Volunteers
1. Introduction
1.1 Purpose of the Volunteer Charter
Clarifying the Objectives of the Charter:
The GCRI Volunteer Charter aims to establish a comprehensive, transparent, and supportive framework for engaging, managing, and recognizing volunteers. This charter serves as a guide for both volunteers and staff, ensuring a consistent approach across all volunteer activities within GCRI.
The charter is designed to align volunteer activities with GCRI’s strategic objectives, thereby enhancing the organization’s capacity to address global risks and foster innovation in humanitarian assistance.
It seeks to protect the rights and well-being of volunteers, providing clear guidelines on their roles, responsibilities, and the support they can expect from GCRI.
The charter emphasizes the importance of volunteers in achieving GCRI’s mission, highlighting their contributions as integral to the organization’s success.
Emphasizing the Importance of Volunteer Contributions:
Volunteers are at the heart of GCRI’s mission to advance risk reduction and innovation in humanitarian assistance. Their diverse skills, experiences, and dedication significantly enhance GCRI’s ability to respond effectively to global challenges.
By offering their time, expertise, and enthusiasm, volunteers enable GCRI to extend its reach, implement innovative solutions, and deliver essential services to vulnerable communities.
Volunteers exemplify the values of civic engagement, solidarity, and altruism, inspiring others to join the collective effort towards sustainable development and humanitarian excellence.
The charter recognizes that volunteers bring unique perspectives and fresh ideas, driving GCRI’s continuous improvement and adaptability in a rapidly changing world.
1.2 Scope of the Charter
Defining Who the Charter Applies To:
This charter applies to all individuals who volunteer their time and skills to support GCRI’s mission, including local, international, and remote volunteers.
It covers various categories of volunteers, such as long-term volunteers, short-term project-based volunteers, episodic volunteers for specific events, and interns and fellows who contribute in a volunteer capacity despite receiving stipends.
Volunteer Categories:
Local Volunteers: Residents within the geographic region of GCRI’s operations who engage in volunteer activities locally, contributing their knowledge of the community and local context.
International Volunteers: Individuals who travel from different regions or countries to participate in GCRI’s programs and initiatives, bringing diverse cultural perspectives and global expertise.
Remote Volunteers: Volunteers who support GCRI’s objectives from a distance, utilizing digital platforms to contribute their skills and knowledge without being physically present at the operation sites.
Specialized Volunteers: Professionals with specific skills or expertise who offer their services to support GCRI’s specialized projects or initiatives, providing technical knowledge and advanced competencies.
Applicability Across Programs and Initiatives:
The charter is applicable to all volunteer activities across GCRI’s various programs and initiatives, ensuring a cohesive approach to volunteer engagement and management.
It is designed to accommodate the unique needs and circumstances of different volunteer roles, providing flexibility while maintaining consistency in standards and expectations.
1.3 Alignment with GCRI’s Mission and Values
Connecting the Volunteer Program to GCRI’s Broader Goals:
The GCRI Volunteer Program is intricately aligned with the organization’s broader mission of promoting risk reduction and fostering innovation in humanitarian assistance. Volunteers play a vital role in advancing these goals through their dedicated service.
Volunteers contribute to GCRI’s strategic objectives by enhancing the organization’s ability to develop and implement innovative risk reduction strategies and humanitarian interventions. Their work supports GCRI’s commitment to creating resilient communities and sustainable development.
Reflecting Core Values in Volunteer Activities:
The volunteer program embodies GCRI’s core values of integrity, accountability, inclusivity, and excellence. Volunteers are expected to uphold these values in all their interactions and activities, serving as ambassadors of GCRI’s mission and vision.
Integrity: Volunteers are expected to act with honesty, transparency, and ethical conduct, maintaining the highest standards of integrity in their roles.
Accountability: Volunteers are accountable for their actions and decisions, taking responsibility for their contributions to GCRI’s mission and the impact of their work.
Inclusivity: GCRI is committed to creating an inclusive environment where volunteers from diverse backgrounds are welcomed, respected, and valued. The volunteer program promotes diversity and equity, ensuring equal opportunities for all.
Excellence: Volunteers strive for excellence in their work, continuously seeking to improve their skills and knowledge to better serve the communities and individuals they support.
Fostering a Culture of Collaboration and Innovation:
The volunteer program fosters a culture of collaboration, encouraging volunteers to work together with staff, partners, and community members to achieve common goals. By leveraging the collective talents and expertise of volunteers, GCRI can drive impactful solutions to global challenges.
Volunteers are encouraged to bring innovative ideas and approaches to their work, contributing to GCRI’s continuous improvement and adaptability. The organization values the fresh perspectives and creativity that volunteers offer, which are crucial for addressing complex humanitarian issues.
Engaging Volunteers as Partners in Mission:
GCRI views volunteers as essential partners in its mission. The organization is committed to providing volunteers with the support, resources, and recognition they need to succeed in their roles.
Volunteers are integrated into GCRI’s operations and decision-making processes, ensuring their contributions are valued and their voices are heard. The organization recognizes the importance of volunteer input in shaping its strategies and programs.
Through meaningful engagement and collaboration, volunteers help GCRI achieve greater impact and reach in its efforts to promote risk reduction and humanitarian innovation.
2. Recruitment and Selection
2.1 Eligibility Criteria
Age Requirement:
All volunteers must be at least 18 years of age at the time of application. This ensures compliance with labor laws and reflects the maturity required to handle the responsibilities associated with volunteer work.
There is no upper age limit for volunteers, recognizing that individuals of all ages can contribute valuable skills and experience. However, volunteers must demonstrate physical and mental capability to perform their assigned tasks effectively and safely.
GCRI adheres to the principle of non-discrimination on the basis of age, ensuring equal opportunities for all potential volunteers.
Skills and Qualifications Needed:
General Skills: All volunteers must possess basic communication skills, teamwork capabilities, and a demonstrated commitment to GCRI’s mission and values. These foundational skills are essential for effective collaboration and contribution to GCRI’s goals.
Specific Skills: Depending on the volunteer role, specific skills and qualifications are required. For instance, medical volunteers must hold appropriate healthcare qualifications and certifications, while volunteers in technical roles may need expertise in areas such as engineering, IT, or project management.
Language Proficiency: Proficiency in English is mandatory for all volunteers to ensure clear communication within the organization and with external stakeholders. Additional language skills may be beneficial or required for certain roles, particularly those involving direct interaction with non-English speaking communities.
