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RQA Volunteer

Programme Handbook

RQA Volunteer Programme

Handbook

Guide to the RQA Volunteer Programme,

with an overview of the types of volunteer activities.

April 2017

WELCOME

INTRODUCTION

BECOMING A VOLUNTEER

VOLUNTEERING ACTIVITIES

HOW RQA WORKS3

RELATIONSHIP BETWEEN VOLUNTEERS AND RQA4

WELCOME

Volunteers play anenormous and important role in the Association; they are integral to RQA’s success.

Active volunteers engage with the Association on the completion of important tasks, or in Committeeor Board roles.

There are a number of ways in which volunteers can support RQA activity:

Task-based; generally for single-task projects
Virtual; typically to promote RQA using social media.
Role-based; usually for Committee membership

This approach allows Volunteers to choose to support RQA in a manner that suits the Volunteer without over-committing their time.

The RQA Volunteer Programme provides opportunities for all RQA members to get involved; from creating a podcast to reviewing a draft publication, from posting on social media to delivering a webinar, from writing an article for Quasar to giving a presentation, and so on.

The opportunities are limitless

The one-off tasks, such as creating a podcast should take no more than a couple of hours. Promoting RQA using social media, for example,could take just a few seconds per week.

The time-based Committee activities require a commitment of around 6-10 days per year which, when combined with project work, can entail a considerable obligation that only a small handful of RQA members can make.

INTRODUCTION

RQA is a leading professional membership body dedicated to promoting quality and integrity in scientific research.

RQA relies upon the knowledge and commitment of dedicated Subject Matter Experts (SMEs) to support its members by providing news updates, liaising with regulators, developing new products, and organising events. By volunteering their time and knowledge, those RQA members realise that the volunteer experience can make a real difference to their career, the profession and their association.

Traditionally, all RQA volunteering activity has taken place within the Board, Committees, Working Parties, and Forums. RQA wants to ensure that any member who is consideringofferingtheir time and knowledge can find a volunteering opportunity which is right for them.

The RQA Volunteer Programme provides a broad range of possibilities from small one-off projects to longer-term membership of a Committee, and access to RQA Board vacancies.

I hope that you find your volunteer role to be fulfilling and rewarding. Please feel free to contact the RQA office with any queries or concerns.

Warmest regards

Anthony Wilkinson

Director of Operations

RQA

WHY PEOPLE VOLUNTEER

There are many reasons why people volunteer to undertake a task, project or role. Those reasons are personal; each volunteer is motivated in a different way.

Here is a short list of the reasons people have given for wanting to volunteer:

To make contacts in the profession

To meet new people

To establish a track record

To be in charge of something

To feel useful and needed

To build confidence and self-esteem

To make a transition to a new career

To break from other stresses in their life

To gain respect

To help other people

To be with colleagues who volunteer

To get to know a new community

To get recognition

To learn something new

To do something they like

To please their manager

To support their Association

To challenge themselves

To share their knowledge

To do something different

To share their passion

The most important factor is RQA’s obligation to provide opportunities to eager volunteers, whatever their motivation.

BECOMING A VOLUNTEER

RQA has developed a simple Step-by-Step process to marry Volunteers with opportunities, and to respond to any concerns relating to the given task or role.

STEP 1. Registration

It is essential that volunteers register onto the Volunteer Programme, this helps Programme administrators match the skills, interests, and preferences of the volunteers to the available opportunities.

Registration is easy and should take just a couple of minutes – go to the Members Area of the RQA website, click on the Volunteer Programme button, and then the Registration button.

Here you will see the Volunteer Programme Registration page – click Start to begin the process:

The first questions are about you - name, email address and job title.
Next, we ask about your professional expertise and interests.
Then, through a range of 12 questions, we explore your preferences and experiences.

STEP 2. Volunteering Activity

After registering as a Volunteer, we recommend that you gain an understanding of the many types of Volunteering activities. An extensive list of Volunteering activities can be found on the Volunteer Programme website on the following pages.

