return it to: Collections Access Officer, Museum of Croydon, Croydon Clocktower, Katharine Street, Croydon, CR9 1ET. An editable version of this form is available from www.museumofcroydon.com/volunteer and this can be completed and emailed to researchroom@croydon.gov.uk If you have any questions about the role you are interested in or how to complete this form, please contact us; we will be happy to help. Tel: 020 8253 1022 Email: researchroom@croydon.gov.uk About you Title: Forename(s): Surname: Address: Postcode: Telephone Number: Email: Date of birth: Town and country of birth: Language(s) spoken: Length of stay in the UK: Which volunteer role are you applying for? Continues on next sheet Revised and updated: November 2015 Page 12 of 18

Why do you want to be a volunteer with the Museum of Croydon? Please add extra sheets if necessary. What skills, experience or training do you have that might help you in the volunteer role you are applying for? Please add extra sheets if necessary. Continues on next sheet Revised and updated: November 2015 Page 13 of 18

Previous relevant experience Please give details of any paid or voluntary work you have undertaken, which you feel is relevant to the role you are applying for. Name, address and telephone number of organisation Dates From To Position held and main duties Reason for leaving Continues on next sheet Revised and updated: November 2015 Page 14 of 18

Requirements for undertaking volunteer work Before you are appointed to any volunteer role, we require you to complete a health check form, which will be assessed by the Council s Occupational health team, and supply the contact details of two referees. Depending on the role, we may require you to complete a disclosure & barring service check through the Disclosure & Barring Service (DBS). If required, this will be clearly indicated on the role description. Please complete the following sections to indicate that you agree to these conditions: Health check Please indicate that you are willing to complete a health check questionnaire and, if required, attend an appointment with Croydon Council s Occupational health service: Yes / No Disclosure & barring service check Please indicate that you are willing to undergo a disclosure & barring service check: Yes / No / Not a requirement of the role applied for References Please give details of two people (who are not related to you) who can comment on your suitability as a volunteer. If you have previously worked as paid worker or a volunteer with another organisation, please provide at least one referee from that organisation. The Museum of Croydon reserves the right to contact all previous organisations where you have worked in a paid or unpaid capacity. Referee 1 Name: Role / relationship to you: Address: Referee 2 Name: Role / relationship to you: Address: Postcode: Telephone Number: Email: Postcode: Telephone Number: Email: Continues on next sheet Revised and updated: November 2015 Page 15 of 18

DECLARATION AND SIGNATURE I declare that the answers and statements in this application are complete and accurate and that I will inform the Museum of Croydon of any changes in my circumstances which may affect my voluntary work. Signature: Date: Please return this form to: Collections Access Officer, Museum of Croydon, Croydon Clocktower, Katharine Street, Croydon, CR9 1ET If you have any questions about the role or how to complete this form, please contact us; we will be happy to help. Tel: 020 8253 1022 Email: researchroom@croydon.gov.uk Revised and updated: November 2015 Page 16 of 18

Appendix B: Museum of Croydon: Volunteer agreement Confidential - To be completed once a volunteer placement is agreed. Volunteers are an important and valued part of the Museum of Croydon. We hope that you enjoy volunteering with us and feel a part of our service. This agreement tells you what you can expect from us, and what we expect from you. This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intend any employment relationship to be created either now or at any time in the future. The Museum of Croydon commits to the following: To provide thorough induction on the work of the Museum of Croydon, its staff, your volunteering role and the induction and/or training you need to meet the responsibilities of this role To provide adequate training and feedback in support of providing a safe working environment To explain the standards we expect for our services and to encourage and support you to achieve and maintain them To provide a named person who will meet with you regularly to discuss your volunteering and any successes and problems To do our best to support you in your volunteering role with us To provide adequate insurance cover for volunteers whilst undertaking voluntary work approved and authorised by us To repay travel and meal expenses incurred by you while volunteering for us within agreed limits and conditions To ensure that all volunteers are dealt with on a fair and equal basis To try and resolve fairly any problems, grievances and difficulties you may have while you volunteer with us Volunteers commit to the following: To help the Museum of Croydon fulfil its aims To perform their volunteering role to the best of their ability To follow the organisation s procedures and standards as set out in the Volunteer scheme, including safeguarding children and vulnerable adults, health and safety and equal opportunities, in relation to its staff, volunteers and customers To maintain the confidential information of the organisation and its customers To assign copyright in work produced while volunteering to the Museum of Croydon To meet the time commitment and standards agreed to, except in exceptional circumstances, and to give where possible reasonable notice so other arrangements can be made To consent to the Museum of Croydon holding their personal information, including a third party s emergency contact name and number, and using this to contact them for reasonable purposes in line with their activities Revised and updated: November 2015 Page 17 of 18

Confidential - To be completed once a volunteer placement is agreed and retained on individual volunteer s file. Volunteer name: Volunteer role: The agreed voluntary time commitment is as set out below. Location: Start date: End date (if applicable): Day(s): Hours: Frequency: Agreed expenses which may be claimed on production of receipts: Travel (maximum limit of 11.70 as at March 2015): Meals (maximum limit 4.00): Emergency contact (only to be used in the case of an accident / suspected missing): Emergency contact s name: Tel number: I confirm that I have read and understood the Museum of Croydon s Volunteer policy and Agreement and agree to volunteer under the terms set out above. Signature of Volunteer: Date: Supervisor s Signature: Supervisor s Name and role title: Date: Revised and updated: November 2015 Page 18 of 18