Below you will find Matchable’s comprehensive template to help you manage your corporate volunteering policy. This will give you all of the essentials needed for your volunteer policy template. All you need to do is fill in the blank areas with your organisation's information! You can also download the policy template for your documents here.
The section highlighting the goals you want to focus on , and the details of how you aim to achieve these, can be altered depending on what causes you want to support as an organisation.
We also suggest that you read over the policy template in detail to ensure that all that is stated does indeed apply to your organisation. For example, the part on your expenses procedure for any costs involved with volunteering for the employee may vary from business to business.
Corporate Volunteering Policy Template:
INTRODUCTION
DEFINITION
Corporate Social Responsibility (CSR) for XXX is a commitment from our organisation to positively impacting communities locally and globally by offering our expertise, resources, and time in ways that support tangible, meaningful change.
SCOPE STATEMENT
Our volunteering policy aims to contribute towards <XX> of the 17 United Nations’ Sustainability goals (SDGs). XXX also recognises that we are in a position to be able to provide support on the following goals in particular:
<Responsible consumption and production>
<Taking climate action>
<Promoting and fostering an environment diversity and inclusion>
XXX aims to support each of these goals through the following initiatives:
(1) <Promoting zero waste consumption across all offices or work premises, and sourcing materials sustainably>
(1,2,3) <Corporate/employee volunteering programmes to vetted nonprofits and impact organisations with aligning missions/values>
PURPOSE
The primary purpose of XXX's volunteering work is to give back to charities, social enterprises, and impact startups in our local area, as well as to support global organisations in their missions to create a more sustainable, healthy, and fair world for all.
A secondary purpose of XXX's volunteer programme is to provide purpose to employees at work, to engage employees, and create a culture of shared values of giving for our organisation.
POLICY OBJECTIVES
The objective of this policy is to outline:
Volunteer options & registration
Volunteer training
Volunteer expenses
Volunteer internal champions & ambassadors
Health & safety
Complaints procedures
Confidential data & management of sensitive information
VOLUNTEER OPTIONS & REGISTRATION
XXX provides all full-time employees with a maximum of XX paid working days per year to participate in volunteering activities as an employee benefit (Once they are past their probation period).
VOLUNTEER PLATFORM
The XXX platform is where employees can go to browse and pick from a range of volunteering opportunities that are shortlisted by XXX. On this platform, you will be able to track how many hours you have volunteered, and the overall impact value created by the organisation.
Employees can apply to help out with projects, and register for them within the platform.
VOLUNTEER TIME OFF
All full-time employees will receive a total of XX hours of volunteer paid-time-off, which must be used across a maximum of XX working days. The XX volunteering days can be separated throughout the annual year.
2. VOLUNTEER TRAINING
All full-time employees will be trained on how to access the volunteer platform, and how to utilise their paid volunteer time.
There are certain volunteer opportunities that may require knowledge of new software or skill sets. Where possible, XXX will provide adequate training to complete this volunteering opportunity and provide the nonprofit and employee with the best experience possible.
However, volunteer training must be done in an employee’s own time and does not count towards volunteering time-off.
3. EXPENSES & REIMBURSEMENT
XXX will provide employees with a XX lunch budget if their volunteering opportunity is field volunteering (offline), and the charitable organisation does not provide this themselves. Volunteers will need to pay for their lunch out of their pocket and submit their receipt upon return. The allowance will be paid with the volunteer’s next payslip.
It is not XXX's responsibility to reimburse employees for travel to volunteer opportunities unless stated otherwise.
4. VOLUNTEER CHAMPIONS
Champions in the organisation are decided by XXX, from the XXX team(s). Participation of employees is voluntary.
Champions may be location/office-specific. These individuals have applied for the role and are your go-to person for any questions, KPIs, advice, or upcoming volunteer projects. They will help you and your team achieve your volunteering goals. You can contact them here:
<Office location: <champion name> <email>
<Office location: <champion name> <email>
<Office location: <champion name> <email>
Don’t see your office location? If you’re interested in having responsibility for managing volunteering in your area, please send a short email explaining why you’re interested and what you hope to bring to the team. You can send this to XXX.
5. HEALTH, SAFETY & INSURANCE
Should your employers deem it necessary, volunteers will undergo basic health & safety training before field volunteering where this is suggested. All volunteers are also covered by our insurance policy <policy link> when participating in external volunteering days.
6. COMPLAINTS PROCEDURES
If any individual volunteer has a complaint in regards to their volunteer experience, they are able to submit them anonymously by reaching out to <email address>. This will not be shared with the rest of the team.
All complaints will be taken seriously and dealt with appropriately by those in charge of the volunteer programme.
7. CONFIDENTIAL INFORMATION/DATA
Certain volunteering opportunities, including online volunteer projects, may require employees to handle sensitive or confidential information/data. The nonprofit/charity/impact organisations have the right to ask volunteers to sign a confidentiality agreement prior to starting any volunteer activity. Any information contained within this agreement is classified and should not be shared with anyone else as per the documents.
8. POLICY ROLES & RESPONSIBILITIES
The XXX department is responsible for this policy, and will manage and future reassessment. Any changes made to this policy will be communicated to employees through the appropriate internal channels in a timely manner.
For further information, or questions regarding this policy, please contact <email address>.