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Provider Terms and Conditions

This document outlines the accountability and responsibilities for both Sheffield Hallam Student's Union and any organisation that partners with us and recruits volunteers using our service. It ensures that a commitment is made to ensuring good practice when working with students. 

Sheffield Hallam Students' Union agrees to:

  • Provide a free and professional brokerage service
  • Support you to recruit volunteers for your voluntary group, charitable organisation, statutory body, social enterprise or other not-for-profit organisation operating in Sheffield
  • Notify you via email when a student has expressed an interest in your opportunity
  • Provide a staff contact to assist you with recruitment
  • Provide on-going support to student volunteers, giving them the opportunity for feedback and assistance in solving any issues
  • Where appropriate, provide any guidance to the organisation that may result in more interest from student volunteers
  • Invite you to recruitment fairs
  • Contact you regularly throughout the year.

Partner organisations agree to:

  • Provide volunteering opportunities which are appropriate for students that fit alongside their studies
  • Contact any interested students within 7 working days of receiving their application
  • Keep an up-to-date record of any volunteers with you from Sheffield Hallam and monitor their hours
  • Provide a named supervisor for the volunteer
  • Cover expenses for volunteers (travel, and a meal where applicable) if your organisation has paid staff (unless pre-agreed with a member of The SHSU Volunteering Team)
  • Inform students of the support services available to them both from yourselves and from Sheffield Hallam Student's Union Volunteering
  • Maintain on-going communication with Sheffield Hallam Student's Union regarding volunteer recruitment and applications
  • Keep Sheffield Hallam Student's Union up to date with any changes in the role as it is advertised on our website
  • Take responsibility for recruiting volunteers. Sheffield Hallam cannot guarantee a student's credibility for a particular role. In special circumstances and by prior arrangement, we can have an informal chat with students before you meet them but ultimately the decision is yours
  • Have a health and safety policy (or have a health and safety statement in your volunteering policy), and make sure the appropriate risk assessments are carried out
  • Provide an adequate induction for new volunteers and full training as necessary 
  • Have an equal opportunities statement or policy (or equal opportunities statement in your volunteering policy) 
  • Have an up-to-date GDPR policy (or a GDPR statement in your volunteering policy)
  • Have up-to-date liability insurance, and keep the copy held on your provider account up-to-date.
  • Provide any policy and insurance documents requested when creating your provider account - you will be asked to upload a volunteering policy when creating your account. Where you do not have a GDPR policy, health and safety policy or equal opportunities policy, these areas must be addressed in your volunteering policy. 
  • If any issues or problems arise, discuss this with Sheffield Hallam Student's Union as soon as possible to mutually determine the action to be taken from both organisations
  • Undertake DBS checks, and provide safeguarding briefing where applicable
  • Follow your own safeguarding policy but inform Sheffield Hallam Student's Union as soon as possible if a safeguarding issue arises
  • Ensure that all staff supporting students from Sheffield Hallam are aware of this agreement and follow it in practice. If there is a change of staff, it is your responsibility to pass this information on or to ask them to get in touch with us