VOLUNTEER MANAGEMENT POLICY
Document Reference: OMF-POL-VOL-001
Organization: OneMum Foundation n.o.
Effective Date:12.08.2026
Last Updated: 13.08.2026
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1. Purpose and Scope
OneMum Foundation n.o. recognizes volunteers as essential partners in fulfilling its mission. This policy defines the standards, rights, responsibilities, and management frameworks governing all volunteer engagements across the organization.
This policy applies to all individuals performing unpaid service, project-based tasks, advisory functions, or community engagement activities on behalf of OneMum Foundation n.o.. It does not create an employment relationship or legally binding contract of service between the volunteer and the organization.
2. Volunteer Rights and Organizational Commitments
OneMum Foundation n.o. is committed to providing a structured, supportive, and fair environment.
2.1 The Organization Commits To:
Providing a clear role description, orientation, and necessary role-specific training.
Designating a primary supervisor or point of contact for guidance and feedback.
Maintaining a safe, healthy, and harassment-free working environment.
Reimbursing pre-approved out-of-pocket operational expenses according to policy guidelines.
Providing formal verification of volunteer hours and references upon satisfactory completion of service.
2.2 Volunteer Responsibilities:
Performing agreed duties conscientiously, ethically, and to the best of their ability.
Adhering to organizational policies, safety standards, and supervisor instructions.
Providing reasonable advance notice if unavailable for scheduled commitments.
Upholding the integrity, values, and reputation of the organization.
3. Code of Conduct and Ethics
All volunteers represent OneMum Foundation n.o. and must adhere to high standards of ethical conduct, professional integrity, and mutual respect.
3.1 Respect and Non-Discrimination
Treat all colleagues, beneficiaries, partners, and community members with dignity and fairness.
The organization strictly prohibits discrimination, harassment, bullying, or derogatory behavior based on race, gender, religion, sexual orientation, disability, age, or nationality.
3.2 Confidentiality and Data Protection
Volunteers must not access, misuse, copy, or share confidential organizational records, financial data, donor information, or beneficiary personal details.
All data handled in the course of volunteer duties must comply with applicable data protection regulations GDPR and internal file-security protocols.
Confidentiality obligations remain in effect indefinitely after the volunteer engagement concludes.
3.3 Conflict of Interest and Personal Advantage
Volunteers must declare any personal, commercial, or familial interests that could conflict with their organizational tasks or decision-making.
Volunteers may not accept gifts, financial inducements, or substantial personal favors from vendors, donors, or beneficiaries without explicit supervisor approval.
3.4 Public Representation and Social Media
Volunteers may not speak on behalf of OneMum Foundation n.o. to the press, media outlets, or regulatory bodies without prior written authorization from the Communications Lead or Executive Director.
Personal social media activity must not misrepresent the organization, disclose non-public organizational information, or publish images of beneficiaries without verified consent.
4. Safeguarding and Protection Policy
OneMum Foundation n.o. maintains a zero-tolerance policy toward abuse, neglect, exploitation, and harm involving vulnerable groups, including children and vulnerable adults.
│ Screening Checks │ Two-Adult Protocol │ Immediate Incident │
│ ID Records │ No 1-on-1 Isolation │ Reporting (24h) │
4.1 Screening and Vetting
Roles involving direct, unmonitored contact with children, vulnerable beneficiaries, or direct financial assets require mandatory criminal background screening (e.g., police clearance, criminal record checks) and two verified reference checks before active placement.
4.2 Safe Operational Practices
No Unsupervised One-on-One Contact: Volunteers must avoid being left alone in isolated, non-visible settings with children or vulnerable individuals without another verified staff member or adult present.
Appropriate Boundaries: Physical touch must be strictly professional, non-intrusive, and culturally appropriate. Inappropriate physical contact, suggestive language, or electronic messaging through private personal accounts is strictly prohibited.
Ethical Imagery: Photos or videos of vulnerable beneficiaries—particularly minors—require explicit written parental/guardian consent and must adhere to organizational dignified-storytelling guidelines.
4.3 Incident Reporting Procedure
If a volunteer witnesses, suspects, or receives an allegation of abuse, exploitation, or safeguarding breach, they must immediately report the matter to the Designated Safeguarding Lead (DSL) or their immediate supervisor within 24 hours.
The organization will handle all safeguarding reports with strict confidentiality and escalate to relevant legal authorities when required by law.
5. Expense Reimbursement Policy
Volunteering should not create an unreasonable personal financial burden. OneMum Foundation n.o. reimburses pre-approved, necessary, out-of-pocket expenses directly incurred while carrying out assigned duties.
5.1 Eligible vs. Ineligible Expenses
| Category | Eligible for Reimbursement (Pre-Approval Required) | Ineligible for Reimbursement |
| Travel | Public transport fares between duty locations; approved standard vehicle mileage. | Standard home-to-base commute (unless specifically authorized in role agreement); parking fines; traffic penalties. |
| Supplies & Materials | Operational supplies, printing, or materials directly purchased for an approved event or program. | Personal equipment, clothing, software licenses, or unapproved tools. |
| Meals / Subsistence | Modest meal allowances during continuous volunteer service exceeding 5 consecutive hours (capped per internal policy). | Personal snacks, alcoholic beverages, entertainment, or luxury meals. |
5.2 Claim Process
1. Pre-Approval: Expenses exceeding Threshold – 15.00 Eur must be approved in writing by the designated supervisor prior to purchase.
2. Documentation: All claims must be submitted using the standard Expense Reimbursement Form accompanied by itemized, legible receipts.
3. Submission Window:Claims must be submitted within 30 days of the expenditure.
6. Health, Safety, and Insurance
The organization will take reasonable measures to maintain a safe working environment and will provide safety briefings for physical or field tasks.
Volunteers must follow all safety procedures, utilize required personal protective equipment (PPE) when directed, and promptly report any hazards, injuries, or accidents to their supervisor.
OneMum Foundation n.o. maintains third-party public liability insurance covering authorized volunteer activities conducted within the scope of assigned duties.
7. Problem Resolution and Termination of Service
The relationship between OneMum Foundation n.o. and its volunteers is based on mutual consent and goodwill.
7.1 Grievance Resolution
Volunteers experiencing difficulties, grievances, or interpersonal conflicts should raise the matter informally with their supervisor.
If informal resolution is unsuccessful or inappropriate, the volunteer may submit a written concern to the Executive Director or Volunteer Program Lead for formal review.
7.2 Ending the Engagement
Either party may end the volunteer arrangement at any time. The organization requests reasonable notice (typically 1–2 weeks) to facilitate smooth operational transitions.
The organization reserves the right to immediately terminate a volunteer placement in cases of gross misconduct, including but not limited to:
Safeguarding violations or abusive behavior.
Theft, fraud, or deliberate property damage.
Serious breaches of confidentiality or data privacy.
Impairment due to alcohol or non-prescribed controlled substances during duty.
8. Policy Acknowledgment Form
I confirm that I have read, and understood the Volunteer Management Policy of OneMum Foundation n.o.. I agree to abide by all principles, the Code of Conduct, safeguarding standards, and operational guidelines set forth in this document.