Diversity and Inclusion Policy Volunteers

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1 Diversity and Inclusion Policy Volunteers Who does this policy apply to? All staff, volunteers and secondees involved in recruitment and management of volunteers Separate policy relating to young people: Diversity and Inclusion Policy Young People Separate policy relating to bullying and harassment: Dignity at Work Policy The Policy The Trust is committed to ensuring fairness and recognises the need for Diversity/Inclusion within its recruitment and management of volunteers The Trust will anticipate the majority of reasonable adjustments to ensure that all volunteers are recruited fairly and can participate fully Bullying or harassment of volunteers will not be tolerated Why we have this policy The Prince s Trust is an approachable and diverse organisation which values and respects peoples different backgrounds, characteristics, ideas and beliefs; it is responsive to the needs of young people, staff, volunteers, delivery partners and all other stakeholders. This policy provides the framework to enable The Trust to be as fully inclusive as possible when working with volunteers and to minimise any potential risk of discrimination. Although the 2010 Equality Act is not applicable to volunteers, The Prince s Trust is committed to ensuring that we adhere to the core messages ensuring volunteers are treated equally and free from discrimination, including protection against harassment and rights to accessibility. Page 1 of 6 The Prince s Trust. Last updated May 2012

2 The Trust is dedicated to ensuring that, wherever possible, its volunteering opportunities are accessible and are a positive experience for all volunteers, regardless of their background, characteristics, ideas and beliefs. The Prince s Trust aim for volunteers is to: ensure effectiveness and relevance to all young people in need of our support open up opportunities to a larger pool of potential volunteers, funders and supporters recruit volunteers with different backgrounds, cultures and career fields who bring a broad range of skills, expertise and knowledge increase the response to our targeted outreach work involve a broad section of each community increase the range of role models for our young people This policy sits alongside the Volunteering Diversity Objectives. Together, these set out our commitment to equality and diversity in the recruitment, management and support of volunteers. Responsibility All staff and volunteers are responsible for ensuring that they are non-discriminatory and respectful in their working practices. This includes using non-discriminatory language and being sensitive to the cultural differences in body language and behaviour. Volunteer Teams will ensure that inclusivity and diversity is promoted throughout a volunteer s lifecycle with The Trust. Volunteer Teams will reflect on the strengths and challenges facing volunteer diversity in their regions/countries and produce an action plan through completing the annual Volunteering Self Assessment. All Self Assessments will be fed back to the National Volunteering Team, who will collate the findings and use this to shape national strategic objectives for volunteer diversity Line managers must ensure that all staff have completed the compulsory e-learning diversity training on TrustNet and have the opportunity to attend other Equality and Diversity training if appropriate to their role Line managers must complete the managers diversity e-learning module on TrustNet and are the first point of contact for any diversity issues Volunteer training must include information on the Diversity policy and its practical implementation The National Volunteering Team will represent volunteering on the Equality and Diversity Action Group; set national strategy for diversity in volunteering; record and monitor our profile of volunteers and provide guidance and support for regional/country volunteer teams. The Head of Volunteers or Centre Manager is responsible for approving any costs associated with making reasonable adjustments to enable volunteering. Page 2 of 6 The Prince s Trust. Last updated May 2012

3 General principles All Prince s Trust volunteers are expected to adhere to our policies, including the Diversity and Inclusion Policy. In promoting Prince s Trust volunteering opportunities, staff should use images that reflect a diverse range of volunteers and young people and should ensure that they publicise volunteer roles to a broad range of agencies, including local community and specialist support organisations where appropriate. Where a volunteer has indicated that they come from a protected characteristic (such as having a disability), staff must assess whether reasonable adjustments to their volunteer role are required. Staff should act in a timely manner and work with the volunteer to assess whether adjustments can reasonably be made. However, the reasonableness should be measured against the resource, cost and safety implications for what an organisation of its size should reasonably provide. Volunteers are not expected to assess reasonable adjustments, but are expected to adhere to adjustments made. Each volunteer should, where possible, provide diversity monitoring data on the volunteering application form. Staff and volunteers should not disclose any sensitive personal information relating to a volunteer s personal characteristics without prior permission of the volunteer, in line with The Trust s Confidentiality Policy. All information of a personal and confidential nature must be stored in line with The Trust s Data Protection Policy. Making reasonable adjustments (see also Appendix One): In relation to Reasonable adjustment Disability If a volunteer declares that they have a disability, even if they are already engaged in volunteering activity, a reasonable adjustment assessment should be carried out by the local Prince s Trust Health and Safety Advisor. A risk assessment may need to be carried out depending on the nature of the disability. Risk assessments should be done by Prince s Trust staff, not volunteers or secondees. An adjustment assessment is recommended for declared disabilities which could put a volunteer s safety at risk The staff member should discuss with the volunteer what additional support, if any, would be required for them to undertake their volunteer role. For guidance on mental health, see the following resources available on princestrust.org.uk/volunteer - Working with Young People with Mental Health Needs Policy - Mental Health Information Sheets - Mental Health in the Workplace The decision on whether a role is suitable for a volunteer lies initially with the person recruiting for that volunteer role. Concerns should be referred to the Page 3 of 6 The Prince s Trust. Last updated May 2012

4 volunteer manager and then the Regional/Country Director and the National Head of Volunteering When resource is the key factor in deciding whether a volunteer can be supported by The Prince s Trust in their role, the procedure in Appendix One should be followed. Gender Some religions have clear guidelines on etiquette between men and women, e.g. in Orthodox Islam, Muslim women will not be allowed to mix with men unless they are a blood relation. - The tasks and activities expected to be carried out by a volunteer must be detailed clearly at recruitment stage i.e. in the role description and at interview. - It is a voluntary decision for a potential volunteer to take up any role - Individuals are entitled to withdraw their interest at any time upon hearing about any aspect of the volunteering activity. Guidance on overlap between religion and gender can be found on TrustNet s Diversity pages Gender Gendered Intelligence can provide further advice: genderedintelligence.co.uk reassignment Pregnancy & Staff should always assess and manage the risks posed by pregnancy by maternity completing the Newly Expectant Mothers checklist on TrustNet. See also Pregnancy Information Sheet on TrustNet Marriage & specific adjustments should need to be made in relation to marriage and civil civil partnerships for any Trust volunteering activity. partnerships Race, ethnic In Wales there is a legal requirement if requested to translate material into the or national Welsh language (see Welsh Language Guidance.) There is no obligation for The origins, colour Trust to translate in to any other languages unless a need can be justified or nationality against cost. Staff should respect national holidays for people of all beliefs Please see the Refugees and Asylum Seekers Policy for further information for these groups. This is a young people policy but the guidance notes can be applicable to volunteers. Religion/belief The Diversity pages on TrustNet have guidance on the major religions and belief systems detailing The Trust s responsibilities on respecting and providing reasonable adjustments for food (Halal, vegetarian etc), religious festivals (when scheduling volunteering activity), and providing quiet spaces for prayer or religious days. Volunteers may have belief systems (e.g. Veganism or Vegetarianism) which staff must respect. Any concerns on managing belief systems must be directed to the Head of Diversity Page 4 of 6 The Prince s Trust. Last updated May 2012

5 Sexual orientation Staff, volunteers and young people must respect and be considerate towards the needs of gay, lesbian and bisexual colleagues and clients. The Prince s Trust will not tolerate homophobic behaviour. Staff and volunteers must challenge the use of language that makes reference to homophobic hatred. See Stonewall guides on stonewall.co.uk The above should apply to the recruitment and management of all volunteers. However, The Trust s commitment to supporting young people may have implications for the matching of volunteers to work with young people on a one-to-one basis. For example, matching a young person of an orthodox belief with someone who is undertaking gender reassignment may be to the detriment of the young person or vice versa. It should be considered that the young person may reject or keep this support which may be to the detriment of that volunteer s experience. This policy will be reviewed in September 2012 Related Policies Refugees and Asylum Seekers Policy Target Group definitions Consent for Under 18s Policy Confidentiality Policy Working with Young People with Mental Health Needs Policy Welsh Translation Guidance Dignity at Work Policy Page 5 of 6 The Prince s Trust. Last updated May 2012

6 Appendix One: Procedure for assessing reasonable adjustments The following flowchart (from the Diversity and Inclusion Policy Young People) can be applied to volunteers as well as young people. However, it is expected that a volunteer would be able to access additional support through statutory services; other organisations or local grants. Procedure for assessing reasonable adjustments Is the additional support required already available at The Trust? In the event where a young person has indicated a protected characteristic in their profile form, and require further adjustments, assess whether these adjustments can be made (see policy for guidance). In all cases below, support must be in place before the young person is accepted onto the programme. Continue to work with that young person, following the usual procedures, completing a risk assessment, if appropriate. Can the young person access the necessary support required via statutory services? Advise the young person / support worker of suitable support options. Can support be secured from another organisation for free? Explore the feasibility of joint support. Are there other grants available that the young person could access to help meet the costs? Assist the young person / support worker to apply for the grant. Follow regional / country procedure to secure funds. Does the region have an access fund (or other) budget which could be used to support the young person? Staff members must be satisfied that they have made reasonable efforts to accommodate the young person s needs before declining them. If in doubt, please consult your Regional/Country Director or the Director of Policy and Strategy. Page 6 of 6 The Prince s Trust. Last updated May 2012

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