Last updated: February 2025

1. Introduction

Thank you for volunteering to support the Société Jersiaise with your time. As a small organisation with extensive commitments, cherished responsibilities and high ambitions, the goodwill of members and supporters makes a vital contribution towards meeting our aims.

This document explains our expectations on anyone involved in the Société through volunteering their time to carry out defined duties in one of the organisation’s departments. It also sets out what volunteers can expect from the Société and what to do if they feel this commitment is not being met. Expectations are important for all parties, but especially for the Société which as a registered charity and responsible organisation must ensure it always operates within relevant laws, regulations and best practice policies.

Finally, it is important to state that this agreement does not create any binding obligation on you to volunteer for the Société. You are free to withdraw your voluntary support at any time. Equally, the Société may choose to withdraw the volunteering offer at any time should our requirements change, or circumstances make this necessary.

2. Expectations

What you can expect as a Société volunteer

(a) We will provide an induction to the organisation, its history and present-day aims which are: i. the study of and research into the archaeology, history, language, geology, natural history and science, art and culture, and natural and built environment, of Jersey; ii. the dissemination of knowledge about them and encouragement to study and research them through education, publication, exhibition and by other means iii. the preservation and conservation of them and of records pertaining to them; iv. the advancement of interest in all these Aims.

(b) We will ensure there is a welcoming, stimulating, supportive and safe environment in which to carry out your duties as a volunteer.

(c) We will assign a manager or supervisor as your primary point of contact within the organisation.

(d) We will clearly explain the role you are being asked to carry out, any specific standards we need you to achieve and the support available to help you.

(e) We will provide any training you may need to carry out your volunteer role and may draw particular attention to any specific policies or frameworks connected to the duties you are being asked to do.

(f) We will have adequate workplace insurance in place for both volunteers and members of the public you may interact with.

(g) We will reimburse any reasonable expenses incurred while carrying out voluntary duties (please keep receipts and double check with your assigned manager / supervisor before spending).

(h) We will treat you fairly, equally and with respect, always recognising and appreciating your voluntary contribution.

What the Société expects from its volunteers

(a) You should act in a way that aligns with the aims and values of the Société and always try to enhance the work and reputation of the organisation.

(b) You should follow any organisational policies and procedures relevant to your duties and comply with any reasonable instructions or directions given by an assigned manager or supervisor.

(c) You should use your best endeavours to meet any time and duties commitments, always aiming to provide sufficient notice if unable to do so.

(d) You should observe any relevant health and safety procedures and promptly report any concerns to your assigned manager or supervisor.

(e) You should be mindful of any relevant obligations to ensure the health and safety, safeguarding and welfare of others and promptly report any concerns to your assigned manager or supervisor.

(f) You should always exercise caution and care when handling any images, documents, objects, materials or devices as part of your assigned duties.

(g) You should be aware of and follow the code of conduct for everyone associated with the Société, including those carrying out voluntary duties.

3. Addressing Concerns

What to do if you feel your expectations are not being met

You can raise any concerns about your voluntary duties with your assigned manager or supervisor, who will listen and take reasonable steps to resolve with a speedy and positive solution.

If you feel the concerns remain outstanding after this, you can escalate to the Société’s Chief Executive Officer for consideration and resolution.

Ultimately, you should feel able to bring concerns you feel remain unsettled to the attention of a member of the Société Executive Committee, which will investigate and determine an outcome.

What we will do if we feel our expectations are not being met

We will usually aim to raise any concerns about how you are carrying out your voluntary duties at the earliest opportunity and provide any support needed to change matters.

However, there may be occasions when we feel the right course of action is to ask volunteers to cease the duties assigned to them. To be clear, we reserve the right to do this at any time, with or without prior notice. We will endeavour to provide a reason, but this may not always be practicable. Our decisions in this regard will, however, be final.

4. Copyright

We may ask you to carry out voluntary work that creates or contributes towards producing certain things, including documents, records, databases, images, reports.

Under Jersey’s law, the Société is the copyright owner for any of these things created by its employees. This is not the same when they are created by a volunteer. For this reason, we ask volunteers to complete a deed of assignment confirming that the Société can use or adapt anything you create or invent during your time as a volunteer with the organisation.

For clarity, you remain able to use anything you have created or invented for the Société for your own non-commercial purposes.

This deed of assignment is below – please ensure you understand associated expectations and permissions before signing.

Deed of assignment for copyright agreement (volunteers)

For your work to be used fully for Société Jersiaise purposes, we ask you to sign this Deed of assignment of copyright agreement.

Work is defined as anything you create or invent during your time as a volunteer at Société Jersiaise, including any work you created or invented at Société Jersiaise before signing this Deed.

• I hereby fully and permanently transfer to the Société Jersiaise all copyright and rights in the nature of copyright in my Work.
• Having transferred such rights: o I understand that I have permission to make use of such Work for my own non-commercial research or private study. o acknowledge that such Work may be edited, adapted or altered by Société Jersiaise. o I understand that Société Jersiaise respects the rights of authors and aims to credit their work, but it may not always be able to credit me in any reproductions or use of the Work, and I hereby waive my moral right to this.

This Deed shall be governed by and is subject to Jersey law and the parties agree to accept the exclusive jurisdiction of the Courts Jersey.