Volunteer and Work Experience Policy - Devon Partnership NHS Trust
Volunteer and Work Experience Policy - Devon Partnership NHS Trust
Volunteer and Work Experience Policy - Devon Partnership NHS Trust
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<strong>Volunteer</strong> <strong>and</strong> <strong>Work</strong> <strong>Experience</strong> <strong>Policy</strong><br />
<strong>Policy</strong>: HR46<br />
This policy provides guidance <strong>and</strong> advice on the recruitment <strong>and</strong> ongoing<br />
supervision of volunteers <strong>and</strong> work experience students<br />
Do you need this document in a different format<br />
Contact PALS – 0800 0730741 or email dpn-tr.pals@nhs.net<br />
If you require further help in the interpretation of this policy please contact the<br />
HR Helpdesk on 01392 663915.<br />
If this document has been printed please note that it may not be the most up-to-date<br />
version. For current guidance please refer to the <strong>Trust</strong> Website.<br />
Document Control<br />
<strong>Policy</strong> Ref No & Title:<br />
Version:<br />
HR46<br />
V3<br />
Replaces / dated: Previous policy dated Jan 12<br />
Author(s) Names / Job Title<br />
responsible / email:<br />
Ratifying committee:<br />
Director / Sponsor:<br />
Primary Readers:<br />
Zoe Hardy, HR Officer<br />
Zoe.hardy@nhs.net<br />
Local <strong>Partnership</strong> Forum<br />
Darran Armitage, Deputy Director of <strong>Work</strong>force.<br />
All Staff Covered By Agenda for Change<br />
Additional Readers<br />
Date ratified: 16 th January 2013<br />
Date issued: January 2013<br />
Date for review: 16 th January 2015<br />
Date archived:<br />
<strong>NHS</strong>LA St<strong>and</strong>ards reflected:<br />
Other Relevant St<strong>and</strong>ards met<br />
NA<br />
<strong>NHS</strong> Employment Check St<strong>and</strong>ards<br />
1
Contents<br />
1. Introduction ................................................................................................................ 3<br />
2. Purpose ...................................................................................................................... 3<br />
3. Aims <strong>and</strong> Objectives .................................................................................................. 3<br />
4. Practice Guidelines .................................................................................................... 4<br />
5. Recruitment ................................................................................................................ 4<br />
6. <strong>NHS</strong> Employers St<strong>and</strong>ards ....................................................................................... 5<br />
7. Confidentiality ............................................................................................................ 5<br />
8. Criminal records ........................................................................................................ 6<br />
9. Induction <strong>and</strong> Training .............................................................................................. 6<br />
10. Supervision ................................................................................................................ 6<br />
11. Sickness ..................................................................................................................... 7<br />
12. Roles <strong>and</strong> Responsibilities ....................................................................................... 7<br />
13. Record keeping <strong>and</strong> evaluation ................................................................................ 8<br />
Appendix 1 - Recruitment of <strong>Volunteer</strong>s .......................................................................... 9<br />
Appendix 2 - Recruitment of <strong>Work</strong> <strong>Experience</strong> Students ............................................. 10<br />
Appendix 3 - Confidentiality............................................................................................ 11<br />
Appendix 4 - Managers Guidance - <strong>Volunteer</strong>s <strong>and</strong> Criminal Records checks .......... 12<br />
2
1. Introduction<br />
1.1. <strong>Devon</strong> <strong>Partnership</strong> <strong>NHS</strong> <strong>Trust</strong> is the major provider of mental health, substance misuse <strong>and</strong><br />
learning disability services in <strong>Devon</strong> <strong>and</strong> serves a population of approximately 862,000<br />
people. It works in partnership with <strong>Devon</strong> County Council <strong>and</strong> Torbay Council to provide an<br />
integrated health <strong>and</strong> social care service for:<br />
children <strong>and</strong> young people<br />
adults<br />
older people<br />
people with drug <strong>and</strong> alcohol misuse problems<br />