Experience: While prior volunteer experience is not mandatory, it is preferred for certain roles, especially those requiring specialized skills or significant responsibility. Experience in humanitarian assistance, risk management, or related fields is highly valued.
2.2 Application Process
Steps to Apply:
Application Form: Prospective volunteers must complete an online application form available on GCRI’s website. This form collects personal information, contact details, and an overview of the applicant’s skills, qualifications, and motivations for volunteering.
Resume Submission: Applicants must submit a current resume or CV that details their educational background, work experience, volunteer history, and relevant skills or qualifications. This document provides a comprehensive overview of the applicant’s professional and volunteer experience.
References: Applicants are required to provide at least two professional or personal references. These references should be able to attest to the applicant’s character, skills, and suitability for the volunteer role. References must include contact information and a brief description of their relationship to the applicant.
Cover Letter (Optional): Although not mandatory, a cover letter is strongly encouraged. The cover letter should explain the applicant’s motivation for volunteering with GCRI, highlight relevant experiences, and outline how they believe they can contribute to GCRI’s mission.
Review and Acknowledgment:
Upon receipt of the application, GCRI will send an acknowledgment email to the applicant, confirming the receipt of their application and providing an estimated 30 days timeline for the review process. This ensures transparency and sets expectations for the applicant regarding the next steps.
2.3 Selection Criteria
Evaluation Process:
Initial Screening: The Volunteer Coordinator conducts an initial screening of applications to ensure they meet the basic eligibility criteria, such as age, language proficiency, and completeness of the application.
Skills Assessment: Applications that pass the initial screening undergo a thorough assessment based on the specific skills and qualifications required for the volunteer role. This assessment includes a detailed review of the resume, references, and any additional documentation provided by the applicant.
Interview: Shortlisted candidates are invited for an interview, which may be conducted in person, via telephone, or through a video conferencing platform. The interview aims to further assess the candidate’s suitability for the role, their understanding of GCRI’s mission, and their motivation for volunteering. Interviews are structured to ensure consistency and fairness in the evaluation process.
Decision: Following the interview, the Volunteer Coordinator, in consultation with relevant team members, makes a final decision on the candidate’s application. Successful candidates are notified of their acceptance and provided with details of their volunteer assignment, including start date, role expectations, and any necessary training or orientation.
Selection Criteria:
Alignment with Mission: The candidate’s motivations and values must align with GCRI’s mission and core values. This alignment ensures that volunteers are genuinely committed to contributing to the organization’s goals.
Relevant Skills and Experience: The candidate must possess the skills and experience necessary to perform the tasks associated with the volunteer role effectively. This includes both technical skills and soft skills such as communication and teamwork.
Commitment: The candidate must demonstrate a commitment to the duration and requirements of the volunteer assignment. This includes reliability, punctuality, and the ability to adhere to agreed-upon schedules.
Adaptability: The candidate should exhibit the ability to adapt to different environments, work under varying conditions, and handle the challenges that may arise in a volunteer setting. Adaptability is crucial for effective performance, particularly in dynamic and potentially challenging humanitarian contexts.
2.4 Background Checks
When Background Checks are Conducted:
Background checks are conducted for all volunteer roles that involve working with vulnerable populations, handling sensitive information, or accessing GCRI’s facilities and resources. This is to ensure the safety and security of those we serve and the integrity of our operations.
Specific roles requiring background checks include those involving direct interaction with children, elderly individuals, or persons with disabilities, as well as positions in finance, IT, and data management.
How Background Checks are Conducted:
Consent: Candidates are informed of the background check requirement during the application process and must provide written consent before the check is initiated. This consent ensures that candidates are aware of and agree to the background screening process.
Scope: The scope of the background check includes verification of identity, criminal record check, verification of educational qualifications, and employment history. The specific checks conducted are tailored to the nature of the volunteer role.
Process: Background checks are performed by a reputable third-party service provider. GCRI ensures that all background checks are conducted in compliance with relevant privacy and data protection laws, safeguarding the candidate’s personal information.
Confidentiality: The results of background checks are kept confidential and are accessible only to authorized personnel involved in the selection process. Information obtained through background checks is used solely for the purpose of assessing the candidate’s suitability for the volunteer role.
Outcome: If the background check reveals information that raises concerns about the candidate’s suitability for the role, the candidate is given an opportunity to provide an explanation or clarification. GCRI then makes a final decision based on all available information, ensuring a fair and thorough evaluation process.
3. Roles and Responsibilities
3.1 Volunteer Assignments
Description of Roles:
Program Support Volunteers: Assist with the planning, implementation, and evaluation of GCRI’s programs. Roles may include logistics coordination, data collection, and analysis, and support in delivering services to beneficiaries.
Specialized Volunteers: Provide expertise in areas such as healthcare, engineering, IT, education, or legal services. These roles require specific qualifications and experience, such as medical certifications or engineering degrees.
Administrative Volunteers: Support GCRI’s operational functions, including tasks related to finance, human resources, communications, and office management.
Field Volunteers: Engage directly with communities in need, providing hands-on assistance in emergency response, disaster recovery, and community development projects. These roles often require physical stamina and adaptability to challenging environments.
Research Volunteers: Conduct research and analysis to support GCRI’s initiatives. Tasks may include literature reviews, data analysis, and contributing to reports and publications.
Advocacy and Outreach Volunteers: Work on raising awareness about GCRI’s mission and programs through social media, public speaking, and organizing events. These roles often require strong communication skills and experience in public relations or marketing.
Matching Process Based on Skills and Interests:
Skills Assessment: During the application process, volunteers provide detailed information about their skills, qualifications, and interests. This information is used to match volunteers with roles that align with their capabilities and passions.
Role Descriptions: Each volunteer role has a detailed description outlining the specific tasks, responsibilities, and required skills. This ensures that volunteers have a clear understanding of what is expected and can assess their fit for the role.
Interview and Discussion: Prospective volunteers participate in interviews or discussions with the Volunteer Coordinator and relevant team members. This process helps to identify the best role for the volunteer based on their skills, experience, and interests.
Flexibility and Adaptability: GCRI strives to accommodate volunteers’ preferences and availability, offering flexible roles and assignments where possible. This flexibility helps to maximize volunteer engagement and satisfaction.
