91传媒

Process

Manager permission for a team activity

The team manager should approve their team undertaking a challenge day with their own manager or director and make sure it's noted in the calendar of team members attending.

Contacting organisations

You should contact them directly to make enquiries and arrangements.

Risk assessments

Most charities and other community organisations should have their own risk assessment for volunteers available in writing. You must ask for a copy. If organisations have 5 employees or fewer, they may only have guidance rather than a Risk Assessment. In this case, you should complete one of our or, if going as a team, the organiser/ team manager should complete this. 

Insurance if you/your team are doing the volunteering with an external organisation

 When undertaking volunteering work our staff members count as “the public” and the legal liability of UoE staff will be covered by the volunteer organisation's public liability insurance. The external organisation should, as a minimum, confirm that you are covered in writing or otherwise provide you with a copy of the insurance.

Insurance if you/your team are self-organising e.g. a litter pick

In some cases, e.g. when you are doing a group litter pick with a charity who are organising everything, you may be asked for proof of insurance by the landowner e.g. the County Council. In this case, University liability insurance will cover the University, its staff and students' legal liability arising from the activity provided it is on behalf of the University i.e. not something a staff member does unrelated to the volunteering activity itself. A copy of the liability insurance can be downloaded here for you to forward on. More information can be found in the Insurance and Risk FAQs and enquiries should go to: insurance@exeter.ac.uk 

Driving and car cover

Please look at the driving at work standard if driving forms part of the volunteering or if taking colleagues as passengers as you may need to have “business cover”: .

Absence

There is no “absence category” in Trent which currently covers this. Please simply mark it in Trent under Learning/My activities.

If you would like to share your experience, please contact internalcomms@exeter.ac.uk to get it included in Weekly Bulletin. See further guidance here.

Any questions please contact: WICC@exeter.ac.uk 

Eligibility

Can new starters participate?

Absolutely! As long as they are in the team, for however long, everyone has one day a year dedicated to this programme.

Can individuals use this day independently of their team?

No. The Community Challenge Programme is specifically designed to be a team-based volunteering activity to build connection, collaboration and give back to the community. Individual volunteering options are listed below in our FAQs.

Participation and Activity Options

What if someone doesn’t want to take part? 

We strongly encourage everyone to take part in the day as it is an opportunity to connect as a team, develop skills and contribute to a meaningful cause. If a colleague has personal circumstances or accessibility needs that may affect their participation, they should discuss these with their line manager in advance so that the appropriate adjustments or alternative arrangements can be made.

What if someone cannot take part in a physical activity?

Activities can be adapted or alternative non-physical volunteering roles can be selected, so everyone can participate meaningfully.

Can we split the day across two half-days?

Where possible, we encourage colleagues to take part in the volunteering activity on the agreed full day to support team cohesion and ensure the charity receives consistent help. However, if the nature of the activity or colleague availability means that two half-days are more practical, this can be agreed in advance with your line manager and charity partner. 

Are virtual or remote volunteering activities allowed?

Yes – virtual or remote opportunities are allowed where the charity offers suitable activities that still provide meaningful contributions whilst enabling team cohesion/building. Any remote option will need to be agreed with the charity in advance to ensure it meets their needs and aligns with the purpose of the volunteering day.

Logistics and Practicalities

What happens if the weather is bad?

Most volunteering activities can continue in light rain. However, if the weather becomes unsafe or unsuitable, line managers and/or charity partners will decide whether to pause, adapt or reschedule the day. 

What if the charity cancels at short notice?

If the charity needs to cancel unexpectedly, everyone should be told immediately. Depending on timing, you may either decide to arrange an alternative activity or reschedule the session for a later date. 

Will there be any additional costs?

No, there should not be any personal costs for colleagues taking part.

Can we take photos and share updates?

Yes, absolutely! As long as the members of the team are happy for photos to be taken and distributed.

Do individual learning or volunteering opportunities count as community challenge volunteering?

No, individual volunteering is not covered by the Community Challenge programme.

Individual volunteering outside of university contexts should be discussed with line managers in the first instance and may need colleagues to take annual leave or put flexible working arrangements in place.