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Volunteer Policies and Procedures

Please find below policies and procedures of The British Horse Society Volunteer Programme. These are supportive documents designed to help our volunteers carry out their roles. 

These documents are reviewed each year in November. If you have any suggestions for improvements to the documents or ideas for new documents that might be helpful please get in touch with the Volunteer Manager.  

Volunteer Policy

The BHS Volunteer Policy is the most important document here. It should be read by all volunteers and supersedes the 2015 Volunteer Agreement in terms of providing clarity for volunteers and employees who work with volunteers on expectations for behaviour, communications, expenses, confidentiality and health and safety whilst volunteering for the BHS

Volunteer Policy

Conflicts of Interest

It is important for any charity to understand where conflicts might exist, both with volunteers and employees, and to ensure nobody takes advantage of their role with the BHS. The Conflict of Interest Policy identifies exactly what constitutes a conflict and how volunteers should address those.

Once a conflict has been identified volunteers should complete the Conflict of Interest Declaration Form and send that to the Volunteer Manager. Registered conflicts will be kept on file for the duration of a volunteer's tenure with the Society and may be referred to if necessary in time. 

Conflict of Interest Policy

Conflict of Interest Declaration Form  

Health and Safety

The health and safety of all our volunteers is paramount. The policy below outlines how volunteers can stay safe in their roles and should be used whenever committees are meeting in a new place, for every new event or at any time it is deemed of value.

Health and Safety Policy  

Press and Communications

Our BHS HQ Marketing and Communications Department holds the job of maintaining the integrity and reputation of the Society and ensuring all communications are on message. To accomplish this we need the help of our volunteers who are often the front line of communication with BHS members and members of the public, who are active on social media as part of their role and who may be approached by members of the press to comment on local situations.

The Press and Media Policy defines how volunteers should relate to and communicate with the Press in a variety of situations. The Communications and Social Media Policy ensures our volunteers stay safe whilst communicating in the course of their role and on social media. Both documents are vital to ensuring clear, concise and positive BHS messages are in the public domain. 

Press and Media Policy

Communications and Social Media Policy

Social Media Guide 

To anyone involved in running or assisting with British Horse Society social media accounts in their nation, county, region or department.

We have created the guidelines to help ensure all British Horse Society social media accounts and their content meets standard regulation guidelines and to help improve the engagement and connection with our members and followers.

Social Media Guide

Finance

The BHS has two financial documents relating to our volunteers. The BHS Financial Regulations and the Expenses Policy. The Expenses Policy gives volunteers clear guidelines on what constitutes an expense, which expenses can be reimbursed and how they should go about that. The Financial Regulations is a vitally important document for all our Committees and explains the parameters for the correct use of charitable funds, how they should be cared for and how committee-raised funds relate to the Society.

Expense Policy

Financial Regulations For BHS Volunteer Committees

Difficult Situations

Unfortunately, occasionally things do go wrong. The processes below are what might be needed at these times. Should a volunteer decide that they do need to raise a formal complaint they should contact their Role Coordinator. The Volunteer Complaints Procedure explains the process they will take and what they can expect. Very rarely we receive a complaint from a member of the BHS or of the general public. On these occasions the General Public Complaints Procedure explains to the complainant the process of making a complaint, what to expect once a complaint has been made and how to appeal a resolution. 

Volunteer Complaints Procedure

General Public Complaints Procedure

If an investigation is required relating to a complaint or difficult situation then the Volunteer Problem Solving Procedure will be used to navigate this investigation. It explains what volunteers under investigations can expect, what the outcomes might be and the support that would be available. 

Volunteer Problem Solving Procedure

If your situation is not so serious and you would like to resolve the problem at a committee level then have a look at the Problems and Disputes Guidance Note below.

Problems and Disputes Guidance Note

Biosecurity for Welfare Advisers Policy

Committee Guidance

BHS Committee Meetings Guidance 

Election Guidance Note
BHS Committee Events Guidance Note (Presenters & Speakers)

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