AUSA Volunteering Handbook

ABERDEEN UNIVERSITY STUDENTS’ ASSOCIATION

VOLUNTEER HANDBOOK April 2013

Welcome to Aberdeen University Students’ Association (AUSA)

AUSA has a long history of students undertaking voluntary roles to deliver student services.

Student volunteers are incredibly valuable and vital to the lifeblood of the organisation. This is achieved through a variety of roles. Today, AUSA has literally hundreds of volunteers, running clubs and societies, writing for the newspaper, sitting on committees, putting on events and acting as guides for new students during Freshers’ Week.

Volunteering in AUSA is an excellent way of widening your experience whilst at University. It helps you to build professional skills and opens doors for new opportunities. Some of these skills, experiences and opportunities include: • Communication and interpersonal skills • Confidence building • Experience of being in a fast paced environment • Organisation and time building skills • Good for CV and professional development • References for other volunteer roles and / or jobs • New friendships!

Congratulations on becoming involved, I hope you enjoy your time volunteering whilst at University and get as much out of the experience as possible. We look forward to you becoming part of our volunteer team.

Michelle Higgins Volunteer Co-ordinator

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Contents

CONTENT

PAGE

Introduction

4

Volunteering Policy

5

The History of AUSA

6

Representative Committee Structure

7

Staffing Structure

8

AUSA Mission, Vision, Values Statement

9

AUSA Strategic Plan

10

Opportunities

11

Recruitment

13

Rights & Responsibilities

14

Drinking, Drugs & Smoking

15

Induction & Training

16

Health & Safety, Risk Assessments and Insurance

18

Accidents & Emergencies

20

Confidentiality & Data Protection

21

Complaints & Issues

23

Complaints & Grievance Procedures

23

Support & Supervision

24

Awards & Recognition

25

Volunteering Information

27

Sign off sheet

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Introduction

In this handbook you’ll find the information you need to start volunteering with AUSA, an overview of all the policies and procedures that help ensure our volunteering is the best it can be, along with any of the forms you will come across or might need when you are volunteering with us.

There are lots of ways to be active in AUSA by volunteering and giving your time to a huge range of projects, events and student groups. The Student Activities Centre is based in the Butchart Centre and we’re always happy for you to drop in. In return you’ll meet people, learn brand new skills or develop existing ones, and also have a great time.

What is a Volunteer? (Definition) In case you didn’t know, a volunteer is some who spends their time doing something for the benefit of someone else, without being paid. In short, they are lovely, generous, thoughtful people who help their community or the environment in some way.

Why are you different from a staff member?

You can choose when and where to get involved, without pressure or the responsibility that normal staff members have. Your degree and your enjoyment always comes first, and while you may be relied upon on certain occasions you will never be expected to do something that makes you feel uncomfortable.

What our students think?

It is a great way to learn new skills, meet new people and can be very flexible to fit in around your studies. In addition to doing your degree, it can make you stand out from the crowd.

You can also do awards in recognition of the volunteering hours you do.

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AUSA Volunteering Policy

‘Enriching and supporting the student community by providing a wide range of high quality services and opportunities’ •

The volunteering opportunities within the Students’ Association should be something a volunteer wants to do: no volunteer should feel pressurised into any activity or project.

• The nature and content of any volunteering work needs to be clear to the Students’ Association and the volunteer before beginning the volunteering role.

• Volunteers should be given a ‘role description’ before they begin the placement to ensure that they know what to expect, and what the Students’ Association expects from them.

• Volunteers should not replace paid staff.

• Volunteers have the right to a full and comprehensive induction and training.

• Volunteers will be subject to and protected by AUSA’s equality and diversity policy.

• Volunteers with disabilities have the right to reasonable adjustments to enable them to volunteer and fulfil their role.

• All efforts should be made to ensure the Health and Safety of all volunteers whilst volunteering for/ with the Students’ Association.

• Volunteers have the right and responsibility to treat others and be treated with respect and dignity.

• Volunteering should be a positive and enjoyable experience. Volunteering should be fulfilling in terms of personal development, and / or career development if the volunteer is seeking these goals.

• All Students’ Association volunteers have an appointed staff member who will be there for guidance and support throughout the volunteering experience (including regular supervision).

• All volunteers are recognised by the Students’ Association and volunteers are entitled to receiving a professional reference and a certificate on request from appointed staff member.

• All volunteers are subject to the Constitution of the Students Association and its Schedules; this includes but is not limited to complaints and discipline procedures.

