Volunteer Policy
Contents
1. General
2. Types and Roles of Volunteers
3. Recruitment
4. Induction and Training
5. Monitoring and Supervision
6. Expenses
7. Volunteer Recognition
8. Health and Safety
9. Grievance/ Complaints Procedure
10. Disciplinary Procedure
11. Harassment
12. Equal Opportunities and Diversity
13. Insurance
14. Confidentiality
1. General
Introduction
The Volunteer Office is situated within the University of Bath’s Students’ Union
(BUSU) at the University of Bath. The Volunteer Office strongly encourages
volunteering and supports both students and staff who wish to take up
volunteering opportunities. The Volunteer Office believes that through
volunteering, BUSU can encourage member-led activity, focus on the personal
development of students and staff, increase participation and develop strong
links, both on and off campus and a positive profile.
The Volunteer Office supports volunteering in order to benefit the community,
both within the University of Bath and the local area and abroad, and is
committed to developing partnerships with local organisations to foster good
relations and community participation.
The Volunteer Office supports and monitors all areas of BUSU when
dealing with volunteer policy and good practice.
The Volunteer Office aims to offer students the opportunity to become actively
involved in their local communities by offering a range of voluntary activities and
events, as well as the support to facilitate initiatives of their own. The BUSU is
committed to helping students to find an activity that suits their interests, aims
and skills, and to working with each volunteer to enhance their volunteering
experience.
This policy shall apply to the involvement of anyone who is a University of Bath
student or member of staff in BUSU who carries out, or intends to carry out, work
on a voluntary basis.
Objectives of the policy
This policy aims to set out good volunteering practice throughout BUSU so
that all volunteers, support staff and outside organisations are able to access
and understand the ethos in which volunteers are engaged in the volunteering
project/group/society/club. The policy aims to help ensure fairness and
consistency across projects and areas so that decisions are not made on an
day-to-day basis.
Staff Responsibilities
All Student Union staff and Student Officers are primarily here to support and
ensure the safety of BUSU volunteers and service users.
2. Types and roles of volunteers
Volunteer activity is defined as:
‘an activity that involves spending time, unpaid, doing
something that aims to benefit the environment or someone
(individuals or groups) other than, or in addition to, close
relatives.’
Source: Compact ‘Volunteering, a code of practice.’
The Students’ Union is a student- led organisation. Most volunteer projects
and groups are student-led with support from BUSU staff. Below is a list of SU
areas which incorporate volunteering:

















Academic Reps
THINK volunteers
Business Enterprise – BANTER/Enactus
Sports Club Committee roles
Duke of Edinburgh Award
Freshers’ Week Reps and Crew
Media volunteers
Nightline Volunteers
Peer Assisted Learners
Peer Mentors
Rag
Society Committee roles
Student Trainers
Student Tutors
V Team
Transport Assessors and Drivers - MiDAS Volunteers
Exec sub groups
The Volunteer Office also places students and staff within external
organisations, mainly in the local community and Bath area. These
placements are directly managed by the external organisation. More
information on external organisations is available from the Volunteer Centre.
3. Recruitment
A variety of methods are used to recruit volunteers, these include:

Activities and Sports Clubs Fairs
At the start of every academic year BUSU will hold an Activities Fair and a
Sports Fair. All University of Bath students are welcome to attend the fairs.
Each group/club/society will be represented by a stall where students can
sign up and register their interest.
 Website
Volunteer Opportunities are advertised and promoted on the Students’
Union website BathStudent.com.
 Social Media
Most areas will have their own facebook group and twitter accounts, both
of which are an invaluable way of reaching out to students
 Posters
Posters are displayed in the Students’ Union and on notice boards in
University departments and in University Halls of Residence
 Presentations
BUSU give talks and presentations to the International Department and
University departments with the aim of recruiting a wide range of students.
These talks promote the variety of activities that students can get involved
with.

