YWCA Ireland's List of Policies
+ Cancellation Policy
We require a non-refundable security deposit.
Please note that once a booking is confirmed, the security deposit paid is non-refundable in cases of cancellation of all or part of the original booking. This applies should a resident cancel prior to checking in or to making an advance rent payment. Notice of cancellation must be given in writing to the Manager of the YWCA Baggot Street Residence.
- Cancellations received 14 days or more prior to arrival: Full rent will be refunded.
- Cancellations received 14 – 10 days prior to arrival: €100 euro will be retained from the rent payment.
- Cancellations received 10 – 4 days prior to arrival: A minimum of weekly rent and up to 30% of rent will be retained.
- Cancellations received 1 – 3 days prior to arrival: A minimum of weekly rent and up to 80% of rent will be retained.
- Cancellations received on day of arrival / after arrival date: A minimum of weekly rent and up to 100% of rent will be retained.
In all cases listed above, the security deposit will (also) be retained. The precise percentage of the rent retained in any individual case will be at the discretion of the Residence Manager. Any resident who takes up an offer of residence and subsequently leaves in advance of their agreed date of departure will not be refunded the deposit. The balance of their rent minus any fees for early departure/part cancellation of their original booking (similar to fees for cancellation prior to arrival as set out above) will be refunded as soon as the room is re-let to another resident. However, Baggot Street Residence cannot guarantee that rooms vacated mid-term will be filled.
EXCEPTIONS: VISA REFUSALS
Students from outside the European Area may be required to obtain a visa to enter Ireland. At least 6 weeks are needed to process visa applications. Residents who fail to obtain their visas will be refunded all fees paid, less a processing fee of 100 euro. Written proof of the visa refusal must be supplied to the Residence.
+ Volunteer Policy
How we work with Volunteers YWCA Ireland is an organisation steeped in the tradition of volunteering. We encourage the involvement of volunteers at all levels of our association and within all appropriate activities. Volunteers serve the needs of our service users in a way that enhances and extends the work of YWCA Ireland.
YWCA Ireland defines volunteering as any activity that involves spending time, unpaid, doing something that aims to benefit the environment or someone (individuals or groups) other than, or in addition to, close relatives. Central to this definition is the fact that volunteering must be a choice freely made by each individual.
Volunteer involvement will never be seen as a substitution for paid employment. Volunteers will enhance the work of paid staff, never replace it. Volunteers and paid staff are considered partners in implementing YWCA Ireland’s mission. It is essential that each partner understands and respects the abilities of the other in working towards the mission.
Why We Involve Volunteers YWCA Ireland cannot achieve its mission without volunteers. We involve volunteers to:
- Ensure that the needs of our service users are met
- Provide new skills and perspectives
- To offer volunteers opportunities to contribute and develop our work and the volunteers’ experiences
Confidentiality Volunteers follow the same procedures as staff in areas of confidentiality. Volunteers are expected to keep information related to the work of YWCA Ireland confidential. Failure to maintain confidentiality may result in the termination of the volunteer’s relationship with YWCA Ireland. Volunteers are considered to be authorised representatives of YWCA Ireland and therefore have access to information relevant to, and necessary for, the successful completion of their role.
Equal opportunity YWCA Ireland is committed to being an equal opportunities organisation. All volunteers should be free from discrimination on the grounds of gender, marital status, family status, age, race, sexuality, religion, disability & membership of the Traveller Community.
Speaking on Behalf of YWCA Ireland Volunteers must in all cases seek approval from their supervisor prior to any action or statement that might significantly affect or obligate YWCA Ireland. These actions include public statements to the press, coalition or lobbying efforts with other organisations or any agreements involving contractual or financial obligations.
Alcohol & Drugs Whilst volunteering for YWCA Ireland, volunteers are prohibited from: Being under the influence, using, possessing, selling or otherwise being involved with illegal drugs
Role Descriptions YWCA Ireland will define the roles and functions of volunteers. A Role description document is compiled for all volunteer roles. In every situation where a volunteer is involved they will agree, with the YWCA Ireland staff member who supports them, the tasks they will undertake. Volunteers will be adequately prepared for such tasks prior to commencing the voluntary work. Each volunteer should be familiar with his/her role description and feel comfortable in offering suggestions for change and improvement. Live-in roles will include some additional policies or live-in expectations.
