PROCEDURE Police Support Volunteers. Number: C 0515 Date Published: 6 June 2013

Transcription

1 1.0 Summary of Changes This procedure has been rewritten from its original policy status, and renumbered from C It should be read by all members of staff who deal with policy support volunteers. 2.0 About this Procedure Essex Police is committed to increasing the use of volunteers to reduce crime, reduce the fear of crime, improve the delivery of Neighbourhood Policing and enhance the customer experience. The aim of this procedure is to provide a clear framework for volunteering across the organisation, in particular the procedure will ensure: A clear understanding for all staff of how volunteers can offer support to Essex Police; Support mechanisms are in place for the recruitment, training and deployment of volunteers, including a volunteer co-ordinator and supervisor at district or departmental level; Consultation takes place with the local LPA involved concerning their deployment to prevent their use as a replacement for paid members of staff; All staff engaging with volunteers are aware of their unique status, particularly in relation to out of pocket expenses. This procedure applies to all volunteers currently engaged with Essex Police. Volunteers are not employees and have no employment status except under Health and Safety Legislation. The participation of the volunteer does not create a contract of employment. The volunteer will be required to sign a volunteer agreement detailing the partnership between themselves and Essex Police. Either party may cancel the partnership at any time. Any task undertaken by a volunteer is intended to be additional or supplementary to work currently undertaken by police officers and police staff. They should not be used as a pre-planned substitute or alternative to fill a role normally performed by full and part time staff. This will be monitored by the local point of contact on the LPA who would liaise with the Community Resources Co-ordinator at Neighbourhood Policing Command HQ. The Volunteer hours would be logged on Duty Sheet to monitor activity. Employees of all levels are expected to interact positively with volunteers and viceversa. Page 1 of 6

2 3.0 Risk Assessments/Health and Safety Considerations The support volunteer should be fully briefed regarding any localised training of a health and safety nature which is deemed necessary for the varied roles they will be carrying out. This should be given by the local volunteer coordinator within their supervisory role. These could identify any manual handling, fire precautions or display screen breaks depending on the role they are to do. 4.0 Procedure This procedure defines the following roles: 4.1 Police Support Volunteer (PSV) A PSV is someone who, through personal choice, commits time and energy to perform a task at the direction, and on behalf of, Essex Police without expectation of compensation or financial reward. Special Constables are volunteers but must remain distinct from PSVs owing to their unique position provided by their operational policing powers. PSVs do not include Neighbourhood Watch co-ordinators or other recognised voluntary organisations. 4.2 Community Resources Co-ordinator (CRC) A Community Resources Co-ordinator based at HQ Neighbourhood Policing Command (HQNPC) will provide advice and assistance to the Local Volunteer Coordinator (LVC). The CRC will be responsible for identifying where volunteers can be utilised, retention and the induction training of volunteers around the county. 4.3 Local Volunteer Co-ordinator (LVC) Each volunteer will have an LVC who is responsible for their day-to-day supervision and support. It is a matter for districts and departments as to who should be delegated an LVC, although this individual should be of at least the rank of sergeant or police staff equivalent. 4.4 Roles for Volunteers in Policing To ensure that the general principals of volunteering are adhered to, the following generic role profiles have been created: Front Office; One Stop at Burnham; Neighbourhood Policing Team; Page 2 of 6

3 Administrator Business Team; Essex Police Museum. 4.5 Recruitment The CRC will be responsible for overseeing volunteer recruitment. Volunteers must be 18 years of age and can be recruited for any role although it is suggested their agreed role should conform to the above role profiles. Where the proposed role is outside the agreed profiles then advice should be sought from the CRC. Any individual applying to be a volunteer must complete form PERS116. This includes the necessary vetting form and a general health questionnaire. Where the applicant declares a disability the provision of any reasonable adjustment enabling them to undertake the role should be discussed with the HR Business Advisor. Applicants will not be accepted as a volunteer where there would be a conflict of interest for themselves or for others, between their obligations as volunteers and their effectiveness in their professional life or another volunteering role. 4.6 Vetting All applicants will be vetted prior to acceptance. Where an individual fails to pass the vetting criteria they will be notified as soon as possible but will not be told the reason why they have failed. 4.7 Interview The LVC will arrange an interview to determine the volunteer s suitability. Applicants will not be accepted where the LVC considers there is a conflict of interest, between their obligations as a volunteer and any other role undertaken by them, including any paid office or employment. The LVC should outline the volunteer role and discuss with the applicant the skills and abilities they may be able to offer Essex Police. These should be based on the standard role profiles outlined above. The volunteer will be informed of the decision to progress or refuse their application on completion of the interview, subject to the vetting requirements outlined above. Page 3 of 6

