Volunteer Policy

Policy Statement:

At Altar of Earth, volunteers are integral to our mission of connecting individuals to ancestral ties and nature for mental well-being. We deeply value the time, skills, and dedication that volunteers generously contribute to our community. This Volunteer Policy outlines our commitment to providing a supportive, safe, and meaningful volunteering experience, while ensuring that all volunteers understand their roles, responsibilities, and the standards of conduct expected of them. We are committed to fostering a fair, inclusive, and legal volunteering environment, adhering to best practices and relevant legislation in both the United Kingdom (UK) and the United States (US).

We believe that a well-supported and informed volunteer force is essential for extending our reach and impact. This policy ensures that our volunteers are empowered to contribute effectively, knowing that their well-being is prioritised, and their efforts are recognised within a structured and ethical framework.

1. Scope

This policy applies to all individuals who volunteer their time and services to Altar of Earth, whether formally or informally, in any capacity. This includes, but is not limited to:

  • Individuals assisting with program delivery, workshops, or events.

  • Those providing administrative, logistical, or promotional support.

  • Individuals contributing to online communities or digital platforms on behalf of Altar of Earth.

  • Anyone acting in an unpaid capacity representing Altar of Earth.

This policy applies to all volunteering activities undertaken for Altar of Earth, wherever they occur (e.g., Altar of Earth premises, outdoor locations, online).

2. Guiding Principles

Our Volunteer Policy is founded on the following core principles:

  • Mutual Benefit: We aim to create a mutually beneficial relationship where volunteers contribute to our mission and gain valuable experience, skills, and a sense of community.

  • Respect and Valuing: All volunteers will be treated with dignity, respect, and appreciation for their contributions, recognising their unique skills and perspectives.

  • Fairness and Non-Discrimination: Volunteering opportunities will be open to all individuals who meet the necessary requirements, regardless of protected characteristics/classes, in line with our Equal Opportunities and Diversity Policy.

  • Safety and Well-being: We are committed to providing a safe physical, emotional, and psychological environment for all volunteers, in accordance with our Health and Safety and Safeguarding Policies.

  • Clear Expectations: Roles, responsibilities, and expected standards of conduct will be clearly communicated to all volunteers.

  • Support and Development: Volunteers will receive appropriate induction, training, and ongoing support to enable them to perform their roles effectively and enhance their skills.

  • Flexibility and Recognition: We will strive to offer flexible volunteering opportunities where possible and will regularly recognise and celebrate volunteer contributions.

3. Volunteer Roles and Responsibilities

3.1. Altar of Earth's Responsibilities to Volunteers:

  • Provide a clear role description outlining duties, time commitments, and any required skills or experience.

  • Offer a comprehensive induction, including information about Altar of Earth's mission, values, policies (e.g., Code of Conduct, Safeguarding, Health & Safety, Data Protection), and relevant procedures.

  • Provide appropriate training, supervision, and ongoing support relevant to the volunteer role.

  • Ensure a safe and healthy volunteering environment, conducting risk assessments and implementing control measures.

  • Maintain open and regular communication with volunteers.

  • Respect volunteers' privacy and handle their personal data in accordance with our Data Protection and Privacy Policy.

  • Address any concerns or grievances raised by volunteers fairly and promptly, in line with our Complaints and Grievance Policy.

  • Recognise and appreciate volunteers' contributions.

  • Cover reasonable out-of-pocket expenses directly incurred as part of volunteering (e.g., travel for specific activities, agreed-upon materials), subject to prior agreement and provision of receipts.

3.2. Volunteer's Responsibilities to Altar of Earth:

  • Understand and adhere to Altar of Earth's mission, values, and all relevant policies, particularly the Code of Conduct, Safeguarding, Vulnerable Adults, Health & Safety, Data Protection, and Equal Opportunities policies.

  • Perform duties diligently, reliably, and to the best of their ability.

  • Communicate regularly with their supervisor or designated contact person, including any concerns, issues, or changes in availability.

  • Attend all required induction and training sessions.

  • Act in a manner that upholds the reputation and values of Altar of Earth.

  • Report any hazards, accidents, incidents (including safeguarding concerns or near misses) immediately to their supervisor or the Designated Safeguarding/Health & Safety Lead.

  • Maintain confidentiality regarding sensitive information, personal data, and any confidential discussions or insights gained through their volunteering.

  • Respect the privacy and boundaries of participants, staff, and other volunteers.

