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NCVO webinar: Involving volunteers during the pandemic

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Slides from a webinar broadcast on 5 May 2020 about involving and supporting volunteers during the covid-19 pandemic.

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NCVO webinar: Involving volunteers during the pandemic

  1. 1. INVOLVING VOLUNTEERS DURING THE PANDEMIC WHAT YOU NEED TO KNOW 5 MAY 2020 SHAUN DELANEY
  2. 2. VOLUNTEERING DURING THE PANDEMIC We will: 1. understand how volunteers can make a difference during the pandemic 2. get top tips on involving and supporting volunteers during the pandemic 3. understand what practical support and guidance is available BY THE END OF THE WEBINAR
  3. 3. But first:… Tell us about you!
  4. 4. Involving volunteer s 1. Getting involved 2. Supporting volunteers 3. Safeguarding 4. Regulation 5. Practicalities 6. Questions
  5. 5. 1. Getting involved A. Emergency volunteering B. Spontaneous volunteering C. Are volunteers on lockdown? D. Staying safe when volunteering E. Training for volunteers 2. Supporting volunteers A. Volunteer IDs B. Our front line C. Access to schools D. Access to coronavirus testing 3. Safeguarding A. Safeguarding responsibilities B. Minimising risk C. DBS checks D. Regulated activity E. Non-regulated activity 4. Regulation A. Data protection B. Insurance C. Furlough 5. Practicalities A. Shopping / making payments B. Volunteers’ Week 2020 VOLUNTEERING DURING THE PANDEMIC SECTION BREAKDOWN ncvo.org.uk/coronavirus
  6. 6. INVOLVING VOLUNTEERS DURING THE PANDEMIC 1. GETTING INVOLVED
  7. 7. 1. GETTING INVOLVED A. Three types of emergency volunteering B. Spontaneous volunteering C. Are volunteers on lockdown? D. Staying safe when volunteering E. Training for volunteers IN THIS SECTION
  8. 8. Spontaneo us Existing Specialist
  9. 9. Five lessons from the past on spontaneous volunteering 1. GETTING INVOLVED SPONTANEOUS VOLUNTEERING Five lessons from the past on spontaneous volunteering
  10. 10. 1. GETTING INVOLVED •Shopping Medical supplies Deliveries Checking in Running errands Paying bills COMMON THINGS PEOPLE DO
  11. 11. People may leave their home: • if they’re providing help to vulnerable people • if their volunteering cannot be done from home, whether related to the coronavirus response or not 1. GETTING INVOLVED ARE VOLUNTEERS ON LOCKDOWN? Are volunteers on lockdown
  12. 12. 1. GETTING INVOLVED 1. Only volunteer if you feel well enough 2. Keep washing your hands often for 20 seconds 3. Stay at least two metres from others 4. Stay outside of people’s homes 5. Let family and friends know what you’re doing 6. Don’t be afraid to ask for help from statutory services 7. Don’t take on too much – it's often better not to offer at all than to let someone down STAYING SAFE WHEN SUPPORTING OTHERS
  13. 13. 1. GETTING INVOLVED TRAINING FOR VOLUNTEERS Support Cambridgeshire British Red Cross
  14. 14. Scenarios
  15. 15. INVOLVING VOLUNTEERS DURING THE PANDEMIC 2. SUPPORTING VOLUNTEERS
  16. 16. 2. SUPPORTING VOLUNTEERS A. Volunteer IDs B. Our front line C. Access to schools D. Access to coronavirus testing IN THIS SECTION
  17. 17. 2. SUPPORTING VOLUNTEERS Volunteers may be stopped and asked by the police why they are out and about How organisations are approaching this: • ID cards with volunteer’s name, their organisation and organisation’s contact details • Official letter from the organisation • Email or WhatsApp/text message from the charity on the volunteer’s phone • Branded t-shirts, bibs and car stickers VOLUNTEER ID
  18. 18. 2. SUPPORTING VOLUNTEERS OUR FRONT LINE https://www.mentalhealthatwork.org.uk/ourfrontl ine/
  19. 19. • People in key worker roles are allowed to send their children to school. • Some sections of the key worker guidance refer to volunteers specifically, including health and social care volunteers. • However the key worker definition applies to people in both paid and unpaid roles. 2. SUPPORTING VOLUNTEERS ARE VOLUNTEERS KEY WORKERS? Volunteers in key worker roles
