team BEDS&LUTON Volunteer Strategy July 2007
team BEDS&LUTON
(Bedfordshire & Luton County Sports Partnership)
Volunteer Strategy
April 2007 – March 2009
“Working in partnership at the heart of the community to support, develop and promote high quality opportunities to allow everyone to get involved, stay involved and succeed in sport and physical activity.”
- 1 - team BEDS&LUTON Volunteer Strategy July 2007
1. INTRODUCTION
1.1 What is team BEDS&LUTON? team BEDS&LUTON is the County Sports Partnership (CSP) for Bedfordshire and Luton and the local driving force to encourage people of all ages to become involved in sport and physical activity. The CSP aims to provide opportunities for clubs, coaches and volunteers to develop, and is central in helping to achieve the government target of a 1% rise in participation each year until 2010.
The key to the success of the CSP is joined up thinking and team BEDS&LUTON should encompass many local partners to ensure achievement in delivering its objectives. There must be strong links with schools, colleges and universities, the health sector, community safety and regeneration departments, as well as local authorities, National Governing Bodies of sport, community clubs and voluntary agencies.
1.2 The Importance of Volunteers in Sport
Research has shown that volunteers contribute 1.2 billion hours of time each year to sport, and have the equivalent value of almost 1 million full time workers, at a cost of approximately £14 billion1. team BEDS&LUTON recognises that without a quality volunteer workforce, sport would not be able to thrive.
The volunteer sector makes up over 80% of the workforce according to MORI findings. Volunteers in sport are therefore vital, and many sports clubs and organisations rely solely on their efforts to operate. Football has the largest number of volunteers in the county. Other sports that have large number of volunteers include Swimming (1210 individuals), Netball (729 individuals), Cricket (567 individuals), Badminton (384 individuals) and Tennis (312 individuals). Consequently it is imperative that volunteers are recruited, retained, recognised and rewarded by the CSP, to enable local based community sport to continue to operate and develop in the future.
1.3 Why is a Volunteer Strategy Required?
A volunteer strategy is required by the CSP to demonstrate our commitment to recognising the efforts of sports volunteers within the county, whilst ensuring that all volunteers are treated equally and have the same access to support. Volunteers that are not supported may feel taken for granted, under valued and superfluous to need, and will often become apathetic and unenthusiastic about carrying out their role.
It is intended that the volunteer strategy will be a working document that the CSP, Volunteer Centres, sports clubs and others will adopt. The strategy will challenge existing provision and structures through involving many more organisations and co-ordinating resources and efforts for best value. Whilst it is envisaged that this strategy will be adopted by the voluntary and community sector (VCS) and sporting clubs/organisations, it is important to point out that it has been developed with the input from National Governing Bodies (NGB’s) and should be used in conjunction with current NGB volunteer strategies and support material. It is not a replacement for NGB volunteer strategies and resources. Most NGB’s have now developed strategies for the support of their volunteers linking into Whole Sport Plans. Most strategies can be downloaded from NGB websites (see appendix E for a list of useful county contacts).
Traditionally links between voluntary sporting organisations and the voluntary and community sector (VCS) have been weak. Both sectors have a remit for supporting volunteers in sport and voluntary sporting organisations, but as of yet there has been little or no partnership working. Volunteer Centres are experts in attracting, recruiting and placing volunteers, whilst many sports clubs and organisations are significantly under capacity in human manpower. This strategy aims to help bring about a change in this culture, and improve the links between the sporting industry and the voluntary sector and make use of the current facilities e.g. volunteer centres, to encourage and allow for more individuals to undertake voluntary placements in sport within the county. This strategy intends to build upon current good practice within the county, while addressing any gaps in current provision. It is the responsibility of all partners of the CSP to ensure the procedures and
1 Sport England December 2003.
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In accompaniment to this strategy, there are number of resources for clubs and the voluntary sector. These resources, available through the tB&L ‘Good Practice Bank’ on the website, will aid in the development of new and existing clubs to support them in the management of volunteers.
1.4 Development of the Volunteer Strategy
This strategy has been produced in consultation with National Governing Bodies, Local Authorities, School Sport Partnership Development Managers, Sport England, Bedfordshire and Luton Volunteer Centres, the University of Bedfordshire, and Millennium Volunteer, in line with the Bedfordshire County Council and Luton Borough Council AOTTSL policy, and will enable a more joined up approach to supporting volunteers. It hosts a series of recommendations for partners and encompasses an implementation plan with roles, responsibilities and timescales.
Sport England are leading on delivering the East Vision for Volunteering, and therefore we will ensure that work contained within this strategy contributes to regional priorities and the regional vision of making the East ‘a region where the true value and contribution of the sports volunteer and voluntary sports organisations is recognised, supported and celebrated’
In addition to this strategy (covering more general sports volunteering), there is also a county strategy for the Step into Sport initiative. Whilst there is some obvious overlap between the two strategies, the reader should be referred to Appendix A for a detailed version of the Step into Sport Volunteer Development Plan.
2. OBJECTIVES
2.1 To work with key partners to ensure that appropriate volunteer infrastructures are in place at all levels to support the development of volunteers and voluntary organisations, including volunteer pathways and exit routes into paid employment
2.2 To increase the number of volunteers undertaking quality volunteering placements in sports clubs/organisations, particularly those groups and/or individuals that are underrepresented, socially excluded, or have extra support needs to address inequality at all levels of volunteering in sport
2.3 To support voluntary sport organisations in their retention and management of volunteers
2.4 To support voluntary sport organisations in recognising and rewarding volunteers in sport
2.5 To ensure that all planning is based upon an accurate picture of the needs of volunteers and voluntary organisations, identified through systematic research, data gathering and dissemination of good practice.
For a diagrammatical overview of the strategy objectives see Appendix B. Refer to Appendix C for an action plan highlighting how each of the above objectives will be achieved. The objectives listed above are addressed within the strategy and all relate back to one of team BEDS&LUTON’s key focuses; to recruit, retain, develop and reward the workforce.
3. RECRUITMENT
For an overview of team BEDS&LUTON volunteer recruitment procedure see Appendix D.
3.1 Identifying Volunteer Opportunities
Clubs must be educated on how to identify their volunteer requirements, and assign specific responsibilities to these roles. A Volunteer Development Plan (see Good Practice Bank) will enable clubs to identify the number of volunteers they require to aid the clubs long term development. Each club should therefore have a trained Volunteer Coordinator in place to lead on the CSP Volunteer strategy and Volunteer Development Plan. It is recommended that clubs whom are accredited through a NGB Clubmark Award should have a Volunteer Coordinator already in place and
- 3 - team BEDS&LUTON Volunteer Strategy July 2007 this individual can be easily bought up to speed with the CSP strategy. Those clubs without Volunteer Coordinators will need to identify an individual. This individual may be recruited internally or advertised through their local Volunteer Centre (VC) and should be trained to become equipped with the knowledge and skills to carry out the Volunteer Co-ordinator role. Relevant training will be made available to Volunteer Co-ordinators, including the runningsport Valuing Your Sports Volunteers to help Volunteer Co-ordinators manage effectively volunteers. This training will be publicised centrally through the CSP Education and Training Brochure, website and ezine, and through the Volunteer Centres.
Once volunteer requirements and roles have been identified, the Volunteer Coordinator should fill out a ‘volunteer opportunities’ form. A form can be accessed either online through the CSP website, but the club should be encouraged to make direct contact with the voluntary and community sector (VCS) (i.e. local Volunteer Centre) to discuss their volunteering opportunities (see Appendix E for a full list of contacts and addresses). Information gathered through the CSP will be shared with the local Volunteer Centre and University of Bedfordshire (UB) once permission has been granted from the club. The intention being to strengthen the links between voluntary sporting organisations and the voluntary and community sector (VCS), to build a database of voluntary opportunities to be made accessible for both the CSP and VCS.
