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Writing a Volunteer Policy

A volunteer policy is the foundation on which your organisation's involvement of volunteers should
be based. It forms the basis of your entire volunteer programme, giving cohesion to all the elements
in your organisation that affect volunteers. It is the key to involving a diversity of volunteers, because
it helps to define the role of volunteers within the organisation, and how they can expect to be
treated.

Why Have a Volunteer Policy?
· A volunteer policy demonstrates an organisation's commitment to involving volunteers.
· It shows that you care and thought has gone into involving volunteers and developing a
volunteer programme.
· It ensures that decisions are not made on an ad hoc basis, and that all volunteers are
treated equally and fairly.
· A policy enables volunteers to know where they stand. It offers them some security, in that
they know how they can expect to be treated, and where they can turn to if they feel that
things are going wrong.
· It also helps ensure that paid staff, senior management and trustees fully understand why
volunteers are involved, and what role they have within the organisation.

If your organisation is not yet working with volunteers, drawing up a volunteer policy is the ideal
starting point to consider exactly how you will involve them in your activities.

Writing A Policy
There is no set format for volunteer policies. Each organisation has its own unique needs that should
be reflected in its policy. A volunteer policy should be a short document, but the thinking that is
required to produce a policy takes time. It should include:
· Introduction to your organisation and a statement of your principles
· Recruitment (a statement of your processes such as application forms, references, interviews,
police checks)
· Induction and Training (what will be provided)
· Expenses (what and how these will be reimbursed)
· Supervision and Support (named supervisor and support available)
· Insurance (demonstrate that volunteers are covered)
· Equal Opportunities and Diversity (demonstrate your organisation's commitment)
· Health and Safety (basic information refer to other policies)
· Complaints Procedures (clear procedures should be in place)
· Confidentiality Statement

Once the policy is completed ensure that:
· The policy is implemented properly and discussed.
· All staff and volunteers should receive a copy of the policy.
· Display a copy of the policy as appropriate.
· Revise the policy at least annually to adapt or improve it.
Last updated: Sept 07
Volunteer Centre Sheffield has a range of resources available on different aspects of working with
volunteers. Please contact the Centre if you would like additional support or advice.
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Sheffield Volunteer Centre is part of Voluntary Action Sheffield
Voluntary Action Sheffield is a registered charity (No. 223007) and a company limited by guarantee (No.215695)