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When a volunteer leaves

When the time comes for a volunteer to leave us, we all follow our exit processes to ensure they know their time and commitment has been appreciated, and to remove them from any MS Society systems they no longer need to use.

See Group Handbook C1 - Volunteering with us

  1. Our exit processes
  2. Closing a volunteer record
  3. Giving us feedback
  4. Providing a reference
  5. Need support?

Our exit processes

We have two exit processes, depending on the role of the leaving volunteer. Contact your staff support if you are unsure which process to follow.

  1. See our Exit process for local volunteers
  2. Go to our Exit process for non-local volunteers

Closing a volunteer record

You must be mindful of our data protection responsibilities when a volunteer leaves.

Contact our Supporter Care Team to close their volunteer record as soon as possible to ensure they no longer have access to our online tools (including MS Society email, Online Accounting, Online Recruitment, Portal and Web to Print), and other systems.

  1. Find out more about Handling data
  2. Get contact details for our Supporter Care Team

Changing your passwords

If a leaving volunteer has access to any shared resources (such as your Online Shop account), you will need to change your account passwords when they leave.

Finance Volunteers and other account signatories

If a Finance Volunteer or another account signatory leaves, you must also contact our Finance Support Team to update the following:

  • Bank account signatories
  • Correspondence address (Finance Volunteer only)
  • HMRC Gift Aid registration (Finance Volunteer only)
  1. Get contact details for our Finance Support Team

Giving us feedback

When our Supporter Care Team closes a record, volunteers who are leaving receive a thank you email inviting them to complete a short online survey. A thank you letter and a copy of the survey are posted to volunteers without an email address.

Providing a reference

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.

  1. Read our guide to Providing a volunteer reference
  2. Download our Volunteer reference letter template

Need support?

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 or National Fundraising Manager for support.

  1. Get contact details for your Local Networks Officer
  2. Get contact details for your Area Fundraiser or National Fundraising Manager

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