Volunteer Policy

1.  Introduction

Swatantrata Abhiyan Nepal exists to involve more people more effectively in volunteering to help solve real problems and enrich communities.

It does this by:

• Working with volunteer involving organisations to improve the diversity and quality of volunteer placements.
• Providing potential volunteers with the means to access volunteering opportunities.
• Helping people who might otherwise have found themselves excluded to take part in their communities.

Swatantrata Abhiyan Nepal is committed to involving volunteers directly within the organisation to:

• Contribute to the delivery of our services
• Make sure we are responsive to the needs of our users.
• Provide different skills and perspectives.
• Offer opportunities for participation by people who might otherwise be excluded.

This volunteer policy sets out the principles and practice by which we involve volunteers.

2.  Principles

Swatantrata Abhiyan Nepal:

• Recognises that voluntary work brings benefits to volunteers themselves, to service users and to paid staff.
• Will ensure that volunteers are properly integrated into the organisational structure and that mechanisms are in place for them to contribute to the volunteer centre’s work.
• Will not introduce volunteers to replace paid staff.
• Expects that staff at all levels will work positively with volunteers and, where appropriate, will actively seek to involve them in their work.
• Recognises that volunteers require satisfying work and personal development and will seek to help volunteers meet these needs, as well as providing the training for them to do their work effectively.
• Will endeavour to identify and cover the costs of involving volunteers.
• Recognises that the management of volunteers requires designated responsibilities within specific posts.
• Will endeavour to involve volunteers from a wide range of backgrounds and abilities and ensure our volunteering opportunities are as accessible as possible

3.  Recruitment

Recruitment of volunteers will generally be from all sections of the community, and will be in line with the Swatantrata Abhiyan Nepal Equal Opportunities Policy.  Positive action in recruitment may be used where appropriate.

People interested in becoming volunteers with Swatantrata Abhiyan Nepal will be invited to apply through Swatantrata Abhiyan Nepal website or to visit it’s office for an informal talk with the appropriate contact person.  They will be given general information about the organisation and specific information on the volunteer post in which they are interested.

All volunteers will be asked to complete a simple registration form appropriate to the role that they are applying for and to supply two individual references or one institutional reference.  Where applicants are not placed in the role applied for, they will be provided with feedback and given the opportunity to discuss alternative volunteering roles both with Swatantrata Abhiyan Nepal and other volunteer involving organisations.

Every volunteer role will undergo a risk assessment.  For volunteer roles, which involve ‘regulated work’ such as care giving and/or sustained and direct contact with children or vulnerable adults, Swatantrata Abhiyan Nepal has a legal obligation to ensure that volunteers are not barred from working with children or vulnerable groups. Potential volunteers for such roles will be required to join the Protection of Vulnerable Groups (PVG) Scheme, and scheme records and/or disclosure records will be accessed.  This information will be dealt with in the strictest confidence and will not necessarily prejudice the person being accepted for voluntary work.

4.  Volunteer Agreements and Voluntary Work Outlines

Volunteers will receive a role description and volunteer agreement containing full information about their chosen area of work and a clear idea of their responsibilities and the volunteer’s responsibilities to them.

5.  Induction and Training

Volunteers will be given induction and training appropriate to the specific tasks to be undertaken.

6.  Support

Volunteers will be assigned a named contact person who will provide regular support. Support sessions will provide the opportunity for ongoing dialogue about the development of the volunteering role and any advice and guidance as needed.  Where the volunteering role is emotionally demanding these sessions also give volunteers the opportunity to access emotional support from the organisation.

7.  The Volunteer’s Voice

Volunteers will be consulted in decisions, which affect them.  Swatantrata Abhiyan Nepal is committed to developing consultation and representational procedures for volunteers.

8.  Records

Minimum details will be kept on volunteers.  This will include the registration form, references, placement details, crisis contact, correspondence and any other relevant information in accordance with Swatantrata Abhiyan Nepal confidentiality policy.

9.  Expenses and Fees

All volunteers are expected to cover all their expenses by themselves. If the volunteers’ areas of work are within the budgeted plan of Swatantrata Abhiyan, their cost might be shared.

International volunteers are expected to pay 50 US Dollar for registration and processing and 20 US Dollar/week as cost for mentoring and providing support for them. The cost collected will be used of Swatantrata Abhiyan Organizational development and it’s planned work.

For Nepali Nationals they do not need to pay any charges to be volunteer at Swatantrata Abhiyan Nepal. But they have to pay NPR 250.00 for volunteer certificate and NPR 500.00 for recommendation letter in future.

All volunteer have to bear the cost of living expenses by themselves.

10.  Insurance

Volunteers have to covered insurance related expenses on their own while carrying out agreed duties.

11.  Health and Safety

Swatantrata Abhiyan Nepal will take all reasonably practicable steps to ensure the volunteers’ health, safety and welfare while at work.

12.  Equal Opportunities

Volunteers and staff will work in accordance with Swatantrata Abhiyan Nepal equal opportunities policy and will prevent discrimination on any grounds.

13.  Problems

Swatantrata Abhiyan Nepal has a policy to help deal with grievances that volunteers may have.  In line with this policy volunteers have the right to discuss any concerns they may have with their named contact at any time.

14.  Endings

When volunteers move on from their role at Swatantrata Abhiyan Nepal they will be asked to provide feedback on the volunteering experience by way of an exit questionnaire. They will also be given the opportunity to discuss their responses to the questionnaire more fully with their Volunteer Support Worker or a member of the management team.

On the basis of their voluntary work, volunteers will have the right to request a reference. Volunteers will be supported to move on to other options.

Swatantrata Abhiyan Nepal has a policy on how it will deal with any disciplinary issue regarding a volunteer.

15.  Monitoring and Evaluation

Swatantrata Abhiyan Nepal will systematically monitor and evaluate its use of volunteers with reference to this Volunteer Policy.

This policy is subjected to be reviewed periodically as per the decision of executive board.