Operational policy for volunteering

The purpose of the Volunteer Policy is to outline principles for the involvement of volunteers with the work of Tower Hamlets Local History Library and Archives (THLHLA) and:

• to confirm the commitment of the service to involving volunteers and an appreciation of their value
• to recognise the respective roles, rights and responsibilities of volunteers
• to establish a framework for the recruitment and ongoing support of volunteers in post
• to clarify the relationship and distinctions between the tasks to be undertaken by volunteers and work of staff

AUTHORS: Tamsin Bookey, Robert Jones, Richard Wiltshire

ISSUE DATE: August 2023

NEXT REVIEW DATE: April 2025

APPROVED BY: Raj Chand, Director of Customer Services, 17 May 2023

2.1 Volunteers have been undertaking tasks at THLHLA since about 1996. This is under the supervision of professional archive and library staff.

2.2 Volunteers, through their time, energy and skills make a valuable contribution to the work of the service. In return, the THLHLA strives to ensure that the tasks undertaken will bring benefits to the individual volunteer:

• by developing their experience, skills and confidence
• fostering personal leisure or academic interests
• providing the opportunity for enjoyment and social interaction

The service is committed to developing, encouraging and supporting volunteer involvement. The roles of volunteers will complement and not replace the roles of paid employees.

2.3 A volunteer is defined as a person who, willingly and by choice, carries out unpaid tasks on behalf of THLHLA. Volunteers may be:

• on a short or long term basis
• on placement as part of an educational qualification
• as work experience

Student internships are organised through mutual arrangements between the service and the student’s educational institution. They are not generally subject to the terms and conditions set out in this policy.

2.4 THLHLA welcomes volunteers from all sectors of society. This includes those from under-represented groups in the heritage sector workforce such as:

• young people
• people with disabilities
• older people
• people from black and minority ethnic communities.

Volunteers may be Tower Hamlets residents or live outside the borough. Unfortunately THLHLA is unable to provide travel expenses unless a specific project fund for the activity is allocated.

The minimum age for a volunteer is fourteen. Volunteers under the age of eighteen will require a parent or guardian to sign their volunteer agreement form on their behalf. There is no upper age limit.

3.1 Volunteers will be asked what tasks they would like to undertake, and all possible effort will be made to accommodate their wishes

3.2 Volunteer tasks will complement, not replace, the duties of employees

3.3 The service will acknowledge publicly the contribution made by volunteers regularly and by name, where appropriate

3.4 The products of all tasks carried out by volunteers will be the copyright and intellectual property of THLHLA. For example publication and sharing of written materials

3.5 A formal volunteer agreement will set out the responsibilities of both parties

3.6 The service commits to:

• recording volunteer hours worked
• recording tasks undertaken
• providing on request references for the volunteer for future job/education applications they may make

The following tasks have been identified as being suitable for volunteers. Most are onsite activities but some can be done from home.

Each makes a significant contribution to the aims of the service to preserve and provide public access to the collections. Training and/or step-by-step instructions are provided by professional staff.

4.1 Basic cataloguing of library and archive material. Such as images, cuttings and ephemera folders and archives using CALM Collections Management software, Word document or Excel spreadsheet

4.2 Improving descriptions and access to collections relating to marginalised communities

4.3 Preservation tasks, such as repackaging and re-boxing

4.4 Digitising a selection of library and archive material including photographs

4.5 Identifying from a backlog of unsorted library material duplicates and selecting items for inclusion in the collections

4.6 Transcribing and indexing archive documents. For example those which help people trace their family history

For archive, history and library student placements only, closely managed by professional staff to set programme:

4.7 Cataloguing complex archive and library materials to professional standards

Volunteers will not be asked to respond to enquiries or work on the Reading Room desk. Completed tasks will be checked for accuracy by staff.

5.1 THLHLA adheres to the council’s equalities and diversity policies when engaging volunteers.

5.2 Most placements at THLHLA are engaged at the request of the volunteer. Prospective volunteers are asked to complete a form outlining their interests and a summary of their experience. Staff will add an entry to prospective volunteers list.

5.3 Applications may be declined if THLHLA temporarily lacks capacity to take on additional volunteers. The number of volunteering opportunities may be constrained by:

• the limited number of PCs/workstations available
• staff capacity to provide the appropriate level of support and supervision.

Interested individuals are encouraged to join the THLHLA mailing list, archive mailing list(s) and follow social media channels where volunteer roles for projects are advertised.

5.4 Potential volunteers will be invited to a preliminary discussion with a member of staff prior to a task being offered. This provides an opportunity for volunteers to meet staff and mutually consider options which match available tasks to volunteer wishes. THLHLA reserves the right not to accept a volunteer or to terminate an arrangement.

5.5 THLHLA will request references for volunteers where appropriate.

5.6 THLHLA and the volunteer will enter into an agreement which sets out the commitments on both sides. A signed version is kept on file with a copy sent to the volunteer.

5.7 Volunteers will not be asked to work with children or young people. Therefore, a Disclosure and Barring Service (DBS) check will not be sought.

5.8 THLHLA will provide an induction into workplace procedures including fire evacuation and health and safety. The volunteer must always comply with these.

5.9 Some activities may be at home, such as indexing of images, online research or converting hardcopy lists. Staff will keep regular contact and check volunteers have what they need. No original material may be taken home by volunteers.

THLHLA recognises the rights of its volunteers to:

• Be inducted into the service: its function, collections, regular activities, health and safety and fire procedures
• Expect safe working conditions
• Be eligible for coverage by the council’s standard buildings and public liability insurance
• Have a clear understanding of the lines of supervision which apply to them
• Have a clear understanding of the procedures for notifying unplanned absences
• Receive the necessary training and ongoing support to perform allocated tasks
• Be free from any form of discrimination in the workplace
• Have regular breaks from their work, including use of the staff kitchen/rest area
• Receive a reference from their supervisor, if one is requested
• Be invited to an annual volunteer party, in thanks and recognition for their work
• Withdraw from voluntary working at any time after the minimum number of hours agreed has been completed.

7.1 The service will foster good working relationships between staff and volunteers.

7.2 The Archives Manager

• has overall responsibility for staff capacity to supervise volunteers
• oversees the number and activities of volunteers

Staff review applications, meet with potential volunteers and supervise tasks.

7.3 Most staff are expected to

• supervise at least one volunteer a year
• support volunteers in the case of an emergency or unplanned absence
• provide a welcoming workplace environment

7.4 Volunteers are asked to recognise that staff have many duties. Staff may not always be able to be immediately available to answer questions. They will delegate volunteer supervision to a colleague if they are away.

7.5 In the event of industrial action, volunteers will not be requested to carry out the work of employees. They may continue regular tasks, provided that adequate supervision can be made available. Volunteers will not be asked to undertake additional tasks.

7.6 Staff will inform volunteers of planned or unexpected site closures which would affect their volunteering.

7.7 Staff will ensure that volunteering is in accordance with government guidelines. For example in the event of a public health or other national emergency.

Details about the expectations of the engagement are in an individual volunteer agreement. This ensures that

• the roles and responsibilities of the volunteer and staff are clear
• the impact and benefits of volunteering are acknowledged by all parties

Volunteers will be asked to complete and sign the agreement. See Appendix 1. This will be kept on file for the duration of their engagement + 1 year.

Amendments to reflect adjustments can be made to the template before it is signed. For example, if the signature of a parent or guardian is required.

THLHLA processes volunteer personal data securely in line with current Data Protection legislation including the Data Protection Act 2018.

Individuals can read THLHLA’s policies and Idea Store data privacy notices for how the service processes personal data Operational policies (ideastore.co.uk)