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THE HISTORY OF ABERDEEN UNIVERSITY STUDENTS’ ASSOCIATION

Although the Union Management Committee, SRC and Athletic Association had existed for many years, it was clearly the case that the separation of responsibilities was not in the best interests of the students of the University. It was agreed that having three separate organisations serving the students’ interests was creating a lack of coherence in the student body, and meant that the three bodies were failing to achieve their full potential.

In the academic year of 1998-1999, the Presidents of the Students’ Representative Council, Union Management Committee and Athletic Association began to address the issue of co-operation and common interests between the three organisations.

They realised that there was a lot more to be gained by being together as one organisation, than apart. The three organisations were often duplicating roles and services that could be done more effectively and efficiently together, that the students’ message to the University was rarely united and often contradictory, and that their financial security could not be guaranteed in the long term.

Moreover, the three bodies all essentially wanted the same thing – to make student life at Aberdeen University as prosperous, enjoyable and well-supported as possible.

The outcome of this realisation was a referendum presented to the students of the University in February 1999. They were asked if they wanted to merge the AA, SRC and UMC into a Students’ Association. The three bodies came together to fight an intense and high-profile joint campaign for a “Yes” vote.

On a 24% turnout, higher than for any other student ballot in recent memory in Aberdeen, the referendum was overwhelmingly passed.

The Students’ Association’s new committee structure came into place in August 2000, with the first Sabbatical and Committee elections being held earlier that year.

The three Councils (UMC, SRC and Sports Council), although no longer a working, constitutional part of the Students’ Association still remain within the SA logo. The 3 arrows which are underneath the crown of the university represent the ‘coming together’ of the 3 councils back in 2000 and so provides a direct link to the SA’s history as well as giving the impression of the Scottish Saltire.

Since then there have been further changes to both the representational and organisational structure.

The Students’ Union in Gallowgate (formerly the UMC’s HQ) was closed down in 2003 and a smaller union bar opened in Littlejohn Street (which itself closed down in 2008). The Northern College of Education joined the University in 2001 along with the colleges Students’ Association which became part of the SA, with its own constituted standing committee until the Faculty of Education (as it was called after the move) relocated from Hilton campus onto the Kings College campus in 2005.

Now there are 6 sabbaticals, 9 non-sabbaticals and 8 directly elected standing committees which form the representational governance of the Students’ Association.

Since then the Students’ Association’s focus has become more and more student activities, welfare & support and representational and further away from the commercial activities provided previously.

However the recent move to the Butchart building has opened up many more new opportunities for engagement with the students in the future.

In 2010 AUSA successfully achieved the Bronze Award in the Students’ Union Evaluation Initiative (SUEI) which provides a quality benchmark for Students’ Associations/Unions throughout the UK. Winning this award shows just how far AUSA has come since its creation.

Today the Students’ Association is moving forward with many initiatives and works closely with the University to ensure its fully accountable and represents the needs of all 14500 of its members; the students at the University of Aberdeen.

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General Manager Bryan Snelling

Finance Manager Michelle Elrick

Commercial & Communications Manager

Membership Engagement Manager Graeme Hope

Ross Brechin

Residents Community Development Coordinator

Societies Administrator Laura Chalmers

Karen Reid

Climate Change Coordinator Hannah Towsey

Finance Assistant Doreen Osborne

Education Development Coordinator

Representation & Democracy Coord

Events & Campaigns Coordinator

Jennifer Krase

Trish Burnett

Mhari Mcintyre

Student Advice Manager (Acting)

Design & Marketing Coordinator (P/T)

Shona Howie

Jonathan MacDonell

Coffee Shop Supervisor Heather Low

Coffee Shop Assistants

Academic Advice Coordinator (Temp)

Esther Milne AUSA Receptionists

Evening Building Supervisor Tabatha Evans

Student Advice centre Assts

Volunteer Coordinator Michelle Higgins

AUSA Staff Structure 2013

Sports Development Manager John Duguid Sports Administrator (Temp) Steven Dale

MIDAS Assessor Dave Spowatt

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AUSA’s Mission, its Vision, its Values, the Strategic plan................ and how they impact on you MISSION STATEMENT The Aberdeen University Students’ Association provides representation and services for students, run by students, to enhance their experiences and enable students to enjoy and gain more from their university education.

VISION ‘Enriching and supporting the student community by providing a wide range of high quality services and opportunities’.

