CoGP Revised 2015 Edition for Code Signatory Organisations (3)

8/20/2019 CoGP Revised 2015 Edition for Code Signatory Organisations (3)

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Comhlámh’s Code of Good Practice for Volunteer Sending Agencies 2015 Edition

The Comhlámh Code of Good Practice (CoGP) for Volunteer Sending Agencies is a set of standards for organisations involved in

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The Comhlámh Code of Good Practice (CoGP) for Volunteer Sending Agencies is a set of standards for organisations involved in

facilitating international volunteer placements in the global south. The focus is to ensure overseas volunteering has a positive impact for the three main

stakeholders: the local project and community, the volunteer and the sending agency,.

Comhlámh (pronounced ‘co-law-ve’, Irish for ‘solidarity’) is a member and supporter organisation open to anyone interested in social justice, human rights

and global development issues.

Honorary Patron Mary Robinson

Acknowledgements

Comhlámh would like to thank the individuals and agencies who volunteered to participate in the 2015 code review process, the members of the Volunteering Options Working Group and

the wider group of signatories for their contributions in shaping the Code of Good Practice and self-audit tool.

The review and updating process was facilitated by Philip Mudge (Comhlámh Volunteer Quality Project Officer), supported by Comhlámh management and staff.

Comhlámh’s Code of Good Practice for Volunteer Sending Agencies: 7 th

Edition 2015 © Comhlámh 2015.

Extracts from this publication may be reproduced for non-commercial purposes without permission provided full acknowledgment is given to Comhlámh

This work is licensed under the Creative Commons Attribution Non Commercial 4.0 International License. To view a copy of this l icense, visit http://creativecommons.org/licenses/by-nc/4.0/.

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Our programme development is informed by ongoing monitoringand evaluation

Our organisation accepts and celebrates the diversity andindividuality of our volunteers and assists and provides for their

varying support needs.Our organisation provides and promotes messages and imagery

consistent with good practice, and clear expressions oforganisational aims, ethos and values

Our organisation supports volunteers to understand the widercontext of development in which volunteering is taking place, and

encourages continued learning and engagement

Our organisation ensures thatvolunteers participate in

appropriate preparation,training and induction.

Our organisation providessufficient resources to localpartners to run sustainable

volunteer programmes

Our organisation takes allpracticable steps

to ensure the protection,safety and well-being ofvolunteers nd the

communities they work

with

Our organisationprovides comprehensiveand effective debriefingfor returned volunteers

Our volunteer programmes arebased on realistic aims and

objectives and provide volunteer

roles that are appropriate andvaluable to the host community.

Our organisation providespotential volunteers with,accurate and independent

information about theorganisation and volunteer

placements

Our organisation usesequitable, consistent

and transparentrecruitment and

application procedures

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Contents Section 1: Introduction and background..............................................................

Vision ................................................................................................................ 6

Principles .......................................................................................................... 7Signatory Statement ......................................................................................... 8

Who can use the Code of Good Practice? .................................................... 10

Implementing the Code of Good Practice .................................................... 10

Section 2: Volunteer Sending Agency Information ..............................................

Section 3: Self-Audit Tool ....................................................................................

Principle 1: Our volunteer programmes are based on realistic aims and

objectives and provide volunteer roles that are appropriate and valuable to

the host community. ................................................................................... 22

Principle 2: Our organisation provides potential volunteers with accurate

and independent information about the organisation and volunteer

placements. ................................................................................................ 25

Principle 3: Ourorganisation uses equitable, consistent and transparent

recruitment and application procedures ..................................................... 30

Principle 4: Our organisation ensures that volunteers participate in

appropriate preparat ion, training and induction. ....................................... 35

Principle 5:Our organisation provides sufficient resources to local partners

to run sustainable volunteer programmes. ................................................. 40

Principle 6: Our organisation takes all practicable steps to ensure the

protection, safety and well-being of volunteers and the communities they

work with. .................................................................................................. 44

Principle 7: Our organisation provides comprehensive and effective

debriefing for returned volunteers ............................................................. 53

Principle 8: Our programme development is informed by ongoing monitoring

and evaluation. .......................................................................................... 58

Principle 9: Our organisation supports volunteers to understand the wider

context of development in which volunteering is taking place, and

encourages continued learning and engagement. ...................................... 62

Principle 10: Our organisation accepts and celebrates the diversity and

individuality of our volunteers and assists and provides for their varying

support needs. ........................................................................................... 65

Principle 11: Our organisation provides and promotes messages and

imagery consistent with good practice, and clear expressions of

organisational aims, ethos and values........................................................ 72

Section 4: How to complete the CoGP self-audit tool ..................................... 79

Section 5: Training resources and additional support .................................... 87

Website and Social Media Protocols ................................................................ 95

Embedding the Code of Good Practice Document on your Website. ................ 95

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The Comhlámh Code of Good Practice (CoGP) for Volunteer

Sending Agencies is a set of standards for organisations

involved in facilitating international volunteer placements in

the global south.

The focus is to ensure overseas volunteering has a positive

impact for the three main stakeholders: the local project

and community, the volunteer, and the sending agency.

Vision

Comhlámh’s Code of Good Practice for Volunteer Sending

Agencies is based on a vision of volunteers working in

solidarity for a just, equitable and sustainable world.

Effective volunteer programmes therefore:

• Are underpinned by a belief in global justice

• Are based in good development practice• Address locally identified needs focused on the partner

projects and communities.

The Code of Good Practice reflects a number of core values. These

are:

• Cultural exchange and mutual understanding

• Development education and the importance of contributing to

development

• Partnership

• Quality

• Solidarity

• Sustainability

• Valuing volunteering and encouraging appropriate volunteer

attitudes.

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Principles

This Code of Good Practice for Volunteer Sending agencies is established on 11 principles that reflect signatories’ ongoing good practice throughout the

lifecycle of the international volunteer programme, including a focus on pre-recruitment, during placement, and post-return stages.

