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Frequently Asked Questions The questions and answers below reflect the most common concerns that are raised with us by volunteer co-ordinators, or people working within the volunteering sector in Newcastle. If the answer you are looking for is not covered below, we will be pleased to answer any individual query or queries raised by registered organisations. As an accredited Volunteer Centre and Member of Volunteering England we also have access to all of Volunteering England'sresources at our disposal.  Is there a minimum age for volunteers? Volunteer Centre Newcastle suggests that you should discuss this issue with the volunteer and between you work out a reasonable level of commitment and safeguarding. You should also check that your insurance policies cover younger volunteers and reflect this in any risk assessment or safeguarding you agree to do. There is currently a good practice guide being developed with the integrated youth board and Newcastle city council. Can Refugees and Asylum Seekers volunteer for us? Refugees and asylum seekers are able to volunteer for any organisation as long as no payment is received (other than legitimate expenses). Home Office guidance states that asylum seekers are not allowed to undertake paid work, so particular care needs to be taken to ensure that a volunteering role does not amount to either employment or job substitution, and that roles are only within the not-for-profit sector. The Home Office guidance confirms that Asylum Seekers are entitled to receive out of pocket expenses just like other volunteers. If the position requires a Criminal Record Bureau (CRB) check refer to the Volunteer Centre Newcastle’s Good Practice Guide to CRB checks for Asylum Seekers and Refugees. Have you any suggestions for volunteers who would like to volunteer from their own home?There are opportunities available if volunteers wish to volunteer from home, these include: telephone befriending and ‘virtual volunteering’ – ideal if a volunteer has IT skills such as graphic design, web design, or an ability to write newsletters. Can people receiving benefits volunteer?There are no restrictions on volunteering whilst on benefits as long as you follow the guidelines laid out in the national document which we can explain to you and give you a copy of. This is a national good practice document about volunteering whilst on benefits which is available from your job centre adviser, from us or you can download the leaflet from the Job Centre Plus website 'Volunteering while receiving benefits' As a coordinator you may be asked to confirm what the volunteer is doing in your organisation and that the role is unpaid, and state what expenses they may be claiming, so it is really important to have good records when dealing with the benefits office. You could also contact the team at the volunteer centre should you have an issue you are not clear on. I have a problem with a particular volunteer. What can I do? Unlike paid employees, volunteers currently have few rights. However volunteers are able to, and have been known to, complain loudly and effectively if they feel they have been mistreated. There have been a number of high profile cases reported in The Third Sector magazine which have often highlighted shortcomings in how some volunteer involving organisations can deal with 'problem' volunteers. The key is to have good policies in place which everyone in your organisation is aware of (volunteers, paid staff, trustees). Your organisation also needs to ensure that all stakeholders know about these policies and follow them. Supervison and communication are key to this process. The issue of volunteer rights (or lack of volunteer rights) is currently being addressed and a Volunteer Rights Enquiry has recently been set up by Volunteering England Do we need a volunteer policy?A volunteer policy is a good way to communicate the roles, responsibilities and accountability of everyone within the organisation. Each organisation will design their own volunteer policy in line with their management committee, trustees or constitution. Volunteering England have produced a 'Getting it Right from the Start' good practice guide which can be downloaded free at Get It Right from the Start. The volunteer centre team will be happy to discuss any issues you may have. What questions should we ask on a registration (application) form?The application form is often the initial stage of the recruitment process. Each organisation will decide what vital information they need to before they meet the volunteer. Your contact information, skills you have, your availability and who are your referees are typical examples of questions asked. It is our experience that the more simpler the form the more likely the volunteer is willing to complete this first step of the recruitment process. You can look at some examples of volunteer registration forms on the Volunteering England website or contact the volunteer centre to see some Newcastle based examples. Who should we accept as a referee for a volunteer? References are a good practice safeguarding recommendation to ensure the person is who they say they and also has someone willing to give their opinion of their suitability of the role. We acknowledge that for some people, references may be a barrier, for example an asylum seeker or refugee, a carer who has never been in employment, or someone isolated by ill health or disability. If someone is unable to provide references, the coordinator should take into account their reasons for this and discuss with their management committee or line manager ways to involve the volunteer and not to exclude them. If this is not possible, the coordinator should be clear with the volunteer and ask them to contact the volunteer centre for other options. What do I do if a volunteer is unsuitable?Be clear in your roles and the skills and experiences needed so that member of the public will be aware of your expectations before applying. If, either in the interview or during the trial period, it becomes clear that the person is not suitable for the role then you should be using supervision as a way of giving clear, honest feedback. If the person doesn't respond to the feedback, you should follow your organisation's policy on asking a volunteer to leave. If this person is still interested in volunteering then please refer them to their local Volunteer Centre. How do we check volunteers with the Criminal Records Bureau?The Volunteer Centre can provide you with information of umbrella bodies who for an administration fee will process your volunteer CRB checks or for a different fee crb check your paid staff. What are the criteria for conducting a Criminal Records Bureau check on a volunteer?If by law you are required to carry out a CRB check please read the guidelines on the disclosures website. Any role involving one to one or supervisory roles with a vulnerable adult or child will necessitate a CRB check. Should I take on someone with a criminal record as a volunteer?Unless you have a good reason for asking a volunteer if they have a conviction you should not do so. For some roles it is mandatory that you ask a prospective volunteer about any convictions or cautions, for example roles that involving working with children or vulnerable adults. A significant proportion of the population do have a criminal record or police caution against them. When making a decision about someone's suitability for a role you will have to decide whether any declared conviction or caution is a good enough reason to say no.