CORE VALUES Our values inform everything we do and should always be considered in the course of your employment, therefore we should always provide: • • • • • • •

A pleasant, safe and healthy environment An environment where students should have fun while learning Effective representation, advice and support for students Student focused service provision Opportunities for personal development Accountability, integrity and fairness Always striving for continuous improvement

VISION STATEMENT

MISSION STATEMENT

CORE VALUES

STRATEGIC PLAN DEPT OBJECTIVES

INDIVIDUAL OBJECTIVES

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ABERDEEN UNIVERSITY STUDENTS’ ASSOCIATION STRATEGIC PLAN

The strategic plan is an important document as it provides a common focus and shared vision and allows us all to develop action plans outlining a range of challenging aims and objectives that have been approved by all. Regular reviews along with realistic Key Performance Indicators (KPI’s) will enable us to monitor and measure our progress and make amendments where ever necessary.

Each area/ dept. within AUSA including Volunteering has its own action plan relative to the strategic plan which will inform the direction of that area/dept. These action plans will, in turn, generate staff, student officer, committee, general students and team objectives so that it is obvious how every individual’s contribution at AUSA ties into the overall Strategic plan and subsequently the Mission, Vision and Values of the organisation.

AUSA is confident that the Strategic Plan can provide the basis for continuous improvement and further development of key services, opportunities and of our people (subject to available resources), thereby enhancing the student, staff and community experience.

The strategic plan together with reviews and updates can be viewed on the AUSA web site www.ausa.org.uk

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Opportunities

INTERNAL There are many opportunities available to students to get involved and volunteer within AUSA. These include: ASR – Aberdeen Student Radio ASR is an online student radio station set up and developed by AUSA and a dedicated team of student volunteers. It is run six days a week by the ASR committee and a wide team of volunteer DJ’s. You can become involved by being a Music DJ, Technical Assistant, Music Reviewer to name just a few.

Niteline Niteline is a confidential listening and support service for students who may be uncomfortable speaking face to face about any issues they have. The service is manned entirely by trained volunteers and all matters are treated in the strictest confidence.

Dirty Weekenders This group provide busy students a chance to volunteer in a number of one-off projects.

This can be anything from conservation to marshalling at Fun Runs and everything in between.

BookEnds BookEnds is a second-hand bookshop run purely by volunteers. You can gain experience in customer service skills and everything else to do with running a shop.

Aberdeen Students’ Charities Campaign Be part of the Charities Campaign which raises money every year to disburse to local voluntary organisations/charities. Their activities range from pub crawls to singing and dancing in the Student Show to name just a few.

Gaudie – Student Newspaper Gaudie aims to cover every aspect of student life; from incisive reporting of local, national and international news to coverage of society events and sporting successes. Be part of the team, you could write an article, become an editor, design the pages, review entertainment and report news and lots more.

AUSA – Wildlife Garden AUSA has use of a small garden on the King’s College campus where we have created a beautiful haven for animals and birds. We maintain the garden, put on educational events there and generally promote conservation. We are always looking for volunteers to help out.

AUSA – Veg Garden We’ve gone organic. AUSA is maintaining a wonderful allotment for students to use and grow vegetables and herbs. It provides a relaxing social space for students, with talks and workshops for all to enjoy interested in helping out, you would be more than welcome.

The VegBag Co-operative This is a student run scheme that provides students with organic, local and tasty vegetables every week at a cost of only £6. We are run purely by volunteers. Interested in helping out, you would be more than welcome.

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EXTERNAL External opportunities are opportunities provided by organisations that are registered with AUSA. All organisations have gone through an application process and rigorous checks.

Opportunities range from: • Conservation projects.

• Interacting with children in a school setting offering guidance about further education • Becoming a volunteer counsellor for children.

• Helping a charity that operates for individuals with learning disabilities by befriending or doing administration.

• Fund-raising projects.

The external organisation will provide you with an induction session and training relevant to your role. You must also follow their policies and procedures whilst you are volunteering with them.

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Recruitment

INTERNAL AUSA has a range of Volunteering Opportunities open to students as to get involved with in a variety of capacities and given the range and scope of the volunteering roles available AUSA employees a variety of methods in respect of the recruitment of volunteers.

Methods of Recruitment: • Fresher’s Week/ Fresher’s Fayre • Students contacting AUSA Volunteering service directly • Students signing up via AUSA Website • Students already participating in activity • Elections A large proportion of AUSA’s volunteering opportunities are only able to be undertaken as a result of students standing for and being elected into that role whether that be through crosscampus ballot elections or internal elections within the various clubs, societies or volunteering groups/ projects. Elections for these roles take place on an annual basis usually in the Second Semester around Easter time.

More information on which opportunities are only available as a result of election is available from the Volunteer Co-ordinator or by visiting www.ausa.org.uk.

