Volunteer policy

Introduction

• Definition: a volunteer is understood by PWDRO to be someone who freely undertakes to work under the supervision of paid record office staff for no remuneration.
• PWDRO has benefited considerably from the services of volunteers over the years and wishes to maintain its current good level of volunteer support. The latter are a valued resource which complement and add to the work of office staff. PWDRO wishes to support and encourage volunteers so fostering a mutually beneficial environment where both parties gain from the relationship. We hope also that volunteering at PWDRO will provide a rewarding and enjoyable experience.
• PWDRO is a small record office and works under considerable space constraints in its current premises. It also has no dedicated space for volunteers meaning that volunteers and paid staff would need to occupy the same working areas. Volunteers can also present a considerable challenge to PWDRO’s small team in terms of the staff time necessitated for supervision and management. Therefore, careful consideration must be given to how many volunteers we can accept at any one time. We would also need to discuss the exact terms on which any volunteering session is commenced in order that both the volunteer and PWDRO respectively are clear about its duration and content.

Policy objectives

The purpose of this policy is to:

• define the standards and values which will govern the relationship between PWDRO and its volunteers
• acknowledge the contribution made to PWDRO’s work by volunteers
• set out the rights and responsibilities of volunteers vis-à-vis PWDRO and the role of PWDRO with regard to volunteers
• establish a methodology for the recruitment of volunteers
• confirm that the involvement of volunteers is germane to PWDRO’s strategic goals
• encourage the understanding and appreciation of archives through working with volunteers
• underwrite PWDRO’s commitment to potential archive professionals by hosting work experience placements.
• provide a mechanism whereby either party can withdraw from any arrangement deemed not to be mutually beneficial

Volunteer recruitment

• PWDRO does advertise for volunteers, although generally the office is approached by individuals on an ad hoc basis. Constraints caused by the present office building mean that concerted recruitment would mean stimulating a potential supply of volunteers which PWDRO could not hope to accommodate.
• Two organisations, the Devon Family History Society and The Friends of Devon’s Archives do regularly supply volunteers who generally work on collaborative projects using material worked upon in the searchroom rather than in staff areas.
• Plymouth City Council’s Equal Opportunities Policy will be accorded with when considering the suitability of a potential volunteer.
• PWDRO will seek references from a potential volunteer. This is due to the secure nature of the building and the need to ensure appropriate behaviour whilst on office premises.
• Any volunteer accepted to work in staff areas (as opposed to the public searchroom) will be given an induction which will explain all relevant aspects of the building’s management. Next of kin details will also be collected in case of any emergency.
• A clear explanation of the supervisory and support structures within PWDRO will be offered to each volunteer to assist with the familiarisation process.
• Volunteers will be expected to read and sign the PWDRO Volunteers’ Code of Conduct prior to the commencement of their project.
• At the end of a four-week period the volunteer will meet with the archivist to discuss the progress of their placement. At that stage PWDRO reserves the right to terminate that volunteer’s placement if it is felt that the latter’s work or conduct are not appropriate.

Work experience

PWDRO is keen to offer work experience opportunities to potential archive professionals. PWDRO would undertake to:

• Offer a varied selection of tasks in order to give as complete a picture of the job as possible.
• Accept individuals for periods of up to two weeks (ten working days) to allow this process to take place. Further time on a placement can be arranged by negotiation.
• Advise the individual on the various options open to them in the field of archive training and employment.

PWDRO would expect the placement holder to abide by the conditions laid out in the 'Volunteer rights and responsibilities' section below.

Volunteer tasks

• PWDRO will attempt wherever possible to match volunteer tasks to the skills, interests and aptitudes of the volunteer. Similarly, PWDRO will attempt to align its strategic priorities to volunteer tasks in order to achieve a mutually satisfactory outcome.
• Tasks will be clearly defined. This will assist the volunteer in judging how much time and commitment a particular task will involve. Similarly, it will allow PWDRO to measure the outcomes of that task.
• Record office work requires a good deal of attention to detail and is often repetitive. However, it can also be fascinating and absorbing.  Potential volunteers should be aware of the dual nature of this work before committing to a project.
• Appropriate training and (if necessary) equipment will be supplied by PWDRO

Volunteer rights and responsibilities

Volunteers can expect to:

• Be treated with courtesy and consideration when working at PWDRO
• Receive help and supervision in the tasks they undertake
• Be consulted on the tasks they are asked to undertake
• Be covered under the Council’s Public and Employees’ Liability Insurance
• Work in a safe environment

PWDRO expects volunteers to:

• Respect confidentiality as relates to the affairs of the record office and any archive material they come into contact with
• Abide by office procedures and protocol
• Carry out their work as agreed with their supervisor
• Be reliable and to inform PWDRO if they are unable to attend a session

Expenses

• PWDRO is not able to pay travel expenses (between home and PWDRO) or subsistence to anyone working as a volunteer.
• In the event that a volunteer incurs expenses outside the office (e.g. mileage) at the specific behest of PWDRO then suitable remuneration will be arranged.

Contact

If you are interested in volunteering at PWDRO please contact the archivist, on 01752 305940 or email pwdro@plymouth.gov.uk.