people with learning disabilities<br />
people who need forensic <strong>and</strong> secure mental health services<br />
2. Purpose<br />
2.1. The purpose of this policy document is to:<br />
Confirm <strong>Devon</strong> <strong>Partnership</strong> <strong>Trust</strong>s commitment to involving volunteers <strong>and</strong> offering work<br />
experience<br />
Recognise the contribution volunteers make to the <strong>Trust</strong><br />
Provide a basis for the expansion of volunteer <strong>and</strong> work experience involvement<br />
Provide overall support, guidance <strong>and</strong> direction to staff <strong>and</strong> volunteers<br />
Establish the values <strong>and</strong> st<strong>and</strong>ards of the <strong>Trust</strong> in its involvement with volunteers / work<br />
experience students<br />
Ensure decisions are made fairly<br />
Clarify volunteer rights <strong>and</strong> status<br />
Clarify the boundaries between staff, volunteers <strong>and</strong> work experience students<br />
Help to ensure the ongoing quality of both the volunteering / work experience<br />
opportunities on offer <strong>and</strong> the activities carried out by volunteers.<br />
Set out the practical considerations for the delivery of work experience <strong>and</strong> the<br />
structures <strong>and</strong> processes required to support the delivery of the proposed opportunities.<br />
2.2. <strong>Volunteer</strong>s will supplement the service provided rather than supplant the work of employees.<br />
They will not be asked to carry out activities of such a nature as to deprive employees of any<br />
component of their work that would compromise their career development or job satisfaction.<br />
2.3. The <strong>Trust</strong> believes our relationship with our volunteers is one of mutual responsibility <strong>and</strong><br />
commitment, within which the <strong>Trust</strong> <strong>and</strong> volunteers both have rights <strong>and</strong> responsibilities. We<br />
hope that volunteers will enjoy their time with us <strong>and</strong> gain from it in terms of their own<br />
personal development.<br />
3. Aims <strong>and</strong> Objectives<br />
3.1. The organisation is committed to providing a work experience or volunteering opportunity for<br />
as many individuals as possible within the policy guidelines. To achieve this it is necessary to<br />
define the programmes - work experience <strong>and</strong> volunteering.<br />
3.2. <strong>Work</strong> <strong>Experience</strong> Annual Programme - Is aimed at school age applicants mainly years 10<br />
<strong>and</strong> 11, aged up to age 18. This is a generic rotational programme to gain work experience<br />
e.g. admin, IT, HR etc outside of the clinical areas such as wards etc. This will be run<br />
annually, where possible, for up to 5 placement students for 1 week.<br />
3.3. <strong>Work</strong> <strong>Experience</strong> – Ad-hoc requests for placements for up to 2 weeks where the manager<br />
agrees to supervise the student at all times. Students under 18 years of age are not<br />
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permitted in clinical areas of the <strong>Trust</strong>. Placements can be in clinical areas for those over 18<br />
years of age.<br />
3.4. <strong>Volunteer</strong>ing – A volunteer is anyone who without recompense performs an activity at the<br />
direction <strong>and</strong> on behalf of the <strong>Trust</strong> on a longer term basis e.g. generally over 2 weeks.<br />
<strong>Volunteer</strong>s may be involved in a range of activities <strong>and</strong> can work alone provided they have<br />
the appropriate checks complete e.g. CRB. This can include students on placement, or<br />
anyone who wants to give their time e.g. clinical psychology students or service users <strong>and</strong><br />
carers involved in <strong>Trust</strong> activities as volunteers. This will be on an ad hoc basis <strong>and</strong> the <strong>Trust</strong><br />
will try <strong>and</strong> accommodate all requests where possible. Placement length will be at<br />
manager’s discretion <strong>and</strong> will be reviewed every 6 months.<br />
4. Practice Guidelines<br />
4.1. The following guidelines deal with practical aspects of the involvement of volunteers <strong>and</strong><br />
work experience students. More detailed information, including copies of the various related<br />
policy documents, can be obtained from the Intranet or from Employment Services.<br />
4.2. In line with the management of Health <strong>and</strong> Safety at <strong>Work</strong> Regulations 1999, Regulation 19<br />
(2)(a), to reduce the risk of exposure to violent or aggressive behaviour the <strong>Trust</strong> does not<br />
offer work experience or volunteering opportunities to anyone under the age of 18 in<br />
