Involving Volunteers Quality Check

Introduction

The aim of this ‘quality check’ is to have a look at the way your organisation involves volunteers in its service delivery. While there is no single right way to recruit and support volunteers, the check provides the opportunity to assess your volunteer policies and procedures, reassure you that you are on the right track and helps you to think about possible ways you may want to do things differently in the future.

These checks follow the 9 key standards outlined by ‘INVESTING IN VOLUNTEERS’ (IIV) – the national quality mark for organisations that involve volunteers, so could be used as an excellent starting point for an organisation that may want to work towards gaining the IIV quality mark in the future.

How to use the check

There are nine main questions each broken down into 3 or 4 points please give each point a mark out of 5 (1 being the lowest score and 5 the highest).

not covering at all
working towards
ok but needs improving
almost there
fully confident

This is not a test, but once completed should give you a good idea on which areas you may need to consider reviewing. Once you have completed the check it will be easy to see what areas you may need to work on. Please do contact the Volunteering Team if you would like any help or advice with this.

Small Organisations - Top Ten Points

We understand that small groups are not in a position to cover all the best practice points so have put an * by what we consider are the most important aspects.

1.) Does your organisation have an expressed commitment to the involvement of volunteers? Does it recognise that volunteering is a two-way process, which benefits both the volunteers and the organisation?

a)* Do all staff and volunteers know and understand the reasons for involving volunteers in the organisation and the benefits to volunteers?

e.g. does your staff induction include information on your commitment to volunteer involvement?

b) Do you have a written policy on volunteer involvement?

This could include your organisations commitment to involving volunteers and your procedures for managing volunteers.

c) Does your organisation regularly review its volunteer polices and procedures?

2.) Is your organisation able to provide the necessary resources needed to work with volunteers, e.g.- management, staff time, money and materials?

a)* Do you have a key person who is responsible for recruiting, selecting, supervising and supporting volunteers?

b) Is time given during staff meetings to discuss volunteer issues?

c) Does your organisation’s annual plan include objectives for volunteer involvement, which are reviewed regularly?

d) Are you able to provide the necessary financial resources to run your volunteer project?

This might include access to a computer, protective clothing, necessary training etc for volunteers to carry out their roles

3.) Does your organisation aim to involve volunteers who reflect the diversity of the local community?

a) Do images and/or descriptions of the organisation reflect the diversity of the local community?

b) Is your organisation open to involving volunteers from a wide range of backgrounds and abilities?

c) Does your organisation make information about the organisation and ways that volunteers can get involved widely available?

d) Does your organisation monitor the diversity of its volunteers?

4.) Does your organisation develop appropriate roles for volunteers that as well as benefiting the organisation are of value to the volunteers?

a)*Does your organisation set out the necessary skills, attitude, experience and availability needed to carry out the role?

b) Do you have a ‘description’ for each volunteer role?

c) Where possible, are tasks adapted to suit the needs, abilities and interests of individual volunteers?

5.) Does your organisation aim to ensure that, volunteers are protected from physical, financial and emotional harm arising from volunteering?

a)* Are risk assessments undertaken when compiling volunteer roles?

b)* Are Volunteers covered by appropriate insurance?

c)* Does your organisation have a clear policy on the reimbursement of volunteers’ out of pocket expenses?

e.g. travel & refreshments costs and where appropriate or childcare

d) Are Volunteers’ personal details protected in line with Data Protection principles?

6.) Does your organisation have fair, efficient and consistent recruitment procedures for all potential volunteers?

a) *Are volunteers given the chance to find out more about the volunteering opportunities before committing themselves?

e.g. informal visit, trail periods.

b) Are volunteers provided with clear information about the opportunities and the recruitment and selection procedure?

c) Does your organisation have a policy on taking up references?

d) Does your organisation have a policy on the use of official checks & disciplinary actions relevant to the volunteer role?

7.) Does your organisation have clear procedures for introducing new volunteers to their role, the organisation, its work, policies, practices and staff and clients?

a)* Are volunteers introduced to paid staff and other volunteers with whom they will come into contact?

b) Are volunteers provided with the necessary information and training to carry out their role?

e.g. induction training or welcome pack?

c) Are volunteers advised of the procedure to use if they wish to complain about their experiences?

8.) Does your organisation provide support and supervision for volunteers?

a)* Do your volunteers know what support/supervision your organisation offers them, and who to contact?

b) Does your organisation provide support/supervision, relevant to the level of responsibility of the role?

c) Are Volunteers made aware that they can refuse to do things they are not comfortable with?

d) Are Volunteers asked for feedback about their role and their involvement with the organisation?

9.) Is your organisation aware of the need to give volunteers recognition?

a) *Are Volunteers leaving the organisation, who have made a regular commitment to it, offered a reference?

b) Does your organisation give volunteers the opportunity to continue developing their skills within the roles on offer?

c) Does your organisation's staff and trustees recognise the value of volunteers’ contributions and show their appreciation?

This could be formally and informally.

d) Does your organisation obtain feedback from volunteers leaving the organisation?

e.g. by conducting exit interviews?