IP1 Volunteer Handbook

8/14/2019 IP1 Volunteer Handbook

1/12

Volunteer Policy/HandbookEverything you need to know when becoming an IP1 Volunteer


2/12

contentsIntroduction

Voluntary Work Currently AvailableHow to become an IP1 Volunteer/ Recruitment And Selection Procedure Guidelines

Induction ChecklistVolunteer Managers Induction Checklist

Who Are Your Main Contacts?IP1 Trustees

Freedom O SpeechYou Can Say NO

Training

Award SchemesYour Responsibilities To IP1

What You Can Expect From UsSupport

ExpensesVolunteer Records

Equal OpportunitiesContinuous Proessional Development

Confdentiality AgreementData protection Policy In Accordance With The 1998 Data Protection Act

Personal PropertyDisabled Access

SmokingAlcohol and Drugs

Fire SaetyFirst Aid


3/12

IntroductionAs an IP1 volunteer you will

contribute to innovative, exciting,creative media projects. We willendeavour to help you build upa portolio o work and developtranserable skills that willsupport any work/educationopportunities you get in themedia. A placement at IP1 is un,youll meet like-minded peopleand it will aid your proessional

development.


4/12

Section 1:Becoming a Volunteer


5/12

A volunteering placement at IP1 is about playingto your strengths and building up your skills withina proessional setting. We want you to take owner-ship over the projects youre involved in and helpdevelop them and even suggest your own.

Voluntary Work

Currently AvailableContributing to IP1 magazine is by ar our

most popular project. Most volunteers get involvedin some way with the production o the magazine.The roles available include:

JournalismPhotography

Graphic Design

IllustrationPicture Editing

Sub-EditingProoreading

Our website is also a big part o what we doand is something you might want to get involvedin. The site is constantly evolving so there is alwayswork to be done. Web roles might include:

CopywritingWeb design

Web administrationPhotography

Illustration

Our marketing is also very important. We arealways rereshing our image so that we appeal toa diverse group o people. Roles in marketing mayinclude:

CopywritingDesign

IllustrationPhotography

Research/FeedbackConcepts or marketing

You could also get involved in our illustratorscollective. We are running a collaborative projectwith an end goal o producing an illustrators and

artists workbook, a high quality publication that wewill sell at events in the area. In order to contributeartists/illustrators must commit to selling limitededition prints o their work in order to raise unds orthe publication.

We are also keen to hear your thoughts andsuggestions. Tell us what creative projects you thinkIP1 should be running and i lots o the team agreewe will do our best to acilitate them.

Who Are Your

Main Contacts?Howard Freeman

Project Manager and [email protected]

(First Aid)

Leah KurtaVolunteer Co-ordinator and Commercial Manager

[email protected]

Other Management Personnel

Tom JubyWeb Manager

[email protected]

Joel KurtaDistribution Manager

[email protected]

Greg ZbrozekImage Editor

[email protected]

Chris PlowmanDesign Manager

[email protected]

IP1 Trustees

Tom Juby Chair: Freelance Web DeveloperBrian Holder: Sustainability Ofcer UCS

Julia Devonshire: Projects Ofcer The Town HallGalleries

Greg Zbrozek: IP1 Image Editor and Founder oDrop Out Studios videoproduction company

Lauren Coles: IP1 volunteer


6/12

Case Studies:

I youre thinking about joining our team as a volun-teer these case studies might help convince you!

Name: Patricia Vaz Ferreira Age: 17Working as a volunteer with IP1 has been very

benefcial to me as I am now able to appreciatea much wider variety o art, literature and musicwhich has had an eect on the people I nowsocialise with.I recommend it to anyone interested in being part oa group with a great dynamic and variety o tastes.It allows you to establish good riendships as wellas recognise much o the hidden talent both withinyou and your local area.

Katy Wilkie Age: 18Volunteering or IP1 magazine was a step to gettingsome experience beore going to university, with theprospect o working as a journalist ater my degree.I have also been studying art and photography atcollege, and as a hobby at home, which I wanted tocarry on in a more structured way.

Joel Kurta Age: 19

I currently manage the distribution or IP1 but Istarted here just writing the odd music review,beore moving on to write articles. There areopportunities to get involved in all the dierent as-pects o a working magazine. Ive alsopreviously taken on the role o Music Editor andused my work to go on and get experience at aproessional drumming magazine.

Sam Catling Age: 18I think that seeing how a magazine is put togetheris really helpul, as I now have valuable industryexperience. In team meetings everyones ideas arethrown together to make it as attractive andappealing as possible. Ive also gained experienceby being allowed to choose what I write about.There is so much choice including; reviews, inter-views, and even writing my own short story.

Matthew Wyard Age: 18Ive been a volunteer at IP1 or the past couple omonths and joined wanting to continue creativewriting ater fnishing an English A-Level and to helpkeep mysel busy beore going o to university. Soar, I have written an album review o Ipswich basedband Blacktop Harrisons sel titled debut album.

