INVOLVING YOUNG VOLUNTEERS A guide for organisations
Information correct at the time of publishing December 2016 Disclaimer Reasonable precautions have been taken to ensure information in this publication is accurate. However it is not intended to be legally comprehensive; it is designed to provide guidance in good faith without accepting liability. If relevant, we therefore recommend you take appropriate professional advice before taking any action on the matters covered herein. Registered Charity No.1066776. Company Limited by Guarantee.Reg. No.2610208 England Registered
CONTENTS Contents 1. Introduction 2. Why have young volunteers? 3. Benefits to your organisation and young people 4. Children and young people 5. Raising participation age 6. Age limits 7. Volunteer Policy 8. Training and Support 9. Insurance 10. Expenses 11. Health And Safety 12. Safeguarding 13. Disclosure and Barring Service 14. Good Practice and Resources 15. Volunteer Connections 16. Volunteer Connections 17. Case Studies 18. Case Studies 19. Barriers to volunteering 20. Barriers to volunteering 21. Checklist
INTRODUCTION Introduction This toolkit is for organisations to use as a guide to recruit young volunteers aged 17 and under. Many organisations start recruitment of volunteers from 18+ mainly due to perceived barriers. The aim of this toolkit is to help both small and large organisations either set up new volunteering programmes or makes amendments to their current programme to include young people. What is Volunteering? The relationship between a volunteer and the organisation they choose to volunteer with is a gift relationship, i.e. the volunteer is gifting their time to the organisation. It is not a legally binding relationship and volunteers cannot be compelled to commit their time to the organisation or carry out tasks. People choose to volunteer for a whole host of reasons, and all these reasons are valid. Using volunteers should not be an alternative to having employees, and they should not be asked to do the jobs that employees dislike; volunteers should enhance an organisation rather than be vital to it. Volunteering England and the TUC have created a charter for strengthening relations between paid staff and volunteers. The charter sets out a series of principles for employers to follow to encourage good working relationships between volunteers, employers and paid staff, and can be found at the TUC Website. www.ncvo-vol.org.uk 1
WHY HAVE YOUNG VOLUNTEERS? Why have young volunteers? Young people can offer organisations enthusiasm, energy and a fresh face. Many volunteers can offer expertise and knowledge in their areas of interest. Some organisations are concerned that young people may not be able to offer long term voluntary support or have the experience of an older volunteer. However, people that volunteer in their teens are much more likely to volunteer in the future, so they are a valuable investment for the future. It will also give them an insight and appreciation of the valuable work that the voluntary sector does in the community, at a crucial time of their lives when experience really matters when seeking employment. Social networking is now used by billions of people and young people are a high percentage of the amount. Young people will be able to advise you on how to improve your media and target a much younger audience. They will also be able to help with recruiting additional young volunteers by word of mouth or using social media sites. SERIO completed a piece of research on young people and volunteering and volunteering as a progression into employment in Oct 2012. Aims and objectives 1. To determine what volunteering opportunities exist for young people and associated barriers from both a young persons and an organisation perspective. 2. To review the extent to which volunteering can act as a supportive environment to improve ready for work skills 2
BENEFITS TO YOUR ORGANISATION AND YOUNG PEOPLE Benefits to your organisation and young people Involving young people under the age of 18 can seem a daunting prospect for some organisations however the young people and the wider community can certainly make it very worthwhile. Benefits to your organisation: Fresh ideas and enthusiasm Honesty (feedback) Diversity Ability to relate to clients Access to different networks They are the future older volunteers and may return at a later age if they have had a good experience with the organisation Benefits to young people: Work experience Can gain references Develop social skills Break down barriers between generations Have fun! Access to job market Feel valued Gain qualifications Remember, by your organisation engaging with youth volunteers this has long term benefits for the wider community. 3