1Our volunteer programmes are based on realistic aims and objectives and provide volunteer roles that are appropriate and valuable tothe host community Before

VolunteerPlacement 2

Our organisation provides potential volunteers with accurate and independent information about the organisation and volunteerplacements

3Our organisation uses equitable, consistent and transparent volunteer recruitment and application procedures

4Our organisation ensures that volunteers participate in appropriate preparation, training and induction.

5 Our organisation provides sufficient resources to local partners to run sustainable volunteer programmes DuringVolunteerPlacement 6

Our organisation takes all practicable steps to ensure the protection, safety and well-being of volunteers and the communities theywork with

7Our organisation provides comprehensive and effective debriefing for returned volunteers Post-return

8Our programme development is informed by ongoing monitoring and evaluation Ongoing

throughout

theprogramme

9Our organisation supports volunteers to understand the wider context of development in which volunteering is taking place, andencourages continued learning and engagement

10Our organisation accepts and celebrates the diversity and individuality of our volunteers and assists and provides for their varyingsupport needs

11Our organisation provides and promotes messages and imagery consistent with good practice, and clear expressions of organisationalaims, ethos and values

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Signatory Statement

VSA Name________________________ Company/ Char ity Number_____________________

As a signatory to the Comhlámh Code of Good Pract ice for Volunteer Sending Agencies we

commit to

1. Promoting the vision and values of the CoGP within our organisation

2. Establishing the principles outlined in the CoGP within our work:

• Our volunteer programmes are based on realistic aims and objectives and provide volunteer roles that are

appropriate and valuable to the host community

• Our organisation provides potential volunteers with accurate and independent information about the

organisation and volunteer placements

• Our organisation uses equitable, consistent and transparent recruitment and application procedures

• Our organisation ensures that volunteers participate in appropriate preparation, training and induction

• Our organisation provides sufficient resources to local partners to run sustainable volunteer programmes

• Our organisation takes all practicable steps ensure the protection, safety and well-being of volunteers and the

communities they work with

• Our organisation provides comprehensive and effective debriefing for returned volunteers

•

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Introduction

The Code of Good Practice (CoGP) has been developed in close consultation with

Irish volunteer sending agencies (VSAs), returned volunteers and with a range of

partners that host international volunteers. The content of the CoGP has been

comprehensively reviewed, revised and updated in 2015 to incorporate emerging

best practice trends in the sector, as well as to clarify indicators and

requirements for evidence presentation.

Comhlámh and good practice standards in

international development volunteering

As the Irish Association of Development Workers and Volunteers, Comhlámh has

a long history of working with and supporting international development workers

and volunteers and, indirectly, sending organisations.

Comhlámh’s work on standards and good practice has always been informed by

the experiences of members returning from overseas placements. In the mid-

1990s, Comhlámh’s Options and Issues in Volunteering for Development Group

undertook significant critical work that analysed the changing role of the

development worker and volunteer within wider debates on aid and

development. The closure of APSO in the early 2000s and the growing public

interest in short term volunteering overseas, prompted Comhlámh to bring the

group’s learning into work with the increasing number of volunteer sending

agencies operating from Ireland. This diverse sector included short and long

term placement organisations, professional and non-professional groups, for-

profit and not-for-profit agencies, and faith-based and secular organisations, all

focusing on different areas of development.

Comhlámh strongly promotes responsible, responsive international volunteering.

For over a decade Comhlámh has encouraged Irish volunteer sending agencies to

work in a collaborative environment to support this aim. Drawing on the

diversity within the sector, and focusing on the experience of host organisations

and volunteers, we have developed this Code of Good Practice that sets out a

shared vision for good practice and accountability in volunteer programmes. This

unique document has been recognised by volunteer sending agencies around the

world and has been adapted for use in a range of other contexts.

From initial identification of principles of good practice and indicators in 2006,

the CoGP has grown organically with the introduction of a peer support systemand various quality control processes including self and external audit. A three-

tiered system of implementation including Core Indicator and Comprehensive

Compliance Status has been developed to ensure that all signatories of the CoGP

are able to demonstrate a minimum duty of care to volunteers and the

communities with which they work and to strive for continuous organisational

development.

A major review of the Code was undertaken in 2015 by a specially convened

review group of VSAs, co-ordinated by Comhlámh’s Volunteer Quality Project

Officer (VQPO) and overseen by the Comhlámh’s Volunteer Options Working

Group (VOWG). All signatories had the opportunity to input into the revised

content and format through the peer support process.

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Who can use the Code of Good Practice?

The CoGP can be used as a tool by any organisation or group sending volunteers

overseas in a development context, The CoGP principles and indicators have

been designed to accommodate a broad range of programme types including

organisations targeting volunteers participating in short-term, non-professional

placements, or long-term highly-skilled placements.

Signing up to the CoGP and participating in the formal monitoring and validation

processes is only open to organisations that:

• Have an international volunteer programme in place; have been actively

sending volunteers overseas for over a year and continue to do so

• Include a development impact/awareness focus to their programmes

•

Are legally registered as either a company or charity in Ireland orNorthern Ireland for over a year

• Commit to working towards the principles outlined in the CoGP

• Complete and submit the CoGP self-audit prior to being reviewed for

consideration as a full CoGP signatory organisation and annually

thereafter

• Participate in external audit in the first year of becoming a signatory and

thereafter in ongoing audit processes

• Attend at least one of two peer support meetings annually in the spirit

of shared learning

• Actively work towards implementing the core standards outlined within

the self-audit, and the comprehensive compliance standard once the

core indicators are in place

• Inform all persons within the organisation, including new members of

staff, of its status as a signatory and ensure that all individuals

understand the responsibilities and obligations of being a signatory to

the CoGP.

Implementing the Code of Good Practice

Benefits of implementing the CoGP

By being an active signatory to the CoGP, a VSA demonstrates the level of

commitment it has to good practice standards. Undertaking the organisational

self-audit and participation in shared learning through the Code’s peer support

structures provides a very simple and effective way of showing a funder that the

organisation is serious about good practice and that the organisation is putting

important systems in place. Irish Aid, one of the main funders of development

work in Ireland, requests that VSAs applying for funding under the Civil Society

Fund be a signatory to the CoGP.