Recruitment YWCA Ireland recruits volunteers for a variety of roles and this is done through formal (radio, newspapers & websites) and informal (notice boards, word of mouth) channels. The following will be sent to those responding to YWCA Ireland recruitment campaigns:
- Role description for the volunteering opportunity
- Information about the organisation & the volunteer activity.
The YWCA Ireland Volunteer Policy All volunteers offering their services to YWCA Ireland will have their offers dealt with promptly and be given a warm welcome.
Interviewing The interview procedure will depend on the role applied for and this will be outlined at the application stage. This gives the prospective volunteer a chance to learn about YWCA Ireland, its mission & available volunteer roles. It will also help determine the suitability of the individual to perform voluntary work on behalf of YWCA Ireland. If both the volunteer and YWCA Ireland agree to the mutual benefits of a partnership a date for induction training will be set.
Character References Volunteers involved in direct service activity will be asked to provide two references, neither of which should be from an immediate family member. These could be from an employer, school or college, a community representative, etc. YWCA Ireland will contact the referees by telephone to ask a standard set of questions relating to the potential volunteers’ suitability for the position.
Screening As an organisation committed to the protection of vulnerable adults and children we must ensure that under no circumstances are our service users placed at risk. We do require that our volunteers are subject to the Garda vetting process. Garda vetting is the process by which the Central Garda Vetting Unit (CGVU) discloses details regarding all prosecutions and/or convictions in respect of an individual. (The CGVU is the unit within the Garda Síochána responsible for conducting Garda Vetting. Garda Vetting is not conducted by Gardaí at a local level). Please contact our national office for a copy of our Garda Vetting Policy.
Probation Period Anyone volunteering at the YWCA on an ongoing basis will be subject to a probation period of 6 weeks and at the end of this time, either side may choose to withdraw from the volunteer agreement.
Induction and Training Inductions and training will vary according to the nature of the volunteer activity. Additional training will be given when required in order to help the volunteer fulfil their role most effectively.
Support All volunteers will receive regular support from a designated named member of paid staff. The level of support will be commensurate to the complexity of the task being carried out.
Recognition YWCA Ireland will ensure that all volunteers input is recognised and appreciated. We do so in a number of ways, including:
- Celebrating volunteers’ contribution
- Giving the opportunity to attend and contribute in team meetings and (where appropriate) in steering meetings
- Offering ongoing support and supervision
Expenses Volunteers will be reimbursed for expenses incurred through volunteering in one of the following ways; be reimbursed/ refunded for any mileage and out of pocket expenses. To help us budget for this expense we do ask volunteers to consider ways to keep expenses to a realistic level. All expense claims should be accompanied by receipts. For longer term volunteers a monthly fixed amount may be agreed to cover all expenses associated with their volunteer role.
Code of Conduct It is expected that volunteers would conduct themselves in accordance with the YWCA Ireland’s IT, Internet and email policy. Volunteers will be asked to leave in instances such as: breaches of confidentiality, theft, or fraud. Further details will be given regarding policies and procedures during training.
Problem Solving YWCA recognises that volunteers may have issues or problems they need to address. We endeavour to identify and solve problems at the earliest possible stage. If a volunteer wishes to make a complaint they should contact their immediate supervisor at the earliest opportunity to discuss the matter. If the volunteer is unhappy with the outcome of the meeting they should put their complaint in writing to the chairperson of the centre to which they are assigned.
Health and Safety Policy Volunteers should conduct themselves in accordance with YWCA Ireland’s Health and Safety policy.
Insurance Volunteers are covered by YWCA Ireland insurance when carrying out YWCA Ireland approved activities.
+ Equal Opportunities
At YWCA Ireland we commit ourselves to equality of opportunity for all. We recognise that in our society certain individuals and groups of people are unfairly discriminated against, both directly and indirectly. Such discrimination occurs where an individual is treated less favourably on the grounds of gender, marital or family status or responsibility for dependants, disability, race, colour, ethnic or national origin, antibody status, sexual orientation, economic status, age, political or religious belief, membership of the traveller community.
YWCA Ireland strives to eliminate all such forms of discrimination and to create a climate in which equal opportunities are promoted as a means of developing the full potential of everyone who is involved with our organisation. We do this by fulfilling our legal obligations and by taking positive action, which goes beyond the requirements of the law, by avoiding stereotyping and tokenism.