The Access Office Volunteer Policy

 

This policy is designed to outline the issues facing volunteers working within projects created by Access[1] in Undergraduate Admissions. The Access Office’s mission is to encourage young people from non-traditional HE backgrounds to make an informed choice about HE and Oxford

 

Definition of a Student Volunteer:

A student volunteer provides their time and effort voluntarily without any mutuality of obligation to provide personal service between the volunteer and University of Oxford or an expectation of receiving any remuneration. However, a Student Volunteer will be entitled, under this policy, to be reimbursed for reasonable out of pocket expenses for example, travel expenses.

1. Recruitment Policy

All volunteers in the Access Office have the right to be treated with dignity and respect and be safe at all times.  These basic recruitment guidelines aim to help safeguard children, young people, vulnerable adults, volunteers and staff members in the Access Office.

The Access Office operates a transparent, open and equitable recruitment and selection policy to safeguard against unfair and unlawful discrimination.  The Access Office will takes all reasonable steps to ensure that suitable and appropriate persons are selected to working with children, young people or vulnerable adults.  .

The procedure is as follows:

 

1.1 Application Form:

All volunteers seeking to work in the Access Office should complete an application form, which has been specifically designed to establish from the volunteer the kinds of voluntary opportunities they are interested in. The form should be completed via Volunteering For Oxford www.volunteeringfox.co.uk online.

1.2 Interviews:

All volunteers seeking to work in the Access Office will be asked to attend a short one-to-one or group interview with a member or members of staff from the Access Office. 

1.3 References:

At least two references will be taken up. 

These should be an:

·               Academic reference, which must be from a University tutor

Plus either a reference:

·               Associated with former work with children

·               Associated with former employment

·               Associated with education

·               Personal/character reference from someone who has known you for a minimum of three years

 

1.4 Criminal Records Bureau Check (CRB):

We are currently not obliged to carry CRB checks for volunteers who choose to volunteer on ad-hoc programmes. CRB checks may be carried out for certain longer-term programmes.

 

1.5 International Students

Non-EU students must show their visa to a member of staff in the Access Office, who will photocopy the visa and keep it for records. Non-EU students may volunteer, in addition to a part-time job that DOES NOT exceed 20 hours.

 

2. Equality of Opportunity and Diversity

The Access Office complies with the University’s Integrated Equal Opportunities Policy. The aims of the University are as follows:

The University of Oxford will work to remove any barriers which might deter people of the highest ability from applying to Oxford, either as staff or students. The University aims to provide an inclusive environment which values diversity and maintains a working, learning and social environment in which the rights and dignity of all its staff and students are respected to assist them in reaching their full potential.  

The Access Office aims to ensure that the voluntary placements offered are equally accessible to all members of the student body whatever their age, ability, gender, race, ethnicity, sexual orientation, religious beliefs or socio-economic status. The Access Office is committed to having volunteers in place, who are representative of the diverse communities that it serves.

 

What can each volunteer do personally in relation to Equality and Diversity?

·               Undergo training on Equality and Diversity provided by the Access Office

·               Ask questions during training

·               Give feedback to the Access Office

·               Overcome your own prejudices

·               Respect differences and treat people with fairness and dignity

·              Actively encourage inclusion in your project

3. Projects

The types of project that the Access Office has to offer are as follows:

·               Exploring Oxford Days

·               Informal Q&A sessions with young people

·               Running specific activities and workshops about higher education

·               Showing young people and their families around Oxford

·               Working on specific projects throughout your degree

·               Volunteering to promote the benefits of a particular subject

·               Working with a specific cultural/ BME[2] group

·               E-mentoring

This list is not exhaustive; volunteers are welcome to tailor activities according to project and young people attending. A description of each project will be available to every volunteer and participant in the scheme when finalised.

4. Training and Supervision

The Access Office will provide the appropriate training, free of charge for all volunteers. All volunteers will be given training on points 4.1 to 4.4, where relevant to their project. The Access Office will not expect volunteers to start their voluntary placement without basic training.

