CODE OF CONDUCT

Volunteers are expected to adhere to a code of conduct that promotes a respectful and collaborative atmosphere. This includes treating fellow volunteers, staff, clients, and stakeholders with dignity and kindness. Discrimination, harassment, and any form of inappropriate behaviour will not be tolerated.

The Code of Conduct is as stipulated below:

Purpose: This Code of Conduct outlines the expectations for behaviour and ethical standards for volunteers associated with PLO LUMUMBA FOUNDATION.
Adhering to this code ensures a positive and respectful environment for all individuals involved in the Foundation.

Respect for All:
Volunteers are expected to treat all individuals with respect, kindness, and consideration. Discrimination, harassment, or any form of disrespectful behaviour based on race, ethnicity, gender, religion, sexual orientation, disability, or any other characteristic will not be tolerated.

Professionalism:
Volunteers should conduct themselves in a professional manner at all times. This includes punctuality, appropriate attire, and effective communication. Maintain a positive representation of the foundation in all interactions.

Confidentiality:
Respecting the confidentiality of sensitive information is paramount. Volunteers may have access to confidential information about clients, staff, and organisational operations. Volunteers are expected to keep this information confidential and not disclose it to unauthorised individuals.
Integrity:
Volunteers are expected to act with honesty and integrity in all aspects of their involvement with the Foundation. This includes accurately representing their skills and qualifications and being transparent about any potential conflicts of interest.

Accountability:
Volunteers are accountable for their commitments. This includes fulfilling agreed-upon responsibilities, meeting deadlines, and communicating promptly if issues arise that may impact their ability to fulfil their obligations.

Communication:
Open and effective communication is essential. Volunteers should actively communicate with staff, coordinators, and fellow volunteers. Promptly report any issues, concerns, or changes in availability to ensure smooth collaboration.

Responsible Use of Resources:
Volunteers should use organisational resources responsibly. This includes but is not limited to physical resources, such as equipment and materials, as well as intangible resources, such as time, expertise and intellectual property.

Safety:
Volunteers are responsible for their safety and the safety of others. Report any safety concerns, accidents, or incidents promptly to the designated staff member. Follow all safety guidelines and procedures provided by the foundation.

Compliance with Policies and Laws:
Volunteers must adhere to all the foundation’s policies and relevant laws. This includes but is not limited to anti-discrimination policies, safety protocols, and any other policies outlined in this document.

Termination of Engagement:
Failure to comply with this Code of Conduct or any of the organisation policies may result in the termination of the volunteer relationship. The termination process will be fair and transparent, following the policies outlined in this document and as may be communicated from time to time.

Continuous Improvement:
Volunteers are encouraged to provide feedback and suggestions for continuous improvement of the volunteer program and adherence to the Code of Conduct.

COMMITTMENT:
Volunteers are encouraged to commit to the agreed-upon timeframes and responsibilities outlined in their volunteer position descriptions. If unforeseen circumstances arise, volunteers are expected to communicate promptly with the relevant coordinator or supervisor.

SKILL DEVELOPMENT:
The foundation is committed to providing opportunities for skill development and learning. Volunteers are encouraged to express their interests and identify areas for growth. The foundation will strive to offer relevant training and resources to enhance volunteers' skills.

RECOGNITION:
Volunteers are vital contributors to the foundation's success, and their efforts will be recognized and appreciated. The foundation will implement a recognition program to acknowledge and celebrate volunteer contributions regularly.

TERMINATION:
In cases where a volunteer's conduct or performance falls below expected standards, the foundation reserves the right to terminate the volunteer relationship. The termination process will be fair, transparent, and in adherence to the policies outlined in this document. The volunteer also holds a right to voluntarily terminate the relationship with the foundation.

GRIEVANCE PROCEDURE:
If a volunteer has concerns or grievances, the foundation has established a grievance procedure. Volunteers are encouraged to follow this process, ensuring a confidential and fair resolution of any issues;

Purpose: This Grievance Procedure provides a structured process for volunteers associated with the PLO LUMUMBA FOUNDATION to address and resolve grievances in a fair and confidential manner.

i) Informal Resolution:
Volunteers are encouraged to attempt an informal resolution of their concerns before initiating the formal grievance procedure.
(a) Communication:
Discuss the concern with the immediate supervisor or coordinator involved in the volunteer's role.
Express concerns clearly and provide details about the issue.
(b) Mediation:
If the initial discussion does not lead to resolution, seek mediation through a neutral third party, which may be another staff member or a designated mediator.



ii) Formal Grievance Procedure:
If the grievance remains unresolved after attempting informal resolution, the volunteer may proceed with the formal grievance procedure.
(a) Written Complaint:
Submit a written complaint to the Volunteer Coordinator or designated staff member overseeing volunteer management.
Clearly outline the nature of the grievance, including relevant details, dates, and individuals involved.
(b) Investigation:
The Volunteer Coordinator or designated staff member will conduct a thorough and impartial investigation into the grievance.
All parties involved will be interviewed, and any supporting documentation will be considered.
(c) Resolution Meeting:
Schedule a resolution meeting to discuss the findings of the investigation with the volunteer and any relevant parties.
Facilitate a constructive dialogue to explore potential resolutions.
(d) Decision:
The Volunteer Coordinator or designated staff member will make a decision based on the investigation and resolution meeting.
The decision will be communicated in writing to the volunteer within a reasonable timeframe.

iii) Appeal Process:
If the volunteer is dissatisfied with the resolution provided, they may appeal the decision.
(a) Written Appeal:
Submit a written appeal to a higher-level staff member within the foundation, such as an executive director or senior manager.
Clearly state the grounds for the appeal and any additional information supporting their case.
(b) Review:
The higher-level staff member will review the grievance, the investigation findings, and the initial resolution.
Conduct any additional inquiries deemed necessary.
(c) Final Decision:
Communicate the final decision of the appeal in writing to the volunteer within a reasonable timeframe.


iv) Confidentiality:
All parties involved in the grievance procedure, including the volunteer, staff members, and witnesses, are expected to maintain strict confidentiality throughout the process.
v) Records
Documentation related to the grievance, including written complaints, investigation findings, and resolutions, will be kept confidential and stored securely. Access to this information will be restricted to individuals directly involved in the grievance procedure.
vi) Non-Retaliation:
No volunteer will face retaliation for filing a grievance in good faith. Retaliation against a volunteer for raising a concern or filing a grievance is strictly prohibited.

CONTINUOUS IMPROVEMENT:
This policy will be regularly reviewed and updated to reflect changes in the Foundation’s needs, volunteer feedback, and best practices. Volunteers are invited to provide feedback and suggestions to contribute to the ongoing improvement of the volunteer program.

AGREEMENT:
By engaging as a volunteer with the PLO LUMUMBA FOUNDATION, individuals agree to abide by this Volunteer Engagement Policy and any other relevant policies established by the foundation.

In checking the box above, you agree and confirm that all community service reports are true and accurate. You acknowledge that your service advisor may reach out to the location to confirm your participation.