Out-with the elected opportunities if a student wishes to pursue a volunteering opportunity within AUSA they should approach the relevant club, society, volunteering group/ project or the Volunteer Co-ordinator in the first instance.

The Volunteer Co-ordinator can email students upon request to discuss volunteering within AUSA and will also be happy to arrange a meeting to discuss volunteering in person.

Once a student has decided they would like to volunteer they need to register online at www.ausa.org.uk/volunteering or alternatively they can visit the Volunteer Co-ordinator in the Activities Centre in the Butchart Centre. References and disclosure on disciplinary action/previous convictions must be provided by the student during the sign-up process and these will be checked prior to the commencement of volunteering. You will also be asked to complete a monitoring form prior to the commencement of your volunteering. The information contained within this form will be kept confidential by the volunteering service.

Once a student has registered to volunteer and selected a volunteering opportunity they want to undertake then they will undergo a standard induction process carried out by the Volunteer Co-ordinator or Staff Member/ Supervisor responsible for the opportunity being undertaken.

EXTERNAL AUSA works with a variety of external organisations to offer volunteering opportunities outside of AUSA in the wider community. Although AUSA is not directly involved in the recruitment of volunteers by external organisations it does have in place a registration process for external organisations as well as a process for checking on external organisations that advertise and recruit volunteers through AUSA. 13

Rights & Responsibilities

What can you expect as an AUSA Volunteer?

As an AUSA Volunteer you can expect: • A comprehensive induction to your role.

• Support and supervision from a named contact.

• Training where appropriate.

• A fun, supportive and positive environment that ensures you enjoy volunteering.

• To be treated with respect, courtesy and fairness regardless of gender, sexual orientation, age, parental or marital status, disability, religion, colour, race, ethnic or national origins, or socio/economic background.

• To say no to any tasks you don’t feel comfortable with.

• Recognition and thanks.

• The right to refuse to carry out any request you consider unreasonable.

• We will ensure your safety and you will be insured when undertaking volunteering with us.

• To be paid reasonable out of pocket expenses by prior arrangement.

In return we ask that you: • Act as an Ambassador for AUSA and not bring its work into disrepute.

• Adhere to the AUSA policies and procedures outlined within this document.

• Attend appropriate training and meetings.

• Are open and honest in your dealings with AUSA. • Treat fellow student volunteers and staff with courtesy and respect.

• Have fun – we want you to be happy and enthusiastic about your volunteering.

• Let us know if you wish to change the nature of your contribution.

• Let us know if we can improve the service and support that you receive.

• Respect confidentiality.

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Drinking, Drugs & Smoking

ALCOHOL AUSA has a Strict No Drinking Rule whilst you are volunteering. Where a volunteer is found in possession of alcohol under the age of 18, it will be taken away from them and disposed of. Where a volunteer is found in possession of alcohol over the age of 18, it will be taken away from them and returned at the end of the session. Where a volunteer refuses to comply, they will be sent home immediately. Where a volunteer’s condition gives cause for concern, the person will be sent home.

Each instance will be examined and decisions taken as to whether a risk exists retaining the volunteer.

DRUGS AUSA has a Zero Tolerance Rule whilst you are volunteering. Where a volunteer is found in possession of drugs, they will be reported to the police and will automatically be removed as a volunteer.

SMOKING AUSA has a No Smoking Rule in public buildings. This is in compliance with the law. It is up to the individual placements to decide if a volunteer can smoke outside whilst volunteering.

Where person have problems with any of the above, counselling can be offered.

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Induction & Training

Induction Process At the commencement of your volunteering role the AUSA Volunteering Co-ordinator or Staff Member responsible for overseeing the area within which you are volunteering will go through a 1-2-1 or group Induction with you. Depending on the nature of the role being undertaken the induction will involve a programme of generic organisational training, meetings, information sharing activities and role specific training that will be planned by the AUSA Volunteering Co-ordinator/ Staff Member.

AUSA has a Volunteer Induction Checklist that it follows to ensure Volunteers receive a thorough Induction and to ensure that all necessary stages of the Induction are completed.

The Checklist serves as a ‘check & measure’ to ensure volunteers are given the basic information required as well as an understanding of current procedures and your volunteering role.

As part of your Induction you will be informed of the support available to you as a volunteer whilst undertaking your role from AUSA including any meetings or reviews that you will need to have/ attend.

For elected officers this process will include a welcome day handover/ training period to allow for the dissemination of any/ all relevant information and knowledge relevant to the specific officer roles.

