comhlamh's code of good practice for volunteer sending agencies

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 1


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: 7th 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 license, visit http://creativecommons.org/licenses/by-nc/4.0/.

2

http://creativecommons.org/licenses/by-nc/4.0/


Our programme development is informed by ongoing monitoring and evaluation

Our organisation accepts and celebrates the diversity and individuality 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 of

organisational aims, ethos and values

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

encourages continued learning and engagement

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

to 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

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

3


Contents

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

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

Principles .......................................................................................................... 7

Signatory 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 preparation, 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

4


5


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.

6

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.

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

Volunteer Placement

2 Our organisation provides potential volunteers with accurate and independent information about the organisation and volunteer placements

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

4 Our 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 During

Volunteer Placement

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

7 Our organisation provides comprehensive and effective debriefing for returned volunteers

Post-return

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

throughout the programme

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

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

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

7

Signatory Statement

VSA Name________________________ Company/ Charity Number_____________________

As a signatory to the Comhlámh Code of Good Practice 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

• Our programme development is informed by ongoing monitoring and evaluation • Our organisation supports volunteers to understand the wider context of development in which volunteering is

taking place, and encourages continued learning and engagement.

• Our organisation accepts and celebrates the diversity and individuality 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 of organisational aims, ethos and values

3. Actively working towards implementing the standards outlined in the self-audit tool 4. Actively engaging in mutual peer support with other signatory organisations and Comhlámh and contributing to the

ongoing development of the CoGP in the spirit of shared learning 5. Completing and submitting the self-audit tool to Comhlámh annually and participating in periodical external audit

processes 6. Informing all persons within the organisation of our status as a signatory and the responsibilities and obligations

associated with code signatory status.

Chairperson/ President (signature): Date

Director/Board Member (signature): Date

(A hard copy of this page should be signed and returned to Comhlámh by April 30th annually to indicate your organisation’s ongoing signatory status and commitment to the Code of Good Practice. A second copy should be retained for display within your organisation).

8


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 system

and 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.

9


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 or

Northern 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.

10


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 organisational

documentation 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:

11

mailto:[email protected]


• 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 the CoGP 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 progress 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.

12

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:

15


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)

16

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:




17


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?

18

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?

19

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:

20

Principle 1

21

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 needs and are made in consultation with local partners.

22

Core

Indi

cato

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 should be as detailed as possible and should include 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 found 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

23

Core

Indi

cato

r 2

1.2: We collaborate with local partners on programme design, planning and implementation.

Fully attained


Partially attained

Not attained

Evidence to show attainment of this indicator



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

24

Principle 2

Our organisation provides potential volunteers with accurate and independent information about the organisation and volunteer placements.

Rationale Accurate information about the organisation and the placements it provides help to ensure 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 enable them to learn more about their host country and placement.

25

Core

Indi

cato

r 3

2.1: We provide fair and balanced information about placements we offer.

Fully attained


Partially attained

Not attained

Evidence to show attainment of this indicator The evidence listed should be as detailed as possible and should include 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 found 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

26

2.2: We provide fair and balanced information about our organisation.

Fully attained


Partially attained

Not attained




Possible evidence includes Website 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

27

http://www.dochas.ie/sites/default/files/CGAI_Governance_Code__FINAL_0.pdf

Core

Indi

cato

r 4

2.3: We offer volunteers additional information about volunteering, including its place within international development.

Fully attained


Partially attained

Not attained




Possible evidence includes Screenshots 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

28

2.4: We provide potential volunteers with unmediated access to former volunteers (subject to data protection regulations and consent).

Fully attained


Partially attained

Not attained




Possible evidence includes Evidence 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

29

Principle 3

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

Rationale Standardised selection procedures which are made clear to volunteers from the outset, 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.

30

3.1: We have written guidelines and procedures that set out how volunteers are recruited and/or selected.

Fully attained


Partially attained

Not attained




Possible evidence includes Documents 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

31

Core

Indi

cato

r 5

3.2: We assess potential volunteers against clear criteria which outline the knowledge, skills and attributes required of volunteers for particular roles.

Fully attained


Partially attained

Not attained




Possible evidence includes Copies 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

32

3.3: We provide guidelines on recruitment practices to those responsible for recruiting and selecting staff and volunteers that protect volunteers and partner communities.

Fully attained


Partially attained

Not attained




Possible evidence includes Guidelines 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

33

3.4: Our recruitment policies are fully compliant with Irish Equality Legislation and reflect a commitment to promoting best practice in equality, inclusivity and diversity.

Fully 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

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.

35

Core

Indi

cato

r 6

4.1: We have clear guidelines for volunteer preparation, training and induction.

Fully attained


Partially attained

Not attained




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

Core

indi

cato

r 7

4.2 We provide comprehensive preparation, training and induction to volunteers utilizing appropriately skilled, qualified and experienced personnel.

Fully 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

4.3: We brief our volunteers to ensure they understand organisational policies and procedures specific to their role.

Fully 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

38

4.4: We support local partners to provide training and induction to volunteers.

Fully 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

Principle 5

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

Rationale Resources provided to the partner community should be sufficient to ensure that programmes 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

Core

Indi

cato

r 8

5.1: Our programme plans and budgets explicitly note how resources and support are provided to local partners.

Fully attained


Partially attained

Not attained

Evidence to show attainment of this indicator The evidence listed should be as detailed as possible and should include 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 found 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: 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-country

Copies 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

5.2: Our programme plans and budgets focus on the sustainability of the local partner organisation and the volunteer programme.

Fully 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

5.3: Our programme plans and budgets explicitly note how resources and support are provided to volunteers.

Fully 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

Principle 6

Our organisation takes all practicable steps to ensure 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 partner communities 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

Core

Indi

cato

r 9

6.1: Our programme plans include written assessments of security, travel and health risks specific to the country or region.

Fully attained


Partially attained

Not attained




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 volunteer Record 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

6.2: We maintain records of placement-related injuries, sickness, accidents and fatalities, which are monitored to help assess and reduce further risk to volunteers.

Fully 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

6.3: We inform volunteers of the need for relevant medical and travel insurance, whether organised through us or by the volunteers themselves.

Fully 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

6.4: We request a certificate of fitness to travel, references and other appropriate background checks from all volunteers.

Fully 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

Core

Indi

cato

r 10

6.5: We have comprehensive safeguarding guidelines and disciplinary procedures in place for inappropriate behaviour of staff, volunteers or other personnel relating to children and vulnerable adults.

Fully 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

Core

Indi

cato

r 11

6.6: We have appointed designated contact persons for safeguarding children and vulnerable adults.

Fully 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

6.7: We engage with local partners on child and vulnerable adult safeguarding issues to ensure common agreements, mutual learning and development of good practice.

Fully 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

6.8: All incidents, complaints and concerns related to the safeguarding of children/ vulnerable persons during the year are integrated into our planning in subsequent years.

Fully 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

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

7.1 We ensure that relevant staff receive training in debriefing and reorientation, or that debriefing is sourced externally

Fully attained


Partially attained

Not attained




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

Core

Indi

cato

r 12

7.2: We conduct operational debriefings at the end of volunteer placements to inform future programme development.