3.2 Advertising Opportunities to Potential Volunteers
Once a ‘volunteer opportunities’ form has been received from a sports club or organisation, the opportunity will be advertised through a range of avenues. The local Volunteer Centre will upload the information onto ‘do-it.org’ (a website designed specifically for advertising voluntary opportunities nationally, developed by the Home Office and Volunteering England). The website can be accessed by anyone looking to take up a voluntary role. Likewise the University of Bedfordshire will upload the information onto ‘JOBSLIVE’ (a database of voluntary placements and events for student community volunteering). Potential volunteers will also be targeted by the Volunteer Centres, University and the CSP through other currently used methods, including newspaper articles, adverts, mail outs and targeted recruitment events.
The CSP should also endeavour to advertise opportunities by developing the volunteering page on its website to advertise new opportunities, with a direct link to www.do-it.org, and expand the current ezine to feature a volunteer section with input from the Volunteers Centres and Millennium Volunteer. The CSP should also utilise relations with partners to advertise opportunities within schools, colleges and universities, and through Local Authority Sports Development Teams.
3.3 Identifying Potential Volunteers
Potential volunteers should be identified through specific CSP/VCS recruitment initiatives and campaigns, including currently used methods such as newspaper articles, mailouts, and adverts on the CSP website and do-it.org. Potential volunteers should be encouraged to make contact with their local Volunteer Centre directly. Any information received through the CSP will be shared with the VCS once permission has been granted from the individual.
3.3.1 Sports Equity
This strategy is underpinned by the principles of sports equity, placing significant emphasis on the inclusion of priority groups within volunteering. General issues have been identified within each of the equity categories (see below). These findings have been identified from the recent Active People Survey for the East2, the Home Office Citizen Survey 2005 and anecdotal evidence. This strategy will seek to contribute to addressing these issues.
The recent Active People Survey identified that 5.5% of people in Bedfordshire volunteer for more than one hour every week in sport (compared to the East regional value of 4.9%). Luton has the
2 The Ipsos MORI Active People Survey took place between October 2005 and October 2006 and is the largest signle survey of sport and active recreation ever undertaken in Europe. In each local authority across the country at least 1,000 people were questioned totalling over 4,000 people in Bedforshire and Luton.
- 4 - team BEDS&LUTON Volunteer Strategy July 2007 lowest proportion of individuals volunteering in sport, with 4.8% of people volunteering for more than one hour every week compared to the Bedford value of 6.4%.
Considering the gender of individuals that volunteer in each local authority, the trend is similar to that of sports coaching and participation i.e. more males than females. The greatest difference between the groups is in Luton (3.1%) with the smallest difference in Mid-Beds (1.8%).
A breakdown of the whole volunteer population of the county within sport highlights that the dominant volunteering groups are males, aged between 35 and 54, have a white ethnic background, have no limiting disability and come from a more affluent background. The smallest number of volunteers come from the over 55s, those with a less affluent background, females and those from a non-white background.
Having identified the type of people that are currently volunteering in sport in Bedfordshire and Luton it is interesting to note that the vast majority of individuals within clubs are not contributing to this value. Only 15.6% of club members are/have been involved in volunteering with a sport environment.
These groups should be targeted initially, and specifically approached to fill voluntary roles. This in turn should aid the achievement of wider CSP objectives in creating a more engaged and active community. The CSP and VCS will endeavour to work in conjunction with community groups, sporting equals, English Federation of Disability Sport, MENTER and Women’s Sport Foundation to host targeted volunteer recruitment drives to engage these priority groups. In addition to the targeted recruitment of these priority groups, the CSP/VCs should also endeavour to engage with volunteers from FE/HE initiatives and Employer-Supported Volunteering (ESV) Schemes. These are two readily expanding areas for volunteers. Since 2001, there has been a 33% increase in the number of employees who have volunteered through Employer-Supported Volunteering (ESV) Schemes, which is a reflection of an increase in the percentage of employers supporting ESV schemes.
3.3.2 Diversity Policy team BEDS&LUTON is firmly committed to equality and diversity in all areas of its work. We believe that we have much to learn and profit from diverse cultures and perspectives. team BEDS&LUTON are committed to developing and maintaining an organisation in which differing ideas, abilities, backgrounds and needs are fostered and valued, and where those with diverse backgrounds and experiences are able to participate and contribute. The CSP will regularly evaluate and monitor our progress towards diversity. See team BEDS&LUTON Equality Action Plan and Workforce Development Plan for more details on the CSP’s commitment to equality and diversity.
3.4. Assigning a Volunteer to a Role
Once a potential volunteer has been identified or has identified themselves, they should contact or be put in contact with their local Volunteer Centre or equivalent3 to select a volunteering opportunity, or to follow up an opportunity they have seen. Volunteer Centres have trained advisors who should meet with the individuals and recommend opportunities according to the information collected from the ‘volunteer interest’ form. Volunteers should be matched on the basis of their interests, skills, location and time commitments.
At this point references should also be taken from two sources, in accordance with VCS policy and good practice guidelines. Potential volunteers will then be referred to a voluntary sports organisation who will then arrange for a meeting between the Volunteer Coordinator and potential volunteer. This will also be an opportunity to agree the volunteer role and responsibilities and personal development plan. A self declaration form and enhanced Criminal Records Bureau check should also be completed at this point. It should be the responsibility of the Volunteer Co-ordinator and volunteer to complete the CRB check, who would then pass it on to the most appropriate registered body to counter sign. CRB’s can be countersigned through the County Sports Partnership, National Governing Bodies, Local Authorities or the County Council (in the instance of AOTTSL’s).
3 Local volunteer Centres are intended to support in the placement of individuals who are interested in community volunteering. Likewise, University Bedford Volunteering (UBV) is a volunteer placement service aimed to provide a link between University students and the wider community.
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3.4.1 Role Descriptions
According to a recent Sport England Commissioned report, voluntary roles within a sports club can generally be categorised into 6 main areas, to be known as THE SUPER 6:
1. Coaching 2. Officiating 3. Marketing and Promoting 4. Facilities 5. Club Development 6. Behind the Scenes (‘running the club’)
The Volunteer Coordinator within a club should be trained with the necessary skills to be able to identify voluntary roles requirements within their club under these 6 areas.
VCS should have some generic role descriptors for the more common roles that may be found within a sports club i.e. Secretary, Treasurer, Assistant Coach, and it is advisable that roles should have detailed responsibilities attached to them. These can be adapted and customised by Volunteer Coordinators to fit with their clubs specific requirements. Templates for volunteer role descriptors can be found in the Good Practice Bank for Volunteer Coordinators to use as a guideline for comprising their clubs specific roles and requirements.
As time progresses a pattern may begin to emerge in the types of roles that are required across certain sports in the county. If there is a shortfall of volunteers in certain areas it may be necessary for the CSP to create promotional material and develop training courses to equip people with the skills to carry out these roles.
3.4.2 Person Specifications
Not every volunteer will be suitable for every role within a club and it is essential therefore that role descriptors should have Person Specifications attached to them that lists the sorts of skills that are needed for the role. It is important for clubs to remember however that volunteers may not always initially have the abilities required for the roles, but via a programme of training and support through the CSP Benefits Package and Education and Training programme (See tBL Education and Training brochure and Benefits Package brochure) they can develop the necessary skills.
3.4.3 Risk Assessments of Roles and Individuals
Each role will have a certain element of risk attached to it, as will each potential volunteer. With this in mind, risk assessments of the volunteer roles, and of the volunteer (in accordance with received references and CRB disclosures) should be carried out by the VCS referral organisation and/or the Volunteer Coordinator prior to the volunteer commencing a new role.
3.5 Adults other than Teachers Supporting Learners
Adults other than Teachers Supporting Learners (AOTTSL) are being increasingly used within schools to help deliver government targets of high quality PE and school sport for all young people, whilst improving access to expertise and further raising standards and levels of achievement. AOTTSL can take the form of any adult, who is not a member of the school staff that works in the school on permission of the head teacher. They can be a paid coach, or a volunteer.
Duty of care lies with the host school and in the first instance a teacher should be present to directly supervise and evaluate the individual’s competency. Anyone under the age of 18, whatever their level of qualification or expertise, cannot carry the legal responsibility for a group of children, and therefore should not be left alone4.
4 ‘The deployment of support staff within physical education and school sport’ (August 2005) Bedfordshire County Council.
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For further information on the Bedfordshire County Council or Luton Borough Council AOTTSL policy, contact the Local Education Authority.
