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Voluntary workers are a category of worker who undertake roles for charities, voluntary organisations, associated fundraising bodies, and statutory bodies.
Voluntary workers are not entitled to the National Minimum Wage if both of the following apply:
They are working for a charity, voluntary organisation, associated fundraising body, or statutory body.
They do not get paid, except for limited benefits (e.g. reasonable travel or lunch expenses).
A voluntary worker is not a “true volunteer,” as they are under a contractual obligation to provide certain volunteering hours (different from a standard volunteer agreement). This gives them different rights, and means you must manage them in a different way.
Sometimes you may see this referred to as a Volunteer Internship.
Some useful questions:
In addition, the role must meet the following conditions:
HM Revenue & Customs (HMRC) provides examples of legitimate expenses:
Travel to and from the place of volunteering and during voluntary work.
Special clothing or equipment needed for voluntary work.
Cost of care for dependants to enable volunteering.
Training, but only if it is:
Necessary to perform duties.
For the sole or main purpose of improving the volunteer’s ability to do the work.
Unavoidably acquired in the course of voluntary work.
If this describes your role, you may have created a Voluntary Worker role.
Entering into a Voluntary Worker relationship with a volunteer can a risk for your organisation legally, as well as ethically when we think about reasonable expectations for unpaid workers.
Some people can volunteer, but they can’t become voluntary workers. For this reason, it’s important you are clear when a role is a voluntary worker role as opposed to standard volunteering.
The NCVO guidance describes how: “If there is any way it could look like the volunteer has a contract, you should check their right to work in the UK. There are serious penalties for employing people who don’t have the right to work in the UK. You should take a careful approach to checking this for voluntary workers.”
There are other types of people who will not be allowed to become Voluntary Workers but can be standard volunteers. For example, some people in the UK on a Visa, or Refugees and Asylum Seekers.
If you are unclear whether your role is a voluntary worker role or a standard volunteering role, you can check with Community Southwark or contact the NCVO helpdesk.
A voluntary worker requires the same insurance as a staff member. This is more expensive than for a volunteer.
Volunteering and Voluntary Work by Royal Holloway
Voluntary placement are hours of volunteering which are required to be taken by a student as part of an educational course. For example, a health and social care placement or business studies placement.
Voluntary placements often require more work from your organisation than standard volunteering. The differences you will need to consider are laid out below:
| Voluntary Placement | Standard Volunteering |
|---|---|
| A requirement as part of a course | Freely chosen by the volunteer |
| Usually a set number of hours are required and the organization is obligated to confirm these hours have been spent volunteering | May be a set day, time or number of hours but there are no consequences for the volunteer if they don’t meet these |
| A voluntary worker requires the same insurance as a staff member. | Insurance for volunteers is less expensive |
| An agreement or contract which sets out what you agree to provide the student with and what the student will be doing as part of their placement. This may be provided by the course provider. | No formal contract for volunteering. There may be recruitment processes but there is no employment relationship between the organization and the volunteer |
| Requirements set out by the course provider which you should meet as a host organization | The volunteer receives training to help them succeed in their role |
| Placement may require a more formal induction taking into account the higher level of responsibility the placement volunteer will hold. | Induction process and discussion of keeping volunteers safe and information confidential depending on the volunteer’s role |
| Volunteers with additional needs may be able to access support from their course provider, as well as your own resources | Ask volunteer if they have any support needs and meet these as best you can |
| Named supervisor/s responsible for managing the volunteer placement. May need to create a work plan and regularly check the student is meeting their requirements. May need to feed back to the university regularly | Volunteers should have a named supervisor and regular check ins |
In summary, a placement required for a course falls outside of the standard definition of volunteering, since the student needs to take the placement to pass their course. For this reason, it is not truly voluntary but it will not be at risk of being classed as working.
When you’re happy you have an understanding of what a volunteer placement is, you should ask the following questions.
Some, although not all, educational organisations will only partner with community groups who will pay volunteer expenses. This can add up as the volunteer will be taking on many hours.
2. Who will be the supervisor for the placement student?
This person will need to take on tasks associated with the placement, including filling out paperwork provided by the educational institution, creating a work plan and supervising the student regularly
3. Do you have meaningful tasks for a placement student to complete?
The placement student may need to complete high level tasks which are set by the educational provider e.g. project management
4. Have you got the time to train and manage a volunteer placement student?
The volunteer may needs things like a DBS and more in depth training to complete their roles than an average volunteer
5. Have you read the guidelines the educational provider gives you?
There may be terms and conditions you will need to agree to before taking a student
Volunteer placements can be a wonderful way to build up a long term relationship between you and a educational institution. Often, you can get support from the college or university and it can be a rewarding experience for all. However, it is a big commitment so think about it before going ahead.
How to run a successful placement by UniFrog
Is it a Placement, Is it Volunteering? by West Glamorgan
Student Placements in Third Sector Organisations by Iriss
Voluntary pla
This can be in different forms, but usually it means a student of school age joining your organisation for a week to get experience of working.
The government states that people undertaking work experience for you who are of compulsory school age are not entitled to the minimum wage. If someone is above compulsory school age but has stayed on in full or part-time education, they are entitled to the minimum wage unless they are undertaking a work placement with you as a required part of their studies.
You should take on a work experience student through a school or college, to ensure you have the additional support given.
HSE describe that:
Your existing employers’ liability insurance policy will cover work placements provided your insurer is a member of the Association of British Insurers (ABI), or Lloyds, so there is no need for you to get any additional employer’s liability insurance if you take on work experience students…
If you don’t currently require employers’ liability insurance and are going to take on a work placement, discuss the situation with your insurer to check you have adequate insurance cover. (Young People at Work Guide)
If in doubt, check with your insurance provider.
Work experience can be a wonderful way to engage young people in your organisation, and there are many skills young people can bring to your organisation even within a week of work. Some ideas might be
There are additional risks which come with taking on student under 18 years old. You should think carefully about whether you can offer a safe and rewarding week for the the student. You should explain to parents/carers of children what the significant risks are and what has been done to control them. You can do this in whatever way is simplest and suitable, and is very often done via the school or college.
You should induct the student on their arrival and provide a named member of staff who will be supervising the student at all times.
Not Just Making Tea: a guide to work experience by Gov.UK
Work Experience Employer Guide by Youth Employment
Making work experience work: Guide for employers by CIPD