The Regulator for Charities in England and Wales
(Version July 2005)
The following checklist provides charities with questions they may find useful to consider at the various stages of trustee recruitment, selection and induction. The points have been drawn from our casework experience and from responses to our survey.
Not all points will apply to all types of charity. They should be regarded as a starting point and not the last word on a particular issue
Trustee recruitment, selection and induction |
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Stage one – preparing to recruit |
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| Do we regularly check our charity’s governing document to make sure our recruitment process takes into account any restrictions in it? | |
| Do we regularly consider whether the restrictions in the governing document are workable? | |
| If the governing document says that some or all of the trustees must retire after a certain period in office, does the board plan ahead for this loss of skills and experience? | |
| Do we regularly review the skills, experience and input of our trustees? | |
| Do we carry out a skills audit of the trustee board to identify any gaps before recruiting new trustees? | |
| Do we draw up a trustee job description which will give prospective candidates a realistic idea of the duties and time commitment involved in being a trustee? | |
| Do we think, before recruiting, about what support we will give to new trustees, such as an induction tour or ongoing training? |
Stage two – the recruitment process |
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| Do we regularly review the methods we use to find new trustees? | |
| If we sometimes or always have difficulties finding new trustees, do we look at widening our methods of recruitment? | |
| Do we from time to time review the diversity of the trustee board to make sure it represents its community (whether a geographical community or a community of interest)? | |
| Do we know when trustees are eligible to act and are not disqualified, for example by charity or company law? | |
| Do we ask a new trustee to sign a declaration that they are eligible to act as trustee? | |
| Do we need to conduct Criminal Records Bureau checks on new trustees because our beneficiaries are children or vulnerable adults? |
Stage three –induction |
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| Do we have an induction process for new trustees which helps them to understand our charitable purposes, financial position and current issues facing the charity? | |
| Do we give new trustees an information pack or job description outlining their duties and responsibilities so that they are fully aware of their role? | |
| Do we give new trustees a copy of the charity’s governing document? | |
| Do we give new trustees a copy of the charity’s latest accounts? | |
| Do we give new trustees a copy of the charity’s minutes of recent meetings? | |
| Do we give new trustees copies of the Charity Commission’s booklets The essential trustee: what you need to know (CC3) and The Hallmarks of an Effective Charity (CC60)? | |
| If we are a company, do we make sure that new trustees have an understanding of company law? | |
| Do we have a procedure to manage potential conflicts of interest and are new trustees made aware of it? |
Stage four – after recruitment |
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| Do we need to provide further training and development to trustees to ensure that they can continue to make an effective contribution to the charity? | |
| Do we have a system of evaluation and review so that we can measure the effectiveness of our recruitment and induction procedure? | |
| Do we keep up to date with Charity Commission guidance and policy news? |
As part of our original research into trustee recruitment, selection and induction practices, we commissioned a postal survey of a random sample of 3,000 registered charities across four income bands. We have again conducted a survey of 3,000 charities, weighted as before across four income bands, to allow a meaningful comparison with our original findings.
We have also analysed data relating to our casework and the trustees’ details on our Register.
An independent research company was commissioned to carry out the follow-up postal survey of the trustee recruitment, selection and induction practices in the selected charities. The survey was developed jointly between the Commission and the research company, and was designed so that, wherever possible, meaningful comparisons could be made with the survey in 2001.
The postal survey achieved a 50% response rate, which is high for surveys of this nature. In total, 1,487 completed forms were returned for analysis. This allows a confidence interval exceeding +/- 3%, which is industry standard.
Charity size and proportion sampled
The survey sample was stratified into the following income bands:
| Size of charity | Income band | % in total Register | % selected for mailing | % in return |
| Small | £10,000 or less | 58 | 50 | 47 |
| Medium | £10,001 - £250,000 | 34 | 30 | 31 |
| Large | £250,001 - £999,999 | 5 | 10 | 11 |
| Very large | £1,000,000 + | 3 | 10 | 11 |
Survey findings – trustee recruitment and selection
Some of the results refer to open questions or those where a charity could choose more than one option, so the aggregate score may not equal 100%.
