Volunteer Policy

Purpose of the Policy

The purpose of this policy is to:

• Provide a clear framework for volunteering with AHSF.
• Ensure that volunteers contribute in a safe, respectful and responsible manner.
• Protect the dignity, privacy and rights of beneficiaries, patients and communities.
• Establish expectations regarding volunteer conduct and responsibilities.
• Promote an inclusive, professional and positive volunteering experience.
• Safeguard children and other vulnerable individuals who may interact with volunteers.
• Ensure that volunteering activities are aligned with AHSF's objectives and programme requirements.

Who Can Volunteer

AHSF may welcome individuals from diverse backgrounds, including:

• Students and young adults
• Working professionals
• Retired professionals
• Healthcare professionals
• Corporate employees
• Subject-matter experts
• Community members
• Individuals with relevant technical or professional skills
• Groups and organisations interested in volunteering

The minimum age for volunteering may vary depending on the nature of the activity.

Certain activities involving children, patients, healthcare settings or vulnerable communities may have additional eligibility, documentation, supervision or verification requirements.

Volunteer Selection and Approval

Submission of a volunteer application does not automatically guarantee acceptance.

AHSF may assess volunteers based on:

• Skills and experience
• Area of interest
• Availability
• Programme requirements
• Suitability for the proposed activity
• Relevant qualifications or professional credentials
• References or verification, where required
• Any additional requirements applicable to a particular programme

AHSF reserves the right to accept, defer or decline a volunteer application based on programme requirements and organisational considerations.

Volunteer Roles

Depending on programme requirements, volunteers may contribute to activities such as:

• Community outreach
• Health-awareness activities
• Cancer awareness and screening support
• Community engagement
• Women's empowerment initiatives
• Skill-development activities
• Educational activities
• Event support
• Fundraising and awareness campaigns
• Documentation and communication
• Research and knowledge support
• Administrative or professional support
• Digital and technology-related activities

The specific responsibilities of a volunteer will be communicated by AHSF or the authorised programme coordinator.

Volunteer Responsibilities

Volunteers are expected to:

• Act honestly, respectfully and responsibly.
• Follow AHSF's policies, procedures and instructions.
• Maintain professional behaviour while representing AHSF.
• Respect the dignity, privacy, beliefs and cultural backgrounds of beneficiaries and communities.
• Maintain confidentiality of information accessed during volunteering.
• Use AHSF's name, logo and programme information only as authorised.
• Attend assigned activities on time and communicate in advance if unable to attend.
• Follow safety, security and programme-specific instructions.
• Report concerns, incidents or safeguarding issues promptly to the designated AHSF representative.
• Avoid making commitments or promises to beneficiaries on behalf of AHSF without authorisation.

Code of Conduct

Volunteers must not:

• Engage in discrimination, harassment, bullying, intimidation or abusive behaviour.
• Engage in sexual misconduct or inappropriate physical, verbal or online behaviour.
• Exploit, threaten or take advantage of beneficiaries or communities.
• Request or accept inappropriate personal benefits, money or favours from beneficiaries.
• Misrepresent themselves as an employee, doctor, representative or authorised spokesperson of AHSF unless specifically authorised.
• Provide medical, legal, financial or professional advice beyond their qualifications and assigned role.
• Share confidential beneficiary or organisational information.
• Use volunteering activities for personal commercial promotion without prior approval.
• Engage in political campaigning or activities while representing AHSF.
• Consume or possess prohibited substances while participating in AHSF activities.
• Undertake any activity that may put a beneficiary, volunteer, employee or member of the public at risk.

Child Safeguarding

AHSF may operate or support programmes involving children and adolescents.

Volunteers working with children must follow all applicable child-protection laws, AHSF safeguarding requirements and programme-specific instructions.

Volunteers must:

• Treat every child with dignity and respect.
• Avoid inappropriate physical, verbal or digital interaction.
• Never engage in behaviour that could place a child at risk.
• Never privately communicate with a child through personal social-media accounts or messaging platforms unless expressly authorised under the programme.
• Never photograph, record or publish identifiable information about a child without appropriate authorisation and consent.
• Immediately report any suspected abuse, exploitation, inappropriate conduct or safeguarding concern through the designated reporting mechanism.

Where required for child-facing activities, AHSF may request identity verification, references, background checks or other documentation before permitting participation. Government volunteer guidance similarly recognises identity verification and supervision as important safeguards where volunteers interact with children.

Working with Patients and Beneficiaries

Volunteers may come into contact with individuals receiving healthcare or social support.

Volunteers must:

• Respect patient and beneficiary dignity.
• Maintain confidentiality.
• Follow instructions provided by authorised healthcare or programme personnel.
• Not interfere with medical treatment or clinical decision-making.
• Not access medical records or personal information unless specifically authorised.
• Not provide medical advice unless appropriately qualified and authorised to do so.
• Obtain appropriate permission before interacting with beneficiaries beyond the assigned role.

Confidentiality and Data Protection

During volunteering, individuals may have access to personal, medical, financial, contact or other confidential information.

Volunteers must:

• Keep all confidential information secure.
• Access personal information only when necessary for the assigned role.
• Not copy, download, forward or share confidential information without authorisation.
• Not disclose beneficiary information to friends, family, media or other third parties.
• Not publish confidential information on social media or other public platforms.
• Return or securely delete information obtained during volunteering when instructed by AHSF.