3.2 Volunteer Responsibilities
Expectations for Conduct and Performance:
Adherence to Policies: Volunteers must adhere to all GCRI policies, including those related to confidentiality, health and safety, non-discrimination, and data protection. Volunteers receive training and resources to ensure they understand these policies.
Professional Conduct: Volunteers are expected to conduct themselves professionally at all times. This includes being punctual, reliable, and respectful towards staff, other volunteers, and beneficiaries.
Commitment to Role: Volunteers should commit to the agreed-upon schedule and complete their assigned tasks to the best of their ability. If a volunteer is unable to fulfill their commitments, they must inform their supervisor as soon as possible.
Continuous Improvement: Volunteers are encouraged to seek feedback and continuously improve their skills and performance. This proactive approach benefits both the volunteer and GCRI’s programs.
Representation of GCRI: Volunteers represent GCRI in their interactions with the community and stakeholders. They must uphold GCRI’s values and mission, demonstrating integrity, compassion, and respect.
3.3 Supervision and Support
Assigned Supervisors:
Role of Supervisors: Each volunteer is assigned a supervisor who provides guidance, support, and oversight. Supervisors are responsible for ensuring that volunteers have the resources and information they need to perform their tasks effectively.
Supervisor Qualifications: Supervisors are experienced staff members or senior volunteers with relevant expertise and a deep understanding of GCRI’s operations and mission.
Regular Check-Ins and Support Mechanisms:
Orientation and Training: Volunteers receive comprehensive orientation and training to familiarize them with GCRI’s policies, procedures, and expectations. This training includes both general information and role-specific instructions.
Regular Check-Ins: Supervisors conduct regular check-ins with volunteers to monitor progress, address any challenges, and provide feedback. These check-ins can be formal meetings or informal conversations, depending on the needs of the volunteer and the role.
Support Resources: GCRI provides various support resources, including access to training materials, peer support groups, and opportunities for professional development. These resources help volunteers to build their skills and confidence.
Open Communication: Volunteers are encouraged to communicate openly with their supervisors and the Volunteer Coordinator about any issues or concerns. GCRI maintains an open-door policy to ensure that volunteers feel supported and heard.
3.4 Performance Evaluation
How Performance is Assessed:
Performance Metrics: Performance is assessed based on a combination of quantitative and qualitative metrics, including task completion, quality of work, adherence to schedules, and feedback from beneficiaries and team members.
Self-Assessment: Volunteers are encouraged to conduct self-assessments, reflecting on their achievements, challenges, and areas for improvement. Self-assessment promotes personal growth and accountability.
Supervisor Evaluation: Supervisors provide regular evaluations based on observations and feedback from colleagues and beneficiaries. These evaluations focus on the volunteer’s performance, conduct, and contribution to GCRI’s mission.
Feedback Mechanisms:
Regular Feedback Sessions: Supervisors hold regular feedback sessions with volunteers to discuss performance, provide constructive criticism, and recognize achievements. These sessions are an opportunity for volunteers to ask questions and seek guidance.
Formal Reviews: At the end of a volunteer assignment or periodically for long-term volunteers, a formal performance review is conducted. This review includes a comprehensive assessment of the volunteer’s performance, strengths, and areas for development.
Recognition and Rewards: Outstanding performance is recognized through formal recognition programs, certificates of appreciation, and letters of recommendation. Recognizing and rewarding volunteers fosters motivation and reinforces the value of their contributions.
Continuous Improvement Plans: Based on feedback and performance evaluations, supervisors work with volunteers to develop continuous improvement plans. These plans outline specific goals, actions, and support needed to enhance the volunteer’s performance and experience.
4. Training and Development
4.1 Orientation Program
Overview of GCRI’s Mission and Values:
Mission Statement: The orientation program begins with an in-depth presentation on GCRI’s mission to advance risk reduction and foster innovation in humanitarian assistance. This includes a discussion on the organization’s strategic objectives, key initiatives, and the impact of its work globally.
Core Values: Volunteers are introduced to GCRI’s core values, which include integrity, accountability, inclusivity, and excellence. These values guide all of GCRI’s activities and interactions, ensuring a cohesive and principled approach to humanitarian assistance.
Historical Context: Volunteers learn about the history of GCRI, significant milestones, and the evolution of its programs and initiatives. Understanding the organization’s background helps volunteers appreciate their role within a larger framework.
Introduction to Policies and Procedures:
Code of Conduct: Detailed training on GCRI’s Code of Conduct, including expectations for professional behavior, ethical standards, and guidelines for respectful interactions with colleagues, beneficiaries, and stakeholders.
Health and Safety Policies: Volunteers receive comprehensive resources on health and safety protocols, emergency procedures, and their responsibilities in maintaining a safe working environment.
Confidentiality and Data Protection: An overview of GCRI’s confidentiality and data protection policies, including the importance of safeguarding sensitive information and complying with relevant data protection laws.
Non-Discrimination and Inclusivity: Training on GCRI’s commitment to non-discrimination and inclusivity, emphasizing the importance of creating an inclusive environment that respects diversity and promotes equity.
4.2 Role-Specific Training
Job-Specific Skills and Knowledge:
Customized Training Programs: Each volunteer role has a customized training program that focuses on the specific skills and knowledge required for the position. This includes both theoretical training and practical exercises.
Technical Skills: For specialized roles, training may include technical skills such as medical procedures, engineering techniques, data analysis, or IT systems. This ensures that volunteers are fully prepared to perform their tasks competently and safely.
Soft Skills: Training also covers essential soft skills, such as communication, teamwork, problem-solving, and cultural sensitivity. These skills are crucial for effective collaboration and interaction within diverse teams and communities.
Mentorship and Shadowing: Volunteers may be paired with experienced staff or senior volunteers for mentorship and shadowing opportunities. This hands-on approach helps volunteers gain practical insights and build confidence in their roles.
4.3 Continuous Learning Opportunities
Ongoing Training Sessions:
Regular Workshops and Seminars: GCRI organizes regular workshops and seminars on various topics relevant to its mission and operations. These sessions provide volunteers with opportunities to deepen their knowledge, learn new skills, and stay updated on best practices in humanitarian assistance.
Guest Speakers and Experts: GCRI invites guest speakers and experts from different fields to share their insights and experiences with volunteers. This exposure to diverse perspectives enriches the learning experience and broadens volunteers’ understanding of complex issues.