STEP 3. Collaboration

Volunteering is a partnership between the Volunteer and the Association. Without the commitment, support and knowledge of Volunteers, RQA wouldn’t survive in its present form.It is important for both parties to understand the nature of the partnership and the deliverables; that relationship is outlined on Page 14 of this handbookand on the Volunteer Programme Website > Partnership.

STEP 4. Current Opportunities

We recommend that all registered Volunteers review the current opportunities, and contact the RQA office with a request to accept one of the listed tasks, projects or roles. The Current Opportunities can be found on the Volunteer Programme website; these are regularly updated.

The Volunteer Programme administrators will respond to each volunteer request, and ensure that the Volunteer understands the task or role, and is comfortable in its delivery.

STEP 5. Direction

Detailed guidance on the deliverables can be found on the Volunteer Programme website > Guidance. New content is being prepared and will be added to the website as it becomes available.

VOLUNTEERING ACTIVITIES

Once you’re registered as a volunteer, you need to be aware of the different types of volunteering activities. Each volunteering activity involves a timescale to complete or fulfil the task, project or role; from a few minutes on a simple task to many days per year as Chair of the Board.

Each type of volunteer activity presents an opportunity to engage with RQA in support of their efforts. Each activity is unique.Please read through this overview of the types of opportunities and what each entails:

TASK BASED ACTIVITIES
PRODUCT / PRODUCT DESCRIPTION / OUTPUT REQUIRED / ESTIMATED TIME REQUIRED / SUBJECT
Podcasting / Podcasts are short verbal broadcasts / Audio file, with a brief description of the subject / Development – up to 4 hours
Delivery – up to60 minutes / Determined by the narrator
Webcasting / Webcasts are short video broadcasts / MS Word file containing the bullet points and script / Development – up to 8 hours / Determined by the broadcaster / narrator
Broadcasting a Webinar / Webinars are live video broadcasts / Live simultaneous broadcast to paying customers / Development –up to 16 hours
Delivery –up to 60 minutes / Determined by the RQA office
Writing a Whitepaper / White papers are concise, descriptive reports / MS Word file of between 2000 and 5000 words / Up to 25 Hours / Determined by the RQA office or the author
Writing a QUASAR Article / Quasar articles are concise reports to fit a theme / MS Word file of between 1000 and 2000 words / Up to 10 hours / Determined by the RQA office
Writing Social Media Content / Social media content are short topical posts / MS Word file of around 100 word / Up to 15 minutes / Determined by the RQA office
Presenting at a Forum / Forum presentations are short topical speeches / PowerPoint file containing the bullet points and notes / Development – up to 10 hours
Delivery – up to 45 minutes / Subject is often determined either by the forum organiser/s or by the RQA office
Presenting at a Seminar / Seminar presentations are short topical speeches / PowerPoint file containing the bullet points and notes / Development – up to 12 hours
Delivery – up to 60 minutes / Subject is often determined by the seminar organiser/s
Presenting at a Conference / Conference presentations are topical speeches / PowerPoint file containing the bullet points and notes / Development – up to 15 hours
Delivery – up to 45 minutes / Subject is determined by the Conference Programme Committee
Designing a Poster / Posters are visual displays of a technical nature / Graphics file of the poster / Up to 15 hours / Subject is determined by the author
Reviewing a Product / Product reviews are evaluations of draft products / Feedback to the author / Depends on the size and nature of the product
Reviewing a Regulation / Regulation reviews are evaluations of draft regulations / Feedback to the authority and RQA / Depends on the size and nature of the draft
Writing a Booklet / Booklets are publications covering technical topics / MS Word file for up to 60 pages of content (A5) / Up to 250 hours / Subject is often determined by the RQA
Writing a Book / Books are publications covering technical topics / MS Word file for over 60 pages of content (A5) / Up to 400 hours / Subject is often determined by the RQA
Developing an eLearning Module / eLearning modules are short topical productions / MS Word file containing the bullet points and script / Development – up to 15 hours / Subject is determined by the RQA
Developing an eLearning Course / eLearning courses are a series of eLearning modules / Series of eLearning modules / Development – up to 150 hours / Subject is determined by the RQA
Developing a 1-day Course / Courses are face-to-face learning programmes / MS Word file containing the bullet points and notes / Development – up to 120 hours / Subject is determined by the RQA
Developing a 2-day Course / Courses are face-to-face learning programmes / MS Word file containing the bullet points and notes / Development – up to 240 hours / Subject is determined by the RQA
Developing a 3-day Course / Courses are face-to-face learning programmes / MS Word file containing the bullet points and notes / Development – up to 300 hours / Subject is determined by the RQA
Representing RQA at an Exhibition* / Representing is attending events on behalf of RQA / Attendance, with a display, at an event / Depends on the duration of the event / *where agreed, RQA will cover any out-of-pocket expenses
VIRTUAL ACTIVITIES
PRODUCT / PRODUCT DESCRIPTION / OUTPUT REQUIRED / ESTIMATED TIME REQUIRED / SUBJECT
Blogging / Blogs are short informational posts online / MS Word file of around 300 words / Up to 2 hours / Subject is often determined by the author
Promoting RQA by Social Media / Social media promotion is the promotion of RQA posts / Share or comment on RQA posts / Up to 10 minutes
ROLE BASED ACTIVITIES
PRODUCT / PRODUCT DESCRIPTION / OUTPUT REQUIRED / ESTIMATED TIME REQUIRED/YEAR / SUBJECT
Representing RQA at a Meeting* / Representing is attending meetings for RQA / Attendance at a meeting / Meetings - up to 6meetings
Follow-up – up to 150 hours / *where agreed, RQA will cover any out-of-pocket expenses
Member of a Working Party / Active participation in a working party / Meetings – up to 4 meetings
Follow-up – up to 50 hours
Secretary of a Working Party / Participation in a working party as secretary / Meetings – up to 4 meetings
Follow-up – up to 65 hours
Member of a Committee / Active participation in a Committee / Meetings – up to 6 meetings
Follow-up –up to 50 hours
Secretary to a Committee / Participation in a Committee as secretary / Meetings – up to 6 meetings
Follow-up – up to 65 hours
Chair of a Committee / Participation in a Committee as Chair; Active participation in the Management Committee / Meetings – up to 8 meetings
Follow-up – up to 200 hours
Board Member / Active participation in Board activities / Meetings – up to 8 meetings
Follow-up – up to 200 hours
Chair of RQA Board / Active participation in Board activities / Meetings – up to 8meetings
Follow-up – up to 240 hours

HOW RQA WORKS

It’s useful for Volunteers to appreciate how RQA works so that they understand the importance of their volunteering role.

RQA is a not-for-profit organisation or, in legal terms, a Limited by Guarantee Company. This doesn’t mean that we can’t make a profit, it means that any surplus is ploughed back into the company rather than being distributed to shareholders. As such, RQA has no shares and no shareholders – any profits are reinvested in the Association.

RQA is a professional membership organisation, whereby 12% of its income comes from membership fees. The majority of the income (around 42%) originates from the provision of training courses.

In a rapidly-evolving global society, people are discovering new ways to communicate, work and learn. RQA has to meet the ever-changing needs of its members and customers by, for example, providing a range of training products that can be accessed when, where and how the trainee wants.

As the profession continues to advance, the Association has to remain relevant by being one step ahead of the members’ needs for education and knowledge. The RQA Board realises and appreciates that the development of new products requires the involvement of volunteer SMEs (Subject Matter Experts) – people just like you.

By tradition, most of the volunteering activity occurred within Committees, Working Parties and Forums; those activities were not accessible to members outside those groups. The Volunteer Programme provides volunteering opportunities for all RQA members, often by working alongside a Committee or Forum to support their efforts.

Without the support of willing volunteers, RQA just wouldn’t exist.