clinical areas of the <strong>Trust</strong>.<br />
4.3. All volunteers / work experience students will be issued with an honorary contract - This is<br />
not a contract of employment. They cover the responsibilities of the <strong>Trust</strong> towards<br />
volunteers / work experience students <strong>and</strong> the role of volunteers / work experience students<br />
towards the <strong>Trust</strong>. They include:<br />
Conduct; (Dress code, Acceptable Behaviour <strong>Policy</strong> etc.)<br />
Location;(<strong>and</strong> information about what the <strong>Trust</strong> does)<br />
Induction & training;<br />
Supervision;<br />
Health & Safety issues<br />
4.4. All expenses incurred are the responsibility of the volunteer unless local arrangements have<br />
been agreed e.g. travel expenses for volunteer counsellors or service users providing<br />
voluntary activity.<br />
4.5. All volunteers are covered by the <strong>Trust</strong>’s insurance policies whilst they are on the premises<br />
or engaged in any placements on The <strong>Trust</strong>’s behalf. <strong>Volunteer</strong>s are covered by the <strong>Trust</strong>s<br />
<strong>NHS</strong> Litigation Authority Scheme which covers Clinical Negligence, Employment Liability,<br />
Public Liability <strong>and</strong> Damage to <strong>Trust</strong> Property.<br />
4.6. No area would be asked to facilitate the placement for more than one work experience<br />
student or volunteer at any time. Any area can decline to facilitate a student if their workload<br />
is high or if the manager considers that there is a specific clinical reason why it would not be<br />
appropriate to facilitate a student placement.<br />
5. Recruitment<br />
5.1. The <strong>Trust</strong> will recruit volunteers <strong>and</strong> work experience students in a professional manner <strong>and</strong><br />
on a pro-active basis, with the intent on broadening <strong>and</strong> exp<strong>and</strong>ing community involvement.<br />
<strong>Volunteer</strong>s will be recruited without discrimination in line with the <strong>Trust</strong>’s Equal Opportunities<br />
<strong>Policy</strong> <strong>and</strong> Single Equality Scheme. The principle behind recruitment <strong>and</strong> selection will be the<br />
individual’s suitability to perform the designated assignment. The following principles apply:<br />
4
<strong>Volunteer</strong>s <strong>and</strong> work experience students can be recruited from various sources,<br />
including: Schools, word of mouth, recruitment events <strong>and</strong> agencies, newspaper ads,<br />
local community groups, <strong>and</strong> the <strong>NHS</strong> Jobs website<br />
Role descriptions will be produced for each volunteer assignment<br />
Each c<strong>and</strong>idate will be asked to complete a volunteer / work experience application<br />
form.<br />
C<strong>and</strong>idates matched to placements will be given an informal interview conducted by the<br />
placement contact/mentor<br />
In placing a volunteer in a position, attention shall be paid to the interests <strong>and</strong><br />
capabilities of the volunteer <strong>and</strong> to the requirements of the voluntary activity. No<br />
placement shall be made unless the requirements of both the volunteer <strong>and</strong> the<br />
supervising staff can be met<br />
Trial periods will be undertaken if necessary, the length of which will be at the discretion<br />
of the contact/mentor <strong>and</strong> agreed with the volunteer at the recruitment stage.<br />
<strong>Work</strong> <strong>Experience</strong> Programme - is a generic <strong>and</strong> a structured, supervised timetable for<br />
the week where students rotate around non clinical departments to get an overall<br />
experience.<br />
6. <strong>NHS</strong> Employers St<strong>and</strong>ards<br />
6.1. <strong>NHS</strong> Employers has developed st<strong>and</strong>ards along with the Department of Health <strong>and</strong><br />
employers in the <strong>NHS</strong>. The st<strong>and</strong>ards include those checks that are required by law, those<br />
that are Department of Health <strong>Policy</strong> <strong>and</strong> those that are required for access to the <strong>NHS</strong> Care<br />
Record Service.<br />
6.2. <strong>NHS</strong> Employment St<strong>and</strong>ards are also m<strong>and</strong>atory for volunteers, students <strong>and</strong> trainees. The<br />
following checks must be completed before a volunteer placement can commence.<br />
Identity Verification<br />
Address Verification<br />
Eligibility to work<br />
References<br />
Occupation Health Assessment<br />
Model Declaration completed if CRB check applies<br />
CRB check (when placement meets criteria see HR 48 CRB checks)<br />
6.3. Please see Appendix 1 for guidance on starting volunteers <strong>and</strong> Appendix 2 for work<br />
