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Volunteer Management Policy

1.  Introduction

Stemettes and Stemette Futures (together “Stemettes”) exist to involve more people more effectively in volunteering to help solve real problems and enrich communities.

Stemettes does this by:

  • Working with volunteer-involving organisations to improve the diversity and quality of volunteer placements.
  • Providing potential volunteers with the means to access volunteering opportunities.
  • Helping people who might otherwise have found themselves excluded to take part in their communities.

Stemettes is committed to involving volunteers directly within the organisation to:

  • Contribute to the delivery of our services.
  • Make sure we are responsive to the needs of our users.
  • Provide different skills and perspectives.
  • Offer opportunities for participation by people who might otherwise be excluded.

This Volunteer Management Policy sets out the principles and practices by which we involve volunteers.


2.  Principles


  • Recognises that voluntary work brings benefits to volunteers themselves, to service users, and to paid staff.
  • Will ensure that volunteers are properly integrated into the organisational structure and that mechanisms are in place for them to contribute to the Stemettes’ work.
  • Will not introduce volunteers to replace paid staff.
  • Expects that staff at all levels will work positively with volunteers and, where appropriate, will actively seek to involve them in their work.
  • Recognises that volunteers require satisfying work and personal development and will seek to help volunteers meet these needs, as well as providing the training for them to do their work effectively.
  • Will endeavour to identify and cover the costs of involving volunteers.
  • Recognises that the management of volunteers requires designated responsibilities within specific posts.
  • Will endeavour to involve volunteers from a wide range of backgrounds and abilities and ensure our volunteering opportunities are as accessible as possible.


3.  Recruitment

We aim to recruit volunteers from all sections of the community and all recruitment activities will be in line with the Stemettes Equal Opportunities Policy.

Volunteers will be provided with general information about the organisation and details of the volunteer post in which they could be partaking during their onboarding process through our Volunteer Management System.

For volunteer roles that involve ‘regulated work’ such as caregiving and/or sustained and direct contact with children or vulnerable adults, the volunteer may be required to undergo certain background checks (as required by law) or be supervised in their duties by an existing team member with the appropriate clearance.


4.  Volunteer Agreements and Voluntary Work Outlines

Volunteers will receive a role description containing detailed information about their chosen area of work, their responsibilities to Stemettes (including preferred time commitments, confidentiality obligations, the requirement to comply with Stemettes’ policies (especially those relating to health and safety, privacy, anti-harassment, and bullying), and Stemettes’ responsibilities to them.

Role descriptions will be prepared and shared by the relevant contact person.


5.  Induction and Training

Volunteers will be provided with training appropriate to the specific role and tasks that they will be undertaking. This training will cover the standards we expect from our volunteers and outline our procedures to ensure the health and safety of all.

Training will be delivered via a digital platform and supplemented by communication with the appointed contact person.


6.  Support

Volunteers will be able to contact a member of Team Stemette to support them with any issues while volunteering.

Mentoring volunteers will be assigned a named contact person who will be available to provide regular support throughout their time with Stemettes. Support sessions will provide the opportunity for ongoing dialogue about the development of the mentoring role and any advice and/or guidance needed to allow volunteers to gain maximum benefit from the experience.


7.  The Volunteer’s Voice

Stemettes will try to speak with volunteers in relation to decisions that affect them prior to the implementation of any such decision.


8.  Records

The information you provide us will be stored on our Volunteer Management System, housed on TeamKinetic. Your information will be kept in line with the Stemettes Privacy Policy and TeamKinetic policies.


9.  Expenses

Stemettes will ensure that there is a clear and accessible system to enable volunteers to claim certain approved out-of-pocket expenses. The provision of expenses will be outlined in the opportunity posted on the volunteer management system.


10.  Health and Safety

Stemettes will take all reasonably practicable steps to ensure the volunteers’ health, safety and welfare while at work in accordance with Stemettes’ Health and Safety Policy.


11.  Problems

Stemettes will endeavour to deal with any grievances that volunteers may have promptly and thoroughly.  Volunteers have the right to discuss any concerns they may have with their named contact at any time or our Operations Lead Kate Sinclair, kate@stemettefutures.org in the event that a volunteer does not feel comfortable raising a grievance with their assigned contact.


12.  Endings

When volunteers complete their role at Stemettes they will be asked to provide feedback on the volunteering experience by way of an informal exit questionnaire. They will also be given the opportunity to discuss their responses to the questionnaire more fully with their assigned contact at Stemettes.

Volunteers will generally be asked to give advanced notice where possible if they intend to move on before completing a role.


13.  Monitoring and Evaluation

Stemettes will systematically monitor and evaluate the use of volunteers with reference to this Volunteer Management Policy.

This policy will be reviewed on a regular basis.


14.  Contact Point

If you have any questions about this Volunteer Management Policy (including the volunteering processes and procedures) please contact Kate Sinclair at kate@stemettefutures.org.


This policy was last updated on 28/06/2023.

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