Fully 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

Core

Indi

cato

r 13

7.3: We ensure that all volunteers are provided with personal and/or group debriefing at the end of their placement.

Fully 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

7.4: We provide returned volunteers with access to additional support where required.

Fully 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

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 programme improvements, design and development of future programmes, and as a key aspect of organisational learning.

58

8.1: We undertake regular monitoring and evaluation of volunteers’ experiences in our programmes.

Fully attained


Partially attained

Not attained





• 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

Core

Indi

cato

r 14

8.2: We use feedback from monitoring and evaluation processes to inform annual planning and programme revision.

Fully 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

8.3: Local partners participate in the evaluation of our volunteer programmes and placements.

Fully 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

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

Core

Indi

cato

r 15

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


Partially attained

Not attained




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

63

9.2: We provide volunteers with resources to support their personal learning and critical reflection on the overseas volunteer experience.

Fully 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

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

Co

re In

dica

tor 1

6 10.1: We have written guidelines which outline support services that volunteers can expect, including any in-country support provided.

Fully attained

Substantialy attained

Partially attained

Not attained




Possible evidence includes: Copy of written policy/guidelines outlining

• in-country supports • supports for online volunteers • supports available upon return

Examples 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

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


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

• VSA openly recruiting inclusively for all available positions including onsite, online, Irish based administrative, diaspora, reciprocal and south-north volunteering

• targeted advertising, marketing and recruitment focused on under-represented groups • targeted fundraising support for under-represented groups • specific support packages for volunteers from under-represented groups

Copy of correspondence with overseas partners demonstrating an understanding of the capacity limitations of partner to support specific needs Examples of how volunteers are informed about the local context they will encounter in the project location and how that will relate to their specific needs

67

10.3: Relevant personnel receive training in assessing and supporting the diverse needs of volunteers.

Fully attained


Partially attained

Not attained




Possible evidence includes: Copies of or links to documentation showing continuum of support through induction, placement, debriefing and beyond Qualification or CV demonstrating experience of relevant staff Evidence of VSA personnel undertaking training in inclusion and working with marginalised groups (eg minority ethnic groups, diaspora, older persons, people with disabilities, members of LGBT community)

• staff training attendance • training manual

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

68

10.4: Our volunteers are informed about how to protect their financial interests while overseas.

Fully attained


Partially attained

Not attained




Possible evidence includes: Copy of or link to

• Links to Comhlámh supports on Irish social welfare and pensions • Information given to volunteers about protecting their financial interests within the Irish social welfare and pensions eg distribution of Comhlámh Supports

and Services for Overseas Volunteers leaflet • Examples of how volunteers are informed about budgeting, banking, monetary spending habits and protecting their financial interests in their country of

destination (eg, links to Comhlámh website and how these are shared with volunteers)

69

10.5: We provide access to ongoing mentoring and support for volunteers throughout their placements and beyond, if required.

Fully attained


Partially attained

Not attained




Possible evidence includes: Details of local partner/contact available to brief volunteers prior to departure Details of diaspora community members involved in mentoring volunteers Written outline of how mentoring/support services for volunteers operate and copy of or link to supporting documentation Details of focal point/mentor designated to provide continuous assistance to volunteers during their placement Details of training in dealing with incidents and accidents and records of personnel who have undertaken such training Template of learning journal

70

Core

Indi

cato

r 17

10.6: We recognise volunteers’ contributions and provide volunteers with a certificate, statement of service, or a reference letter upon request.

Fully attained


Partially attained

Not attained



Priority actions in this area for 2016

Person responsible Timeline

Possible evidence includes: Photos, records of attendance, etc. from recognition ceremonies that are held for volunteers Newsletter, archived website information, etc. acknowledging the contribution volunteers have made while overseas Sample certificates Sample statement of service Sample reference letter

71

Principle 11

Our organisation provides and promotes messages and imagery consistent with good practice, and clear expressions of organisational aims, ethos and values.

Rationale It is important that VSAs make realistic claims about their programmes, and do not overplay the extent to which volunteers can ‘make a difference’ to the lives of the people in the local communities. By being clear about their aims, values and ethos, VSAs will also help volunteers to see whether they are in agreement with them. It is also important to ensure that local partners and communities are portrayed in an honest, positive and balanced manner.

72

Core

Indi

cato

r 18

11.1: We have developed and implemented guidelines on good practice relating to messaging and imagery which ensure that the local community is portrayed accurately and not put at risk, sensationalised or stereotyped.

Fully attained


Partially attained

Not attained

Evidence to show attainment of this indicator The evidence listed should be as detailed as possible and should include 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 found in agencies are listed below as a support)



Possible evidence includes: Signatory to the Dóchas Code of Conduct on Images and Messages Copy of VSA’s guidelines regarding external communication which reflects the principles of the Dóchas Code of Conduct on Images & Messages Examples of VSA’s use of imagery in materials that reflect the Dóchas guidelines and volunteer understanding of Comhlámh’s social media guidelines Record of staff participation in training on the use of images Documentation that shows volunteers are made aware of the VSA’s imagery policy including use of images on social media Extracts from fundraising information given to volunteers detailing guidance on the use of images and messaging consistent with the VSA’s policy Copy of VSA’s guidelines on message and imagery shared with suppliers (e.g., graphic designers); Copy of feedback from local partners on the VSA’s use of marketing and imagery

73

11.2: Our materials clearly reflect the aims, ethos and values of the VSA, including our concern for the well-being of the local community.

Fully attained


Partially attained

Not attained




Possible evidence includes: Screen shots or links to messaging used in primary promotional media (e.g., website, social media, blogs etc) Copies of additional printed promotional materials (e.g., flyers, advertisements) Extracts from strategy documents (e.g., strategic plan) reflecting vision, mission and strategic objectives consistent with messaging and imagery policy.

74

11.3: The volunteer’s role description is clearly and simply stated in all promotional materials and is realistic about what the placement may achieve.

Fully attained


Partially attained

Not attained



Priority actions in this area for 2016

Person responsible Timeline

Possible evidence includes: Copies of screenshots or links to

• volunteer’s role description • promotional materials encouraging realistic volunteer expectations • returned volunteer testimonials/stories and evidence of how and at what stage of the process this is communicated to the potential volunteer

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

75

11.4: We consult with local partners about promotional materials we use. Local partners are given an opportunity to review and enhance promotional materials.

Fully attained


Partially attained

Not attained




Possible evidence includes: Documents showing local partners’ feedback on promotional materials Minutes or other records from meetings with local partners regarding promotional materials Examples of the incorporation of this feedback into updated promotional materials

76

We confirm that the 2015 version of the Comhlámh Code of Good Practice self-audit and Volunteer Sending Agency Information 2015 has been filled out accurately and is a true reflection of the level of implementation of the principles and indicators within our organisation. Self-Audit Participants (names): (role) (role) (role) Director/Board Member’s signature Date self-audit completed

(A hard copy of page 16-21 and page 78 should be signed and returned to Comhlámh by December 1st annually

Self-Audit Checklist

Read Introduction and Guidelines (Part 1)

Complete the Volunteer Sending Agency Information 2015 chart (Section 2 Pages 15-20) and send a signed copy (page 77) to

Volunteer Quality Programme Officer, Comhlámh, 12 Parliament Street, Dublin 2.

