Volunteers Handbook

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An introductory guidance to having a Volunteering handbook. The following pages in this eBook serve as a guide model to use and should users can add, alter, or amend to mould into the organisation’s structure so as to be mutually suited for the organisation and volunteers.

It should not be treated as a definitive document as no ‘one-size fits all’ so should be modified and tailored accordingly.

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Volunteers Handbook

  1. 1. VolunteersHandbookBY GORDON OWENIGO EBOOKS
  2. 2. INTRODUCTIONVolunteeringHandbookWelcome to a Volunteering Handbook guideAbout Volunteering
  3. 3. SECTION 1ForwardAny voluntary organisation relies on the contribution of allkinds of people to make its work a success: its staff, itsmembers, many of whom give their time to the organisationas part of their work, its advisors, Committee members,Trustees and volunteers. It is this rich range of experience ofdisability, education provision and getting on with life thatenables us to promote, create awareness in regenerationand eco-tourism.As a voluntary organisation we value yourcontribution of time from volunteer(s) as an essentialingredient to its success.2Volunteering contributionValuing Volunteers
  4. 4. SECTION 2IntroductionWe hope you will find this Handbook useful.It aims to answer most of the questions you may have aboutvolunteering with the Organisation.Other useful and important information is keptin a Volunteer Information Folder. You will be shown wherethis is kept on the first day. Make sure you have a lookthrough this as well.If you want more general information about the organisationitself, or have any further questions then please ask us.3Discover more!Helpful Information
  5. 5. SECTION 3Coming to the Organisa-tionTravel arrangementsTrain: The closest Station isBus: There are bus service links to neighbouring Boroughs.Car Parking: facilities vary from location to location anddetails can be determined when it operational location isdecided.NB: We are not a static-based Organisation and operate out ofvarious locations and community centres.4Commuting to & from the organisationTransport & Travel
  6. 6. SECTION 4Access to the OrganisationWe strive to use buildings which are wheelchair friendly/accessible and that there is an accessible toilet.The Organisation aims to enable everyone to volunteer andhas equipment to facilitate involvement by people with arange of disabilities.If you have any queries please talk to us about your individualneeds.5
  7. 7. SECTION 5ExpensesWe will cover reasonable daily travel expenses on any day youvolunteer with us. We will also pay lunch expenses of up to£3.50 if you arrive before 1.00 pm and spend more than fourhours at the organisation.If you do not have money to buy lunch on a particular daythen we can advance you up to the daily allowance from pettycash – please ask.Expenses for lunch and travel can be paid daily on productionof a receipt. If you are coming in more than once a week wecan pay at the end of the week if you prefer. Amounts up to£15 can be paid in cash, anything more than that will be paidby cheque.We do not currently pay for childcare or other caring expensesbut will be looking at this should the need arise by seekingfunding for this area.6DisbursementsRecompense
  8. 8. NB We do not want you to be out of pocket as a result of yourvolunteering so please keep all your receipts/vouchers,(required for accounts purposes), and remember to claimwhat is due to you7
  9. 9. SECTION 6Receiving Benefits?As long as you only receive out-of-pocket expenses thereshould not be a problem with volunteering while on benefits.It is always good practice to keep the Benefits Agency in-formed if you are volunteering.Please talk to us if you have any concerns.8Out-of-Pocket-ExpensesBenefits
  10. 10. SECTION 7While you are in the OfficeBreaks & refreshmentsArrangements will be made to have available tea. Coffee &water where ever we are located during the day.Volunteers are entitled to an hour’s lunch break.Notices & informationMemos and e-mails will be issued from time to time about anyinformation, events relevant to volunteer(s).MeetingsYou are welcome to attend staff meetings. Details of the datesand times are advised verbally, by memo, and./or email. Ifyou cannot attend but would like to bring something to theattention of the meeting then please discuss it with us.Office outingsVolunteers are welcome to come on staff outings and attendevents, where arranged.Use of phone & photocopierIf you need to make an urgent local call while at theorganisation you can do so. how to do this.9Things to consider when in the OfficeOffice Practices & Protocols
