Bradford Disability Sport & Leisure. Volunteer Policy

Transcription

1 Bradford Disability Sport & Leisure Volunteer Policy 1. Introduction Bradford Disability Sport & Leisure (BDSL) was founded in October 1985 as an unincorporated association and became a registered charity in October The organisation s stated objective is the provision of opportunities and facilities for physical recreation and leisure to the benefit of people with disabilities in the Bradford Metropolitan area. Volunteers have a long history of supporting activities run by BDSL. Indeed, it is not an exaggeration to say that volunteers are fundamental to BDSL s ability to provide a wide range of quality sports and leisure opportunities for disabled people across the Bradford District; volunteer trustees, fundraisers, drivers, escorts and sports assistants all enable BDSL to deliver a much more diverse, inclusive and accessible programme of activities than would otherwise be possible. BDSL membership is open to any disabled person living in the Bradford District, regardless of gender, age, ethnicity, religion, disability or sexuality. As such, BDSL actively seeks volunteers from all communities across the District. BDSL is appreciative of the time, energy and skills that volunteers bring to the organisation. This Volunteer Policy has been developed to demonstrate that commitment and sets out what support and training BDSL volunteers should expect, where they fit into the organisation and will help to ensure fairness and consistency across all volunteers. The Policy also sets out what BDSL expects of its volunteers. In order to make sure that it is useful and relevant, volunteers have been involved in developing this Volunteer Policy and it will be reviewed on a regular basis. 2. Recruitment & Induction In order to recruit volunteers from all communities, BDSL staff work proactively with a range of organisations who work with people who may want to volunteer. These include the Volunteer Bureau, schools, colleges, Bradford Council Sport & Leisure Department and West Yorkshire Sport. Staff also advertise volunteer opportunities through district wide networks and actively promote volunteer opportunities to members families and friends. When a specific volunteer opportunity is advertised, a simple recruitment process is followed: The opportunity is advertised widely Applicants complete a simple application form

2 BDSL staff review all applications received and interview suitably qualified and experienced individuals. The successful candidate is offered the volunteer position. Once allocated a volunteer position, all volunteers will receive an induction from a BDSL staff member. At their induction meeting, volunteers will be provided with: details of the volunteer opportunity, an introduction to BDSL and its policies, an introduction to working with BDSL members, a briefing about support available for BDSL volunteers information about what BDSL expects of its volunteers. The induction will also include a briefing on BDSL s Volunteer Policy. All new volunteers will be asked to sign BDSL s Volunteer Agreement. Due to the nature of BDSL clients, new volunteers will also be asked to complete an enhanced DBS form. Volunteers will also be given details of appropriate training relating to their volunteer role. A BDSL staff member will accompany the volunteer to their first activity, introducing them to the other volunteers, paid staff and members. The BDSL staff member will ensure that the volunteer is clear and comfortable about their role before leaving them to participate independently. Volunteers will be supervised by a named BDSL staff member until successful completion of a DBS check. People approaching BDSL speculatively regarding potential volunteer opportunities are also welcome. When this occurs, the process outlined above will be followed. In these cases, BDSL staff will try to find a best match between a volunteer s skills, experience and interest and the potential volunteering opportunities available. Copies of BDSL s Volunteer Application form and Volunteer Agreement are attached as Appendices A & B respectively 3. Retention and Training Once a volunteer has been volunteering for 4 weeks a review meeting will take place with a BDSL staff member. This review meeting will act as an opportunity to resolve any outstanding issues / queries and check out that both parties are happy for the volunteering arrangement to continue. At this review meeting volunteers will also be asked if they have ideas for improving the activity with which they are involved.

