volunteer policy

caba Volunteer Policy Statement

Introduction

At caba, volunteers play a vital role in helping us deliver support to the ICAEW community. This policy outlines our principles and commitments to volunteers, including caba champions, Insights Community participants, and Trustees. While Trustees have a distinct governance remit, this policy ensures clarity and consistency across all volunteer roles, with appropriate differentiation where necessary. It sets out expectations, support mechanisms, and key policies that underpin a safe, respectful, and inclusive volunteering environment. Volunteers represent caba and are expected to uphold our integrity, respect, inclusivity, and professionalism and embody our values.

Our Commitment to Volunteers

We value the time, energy, and expertise our volunteers contribute. caba is committed to providing a positive, inclusive, and supportive experience for all volunteers. We treat volunteers with fairness, respect, and transparency, and we aim to foster a culture of collaboration and learning.

Volunteer Roles

caba Champions: Represent caba in their communities, support events, raise awareness of our service and generate promotional opportunities.
Insight Community: Provide feedback and insights to help shape our services. May receive reasonable expenses and/or vouchers depending on the nature of the activity.
Trustees: Provide strategic oversight and governance. Trustees are not expected to engage in operational volunteering and are covered by separate governance policies.

Key Policies and Resources

All volunteers are expected to comply with caba’s policies, including:

Volunteer Data

We process volunteer data in accordance with the Data Protection Act 2018 and GDPR. Data is collected for specific purposes, stored securely, and retained only as long as necessary. Volunteers may access their data via a subject access request. Feedback provided by volunteers may be anonymised and used to improve services.

Refer to caba’s Privacy Statement and for caba Champions volunteer privacy statement

Duty of Care

We recognise our duty of care to all volunteers and are committed to providing a safe, supportive, and inclusive environment in which they can carry out their role.

caba will take reasonable steps to ensure the health, safety, and wellbeing of volunteers, including providing appropriate induction, training, and clear role expectations. Risk assessments will be undertaken where relevant, and appropriate insurance cover will be in place.

Volunteers will be treated with respect and dignity and will have access to clear procedures for raising concerns or complaints.

Safeguarding and Confidentiality

Safeguarding is everyone’s responsibility. All volunteers are required to follow our Safeguarding Policy and associated procedures. Volunteers must signpost individuals to caba rather than collecting personal data or offering direct support. Any safeguarding concerns must be reported promptly to the Volunteer Contact Manager or the Designated Safeguarding Lead. Confidentiality must be always maintained, except where there is a risk of harm, in which case concerns should be escalated in line with our safeguarding procedures. Refer to: safeguarding statement | caba

Sexual Harassment

caba has a zero-tolerance approach to sexual harassment. Volunteers must never tolerate or ignore inappropriate behaviour, whether from colleagues, beneficiaries, or third parties. Allegations will be taken seriously and addressed through informal or formal channels as appropriate. Volunteers can report concerns to the Volunteer Contact Manager or caba’s People Team via [email protected].

You can also contact:

• Samaritans

• Equality Advisory and Support Service

Health and Safety

caba is committed to providing a safe and healthy environment for all our volunteers. While volunteers will rarely be required to attend our offices, some activities may involve travel to external venues or attendance at events. Volunteers are expected to take reasonable care for their own health and safety and that of others who may be affected by their actions. This includes making sensible decisions about travel and participation, assessing any risks involved, and choosing not to proceed with an activity if they feel it poses too great a risk. In such circumstances, volunteers should notify caba as soon as possible by contacting [email protected].

Should a health and safety issue or incident occur while volunteering, we ask that it is reported promptly using the same contact details.

Equality, Diversity and Inclusion

caba is committed to creating an inclusive and welcoming environment for all. We value and respect the diversity of our volunteers, staff, and the communities we support. In line with the Equality Act 2010, we do not tolerate discrimination, harassment, or victimisation on the grounds of any of the nine protected characteristics: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Volunteers are expected to support this commitment in their conduct, ensuring that everyone is treated with dignity and respect.

Social Media

caba Champions and other volunteers may wish to share or promote caba’s work online. We welcome this support and ask that volunteers represent caba in a way that reflects our values of professionalism, inclusivity, and respect. Volunteers must not share confidential or sensitive information and should avoid posting personal opinions that could be misinterpreted as caba’s stance. If posting about caba, please consider:

What would caba say?
Is the content respectful and appropriate for our audience?
Have you obtained consent for any identifiable images?
Full Social Media Guidelines available upon request. Any concerns, please speak to your designated volunteer caba contact or email [email protected] before posting.

Expenses and Vouchers

Volunteers may claim reasonable, pre-approved out-of-pocket expenses. Insights Community participants may also receive vouchers depending on the nature of the activity. Trustees are not expected to claim expenses unless agreed in advance. Details on claiming expenses or receiving vouchers are provided in the relevant volunteer handbook, code of conduct, or guidance document, depending on your role.

Support and Supervision

Volunteers will receive appropriate induction, guidance, and ongoing support. We welcome feedback and encourage open communication. Any concerns should be raised with their designated volunteer caba contact.

Breaches of Confidentiality

In rare cases where confidentiality must be breached (e.g. risk of harm, terrorism, money laundering), volunteers must escalate the matter to their Volunteer Contact Manager or the Support Team. A formal process will be followed, and decisions will be documented.

Codes of Conduct and Role-Specific Guidance

All volunteers are expected to uphold caba’s values and conduct themselves in a manner that reflects our commitment to respect, inclusion, and safeguarding.

caba champions: Must read and agree to the Volunteer Charter, which outlines expectations, responsibilities, and procedures specific to their role.
Insights Community Participants: Receive tailored guidance relevant to their engagement, including expectations around confidentiality, feedback, and incentives.
Trustees: Are governed by caba’s Trustee Code of Governance and related governance documents, which outline their strategic and fiduciary responsibilities.

If you are unsure which document applies to your role, please contact your designated Volunteer caba Contact Manager or email [email protected].

Problem Solving

If you experience any issues or concerns during your volunteering, please contact your designated caba volunteer manager in the first instance. Where appropriate, concerns can also be raised through caba’s Compliments and complaints policy.

If a concern or complaint is raised about a volunteer’s conduct, this will be addressed fairly, with the opportunity for the volunteer to respond, and in line with the same or appropriate policy.

Reviewing or Ending Volunteer Arrangements

Volunteering with caba is a shared commitment built on trust and mutual respect. Either the volunteer or caba may decide to review or end the volunteering relationship if it no longer meets the needs of either party, or if there has been a breach of expectations. We will always aim to resolve concerns fairly and informally where possible, with reference to caba’s Compliments and complaints policy where relevant. If challenges cannot be resolved, it may be necessary to bring the volunteering arrangement to a close. Volunteers may end their volunteering at any time should their circumstances or preferences change.