Policies

Policies – based on those of the University of Essex Students’ Union, and modified for the V-Team

The following are full policies. If a volunteer is volunteering with an external organization they should be covered by the policies that that organization has in place.

The policies covered in this document are: Complaints and disciplinary; Confidentiality; CRB checks and references; Equal Opportunities; Expenses; Health and Safety; Insurance, Working with Vulnerable Groups, Data Protection.

Complaints and Disciplinary Procedure

Discipline and grievance procedures are intended to promote fairness in the treatment of volunteers.  Where difficulties cannot be settled through the normal channels of communication these procedures should be followed in order to ensure a prompt and fair resolution of problems.

Complaints

If a volunteer has a complaint s/he should proceed as follows:
Stage 1: The volunteer should talk with the Project Leader about the complaint and attempt to resolve it.  It should be made clear to the Project Leader that a complaint, however informal, is being made.

Stage 2: If the problem is not resolved, the volunteer should put the complaint in writing and request a meeting with the Project Leader to discuss it. The Project Leader should arrange a time to meet within one working week of receipt of the written complaint.  The volunteer may take a colleague to the meeting with him/her.  At the meeting the Project Leader should take a note of the complaint and any agreement that is made to resolve the problem. The volunteer and Project Leader should sign this note.

Stage 3: If the problem is not resolved, then the volunteer should write to the Community Volunteer Manager.  The meeting should be held within one week of the request being made. The volunteer may be accompanied by a colleague who may act as representative.  If, as a result of this meeting the complaint is not resolved within two weeks, the volunteer has a right to progress to Stage 4.

Stage 4: The volunteer has the right to request a meeting with the VP Student Development sabbatical officer.  The volunteer should write to the sabbatical officer and the meeting should be held within two weeks of the request.  The volunteer may be accompanied by a colleague who may act as a representative. The decision of this meeting is final and will be notified to the volunteer within seven days of the meeting. The decision will be put to the next scheduled meeting of the V-Team Advisory Board for ratification.

Disciplinary

The following procedure will be followed where the Project Leader considers that there may have been misconduct on the part of the volunteer:
Stage 1: If the Project Leader considers that a volunteer’s conduct or behaviour is causing concern, then the matter will be discussed and, if appropriate, the Project Leader will warn the volunteer verbally. This decision will be recorded.

Stage 2: If the Project Leader considers that the volunteer’s misconduct is serious, or the volunteer has failed to heed a verbal warning, the Project Leader will write to the volunteer explaining the nature of the offence.  This letter constitutes a written warning and a copy will be sent to the Community Volunteer Manager.

Stage 3: If the volunteer repeats the offence, the Project Leader has the right to suspend the volunteer from the placement and will ask the volunteer to attend a meeting with him/herself and the Community Volunteer Manager within ten working days. The volunteer may be accompanied by a colleague who may act as representative. At this meeting, the volunteer will be allowed to state his/her own case.  The Community Volunteer Manager will conduct a thorough investigation and will make known a decision, in writing, to the volunteer within seven days of the meeting. The Community Volunteer Manager may decide to ask the volunteer to leave.

In cases of gross misconduct, such as assault and theft, the Project Leader should conduct an immediate investigation, in consultation with the Community Volunteer Manager and interview witnesses. The volunteer may be temporarily suspended, pending the outcome of an investigation. In such cases the Project Leader may dispense with stages 1 & 2 and, after a meeting with the volunteer as described in Stage 3, the Community Volunteer Manager may ask the volunteer to leave.

Appeal: Any volunteer who is asked to leave permanently may appeal against the decision by writing to the VP Student Development sabbatical officer. The sabbatical officer will hold a meeting within seven days of the request, to hear the case. The decision of this meeting is final and will be communicated to the volunteer within seven days.  The decision will be put to the next scheduled meeting of the V-Team Advisory Board for ratification.