  11. 11. Where made available, you can also use the photocopier if youneed to for Jobsearch or occasional personal copies. Pleasetell us, or the organisation responsible for the machine beforeyou do this.SmokingMost, if not all locations and community centres we use aredesignated ‘no smoking’ zones.Dress codeThe Organisation staff dress relatively informally in the office,but look smarter when they have important meetings. In thesame way we would like you to be clean and tidy when you arevolunteering with us, and look smart when you know you aregoing to be meeting the public or representing the organisa-tion.InsuranceWhere appropriate and necessary, individuals who arevolunteering or on work placement with the organisation will,like staff, be covered by the organisation’s insurance while onthe premises.Health & SafetyAt the being of events at locations/community centres weshould be advised of the Fire Exits and procedures on the day,but if you have any queries please talk to us or any of thedesignated Fire Marshall’s who’s names will be displayed onFire Notices around buildings.First AidSimilar to Fire Safety, provisions should exist for First Aid,including notices showing who are First Aid Officer(s).Please contact them if you need assistance or before takinganything from the First Aid box, or to ascertain where theFirst Aid box is kept.PrivacyThe organisation respects your privacy and right not to bequestioned about your personal circumstances, your disabilityor prescribed medication that you are taking. You will beasked for some personnel details on your first day, (e.g. emer-gency contacts) and if there is anything you want totell us at this time it will be treated confidentially.10
  12. 12. SECTION 8Our mutual AgreementVolunteer AgreementOn your first day at the organisation we will discuss yourarrangement with us, and outline the times you will be coming to volunteer, and what tasks you will be performing. Oncethis is agreed we will keep it on file and refer to it during yourtime with us.FlexibilityWe are happy to make an Agreement that allows you morefreedom about the hours you come to the Organisation: pleasetalk to us about this.Trial periodWe really hope you enjoy volunteering with us. However incase there are any initial worries, we treat the first three weeksyou spend with us as a trial period. At the end of that time wewill have a chat and if you want to stop volunteering with us,that’s ok. If you want to clear up some concerns or maybechange some of the tasks you’re doing, that’s also when we candiscuss it.11Working together - Organisation <> VolunteerReciprocal Arrangements
  13. 13. Length of AgreementOnce you’ve decided that you want to stay with us, we canmake a joint decision on how long your Agreement will lastfor. This will depend on the tasks you will be doing, and whatyou hope to gain from your time with us.On-going Support and TrainingWhile you are with us we will help you to complete the tasksyou have agreed to perform. This may involve initial training,which we would identify during selection or induction.You will be given the name of people who can give you thebest day-to-day support for the tasks you are undertaking.If you are not happy with anything you are doing or beingasked to do you should talk to us as soon as possible. You willnot be asked to do the work of any staff member whose posthas been made redundant.We will also discuss your Volunteer Agreement on a regularbasis with you – at least every three months. At this time wewill look at what you have been doing recently, and see ifthere are any other areas of the organisation;s work you mightwant to become involved in. If you or the organisation feelyou need training to perform any tasks better then we willdiscuss it at this point.Personal detailsAll your details are kept securely – either in a locked filingcabinet or in electronic format on our computer. If you wantto look at any of the data please ask us.Reporting absence or sicknessWe value your time and rely on you to turn up when you sayyou will.However we will understand if you cannot come for anyreason on a day you agreed to, please let us know as soon aspossible so we do not worry and can make other arrangements accordingly.If we do not hear from you for two weeks after you were dueto come the organisation, we will assume you are no longerinterested in volunteering with us and end your Volunteer12
  14. 14. Agreement.If you want to return to us after this time, please do contactus, but we may have to negotiate a new Agreement.ProblemsThe organisation wants you to be happy while you arevolunteering with us. If you have any problems or concernswhile you are volunteering, please talk to us as soon aspossible, and we will try to sort them out promptly.If we think there is a problem with the work you are doing forthe organisation then we will also try to talk to you as soon aspossible.Equal OpportunitiesVolunteers are expected to comply with the organisation’spolicies on Equal Opportunities. As part of our transparencycode, this is opened published and can be viewed on our website.CopyrightThe copyright of any documents or work created by individuals who are volunteering or on work placement during theirtime with the organisation will be deemed to belong to theOrganisation.13
  15. 15. SECTION 9Moving OnReferencesOnce you have volunteered with the organisation for threemonths, we will provide a reference if you need one for paidwork, study or another voluntary position.Jobsearch & Computer UseIf you want to use the computer(s) at the organisation to workon your CV or application forms then please ask your point ofcontact within the organisation who will check access andavailability for you.Please check before you use the Internet or e-mail facilities forpersonal use.Leaving the OrganisationWhen you decide to stop volunteering, whatever the reason,we hope you will fill in a Leaver’s Questionnaire so we getsome feedback about how you have found your time with us,and any suggestions you may have for improving theVolunteer Programme.14Helping to move on!Goodbye!