CHILDREN AND YOUNG PEOPLE Children and young people Volunteering is a positive thing, both for the volunteer and for the people that they help. However there are restrictions, some real and some imagined, that stop people from volunteering. Is it important to understand what restrictions really do exist so that the potential volunteers receive good advice. Remember that with so many types of volunteering opportunities out there, there really is something to suit everyone. If a potential volunteer is under 18, then there is no legal reason why they cannot volunteer, but they will find that some organisations may not be willing to take them on. Children are classed as a vulnerable group, so any organisation who takes on young volunteers must be careful to protect them. Legally a child is defined as someone who is under 18 years old, or under 16 if employed. Organisations will need to carry out a risk assessment to decide whether placing a young person in a volunteer role would put them, or the people they re working with, at risk. However, by following some basic principles most organisations can involve young people in their work: Young people should not be left unattended Young volunteers should be supervised by adults Any potentially dangerous activity should have constant adult supervision. Organisations should also be aware that insurance cover (public or employer liability) does not automatically cover people under 16, so it is important to check that there is no lower age limit in your policy. It is normally easy to extend the policy to cover young people, but occasionally the insurance company may decide that because of the type of work involved, the risk of involving young people would be too high. The Children's Legal Centre (CLC) http://www.childrenslegalcentre.com/ 4
RAISING PARTICIPATION AGE Raising Participation Age (RPA) The Importance of Teaching white paper (November 2010), outlined the Governments commitment to RPA for compulsory education from 16 to 17 by 2013 and 18 by 2015. From 2015 onwards 16-17 year olds who have completed Key Stage 4 will need to pick from three of the following options: i) full-time education, such as sixth form, FE college or home education; ii) work-based learning, such as apprenticeship; or iii) part-time education or training if they are employed, selfemployed or volunteering for more than 20 hours a week. As such, the demand amongst young people for volunteering places, which they could work at alongside part-time study, is likely to significantly increase. A critical aim of RPA is to ensure that young people do not just leave the education system at 16 to go straight into unemployment. RPA will have an impact on the voluntary sector as the numbers of potential volunteers will increase. This is the perfect opportunity to introduce young people into your organisation. Visit the Department for Education for more Information http://www.education.gov.uk/ childrenandyoungpeople/youngpeople/ participation/rpa 5
AGE LIMITS Age Limits Can under 18 s Volunteer? The short and simple answer is YES. As you may or may not be aware there are no legal restrictions around volunteers and age. The issues, more often, are around what roles are suitable and practicalities surrounding this. It is recommended that you discuss other commitments young people may have, such as school and employment pressures when considering the amount of time they will volunteer. The number of hours a child is allowed to work in a week does not apply to volunteering and in many cases young people volunteer in their free time which is evenings and weekends, these include opportunities such as youth clubs which take place after 7pm, but for information these are the time limitations outlined in the European Working Time directive. Remember Information provided for age limits is only as a guide 6
VOLUNTEER POLICY Volunteer Policy Do I need policies? The information provided is a good practice guide Many groups and organisations find it helpful to have a 'volunteer policy' in place to summarise in a single document how they will recruit, involve and support volunteers. Volunteer policies can add value to all types of volunteer-involving organisations, from community groups to large hospital trusts. When developed well, volunteer policies are useful to volunteers in setting out what they can expect from the organisation and to volunteer co-ordinators in helping them to provide good quality, consistent support to volunteers. Volunteer policies and handbooks A volunteer policy is a framework for a volunteer programme. The purpose of a volunteer handbook is to give an overall cohesion to all the various policies and procedures that affect volunteers - recruitment, expenses, health and safety and so on. As such it helps define the role of volunteers within the organisation, and how they can expect to be treated. The best way to think of a handbook is as a reference guide for the volunteer containing the information they will receive during their induction. Handbooks might tell the volunteer about tea-making facilities, practical advice on health and safety, information on the role of the volunteer co-ordinator and how volunteers will be supervised. Handbooks are generally organisation-specific. What paperwork might I need? Task outline Role description Application form Volunteer record file Expenses form Induction checklist Volunteer agreement Volunteer handbook Volunteer policy Problem solving procedures Exit interview Health & Safety Policy 7
