Colleague Volunteering and Fundraising Policy

As a co-operative, supporting local charities and good causes in the areas we trade is fundamental to our mission to be a successful co-operative. The Society supports colleagues who undertake volunteering work in their local community. This policy provides information on the principles and guidelines for colleague volunteering and fundraising.

This policy applies to all employees (whether employed on a full-time, part-time, fixed term or permanent basis). It does not apply to agency workers or self-employed contractors. Failure to comply with this policy is likely to result in disciplinary action.

This policy does not form part of any contract of employment and the Society may amend it at any time.

Volunteering

Colleagues are entitled to a maximum of 22.5 hours of paid volunteering time each year (pro-rata), known as ‘community hours’.  Community hours can be carried out within a colleague’s normal hours of work, this time is to perform volunteer work with local charities and good causes in the areas where we trade.

Community hours may only take place outside of normal working hours where the colleague has obtained prior agreement from their line manager. In those circumstances, those community hours can be taken as time off in lieu as agreed with the colleague’s line manager.

Colleague community hours include any community activity that may be carried out on or off site, but that clearly takes the colleague away from their normal operational role. Fundraising, or raising awareness can also be recorded as community hours.

Community activities include but are not limited to, community care work; environmental work and conservation projects; fundraising for community projects or charities; and the administration of public events. Colleagues may perform their community hours by undertaking activities linked to local community partnerships supported by their site or through existing links colleagues may already have with a local group.

Time-off requests related to public duties are covered in the Special Leave Policy and therefore should not be considered under this policy. Please refer to the Special Leave Policy for further details.

Colleagues must discuss the volunteering activity with their line manager and agree the dates and times they will be away before undertaking any activity.

To submit volunteering hours or find out more information on how to volunteer please visit the volunteering page on Colleagues Connect. Colleagues can also use volunteering websites to find local opportunities or talk to the Society customers and members.

Fundraising

Fundraising can also be recorded as community hours. The fundraising activity must be pre agreed in advance with the colleague’s line manager and the money raised must be in aid of, and donated to, a Society related charity as part of the Society’s Community strategy (National approved charity or agreed charity partner). Only the hours given on the day of the event, and worked, are recorded as community hours. 100% of the funds raised must be donated to the Society related charity.

Examples of fundraising activities colleagues are currently undertaking as formally recorded ‘community hours’ include marathons or other such personal challenges for agreed Society charity partners (local or those legacy charities). For marathons, only the hours given on the day of the event will be recorded as ‘community hours’ (up to a maximum of 10 hours for a full marathon and 5 hours for a half marathon plus any travelling time to the events). Training for these events cannot be recorded as community hours. Organised counting of Poppy Appeal Funds or other Society supported charity collections can also be formally recording as community hours.

Personal Fundraising

The Society recognises that colleagues may wish to undertake personal fundraising activities which are not linked to a Society related charity as part of the Society’s Community strategy (approved charity or agreed charity partner). It is important that colleagues understand that such personal ventures cannot be formally recorded as ‘community hours’ for which the colleague receives pay.

Conduct

Colleagues undertaking volunteering activities approved by the Society are reminded that they will be representing the Society. Colleagues are required to comply with the principles outlined in this policy and all Society policies and procedures for the duration of the activity.

Community hours must take colleagues away from their normal day to day duties – either being conducted during their normal contracted working hours or as agreed time off in lieu.

Additional Support

If you are unsure as to whether a volunteering or fundraising opportunity meets Society guidelines please speak to your manager or contact the Community Team on communityteam@midcounties.coop or call 01902 492235 and a member of the team will be able to advise you.