3.6 Young People
According to 2005 Sport England research, sport is the most popular volunteering activity for young people with 47% of young peoples’ volunteering taking place in sport. Young people are key to the future of community based sport within this country and their recruitment and development is paramount. Young volunteers should be specifically targeted in this county through the School Sports Partnerships (SSP’s) to become involved in volunteering within their schools and in the wider community. It is paramount however that young people receive the necessary support whilst undertaking voluntary placements in sport. As such, the CSP, SSPs and NGBs must work together with sport clubs and organisations to ensure that they have appropriate Volunteer Co-ordinators and mentors in place to support young volunteers.
3.6.1 Step into Sport
Step into Sport (SiS), a Youth Sport Trust volunteering initiative that actively encourages 14-19 year olds into leadership and voluntary roles. Step 5 of the initiative, ‘Community Volunteering’, will be key in the recruitment of young people across the county and is coordinated through the CSP and SSP.
The CSP must work closely with National Governing Bodies of sport to develop quality opportunities, in safe and structured clubs for young people to volunteer in, both as part of the SiS initiative and otherwise. These opportunities must be linked closely to a coordinated programme for development (through NGB and Sports Leaders UK courses and ‘bolt ons’) and access to mentoring and ongoing support within community clubs and through their SSP’s and the CSP. The advertising of volunteer opportunities should be through the CSP, SSP and the ‘do-it’ website.
There will be many young people who do not go through the SiS pathway but will want to become involved in volunteering, or who already are. Currently there are no sport specific national initiatives that support and recognise these young people, and so it is the responsibility of the CSP and NGB’s to capture and engage any enthusiasts through the CSP Benefits Package and CSP processes for recognising and valuing volunteers. See Appendix A for team BEDS&LUTON full Step into Sport Volunteer Development Plan.
3.6.2 Millennium Volunteer
Millennium Volunteer (MV) is the Governments flagship programme to promote and encourage a long-term commitment to volunteering amongst young people between the ages of 16 to 24. MV adds value to many existing organisations and initiatives by recognising the volunteering experiences and achievements that young people gain. Any young person in this age range that is volunteering can gain a nationally recognised award through MV.
All young volunteers, between the ages of 16-24 should therefore be registered with Millennium Volunteers and it will be the responsibility of the CSP, SSP’s and VCS to work in partnership with MV to ensure this happens.
3.6.3 Duke of Edinburgh Award
The Duke of Edinburgh Award is a voluntary, non-competitive programme of practical, cultural and adventurous activities, designed to support the personal and social development of young people aged 14-25. As part of the award, the individual must complete a voluntary placement of helping other people in the local community. Volunteering in sports should be promoted as an exciting and stimulating placement for these individuals. SSP’s should therefore link closely with Volunteer Centres and the CSP to identify quality placements for these volunteers. SSP’s should then signpost young volunteers to their local Volunteer Centre to be matched with appropriate placements in sport.
3.8 Criminal Record Bureau Checks, Self Declaration Forms and References
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It is good practice for all volunteers to be checked through the Criminal Records Bureau (CRB) for any unspent convictions, but it is a mandatory requirement for anyone over 18 years working with children, young people or vulnerable adults. Enhanced CRB disclosures should be completed during the initial meeting between the potential volunteer and Volunteer Coordinator. CRB’s can be administered through the CSP, National Governing Bodies, Local Authorities or the County Council (in the instance of AOTTSL). It is recommended that a Self-Declaration Form (SDF) be used as an interim measure prior to receiving the results of a CRB check (see Good Practice Bank for a template SDF). This is a child protection method of good practice for all volunteers including bar staff, facility managers, ground staff etc. Volunteers should never be left unsupervised until an enhanced CRB check has been submitted and confirmation received back.
For international volunteers a CRB does not automatically trace back to the home country. In such instances, it is important for sports clubs/organisations to consider the length of time the prospective volunteer has been settled in the UK, to judge the value of the CRB check. If international volunteers have brought with them a recent certificate of good conduct from their embassy or a local police check it is the decision of the voluntary organisations if they accept this check. Such checks do not however confirm there are no criminal records and must therefore be treated with caution.
4. RETENTION
4.1 Inducting new volunteers
When a volunteer commences a new opportunity it is imperative that they receive a full induction by the Volunteer Coordinator within the club. Template induction documents can be found in the Good Practice Bank, which can be used and adapted by clubs to ensure that the necessary information is disseminated.
A comprehensive induction should enable volunteers to settle into a new club more easily, with all the information at hand to, in turn, aid retention and give volunteers a clear understanding of their roles and responsibilities. Volunteers need to feel welcomed and valued and they need to know from the outset what is expected and involved. Information about club policies and procedures should also help new volunteers to develop confidence in fulfilling their tasks. Additionally, an induction should help to enable volunteers to write a plan, and establish a clear pathway for their own CPD. As a minimum a volunteer induction should include:
• An overview of the organisation with contact details for key staff i.e. Volunteer Co- ordinator, Club Manager, Child Protection Officer • The volunteers role description • Details of relevant club policies and procedures i.e. Child Protection, Health and Safety, Equal Opportunities, Incident/Accident reporting
However, it is important that volunteers are not overwhelmed with information too soon and therefore it may be advisable for the Volunteer Coordinator to introduce the information over a period of time. If existing volunteers are currently unaware of some of the key sections within the induction it is recommended that they too are provided with copies of any club induction resources.
It is recommended that each new volunteer has a trial period to allow the volunteer to discover whether or not they feel comfortable in their role. This would be monitored by the Volunteer Co- ordinator.
4.1.1 Policy Statements
All clubs should have policy statements that they adhere to around the four main areas of Equality/Diversity and Inclusion, Child Protection, Health and Safety and Codes of Conduct. Policy statements can be adopted from other bodies (e.g. NGB or CSP) but should be understood by all members, especially those involved in the running of the club. It is good practice to include volunteers in all policy statements, with volunteers being made aware of policy statements as part of their induction. It is therefore strongly advisable that Volunteer Coordinators include Policy Statements in the volunteer induction. See Appendix F for a full set of CSP Policy statements.
4.1.2 Volunteer Agreements
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Volunteer agreements can be used as a means of identifying a clubs/organisations commitment to their volunteers. A volunteer agreement helps both the club/organisation and its volunteers by making expectations clear. It is important however not to use contractual language within the agreement, but to refer to ‘hopes’ and ‘aspirations’ and to convey the understanding that the agreement is in honour only and is non-binding. This will help to omit the unlikely possibility of volunteers being considered employees. The CSP recommends the use of volunteer agreements, but where NGB’s have volunteer strategies in place the club/organisation should follow advice from their NGB volunteer strategy. For a template Volunteer Agreement please refer to the Good Practice Bank.
4.1.3 Expenses
Reimbursing volunteers’ expenses means that volunteering is accessible to all, regardless of income. It is important however that volunteers are paid out-of-pocket expenses only. If volunteers are paid anything over and above what they have actually spent themselves, it may inadvertently create a contract of employment with them, which means they could be entitled to full employment rights. Expenses may be paid for the following: petrol in the course of volunteering, travel (rail and bus tickets), meals (usually if volunteering for a minimum agreed period), postage and telephone calls if working from home.
It is necessary to keep receipts and records to prove that any money paid to volunteers is reimbursed for actual money spent.
4.1.4 Insurance
Volunteers should be insured under employer’s liability insurance. All employers are required by law to take out employer’s liability insurance in the event of accident, disease or injury. Where sports clubs and organisations are required to have employer’s liability insurance, this insurance should be extended to include volunteers. Sports clubs and organisations may also want to consider public liability insurance and likewise this should be extended to include volunteers. Every organisation should review its insurance cover at least once a year. If a volunteer is coaching sports, team BEDS&LUTON recommends that the individual has their own personal accident insurance.
4.2 Supervision and Support; Roles and Responsibilities
Volunteer Coordinators, Volunteer Managers and Mentors are three key roles at delivery level that will determine the success of the team BEDS&LUTON Volunteer Strategy.
