Volunteer Policy

Welcome and Mission Statement

Welcome to MindTheMap, and thank you for expressing your interest in volunteering with our community. Our mission is to create a living, breathing map of mental health resources, stories, and gaps in support to allow people and communities to take agency over their mental wellbeing. Our mission is bold and inherently human. We can't achieve it by ourselves. Our volunteers are the principal ambassadors and data champions who bring this map to life in neighborhoods, college campuses, and towns in Kenya. Your time, passion, and unique perspective are not merely appreciated— they are the very basis of our advocacy. 

Our Commitment to You

We at MindTheMap believe that to be able to serve our communities, we must first serve our volunteers. We are deeply committed to making your volunteer experience not only meaningful but also nourishing and rewarding for you. In return for your dedication, you can expect:

• A Safe and Welcoming Environment: A physically and emotionally safe environment where you are respected, treated with dignity, and compassion. We work to ensure a stigma- and discrimination-free community.
• Meaningful, Impactful Work: Your work will be directly connected to our mission to map mental health resources. You will see how your work helps to fill critical gaps in what we know and makes support more accessible to those who need it.
• In-depth Training: You will receive all of the training you require to feel confident and effective in your role, such as sensitive data handling training, community engagement best practices, and self-care principles to protect your own wellbeing.
• Supervision and Support: You will have a designated contact person for guidance and feedback. We commit to open communication and to supporting you through any challenges you may encounter.
• Sincere Appreciation: Your time and energy are precious gifts. We are committed to recognizing your efforts and respecting the valuable role you play in our shared success.

Volunteer Rights and Responsibilities

We operate on a mutual respect and shared goals basis. This platform defines the standards under which we are able to work together safely and effectively. You are entitled as a respected member of our team to:

• A Respectful and Inclusive Space: To be treated with respect, fairness, and compassion in a space that actively refutes stigma and appreciates diversity of experience.
• Effective Training and Support: To have detailed initial training and continued advice to be able to do your job competently and confidently, with particular emphasis on ethical engagement and personal boundaries.
• Safety and Wellbeing: To a safe physical and psychological environment. This means coverage under our organizational liability insurance for all approved volunteer work.
• Clear Communication: To understand what is expected of you, including a clear job description of your role, your supervisor, and the time commitment.
• Voice and Feedback: Being heard, being able to ask questions, and providing constructive criticism of your own position and our programs without fear of reprisal.

Your Obligation as a Volunteer

In order to uphold our mission and ensure the public's trust in us, you are responsible for:

• Reliability and Professionalism: To carry out your responsibilities to the highest possible standard, deliver on time commitments, and project MindTheMap in a favorable and professional light.
• Highest Confidentiality: To protect all confidential information experienced as part of your responsibilities, such as all personal data passed by community members or concerning internal functions. This is a pillar of our ethical obligation.
• Compliance with Policies: To read, understand, and comply with all MindTheMap policies and procedures, such as this Volunteer Policy, our Code of Conduct, and Safety guidelines.
• Respectful Interaction: To interact with staff, fellow volunteers, and community members with empathy, cultural humility, and without judgment.
• Open Communication: Being open with your supervisor about your availability, any difficulties you may have, or difficulties you may face in working in your role.

Eligibility and Screening

To safeguard the sensitive nature of our activities and ensure the health and well-being of our volunteers and the individuals they are serving, MindTheMap has developed the following eligibility and screening requirements:

Eligibility Requirements:

• Age: A minimum age of 18 years old is required for volunteers.
• Commitment: A minimum commitment of 4 hours a week for 3 months is needed to ensure the efficacy of our training and the consistency of our community outreach.
• Mindset: Demonstrated empathy, cultural consciousness, and a solid sense of alignment with MindTheMap's mission to reduce mental illness stigma are needed.

Screening

Our onboarding process is designed with a two-way fit and includes the following:

• Application: Completing our in-depth online volunteer application form.
• Interview: An in-person or video interview with our Volunteer Coordinator to discuss your motivation, skills, and availability.
• References: We ask for two professional or character references who can attest to your reliability, integrity, and people skills.
• Background Check: As our work involves working with vulnerable populations and possibly sensitive information, a criminal background check is a required component of our screening process for all candidates invited to participate.
• Confidentiality Agreement: Signing of a signed confidentiality and ethics agreement before any volunteer work is started.

