Physiopedia Volunteer Management Policy
Physiopedia Volunteer Management Policy
Physiopedia is a charity registered in the United Kingdom. It is a knowledge-sharing online platform dedicated to providing evidence-based content to the global rehabilitation community. Physiopedia is a community-created resource and relies on qualified rehabilitation therapists all over the world to create, review and update content. In order to monitor content, Physiopedia has a group of dedicated volunteers who oversee the development and review of the Physiopedia content.
The purpose of this Volunteer Management Policy is to provide overall guidance and direction to staff and volunteers [The Team or a Team Member], engaged in volunteer involvement and management efforts with Physiopedia.
What is a Volunteer?
A “volunteer” is anyone who, without compensation or expectation of compensation beyond reimbursement, performs a task at the direction of and on behalf of Physiopedia. Volunteers are valuable members of Physiopedia. Volunteers shall be extended the right to be given meaningful assignments, the right to be treated as equal co-workers, the right to effective supervision, the right to full involvement and participation, and the right to recognition for work done. In return, volunteers shall agree to actively perform their duties to the best of their abilities and to remain loyal to the goals and procedures of Physiopedia.
Volunteer Rights
As outlined by the United Kingdom Government Policy on Volunteer Placements, Right & Expenses, each volunteer has the right to know and understand the following about their volunteer role:
- The level of supervision and support they will receive;
- The level of training they will receive;
- Whether they are covered under the organisation’s employer or public liability insurance;
- Any health and safety issues;
- Any expenses the organisation may cover.
If there are any questions concerning your rights as a volunteer and Physiopedia Team Member, please contact the Quality Assurance Manager for clarification.
In support of the aforementioned volunteer rights, each individual as part of the Physiopedia Team, is expected to adhere to the Physiopedia Gender Equity and Social Inclusion (GESI) Policy, which outlines that each volunteer and Team Member shall:
- Show courtesy and treat all others with respect.
- Undertake duties in a way that is fair and inclusive by acknowledging the skills, abilities and background of others.
- Do not tolerate and actively prevent any forms of workplace bullying, harassment and/or discrimination.
- Bring to the attention of your Manager any incidents of workplace bullying, harassment and/or discrimination.
- Support GESI actions initiatives undertaken by Physiopedia.
- Recognise the need to be open-minded and listen to the views of others.
- Contribute to a positive and supportive workplace culture.
- Demonstrate and promote positive GESI behaviours when dealing with colleagues, clients and the community.
Lastly, as a Physiopedia Team Member, you agree to encourage and respect the Community Culture of the organisation.
Volunteer Recruitment
Volunteers are not actively recruited by Physiopedia. They are free to contact Physiopedia at any point to join the volunteer team. The individual must be a qualified (rehabilitation) therapist, in their country of residency, and will be required to complete the Physiopedia Editor Onboarding Programme before commencing editing.
Volunteer Training
To become a member of the volunteer team each member has to first graduate from our Physiopedia Editor Onboarding Programme.
You can join the Physiopedia Editor Onboarding Programme at anytime throughout the year, following registering your interest and successfully passing our pre-screen process, which ensures alignment with Physiopeida goals and role expectations. Details of this process will be sent to registered participants. The aim of the programme is to introduce individuals to different aspects of the development/review process to prepare them to be part of the Physiopedia Volunteer Team. All elements of the course must be passed to become part of the team.
Joining the Official Team
On successful completion of the programme, each individual will be added to the official team group and will commence editor duties. Each new volunteer is encouraged to do the following:
- Set goals for the coming year;
- Agree to meet the monthly requirements of the role (4C's);
- To respect the Physiopedia community culture.
- Ensure their work has Academic Integrity.
Monitoring Volunteer Activities/ Requirements
Daily
- Each member of the team is encouraged to use Slack for communication. Team Members can post any questions in the #physiopedia-content channel, as well as any pages they have reviewed/created where their work can be reviewed by their peers and the quality team. If any sensitive feedback needs to be given about contributions or if private conversation is required, this is done via direct message.
Monthly
As part of monthly expectations, volunteers are expected to complete the 4C's, which involves:
- Connection - Keep connected to our global team through our team meetings and communication channels.
- Team meetings - these are held via Google Meet on the 1st Tuesday of each month to try and reach as many of the volunteers as possible. This is a chance to share news and information, ask questions and voice concerns. There is also a segment on continuing professional development led by a guest speaker. Each month the details of the meetings are posted in the #general channel and sent via email.
