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Review a role

16.6.1 Responsibility for role reviews

16.6.1.1 Formal and informal role reviews
There are both informal and formal role reviews. All member roles in the Teams Table (POR 16.11.1) must have role reviews.

Except for Trustee Board roles, the role holder’s Lead Volunteer must ensure that both informal and formal role reviews are conducted.  

The Lead Volunteer may delegate the conducting of a review (for example, to an appropriate Team Leader) but retains the responsibility to ensure that the process works well. It is important to avoid conflict of interest (for example following a period of suspension).

For Trustee Board roles, see POR 16.6.1.2.

Where a role review takes place for safeguarding reasons, it must be a formal review and it must be carried out by a District Lead Volunteer or County Lead Volunteer as appropriate.

16.6.1.2 Trustee role reviews
Trustee Board members are subject only to informal reviews.   

The Trustee Board Chair should initiate these informal reviews, normally annually, with each Trustee Board member. 

For the Trustee Board Chair, an annual informal review will be conducted by a member of the Trustee Board nominated and agreed upon each year by the Trustee Board members. 

16.6.1.3 Membership system 
The role holder’s team leader must record the outcome of a formal review on the membership system. 

Informal reviews are not recorded on the membership system. 

16.6.2 Informal role review

16.6.2.1 Frequency and purpose
Every adult should have a regular (normally annual) informal role review with their team leader. For members of Trustee Boards see POR 16.6.1.2. 

The informal review provides an opportunity to reflect on achievements, identify opportunities for development and agree future objectives.   

Informal reviews should also address on-going learning and development requirements. 

16.6.3 Formal role review

16.6.3.1 Frequency, outcome and next steps

  1. Formal role reviews must be conducted with each volunteer at least once every five years though they may be more frequent depending on the length of the volunteer’s initial appointment to a role. 
    As well as the normal cycle of role reviews, role reviews may be initiated by UK Headquarters for safety or safeguarding reasons. Such role reviews are always conducted as formal role reviews. 
  2. A first role review date must be set during the volunteer joining journey and recorded on the membership system. After each formal role review, the date of the next formal role review must be set and recorded on the membership system. 
  3. There is a role review template held on the membership system. All formal role reviews should follow this template and the membership system enables the volunteer and their team leader to view and complete it online. 
  4. A formal role review will determine one of the following four outcomes: 
    • Renewal of the role for an additional period 
    • Change of team for the volunteer  
    • Ending of the role (see POR 16.8) 
    • The volunteer resigns (see POR 16.8) 
  5. In most cases the reviewee and the reviewer will agree on the formal role review outcome and next steps. However, the final decision, particularly if the outcome is to end a volunteer’s role, rests with the team leader.  
    The team leader must update the membership system to reflect the formal role review outcome.  
  6. Additional formal role reviews may be requested by the volunteer or the team leader at any time. Unless urgent, such requests should be given reasonable notice, typically at least seven days. 

16.6.4 Role reviews on the appointment of a County or District Lead Volunteer  

16.6.4.1 County Lead Volunteers 
When a County ([NI] Country) Lead Volunteer is appointed, all District Lead Volunteers and County ([NI] Country) roles will undergo a formal review. For Counties that have no Districts, this also includes all Group Lead Volunteer roles. 

16.6.4.2 Northern Ireland Regional Lead Volunteers 
In Northern Ireland, when a Regional Lead Volunteer is appointed, all District Lead Volunteers will undergo a formal review.  

16.6.4.3 District Lead Volunteers 
When a District Lead Volunteer is appointed, all Group Lead Volunteers and District roles will each be subject to a formal review. 

16.6.4.4 Scheduling 
These reviews should be completed, or at least scheduled, within six months of the relevant Lead Volunteer’s appointment start date.