Volunteer Agreement

This Volunteer Agreement establishes the collaboration between Take Back Your Mind UK (referred to as TBYMUK) and the volunteer to define the terms of your voluntary engagement. This non-binding agreement expresses our deep gratitude for your commitment as a volunteer and underscores our dedication to ensuring your volunteer experience is fulfilling and positive. As the organisation progresses, this agreement remains open to revisions to align with our growth.

Part 1 – Shared Commitment

We, Take Back Your Mind UK, formally welcome you as a valued volunteer, effective from the completion of this agreement.

Your contribution, regardless of your role, is instrumental in furthering TBYMUK's mission, fostering growth and impact. As part of our commitment:

1. Orientation and Skill Development

Provide an inclusive orientation about TBYMUK's mission, your role, and necessary training to empower you in fulfilling your responsibilities. Training approaches may include:

• Phone/video discussions

• Interactive sessions

• Engaging presentations

• Short assessments

• Reference materials

• Recognise the pivotal role of training in organisational effectiveness. We encourage all volunteers to complete training within their first month to support continuous growth.

• Foster ongoing personal and professional development during your association with the organisation.

• Accommodate training needs, respecting individual learning preferences and needs.

2. Support and Adaptability

• Establish clear standards* (see Appendix 1), ensuring transparency in expectations and offering guidance to aid your success.

• Designate a personal supervisor who will maintain regular contact to address your volunteer engagement and any concerns.

• Encourage innovation in your role and remain open to adjusting how your skills can be best utilised.

3. Expenses and Reimbursement

• Acknowledge that volunteering is unpaid, and expenses incurred during your volunteer activities are your responsibility.

• Emphasise responsible expense management, advising volunteers not to compromise their financial well-being.

• Establish an expense reimbursement process, requiring proper record-keeping and receipt retention, managed by our Finance Officer or Director.

4. Health and Safety Assurance

Provide training for informational purposes and feedback in alignment with our health and safety policy* (see Appendix 2).

5. Equal Opportunities

Ensure adherence to our equal opportunities policy* (see Appendix 3) in all volunteer interactions and operations.

6. Conflict Resolution and Support

• Foster proactive resolution of issues, grievances, or difficulties arising during your volunteer tenure. Timely communication is encouraged, with concerns directed to a manager or director for impartial resolution.

• In cases of unresolved matters, provide an open forum for discussion to find constructive solutions.

• TBYMUK is not liable for individual actions leading to challenges.

• The conflict resolution process is non-binding, meaning volunteers are not required to take part.

7. Remedying Financial Losses

Should situations arise where a volunteer's actions result in organisational losses, the organisation reserves the right to discuss potential financial aid for the organisation to remedy losses incurred. Volunteers may - in cases of actions causing organisational financial loss - be asked to contribute financially. Any such remedies would be discussed transparently and with consideration for the circumstances.

The organisation is committed to fairness and will engage in open dialogue to find constructive solutions whenever issues arise.

8. Partnerships and Collaborations

• We encourage collaboration and,

• Affirm that our partners gain visibility and exposure through TBYMUK's promotional efforts.

• Recognise the possibility for individuals, with consent, to volunteer while representing their affiliated entities, thereby extending their services to TBYMUK's initiatives.

• Highlight the potential for multi-disciplinary partnerships, facilitating greater support for a broader community.

Part 2 – Volunteer Commitment

I, the volunteer, will contribute as a volunteer to TBYMUK, aligning with the following commitments:

1. Enriching Initiatives

Wholeheartedly contribute as a volunteer to support TBYMUK's diverse initiatives and mission.

2. Praiseworthy Engagement

Approach my volunteer role with dedication and excellence, ensuring meaningful impact.

3. Values and Standards

Respect TBYMUK's principles, procedures, and standards, including health and safety protocols and equal opportunities guidelines.

4. Confidentiality and Respect

Safeguard confidential information related to the organisation, demonstrating unwavering integrity.

5. Reliability and Communication

Commit to agreed-upon time and performance requests, with reasonable notice for any changes.

6. Conclusion of Volunteer Engagement

Volunteer engagements with Take Back Your Mind UK are based on mutual trust and shared commitment. While we hope that your experience with us is fulfilling and long-lasting, we acknowledge that circumstances may change. Either party has the right to terminate this volunteer partnership at any time.