Fill out all cells in the evidence Indicator Tables (Section 3 page 21-76)

Email an electronic copy of the completed self-audit to [email protected] by 1 December 2015.

Email or post evidence to [email protected] if the VSA self-assesses itself as having met ALL 18 core indicators or 38 indicators (including 18 core indicators)

77


How to complete the CoGP

self-audit tool

The self-auditors

Ideally the self-audit should be completed by at

least two individuals. The perspective of multiple

persons allows for richer feedback, provides

greater understanding of internal processes and

procedures, enables discussions to take place,

identifies future areas of work to be undertaken,

and gleans the perspectives of different individuals

within the organisation. A key member of staff, or

volunteer with a thorough knowledge of the VSA,

should lead the self-audit process with support

from other staff or volunteers who have day-to-day

knowledge of specific aspects of the volunteer

programme. One of the self-auditors should be

responsible for the volunteer programme.

Additional contributors (to the document in part or

in its entirety) could include a manager,

programme director, board member, financial

administrator, development education coordinator,

communications manager and, if possible, your

local partner(s).

The principles and indicators have been organised

to reflect their relevance to different stages of the

programme life cycle, and it is advised that the self-

auditors complete the self-audit process on an

ongoing basis, following the life cycle of the

volunteer programme.

The length of time required to complete the self-

audit will depend on several key factors:

• whether the document has been submitted in previous years

• the number of people inputting into the document

• the accessibility of the documents and records

• the availability and length of time required to liaise with other staff members

• the size of the organisation and its programme(s).

The completion time can be reduced if all relevant

staff members participate in the process to ensure

full and complete information is available. For

future submissions, the process will be more

efficient if good records are maintained, as many of

the indicators will remain the same year-on-year.

Submitting evidence with the self-audit

Submitting evidence along with the self-audit is

only required if an organisation has assessed itself

as having met all core indicators and/or 85% of all

indicators. If all core indicators are not met, VSAs

are not required to submit evidence.

Volunteer Sending Agency Information

This information is collected in order to learn more

about the current status and activity of each VSA.

The information provided gives Comhlámh a better

understanding of the kind of work undertaken by

the organisation and the profile of volunteers.

Additionally, it allows us to collate sector-wide

volunteering trends and compile a boarder picture

of international volunteering trends in Ireland.

It is very important that all fields of this

information sheet are completed; do not leave any

reporting areas blank. If the self-auditors are

unsure of what kind of information is being

requested, please contact the Volunteering Quality

Project Officer. If the self-auditors do not have

access to the kinds of information being requested,

please make note of it by writing ‘information

79


unavailable’. If the answer is complex and requires

an explanation, please insert a comment providing

clarification.

Once all self-audits have been received from VSAs,

the information will be aggregated and analysed to

generate an overview of the work being carried out

by all signatories to the CoGP. Aside from external

auditors and the Recommendation Panel, specific

information relating to each VSA will not be shared

with other parties. The aggregated statistical

information of all VSAs will be shared within the CoGP

network whilst respecting the anonymity of each

organisation.

Code of Good Practice principles and indicator tables

In becoming a signatory to the Code of Good Practice,

a volunteer sending agency is making a commitment

to implementing good practice in their work. The

CoGP sets out 11 different principles that incorporate

all aspects of volunteer programme management,

from initial programme design to continued volunteer

engagement upon return. The rationale justifying

each principle is outlined alongside each principle

Training and other resources to assist VSAs to

complete the self-audit have been collated together

for each stage of the volunteering cycle.

The self-audit tool outlines 44 indicators that cover all

eleven principles of the Code of Good Practice. An

indicator is a statement containing quantifiable

measures that show whether the principle has been

implemented within the organisation. The number of

indicators varies for each principle. The purpose of

completing the indicator tables is to allow the agency

to determine if specific aspects of their programme

are effectively being met in their organisation. The

self-auditor(s) is required to identify evidence which

shows each indicator is an active part of their

agency’s volunteer programme.

The self-audit process will enable organisations, their

management and staff to see how well policies and

practice have been developed within their

organisation and to identify outstanding areas where

further development should take place.

Core Indicators:

Eighteen of the 44 indicators have been identified as

‘core indicators’. This set of core indicators has been

identified as being essential to every volunteer

programme.

Organisations showing compliance with all core

indicators are eligible for Core Indicator Status.

Organisations that can demonstrate that they have

implemented all the core indicators as outlined by the

CoGP will be formally recognised for doing so by the

Recognition Panel.

If a VSA is assessed as having met all core indicators,

the organisation will be required to submit evidence

relating to the core indicators to Comhlámh. In this

case, VSAs are asked to submit as many pieces of

evidence that they feel sufficiently support each

indicator being met Thus, if an organisation has six

forms of evidence that support an indicator being in

place, they do not need to submit all six pieces of

evidence; rather, they may submit two or three

pieces of evidence that are of high quality and that

should serve to sufficiently demonstrate that the

indicator is being met. If additional documents are

required, the organisation will be contacted by the

Volunteering Quality Project Officer.

Comprehensive Compliance

Organisations showing compliance with 85% or more

of all indicators (38/44 indicators) are eligible for the

Comprehensive Compliance Status. Organisations

that can demonstrate that they have implemented 38

or more of the indicators (including the core

80


indicators) as outlined by the CoGP will be formally

recognised for doing so by the Recognition Panel.

If a VSA is assessed as having met 38 or more

indicators, including all core indicators, the

organisation will be required to submit evidence

relating to each indicator to Comhlámh. The

process for this is the same as for the core

indicators, as set out above.

Completing the indicator

tables involves the following

steps:

Step 1

Each indicator is stated in large font (white on red

at the top of the table on each page). Self-auditors

must determine if the organisation can show

evidence for that indicator being active within their

organisation. For each indicator the self-auditor

must determine whether the indicator is

• Fully attained: specific evidence is available to show that this indicator is fully operational within the organisation

• Substantially attained: specific evidence is available to show that this indicator is operational within the organisation. Although the indicator is substantially in place, some (usually small) developments in policy and/or practice are required before the indicator is fully attained.

• Partially attained: evidence is available to show that this indicator is partially operational within the organisation (but not complete). This status is broad in range and could indicate significant progress towards fully attained status, or that work has recently commenced in this area.

• Not attained: the organisation does not have specific evidence available to show that this indicator is operational within the organisation.

For evaluation purposes, it is very important that

the self-auditors tick Fully attained, Substantially

attained, Partially attained or Not attained. This

area should not be left blank.

Step 2

The self-auditor states under the column entitled

‘Evidence to show attainment of this indicator’,

what evidence exists within the organisation to

show that the indicator is specifically being met

The evidence listed should be as detailed as

possible and should include 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

compliance with the indicator. Locations of the

evidence, eg within volunteer handbooks or web

addresses should also be listed where possible.

