What is a Volunteer Agreement?

A UK charity volunteer agreement enables us to work together in delivering the charity's work by setting clear expectations, ensuring volunteers and the charity understand their roles, responsibilities, and boundaries, while ensuring that everyone is kept safe and we comply with the law and regulations. It is not an employment contract.

How to Write a Volunteer Agreement

A volunteer agreement should be written in simple, positive, clear English that everyone will be able to understand and should include everything from the checklist below that will be needed to ensure it works well.  Avoid the use of jargon and business speak/legal sounding words, unless these are necessary and will be understood by the volunteers.

What Should be Included in a Volunteer Agreement?

What should be included in a volunteer agreement will vary from charity to charity. For informal volunteers, such as one-off help at an event, it may be as simple as ensuring volunteers are briefed on what they need to know.  For example, health & safety and action in the event of a fire.  For formal volunteers, having a volunteer agreement is recommended.  This is not a contract but helps volunteers to understand their and the charity's obligations and how these will work in practice. Volunteers offer their time and skills to help us and are under no obligation to do so, but having an agreement helps volunteers and charities work better together and reduces the risk of problems occurring.  Complying with procedures, such as data protection, health and safety and, if applicable, safeguarding keeps everyone safe and cannot be optional.

Key Things to Consider in Writing a Volunteer Agreement

Below is a checklist and guidance, with key headings you could consider:

1. Nature of Agreement.  In order for any organisation to work well and keep everyone safe, everyone in it must understand, accept and comply with the organisations policies and procedures.  This agreement is intended to do this by ensuring the charity provides the opportunities and support to the named volunteer and the volunteer understands their obligations in return.
2. It is not an employment contract; this is an unpaid volunteer role and neither party intends any employment or other worker relationship to be created.
3. Responsibilities.  An outline of the role and responsibilities, including any line management relationships and communicating with the charity.  Include any:
   1. Professional Qualifications.  Accreditations and/or licences to carry out the role, such as a teaching or medical qualification.
   2. Mandatory Training.  That will be required, such as safeguarding and/or H&SW.
   3. Induction and On-the-job.  Or other training required for this role.
4. Code of Conduct. The volunteer is issued with and agrees to abide by the charity's code of conduct and/or values.
5. Policies and Procedures. The charity will ensure that the volunteer is made aware of and has access to any relevant policies and procedures, such as safeguarding and IT use policies.  The volunteer agrees to comply with these.
6. Confidentiality.  The volunteer must safeguard and not use or disclose any confidential information they have access to either whilst volunteering, or afterwards.
7. Payment.  Is limited to reasonable out of pocket expenses, subject to complying with the charity's expenses policy, such as what may be claimed, limits, approval required and providing receipts.
8. Authority.  You may not enter into agreements, or commit or pay charity funding to anyone, unless you have been given prior, written and specific authorisation by the charity.
9. Data Protection.  The volunteer consents to the processing of personal data including sensitive personal data and, if they will be processing sensitive data of others, compliance with our data protection procedures.
10. Safety & Support.  Identify who will be their point of contact, if they need help, or have a problem, particularly relating to safety issues.
11. Learning and Development.  Taking advantage of opportunities for personal growth and skill development, where this training is required for the role. Include any mandatory training that may be required, such as safeguarding.
12. Communication.  Maintaining effective communication with the charity's coordinator or supervisor. This includes promptly responding to emails, attending virtual meetings or check-ins, and seeking clarification or guidance when needed.  You should let your volunteer manager know if you are having any problems or if you have any complaints, concerns or feedback.  We will respect and listen to your feedback, and keep you informed of any changes.
13. Representing the Charity. Posting about volunteering with our charity is very welcome but you must not represent the charity, or appear to represent the charity, unless you have been authorised to speak on our behalf.
14. Property and Assets. The volunteer will safeguard and, on leaving, return any keys, car parking or other passes or equipment, such as phones and laptops, and data or imagery.
15. Passwords. Or other access to systems is to be kept confidential and any changes to passwords sent in writing to your line manager <insert name> or admin and handed over on leaving. This is to ensure the charity can access these, if you fall ill or similar.  For example, for laptops, phones, social media and website app accounts.
16. If you set-up, or have access to or control of an external system used by the charity, such as a social media account, you must notify any changes to passwords, pin codes, 2 factor authentication, or other access measures, to the individual above.
17. Intellectual Property (IP). In entering into this agreement, you are agreeing that the rights of any IP created whilst working as a volunteer, such as copyright of imagery, content or other materials is assigned to the charity which will retain ownership.  You may use the material yourself, but only if the charity issues you with a licence to do so.
18. Insurance. Provide detail of the cover provided by the charity’s insurance policy.
19. Ending This Agreement. This agreement maybe ended by you or the charity at any time.

The agreement should be signed and dated by both the volunteer and a charity representative, a copy retained by the charity and another given to the volunteer.