How difficult is it to recruit new trustees?
Charities were asked to say whether they ever faced difficulty in recruiting and selecting new trustees
Table 1: Are problems encountered in filling vacancies on the trustee body?
| Difficulties faced | Total % | Small % | Medium % | Large % | Very large % |
| Always | 11 | 10 | 14.5 | 14 | 5 |
| Sometimes | 39 | 32 | 39.5 | 46 | 57 |
| Never | 49 | 56 | 46 | 39 | 38 |
| Not stated | 1 | 2 | - | 1 | - |
What difficulties are experienced in recruiting new trustees?
Charities were asked to say whether they experienced any difficulties when recruiting new trustees.
Table 2: The main reasons why charities experience problems recruiting trustees24
| Difficulties | Total % | Small % | Medium % | Large % | Very Large % |
| Shortage of applicants | 35 | 35 | 39 | 35 | 24 |
| Difficult to find people willing to make the time commitment | 82 | 84 | 86 | 79 | 68 |
| Difficult to find people with the right skills/experience | 41 | 21 | 44 | 66 | 72 |
| Difficult to find people who want the responsibility or are willing to take on the legal obligations | 53 | 50 | 61 | 59 | 39 |
| Difficult to find people who are interested | 39 | 46 | 44 | 32 | 9 |
| Difficult to find people who are young | 30 | 32 | 27 | 33 | 30 |
| N/A | 1 | 1 | 1 | - | 1 |
Is it more difficult to recruit trustees today?
Charities were asked to say whether it was less difficult, about the same or more difficult to fill vacancies on the trustee board now compared to three years ago.
Table 3: How difficult is it to recruit trustees today compared to three years ago?
| Difficulty | Total % | Small % | Medium % | Large % | Very large % |
| Less difficult | 7 | 5 | 9 | 13 | 11 |
| About the same | 65 | 65 | 65 | 64 | 67 |
| More difficult | 13 | 12 | 15 | 10 | 13 |
| Don’t know | 11 | 14 | 7 | 10 | 7 |
| N/A | 4 | 5 | 4 | 3 | 2 |
How do charities attract new trustees?
Charities were asked to state what methods they used to attract new trustees.
Table 4: Methods used to attract new trustees
| Methods used | Total % | Small % | Medium % | Large % | Very large % |
| Advertising in the press | 6 | 3 | 6 | 10 | 15 |
| Networking with other charities | 9 | 3 | 12 | 21 | 19 |
| Use of a trustee brokerage service | 1 | 0.4 | 2 | 5 | 2 |
| Word of mouth and personal recommendation | 81 | 76 | 84 | 89 | 89 |
| Other | 12 | 15 | 11 | 8 | 8 |
Do charities use any tools to assist recruitment?
Charities were asked if they carried out any of the following activities to assist the recruitment and selection process.
Table 5 : Tools used to assist the recruitment and selection process
| Activities | Total % | Small % | Medium % | Large % | Very large % |
| A skills audit of trustees | 17 | 4 | 16 | 38 | 50 |
| Provide trustee job descriptions | 22 | 8 | 28 | 38 | 46 |
| Use a dedicated recruitment committee | 5 | 2 | 4 | 7 | 16 |
| None of these | 67 | 85 | 60 | 43 | 33 |
| N/A | 2 | 2 | 1 | 1 | 1 |
What information are new trustees provided with?
Charities were asked to say whether, as a matter of course, they gave new trustees key pieces of information about the charity.
Table 6: What information do charities provide for new trustees?
| Information | Total % | Small % | Medium % | Large % | Very large % |
| Charity accounts | 70 | 58 | 73 | 87 | 93 |
| Charity’s governing document | 61 | 47 | 66 | 79 | 89 |
| Minutes of previous trustee meetings | 69 | 60 | 72 | 80 | 89 |
| A formal tour/induction process | 32 | 15 | 32 | 62 | 75 |
| None of these | 13 | 19 | 10 | 4 | 2 |
What checks are made on prospective trustees before appointment?
