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TRIM FAMILY RESOURCE CENTRE________________________________________________

VOLUNTEER POLICYIssue 1

Approval date:

Revision Date:

Responsibility for approval of Policy: Management Committee

Responsibility for Implementation of policy: Project Coordinator

Responsibility for ensuring review: Project Coordinator

CONTENTS

1 | P a g e V O L U N T E E R P O L I C Y T R I M F R C

Pg No1.

1.11.21.31.41.51.6

ABOUT TRIM FAMILY RESOURCE CENTREBackgroundAimMission StatementActivitiesManagement StructureStaff

2.2.12.22.32.42.52.6

INTRODUCTION TO VOLUNTEERINGPolicy StatementPurposeScopePrinciplesVolunteer opportunities within Trim FRCOne Off Volunteer Opportunities

3.3.13.23.33.43.53.63.73.83.93.103.113.12

VOLUNTEERSInclusion Policies for VolunteeringVolunteer Management ProceduresRecruitment and SelectionTraining & DevelopmentSupervision & EvaluationExpensesSupport & RecognitionConflict ResolutionResignationEvaluationFeedbackReview

4.4.14.2

RIGHTS & RESPONSIBILTIESOf VolunteersOf Trim FRC

APPENDIX 1 VOLUNTEER APPLICATION

APPENDIX 2 VOLUNTEER AGREEMENT

APPENDIX 3 PRINCIPLES & PRACTICE

APPENDIX 4 CONFIDENTIALITY STATEMENT

1. ABOUT TRIM F.R.C.


1.1 BACKGROUND TO THE PROJECTTrim FRC is a locally based family support & community development project, based in the Mornington Estate in Trim. It was established in 2001 in response to a need to tackle disadvantage and poverty in Trim using a community development approach and to improve the functioning family unit. The focus of the work is to empower the community to identify their own needs and explore solutions to best address these, and to create successful partnerships between voluntary and statutory agencies at community level. Trim FRC is one of 106 Family Resource Centres in Ireland, funded through the Family Support Agency, in the Dept. of Children. The project is managed by volunteer members of the local community who employ a Co-ordinator, Community Development Worker and an Administrator to implement a 3 year strategic community work plan.The resource centre covers a catchment area approximating the boundaries of the parish of Trim. This, in effect, covers an area within a radius of six miles from the centre. In practice, because of the rural nature of the surrounding countryside, people outside this boundary are not excluded from our remit.Our target groups include; young people, men, foreign nationals, older people, young women, people with disabilities, and the unemployed.

1.2 AIMThe main aims and objectives of the centre are to identify and address issues of social exclusion and poverty in the immediate area of Trim town and to help foster an understanding of community development and the work of the centre within the community.

1.3 MISSION STATEMENTOur mission is to provide a welcoming environment where people are valued respected and empowered to develop & meet their own needs.

1.4 ACTIVITIES Facilitate Education & Training courses for families and the community in the centre Run Family Support Programmes and Events in the Centre Support the development of various groups in the community and provide facilities of

the centre Provide a Support and Information service to the local community on various Rights,

Entitlements & Housing. Referral support to appropriate agencies when necessary Run a low-cost Counselling Service Link with relevant agencies to tackle disadvantage locally and raise these issues

nationally

1.5 MANAGEMENT STRUCTURE John Parnell Chairperson Lisa Moroney James O’Shea Assistant Secretary Noel French PRO


Anetta Janzack Yvonne McCormack Pauline Fox Margaret Curran

1.6 STAFFING STRUCTURE Susan Keenan Project Coordinator Liam Rodger Community Development Worker Leanne Nulty Administrator James McEvilly Family Support Worker Martin Keena Failte Isteach / Friend & Mend Coordinator Peter Dillworth IT Tutor

Caretaker

The Centre also employs two Counsellors, Ailing Mc Groarty and Kate Maguire on a freelance basis. Tutors, facilitators work with the centre on an on-going basis


2. INTRODUCTION TO VOLUNTEERING

2.1 POLICY STATEMENTTrim Family Resource Centre, Trim FRC is committed to a consistent and supportive approach to volunteers that best meets the needs of the service user, the volunteer and the needs of the organisation.

