1. Scope and purpose
The purpose of Sweet Patootee Arts volunteering policy is to outline principles for the involvement of volunteers with the work of Sweet Patootee Arts, and:
- To confirm Sweet Patootee Arts’ commitment to involving volunteers and our appreciation of their value
- To recognise the respective roles, rights and responsibilities of volunteers
- To establish a framework for recruitment and support of volunteers
- To make clear relationships and differences between the tasks that volunteers will participate in, and the work of Sweet Patootee Arts team
AUTHORS: Tony T, Rebecca Goldstone
ISSUE DATE: January 2026
NEXT REVIEW DATE: August 2028
APPROVED BY: Dawn Prentice, Advisory Board member, Sweet Patootee Arts
2. Introduction
2.1 Volunteers have been participating in the work of Sweet Patootee Arts since 2017. Prior to this, Sweet Patootee Arts’ founders Tony T and Rebecca Goldstone worked with volunteers through their original company Sweet Patootee Ltd from 1996 to 2017.
2.2 Volunteers, through their time, energy and skills make a valuable contribution to Sweet Patootee Arts’ work. In return, Sweet Patootee Arts strives to ensure that the work and activities participated in will bring benefits to all their volunteers:
- By developing their experience, skills and confidence
- By ensuring volunteers’ wellbeing
- By trying to promote a culture of enjoyment in all our activities and their environments
- Nurturing personal leisure or academic interests
- Nurturing opportunities for enjoyment and social interaction
Sweet Patootee Arts is committed to developing, encouraging and supporting volunteer involvement. The roles of volunteers will enhance and not replace the work of Sweet Patootee Arts’ team.
2.3 A Volunteer is defined as a person who, willingly and by choice, carries out unpaid tasks on behalf of Sweet Patootee Arts. Volunteering can be:
- On a short- or long-term basis
- On placement as part of an educational qualification
- As work experience
Student internships are organised through mutual arrangements between Sweet Patootee Arts and the student’s educational establishment. They are not generally subject to the terms and conditions set out in this policy.
2.4 Sweet Patootee Arts welcomes volunteers from all sectors of society, such as:
- People from global majority communities
- People with disabilities
- Older people
- Young people
Sweet Patootee Arts can only provide travel expenses when a specific project fund for the activity is allocated.
The minimum age for a volunteer is 25. There is no upper age limit.
3. Statement of principles
3.1 Volunteers will be asked what tasks they would like to undertake, and all possible effort will be made to accommodate their interests and capacity.
3.2 The work and activities that volunteers participate in will enhance and not replace the work of Sweet Patootee Arts’ team
3.3 Sweet Patootee Arts will acknowledge publicly the contributions made by volunteers regularly and by name, where appropriate
3.4 Unless requested otherwise, the products of all tasks carried out by volunteers will be the copyright and intellectual property of Sweet Patootee Arts. For example, publication and sharing of written materials.
3.5 A formal volunteer agreement will set out the responsibilities of both parties
3.6 Sweet Patootee Arts commits to:
- Recording volunteer hours worked
- Recording tasks and activities participated in
- Providing on request reference for the volunteer for future job/ education applications they may make
4. Overview of volunteer work and activities
The following work and activities have been identified as suitable for volunteers. Most are carried out at project locations, but some can be done from home
Each work task and activity makes an important contribution to Sweet Patootee Arts’ aims to honour our roots in Black history while broadening the scope of our work to tell shared, untold stories that connect communities across all backgrounds and generations
Inductions and step by step support and/ or instructions are provided by the Sweet Patootee Arts team.
4.1 Basic transcribing and or summarising of oral testimony interviews
4.2 Basic research of archive material – such as images and newspaper stories using collections management systems and software.
4.3 Improving descriptions to and access to Sweet Patootee Arts stories and resources relating to marginalised communities
4.4 Digitising a selection of existing and new research materials
4.5 Transcribing and indexing archive materials (For student placements only, closely managed by the Sweet Patootee Arts team and/or freelances engaged to oversee the specific programme.
4.6 Cataloguing archive items
5. Recruiting Volunteers
5.1 When recruiting and working with volunteers and interns, Sweet Patootee Arts is guided by best practice guidelines of Arts Council England, and ‘The National Lottery Heritage Fund.
5.2 Most placements at Sweet Patootee Arts are at the request of the volunteer. Candidates are asked to complete a form outlining their interests and a summary of their experience.
5.3 The number of volunteering opportunities with Sweet Patootee Arts may be restricted by the team’s capacity to provide appropriate level of support and supervision.
5.4. Potential volunteers will be invited to a preliminary chat with the Sweet Patootee Arts team before opportunities to participate in work or activities is offered. This provides an opportunity for volunteers to meet the team and all concerned to consider available tasks and activities which match volunteer wishes.
5.5 Sweet Patootee Arts reserves the right not to accept a volunteer or to terminate an arrangement
5.6 Sweet Patootee Arts and the volunteer will enter into an agreement which sets out the commitments on both sides. A signed version is kept on file, with a copy sent to the volunteer
5.7 Volunteers will not be asked to work with children or young people. Therefore a Disclosure and Barring Service (DBS) check will not be required
5.8 Sweet Patootee Arts will provide an induction into workplace procedures including health and safety. The volunteer must always comply with these.
5.9 Some activities may be at home, such as indexing of images, online research or converting hardcopy information. The Sweet Patootee Arts team will keep regular contact and check volunteers have what they need. No original material may be taken home by volunteers.
6. Volunteer rights and responsibilities
Sweet Patootee Arts recognises the rights of its volunteers to:
- Be inducted into the organisation and team, their mission and how their regular work and activities deliver it, past projects, archive collections, health and safety.
- Expect safe working conditions
- Be eligible for Sweet Patootee Arts’ Employers Insurance, and Public Liability insurance.
- Have a clear understanding of the lines of supervision which apply to them
- Have a clear understanding of the procedures for notifying unplanned absences
- Receive the necessary training and ongoing support to participate in allocated work and activities
- Be free from any form of discrimination in the workplace
- Have regular breaks from their work, including use of rest areas
- Receive a reference from their supervisor, if one is requested
- Withdraw from voluntary working at any time after the minimum number of hours agreed has been completed.
7. Role of the Sweet Patootee Arts team
7.1 Sweet Patootee Arts will nurture good working relationships between staff and volunteers
7.2 Sweet Patootee Arts team will
Work with at least one volunteer a year
Support volunteers in the case of an emergency or unplanned absence
Provide a welcome environment for work and activities
7.3 Volunteers are asked to recognise that the Sweet Patootee Arts team have many duties. The team may not always be immediately available to answer questions.
7.4 Staff will ensure that volunteering is in line with best practice guidelines. For example in the event of a public health or other national emergency.
8. Volunteer agreement
Details about the expectations of the volunteering engagement are in each individual volunteer agreement. This ensures that
The roles and responsibilities of the volunteer and Sweet Patootee Arts team are clear
The impacts and benefits of volunteering are acknowledged by all parties
Volunteers will be asked to complete and sign the agreement. This will be kept on file for the duration of their volunteer work and activities with Sweet Patootee Arts + 1 year.
Amendments to reflect adjustments can be made to the template volunteer agreement before it is signed. For example, if a volunteer wants to share ownership of their work outcome.
9. Data protection
Sweet Patootee Arts process volunteer personal data securely in line with current Data Protection legislation including the Data Protection Act 2018