TRAINING AND SUPPORT Training and Support Provide adequate support and training. This will include a named person who your volunteers can contact. Another idea is for every volunteer to have a mentor, someone who will help support them, particularly guiding them through the first few months. Make sure the person is a natural mentor and a good role model. This could be a good development opportunity for existing volunteers. Give volunteers feedback on their progress whilst they are volunteering with you. Award and rewards Introduce awards, ideally ones that are free for your organisation! Check with your local volunteer centre about local volunteer awards. Volunteers' Week is an annual campaign managed by Volunteering England. Traditionally, it has celebrated the fantastic contribution that millions of volunteers make across the UK and aimed to inspire more people to donate time to their communities. Up and down the country, individuals and organisations hold events to do this, with Volunteering England promoting all their great work. Certificates are also a great way to reward volunteers. i.e. a certificate for completing a number of hours. But overall, the most appreciated reward will be saying a simple Thank you A great way of showing your appreciation for your volunteers would be to nominate them for our Inspiring Volunteer Awards! This yearly awards evening celebrates the fantastic efforts of the city s volunteers, see https://www.improvinglivesplymouth.org.uk/ourservices/volunteer-connections/vc-inspiring-volunteerawards for more information. 8
INSURANCE Insurance Some organisations will find that their current insurance for volunteers has a lower age limit of 18. If this is the case, contact the company and request the age limit is lowered. Volunteers should be insured under either the Public or Employers Liability cover and the insurance policy should explicitly mention volunteers, as they may not be automatically covered. If your younger volunteers are volunteering in the same activities as your other volunteers there should not normally be an additional charge for changing the age limits of your policy. Check your policy periodically - Volunteering England recommends that every organisation should check its insurance cover at least once a year. See below for links to other sources for further information http://www.volunteering.org.uk/ goodpractice/information http:// www.volunteeredinburgh.org.uk/ organise/gpg_store/ GPG_6_Insuring_Volunteers http://www.volunteernow.co.uk/ fs/doc/publications/volunteeringand-insurance-information-sheetnl.pdf 9
EXPENSES Expenses Although unpaid, volunteering shouldn t leave volunteers out of pocket, otherwise it could be difficult to involve a diverse range of people. That is why it s good practise to reimburse a volunteer for the expenses they incur. An expense is any cost that a volunteer has to pay out that they would not have to pay out if they weren t volunteering. This could be money spent on travel, food brought while volunteering, care costs of special equipment. To show that any money you pay out as expenses is a reimbursement and not a payment, it is important that you ask for a receipt and reimburse the exact amount that the volunteer has paid. It is a good idea to keep receipts and records of money paid out in case there are any queries, so that you can prove that you have not been making any additional payments. Whilst this should be a straight forward matter, there are a number of legal and good practice issues to be aware of, including ensuring you don t inadvertently grant employment rights to volunteers. Do not pay a flat rate Volunteers should not be paid a flat rate because: Any money given to a volunteer over and above out of pocket expenses is regarded as income by HMRC and would render the entire payment liable for tax, not just the portion above the actual expense. It could affect payments if the volunteer is in receipt of state or other benefits. It could be regarded by an employment tribunal or similar bodies as contributing to the formation of a contract between the volunteer and the organisation, leading to a volunteer being granted the same rights as employees, including national minimum wage. For more information on expenses visit http://www.ncvo-vol.org.uk/advice-support 10
HEALTH AND SAFETY Health and Safety Any organisation that has one or more employees, or is in control of premises, is subject by law to the full requirements of the Health and Safety at Work Act 1974. This act encompasses anyone involved with your organisation including volunteers. However, even if your organisation does not fit into this category, it is still good practice to provide your volunteers with similar levels of protection to those stipulated by the Health and Safety at Work Act. A good place to start in regards to the health and safety of your volunteers is to look at your organisation s existing health and safety policy and adjust this as necessary. It is also a good idea to let your volunteers read this policy as part of their induction. An organisation has a duty of care towards its volunteers and anyone affected by its activities. This means that reasonable steps should be taken in order to minimise the risk of harm to these people. A risk assessment should be made, in order to identify potential hazards and find ways to minimise these. If a particular role has hazards that cannot be minimised or controlled, it may be a good idea to make some changes to the role so you are not putting any volunteers, or the people they will be working with, at unnecessary risk. For more information on the Health and Safety of volunteers visit; http://www.hse.gov.uk/contact/faqs/charities.htm 11