4.2.1 Volunteer Coordinators
As stated throughout this strategy, Volunteer Coordinators will be crucial for interface at club level with volunteers and the processes involved around recruitment, retention, recognition and reward. Their education therefore is paramount. For clubs that are accredited through a NGB Clubmark Award it is recommended that they have a Volunteer Coordinator in place already who can easily be brought up to speed with the CSP strategy for supporting volunteers, and may not need to attend any additional training. Those clubs without Volunteer Coordinators will need to recruit for an individual, who should be trained to become equipped with the knowledge and skills to carry out this role. Dates for Volunteer Co-ordinator training will be advertised through the CSP Education and Training Brochure, website and ezine, and through the VCS.
For Volunteer Centres and equivalents to effectively deliver ‘on the ground’ objectives, it is essential that Volunteer Coordinators interact closely with their local Volunteer Centre. This involves: • Informing Volunteer Centres on a regular basis of new volunteering opportunities and opportunities which have been filled or that are no longer required • Making contact with volunteer referrals within one week • Confirming acceptance of new volunteers referred to the club by the Volunteer Centre • Informing the Volunteer Centre if a suitable role cannot be found for the volunteer, so that the Volunteer Centre can re-engage with the volunteer • Maintaining regular contact with the Volunteer Centre including providing a progress report over the telephone once the volunteer has completed two months of a voluntary placement
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A template role description will enable clubs and Volunteer Coordinators to refer to their responsibilities. See the Good Practice Bank for a template Volunteer Co-ordinator role description.
4.2.2 Volunteer Managers
A Volunteer Manager role should be performed by those individuals at a more strategic level (e.g. a local sports development officer, a member of the CSP, NGB officer, or member of the Volunteer Centre team). The role of the Volunteer Manager should be to identify and recruit suitable Volunteer Coordinators within clubs and ensure their training needs are met. Volunteer Managers must be familiar with the objectives outlined in this strategy and the procedures that should be followed to ensure objectives are met. Volunteer Managers should also be trained in their role, and the CSP will endeavour to source and advertise this training.
4.2.3 Mentors
Mentors are important for the development of volunteers through a programme of CPD. Mentors can be particularly useful to enable the development of coaches and officials, but can also be used in other roles. The sports coach UK course ‘A Guide to Mentoring Sports Coaches’ will be useful for the development of coaches, however to ensure we are getting the best from our experienced club members a mentoring programme should be established within clubs for each role, or at least each area of role within ‘THE SUPER 6’.
4.2.4 team BEDS&LUTON core team
The core CSP team should take the lead in implementing the strategy and ensuring it is available for all partners, and clubs to access. The strategy is a working document between April 2007 and March 2009. Any comments or suggested improvements should be fed back to the core team over this period.
4.2.5 Volunteer Centres and Other Voluntary Placement Agencies
Voluntary Placement Agencies are key for the successful delivery of ‘on the ground’ objectives, and will be heavily relied upon for the recruitment, training and placement of new volunteers and Volunteer Coordinators. The Volunteer Centres will be responsible for uploading all sports volunteering opportunities on the www.do-it.org.uk website to ensure that voluntary opportunities are accessible to the widest possible audience. UBV will be responsible for uploading all sports volunteering opportunities on to JOBSLIVE, a student volunteer opportunities database.
4.2.6 National Governing Bodies
NGB’s have a responsibility to communicate with the CSP and inform of any developments within their sports that may have a direct impact on volunteers or the delivery of this strategy. NGB regional officers should work closely with the CSP and VCS to ensure that NGB/CSP volunteer strategies are successfully disseminated and delivered.
4.2.7 Local Authority Sports Development Teams
LA Sports Development Teams must demonstrate a commitment to the delivery of this strategy for the benefit of community based sport. LA’s will be key in the advertising and communication of this strategy, along with supporting volunteers and Volunteer Coordinators.
4.2.8 School Sports Partnerships and Partnership Development Managers/School Sport Coordinators/Primary Link Teachers/Physical Education Teachers
SSP’s, PDM’s, SSCo’s, PLT’s and PE Teachers will be vital for the dissemination of information and the recruitment and support of young volunteers. Their roles, particularly within the Step into Sport Initiative and other young people initiatives, are vital and they should be aware of their responsibilities in encouraging students to take up voluntary opportunities, and supporting their development.
4.3 Volunteer Development Plan
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A volunteer development plan is a process that encourages a club to consider its volunteer workforce and create an action plan in order to adequately support and develop the ‘human resource’ element of a club and its activities. A volunteer development plan will help to:
• Define the direction, focus and purpose for a club and its volunteers in the future • Communicate more effectively to the volunteers and club members about how they can get involved and contribute to the clubs success • Target recruitment to match volunteers with vacancies that they will enjoy, succeed in and which they can manage in the time they have to offer • Clearly identify volunteer roles to prevent putting too much pressure or demanding too much time from a small number of individuals
Ideally the Volunteer Co-ordinator would take overall responsibility for the planning process. However, everybody who is involved with volunteers needs to be consulted and have an input into the writing of any volunteer development plan to ensure the plan is as comprehensive as possible. The Good Practice Bank gives a template for writing a Volunteer Development Plan.
Clubs should review their volunteer development plans on a regular basis to ensure they are following the desired path. A check list of questions can be found in the Good Practice Bank for clubs to review their Volunteer Development plan against.
4.4 Training and Volunteer Development
The CSP is dedicated to supporting and developing volunteers in the county, and has therefore put together a range of training courses and resources for volunteers and sport clubs/organisations to access. It is intended that these amenities will not only upskill the volunteer workforce but will also act as incentives to retain individuals in volunteering.
4.4.1 Training
The CSP delivers a programme of education and training courses which are accessible to all volunteers. This should be publicised centrally through the CSP Education and Training Brochure, Website, Newsletter and though the VCS. Volunteers should be provided with all the training they need in order to carry out their role to the best of their ability. It is the responsibility of the Volunteer Co-ordinator alongside the volunteer to identify any on-going training needs, in order that training programmes can be developed to facilitate volunteers’ progress in the club. Any training which is offered to the volunteer must be relevant to the role/tasks that the volunteer undertakes within the club and training opportunities should be made available to all volunteers, irrespective of the length of the voluntary placement. See team BEDS&LUTON Education and Training Brochure for a list of training courses available through the CSP.
4.4.1 team BEDS&LUTON Benefits Package
The CSP has developed a Benefits Package which should be promoted through VCS, NGB’s, LA’s and Volunteer Co-ordinators to encourage volunteers to register with the package. The Benefits Package will enable volunteers to access the CSP Education and Training programme at a subsidised rate, as well as a number of other incentives to recognise their good work. The CSP will endeavour to, where possible, enhance the benefits of the package and demonstrate a commitment to rewarding volunteers in the county through the package. See team BEDS&LUTON Benefits Package brochure for more details, including a list of all the benefits available.
5. VALUING VOLUNTEERS
It is fundamental that volunteers’ efforts are recognised and valued to aid retention and develop mutual respect between all parties. Someone who does not feel that their efforts are of worth, will not gain satisfaction from their work and will be less likely to show the commitment that is required. Because volunteers can expect no remuneration for the time they give, their efforts must be recognised in other ways.
In terms of recognition, ensuring that people feel their roles and actions are important should be seen as an integral part of the recognition system. Actions that can be taken to support this type of
- 11 - team BEDS&LUTON Volunteer Strategy July 2007 recognition may include: a simple thank you from a senior committee member, a mention of their contribution in at a committee meeting and recorded in the minutes or a short news article in the club newsletter or article.
5.1 Awards
Rewarding volunteers with awards is an effective way to acknowledge and demonstrate appreciation for their efforts, but these awards must hold value.
5.1.1 CSP and CSN Awards
Two of the four Community Sports Networks (Bedford Borough and Luton) already host successful long standing Award Ceremonies to recognise the efforts of their community sports clubs, and all the individuals involved in the effective running of these organisations. The CSP will work to ensure that volunteering is recognised as a category in all CSP award ceremonies. Because the remaining two CSN’s (Mid Beds and South Beds) do not hold awards, the CSP should endeavour to help award the efforts of those currently not included.