Confidentiality

The V-Team may require volunteers to provide some sensitive data (defined by the Data Protection Act) in the course of their volunteering. This information is recognised as personal and will not be shared with other individuals or organisations. Information for monitoring equal opportunities may be collected and used for statistical purposes only; it will not identify individuals. Volunteers are expected to respect the confidentiality of clients and should not divulge to others any personal information with which they are entrusted. (It may be necessary to over-ride this policy in the event of legal proceedings or child abuse).

Volunteers who have a considerable amount of contact with service users may be aware of confidential information. The following guidelines provide a checklist of some of the situations where confidentiality could be put at risk. Any breach of confidentiality will be dealt with under the disciplinary procedure. Guidelines on dealing with confidential information: 
•Information about another person, even if presented in a way to protect the individual’s confidentiality, can be both misinterpreted and identifiable.  Informal chatting with colleagues from other agencies or organisations can lead to confidentiality being broken as the client may be common to both parties.
•Often volunteers may feel that a close friend or partner can be trusted and may be a form of support.  You must remember that no matter how close or concerned, friends or partners do not have the right to confidential information.  If a volunteer is struggling, they must seek the support of staff immediately.
•Relaxing in a social environment and drinking can lead to disclosure of information.  Volunteers must be aware that they do not know who may be within earshot, even if you are with another representative of V-Team. 
•Volunteers should not leave notes of clients’ information in view of any other person nor discuss clients on the telephone within earshot of another. 
•If you meet a client in the street, you may break their confidence by acknowledging them.  Let that person make the decision to recognise you or not. 
•Volunteers should never become involved in conversations with clients about other clients.
•Volunteers should not offer personal information to clients about themselves or their colleagues.  If phoning clients from their own home they should dial 141 first.
Volunteers are bound by confidentiality on leaving The V-Team.

CRB checks and references

Volunteers are involved in a diverse range of projects, and the need for a CRB check or references should be evaluated for each individual opportunity. Information is kept completely confidential, and made available only to the Community Volunteer Manager (and project Leaders where necessary).

Upon registration, volunteers are required to name two referees (not friends/ family members, must have been known to the individual for at least a year) who may be contacted to confirm their suitability for a volunteering project. These references will be taken up if the volunteer wishes to take part in a project which involves working with people (but will not necessarily be taken up if they are involved in a conservation project). Volunteers are not permitted to begin volunteering until adequate references are returned.
 
Volunteers involved with projects where there is regular, unsupervised contact with vulnerable individuals (as defined by the Police Act, based on the Rehabilitation of Offenders Act) are required to undergo a CRB check. Volunteers are allowed to start volunteering in a supervised capacity following the return of two adequate references and the submission of a CRB check. The V-Team is not a Registered Body, and thus submits its CRB checks via the Council’s Umbrella body. The information we receive states solely if the check is clear, or if there is need for further discussion. CRB check information is not retained by the V-Team for longer than is necessary, and personal information is not kept following the departure of a student from the University.

A significant number of V-Team volunteers are International Students. The V-Team seeks references from these volunteers and may ask them to undergo a CRB check. Volunteers are also encouraged to produce evidence of either: a certificate of good conduct (EU citizens); entry clearance (if they have no visa); or their visa - to demonstrate that they had no criminal record before entry to the UK.

Equal opportunities

Aims

The University of Essex Students’ Union seeks to encourage a community in which all individuals may contribute as fully as possible without fear of unfair or discriminatory attitudes and practices.

To further this aim, the Union strives to ensure that there is a positive, welcoming atmosphere and environment for all of its users, both within and outside Union premises and through its commercial and non-commercial services.

The aim of this Policy is to create an environment whereby students, staff and potential staff of the Union are treated fairly and equally, regardless of gender, ethnic or national, regional or racial origin, disability, marital status, sexual orientation, religious or political beliefs, socio-economic background, family circumstances, health including HIV status, spent offences, Trade Union membership, age or physical appearance or any other irrelevant distinction.

