our volunteer policy
eastside's philosophy and expectations
educational trust's volunteers possess a wide range of skills, abilities and interests which complement all areas of our work and add value to our projects and workshops. We aspire to make our volunteers feel valued and appreciated and we provide clear guidelines about volunteers' rights, roles and responsibilities. It is our policy not to use volunteers to replace paid staff and we have a full-time, dedicated Volunteer Co-ordinator who provides help and guidance for our volunteers, interns, mentors and business employee volunteers as well as devising training to support the needs of all those who volunteer with Eastside.
available volunteering opportunities and internships at eastside:
Business Volunteers / Team Challenges
our volunteer selection procedures
Eastside actively advertise for volunteers through arts and community mailing lists, university employment services, partner business organisations and local volunteer bureaus. Volunteers will be required to attend an interview, complete induction training and sign an agreement form, before they commence any volunteer work with Eastside. Volunteers offering to assist on projects where children or young people are involved, will also be asked to provide:
- Details of qualifications, experience and other information relevant to the project.
- Copy of a Criminal Records Bureau (CRB) check, or to complete an application through Eastside.
- The names of two referees, who can verify information provided and attest to the character of the volunteer.
For recruitment of business volunteers, Eastside will liaise with the person responsible for Corporate Social Responsibility (CSR) or Community Affairs. We recognise that there are specific time limitations for business volunteers and we will work within existing policies of our partner companies. For longer term placements business volunteers may need a valid CRB check. Eastside can arrange this as well as providing any necessary training, especially when working with children or young people. Eastside will assess all volunteers for their suitability; this assessment will be made in relation to the the skills and experience of the applicant, as well as their background and good character. Eastside's decision is final in determining who is eligible to work as a volunteer. Any applicant not accepted as a volunteer will be informed in writing.
our expectations of volunteers
We expect the following from our volunteers, interns, mentors and business employee volunteers:
- An agreed and realistic time commitment - in general, we are looking for placements which take place for no less than 8 weeks during which time you should be able to work for at least two regular days per week (for office placements) or one hour a week (for workshop assistance)
- The willingness to carry out necessary administrative and other support work
- Basic computer-literacy, some understanding, and experience of office and administration and research/data processing (for office placement)
- An interest in the arts and willingness to get involved in workshops and support the artist and participants.
- The volunteer has the right to refuse any task that they deem unreasonable and can discuss concerns regarding tasks with the Volunteer Co-ordinator as well as the artist or relevant member of staff.
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Volunteers will not be expected to undertake the work of a paid member of staff, and the boundaries of the role of the volunteer must be outlined between the volunteer and artist / line-manager at the beginning of a project.
induction and training
It is our aim to make any volunteering, internship or work experience placement worthwhile and beneficial, therefore Eastside will:
- Invite all volunteers to attend an Eastside induction, including a skills share session before any volunteering placement or internship begins
- Provide a thorough introduction to the work of Eastside, its staff and the volunteering role
- Explain the standards we expect from our volunteers and to encourage and support the volunteer to achieve and maintain those standards
- Respond to any training needs identified by volunteers
- Offer support from our dedicated Volunteer Co-ordinator throughout the period of volunteering
- Provide a reference on completion of a successful placement or internship with Eastside
supervision and support
We recognise the need to supervise and support our volunteers throughout their time with Eastside, the support from other volunteers can also be invaluable so we will aspire to provide a regular forum for volunteers to meet and share their experiences. Eastside Educational Trust will:
- Provide a named person who will meet with the volunteer regularly to discuss any problems or issues.
- Consult with volunteers and keep them informed of any changes to projects they are involved with
- Help volunteers to develop their own skills throughout their placement or internship
- Respect volunteers' skills, time, wishes and aspirations, on a personal and individual basis
- Try to resolve fairly any problems, grievances and difficulties that volunteers may have
- Celebrate successes and recognise achievements
travel expenses
Eastside will reimburse volunteers’ travel expenses for any travel incurred as a result of the volunteer placement, on condition that the reimbursement is agreed at the start of a placement (prior to any travel being made) and that the original travel ticket(s) are provided as proof of purchase.
our equal opportunities policy statement
Eastside Educational Trust’s Equal Opportunities Policy will apply to the recruitment of all volunteers.