Charities were asked to say whether they made any checks on prospective trustees before appointment, for example a Criminal Records Bureau check.
Table 7: Are checks made on new trustees?
| Are checks made? | Total % | Small % | Medium % | Large % | Very large % |
| Yes | 23 | 14 | 27 | 30 | 43 |
| No | 75 | 83 | 71 | 69 | 56 |
| Not stated | 2 | 3 | 2 | 1 | 1 |
A breach of trust occurs when trustees act outside the terms of their governing document. A trustee found to be in breach of trust can be held personally responsible for liabilities incurred by or on behalf of the charity, or for making good any loss to the charity.
Board of trustees refers to a charity’s governing body. This may also be called the management committee, executive committee or board of directors, or may be known by some other title.
Charity trustees are the people responsible under the charity's governing document for controlling the management and administration of the charity (section 97(1) of the Charities Act 1993). They may be called trustees, managing trustees, committee members, governors, or directors, or they may be referred to by some other title. In the case of an unincorporated association, the members of the executive or management committee are its charity trustees. In the case of a charitable company, they are the directors.
A governing document is any document that sets out the charity's purposes and, usually, how it is to be administered. It may be a trust deed, constitution, memorandum and articles of association, conveyance, will, Royal Charter, scheme of the Commission or other formal document.
A small charity is broadly defined in terms of its income. If a charity has an annual income of £10,000 or less recorded on our database in its last full financial year, we will consider it to be a small charity. Almost 100,000 charities in England and Wales fall into this category.
A user is anyone who uses or benefits from a charity’s services or facilities, whether provided on a voluntary basis or as a contractual service.
There are many resources that charity trustees can use on recruitment, selection and induction. While this is not a definitive or complete list, it does offer a good overview and a useful starting point.
The Charity Commission for England and Wales
Responsibility for charities is split between our four offices. Charities with an income of £10,000 or less fall under the responsibility of the Small Charities Unit (SCU) based in the Liverpool office. Further information for charities of any size can be obtained from the Commission at:
LondonHarmsworth House13-15 Bouverie Street London EC4Y 8DP |
Liverpool3rd & 4th Floor12 Princes Dock Princes Parade Liverpool L3 1DE |
Newport8th FloorClarence House Clarence Place Newport South Wales NP19 7AA |
TauntonWoodfield House TangierTaunton Somerset TA1 4BL |
The Charity Commission Contact Centre provides advice of a general nature on a wide range of issues:
Tel: 0845 300 0218
Minicom: 0845 300 0219
E-mail: enquiries@charitycommission.gsi.gov.uk
Website: www.charitycommission.gov.uk
Active Communities Unit (ACU)
The ACU was established by the Home Office to promote the development of the voluntary and community sector and encourage people to become actively involved in their communities, particularly in deprived areas.
Active Communities Unit
1st Floor, Peel
2 Marsham Street
London
SW1P 4DF
Tel: 020 7035 5328
E-mail: public_enquiry.acu@homeoffice.gsi.gov.uk
Website: www.homeoffice.gov.uk
Association of Charitable Foundations (ACF)
ACF promotes and supports the work of charitable grant-making trusts and foundations.
Association of Charitable Foundations
Central House
14 Upper Woburn Place
London
WC1H 0AE
Tel: 020 7255 4499
E-mail: acf@acf.org.uk
Website: www.acf.org.uk
Association of Chief Executives of Voluntary Organisations (ACEVO)
ACEVO provides good practice resources and information on sector issues.
Association of Chief Executives of Voluntary Organisations
83 Victoria Street
London
SW1H OHW
Tel: 0845 345 8481
E-mail: info@acevo.org.uk
Website: www.acevo.org.uk
Business Community Connections (BCC)
BCC is a charity dedicated to helping other charities obtain more support from business.
