Volunteer Recruitment Policy

1. Policy Statement
   Runners Media CIC recognises that volunteers are essential to achieving our mission of delivering inclusive, community-focused media, education and engagement activities. We are committed to recruiting volunteers fairly, safely and transparently, ensuring that everyone has an equal opportunity to contribute regardless of background. Our recruitment processes are designed to attract people with a wide range of skills and lived experiences while protecting the safety of our volunteers, staff, participants and the wider community.
2. Purpose
   The objectives of this policy are to:
    Recruit volunteers fairly and consistently.
    Promote equality, diversity and inclusion.
    Support safe recruitment practices.
    Ensure volunteers understand their roles and responsibilities.
    Comply with safeguarding and legal requirements.
    Create a positive volunteering experience.
3. Scope
   This policy applies to:
    Directors
    Employees involved in volunteer recruitment
    Volunteer Coordinators
    Project Managers
    Existing volunteers assisting with recruitment
   It applies to all volunteer roles within Runners Media CIC.
4. Recruitment Principles
   Volunteer recruitment will be:
    Fair
    Transparent
    Inclusive
    Consistent
    Based on merit and suitability
    Free from unlawful discrimination
   Appointments will be made according to the needs of the role and the organisation.
5. Equality, Diversity and Inclusion
   Runners Media CIC welcomes volunteers from all sections of the community.
   Recruitment decisions will not unlawfully discriminate on the basis of:
    Age
    Disability
    Race
    Religion or belief
    Sex
    Gender reassignment
    Sexual orientation
    Pregnancy and maternity
    Marriage and civil partnership
   Reasonable adjustments will be made wherever practicable to enable disabled volunteers to
   participate.
6. Advertising Volunteer Opportunities
   Volunteer opportunities may be promoted through:
    The organisation’s website
    Social media platforms
    Volunteer centres
    Community organisations
    Educational institutions
    Local networks
    Partner organisations
   Advertisements will clearly describe:
    The role
    Responsibilities
    Skills required
    Expected time commitment
    Location
    Training available
    Whether DBS checks are required
7. Application Process
   Prospective volunteers may be asked to:
    Complete an application form.
    Provide relevant experience.
    Attend an informal interview or discussion.
    Supply references where appropriate.
    Provide proof of identity where required.
   Selection will focus on suitability, commitment and alignment with the organisation’s values.
8. Safeguarding and Background Checks
   Where volunteer roles involve children, young people or adults at risk, appropriate
   safeguarding measures will apply.
   Depending on the role, this may include:
    Identity verification
    Reference checks
    Disclosure and Barring Service (DBS) checks where legally eligible and required
    Safeguarding declarations
    Completion of safeguarding training before commencing duties
   No volunteer will begin regulated activity before the required checks have been completed.
9. Appointment
   Successful applicants will normally receive:
    A volunteer agreement.
    A role description.
    Information about organisational policies.
    Details of supervision arrangements.
    An induction programme.
   The volunteer agreement is not an employment contract and does not create an employment
   relationship.
10. Induction
    All volunteers will receive an induction appropriate to their role.
    Induction may include:
     Introduction to Runners Media CIC
     Organisational values
     Health and Safety
     Safeguarding
     Equality, Diversity and Inclusion
     Data Protection
     Confidentiality
     Role-specific training
     Media and communications guidance where relevant
11. Training and Development
    Runners Media CIC is committed to supporting volunteers through appropriate learning
    opportunities.
    Training may include:
     Community journalism
     Interview skills
     Photography and filming
     Digital media production
     Social media
     Safeguarding
     Health and Safety
     GDPR awareness
     Communication skills
    Where resources allow, volunteers will be encouraged to develop new skills and take on
    additional responsibilities.
12. Supervision and Support
    Volunteers will receive appropriate supervision from an identified member of staff or
    volunteer coordinator.
    Support may include:
     Regular check-ins
     Feedback
     Guidance
     Access to training
     Opportunities to discuss concerns
13. Expenses
    Volunteers are not paid for their time.
    Reasonable out-of-pocket expenses may be reimbursed where:
     Approved in advance.
     Supported by receipts.
     In accordance with the organisation’s Expenses Policy.
14. Confidentiality
    Volunteers may have access to confidential information.
    They are expected to:
     Respect confidentiality.
     Comply with the Data Protection Policy.
     Use information only for authorised purposes.
     Return organisational information when volunteering ends.
15. Health and Safety
    Runners Media CIC is committed to providing a safe working environment for volunteers.
    Volunteers are expected to:
     Follow health and safety procedures.
     Report accidents and hazards.
     Cooperate with risk assessments.
     Use equipment safely.
16. Ending a Volunteer Placement
    A volunteer placement may end:
     At the volunteer’s request.
     By mutual agreement.
     At the completion of a project.
     Where organisational needs change.
     Following serious misconduct.
     Where safeguarding concerns arise.
    Where appropriate, discussions will take place before ending a placement.
17. Complaints and Concerns
    Volunteers may raise concerns through the organisation’s Complaints or Grievance Procedures.
    Complaints involving volunteers will be managed fairly, confidentially and promptly.
18. Responsibilities
    Directors
    Responsible for:
     Approving this policy.
     Monitoring recruitment practices.
     Supporting safe volunteering.
    Volunteer Coordinator or Project Manager
    Responsible for:
     Recruiting volunteers.
     Conducting induction.
     Providing supervision.
     Maintaining volunteer records.
     Supporting volunteer development.
    Volunteers
    Responsible for:
     Following organisational policies.
     Acting professionally.
     Respecting confidentiality.
     Completing required training.
     Reporting safeguarding or health and safety concerns.
19. Monitoring
    The organisation will regularly review:
     Volunteer recruitment practices.
     Diversity of volunteers.
     Retention rates.
     Training completion.
     Volunteer feedback.
     Safeguarding compliance.
    Improvements will be implemented where appropriate.
20. Related Policies
    This policy should be read alongside:
     Volunteer Policy
     Safeguarding Policy
     Equality, Diversity and Inclusion Policy
     Data Protection Policy
     Health and Safety Policy
     Code of Conduct
     Expenses Policy
     Complaints Policy
21. Review
    This policy will be reviewed every two years or sooner if:
     Legislation changes.
     Safeguarding guidance changes.
     Organisational needs change.
     Volunteer feedback identifies improvements.
22. Policy Statement
    Runners Media CIC values the time, commitment and expertise contributed by volunteers.
    We are committed to providing a welcoming, inclusive and supportive volunteering
    environment where individuals are recruited fairly, treated with respect and given the
    opportunity to develop their skills while helping us deliver meaningful community benefit.
    By following this policy, we aim to ensure that volunteering with Runners Media CIC is safe,
    rewarding and beneficial for both volunteers and the communities we serve.
    Approved By
    Rumana Afroze Rakhi – Director
    Runners Media CIC (Reg: 15283707)