Induction Training As part of your Induction you will receive generic information and training on AUSA, its structures, operations, procedures and practices as well as any organisational rules & regulations that you should be aware of before undertaking your volunteering role.

One of the first aspects of your training will be attendance at an AUSA volunteer induction workshop. Here you will finalise your registration as a volunteer as well as receive any important information and documents. This workshop will also provide you with the opportunity to meet other volunteers, the AUSA Volunteering Co-ordinator and any other relevant Staff Members.

During your training you will learn about many aspects relating to AUSA, Volunteering and the role you are going to be undertaking including: • Health & Safety.

• Rights & Responsibilities • Confidentiality & Data Protection • Expenses • Grievances • Support & Training

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Role-Specific Training Once you have completed your initial induction training you will be required to undertake training specific to the role you are looking to undertake. This may be delivered by the AUSA Volunteering Co-ordinator, the AUSA Staff Member responsible for supervising the area within which you will be volunteering or by another volunteer.

For elected roles this will include a handover period delivered by the outgoing incumbent of the role being undertaken to provide further and necessary information relevant to the role.

Further Training & Development After completing your initial induction training and role specific training and taking into consideration the duration and nature of the role you are undertaking their maybe a requirement or opportunity to undertake further training and development. The requirement or opportunity for further training/ development should be discussed with the AUSA Volunteering Co-ordinator or the Staff Member responsible for overseeing the area within which you are volunteering.

Any costs/ expenses relating to any training & development should be covered by AUSA. Any additional resources required to undertake further training & development should also be provided by AUSA.

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Health & Safety, Risk Assessment and Insurance

Health & Safety Aberdeen University Students’ Association (AUSA) is committed to providing safe and well organised volunteering opportunities and therefore takes very seriously the Health & Safety of all of its volunteers and service users. AUSA reviews on a yearly basis the health and safety procedures it has in place for all volunteers and service users including updating and implementing any relevant/ necessary training.

All volunteers as part of their induction will receive information on AUSA’s Health & Safety policy. AUSA will also provide any necessary training specific to your volunteering role that maybe necessary.

All volunteers shall, for the purposes of health and safety will be subject to the rules and regulations as outlined in the AUSA Health & Safety policy in line with the Health & Safety at Work Act 1974.

All areas within AUSA that involve volunteers will produce annual risk assessments/ codes of practice, copies of which will be held centrally by AUSA and available to volunteers/ service users upon request.

Responsibility for Health & Safety within AUSA rests with its Trustee Board who defers delegated authority for this to the General Manager. The General Manager will take all reasonable and practical steps to ensure that the union is compliant with all statutory obligations whilst striving to maintain a system of best practice within all areas of AUSA activities including volunteering.

AUSA will provide volunteers with any Personal Protective Equipment (PPE) that maybe required for the volunteer to carry out the duties/ tasks within their role.

Volunteers must abide by all policies and procedures and follow all instructions given to them by AUSA/ AUSA staff member responsible for the area in which they are volunteering.

In order to maximise the safety and enjoyment of your volunteering there is a need to be aware of your personal safety and the safety of other people around you. As a volunteer with AUSA you have the right to be safe whilst volunteering. You also have the responsibility not to endanger yourself or others through your actions.

AUSA has a variety of volunteering roles. Most roles will be based within take the Butchart Centre. However some of the roles like Dirty Weekenders will involve undertaking duties off campus also.

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Risk Assessment All volunteering projects within AUSA have a Code of Practice and/or Risk Assessment where necessary. These are reviewed annually and updated to ensure that any risked associated with the activities that volunteers will be undertaking are identified and managed to ensure safe participation in the project by volunteers and service users.

AUSA has a Risk Assessment procedure it utilises for producing its Risk Assessments. This procedure is based on the ‘5 Steps to Risk Assessing’: 1. Look for Hazards.

2. Decide who may be harmed.

3. Evaluate the risk and decide whether the existing precautions are adequate or whether more should be done.

4. Record the findings.

5. Review the assessment and revise if necessary.

If volunteers at any time feel they are working in an environment that is not safe or they are encountering risks or that the general Health & Safety is not upto standards they are asked to report their concerns/ issues to the AUSA Staff member responsible for overseeing that particular volunteering project or the AUSA Volunteering Co-ordinator Insurance Volunteers within AUSA will be covered by the AUSA Insurance Policy whilst they are volunteering on internal projects. There are occasions when certain events/ activities run by the various internal volunteering projects will require additional insurance cover for which AUSA will facilitate the necessary insurance cover.

External organisations are required to submit proof of insurance to AUSA when any of the AUSA volunteering projects get involved with them or provide volunteers to them.

