• This policy outlines our approach to recruiting, training, and supporting volunteers, recognising their vital role in achieving the Community Association of Poundbury's (CAoP) goals.

• This policy applies to all volunteers engaged in activities on behalf of the CAoP/LovePoundbury.

• The CAoP will clearly define volunteer roles and responsibilities by initiative or activity.

• Volunteer opportunities will be advertised through our website, social media, and/or local community channels

• Interested individuals will complete a volunteer application form online or at select events

• CAoP Directors will conduct informal interviews to ensure a good fit between the volunteer and the role

• References may be required for certain volunteer positions

• DBS checks will be conducted where necessary, especially for roles involving vulnerable individuals and children

• All volunteers will receive an informal induction, including an overview of the association, and its relevant policies and procedures (also available online)

• Role-specific training will be provided as necessary

• Project leader(s) for a specific project will supervise volunteers for that project

• We will regularly acknowledge and appreciate our volunteers' contributions

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• An annual volunteer appreciation event will be held

• Reasonable out-of-pocket expenses will be reimbursed, subject to prior agreement and provision of receipts

• Volunteers will be informed of relevant health and safety procedures

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• Risk assessments will be conducted for volunteer activities where appropriate

• Volunteers will be covered by the association's public liability insurance while performing agreed duties

• Any issues or grievances will be addressed promptly and fairly

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• Volunteers will follow the below basic procedure for raising concerns, so that the association may handle concerns fairly and consistently

• Informal Resolution: Discuss the concern with their immediate supervisor or Volunteer Lead. If the concern involves the supervisor, approach the CAoP Chair.

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• Formal Complaint: If the informal approach doesn't resolve the issue, submit a written complaint to the Volunteer Lead. Include details of the concern, any relevant dates, and any attempts made to resolve the issue informally. If the complaint involves the Lead, then submit it directly to the CAoP Chair. 

• Investigation: The association will acknowledge receipt of the complaint as soon as practicable. An investigation will be conducted, which may involve speaking to relevant parties. The volunteer will be kept informed of progress.

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• Resolution: The association will aim to resolve the complaint within 21 days of receipt. The volunteer will receive a written response detailing the outcome and any actions to be taken.

• Appeal: If the volunteer is not satisfied with the resolution, they can appeal to the CAoP Chair within 14 days of receiving the decision. The Chair’s decision will be final.
   

• All concerns and complaints will be handled confidentially, with information shared only on a need-to-know basis.

• Volunteers who raise genuine concerns will be protected from any form of retaliation or unfair treatment.

• Volunteers must adhere to our confidentiality and data protection policies

• Volunteer personal data will be handled in accordance with our GDPR policy

• Volunteers may end their involvement at any time but are asked to give reasonable notice

• The association reserves the right to end a volunteer's involvement if necessary, following a fair and transparent process

• We are committed to equal opportunities and diversity in our volunteer program

• Special considerations and safeguards will be in place for volunteers under 18

• This policy will be reviewed annually and updated as necessary.

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Volunteer Lead:

volunteerlead@lovepoundbury.org

Approved by the CAoP Directors: 27.03.2025

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Last updated: 27.03.2025

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