In addition, implementing the COGP shows that the organisation:

• Provides better experience and quality of programmes for volunteers,

ensuring that all participants’ needs are appropriately addressed

• Actively involves local partners at each stage of the volunteer cycle. This

enables volunteer programmes to remain well-informed about local

development and improves the overall impact of the programmes for

local partners and their communities

• Shares experiences and accesses support from other sending agencies

through the peer support system and other Comhlámh supports

• Refines work practices to develop effective management styles, learn

how to use resources meaningfully and improve programmes through

continuous analysis.

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And thus provides greater credibility and legitimacy with funders, potential

volunteers and the public.

Commitment to the CoGP is shown by becoming a signatory, actively engaging

with the vision, values and principles of the Code and undertaking the annual

required activities. Recognition is given to organisations that show through

evidence a high degree of compliance with the Code. Organisations that are in

compliance with the 18 core indicators essential for an effective volunteer

programme are recognised with Core Indicator Status and those that are in

compliance with 85% of the indicators, including the core indicators, are

recognised with Comprehensive Compliance Status

Signatories to the Code of Good Practice are required to complete the following

steps:

Step 1: Signing up:

• Meet with Comhlámh staff to discuss information about their

organisation’s volunteer programmes

• Complete a Pre-signatory Form attaching proof of registration as a

company or charity

• Submit the Code signatory statement to Comhlámh by April 30th

annually

• Complete a VSA Information Form annually

• Publicise the Code and your status as signatories on organisationaldocumentation and through electronic media (see Section 4)

All signatory forms can be obtained from, and returned to the Volunteer Quality

Programme Officer ([email protected]).

Step 2: Annual Self-audits

Signatory organisations are required to submit a completed self-audit (by 1st

December) annually. This self-audit is a point-in-time assessment of the VSA’s

implementation of the standards and should outline areas to strengthen and

improve on within the coming year. Submitting the self-audit on an annual basis

allows your organisation to monitor growth and assess the implementation of

the Code of Good Practice.

Comhlámh will review the completed self-audits annually, record whether a

signatory complies with the core indicators and/or 85% of all indicators, and

send feedback based on the organisation’s progress.

Step 3: Peer Support

Active participation by VSAs in a peer support network is a key element of

implementing the CoGP. Peer support meetings are held at least twice a year to

facilitate the sharing of information and an exchange of ideas. Issues-based

meetings are also held on an ad-hoc basis, enabling participants to have in-depth

discussion on a topic that is of particular relevance to their organisation.

Step 4: External audit

All VSAs are required to undertake an external audit shortly after becoming a

signatory to the Code, and then undertake a desk-based review every three years

thereafter. Participating in these processes enhances learning and programme

improvement.

The external audit involves the following steps:

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• After receiving a completed self-audit, Comhlámh shares it with an

independent auditing consultant who formulates questions to review

with the VSA

• The auditor then visits the VSA reviews the self-audit, checks

documentation and verifies processes

• The auditor drafts a report assessing the VSA’s implementation of theCoGP compared with their self-assessment. The report makes

recommendations for further programme development, particularly in

relation to meeting the core indicators. Areas where the VSA can benefit

from capacity building are highlighted

• The auditor explains the assessment outlined in the report and discusses

how the VSA may prioritise the recommendations.

The desk-based review involves the following steps:

• The VSA provides the external consultant with documentation on

programme policies and practices

• The external consultant reviews the VSA’s progr ess since the external

audit and assesses how the VSA is performing, particularly against the

core indicators and any other matters relevant to the CoGP

• The external consultant drafts a report assessing the VSA’s

implementation of the CoGP and makes recommendations for further

programme development.

The external consultant and desk based review reports are confidential to

Comhlámh, the consultant, the signatory organisation and a recognition panel

tasked with conferring the Core Indicators and/or the Comprehensive

Compliance Awards.

Step 5: Recognition Panel

The Core Indicators and Comprehensive Compliance Awards have been

introduced to incentivise VSAs to actively implement the indicators outlined

within the Comhlámh Code of Good Practice. A Recognition Panel has been

established with responsibility for reviewing evidence provided by VSAs and

external review/ desk based review processes and awarding Core Indicator and

the Comprehensive Compliance status to those VSA which meet the

requirements.

The Recognition Panel members review:

• A VSA’s self-audit documentation

• Feedback report from the Volunteering Quality Project Officer at

Comhlámh on their implementation of the Core Indicators

• The external auditor or desk-based reviewers’ feedback report

• Evidence furnished by the VSA relating to the core indicators

• Any other relevant information including, where appropriate, feedback

from potential or returned volunteers.

All VSAs who are deemed to have all the core indicators in place or have attained

comprehensive compliance are then awarded Core Indicator/ Comprehensive

Compliance status by Comhlámh and have the opportunity to publicise this

information on their website and to their volunteers.

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Volunteer Sending Agency Information 2015

Instructions: Please sign and return a copy of the ‘Volunteer Sending Agency Information 2015’ chart below to Philip Mudge, Volunteering Quality Project Officer,

Comhlámh, 12 Parliament Street, Dublin 2. Please note that the full self-audit should be emailed to [email protected].

Organisation name:

Type of organisation (please tick only one box):

Not for profit . For profit. Other (please specify):

Total number of paid staff in your organisation at the end of 2015 (based in your Irish office and not international field staff).

Full-time: Part-time: Full-time equivalent :

Comments/Notes:

Irish-based administrative volunteers

Total number of Irish-based administrative volunteer staff in your organisation at the end of 2015 (based in your Irish office and not international field staff).

Full-time: Part-time Full-time equivalent :

Comments/Notes:

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For how many years has your organisation been sending volunteers overseas?

What countries did your organisation send volunteers to in 2015? Please list all the countries.

What types of volunteering placements are offered by your organisation?

Group-based volunteering placements

Individual volunteering placements

Other (please specify):

Does your volunteer programme incorporate any of the following features (see glossary for full definitions)?

