Purpose


The purpose of this policy is to outline the reasons why the Institute seeks to encourage students and members of the external community to become involved in voluntary work; to define the role of the volunteer; and to ensure that all volunteers are treated fairly and equally.

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Scope and Responsibility


All managers, supervisors, staff and volunteers are responsible for ensuring that the principles of the volunteer policy are applied within their area.

All individuals referred to within this policy are required to adhere to its terms and conditions.

Principles


  • To increase interaction between the organisation and individuals in the community
  • Volunteers can add significant value to the organisation’s activities by complementing the work of staff
  • To increase the number of students who participate in voluntary and community activities
  • To help the organisation to accomplish its objectives in the most cost-effective and engaging way.

Policy


The Volunteer Policy will operate according to the following principles:

  • The Institute will reimburse reasonable expenses incurred whilst undertaking voluntary tasks, subject to the production of receipts, but line management agreement must first be obtained.
  • Volunteers should be safe and supported at all times.
  • Volunteers will not be used to fulfil a role that would normally constitute a paid position i.e. there should be no job substitution.
  • Volunteering opportunities should present volunteers with a chance to develop transferable skills and knowledge that are relevant to their requirements and aspirations.
  • All placements should demonstrate clear benefits to the volunteers, the organisation and the community.
  • All parties should sign and adhere to the terms outlined in the Volunteer agreement.

Procedure


Recruitment of volunteers


a)      Requests for volunteers will be advertised through the Institute’s website.
b)      Potential volunteers will be given all the appropriate information with regards to the organisation’s aims, activities and available opportunities.  They will also be given a copy of a role description, which should outline the responsibilities of the position, the skills required by the organisation and the skills that might be developed.
c)      All recruitment of volunteers will be based solely on merit.
d)      It should be noted that if there are difficulties in recruiting volunteers through the Courtauld procedure, then departments may arrange to take on volunteers through other volunteer schemes run by external organisations.

Security checks and references


Through the use of application forms and short, informal ‘interviews’, the Institute will seek to ensure the efficient and reliable matching of volunteers to the vacancy, as far as it is possible.  Where appropriate, the Institute will also carry out Criminal Records Bureau checks.

Induction and training


Volunteers will receive a proper induction before undertaking any role within the Institute.  This induction should include a tour of the premises where they will be working, an explanation of the volunteer’s tasks, the expectations of the department and organisation and an introduction to key members of staff, including the staff member who will be acting as their supervisor and/or mentor.  Information about health and safety should be included in all induction programmes and should cover the proper use of equipment, building security and safety, fire procedures and first aid.

It is advised that follow-up meetings are arranged between the volunteer and the supervisor/mentor so that any problems or issues that arise may be discussed.  Any training that is regarded as necessary or relevant to the role will be provided by the Institute.


Insurance


Volunteers are covered through the Institute’s employer’s liability insurance policy.


Data protection


The Institute will not disclose volunteers’ personal details without their permission and will abide by the requirements of the Data Protection Act 1998 and any other legislation related to the storage of informatio.

Confidentiality


Volunteers may be required to read, sign and adhere to a confidentiality policy.  It is the responsibility of volunteers to maintain the confidentiality of all privileged information that they may have access to whilst working as a volunteer, whether this information involves a client, another volunteer, a member of staff or any other matter relating to the organisation’s business.

Expenses


The Institute will reimburse reasonable expenses, with a maximum amount of a Day Travel Card, zones 1-3, off-peak for travel expenditure per day, and £5 for subsistence if the volunteer works in excess of 5 hours in a day, which includes mealtimes.  These must be agreed beforehand with the appropriate manager.  Expense claims must be made using the Expense Claims Form and be supported by receipts and a time sheet.  Claims that are more than three months old will not be accepted.

Equal Opportunities Statement


The Courtauld Institute of Art confirms its commitment to the elimination of all forms of discrimination and to provide an environment where individuals are treated fairly, with respect and dignity.

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