Terms and conditions: the CharityComms peer support scheme

Eligibility for the scheme

To be matched with a mentor or for a one off meeting on the CharityComms peer support scheme, you must be an organisational member of CharityComms. Non-members, individual members and corporate members are not eligible to be matched. Our service is primarily for comms professionals directly employed by a charity. We will consider applications from freelancers working in the not-for-profit sector, however these will be dealt with on a case-by-case basis. Please contact Lally (lally@charitycomms.org.uk) directly if you are unsure which category you fit into.

Mentors applying for the scheme or putting themselves forward for one-off meetings do not have to be CharityComms’ members.

We cannot guarantee the length of time it will take to make a mentoring match

The length of time can vary as this is a personal matching service, designed to find an appropriate match. CharityComms will keep in contact with applicants to inform them of progress made in the matching process. The average time it takes to make a match is two – three months.

We can’t guarantee a mentoring match

CharityComms will do its best to match all applicants in the scheme. However, there is a possibility that we won’t find a successful match as this is a personal matching service.

Respect mentors and comms professionals involved in the scheme – they’re giving their time for free

Given that our mentors and comms professionals offering one-off meetings donate their time and advice for free to support this scheme, it’s crucial that mentees and those having one-off meetings respect this. Please make sure you are organised, punctual, responsive and take the lead in sorting out the meetings and setting the agenda.

Professional relationship

Naturally the relationship between mentor and mentee is expected to remain professional. Please don’t hesitate to let us know if you feel uncomfortable about any aspect of your mentoring relationship.

Complaints and when things go wrong with the mentoring relationship

Sometimes the match might not work. This might be because of chemistry or because one person does not have the time they initially envisaged, or for another reason. In this case you should agree to end the relationship and inform CharityComms.

If either party feels the need to make a formal complaint, this must be done in writing to the CharityComms trustee board via the CharityComms mentoring manager. Any justifiable complaint will be considered by the board and the complainant will be notified of the outcome within 21 days. If any complaint against an individual is upheld, CharityComms reserves the right to disbar the individual from any future participation in the peer support scheme. Also, if anyone, through their actions during participation in the scheme, brings CharityComms into disrepute, we reserve the right to disbar the individual concerned from the CharityComms’ peer support scheme.

How we use and share your data

Please be aware that the information you provide us with within your application form, email exchanges and phone calls detailing what it is that you’re looking to get out of the scheme will be shared with potential mentors, mentees and comms professionals within our network for the purpose of establishing suitability of possible partnerships. We also often use LinkedIn profiles. We match participants based on details provided by both parties in our application forms, email and telephone conversations and LinkedIn profiles. We will share your information with no one else.

How we store your personal data

The Data Protection Act 1998 and GDPR (which applies from 25th May 2018) apply to all Charity Comms activities and processes involving personal data (e.g. whenever we collect, share, access, destroy, analyse or store data). The details you provide during the application process will be used for the purpose of the peer support scheme only. Full details about how we collect and use personal information can be found in our privacy policy

The data we collect from you goes straight onto our database and may be transferred to, and stored at, a destination outside the European Economic Area (EEA). By submitting your personal data, you agree to this transfer, storing or processing. CharityComms does not rent or sell mailing details to any third party. Our website includes links to other sites, not owned or managed by CharityComms. We cannot be held responsible for the privacy of data collected by websites not managed by CharityComms.

Confidentiality agreement

The nature of the peer support relationship means that, on occasion, issues of a confidential nature are discussed. By taking part in the scheme, participants agree to keep this information confidential at all times. This includes any notes shared. CharityComms cannot be held responsible for any breach of confidence between participants of the peer support scheme.

Mentoring

You are in control of your objectives for the scheme. We cannot guarantee your experience

Individuals looking to be mentored set their own objectives and are helped to reach them through the support, guidance and advice of a mentor. Once CharityComms has matched a mentor and mentee it is up to the mentoring partnership to lay-out the objectives of their relationship and create a plan for how it will work. CharityComms can be contacted if any problems or questions arise.

Time commitment

The mentoring relationship is flexible according to the availability and objectives of the mentor and mentee. Together they decide what the aims of the mentoring relationship will be, how often they meet and for how long.

The mentoring relationship can last up to one year under the CharityComms umbrella, but it may draw to a close before, if appropriate. The scheme is tailored to suit each individual. Length tends to vary for everyone, depending on what they’re looking to get out of the scheme. Some might take part for three months and for others it will be up to a year. It is really down to instinct. Participants may wish to continue the mentoring relationship beyond one year, outside of the CharityComms umbrella.

Applying for a different mentor/mentee

When a mentoring relationship comes to an end, mentees on the scheme can apply for another mentor as long as their membership is active. As individual needs and circumstances change (change in roles, promotions etc) it may be appropriate to work with a different mentor. Anyone wishing to do so should complete another peer support scheme application form and also be aware that applicants that have not been matched with a mentor before on our scheme will take priority.

One-off meetings

You are in control of your objectives for the scheme. We cannot guarantee your experience.

Once CharityComms has matched two professionals for a one-off meeting, it is up to them to lay out the objectives of their meeting. We advise participants to look carefully at the meeting guidelines that we provide. CharityComms can be contacted if any problems or questions arise.

Applying for another one-off meeting

Once you have had a one-off meeting, you are welcome to apply for another one. Anyone wishing to do so should complete another peer support scheme application form and also be aware that applicants that have not been matched before on our scheme will take priority.

Time commitment

This is a one-off meeting. We encourage you to meet within four weeks of CharityComms introducing you. This is not a mentoring relationship: however, if the meeting is successful and you’d like to continue it in a mentoring capacity, you are free to do so under your own arrangement outside of the CharityComms umbrella. You are also welcome to come back to CharityComms for advice on this.

You are in control of your objectives for the scheme.

We cannot guarantee your experience but will do everything we can to make sure it’s a positive one.