South-South Volunteering (e.g., a project in Laos engaging volunteers from neighbouring country)

Diaspora Volunteering (e.g., a Laotian living in Ireland returning to Laos to volunteer)

Exchange/Reciprocal Volunteering (e.g. Laotian coming to Ireland while a volunteer from Ireland goes to Laos).

Online/Virtual Volunteering (e.g., a volunteer that uses the internet to undertake or deliver tasks for the VSA)

Corporate/Private Sector Volunteering (e.g., engaging people in the corporate sector in voluntary work)

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Local Volunteering (e.g., engaging people in Ireland to volunteer locally for your VSA)

International Local Volunteering (example A: an international project that features a local person volunteering in a local context; example B: a

person from Laos who volunteers on a local Laotian project that your VSA has ties to)

Youth Volunteering (e.g., engaging people age 30 and below in volunteer initiatives)

Number of volunteers sent abroad by your organisation in 2015 by sex.

Female: Male: Total:

Targeted number of volunteers for 2016:

Comments/Notes:

Estimated costs incurred by volunteer (please include cost of flight, accommodation, food, fundraising requirements, contribution fee, etc.):

Comments/Notes:

Number of volunteers sent abroad by your organisation in 2015 by their age category:

Aged 17 years and under:

Aged 18 – 25 years:




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Aged 66+ years:

Number of volunteers sent abroad by your organisation in 2015 by duration of their placement.

Number of volunteers overseas for under 2 weeks

Number of volunteers overseas for 2 to 4 weeks

Number of volunteers overseas for 1 to 2 months

Number of volunteers overseas for 2 to 3 months:


Number of volunteers overseas for 7 to 11 months:


Number of volunteers overseas for 24+ months

In which months were your volunteers overseas?

January February March April May June

July August September October November December

What kind of professional /non-professional background do your volunteers come from?

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Are volunteers recruited for a specific skill set?

Yes No

If ‘Yes’, please give details or examples

If ‘No’ please give reasons why no specific skills are required

Number of volunteers sent overseas by your organisation in 2015 with prior experience of volunteering (with your organisation or any other volunteering

organisation)?

Prior experience of volunteering overseas: Don’t know

No prior experience of volunteering overseas: Don’t know

Prior experience of volunteering in Ireland or volunteer’s home country: Don’t know

No prior experience of volunteering in Ireland or in volunteer’s home country Don’t know

What activities do your volunteers engage in when abroad?

Do you offer pre-departure training? Yes No

Of the total number of volunteers sent in 2015, how many participated in pre-departure training?

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How many long is your pre-departure training? State the hours or days in total (e.g., 4 hours or 2 days).

Do you offer debriefing? Yes No

Of the total number of volunteers sent in 2015, how many participated in debriefing?

How long does your debriefing session run? State the hours or days in total (e.g., 4 hours or 2 days).

Briefly describe your overseas partnership structure (e.g., with the local community, local partners, local municipality, government bodies, and other agencies with

which you work):

Have you been in contact with another CoGP signatory this year (outside of formal Comhlámh meetings)? If so, briefly describe the nature of this communication.

General comments and/or questions:

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Principle 1 21


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Principle 1

Our volunteer programmes are based on realistic

aims and objectives and provide volunteer roles

that are appropriate and valuable to the host

community.

Rationale

In Ireland and throughout the global north, there is a demand from the public for

overseas volunteer placements; however, the local need may not always match the

perceived need in the global north or the expectations of individual volunteers.

This principle aims to ensure that volunteer programmes fit with local needs.

Volunteers should have useful, rewarding placements that address relevant needsand are made in consultation with local partners.

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C o r e I

n d i c a t o r 1

1.1: We involve local partners in

volunteer recruitment and selection.

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possibl e and should incl ude the

specific names of documents used by the organisation, outline the policies and procedures the organisation has in place, or report other types

of evidence that show attainment of the indicator (Suggested examples of evidence commonly fo und in agencies are listed below as a support)

Progress made in this area since 2014

Priority actions in this area for 2016 Person responsible Timeline

Possible evidence includes:Partnership agreements identifying the needs and roles for online and onsite volunteers in programme plans

Documented key inter-partner communications relating to recruitment and selection of online and onsite volunteers

Written feedback from local partners identifying the needs and roles for volunteers in programme plans

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C o r e

I n d i c a t o r 2

1.2: We collaborate with local

partners on programme design,

planning and implementation.

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator


Priority actions in this area for 2016 Person responsible

Timeline

Possible evidence includes:Partnership agreements identifying the roles of the VSA and the local partner

Documentation shared with local partners on the organisation’s planning processes

General operating policies and procedures identifying role of local partners

Feedback from local partners on draft programme plans/designs

Meeting minutes, emails, letters, and other forms of communication with local partners relating to programme planning

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Principle 2

Our organisation provides potential volunteerswith accurate and independent information

about the organisation and volunteer placements.

Rationale

Accurate information about the organisation and the placements it provides help toensure that volunteers are fully informed and can make the best decisions about

whether, where and with which VSA to volunteer.

Providing potential volunteers with independent resources on volunteering overseas

encourages informed decision-making and the best possible placements for the

volunteer and for the partner community. For example, access to returned

volunteers can assist potential volunteers in their decision making and ideally enablethem to learn more about their host country and placement.

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C o r e

I n d i c a t o r 3

2.1: We provide fair and balanced

information about placements we offer.