  20. 20. 2. SUPPORTING VOLUNTEERS • Coronavirus testing is now available to: • all essential workers including NHS and social care workers with symptoms (essential workers) • anyone over 65 with symptoms • anyone with symptoms whose work cannot be done from home • anyone who has symptoms of coronavirus and lives with any of those identified above • Worker definition applies to both paid and unpaid roles • Test most effective within three days of symptoms developing CORONAVIRUS: GETTING TESTED
  21. 21. • You can apply for a test directly if you are in one of the groups above. • You can select a regional test site drive-through appointment or home test kit. • Home test kit availability will initially be limited but more will become available. self-referral.test-for- coronavirus.service.gov.uk/ 2. SUPPORTING VOLUNTEERS CORONAVIRUS: GETTING TESTED
  22. 22. Scenarios
  23. 23. INVOLVING VOLUNTEERS DURING THE PANDEMIC 3. SAFEGUARDING
  24. 24. 3. SAFEGUARDING A. Safeguarding responsibilities B. Minimising risk C. DBS checks D. Regulated activity E. Non-regulated activity IN THIS SECTION
  25. 25. 3. SAFEGUARDING • Everyone should have a basic understanding of safeguarding and who to report to if there are any concerns. • If you are supporting or organising volunteers, you should understand: • the risks of your volunteer roles or activities • how you will manage those risks • how to handle safeguarding concerns if a volunteer tells you a vulnerable person is being harmed or is at risk of harm. SAFEGUARDING RESPONSIBILITIES
  26. 26. 3. SAFEGUARDING 1. Follow the up-to-date government guidance to stop the spread of the virus 2. Verify volunteers’ identity 3. Consider if a DBS check is possible or helpful 4. Ask people to volunteer in pairs 5. Be clear on limitations of roles and monitor them 6. Have clear processes for handling money 7. Don’t collect or store unnecessary personal details 8. Know how to recognise and report harm SOME TOP TIPS ON MINIMISING RISK
  27. 27. 3. SAFEGUARDING Enhanced DBS check + check of the barred list Enhanced DBS check Standard DBS check Basic DBS check DBS – WHAT CHECKS ARE AVAILABLE
  28. 28. DBS restrictions to volunteer are only mandatory for regulated activity An activity us regulated when: a) the purpose of a role b) is to carry out certain activity c) with a certain person/group Common roles: • Some activity (like shopping) is regulated for certain groups • Self-isolating or shielding does not place someone in these groups • Even if that person becomes ill, the purpose of the role doesn’t change so it isn’t regulated 3. SAFEGUARDING REGULATED ACTIVITY
  29. 29. For non-regulated activity, DBS checks are not mandatory ‘Enhanced’ checks are only available for certain roles Many roles (eg befrienders) are not eligible for these checks You may able to access basic DBS checks however: • Is it useful? • Is it worth the cost? 3. SAFEGUARDING NON-REGULATED ACTIVITY Safeguarding for informal volunteer-led groups
  30. 30. Any role • It is an offence to ask for criminal records information if you are not eligible to see Regulated activity • It is an offence to recruit a barred volunteer into a regulated role • It is an offence to be barred, and undertake a regulated role 3. SAFEGUARDING OFFENCES AND DBS CHECKS
  31. 31. Scenarios
  32. 32. INVOLVING VOLUNTEERS DURING THE PANDEMIC 4. REGULATION
  33. 33. 4. REGULATION A. Data protection B. Insurance C. Furlough IN THIS SECTION
  34. 34. ICO have been clear: ‘data protection rules will not stop you from helping those in need’ - Existing groups: continue to update your data protection policy and documentation - New groups: just think about the basics and do your best 4. REGULATION DATA PROTECTION Data protection
  35. 35. 4. REGULATION 1. Clarity: Be honest about what your organisation will do or is doing with personal data. 2. Sharing: This is only acceptable for specific reasons. Public safety is one of them. 3. Act lawfully: Handling personal data is only allowed in certain situations (eg legitimate interest, consent, someone is at risk). 4. Security: Use locked documents, devices and cabinets 5. Minimise: Only ask for the data you need. 6. Record: Keep records of your decisions on data. DATA PROTECTION
