Policy Documents

This policy has been prepared to define the shared principles of volunteering activities carried out within Gelişen Nesil International Education and Development Association, the rights and responsibilities of volunteers, the obligations of the association, and how the volunteering process works.

Gelişen Nesil does not see volunteering merely as providing support for activities. We regard volunteering as an active space of participation where young people can share ideas, take responsibility, learn, build solidarity and contribute to the society they live in.

With this policy we aim to ensure the volunteering process is safe, inclusive, transparent, open to learning and based on mutual respect for everyone.

This policy covers:

• People who volunteer regularly or on a project basis within the association,
• Volunteers taking part in events, trainings, workshops, campaigns and field work,
• People participating in online volunteering activities,
• Board members, staff and project teams responsible for volunteer coordination,
• All team members who interact with volunteers on behalf of the association.

This policy is independent of association membership. A person may volunteer without being a member; likewise, all members taking part in volunteer activities comply with this policy.

Volunteering is a person sharing their time, knowledge, skills or experience of their own free will, without expectation of financial gain, in order to create social benefit.

For Gelişen Nesil, volunteering:

• Is not a compulsory form of work.
• Does not replace paid employment.
• Should contribute to the volunteer's professional, social or personal development.
• Should respect the volunteer's own limits, time and circumstances.
• Should be based on mutual trust, openness and respect.

Subjecting volunteers to regular compulsory working hours, transferring staff duties to volunteers without compensation, or using volunteer labour as if it were an employment relationship is not accepted.

4.1. Volunteering is based on free will

Every volunteer joins activities of their own accord. Volunteers have the right to change their time commitment, area of duty or form of participation, to take a break, or to leave the volunteering process.

4.2. Participation and co-creation are essential

Volunteers are not merely people who carry out assigned tasks. They can express opinions on the association's activities, develop ideas, propose new projects and participate in decision-making through appropriate channels.

4.3. Inclusion is upheld

The association does not accept discrimination on the basis of gender, age, disability, economic circumstances, ethnic origin, language, religion or belief, migration experience, place of residence, educational background, political opinion or other personal characteristics.

We aim for volunteering spaces to be accessible and safe for everyone. The participation of young people who face greater barriers to opportunity is particularly supported.

4.4. A safe space approach is adopted

It is the association's responsibility to build a working culture where volunteers can express themselves freely, ask questions, not fear making mistakes, and be treated with respect.

All forms of discrimination, humiliation, bullying, hate speech, harassment, sexual harassment, violence, threats, pressure and exclusionary behaviour are strictly unacceptable.

4.5. Transparency and accountability matter

Volunteers are clearly informed about the purpose, duration, responsibilities, expectations and any risks of their tasks. Clear information is provided about how volunteers' work will be used.

4.6. Learning and development are supported

We care that volunteering is a mutual experience — one that not only contributes to the association but also enables the volunteer to learn and grow.

As a rule, people wishing to take part in regular volunteering activities at Gelişen Nesil should be at least 18 years old.

Participation of young people under 18 is assessed separately depending on the nature of the activity, safety conditions, relevant project rules and, where necessary, parental/guardian consent. Additional safety and supervision measures apply in activities involving direct contact with children and young people.

Volunteer candidates are expected to:

• Act in line with the association's aims and values,
• Take responsibility in line with their volunteer role description,
• Comply with safe space and ethical rules,
• Stay in communication for the activities they have agreed to join,
• Treat other volunteers, participants and stakeholders with respect.

Volunteers can take on roles in different areas according to their interests, skills, experience and availability. Examples include:

• Organising trainings, workshops and events
• Social media and digital content production
• Project development and research
• Youth participation and advocacy activities
• Local volunteering and community benefit work
• Promoting international opportunities
• Communication, visibility and design support
• Field work, forums and youth gatherings
• Online mentoring, peer support and knowledge sharing
• Work on climate, equality, social inclusion, digital citizenship and youth policies

Where possible, a short written or digital role description is prepared for each volunteer, including at least:

• The name of the volunteer role
• The purpose of the role
• The main tasks involved
• Estimated time commitment
• The responsible person or team
• Expected form of communication
• Training or support the volunteer may need
• Any special considerations during the activity

Volunteer applications may be received through open calls, events, social media, the association's network or direct application.

