1. Introduction Our ability to speak out for nature depends in part, upon the support of our volunteers.

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1 RSPB VOLUNTEERING POLICY 1. Introduction Our ability to speak out for nature depends in part, upon the support of our volunteers. The activities of our volunteers are crucial to our work and the RSPB seeks volunteer involvement wherever appropriate. This volunteering policy aims to reflect the high esteem in which the RSPB holds volunteers. Volunteers are an established, valued and integral part of the RSPB. They enhance our work by bringing valuable skills, experiences and energy as well as their gift of time. They champion the cause and often challenge opinions and perspectives whilst demonstrating loyalty and commitment to our mission to work for a better world for birds and people. For the RSPB, volunteering is not just a means of getting things done. Volunteers learn about conservation and the natural world from first-hand experience. Through this, they are likely to become champions of the natural world, adopt personal life style choices that benefit the environment, help address climate change and as a result are better able to take part in informed debate and discussion about the conservation issues and challenges facing us. Individuals who volunteer with us benefit personally in many ways including the acquisition of new skills and experiences, improved physical and mental fitness and new friendships and social contacts. The RSPB recognises that volunteering must benefit the individual as well as the charity and aims to provide an environment that is inclusive, stimulating, friendly and supportive. This policy sets out the broad principles for volunteering with the RSPB and has been produced in consultation with volunteers and staff. It clarifies what the RSPB sets out to do for its volunteers and what the organisation expects in return. It is relevant to everyone concerned with the recruitment, support, development and co-ordination of volunteers as well as volunteers themselves across the whole breadth of the charity. At the heart of the policy is the Volunteer Commitment, which is a statement of hopes and expectations, owed both ways. Through this policy we hope that volunteers volunteering with the RSPB will feel that they are treated respectfully and professionally and that their needs are fully considered. 2. About the RSPB The RSPB is the UK s largest nature conservation charity, inspiring everyone to give nature a home. With the support of more than one million members, and together with our partners, we protect threatened birds and wildlife so our towns, coast and countryside will teem with wildlife once again. We also play a leading role in BirdLife International, a worldwide partnership of nature conservation organisations in more than 100 countries, all working to give nature a home around the world. Our vision is a world richer in nature.

2 2 3. Our Commitment to Volunteering The RSPB commits to continually developing and maintaining the dynamic and mutually beneficial relationships between volunteers and the charity. As part of this process, the Head of the Volunteering Development Department reports to the People Director who sits on the charity s Management Board. This gives volunteers and volunteering issues representation at the very highest level. The Head of Volunteering Development has functional responsibility for the RSPB s strategic volunteering programme, including the development and monitoring of policy, standards and best practice. It is the role of the RSPB s managers and staff to ensure the contribution made by our volunteers delivers real benefits for the RSPB and the experience is rewarding and fulfilling for the volunteer. As such, we will invest appropriate resources into the planning and development of volunteering in the RSPB. 4. Equal Opportunities and Diversity The RSPB operates an Equal Opportunities and Diversity Policy for both staff and volunteers. We believe that no one should be treated less favourably than anyone else because of their gender, marital status, age, race, colour, nationality, ethnic or national origin, religion or belief, political opinion, disability, sexual orientation or past criminal convictions. People with past criminal convictions applying for volunteering roles will be treated according to their merits and to any special criteria for the role (e.g. working with children). For some volunteering roles, certain previous convictions will mean an individual cannot take on that volunteering role with the RSPB. These decisions will be made in line with good practice in the charity sector on engaging ex-offenders as volunteers. The RSPB strives to be more representative of our wider society and welcomes new ideas and fresh approaches generated by people from different backgrounds, cultures, genders, ages and outlooks. We recognise that there are ex-offenders, people with disabilities and people from black and minority ethnic groups that despite wanting to volunteer are faced with obstacles to volunteering. The RSPB will overcome as many of these obstacles as it can in order to enable these groups to make a valuable contribution to the RSPB as volunteer. 5. Who is a Volunteer? A volunteer is someone who at the request of or on behalf of the RSPB donates their time and talent without expectation of financial compensation beyond reimbursement of expenses. In line with relevant legislation and case law, the RSPB distinguishes volunteering from employment, and ensures the flexibility and informality of volunteering complements the work of paid staff. The volunteer relationship is binding in honour, trust and mutual understanding. No enforceable obligation, contractual or otherwise can be imposed on volunteers to attend. Likewise, the RSPB does not guarantee to provide volunteering opportunities, payment (beyond out of pocket expenses) or other benefit for any activity undertaken.

3 3 We respect our volunteers by building trust and understanding. Such a partnership is not intended to be a legally binding contract or to have mutuality of obligation, but instead to express a voluntary two-way commitment where everyone gains satisfaction from being part of our organisation. 6. Scope of Volunteering Over 17,000 volunteers are involved in the RSPB within our reserves, events and community fundraising operations and at our regional/country offices and headquarters. Volunteers also provide professional advice and guidance at various levels within the charity. Our Council is made up of volunteers who are key in providing planning and strategic advice and who are ultimately responsible for ensuring the organisation is meeting its charitable objectives. The RSPB acknowledges it has responsibilities to its volunteers and similarly has expectations of its volunteers. This is clearly set out in our Volunteer Commitment. 7. The RSPB Volunteer Commitment The RSPB will endeavour at all times to: Match the needs of the charity with the skills, knowledge, experience, time and motivation of the volunteer Recognise successful volunteer involvement incorporates the individual s motivations, aspirations and choices Ensure paid staff and managers of volunteers (whether staff or volunteers), are trained to work with volunteers Ensure volunteers feel properly valued and thanked Respect volunteers, listen and learn from what they have to say, encouraging twoway communication Ensure volunteers have a good understanding of what the RSPB is and does and are provided with timely and accurate information about the RSPB s work, policies and procedures Foster a friendly and supportive atmosphere aiming to make volunteering rewarding and pleasurable Make appropriate financial and other provisions in our organisational planning to supporting volunteering Ensure volunteers know who to talk to if there are problems or difficulties and have complaints and grievances resolved fairly. Ensure every volunteer has access to a line manager or supervisor to guide and advise them Ensure the health, safety and welfare of all RSPB volunteers whilst undertaking their volunteering activities in line with our Health, Safety and Welfare Policy Provide appropriate training and reimbursement of appropriate expenses associated with volunteering Evaluate all volunteer activities with a view to building on and developing what we do well In return, we ask volunteers to: Maintain and uphold the good name and reputation of the RSPB Co-operate with paid members of staff, to listen and learn from what they have to say to achieve the aims of the charity

4 4 Aim for high standards of efficiency, reliability and quality in all aspects of their contribution Encourage two-way communication with other volunteers and paid staff, fostering a pleasant and friendly atmosphere Adhere to the RSPB s policies and procedures whilst volunteering Accept that ultimate responsibility for the affairs of the charity rests with the charity s Council and Management Board Work within the law Respect the need for confidentiality whenever they have access to restricted charity information Ensure fundraising activities adhere to published RSPB policies and guidelines Take reasonable care of their own health and safety and that of others who may be affected by their actions whilst volunteering Extend to their fellow volunteers and staff the same degree of courtesy that they would expect to receive Be reliable and tell us if they are not available or running late Carry out the agreed project/role Ask for support if they need it Take part in training relevant to their role as a volunteer 8. Recruitment and Selection The RSPB adopts a Task Led approach to volunteer recruitment. This means we first identify a piece of work or a role that needs doing and then attempt to recruit a volunteer to undertake it. Application Procedure The application procedure is designed to help both the RSPB and the volunteer find out whether the placement is right for the volunteer by enabling an exchange of information. The RSPB provides information about our work and volunteering opportunities to enable the volunteer to make a decision as to whether they want to volunteer with us. The volunteer provides information about their needs, aims and motivations, as well as existing skills and experiences, to enable the RSPB to make a decision as to whether a suitable placement can be provided. The RSPB has a fair and consistent recruitment and selection process for volunteers that is relevant and appropriate to the role. The RSPB encourages involvement by volunteers from all sections of the community and will not discriminate against any volunteers in the selection procedure. We welcome volunteers of all ages. We do not have an upper age limit for volunteering (though insurance cover is limited) and recognise the valuable contribution made by older volunteers in terms of knowledge and experience. Young volunteers in particular can bring fresh perspectives and enthusiasm to the charity whilst also gaining valuable skills and experience. Volunteers under 18 must either have the written consent of a parent or guardian or be accompanied by a parent or guardian and be undertaking suitable roles for which there is no legal minimum age. All young people under 18 will be protected in accordance with our Safeguarding Policy. Acceptance of volunteer assistance for a particular role will be made on merit, the sole selection criterion being the individual s suitability to carry out the specified role(s) subject to the needs and restrictions of the location.

5 5 Interviews Potential RSPB volunteers will be given an informal interview, appropriate to the role they are applying for, to enable us to assess their suitability. If the volunteer is not suitable, we will look at alternative roles within the organisation or direct them to suitable opportunities with other organisations if possible. References All potential volunteers are checked against the RSPB s Species Protection Database to ensure they do not have a conviction for a wildlife crime. No individual with such a conviction will be taken on as a volunteer without the prior approval of the Head of Volunteering Development and the Head of Investigations. Potential volunteers may be asked to provide details of two referees whom RSPB can approach for references. The type of references requested will depend on the volunteering role being undertaken. Specific references will be requested for all work involving contact with children in line with the RSPB s Safeguarding policy. Additional checks may also be undertaken for roles involving significant contact with children/vulnerable adults (see Safeguarding section). The RSPB runs an inclusive volunteering programme. Where necessary and only with appropriate alternative safeguards we will make exceptions for people that do not have any referees (new arrivals to the country etc.) Role Description All RSPB volunteer roles should be meaningful and worthwhile. The tasks of each role will be detailed in a role description, which is agreed with the volunteer before they commence their volunteering. The role description sets out the tasks that the volunteer will be required to undertake. 9. Safeguarding The RSPB will take all reasonable steps to safeguard the safety and welfare of young people and vulnerable adults while they are in contact with the RSPB, observing any legislation and best practice. In selecting volunteers who are to work with children, young people and other vulnerable groups, we will follow and use specific procedures and standards. These are intended to both protect children, young people and other vulnerable groups and volunteers themselves. The RSPB will comply with standards specified by the Home Office and codes of practice when carrying out these procedures. Where necessary we will take up references and seek an Enhanced Disclosure from the appropriate body (DBS, Access NI and PVG). 10. Induction, Training and Development New volunteers will be made to feel welcome and will be provided with relevant information, training and induction as appropriate to their role. Volunteers may wish to develop their skills whilst helping the RSPB and where appropriate will be encouraged to take on new roles and/or become further involved.

6 6 RSPB training courses, seminars and conferences may be available to volunteers as appropriate. Where appropriate the progress and contribution of volunteers will be discussed regularly and this will provide the opportunity for each volunteer and the RSPB to establish whether the voluntary placement should be adjusted in any way. 11. Communication and Feedback The RSPB will ensure all volunteers have the opportunity to give and receive information relevant to their role. The methods of communication and feedback will be appropriate in style, frequency, tone and source to individuals and groups of volunteers. Through good communications we will encourage volunteers to stay with us, recognise their efforts and maximise their contribution. We welcome feedback on how things could be done better and how to improve our systems. 12. When Things Aren t Right The RSPB has complaints procedures, as although we always aim to undertake activities in an accessible and professional manner we recognise that there might be times when volunteers may feel this has not been the case. These procedures give volunteers the opportunity to express their concerns and provide the organisation with feedback to improve our performance where necessary. Complaint about RSPB staff If a volunteer has a complaint about an RSPB member of staff that they feel cannot be resolved informally then the volunteer should contact their line manager or supervisor or if this is not appropriate their Volunteering Development Officer. Complaint about another RSPB volunteer If a volunteer has a complaint about another volunteer that they feel cannot be resolved informally then they should discuss this with their line manager or supervisor or if this is not appropriate their Volunteering Development Officer. Procedure for addressing poor performance and inappropriate behaviour Volunteers who do not adhere to the boundaries and procedures of the RSPB or who fail to perform their voluntary role satisfactorily (as described in the Role Description) may be subject to disciplinary procedures. Volunteers can expect as part of this process: Supportive and constructive feedback Clear details of the inappropriate behaviour Suggestions regarding what and how to improve; and an agreed period of time to demonstrate improvement after each stage (unless their behaviour is such that their volunteering with the RSPB should cease as described below) To be treated with dignity and respect A volunteer placement may be ended without warning if the RSPB believes that there is sufficient cause, i.e. where behaviour is too inappropriate or harmful. Examples of this include: A breach of confidentiality

7 7 Acts that bring the RSPB into disrepute Acts that contravene RSPB Policies or Procedures Any verbal or physical act that contravenes RSPB s equal opportunities policy Physical and/or verbal abuse of members of staff, other volunteers, members and the public Theft from the RSPB, RSPB staff or volunteers We aim to resolve problems early and locally. Where any dispute cannot be resolved at a local or regional/country level, the Volunteering Development Department will mediate. Where it is necessary to end a volunteer s involvement with the RSPB we will endeavour to give due notice to the volunteer and will treat the volunteer fairly, and with dignity and respect. A full copy of the charity s Inappropriate Behaviour and Poor Performance policies are available from the Volunteering Development Department at RSPB headquarters or on the RSPB Intranet. 13. Moving on The charity recognises that volunteers may cease their involvement at any time. It is recommended that when a volunteer chooses to cease their links with the charity that their reasons for doing so are sought, any learning points are shared and it is established whether they might wish to be involved again in the future. 14. Expenses All volunteers are given the opportunity to claim previously agreed expenses, such as travelling expenses. Expenses must be authorised by the volunteer s line manager or supervisor and where appropriate receipts provided. We will provide clear guidance on what expenses can be claimed to volunteers. 15. Health and Safety The RSPB is committed to providing a safe and healthy environment for all volunteers, staff and visitors and to giving appropriate instruction, training and supervision for their welfare. Our written Health, Safety and Welfare Policy applies to our volunteers as well as our paid staff. All volunteers are expected to conduct themselves in a safe and responsible manner in line with the RSPB s safe working procedures. Volunteers should not act in a way that may put themselves or others at risk of injury. 16. Insurance All volunteers are covered by the RSPB s insurance cover for any official RSPB volunteering. There is no lower age limit (provided there is no legal age limit for the role being undertaken) but there is an upper age limit of 85 years for personal accident insurance. Specific details of our insurance cover are available from the Volunteering Development Department at RSPB headquarters or on the RSPB Intranet.

8 8 Any volunteer aged over 75 will need to complete a special form as a requirement of our insurance cover. 17. Copyright Volunteers will be asked if they would donate to the RSPB the copyright to any original works they may produce whilst volunteering e.g. photographs or original artwork etc. For particular roles that specifically involve producing such work, volunteers will be asked to sign a copyright agreement. 18. Data Protection The RSPB gathers a variety of information on volunteers in order to manage, support and recognise volunteers contribution to the RSPB. This personal information is stored and maintained, with appropriate safeguards for confidentiality, on our Volunteer Management System. The charity abides by all provisions of the Data Protection Act and recognises that volunteers privacy is important to them. Volunteers who collect or administer any personal data on individuals will also be required to comply with the provisions of the Act. 19. Supervision, Support and Recognition It is the intention of the RSPB to support its volunteers to enable them to carry out their role to the best of their ability. Volunteers, like staff, are entitled to line management, supervision and support. Volunteers are accountable to a named person from whom they can expect support and supervision. The RSPB acknowledges that volunteers are performing a valuable role within the organisation and hence are relied upon by staff to fulfil their agreed duties at stated times. Volunteers need to understand that if they are unable to turn up or expect to be late for their shift it is important that they inform their line manager or supervisor as soon as possible. We also appreciate advance notice in respect of holidays and time off. The RSPB has a variety of ways to thank and recognise the contribution of its volunteers. We will continually look to develop new ways in which we can recognise and thank volunteers for their invaluable contribution to our work. Alan Murray, Head of Volunteering Development, February 2009 Minor revisions August 2014