experience students.<br />
7. Confidentiality<br />
7.1. The confidentiality of our clients <strong>and</strong> staff is of paramount importance to the organisation.<br />
Therefore, all students undertaking a volunteer or work experience placement will sign a<br />
confidentiality agreement (Appendix 3) . By signing this agreement the student is stating that<br />
they underst<strong>and</strong> the meaning of confidentiality <strong>and</strong> their responsibility to maintaining<br />
confidentiality whilst undertaking a work experience or volunteer placement.<br />
7.1.1. Managers are required to sign a declaration to ensure that they are adequately briefing<br />
students about confidentiality requirements <strong>and</strong> are required to gain consent from any<br />
5
patients/staff to shadow any meetings <strong>and</strong> are mindful of any personal information (patient or<br />
staff) that the student has access to.<br />
8. Criminal records<br />
8.1. Students undertaking work <strong>Experience</strong> MUST be supervised at all times <strong>and</strong> therefore a<br />
Criminal records (DBS) check is not required.<br />
8.2. <strong>Volunteer</strong>s on placement in clinical areas may be required to complete a Criminal records<br />
check.<br />
8.3. If the placement allows the volunteer to gain credit towards an NVQ or qualification, they are<br />
not eligible for a free CRB check please Appendix 4 from the CRB issued in May 2012 ( this<br />
is covered in scenario 2). Enhanced checks cost £44 per person (at October 2012). There<br />
is no central budget for this <strong>and</strong> so Managers need to be aware that this cost would need to<br />
come out of their budget.<br />
9. Induction <strong>and</strong> Training<br />
9.1. It is m<strong>and</strong>atory that all volunteers joining the <strong>Trust</strong> attend Corporate Induction Day in line with<br />
current arrangements. This is not necessary for work experience students.<br />
9.2. All volunteers <strong>and</strong> work experience students will receive a general induction <strong>and</strong> managers<br />
should complete the local induction checklist (please see Induction policy, HR10) covering<br />
housekeeping issues, health & safety, the nature <strong>and</strong> purpose of the organisation, the<br />
nature, operation, purposes <strong>and</strong> requirements of the role.<br />
9.3. <strong>Volunteer</strong>s will receive specific on-the-job training to provide them with the information <strong>and</strong><br />
skills necessary to perform their volunteer assignment. The training <strong>and</strong> methods for delivery<br />
of such training should be appropriate to the complexity <strong>and</strong> dem<strong>and</strong>s of the assignment <strong>and</strong><br />
the capabilities of the volunteer.<br />
9.4. It is the Local manager’s responsibility to ensure that volunteers complete the relevant E-<br />
learning modules.<br />
9.5. <strong>Volunteer</strong> placements will be reviewed constantly. An informal review of the placement will<br />
take place every six months. This will look at any problems or issues a volunteer or<br />
contact/mentor has, any other areas a volunteer is interested in, <strong>and</strong> ideas for improving the<br />
quality of placement. A written record may be kept of this review.<br />
9.6. DPT will ensure volunteers have the necessary skills required to carry out their placement .<br />
Any risks to health <strong>and</strong> safety will be identified by workplace assessments <strong>and</strong> preventative<br />
or protective methods will be undertaken. <strong>Volunteer</strong>s will be told the identity of a competent<br />
person taking charge during an emergency <strong>and</strong> the person responsible for health & safety<br />
<strong>and</strong> first aid<br />
10. Supervision<br />
10.1. Each volunteer <strong>and</strong> work experience student within the organisation must have a clearly<br />
identified contact/mentor. This person will be responsible for ongoing guidance of the<br />
volunteer / work experience student, <strong>and</strong> shall be available to the volunteer / work<br />
experience student for consultation <strong>and</strong> assistance. (A mentor is a person who shares<br />
experience, knowledge <strong>and</strong> wisdom about a particular occupation, their occupation or about<br />
the workplace in general.).<br />
10.2. Records will be maintained on each volunteer, including recruitment documentation, dates of<br />
placements , tasks performed, training records, <strong>and</strong> any complaints documentation.<br />
6
<strong>Volunteer</strong>s’ personal records shall be accorded the strictest confidentiality in accordance with<br />
data protection legislation.<br />