Such forms of discrimination represent a waste of human potential to the detriment of the individual and the Union as a whole and the Students' Union is committed to ending all discrimination, and taking positive action to enable disadvantaged and under-represented groups to participate fully in all aspects of Students' Union activity.

Equal Opportunities Policies can only succeed with the active support of the whole organization and the Union seeks to involve all students and Union staff in the continued development and implementation of this Policy and related activities.

Implementation

The Students’ Union publishes an Equal Opportunities Code of Practice which outlines how this Policy is to be implemented in the areas of recruitment, staff training, general Union environment, dealing with harassment, Union elections, entertainments and social space, welfare, student media and clubs and societies.

The Students' Union will monitor and reassess its provision for groups which are traditionally under-represented in its services and procedures and work with those groups to find ways of improving this participation and representation.

The Students' Union commits itself to applying disciplinary or grievance procedures should any students, officers or Union staff contravene this Policy.

Expenses

The V-Team will reimburse reasonable expenses incurred during volunteering on the presentation of relevant receipts to the Volunteer Manager. Expenses might include public transport, taxis, petrol, food, child minding. A meal allowance of £3 is provided if an individual is volunteering for 5 or more consecutive hours. Petrol expenses are paid at 20p a mile.

Health and Safety

The V-Team is committed to establishing and maintaining a high standard of health and safety in all its operations. We require the active support of our volunteers to achieve this aim, and it is important that you are aware of health and safety issues whilst volunteering. Instruction, training and supervision will be provided where necessary, but if you are in doubt about anything, ask the V-Team Volunteer Manager or the organisation responsible. Any danger, accident, or injury that you encounter whilst volunteering should be reported to the Volunteer Manager immediately so that appropriate action can be taken.

Risk assessments are also to be carried out for any new project, or where a project undergoes any significant alterations. Details and information about risk assessment can be given by the Volunteer Manager. 

Insurance

All volunteers involved with the V-Team are covered by the Students’ Union’s public liability insurance. All staff at the Students’ Union are covered by employer liability insurance.

Working with vulnerable groups

Guidelines for working with children and with vulnerable adults, such as the elderly, are included below. Volunteers are advised to refrain from entering into a one-to-one situation with clients at all times.

Guidelines for working with children

Volunteers who want to volunteer on children’s projects should have an awareness of what constitutes a safe environment and ensures that there is one on the project.

Volunteers should be aware that:

•Volunteer: child ratios should never fall below 1:3
•Volunteers should feedback any problems or worries to their Project Leader or Community Volunteer Manager.
•There should always be at least 1 qualified first aider on the project and each group (if the project splits up into smaller groups for a significant period of time) and on each bus and - find out who it is on yours and report any accidents to them. 
•Project Leadershave a plan for every eventuality, look to them for instructions on what to do if you are unsure.
•Children must have a completed consent form to be allowed on the project.
•It is the volunteers responsibility to make the project Leaders aware of any relevant medical condition.

Volunteers should never:

Be in a one to one situation.
•Hit a child.  Other forms of contact, such as play fighting etc. should also be avoided- this is for your safety as much as the children’s.
•Never restrain a child unless their safety or that of others is at risk.
•Volunteers should never give children any medication including plasters, unless it’s the child’s own which has been supplied with instructions.
•Tell a child that you will keep a secret; in the unlikely event that a child discloses abuse to you, you must tell your Project Leader or Manager, who will contact social services.
•Give out their home address or telephone number or encourage a child to visit them, outside of the project. 

Guidelines for the protection of vulnerable adults

These guide-lines have been set out to allow volunteers to know what abuse is and to be able to respond to it appropriately if a client discloses abuse, or they have concerns about it. A volunteer must remember that they are not responsible for judging whether an allegation is true or not or for sorting it out, but for being the carrier of information. It is not just children who are at risk of abuse. Anybody can be subject to abuse and it is important to remember this in your voluntary work.

Abuse.

