Last updated August 2024. Next update due August 2026

VOLUNTEERING POLICY

Policy Statement

At CLEFT, we are committed to ensuring that every child born with a cleft lip and palate receives the same high standard of care, regardless of where they are born in the world. Volunteers are integral to achieving this vision, as they help us raise the funds necessary to support our mission as well as raise awareness of CLEFT (the charity) and cleft (the condition). We value the contributions of our volunteers and aim to provide a safe, rewarding, and enjoyable experience for them.

This policy reflects our commitment to volunteerism and outlines a framework of best practices to ensure that the expectations of both CLEFT and our volunteers are met.

Principles

• Fair Treatment: CLEFT is committed to treating all volunteers with fairness and respect. Volunteers are recognised and valued for their contributions and are provided opportunities for personal and professional growth, such as learning new skills. However, volunteers will not replace paid staff positions.
• Mutual Benefit: Our volunteer programme is designed to be mutually beneficial. While volunteers contribute their time and skills to support CLEFT’s mission, they also gain valuable experiences and insights.

Definition of a CLEFT Volunteer

A CLEFT volunteer is an individual who, without financial compensation, freely offers their time, energy, skills, and expertise to support our fundraising efforts and promote awareness of our charity. The relationship between CLEFT and its volunteers is founded on trust and is not intended to carry the legal obligations of employment. Aside from reimbursement for pre-approved out-of-pocket expenses, no payment is made to volunteers for their time.

Recruitment

CLEFT is committed to a fair and inclusive recruitment process. We will collect relevant information from prospective volunteers during recruitment and selection. Candidates may be invited to an informal interview to discuss their motivations and the skills they can bring to CLEFT.

• Selection Criteria: The selection process is non-competitive, with suitability for the role being the sole criterion. Personal references may be requested to confirm the suitability of volunteers for specific roles.
• Volunteer Consent form: All volunteers must read and agree to the Volunteer Consent Form, which outlines the expectations of the volunteer by CLEFT. This commitment does not create an employment contract between CLEFT and the volunteer. By beginning their role, volunteers commit to upholding CLEFT’s aims, values, and key policies.
• Named Contact: Upon appointment, each volunteer will be assigned a named contact who will be responsible for supporting and guiding them in their role. This contact may be a staff member or a fellow volunteer and will be available to discuss any aspect of the volunteer’s responsibilities.
• Fundraising Regulator: As a member of the Fundraising Regulator, CLEFT requires volunteers to familiarise themselves with the Fundraising Regulator’s Code of Practice (Appendix I).

Insurance

CLEFT provides Employer's Liability, Public Liability, and Professional Indemnity coverage for all volunteers engaged in CLEFT activities. However, CLEFT does not provide motor insurance. The insurance coverage does not extend to unauthorised actions or activities outside the volunteer agreement.

Leaving CLEFT

Volunteers are free to cease their involvement with CLEFT at any time by notifying their named contact, either verbally or in writing. We request that volunteers provide as much notice as possible to facilitate a smooth transition and the arrangement of alternative support.

• Exit Interview: Upon leaving, volunteers may be offered an exit interview to discuss their experiences and provide feedback to help us improve our volunteer opportunities.
• CLEFT-Initiated Cessation: There may be instances when CLEFT asks a volunteer to cease their involvement. This may occur if the role no longer aligns with the organisation’s needs or if the volunteer cannot satisfactorily fulfil their responsibilities. In such cases, we will provide as much notice as possible and endeavour to find a suitable alternative role. Volunteers will be treated with fairness, dignity, and respect throughout this process.

Review

This policy will be reviewed bi-annually.

volunteeringpolicy2024.docx

Fundraising Regulator Code of Practice - Appendix I

If you have any questions or concerns, please contact the CLEFT office or a member of the Safeguarding Team listed below:

CLEFT office

Melanie Baldwin, CLEFT, 10a Warren Estate, Lordship Road, Writtle, CM1 3WT   

[email protected]

CLEFT Chair

Brian Sommerlad, CLEFT, 10a Warren Estate, Lordship Road, Writtle, CM1 3WT