When the time comes for a volunteer to leave us, we make sure they know their time and commitment has been appreciated. We also give them the opportunity to give us feedback on volunteering with us and advise that, if they request one, we can provide a reference.
There are a number of steps we must all follow when a volunteer leaves us. We have different processes for group volunteers and volunteers in non-group roles.
Volunteers who are leaving will receive a thank you email inviting them to complete a short online survey. A thank you letter and a copy of the survey will be posted to volunteers without an email address.
You must be mindful of our data protection responsibilities when a volunteer leaves. As part of our exit process, you must ensure the leaving volunteer no longer has access to our online tools and other systems.
- Find out more about Handling data
Closing their record
Changing your passwords
If the leaving volunteer has access to your group's online tools, you will need to change your account passwords when they leave:
Finance Volunteers and account signatories
- Bank account signatories
- Correspondence address (Finance Volunteer only)
- HMRC Gift Aid registration (Finance Volunteer only)
A volunteer may ask us to provide a reference to support them to start training, employment or study. This should normally be provided by the volunteer or staff member who knows the individual best.
We only provide factual references. You must not give a subjective character reference on our behalf.
If your group provides services and activities, your Local Networks Officer is available to help you when a volunteer leaves. If you are part of a dedicated Fundraising Group, contact your Area Fundraiser for support.
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