2.2 PURPOSE This policy has been produced to provide guidance on all aspects of volunteering within

Trim FRC. It aims to ensure that there is a positive and mutually beneficial volunteering

arrangement and that volunteers are properly recruited and well managed. It also provides guidelines for the management of any risks or issues that may arise.

2.3 SCOPE This policy applies to all volunteers within Trim FRC from members of the management

committee to workers. To volunteer with Trim FRC, all volunteers will be over the age of 18

2.4 PRINCIPLES Trim FRC will consider involving anyone as a volunteer. Individuals must, however, be

able to demonstrate a commitment to the aims of the organisation and will only be taken on if their needs as volunteers match the needs of the organisation. No person who has a conflict of interest with any aspect of the organisation will be accepted as a volunteer.

Trim FRC may, at any time, and for whatever reason, decide to terminate volunteers’ relationships with the organisation. Similarly, volunteers may at any time, and for whatever reason, decide to terminate their relationship with Trim FRC. Notice of such decisions should be communicated at the earliest opportunity, preferably in writing.

Trim FRC affirms the rights of the volunteer: to be given meaningful work to do that has been through discussions between the

organisation and the volunteer to know what is expected from them to be offered appropriate training to be thanked and have their voluntary contribution recognised to receive supervision and support to know who to go to if there is a problem to be reimbursed for out-of-pocket expenses incurred when volunteering to make mistakes and learn from them to be made aware of any disciplinary and grievance procedures to be treated fairly and not to experience discrimination to have safe working conditions, including insurance cover to be informed about, and given the opportunity to play an active part in, the

organisation as a whole to be able to say 'no' and to leave without feeling guilty


to be consulted with and kept informed of changes within the organisation.

2.5 ONE OFF VOLUNTEER OPPORTUNITIESVolunteer placements for a one off activity such as at a fundraiser event or one off activity will not be subject to all the recruitment procedures outlined in in the following sectionsAll one-off volunteers will be expected to:

Read and adhere to the organisations code of conduct Read and adhere to the organisations confidentiality policy Read and sign the Volunteer Agreement form If participating in a fundraising event, one-off volunteers should read and

adhere to the organisations fundraising policy. Complete a volunteer form which includes, Name, Address, Contact

Details, reason for volunteering, interest in MCDAR project. May be asked to complete Volunteer Skills Audit.

Any volunteer, even a one-off volunteer working with children, will be expected to be garda vetted according to the organisations garda vetting policy.


3. VOLUNTEERS

3.1 INCLUSION POLICIES FOR VOLUNTEERINGTrim FRC is committed to ensuring that volunteers will not be treated less favourably on the grounds of gender, marital status, family status, sexual orientation, religion, age, disability, race, or membership of the traveling community.

Former drug and alcohol misusers should not be discriminated against. Applications will need to be considered on an individual basis taking into account the type of work the individual will be undertaking and the supports and structures required to facilitate this. The principle of ensuring that the individual is competent to do the job will be an important consideration in what tasks and supports are offered and provided. Services should state clearly the expectations they have for their volunteers, noting the organisations policy on drug and alcohol on the workplace.

Refugees and Asylum Seekers who have eligibility to live in Ireland, but not to work in Ireland are allowed to volunteer. They are also allowed to receive reasonable out-of-pocket expenses incurred in the course of volunteering if this is the organisations policy.

All volunteers should be appropriately vetted. Having a criminal record should not automatically exclude someone from volunteering (see Garda Vetting Policy). Recruitment decisions should take into account the individuals potential for change and reflect balanced judgement. A objective assessment should be held which considers and recognises:

The individuals abilities, skills, experiences and qualifications; The nature of the conviction and its relevance to the job; The length of time since the offence took place; The risk to the service users, employees and organisation; Training which may have occurred while the individual was in prison.

3.2 MANAGEMENT PROCEDURES Volunteer personnel records will be kept and they will be accorded the same

confidentiality as staff records. Trim FRC respects the volunteer’s right to privacy and confidentiality. In turn,

volunteers are responsible for maintaining the confidentiality of all privileged information to which they are exposed while volunteering.

Volunteers should be familiar with and work in line with Trim FRC policies and procedures. Policies that are relevant will be made available to the volunteer by the organisation. Volunteers are expected to work within the organisations Code of Conduct.