Volunteer personal information will be handled in accordance with AHSF's Privacy Policy and applicable data-protection requirements.

Where volunteering involves children, additional safeguards may apply to the processing and use of children's personal information. The Digital Personal Data Protection Act, 2023 specifically contains provisions concerning processing of children's personal data and verifiable parental or guardian consent.

Photography, Video and Social Media

Volunteers must not independently photograph, record, interview or publish content involving beneficiaries, patients, children, programme locations or AHSF activities without prior authorisation.

Any approved content must comply with AHSF's communication, consent, privacy and safeguarding requirements.

Volunteers must not:

• Publish confidential beneficiary information.
• Share medical or personal details of beneficiaries.
• Tag or identify beneficiaries without appropriate authorisation.
• Present personal opinions as official AHSF statements.
• Use AHSF's logo or programme materials for unauthorised purposes.

Any social-media communication made by a volunteer in a personal capacity must not create the impression that it represents an official statement of AHSF unless authorised.

Health, Safety and Security

Volunteers must comply with all applicable health, safety and security instructions at AHSF offices, hospitals, community locations and programme sites.

Depending on the nature of the activity, volunteers may be required to:

• Follow infection-control or hygiene protocols.
• Wear appropriate identification or protective equipment.
• Follow site-specific safety procedures.
• Comply with instructions from authorised personnel.
• Disclose relevant information where necessary to ensure safe participation.

AHSF may restrict or discontinue participation in any activity where it reasonably considers that safety may be compromised.

Professional and Medical Volunteers

Individuals providing professional or technical services must work only within the scope of their qualifications, expertise and authorised role.

Healthcare professionals volunteering in healthcare-related activities must comply with applicable professional standards, clinical protocols and instructions of the authorised healthcare team.

Volunteer status does not confer authority to independently diagnose, prescribe, treat or make clinical decisions on behalf of AHSF or its healthcare partners.

Expenses and Reimbursement

Volunteering with AHSF is generally voluntary and does not create an employment relationship.

Unless specifically approved in advance, volunteers should not assume that AHSF will reimburse expenses incurred during volunteering.

Any approved reimbursement will be subject to AHSF's applicable policies, prior approval and submission of required supporting documents.

No Employment Relationship

Volunteering with AHSF does not constitute employment, consultancy, agency, partnership or any other contractual relationship unless separately agreed in writing.

Volunteers are not authorised to enter into contracts, make financial commitments or incur liabilities on behalf of AHSF without prior written authorisation.

Conflict of Interest

Volunteers should disclose any actual or potential conflict of interest that may affect their participation in an AHSF programme.

Volunteers must not use their association with AHSF to obtain improper personal, commercial or financial benefits.

Gifts and Financial Transactions

Volunteers should not solicit or accept money, gifts, personal benefits or other inappropriate advantages from beneficiaries in connection with their volunteer role.

Volunteers must not independently collect donations on behalf of AHSF unless they have received specific written authorisation.

Any authorised fundraising or donation activity must follow AHSF's applicable procedures.

Volunteer Identification

AHSF may provide identification cards, badges, letters or other documentation to authorised volunteers.

Such identification remains the property of AHSF and must not be misused.

Volunteers must not represent themselves as AHSF employees or authorised representatives beyond the scope of their assigned role.

Training and Orientation

Depending on the nature of the assignment, AHSF may provide or require:

• Volunteer orientation
• Programme-specific training
• Safeguarding training
• Confidentiality and data-protection guidance
• Health and safety instructions
• Role-specific training
• Other relevant briefings

Volunteers may be required to complete such training before participating in certain activities.

Reporting Concerns

Volunteers are encouraged to promptly report:

• Safeguarding concerns
• Suspected abuse or exploitation
• Harassment or discrimination
• Safety incidents
• Breaches of confidentiality
• Misuse of AHSF's name or resources
• Fraud or financial misconduct
• Any other serious violation of this Policy

Reports should be made to the designated AHSF programme coordinator or authorised contact.

Where a concern involves a child or suspected child abuse, it should be escalated and handled in accordance with applicable law and AHSF's safeguarding procedures. Indian law provides specific child-protection mechanisms, including under the POCSO framework.

Suspension or Termination of Volunteering

AHSF may suspend or discontinue a volunteer's participation where the volunteer:

• Breaches this Policy;
• Violates applicable laws;
• Engages in inappropriate or unsafe conduct;
• Breaches confidentiality;
• Fails to follow programme instructions;
• Misrepresents AHSF or their role;
• Creates a risk to beneficiaries, staff, volunteers or the organisation; or
• Is otherwise unsuitable for the assigned activity.

Where appropriate, AHSF may request the return of identification cards, documents, equipment or other organisational property.

Volunteer Acknowledgement

By participating in an AHSF volunteering activity, the volunteer acknowledges that they have read and understood this Volunteer Policy and agree to comply with its requirements.

Additional programme-specific terms, consent forms, confidentiality agreements, safeguarding requirements or codes of conduct may apply depending on the nature of the volunteering activity.

Changes to the Volunteer Policy

AHSF may update this Volunteer Policy from time to time to reflect changes in its programmes, organisational practices or applicable laws.

The latest version will be published on the AHSF Website.

Contact Us

For volunteering-related enquiries, please contact: