JUNIOR YOUTH CLUB MANAGEMENT COMMITTEE RESOURCE PACK SECTION TWO VOLUNTEERS PACK

Transcription

1 JUNIOR YOUTH CLUB MANAGEMENT COMMITTEE RESOURCE PACK SECTION TWO VOLUNTEERS PACK 1

2 CONTENTS PAGE Section One: Governance Arrangements Section Two: Volunteers Pack 1. Volunteer Registration Arrangements 4 2. Guidance to Volunteers 5 3. Drop off & Collection arrangements 7 4. Code of Conduct for Volunteers 8 5. Confidentiality Agreement 9 6. Risk Assessment Example Session Timetable 11 Section Three: Member / Operational Arrangements 2

3 APPENDICES: Forms and check-lists The following forms are available on the Parish website: Complaints, Comments & Compliments Form Volunteer Registration Form Membership Application Form Temporary Member/ Visitor Application Form The following forms/checklists are available from the Committee Chair Parental Consent Form for Trips Suggested Hall Floor Plan Health & Safety Incident Reporting Form Health & Safety Check List Risk Assessment Form Volunteer Registration Confirmation Letters (listing enclosures) Volunteer rota template Session Recording Sheet Late Collection Log & Letters 3

4 Volunteer Registration Arrangements All volunteers of Our Lady Immaculate Junior Youth Club are required to complete the Volunteer Registration Form, which is available to download from the Parish website. Volunteers must undergo a Disclosure & Barring Services check. DBS checks will be repeated in accordance with the Parish Safeguarding Guidelines. It is the responsibility of the management committee volunteer coordinator to ensure that every volunteer has a valid DBS check. Until a representative of the management committee is advised that clearance has been received the volunteer should not have unsupervised responsibility for any child. The management committee volunteer coordinator will liaise with the OLI Parish Safeguarding Representative to ensure that the relevant forms are completed. Criminal convictions range from the minor to the very serious and for the purposes of applying to work/volunteer with young people, convictions are never spent. Information provided by the volunteer as part of the registration process includes: Personal details Areas of interest Additional information is required as part of the DBS process. Once satisfactory references and clearance has been received from the Diocese via the Safeguarding Representative the management committee volunteer coordinator will confirm in writing the successful registration as an OLI Junior Youth Club volunteer and provide the following information: Resource Pack Section Two Guidance to Volunteers Code of Conduct for Volunteers Confidentiality Agreement Risk Assessment Timetable Resource Pack Section Three Membership Agreement Code of Conduct & Behaviour Management Drop off & Collection Arrangements Health, Safety & First Aid Arrangements Volunteer Rota 4

5 Guidance for Volunteers 1. Please arrive 30 minutes before the session is due to start. 2. A minimum of 5 volunteers should be present at each session including 2 members of the Management Committee, one of whom will be the named coordinator for the evening. 3. Please arrange a swap yourself if you are unable to make your rota date and advise Alison Vigor, the volunteer coordinator in advance. Contact details will be provided. 4. A rota will be provided which will indicate volunteer dates, duties and the named Coordinator. 5. The named coordinator is to carry out the health & safety check and complete the following; i. Health & Safety Check Form ii. Session Recording Sheet Date and sign the forms when complete. 6. The other volunteers at this time start to set up the room and refreshments. 7. One volunteer will be stationed at the door taking money, listing names in the register and supervising access to the toilet area during the session. 8. All accidents/incidents must be recorded on the Health & Safety Incident Report Form. The parent must be informed of the incident on collecting the junior member unless it is necessary for the parent to be contacted before the end of the session. 9. A risk assessment must be carried out in order to advise any precautions that need to be taken for the activities. A risk assessment form and guidance is available. A member of the Management Committee is responsible for ensuring that a risk assessment is undertaken. Please familiarise yourself with this procedure. 10. Please ensure that junior members know what areas they are allowed in, for example junior members are not allowed on the stage or in the kitchen area. 11. One volunteer will be stationed by the kitchen to supervise the kitchen, stage area, music and tuck shop. 12. If the playground is in use two volunteers must remain with the junior members at all times. Junior members are not allowed in the outside areas unsupervised. 5

6 13. Ten minutes before the end of the session inform the junior members that it is time to start to clear away, however items such as the table & chairs and large equipment should be left until the junior members have departed. 14. The volunteer stationed at the door should ensure that all junior members sign out on the register and are either collected by an adult or have parental consent to walk home independently. 15. Please ensure that the hall is left clean & tidy and check that the toilets have been flushed. 16. Any rubbish should be placed in a bin liner and taken away at the end of the session. 17. Check that all doors/ fire exits are properly shut, turn off the lights and lock the hall. 18. The key and mobile phone should be retained by the named coordinator. 6

