Volunteer Management

Definitions

SR volunteers are classified into one of the following groups. Each group has certain attributes that differentiate it from the others. They are approximately ordered by level of responsibility in the organisation (from most to least). Each group inherits the attributes of the group(s) below.

Trustee

A Trustee of the charity. They are appointed by a vote of the existing Trustees. They are ultimately responsible for ensuring that the charity is meeting its objectives. They provide high-level guidance and planning for the organisation (on the scale of years).

Attributes

• Listed on Charity Commission register
• Access to Charity Commission web interface
• Access to bank account
• Access to financial accounting system
• Part of the [email protected] group
• Access to the Charity's volunteer register
• Member of the Trustee's Team on GitHub
• Access to organisation-wide LastPass

Committee Member

A Committee Member of one of the charity's operating teams. They are appointed by the Trustees through a process defined in the ops manual. The process varies depending on the specific committee. Their responsibilities are defined in the ops manual on the page specific to their area of operation.

Attributes

• Ability to administer the membership of and repositories belonging to the relevant GitHub Team

Team Member

A member of one of the charity's operating teams. They are appointed by the relevant committee. Their responsibilities are defined in the ops manual on the page specific to their area of operation.

Attributes

• @studentrobotics.org account
• Membership of the GitHub srobo organisation
• Part of the GSuite group for the team (e.g. [email protected])

Volunteer

Someone who has signed up as a volunteer for the charity. They have agreed to abide by the charity's code of conduct and to uphold the values of SR.

Attributes

• Details (specified in ops manual) recorded on volunteer register
• Part of the organisation-wide volunteer mailing list

Procedures

Onboarding brand new people

All new volunteers enter into the 'Volunteer' group after they have read and understood the organisation's vision, mission and values, and have agreed to abide by the organisation's code-of-conduct. New potential volunteers register their interest by submitting an email address on the website. The Trustees will periodically contact all new potential volunteers to introduce them to the organisation and explain the onboarding process. Once they have officially become a Volunteer, they will receive a welcome email that indicates the next-steps to helping out SR (e.g. applying to a particular committee to become a member of their team).

Volunteer

Becoming a volunteer

Triggered by Trustee processing potential volunteer list

1. Record all relevant details (see ops manual) on the volunteer register
2. Add to the organisation-wide volunteer mailing list
3. Send welcome email (using template) to indicate next steps to help out SR

Standing down as a volunteer

1. Send thank you email
2. Remove from volunteer mailing list
3. Remove details from volunteer register

Team Member

Becoming a team member

Triggered by a request from a Committee Member to add someone to their Team

1. Check that the new Team Member is on the volunteer register
2. If they do not have an @studentrobotics.org account, create one. If they have a suspended account, reactiveate it and delete the reminders to warn and suspend their account
3. Add to GitHub org https://github.com/orgs/srobo
4. Add to GSuite group for that team
5. Notify the Committee that they have been added to the Team and can now be added to their GitHub Team

Standing down as team member

Triggered by:

• A request from the Team Member
• A request from the Committee (of that Team)
• The end of the Competition Programme cycle (for the Competition Programme Team)

1. Email the Team Member (CCing their Committee) indicating that they are being removed from a Team and outline the following procedure
2. Create a reminder (in 5 months time) for a Trustee to email them warning of their impending account suspension
3. Create a reminder (in 6 months time) for a Trustee to suspend their @studentrobotics.org
4. Create a reminder (in 2 years time) for a Trustee to delete their @studentrobotics.org
5. Remove from GitHub org https://github.com/orgs/srobo
6. Remove from GSuite group for that team

Committee Member

Becoming a Committee Member

Triggered by being appointed by the Trustees

1. Follow procedure for becoming a team member (if appropriate)
2. Make them a maintainer of the relevant GitHub team
3. For the Kit Team Committee:
   1. Create a reminder (in 1 year 10 months) for a Trustee to email them warning of the impending end of their term
   2. Create a reminder (in 2 years) for a Trustee to perform the stand-down procedure
4. Notify the Committee that they have been added

Standing down as a Committee Member

Triggered by:

• Automatically on 2 year anniversary of appointment
• A request from the Committee Member

1. Remove them as a maintainer of the relevant GitHub team
2. Follow the procedure for standing down as team member (if appropriate)

Trustee

Becomming a Trustee

Triggered by:

• Trustees voting to appoint a new Trustee
• By resolution of the Members (Charity Members, not Committee/Team Members)

1. Ensure that the instructions specified in the constitution to select appropriate trustees and appoint them have been followed
2. Follow the procedure for becoming a committee member (where the 'committee' and 'team' is the Trustees)
3. Add as a trustee on the Charity Commission website (listing on the register)
4. Add name to ops-manual wiki homepage and a bio to the about page
5. Add to the bank account
6. Grant access to the volunteer register
7. Grant access to the financial accounting system
8. Add to LastPass group

Standing down as a Trustee

Triggered by:

• Trustee resignation
• End of Term of Office (see constitution)

1. Only accept resignation if constitution requirements met (leaves at least two trustees)
2. Remove as a trustee on the Charity Commission webiste
3. Remove biography from the about page
   1. Go to https://app.gitbook.com/@srobo/s/ops-manual/)
   2. Select 'In Development' from the drop down menu underneath the Student Robotics logo to select the version to edit.
   3. Click the pencil icon in the bottom right of the page to edit.
   4. Go to the 'About the Charity' page.
   5. Remove the name heading and the biography.
   6. Go to the 'Changelog' page.
   7. Add an entry to the changelog to say that the specific trustee was removed.
   8. Click the tick icon in the bottom right of the page to save the changes.
   9. Follow the instructions on the 'Miscellaneous' to complete the release.
4. Revoke access to the volunteer register
5. Revoke access to the financial accounting system
6. Remove from the bank account
7. Revoke LastPass access and change passwords of all services recorded in LastPass (if they are the LastPass Family 'owner', transfer ownership to another Trustee).
8. Follow the procedure for standing down as a committee member (where the 'committee' and 'team' is the Trustees)