One Communities Guide to Volunteering - May 2020 v1 - One Northern ...
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One Communities
Guide to Volunteering
May 2020 v1
About This guide has been produced in conjunction with North Devon Voluntary Service (NDVS) and Torridge Voluntary Service (TTVS) to be used by One Communities looking after volunteers within a Community response to Covid-19 capacity. This guide was produced using the most up to date guidance. During the current climate, guidance is changing on a regular basis. We will update this guidance approximately every 2 weeks to ensure we are up to date. This guide (v1) was produced in May 2020. Further versions to add date below this. Version Date Author
CHECKLIST Action Action Owner Checked Volunteer packs developed and sent to all volunteers Volunteer agreements returned Check that correct insurance is in place Check that correct data control registration is in place Check numbers of volunteers who require DBS checks Begin process of sighting and recording DBS numbers Begin process of DBS checking volunteers who need it Read all guidance links as detailed in this document Complete risk assessment for volunteers
Role of Volunteer during Covid-19 response The role of the volunteer within the One Community response falls under one or more of the following categories… • Prescription collection and delivery • Shopping assistance • Neighbourly phone calls There may be other exceptions such as dog walking which are also undertaken but do not fall under the initial remit of the volunteer This document gives guidance to One Community Developers when supporting volunteers to carry out these tasks. NDVS volunteering guidance video - https://youtu.be/0CIAIL8qLwo
DBS Checks One Northern Devon have worked with our partner Voluntary Sector Organisations - NDVS and TTVS when producing this guidance around DBS checks. Please see guidance notes in this document for recommendations for DBS checks around specific volunteering tasks We understand that some Communities have a huge number of volunteers and recommend the following process is started but understand that it may take a while to put in place fully. • Ask all volunteers to provide proof (DBS number or certificate) and record information • If volunteer is DBS checked but cannot provide proof then NDVS are able to verify them with DCC if volunteer provides full name, address and date of birth • If volunteer doesn’t hold a DBS check then NDVS or TTVS are able to put them through the process. Contact details at end of this document • https://www.gov.uk/government/publications/disclosure-application-process-for- volunteers
Checking volunteers without DBS check
Taking references - If the volunteer doesn’t have a DBS check and the task they are
undertaking doesn’t need one, then a reference from a known member of the community
will be sufficient.
A reference will need to contain the following information…
• Full name, address and occupation of volunteer
• Full name, address and occupation of referee
• Details of how long they’ve known the person for, the capacity in which they know
them and confirmation they are happy to be a character reference for them.
Insurances and Data Controller Many One Communities are linked to local Town and Parish Councils who already have insurance for volunteers and are signed up to the appropriate guidelines around data control. • Please check with your Town and Parish council about whether their current public liability/employers liability insurance will cover the volunteer activities within this response. • Please also check with them around data control registration and whether the data you are keeping meets the standards for this. • If there are any issues with either of these things then please raise this with the One Northern Devon officers who will advise further (contact details at end of document)
V
Risk Assessment for volunteers (example)
Activity Hazard Pre-Control/ Measure/ Risk Control Measures Residual Risk Rating
Rating
Shopping: Exposure to High ü Where possible confirm the list of items needed over the phone so that you can minimise contact Medium
Collection and COVID-19, colds and with the individual in self-isolation.
delivery of other viruses and ü Where you need to pick up a list from the individual contact them by phone before arriving so
shopping and infections they know to expect you.
medical ü Follow hand cleaning and social distancing guideline procedures as outlined at each shop or
prescriptions to Handling money pharmacy.
individuals in ü When delivering items to an individual in isolation leave the shopping items at the front door,
self-isolation ring or knock on door and step back a minimum of 2 metres.
Transporting
ü Do not enter the person's home even if invited, explain that this is for their own and your safety.
prescriptions that ü Use any protective equipment/measures as instructed.
may contain ü Follow money handling protocols
valuable or ü Follow prescription delivery protocols
controlled drugs
Telephone check in/ Befriending Vulnerable client High Medium
group being called ü Volunteer is a validated community volunteer.
by telephone ü Clear guidance given to volunteer.
ü Volunteer provides feedback to supervisor to report on the concerns/content of conversations
and emerging need within the community
ü Volunteer aware of Safeguarding and MECC
Volunteer Agreement (example)
To enable One (Community name) to support volunteers and the communities in which volunteer activities are
carried out there are a few expectations we ask for agreement on:
We ask Volunteers to:-
ONE (Community name) will -
• Provide guidance and information necessary for the volunteer • Follow guidance, policies and procedures relevant to the role
role being undertaken being undertaken
• Provide support to volunteers in a variety of ways such as face • Hold relevant vehicle insurance with a roadworthy vehicle if
to face, digitally (email, online forums/groups etc.), over the using own vehicle for activities
phone, by post etc.
