5.1.1 Why have a Volunteer Policy?
A Volunteer Policy provides a clear framework for how volunteers are engaged throughout an organisation. It ensures that everyone involved—from board members and funders to staff and volunteers themselves—understands and appreciates the value of volunteer contributions. The policy should be developed collaboratively with staff and volunteers and regularly reviewed to remain effective.
A well-defined policy signals that the organisation is committed to professional volunteer management. It demonstrates that volunteer involvement is a strategic part of the organisation’s operations.
What to consider?
A volunteer policy is a formal document outlining an organisation’s goals, values, and the essential role volunteers play. It should clearly communicate expectations for both volunteers and the organisation.
Contrary to common belief, volunteers may have legal rights. The level of formality in the volunteer arrangement can influence whether employment laws apply. Increasingly, organisations are using volunteering agreements that address issues like grievances, discipline, and equal opportunities. While it’s important to recognise volunteers’ contributions formally, excessive formality can inadvertently create employer-employee relationships.
A clear volunteer policy should include:
- Time commitment: Specify the expected hours, including volunteer tasks, supervision, and training.
- Role description: Provide a realistic overview of the volunteer’s responsibilities.
- Qualifications and behavior: Outline the necessary skills and conduct expectations.
- Expense policy: Clearly state reimbursement guidelines.
- Volunteer investment: Discuss the volunteer’s commitment to the organisation, including opportunities for representation or involvement.
This list is for guidance only and you should tailor your volunteer policy according to your organisation’s requirements. Any statement made in your volunteering policy should also have relevant policies and procedures.
Next steps
Once you have agreed a draft policy statement you should circulate for discussion with Management Committee or Board of Directors, paid staff, volunteers, members/clients and unions and once accepted, put in place.
Someone should be assigned responsibility for monitoring the implementation of the policy so that any issues highlighted are recorded. Any associated policies and procedures that need to be put in place, should also be rolled out across the organisation. The policy should be made available to everyone and form part of your recruitment of volunteers. You may want to post it on your website for potential volunteers to look at prior to joining the organisation.
The policy should be reviewed regularly and at least annually to see if any revisions need to be made based on feedback or to reflect any organisation changes. The policy should also be reviewed when relevant legislative changes are made which have an impact.
Volunteer Scotland is an excellent source of information for Volunteer policies.
