SSAFA Volunteer Knowledgebase

Leavers Discussion Guidance

Updated on

Discussion can be held over the phone, Teams or face-to-face.

This discussion should be informal and light. This is a chance to find out how the volunteer is feeling and to ensure that we can offer the right support. Leaving is not necessarily a bad thing  if the volunteer has come to the end of their journey with SSAFA that should be celebrated and managed appropriately.

Please note that discussion script below is only a guide. As a Volunteer Manager, you can shape and frame the conversation to feel natural and be led by the volunteer.

Discussion Script

Section A

VM:  Hello! Thank you for taking the time to speak with me today. I just wanted to have a chat about you leaving SSAFA. We want to give you the right support and thank you for the time you have given to support our work and beneficiaries.

This is a really informal chat, we just want to find out if there’s anything we can support you with or if you would like to go over the leaving process? Can I ask why you are thinking about leaving?

Leave space for volunteer to answer.

If they seem that they are sure they want to leave - head to section C.

If they seem undecided or feel the role isn’t right for them - Section B.

Please be aware of the reason they are leaving - if it’s a bereavement or an upsetting change in circumstances, it might be appropriate to go to Section C.

Section B

If you are a bit unsure about leaving, there might be alternatives or things we can do to support you. Have you considered changing your role? Or perhaps you might be interested in taking a break? Volunteers are able to go on a break for up to 18 months.

Go through alternative roles with the Volunteer if interested in exploring a different role - please refer to SSAFA’s role descriptions if unfamiliar.

If volunteer would like to apply for a new role, explain the process or suggest they take the time to think about it and agree a time to get back in touch with them.

If the Volunteer would like to initiate a Break - please go to the Taking a Break process document and Taking a Break discussion template.  

If the Volunteer still would like to leave - Section C.

Section C

Thank you for letting me know - again thank you so much for the time and commitment you have given to SSAFA.

The next steps of leaving will be that someone will be in touch about any equipment you have and how to return it. Do you have any equipment?

We’d also ask that you ensure all beneficiary data is deleted or destroyed  including any paper copies you might have around your home.  

You will be asked to fill in a leavers survey - this is an anonymous questionnaire that asks for your experience of volunteering at SSAFA and would be used to help us improve the experience of volunteers.

Please be aware, once you do leave as a Volunteer if you would like to return you will need to start the recruitment process again. If you change your mind prior to your leave date, you can update this on Go Assemble.

Lastly, while you might no longer be able to volunteer with SSAFA, there are a number of ways you can continue to stay in touch with us and support  please visit our website for more details.

Do you have any questions?

Following the discussion, the Volunteer Manager should complete the Leavers Discussion Template and upload the information onto Go Assemble as per the Leavers Process Step by Step Guide for Volunteer Managers.

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