  • Use Altar of Earth's resources and equipment responsibly and only for authorised purposes.

4. Recruitment and Onboarding of Volunteers

Altar of Earth is committed to fair and robust recruitment processes for volunteers to ensure suitability for roles, particularly where interaction with children or vulnerable adults is involved.

  • Application: Interested individuals may be asked to complete an application form or provide relevant details.

  • Interviews/Discussions: Informal interviews or discussions may be held to assess suitability, discuss expectations, and answer questions.

  • References: For roles requiring significant responsibility or interaction with vulnerable groups, references may be requested.

  • Background Checks:

    • UK: For roles involving regulated activity with children or vulnerable adults, a Disclosure and Barring Service (DBS) check (Enhanced DBS with Barred List check) will be mandatory.

    • US: For roles involving direct contact with children or vulnerable adults, state-specific criminal background checks will be conducted in compliance with relevant US federal and state laws.

  • Induction: All new volunteers will receive a comprehensive induction, including an overview of Altar of Earth, their role, and essential policies.

  • Volunteer Agreement (Optional, but Recommended): A simple agreement may be issued, outlining the role, expectations, and commitment from both parties.

5. Training and Development

Altar of Earth recognises the importance of continuous learning for volunteers:

  • Mandatory Training: Volunteers will complete all mandatory training relevant to their role, particularly in safeguarding, health and safety, and data protection.

  • Role-Specific Training: Additional training will be provided to equip volunteers with the specific skills needed for their duties (e.g., program delivery techniques, specific nature-based skills).

  • Ongoing Support: Regular check-ins with supervisors, opportunities for feedback, and access to resources will be provided.

6. Code of Conduct

All volunteers are required to adhere strictly to Altar of Earth's Code of Conduct for Staff, Volunteers, and Participants, which sets out expected behaviours regarding respect, integrity, professionalism, safety, inclusivity, and confidentiality. Any breach of the Code will be addressed in accordance with its provisions.

7. Confidentiality and Data Protection

Volunteers will often handle sensitive information. Therefore, all volunteers must:

  • Sign and adhere to a confidentiality agreement or declaration.

  • Comply strictly with Altar of Earth's Data Protection and Privacy Policy and all applicable data protection laws (GDPR/UK GDPR, and relevant US state laws).

  • Understand that personal data obtained during volunteering must only be used for authorised Altar of Earth purposes and kept secure.

  • Never disclose sensitive personal or health information about participants or other individuals without explicit consent or a clear legal/safeguarding justification.

8. Health and Safety

Altar of Earth prioritises the health and safety of all volunteers. Volunteers must:

  • Familiarise themselves with and adhere to Altar of Earth's Health and Safety Policy.

  • Participate in relevant health and safety training and risk assessments.

  • Report any hazards, unsafe conditions, accidents, or near misses immediately.

  • Take reasonable care for their own safety and the safety of others affected by their actions.

9. Complaints and Grievances

Volunteers have the right to raise concerns or complaints without fear of reprisal.

  • Any complaint or grievance concerning a volunteer, or raised by a volunteer, will be handled in accordance with Altar of Earth's Complaints and Grievance Policy.

  • The Designated Lead for Complaints and Grievances (Melissa Main, contact@altarofearth.org) is the primary contact for all such matters.

10. Ending the Volunteering Relationship

  • Volunteer Initiated: Volunteers are encouraged to give reasonable notice if they wish to end their volunteering commitment.

  • Altar of Earth Initiated: Altar of Earth reserves the right to end a volunteering relationship if the volunteer's conduct is inconsistent with our policies, if their performance is unsatisfactory, or if the needs of the organisation change. Any such decision will be communicated clearly and fairly.

  • Return of Property: Upon ending the volunteering relationship, all Altar of Earth property (e.g., keys, documents, equipment) must be returned.

11. Policy Review

This Volunteer Policy will be reviewed regularly, at least annually, or as required by changes in legislation, best practices, or organisational needs. All volunteers will be made aware of any updates.

Disclaimer: This Volunteer Policy provides a comprehensive framework based on general principles and common legal requirements in the UK and US. However, specific legal and procedural requirements concerning volunteering can vary significantly at local, state, and national levels (e.g., regarding background checks, insurance, or specific definitions of "employee" vs. "volunteer"). This document should be considered a robust template and must be reviewed, adapted, and approved by qualified legal counsel in the specific UK region and relevant US states where Altar of Earth operates to ensure full compliance with all applicable local laws and regulations.