• Complete training specified for role /activities being
• Provide a named contact / coordinator for each volunteer undertaken
• Treat volunteers in line with our equal opportunities policy • Communicate regularly with named contact / coordinator
• Provide insurance cover for activities carried out by volunteers regarding volunteer role and the activities being carried out
• Engage with support offered through One Barnstaple Inform
named contact / coordinator promptly of any changes to their
contact details, circumstances or requirements
To confirm your agreement with these points please respond by email clearly stating that you have read and agree to
the One (Community) Volunteer Agreement.Guidance and Good practice – staying safe advice given to volunteers • Only volunteer if you feel well enough and are not shielding, self-isolating or in a high-risk group. • Keep washing your hands often for 20 seconds. • Stay at least two metres - about three steps - away from people you’re helping. • If you’re trying to help someone with very serious issues – don’t be afraid to flag with appropriate statutory services. • Support family, friends and neighbours by phone or video call. • Offer to run errands for people but stay outside of people’s homes. • Let family and friends know what you’re doing. • Don’t take on too much - it's often better not to offer at all than to let someone down. • NDVS Volunteer advice video https://www.youtube.com/watch?v=rVR8xcxJnu0&feature=youtu.be
Guidance and Good practice – Advice for shopping and money handling • You need to have good processes in place to support handling payments and shopping protocols – examples of these can be found here https://onenortherndevon.co.uk/volunteer-groups/guidance-for-volunteers-collecting-and- delivering-shopping/ • Please ensure that volunteers handling cash only happens as a last resort. • If there is no cash being handled then DBS checks for shopping are not needed. If a volunteer has to handle cash, One Northern Devon recommends that the volunteer has a DBS check.
Guidance and Good practice – prescription collections and deliveries NDVS and TTVS have written guidance for volunteers picking up and delivering prescriptions which can be found here https://onenortherndevon.co.uk/wp-content/uploads/2020/04/Prescription_collection.pdf Each pharmacy/area may have different protocols in place but this guidance can be used generically as good practice. Please try to use existing local volunteer schemes where possible for prescription deliveries ie TTVS or Community Car Services Where a pharmacy is making the request for a volunteer then OND recommends that a DBS check is needed If an individual is requesting a volunteer to collect a prescription the OND recommends that a DBS check is NOT needed.
Guidance and Good practice – Neighbourly phone calls One of the tasks a volunteer may be undertaking is a neighbourly phone call to support those who may become isolated at home during the pandemic. One Northern Devon recommends that those volunteers carrying out neighbourly phone calls hold a basic DBS check and a reference NDVS have produced some very helpful guidance for those undertaking neighbourly phone calls. This guidance can be found here… NDVS telephone befriending guidance - https://www.youtube.com/watch?v=qSAlAYOmjAg&feature=youtu.be
Guidance and Good practice -
Dog walking and posting letters
Please see link for advice regarding walking someone else's dog
for them which has been compiled by the Canine and Feline Sector Group
• http://www.cfsg.org.uk/coronavirus
Posting
When you phone the person make sure they have put postage on the
letter they wish you to post and agree a time you will collect. Ask them
to put it in a safe place which you can pick it up from (i.e. a box on their
doorstep), check you know where this is. If they don’t have a stamp,
please ask them to leave enough coins (if possible) with the envelope.
Pick it up at the time agreed. Phone them when you have completed
the errand.Guidance and Good practice
– Patient transport
In some circumstances people still need to attend medical appointments.
Please follow the link to see a list of transport options to consider.
The latest patient transport advice is “to not transport any passengers in your car unless
they are already living with you. By doing this you avoid using a vehicle that has had other
members of the public in it and you isolate yourself from contaminating or being
contaminated.”
If the patient has difficulty finding transport to a hospital appointment (only) because of
medical conditions or may be covid-19 suspected please ask them to phone the number on
their appointment letter for advice
Patient Transport Advice Service (PTAS) 0345 155 1009
If PTAS are unable to help and the patient cannot find transport within their own
household please contact Devon Access to Services tim@ndvs.org.uk for advice on
transport options that may be available.General Guidance and Good practice • General advice around volunteers https://onenortherndevon.co.uk/volunteer-groups/general-guidance-for-co-ordinating- general-guidance-for-co-ordinating-volutneers/ • Safeguarding advice https://onenortherndevon.co.uk/volunteer-groups/im-worried-about-the-safety-of-the- person-im-helping/ https://www.youtube.com/watch?v=XofzMYe3cFI&feature=youtu.be
Useful training resources for volunteers • Public Health Training - https://www.communitiesprepared.org.uk/2020/03/public-health-training/ • Red Cross training - https://rise.articulate.com/share/bOiebd5nNsS8qqBvYouYG_Ompki_m61e#/ • University of Michigan Mental health training - Thrive in trying times reach out – a free course for 2 hours x 2 weeks for community organising and maintaining wellbeing. • Mental Health first aid training - https://mhfaengland.org/my-whole-self/#toolkit
What happens if I can’t find a
volunteer to help a request?
• If you have received a request for help or support from a member of your community
and you are unable to find a volunteer to be able to help, please contact Lindsay
Hemming (One Northern Devon System Support Co-ordinator) on the contact details
below.
• Email – ndht.supportathome@nhs.net
• Phone - 07785 931585
• Lindsay is collating offers of support from partner organisations and is also able to access
NHS Good Sam volunteers if necessary.For further information One Northern Devon Hannah McDonald - Hannah.mcdonald@northdevon.gov.uk Paul Jones – p.jones@bpag-encompass.org.uk North Devon Voluntary Service (NDVS) – projectworker@ndvs.org.uk Torridge Voluntary Service (TTVS) – covid19support@ttvs.org.uk 01237 420130 Devon Access to Services - dasadmin@ndvs.org.uk
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