Word of mouth
 Emails
BUSU email students promoting various volunteering projects and events
Publications And Flyers
 Students’ Union Guide
 Flyers via bedroom packs in the Halls of Residence
 The Volunteer Centre’s leaflets and other area leaflets available on
request.
Student Media
 Articles in the student newspaper called IMPACT
 Promotion with BUSU’s radio station and campus television


Both written articles and advertisements are used in Impact, the
student newspaper.
Volunteering promotion on 1449AM URB, the student radio station.
Selection and Screening
The selection and screening method will depend on what level of
responsibility the role will entail. Some roles will require an interview, some
will require a members voting system, some will require simply to join the
specific group via Bathstudent. All volunteers will be informed on what the
particular process of selection will be.
Application Procedure
Prospective volunteers are expected to follow the advertised application
process which differs across BUSU areas and this will include the election
procedure.
Interviews
Some projects will require volunteers to go through an informal interview
process to assess whether they are suitable for the placement or project. This
will especially be the case if the project involves young people or vulnerable
adults.
References
References will usually be requested where volunteers are working with
vulnerable adults and/or with young people (under 18). They are required to
have known these referees for two years or more. The referees must not be
family members or personal friends. A formatted reference form and cover
letter are sent to all referees.
Police Checks
The Disclosure and Barring Service (DBS) is responsible for providing
guidelines linked to police checks. Volunteers will only need a DBS check if
volunteering with children, young adults and/or vulnerable adults completely
unsupervised and on a regular basis which is classed as once per week or
more.
Please contact the Volunteer Office if unsure about whether you need a police
check. You can also refer to the university’s guidelines found at:
www.bath.ac.uk/news/2013/07/22/safeguarding-children-and-young-people%e2%80%93-and-dbs-checks/
Prospective volunteers with a criminal conviction
Volunteers with a criminal conviction are not automatically unsuitable to
become a volunteer as only a small number of convictions would prevent a
volunteer from involvement. The decision of taking on a volunteer with a
criminal record is made by the University’s Human Resources Department
and the member of staff responsible for the recruitment of volunteers in that
specific activity.
Role Descriptions
Volunteers are entitled to a clear explanation of the responsibilities and tasks
they will be undertaking during a project or activity. Volunteers will not be
expected to commit to an activity until they are clear about their obligations.
All core volunteer roles will have a role description with an associated ‘skills’
list. The role descriptions will state whether a DBS check is needed.
Equal Opportunities
BUSU’s equal opportunities policy will be adhered to at all times during
interactions with volunteers and service users.
The Equal Opportunities Policy can be viewed at
http://www.bathstudent.com/your-union/all-about-yourunion/meetings/policies/
Unsuitable Volunteers
To the best of BUSU’s abilities a suitable project will be found for a volunteer.
If it becomes apparent that a student is unsuitable for any role then they will
be invited into either The Volunteer Office or the area linked directly to their
role where the issues can be discussed and resolved to an extent that is of
benefit to the service users and volunteers.
4. Induction & Training
Volunteers will be expected to follow the induction and/or training programme
for their specific activity. This may include information on health and safety
and other policies or procedures and support on specific issues applicable to
the role/project/activity.
BUSU staff will seek to ensure that, either through BUSU or the group(s) with
whom they are volunteering, volunteers receive adequate training for the
specific tasks they have been asked to perform.
Ongoing training will often be available and is sometimes required by
volunteering opportunities. BUSU will make the requirements clear before
volunteers commit to a project.
BUSU will endeavour to promote all core training within the Student Union’s
training programme under the Skills Training Scheme found at
http://www.bathstudent.com/skills-training/
5. Monitoring and Supervision
It is the role of the Project Coordinator, Student Officer or member of staff to
monitor the welfare of their volunteers, either face to face or via regular
emails. Should there be any issues, volunteers have the options to contact
their coordinator, Student Officer, Chair of Committee or staff member.
At the end of each academic year evaluation questionnaires will be given to
all volunteers involved in Student Union volunteering. These are returned to
the relevant area of BUSU linked to the volunteer group. Once evaluations
have been received then project reports will be compiled with conclusions and
recommendations for the future.
6. Expenses
It is the policy of BUSU to reimburse volunteers for all out of pocket expenses
for schemes (with prior authorisation) incurred solely for their volunteering
activity and upon representation of receipts.
Out of pocket expenses include: petrol and travel (mileage must be recorded
or receipts obtained).
Volunteers will need to complete a BUSU Financial Request Form. This will
need to be signed by the Student Officer linked to the area plus either a
member of staff and/or the Treasurer/Chair of the Committee. These
signatories may change slightly depending on what the group/Committee
have decided.
Please note that all vehicles used for BUSU activities must be registered with
the Transport Administrator. No reimbursement of expenses will be made for
use of vehicles not registered.
7. Volunteer Recognition
BUSU recognises the work of its volunteers as extremely valuable and has
embedded an accreditation scheme called The Bath Award. The Bath Award
recognises the achievements and accredits the skills of students engaged in
all types of extra-curricular activity and you can find more information at
www.bathstudent.com/bathaward
Recognition also comes in the form of a recognition scheme and the annual
awards events linked to each area. Volunteers who serve in any capacity are
respected and appreciated throughout the Students’ Union. Without the many
tasks which volunteers perform, our services could not be as broad or
accessible to the community of the University or the wider Bath community.
With this in mind, BUSU offers volunteers the chance to apply to the SU
Volunteer Recognition Scheme which rewards volunteers at different levels.
BUSU also offers a Sports Volunteer Recognition Scheme that rewards
volunteers providing sporting opportunities for other students at the university
and to the local community.
More information can be found at www.bathstudent.com/awards/
8. Health and Safety
Policy
BUSU has a Health and Safety policy – visit www.bathstudent.com/healthand-safety. BUSU will also provide health and safety training to all volunteer
groups. Training will include:









Duty of Care
Risk Assessments
Trip Lists
Accidents
Transport
Equipment
Under 18’s
Child Protection
Insurance
9. Grievance/Complaints Procedure
While it is hoped that volunteers will be happy working in their placements,
inevitably problems can arise. A complaint may be made against a volunteer,
staff member, Student Officer or a member of the general public. All
complaints will be considered carefully and investigated fully. This policy
clarifies the procedure concerning complaints and grievances. Please visit
www.bathstudent.com/your-union/all-about-your-union/howitworks/ to view the
Grievance and Complaints Procedure.
If a satisfactory outcome cannot be reached then the complainant can take
action, as he/she feels fit, in accordance with the Disciplinary Policy - please
see below.
10. Disciplinary Procedure
BUSU recognises that circumstances may arise where the actions or attitudes
of a volunteer may infringe upon the rights of others, cause offence, breach
the policies, aims and objectives of BUSU, or otherwise bring the organisation
into disrepute. All volunteers are bound by BUSU’s Disciplinary Procedures,
Appendix 4 of the BUSU constitution. This can be found by visiting
www.bathstudent.com/your-union/all-about-your-union/howitworks/
11. Harassment
BUSU recognises that harassment is a serious issue should it occur when
volunteering and can affect the confidence of volunteers and enjoyment of the
volunteering opportunity. Any volunteer who feels they are being harassed
should not accept the situation and should make it clear from the outset that
this behaviour is unwelcome.
If they feel it is more appropriate to discuss the situation with someone else
they are encouraged to do so. The Student Officers and staff members are
available should a volunteer simply want to discuss the situation. The
volunteer may elect to have the complaint investigated in the full knowledge
that the matter will be dealt with seriously, promptly and with the strictest of
confidence.
The full Harassment Policy can be viewed at
www.bath.ac.uk/equalities/policiesandpractices/dignityandrespectpolicy.pdf
12. Equal Opportunities and Diversity
BUSU believes in the importance of operating an Equal Opportunities policy
and inbuilt in this is the appreciation of an individual’s right to a safe
environment. Therefore, to make the existing policy of Equal Opportunities
more explicit in relation to an individual’s environment BUSU operates the
following Safe Space policy which applies to anyone on Union premises or
representing the Students’ Union through activities.
Equal
opportunity
and
Diversity
policy
can
be
found
www.bathstudent.com/pageassets/your-union/all-about-yourunion/meetings/policies/2013-14-1-Equalities-Diversity-Policy.pdf
at
Diversity
BUSU is firmly committed to diversity in all areas of its work. BUSU
recognises that there is much to gain from diverse cultures and perspectives
and that diversity will make the organisation more effective in meeting the
needs of its stakeholders. BUSU are committed to developing and maintaining
an organisation in which differing ideas, abilities, backgrounds and needs are
fostered and valued, and where those with diverse backgrounds and
experiences are able to participate and contribute. BUSU will regularly
evaluate and monitor towards diversity.
13. Insurance
All volunteers are covered by the appropriate Employers Liability Insurance
and Public Liability Insurance except when volunteering overseas. These
policies will ensure that volunteers are protected in the event that a claim is
made against them for damage to people or property that is not the Student
Unions. These policies also offer protection to any member who accidentally
causes harm to either another member or another third party, who then
decides to sue for damages. These policies also cover the volunteer if they
are injured whilst participating in their volunteering activity/project.
14. Confidentiality
The purpose of this policy is to ensure volunteers understand the meaning
and importance of maintaining confidentiality. As a volunteer you may be in a
position where you have access to confidential records and personally
sensitive information. It is important to respect these confidences.
Confidentiality means not discussing information outside your
placement/project/group.
During your time as a volunteer you may have concerns about the information
you receive. This should be discussed with a member of staff who supervises
your work. This is not a breach of confidentiality and as a volunteer you
should feel happy doing this.
Any information, which an individual provides in respect of signing up with the
volunteer group, will be treated with the strictest confidence and kept in a
secure environment.
Whilst the volunteer area will ensure that your information is treated in the
strictest confidence it is important to remember that you too have an
obligation concerning confidentiality. Whilst on a placement you must treat
anything you learn about individuals you are in contact with as confidential but
you must never promise to keep a secret! For example, if a child says that
he/she has been abused you must inform the appropriate staff/authorities.
Please see the Child Protection Policy on:
www.bathstudent.com/volunteer/policies/
The next few pages have some important information sheets that you
will need to read ……….
RIGHTS AND RESPONSIBILITIES
Volunteers have the right to expect certain support and in return are expected
to act responsibly as a representative of the University.
Volunteers have a right to
 Be respected and not discriminated against
 All their personal details remain confidential
 Be provided with a detailed description of their role, what is expected of
them, time and other commitments, skills they will need etc.
 Know who is responsible for supporting them and to work in a safe
environment
 Have regular contact with the relevant member of staff/Sabbatical
Officer
 Not to be used to replace the work of paid staff