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possible and should incl ude thespecific names of documents used by the organisation, outline the policies and procedures the organisation has in place, or report other typesof evidence that show attainment of the indicator. (Suggested examples of evidence commonly f ound in agencies are listed below as a support)



Possible evidence includes

Website screenshots or links detailing key placement information, including an overview of the volunteer role(s) and detailing any programme costs

Copy of information pack sent in response to queries about volunteering opportunities

Copies of documentation distributed and evidence of how and at what stage of the process this is communicated to the potential volunteer

• key placement information

• an overview of the volunteer roles

• programme costs

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2.2: We provide fair and balanced

information about our organisation.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includesWebsite screenshots or links detailing:

• key organisational information

• overview of the organisational values and aims

• organisation status (e.g. charity, company, trust)

• evidence of registration/ compliance with organisational and governance standards (eg Dóchas Irish Development NGOs Code of Corporate Governance, ICTR

statement of guiding principles on fundraising)

Copy of information pack sent in response to queries about volunteering opportunities and evidence of how and at what stage of the process this is communicated to

the potential volunteer

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C o r e

I n d

i c a t o r 4

2.3: We offer volunteers additional

information about volunteering,

including its place withininternational development.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includesScreenshots showing:

• VSA’s website with Comhlámh Signatory Logo and links to the Comhlámh website and Comhlámh Volunteer Charter are clearly visible

• Links on the VSA’s website to other sources of information about volunteering nationally and internationally

Information pack sent in response to queries about volunteering opportunities

Documentation showing that volunteers are told about Comhlámh’s services to volunteers before they go overseas

Volunteer training materials showing Comhlámh’s Volunteer Charter, Learning Journal and other appropriate resources are used to focus on development

education/ international development issues from initial contact stages and throughout volunteer programme

Briefing notes for staff that provide guidance on Comhlámh services and other providers of information on volunteering

Records of staff participation in training on volunteering and development (eg, Comhlámh train the trainer programme)

Programme outlines, emails, training manuals etc. showing that returned volunteers and members of diaspora communities contribute to training and/or

information events

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2.4: We provide potential volunteers with

unmediated access to former volunteers

(subject to data protection regulations and

consent).

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includesEvidence that the VSA keeps a database of returned volunteers who are willing to engage with potential volunteers through a variety of media including face to face

and on-line

Documented procedures/records for facilitating contact between outgoing volunteers and returned volunteers

Programmes outlines, emails, training manuals etc. showing that returned volunteers are invited to speak at training or at information events

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Principle 3

Our organisation uses equitable, consistent andtransparent recruitment and application

procedures

Rationale

Standardised selection procedures which are made clear to volunteers from theoutset, and selection criteria that are justifiable, fair and equitable, are essential for

effective and efficient selection and recruitment of volunteers. Rigorous selection

procedures are also a key tool in the effective screening of volunteers in relation to

the safeguarding of children and vulnerable adults.

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3.1: We have written guidelines and

procedures that set out how volunteers

are recruited and/or selected.

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possible and should incl ude the specific namesof documents used by the organisation, outline the policies and procedures the organisation has in place, or report other types of evidence that showattainment of the indicator. (Suggested examples of evidence commonly fo und in agencies are listed below as a support)



Possible evidence includesDocuments showing how the VSA responds to candidates regarding their selection process (e.g., emails, letters, template for responding to candidates, etc.).

Clear explanations of volunteer role, noting expectation of ongoing post-return engagement, are available to potential volunteers prior to decision making process

Copies of, or links to

• Recruitment or selection guidelines - for both online and onsite volunteers

• Written guidelines and procedures and clear explanations of volunteer roles available to potential volunteers explaining the recruitment and selection process

and evidence of how and at what stage of the process these are communicated to potential volunteer

• Written guidelines and procedures explaining the recruitment and selection process. Including expectation of ongoing post-return engagement and evidence of

how and at what stage of the process this is communicated to the potential volunteer

Experience, professional development and training of those responsible for recruiting volunteers showing them to be suitability qualified for the role

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C o r e

I n

d i c a t o r 5

3.2: We assess potential volunteers

against clear criteria which outline the

knowledge, skills and attributesrequired of volunteers for particular

roles.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includesCopies of, or links to,

• volunteer role profiles outlining: knowledge, skills and attributes required for onsite volunteers , on-line volunteers and Irish-based

administrative volunteers and evidence of how and at what stage of the process this is communicated to the potential volunteer• sample application forms and/or interview records which incorporate screening questions asking about skills, experience, work with children and

vulnerable adults

Experience, professional development and training of those responsible for recruiting volunteers showing them to be suitability qualified for the role

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3.3: We provide guidelines on recruitment

practices to those responsible for

recruiting and selecting staff andvolunteers that protect volunteers and

partner communities.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includesGuidelines on safe recruitment practices provided to those responsible for recruiting and selecting staff and volunteers

Copies of or links to VSA’s policy and guidance on:

• how to screen applicants

• criteria for screening potential volunteers (e.g., for health, child and vulnerable adult safeguarding needs/risks, safeguarding of the local community, etc )

• training plan/induction for people involved in recruitment

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3.4: Our recruitment policies are fully

compliant with Irish Equality Legislation

and reflect a commitment to promotingbest practice in equality, inclusivity and

diversity.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Copy of or link to organisation’s:

• diversity and equality policy

•

recruitment and advertising strategies

Record of VSA personnel participation in training on equality and diversity

Extracts from the VSAs recruitment procedures reflecting a commitment to promote inclusion, equality and diversity and showing compliance with the values and

intent of Irish Equality Legislation

34


35/98

Principle 4

Our organisation ensures that volunteers

participate in appropriate preparation, training

and induction.

Rationale

VSAs should provide appropriate and useful training for volunteers in order for the

volunteer to provide the most effective service to the partner community and to

ensure that the volunteer gains the most from the volunteering experience. Input

and feedback from local partners is regarded as an important factor in the design,

review and delivery of volunteer training supports.

Training should be seen as part of a continuum of support spanning: pre-decision,

pre-departure, in-country and post-return and can be effectively delivered through

development education methodologies.

Training can be provided in-house, by outside agencies, or by a mixture of both.

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C o r e I n d i c a t o r 6

4.1: We have clear guidelines for

volunteer preparation, training and

induction.