10.3. If a volunteer or work experience student has a complaint, they should discuss it with their<br />
mentor in the first instance. If they are unhappy or if the complaint is about their mentor, they<br />
should discuss it with their mentor’s line manager, who will try to resolve the issue, or phone<br />
the Human Resources Helpdesk.<br />
10.4. If a mentor/contact has concerns about a volunteer’s or work experience student’s behaviour<br />
or their ability to carry out their assignment, they should discuss their concerns with the<br />
individual in the first instance. If this does not resolve the situation, their line manager should<br />
be brought in to mediate. All discussions should be documented <strong>and</strong> the volunteer / work<br />
experience student should be informed of any action taken in writing.<br />
10.5. <strong>Volunteer</strong>s can discontinue volunteering at any time. This information should be passed on to<br />
their contact/mentor who will pass on the information to the Employment Services.<br />
10.6. <strong>Work</strong>force <strong>and</strong> Organisational Development Dept. will monitor <strong>and</strong> review the policy <strong>and</strong> the<br />
procedures associated with it on an annual basis <strong>and</strong> report back to Human Resources<br />
management team<br />
11. Sickness<br />
11.1. <strong>Volunteer</strong>s are asked to report any sickness as soon as possible to their assigned contact.<br />
11.2. <strong>Work</strong> <strong>Experience</strong> students need to report sickness to their assigned contact <strong>and</strong> their<br />
school/Educational establishment as soon as possible on the morning the sickness occurs.<br />
11.3. Immunisations <strong>and</strong> screening<br />
11.3.1. <strong>Volunteer</strong>s who are in direct contact with users of service should be made aware<br />
of the <strong>Trust</strong> <strong>Policy</strong> on screening <strong>and</strong> immunisation. They should be advised that it<br />
will be a requirement of their continued voluntary service that they arrange to<br />
undergo screening <strong>and</strong> immunisation in line with this policy via their General<br />
Practitioner. They should be informed that their GP may make a charge for this<br />
service which is their responsibility to meet. Please refer to policy HR17 Staff<br />
immunisation <strong>and</strong> Screening.<br />
11.3.2. <strong>Volunteer</strong>s who may be immunocompromised should seek the advice of their GP<br />
to ensure that their health is such that they are not unduly vulnerable to infection.<br />
If there are concerns regarding this a referral can be made to the Occupational<br />
Health for advice.<br />
12. Roles <strong>and</strong> Responsibilities<br />
12.1. Employment Services –<br />
Will co-ordinate the application process <strong>and</strong> allocation of placements<br />
Ensuring that all appropriate paperwork is completed prior to the commencement of<br />
placement.<br />
12.2. Local Manager -<br />
Agree work experience placement<br />
7
Identify a suitable <strong>Work</strong> <strong>Experience</strong> facilitator<br />
Ensure the student is fully informed of all Local Health <strong>and</strong> Safety information <strong>and</strong><br />
confidentiality requirements.<br />
Ensure all relevant e-learning is completed<br />
Discuss learning objectives with the student.<br />
12.3. <strong>Work</strong> <strong>Experience</strong> Facilitator/Mentor -<br />
Ensure learning objectives are identified at the start of the placement<br />
Support, supervise <strong>and</strong> guide the student throughout the placement<br />
Complete any documentation required by the educational establishment<br />
13. Record keeping <strong>and</strong> evaluation<br />
13.1. All work experience students will be required to keep a diary of their experiences.<br />
13.2. All work experience students will be asked to complete an evaluation form following the work<br />
experience placement.<br />
Signed on Behalf of <strong>Devon</strong> <strong>Partnership</strong> <strong>NHS</strong> <strong>Trust</strong><br />
Signed on Behalf of Staff Side<br />
Date for Review Jan 2015<br />
8
Appendix 1 - Recruitment of <strong>Volunteer</strong>s<br />
Recruitment of <strong>Volunteer</strong>s<br />
If you wish to recruit a volunteer into your department you will need to follow the process below.<br />
Please note that the <strong>NHS</strong> Employment St<strong>and</strong>ards are also m<strong>and</strong>atory when taking on volunteers.<br />
Please ensure that you read the Managers Guidance – Essential Checks required at interview. You<br />
will need to ask prospective volunteers to bring documents confirming their identity <strong>and</strong> address to<br />
interview.<br />
St<strong>and</strong>ard process for recruiting a volunteer<br />