Next Steps

Now that you’ve gained an insight into the type of volunteering opportunities, it’s time to discover what “live” opportunities exist.

All current opportunities are listed on the RQA Volunteer Programme website; these will change from time-to-time, so please keep checking. Any new volunteering opportunities will be advertised on the RQA website as they arise.

Alternatively, if you’re keen to volunteer and you’ve got a good idea, please contact the RQA office directly.

RELATIONSHIP BETWEEN VOLUNTEERS AND RQA

RQA recognises and fully appreciates that Volunteers are giving up their free time to support RQA activities. Simply, the RQA would not exist without the knowledge and commitment of its current Volunteers. However, for the relationship between RQA and volunteers to be effective, there are obligations on both sides that should be observed.

This is not intended to be a legally binding agreement – this is to aid the understanding, and build the partnership, between volunteers and RQA.

It is valuable for RQA Volunteers to appreciate what they can expect from RQA and, likewise, what RQA can expect of Volunteers.

Volunteers can expect RQA to:

Provide each Volunteer with a primary point of contact, so they know who to get in touch with for queries, comments, etc.
Provide a clear role profile explaining what the Volunteer will be doing and why.
Provide appropriate resources and support for Volunteering activities.
Ensure that Volunteer opportunities are open to all RQA members.
Consult with Volunteers and keep them informed of changes to volunteering activities.
Update Volunteers on how their activities are making a difference.

RQA expects Volunteers to:

Be reliable and responsible for the work that they undertake.
Develop and maintain healthy relationships with other volunteers, RQA staff and members.
Adhere to RQA policies, decisions and procedures, including confidentiality.
Update RQA regarding activities that they undertake.

Role profile

All Volunteer positions have a role profile which describes the details of the Volunteer’s responsibilities and requirements to ensure clarity regarding the tasks, projects and rolesbeing undertaken.

Keeping in touch

The Volunteering section of the RQA website holds all the information relevant to the RQA Volunteer Programme. RQA posts updates on the website to keep Volunteers and members informed of the latest tasks and projects; we’re always looking for updates - please get in touch if there’s anything we need to know.

Confidentiality and data protection

RQA holds volunteer details and records to document the contribution made by volunteers. RQA is registered under Data Protection Legislation, and we will not pass on any information to third parties. We understand that individual’s details change; it is important that Volunteers update their RQA profile with any new information.

Equal opportunities

RQA operates an equal opportunities policy in respect of both paid staff and volunteers. All volunteers will be treated equally with respect to opportunities to volunteer, or the type of work allocated to them.

Concerns

We hope that Volunteers will not encounter any issues while volunteering with RQA. However, Volunteers have the right to discuss any concerns they may have with their contact at any time. If, for any reason, a Volunteer has a concern that cannot be discussed with their contact they should alert the RQA office.

Feedback

Volunteers know better than anyone about volunteering with RQA - their feedback is vital. If at any point a Volunteer feels that their volunteering experience could have been better, please get in touch with the RQA office. RQA relies on Volunteer feedback to improve our processes and actions.

RQA also occasionally distributes feedback questionnaires; we appreciate the responses from our current Volunteers.

We are also always keen to hear about the individual experiences from RQA Volunteers, feel free to share any stories.

Moving on

RQA understands that there are many reasons and situations which may result in members no longer being able to continue volunteering. Volunteers should let the RQA office know as soon as possible if they’re unable to continue Volunteering.

On the basis of their voluntary work, volunteers who have volunteered for more than 40 hours have the right to request a reference.

Further help and support

RQA has a dedicated Volunteering Programme website. If Volunteers can’t find the answer to their particular query, please email us - - to ask anything further.

Thanks again for joining the RQA Volunteer Programme.

CONTENTS

INTRODUCTION

BECOMING A VOLUNTEER

VOLUNTEERING ACTIVITIES

HOW RQA WORKS

RELATIONSHIP BETWEEN VOLUNTEERS AND RQA