  16. 16. SECTION 10.....and FinallyAny more volunteers out there?If you know anyone – friends, family, colleagues – who maybe interested in volunteering then we would love to hear fromthem!They can phone the organisation directly at the contactdetails that will be provided.Spread the word!15
  17. 17. SECTION 11DisclaimerNo part of this book/eBook may be reproduced or transferredin any form or by any means, graphic, electronic, or mechani-cal, including photocopying, recording, taping, or by any infor-mation storage retrieval system, without the written permis-sion of the author.The accuracy and completeness of information providedherein and opinions or guidance, or referrals stated herein arenot guaranteed or warranted to produce any particular re-sults, and the advice and strategies, contained herein may notbe suitable for every organisation/group or individual. Theauthor shall not be liable for any loss incurred as a conse-quence of the use and application, directly or indirectly, of anyinformation presented in this work. This publication is de-signed to provide experienced guidance in regard to the sub-ject matters covered.The author has used his efforts in preparing this book/eBook.Published with the understanding, the author is not engagedin rendering legal, accounting, financial or other professionalservices. If legal or financial advice or expert assistance is re-quired, the services of a qualified or competent professionalshould be sought. Contact can also be made to the relevantstatutory department. GO16
  18. 18. SECTION 12© Limit of Liability/Disclaimer of WarrantyTHE PUBLISHER AND THE AUTHOR MAKE NO REPRE-SENTATIONS OR WARRANTIES WITH RESPECT TO THEACCURACY OR COMPLETENESS OF THE CONTENTS OFTHIS WORK AND SPECIFICALLY DISCLAIM ALL WARRAN-TIES, INCLUDING WITHOUT LIMITATION WARRANTIESOF FITNESS FOR A PARTICULAR PURPOSE. NO WAR-RANTY MAY BE CREATED OR EXTENDED BY SALES ORPROMOTIONAL MATERIALS. THE ADVICE AND STRATE-GIES CONTAINED HEREIN MAY NOT BE SUITABLE FOREVERY SITUATION. THIS WORK IS SOLD WITH THE UN-DERSTANDING THAT THE AUTHOR/PUBLISHER IS NOTENGAGED IN RENDERING LEGAL, ACCOUNTING, OROTHER PROFESSIONAL SERVICES. IF PROFESSIONAL AS-SISTANCE IS REQUIRED, THE SERVICES OF A COMPE-TENT PROFESSIONAL PERSON SHOULD BE SOUGHT.NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BELIABLE FOR DAMAGES ARISING HEREFROM. THE FACTTHAT AN ORGANISATION OR WEBSITE IS REFERRED TOIN THIS WORK AS A CITATION AND/OR A POTENTIALSOURCE OF FURTHER INFORMATION DOES NOT MEANTHAT THE AUTHOR OR THE PUBLISHER ENDORSESTHE INFORMATION THE ORGANISATION OR WEBSITEMAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE.FURTHER, READERS SHOULD BE AWARE THAT INTER-NET WEBSITES LISTED IN THIS WORK MAY HAVECHANGED OR DISAPPEARED BETWEEN WHEN THISWORK WAS WRITTEN AND WHEN IT IS REA17
  19. 19. SECTION 13Copyright & Liability© 2004-2013 by Gordon OwenAll Rights Reserved. These materials are the copyright of Gor-don Owen and any dissemination, distribution, or unauthor-ised use is strictly prohibited. No part of this publication maybe reproduced in any form or by any means, including scan-ning, photocopying, or otherwise without prior written permis-sion of the copyright holder.Liability DisclaimerBy reading this document, you assume all risks associatedwith using the advice given below, with a full understandingthat you, solely, are responsible for anything that may occuras a result of putting this information into action in any way,and regardless of your interpretation of the advice.You further agree that the Author cannot be held responsiblein any way for the success or failure of your business as a re-sult of the information presented below. It is your responsibil-ity to conduct your own due diligence regarding the safe andsuccessful operation of your business if you intend to applyany of the presentation and information in any way to yourbusiness operations.18
  20. 20. Terms of Use & Trademarks© Terms of UseYou are given a non-transferable, “personal use” license tothis product. You cannot distribute it or share it with other in-dividuals. Also, there are no resale rights or private labelrights granted when purchasing this document. In otherwords, its for your own personal use only.No part of this publication may be reproduced, stored in a re-trieval system or transmitted in any form or by any means,electronic, mechanical, photocopying, recording, scanning orotherwise, except as permitted under statute in the UK with-out the prior written permission of the Publisher.Requests to the Author/Publisher for permission should be ad-dressed to Mr Gordon Owen at iGOeBooks@iCloud.com - on-line at http://igoebooks.yolasite.comTrademarks:iGO eBooks/Gordon Owen/Messrs G Owen & Co logos, aretrademarks or registered trademarks of Mr Gordon Owenand/or its affiliates in the United Kingdom and other coun-tries, and may not be used without written permission.All other trademarks are the property of their respective own-ers. Gordon Owen is not associated with any product or ven-dor, or organisation mentioned in this book.19
  21. 21. IndexAn introductory guidance to having a Volunteering handbook. The following pages inthis eBook serve as a guide model to use and should users can add, alter, or amend tomould into the organisation’s structure so as to be mutually suited for the organisationand volunteers.It should not be treated as a definitive document as no ‘one-size fits all’ so should bemodified and tailored accordinglyRelated Glossary TermsIndexDrag related terms hereFind Term

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