Any requests for <strong>Volunteer</strong> placements need to come into the Employment services mailbox -<br />
dpn-tr.EmploymentServices@nhs.net<br />
Employment services will send out an application form which needs to be completed <strong>and</strong><br />
returned to Employment Services.<br />
Employment services will contact relevant Managers to see if a placement is available.<br />
If a placement is identified the local manager will need to look over the application <strong>and</strong> arrange<br />
an interview/ meeting to discuss the placement.<br />
The local manager may need to allocate a mentor for each placement student.<br />
Successful c<strong>and</strong>idates will be sent/ required to –<br />
o complete an honorary contract,<br />
o complete a confidentiality form,<br />
o complete a health declaration,<br />
o Complete a CRB form (if applicable)<br />
o Provide eligibility to work,<br />
o Read the Immunisation policy HR17 <strong>and</strong> a CRB form (if applicable).<br />
o Provide References<br />
o Provide ID<br />
o<br />
All paperwork needs to be returned to Employment services before a placement can begin <strong>and</strong><br />
the offer of the placement is conditional until these checks are completed <strong>and</strong> are satisfactory.<br />
Placement is to be reviewed at 6 monthly intervals.<br />
If you have any queries in relation to this process or the checks required please contact Employment<br />
Services on 01392 663915.<br />
Please ensure you notify Employment Services if there are any changes to the volunteers<br />
placement or if the placement is terminated.<br />
9
Appendix 2 - Recruitment of <strong>Work</strong> <strong>Experience</strong> Students<br />
Recruitment of <strong>Work</strong> <strong>Experience</strong> Students<br />
If you wish to recruit a Student into your department you will need to follow the process below.<br />
Please note that the <strong>NHS</strong> Employment St<strong>and</strong>ards are also m<strong>and</strong>atory when taking on Students.<br />
Please ensure that you read the Managers Guidance – Essential Checks required at interview.<br />
St<strong>and</strong>ard process for recruiting a <strong>Work</strong> <strong>Experience</strong> Student.<br />
Recruitment of <strong>Work</strong> <strong>Experience</strong> Students<br />
All students wishing to undertake the annual work experience programme must apply<br />
through their school. Ad-Hoc requests need to go to Employment Services who will seek<br />
suitable placements where possible.<br />
Students need to apply for a placement using the application form available through<br />
Employment Services.<br />
The completed application must be returned to Employment services at Wonford House,<br />
Exeter. These will then be considered, <strong>and</strong> short listed c<strong>and</strong>idates will be invited for an<br />
interview. All c<strong>and</strong>idates will be informed if they have been successful <strong>and</strong> given feedback if<br />
they were unsuccessful.<br />
Up to 5 students will be selected through interview for the annual programme.<br />
Successful c<strong>and</strong>idates will be sent, via post/email, an honorary contract, a confidentiality<br />
form <strong>and</strong> a health declaration form.<br />
Paperwork needs to be returned to Employment services 4 weeks before the placement<br />
starts.<br />
On completion of the placement the student will be sent an evaluation form. The student will<br />
also be asked to complete a student evaluation form which can be given to the student for<br />
personal profiles.<br />
If you have any queries in relation to this process or the checks required please contact Employment<br />
Services on 01392 663915.<br />
10
Appendix 3 - Confidentiality<br />
CONFIDENTIALITY<br />
Please read carefully <strong>and</strong> sign below.<br />
All information concerning the <strong>Trust</strong>’s patients <strong>and</strong> their information must be treated as<br />
strictly confidential at all times, unless disclosure is expressly authorised by your Head of<br />
Department. Misuse of or a failure to properly safeguard confidential data will result in the<br />
termination of your work experience placement with immediate effect.<br />
Personal information concerning members of staff may be divulged only with their consent<br />
or if the giving of it is a necessary part of official procedure. Unauthorised disclosure of<br />
confidential information will result in the termination of your work experience placement with<br />
immediate affect.<br />
Under no circumstances may any information be given to representatives of the media on<br />
any subject concerning the <strong>Trust</strong>’s facilities, its patients or staff, without the written authority<br />
of the Chief Executive.<br />
I hereby declare that I fully underst<strong>and</strong> what is meant by the term<br />
