PHIG Policy Framework v1.2 · Policy 14 · Adopted 1 September 2026 · References: EU Model Grant Agreement Art. 6.2.A (personnel costs: volunteers under the applicable unit-cost or in-kind rules); Horizon Europe volunteer-cost provisions where applicable; Council of Europe Recommendation on volunteering
1. Purpose
Much of the PHIG network is built by people who give their time without payment: the editorial team of the Georgian Medical Journal, reviewers, the experts of Sheni Labs, course authors, advisers. This policy defines how volunteers and experts are engaged, protected and recognised, how their contribution is recorded, and how it relates to paid work and to grants.
2. Principles
- Volunteering is freely chosen, unpaid, and in the public interest; it complements and never replaces paid work that the law or a contract requires.
- Volunteers and experts are treated with the same respect, protection and rules as staff: conflict of interest, integrity, equal opportunities, safeguarding, data protection.
- Names are published only with consent (see the Sheni Labs policy on names); unnamed contributors are recorded internally and credited by role.
- Pro bono contribution is recognised publicly and in the annual report.
3. Engagement
- Every volunteer or expert receives a written engagement note stating role, scope, duration, confidentiality, the applicable policies, insurance where relevant, and the right to withdraw.
- A declaration of interests is signed before any assessment, review or editorial task.
- Induction covers the relevant policies and the method of the platform concerned.
- A named contact person supports each volunteer; feedback is given; problems are raised through the contact person or the Whistleblowing Procedure.
- Reasonable out-of-pocket expenses are reimbursed against receipts where budgets allow; this does not make the engagement paid.
4. Records and valuation
Volunteer time is recorded (hours, role, platform) so that the institute can report its contribution, value it at a reasonable reference rate in the annual summary, and — only where a grant explicitly allows in-kind contributions by volunteers — include it in the project’s co-financing under the grant’s rules. Volunteer time is never claimed as a cost otherwise.
5. Transition to paid work
Where a task requires sustained professional effort — a commissioned assessment with a deadline, course production, database maintenance, a laboratory analysis — PHIG engages and pays a person under contract; the Financial Sustainability statement explains how such work is funded. A volunteer may be engaged for paid work on the same terms as anyone else; a paid role does not entitle a person to speak for PHIG beyond its scope.
6. Protection
Volunteers and experts are protected from retaliation, harassment and misuse of their names; their work is not used to support claims they have not made; their right of attribution is respected.
7. Review
Every two years.
Part of the PHIG Policy Framework. Breaches and concerns may be reported under the Whistleblowing Procedure to info@accreditation.ge (subject “Confidential — integrity”).