Access to Educational Resources:
Online Learning Platforms: Volunteers have access to GCRI’s online learning platforms, which offer a wide range of courses, tutorials, and webinars. These platforms allow volunteers to learn at their own pace and explore topics of interest in greater depth.
Resource Libraries: GCRI maintains comprehensive resource libraries that include research papers, policy documents, case studies, and multimedia materials. These resources are available to volunteers for self-study and reference.
Collaboration with Educational Institutions: GCRI partners with universities and training institutions to provide volunteers with access to specialized courses and certification programs. These partnerships enhance the professional development opportunities available to volunteers.
4.4 Access to Learning Resources
Available Platforms and Materials for Self-Directed Learning:
E-Learning Portals: GCRI’s e-learning portals offer a variety of self-paced courses covering topics such as disaster risk reduction, project management, community engagement, and more. These portals are accessible from anywhere, providing flexibility for volunteers to learn at their convenience.
Digital Libraries: Volunteers can access digital libraries that house a wealth of materials, including e-books, journals, research reports, and training manuals. These libraries support continuous learning and professional development.
Interactive Learning Tools: GCRI provides interactive learning tools such as simulations, case studies, and virtual labs. These tools enable volunteers to apply theoretical knowledge in practical scenarios, enhancing their problem-solving and decision-making skills.
Peer Learning and Discussion Forums: Online discussion forums and peer learning groups facilitate knowledge sharing and collaboration among volunteers. These platforms allow volunteers to discuss challenges, share best practices, and learn from each other’s experiences.
Support for Self-Directed Learning:
Learning Plans: Volunteers are encouraged to develop personalized learning plans in consultation with their supervisors. These plans outline specific learning goals, preferred learning methods, and timelines for achieving them.
Access to Mentors and Coaches: GCRI offers access to mentors and coaches who can provide guidance, support, and feedback on volunteers’ learning journeys. These mentors help volunteers navigate their roles and achieve their learning objectives.
Feedback and Evaluation: Volunteers receive regular feedback on their learning progress, with opportunities to evaluate their training experiences and suggest improvements. This feedback loop ensures that training programs remain relevant and effective.
5. Code of Conduct
5.1 Professionalism
Expected Behavior and Attitude:
Commitment to Excellence: Volunteers are expected to perform their duties with dedication, competence, and a commitment to excellence. This involves being proactive, taking initiative, and striving for high standards in all tasks.
Reliability and Punctuality: Volunteers must be dependable and punctual, adhering to agreed-upon schedules and deadlines. Timely attendance at meetings, training sessions, and assignments is crucial.
Accountability: Volunteers are responsible for their actions and decisions. They must follow through on commitments and report any issues or obstacles that may impact their ability to fulfill their duties.
Professional Appearance: Volunteers should maintain a professional appearance that reflects positively on GCRI. This includes dressing appropriately for their role and respecting any dress code guidelines provided by GCRI.
Continuous Improvement: Volunteers should seek to improve their skills and knowledge continually. GCRI encourages a culture of learning and growth, where feedback is welcomed and used constructively.
5.2 Conflict of Interest
Identifying and Managing Conflicts of Interest:
Definition of Conflict of Interest: A conflict of interest arises when a volunteer’s personal, financial, or other interests could compromise or appear to compromise their ability to perform their duties impartially and in the best interests of GCRI.
Disclosure: Volunteers must promptly disclose any actual or potential conflicts of interest to their supervisor or the Volunteer Coordinator. This includes situations where a volunteer’s personal relationships, outside employment, or financial interests could influence their work with GCRI.
Management of Conflicts: GCRI will work with the volunteer to manage and mitigate conflicts of interest. This may involve reassigning tasks, altering roles, or implementing specific measures to ensure transparency and impartiality.
Prohibited Activities: Volunteers must not engage in activities that compete with, are contrary to, or undermine the interests of GCRI. They must avoid using their position for personal gain or to benefit others inappropriately.
5.3 Non-Discrimination and Inclusion
Commitment to a Diverse and Inclusive Environment:
Equal Opportunity: GCRI is committed to providing equal opportunities for all volunteers, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic. Discrimination in any form is not tolerated.
Inclusive Practices: GCRI fosters an inclusive environment where diversity is valued and everyone feels respected and supported. This includes accommodating the needs of volunteers with disabilities and ensuring that all volunteers have access to opportunities for growth and development.
Cultural Sensitivity: Volunteers are expected to demonstrate cultural sensitivity and respect for differences. This involves being open to diverse perspectives and recognizing the value that diversity brings to GCRI’s work.
Training and Awareness: GCRI provides training on non-discrimination and inclusion to all volunteers. This training covers topics such as unconscious bias, cultural competency, and strategies for promoting inclusion.
5.4 Confidentiality
Handling Sensitive Information:
Confidential Information: Volunteers may have access to sensitive information, including personal data of beneficiaries, internal reports, and proprietary information. This information must be handled with the utmost confidentiality and care.
Data Protection: Volunteers must comply with all relevant data protection laws and GCRI’s policies on data privacy. This includes safeguarding digital and physical records, using secure communication channels, and reporting any data breaches immediately.
Non-Disclosure: Volunteers are prohibited from disclosing confidential information to unauthorized individuals, both during and after their tenure with GCRI. Unauthorized disclosure may result in disciplinary action and legal consequences.
Training on Confidentiality: GCRI provides training on handling confidential information, including best practices for data protection and the legal implications of data breaches.
5.5 Respectful Conduct
Interpersonal Interactions and Workplace Behavior:
Respect and Dignity: Volunteers must treat all individuals—colleagues, beneficiaries, partners, and the public—with respect and dignity. This includes being courteous, listening actively, and valuing others’ contributions.
Harassment-Free Environment: GCRI is committed to maintaining a harassment-free environment. Volunteers must refrain from any behavior that could be perceived as harassment, bullying, or discrimination. This includes unwelcome comments, physical actions, or any conduct that creates a hostile work environment.
Conflict Resolution: Volunteers are encouraged to address conflicts constructively and seek resolution through dialogue and mediation. GCRI provides resources and support for resolving disputes amicably.
Teamwork and Collaboration: Volunteers should foster a collaborative environment by working effectively with others, sharing knowledge, and supporting their teammates. Collaboration enhances the quality and impact of GCRI’s work.