Application and Onboarding Process

We've designed our onboarding experience to leave you feeling educated, trained, and fully supported from your first point of contact with us. The experience entails the following significant steps:

• Step 1: Online Completion of EQ Assessment:Your journey begins with comple ting our online application form. This allows us to learn about your background, interests, and why you'd like to join us in our cause of mental health advocacy.
• Step 2: Preliminary Screening Interview: Respondents who fit into our criteria  will be invited to an informal, virtual chat with our Volunteer Coordinator. It is an opportunity for mutual getting-to-know-you, a conversation about your role in the future, and affirmation that MindTheMap is the right opportunity for you.
• Step 3: Formal Onboarding & Orientation: Upon acceptance, you will attend a required full orientation session. This covers our mission, values, policies, and safety protocols. You will officially sign your Volunteer Agreement and Confidentiality Pledge during this session.
• Step 4: Role-Specific Training: You will then receive specialized training that corresponds to your specific volunteer role (e.g., Data Verification, Community Mapping, Community Advocacy). This training is meant to equip you with the real skills and knowledge required for you to contribute meaningfully and act ethically.
• Step 5: Deployment & Ongoing Support: Once trained, you will be allocated your supervisor and begin your volunteering. This is not the last part of your learning experience; we provide continuous contact and support to ensure that you do well and are comfortable in your time with us.

Roles, Expectations and Time Commitment

In furtherance of our goals, we rely on volunteers for a wide range of important tasks. The following are the primary positions available, with specified responsibilities and a defined time commitment. Review these and consider how best your interests and skills might be matched.

1. Community Mapping Ambassador

Role Summary: Be "eyes and ears" for MindTheMap within your community. You will help identify, verify, and document mental health resources and areas of support gaps.

Primary Tasks:

1. Collect field data to locate and verify mental health service providers.
2. Collect accurate information on services offered, eligibility, and accessibility.
3. Utilize our online database for entering and updating resource information.
4. Provide awareness materials to community centers and clinics.

Time Requirement: Minimum 2-4 hours a week for a period of 6 months.

Reports To: Regional Outreach Coordinator.

2. Data Integrity Specialist

Role Description: Ensure the accuracy and integrity of the data displayed on our live map. This is a behind-the-scenes role for detail-oriented individuals.

Primary Responsibilities:

1. Verify data collected from Community Ambassadors for accuracy and completeness.
2. Make return telephone or e-mail contact with organizations listed.
3. Sanitize and sort data in our master database.
4. Flag as needing update outdated or inaccurate information.

Time Commitment: Minimum 3-5 hours/week, with flexibility in scheduling. A 3-month commitment is preferred.

Reports To: Data Systems Manager

3. Outreach & Advocacy Coordinator

Role Overview: Represent MindTheMap at events and help us grow our network and raise awareness. An excellent opportunity for an individual who is comfortable with public interaction.

Key Tasks:

1. Staff information booths at community health fairs, university events, and conferences.
2. Help coordinate and promote MindTheMap awareness events in the community.
3. Talk to the public about our cause and refer them to our resources.
4. Assist social media advocacy campaigns.

Time Commitment: Scheduling on an event-by-event basis. Must be available from time to time on weekends or in the evenings. The commitment of assistance for a minimum of 4 events annually is requested.

Reports To: Communications Lead

General Expectations of All Positions:

1. Be subject to all MindTheMap policies, especially confidentiality and data ethics.
2. Be professional and sensitive in communication.
3. Attend mandatory training sessions and regular check-in sessions.
4. Give advance notice of any scheduled absences or changes in availability.

Compensation, Reimbursement & Resources

All positions within MindTheMap are unpaid volunteer roles. Our program is designed for individuals who are passionate about mental health advocacy and wish to give their time and resources to our mission.

Resources Provided:

MindTheMap will provide the following resources free of charge to you:

• Comprehensive Volunteer Training: Core and ongoing training in our processes, data ethics, and soft skills for community engagement.
• Volunteer Kit: All volunteers will receive a kit with branded material and tools needed. This may include:
• A MindTheMap identification tag.
• A specialist notebook and writing materials.
• Data Transmission device (tablet or smartphone) that is pre-loaded with required apps and security for data capture.
• Ongoing Support: Ongoing mentorship from a specialist supervisor and access to our internal support network. 

Ownership and Return of Property

All equipment, materials, and supplies furnished to you, including but not limited to electronic equipment, notebooks, and identification badges, are the sole property of MindTheMap. Said property is being provided on loan for use during your volunteer service. You are responsible for its maintenance and are to return all property in good working condition at the conclusion of your volunteer term or as requested by us. Failure to return property may result in being held responsible for the replacement value.