Providing information in as much detail as possible

makes it easier for Comhlámh and the external

auditor to understand what is being

communicated, and it eliminates the need to

contact the VSA to seek further clarification after

the self-audit has been submitted.

Possible Evidence

In order to assist self-auditors, a list of suggested

evidence that may show that an indicator has been

met is listed for each indicator. This list should be

used as a support or guide only and is not expected

to be an exhaustive list of the evidence available in

each organisation. The VSA will not be penalised or

marked down if they do not have all suggested

evidences in place.

81


Step 3

The section entitled ‘List progress made in this

area since 2014’ gives Comhlámh and the external

auditor an idea of what areas the VSA has worked

on and identifies targeted supports that could be

provided to the organisation. This section also

recognises areas in which the VSA has developed

strengths and may therefore be in a position to

share their learning with the wider CoGP network.

Step 4

The final step in completing each table is to list the

organisation’s targeted activities under the section

entitled ’Priority actions in this area for 2016’

This space should be used to record areas to be

addressed, identify areas of improvement and

prioritise key areas to be worked on in the coming

year. Implementing these changes can best be

made if individuals are identified to carry out

certain tasks within a specified time frame.

Troubleshooting

If the self-auditors are having difficulty completing

the self-audit, please contact Philip Mudge in

Comhlámh at 01-478-3490 for assistance or to

answer any queries.

Submission of self-audit tool

Self-audits need to be emailed by 1 December

annually. Self-audits can be submitted as a word

document or through survey monkey.

If submitting using the word document, the file

should be submitted by email to

[email protected]. The Survey Monkey file will

be made available annually at the same time as the

word file is distributed to signatory organisations

A hardcopy of Section 2 ‘Volunteer Sending Agency

Information’ should be signed and sent to: Philip

Mudge, Volunteering Quality Project Officer,

Comhlámh, 12 Parliament Street, Dublin 2.

If submitting evidence, please email or post to the

Volunteering Quality Project Officer.

82



Example of Completed indicator table

Co

re In

dica

tor 1

Principle 1, Indicator 1: The VSA involves local partners in volunteer recruitment and selection.

Fully attained


Partially attained

Not attained

Evidence to show attainment of this indicator The evidence listed should be as detailed as possible and should include 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 found in agencies are listed below as a support) 1 Partnership agreement with local organisation “Mochudi Village Council” and project evaluation report shows consultation and agreement with partner organisation on priority work areas for volunteers in summer 2015, optimum volunteer numbers and maximum numbers of volunteers that can be accommodated in the village at any time. www.organisation.ie/resourcesforvolunteers/partnershipagreement/mochudi (page 6-7) www.organisation.ie/evaluation (p23) 2 2013 Local Consultation Process (Mochudi) document shows local input into volunteer selection criteria. P8-9, (not available on line)


This year we have consolidated the partnership agreement and agreed to three-yearly review. We were successful in recruiting volunteers that were overall at 95% of optimal level, +/- no greater than 20% on any project and in no cases exceeded maximum accommodation for any project

Priority actions in this area for 2016 Person responsible Timeline Partnership agreement to be reviewed in 2016 (in line with 3 year cycle): Real-time, during placement data collection and recording for feedback on volunteer placements will inform future placements:

Programme manager On-site team leaders

April 2016 prior to summer placements During summer placements

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 identify the needs and roles for volunteers in programme plans

83

http://www.organisation.ie/resourcesforvolunteers/partnershipagreement

http://www.organisation.ie/evaluation


Core

Indi

cato

r 1

Principle 1, Indicator 1: The VSA involves local partners in volunteer recruitment and selection.

Fully attained


Partially attained

Not attained

Evidence to show attainment of this indicator The evidence listed should be as detailed as possible and should include 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 found in agencies are listed below as a support) 1 Partnership agreement with local organisation “Mochudi Village Council” and project evaluation report shows consultation and agreement with partner organisation on priority work areas for volunteers in summer 2015, optimum volunteer numbers and maximum numbers of volunteers that can be accommodated in the village at any time. www.organisation.ie/resourcesforvolunteers/partnershipagreement/mochudi (page 6-7) www.organisation.ie/evaluation (p23) 2 2013 Local Consultation Process (Mochudi) document shows local input into volunteer selection criteria. P8-9, (not available on line)


This year we have consolidated the partnership agreement and agreed to three-yearly review. We were successful in recruiting volunteers that were overall at 95% of optimal level, +/- no greater than 20% on any project and in no cases exceeded maximum accommodation for any project.

Priority actions in this area for 2016 Person responsible Timeline Partnership agreement to be reviewed in 2016 (in line with 3 year cycle): Real-time, during placement data collection and recording for feedback on volunteer placements will inform future placements:

Programme manager On site team leaders

April 2016 prior to summer placements During summer placements

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 identify the needs and roles for volunteers in programme plans

One of these three boxes must be ticked to show the organisation’s attainment of each indicator

All the information that you are adding to this page relates to this indicator: is your organisation doing this, and do you have evidence to show it?

List here the evidence in your organisation that shows you have fully or partially attained this indicator. You can list as much evidence as you require to show that your organisation has atatined the indicator

Core indicators are shown by a black bar in the left margin

Detail here specific developments related to this indicator in the past 12 months. It is not expected that progress will have been made in all indicators each year

Detail here specific changes that your organisation plans to make related to this indicator in the coming year. Spaces to show who is responsible for implementing this change and when should also be completed

This list of suggested evidence can help you to identify evidence within your organisation

84

http://www.organisation.ie/resourcesforvolunteers/partnershipagreement

http://www.organisation.ie/evaluation


85

Training and Professional Development

Comhlámh www.comhlamh.org Volunteering Overseas: Where Do I Start? Tailored pre-departure training courses for short-term volunteers. Skills in Development Education training course Online Pre-Decision course Online Pre-Departure training What Next? A Course for Returned Volunteers Moving Forward days Coming Home Weekends Training of Trainers on pre-departure, debriefing, coming home, and development education Annual training and capacity building programmes for VSAs – please contact for details Kimmage Development Studies Centre www.kimmagedsc.ie Kimmage DSC facilitates education and training for development practitioners working in a range of occupations from over 65 countries. Child Protection in Development Practice http://kimmagedsc.ie/child-protection-bond/ An Introduction to Child Safeguarding self directed online course http://kimmagedsc.ie/introduction-child-safeguarding-online-course/ Financial Management http://kimmagedsc.ie/full-time-study/financial-management/ Monitoring and Evaluation http://kimmagedsc.ie/monitoring-and-evaluation/ Understanding Development – evening course http://kimmagedsc.ie/events/understanding-development-evening-course/?gclid=CObBibaCyccCFQGD2wodG8IBeA

Volunteering Ireland http://www.volunteer.ie/resources/ Volunteering Management Day-to-day Management of Volunteers Effective Recruitment and Selection of Volunteers Motivating Volunteers Volunteering Management Developing Your Volunteer Policy Volunteering Ireland Safeguard Programme—Garda vetting

Mango www.mango.org.uk

A UK-based agency that works to help aid agencies and NGOs to strengthen their financial management systems Carmichael Centre http://www.carmichaelcentre.ie/sector-supports/training-and-consultancy Leadership & Governance training programme

Eurocheck Security Consultants http://eurocheck.ie/

Security training and support to NGOs, charities and human rights workers throughout the world

86

http://www.comhlamh.org/

http://www.kimmagedsc.ie/

http://kimmagedsc.ie/child-protection-bond/

http://kimmagedsc.ie/introduction-child-safeguarding-online-course/

http://kimmagedsc.ie/full-time-study/financial-management/

http://kimmagedsc.ie/monitoring-and-evaluation/

http://kimmagedsc.ie/events/understanding-development-evening-course/?gclid=CObBibaCyccCFQGD2wodG8IBeA

http://kimmagedsc.ie/events/understanding-development-evening-course/?gclid=CObBibaCyccCFQGD2wodG8IBeA

http://www.volunteer.ie/resources/

http://www.mango.org.uk/

http://www.carmichaelcentre.ie/sector-supports/training-and-consultancy

http://www.carmichaelcentre.ie/sector-supports/training-and-consultancy

http://eurocheck.ie/

Useful Resources

General Support Comhlámh www.comhlamh.org

Volunteer Charter

comhlamh.org/wp-content/uploads/2013/09/Volunteer-Charter.pdf Working for a Better World: A Guide to Volunteering in Global Development

What Next? A toolkit for returned Volunteers http://issuu.com/comhlamh/docs/what-next-toolkit

Comhlámh’s Coming Home Training: A handbook for volunteer sending agencies

http://issuu.com/comhlamh/docs/training_handbook_final

Comhlámh’s Coming Home Book 2014 – a resource and guide for the returned volunteer.

http://issuu.com/comhlamh/docs/comhlamh_coming_home_book_print

Comhlámh Discussion Paper On Virtual Volunteering http://issuu.com/comhlamh/docs/comhl__mh_online_volunteering_paper

Comhlámh Discussion Paper on Diaspora Volunteering

http://issuu.com/comhlamh/docs/diaspora_volunteering_a_comhlamh_di

Support Services for overseas volunteers Our services for development workers and volunteers include provision of advice on social welfare entitlements and pensions.

http://issuu.com/comhlamh/docs/services_leaflett_small/1?e=9461339/13861175

#VolOps: Sharing Volunteering Options LinkedIn group for discussion and posting on matters related to International volunteering http://bit.ly/1hiHtfI also checkout #volops on twitter and volops facebook page

We also provide support and guidance to organise counselling and personal debriefing. Contact [email protected]

Dochas www.dochas.ie/ Standards of Excellence - Codes and Guidelines www.dochas.ie/standards-excellence-codes-and-guidelines Dochas Resources and Tools for NGOs www.dochas.ie/resources-and-

tools-ngos

Volunteer Ireland http://www.volunteer.ie/. Information about a wide range of volunteering opportunities in Ireland ‘Developing a Volunteer Policy’ guide

Volunteer Ireland Awards www.volunteer.ie/events/volunteer-ireland-awards

Volunteering England www.volunteering.org.uk Sample volunteer role descriptions www.volunteering.org.uk/component/gpb/creatingvolunteerroles Volunteer Now http://volunteernow.co.uk

87 NB these Resources and links were checked and accurate in August 2015. Please contact [email protected] with any corrections or additions



http://comhlamh.org/wp-content/uploads/2013/09/Volunteer-Charter.pdf

http://issuu.com/comhlamh/docs/what-next-toolkit

http://issuu.com/comhlamh/docs/training_handbook_final



http://issuu.com/comhlamh/docs/comhl__mh_online_volunteering_paper?e=9461339/10433381

http://issuu.com/comhlamh/docs/comhl__mh_online_volunteering_paper

http://issuu.com/comhlamh/docs/comhl__mh_online_volunteering_paper

http://issuu.com/comhlamh/docs/diaspora_volunteering_a_comhlamh_di?e=9461339/9904927





https://www.linkedin.com/grp/home?gid=6529067

http://bit.ly/1hiHtfI


http://www.dochas.ie/

http://www.dochas.ie/standards-excellence-codes-and-guidelines

http://www.dochas.ie/resources-and-tools-ngos

http://www.dochas.ie/resources-and-tools-ngos

http://www.volunteer.ie/

http://www.volunteer.ie/events/volunteer-ireland-awards

http://www.volunteering.org.uk/component/gpb/creatingvolunteerroles

Useful Resources

Good as they Give handbook advice on all aspects of introducing volunteers to their workplace including an induction checklist http://volunteernow.co.uk/fs/doc/publications/workbook3-managing-

and-motivating-volunteers-2013.pdf

Fingal Volunteer Centre www.volunteerfingal.ie/ Volunteer Management Toolkit

www.volunteerfingal.ie/index.php/resources/volunteer-mangement.html

Know How Non Profit Hub www.knowhownonprofit.org Guide to writing volunteer job descriptions www.knowhownonprofit.org/people/volunteers/recruiting/writing

CHS Alliance/ People in Aid www.peopleinaid.org/resources/ Wide range of resources on volunteering and volunteer programmes

The International Forum for Volunteering in Development (Forum) http://forum-ids.org/ Wide range of published research on volunteering and volunteer programmes http://forum-ids.org/research

Programme Design and Development The Free Management Library www.managementhelp.org/ Information on Developing and Managing Volunteer Programmes

INTRAC www.intrac.org Principles for developing project exit strategies

www.intrac.org/blog.php/63/ngo-exit-strategies-are-principles-for-closing-projects-or-ending-partnerships-necessary. The Big Lottery www.biglotteryfund.org.uk/ Guidelines for using funding and sustaining projects beyond funding www.biglotteryfund.org.uk/research/making-the-most-of-funding/exit-strategies-and-sustainability

Manchester Metropolitan University www2.mmu.ac.uk/ Stakeholder analysis toolkit – aimed at Universities, but can be adapted for volunteer programmes www2.mmu.ac.uk/media/mmuacuk/content/documents/bit/Stakeholder-analysis-toolkit-v3.pdf

Resources for Choosing Volunteer Placements Comhlámh www.comhlamh.org #VolOps: Sharing Volunteering Options http://bit.ly/1hiHtfI LinkedIn group for #volops on twitter and volops Facebook page for all international volunteering placements

Ethical Volunteering. http://www.ethicalvolunteering.org/downloads/ethicalvolunteering.pdf International volunteering resource base: A flier to help volunteers choose a volunteer programme

