Introduction 

This policy sets out the principles for volunteering with The Mentor Ring (TMR) and is intended to provide consistency of treatment for people who volunteer with TMR. It outlines what volunteers can expect from TMR as well as how volunteers are expected to behave when volunteering. 

This policy is designed to reflect current legislative provisions in respect of volunteers and is non-contractual.

Definition of Volunteering

This policy defines volunteering as:

“The commitment of time and energy for the benefit of society and the community, the environment or individuals outside one’s immediate family. It is undertaken freely and by choice without concern for financial gain.”

What does TMR do and how do volunteer contribute?

The Mentor Ring’s mission is to empower individuals from diverse socio-economic backgrounds to overcome barriers and reach their full potential. Through tailored mentoring, workshops, skill-building, and community events, we support education, employment, health, and social inclusion, fostering resilience, self-confidence, and integration. Our work creates lasting positive change across communities in Wales and England.

The Mentor Ring’s volunteers are a major resource and make a vital contribution to our aims. We intend to encourage, develop and support volunteer involvement in our work in which volunteers are already important stakeholders. In doing so we recognise that the roles of volunteers will complement and not replace the roles of paid staff. Volunteers are not employees of The Mentor Ring and as such will not be issued a contract of employment. 

The time, energy and skills offered by our volunteers benefit our work and help us to achieve our aims. Experience has shown that volunteering also brings benefits to volunteers themselves and to those with whom they work. 

The Mentor Ring believes that our relationship with our volunteers is one of mutual responsibility and commitment. We hope that volunteers will enjoy their involvement and gain from it in terms of their own personal objectives.

General

In involving volunteers, we will be guided by the following principles of good practice:

The tasks to be performed by volunteers will be clearly defined, so that all concerned with their activities are sure of their respective roles and responsibilities;

• Volunteering opportunities will complement rather than replace the work of paid staff;
• Opportunities will be given for volunteers to represent their views to The Mentor Ring;
• Respect for human rights and equal opportunities:
• Volunteers will only be asked to carry out tasks in accordance with The Mentor Ring’s policies.

Recruitment and Selection

When recruiting and selecting volunteers each volunteer will be asked to complete a volunteer application form and will be intervied by appropriate TMR staff.

People who offer to volunteer will have their offers dealt with as quickly as possible.

Prospective volunteers will be provided with role outlines giving an overview of the volunteer’s duties. Placements will match the volunteer’s skills, talents and interests with the voluntary work to be carried out. 

Following the interview, successful volunteers will have references requested and enhanced disclosures completed. 

Support for Volunteers

The Mentor Ring will invest personnel resources in the management of volunteers.

The Mentor Ring will provide an induction period for new volunteers.

The Mentor Ring will provide appropriate insurance cover for our volunteers. TMR’s liability insurance policies include the activities of volunteers and liability towards them but note that The Mentor Ring does not insure the volunteer’s personal possessions against loss or damage.

Volunteers will be given information on legislation and policies that may affect them, e.g., Health and Safety, Data Protection, Human Rights and Equal Opportunities.

Volunteers will be offered appropriate access to support and supervision on a regular basis with a named member of staff and will be informed whom to contact in an emergency. 

Volunteers will be offered access to training (subject to TMR’s approval) relative to their volunteering role.

Volunteers will be encouraged to provide each other with mutual support within the bounds of confidentiality.

The Mentor Ring’s procedures for resolving concerns will be explained to volunteers and they will be informed of whom to contact if they have a concern about any aspect of their work.

Volunteers will be entitled to subsistence expenses when undertaking tasks on behalf of The Mentor Ring. TMR recognises that the reimbursement of expenses incurred in travelling to and from the place of volunteering or in the course of volunteering is important from an equal opportunities point of view. This is necessary to ensure that all individuals have access to voluntary opportunities.

The Mentor Ring’s volunteers are able to claim reasonable out of pocket expenses, subject to the production of receipts as evidence of the expenditure.

What can be reclaimed from TMR and the calculation of expenses will be explained to the volunteer before they start any activity likely to give rise to expenses (see the TMR Expenses Claims Procedure for more detail).

TMR has a consistent approach to the reimbursement of expenses which are the same for volunteers, staff, etc. and are as approved by the Inland Revenue.

Volunteers Should:

• Carry out their tasks in a way which corresponds to the aims and values of The Mentor Ring;
• Volunteer within agreed guideline and remits;
• Respect confidentiality;
• Respect other volunteers, beneficiaries and staff;
• Carry out their tasks with regard to the health and safety of others; and
• Attend training and support sessions where appropriate.

Settling Differences

If a volunteer has a cause for concern about the execution of their duties, a member of TMR staff or another volunteer, TMR has an informal procedure for handling these concerns. For more details, see the Settling Differences Policy for Volunteers.

The same procedure is used if a concern is expressed about a volunteer. This is a different procedure than is used for handling staff issues, to reflect the different legal standing that volunteers have compared to staff. TMR aims to treat all volunteers fairly, objectively, and consistently, as outlined in the Settling Differences policy. Volunteers can expect their views to be heard, noted, and acted upon promptly, with the aim of a positive and amicable solution based on the guidelines set out in the Settling Differences Policy for Volunteers.

Relationship with Paid Staff

Steps will be taken to ensure that paid staff at all levels are clear about the role and rights of our volunteers, and that good working relationships are fostered between paid staff and volunteers.

Appropriate training, support and resources will be provided for all those who work alongside volunteers and for those who have a managerial role in relation to volunteers. 

Volunteers will not be engaged in activities to do the work of paid staff.

When a Volunteer Leaves

TMR recognises that volunteers are free to end their involvement at any time. When a volunteer leaves, they will be invited to attend an informal exit interview to review their achievements and so that TMR can benefit from their experience. However, volunteers have no obligation to give a reason for ceasing to volunteer or to attend that interview. 

When a volunteer leaves, any equipment, property, ID passes etc. must be returned to TMR. 

TMR can also end the volunteer arrangement at any time should the project come to an end or if the arrangement is no longer deemed to be mutually beneficial. 

Reviewing the Policy

The Mentor Ring will monitor and review this policy on an annual basis.

Responsibility

Overall responsibility for the implementation, monitoring and review of this guidance lies with the TMR Operational Director.

Other related documents:

• Expenses Claims Procedure;
• Settling Differences Policy