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Accidents & Emergencies

Emergency Procedures As a volunteer within AUSA you will need to know what to do in case of an emergency. This includes what to do in the event of a fire or if you, or someone has an accident. As a volunteer you will be provided information on these as part of your Induction that you will go through before commencing your volunteering role alongside the information provided in this handbook.

AUSA has a duty to look out for, and ensure the safety of, all who work in and deal with it, so do its clubs, societies and all of its volunteer projects/ groups. Talk to your appointed member of AUSA Staff/ Supervisor or the AUSA Volunteer Co-ordinator for more information about Safety Codes (clubs and societies), First Aid and Risk Assessments. For more information on how to write a risk assessment as well as the templates you will need to use speak to the AUSA Volunteer Co-ordinator. If you are involved in an activity recognised as potentially dangerous or involving potential hazards (all sports activities fall within this category), then the AUSA requires personal details including emergency contact details and relevant medical information to be kept on file.

All AUSA volunteers should be aware of University of Aberdeen emergency procedures.

If you have an emergency on campus, then call SECURITY on x3939 on an internal phone or (01224) 273939 from an external phone or mobile – do not call the emergency services. If you are involved in an emergency at another location you should follow any local procedures, failing that you should call the emergency services on 999 or 112 (for abroad) Discovering a Fire • If you discover a fire, attempt to extinguish it ONLY if no personal risk is involved.

• Fire Alarms are located throughout the Butchart Centre.

• Leave by the nearest, safest exit • The fire assembly point is at the steps of Library Square.

You can also help to prevent fires, or lessen their consequences by: • Keeping fire exits free from obstruction. Never prop a fire door open • Observing safety rules, such as no smoking • Keeping naked flames or sparks away from any flammable materials Accidents within Butchart Centre In the event of an accident you should: • Let a member of AUSA Staff know as soon as possible.

• A First Aid Kit is located at Reception on the ground floor of the Butchart Centre.

• Where medical assistance is required, and no member of AUSA Staff is available ring SECURITY on x3939 Accidents outside of Butchart Centre/ University In the event of an accident in this case you should: • If necessary call the Emergency Services.

• Notify the supervisor/ AUSA staff member responsible for overseeing your role.

• Where the supervisor/ AUSA staff member is not available notify University Security on (01224) 273939.

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Confidentiality & Data Protection

Confidentiality

Aberdeen University Students’ Association (AUSA) is committed to confidentiality. Nothing personal that another individual tells us within our service will be shared with any other organisation or individual outside of AUSA without permission.

The volunteer will maintain confidentiality whilst volunteering and after they have ended volunteering with AUSA. We believe that the principles of confidentiality must be integrated across all aspects of our services, operation and management.

Definition: ‘AUSA understands confidentiality to mean that no information regarding a volunteer or other individual shall be given directly or indirectly to any organisation or individual external to the Students’ Association, without consent to disclose such information’

All volunteers should ensure that no discussions relating to an individual will take place outside of the Students’ Union premises.

Breaches of Confidentiality: AUSA recognises that occasions may arise where volunteers feel they need to breach confidentiality.

The following are occasions when volunteers should breach confidentiality and immediately consult their appointed staff members who will take the necessary steps: 1) An individual is at immediate danger of harming itself or others.

2) An individual is suspected of child abuse or neglect.

3) An individual discloses information about planned or actual crime/ terrorism.

All volunteers should be aware that any breach of confidentiality may be a matter for disciplinary action or provide grounds for complaint or private legal action against AUSA by the individual concerned.

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Data Protection AUSA is committed to ensuring that we store, maintain and use information held in respect of volunteers, external projects and voluntary opportunities in compliance with the University of Aberdeen Data Protection Policy and the DATA Protection Act 1998.

All volunteers are asked to keep any information they come into contact with as part of their volunteering, confidential at all times. Volunteers are asked not to discuss personal details of any other volunteer or service user with anyone outside of the organisation without permission from AUSA. Volunteers can also be assured that AUSA holds all personal information under strict legal and ethical obligations of confidentiality. Information that is given in confidence will not be used for any purpose without consent.

The Data Protection Act 1998 regulates the holding and processing of personal data that is information relating to living individuals of any age. Its purpose is to ensure that personal information (personal data) is only processed in accordance with certain legitimate principles under specified conditions and to provide a set of rights to the individuals to whom the personal data relates. The Act covers data held in certain manual (paper) files as well as computer files.

The Data Protection Act affects all areas of AUSA and the University of Aberdeen and so it is important that both staff and students are aware of its implications.