The aim of the application process is not to eliminate volunteers, but to determine together the applicant's interests, expectations, experience and the most suitable area of volunteering.

The application process generally consists of:

• Completing the volunteer application form
• Reviewing the application details
• A short introductory conversation where needed
• Determining a suitable area of volunteering
• Completing the orientation and information process
• Matching the volunteer with the relevant team or activity

The association may make selections for roles based on the number of volunteers needed, the nature of the activity and safety conditions. If an application is not accepted, respectful and explanatory feedback is provided where possible.

An orientation process is run so volunteers can adapt smoothly to the association and its work.

Orientation covers, at minimum:

• The purpose, focus areas and values of Gelişen Nesil
• The association's organisational structure and communication channels
• The Volunteering Policy and ethical rules
• The volunteer's role description and responsible contact person
• The safe space, anti-discrimination and anti-harassment approach
• Use of personal data and visual materials
• Communication, representation and visibility rules at events
• Complaint, feedback and support mechanisms
• Training and development opportunities during volunteering

Depending on the role, additional training may be provided on project management, communication, digital safety, child protection, event management, social media use or other relevant topics.

Every volunteer at Gelişen Nesil has the right to:

• Volunteer in a safe, respectful environment free from discrimination
• Learn their role description, responsibilities and expectations clearly
• Access the information, guidance and support they need
• Freely share their opinions, suggestions and criticism
• Set their own time and personal boundaries
• Leave the volunteering process at any time
• Have the privacy of their personal data protected
• Ask for their work, contribution and ideas to be visible
• Request a certificate of participation, reference letter or other document evidencing their volunteering, where appropriate
• Safely report harassment, discrimination, pressure or unethical behaviour
• Not be excluded or treated unfavourably after making an application, contribution or report

Volunteers are expected to observe the following principles:

• Carry out their role as punctually and carefully as possible
• Inform the responsible person in good time when they cannot attend
• Avoid behaviour that demeans, discriminates against or harms the association, other volunteers or participants
• Not share personal, institutional or project information accessed through volunteering without permission
• Follow the organisation's communication principles in statements made on behalf of the association, on social media and in public spaces
• Look out for the safety of children, young people, vulnerable groups and all participants during activities
• Refrain from all forms of harassment, bullying, violence, hate speech, discrimination and unethical behaviour
• Not give misleading guidance on matters beyond their own expertise
• Use the association's resources, equipment and materials carefully and for their intended purpose
• Openly declare situations that could create a conflict of interest

Gelişen Nesil undertakes the following responsibilities in the volunteering process:

• Define volunteers' roles clearly and realistically
• Provide the information, guidance and support volunteers need
• Not use volunteer labour in place of paid staff
• Respect volunteers' capacity, time and personal boundaries
• Assess safety risks in advance for physical and online events
• Take volunteers' opinions and feedback into account
• Not run the volunteering process in an arbitrary, oppressive or exclusionary manner
• Treat allegations of discrimination, harassment, violence or unethical behaviour seriously
• Process volunteers' personal data purpose-bound, securely and confidentially
• Document and make volunteers' contributions visible where appropriate
• Designate a clear point of contact for problems volunteers encounter

The association aims for volunteering opportunities to be accessible to everyone.

To this end, where possible:

• Activity announcements are prepared in a clear and accessible way.
• Online participation options are considered.
• The needs of volunteers with disabilities are taken into account.
• Barriers that make participation harder for volunteers with limited financial means are reduced.
• Volunteers' needs regarding transport, venue, timing and communication are considered.
• The participation of young people living in rural areas, with migration experience or facing barriers to opportunity is encouraged.

The association acknowledges that offering the same conditions to everyone does not always create equal participation, and strives to make reasonable adjustments for volunteers who need them.

Gelişen Nesil regards respect for human dignity, safety and mutual boundaries as an indispensable part of its volunteering culture.