Professional Communication: Volunteers must communicate professionally and respectfully in all interactions. This includes using appropriate language, being mindful of tone, and respecting confidentiality in communications.
6. Health, Safety, and Security
6.1 Health and Safety Guidelines
General Safety Procedures:
Orientation and Training: All frontline volunteers receive comprehensive training on health and safety procedures during their orientation. This includes information on emergency exits, first aid, fire safety, and the use of personal protective equipment (PPE).
Risk Assessments: GCRI conducts regular risk assessments to identify potential hazards in the workplace and during field activities. Volunteers are trained to recognize and mitigate these risks.
Personal Protective Equipment (PPE): Frontline volunteers must use appropriate PPE for their tasks. GCRI through local implementation partners shall provide necessary PPE and training on its correct use.
Hygiene Practices: Volunteers are encouraged to maintain high standards of personal hygiene, including regular handwashing and the use of sanitizers, especially when working in environments with potential health risks.
Emergency Preparedness: Volunteers are briefed on emergency procedures, including evacuation plans, emergency contact numbers, and assembly points. Regular drills are conducted to ensure readiness.
Specific Guidelines for Different Environments:
Office Environments: Adherence to ergonomic practices, safe use of office equipment, and maintaining a clutter-free workspace to prevent accidents.
Fieldwork and Remote Areas: Additional training on local environmental hazards, wildlife risks, weather conditions, and navigation. Volunteers must carry emergency kits, including first aid supplies and communication devices.
Laboratories and Technical Areas: Strict adherence to lab safety protocols, including the use of lab coats, gloves, goggles, and proper handling and disposal of hazardous materials.
6.2 Reporting Hazards and Incidents
How to Report Safety Concerns:
Immediate Reporting: Volunteers must report any safety concerns or hazards immediately to their supervisor or the designated Health and Safety Officer.
Reporting Channels: GCRI provides multiple reporting channels, including a confidential online reporting system, direct communication with supervisors, and a dedicated safety hotline.
Documentation: Volunteers are required to complete a hazard report form detailing the nature of the hazard, location, and any immediate actions taken to mitigate the risk.
Incident Response Procedures:
Immediate Action: In the event of an incident, volunteers must prioritize safety by following emergency procedures, which may include evacuation, administering first aid, and contacting emergency services.
Incident Reporting: All incidents, regardless of severity, must be reported using GCRI’s incident report form. This ensures proper documentation and investigation.
Investigation: Local Health and Safety Committees investigate all reported incidents to identify root causes and implement corrective actions. Volunteers involved in the incident may be interviewed as part of the investigation.
Follow-Up: GCRI provides support to volunteers affected by incidents, including medical assistance, counseling, and updates on the investigation’s outcomes.
6.3 Security Clearance for High-Risk Areas
Requirements for Volunteers in High-Risk Areas:
Security Briefings: Volunteers assigned to high-risk areas receive detailed security briefings, including information on local threats, safety protocols, and emergency contacts.
Security Clearance: Volunteers must obtain necessary security clearances, which may include background checks and approval from relevant authorities. GCRI coordinates this process to ensure compliance with local and international regulations.
Travel Advisories: Volunteers are provided with up-to-date travel advisories and must adhere to GCRI’s travel safety guidelines, including registering with local embassies and following prescribed travel routes.
Safety Equipment: Volunteers in high-risk areas are equipped with safety gear, such as satellite phones, GPS devices, and personal security alarms. Training on the use of this equipment is mandatory.
6.4 Insurance Coverage and Claims
Details of Provided Insurance:
Coverage: Implementing partners and local authorities shall provide comprehensive insurance coverage for all frontline and field volunteers, including medical insurance, accidental death and dismemberment insurance, and liability insurance. The insurance covers medical expenses, evacuation costs, and compensation for injuries sustained while performing volunteer duties.
Policy Information: Volunteers receive detailed information on their insurance coverage, including policy numbers, coverage limits, and contact information for the insurance provider. This information is included in the volunteer orientation packet and accessible through volunteer portals.
How to File a Claim:
Immediate Notification: Volunteers must notify their supervisor and the Volunteer Coordinator as soon as possible after an incident requiring an insurance claim.
Documentation: Volunteers must complete a claim form provided by insurers, detailing the incident and any medical treatment received. Supporting documents, such as medical reports, receipts, and police reports, must be attached to the claim form.
Submission: The completed claim form and supporting documents must be submitted to GCRI’s designated insurance liaison, who will review the claim and liaise with the insurance provider to ensure timely processing.
Assistance: GCRI provides assistance throughout the claims process, including help with documentation, communication with the insurance provider, and follow-up on claim status. Volunteers are kept informed of the progress and resolution of their claims.
7. Benefits and Entitlements
7.1 Allowances and Reimbursements
Types of Allowances:
Travel Allowance: Volunteers in special circumstances are provided with a travel allowance to cover transportation costs to and from the volunteer assignment location. This includes airfare, local transportation, and other travel-related expenses and require prior approval from Central Bureau (CB).
Stipends for Specialized Roles: In certain cases, volunteers in specialized roles that require advanced skills or professional qualifications may receive additional resources to acknowledge their expertise and compensate for any income loss.
Reimbursement Procedures:
Expense Reporting: Volunteers must submit a detailed expense report for reimbursement, including receipts and supporting documents for all expenses incurred. This report should be submitted within a specified timeframe after the expenses are incurred.
Approval Process: Expense reports are reviewed and approved by the volunteer’s supervisor and the finance department. Approved expenses are reimbursed promptly, usually within 30 days of submission.
Direct Payment: Whenever possible, GCRI arranges for direct payment of major expenses, such as travel tickets and accommodation, to minimize the financial burden on volunteers.
7.2 Leave Entitlements
Types of Leave Available:
Emergency Leave: In case of personal or family emergencies, volunteers are allowed to take emergency leave. This leave is granted on a case-by-case basis and typically requires approval from the volunteer’s supervisor.
Public Holidays: Volunteers are entitled to observe public holidays recognized in the location of their assignment, unless their role specifically requires work on these days.
Procedures for Requesting Leave:
Leave Request Form: Volunteers must submit a leave request form to their supervisor, indicating the type and duration of leave requested. This form should be submitted as far in advance as possible.
Approval Process: Leave requests are reviewed and approved by the volunteer’s supervisor, taking into consideration the operational needs of GCRI and the volunteer’s role.
