Employee volunteering policy template

Adopting an employee volunteering policy offers a multitude of benefits, from boosting employee morale to enhancing a company’s reputation in the community. A well-defined employee volunteering policy ensures that these activities align with the company’s objectives and values, while also providing a structured framework that mitigates legal risks.

It serves as a roadmap for employees, detailing how they can give back to the community in a way that also benefits the organization.

An employee volunteering policy should include:

• Types of supported volunteer activities
• Time-off and compensation policies
• Eligibility and participation
• Liability and risk management

What is a corporate volunteer policy?

A corporate volunteer policy is an organized framework that enables employees to participate in volunteer activities while aligning with the company’s values and objectives.

It often includes guidelines on the types of volunteer activities supported, time-off policies, and procedures for reporting and evaluation.

Why is it important to establish a volunteer policy?

Companies with robust volunteer programs often experience enhanced employee engagement and retention, contributing to a more stable and motivated workforce.
Additionally, these volunteer initiatives significantly bolster the company’s reputation within the community, serving as a form of positive public relations.

A well-crafted volunteer policy not only provides legal safeguards by setting clear guidelines but also aligns seamlessly with other company initiatives.

This creates a more cohesive work environment, where corporate social responsibility and business objectives mutually reinforce each other.

Step-by-step guide on how to write an employee volunteering policy

Step 1: Define the purpose and objectives

Start by outlining the overall goals for the volunteer program. Make sure these align with the company’s broader objectives and values.

Step 2: Specify supported volunteer activities

List the types of volunteer activities that the company will support. This could range from environmental clean-ups to educational initiatives.

Step 3: Set eligibility and participation criteria

Clearly define who is eligible to participate in the program and outline the process for signing up for volunteer opportunities.

Step 4: Detail time-off and compensation

Explain the company’s stance on time off for volunteer activities. This could include paid time off, flexible schedules, or other compensation methods.

Step 5: Address liability and risk management

Include provisions for managing potential risks, such as requiring employees to sign a waiver or ensuring appropriate insurance coverage.

Step 6: Implement reporting and evaluation mechanisms

Set up a system for tracking volunteer hours and activities. Also, establish metrics for evaluating the impact of the volunteer program.

Step 7: Review and revise

Once the initial draft is complete, review and revise as necessary. It may also be beneficial to seek legal advice to ensure all bases are covered.

Employee volunteering policy template

Introduction

Welcome to [company name] Corporate Volunteer Policy. This document outlines the guidelines and procedures for employees who wish to engage in volunteer activities. Our aim is to foster a culture of giving back to the community while aligning with [company name] core values and objectives.

Policy brief and purpose

The purpose of this policy is to:

• Encourage employees to contribute positively to the community.
• Provide a structured framework for volunteer activities.
• Align volunteer efforts with [company name] corporate social responsibility goals.

Supported volunteer activities

[Company name] supports the following types of volunteer activities:

• Environmental conservation efforts.
• Educational programs for underprivileged children.
• Community health and wellness initiatives.

Eligibility and participation

All full-time employees are eligible to participate in volunteer activities.
Interested employees must fill out a Volunteer Activity Request Form and submit it to the HR department for approval.

Time-off and compensation

Employees are allowed up to 16 hours of paid Volunteer Time Off (VTO) per year.

Additional unpaid time off for volunteering may be granted at the discretion of the department manager.

Liability and risk management

Employees must sign a liability waiver before participating in any volunteer activities.
[Company name] holds a general liability insurance policy that covers employees during approved volunteer activities.

Reporting and evaluation

Employees are required to log their volunteer hours using [company name] Volunteer Tracking System.

The HR department will evaluate the impact of volunteer activities annually, using metrics such as the number of volunteer hours logged and community feedback.

Code of Conduct

Employees must adhere to [company name] general Code of Conduct while participating in volunteer activities.

Any misconduct may result in disciplinary action and revocation of volunteer privileges.
Amendments

[Company name] reserves the right to amend this policy at any time. Employees will be notified of any changes.

Signature and Date
[HR Manager’s Name]
[Date]

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.