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possible and should incl ude thespecific names of documents used by the organisation, outline the policies and procedures the organisation has in place, or report other typesof evidence that show attainment of the indicator. (Suggested examples of evidence commonl y found in agencies are listed below as a support)



Possible evidence includes:Copies of or link to

• guidelines on volunteer preparation, training and induction for all on-line, administrative and overseas volunteers including Volunteer Charter and

Learning Journal

• training and induction manuals used by staff or external provider

• volunteer manual

• in-country orientation materials

• post-return and ongoing training materials

Experience, professional development and training of those responsible for delivering training showing them to be suitability qualified for the role

36


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C o r e

i n d i c a t o r 7

4.2 We provide comprehensive

preparation, training and induction to

volunteers utilizing appropriately skilled,

qualified and experienced personnel.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Training agenda, training manual/programme including: country specific information, supports available whilst on placement , cultural awareness/

intercultural learning, safeguarding of children and vulnerable persons, development education, use of images and messages in social media, health and

safety; specific adaptations to training delivered to on-line volunteers and methods of delivery for remote on-line volunteers

Copy of or link to:

• Records of staff participation in ongoing professional development related to volunteer training and induction

• Documentation designating a person responsible for reviewing training and support needs of volunteers as part of the annual planning process

• Documents shared with local partners on the training volunteers receive from VSA

• Extracts from volunteer training manual showing guidelines on protection of financial interests, motivations and expectations.

• Extracts from training material relating to application of knowledge/training to overseas programme for volunteers with specialist skills

Detail of involvement of diaspora communities and/or returned volunteers in training provision

37


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4.3: We brief our volunteers to ensure they

understand organisational policies and

procedures specific to their role.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Records to show policies/ guidelines are understood and signed by all volunteers:

• child/vulnerable adult safeguarding

• safety and security

• gift-giving

• insurance requirements

• safe and ethical fundraising requirements

• accommodation arrangements

• appropriate use of technology including references to use of email, digital cameras, websites, internet, social media etc

• medical/fitness certification and travel arrangements including visa requirements

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4.4: We support local partners to provide

training and induction to volunteers.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Copy of training and induction programmes used by local partners

Attendance list indicating volunteer’s participation in induction and briefing provided by local partners

Feedback from volunteers on the training or induction they received from local partners

Feedback from local partners on successes and challenges in carrying out training and induction

39


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Principle 5

Our organisation provides sufficient resources tolocal partners to run sustainable volunteer

programmes.

Rationale

Resources provided to the partner community should be sufficient to ensure thatprogrammes are well-run and offer a consistent level of support, which facilitates

local partners’ growth in a sustainable manner. Resources including finances, human

resources (both paid staff and volunteers), logistics/equipment and support in-kind

should be provided consistently and budgeted for in multi-annual programmes.

Budgets should also cover the training of local partner staff to allow them to provide

services to local communities outside their volunteer programmes.

40


41/98

C o r e

I n

d i c a t o r 8

5.1: Our programme plans and budgets

explicitly note how resources and

support are provided to local partners.

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possible and should incl ude thespecific names of documents used by the organisation, outline the policies and procedures the organisation has in place, or report other typesof evidence that show attainment of the indicator (Suggested examples of evidence commonly fo und in agencies are listed below as a support)



Possible evidence includes:Copies of annual programme plans, reports, tenders or budgets that outline resources and supports provided to local partners

Extracts from annual programme plans, reports, tenders or budgets that outline/ demonstrate:

• measures to ensure that funds are spent efficiently

• efforts to make projects more sustainable

• support for the local economy

• transfer of skills and use of local talent

• support for training of volunteers in-countryCopies of annual programme plans, reports, tenders or budgets that outline/ demonstrate

• training needs of local partners, and plans to address these needs

• volunteer placements targeted at capacity development of local partners

41


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focus on the sustainability of the local

partner organisation and the volunteerprogramme.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Programme agreements and/or MOUs

• addressing VSA commitments measured against partner organisation’s expectation

• identifying steps taken to deliver programmes consistently when volunteer numbers and capacity may be inconsistent from year to year

Extracts from plans clearly articulating the specific role of online volunteers in supporting sustainable programming

42


43/98


explicitly note how resources and support

are provided to volunteers.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Extracts from annual programme plans and budgets that detail:

• resources and pre-departure supports provided to volunteers (including cost of trainings, materials, facilitators, etc.);

• resources and in-country supports provided to volunteers

• resources and supports provided to volunteers on return (including costs of debriefing, follow-up, counselling, continuous engagement opportunities, etc)

Copies of documentation communicating this information to volunteers.

43


44/98

Principle 6

Our organisation takes all practicable steps toensure the protection, safety and well-being of

volunteers and the communities they work with.

Rationale

The provision of programmes that are safe for both participants and partnercommunities should be a priority for all VSAs. Programmes should focus on the

overall wellbeing of the volunteer and people within the partner community and

identify and address specific hazards and risks associated with particular aspects of

the programme.

44


45/98

C o r e

I n

d i c a t o r 9

6.1: Our programme plans include

written assessments of security, travel

and health risks specific to the countryor region.

Fully

attained

Substantially

attained

Partially

attained

Not attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possibl e and should inclu de the specificnames of documents used by the organis ation, outlin e the policies and procedures the organisati on has in place, or report other types of evidencethat show attainment of the indicator. (Suggested examples of evidence commonly fo und in agencies are listed below as a support)



Possible evidence includes:Copies of or links to

• risk assessment and management procedures and protocols

• evacuation plan

• policies/guidelines relating to safety and security

• policies/guidelines relating to personal health

and evidence of how and at what stage of the process these are communicated to the potential volunteerRecord of written assessment of security, travel and health risks for each placement and schedule for review

Signed documentation indicating that volunteers are aware of the security, travel and health risks before they embark on trip

Names and role of personnel in crisis management team and record of contact details shared

45


46/98

6.2: We maintain records of placement-

related injuries, sickness, accidents and

fatalities, which are monitored to helpassess and reduce further risk to

volunteers.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Copies of or links to template for keeping records of placement-related health difficulties

Sample file of past placement-related incidents and actions taken

Links to documents detailing actions taken in response to learning from prior incidents

46


47/98

6.3: We inform volunteers of the need for

relevant medical and travel insurance,

whether organised through us or by thevolunteers themselves.

