Volunteer Policy

Wild Pets is a project of Wild Tiverton CIC and operates under the volunteer policies, procedures and governance of Wild Tiverton CIC. This Volunteer Policy sets out how those principles and responsibilities are applied specifically to volunteers supporting the delivery of the Wild Pets programme and its conservation, education and community activities.

Volunteer Policy

Wild Tiverton CIC

1. Introduction and Values

At Wild TIverton CIC, we believe that volunteers are a vital asset to our organization and the wider community we serve. Our mission is to deliver sustainable social, environmental, or community benefits, and volunteers play an integral role in making that happen.

We are committed to providing a supportive, safe, and enriching environment where volunteers can develop skills, meet new people, and make a meaningful difference.

2. Purpose and Scope

The purpose of this policy is to outline the framework for our volunteering program. It clarifies the relationship between the CIC and our volunteers, ensuring that everyone is treated fairly, consistently, and with respect.

This policy applies to all individuals who perform volunteering activities on behalf of the CIC. It does not create a legally binding contract of employment, nor does it establish an employer-employee relationship. Volunteering is entirely voluntary, and both parties are free to end the arrangement at any time.

3. Recruitment and Selection

We aim to make our volunteering opportunities accessible to all sections of the community, adhering strictly to our commitment to equal opportunities.

• Application Process: Prospective volunteers will be asked to complete a simple application form outlining their interests, skills, and availability.
• Informal Discussion: We will invite applicants for a brief chat to discuss how their goals align with the CIC's current needs and projects.
• References & Checks: Depending on the volunteer role—especially those involving children, vulnerable adults, or financial handling—we may request references and require an enhanced Disclosure and Barring Service (DBS) check. The CIC will cover any costs associated with these checks.

4. Induction and Training

To ensure our volunteers feel confident and capable in their roles, the CIC will provide:

• An initial induction introducing the volunteer to the team, the workplace/project environment, and our core missions.
• Copies of relevant policies, including Health and Safety, Safeguarding, and Data Protection.
• Clear guidance on the tasks they will be performing and any health and safety risks associated with them.
• Ongoing training or support necessary to complete their specific volunteering duties safely.

5. Support and Supervision

Every volunteer will be assigned a designated Volunteer Coordinator (or supervisor) who will act as their main point of contact.

• Volunteers will receive regular check-ins to discuss how they are getting on, voice any concerns, and receive feedback on their contributions.
• We encourage open communication; if a volunteer is unhappy with any aspect of their role, they should raise it with their coordinator as soon as possible.

6. Expenses

We believe that volunteering should not leave individuals out of pocket.

• The CIC will reimburse reasonable, pre-approved travel and out-of-pocket expenses incurred directly as part of the volunteering role.
• To claim expenses, volunteers must submit a standard expense form alongside valid receipts to their Volunteer Coordinator.
• Note: We cannot pay flat-rate allowances or lump sums for volunteering, as this can legally jeopardize your volunteer status and cross into employment law.

7. Rights and Responsibilities

The CIC commits to treating volunteers fairly, keeping them safe, and respecting their time. In return, we expect volunteers to:

• Be reliable and give as much notice as possible if they are unable to attend a planned session.
• Act as positive ambassadors for the CIC and treat community members, beneficiaries, staff, and fellow volunteers with respect and dignity.
• Adhere to the CIC’s standards of behavior, health and safety instructions, and confidentiality boundaries.

8. Health, Safety, and Insurance

The CIC holds a legal duty of care toward our volunteers.

• Volunteers are fully covered by our Public Liability and Employers' Liability insurance policies while undertaking authorized CIC activities.
• Volunteers must follow all health and safety guidelines provided during their induction and report any accidents, near-misses, or hazardous conditions immediately to a supervisor.

9. Confidentiality and Data Protection

During their time with us, volunteers may come into contact with sensitive information regarding the CIC's operations, business plans, or beneficiaries.

• Volunteers must maintain strict confidentiality and must not disclose any sensitive or personal information to external parties without explicit authorization.
• All volunteer personal data will be securely processed and stored in strict accordance with our UK GDPR-compliant Data Protection Policy.

10. Resolving Problems

We hope that your time volunteering with us is rewarding and trouble-free. However, if a problem arises:

• If a volunteer has a complaint: They should raise it informally with their Volunteer Coordinator. If it cannot be resolved, it can be escalated using the CIC’s formal Complaints Policy.
• If the CIC has a concern about a volunteer: The Volunteer Coordinator will discuss the issue privately with the volunteer to find a supportive solution (e.g., further training or adjusting the role). If the issue cannot be resolved or involves serious misconduct, the CIC reserves the right to ask the volunteer to step down immediately.