Policies

Volunteering policy

Volunteering Policy

1.  Introduction

Care for Uganda aims to involve more people more effectively in volunteering to help solve real problems and enrich communities in Uganda.

Care for Ugandais committed to involving volunteers directly within the organisation to:

·       Contribute to the delivery of our services

·       Form our General Committee

·       Make sure we are responsive to the needs of our users.

·       Provide different skills and perspectives.

·       Offer opportunities for participation by people who might otherwise be excluded.

2.  Principles

Care for Uganda:

·       Recognises that voluntary work brings benefits to volunteers themselves, to service users and to paid staff.

·       Will ensure that volunteers are properly integrated into the organisational structure and that mechanisms are in place for them to contribute to the work.

·       Will not introduce volunteers to replace paid staff.

·       Expects that staff at all levels will work positively with volunteers and, where appropriate, will actively seek to involve them in their work. 

·       Recognises that volunteers require satisfying work and personal development and will seek to help volunteers meet these needs.

·       Will endeavour to identify and cover the costs of involving volunteers.

·       Recognises that the management of volunteers requires designated responsibilities within specific posts.

·       Will endeavour to involve volunteers from a wide range of backgrounds and abilities and ensure our volunteering opportunities are as accessible as possible

3.  Recruitment

Recruitment of volunteers will generally be through personal recommendations

4.  Records

Minimum details will be kept on volunteers. 

5.  Insurance

Volunteers will be covered by insurance while carrying out agreed duties.

6.  Health and Safety

Care for Uganda will take all reasonably practicable steps to ensure the volunteers’ health, safety and welfare while at work in accordance with the risk assessment document.

7.  Equal Opportunities

Volunteers and staff will work in accordance with Care for Uganda’s policies and will prevent discrimination on any grounds.

8.  Monitoring and Evaluation

 

Care for Uganda will monitor and evaluate its use of volunteers with reference to this Volunteer Policy.

 

Conflict of interest policy

Care for Uganda Conflict of Interest Policy

All staff, volunteers, and management committee members of Care for Uganda will strive to avoid any conflict of interest between the interests of the Organization on the one hand, and personal, professional, and business interests on the other. This includes avoiding actual conflicts of interest as well as the perception of conflicts of interest.

The purposes of this policy is to protect the integrity of the Organization's decision-making process, to enable our stakeholders to have confidence in our integrity, and to protect the integrity and reputation of volunteers, staff and committee members.

Examples of conflicts of interest include:

1            A committee member who is also a user who must decide whether fees from users should be increased.

2            A committee member who is related to a member of staff and there is decision to be taken on staff pay and/or conditions.

3            A committee member who is also on the committee of another organisation that is competing for the same funding.

4            A committee member who has shares in a business that may be awarded a contract to do work or provide services for the organisation.

Upon appointment each committee member will make a full, written disclosure of interests, such as relationships, and posts held, that could potentially result in a conflict of interest. This written disclosure will be kept on file and will be updated as appropriate.

In the course of meetings or activities, committee members will disclose any interests in a transaction or decision where there may be a conflict between the organisations best interests and the committee members best interests or a conflict between the best interests of two organisations that the committee members is involved with.

After disclosure, interested parties may be asked to leave the room for the discussion and may not be able to take part in the decision depending on the judgement of the other committee members present at the time.

Any such disclosure and the subsequent actions taken will be noted in the minutes.

This policy is meant to supplement good judgment, and staff, volunteers and management committee members should respect its spirit as well as its wording. 

Complaints policy

Care for Uganda Complaints Policy

Care for Uganda views complaints as an opportunity to learn and improve for the future, as well as a chance to put things right for the person that has made the complaint.

Our policy is:

¨     To provide a fair complaints procedure which is clear and easy to use for anyone wishing to make a complaint

¨     To make sure everyone at Care for Ugandaknows what to do if a complaint is received

¨     To make sure all complaints are investigated fairly and in a timely way

¨      To make sure that complaints are, wherever possible, resolved and that relationships are repaired

¨     To gather information which helps us to improve what we do

Definition of a Complaint

A complaint is any expression of dissatisfaction, whether justified or not, about any aspect of Care for Uganda

Confidentiality

All complaint information will be handled sensitively, telling only those who need to know and following any relevant data protection requirements.

Responsibility

Overall responsibility for this policy and its implementation lies with the board of trustees

Review

This policy is reviewed and updated as required.

Procedure

1.     Complaints received in writing by CEO

2.     Response will be given within 15 working days

3.     Appeals received by Vice Chair

4.     Complaint about CEO received by Vice Chair

5.     Response will be given in 15 working days