Involving asylum seekers and refugees in volunteering: a guide for volunteer managers in wales

Overview

• Introduction
• Volunteering for people seeking asylum
• Can asylum seekers volunteer in the uk?
• Good practices for recruiting ‘asylum seeker’ or ‘refugee’ volunteers
• Creating and advertising appropriate and meaningful roles
• Recruitment processes
• Identity verification, dbs checks and assessing risk
• Induction training, accessibility and understanding
• Supervision
• Reimbursement of expenses for asylum seekers and refugees
• What is an ‘asylum seeker’, a ‘refugee’ and a ‘migrant’?
• Insights from volunteers and organisations involving asylum seekers and refugee
• Learn more

Introduction

Welcoming asylum seekers and refugees into your organisation enriches your team and provides vital community connections for those arriving in Wales. This guide provides Volunteer Managers with practical advice on asylum seeker volunteering rules, recruitment, and creating an inclusive environment.

Please note: We prefer to use the term ‘people seeking sanctuary’ when referring to ‘asylum seekers’ or ‘refugees’ as it better reflects Wales’ welcoming approach and focuses on the journey to safety, belonging, and integration rather than legal status. However we recognise we are in a period of language transition and in order to enable audiences to find this information we are occasionally using the term ‘asylum seeker’ and ‘refugee’ in this version of information.

Volunteering for people seeking sanctuary (also known as ‘asylum seekers’ or ‘refugees’)

Wales is proud to be a Nation of Sanctuary, welcoming those fleeing war or persecution and valuing their contributions.  For people seeking sanctuary, volunteering can be especially important—a way to feel part of a community, regain purpose, and rebuild life with dignity. Volunteering benefits organisations, communities and individuals.

Can ‘asylum seekers’ volunteer in the UK?

Yes. People seeking asylum in the UK are allowed to volunteer. The Home Office actively encourages volunteering for charities or public sector organisations as a positive way for sanctuary seekers to integrate into their local communities.

While asylum policy is not devolved to Wales, the Welsh ‘Nation of Sanctuary’ approach fully supports the involvement of sanctuary seekers in the voluntary sector.

‘Volunteering’ vs ‘voluntary work’

It is vital to use the correct terminology. The Home Office makes a legal distinction between being a volunteer and being a voluntary worker.

• Volunteering: Unpaid, no contract, and no expectation of payment. This is permitted for asylum seekers.
• Voluntary Work: Often involves a contract or “payment in kind” (benefits other than expenses). This can be classed as work and may not be permitted depending on the individual’s status.

Key approaches for volunteer managers

To stay compliant with Home Office guidance, ensure your organisation follows these three rules:

• No payments or rewards – Individuals must not receive money or “benefits in kind” (like gift vouchers).
• Reimburse expenses only – You can (and should) reimburse actual out-of-pocket expenses, such as travel and food. Always keep receipts.
• Prioritise legal appointments – You must provide total flexibility. Volunteers must be able to attend Home Office interviews or legal appointments at any time; these appointments will not be rescheduled to fit a volunteering shift.

Good practices for recruiting ‘asylum seeker’ or ‘refugee’ volunteers

People seeking sanctuary in Wales often bring many skills, much experience, time and enthusiasm that benefit organisations.

Awareness

• Be informed – Develop a culture of welcome by providing all staff, trustees and volunteers with training around seeking sanctuary, increasing understanding around the asylum process, cohesion and dispelling myths. Find out about other support to enable you to signpost to local services. 
• Understand– Many may have fled traumatic experiences or persecution and could be facing long and complex legal processes here in UK. Being trauma-informed and culturally sensitive is essential to recognise challenges volunteers may face. Celebrate diversity, respect boundaries, and avoid assumptions. Recognise that your volunteer’s mood could be affected by legal uncertainties.

Be welcoming

• Create a friendly, respectful environment. Make it clear you welcome all in your recruitment messages, including people learning English.  Ensure volunteers share their stories only if they choose.  Remember cultural exchange opportunities enriches the team but without pressuring individuals.

Consider the practicalities below

Creating and advertising appropriate meaningful roles 

• Offer roles that match skills and interests to make volunteers feel valued and effective.
• Recruitment messages – think about using clear language on volunteer recruitment adverts and posters. Shout about your welcoming culture and flexible approach
• Provide a variety of flexible roles to suit. 
• Build bespoke roles where needed and allow volunteers to grow into responsibilities.

Recruitment processes

Recruitment is the first step in making volunteers feel welcome. A clear, supportive, and accessible process helps volunteers feel valued and confident.

Recruitment messages:

• Be clear and transparent – Outline roles, tasks, time commitments, training, and support.
• Support with language – Use simple, jargon-free language, translated materials, or extra time for discussion to make information accessible.
• Make the process welcoming – Simplify applications and offer one-to-one chats or informal sessions.
• Encourage questions – Reassure volunteers that it’s okay not to know everything initially.

Identity verification, DBS checks and assessing risk

Some sanctuary seekers may struggle to provide local references or complete standard checks. A flexible, thoughtful approach helps avoid unintentionally excluding willing volunteers.

Tips:

• Be creative: Accept overseas, community, or character references.
• Tailor requirements: Only require checks or references essential for the role.
• Offer alternatives: Use shadowing, trial periods, or buddying to build trust.
• Communicate openly: Explain the purpose of checks clearly, it is about safeguarding, not exclusion.

By taking a flexible and person-centred approach, organisations can open up opportunities to a wider range of people, while still maintaining safe and supportive volunteering environments.