World Service Enquiry http://www.wse.org.uk/index.htm Information and career advice to people who want to volunteer or work in international development



http://volunteernow.co.uk/fs/doc/publications/workbook3-managing-and-motivating-volunteers-2013.pdf

http://volunteernow.co.uk/fs/doc/publications/workbook3-managing-and-motivating-volunteers-2013.pdf

http://www.volunteerfingal.ie/

http://www.volunteerfingal.ie/index.php/resources/volunteer-mangement.html

http://www.knowhownonprofit.org/

http://www.knowhownonprofit.org/people/volunteers/recruiting/writing

http://www.managementhelp.org/

http://www.intrac.org/blog.php/63/ngo-exit-strategies-are-principles-for-closing-projects-or-ending-partnerships-necessary

http://www.intrac.org/blog.php/63/ngo-exit-strategies-are-principles-for-closing-projects-or-ending-partnerships-necessary

http://www.biglotteryfund.org.uk/research/making-the-most-of-funding/exit-strategies-and-sustainability



http://www2.mmu.ac.uk/

http://www2.mmu.ac.uk/media/mmuacuk/content/documents/bit/Stakeholder-analysis-toolkit-v3.pdf




https://www.linkedin.com/grp/home?gid=6529067

http://bit.ly/1hiHtfI

http://www.ethicalvolunteering.org/

http://www.ethicalvolunteering.org/downloads/ethicalvolunteering.pdf

http://www.wse.org.uk/index.htm

Useful Resources

activelink the online network for Irish nonprofit organisations maintains a regularly updated list of volunteering opportunities http://www.activelink.ie/content/community-exchange/volunteering

Irish Aid: Information on getting involved in international development www.irishaid.ie/get-involved/

Monitoring and Evaluation

Dóchas The Irish Association of Non-Governmental Development Organisations. Resources on best practice on showing impact and results in development work www.dochas.ie/impact-and-results Charities Evaluation Service www.ces-vol.org.uk/tools-and-resources A range of resources on quality management including planning for monitoring and evaluation, outcomes and indicators and evaluation methods Your project and its outcomes www.biglotteryfund.org.uk/project_outcomes.pdf Minnesota Department of Human Services

Measuring the Difference Volunteers Make: Guide to Outcome Evaluation for Volunteer Programme Managers http://www.volunteertoday.com/PDF/Measuring_the_Difference.pdf

Volunteering England www.volunteering.org.uk

Volunteering Impact Assessment Toolkit

Volunteer Today www.volunteertoday.com A Canadian tool for measuring the impacts of volunteer programmes www.volunteertoday.com/PDF/Measuring_the_Difference.pdf



http://www.activelink.ie/

http://www.activelink.ie/content/community-exchange/volunteering

http://www.irishaid.ie/get-involved/

http://www.dochas.ie/impact-and-results

http://www.ces-vol.org.uk/tools-and-resources

http://www.biglotteryfund.org.uk/project_outcomes.pdf

http://www.volunteertoday.com/PDF/Measuring_the_Difference.pdf

http://www.volunteering.org.uk/

http://www.volunteertoday.com/

http://www.volunteertoday.com/PDF/Measuring_the_Difference.pdf

Useful Resources

Development Education and Continuing Engagement

Comhlámh www.comhlamh.org

Learning Journal available from [email protected]

Engaging Returned Development Workers in Development Education

http://issuu.com/comhlamh/docs/engaging_rdws_report_single

From Volunteers to Active Citizens –a pan-EU collaborative publication on sharing best practice in development education in volunteering. http://issuu.com/comhlamh/docs/deep_manual_final_small_file/1?e=9461339/13866156

What Next Toolkit: This resource guides returnees through a process of reflection and discusses the possibilities for continued engagement on development issues back in Ireland, whether through activism, campaigning or further education. http://comhlamh.org/wp-content/uploads/2013/09/What-Next-toolkit.pdf

Be The Change: A Tool Kit For Taking Action Against Poverty and Injustice http://issuu.com/comhlamh/docs/bethechangeweb/1?e=9461339/5371227

Volunteers as Multipliers for Development Education in Ireland

http://www.comhlamh.org/wp-content/uploads/2013/09/March13_Multipliers_Report.pdf Learning Service learningservice.info/videos/video-3-returning-volunteer-experience/

Video for volunteers on making an impact after returning from your volunteering experience

PARTNERS Ireland www.trainingfortransformation.ie/ ‘Partners Intercultural Companion to Training for Transformation. http://www.trainingfortransformation.ie/index.php/publications/publications

EIL Intercultural Learning http://www.eilireland.org Global Citizen Award is an initiative of EIL Intercultural Learning and supported by Irish Aid the Global Citizen Award can be offered by partner Volunteer Sending Agencies. http://www.eilireland.org/programme/global-citizen-award Education for Development Volunteer Management Manual which includes suggestions for interviewing and recruiting volunteers. http://comhlamh.org/wp-content/uploads/2013/10/Volunteer-Management-Manual-final-2.pdf





http://issuu.com/comhlamh/docs/engaging_rdws_report_single

http://www.comhlamh.org/2015/06/have-a-read-of-our-new-resource-on-active-citizenship/

http://issuu.com/comhlamh/docs/deep_manual_final_small_file/1?e=9461339/13866156

http://issuu.com/comhlamh/docs/deep_manual_final_small_file/1?e=9461339/13866156

http://issuu.com/comhlamh/docs/what-next-toolkit

http://comhlamh.org/wp-content/uploads/2013/09/What-Next-toolkit.pdf

http://comhlamh.org/wp-content/uploads/2013/09/What-Next-toolkit.pdf

http://comhlamh.org/change-toolkit-taking-action-poverty-injustice/




http://issuu.com/comhlamh/docs/final_report_2014

http://www.comhlamh.org/wp-content/uploads/2013/09/March13_Multipliers_Report.pdf

http://www.comhlamh.org/wp-content/uploads/2013/09/March13_Multipliers_Report.pdf

http://learningservice.info/videos/video-3-returning-volunteer-experience/

https://www.youtube.com/watch?v=MAvjKcXRZfg

https://www.youtube.com/watch?v=MAvjKcXRZfg

http://www.trainingfortransformation.ie/

http://www.trainingfortransformation.ie/index.php/publications/publications

http://www.trainingfortransformation.ie/index.php/publications/publications

http://www.eilireland.org/

http://www.eilireland.org/programme/global-citizen-award

http://comhlamh.org/wp-content/uploads/2013/10/Volunteer-Management-Manual-final-2.pdf

http://comhlamh.org/wp-content/uploads/2013/10/Volunteer-Management-Manual-final-2.pdf

Useful Resources

Risk Management Volunteering England www.ivr.org.uk/images/stories/Institute-of-Volunteering-

Research/Migrated-Resources/Documents/O/On_the_safe_side-full-report.pdf

On the safe Side. Risk management and volunteering advice

Institute of Volunteering

www.ivr.org.uk/images/stories/Institute-of-Volunteering-Research/Migrated-Resources/Documents/R/Risk_toolkit.pdf

Risk Toolkit. How to take care of risk in volunteering: A guide for organisations

UK Charity Commission www.gov.uk/government/publications/charities-and-risk-management-cc26/charities-and-risk-management-cc26 information on Charities and risk management

Health, Safety and Travel advice Department of Foreign Affairs

Travel Advice - www.dfa.ie/travel/travel-advice/

including Know Before You Go https://www.dfa.ie/travel/know-before-you-go/ and details of how to register before travelling.