7 Drop off & Collection Arrangements In the event of late collection or non collection of children volunteers should follow the guidance below. In all circumstances the Youth Club Coordinator should keep detailed, timed records of the action taken and calls made, (a committee member will have the appropriate Late Collection Log). Late Collection of Children Volunteers Should: Attempt to contact the child's parent/guardian on their contact number. Use the alternative contact name/number if necessary. Wait with the child/young person at the Parish Hall, with other volunteers or parents present if at all possible; On collection remind parents/guardian of the policy relating to late collection. Volunteers Should Not: Take the child home or to any other location; Send the child home with another person without permission from a parent/guardian. Ask the child to wait in a vehicle or facility with you alone. Non Collection of Children In the event that a child is not collected from the Parish hall by an authorised adult and no contact has been established with the parents/guardian within thirty minutes of the usual collection time, the Youth Club Coordinator should inform the local Police on: Police non-emergency number: 101. Alternatively the Out of Hours Child Safeguarding Services could be contacted on: In addition the Chair should ensure that the Parish safeguarding representative is notified on the night, contact details circulated to committee members. Under no circumstances should a volunteer go to look for the parent/guardian or take the child home with them. After the event the Youth Club Chair will write to the parent/guardian notifying them of the arrangements put into place for their child and to invite them in for a discussion about their individual circumstances. The Parish safeguarding representative must be kept informed of any action. Once the situation has been resolved it is important to establish how and why the circumstance arose and to ascertain whether there is anything that the Club could reasonably do to avoid a recurrence of this situation. It may be necessary to discuss with the parent steps that they could take to avoid recurrence e.g. ensuring that the Club has current contact details etc. It will also be necessary for the committee members to review the procedures used to ensure that they worked smoothly and if necessary to amend for future incidents. 7

8 Code of Conduct for Volunteers For all volunteers Do treat everyone with respect Do plan activities which involve more than one other person and are within the sight or hearing of others. Do respect a junior members right to personal privacy Do encourage junior members to feel comfortable and caring enough to point out attitudes or behaviours they do not like. Do avoid situations that compromise your relationship with junior members and are unacceptable within a relationship of trust. Do remember that someone else may misinterpret your actions, no matter how well intentioned. Do remember that caution is required even in sensitive moments of counselling, such as dealing with bullying etc. Do not do things of a personal nature for junior members that they can do for themselves. Do not permit abusive peer activities (e.g. ridiculing, bullying). Do not engage in rough physical or verbal contact with others. Do not have any inappropriate physical or verbal contact with others. Do not jump to conclusions about others without checking the facts. Do not allow yourself to be drawn into inappropriate attention seeking behaviour. Do not show favouritism to any individual. Do not make suggestive remarks or gestures, even in fun Do not let suspicion, disclosure or allegations of abuse go unrecorded or unreported. Do not rely on your good name to protect you. Do not believe it could never happen to me 8

9 Confidentiality Agreement This policy should be read in conjunction with the Club s Safeguarding Policy. Volunteers of Our Lady Immaculate Junior Youth Club will, in the course of their duties, have access to a considerable amount of personal information relating to children and parents. It is expected that all understand the importance of treating information in a discreet and confidential manner. In particular the following procedure should be adhered to: 1. Written records and correspondence must be kept secure at all times when not being used. 2. When the time comes for destruction of records this should be undertaken with care and all documents must be shredded. 3. Any sensitive information regarding a child must only be disclosed to an adult youth club member of staff. It is important that volunteers carry out procedures to ensure the authenticity of telephone enquiries when not sure of their identity. 4. Volunteers should communicate any information relating to safeguarding children to the Coordinator in the first instance. 5. Conversations relating to confidential matters should not take place in situations where they may be heard by passers-by. 6. The same confidentiality must also be preserved in dealing with matters relating to volunteers 7. Respect for the privacy of parents should be treated with equal confidentiality. 8. It is expected that all volunteers understand the importance of treating information in a discreet and confidential manner. Documentation regarding children, staff or volunteers should not be taken without the knowledge of the Coordinator and Chair of the Management Committee. Each of us has the right to expect information of a personal nature to be kept confidential. In return we have a duty to respect the rights of others. Any allegations of a breach of this policy that is brought to the attention of a member of the Management Committee will be considered a serious matter and investigated accordingly. 9

10 Risk Assessment Safety regulations require that risk assessments are carried out on all activities where hazards can arise out of the activity and or factors in the venue. A hazard is defined as something with the potential to cause harm. A risk expresses the likelihood that the harm from a particular hazard is realized and the extent of the risk covers the number of people who might be exposed to the risk and consequences for them. When all hazards have been identified and risk assessed the findings of the risk must be written down and attention drawn to them to everyone involved in the Club. Most risk assessments will be incorporated into the general safety arrangements of the Clubs documents. The Management Committee is responsible for ensuring that a risk assessment is carried out on all activities. All risk assessments will be periodically checked by a member of the Management Committee for any changes to the processes and activities. Five Steps to Carrying Out a Risk Assessment Step 1: Step 2: Step 3: Step4: Step 5; Look for hazards Decide who might be harmed Evaluate the risks and decide whether the existing precautions are adequate or whether more should be done. Record your findings on the risk assessment form Review the assessment (at least annually) and revise if necessary. 10

11 Example Session Timetable & Layout The timetable should be read in conjunction with the guidance for volunteers. TIME ACTIVITY 18:45 Volunteers arrive Health & safety check is carried out by named Coordinator The hall is set up: tables, chairs, games, crafts, tuck shop Volunteer stations are confirmed 19:15 Children start to arrive Membership checked register updated Guests required to fill in Guest membership form Money collected as appropriate 19:30 Ice breaker session getting to know each other Ground-rules 19:40 Free time Craft activities if available 20:20 Team Game 20:35 10 minute warning to end of session Coordinator ensures all relevant forms completed Tidy up 20:40 Closing prayer Any notices 30 mins 15 mins 10 mins 40 mins 15 mins 5 mins 5 mins 20:45 Parents collect children* 20:50 Finish tidying up Cleaning Secure building 10 mins 21:00 Volunteers depart Parents must wait in the entrance hall 11