Volunteers are provided with appropriate work sites and will have access to space, equipment and facilities necessary to effectively fulfil their duties.

Working hours will be negotiated with the line manager and agreed in writing. If the volunteer cannot fulfil these arrangements then as much notice as possible should be provided.

Volunteers should be reliable and punctual, and appearance should be appropriate for professional relations.

3.3 RECRUITMENT & SELECTION


Volunteers are recruited in accordance with Trim FRC’s policy on Equality of Opportunity. All volunteers are required to provide a C.V.

Suitable candidates are invited to attend an informal chat with the line manager, to ascertain their interest in and suitability for the role. All unsuccessful candidates are thanked for applying and encouraged to reapply for other volunteering opportunities. Written records of all interviews are kept.

All potential volunteers will be asked to complete a garda vetting background check. Other checks may also be completed (for example professional qualifications).

Formal appointments are made only after the role description has been agreed and all necessary checks have proved acceptable.

All volunteers are subject to an initial trial probation period of 3 months. At the end of this, the line manager will meet with the volunteer to discuss their suitability for their role. Volunteers may continue in their current role, be reassigned to a more suitable role, or be asked to leave.

All volunteers should be given a clear and accurate description of the tasks and responsibilities they are expected to perform (role description). This must include;

a title of the volunteering role, starting and finishing dates, hours and place of work, name of supervisor, tasks to be undertaken.

The role description may be amended in joint agreement with the volunteer and the line manager. A copy of the final version must be given to the volunteer before commencing voluntary work as it will be used in supervision and evaluation sessions. Role descriptions must define a time limit for voluntary involvement, after which time they are reviewed, and updated if appropriate.In the unusual event that there are volunteers under 18 years of age (Youth Volunteers), they must have written consent of a parent or guardian before volunteering. Students volunteering for their school must submit school name and contact information before volunteering. Consideration should be given to the specific tasks for youth volunteers to ensure that are engaged in low risk activities and fully supervised, and that they are covered through insurance.

3.4 TRAINING & DEVELOPMENT All volunteers should receive an induction process, on the organisation and

the requirements of their role. This should be delivered by Coordinator. Volunteers are encouraged to identify training courses, seminars, conferences,

etc, which help them to perform their roles better and which would aid their personal development. Approval to undertake such training must be given by the manager and this will only be done if sufficient funds are available. All volunteers are required to submit a short report outlining the course or meeting attended.

3.5 SUPERVISION & EVALUATION Each volunteer must have a clearly identified supervisor who is responsible for

their day-to-day management. When not available to work, volunteers should inform their line manager as

soon as possible, so that alternative arrangements can be made. Volunteers and their supervisors should meet weekly to monthly to review

their work, based on role descriptions. If appropriate, corrective action may be taken following evaluation sessions.


Examples include the organisation of training for an identified training need, the reassignment of a volunteer, or the dismissal of a volunteer. In such instances volunteers will be provided with a written corrective action plan.

Volunteers who do not adhere to the organisation’s rules or who fail to perform their volunteer assignments satisfactorily may be subject to dismissal (see organisational dismissal policy). The procedures for dismissal of a volunteer are similar in nature to those for dismissal of an employee, and grounds for immediate dismissal may follow gross misconduct.

Volunteers must seek prior approval from their supervisor before undertaking anything which might significantly affect the organisation. This includes, but is not limited to, statements to the press, joint initiatives with other bodies, and agreements involving contractual or financial obligations.

If a volunteer feels they are being unfairly treated, they have the right to proceed with a grievance in line with the organisations grievance policy.

3.6 EXPENSES

The cost of volunteering should never be allowed to discourage volunteering. Volunteers will be reimbursed for out of pocket expenses incurred directly as a result of their volunteering activity. Expenses include:

o public transport to and from the service: at rate of 40c per km or the cost of disc parking for the hours worked

o mileage allowance for travel agreed in advance with the manager o lunch allowance of €10 if working over 4 hours o exceptional costs agreed in advance with the manager o specialist protective clothing or other essential equipment o car insurance

The following procedures should be used for claiming expenses:o costs can only be reimbursed for receipts submitted o volunteers must submit an expenses form to the manager for approval o expenses must be submitted within one month of being accrued o expenses will be reimbursed within 14 working days of being submitted

Insurance is provided to cover all volunteers working on behalf and at the direction of the organisation.