Receive and request induction and ongoing training
Have the choice to leave or change the placement
Claim for out of pocket expenses for specific volunteer schemes.
Be assigned a role that is worthwhile using existing skills or developing
new ones
To be trusted with confidential information if it is relevant to the position
To be kept informed about what is going on within the organisation if it
affects your role as a volunteer.
To be given appropriate recognition in the form of certificate or
encouraging comments from the member of staff/Student Officer
Volunteers have a responsibility to
 Represent the University in a professional manner
 Abide by all rules, regulations and policies set down by the placement
 Agree to a level of commitment and uphold this level
 Develop skills needed in a volunteering role
 Respect others and work in a team with all staff and volunteers
 Maintain confidentiality at all times
 Inform the relevant member of staff/Student Officer if you encounter
any problems or wish to leave the placement
 Tell the relevant member of staff/Student Officer when you are able to
volunteer and if you feel you need to cut your hours back or feel unable
to complete the task
 Attend all agreed support and training sessions necessary for the role
 Abide by the policies and standards of BUSU
 Provide BUSU with feedback when requested
BUSU will:
 Ensure that the work is appropriate to the needs and abilities of the
volunteer
 Provide ongoing support, training and development activities for the
volunteer
 Ensure that the volunteer is properly recognised for their work in the
form of relevant certification and celebration
VOLUNTEER AGREEMENT:





I have received a copy of the role description and/or training/information
for the role I am about to volunteer for
I have been referred to the volunteer policy and have also been referred to
the
equal
opportunities
policy,
confidentiality
policy
and
grievance/disciplinary procedures
I understand I am able to claim travel expenses with prior authorisation
I understand that this agreement in no way forms part of a contract of
employment
I understand that I can stop volunteering with BUSU at any time, although I
undertake to give reasonable notice of my intention to leave
If you have not understood/agreed with any of the above please contact
the Student Officer linked to your area or a member of staff.
Please note that policies will be reviewed annually by the relevant
Student Officer and staff member of the area involved.
Reviewed 09/09/2014