Fully

attained

Substantially

attained

Partially

attained

Not

attained





• information provided for volunteers stating that medical insurance is compulsory for volunteer placements

• VSA’s policy on travel insurance, including the need for health and emergency evacuation cover

• Outline of referral system to relevant service providers

Evidence of how and at what stage of the process these are communicated to the potential volunteer

47


48/98

6.4: We request a certificate of fitness to

travel, references and other appropriate

background checks from all volunteers.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Copies of or links to procedures for

• getting certificates of fitness

• seeking references

• processing Garda vetting

and evidence of how and at what stage of the process this is communicated to the potential volunteer

Detail of system for secure filing and storage of volunteer medical certificates, references and other related confidential materials

48


49/98

C o r e

I n d

i c a t o r 1 0

6.5: We have comprehensive

safeguarding guidelines and

disciplinary procedures in place forinappropriate behaviour of staff,

volunteers or other personnel relating

to children and vulnerable adults.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Copies of or links to:

• policies relating to child/vulnerable adult safeguarding providing evidence that children/vulnerable adults are adequately supervised and

protected at all times• procedures for reporting concerns related to the safeguarding of children /vulnerable adults

• safeguarding guidelines signed by staff, volunteers and representatives

• discipline and grievance policies which includes clearly outlined consequences for breaching guidelines

• distribution list showing how safeguarding guidelines are disseminated to volunteers and local partners

49


50/98

C o r e

I n

d i c a t o r 1 1

6.6: We have appointed designated

contact persons for safeguardingchildren and vulnerable adults.

Fully

attained

Substantially

attained

Partially

attained

Not

attained





• name and duties of those people with special responsibility for child/vulnerable adult safeguarding in the organisation

• CVs, certificates, qualifications, etc., showing that personnel with special responsibilities for protecting children are provided with comprehensive

training on handling complaints and implementing disciplinary procedures

• Outline of child safeguarding training received by key personnel

•

Lists of contacts for specialist advice, information, and reporting on child/vulnerable adult safeguarding

50


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6.7: We engage with local partners on child

and vulnerable adult safeguarding issues to

ensure common agreements, mutuallearning and development of good

practice.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Copies of or links to documentation showing:

• the VSA and local partners’ partnership agreement addressing the safeguarding of children/vulnerable adults

• local partner’s relevant child/vulnerable adult safeguarding policy

• that the VSA has provided assistance to local partners in developing child/vulnerable adult safeguarding policy & practice where none are in place

51


52/98

6.8: All incidents, complaints and concerns

related to the safeguarding of children/

vulnerable persons during the year areintegrated into our planning in subsequent

years.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Copies of or links to planning documents demonstrating how recorded incidents, complaints and allegations are incorporated into revised programme plans

52


53/98

Principle 7

Our organisation provides comprehensive and

effective debriefing for returned volunteers

Rationale

Personal debriefing is an important part of any volunteer placement. It allows

volunteers to reflect on their experiences, develop their own understanding and

readjust to being at home.Operational debriefing gives the VSA and the partner community the opportunity to

learn from the experiences of returned volunteers and utilise this knowledge in the

design and delivery of future programmes.

53


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7.1 We ensure that relevant staff receive

training in debriefing and reorientation, or

that debriefing is sourced externally

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possible and should incl ude the specific namesof documents used by the organisation , outli ne the policies and procedures the organisation has in place, or report other types of evidence that showattainment of the indicator. (Suggested examples of evidence commonly fo und in agencies are listed below as a support)



Possible evidence includes:Copies of or links to agency’s debriefing procedures

Record of attendance at Comhlámh (or other provider) training for staff who will be facilitating debriefs and credentials of debriefing training provider

Copies of or links to agency’s procedures for support and supervision of debriefers

Policy on separation of responsibility for personal and operational debriefing between different organisational personnel

Policy on providing/ facilitating debriefing for partner organisation staff

54


55/98

C o r e

I n

d i c a t o r 1 2

7.2: We conduct operational

debriefings at the end of volunteer

placements to inform futureprogramme development.

Fully

attained

Substantially

attained

Partially

attained

Not

attained





• guidelines on operational debriefing

• the questionnaire, list of questions, or template used to debrief volunteers.

• qualifications and experience of internal personnel responsible for providing debriefing

• record of utilizing Comhlámh debriefing services and/or credentials of external debriefing training provider

• evidence of returned volunteers opting out of de-briefing and reasons for doing so

• the debriefing schedule and activities shared with volunteers (in emails, information pack, volunteer manual, etc.).• evidence of impact of feedback from debriefings on future programme planning, eg annual reports, revised operational plans etc

55


56/98

C o r e

I n

d i c a t o r 1 3

7.3: We ensure that all volunteers are

provided with personal and/or group

debriefing at the end of theirplacement.

Fully

attained

Substantially

attained

Partially

attained

Not

attained





• VSA’s guidelines on personal and/or group debriefing

• qualifications and experience of internal personnel responsible for providing debriefing

• record of utilizing Comhlámh debriefing services and/or credentials of external debriefing training provider

• schedule and activities shared with volunteers (in emails, information pack, volunteer manual, etc.)

• schedule of group debriefing and attendance records

• evidence of returned volunteers opting out of de-briefing and reasons for doing so• protocols for providing critical incident debriefings

56


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7.4: We provide returned volunteers with

access to additional support where

required.

Fully

attained

Substantially

attained

Partially

attained

Not

attained





• use of Comhlámh debriefing, re-orientation, counselling , critical incident support services and Coming Home book

• list of the VSA’s external contacts that provide debriefing or reorientation for returned volunteers

• list of external personnel / agencies providing counselling, critical incident stress management and other supports

• procedures for providing referrals for counselling and critical incident debriefing

57


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Principle 8

Our programme development is informed by

ongoing monitoring and evaluation.

Rationale

Monitoring and evaluation are important means of measuring the effectiveness of

any programme.

The learning from monitoring and evaluation should be utilised in programmeimprovements, design and development of future programmes, and as a key aspect

of organisational learning.

58


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8.1: We undertake regular monitoring and

evaluation of volunteers’ experiences in

our programmes.