DBS (disclosure and barring service) checks

• Transparency is essential. Each organisation will have its own DBS policies, but it’s important to be clear and upfront about the process from the outset.
• Be trauma aware. The DBS process may be challenging for sanctuary seekers, as it can trigger past trauma or involve complex and stressful bureaucracy. Where possible, provide sensitive support to help navigate the process.
• Alternative routes are available. If sanctuary seekers do not have the standard ID required for a DBS check, they may be able to use the fingerprinting route to confirm their identity. Many may be familiar with this method and willing to use it when applying for a role.
• Clarify the purpose of ID checks. While volunteers will be asked to provide ID for DBS purposes, organisations should reassure applicants that this is solely to confirm identity, not to check or disclose immigration status.

Induction training: accessibility and understanding

An accessible, inclusive induction sets the tone for a positive volunteering experience supports diversity and shows that every volunteer’s contribution is valued.

By making induction training inclusive and accessible, organisations show from the very start that every volunteer’s contribution is valued. This not only supports sanctuary seekers to settle into their role but also strengthens the organisation’s culture of openness and diversity.

• Accessible location – Choose easy-to-reach venues or offer travel or online options.
• Clear communication – Use simple language, avoid jargon, and provide translations or peer support.
• Flexible delivery – Offer group sessions, one-to-one inductions, or buddy systems at induction.
• Welcoming atmosphere – Create a friendly, supportive environment where volunteers feel comfortable asking questions.
• Consider involving buddies – experienced volunteers to support. Are there existing volunteers who share a language to partner up to aid access to the information provided and understanding?

Supervision

Providing regular, friendly check-ins is a simple but powerful way to get to know your volunteers and build trust. It’s an opportunity to check volunteers feel valued and supported, and levels of motivation aiding retention. For sanctuary seekers, who may be navigating many new experiences, these conversations can make a big difference in building trust and confidence.

• Make time for everyone! Check-in with all volunteers; recognise their achievements and offer any training or support required. Signpost to others if needed.
• Encourage openness: Create a safe space for questions or concerns.
• Check volunteers have received their reimbursement of expenses 

Reimbursement of expenses – an example of good practice and an equality issue

Volunteers seeking sanctuary may face specific financial challenges, so it’s important to make expense reimbursement straightforward, prompt, and flexible. No volunteer should ever be out of pocket for giving their time and skills.

• Reimburse promptly and fairly: Always reimburse with a receipt and avoid delays. Prompt reimbursement shows respect.
• Flexible systems: Many sanctuary seekers may not yet have a bank account, so consider petty cash for smaller, same-day reimbursements.
• Timing: Where possible, reimburse on the day or weekly rather than monthly, helping those on very low incomes.
• Practical support: Provide food at sessions or travel passes in advance to reduce upfront costs.
• Be supportive and clear: Make sure volunteers understand the process and feel reassured that they will not be out of pocket. 

A culture of reimbursement for all volunteers, ensures your organisation understands the true cost of volunteering and no-one is different for requesting. 

What is an ‘asylum seeker’, ‘refugee’ and ‘migrant’?

Asylum Seeker – Someone who has fled their home country and is seeking international protection. In the UK, most asylum seekers cannot work but are allowed to volunteer.

Refugee – A person whose asylum application has been approved under the Refugee Convention. Refugees can work, volunteer, and access services like UK citizens.

Migrant – Someone who chooses to move for work, study, or family reasons, rather than fleeing persecution. Migrants often work in key sectors and may volunteer to gain experience. Migrants can usually volunteer, but it’s good practice to check visa conditions

NRPF (No Recourse to Public Funds) – Some with limited immigration status cannot access certain state benefits or housing, but this does not affect eligibility to volunteer.

Bringing sanctuary seekers into your organisation will enrich perspectives, foster cultural cohesion, and enhance the diversity of your team.

Other statuses exist, such as Humanitarian Protection, Resettlement Schemes, or Discretionary Leave, but volunteering is allowed across all categories.

Making changes towards improved inclusivity in volunteer recruitment and management will benefit everyone. Enabling sanctuary seekers as volunteers is an investment not only in the individual’s future but in the future of your organisation. Bringing sanctuary seekers into your organisation will enrich perspectives, foster cultural cohesion, and enhance the diversity of your team. Together, we can build a stronger, more inclusive community that values our shared humanity and celebrates our differences.

Insights from volunteers and organisations involving ‘asylum seekers’ and ‘refugees’

People seeking sanctuary in Wales are active members of Welsh communities with so much to give, by welcoming them into our organisations as volunteers, we’re building stronger, more inclusive communities where everyone can thrive.

“Being a volunteer has helped me to learn valuable skills, meet people, feel part of the community and keep me sane while going through this difficult time – thanks for helping me feel so welcome and helpful!” – A Better Welcome to Swansea Volunteer 

“Volunteers with lived experience of seeking sanctuary bring fresh perspectives and ideas, working together helps us all understand and support each other better” Hazel Nixon – Swansea City of Sanctuary 

“We are grateful to the sanctuary seekers who volunteer with us, not only for what they do in the shop, but also for the impact they have on the shop community, making our shop a more interesting, vibrant and diverse place for fellow volunteers, customers and donors alike.” Phil Broadhurst, Shop Manager, Oxfam, Swansea.

Learn more

Fusion Films Presents – Sanctuary – A film exploring Swansea as a City of Sanctuary.
https://www.youtube.com/watch?v=s2F2Eix6ZJc

Welcome to Swansea podcast:

EDI in Volunteering:
Equality, Diversity and Inclusion in Volunteering