3 Regular training will be offered to all volunteers. This will be related to working with people with learning disabilities, health and safety, first aid and child protection. These training sessions are provided both to ensure the quality and safety of BDSL activities and to protect BDSL volunteers. Some sessions will be particularly important and volunteers should make every effort to attend those sessions identified as such by BDSL staff. A minimum of 4 volunteer training sessions will be available each year and these will be promoted to all volunteers on BDSL s database and raised with individual volunteers during support sessions. 4. Regular Support All volunteers will meet with a named BDSL staff member at least once a month. This will provide the opportunity for volunteers to discuss their volunteering role, any successes and challenges encountered and ensure that the right support is available from BDSL to support volunteers to develop their role, skills and experience. Useful training will be highlighted here. These sessions should also be used by either party to raise any concerns and suggestions for improvements. 5. Out of Pocket Expenses BDSL are committed to providing all volunteers with out of pocket expenses for costs incurred whilst volunteering for BDSL. Out of pocket expenses can cover: Travel & costs of fuel used in the course of volunteering Refreshments / meals (only in relation to a full day s volunteering) Postage and telephone costs in connection with volunteering Please be aware that total out of pocket expenses cannot exceed more than 5 a day Out of Pocket expenses will be paid in accordance with the Out of Pocket Expenses Policy and can be claimed by completing the volunteer out of pocket expense form, accompanied by appropriate receipts. The Out of Pocket Expenses Policy and Claim Form are attached as Appendices C and D respectively Childcare costs incurred whilst volunteering with BDSL may be claimed as out of pocket expenses. Prior agreement from a BDSL staff member is always required before any claims of this nature are made. Any protective clothing and other essential equipment required by volunteers will be provided by BDSL

4 6. Respect and Confidentiality Volunteers are a valuable asset to BDSL. As such they should expect to be treated with the same respect as anyone else associated with BDSL in line with BDSL s Equal Opportunities Policy and regardless of a volunteer s ethnicity, religion, gender, age, disability or sexuality. All volunteer personal information records will be treated as confidential In return, volunteers should make every effort to keep confidential any information they are party to for health and safety reasons about BDSL members, staff or other volunteers. If, as a volunteer, someone discloses to you confidential information that you think may be an issue of child protection, you should inform the person that you will have to disclose their information and follow the procedure set out in BDSL s Child Protection Policy A copy of BDSL s Equal Opportunities Policy is attached as Appendix E A copy of BDSL s Child Protection Policy is attached as Appendix F 7. Health and Safety BDSL has a responsibility to avoid exposing volunteers to risks to their health or safety. A copy of the BDSL Health & Safety Policy is kept in the main office and can be accessed by volunteers. As part of its commitment to maintaining the health and safety of volunteers, BDSL will provide relevant training on a regular basis In return, volunteers should make every effort to attend training relating to health and safety. Also, if unable to fulfil a commitment for which they have volunteered, volunteers should make every effort to inform the relevant BDSL staff member as soon as possible A summary of the Health and Safety Policy is attached as Appendix G 8. Insurance BDSL s public liability insurance provides appropriate cover for all BDSL volunteers up to the age of 80. In return, volunteers should make every effort only to volunteer for activities that have been agreed with a BDSL staff member. Volunteers should also make every effort to attend training sessions identified as important by BDSL staff.

5 9. Dealing with Problems, Complaints or Disputes BDSL is committed to ensuring that all volunteers are treated fairly and with respect. It is also keen to maintain quality standards of service to its members. Where volunteers experience a particular problem they should first try to resolve it informally with their contact BDSL staff member. Similarly, where a problem is raised about a volunteer, it will first be raised informally with the volunteer by their contact BDSL staff member. It is hoped that most problems, complaints and disputes can be resolved in this way. However, when this proves impossible or when allegations are of a sufficiently serious nature (e.g. potential child protection issue) - the Volunteer Complaints and Disputes procedure should be followed. This procedure exists to ensure that all formal complaints and disputes are dealt with and resolved in a fair and transparent way. Where the formal procedure is implemented, volunteers have the right to be accompanied to all meetings by someone agreed by both parties. A copy of BDSL s Volunteer Complaints and Dispute procedure is attached as Appendix H

6 Appendices Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H BDSL s Volunteer Application Volunteer Agreement Out of Pocket Expenses Policy Out of Pocket Expenses Claim Form Equal Opportunities Policy Child Protection Policy A summary of the Health and Safety Policy BDSL s Volunteer Complaints and Dispute procedure

7 Volunteer Application Form Name Street Address Postcode Contact Number Contact Information Work Phone Address Occupation Date of Birth Availability During which hours are you available for volunteer work? Weekday mornings Weekend mornings One off events Weekday afternoons Weekend afternoons Weekday evenings Previous Volunteer/relevant employment Experience Weekend evenings Summarise your previous volunteer experience. Please list any experience of people with disabilities. Interests Tell us in which areas you are interested in volunteering. Sports Events Trustee Fundraising Driving Escort Newsletter production Other Special Skills or Qualifications Summarise special skills and qualifications you have acquired from employment, previous volunteer work, or through other activities, including hobbies or sports.