4 4.8 Appointment Upon appointment the volunteer will be ask to sign and agree a Volunteer Agreement by the LVC. This agreement will set out the relationship between the organisation and the individual and will form basis of a working relationship with Essex Police. Volunteers will be provided with a welcome pack by the Community Resources Co- Ordinator at Neighbourhood Policing Command which sets out the organisations expectations and includes their role description, health and safety risk assessment and this procedure. 4.9 Training Successful applicants will attend the next available police volunteer induction day. The CRC will contact the volunteer with the next available date. Any mentoring or additional training requirements identified in the role profile will be provided locally and are the responsibility of the LVC to organise. Volunteers will be provided with internal access to be arranged by the LVC with the IT Department together with any additional computer access as determined by the role profile. The CRC will keep records of computer access given to any volunteer and is able to provide advice and guidance where necessary. Volunteers are required to complete the following courses on NCALT: Information Management Management of Police Information (MOP, CBT package) - Not required if the role involves no contact with the public. In addition they will be required to complete the workbook entitled Guidance for Safe Moving and Handling 4.10 Management and Support for Police Support Volunteers Each volunteer will have a designated LVC who will be responsible for their day-today management and support. The LVC will provide feedback to the volunteer on their contribution. The LPA or Departmental Commander will assume overall accountability for volunteers under their command. The overall performance of a volunteer will be monitored by the CRC. Where the performance is considered exceptional the volunteer will be invited to a ceremony and presented with an award to mark their achievement. LVC should refer any work they considered to be within this category. Page 4 of 6

5 A personal file will be maintained on each volunteer, which will be held locally by the LVC. Supervised access to these files will be granted upon application by the volunteer. A record of training received will be placed on this file together with all other signed agreements Dress Code/Identification Volunteers will be expected to wear smart casual clothes unless this is inappropriate to their role in accordance with C 0602 Procedure Standards of Appearance. Uniform will not be issued or worn. Volunteers will be provided with an ID card and PIN number by HQ Photographic. ID badges are to be worn at all times on police premises. Volunteers will not be entered onto the NSPIS HR system. It will be the responsibility of the district/department where the volunteer is based to issue PAC tags. The LVC will ensure the destruction of security identification and the collection of the PAC tag when the volunteer leaves Essex Police Records of Time Volunteered Hours volunteered will be mutually agreed by the LVC and the volunteer. All volunteers will record the hours volunteered in police staff duty logs. These will be monitored by the LVC to ensure compliance with the working time directive. This is of particular importance if the volunteering is in addition to employment outside of Essex Police. If this is the case, the volunteer must inform their supervisors in both organisations of the total hours worked. The maximum hours a volunteer can complete are 40 hours per month Illness/Injury/Absence A person who is medically unfit to work should not normally be permitted to perform their role as a volunteer. A volunteer should contact their LVC if they are to be absent from their agreed hours. Whilst there is not requirement to report the volunteer as sick, the LVC should complete form PERS35, if the reason for the absence relates to any injury arising from the performance of their role as a volunteer. It is the volunteer s responsibility to check with the local benefits agency that their voluntary activities do not prejudice their entitlements. Volunteers will be responsible for making the LVC aware of any change in circumstances that may affect their ability to perform the role of volunteer. Page 5 of 6

6 4.14 Complaints Volunteers will be expected to abide by the policies and procedures of Essex Police. Any complaint regarding a volunteer made by a member of the public will be recorded in accordance with C 3001 Procedure Dealing with Complaints against the Police. If a volunteer wishes to raise a complaint or grievance against a member of staff they should do so in accordance with the grievance procedure Termination of Agreement The Volunteer Agreement can be terminated at any time and by either party. Whilst this may be accepted either verbally or in writing from the volunteer, any decision to terminate the agreement by Essex Police will be notified in writing only. In the event that a volunteer withdraws from the scheme, every effort should be made to hold an exit interview to determine the reason for their withdrawal. The LVC will update the IT Department to close IT accounts. 5.0 Monitoring and Review This procedure will be subject to monitoring and evaluation by the owner to ensure it remains accurate and compliant with both legislation and national/local drivers. This policy will be subject to a review every three years by the owner to ensure it remains accurate and fit for purpose. 6.0 Related Procedures None 7.0 Related Policies None 8.0 Information Sources None Page 6 of 6