Volunteer and Internship Policy

• Volunteer: a person who offers time and skills to support AFRDA’s mission without expectation of salary, under agreed terms.
• Intern: a student, recent graduate or early-career participant engaged for structured learning and practical exposure.
• Field volunteer: a person supporting approved community engagement, data collection, training, events, restoration or field logistics.
• Professional volunteer: a person offering specialised expertise such as research, communications, data analysis, technology, finance support or technical advice.
• Remote volunteer or intern: a participant supporting approved tasks remotely under supervision, confidentiality and privacy requirements.

• Meaningful engagement. Roles should make a real contribution and include clear tasks, learning or service objectives and supervision.
• No exploitation. Volunteers and interns are not used unfairly to replace funded staff or avoid lawful employment obligations.
• Transparency. Duration, hours, location, responsibilities, support, allowances and limitations are explained before engagement.
• Fairness and inclusion. Selection is based on role requirements, learning purpose, ability, availability, integrity and safeguarding suitability, not favouritism or payment.
• Safeguarding and dignity. All participants must follow safeguarding, privacy, confidentiality and conduct standards.
• Professional growth. AFRDA provides feedback, learning exposure or mentoring where resources allow.

• Opportunities are advertised or identified transparently where practical, with a role purpose, location, duration, expected availability, selection criteria and application method.
• Applicants may be asked for a cover letter, curriculum vitae, references, proof of student or graduate status, identity information or other documents relevant to the role.
• Selection considers motivation, learning goals, relevant skills, availability, integrity and safeguarding suitability.
• Panel members disclose conflicts of interest. Only shortlisted applicants may be contacted where application numbers are high and the notice states this clearly.
• AFRDA does not guarantee placement to any applicant and does not guarantee employment after completion.

Before starting, every volunteer or intern receives a written engagement letter or agreement that distinguishes the placement from employment unless employment is legally intended. It should state:

• Role title, purpose, duration, location, expected days or hours and supervisor.
• Tasks, deliverables, learning objectives and any field or remote arrangements.
• Whether the placement is unpaid and any approved stipend, transport, meal or reimbursement support.
• Confidentiality, data protection, safeguarding, intellectual property and code-of-conduct obligations.
• Health, safety, insurance and travel arrangements where applicable.
• How performance, feedback, absence, misconduct and ending the engagement will be handled.

• Participants receive orientation on AFRDA’s mission, values, community-centred approach and policies relevant to their role.
• Supervisors provide clear instructions, realistic expectations, feedback and reasonable access to support.
• Internships should include learning objectives and, where practical, a simple learning plan.
• Participants are not assigned tasks beyond their competence without appropriate training and supervision.
• Field placements include safety, community entry, safeguarding, privacy and incident-reporting guidance.

• Treat community members, colleagues, partners and stakeholders with dignity, humility and respect.
• Do not make promises, commitments, public statements, financial arrangements or partnership agreements on AFRDA’s behalf without authority.
• Do not collect personal data, take photographs, conduct sensitive interviews, make home visits or publish stories without approval and required safeguards.
• Protect confidential information and use AFRDA equipment, systems, funds and branding responsibly.
• Declare conflicts of interest and report safeguarding concerns, complaints, accidents, data incidents, security concerns and suspected misconduct promptly.
• Do not use the placement, AFRDA’s name or community access for private business, political activity, fundraising or personal advantage.

Volunteers and interns who may interact with children, young people, women, vulnerable adults, schools or sensitive community information receive safeguarding and privacy orientation before the activity. AFRDA may require references, identity verification, declarations or lawful background checks proportionate to the role. A serious safeguarding, harassment, violence, fraud or data breach may result in immediate protective action or termination.

• A placement may be unpaid unless AFRDA confirms a stipend, allowance or reimbursement in writing.
• Approved reimbursements are linked to authorised activities and reasonable supporting evidence.
• An allowance does not automatically create an employment relationship; applicable law and the written agreement determine status.
• Volunteers and interns should not personally fund programme costs unless an authorised reimbursement arrangement is agreed in advance.

• Participants may be asked to submit activity reports, reflection notes or work outputs.
• AFRDA may provide learning sessions, mentoring, field exposure and technical assignments where resources allow.
• A completion letter or certificate may be issued when agreed responsibilities are completed satisfactorily.
• Any reference given by AFRDA will be truthful and is provided at AFRDA’s discretion.
• Participants may provide feedback or raise a complaint without retaliation through AFRDA’s Complaints and Feedback Procedure.

An engagement may end on the agreed date, by mutual agreement, by resignation or by AFRDA because of misconduct, poor performance, lack of funding, safety concerns or organisational need. At exit, participants return AFRDA property, hand over work, preserve confidentiality and delete AFRDA data from personal devices where required. Immediate action may be taken for safeguarding breaches, harassment, violence, fraud, theft, serious data breaches or other gross misconduct.

The Secretariat is responsible for fair engagement, written agreements, induction, supervision and records. The Board provides oversight of relevant safeguarding, people and governance risks. This policy will be reviewed at least every year and when programme, legal or organisational circumstances materially change.