- Editor Team Meet - this is a 30 minute call, held the second week of every month. It is an opportunity for the team to reflect on the previous month, review progress and celebrate editor of the month. This is also an opportunity for the team to discuss topics that are relevant to their role as a volunteer, any roadblocks that they have encountered, and to share tips to improve their experience on the team.
- Editor Q&A - This is an optional drop-in call held on the third week of every month and is for anyone who requires help from the team on their editors or on editor skills.
- Monthly Focus – to guide page creation/ updates, each month has a specific focus that will help to guide editors on what they should edit that month. Within the focus, editors can choose whatever pages they wish to edit, that aligns with their interests. We recommend pages that are rated as red or orange on the quality rating system are prioritised first. This is not obligatory, and they are free to choose any topic that interests them.
- Completion - Completed at least one full page reviews and edit focussing on our quality standards and/or create new page.
- Collaboration - Facilitate in the development of others through constructive feedback and sharing of expertise via Slack.
- Curation - Provide quality review checks to our pages, using our quality rating system, to help us prioritise editing our pages, to remain up-to-date.
Other expectations include:
- Activity Reports – members of The Team are encouraged to submit an activity report (even if they have not contributed) once a month which is reviewed by the Quality Assurance Manager. This is a chance for them to share what they have been working on and receive feedback. Non-submissions of activity reports are handled on an individual basis and each team member is contacted directly if they have not submitted their monthly activity report. Any member of the team that has not contributed for 2 consecutive months, which includes not submitting activity reports is contacted directly by the Quality Assurance Manager. They are given a chance to respond, but should they express that they are unable to continue contributing or do not respond they are removed from the team and the volunteer list.
Yearly
- Annual Reviews – Each year every member of the team has an annual review with the Physiopedia Quality Assurance Manager. The previous year’s goals, their contributions and performance for the year are reviewed and new goals set for the following year.
Recognition and Awards
We value the hard work and dedication of our volunteers. Each volunteer has the right to be recognised for their work and achievements. For this reason, Physiopedia has a monthly Editor of the Month Award , with an accompanying article showcasing the achievements of the month. Physiopedia also has an Annual Awards Programme, where individuals are peer-nominated for various award categories based on their contributions throughout the past year.
Supervision and Support
Physiopedia operates on a collaborative basis and all Team Members are required to mutually support and respect each other. Volunteers can openly ask questions, seek guidance or approach any Team Member in Slack at any time. The Physiopedia volunteers can contact the Quality Assurance Manager at any time if they have questions or concerns regarding their contributions, team dynamics, or any other preoccupation which may impact their involvement with Physiopedia. Physiopedia has an open-door policy for all Team Members. All volunteer contributions for Physiopedia are monitored by fellow Team Members and overseen by the Quality Assurance Manager and Content Manager.
Confidentiality and Data Protection
Confidentiality and data protection is of the utmost importance to Physiopedia. All personal information is processed in accordance with data protection principles as set out in the Data Protection Act 1998. Personal data will only be processed to ensure that volunteers and Team Members act in the best interests of Physiopedia. Personal information provided will not be used for any other purpose.
In addition, all Physiopedia volunteers, Team Members and knowledge-users are subject to:
Insurance
All volunteers should contribute to Physiopedia within their own personal scope of practice as governed by their national professional member organisation and/or World Physiotherapy. Assuming that they do this they are covered under the organisation’s public indemnity insurance.
Expenses
Physiopedia volunteers contribute their time to Physiopedia at their own expense. They will also use their own technical equipment, such as computers, mobile devices and internet, to perform their duties as a volunteer.
Expenses may be claimed should a volunteer perform additional duties, such as attendance at a conference or meeting, at the request of the management team.
Problem Solving and Complaint Procedures for Volunteers
All Team Members have the right to work in a conflict-free work environment. Physiopedia encourages all conflicts to be resolved at the lowest level possible and strives for an open communications policy. In the event that a dispute cannot be resolved directly between the involved individuals, the Quality Assurance Manager can be approached for problem-solving and / or mediation. A complaint can be submitted to the Quality Assurance Manager in writing, outlining the 5 Ws (who / what / when /where / why).
The Quality Assurance Manager will employ the following seven steps for effective problem solving in the workplace:
- Identify the issues.
- Understand everyone's interests.
- List the possible solutions (options)
- Evaluate the options.
- Select an option or options.
- Document the agreement(s).
- Agree on contingencies, monitoring, and evaluation.
In the event that an agreeable solution cannot be reached by all involved individuals, the Quality Assurance Manager and Chair of Physiopedia will identify a workable solution. This could involve one or all of the Team Members being relieved of their volunteering duties, as a worst-case situation.