Eastside Educational Trust reflects the areas it works in by actively exploring and celebrating the capital's diversity. Children from different ethnic origins, religions and social backgrounds are all encouraged to work together to understand, respect and learn from one another. Eastside is committed to the adoption of good working practices and training opportunities for all staff and volunteers. The Trust’s Equal Opportunities Policy is constituted to challenge all forms of discrimination and equal opportunities are applied in all areas of the charity’s work. Eastside is committed to ensuring equitable provision of all its services, equality in its recruitment procedures and training opportunities, and the adoption of good working practices for all its staff. All forms of oppression and discrimination are actively opposed to ensure that individuals are able to work to the best of their ability regardless of their: age, gender, sexuality, religious beliefs, race, ethnic or national origin, class, social or cultural backgrounds, academic or physical ability. The Trustees of Eastside Educational Trust closely monitor and review all matters relating to its Equal Opportunities Policy.
our health and safety policy statement
All volunteers must comply with Eastside Educational Trust's Health and Safety policy.
Eastside Educational Trust is fully compliant with the Health and Safety at Work Act 1974. It is the policy of the Eastside Educational Trust that all reasonably practicable steps are taken to ensure the health and safety at work of all employees and volunteers. The Charity also has a statutory responsibility under the Health and Safety at Work Act to ensure the health and safety of others who may be affected by the work activity and will take all reasonably practicable steps to ensure that this duty is met. The Charity will take all measures as may be necessary to ensure adequate health and safety training, supervision, instruction and information for all employees. The Charity will consult employees to ascertain measures to be taken to increase awareness of health and safety.
Personnel responsible for health and safety:
The Board of Trustees have overall responsibility for all matters relating to health and safety. The Artistic and Arts Development Directors are jointly responsible for the implementation for Health and Safety policy. The Arts Development Director will ensure consistency, monitoring and review of safety standards annually. Each employee has statutory responsibility to take due care for his/her own safety and others who may be affected by his/her activities in the workplace. Each employee has a duty to co-operate with his/her employer in implementing the Health and Safety Policy. Eastside Educational Trust employees work with young people and the Trust has separate child protection procedures which all employees are appraised of.
Rules and risk assessment:
To ensure Health and Safety, Eastside monitors all venues it works with and appraises its staff of appropriate Health and Safety measures. Staff are asked to familiarise themselves with fire regulations and to appraise themselves of the location of the first aid kit.
our child protection policy statement
All volunteers must comply with Eastside Educational Trust's Child Protection Procedures.
Eastside Educational Trust believes that concern for the general well being and welfare of all young people attending its activities is paramount. The Trust recognises that it has a duty to provide arts activities in a quality, safe and fun environment. The well being and safety of all children is our main responsibility. It is also the responsibility of all adults involved in Eastside projects, including teachers and youth workers working in partnership with Eastside. At the same time we strive to provide a solid foundation for the development of creativity, literacy and personal development while operating effective child protection practice. Eastside recognises that Social Services, the National Society for the Prevention of Cruelty to Children (NSPCC) and the Police have a statutory duty to protect children and young people at risk. We accept that we must work in partnership with these agencies when child protection issues arise.
The person with overall responsibility for child protection within Eastside is: Rakhee Jasani.
our complaints procedures
Allegations or suspicion of the following activities will result in immediate suspension while the matter is fully investigated:
- any inappropriate physical contact with a young person
- any physical or sexual relationships with a young person
- attending an activity organised by Eastside Educational Trust while under the influence of drugs or alcohol
- regular and unexplained non-attendance
Most disciplinary matters will be dealt with by the Volunteer Co-ordinator. If required, the disciplinary procedure to be followed, is outlined below:
- Stage one: formal verbal warning
- Stage two: formal written warning
- Stage three: de-registration of volunteer.
Any complaints made by volunteers will be examined quickly and effectively. A mutually agreeable resolution will be sought at each stage.
- Stage one: raise the issue with the Volunteer Co-ordinator
- Stage two: a written response will be provided within five working days
- Stage three: if you are unhappy with the response you receive, you should refer the matter to Eastside's Operations Manager who will invite you to discuss the issue in person with a senior manager or Director.
Volunteer Policy last updated - July 2009