3.7 SUPPORT & RECOGNITION The time and contribution of volunteers is important to the organisation, and will be acknowledged through the following formal mechanisms as well as on an informal basis: Volunteer profiles in newsletters / website Volunteer days / lunches etc. Training opportunities.

3.8 CONFLICT RESOLUTION While structures and procedures are put in place to minimise the risk of conflict, conflict can occur and the centre has procedures in place to deal with conflict where it arises. Policies in place to deal with conflict are Complaints procedure Grievance Policy Disciplinary Policy

3.9 RESIGNATION


Any voluntary service is at the discretion of the centre. Trim family Resource Centre or a volunteer, may for whatever reason, decide to terminate their relationship. Notice of such decisions should be communicated at the earliest opportunity, preferably in writing.

3.10 EVALUATION As part of our 3 year work plan the centre is committee to evaluation and monitoring all work areas on an on-going basis. Volunteer support and evaluation is integral to this. An evaluation will take place with the designated staff support person within six months after joining the FRC

3.11 FEEDBACK Feedback on this document and how the Centre can further support its volunteers is always welcome. Feedback and suggestions can be given to the Project Co-ordinator of Chairperson and will be fully considered.

3.12 REVIEWThe Board of Management will review its volunteer policy on an annual basis


4. RIGHTS & RESPONSIBILITIES

4.1 VOLUNTEERSRights Volunteers within Trim FRC have the RIGHT to:

o Know what is expected of themo Respect for their time and prioritieso Reimbursement of any out of pocket expenseso Be safe while carrying out their worko Access information relevant to their roleo Express their opiniono Privacy and confidentiality in the dame manner and respect as is afforded to staffo Identify group(s) that they would like to work witho Be treated equally regardless of age, sex, religion, sexual orientation, membership

of the travelling community, ethnicity, marital status and disabilityo Training that will enhance their skills and ability to carry out their duty within the

Family Resource Centreo Be aware of and covered by policies and procedures in the Family resource

Centre, e.g. Health and Safety, Harassment, Grievance, Disciplinaryo BE made aware of procedure used in the FRC for example the recruitment of

volunteerso Know the expectations of the FRC on their time, availability etc.o Leave the FRC without feeling guilty or pressurised to stayo Be given meaningful work to doo Receive support from their designated staff persono Be thanked and have their voluntary contribution recognisedo Get something out of the work for themselveso Know who to go to if there is a problemo Make mistakes and learn from them

Responsibilities A Volunteer in Trim FRC has the RESPONSIBILITY to:

o Respect the values and aims of the centreo Be committee to and interested in Trim FRCo Be reliable and give Trim FRC sufficient warning if unable to turn upo Be punctualo Attend essential training and support sessionso Undertake the work to a high standardo Be honest if there are problemso Respect confidentiality and sign up to a confidentially statemento Leave when asked and/or when no longer enjoying the volunteering experienceo Be open and honest in undertaking work with the FRC – i.e. be clear on positions on issues,

to be open to other views, and to be open to constructively challenging and being challenged


o Take time to read and understand information relating to Trim FRC policies and procedures

4.2 TRIM F.R.C.Rights Trim FRC has the RIGHT to:

o Ask that volunteers demonstrate a commitment to the aims and objectives of the centre

o Ask that volunteers adhere to the Mission statement of the centreo Ask that volunteers represent the FRC in the course of their worko Ask that volunteers operate fully within groups and meetings to the best of their

abilityo Look for certain qualities and skills in volunteerso Select only volunteers who are suitable for the worko Ask for tasks to be done in a particular wayo Ask for commitment, reliability and punctualityo Deal with disciplinary and grievance matterso Ask volunteers to leave if their involvement hinders the centre achieving its goals

Responsibilities Trim FRC has the RESPONSIBILTIY to:

o Ensure the volunteering experience is a rewarding oneo Ensure equal access and not discriminateo Define clear, meaningful roles for volunteerso Provide training where necessaryo Thank and value volunteerso Provide insurance covero Assign designated staff person to provide supporto Reimburse out of pocket expenseso Provide a safe working environment