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possible and should incl ude the specific namesof documents used by the organisation, outline the policies and procedures the organisation has in place, or report other types of evidence that showattainment of the indicator. (Suggested examples of evidence commonly fo und in agencies are listed below as a support)




• monitoring and evaluation forms or other methodologies used to capture volunteers’ experiences during and after placements

• documents used to gather feedback from Irish-based administrative volunteers and on-line volunteers, where relevant

• minutes from or notes taken at operational debriefings or reorientation events (with respect to data protection and confidentiality)

• documents showing long-term tracking of volunteers’ ongoing involvement in development/ global justice issues

59


60/98

C o r e

I n d

i c a t o r 1 4

8.2: We use feedback from monitoring

and evaluation processes to inform

annual planning and programme

revision.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Programme agreements/MOUs between VSA and local partners focusing on the impacts of monitoring and evaluation processes

Copies of or links to documentation that demonstrates:

• monitoring and evaluation procedures of the volunteer programme

• evaluation of the programme to ensure that volunteer role, profiles and placements remain appropriate, useful and achievable

• the VSA regularly reviews the structure of the volunteer programme

• the VSA regularly reviews the role, profile and placement of the volunteer

• the VSA regularly reviews the volunteer programme with the local partner

• the VSA reviews the management of volunteers

• the VSA reviews volunteer activities

• the changes that have taken place from review of volunteer programme

• the preparation, training, and induction programmes are regularly reviewed by the VSA

Examples of how feedback from local partners and/or communities has impacted on programme design and annual planning

60


61/98

8.3: Local partners participate in the

evaluation of our volunteer programmes

and placements.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Feedback from local partners on:

• the structure of the volunteer programmes

• the volunteers’ role, profile and placement including the contribution of online volunteers, where relevant

• Their working relationship with the VSA

Copies of or links to minutes from meetings with local partners discussing:

• volunteer management

• volunteer activities and/or roles

Copies of or links to evaluation forms or other notes from local partners relating to the monitoring of volunteer placements

61


62/98

Principle 9

Our organisation supports volunteers to

understand the wider context of development in

which volunteering is taking place, and

encourages continued learning and engagement.

Rationale

Overseas volunteering can be the starting point for a deeper and longer term

engagement in development. There is opportunity to challenge volunteers to think

beyond the placement overseas and to understand the wider context of global

injustice and poverty. Volunteers should be supported to find their individual and

collective next steps on return through further education and support and by

providing opportunities to continue engagement.

62


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C o r e

I n d

i c a t o r 1 5

9.1: We provide volunteers with

information and support prior to,

during and after placement on how

they can further contribute to global

development.

Fully

attained

Substantially

attained

Partially

attained

Not

attained

Evidence to show attainment of this indicator The evidence listed shoul d be as detailed as possible and should incl ude thespecific names of documents used by the organisation, outline the policies and procedures the organisation has in place, or report other typesof evidence that show attainment of the indicator. (Suggested examples of evidence commonly f ound in agencies are listed below as a support)



Possible evidence includes:Copies of links and/to or screen shots of

• extracts from initial training/ induction pack detailing development education/ global development context/ global justice component

• VSA’s website highlighting development education/ global justice issues

• procedures for signposting returnees to opportunities to stay engaged in development/justice issues from home

• signposting to Comhlámh supports for returned volunteers, Coming Home Book and development education programmes and activities

• list of opportunities, trainings, courses, etc. to which returnees have been signposted

• tracking sheet showing returned volunteers’ engagement in local or global development issues

• record of volunteers’ participation in Global Citizen Award

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9.2: We provide volunteers with resources

to support their personal learning and

critical reflection on the overseas

volunteer experience.

Fully

attained

Substantially

attained

Partially

attained

Not

attained





• learning journal template provided to volunteers

• blog post or similar written by volunteers detailing their engagement and reflection

• outlines of in-country workshops and learning programmes delivered by or in partnership with host community

• outline of VSA’s post-return training on continuous engagement

• Comhlámh supports for returned volunteers and development education programmes and activities

• list of post-return activities for volunteers – campaigns, events, social media engagement, meeting with other volunteers, presentations to potential

volunteers, further courses• signposting to ongoing learning providers

• accreditation or award eg Global Citizen Award, Erasmus+ Youthpass or university volunteer/ engagement awards, or other accreditation resulting from their

volunteering

64


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Principle 10

Our organisation accepts and celebrates the

diversity and individuality of our volunteers and

assists and provides for their varying support

needs.

Rationale

By being open to volunteers from all sectors of society, including marginalised and

excluded groups, and by encouraging different types of volunteering, such as south-

north, reciprocal, diaspora and online engagement, the VSA will best be able to

provide the most suitable and useful volunteers for the partner community. VSAs

should understand that different volunteers may require additional supports

throughout the volunteering experience, from pre-recruitment to post return.

65


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C o r e

I n d

i c a t o r 1 6

10.1: We have written guidelines which

outline support services that volunteers

can expect, including any in-countrysupport provided.

Fully

attained

Substantialy

attained

Partially

attained

Not attained

Evidence to show attainment of this indicator The evidence listed should be as detailed as possible and should incl ude the specific namesof documents used by the organisation, outline the policies and procedures the organisation has in place, or report other types of evidence that showattainment of the indicator. (Suggested examples of evidence commonly fou nd in agencies are listed below as a support)



Possible evidence includes:Copy of written policy/guidelines outlining

• in-country supports

• supports for online volunteers

• supports available upon returnExamples of ways in which these policies are advertised to volunteers (e.g., through websites, brochures and other publications)

Copy of volunteer manual/handbook outlining supports available

66


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10.2: We show a commitment to inclusion

of all volunteers and encourage

applications from potential volunteers

from diverse backgrounds, experiences

and circumstances.

Fully

attained

Substantially

attained

Partially

attained

Not

attained




Possible evidence includes:Copy of or links to VSA’s recruitment procedures demonstrating an openness to placing any volunteer with specific needs overseas

Screenshots or links to website/documentation showing

•