The CSP is committed to recognising volunteer good practice centrally through its website, newsletter and any other countywide literature. A ‘Good Practice Bank’ will be made available on the team BEDS&LUTON website and clubs/organisations are encouraged to notify the CSP of good practice examples which can be acknowledged on the website and future communications. The CSP will also host a ‘Volunteer of the Season’ award through its website. It is the responsibility of sport clubs, VCS, NGB’s, SSP’s and LA’s to put forward nominations on a quarterly basis for individuals who they feel have contributed significantly to volunteering in sport. A panel of CSP representatives will then decide on a winner and runner-up who will receive a tB&L gift bag in recognition of their good work. All other nominations will be acknowledged on the tB&L website.
5.1.2 National Governing Body Awards
Many National Governing Bodies host their own regional and national award ceremonies to recognise and celebrate voluntary efforts in their sporting discipline. It is the responsibility of the sport clubs/organisations and NGB officers to work closely to identify and nominate individuals for NGB volunteer awards.
5.1.3 Internal Awards at sports club/organisation
Sports clubs and organisations should be encouraged to recognise volunteers through their own club award structure. Many clubs have existing awards for coaches and players which should be expanded to include volunteers. Categories may include: Volunteer Coach of the Year, Young Volunteer of the Year (16-24), Special Service Award (for a long-standing committee member).
5.1.4 Awards for Young People
Although young people will be catered for and awarded in the same way that adults are (as mentioned above), there are also specific awards that young people can qualify for through the Step into Sport Initiative, Millennium Volunteer and in part the Duke of Edinburgh Awards Scheme.
5.1.4.1 Step into Sport Awards
There are Youth Sport Trust nationally recognised Awards through the Step into Sport initiative for young volunteers that complete 50, 100 and 200 hours of volunteering within community clubs, or events that have direct links back into community clubs. What Step into Sport Awards do not cater for however are the voluntary hours that many young people complete within their schools or at one of events such as Youth Games, that enable them to build up the experience and confidence to take up roles within community clubs. The CSP will recognise these efforts through acknowledging these young volunteers on the team BEDS&LUTON website.
5.1.4.2 Millennium Volunteer Awards
Millennium Volunteer (MV) offers awards to young people between the ages of 16 to 24 that volunteer in the community. All young volunteers, between the ages of 16-24 should be registered
- 12 - team BEDS&LUTON Volunteer Strategy July 2007 on the MV scheme and it will be the responsibility of the CSP, SSP’s and Volunteer Centres to work in partnership with MV to ensure this happens. Once volunteers have been registered onto the scheme and have completed their voluntary hours, it is their own personal responsibility to collect MV timesheets and submit these on a regular basis to MV who can issue the certification. The Volunteer Co-ordinators should endeavour to notify MV and the CSP when volunteers have achieved certification, so this can be recognised in MV Newsletters and the CSP website and literature. In addition to the certificates, Millennium Volunteer also host regional award ceremonies and the MV of the Year Award. One of the categories for the regional awards is a ‘sports award’ with the aim to reward and recognise the achievements of those who have made outstanding contribution to individual or team sports. It is the responsibility of the Volunteer Co-ordinator and sports club/organisation to recognise and identify volunteers who are deserved of this award and submit nomination forms to Millennium Volunteer.
5.2. Volunteer Pathways and Exit Routes
In order for volunteers to feel that their efforts are worthwhile and that they are progressing, avoiding disengagement and apathy, pathways and exit routes into paid employment should be mapped out for them by Volunteer Coordinators and Volunteer Managers.
5.2.1 Benefits Package
As mentioned previously, the CSP has developed a Benefits Package with the aim to reward those individuals who are helping to develop sport in the county through volunteering. As individuals begin voluntary placements, they should be signposted by the Volunteer Centres and Volunteer Co- ordinators to register onto the package. Once registered, the Benefits Package allows volunteers to access the CSP Education and Training programme at a subsidised rate, helping to support the volunteers’ professional development. There are a number of other benefits and incentives attached to the package to reward and support volunteers during their voluntary placement, including being informed of paid employment opportunities. The package will also provide additional benefits, namely clothing, for those volunteers who wish to work on team BEDS&LUTON activities and initiatives. See team BEDS&LUTON Benefits Package for the full list of benefits. In addition to the rewards and incentives that the volunteers can receive through registering on the package, the package can also be used as a tool for monitoring and tracking volunteers once they have been placed with sport clubs/organisations. This will allow the CSP to follow-up at regular intervals with volunteers and monitor their progress through a system of CPD. This information can be distributed to NGB regional officers to give them a detailed picture of qualified coaches in the region who could be approached for employment. In addition to this help and support, the individual must take some responsibility for actively searching job opportunities advertised through the NGB and CSP.
6. MONITORING AND EVALUATION
The volunteer strategy will challenge existing provision and structures within the county through involving many more organisations and co-ordinating resources and efforts for best value. All parties committed to the strategy must be focused on achieving its outcome: co-ordinating opportunities at a county level to enable more people to begin and sustain and involvement in volunteering through sport.
6.1. What information to collect?
To ensure that the volunteer strategy can be measured effectively the following measurable outputs will be assessed on a half yearly basis.
• Number of volunteers referred to sports clubs/organisations through the Volunteer Centres • Number of volunteers at CSP events • Number of volunteers attending CSP training courses • Number of sports clubs/organisations who register opportunities with external partners • Number of people visiting the volunteer section on the website • Number of people downloading volunteer resources from the website
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The flexible nature of volunteering means that circumstances can change, so therefore it is the responsibility of team BEDS&LUTON to review the volunteer strategy on an annual basis to adapt and improve it. The ongoing monitoring and review of the volunteer strategy will include:
• Monitoring the implementation of the action plan • Reviewing and evaluating any pilot projects from the action plan
Sports clubs and organisations are encouraged to have their own processes in place for monitoring and evaluating the volunteers in their club/organisation. It is important for a sports club/organisation to monitor and evaluate a volunteer programme to:
• Measure the quality of the volunteers’ experience within an organisation • Identify the impact that volunteers have on an organisation, both in terms of their contribution and economic value • Identify areas in a volunteer programmes that may need improving
6.2. Collecting the information?
The CSP will work in conjunction with key partners to collect the relevant information. All key partners have a responsibility to keep records of quantitative data for the above measurable outputs. Sport clubs and organisations may capture their volunteer data through a variety of methods. For qualitative data, for example measuring the quality of a volunteers’ experience within an organisation, it may be most effective to request volunteers to fill in self-evaluation forms at different stages of their voluntary placement. Requesting that volunteers keep timesheets will allow the club to keep records for the contribution of time from volunteers. This will determine the impact that volunteers have on the organisation, and allow for an economic valuation of their time.
6.3 Using this information? team BEDS&LUTON will review the volunteer strategy on an annual basis in conjunction with the key partners. The strategy is a working document between April 2007 and March 2009. Any comments or suggested improvements should be fed back to the core team over this period. Annual reports will be produced as part of the strategic plan review.
Sports clubs and organisations should use the information collected through monitoring and evaluation to write and review their annual Volunteer Development Plan. See the Good Practice Bank for a checklist designed to be used in reviewing a Volunteer Development Plan.