Confidentiality and Data Ethics Agreement 

The Commitment:

You will be given access to confidential and sensitive data when you volunteer for MindTheMap. You are supposed to maintain the highest level of confidentiality while acting as a volunteer and in all circumstances after your association with MindTheMap terminates.

What is Deemed Confidential Information?

This includes, but is not limited to:

• Personal Information: Any personally identifiable data (PII) about people in need, individuals who testify from the community, or other volunteers.
• Organizational Information: Intranuclear processes, strategic planning, financial information, donor lists, and unmapped information. 
• Partner Data: Confidential information on our relationships with healthcare providers, clinics, and other partner agencies.
• Unpublished Results: All data, research, or map information that MindTheMap has not made available to the general public.

Your Obligations:

• Non-Disclosure: You agree that you will not make available, disclose, or distribute any Confidential Information for any purpose other than as reasonably necessary for your particular volunteer duties.
• Secure Processing: You will follow all guidelines provided for processing information, including utilizing secure means of communication and storage.
• Reporting Breaches: You must report any suspected or actual breach of confidentiality to your supervisor at once.

By volunteering with MindTheMap, you consent that breach of this agreement could cause severe damage to individuals and to the reputation and integrity of the organization. Breach will be taken very seriously and can result in your volunteer position being ended forthwith and, if required, legal action.

Code of Conduct

1. Purpose

To give a clear explanation of the behavioral expectations for all MindTheMap volunteers. Our success and reputation as a mental health advocacy organization are founded on respect, integrity, and trust. This code creates a safe, professional, and friendly environment for our staff, volunteers, and communities we serve.

As our representative, you are to comport yourself at the highest level. This code applies to all volunteer activities, including training sessions, community work, and use of digital platforms. Be considerate and kind to all individuals—community members, fellow volunteers, staff, and partners—irrespective of background, identity, mental health status, beliefs, or differences, and treat them with respect, empathy, and dignity.

Foster a harassment-free, stigma-free workplace that is welcoming. Harassment or discrimination of any kind will not be accepted.

2. Professionalism:

Fulfill your volunteer commitments regularly and on time. Provide advance notice if you cannot meet a commitment. Be available and in contact with supervisors, fellow team members, and community contacts.

3. Sobriety:

Volunteers must be alcohol-free or drug-free for illegal drugs at all volunteer activities and while representing MindTheMap.

4. Use of Property and Resources:

MindTheMap property, technology, data, and materials are for use only for authorized volunteer work. Their personal use is prohibited.

5. Social Media and Public Communication:

You are welcome to be an online representative of our cause! However, whenever you speak of MindTheMap, you must:

• State clearly that your views are your own and not necessarily those of the organization.
• Guard secrets at all times (as outlined in Section 8). Never place secrets, stories, or pictures on the internet.
• Practice positive and respectful dialogue. Avoid arguing or being disrespectful about MindTheMap, our partners, or community members. 

Dress Code:

When representing MindTheMap at events or within the community, attire should be clean, neat, and appropriate for the environment and task. Your assigned supervisor will provide guidance for each event.

Consequences of Violation: Breaking  this Code of Conduct can lead to corrective action, including and up to immediate termination of your volunteer position. MindTheMap has the right to pursue any action it determines is necessary in response to any conduct constituting a violation of these policies or injuring our community.

Health, safety & Insurance

The safety and well-being of our volunteers are of utmost importance to us. MindTheMap strives to provide a friendly and secure environment for all volunteer work.

Our Safety Pledge:

• Risk Assessment: We actively evaluate and minimize potential risk associated with volunteer work, whether in an office setting, at a community fair, or in the field while mapping.
• Training: Volunteers will receive appropriate safety training in connection with their specific role before any activities are conducted.
• Psychological Safety: We recognize that the subject of mental health matters could be emotionally draining. We promote a care culture and will provide materials and guidance on emotional wellbeing management and self-care habits.

Reporting Procedures

Incidents and Accidents: Any incident, injury, near miss, or unsafe incident must be reported to your supervisor or the Volunteer Coordinator as soon as possible.

Concerns: Volunteers are asked to report any health or safety concern in confidence so that we can take prompt action.

Insurance Coverage:

MindTheMap provides commercial general liability insurance for all registered volunteers while engaged in authorized activities on behalf of the organization.

Please Note: This is not the same as personal health or accident insurance. The volunteers are responsible for their own personal medical coverage. Our insurance is for organization and volunteer protection against third-party bodily injury or property damage claims arising out of our activities.

