As volunteer policies should be written to meet the specific individual needs of each organisation, it makes sense to have as much consultation on them as possible from both staff and volunteers.
Policies are not written to remain unread in files. They need to be clear and relevant. The language used should be straightforward and direct; you may have volunteers with English as a second language, for example.
Some organisations have one big policy that covers everything, most will have a shorter separate volunteer policy that refers to other policies - e.g. equal opportunities, health and safety and so on.
There is no one blueprint for a policy, but most policies should include the following:
An introduction explaining the aims of the organisation, and how volunteers fit into this mission. This is also a good place to make a statement of intent about how volunteers will be treated by the organisation.
Recruitment: How will you recruit? What will your interviewing arrangements be? How will you treat prospective volunteers that aren’t suitable for the role?
Induction and Training: Do you need a volunteer handbook/induction pack? What training do the volunteers need to start their roles? What training might they need to develop in their role?
Expenses: Volunteers should not be out of pocket through their involvement with the organisation.
Support for volunteers: Who will supervise the volunteers? What arrangements will there be for the volunteer to discuss their role with their supervisor?
Equal opportunities: Are volunteers covered by your equal opportunities policy? How are you showing your commitment to diversity?
Problem solving: Do you have procedures for dealing with complaints by or about volunteers?
Other items that could be mentioned in a policy include a commitment to involve volunteers in the day to day life of the organisation; through volunteer forums, attendance at staff meetings and so on. It is also a place to mention that volunteers are covered by your insurance policies.
The exact format is up to you. Bear in mind that it should be clear and easy to use. A large sans serif typeface is more accessible, and several small well headed sections are easier to read than a large block of text.
You can find more detailed guidance on writing a volunteer policy in our free booklet 'Get it Right from the Start'