4.1. Child Protection

The Access Office abides by the child protection policy of the University of Oxford, which all volunteers will receive training about, before working in a project involving anyone under the age of 18 years old. In addition the Access Office have produced working guidelines for clarity, for all voluntary activities. All volunteers undertaking residential work will complete an on-line training course, devised by the NSPCC and delivered by the provider EduCare.  In-line with best practice procedures the Access Office will ask for references to determine the suitability of the volunteer in light of working with young people.

 

4.2 Health and Safety  

The University’s health and safety department will provide relevant health and safety training if and when required.

4.3 First Aid Awareness

We will provide training on very basic first aid awareness if and when required. Where the event is a one-day event held in a college, it is the named first aid officer in the college who is responsible for first aid procedures.

5. Insurance

All volunteers are insured under the University’s Public Liability Insurance provided by Oxford Mutual Ltd. and this is extended to include the actions of official volunteers acting on behalf of the University.

The primary purpose of such cover is to provide the University with financial protection in respect of claims for compensation made against the University, by third parties, for injury or damage resulting from negligent acts or omissions by volunteers arising in the course of their voluntary assistance.

5.1 Risks and Health and Safety

The Access Office will ensure, as far as reasonably practical, that volunteers are not exposed to unnecessary risks to their health or safety. Before a volunteer visits a school or FE college, we will obtain written assurance from a particular institution, that the institution has taken reasonable steps to ensure the health and safety of its visitors. All volunteers must read and abide by the relevant health and safety policies and procedures of the University of Oxford discussed in the training.

 

6. Confidentiality

6.1 Confidentiality and young people

Confidential personal information relating to a young person should remain confidential between the volunteer, Access Office and young person. You should not discuss confidential personal information with anyone outside of the Access Office, except where there is a concern for the health and safety of the young person or other persons. If there are any difficult issues that may arise we ask you to record all incidents on a CIMR form (Concerned, Incident and Matter Report). 

6.2 Confidentiality for the volunteer

Information that you give to the Access Coordinators will not be discussed with others without your consent and knowledge unless there is a safety issue. In accordance with the Data Protection Act 1998, written information concerning personal details will be kept securely. The details will only be accessed by the Access Coordinators, Head of Access and shared with other parties only if necessary. Access Coordinators may disclose volunteer information to for security reasons, e.g. phone numbers for CRB checks where applicable, however, this will not be done without written consent from the specific volunteer.  

Data information will be kept for a period of 3 years, stored securely in a locked filing cabinet.

7. Expenses Policy

Volunteers should neither profit nor be left out of pocket when volunteering for the Access Office.  All students who participate in projects where they have to travel for the voluntary opportunity are allowed to claim expenses. These are normally for:

·               Travel by bus or train, saver return fair

·               Taxi (if agreed and usually booked with the Access Coordinator in advance).

·               Food expenses up to £5 if the student is participating for longer than 5 consecutive hours, outside Oxford

·               Other expenses, phone calls, childcare may be covered but this must be agreed in advance with the Access Coordinator for the specific project

In order for reimbursement students must fill out a University Expenses Claim form and provide evidence of expense i.e. receipts. Access Coordinators will then check that the claim reflects the student’s involvement and the University’s finance office will issue a BACS payment into the volunteers account.  A record of all claims will be kept and monitored regularly.

 

8. Grievance Policy

Each grievance will be dealt with on a case-by-case basis, reflecting the University’s procedures where appropriate e.g. the bullying and harassment policy.   There may also be occasions where personnel services are consulted.

Grievance to be set out in writing by letter or email ----->

Grievance to be sent to Access Coordinator responsible for the project---->

If the grievance cannot be resolved by Access Coordinator, it will be taken up by the Head of Access ----->

Final stage, if the grievance cannot be resolved it will be taken up by the Director of Undergraduate Admissions

 

9. Volunteer Development

The Access Office aims to offer opportunities to encourage volunteers to develop and improve in their role as a volunteer. We are committed to giving one-to-one feedback about your role and aim to ensure your expectations are met.  There will always be a member of staff responsible for a project, who volunteers can talk to about a particular opportunity.