SAFEGUARDING Safe Guarding It is good practice to have in place a child protection policy when you involve anyone under the age of 18, whether as a volunteer or service user. The extent of how much detail and guidance your policy will provide will depend upon the size of your organisation and the type of contact you have with children. The details to be found in your procedures are particularly important and should clearly state what measures have been taken and what measures are to be developed and improved. It should be known to the children themselves and available in an accessible format, as well as to parents, carers, volunteers and staff. Consider the following areas when drawing up your policy; Why is a safe guarding policy important? Clarify that the policy refers to all children. Confidentiality statement and how it should be kept How will the children be informed of their rights and what to do if they have any concerns? How will the policy be put into practice, monitored and reviewed? Parental consent It is good practice to get parent/guardian consent for anyone under the age of 16 who is volunteering with your organisation and they should be informed about the organisations activities and what their child will be doing, when and where. When using photos of volunteers for publicity purposes you need to obtain their permission, and if they are under 16, the permission of the parent/guardian to use them. 12
DISCLOSURE AND BARRING SERVICE (DBS) DBS On 1 December 2012 the Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) merged to form the Disclosure and Barring Service (DBS). As a result CRB checks are now called DBS checks. The primary role of the Disclosure and Barring Service (DBS) is to help employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups. DBS check applicants must be 16 or over. If you are unsure if a role requires a DBS check seek guidance from your local volunteer centre. If you want to contact DBS directly you will need to ensure that you have risk assessed your role/s Visit Gov.uk for more info https://www.gov.uk/disclosure-barring-servicecheck/overview 13
GOOD PRACTICE RESOURCES Good Practice and Resources When setting up your volunteer programme it is advisable to check out templates and examples of good practice guides and forms you may require. Below is a selection of websites you could visit to find the appropriate guides and templates for you organisation. Volunteer Connections https://www.improvinglivesplymouth.org.uk/our-services/volunteerconnections/vc-information-for-organisations NCVO http://www.ncvo-vol.org.uk/advice-support Volunteer Edinburgh http://www.volunteeredinburgh.org.uk/organise/good_practice_guides Volunteer Now http://www.volunteernow.co.uk/supporting-organisations Volunteering Wales http://www.volunteering-wales.net/volunteercentres.html Alternatively you could contact your local volunteer centre who may be able to provide support from starting up a volunteering programme to helping to amend existing programmes. 14
VOLUNTEER CONNECTIONS In Plymouth since 1970, Volunteer Connections is Connections's Quality Accredited local Volunteer Centre that provides support and expertise within the local community, to potential volunteers, existing volunteers and organisations that involve volunteers. We have five core functions that we are accredited for, these are: 1. Strategic Development of Volunteering Volunteer Connections activities and our engagement with local networks and decision makers creates a positive environment in which volunteering flourishes. 2. Good Practice Development Volunteer Connections; organisations from all sectors (involving or providing volunteers) improve or attain consistent and sustainable volunteering programmes. 3. Developing Volunteering Opportunities Volunteer Connections s development activity increases and improves the quantity, quality, and diversity of volunteering in the city. 4. Voice of Volunteering Volunteer Connections promotes an increased awareness of the issues impacting on volunteering locally and nationally. 5. Brokerage Volunteer Connections working with local people and local organisations in all sectors are better informed about and have access to an effective and efficient brokerage service. We match both individuals and groups interested in volunteering with appropriate opportunities in the local community. We hold information on a comprehensive range of opportunities and offer potential volunteers support and advice about appropriate volunteering opportunities. 15
VOLUNTEER CONNECTIONS How to Contact us Office hours are: Monday - Friday 9:00am - 5:00pm Telephone: 01752 241070 Fax: 01752 202244 Textphone: 01752 201766 email: volconnections@improvinglivesplymouth.org.uk Website: https://www.improvinglivesplymouth.org.uk/our-services/volunteerconnections Ernest English House, Buckwell Street, Plymouth, PL1 2DA 16