APPENDIX 1: TRIM FRC VOLUNTEER APPLICATIONSection 1: Personal Information(Please circle) Mr/Ms/Mrs/Miss:First Name: _______________________ Surname: _______________________Telephone: _______________________Email Address: _______________________Address: _______________________

______________________________________________

Emergency Contact DetailsName: _______________________ Relationship: _______________________Contact No: _______________________Alternative No: _______________________

Have you got any medical condition we should be aware of? E.g. diabetes/asthma/blood pressure

Section 2: Please submit the names of 2 referees who can prive a character reference:

Referee 1: Referee 2:Name: Name:Address: Address:

Contact No: Contact No:

Volunteer Opportunities:Please indicate in order of preference 3 areas you would like to get involved in as a volunteer:

Board of Management Policy DevelopmentFundraising Community EducationRAY Youth Cafe Cula Bula Youth GroupPublic Relations / NewsletterFailte Isteach

Are there any other areas in which you would be interested in volunteering?

Is there any other information you wish to supply

I agree to Trim FRC Contacting referees Yes NoI agree to completing a Garda Vetting Form Yes No

Signed: _______________________________ Date: _____________________


APPENDIX 2: TRIM FRC VOLUNTEER AGREEMENT

Trim FRCVolunteers are an important and valued part of Trim FRC. We are committee to a consistent and supportive approach to volunteers that best services the needs of the service user, the volunteer and the needs of the organisation.

We, Trim FRC affirm you rights as outlined in the Volunteer Handbook.

Signed: ______________________ Position: _______________________

VolunteerI have read and understand the following:

o Volunteer Handbook, Issue ____o General Policy Foldero Health & Safety Policies

I agree to the ethos and guidelines of Trim Family Resource Centre as outlined in the Volunteer Handbook

My Designated Staff Support person is: __________________

Volunteer: ___________________ S. S. Person: ______________________

Signed: ___________________ Signed: _______________________

Date: ___________________ Date: _______________________


APPENDIX 3: PRINCIPLES & PRACTICE

Community Development

Community Development is about people working collectively to tackle poverty and injustice and offers new opportunities to those lacking choice, power and resources. It is about promoting positive change in society. Community Development empowers and involves people especially the disadvantaged in developing their skills, knowledge and experience.

The values at the core of community development are:

Collective Action Working in partnership Equality, discrimination Social Inclusion Empowerment / human rights based approaches Process and the task Social change and Influencing policy

Family Support

Family Support is both a style of work and set of activities that reinforce positive informal social networks through integrated programmes; These programmes involve statutory, voluntary, community and private services and are delivered to families in their own homes / communities; The focus of these programmes is on early intervention aiming to protect the health, wellbeing and rights of children, young people and their families; In particularly those who are vulnerable and at risk due to living in areas that experience multiple dis-advantage.

Working in Partnership / holistic approach Promotes the view that effective interventions are those that strengthen informal support

networks. Families’ can self-refer / multi- access referral paths can be created. Services aim to promote social inclusion addressing issues of ethnicity, disability, urban &

rural etc. Clear focus on the wishes, feelings, safety and wellbeing of children. Needs led and strives for the minimum intervention. Family Support Services reflects strength based perspective of families and children. Involvement of service users and providers in planning, delivery and evaluation. Family Support creates an accessible and flexible environment based on needs. Measures success through evaluation based on outcomes for service users, this supports the

development of effective services.

APPENDIX 4: CONFIDENTIALITY STATEMENT


Volunteers are required at all times to maintain absolute confidentiality in respect of matters which come to their knowledge in the course of their work within the FRC. This includes matters internal to The Trim FRC and matters in relation to Project users. Volunteers are also required and expected to maintain this standard of confidentiality when they leave the Trim FRC.

VolunteerI have read the above statement and respect the confidentiality required from me.

SIGNED by _____________________________________ Volunteer

Name (print) _____________________________________

Date _____ / _____ / _____

SIGNED by _____________________________________ Trim FRC

Name (print) _____________________________________

Position _____________________________________

Date _____ / _____ / _____


AND FINALLY ……….

To all of our volunteers, past and present, who have helped

us to work with local families and communities to make a

difference ……..

We say ………


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