Documentation: For sick leave, volunteers may be required to provide a medical certificate or other documentation supporting their leave request.
7.3 Recognition and Appreciation Programs
Ways to Recognize Volunteer Contributions:
Formal Recognition: GCRI conducts formal recognition ceremonies at GRF to honor outstanding volunteer contributions. Awards and certificates of appreciation are presented to volunteers who have demonstrated exceptional dedication and impact.
Public Acknowledgment: Volunteers are publicly acknowledged through newsletters, social media channels, and website. Stories highlighting volunteer achievements and contributions are shared with the broader community.
Letters of Recommendation: Supervisors provide letters of recommendation to volunteers who have made significant contributions, supporting their future endeavors and career aspirations.
Volunteer of the Month: GCRI may run special programs to recognize and celebrate the efforts of individual volunteers. Selected volunteers are featured in our communications and receive a token of appreciation.
7.4 Other Volunteer Benefits
Additional Benefits:
Training Opportunities: Volunteers have access to ongoing training and professional development opportunities. This includes workshops, seminars, and online courses that enhance their skills and knowledge relevant to their roles.
Networking Events: GCRI networking events, such as meet-ups, conferences, and social gatherings. These events provide volunteers with opportunities to connect with peers, share experiences, and build professional networks.
Access to Resources: Volunteers are granted access to GCRI’s resources, including research materials, publications, and online libraries. These resources support volunteers’ continuous learning and development.
Mentorship Programs: Volunteers can participate in mentorship programs where they are paired with experienced professionals within GCRI. Mentors provide guidance, support, and career advice, fostering personal and professional growth.
Wellness Programs: GCRI offers wellness programs to support the physical and mental well-being of volunteers. This includes access to counseling services, fitness programs, and wellness workshops.
8. Reporting and Whistleblower Protection
8.1 Reporting Misconduct and Unethical Behavior
Channels for Reporting Concerns:
Direct Reporting: Volunteers can report concerns directly to their supervisor or the Volunteer Coordinator. This can be done in person, via phone, or through email.
Anonymous Reporting: GCRI provides an anonymous reporting system for volunteers who may feel uncomfortable disclosing their identity. This system allows volunteers to report concerns without fear of exposure.
Dedicated Hotline: A confidential hotline is available for reporting serious concerns such as fraud, corruption, harassment, or other unethical behavior. The hotline is managed by an independent third party to ensure impartiality.
Online Reporting Portal: An online portal is available on GCRI’s website for reporting misconduct and unethical behavior. This portal is secure and accessible 24/7, allowing volunteers to submit reports at any time.
Ethics Officer: GCRI has a designated Ethics Officer who is responsible for handling reports of misconduct and unethical behavior. Volunteers can contact the Ethics Officer directly for guidance and to report concerns.
8.2 Whistleblower Protection Measures
Protection Against Retaliation:
Non-Retaliation Policy: GCRI has a strict non-retaliation policy to protect volunteers who report misconduct or unethical behavior. Retaliation against anyone who makes a good faith report is prohibited and will result in disciplinary action.
Confidentiality: GCRI ensures the confidentiality of the whistleblower’s identity to the maximum extent possible. Information about the report and the identity of the whistleblower is only shared with individuals who need to know in order to conduct an investigation.
Support Services: GCRI provides support services to whistleblowers, including counseling and legal advice, to help them navigate the reporting process and any challenges they may face.
Monitoring and Enforcement: The Ethics Officer monitors compliance with the non-retaliation policy and takes immediate action if any form of retaliation is detected. This includes investigating allegations of retaliation and taking corrective measures.
8.3 Investigation Procedures
Steps for Investigating Reports:
Acknowledgment of Report: Upon receiving a report of misconduct or unethical behavior, the Ethics Officer or designated investigator acknowledges receipt of the report and provides an overview of the investigation process to the whistleblower.
Preliminary Assessment: A preliminary assessment is conducted to determine the credibility of the report and whether a full investigation is warranted. This involves reviewing the information provided and conducting initial interviews, if necessary.
Investigation Plan: If a full investigation is warranted, an investigation plan is developed outlining the scope, methodology, and timeline for the investigation. The plan includes identifying key witnesses, collecting evidence, and determining the sequence of investigative steps.
Gathering Evidence: The investigator collects relevant evidence, which may include documents, emails, and other records. Interviews are conducted with the whistleblower, the subject of the report, and any witnesses.
Analysis and Findings: The investigator analyzes the evidence to determine whether misconduct or unethical behavior occurred. This analysis includes assessing the credibility of witnesses, evaluating the consistency of information, and considering any mitigating factors.
Report of Findings: A report of findings is prepared, summarizing the evidence, analysis, and conclusions. The report includes recommendations for corrective actions, if any misconduct or unethical behavior is confirmed.
Review and Decision: The report of findings is reviewed by senior management or a designated review panel. A decision is made on the appropriate actions to be taken, which may include disciplinary measures, policy changes, or other corrective actions.
Communication of Outcome: The whistleblower and the subject of the report are informed of the outcome of the investigation. The communication includes a summary of the findings and any actions taken as a result of the investigation.
Follow-Up: GCRI monitors the implementation of corrective actions to ensure they are effectively addressing the issues identified. Follow-up includes verifying that no retaliation has occurred and that the workplace environment has improved.
9. Disciplinary Measures
9.1 Definition of Misconduct
Examples of Misconduct:
Violation of Policies: Breaching GCRI’s policies and procedures, including the Code of Conduct, confidentiality agreements, health and safety guidelines, and non-discrimination policies.
Unprofessional Behavior: Engaging in unprofessional conduct such as harassment, bullying, discrimination, or any form of abusive behavior towards colleagues, beneficiaries, or other stakeholders.
Dishonesty and Fraud: Involvement in fraudulent activities, including falsification of documents, misrepresentation of information, theft, or any other form of dishonesty.
Negligence: Failure to perform assigned duties with due care, resulting in potential harm to individuals, property, or the organization.
Conflict of Interest: Not disclosing or improperly managing personal, financial, or other conflicts of interest that could compromise the integrity of the volunteer’s role or GCRI’s mission.
Misuse of Resources: Improper use of GCRI’s resources, including funds, equipment, and information systems, for personal gain or unauthorized purposes.