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Objective 1: VOLUNTEER STRUCTURES: To work with key partners to ensure that volunteer structures are in place at all levels, including volunteer pathways and exit routes into paid employment
Gap analysis: • No standard clear mechanism for placing individuals wishing to volunteer with sport clubs/organisations who have volunteering opportunities • Communication mechanisms between key partners unclear Outcomes: • Reduced repetition in workload • Better use of expertise through shared knowledge, skills and information • Improved communication of opportunities • A joined up and co-ordinated approach to procedure • One recognisable identity
Objective Actions Targets Time Lead Key Scales Responsibility Partners 1.1 Approve the CSP • Distribute the Volunteer Strategy approved Oct 07 CSP VCs, NGBs, volunteer strategy strategy to key partners Volunteer Strategy disseminated CSNs, SSPs, Ensure commitment to the LAs strategy is secured 1.2 Develop a ‘one • Create a volunteer development Create working group ( Jan 08 CSP VCs, NGBs, agency identity’ for group (VDG) with clear representation from each key CSNs, SSPs, clubs and volunteers communication networks partner) LAs to recognise • Expand current ezine to feature Newsletter produced and Quarterly CSP a volunteer section. Add VDG distributed and partners to mailing list • Create one database of sports To encourage X sports clubs to Ongoing CSP/VCs clubs and opportunities to be place volunteering opportunities made accessible to VCs/CSP, with VCs (do.it.org) linked with “do-it.org” Oct 07 • Share out responsibilities with Action plans and targets All action plans and targets approved 1.3 Develop a step- • Create a resource for clubs (to Resource made available and Dec 07 CSP VCs, NGBs, by-step procedure be included in Good Practice distributed CSNs, SSPs, for co-ordinating Bank) advertising the VDG and LAs opportunities one agency identity, describing networks and processes for volunteers 1.4 To develop and • Identify readiness of Complete initial audit CSP VCs, NGBs, implement the clubs/committees to accept CSNs, SSPs, Volunteer Co- LAs
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ordinator new volunteers through initial Committee roles at audit club level • Support clubs in adopting and 20 champion clubs to adopt March 08. CSP retaining Volunteer Co- Volunteer Co-ordinator position Ongoing ordinators • Create template role description Role descriptors available and Oct 07 CSP for Volunteer Co-ordinator disseminated via VCs and CSP website • Develop a programme of training Training packages available for March 09 CSP/VCs for Volunteer Co-ordinators Volunteer Co-ordinators (reviewed) Investigate the option of online training for Volunteer Co- ordinators 1 pilot x runningsports workshop March 08 CSP, runningsports “Valuing Your Sports Volunteers” CSP • Provide volunteer co-ordinators Creation resources disseminated Dec 07 CSP with the tools they need to do through CSP Good Practice Bank their job effectively • Develop a Volunteer Co- Create Volunteer Co-ordinator Autumn 08 CSP ordinator network to share good forum on CSP website practice and provide Host pilot network event opportunities for networking 1.5 To create • Create CPD programme of Training packages developed Ongoing CSP, VCs VCs, NGBs, volunteer pathways courses for volunteers (link with tB&L ed&t brochure) CSNs, SSPs, and exit routes into • Access to the Benefits Package, Benefits Package to all Dec 07 CSP LAs paid employment including subsidised coach volunteers developed and education courses launched • Develop volunteer forums with Deliver pilot volunteer forum March 08 CSP, VCs workshops, shared good practice (partnership with VCs) and networking opportunities
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Objective 2: VOLUNTEER RECRUITMENT: To increase the number of volunteers undertaking quality volunteering placements in sports clubs/organisations, particularly those groups and/or individuals that are underrepresented, socially excluded, or have extra support needs
Gap analysis: • Limited research of volunteer information/statistics • No standard clear mechanism for placing individuals wishing to volunteer with sport clubs/organisations who have volunteering opportunities Outcomes: • Larger and broader volunteer workforce • Improved operation of clubs with greater capacity for development • More suitable/qualified people taking up opportunities • Clubs more likely to satisfy hard-to-fill vacancies • A fully inclusive volunteer workforce hitting wider CSP agendas
Objective Actions Targets Time Lead Key Scales Responsibility Partners 2.1 Promote • Expand current ezine to include Information published quarterly Ongoing. CSP/VCs VCs, NGBs, opportunities for a volunteer section with Quarterly CSNs, SSPs, volunteering within features i.e. Volunteer of The LAs clubs to external Season and league tables agencies and • Develop CSP volunteer page on Oct 07 CSP potential volunteers website and create direct links to VC websites, do.it.org and online ‘Volunteer Opportunity’ and ‘Volunteer Interest’ forms • Jointly advertise volunteer Ongoing CSP opportunities in local newspapers, CSP website, do.it.org and other county wide literature • Delivery of regular recruitment Link volunteer recruitment with SiS CSP, VCs drives to encourage and CSP initiatives/activities i.e. Club Forum promote the link between sport Step Into Sport, Club Oct/Nov 07. and wider voluntary Development Forums, “New Ongoing infrastructure Year New You” • Develop employer/workplace Establish links with initiatives. Ongoing CSP, VCs volunteer initiatives – CSR Link with tB&L workplace (Corporate and Social initiatives Responsibility)/BITC (Business in
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the Community) • Develop HE/FE volunteer Links with Uni of Beds and Ongoing CSP initiatives e.g. students who are colleges required to complete voluntary placements as part of their course 2.2 To promote and • Creation resources to support Resource available and Dec 07 CSP VCs, NGBs, develop resources clubs – to include template disseminated via VCs and CSP CSNs, SSPs, for clubs to support policies, template role website LAs and recruit descriptors, volunteer volunteers recruitment and development plans 2.3 To increase the • Work in partnership with Establish links with partners Ongoing CSP, VCs number of professionals, community volunteers, groups, sporting equals, EFDS, particularly those WSF to target specific groups groups and/or • Support mentoring from Ongoing CSP, VCs, scUK individuals that are successful volunteers (building underrepresented, upon success) socially excluded, or • Development and promotion of Ongoing CSP, VCs have extra support targeted initiatives needs • Specific training i.e. online Investigate option of online March 09 CSP, VCs options for home study training options (reviewed) 2.4 To increase the • Ensure partners are aware of All partners aware of young Ongoing CSP VCs, NGBs, number of young signposting young people to people initiatives CSNs, SSPs, people (16-25 years) initiatives i.e. Step Into Sport, LAs involved in sports MV, DofE volunteering • Host Step Into Sport conference Host conference CSP (for a detailed • Encourage all young people (16- Identify quality placements. 65% Apr 08 overview refer to 19 yrs) who attend the of young people attending the tB&L Step Into Sport conference to undertake a SiS conference undertake Strategy) voluntary placement placements (104 young people) • To ensure all young people have Mentors and volunteer co- Ongoing CSP, SSPs an appropriate mentor and oridnators identified and trained March 08 volunteer co-ordinator to support them through a voluntary placement
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Objective 3: VOLUNTEER RETENTION: To support sports clubs and organisations in their retention and management of volunteers
Gap analysis: • No clear support mechanism to retain volunteers Outcomes: • Clubs and volunteers feeling more supported • Clubs recruiting and retaining volunteers more readily and successfully to create a better functioning club with fewer gaps in the workforce • A greater pull in attracting new volunteers