Business Community Connections
Gainsborough House
2 Sheen Road
Richmond upon Thames
Surrey
TW9 1AE
Tel: 020 8973 2390
E-mail: info@bcconnections.org.uk
Website: www.bcconnections.org.uk
CR Search and Selection
This is a recruitment and selection consultancy.
CR Search and Selection
40 Roseberry Avenue
London
EC1R 4RX
Tel: 020 7833 0770
E-mail: info@crsearchandselection.com
Website: www.crsearch.co.uk
Charities Aid Foundation (CAF)
CAF helps non-profit organisations in the UK and overseas to increase, manage and administer their resources.
Charities Aid Foundation
25 Kings Hill Avenue
Kings Hill
West Malling
Kent
ME19 4TA
Tel: 01732 520 000
E-mail: enquiries@cafonline.org
Website: www.cafonline.org
Charity Skills
Charity Skills provides a specialist database, telephone helplines, seminars and newsletters for its members in the voluntary sector.
Charity Skills
PO Box 43520
London
SW15 1WZ
Tel: 0208 785 3327
E-mail: info@charityskills.org
Website: www.charityskills.org
Charity Trustee Networks
This charity offers mutual support by encouraging and developing self-help trustee network groups providing cost-effective, peer-to-peer consultancy and mentoring.
Charity Trustee Networks
PO Box 633
Godalming
GU8 5ZX
Tel: 01428 682252
E-mail: info@trusteenetworks.org.uk
Website: www.trusteenetworks.org.uk
Companies House
All limited companies, including charitable companies, in the UK are registered at Companies House. Seminars for newly appointed directors and company secretaries are provided.
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Cardiff Crown Way |
London PO Box 29019 |
Edinburgh 37 Castle Terrace |
Tel: 0870 333 3636
E-mail: enquiries@companies-house.gov.uk
Website: www.companieshouse.gov.uk
Ethnic Minority Foundation (EMF)
EMF develops resources for black and minority ethnic organisations, these include networking and training opportunities and a trustee register.
Ethnic Minority Foundation Headquarters
Boardman House
64 Broadway
Stratford
London
E15 1NG
Tel: 020 8432 0000
E-mail: enquiries@emf-cemvo.co.uk
Website: www.ethnicminorityfund.org.uk
Institute of Chartered Secretaries and Administrators (ICSA)
ICSA provides information and good-practice guidance on governance issues affecting the sector. It also has a register of available trustees to charities that need them.
Institute of Chartered Secretaries and Administrators
16 Park Crescent
London
W1B 1 AH
Tel: 020 7580 4741
E-mail: info@icsa.co.uk
Website: www.icsa.org.uk
Institute of Fundraising
The Institute of Fundraising aims to promote the highest standards of fund-raising practice.
Institute of Fundraising
Park Place
12 Lawn Lane
London
SW8 1UD
Tel: 020 7840 1000
E-mail: enquiries@institute-of-fundraising.org.uk
Website: www.institute-of-fundraising.org.uk
National Association of Councils for Voluntary Service (NACVS)
This is the national umbrella body of Councils for Voluntary Service in England. A local Council for Voluntary Service provides advice, support and information to voluntary organisations and charities in their area, including help with charity registration. The National Association can put charities in touch with their local CVS.
National Association of Councils for Voluntary Service
177 Arundel Street
Sheffield
S1 2NU
Tel: 0114 278 6636
E-mail: nacvs@nacvs.org.uk
Website: www.nacvs.org.uk
National Council for Voluntary Organisations (NCVO)
NCVO provides information on fund-raising and governance issues and a range of general support services.
Its website also includes details of a Trustee Brokerage Network Group which is a network of brokerage or placement services who match trustees with vacancies on the boards of voluntary organisations. Members register their brokerage service in a directory and can access trustee recruitment and induction resources at the Trustee Bank website (www.trusteebank.org.uk).
