"eyes and ears along the coast"

 

VOLUNTEER RECRUITMENT, UNIFORM, EXPENSES AND PURCHASING POLICY

 

 

 

Good Practice

Coastwatch Scotland Irvine Unit (hereafter called the "CWS") aims to have a reciprocal and mutually beneficial relationship with our volunteers, and with the involvement of the volunteers, informing and developing our work, enabling individuals to learn skills and achieve personal development through their volunteering. The involvement of volunteers will be guided by the following principles

 

  • the tasks to be performed by volunteers will be clearly defined, so that all everyone is sure of their respective roles and responsibilities;
  •  the organisation will comply with the Data Protection Act in the use of data held on all volunteers;
  •  volunteers will be provided with regular opportunities to share ideas/concerns with the Head of Unit;
  •  all existing and future policies will be checked as to how they affect

 

List of some of the roles undertaken by volunteers:

 

  •  manning the Watch Room;
  •  patrolling the beaches, dunes, beach park and the harbour area;
  •  first aid, both from our first aid post at the Beach Pavilion and at various venues when requested by outside parties;
  •  manning the tuck shop;
  •  taking part in fundraising activities, eg the "Polar Plunge" and can collections;
  •  in-house training or being trained by our qualified experts on many topics, including navigation, radio and first aid; and
  •  other training in many aspects of the organising and running of Coastwatch are also available when and if appropriate.

 

The Purpose

 

The Purpose of this

 

By adopting this policy CSW aims to:

 

  •  highlight and acknowledge the value of the contribution made by volunteers; · reflect the purpose, values, standards and strategies of the organisation in its approach to involving volunteers;
  •  recognise the respective roles, rights and responsibilities of volunteers;
  •  confirm this organisation’s commitment to involving volunteers in its work;
  •  establish clear principles for the involvement of volunteers; and
  •  ensure the ongoing quality of both the volunteering opportunities on offer and the work carried out by our volunteers

 

This policy provides an overview of the activities carried out by volunteers currently and provides a basis for the expansion. This document and other associated policies, procedures and guidance provide a framework for the involvement of volunteers.

 

Recruitment and Selection

CWS will ensure that we can continue to operate a volunteer programme that embraces diversity and promotes equality and inclusiveness. All potential volunteers will be asked to complete a volunteer’s application/registration form. Where there is specific training required this will be highlighted as part of the recruitment process. There is a requirement for a Disclosure Check and this will be carried out as part of the recruitment process.

 

Uniform

To better identify ourselves with the public, we expect volunteers to wear the appropriate CWS uniform. The uniform for day-to-day wear consists of a black or yellow shirt with the "Coastwatch logo" imprinted on the top left hand side of the shirt. A black woollen jumper with epaulettes and the "Coastwatch" logo imprinted on it can be worn over the top of the t-shirt. Black boots and black trousers complete the uniform. When visiting other establishments a white shirt should be worn with a black tie. The black woollen jumper can be worn over the top of the white shirt. Uniforms can be purchased for a small fee from the Head of Unit

 

Public Liability Insurance

All volunteers are covered under CWS's Public Liability Insurance.

 

New Volunteers

After an initial three month period new volunteers will be given a "Welcome Pack" by the Head of Unit which explains some relevant information about CWS and where to find up-to-date policies and procedures. Following this, new volunteers can have regular meetings with the Head of Unit or his/her deputy to identify areas for development, or to discuss any issues. A record of these discussions may be held as part of the individual volunteer’s records. Volunteers can have access to their records at any time.

 

Expenses

Volunteers will be able to claim reasonable expenses for their volunteering in line with the Guidelines for Claiming Expenses. Volunteers should discuss any planned expenditure prior to incurring any expense to ensure that it will be covered by CWS.

 

Purchasing

Expenses claim forms can include claims for the reimbursement of goods/services purchased by the claimant on behalf of the CWS. Claims for the reimbursement of purchases must be accompanied by documentary evidence of the each purchase (eg: point-of-sale receipts etc)

 

Other Opportunities

CWS will endeavour to be as flexible as possible to accommodate the needs of volunteers. Volunteers can access learning and development opportunities which are relevant to their volunteering role throughout their time with CWS. Opportunities for Learning and Development can be discussed with the Head of Unit.

 

Alternative Cover

Where volunteers have holidays or other commitments which mean that they cannot attend their normal volunteering, they should advise the Head of Unit or his/her deputy to ensure that they can arrange alternative cover. If volunteers require a longer break from their volunteering, they should discuss this with the Head of Unit

 

Problem Solving

Where a concern is highlighted – either by a volunteer or about a volunteer, this will be dealt with using the organisation’s Disciplinary Policy and Procedures.

 

Responsibility

Overall responsibility for the implementations, monitoring and review of the policy and procedures lies with the Head of Unit or his/her deputy. Implementation and adherence to this policy is the responsibility of all staff and volunteers within the organisation​​​​​​​.