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Volunteer Policy

Policy Statement

When recruiting volunteers, we will take into account the Principles of Equality, Diversity, and Inclusion.

We require all applicants to the Volunteering Programme to complete a Volunteer Profile form and to provide a reference for us to contact. These forms are obtainable from the Co-ordinator ([email protected]) or the administrator ([email protected])

Recruitment

We welcome volunteers from all sections of the community.

  • We recruit volunteers through:
  • Advertising via our website and social media
  • Word of mouth
  • Via other agencies
  • Talks to community groups

York City of Sanctuary

  • Recognises the valuable role of volunteers within the Programme.
  • Tells volunteers how they fit in and what to expect from us.
  • Promises to provide fair, equal and consistent treatment of volunteers.

Principles

  • Volunteers are integral to our work and their contribution is valued.
  • Volunteers’ work should meet the needs of the organisation.
  • Volunteers should benefit from working with York City of Sanctuary; gaining new skills as they grow in understanding of issues surrounding refugees, asylum seeking, and the development of a culture of welcome and hospitality in the city.
  • As far as possible, existing skills and specific interests of volunteers should be used in the activities.
  • The designated programme leader will maintain support for the volunteer.

Please read the following paragraphs carefully. You are asked to note and agree the guidelines before signing and returning the Volunteer Application form.

It is essential for you to be approachable and fair to other volunteers and service users in your work with York City of Sanctuary. Volunteers are expected to maintain clear boundaries; avoid crossing the line between acceptable and unacceptable behaviour; and encourage other service users and volunteers to observe the same line.

Confidentiality

You may learn sensitive personal information relating to an individual’s background and circumstances. It is important to preserve the dignity of that person by not divulging this to anyone outside the organisation. From time to time, the team leader may share confidential information with volunteers on a need-to-know basis. It is also important that you share any confidential information with the designated programme leader which concerns the need for medical intervention, health and safety, or a breach of law. You should explain your decision to the service user before disclosure.

Negotiating a volunteer role

Volunteers should be given the opportunity to use their skills and interests within their role. They should also be able to negotiate with the designated programme leader the role that most meets their needs and the needs of the organisation.

Expenses

Volunteering at York City of Sanctuary should be open to everyone who is interested, regardless of their personal financial circumstances. Re-imbursement for reasonable out of pocket expenses is available. Please ask for an expenses claim form from the Co-ordinator or Administrator ([email protected]) because receipts will be required.

Support

York City of Sanctuary is committed to supporting its volunteers as a mark of how much their work is valued.

  • The Co-ordinator or designated programme leader will offer supervision to the volunteers on a regular basis
  • Volunteers are able to contact their designated programme leader with concerns at any time.
  • If a volunteer has a serious complaint about the organisation, it should be first raised with the designated programme leader. Details of how to raise complaints and grievances are contained in another paragraph in this policy document.

Insurance

York City of Sanctuary has extended public liability insurance which covers those carrying out activities on behalf of the organisation. If however, you are using a car on behalf of YCoS, the responsibility for insurance rests with you as the owner of the vehicle. If you are involved in the hosting programme as the tenant/owner of the property, you are responsible for the house (including contents) insurance. If you wish to see a copy of the YCoS insurance policy details, please contact the Co-ordinator.

Data Protection

At no time will we provide your details to a third party without your permission.
You have the right to see any information about you that we hold in our computer database or paper index system.
You have the right to challenge us about any information relating to you that we hold in our retrieval system and have it changed.
You have the right to have your details removed from our retrieval system.
We must have your permission before contacting you regularly electronically or by mail.

Grievance and Complaints Procedures

York City of Sanctuary will seek to be responsible for ensuring that all volunteers are able to perform their role effectively and efficiently. If there are difficulties encountered by a volunteer, this should be raised in the first case with the designated programme leader, who has authority to act on behalf of the Charity. It will proceed to the next stage only if it impossible to resolve the matter satisfactorily. Notes should be kept of any issue being considered, and used as a basis if any written letter is required, confirming the outcome of this first stage.

If a satisfactory outcome is not possible, the matter will be referred to the Co-ordinator for consideration. The volunteer should put their complaint/grievance in writing and the Co-ordinator will arrange a date to meet the complainant within 10 working days of receipt of the letter. An oral answer will be given by the Co-ordinator within 5 working days, and a written letter of confirmation within 10 working days.

If the matter is not resolved at stage 2, the volunteer can inform the Co-ordinator that they wish to take their complaint or grievance to Stage 3- the final stage. The matter will then be referred to the Chair of the Board of Trustees. A meeting with the volunteer will be held within 10 days of receiving the volunteer’s request for a meeting.

The Chair will be given the written complaint sent to the Co-ordinator, any notes from the meeting between the volunteer and the team leader, and hear the volunteer’s case in person at a face to face meeting. A response from the Chair will be given in writing within 10 working days of the meeting.

The decision of the Chair will be final.

If you have any questions or concerns about the Volunteer policy, before you complete the Volunteer application form, please be in contact with the Co-ordinator, whose details are shown below.

The Co-ordinator
10 Burniston Grove, York YO10 3RP

Mobile: 07745 380987 email; [email protected]