Conviction

Conviction is a non-profit criminal justice organisation that helps people and communities to navigate and have a voice in the Criminal Justice System in England and Wales.

This policy sets out the framework for voluntary work in Conviction. It should be referred to by all in the organisation as well as by volunteers.

This policy aims to help volunteers understand what support will be provided to them and what they can expect from us.

Statement of values

The aim of Conviction is to help people and communities navigate and have a voice in the Criminal Justice System in England and Wales. Volunteers, ie those who contribute their time, energy and skills without payment, enable us to deliver our services to meet these aims.

We are committed to involve volunteers in the day-to-day life of the organisation, for example through service design, user research, casework, advocacy, content design and policy.

We acknowledge that volunteers make a positive and valuable contribution to our organisation and the community we serve. Volunteers are vital to our work. Volunteer help is greatly appreciated and really does make a difference. We aim to recognise, value and celebrate our volunteers.
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Any arrangement with a volunteer is binding in honour only. No enforceable obligation can be imposed on volunteers to attend or give a minimum time commitment; nor is the organisation under any duty or obligation to provide regular tasks, payment or other benefit for any volunteering activity undertaken. However, there is a presumption of mutual support and reliability which underpins the arrangement.

We recognise that people may have one or several motivations for volunteering, including philanthropy, personal development or career development.

Volunteers will be treated fairly and consistently.

Recruitment and selection

Volunteers are recruited in accordance with Conviction's Equal Opportunities Policy. We believe that volunteering should be open to all regardless of gender, race, disability, religion or belief, sexual orientation or age.

Volunteering opportunities will be promoted using publicity methods suitable for the roles that need to be filled, whilst ensuring that they are accessible to all members of the community.

Potential volunteers may also apply speculatively

All volunteers are required to complete an application form.

All volunteers will be asked to provide two references, which will be taken up.

Volunteers may be invited to attend an informal interview.

Conviction will develop a role description for each voluntary opportunity and all volunteers will be given a clear and concise task description.

Prospective volunteers will be offered a trial period of 12 weeks, after which they will be confirmed as an established volunteer.

All volunteers will be required to undergo a Disclosure and Barring Services (DBS) check if they will be involved in regulated activity, such as working with children or vulnerable adults on a regular basis.

All volunteers will be required to undergo a Right to Volunteer check. If permission for such checks to be carried out is not given by a volunteer, that volunteer will not be placed.

Induction

Conviction recognises that joining a new workplace, whatever the size and whatever the role to be undertaken, can be daunting.

All volunteers will receive an induction when they begin voluntary work with us. An induction will include:

• information about our vision, mission and future plans;
  
• information on our aims and principles;
  
• the role of the volunteer;
  
• introduction to other volunteers and other staff and team members;
  
• copies of all relevant policies, including this Volunteer Policy, Health and Safety Policy, Expenses Policy, Equal Opportunities Policy, Safeguarding, Data Protection Policy;
  
• clear information on what is expected of volunteers and what training, support and ongoing learning opportunities are available;
  
• essential procedures, including timekeeping and documentation requirements.
  

Training

Training will be offered to help volunteers develop in their role.

Volunteers are actively encouraged to undertake any training courses, or to attend any seminars or conferences, which will help them to better perform their roles.

A volunteer may request reimbursement of the cost of such a training course by seeking approval.

Only training specific to your volunteering role will be paid for.

Support and recognition

Conviction recognises the important contribution volunteers make to our organisation. We believe we should invest in our volunteers, and so will provide regular and on-going support, supervision and training to enable volunteers to develop their skills. We want to ensure that all volunteers benefit from their voluntary work.

Volunteer support will be provided through:

• formal training opportunities;
  
• informal advice and information sharing;
  
• work reviews;
  
• one-to-one supervision;
  
• peer mentoring.
  

Volunteers will be assigned a named contact who will provide regular support throughout their time volunteering with us. Regular support sessions will provide the opportunity for ongoing dialogue about the development of the role and any advice and guidance as needed.

Expenses

Volunteers give their time and skills free of charge. The cost of volunteering should never discourage those on low incomes.

We acknowledge this, and offer to reimburse all reasonable out of pocket expenses incurred while undertaking voluntary work.
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Expense claims must be supported by original receipts or other evidence of payment, and should be claimed in accordance with Conviction's Expenses Policy.

Confidentiality

During your volunteering role with us you may have access to confidential information in relation to the organisation or our service users. Volunteers are responsible for maintaining the confidentiality of such information.

We expect all volunteers to adhere to a duty of confidentiality. This duty continues even after you cease to be a volunteer with us.

You will be provided with a copy of Conviction's Confidentiality Policy.

Our guidelines, including those relating to volunteers' personal information held by the organisation, will be explained to you during induction.

Data protection

Conviction will handle personal information relating to volunteers in accordance with its Data protection policy and the data protection privacy notice.

Volunteers are also expected to comply with the obligations set out in the Conviction Data Protection Policy and other relevant policies, including in relation to internet, email and communications, information security, bringing your own device (BYOD)], to help us meet our data protection responsibilities to other individuals.

Health and safety

Volunteers will be given a copy of the Conviction Health and Safety Policy.

Conviction will take all reasonably practicable steps to ensure volunteers' health, safety and welfare while at work in accordance with the Conviction Health and Safety Policy.

Volunteers will receive training to ensure that your health and safety is protected. We will ensure you are aware of our procedures for accidents and emergencies. The relevant First Aiders will be made known to you.

Equal opportunities

All Conviction volunteers are entitled to be treated with dignity and respect, regardless of gender, race, disability, religion or belief, sexual orientation or age.

We are committed to promoting diversity and equality. Everyone has an opportunity to be considered for the role of volunteer. As a volunteer, the Conviction Equal Opportunities Policy applies to you as much as to members of staff.

Volunteers are treated as equally and fairly as staff. We will consider everyone as a potential volunteer.

Individuals must, however, demonstrate a commitment to the aims of the organisation and will only be placed if the needs of the volunteer match the needs of the organisation. No person who has a conflict of interest with any aspect of the organisation will be accepted as a volunteer.

When representing Conviction as a volunteer we expect you to support our commitment to promoting equality and to follow our Equal Opportunities Policy.

Problem solving

Conviction aims to treat all volunteers fairly, objectively and consistently. We seek to ensure that volunteers' views are heard and acted upon. We aim for positive and amicable solutions.

We hope that you will have an enjoyable and rewarding experience volunteering with us. If you find that your role as a volunteer with us does not meet your expectations or if you feel we have not fulfilled our commitments to you, you are encouraged to let us know by speaking to your named point of contact, mentor or supervisor.

Many problems can be sorted out through discussion. We will do our very best to try to resolve any issues or concerns and to remedy any shortfall.

Ceasing to volunteer

Volunteers are not subject to any set notice period if they wish to cease volunteering. However, when volunteers move on from their role, we encourage reasonable advance notice so that we can plan and make alternative arrangements accordingly.

When a volunteer moves on from their role, they will be asked to provide feedback. This may be by way of an exit questionnaire.

Volunteers have the right to ask for a reference.

If a volunteer is found to have done anything that would be grounds for immediate dismissal for a member of staff (see the Conviction Code of Conduct), for example theft, being under the influence of drink or drugs, we will ask the volunteer to cease volunteering with immediate effect.

Monitoring and evaluation

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