This suited me down to the ground as I have a keeninterest in music; especially in the rock genre andmusic I was given was selected or my tastes andknowledge. I would defnitely recommend gettinginvolved in IP1 or anyone with a passion or writing.

How To Become An IP1Volunteer: Recruitment AndSelection Procedure

Register your interest there are a ew ways you cando this Onlinewww.ip1zine.com/getinvolved Phone01473231079

Inpersoncallintoourofce

I you are suitable you will be asked to attend aninormal induction meeting and fll out a volunteerapplication orm in person at the IP1 ofce in Ips-wich town centre.

We believe that everyone wanting to volunteer withus has something to oer. We have a selectionprocess relative to our projects and target groups.All volunteers are given the opportunity to help planand develop projects and those who excel in theirwork and prove themselves to be reliable may alsobe asked to join the management team.


7/12

Induction Checklist

All voluntary placements at IP1 begin with a shortinduction. Here is what your induction will cover.

1. You will be given a volunteer application orm.

2.HowardorLeahwilltellyouabitabouttheorganisation.

3.HowardorLeahwilltellyouaboutyourrequirements as a volunteer and what you canexpect rom us.

4.Youwillbegiventhechancetotalkaboutyourinterests and reasons or wanting to join the IP1team.

5. You will be shown the equipment available or allvolunteers to use and Howard or Leah will ex-plain the signing in and out process.

6. You will be signposted to all the necessaryinormation to do the voluntary work you are set:eg, your unique login details or the volunteersection on our website.

7. You will be told where you can fnd all health and

saety and emergency procedures. Copies othese procedures will be provided or you wherenecessary.

8. You will be inormed o what insurance cover is inorce and what you need to do in order to remaincovered by insurance.

9. You will be advised to inorm the benefts ofcethat you are doing voluntary work, i relevant.

Volunteers wishing to take up positionsin management should be aware that IP1 hasclear criteria in terms o skills and abilities neededagainst which we asses volunteers suitability orparticular roles. Management candidates arerequired to attend a short interview conducted byHoward or Leah and a member o the IP1management team beore the position is approved.Management volunteers are also required to havean Enhanced CRB disclosure which we will sort out

or you i required. IP1 will take up reerences ormanagement candidates where appropriate.I you are unsuccessul in applying or a role inIP1s management team we will give you eedbackdetailing why.

Volunteer ManagersInduction Checklist

1. You will be given the chance to talk about yourinterests and reasons or joining the IP1management team.

2.HowardorLeahwilltellyouwhatisrequiredof

you in your new role.3.Youwillbegivenariskassessmentrelevantto

your role.4.Youwillbegivenallthenecessaryinformation

and equipment to do the voluntary work set.5. You will be inormed o what insurance cover is in

orce and what you need to do in order toremain covered by insurance.


8/12

Section2:What you can expect rom aplacement at IP1


9/12

Award Schemes

Training and accreditation is a new scheme. Byaccrediting your work we provide you with a nation-ally recognised qualifcation, this may help you geturther work experience or gain employment in thecreative media sector.

IP1 recognises the value o volunteers contributionsto the magazine and the project overall. As a wayo giving you a ormal qualifcation that is nation-allyrecognised,IP1offervolunteersaged16-25the chance to complete an Arts Award at either aBronze or Silver level. The Arts Award is a nationalqualifcation, which recognises how young peoplecan develop as artists and arts leaders.

For more inormation on the Arts Award please go

to www.artsaward.org.uk.

Your Responsibilities To IP1

1. To attend weekly team meetings when you can2.Toletusknowifyoucannotattendteammeet-ings or any other scheduled meeting, either byphone, text or email.3.Toworktodeadlinesthatwesetandensureyou

give us at least one weeks notice, i or any reason,you think you cannot make that deadline.4.ToabidebyIP1scodesofpractice,policiesandprocedures including (Confdentiality, Equal Oppor-tunities, Health and Saety etc.) These documentsare available at your request.

We want you to have a high quality volunteeringexperience, which is why on a placement with usyou can expect the ollowing things:

Freedom o Speech

As an IP1 volunteer we want to hear your views and

opinions on our project. So, every Thursday at 7pmwe hold team meetings in which we encourageyou to share your thoughts with us (meetings lastanytimebetween1-2hours).Wealsohavevolun-teer orums where you can discuss your thoughtsand get eedback on your work as without youreedback and ideas we cant grow and develop asan organisation.

You can say NO

We understand that every volunteer has dierentstrengths and abilities. When volunteering with usyou are under no obligation to do anything youeel uncomortable with. We understand that newvolunteers may need time to settle into their role soplease let us know i you cant manage a task weset you. The team will always give you help i youask or it on tasks you cant complete.

TrainingThere is no compulsory training required to becomean IP1 volunteer. Previous experience can in somefelds be helpul but is not always necessary. All weask is that you are reliable and enthusiastic!

