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Archives and Special CollectionsÌýÌý

Volunteering PolicyÌý

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1. ±õ²Ô³Ù°ù´Ç»å³Ü³¦³Ù¾±´Ç²ÔÌý

2. Aims and objectivesÌý

3. Principles of good practiceÌý

4. Recruitment and selectionÌý

5. Volunteer tasksÌý

6. Training and development opportunitiesÌý

7. Health and SafetyÌý

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Document ControlÌý
File NameÌý	Archives and Special Collections Volunteering PolicyÌýÌý
Original Author(s)Ìý	Head of Archives and Special CollectionsÌýÌý
Current Revision Author(s)Ìý	Archives and Special Collections ManagerÌý
StatusÌý	Approved by Collections and Cultural Affairs Task Group 19 December 2022.Ìý
DistributionÌý	BU Digital ServicesÌýÌý
AuthorityÌý	Archives and Special CollectionsÌý

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VersionÌý	DateÌý	Author(s)Ìý	Notes on RevisionsÌý
0.1Ìý	March 2016Ìý	Head of Archives and Special CollectionsÌý	Approved June 2016Ìý Ìý
0.2Ìý	June 2016Ìý	N/AÌý	Policy was Equality Impact Assessed by Gwawr GriffithsÌý
0.3Ìý	April 2019Ìý	Archives and Special Collections ManagerÌý	Reviewed – no changes madeÌý
0.4Ìý	April 2022Ìý	Manager of the Archives and Special CollectionsÌý	Revised to reflect BU’s Strategy 2030 and to clarify that students and community members can volunteer. Also, reference is made to the option of remote working from home and the Conservation Induction ChecklistÌý

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Review date : April 2025Ìý

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1. ±õ²Ô³Ù°ù´Ç»å³Ü³¦³Ù¾±´Ç²ÔÌý
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A volunteer is a person who undertakes voluntary work on behalf of the Archives and Special Collections through choice, with no contract of employment and without expectation of financial remunerationÌý

The Archives and Special Collections has benefited considerably from the services of volunteers and individuals on work placement/experience over the years and wishes to maintain its current good level of volunteer support. The latter are a valued resource which complement and add to the work of office staff. The Archives and Special Collections wishes to support and encourage volunteers and to foster a mutually beneficial environment where both parties gain from the relationship. We hope also that volunteering at the Archives and Special Collections will provide a rewarding and enjoyable experience.Ìý

The Archives and Special Collections is a small office and works under considerable space constraints in its current premises. It also has no dedicated space for volunteers meaning that volunteers and paid staff would need to occupy the same working areas. Volunteers can also present a considerable challenge to the Archives and Special Collections team in terms of the staff time necessitated for supervision and management. Therefore, careful consideration must be given to how many volunteers we can accept at any one time. We would also need to discuss the exact terms on which any volunteering session is commenced in order that both the volunteer and the Archives and Special Collections respectively are clear about its duration and content.Ìý

2. Aims and objectivesÌý

Offering voluntary work opportunities to BU students and members of the community at the Archive and Special Collections, will assist Â鶹´«Ã½¸ßÇå°æ to achieve some of its key strategic priorities as highlighted in BU’s Strategy 2030, namely to provideÌýÌý

• an excellent student experience by continuing to support student volunteering activities to promote engagement between students and the community contributing towards a Wales of cohesive communitiesÌý

• a thriving Welsh language and bilingual environment by strengthening our relationship with communities throughout north WalesÌý

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Our main aims are :Ìý

• to establish a framework for recruiting, supporting and managing volunteersÌý

• provide guidance and direction to staff and volunteersÌý

• to recognise that the purpose of voluntary work is to contribute to the work of the Archives and Special Collections and not to replace the work of paid staffÌý

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3. Principles of good practiceÌý
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• policy and procedures on volunteers will be monitored and reviewed regularlyÌý

• priority tasks for volunteers will be identified regularlyÌý

• training needs for volunteers will be identified regularlyÌý

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4. Recruitment and selectionÌý
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• Â鶹´«Ã½¸ßÇå°æ Archives and Special Collections aims to recruit volunteers from all sections of the communityÌý

• Equal opportunities principles will be adhered to when recruiting volunteersÌý

• Placements will be for a probationary 28 day periodÌý

• Recruitment of volunteers will be carried out through on-line / printed advertisements and informal contact within the existing user community.Ìý

• All prospective volunteers will be interviewed to discuss their skills, roles and expectationsÌý

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5. Volunteer tasksÌý

It is our aim to provide all volunteers with a varied programme of activities, based on their abilities and skills. Where possible, every attempt will also be made to tailor the work according to the interests of the volunteer. Tasks that can be carried out remotely by our volunteers will also be offered with regular meetings held online or in person to monitor progress.Ìý

Tasks allocated to volunteers fall under the following categories : Ìý

Conservation and collection careÌý

• Cleaning and packaging of documentsÌý

• Re-boxing and labelling of collectionsÌý

• Creation of custom made archival foldersÌý

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Listing of materialÌýÌý

• Basic listing work under the direction of a suitably qualified professional archivistÌý

• Typing of historical cataloguing slips into word tableÌý

• Data inputting into excel spreadsheet of historical paper catalogues for uploading onto CALM database by staff.Ìý

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Marketing and promotionÌý

• Assisting during open days, public lectures etc.Ìý

• Creating content for webpages and social mediaÌý

• Creating promotional material e.g. posters / leafletsÌý

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Answering queries and research workÌý

• Answering simple queries relating to the archival collectionsÌý

• Conducting research in preparation for future exhibitions or promotional materialÌý

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AdministrativeÌý

• Photocopying and scanning of documentsÌý

• Scanning of historical files relating to accessioning of materialÌý

• Gathering of statistical informationÌý

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6. Training and development opportunitiesÌý
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• All volunteers will have to attend induction training providing them with an overview of the department – our work and the types of collections that we hold as well as Health and Safety issues such as manual handling and basic conservation information (see Conservation Induction Checklist)Ìý

• Volunteers involved in basic listing work will be provided with an introduction to our cataloguing policy and our in-house cataloguing guidelines.ÌýÌý

• Volunteers involved in cleaning and packaging of documents will be trained by archival staff who have attended NCS training session on cleaning and packaging.Ìý

• A member of staff will be appointed to supervise and set work for the volunteerÌý

• Any work produced will be the property of Â鶹´«Ã½¸ßÇå°æ ArchivesÌý

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7. Health and SafetyÌý
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Volunteers will not be placed in situations that will put their health and safety, or that of others at risk. Volunteers must comply with the University Health and Safety Policy requirementsÌý

8. Expenses Ìý
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The Archives and Special Collections is not able to pay travel expenses (between home and the Archives and Special Collections) or subsistence to anyone working as a volunteer.Ìý

9. ±õ²Ô²õ³Ü°ù²¹²Ô³¦±ðÌý
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Volunteers will be indemnified against third party claims under the University’s Public Liability Insurance while carrying out their duties.Ìý

10. Contact Ìý
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Anyone interested in volunteering at the Archives and Special Collections is requested to complete aÌý Volunteer Enquiry Form (available online and at the Archives and Special Collections) and return it in person or by email archives@bangor.ac.ukÌý