"Confidentiality" <strong>and</strong> I undertake never to divulge information to anyone without the<br />
authority of the Ward or Department Manager.<br />
I underst<strong>and</strong> that to do so may result in legal action.<br />
I accept the condition implied by signing this form <strong>and</strong> failure to comply with my<br />
obligations will result in my placement being terminated.<br />
Student’s signature……………………………………………………….<br />
Print Name………………………………………………………………..<br />
Date………………………………………………………………………..<br />
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Appendix 4 - Managers Guidance - <strong>Volunteer</strong>s <strong>and</strong> Criminal Records checks<br />
Managers Guidance - <strong>Volunteer</strong>s <strong>and</strong> Criminal Records checks<br />
If the placement allows the volunteer to gain credit towards an NVQ or other qualification, they are no longer<br />
eligible for a free CRB check please see information below from the CRB issued in May 2012 ( this is covered<br />
in scenario 2). Enhanced checks cost £44 per person (correct as of October 2012). The cost of this would<br />
come out of the local manager’s budget, so please be aware of this when taking on volunteers. Please see<br />
guidance below from the CRB -<br />
The following case studies have been put together based on some of the common errors we have identified so<br />
far.<br />
Position applied for<br />
Students mentoring/tutoring children in<br />
schools (three scenarios)<br />
Scenario 1:- Where there is no benefit to<br />
the student except to gain experience,<br />
develop skills <strong>and</strong> enhance their CV.<br />
Scenario 2:- Where the student receives a<br />
qualification or credit towards a<br />
qualification as a direct result of their<br />
voluntary activity.<br />
Scenario 3:- Where the student receives a<br />
qualification or credit towards a<br />
qualification <strong>and</strong> an opportunity to earn a<br />
tax free bursary or payment.<br />
CRB<br />
‘volunteer’<br />
status<br />
Scenario 1:<br />
Eligible<br />
Scenario 2:<br />
Ineligible<br />
Scenario 3:<br />
Ineligible<br />
Reasoning<br />
Scenario 1: This activity is entirely voluntary, is<br />
unpaid <strong>and</strong> is primarily aimed at providing a service<br />
to a third party.<br />
Scenario 2: This activity is entirely voluntary, is<br />
unpaid <strong>and</strong> provides a service to a third party; but<br />
also provides a direct benefit in kind to the student.<br />
Scenario 3: This activity is entirely voluntary <strong>and</strong><br />
provides a service to a third party; but also provides<br />
a benefit in kind to the student <strong>and</strong> an opportunity to<br />
receive a tax free bursary or payment.<br />
Parent helpers in schools. Eligible This activity is entirely voluntary, is unpaid <strong>and</strong> is<br />
primarily aimed at providing a service to a third<br />
party.<br />
Scout/Guide leaders. Eligible This activity is entirely voluntary, is unpaid <strong>and</strong> is<br />
primarily aimed at providing a service to a third<br />
party.<br />
Adoptive parents <strong>and</strong> other household<br />
members over 18 years old.<br />
Foster carers <strong>and</strong> members of the same<br />
household over 18 years old.<br />
Eligible<br />
Ineligible<br />
This activity is entirely voluntary, is unpaid <strong>and</strong> is<br />
primarily aimed at providing a service to a third<br />
party.<br />
This activity is entirely voluntary but foster carers<br />
usually receive payments for these activities<br />
therefore it is deemed that neither foster carers nor<br />
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Individuals working abroad on volunteering<br />
projects.<br />
Medical/Teaching/Social <strong>Work</strong> student on<br />
work placement, as part of training.<br />
Ineligible<br />
Ineligible<br />
other members of the household are entitled to free<br />
checks.<br />
This activity is entirely voluntary <strong>and</strong> is primarily<br />
aimed at providing a service to a third party, but<br />
these persons usually receive payment of a local<br />
salary, <strong>and</strong> lump sum payments, above <strong>and</strong> beyond<br />
what could be described as “travel <strong>and</strong> other<br />
approved out-of-pocket expenses”.<br />
This activity is a m<strong>and</strong>atory course<br />
The CRB is committed to providing free-of-charge checks for all volunteer applications that meet the CRB<br />
definition of a volunteer. However it is essential that Registered Bodies comply with their conditions of<br />
registration <strong>and</strong> ensure that only applicants who meet the CRB definition of a volunteer have the volunteer box<br />
selected as ‘Yes’ at question x68 on the application form.<br />
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