Foreign and Commonwealth Office www.gov.uk/knowbeforeyougo Know Before You Go Guidance for specific destinations

Safeguarding Children and Vulnerable People Department of Health & Children www.dcya.gov.ie

Our Duty to Care: the Principles of Good Practice for the Protection of Children and Young People http://www.dcya.gov.ie/documents/publications/ODTC_Full_Eng.pdf

Department of Children and Youth Affairs

Children First: National Guidance for the Protection and Welfare of Children www.dcya.gov.ie/documents/Publications/ChildrenFirst.pdf

Health Service Executive www.hse.ie Safeguarding Vulnerable Persons at Risk of Abuse National Policy & Procedures www.hse.ie/eng/services/publications/corporate/personsatriskofabuse.pdf

Kimmage Development Studies Centre www.kimmagedsc.ie



http://www.ivr.org.uk/images/stories/Institute-of-Volunteering-Research/Migrated-Resources/Documents/O/On_the_safe_side-full-report.pdf



http://www.ivr.org.uk/images/stories/Institute-of-Volunteering-Research/Migrated-Resources/Documents/R/Risk_toolkit.pdf

http://www.ivr.org.uk/images/stories/Institute-of-Volunteering-Research/Migrated-Resources/Documents/R/Risk_toolkit.pdf

http://www.gov.uk/government/publications/charities-and-risk-management-cc26/charities-and-risk-management-cc26

http://www.gov.uk/government/publications/charities-and-risk-management-cc26/charities-and-risk-management-cc26

http://www.dfa.ie/travel/travel-advice/

https://www.dfa.ie/travel/know-before-you-go/

https://www.dfa.ie/travel/know-before-you-go/

http://www.gov.uk/knowbeforeyougo

http://www.dcya.gov.ie/

http://www.dcya.gov.ie/documents/publications/ODTC_Full_Eng.pdf

http://www.dcya.gov.ie/documents/Publications/ChildrenFirst.pdf

http://www.hse.ie/eng/services/publications/corporate/personsatriskofabuse.pdf

http://www.hse.ie/eng/services/publications/corporate/personsatriskofabuse.pdf

http://www.kimmagedsc.ie/

Useful Resources

Child Safeguarding Organisational Self Audit Tool Kit http://kimmagedsc.ie/keeping-children-safe/

Keeping Children Safe www.keepingchildrensafe.org.uk

A coalition of aid and development agencies that work together to share a common approach to child protection, Keeping Children Safe has developed a range of resources and tools.

Volunteer Now www.volunteernow.co.uk Guidelines for safeguarding vulnerable adults www.volunteernow.co.uk/training-and-standards/safeguarding-vulnerable-adults-a-shared-responsibility The Code www.TheCode.org

The Code is one of the most widely used codes of conduct and is targeted at protecting children against sexual exploitation

Emergencies and Critical Incident Management CARE http://www.care.org/

Critical Incident Protocol: Your Guide to Managing Critical Incidents http://comhlamh.org/wp-content/uploads/2013/10/Care-2009-Critical-Incident-Protocol.pdf

International Committee of the Red Cross https://www.icrc.org/en

Staying Alive: Safety and Security Guidelines for Humanitarian Volunteers in Conflict Areas https://www.icrc.org/eng/resources/documents/publication/p0717.htm

Media and Communications Comhlámh www.comhlamh.org

Comhlámh’s Guidelines for the use of Social Media in Volunteering.

http://comhlamh.org/wp-content/uploads/2013/09/Social-Media-Guidelines.pdf

Dóchas www.dochas.ie

Dóchas Code of Conduct on Images and Messages www.dochas.ie/code-conduct-images-and-messages

Equality and Diversity Irish Human Rights and Equality Commission (Equality Authority) www.ihrec.ie/

Information on Irish Equality and Human Rights legislation, policy and best practice.

Fundraising Institute of Fundraising www.institute-of-fundraising.org.uk/

A Code of Practice for Fundraising www.institute-of-fundraising.org.uk/guidance/code-of-fundraising-practice/guidance/accountability-and-transparency-guidance/ Irish Charities Tax Research Ltd

Statement of guiding principles on fundraising

http://www.ictr.ie/content/fundraising-codes-practice



http://kimmagedsc.ie/keeping-children-safe/

http://www.keepingchildrensafe.org.uk/

http://www.volunteernow.co.uk/training-and-standards/safeguarding-vulnerable-adults-a-shared-responsibility

http://www.volunteernow.co.uk/training-and-standards/safeguarding-vulnerable-adults-a-shared-responsibility

http://www.thecode.org/

http://www.care.org/

http://comhlamh.org/wp-content/uploads/2013/10/Care-2009-Critical-Incident-Protocol.pdf

http://comhlamh.org/wp-content/uploads/2013/10/Care-2009-Critical-Incident-Protocol.pdf

https://www.icrc.org/en

https://www.icrc.org/eng/resources/documents/publication/p0717.htm




http://www.dochas.ie/

http://www.ihrec.ie/

http://www.institute-of-fundraising.org.uk/guidance/code-of-fundraising-practice/guidance/accountability-and-transparency-guidance/

http://www.institute-of-fundraising.org.uk/guidance/code-of-fundraising-practice/guidance/accountability-and-transparency-guidance/

http://www.ictr.ie/content/fundraising-codes-practice

Useful Resources

On-line Volunteering Jayne Cravens www.coyotecom.com/

The LAST Virtual Volunteering Guidebook

www.energizeinc.com/store/last_virtual_volunteering_guidebook

Irish aid/ UN Online volunteering opportunities

www.onlinevolunteering.org/en/org/



http://www.coyotecom.com/

http://www.energizeinc.com/store/last_virtual_volunteering_guidebook

http://www.onlinevolunteering.org/en/org/

CoGP Signatory Agency Mentoring Programme

Rationale Many volunteer sending agencies, particularly small volunteer-led organisations or those newly signed up to the Code, although fully committed to its principles, may find the process and requirements of compliance daunting. Comhlámh’s VQPO provides direct supports to signatories, including through training/capacity building, convening peer support meetings, and organising smaller issues-based meetings. We are now working to grow the peer support dimension of being a Code signatory, which will provide additional support for those organisations who have identified this need.