8 CONFIDENTIAL We are committed to best practice in volunteer recruitment and will ensure that those working directly with people, as a volunteer, are appropriately screened. Have you ever been convicted of any criminal offence by a Court of Law? If the answer to the above is yes, please complete the following: DATE PLACE OFFENCE SENTENCE I agree to these details being given to the police to check for any records of convictions, cautions or bindovers in respect of myself Yes/No Please note that a criminal record will not necessarily prevent you from working as a volunteer. However because of the vulnerability of some of the people with whom we work with, we reserve the right to conduct checks as deemed necessary. The information provided on this application will remain confidential and will be used for the purpose of this selection. If your application is successful, we may, from time to time, wish to process this information for personnel administration and business management purposes, where this the case, processing, whether by means of computer or otherwise, will take place in accordance with the provision of the Data Protection Acts 1984 and By signing this form you will be providing your consent to these uses. DECLARATION I declare that to the best of my knowledge and belief, all particulars I have given are complete and true. I understand that any false declaration or misleading statement or any significant omission may disqualify me from volunteering and render me liable to dismissal. I understand that any offer is subject to satisfactory references and a probationary period and (where appropriate) a satisfactory medical report. I understand if this post involves direct working with people with a learning disability, the post is subject to a Criminal Records Check (Disclosure). Should I be offered such a post, I understand that I will need to seek a Criminal record Check from the Criminal Records Bureau, before the appointment is confirmed. Signature: Date

9 EQUAL OPPORTUNITIES MONITORING FORM In order to help us ensure that our Equal Opportunities policy is being carried out, it would help if you could complete this form. Any information you provide will be used for no other purpose other than monitoring. This form will be separated from your application form on receipt and it will play no part in our decision on who we select for a volunteer role. Role applied for: Your full name Location Date of birth How would you describe your ethnic origin? Please tick as appropriate. WHITE IRISH BLACK-CARIBBEAN BLACK-AFRICAN BLACK-OTHER DUAL HERITAGE PAKISTANI BANGLADESHI INDIAN CHINESE ASIAN-OTHER OTHER Are you: Male Female Do you consider yourself to be disabled? Yes No If yes, please give brief details of your disability and any special access/mobility needs. Are you? Employed full timeemployed part time Retired Student Unemployed Carer Other

10 BDSL Volunteer Agreement Volunteers are an important and valued part of BDSL. We hope that you enjoy volunteering with us and feel a full part of our team. This agreement tells you what you can expect from us, and what we hope from you. Your Volunteer role Your role as a volunteer is [state nature and components of the volunteering role] and starts on [date]. This volunteering role is designed to [state how the volunteering role benefits the organisation]. You can expect BDSL to provide: Induction and training To provide a thorough induction on the work of BDSL, its staff, your volunteering role and the induction and/or training you need to meet the responsibilities of this role. To provide regular training that helps maintain health and safety and quality services for BDSL members Regular support and flexibility To explain the standards we expect for our services and to encourage and support you to achieve and maintain them; To provide a named person who will meet with you regularly to discuss your volunteering and any successes and problems; To do our best to help you develop your volunteering role with us. Out of Pocket Expenses To reimburse Out of Pocket expenses in line with the terms set out in the Volunteer Policy Document. These can include: Travel and costs of fuel used in the course of your volunteering for BDSL Meal expenses ( for full day s volunteering only) Postage and telephone costs in connection with volunteering Please be aware that total out of pocket expenses cannot exceed more than 5 a day Please keep all your receipts and attach them to your claim form so that we can reimburse your expenses.

