Volunteering policy | National Football Museum

This policy describes the approach taken in the development and management of the volunteering programme at the National Football Museum.

1. Introduction

This document outlines the core policies and procedures that underpin the relationship between the National Football Museum and volunteers. The purpose of this policy is to ensure the delivery of a high quality and inclusive volunteer programme across the organisation, benefitting both the Museum and the individual.

This policy forms part of a continuous development of the volunteer programme to meet the expectations and needs of the Museum.

Provides information for staff who supervise or manage volunteers.

Provides a cohesive and consistent set of guidelines to ensure that volunteers are fully supported during their time at the National Football Museum and the quality and scope of the volunteer experience is enhanced.

2. Definition of a Volunteer

A volunteer is someone who commits time and energy for the benefit of others, who does so freely, through personal choice and without expectation of financial reward.

At the National Football Museum, a volunteer is someone who makes a commitment to support our work to enhance the quality and scope of our offer.

Volunteers act as ambassadors for the Museum, representing it in a professional manner to our visitors and audiences offering support to the Museum. All volunteers are asked to fulfill their individual and collective roles to the best of their ability.

The Senior Leadership Team are accountable and the Communities team and dept managers are responsible for ensuring there is a clear differentiation between paid and voluntary roles at the Museum. All volunteers will receive a role profile upon commencement of their time at the Museum.

3. Benefits of Volunteering to the Museum

Museum management acknowledges the important contribution volunteers make in the

delivery of the Museum’s strategic plan and is committed to working with them, recognising the dedication, energy and enthusiasm they bring to the organisation.

Volunteers with the organisation:

Bring fresh enthusiasm and motivation to a variety of roles and projects.
- Contribute to the goals, aims and objectives of its work.
- Complement the skills of paid staff.
- Bring new perspectives into the organisation.
- Help build links with local communities.
- Provide opportunities for staff to develop new skills.
- Enable the Museum to fulfil its corporate and social responsibility.
- Provide a socio-economic value.

4. Benefits of volunteering to volunteers

Volunteering at the Museum offers a rewarding experience for people engaged with the programme and a valuable opportunity for local people to connect with us.

The Museum provides a supportive, interesting and enjoyable environment for volunteers.

Volunteering gives individuals an opportunity to learn new skills, build confidence, develop life skills and gain experience of a workplace.

The programme assists volunteers in developing their personal and professional skills whilst gaining valuable experience in a dynamic heritage / visitor orientated environment.

Reduces social isolation for individuals.

Provides involvement in the local community.

5. Equality, Diversity and Access

The Museum is committed to the principle of Equal Opportunities. At all stages of the selection process the Museum will adhere to its Equality & Diversity Policy and undertake to make any reasonable arrangements practicable for volunteers who may be placed at a disadvantage, for example, due to a disability.

Volunteers will be expected to have an understanding and commitment to equality, diversity and access. In return the Museum recognises the individuality of all our volunteers and will endeavour to look after their wellbeing.

6. Safeguarding

The Museum has a Safeguarding Policy, which should be read in conjunction with this document, covering all aspects of the Museum including volunteering. The safety of children and adults at risk involved in activities in the Museum are of utmost importance.

Appropriate training and guidelines will be given to volunteers who are working with children and adults at risk. Dependent on role it may be necessary to undertake a screening process such as Disclosure and Barring Service (DBS) check

7. Recruitment

The key principles in the recruitment of volunteers are:

The Museum seeks quality of volunteer experience and to involve volunteers in roles, which enhance and add value to, not replace, the jobs undertaken by its workforce.

The Museum will respond to all enquiries by potential volunteers seeking volunteering opportunities.

The recruitment process includes application, interview and selection – not all applicants will be selected.

Through its voluntary programme the Museum will seek to develop its links with its surrounding communities involving a diverse audience that reflects the localities in which we are based.

All volunteers are subject to a probationary period of 3 months.

Suitable references will be sourced before the commencement of voluntary activity.

If a volunteer successfully applies for a paid role at the Museum, they will be asked to leave their volunteer role.

8. Induction, Training & Development

All volunteers will receive induction and training relevant to their role.

Their development will be supported throughout their time with the Museum. All volunteers will be made to feel welcome and relevant policies and procedures will be made available, together with general information about the Museum.

Once the probationary period has been passed, volunteers will attend informal six-monthly reviews.

Volunteers will receive a branded shirt on commencement of volunteering which they are asked to wear when volunteering in public facing roles. Uniform should be kept clean and in good condition.

Volunteers will receive a name badge on commencement of their role and must wear it whilst on site in role.