Definitions Mentor: an individual (or organisation) that is an experienced and trusted adviser offering support, encouragement and advise to an often less experienced individual (or organisation)

Mentee: an individual (or organisation) that has identified specific learning or developmental goals and has reached out to a mentor for help in achieving these goals

Aim To develop formal mentoring links between CoGP signatory organisations and strengthen peer support amongst agencies

Criteria Any CoGP signatory organisation can apply to become a mentee organisation

For general mentoring, signatory agencies that have attained core indicator or comprehensive compliance status may offer their services as a mentor organisation

For specific issue mentoring, Comhlámh’s Volunteer Quality Project Officer (VQPO) will identify appropriate mentor organisations

Process The mentor programme is opened at November peer support meeting annually

• A potential mentor organisation offers its services, either as a general or specific issue mentor, to the VQPO

• Potential mentees identify themselves and their needs to the VQPO who may proactively suggest mentoring partnerships based on issues or needs identified through self-audit review, external audit or desk based review processes)

• The VQPO matches mentees with suitable mentor organisation(s). • Clear learning support goals are identified and agreed by mentor and

mentee (with support if required from the VQPO) • At completion/ termination of the mentoring relationship, mentor and

mentee organisations will provide feedback to the VQPO on the learning, successes and any difficulties encountered through the mentoring relationship

The VQPO should be informed of any changes to length of mentoring relationship

Requirements The mentoring relationship will normally be for one calendar year, but can be terminated/ extended by agreement between mentor and mentee organisations

A named person within each mentor and mentee organisation commits to monthly semi-formal contact (by phone, email or similar) and two face-to-face meetings (normally during, or alongside Peer Support meeting)

Mentoring relationships are confidential to the two organisations and the VQPO

Specific topics discussed are confidential to the mentee and mentor (subject to normal/ mandatory disclosure requirements relating to safeguarding children and vulnerable adults, etc)

94 The term mentor is inspired by the character of Mentor in Homer's Odyssey, given responsibility for the care and upbringing of Telemachus the son of Odysseus while his father was absent fighting in the Trojan wars

http://en.wikipedia.org/wiki/Mentor

http://en.wikipedia.org/wiki/Homer

http://en.wikipedia.org/wiki/Odyssey

http://en.wikipedia.org/wiki/Odysseus

Publicity and Promotion of The Comhlámh Code of Good Practice for Volunteer Sending Agencies.

A copy of the current signed signatory statement (page 9 of this document) should be displayed prominently in each signatory organisation’s main place of business. Additional copies may be displayed in other places of business or distributed amongst partner organisations for your volunteer programmes.

Organisations attaining Core Indicator Status or Comprehensive Compliance Status by the recognition panel are issued by Comhlámh with a certificate confirming their status. This certificate should be displayed prominently in the signatory organisation’s main place of business from the date of issue throughout the year of issue and until 1st September of the following year. Where the Core Indicator Status or Comprehensive Compliance Status is renewed for subsequent years, multiple certificates may be displayed at the organisation’s discretion.

Website and Social Media Protocols All signatory organisations are required to publicise the Code and their status as signatory organisations in all printed materials and electronic media related to their volunteer programmes.

We ask that each organisation includes the CoGP logo and the following statement about the Code on their website:

=== Statement Begins ===

The Comhlámh Code of Good Practice (CoGP) for Volunteer Sending Agencies.

[Insert organisational name] is a signatory of the Comhlámh Code of Good Practice (CoGP) for Volunteer Sending Agencies. The Code is a set of standards for organisations involved in facilitating international volunteer placements in the global south.

[Linking to http://www.comhlamh.org/code-of-good-practice-2/ ]

If you feel we are not adhering to the Code please contact us [Insert relevant contact link or email address] or [email protected]

=== Statement Ends ===

Embedding the Code of Good Practice Document on your Website. We also ask that each signatory organisation embed the Code itself to maximise exposure to it among the general public.

Links/ code relating to the publicity and promotion of the code will be distributed to CoGP signatory organisations annually and can be obtained from Comhlámh on request

In circumstances in which any organisation ceases to be a signatory to the CoGP, all documentation related to the Code must be removed from published materials and electronic media immediately.

95

http://www.comhlamh.org/code-of-good-practice-2/


Glossary Continuous Engagement: This is what returned volunteers go on to do once they are home from an international placement. It can include involvement with their VSA or local organisations; participation in development education activities such as courses, action projects, awareness raising, and lobbying or bringing a global justice perspective into everyday life.

Comprehensive Compliance Status: Any volunteer sending agency that is assessed by the Recognition Panel to have attained over 85% of the indicators, including the core indicators, is awarded Comprehensive Compliance Status.

Core indicator: A number of indicators listed in the Code of Good Practice have been identified as the basic and essential structures that should be in place for an effective volunteer programme, and are deemed core indicators.

If an organisation is assessed by the recognition panel as having achieved these core indicators, they will be formally recognised for doing so by Comhlamh.

Debriefing: A process conducted by a volunteer sending agency or an external body focussing on the individual’s experience of volunteering overseas and aiming to help the returned volunteer integrate their experience into their life as a whole, perceive their volunteer experience more meaningfully, and bring a sense of closure.

Personal debriefing is a person-centred approach that assists the volunteer to readjust to being at home, whereas operational debriefing looks at what was done well, what could have been done better and what changes should be made to a placement or programme.

Desk-based review: A procedure carried out by an external consultant engaged by Comhlámh on a 3-year cycle for signatories who have previously been externally audited. The consultant reviews

documentation provided by the VSA, communicates directly with the VSA, and issues a report assessing the VSA’s implementation of the CoGP including recommendations on how to improve programme practices.

Evidence: Electronic or paper documentation supporting the attainment of the each specific indicator. Under each indicator chart is a list of suggested possible evidence which suggests what an organisation could show to support the indicator being attained.

External Audit: This procedure, carried out by an external consultant, is primarily open to new signatory organisations. The consultant meets with VSA staff and reviews the policies and practices of the VSA in order to assess the extent to which the CoGP is being implemented. Special attention is given to the implementation of the core standards. The consultant makes concrete recommendations to the VSA and provides verbal and written feedback on how to improve programme practices.

Indicator: Statements of practice which provide specific information on how each principle has been applied in the organisation.

Partner Community: The local people that international volunteers and staff work and live with while undertaking their overseas placements. This could include local residents and beneficiaries of the volunteer project. The term host community is also used

Partner Organisation: The organisation, community group, or formal body in the destination country that receives volunteers. The term host organisation is also used

Peer Support Meeting: A CoGP network meeting that is held twice annually to enable VSAs to network with one another, and share sector and CoGP related information. Signatories to the CoGP are required to attend at least one of the two meetings in each calendar year.

96

Glossary Principle: Eleven statements of good practice and fundamental belief which form the basic standards of the Code of Good Practice

Self-Audit: This is the process of organisational review used in each signatory organisation to systematically assess the degree to which the CoGP is being implemented, outline key aspects of the volunteer programme, assess what resources are available, and identify areas that require additional development or resources. The self-audit tool comprising the 44 indicators and evidence presentation structures is contained in section 3 of this document Models of volunteer activity Engaging immigrants or individuals who have a familial tie or heritage in another country in a volunteering programme to their country (or region) of origin is known as Diaspora Volunteering

Engaging for-profit sector employees in volunteering for a non-profit organisation or charitable cause with the support, facilitation or encouragement of their employer is known as Corporate Volunteering: Online volunteering activities are completed largely on a computer or other internet-connected device, such as a smartphone or tablet. Also known as virtual volunteering

Volunteering in which people in the global south volunteer in other countries in the Global South is referred to as South-South Volunteering Volunteering in which volunteers from the global south volunteer in the global north and a corresponding placement from global north to the global south take place for mutual and shared development and learning is known as Reciprocal Volunteering

97

comhlamh's code of good practice for volunteer sending agencies

Documents

comhlmhs code of good

volunteer roles

supporter organisation

comhlmh management

code review process

sending agency

wellbeing of volunteers

potential volunteers