Volunteer engagements may be concluded under the following circumstances:

• Inactivity: If a volunteer is inactive for more than two months without prior communication, it may be assumed that the individual is no longer available for volunteering.

• Policy Violation: Failure to respect Take Back Your Mind UK's policies, procedures, or code of conduct may result in the conclusion of the volunteer partnership. 

• Volunteer Engagement is recorded for monitoring purposes. Time Tracking is monitored to establish the level of volunteer engagement from one or more volunteers.

• Monitoring of volunteer engagement is necessary for organisational planning and resource allocation. 

This agreement is an ongoing monthly commitment and may be concluded by either party at any time. While a 30-day notice is encouraged, it's not obligatory given the nature of our work.

This agreement is bound by honour.

Appendix 1 - Service Standards

Volunteers are expected to adhere to the following standards during their engagement with TBYMUK:

• Follow the guidelines outlined in this agreement; non-compliance may result in termination.

• Take part in relevant training for your role, emphasising ongoing learning.

• Uphold honesty, integrity, and avoid actions that could harm TBYMUK's reputation.

• Prioritise self-care and seek support if your well-being is compromised by your role.

• Accurately track your volunteering hours.

• Refrain from using illegal drugs during your volunteer hours; violations will result in suspension or the conclusion of volunteer engagement.

• Avoid substance misuse impacting your work; this includes alcohol and other substances.

• Obtain approval for any work bearing TBYMUK branding or representation.

• Refrain from posting sensitive content or personal views under TBYMUK's name.

• Only offer crisis support if appropriately trained; signposting is encouraged.

• Disclose safeguarding concerns if someone is at risk of harm.

• Do not commit TBYMUK to any services or financial obligations.

• Refer media enquiries to contact.tbymuk@gmail.com.

• Handle complaints following organisational procedures.

• Report to regional safeguarding officer in cases of potential suicide risk.

• Refer donations and gifts to contact.tbymuk@gmail.com.

• Disclose past and future criminal records as per our policy.

• Handle personal data in compliance with Data Protection and GDPR.

• Do not claim TBYMUK assets or change passwords without approval.

• Engage in constructive communication and attend meetings.

Appendix 2 - Health and Safety

• Prioritise personal health and safety, avoiding risky situations.

• Use caution when meeting unfamiliar colleagues; inform someone of your whereabouts.

• Adhere to our H&S Policy.

• If working at a desk, be prepared for remote desk assessments.

• Prioritise your well-being, report strain immediately.

Appendix 3 - Equal Opportunities

• Uphold our commitment to equality and diversity.

• Refrain from unlawful discrimination or harassment based on protected characteristics.

• Ensure a respectful and inclusive work environment.

• Seek to make opportunities and growth available to all volunteers.

• Collaborate to maintain fairness and diversity within the organisation.

Appendix 4 - Legal

At Take Back Your Mind UK, we recognise the importance of clarity regarding the legal aspects of volunteer engagement. This section outlines key points to ensure transparency and understanding:

Volunteer Status: Volunteers participating in Take Back Your Mind UK activities are not paid employees and, therefore, do not receive financial compensation for their services.

Insurance: View

Reward Mechanisms: Any rewards or perks provided to volunteers are discretionary and not automatic rights. These may include recognition, certificates, or non-monetary tokens of appreciation.

Voluntary Exit: Volunteers retain the right to exit voluntarily from their engagement at any time without compromising their standing within the organisation. While involvement is encouraged, we understand that individual circumstances may vary.

Document Updates: All documents, including this agreement, are subject to updates. Timely communication will be provided to volunteers to keep them informed of any changes that may impact their engagement.

By engaging as a volunteer with Take Back Your Mind UK, you acknowledge and agree to the terms outlined in this legal appendix. If you have any questions or concerns about the legal aspects of your volunteer engagement, please feel free to reach out to our Human Resources department. These appendices provide essential guidelines for your volunteer engagement. Remember, TBYMUK highly appreciates your dedication and the value you bring to our mission. Your role, no matter how small or significant, contributes to our collective impact.