Substance Abuse: Being under the influence of alcohol, drugs, or other controlled substances while performing volunteer duties, leading to impaired performance or unsafe behavior.
9.2 Disciplinary Actions and Procedures
Possible Disciplinary Actions:
Verbal Warning: An informal reprimand for minor misconduct, documented for reference but not part of the permanent record.
Written Warning: A formal reprimand issued for more serious or repeated misconduct, detailing the nature of the infraction and expectations for improvement.
Suspension: Temporary removal from volunteer duties, either with or without allowances, pending investigation or as a consequence of serious misconduct.
Termination: Permanent dismissal from the volunteer program, applicable in cases of severe or repeated misconduct, where other disciplinary actions have failed or are deemed insufficient.
Restitution: Requirement to compensate for any damage or loss caused by the volunteer’s misconduct, either through financial reimbursement or corrective action.
Process for Implementing Actions:
Investigation: Upon receiving a report of misconduct, a thorough investigation is conducted to gather facts and assess the situation. This includes interviewing witnesses, reviewing evidence, and consulting relevant policies.
Documentation: All findings and evidence are documented in a formal report, which includes a summary of the misconduct, investigation details, and recommendations for disciplinary action.
Notification: The volunteer is notified in writing of the alleged misconduct, the findings of the investigation, and the proposed disciplinary action. This notification includes an opportunity for the volunteer to respond or provide additional information.
Decision: Based on the investigation and any additional input from the volunteer, a final decision is made by senior management or a designated review panel. The decision is communicated to the volunteer in writing.
Implementation: The disciplinary action is implemented according to the established procedures, ensuring fairness and consistency. The volunteer’s supervisor and relevant staff are informed of the decision to enforce compliance.
9.3 Appeal Process
How Volunteers Can Appeal Disciplinary Decisions:
Filing an Appeal: Volunteers who wish to appeal a disciplinary decision must submit a written appeal to the Volunteer Coordinator or the designated appeals officer within a specified timeframe, typically within 14 days of receiving the disciplinary notice.
Grounds for Appeal: The appeal must clearly state the grounds for the appeal, which may include new evidence, procedural errors, or perceived unfairness in the disciplinary process.
Review Panel: An independent review panel is convened to assess the appeal. The panel typically includes senior staff members not involved in the initial investigation or decision, ensuring impartiality.
Hearing: The volunteer may request a hearing to present their case in person. During the hearing, the volunteer can provide additional evidence, call witnesses, and make arguments to support their appeal.
Decision: The review panel evaluates the appeal, considering all relevant information and the volunteer’s input. A final decision is made, which may uphold, modify, or overturn the original disciplinary action. The decision of the review panel is communicated to the volunteer in writing and is considered final.
Follow-Up: If the appeal results in a modification or reversal of the disciplinary action, appropriate adjustments are made to the volunteer’s records and status. The volunteer’s supervisor is informed of the outcome to ensure proper implementation.
10. Termination and Exit
10.1 Grounds for Termination
Reasons for Ending a Volunteer Agreement:
Gross Misconduct: Serious violations such as theft, fraud, harassment, violence, or any illegal activity that jeopardizes the safety, integrity, or reputation of GCRI.
Repeated Misconduct: Persistent breaches of GCRI policies or repeated failure to perform assigned duties despite previous warnings and disciplinary actions.
Incompetence: Inability to meet the required standards of performance or fulfill the responsibilities of the volunteer role, even after additional training and support have been provided.
Conflict of Interest: Failure to disclose or properly manage conflicts of interest that compromise the volunteer’s ability to perform their duties impartially and in the best interests of GCRI.
Absenteeism: Unexplained or excessive absenteeism that disrupts the continuity and effectiveness of the volunteer’s work and impacts GCRI’s operations.
Voluntary Resignation: The volunteer chooses to end their agreement for personal reasons or due to other commitments that prevent them from fulfilling their role.
Program Completion: The volunteer’s role is project-based or time-bound, and the agreed-upon period or project has been completed.
10.2 Notice Period and Exit Procedures
Required Notice Period:
Standard Notice: Volunteers are generally required to provide a minimum of two weeks’ notice if they wish to terminate their agreement voluntarily. This allows GCRI to make necessary adjustments and find a replacement if needed.
Immediate Termination: In cases of gross misconduct or where the volunteer’s continued presence poses a risk to GCRI or its beneficiaries, immediate termination may be warranted without notice.
Steps for Exiting the Program:
Notice Submission: The volunteer must submit a written notice of their intention to terminate the agreement, stating the reasons for their decision and the effective date of termination.
Exit Meeting: A meeting is scheduled with the volunteer’s supervisor or the Volunteer Coordinator to discuss the reasons for termination, review any outstanding tasks, and ensure a smooth transition.
Completion of Duties: The volunteer is expected to complete any pending tasks or provide a handover to ensure continuity. This may involve training a replacement or documenting ongoing work.
Documentation: All termination details are documented, including the reason for termination, notice period, and any final tasks completed by the volunteer.
10.3 Exit Interviews and Feedback
Conducting Exit Interviews:
Purpose: Exit interviews are conducted to gather feedback on the volunteer’s experience, identify areas for improvement, and understand the reasons for their departure.
Format: Exit interviews can be conducted in person, over the phone, or through an online survey, depending on the volunteer’s preference and availability.
Interview Questions: The interview covers topics such as the volunteer’s overall experience, the effectiveness of training and support, relationships with staff and other volunteers, and suggestions for improving the volunteer program.
Collecting Feedback from Departing Volunteers:
Feedback Form: A standardized feedback form is provided to departing volunteers to collect their input systematically. This form includes open-ended questions and rating scales to capture detailed feedback.
Confidentiality: Volunteers are assured that their feedback will be kept confidential and used solely for the purpose of improving GCRI’s volunteer program.
Actionable Insights: The feedback is analyzed to identify trends, strengths, and areas needing improvement. Insights gained from exit interviews are used to enhance volunteer recruitment, training, support, and retention strategies.
10.4 Returning GCRI Property
Procedure for Returning Organization Property:
Inventory Check: An inventory check is conducted to account for all GCRI property assigned to the volunteer, including equipment, uniforms, ID badges, and any other resources.
Return Process: The volunteer is provided with a list of items to be returned and the deadline for their return. Arrangements are made for the collection or drop-off of these items.
Verification: The returned items are verified against the inventory list to ensure all property is accounted for. Any missing or damaged items are noted, and appropriate actions are taken.