11 Health and Safety To provide adequate training and feedback in support of our health and safety policy, a copy of which is attached to the Volunteer Policy Insurance To provide adequate insurance cover for volunteers whilst carrying out their volunteering roles which have been approved and authorised by us Equal Opportunities To ensure that all volunteers are dealt with in accordance with our equal opportunities policy, a copy of which is attached to the Volunteer Policy Problems, Complaints and Disputes To try to resolve fairly any problems, complaints and difficulties you may have while you volunteer with us; In the event of an unresolved problem, to offer an opportunity to use the Volunteer Complaints and Disputes procedure to ensure fairness and transparency The volunteer We expect you: To help BDSL to [describe role/function/services which the volunteer will be helping with]; To perform your volunteering role to the best of your ability; To follow the organisation s procedures and standards, including health and safety and equal opportunities, in relation to its staff, volunteers and members; To maintain the confidential information of the organisation and of its members; To meet the time commitments and standards which have been mutually agreed to and to give reasonable notice so other arrangements can be made when this is not possible; To participate in training identified as important, particularly relating to health and safety, child protection and quality of service delivery To agree to a Criminal Records Bureau check being carried out where necessary. Signed: (Volunteer).. Date:.. Signed: (BDSL Officer).. Date:.. This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intends any employment relationship to be created either now or at any time in the future

12 BDSL Out of Pocket Expenses Policy Volunteers should not have to incur costs to volunteer for BDSL. It is BDSL policy to offer to pay all volunteers out of pocket expenses for costs incurred while volunteering. BDSL will only pay volunteers actual out of pocket expenses and not fixed amounts per session or lump sums. Paying more than actual out of pocket expenses can cause two main problems: Volunteers may be penalised by the Benefits Agency or be liable to taxation It increases the possibility of volunteers being classed as employees. Expenses can be paid for the following: Expense Travel and costs of fuel used in the course of volunteering Meals (Only for a full days volunteering) Care of children Carers allowance Maximum amount paid 5 per Day (any above this amount must be agreed prior to the activity). Receipts of taxi/ public transport are required. 5 per Day (any above this amount must be agreed prior to the activity) Prior agreement must be sort from the Volunteer Coordinator and contributions will be discussed then. Prior agreement must be sort from the Volunteer Coordinator and contributions will be discussed then. Please be aware that total out of pocket expenses cannot exceed more than 5 a day Any protective clothing and other essential equipment required by volunteers will be provided by BDSL Other expenses Any other expenses that are not listed must be discussed and agreed by the Volunteer Coordinator prior to purchase. How to claim expenses

13 Volunteers should complete the Volunteer Out of Pocket Expenses form that can be obtained from the BDSL Office and attach appropriate receipts. Completed forms submitted by the end of the month will be paid by cheque when the expenses reach a reasonable amount How to claim expenses BDSL Out of Pocket Expenses Form Please complete the form and attach the receipts, this can then be processed and a cheque will be raised and posted at the end of the month. For more information on definitions of Out of Pocket Expenses please consult the Out of Pocket Expenses Policy. Please be aware that total out of pocket expenses cannot exceed more than 5 a day NOTE BDSL will only pay volunteers actual out of pocket expenses and not fixed amounts per session or lump sums. Volunteers must provide receipts. Name: Address: Club/activity: Expenses Incurred: Amount Amount Amount Amount Receipt attached Total Signed Office Use

14 Checked By VC Payment authorised Has the volunteer filled in an app and a DBS? 1. Reason for this Policy: BDSL Equalities and Diversity Policy BDSL is committed to promoting equal and diversity and to becoming a model of best practice in the field. We value diversity and encourage fairness and justice. We want equal chances for all to work, learn and live free from discrimination and victimisation. We will combat discrimination, challenge disadvantage and use our position of influence, wherever possible, to help overcome discriminatory barriers and campaign for change. 2. General Aim: BDSL will strive to: Encourage equality of opportunity for all people and actively promote good relations. Eliminate any conditions, procedures and individual behaviour that can lead to discrimination even where there was no intent to discriminate, with particular regard to Race; Gender; Disability; Sexuality; Age; Religion and Belief. Ensure that anyone in contact with BDSL is treated with respect, making provision for those groups within the community whose needs and expectations are less well met. Comply with all legislation dealing with discrimination and the promotion of equality, following the codes of practice issued to support this legislation. Ensure all our policies, procedures, guidelines and circulars reflect and reinforce our commitment to equality. Ensure mechanisms are in place for responding to complaints of discrimination and harassment from employees, volunteers, members and the public. Encourage disadvantaged groups and individuals to participate in the activities we provide. Make this policy known to all employees, volunteers, members, job applicants and partner organisations.