9. Support & Supervision

The Museum will provide all that is reasonably necessary for volunteers to have a worthwhile, enjoyable and beneficial experience volunteering.

All volunteers will be assigned a supervisor / manager who will offer support throughout their time with us acting as their primary point of contact.

Volunteers will also be given contact details of the Communities Team who will provide regular updates and communication. Volunteers are encouraged to keep in regular contact.

10. Problem Solving

From time to time issues may arise. Volunteers will be treated fairly, objectively and consistently through the resolution of an issue. Reasonable measures will be taken to resolve problems and volunteers will be consulted on measures that affect them directly.

Volunteers are encouraged to raise problems with their supervisor / manager as soon as possible and will be given regular opportunities to raise problems as they occur. If problems are identified by the supervisor, they will be discussed with the volunteer as soon as possible.

The Communities Team will become involved in the resolution of the issue if a problem cannot be resolved through discussions with the supervisor / line manager.

If a problem cannot be resolved, and/or negatively affects the Museum a volunteer may be asked to leave their volunteer role within the organisation.

11. Expenses

Volunteers will be reimbursed for reasonable out of pocket expenses that they incur on travel as long as they are necessary to attend the Museum.

The Museum will reimburse volunteers a maximum of £10 per week for volunteering travel expenses. Expenses can only be reimbursed upon production of a genuine receipt.

Volunteer expenses must be claimed between the hours of 12pm and 2pm, unless alternative arrangements are made with the Communities Team.

12. Rest and Refreshment

The Museum encourages volunteers to take regular breaks, as dictated by their role and the length of time spent in the Museum on the day in question.

Volunteers must not carry out activities/volunteer work for a period lasting longer than 6 hours without at least a 20-minute rest break within that period.

Smoking must only take place in designated areas outside the building, NFM uniform and badges must not be on view.

13. Reporting Sickness & Absence

The Museum values the time that volunteers invest in their activities with us and relies on them to report to the Museum when they agree to do so. The volunteer must let their supervisor / manager know as soon as possible (ideally in advance) if they are unable to fulfil an agreed commitment.

We understand that from time to time, volunteers may have other commitments which prevent participation in the programme. We will endeavour to work with volunteers to help overcome any difficulties which may prevent their participation.

If un-notified absence occurs for a 6-week period where volunteer activity has been agreed, we will write to the volunteer to ask whether they wish to continue volunteering at the Museum. If no response is received within 2 weeks we will assume the volunteer no longer wishes to participate in the programme.

14. Health & Safety

Volunteers are required to follow the Museum’s Health and Safety policy and procedures.

At induction the Communities Team will provide guidelines on health and safety issues appropriate to the role. As a minimum this will include:

Risk assessment of the volunteer role to be undertaken.
- Details of any health and safety control measures in effect within their immediate workplace.

Confirmation as to who is their first line contact for any health and safety concerns.

Their personal responsibilities for ensuring both their own health and safety and the health and safety of both fellow employees and Museum visitors.

15. Security

The Museum takes the safety and security of its people and collections extremely seriously and has procedures in place to minimise the risk. The safety and security of volunteers is included within these procedures.

Volunteers are asked to be vigilant whilst on duty reporting any suspicious visitors, items or other related activity to a member of staff, duty manager or the security guard as soon as possible.

Volunteers must recognise that the National Football Museum premises are open to the public and are not a completely secure environment.

16. Confidentiality / Data Protection

The Museum undertakes all measures to maintain confidentiality concerning the personal details of volunteers processed by the Museum the details of which can be found in the privacy notice in the volunteer agreement.

The Museum asks that volunteers respect the confidential nature of some of the information they see and hear and must not at any time disclose this information.

To enhance the safety of all users of the building, CCTV cameras and recording equipment are in use in locations throughout the museum.

17. Drugs and Alcohol

We will send a volunteer home if they are not fit to volunteer through being suspected to be under the influence of alcohol or drugs. We will however endeavour to support volunteers who are seeking resolution to a drug or alcohol addiction.

17. Copyright

Volunteers will be asked to transfer the copyright to any original works they produce whilst volunteering or to agree a license (in line with the Copyright, Design and Patents Act, 1988) allowing the National Football Museum to use the work produced within agreed limits.

18. Insurance

The National Football Museum’s employer’s liability insurance policy provides comprehensive cover for volunteers, including volunteers who may be on duty off site.

19. Personal Property

Volunteers will be given somewhere safe and secure to store their personal property if you wish to. They will not be asked to use their personal property for volunteering purposes but should they choose to and this becomes damaged, lost or stolen this is their own liability and is not covered by National Football Museum insurance.