Objective Actions Targets Time Lead Key Scales Responsibility Partners 3.1 To ensure clubs • Develop a mentoring scheme for Mentoring scheme piloted at 20 March CSP, VCs, scUK, CSNs, SSPs, have volunteers champion ready-willing-able 08.Ongoing NGBs LAs mentors/buddies in • Develop a programme of training clubs place to support for prospective volunteer 1 pilot x scUK course “A guide to new volunteers mentors/buddies mentoring sports coaches” through voluntary (Initial focus on champion clubs, placements CSCs, SiS placements) 3.2 To develop and • To co-ordinate the development Training packages developed Ongoing CSP, VCs, scUK, CSNs, SSPs, deliver training for of appropriate training packages NGBs LAs volunteers for volunteers • Develop template CPD plan for Templates made available and Dec 07 CSP volunteers to raise profile and disseminated improve attractiveness of opportunities 3.3 To develop a • Produce regular volunteer All relevant publications Ongoing CSP VCs, NGBs, more effective information i.e. which can be displayed on CSP website CSNs, SSPs, communication published through a variety of volunteer page LAs system with mediums – CSP website, VDG volunteers newsletter, “team talk”, recruitment events • Develop volunteer forums with Deliver pilot volunteer forum March 08 CSP, VCs workshops, shared good practice (partnership with VCs) and networking opportunities 3.4 To promote and • To develop and produce a Resource available and Dec 07 CSP VCs, NGBs, develop resources Induction good practice guide disseminated via VCs and CSP CSNs, SSPs, for clubs to support which can be used by clubs to website LAs and retain induct new volunteers (to be volunteers included with resources)
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Objective 4: VOLUNTEER RECOGNITION AND REWARD: To support sports clubs and organisations in recognising and rewarding volunteers in sport
Gap analysis: • No clear support mechanism to recognise and reward volunteers in sport Outcomes: • Volunteers feeling/being more valued • More dedication from volunteers contributing to retention of volunteers and reduced volunteer turnover • Clubs more likely to satisfy hard-to-fill vacancies • A greater pull in attracting new volunteers
Objective Actions Targets Time Lead Key Scales Responsibility Partners 4.1 To broaden the • Promote the Benefits Package to Benefits Package to all March 08 CSP VCs, NGBs, CSP Benefits VCs and sports volunteers launched CSNs, SSPs, Package to clubs/organisations to To encourage X individuals to LAs recognise all encourage volunteers to register register with the Benefits volunteers with the package Package, with X individuals undertaking CSP Coach Education courses 4.2 To provide • Communicate examples of good Regular information and update Ongoing CSP VCs, NGBs, promotional practice volunteer schemes on sent out CSNs, SSPs, materials to the CSP website (Volunteer LAs recognise volunteers Good Practice Bank) and directly and support “Volunteer of the Season” clubs in recognising award volunteers • Individuals identified and profiled in recognition of their work on CSP website and “team talk” 4.3 Encourage sport • Ensure volunteering is All county awards implementing Ongoing CSP, LAs, CSNs VCs, NGBs, clubs/organisations recognised as a category in all a volunteering award CSNs, SSPs, to access NGB award county award ceremonies LAs schemes and/or • Identify with NGBs who their NGB volunteer co-ordinators Oct 07 CSP other local award club volunteer co-ordinators are identified schemes in county and disseminate contact information to clubs • Encourage and support clubs to X% of clubs using good volunteer March 09 CSP, VCs develop their own rewards practice award schemes package for volunteers
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Objective 5: MONITORING AND EVALUATION: To research further issues in volunteering and monitor and evaluate the strategy
Gap analysis: • No ongoing tracking of volunteer involvement Outcomes: • Able to assess the effectiveness of the Volunteer strategy • Identifies good practice and lessons learnt • Build the evidence base for volunteers in sport
Objective Actions Targets Time Lead Key Scales Responsibility Partners 5.1. To research the • Contact clubs and carry out an Research completed Dec 07. CSP, VCs VCs, NGBs, more detailed audit to dentify readiness of Onoging CSNs, SSPs, picture of clubs/committees to accept Mailout of ‘Volunteer Oct 07 LAs volunteers in sports new volunteers Opportunities’ form and develop clubs in the county online ‘Volunteer Opportunities’ form • Identify volunteering gaps, Requirements identified Dec 07 needs/requirements 5.2 To monitor, • To review the strategy Review completed March 09. CSP VCs, NGBs, evaluate and review • To evaluate the findings of the Evaluation and report produced Ongoing CSNs, SSPs, the effectiveness of review in a report to influence and disseminated to partners annually LAs the Volunteer future development in this area Strategy 5.3 To develop a • Broaden the Benefits Package to Benefits Package to all Jan 08 CSP VCs, NGBs, system to track include all volunteers volunteers developed and CSNs, SSPs, volunteers launched LAs • Ensure that all partners are To encourage X individuals to March 08 CSP, VCs aware of the package and are register with the Benefits actively promoting it Package • Create a database of volunteers Database created. Volunteers registered with the Benefits receiving regular Package. Use this database to communications from CSP communicate regular with volunteers i.e. six week follow- up e-mails, ezine, invitations to volunteer forums
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ACRONYMS
AOTTSL – Adults Other Than Teachers Supporting Leader CRB – Criminal Records Bureau CSP – County Sports Partnership ESV – Employer – Supported Volunteering FE/HE – Further Education/Higher Education LA – Local Authority MV – Millennium Volunteers NGB – National Governing Body NVD – National Volunteering Database PDM – Partnership Development Manager PE – Physical Education PLT – Primary Link Teacher scUK – Sports coach UK (formerly British Sports Trust) SDF – Self Declaration Form SiS – Step Into Sport SSCo – School Sport Co-ordinators SSP – School Sports Partnership tB&L – team BEDS&LUTON UB – University of Bedfordshire UBV – University Bedfordshire Volunteering VC – Volunteer Centre VCS – Voluntary and Community Sector
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APPENDICES:
A. Step Into Sport Volunteer Development Plan B. Diagrammatical Overview of the Strategy Objectives C. Structures in volunteering and sport sectors D. Recruitment and Placement Process for Volunteer in Sport E. Useful Contacts F. CSP Policy Statements
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APPENDIX A – Step into Sport Volunteer Development Plan Apr 06- Mar 07
1. Introduction
Sport England research shows sport is the most popular volunteering activity for young people accounting for 47% of their volunteering. Young people are key to the future of community based sport within this country and their recruitment and development is paramount. Young volunteers should be specifically targeted in this county through the School Sports Partnerships (SSP’s) to become involved in volunteering within their schools and in the wider community.
1.1 What is Step into Sport?
Step into Sport is a government funded national initiative that targets 14-19 year olds with the aim to encourage them to become involved in sports leadership and volunteering.
1.2 What role does the County Sports Partnership (CSP) play?
There are 5 steps through the Step into Sport programme. Step 5 of the initiative, ‘Community Volunteering’, is key for the recruitment of young people, between the ages of 16-19 years who have undertaken some leadership training, into community based voluntary roles. This phase is coordinated by the CSP and SSP.
Through the community volunteering phase, young people have the opportunity to take part in a range of volunteering roles that sports clubs and organisations require. The aim is to support young volunteers to gain new skills, knowledge, self confidence and qualifications through these opportunities. At the same time, the Step into Sport programme will help sports clubs and organisations to develop high quality volunteer environments and support existing volunteers to mentor young leaders whilst also building up a larger workforce and providing for skill gaps.
The CSP must work closely with National Governing Bodies of sport to develop quality opportunities, in safe and structured clubs, for young people to volunteer in, both as part of the Step into Sport initiative and otherwise. These opportunities must be linked closely to a coordinated programme for development and access to mentoring and ongoing support within community clubs and through their SSP’s and the CSP. Opportunities should also be identified in other organisations including youth and uniformed clubs.
There will be many young people who do not go through the Step into Sport pathway but will want to become involved in volunteering, or who already are. Currently there are no sport specific national initiatives that support and recognise these young people, and so it is the responsibility of the CSP and NGB’s to capture and absorb any young enthusiasts through the Bedfordshire and Luton CSP Benefits Package and enrol them with Millennium Volunteer.
