1. Purpose

This policy ensures that Al-Sunnah Mosque (the charity) recruits, vets, inducts, and supports volunteers in a safe, consistent, and transparent way. Volunteers are vital to the charity’s work and must be recruited and managed in a manner that protects children, vulnerable people, and the integrity of the charity.

2. Scope

This policy applies to:

• All volunteers engaged in the charity’s activities.
• Trustees, imams, staff, and committee members responsible for recruiting, supervising, and working with volunteers.

3. Legal and Regulatory Framework

This policy aligns with:

• Charity Commission Guidance CC3: The Essential Trustee
• Charity Commission RS10: Safeguarding Children and Young People
• Working Together to Safeguard Children (2023)
• Keeping Children Safe in Out-of-School Settings (DfE guidance)
• Rehabilitation of Offenders Act 1974
• Data Protection Act 2018 & UK GDPR
• Health & Safety at Work Act 1974

4. Volunteer Recruitment

The charity recognises four categories of volunteers and applies appropriate recruitment processes:

4.1 Individuals not known to the Charity

• Recruitment measures equivalent to those for paid staff, including application, interview, references, and checks.

4.2 Individuals known to the Charity

• Streamlined procedure may be adopted, including:
• Seeking references.
• Informal interview to assess suitability.
• Ensuring there are no concerns within the community.
• DBS check (where applicable).
• Right to live and work in the UK check.

4.3 One-off Volunteers

• May assist at events without full recruitment procedures, provided they are never left alone or unsupervised with children.

4.4 Volunteers Recruited by Other Organisations

• Written confirmation must be obtained from the partner organisation that appropriate checks have been completed.

5. Vetting Procedures

• Application Form: Required for all volunteers except one-off volunteers (4.3).
• Identity Verification: Photographic ID and proof of address must be checked.
• DBS Check: Required at the level the law allows for the role, in line with the Child Safeguarding Policy (§8) and the Recruitment and Selection Policy. DBS is an important safeguard but not the only measure.
• References: Two written references must be obtained (not from relatives). For volunteers known to the charity (4.2), references may be sought more informally.
• Rehabilitation of Offenders Act: Volunteers applying for roles eligible for an enhanced DBS check (e.g. working with children or vulnerable adults) are exempt from the Rehabilitation of Offenders Act. They must therefore declare on their application form all unspent convictions and cautions, and any spent ones that are not protected (filtered) under DBS filtering rules.
• Record-Keeping: All checks recorded in the charity’s single central record.

6. Post-Appointment

6.1 Induction

Volunteers will receive an induction covering:

• The charity’s policies and procedures.
• Expected standards of conduct.
• Role-specific training and support.
• Opportunity to raise questions or concerns.
• Health & safety responsibilities.

6.2 Health and Safety

The charity has a duty of care to ensure volunteers are not exposed to unnecessary risk. Volunteers must be informed of health & safety policy and practical safety procedures.

6.3 Grievance and Disciplinary

• Concerns about a volunteer’s conduct, and any grievance raised by a volunteer, are dealt with under this Volunteer Policy. The staff Disciplinary, Capability and Grievance Procedures do not apply to volunteers.
• Complaints by or about volunteers will be managed promptly and fairly.
• Concerns will be discussed with the volunteer, who may respond and bring a friend. The volunteer may ask the Chair to review any decision to end their role.

6.4 Confidentiality

Volunteers are bound by the same confidentiality requirements as staff. This is made explicit during induction.

6.5 Expenses

• The charity may reimburse out-of-pocket expenses (e.g. travel) with receipts.
• No payments beyond reasonable expenses will be made.

6.6 Ending Volunteering

Volunteers are asked to give four weeks’ notice if stepping down.

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