National Council for Voluntary Organisations
Regent’s Wharf
8 All Saints Street
London
N1 9RL
Tel: 020 7713 6161
Helpdesk: 0800 2798 798
E-mail: ncvo@ncvo-vol.org.uk
Website: www.ncvo-vol.org.uk
Public Appointments Unit ( PAU)
For information about public appointments and public bodies.
Public Appointments Unit
Cabinet Office
Admiralty Arch
The Mall
London
SW1A 2WH
Tel: 0845 00 00 040
E-mail: public.appointments.unit@cabinet-office.x.gsi.gov.uk
Website: www.publicappointments.gov.uk
REACH
An organisation that matches the skills of experienced people to the need of voluntary organisations.
REACH
89 Albert Embankment
London
SE1 7TP
Tel: 0207 582 6543
E-mail: mail@reach-online.org.uk
Website: www.reach-online.org.uk
This internet-only resource for charities offers quick links to useful organisations concerned with the effective running of charities.
E-mail: info@volresource.org.uk
Website: www.volresource.org.uk
Welsh Council for Voluntary Action (WCVA)
This organisation represents the interests of and campaigns for voluntary organisations, volunteers and communities in Wales. It provides a comprehensive range of information, consultancy, funding, management and training services.
Welsh Council for Voluntary Action
Baltic House
Mount Stuart Square
Cardiff Bay
Cardiff
CF10 5FH
Tel: 0870 607 1666
E-mail: help@wcva.org.uk
Website : www.wcva.org.uk
Charity Finance
3 Rectory Grove
London
SW4 0DX
Tel: 020 7819 1200
E-mail: rcoley@charityfinance.co.uk
Website: www.charityfinance.co.uk
Charities Management
Mitre House Publishing
The Clifton Centre
110 Clifton Street
London
EC2A 4HD
Tel: 020 854 27766
Website: www.charitiesmanagement.com
Charity Times
Tel: 020 7426 0496 / 0123
Website: www.charitytimes.com
The Corporate Citizenship Company
This company provides an overview and round-up of current issues, largely through case studies.
E-mail: mail@corporate-citizenship.co.uk
Website: www.corporate-citizenship.co.uk/publications
Network Wales
Contact WCVA for details
The Guardian
The Society section in The Guardian is particularly useful.
Website: www.societyguardian.co.uk
Third Sector
Tel: 020 8606 7500
E-mail: subscriptions@haynet.com
Website: www.thirdsector.co.uk
Voluntary Sector
Contact NCVO for details – see above.Active Community Unit (2004) ChangeUp, the Capacity Building and Infrastructure Framework for the Voluntary and Community Sector
Akpeki, T (2001) Involving Young People (NCVO)
Akpeki, T (2001) Recruiting and Supporting Black and Minority Ethnic Trustees (NCVO)
Charity Commission (2004) Amending Charities’ Governing Documents: Orders and Schemes (CC36)
Charity Commission (2003) The Charity Commission and Regulation
Charity Commission (2003) Collaborative Working and Mergers (RS4)
Charity Commission (2004) Hallmarks of an Effective Charity (CC60)
Charity Commission (2003) Milestones: Managing Key Events in the Life of a Charity (RS6)
Charity Commission (2003) Payment of Charity Trustees (CC11)
Charity Commission (2005) Finding New Trustees: What you need to know (CC30)
Charity Commission (2005) The Essential Trustee: What you need to know (CC3)
Charity Commission (2004) Small Charities: Transfer of Property, Alteration of Trusts, Expenditure of Capital (CC44)
Charity Commission (2002) Trustee Recruitment, Selection and Induction (RS1)
Charity Commission (2000) Users on Board: Beneficiaries who become Trustees (CC24)
Charity Commission (2004) Village Halls and Community Centres (RS9)
Dyer, F and Jost, U (2002) Recruiting Volunteers: Attracting the People you Need (Directory of Social Change)
Eastwood, M (2001) The Charity Trustee’s Handbook (Directory of Social Change)
Morris , D and Warburton, J (Editors) (2003) Charities, Governance and the Law: The Way Forward