IP1 oers ongoing media training but currently wedo not oer any ormal training courses.

Portolios

One o the most important things you will do whilstvolunteering with us is to build up a portolio o yourwork. This will be invaluable to you when looking oruture employment, education or work experienceopportunities, particularly within a creative mediasetting. Many IP1 volunteers have gone on to gainpaid employment or university and college places

as a result o volunteering with us. We will be happyto supply you with PDFs o your work and we en-courage all volunteers to keep a older o their work.


10/12

What You Can ExpectFrom Us

1. A high quality, volunteering placement designedwith your aims in mind.2.Asupportiveenvironmentwhereyoucanlearnand grow in confdence and ability.

3.Individualsupportandguidancewithyourworkrom Howard or Leah or another appointed man-ager. This can include one to one meetings or teammeetings.4.Eachweekminutesfromourweeklymeetingswill be circulated to you. They provide inormationo any changes to the organisation that may aectyou and details o decisions made at the meeting.We recommend that everyone reads them, it willhelp you keep up to date.

5. We will endeavour to ensure your proessionaldevelopment is one o our main priorities.6. Volunteers may claim back their expenses whentravelling7. A reerence on completion o your placementshould you want one

Support

All volunteers have Howard or Leah as their MainContact. I you are fnding your work demanding ordifcult, Howard or Leah will be on hand to supportyou and help you with any problems you may have.

Expenses

IP1 will reimburse volunteers expenses. Expensesmust be claimed with a receipt and by flling out anexpense claim orm. Typical expenses include travelcosts when coming to meetings and lunch or re-reshments whilst you are working or IP1. I you areunsure what expenses you can claim back, pleasetalk to Howard o Leah.

Volunteer Records

In order to ensure that a record is maintained ovolunteers work and progress, a personal recordis established or each volunteer. This fle includesa volunteer application orm and details about yourplacement


11/12

Section3:Our Policies and Procedures


12/12

All personal inormation given by volunteers to IP1is held manually in a locked fling cabinet and in anelectronic password protected document. The datais or administration use only.

Personal Property

Volunteers are responsible or the care and sae-

keeping o their personal property whilst on IP1premises. We expect volunteers to make adequateinsurance arrangements or their property. IP1 ac-cepts no responsibility or loss or damage o per-sonal property brought on to IP1 premises.

Disabled Access

The IP1 ofces have disabled access rom 9am 4.30pm.Wecannotofferdisabledaccessafterthis

time as our ofces are above a bank. We do nothold our own key and this arrangement is some-thing that we cannot change. Should the situationarise that a disabled volunteer would like to be-come involved in our project we will endeavour tomake alternative arrangements or weekly meet-ings.

Smoking

There is a strictly no smoking policy in the IP1 ofces.

Alcohol and Drugs

IP1 is sensitive to issues surrounding drugs andalcohol. We will seek to provide any volunteer withoutside help should it be necessary. Volunteersworking on the IP1 project are advised to be reerom the eects o drugs and alcohol.

Fire Saety

Fire is a risk to all volunteers and sta members. IP1will ensure that appropriate instruction is given toall volunteers on the premises regarding evacua-tion procedures. The fre assembly point is outsideClinton Cards on the Cornhill.

First AidIP1 will make all volunteers aware o where thefrst aid points are. Howard Freeman is the frst aidprovider.

Underpinning our organisation are key policies andprocedures that all volunteers and sta abide by.These policies make sure we operate airly and inthe best interests o everyone involved. They are asollows:

Equal Opportunities

IP1 actively engages volunteers rom a wide rangeo backgrounds and abilities and commits to thenecessary resources intended to promote diversityand encourage participation in volunteering by all,regardless o background or abilities.

Continuous ProessionalDevelopment

While volunteering or IP1 your continuous proes-sional development is o great importance to us.We want to support and empower you so that yougrow in confdence and ability. At IP1 you can expectto develop your creative abilities with support romthe IP1 team. At IP1 you will to conduct in meetings,communication and management skills. We canalso put you in contact with people in the mediaand arts industries locally as well as support you inany other work placement you chose to do.

Confdentiality Agreement

IP1 sta and volunteers will not disclose any per-sonal details o service users to outside parties. Wedo ask however, that we can share details such asyour phone number or email address with othervolunteers that you may be work with.

The confdentiality o service users or personnel will

only be breached i any inormation received by IP1sta and volunteer mangers raises a concern orthe saety or wellbeing o an individual.

IP1 is aware that personal details o volunteers maybe used in an improper way. The service will there-ore take steps under the Data Protection Act 1998to protect this inormation.

We ask that as a volunteer you do not discuss IP1

projects that are unconfrmed or pending undingwith outside parties.

Data Protection Policy In Accordance With TheData Protection Act 1998

Documents

IP1 Volunteer Handbook