Abuse of vulnerable people can be defined as “a single or repeated act, or a lack of appropriate action, occurring in a relationship where there is an expectation of trust, and which causes harm or distress to a vulnerable adult.  Abuse happens where a person is unable to protect themselves from abuse or potential abuse, or to prevent abuse from happening or to remove themselves from abuse or potential abuse by others."

Definitions.
There are six different categories of abuse, physical, sexual, neglect, emotional/psychological, financial/material and institutional.  Abusive situations are rarely this cut and dry and often involve one or more of the different categories at one time.

Physical abuse.
Physical abuse can be a physical injury, the knowledge or suspicion that an injury has been inflicted intentionally or by a lack of care.
Signs of physical abuse include; bruising, finger marks, burns and skin ulcers.

Sexual abuse.
Sexual abuse is the involvement of a vulnerable adult in sexual activities to which they have not given their consent, were unable to give there consent to or which are illegal.
Signs of sexual abuse include; pain or injury in the anal or genital area, difficulty in walking or sitting because of discomfort in the genital area and bruises or bleeding.

Neglect.
Vulnerable people who have been or are being physically neglected by any person who has responsibility for them to the extent that their health and/or development are significantly impaired.  Failure to safe-guard health, safety and well-being.
Signs of neglect include; being left in wet or soiled clothing, poor personal hygiene or state of clothing, depression and fear.

Emotional.
Vulnerable people who are the subject of humiliation and harassment for example bullying.
Signs of emotional abuse include; depression, anxiety, aggression and agitation.

Financial/material abuse.
Vulnerable people suffer material exploitation at the hands of another person, through misuse or theft of their money, property or possessions or by having their access to material goods restricted by another person.
Signs of financial/material abuse include; unexplained withdrawal from accounts, unexplained shortage of money, unpaid bills and an inability to explain what is happening to income.

Institutional abuse.
Institutional abuse is where an institution neglects people's ability to receive personal individualised care and their rights to privacy, dignity, independence, choice and fulfillment are not met.
Signs of institutional abuse include dirty clothing and bed linen, lack of personal clothing and possessions, un-homely and stark living conditions and inappropriate use of power or control.

Possible reasons for abuse.
•There are many different reasons for abuse to take place some of which are listed below.
Social isolation.
•History of poor quality long term care.
•Pattern of family violence.
•Where the older person demands or needs a level of care beyond the capacity of the carer.
•Where a carer is forced to change their lifestyle because of caring.
•Where a carer is isolated and lacks other relationships because of the care they provide.
•When a carer does not receive adequate or appropriate help or support.

Action
The two most important things a volunteer should do would be pay close attention to any information they receive or events that they see, make a note of them soon after they have occurred and to tell someone. 
Other guide lines a volunteer should follow include:
1. You must always act if you come across abuse or you have a strong suspicion that it is happening.
2. Never ignore your feelings but try to get facts to support them.
3. Respect the confidentiality of the vulnerable person and ask their permission to pass information on.
4. Never discuss your concerns with a possible abuser as this may put the individual at further risk.
5. Never try and investigate the situation by asking leading questions just report what you know and have seen/heard.
6. Report the information to your Project Leader or the Volunteer Manager and ensure that you get support.
7. It may be necessary to inform the police they may have specialist units to deal with domestic issues.
8. Criminal proceedings will not necessarily follow because of a lack of evidence, if it is not in the public's interest or if the injured party does not wish to proceed.

It is essential for the volunteer to keep notes of what has happened, that they tell someone, either the Volunteer Leader or their Project Manager and that they get the support they need.

Data Protection

The Vteam may from time to time contact you detailing any events, volunteering vacancies, or other opportunities which we may feel are of relevance to you and submitting your Volunteering registration form online implies consent for such activities.
We will seek your consent before we pass on your contact details, along with such information as relevant medical conditions and references to an organization you wish to volunteer with.  The organization will have agreed to honour the sensitive nature of this information and disclose it only on a strict need-to-know basis.