CASE STUDIES Michelle volunteered for Sports Makers (Active Devon) which she started when she was 17. The opportunity to volunteer allowed her to gain some experience to confirm which direction she wanted to take her education. Michelle started volunteering with assisting sports coaches in their sessions. She then continued to volunteer whilst at Uni and now leads her own sessions. Through Michelle s volunteering she won two tickets to attend London 2012 Olympics. When applying for University the experience I gained from volunteering put me ahead of those who couldn't or chose not to volunteer Michelle Burnett, aged 19 We value volunteers support on all the events we run as they provide invaluable support and staffing to events., we could not run without them Active Devon s aim is to get everyone in Devon active for life. They create, support and promote local community based opportunities in Devon to participate in sport and physical activity. Since starting with the Sports Makers programme in Oct 2011 they have been able to drive up more opportunities for young people to volunteer. Local clubs/organisations send Active Devon their volunteering roles which are checked they are suitable to 16+ and advertised on their website. It highlights to the volunteers the importance of getting involved in community work/ sport to gain valuable experience to enhance their studies and career prospects 17
CASE STUDIES Max volunteers for Real Ideas Organisation (RIO) and has done for the last 2 years. He was introduced to RIO when he completed work experience with them after which he was offered a volunteering role. Max s volunteering role with the organisation involves designing posters and flyers to promote events that RIO organises. As RIO already had young people volunteering with them there were no issues with Max s age. I feel that I offer a skill that is needed for RIO that others don t necessarily have. It helps gives the events that they plan more exposure Max Jedwab, aged 18 There were no real issues with working with young people but you need to consider different things to working with adults, e.g. we had to seek parental consent before volunteering commences. Real Ideas Organisation is a social enterprise who works with young people, families and communities to make real change happen. They have worked with youth volunteers since 2010. They set up Devonport Guildhall Crew, youth voluntary group from a model adopted from Chew TV network, part of RIO. Support in managing their volunteers came from Volunteer Connections (Plymouth guild) Young people bring creativity and fresh ideas to the organisation. It creates a wider diversity to the work place. 18
BARRIERS TO VOLUNTEERING Barriers to volunteering When looking for a volunteering role a person can having a willing attitude, a cause to feel passionate about and skills to offer which should get them started on the right foot. However, people are often faced with barriers that get in the way of volunteering, however enthusiastic they are to get started. Some of these barriers can be pre conceived ideas they have about volunteering, personal circumstances and even the organisation/s they wish to volunteer for. Barriers to Volunteering, 2014/15 It is not my responsibility Other I am new to the area I do not know any groups that need help I have an illness or disability that prevents me I have to look after someone elderly or ill I am not the right age I have not heard about opportunities to help I have to study I have never thought about it I have to look after children/the home I do other things with my spare time I have work commitments 2 3 6 7 9 9 10 10 11 14 28 31 50 0 10 20 30 40 50 60 % of Respondents https://data.ncvo.org.uk/a/almanac16/ 19
BARRIERS TO VOLUNTEERING Organisation barriers If we take on a young volunteer we will have to carry out DBS checks on all our staff If a young person volunteers with your organisation this doesn t mean all your staff will require a DBS check, only those who will work with the young volunteer. I don t think young people nowadays are interested in charities and doing something for free Many young people are now interested in volunteering to gain new skills to help with gaining employment or going to university. Young people barriers Most of the places I want to volunteer for mean I have to get the bus which I can t afford Reimbursing expenses can make volunteering accessible to more people. Most of the places I want to volunteer for mean I have to get the bus which I can t afford Reimbursing expenses can help get more young people interested in volunteering. When you see people in adverts for charities or in the charity shop it s always old people The perception of only old people volunteering can be changed by the use of social media, young people are high percentage of the billions that use social media. 20
Checklist Checklist Before involving volunteers in your organisation, you may need to think about the following: Do you have a clear policy about how you will recruit, involve and support volunteers? Have you devised clear volunteer roles (that do not replace staff) and Have you risk assessed each role and do any of them require a DBS check? Does your insurance policy include volunteers? Do volunteers need to receive training before or during their time with Are you prepared to cover volunteers expenses, and any costs involved in having volunteers? Have you produced a volunteer handbook/ agreement that details important information such as how to claim expenses, what is expected Do you have a set plan of how you will recruit, train and manage your volunteers? 21
VOLUNTEER STAND OUT FROM THE CROWD 22
Volunteering at your fingertips Improving Lives Plymouth Ernest Engilsh House Buckwell Street Plymouth PL1 2DA Phone: 01752 241070 Fax: 01752 202214 E-mail: volconnections@improvinglivesplymouth.org.uk Volunteer Connections @volconnections