Clearance Form: The volunteer completes an exit clearance form confirming the return of all GCRI property and resolving any outstanding issues related to their role.
11. Confidentiality and Data Protection
11.1 Confidentiality Obligations
Responsibilities Regarding Confidential Information:
Definition of Confidential Information: Confidential information includes any non-public information related to GCRI’s operations, projects, beneficiaries, partners, and staff. This encompasses data such as financial records, project plans, internal communications, and personal information about beneficiaries and colleagues.
Obligation to Protect: Volunteers are responsible for protecting the confidentiality of all sensitive information they encounter during their service. This obligation extends beyond the duration of their volunteer assignment.
Non-Disclosure: Volunteers must not disclose confidential information to unauthorized individuals, including friends, family, or external entities, without explicit permission from GCRI.
Use of Information: Confidential information should only be used for the purpose it was intended and within the scope of the volunteer’s role. Any other use of this information is prohibited.
Training: GCRI provides mandatory training on confidentiality obligations to ensure that volunteers understand the importance of maintaining confidentiality and the specific protocols they must follow.
11.2 Data Protection Regulations
Compliance with Data Protection Laws:
Legal Framework: GCRI is committed to complying with all relevant data protection laws and regulations, including the General Data Protection Regulation (GDPR), the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada, and other applicable laws.
Data Protection Officer: GCRI has designated a Data Protection Officer (DPO) responsible for overseeing data protection compliance, addressing any data protection issues, and serving as the point of contact for volunteers on data-related matters.
Data Processing Principles: All personal data collected and processed by GCRI must adhere to the following principles:
Lawfulness, Fairness, and Transparency: Data must be processed lawfully, fairly, and in a transparent manner.
Purpose Limitation: Data must be collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes.
Data Minimization: Data collected must be adequate, relevant, and limited to what is necessary for the purposes for which it is processed.
Accuracy: Data must be accurate and kept up to date. Inaccurate data should be corrected or deleted without delay.
Storage Limitation: Data must be kept in a form that permits identification of individuals for no longer than necessary for the purposes for which it is processed.
Integrity and Confidentiality: Data must be processed in a manner that ensures appropriate security, including protection against unauthorized or unlawful processing and against accidental loss, destruction, or damage.
11.3 Handling of Personal Data
Procedures for Managing Personal Data:
Data Collection: Personal data is collected from volunteers only for legitimate purposes related to their roles, such as contact information, emergency contacts, and background checks. Volunteers are informed about the specific purposes for which their data is collected.
Consent: Volunteers must provide explicit consent for the collection and processing of their personal data. Consent is obtained through written agreements or electronic forms.
Data Access: Access to personal data is restricted to authorized personnel who need the information to perform their duties. Volunteers can request access to their own data to verify its accuracy.
Data Storage: Personal data is stored securely, using encryption and access controls to protect against unauthorized access. Both digital and physical records are safeguarded.
Data Sharing: Personal data is shared with third parties only when necessary for the fulfillment of the volunteer’s role or when required by law. GCRI ensures that third parties comply with data protection regulations through data processing agreements.
Data Retention: Personal data is retained only for as long as necessary to fulfill the purposes for which it was collected or as required by law. Once the data is no longer needed, it is securely deleted or anonymized.
Data Breaches: In the event of a data breach, GCRI has a response plan in place to address the breach promptly. This includes notifying affected individuals and relevant authorities, investigating the cause of the breach, and implementing measures to prevent future incidents.
Data Subject Rights: Volunteers have rights under data protection laws, including the right to access, correct, delete, or restrict the processing of their personal data. Volunteers can exercise these rights by contacting the DPO.
12. Amendments and Review
12.1 Periodic Review of the Policy
Frequency of Policy Reviews:
Annual Reviews: The Volunteer Policy is reviewed annually to ensure it remains relevant, effective, and in compliance with current laws and best practices. This annual review is conducted by the Volunteer Coordinator in collaboration with the Human Resources and Legal departments.
Special Reviews: In addition to the annual review, special reviews may be conducted in response to significant changes in legislation, organizational structure, or operational needs. These reviews ensure that the policy is promptly updated to reflect new requirements and circumstances.
12.2 Process for Amending the Policy
How Amendments Are Made:
Initiation of Amendments: Amendments to the Volunteer Policy can be initiated by the Volunteer Coordinator, senior management, or the Legal department. Proposals for amendments may also come from feedback received from volunteers and staff.
Drafting Amendments: Once a need for amendment is identified, a draft of the proposed changes is prepared. This draft includes a detailed explanation of the reasons for the changes and their intended impact.
Stakeholder Consultation: The draft amendments are circulated to relevant stakeholders, including senior management, department heads, and representatives from the volunteer community. Stakeholders are given an opportunity to review the proposed changes and provide feedback.
Legal Review: The Legal department reviews the draft amendments to ensure they comply with applicable laws and regulations. This review also assesses any potential legal implications of the changes.
Approval: After incorporating feedback and completing the legal review, the final draft of the amendments is presented to GCRI’s executive leadership for approval. This step ensures that all changes are aligned with the organization’s strategic objectives and governance framework.
Implementation: Once approved, the amendments are formally incorporated into the Volunteer Policy. The updated policy document is published and made accessible to all volunteers and staff.
12.3 Communication of Policy Changes
Informing Volunteers About Changes:
Notification: Volunteers are notified of policy changes through multiple communication channels, including email, the volunteer portal, and in-person briefings. The notification includes a summary of the changes, the reasons for the amendments, and the effective date of the new policy.
Training Sessions: GCRI conducts training sessions and informational workshops to explain the policy changes in detail. These sessions provide volunteers with an opportunity to ask questions and understand how the changes impact their roles and responsibilities.
Updated Documentation: The updated Volunteer Policy is made available on GCRI’s intranet and volunteer portal. Printed copies are also provided at GCRI’s offices and during volunteer orientation sessions.
Acknowledgment of Receipt: Volunteers are required to acknowledge receipt of the updated policy, either electronically through the volunteer portal or by signing a physical acknowledgment form. This ensures that all volunteers are aware of and understand the new policy provisions.
Continuous Support: The Volunteer Coordinator and supervisors are available to provide ongoing support and clarification regarding the policy changes. Volunteers are encouraged to reach out with any questions or concerns they may have.
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