15 Recognise that individuals may experience disadvantage on more than one level. Operate procurement practices and partnership arrangements that ensure others commissioned to provide services for us have similar policies that cover equal opportunities. Periodically review the Equal and Diversity policy. 3. Employment, Training and Organisational Development BDSL will strive to: Create a prejudice-free and supportive working environment. Ensure that people from all local communities have equality of opportunity to obtain employment in all areas and levels of the organisation. 3.1 Recruitment and Selection BDSL will strive to: Ensure that all employees are recruited and promoted on the basis of ability and other objective relevant criteria. Through recruitment, work towards ensuring that our workforce better represents Bradford District s population Be committed to equality of opportunity for all people and protect against all forms of discrimination, with a particular regard to Gender; Race; Disability; Religious and Belief; Age; Sexuality. Scrutinise the recruitment process to ensure that we do not discriminate or discourage applications from any section of the community. Use appropriate legislation as a framework for action to support the recruitment process in a positive way. Collect and use recruitment information to support a fair and effective recruitment process. 3.2 Training and Organisational Development BDSL will strive to: Ensure that all employees are developed by the provision of appropriate and accessible training opportunities in line with organisational needs. Provide training that complies with this Equalities and Diversity Policy.

16 4. Monitoring and Evaluation BDSL will: Continually monitor its workforce profile against the community profile to work towards a workforce that is reflective of the community it serves. Continue to review its monitoring processes to comply with changes in legislation. Policy checked By Whom Review Date

17 Bradford Disability Sport and Leisure Child Protection Policy. Bradford Disability Sport and Leisure (BDSL) deliver sporting and recreational provision for children and young people. As such we must ensure that; The welfare of the child is paramount All children, whatever their age, culture, disability, gender or racial origin/belief has the right to protection from abuse. All suspicions and allegations of abuse and poor practice will be taken seriously and responded to swiftly and appropriately. All staff (paid/unpaid) working with BDSL have a responsibility to report concerns to the Sport Development Officer; Dean Carroll, the SDO will then pass these details onto the Child Protection Officer Gareth Logan. 1. Policy statement/ Aims BDSL has a duty of care to safeguard all children involved in the activities we provide. All children have the right to protection, and the needs of disabled children and others who may be particularly venerable most be taken into account. A child is defined as a person under the age of 18 (The children act 1989) A venerable young person i.e. a person with a disability is defined as a person under the age of Policy aims The aim of the Bradford Disability Sport and Leisure Child Protection Policy is to promote good practice; Providing children and young people with appropriate safety protection whilst in the care of BDSL. To raise awareness of all staff (Paid/Unpaid) and identify responsibilities in reporting possible cases of abuse. To ensure effective communication between all staff when dealing with Child Protection issues.

18 To lay down the correct procedures for those who encounter an issue of child protection. 2. Promoting good practice Child abuse, particularly sexual abuse, can arouse strong emotions in those facing such situations. It is important to understand these feeling and not allow them to interfere with your judgment about the appropriate action to take. 2.1 Good practice guidelines All personnel should be encouraged to demonstrate exemplary behaviour in order to promote children s welfare and rescue the likelihood of allegations being made. The following are common sense examples of how to create a positive culture and climate. Good practice means: Always work in an open environment (avoiding private and unobserved situations) Treat all young people/ disabled adults equally and with respect and dignity. To put the welfare of children first. Making sport, fun, enjoyable and promoting fair play. Keeping up-to-date with technical skills, qualifications and insurance in sport. Being and exceptional role model. *This is in no way a conclusive list * 2.3 Practices to be avoided These should be avoided except in emergencies. If cases arise where the situations are unavoidable, it should be with full knowledge and consent of someone in charge/parent/carer. Avoid spending time alone with children away from others. Avoid taking or dropping of a child to an event or activity. 2.4 Practices never to be sanctioned The following should never be sanctioned, these include; Engage in rough, physical or sexual proactive games. Share a room with a child

