Approved 6th April 2021

Trajectory Theatre is a charity, based in the South East. Our ambition is to advance digital arts, by combining immersive technologies, such as augmented and virtual reality, with traditional theatre practise. 

We recognise that we cannot do this alone and volunteers make a vital contribution to our goals. We recognise the added value that volunteers bring to our organisation and the communities we serve. Volunteer involvement in this organisation does not replace or devalue the role of paid staff. 

Within Trajectory, volunteers are involved in:

• The Board of Trustees
• Events management and delivery
• Communication and Social Media management
• Ushering for performances

Trajectory aims to have a reciprocal and mutually-beneficial relationship with our volunteers; with their involvement informing and developing our work, and our work enabling individuals to learn skills and achieve personal development, through their volunteering. 

The involvement of volunteers will be guided by the following principles of good practice:

• the tasks to be performed by volunteers will be clearly defined, so that everyone is sure of their respective roles and responsibilities;
• the organisation will comply with the General Data Protection Regulation and our General Data Protection Policy, in its use of data held on all volunteers; 
• volunteering opportunities will complement, rather than replace, the work of paid staff;
• volunteers will be provided with regular opportunities to share ideas/concerns with a named contact, as per our the Support and Supervision section below; and
• all existing and future policies will be checked as to how they affect volunteers.

Purpose of this Policy

By adopting this policy Trajectory aims to: 

• highlight and acknowledge the value of the contribution made by volunteers;
• reflect the purpose, values, standards and strategies of the organisation in its approach to involving volunteers; 
• recognise the respective roles, rights and responsibilities of volunteers;
• confirm the organisation’s commitment to involving volunteers in its work;
• establish clear principles for the involvement of volunteers; and
• ensure the ongoing quality of both the volunteering opportunities on offer and the work carried out by volunteers;

This policy provides an overview of the activities carried out by volunteers, currently, and provides a basis for the expansion, if required, for the role of volunteers alongside paid staff. This document and the associated policy, procedures and guidance provide a framework for the involvement of volunteers. 

Recruitment and Selection

Trajectory will adhere to its Diversity, Equity and Inclusion Policy when recruiting and selecting volunteers. All potential volunteers will be asked to complete a volunteer’s application/registration form. Written task descriptions will outline time commitment, necessary skills and actual duties. Where specific training is required this will be highlighted, as part of the recruitment process. Where there is a requirement for a 

Disclosure and Barring Service check this will be highlighted as part of the recruitment process. Where individuals cannot be placed, we will endeavour to refer them to other organisations that can support them in finding a volunteering opportunity. 

Support and Supervision

Once placed, we will expect volunteers to comply with existing policies and procedures. All volunteers are covered under Trajectory’s Public Liability Insurance. 

All volunteers will undergo an induction procedure, which will involve an overview of the relevant policies and procedures. Following induction, volunteers will have regular support and supervision meetings, with a named contact, to identify areas for development, or to discuss any issues. A record of these discussions will be held as part of the individual volunteer’s records. Volunteers can be granted access to their records at any time. 

Volunteers will be able to claim reasonable expenses for their volunteering in line with recognised best practice in the interim, our Financial Procedures Manual and Reserve Policy once ratified. Volunteers should discuss any planned expenditure, prior to incurring the expense, to ensure that it will be covered by the organisation. 

Where volunteers have holidays, or other commitments, which mean that they cannot attend their normal volunteering, they should advise their named contact to ensure that we can arrange alternative cover. If volunteers require a longer break from their volunteering, they should discuss this with their named contact. Trajectory will endeavour to be as flexible as possible, to accommodate the needs of volunteers. 

Volunteers can access learning and development opportunities, which are relevant to their volunteering role, throughout their time with Trajectory. Opportunities for Learning and Development will form part of the discussion at support and supervision sessions.

Problem Solving

Volunteers will be provided with a safeguarding contact, either a member of the Board or other trusted representative of Trajectory Theatre, who they do not interact with in the course of their duties. The volunteer is encouraged to raise concerns with the safeguarding contact, in situations where they do not feel comfortable taking this concern to their named contact. 

Where a concern is highlighted – either by a volunteer or about a volunteer, this will be dealt with using recognised best practice in the interim, and the organisation’s Safeguarding Policy, once ratified.

Responsibility

Overall responsibility for the implementation, monitoring, and review of the policy and procedures lies with the Board of Trustees. Implementation and adherence to this policy is the responsibility of all staff and volunteers within the organisation.