Volunteer Information/ Records: AUSA will endeavour to make every effort to ensure that all volunteer’s information/ records are kept safe in lockable storage, secured electronically online or within the University’s Servers. All information relating to volunteers will be stored securely for the duration of time that it is required to be held.

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Complaints & Issues

AUSA aims to provide quality volunteering opportunities on a fair and equal basis and expects volunteers and staff alike to treat the people they work with in the same way. Every effort should be made to follow good working practice and when problems arise they should be brought to the attention of all parties concerned and addressed.

AUSA is here to support volunteers if they are unhappy about something. Where possible issues/ complaints should be resolved informally, if this is not possible then there are formal procedures as indicated below which can be followed. In the first instance where possible volunteers should contact the AUSA member of staff responsible for overseeing the area/ project in which they are volunteering or the AUSA Volunteer Co-ordinator.

Complaints/ Grievance Procedures

It is important if you feel dissatisfied with any matter relating to your volunteering there is a means by which you can air your grievance and have it resolved. While a formal procedure exists, nothing prevents you from seeking to resolve the matter of concern by informal means, without there being a written record.

If you wish to pursue the matter as a formal complaint/grievance, you should follow the procedure below – (1) In respect of a complaint/grievance against a fellow student or volunteer, contact the AUSA Volunteer Co-ordinator in the first instance and they will explain the process in line with the complaints/disciplinary procedure as outlined in the AUSA Constitution.

(2) In respect of a complaint/grievance against an AUSA staff member, in the first instance you should put it in writing to the AUSA General Manager. They will then deal with this as outlined in the AUSA employee handbook.

(3) In respect of a complaint/grievance against an external organisation, contact the AUSA Volunteer Co-ordinator in the first instance and they will raise the matter with the organisation and follow their procedures.

(4) If you have a complaint/grievance against AUSA in general that can’t be resolved, you can choose to then raise it with the University of Aberdeen. You should put your complaint/grievance in writing to the University Secretary who will then investigate this in line with University and AUSA procedures.

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Support & Supervision

AUSA value the contribution that each and every volunteer makes and know the value that the right training and support can give you.

The Introduction to AUSA Volunteering induction session is designed to give you the opportunity to find out about what volunteering with us will entail. You’ll be taken through the Volunteer Handbook during the session, which contains everything you need to get started with volunteering.

Further training on the specific role you choose will then be done before you commence your role. You will also be given a named contact (supervisor) prior to commencement of your role.

Expenses Volunteers are entitled to claim out of pocket expenses and these will be reimbursed on the production of a receipt. Please speak to the Volunteer Co-ordinator who will provide you with an expenses form.

Progress Reports After your induction, the AUSA Volunteer Co-ordinator will remain in contact with you to keep up to date with your progress. This will be in the form of monthly emails but you can at anytime make an appointment with the Co-ordinator to discuss your volunteering.

Exit Interview If you leave your volunteering opportunity, you will be invited to attend an exit interview. You will receive a form to complete to describe your volunteering experience.

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Awards & Recognition

Enhanced Transcript One of the rewards of volunteering through AUSA is that you the activity you end getting involved with in terms of volunteering may be eligible to be recognised and recorded on your Enhanced Transcript What is it?

The Enhanced Transcript is a single comprehensive record of a learner’s achievement at a higher education institution. It will be an electronic document, which will adhere to a common structure and be verified by the University. Initially the Enhanced Transcript will only apply to undergraduate students, although it may be widened out to other levels in the future. It is a national initiative so Universities across the country will be issuing Enhanced Transcript documents. At Aberdeen University all those who graduate from 2014 onwards will be issued with an Enhanced Transcript document.

The Enhanced Transcript contains information identifying the holder of the qualification, and information on the institution and the national higher education system. It includes information on the qualification, its level, details of each of the modules or units studied, the form of assessment (timed examination, essay, project, dissertation etc.), marks awarded, and their relative weighting towards the final summary mark or grade.

More importantly in terms of AUSA and volunteering it also includes information on activities carried out by the student which do not carry credit towards their award, but which if approved for inclusion can be verified by the institution. This includes prizes, volunteering, widening participation activities, additional study (e.g. languages), involvement in sports & societies etc.

The idea is that future employers will be able to look at an Enhanced Transcript document before/after an interview, and be able to understand the applicants’ qualification from their University and what co-curricular activities they participated in, and what transferable skills they have obtained.