  36. 36. 4. REGULATION • Insurance for volunteers is not a requirement in UK law, however it can be useful where there is a risk of harm to volunteers or the public. • Here are some things to consider when deciding about insurance. • ‘People who are volunteering to help their communities during the coronavirus outbreak do not need to contact their insurer to update their documents or extend their cover’, the ABI have said. VOLUNTEERS AND INSURANCE
  37. 37. 4. REGULATION • The UK government has set up a job retention scheme offering grants for furloughed employees • HMRC has produced guidance on furloughing and the job retention scheme • Furloughing is an ‘all or nothing’ decision – while on furlough, employees must not provide services or make money for (or on behalf of) their employer • Furloughed staff can only volunteer elsewhere • ‘your organisation can agree to find furloughed employees new work or volunteering opportunities whilst on furlough’ FURLOUGHING
  38. 38. 4. REGULATION 1. Wellbeing first: Be mindful that it’s not right for everyone and look out for the wellbeing of volunteers 2. Keep it voluntary: Don’t involve volunteers to backfill staff – (financial liability/negative impact) 3. Roles that are fit for furlough: How you will integrate new/remember they will be recalled at some point 4. Give options, not obligations: Encourage and support people to volunteer – don’t force them 5. Supporting people into volunteering: This can range from setting up fast-track volunteering with a charity partner to simply providing a reference FURLOUGHING Volunteering and furloughing: What do we know?
  39. 39. Scenarios
  40. 40. INVOLVING VOLUNTEERS DURING THE PANDEMIC 5. PRACTICALITIES
  41. 41. PRACTICALITIES A. Shopping/making payments B. Volunteers’ Week 2020 IN THIS SECTION
  42. 42. Options for payment: • Click and collect • Supermarket voucher or gift card • Pre-paid cash card • Pay over the phone • Own debit card • Cash 5. PRACTICALITIES MAKING PAYMENTS Paying for goods or services
  43. 43. 5. PRACTICALITIES • A volunteer should give receipts and return any change, cards or vouchers. • If the volunteer has used their own card, they should be reimbursed by online payment, cheque or cash (it is always up to the volunteer if they wish to give their bank account/PayPal details) • A self-isolating person should not share any unnecessary details. • Make any exchanges by leaving them on the doorstep MAKING PAYMENTS
  44. 44. 1. All the usual resources and ideas are available 2. Think how your messaging will be received 3. Physical distancing is still important 4. Keep telling volunteering stories 5. PRACTICALITIES VOLUNTEERS’ WEEK 2020
  45. 45. INVOLVING VOLUNTEERS DURING THE PANDEMIC 6. QUESTIONS
  46. 46. 1. How volunteers can make a difference 2. Redirecting volunteers if you cannot take on any more 3. How volunteers are affected by the lockdown 4. Volunteers in key worker roles 5. Furlough and volunteering 6. Insurance and volunteering 7. Volunteer expenses 8. Paying for goods or services 9. Safeguarding for volunteer managers 10. Safeguarding for informal volunteer- led groups 11. DBS checks and volunteers 12. Data protection 13. Recognising and reporting scams AND FINALLY… WHAT'S AVAILABLE NOW
  47. 47. 1. Volunteers responding to coronavirus (20 Mar) 2. Are volunteers on lockdown: (25 Mar) 3. Covid-19 mutual aid and community support: How volunteers are getting involved (2 Apr) 4. NHS Volunteer Responders: The largest peacetime mobilisation of volunteers (6 Apr) 5. Volunteering and furloughing: What do we know? (8 Apr) 6. Five lessons from the past on spontaneous volunteering (9 April) AND FINALLY… BLOGS
  48. 48. INVOLVING VOLUNTEERS DURING THE PANDEMIC WHAT YOU NEED TO KNOW volunteering@ncvo.org.uk @NCVOVolunteers 020 7520 2466 ncvo.org.uk/coronavirus

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