A practical framework for volunteering with YUVA.

Information about volunteering

Formal volunteering through YUVA is an activity undertaken through a not-for-profit organisation or project for the benefit of the community and the volunteer.

It is undertaken freely, without coercion, without financial payment for the work itself and within a defined volunteer role.

The YUVA Volunteer Programme

Volunteers contribute across YUVA’s programmes and organisational activities, including education, health, empowerment, employment, administration, events, knowledge management and other areas where volunteer skills are relevant.

The Volunteer Programme seeks to match YUVA’s needs with the interests, skills and availability of volunteers.

Its broader purpose is to:

• support YUVA’s mission and programme objectives;
• provide meaningful opportunities to gain skills and experience;
• involve communities in education, health, empowerment and employment initiatives;
• encourage community participation;
• strengthen connected communities;
• value diversity of backgrounds, abilities, skills and perspectives.

Volunteer rights

Volunteers should receive enough information, guidance and support to understand their role and participate responsibly.

References

A volunteer who has contributed for a minimum period of three months may request a reference from their supervisor, subject to YUVA’s applicable procedures.

Expenses

Any volunteer expense arrangement is governed by the current YUVA Volunteer Agreement and applicable approval procedures. Volunteers should obtain clarification and any required approval before committing YUVA to expenditure.

Volunteer responsibilities

YUVA asks volunteers to approach their role with reliability, openness, respect and appropriate care.

• be reliable and communicate agreed availability;
• keep relevant contact information up to date;
• consult with the designated supervisor;
• ask for support when needed;
• undertake relevant training;
• follow applicable YUVA policies and procedures;
• respect confidential information;
• raise grievances or concerns through the appropriate reporting line;
• obtain approval before spending money or ordering goods on YUVA’s behalf;
• notify YUVA when unable to continue the volunteer role;
• work safely and avoid placing others at unnecessary risk;
• report injuries and significant incidents promptly.

Recruitment and selection

YUVA’s recruitment approach is based on a simple principle: matching organisational needs with volunteers’ skills and availability.

Volunteer opportunities may arise either because an individual offers their time and skills or because YUVA identifies a specific volunteer need.

Selection should consider the requirements of the role, the person’s background, interests, expectations, availability and any relevant support needs or limitations.

Equal opportunity

Volunteer recruitment should be conducted in a manner that respects equality, diversity and non-discrimination while allowing YUVA to determine whether a person is suitable for the requirements of a particular role.

Orientation and induction

Once accepted, a volunteer should receive an introduction to YUVA, the volunteer role and the policies or procedures relevant to their responsibilities.

Orientation may include

• completing the Volunteer Agreement;
• understanding supervision and support;
• record-keeping requirements;
• confidentiality and copyright;
• appropriate behaviour;
• relevant insurance information;
• familiarisation with YUVA facilities and team members.

Induction

Induction should clarify the volunteer’s rights and responsibilities, agreed availability, training needs, lines of authority, reporting mechanisms and how to raise concerns.

Enhancing volunteer involvement

YUVA seeks to understand why people volunteer so that roles, support and recognition can be more meaningful.

Motivation and availability

Volunteer motivations, interests, availability and expectations should be discussed early in the relationship. Clear time commitments help YUVA plan activities and help volunteers make realistic commitments.

Two-way feedback

Volunteers should have opportunities to comment on their experience, suggest improvements and receive feedback on their contribution.

Feedback may take place through regular conversations, periodic checks, appraisals or satisfaction surveys where appropriate.

Recognition

Volunteer contributions should be recognised through appreciation, feedback, opportunities for development and other appropriate forms of acknowledgement.

Recognition may include references, expressions of thanks, celebration of achievements, organisational communications and activities connected with International Volunteer Day on 5 December.

Occupational safety and health

YUVA seeks to provide a safe environment for employees and volunteers and expects everyone involved to contribute to safe working practices.

Volunteers should:

• follow reasonable safety requirements;
• use tools and equipment appropriately;
• follow instructions relating to clothing or protective measures;
• report hazards and unsafe conditions;
• report injuries promptly to the relevant supervisor or organisational contact;
• follow applicable attendance or sign-in procedures where these support emergency arrangements.

Equal opportunity and freedom from harassment

YUVA seeks to provide a supportive environment in which volunteers and employees are treated with dignity and respect.

Volunteer participation should not be disadvantageously determined by characteristics such as age, race, gender, career status, disability, political belief, sexual orientation, religion or cultural background.

Discrimination and harassment are not compatible with the standards expected within YUVA. Concerns should be taken seriously and handled as appropriately, confidentially and impartially as circumstances permit.

Complaints and dispute resolution

YUVA encourages concerns and disagreements to be raised early so that, where possible, they can be resolved through timely communication and dialogue.

A volunteer with a complaint should normally raise the issue through the appropriate supervisor or Volunteer Coordinator. Matters that cannot be resolved at that level may be escalated through the relevant YUVA process.

Complaint procedures should provide clarity on who handles the matter, the steps that may be followed, available review or appeal processes and other sources of assistance where relevant.

Cessation of volunteer involvement

Volunteer involvement may come to an end because of resignation, unsatisfactory performance or dismissal.

Resignation

A volunteer who wishes or needs to stop volunteering should inform their supervisor or Volunteer Coordinator and provide as much notice as reasonably possible.

YUVA property, documents, tools or other materials should be returned before the volunteer leaves.

Performance concerns

Where performance falls below reasonable expectations, YUVA may provide feedback, opportunities to improve and, where necessary, formal warnings before bringing the role to an end.

Serious misconduct

Conduct that is dangerous, harmful or seriously inconsistent with YUVA’s policies or ethical standards may result in immediate cessation of the volunteer role.

Monitoring, evaluation and reporting

YUVA seeks to understand both the contribution volunteers make to the organisation and the experience volunteers gain through their involvement.

Monitoring may consider:

• the number of volunteers involved;
• volunteer hours contributed;
• activities undertaken;
• contribution to programmes and services;
• feedback from volunteers;
• areas where volunteer management can improve;
• the wider social value of volunteer involvement.

This information can help YUVA improve recruitment, support, motivation, management and retention within the Volunteer Programme.