Saltire Awards for Young Volunteers: Details of the Saltire Awards (for volunteers aged 12-25 years) and how volunteers can register for the Awards are available at: http://www.saltireawards.org.uk/ and http://www.volunteeraberdeen.org.uk/youngvolunteers.html The Saltire Awards help encourage even more young people to volunteer and give them good recognition. Volunteers will receive certificates for their volunteering contribution and

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as an added bonus can also claim Reward Points on their Young Scot Card (this is part of the Accord Card in Aberdeen City).

Saltire Awards are available for undertaking: Challenge- This is a one-off team event that will give you an idea of what volunteering might be like.

Approach- If you want to get the feel of what it's like to volunteer regularly then this is for you. You can get a certificate for 10 or 25 hours of volunteering.

Ascent- This is all about long term volunteering. Certificates are awarded for 50, 100, 200 and 500 hours of volunteering.

For any further details please contact the ACVO-Volunteer Centre (E-mail: VolunteerCentre@acvo.org.uk).

Find out more on the Saltire Awards website -http://www.saltireawards.org.uk/ and how to sign up.

AUSA Award The AUSA Award is for students who have completed the Saltire Award and want to continue logging their hours or for students who don’t fit the criteria of the Saltire Award.

You will receive a certificate signed by the AUSA President and the AUSA General Manager just prior to your graduation.

King’s Awards The Kings' Awards are for Students who actively engage in student activities and ensure their continuous existence. Whether you write for Gaudie or volunteer for Niteline, almost all student activities participants are eligible according to the following list: • • • • • •

Society members, including committee and non-committee members.

Volunteers for the Charities Campaign, including, but not limited to, Bookends Volunteers and Student Show volunteers.

Students active within Student Media such as Gaudie and ASR. Active members of council.

Niteline and Vegbag volunteers.

Other volunteers such as Dirty Weekenders participants and other AUSA affiliated groups except sport.

You are eligible for any of the two levels. If the awards committee decides you have not met the criteria you may receive a commendation. You can only receive one level once throughout your time at university.

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Students Taking Active Roles (S.T.A.R) Award The STAR Award provides you with a framework to support your skills and attribute development outside the classroom. It is also an opportunity to achieve recognition for your contribution to a wide range of Students’ Association, on-campus/peer support and community-based/volunteering based roles affiliated with the University. It has been designed around five, employability-related Aberdeen Graduate Attributes.

Any registered University of Aberdeen student can participate in the STAR Award! All you need is to hold a recognised role and register at the start of the academic year.

The Award is split up into Gold, Silver and Bronze recognition, with each role being recognised at a certain level.

As well as holding one of the recognised roles, and participating in this role regularly, you will: • Complete one Skills Development and one Interview Skills workshop.

• Reflect on your development and achievement of Aberdeen Graduate Attributes in your STAR Award Portfolio, within MyAberdeen.

• Undertake a unique competency-based interview.

To complete the STAR Award, you will share your STAR Award Portfolio with a two-person assessment panel which normally comprises of a member of University staff and an employer. Your assessment panel will also conduct your competency-based interview.

Your application for the STAR Award will be judged on both the strength of your Portfolio submission and interview performance.

You can register for the STAR Award at the start of the academic year. You will need to fill in an application form and attend a short briefing session to find out more about the STAR Award.

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Volunteering Information The following information can be found online at the AUSA website –

Volunteer Handbook – http://www.ausa.org.uk/getinvolved/volunteer/handbook/ Online Student registration form – http://www.ausa.org.uk/getinvolved/volunteer/forms/ Online Organisation registration form - http://www.ausa.org.uk/getinvolved/volunteer/forms/ Expenses form – http://www.ausa.org.uk/getinvolved/volunteer/forms/ Exit Interview form – http://www.ausa.org.uk/getinvolved/volunteer/forms/ Volunteer Induction – http://www.ausa.org.uk/getinvolved/volunteer/induction/ Further Training Opportunities – http://www.ausa.org.uk/getinvolved/volunteer/furtherops/ Public Liability Insurance – http://www.ausa.org.uk/getinvolved/volunteer/insurance/ Top 10 Tips on Volunteering – http://www.ausa.org.uk/getinvolved/volunteer/tips/ Saltire Award - http://www.ausa.org.uk/getinvolved/volunteer/saltire/ Volunteer Monitoring Form - http://www.ausa.org.uk/getinvolved/volunteer/forms/ Risk Assessment Template - http://www.ausa.org.uk/getinvolved/volunteer/forms/

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I confirm I have read and understood the contents of the Volunteer Handbook

Name ________________________________________________________ (Print)

Signed _______________________________________________________

Date _____________________________________

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