The following behaviours are never tolerated:

• Physical, psychological, sexual or digital violence
• Sexual harassment, sexist rhetoric or unwanted persistent behaviour
• Racism, hate speech, discrimination and exclusion
• Bullying, humiliation, threats or pressure
• Any risk of abuse directed at children, young people or vulnerable groups
• Sharing personal data, images or private information without permission
• Using the volunteering relationship for personal gain, financial benefit or building relationships of power
• Behaviour that endangers event safety through alcohol, substance use or other causes

Volunteers taking part in activities involving direct contact with children, young people and vulnerable groups additionally agree to comply with the association's relevant safety rules and project-specific protection procedures.

Personal information collected from volunteers is used only to run the volunteering process, communicate, plan activities, ensure safety and meet necessary reporting requirements.

The association does not share volunteers' personal data with third parties without permission. Data is kept confidential except where legal obligations, project requirements or situations requiring explicit consent apply.

Before photographs, videos and audio recordings taken at events are used for visibility, social media, the website, reporting or project outputs, the volunteer is informed and, where necessary, their explicit consent is obtained.

Volunteers likewise may not share phone numbers, photos, private information, health information or similar data of people they meet during activities without permission.

Volunteering is an unpaid form of participation and volunteers are not paid a wage.

However, transport, meal, accommodation, communication or material costs arising from a project, event or role may be covered or reimbursed in line with the association's budget, project rules and pre-agreed practices.

Expense coverage:

• Does not constitute a wage in return for volunteering.
• Requires advance notice and, where possible, prior approval.
• Is documented within project rules or internal procedures.
• Is not treated as an automatic entitlement for every activity.

Regular communication with volunteers is important for a sustainable volunteering experience.

Therefore, the association:

• Designates a coordinator or responsible person volunteers can reach.
• Strives to share up-to-date information about activities in good time.
• Creates channels for volunteers' suggestions and criticism.
• Holds evaluation meetings, feedback forms or volunteer gatherings at suitable intervals.
• Encourages volunteers to share new ideas and project proposals.

Volunteers can raise problems, needs or suggestions with the volunteer coordinator, the project lead or the board.

Every volunteer has the right to report discrimination, harassment, violence, unethical behaviour, safety risks, mistreatment, personal data breaches or any other problem they encounter.

Reports may be made in writing, verbally or digitally to:

• The Volunteer Coordinator,
• The relevant Project Coordinator,
• The Chair of the Board or a designated board member.

Reports are handled as confidentially as possible. A person who makes a good-faith report may not be excluded, subjected to pressure or deprived of volunteering opportunities because of it.

In cases involving urgent risk, violence, child safety or serious harassment allegations, the association takes an approach that prioritises the person's safety, ensures referral to the relevant authorities and takes steps appropriate to the nature of the incident.

A volunteer may leave the volunteering process without having to give a reason. Where possible, they are expected to give advance notice so responsibilities can be handed over.

The association may end a volunteering process in the following situations:

• Violation of the ethical and safety rules in this policy
• Behaviour involving harassment, violence, discrimination or serious disrespect
• Breach of confidentiality obligations
• Misuse of the association's resources
• Prolonged neglect of volunteer duties without communication
• Behaviour that puts the volunteer or other participants at risk
• Behaviour that seriously damages the association's reputation or activities

Where possible, the volunteer is spoken with before the process is ended and an opportunity for improvement is considered. However, in cases of safety, harassment, violence or grave ethical violations, the association reserves the right to decide directly.

The association values making volunteers' contributions visible.

Accordingly, where appropriate, volunteers may be offered:

• A certificate of participation
• A volunteering certificate
• A reference letter
• A project- or event-based letter of appreciation
• Training and capacity-building opportunities
• A short written evaluation of their role and experience

Certification is based on the volunteer's role, continuity, responsibilities and contribution within the association, and is assessed according to the quality of their participation.

The Board of Gelişen Nesil and the designated Volunteer Coordinator are responsible for implementing this policy.

The policy is reviewed at least once a year, taking into account volunteer feedback, the association's needs, ongoing projects and changing practices.

Volunteers may make suggestions for developing this policy. The association regards its volunteering policy as a living, evolving document.