Your Responsibility

Volunteers need to take reasonable care for their own safety and well-being, and for the safety and well-being of others who may be affected by what they do. This involves following all safety rules and procedures learned during training.

Problem Resolution & Grievance Procedure

We believe in open communication and try to give each volunteer a voice and to be heard and respected. If you have a problem or grievance related to your volunteer activities, we ask that you come forward and voice it. This process is designed to resolve issues in a prompt and equitable way.

Step 1: Informal Resolution: Wherever practicable, we suggest an informal discussion as the first step. Please discuss your problem directly with your direct supervisor or Volunteer Coordinator. Most problems can be quickly resolved easily with clear communication.

Step 2: Formal Grievance: If the issue is not resolved informally, is of a sensitive nature, or you are afraid to talk with your supervisor, you may make a formal grievance.

How to Submit: Write a formal grievance and email it to the Volunteer Coordinator complaints@mindthemap.or.ke and/or the Executive Director. Please include a brief description of the issue and any supporting details or documents.

What Happens Next:

• Acknowledgment: You will be contacted within two business days.
• Investigation: An individual who is appointed (not the complainant) will conduct a fair, impartial, and confidential investigation. This may involve interviewing you and other persons of concern.
• Resolution: You will be informed of the disposition and any action to be taken. Every effort will be made to resolve the complaint within a reasonable time period.

Confidentiality:

All concerns and issues will be dealt with the utmost discretion and confidentiality. Information will only be shared with those who must know to investigate and resolve the issue.

No Retaliation

MindTheMap clearly forbids retaliation against a volunteer for raising a legitimate concern in good faith. Any volunteer who retaliates shall be disciplined. We are dedicated to listening to your voice and making you feel safe, have a positive, and rewarding volunteer experience.

Termination of Volunteering

At-Will Relationship: Working as a volunteer for MindTheMap is an "at-will" relationship. This means that either the volunteer or MindTheMap may choose to end the relationship at any time, with or without cause, for any reason.

1. Volunteer-Initiated Termination: We understand that circumstances change. If you wish to resign from your position, we request that you provide your designated supervisor with at least two weeks' written notice whenever possible. This is to allow us to make provisions for the orderly handover of your projects and responsibilities.

2. Organization-Initiated Termination:

MindTheMap may terminate a volunteer's service for reasons including but not limited to:

• Incompatibility with Role: Poor performance or competencies for the assigned role, despite training and support.
• Changes in Organizational Needs: Re-alignment of program needs or opportunities available.
• Violation of Policy: Any breach of MindTheMap's policies, including the Code of Conduct, Confidentiality Agreement, or Health and Safety procedures.

Grounds for Immediate Dismissal:

MindTheMap is entitled to terminate a volunteer's service with immediate effect, without notice, for gross misconduct, including:

• Gross negligence or misconduct which threatens the safety or well-being of others.
• Theft, fraud, or deliberate damage to MindTheMap property or assets.
• Any harassment, discrimination, or abusive behavior.
• A serious breach of confidentiality.
• Being under the influence of alcohol or illegal drugs during volunteering.

Exit Process:

In case of termination of the volunteering relationship, the volunteer is required to:

• Return any property of MindTheMap (e.g., ID tag, equipment, materials) that they have.
• Respect any ongoing confidentiality obligations.

Recognition and Professional Development

To formally acknowledge the tireless work of our volunteers and to aid their personal and professional growth. We strongly believe that development and recognition are essential to a rewarding volunteer experience and are at the core of our appreciation and empowerment values.

Official Recognitions:

• Certificates of Impact: You will receive an official certificate specifying your role and the specific contribution you made to our mental health mapping project upon successful completion of a volunteer term.
• Letters of Recommendation: We are honored to provide verifiable, detailed letters of recommendation for volunteers who have demonstrated extraordinary commitment and excellence as part of their contribution, in support of your future academic or career pursuits.
• Annual Appreciation Event: We hold a special annual event in honor of our volunteers, celebrate collective success, and express our genuine gratitude for your contributions.

Professional Development:

• Skill Building Opportunities: Volunteering with MindTheMap exposes you to hands-on learning in data ethics, community engagement, public advocacy, and applications of mapping technology. We have specialized training programs to develop these valuable skills.
• Networking: Get connected with leaders in the mental health, non-profit, and tech-for-good sectors through our partner network and events.
• Future Options: Excellent volunteers who hold our values and mission close to their hearts will receive top priority consideration for any possible future paid positions that become available at MindTheMap, pending the extent of their experience and qualifications.