Volunteer and Intern Agreement

This policy was adopted by the Board on 13 December 2023 and reviewed and updated by the Head of Finance & Operations in November 2023. It is part of a series of Staff Policies.

Introduction

This applies simply to volunteers working to support the day-to-day office work by agreement with WMUK. It is not intended to apply to the general Wikimedians who come in and out of the office all the time spending a few hours.

The aim is twofold: to offer recompense to those (especially on low incomes) for whom being out-of-pocket could be a deterrence and secondly to make sure that we are respecting people who may be giving a substantial amount of time to supporting our office work. As we grow we are likely to attract interns. students on work placements, volunteers looking for work experience as well as people from inside our own community.

The policy

When a volunteer is working at the WMUK office, they should understand what they can expect from WMUK, and what WMUK will expect from them, during their time in the office. As such, they should sign the agreement set out below. Note that this agreement does not apply to volunteers working outside of the office.

This Agreement describes the arrangement between Wikimedia UK and you. We wish to assure you of our appreciation of your working with us and will do the best we can to make your experience with us enjoyable and rewarding.

Part 1: the organisation

Your role as a volunteer/intern is ______________________________________ and

starts on __________(date). This role is designed to assist Wikimedia UK

by ____________________________________________________________

You can expect Wikimedia UK:

1. Induction and training

• To provide a thorough induction on the work of Wikimedia UK, its staff, your role and the induction and/or training you need to meet the responsibilities of this role.

2. Supervision, support and flexibility

• To explain the standards we expect for our services and to encourage and support you to achieve and maintain them;
• To provide a named person who will meet with you regularly to discuss your volunteering and any successes and problems;
• To do our best to help you develop your role with us.

3. Expenses

• To reimburse these expenses following the Volunteer claim form procedures:
  • Travel to and from home by public transport during your work within zone 6 . In exceptional circumstances travel from outside London will be considered.
  • Meal expenses to a maximum of £5.
  • Please keep all your receipts to give to us when we reimburse your expenses.

4. Health and safety

• To provide adequate training and feedback in support of our health and safety policy.

5. Insurance

• To provide adequate Employee cover for volunteers whilst carrying out their volunteering roles which have been approved and authorised by us

6. Equal opportunities

• To ensure that all volunteers are dealt with in accordance with our equal opportunities policy, a copy of which is available on request.

7. Problems

• To try to resolve fairly any problems, complaints and difficulties you may have while you work with us;
• In the event of an unresolved problem, to offer an opportunity to bring a friend with you and to discuss the issues with the Chief Executive.

Part 2: the volunteer

We expect you:

• To help Wikimedia UK fulfil its role/function/services which you will be helping with;
• To perform your volunteering role to the best of your ability;
• To follow the organisation’s procedures and standards, including health and safety and equal opportunities, in relation to its staff, volunteers and clients;
• To maintain as absolutely confidential the information of the organisation and of its clients;
• To meet the time commitments and standards which have been mutually agreed to and to give reasonable notice so other arrangements can be made when this is not possible;
• To provide referees as agreed if requested who may be contacted, and to agree to a Criminal Records Bureau check being carried out where necessary, e.g. working in schools or with vulnerable adults.

This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party.

Neither of us intend any employment relationship to be created either now or at any time in the future.

Volunteers are also expected to sign the confidentiality statement which is a binding agreement.