If you are aware that a potential volunteer has a criminal record or police caution it is important to look at the relevance of a conviction to the volunteering role, and asses whether or not it is appropriate for the volunteer to undertake the role. The CRB list the following ‘considerations’ to take into account when trying to decide this: - Whether the conviction is relevant to the position - The seriousness of the offence - The length of time since the offence occurred - Whether the applicant has a pattern of offending behaviour - Whether the applicant’s circumstances have changed - The circumstances surrounding the offence and explanation offered by the applicant. To find out more about when a CRB check is appropriate and when an offence may make it inappropriate to take on a volunteer please see the CRB’s website. What is the best way to reimburse expenses?You should have a volunteer policy outlining what you consider to be legitimate expenses, how the volunteer would claim them, how they would be reimbursed and whether you require them to keep receipts and complete a claim form. It is up to each organisation to deal with individually requested for one off items in advance, as there is no legal requirement to do so: it is a matter of good practice and looking at people's personal financial circumstances. Any payment made other than reimbursment of expenses may then be considered a payment for time given and that may cause problems to individuals who are claiming certain state benefits. We seem to be losing volunteers faster than we recruit them. Where are we going wrong? One obvious way to find out why volunteers are leaving is to ask them - exit interviews or questionnaires might reveal issues that need addressing. You may also want to consider the following questions: · Do you give potential volunteers a clear idea of what they will be doing in their volunteering and what will be expected of them when they volunteer? · Do they receive task descriptions? It may be worth having taster or trial periods for new volunteers? · Do you offer suitable supervision to volunteers? Regular supervision that gives the volunteer opportunities to honestly express any concerns is important. It's much better if you’re aware of any problems whilst you still have the opportunity to do something about them before you lose a volunteer. People who give their time have different reasons for doing so. They may want to feel useful, learn new skills or get out of the house and meet people - the list is endless. If these needs are not met by volunteering with you they are likely to move on to another organisation or into a different activity altogether. So it makes sense to find out what these motivations are, and how well they are being fulfilled. Remember too that motivations change. A person may start volunteering to improve their CV, but decide to stay because they enjoy the organisation or the people they are involved with. Most of us like to feel that we're part of something. If volunteers feel marginalised they are less likely to want to stay with you. Make sure that volunteers are involved in the internal life of the organisation - consulted on decisions that affect them, invited to participate in relevant meetings, and included in any social plans. Lastly, there are specific measures to reward or recognise volunteers - certificates, parties, volunteer events. More important than the big gestures are the everyday things you do to let volunteers know they are valued. A simple thank you goes a long way. Do I need to provide motor insurance for my volunteer drivers? Many organisations find it useful to issue volunteers with a standard form that can be sent to insurance companies informing them that the vehicle will be used in the course of voluntary work. Returned forms act as a confirmation that the volunteers are insured. Volunteering England has an example of such a form, and you can obtain a copy by ringing the Freephone helpline, telephone 0800 028 3304 or by emailing information@volunteeringengland.org. If your questions have not been answered here, please contact Volunteer Centre Newcastle |