19 Allow or engage in any form of inappropriate touching Reduce a child to tears as a form of control Do things in a personnel nature for children or disabled adults that they can do for themselves. N.B It may sometimes be necessary for staff or volunteers to do things of a personnel nature for children particularly if they are young or disabled. These tasks should only be carried out with the full understanding or parents/carers and the players involved. 3. Procedures. An incident must be reported and recorded If any of the following accrue you should report this immediately to the appropriate officer. You should also ensure the parents/ carers of the child/ young person involved. Below shows a diagram of the reporting process. 3.1 If any member of staff suspects that a child/ venerable adult may be a victim of abuse, they IMMEDIATLEY inform the named person(s) about their concerns. Abuse can be of a sexual, emotional of physical nature. It can also be a result of neglect. 3.2 BDLS regard all information relating to individual child protection issues as confidential, and we treat this accordingly. We only pass information on to appropriate person. We inform the child at all stages who is involved, and what information we have given them. 3.3 All adults employed (paid/unpaid) are subject to enhanced DBS checks. 3.4 All staff have access to regular training to raise their awareness of abuse and their knowledge of agreed local child protection issues. 4. Monitoring and Review. The BDSL committee with guidance from the Sport Development Officer will review the Child Protection policy annually and make changes accordingly. The Sport Development Officer will review any training with regards to child protection procedures.

20 Sign Child Protection Officer: Date: Health and Safety at Work Policy It is the policy of the Association to seek to provide a safe and healthy work place and working environment for all of its employees. To that end, it is committed to the removal of potential hazards where possible and to the setting up of procedures for dealing with unavoidable hazards and any resulting incidents that occur. It will also institute training in order to reduce the likelihood of any such incidents. The Association recognises its responsibilities to protect the health and safety of service users and other persons who maybe affected by its work and activities, especially volunteers. The Association will meet these responsibilities in particular paying attention to the provision and maintenance of: - 1. Safe place of work and safe access to it. 2. Healthy working environment. 3. Adequate welfare facilities. 4. Vehicles, equipment and systems of work that are safe. 5. Safe arrangements for storage, transportation and handling of goods, articles and substances. 6. Sufficient information, instruction, training and supervision to enable staff to avoid hazards and contribute positively to their own health and safety at work. 7. Administrative arrangements designed to promote effective safety management. Overall responsibility for health and safety is vested in The Personnel Sub - Committee of The Association. The day-to-day implementing of the

21 policy is delegated to The Office Manager. There will be an annual inspection of the premises by an independent expert. Bradford Disability Sport & Leisure Health and Safety at work law. Employee s duties. As an employee you have legal duties too they include: - 1. Taking reasonable care for your own health and safety and that of others who may be affected by what you do or do not do. 2. Co-operating with your employer on health and safety. 3. Correctly using work items provided by your employer, including personal protective equipment, in accordance with training or instructions and not interfering with or misusing anything provided for your health, safety or welfare. Note. 1. BDSL is a tenant of Bradford Metropolitan Council and therefore it is our responsibility to conform to the policies of the authority. The accident reporting system in Shipley Town Hall conforms to Health and Safety Law. 2. BDSL has less than 5 employees, but as a good employer it recognises the importance of health and safety for its employees, volunteers and service users

22 BDSL VOLUNTEER COMPLAINTS PROCEDURE If you have a problem with a BDSL volunteer or staff member that you are working with, you should: Step 1 Try and solve the problem informally by speaking to the volunteer/member of staff concerned. Most complaints will be settled this way. Step 2 If you are not satisfied, report your complaint to the staff member that oversees your volunteering. (If your complaint regards this member of staff and you have not been able to resolve the problem informally, progress straight to Step 3) Step 3 If you are still not satisfied, put your complaint in writing (with the help of a volunteer/carer if necessary) and pass it to the Chair of the Personnel Committee. 3 trustees from the Personnel Committee will investigate the complaint and, as part of the investigation, you will be asked to attend a meeting with them. (you will be allowed to bring a person, agreed by mutual consent, to the meeting with you for support). A decision will be made about your complaint. Step 4 If, after Step 3, you wish to appeal against the decision, you should do so in writing to the Chair of BDSL. The Chair, along with 2 other trustees also not involved in the Personnel Committee, will hear the appeal. The decision of the Chair and the other 2 trustees will be final.