1. Purpose
This policy sets out how the Climate Energy and Livelihoods Initiative (“the Association” or “CELI”) engages, manages, and supports volunteers. Volunteers extend the Association's capacity to deliver its charitable objects and gain skills, experience, and exposure in return. This policy applies to all volunteers, including students on placement and NYSC members serving with the Association.
2. Definition and Status
A volunteer is a person who freely gives their time, skills, and effort to support the activities of the Association without salary, wages, or expectation of employment. Volunteering with the Association does not create a contract of employment, and volunteers are not employees, agents, or trustees of the Association. Nothing in this policy or in any volunteer agreement shall be construed as creating an employment relationship.
3. Recruitment and Selection
Volunteers shall be recruited openly against defined roles approved by the Volunteer Coordinator. Selection is based on suitability for the role, availability, and alignment with the values of the Association. All volunteers must:
- Be aged 18 years or over.
- Complete a volunteer application or expression of interest.
- Provide one referee or means of identification where requested.
- Sign the Volunteer Agreement and this Policy before commencing any activity.
- Complete a basic induction covering the Association's mission, the role, safeguarding rules, and reporting lines.
4. Volunteer Coordinator
The Board shall designate a Volunteer Coordinator responsible for recruitment, induction, task allocation, supervision, record keeping, and welfare of volunteers. Until otherwise resolved, the Executive Director acts as Volunteer Coordinator.
5. What Volunteers May Do
Typical volunteer roles include assisting at school and community programmes (registration, setup, photography), drafting social media content, data collection for community surveys, translation, event logistics, and administrative support. Volunteers act under the supervision and direction of the Volunteer Coordinator at all times and may not represent the Association externally, sign documents, make financial commitments, or speak to the media on the Association's behalf unless expressly authorised in writing.
6. Safeguarding
The Association works with children and young people in schools and communities. The following rules are mandatory for all volunteers:
- A volunteer must never be alone with a child. All school and community activities involving minors are supervised by the Executive Director or another designated staff lead.
- Volunteers must not take photographs of children except on the Association's equipment and with documented consent from the school or parent/guardian.
- Volunteers must not collect personal contact details of minors or contact them outside programme activities.
- Any safeguarding concern must be reported immediately to the Volunteer Coordinator or the Chairman of the Board.
- Breach of these rules leads to immediate termination of the volunteer engagement.
7. Expenses and Reimbursement
Volunteers are not paid. The Association may reimburse reasonable, pre-approved out-of-pocket expenses actually incurred in the course of volunteering, such as transport to activity locations and meals during full-day activities, upon presentation of a claim. Reimbursements are repayment of expenses, not remuneration, stipends, or wages, and confer no employment rights.
8. What the Association Provides
- Induction, orientation, and training relevant to the role.
- Supervision and a named point of contact.
- Reimbursement of approved expenses under Section 7.
- A certificate of voluntary service after satisfactory completion of an agreed period of not less than three months or a defined programme cycle.
- A written reference on request, where service has been satisfactory.
- Recognition of the volunteer's contribution in the Association's reports and communications, with the volunteer's consent.
9. Conduct
Volunteers shall act honestly, treat beneficiaries, communities, staff, and fellow volunteers with respect, follow reasonable instructions, keep confidential any non-public information of the Association, and avoid any conduct that could bring the Association into disrepute. Volunteers must disclose any conflict of interest, including any relationship with a supplier or partner of the Association.
10. Records
The Association maintains a Volunteer Register recording each volunteer's name, contact details, role, start and end dates, and hours contributed. Volunteer hours are recorded as in-kind contribution for the Association's reporting to funders and in its annual reports.
11. Health, Safety, and Insurance
The Association will take reasonable steps to provide a safe volunteering environment and will brief volunteers on any risks specific to an activity. Volunteers must follow safety instructions and report hazards or incidents promptly. Volunteers are not covered by employee insurance schemes of the Association.
12. Ending the Engagement
Either the volunteer or the Association may end the volunteering arrangement at any time, with or without notice. The Association may end an engagement immediately for breach of this policy, the Volunteer Agreement, or the safeguarding rules.
13. Review
This policy shall be reviewed by the Board of Trustees at least every two years or earlier as required.
Adopted by resolution of the Board of Trustees of the Climate Energy and Livelihoods Initiative on 27 July 2026.