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2. How will the Bedfordshire and Luton CSP deliver Step 5 of Step into Sport
CSP Aim How will this be achieved? What will this result in? Funding/ M&E / KPI resource MANAGEMENT Coordinate an annual Using previous years experience and in The Step into Sport cycle can perpetuate in Officer programme for Step into consultation with other CSPs create a year future years and prevent reinvention with time Sport ‘Step 5-Community timeline for the whole Step into Sport cycle a change of personnel Volunteering’ Submit quarterly reports to Monitor with PDM’s/Mentors and/or Volunteer Improved monitoring and evaluation and Officer Reports Sport England via CSP Coordinators young volunteer placements and access to future funding time submitted Director obtain information from YST regarding completed Plans and Log books PROFILE Invite last years Step into From contact details and through PDMs/CSLA Will give new SiS students real life Officer Sport students to attend the tutors examples of what can be expected through time one day conference(s) involvement in the initiative and encourage them to become involved Educate local sports clubs Distribution of generic national Clubs will build up a knowledge of what £500.00 Number of and organisations on the literature/information (Sport England ‘Creating the initiative is and how they can both resources clubs Step into Sport Initiative High Quality Placements for Young People’ and support a young volunteer and benefit and becoming and their role in offering Youth Sport Trust), as well as Sport England East from being a part of the programme postage involved in quality placements to young material and Bedfordshire and Luton specific initiative. leaders information. Information will be advertised on Officer Website CSP website, in newsletters and club time hits. development forums RECRUITMENT Identify local need Work with NGBs, Local Authorities, Community Deployment of young volunteers into Officer KPI 4 (volunteer requirements Sports Coaches and local sports clubs and quality placements where they can learn time and gaps in skill provision) organisations to collate a list of volunteering new skills whilst also benefiting clubs with within the volunteer opportunities (must ensure all placements are their time and competencies Club dev. workforce and mentoring within MOS or Clubmark Accredited clubs- costs – support that is available Encourage non-Club marked clubs to achieve costed accreditation by April 2008) elsewhere
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Create a list of volunteer Collate NGB role descriptors and create any Young volunteers will be able to gain a £200.00 role descriptors extras in consultation with local clubs greater understanding of what is required for each role within a club and this will Officer aid recruitment and retention therefore time Advertise volunteering Improve partnership working between the CSP The use of ‘do-it’ and internet technology £300.00 KPI 5/6 opportunities and Volunteer Centres and agree a procedure for to advertise volunteer opportunities and KPI 9 advertising volunteering opportunities. CSP increased capability to advertise Officer website and young leaders opportunities time communication/newsletter Evaluate current working Host a local sport and voluntary sector A clearer understanding of the roles and £3750.00 relationships amongst conference to investigate the possibilities of existing work of partners within partners and improve joint areas of working volunteering and ideas for future joined up partnership working work programmes between the CSP and the voluntary sector
Hold a volunteers Meet with partners and agree a format and then Volunteers will be able to obtain all the Officer KPI 5/6 marketplace/tradefair use Step into Sport Conference(s) as a forum for information they require about possible time KPI 9 whereby Volunteer Centres, this to take place volunteer roles and their requirements and NGB’s, LA’s and local sports sign up to become involved immediately clubs and organisations can advertise volunteer roles to young leaders TRAINING AND CPD Work in partnership with MV to attend SiS conference and present More young volunteers within the county Officer KPI 14 Millennium Volunteer (MV) themselves to the young leaders stating the being recognised for their volunteering and time to ensure that all Step into rewards for being enrolled on the initiative at no enhanced CV’s. MV will also offer young Sport Students can be dual ‘extra cost’ people further training and development accredited support Work with NGB’s, PDM’s and Meet with NGB’s to establish local need and gaps Pooling of YST/CSP and NGB money and £4000 KPI 7 scUK CDO to coordinate a in skill provision as well as obtain information on resources for young leaders development Youth KPI 15 programme of CPD for young leadership development targets from and creation of a programme of courses Sport young leaders WSP’s. With this information, along with young that will result in the plugging of skill gaps Trust leader’s interests and requirements from TNA’s whilst enabling young leaders to gain funding work with PDM’s to coordinate a programme of qualifications (£500 x 8 CPD that SiS students can access SSP’s) Host high quality SiS Organise and host 2 SiS conferences. Issue Young leaders commencing and continuing £8000 KPI 7 conference(s), working with guidelines and visit schools to ensure as far as with volunteer placements and accessing Youth KPI 9
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PDM’s and CSLA tutors to possible that young leaders in attendance of the training Sport ensure a minimum of 20 SiS conference are those keen to become Trust keen young leaders from involved in volunteering and will show a funding each SSP attend the SiS commitment to the initiative (£1000 x conference 8 SSP’s) Ensure that young leaders Collect contact details at the SiS Conference and Tracking will enable the CSP to contact Officer KPI 7 enrolled on the Step into ensure each young leader has a trained Mentor young leaders and ensure plans are sent off time Sport initiative complete and Volunteer Coordinator assigned to them to the YST and that log books are being volunteer plans and can be filled in. It will also enable the CSP and tracked throughout their scUK CDO to monitor their CPD. Will also placement by the CSP allow for communications between CSP and young leaders for the future Provide training and Volunteer Coordinators within clubs are trained Clubs will feel rewarded and supported for Costed KPI 4 ongoing support for sports in their roles and given access to the Running their efforts and are more likely to elsewhere KPI 7 clubs and organisations Sport ‘Volunteer Management’ training. All clubs continue to be involved in the initiative in offering young leaders that host a SiS volunteer will be eligible to the future. Clubs will also be supported volunteer placements access the CSP benefits package and if not and encouraged to develop accredited already must complete the counties Minimum Operating Standards and tasked to complete Clubmark or the equivalent within a year REWARD & RECOGNITION Recognise and reward Encourage Local Authorities to present Young leaders recognised for their Officer KPI 15 young leaders for the certificates at annual award ceremonies, and volunteering and therefore more likely to time achievement of hours encourage mentors/volunteer continue their roles in the future. completed volunteering coordinators/PDM’s to nominate SiS students for Enhanced CV’s. local and national awards Publicise and celebrate the Recognition of the achievements of the initiative Young people feeling their efforts are Officer SiS initiative and volunteers and young leaders successes, with case studies worthwhile and being proud of their time across the county and on CSP and b-live websites and CSP newsletter achievements nationally QUALITY ASSURANCE Ensure that young leaders Through mentor and volunteer coordinator Clubs and young leaders adhering to good Costed working with training, and workshop training at the practice and safeguarding themselves elsewhere children/vulnerable adults conference all involved in the initiative will learn are subject to a enhanced the importance of CRB checking all volunteers CRB check and the process for doing this Note. Officer’s time is costed at £19,000 throughout this plan.
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APPENDIX B - Volunteer Strategy: Diagrammatic Overview of Planned Actions
VOLUNTEER VOLUNTEER VOLUNTEER VOLUNTEER RESEARCH STRUCTURES RECRUITMENT RETENTION RECOGNITION AND MONITORING AND REWARD EVALUATION
To ensure that structures To increase the number of To support clubs and To support clubs in To research further issues are in place at all levels potential volunteers organisations in their recognising and rewarding in volunteering and to support volunteering in seeking, selecting and retention and volunteers in sport monitor, evaluate and sport in the county, starting quality volunteer management of review where necessary including volunteer opportunities. volunteers in sport the volunteer strategy pathways and exit routes (particularly targeting into paid employment groups of individuals that are underrepresented, socially excluded, or have extra support needs)
• Volunteer • Resources in Good • Welcome Pack • Local, regional and • Club volunteer audit Development Group Practice Bank • Mentoring and national awards • Tracking system • One-agency identity • Co-ordinated and buddying • Marketing & through Benefits • Training package targeted recruitment • Volunteer communication Package (Volunteers and Co- campaigns Development Plans • Benefits Package ordinators) • Training • Volunteer of the • VC network • Communication Season
- 28 - team BEDS&LUTON Volunteer Strategy July 2007
APPENDIX C – STRUCTURES IN VOLUNTEERING AND VOLUNTEER OPPORTUNITIES
SPORT ENGLAND VOLUTEERING ENGLAND
REGIONAL SPORTS BOARDS ENGLAND VOLUNTEERING STRATEGIC DEVELOPMENT COUNCILS IN THE PARTNERSHIP REGIONS FOR SPORTS running scUK NGB’s VOLUNTEERING sport COUNTY SPORTS PARTNERSHIPS (team VOLUNTEER CENTRE NETWORKS BEDS&LUTON)
COUNTY SPORTS NETWORKS VOLUNTEER CENTRES
VOLUNTEER CO-ORDINATORS
VOLUNTEERS (SUPER 6)
- 29 - team BEDS&LUTON Volunteer Strategy July 2007
APPENDIX D – RECRUITMENT AND PLACEMENT PROCESS FOR VOLUNTEERS IN SPORT
A volunteer development plan is produced. Volunteer opportunities/vacancies are identified by the club volunteer co-ordinator
Job descriptions and person specifications are produced.
Volunteer opportunities are sent to Volunteer Centre
or CSP through volunteer opportunity forms (online
or hard copy).
Volunteer opportunities are distributed to external agencies through central database and advertised through: • tB&L website and literature (inc. ezine) • Volunteer Centres • Do-it.org • JOBSLIVE • University of Bedfordshire literature and e- mails • Recruitment events
Individual applies to become a volunteer either through VC/UB/CSP. If applicant comes through CSP they are referred to local VC.
Volunteer is matched with an opportunity in a club/organisation. Volunteer provides two references. VC signposts volunteer to tB&L benefits package
Volunteer meets with Volunteer Co-ordinator to
finalise club-volunteer agreement and
development pathway. Enhanced CRB checks and
SDF carried out by Volunteer Co-ordinator. CRB’s
validated and countersigned through CSP, NGB or
Bedfordshire CC (for AOTTSLs)
Volunteer receives club induction and voluntary placement commences (subject to satisfactory clearance of CRB check and references)
6 week follow up phone call from VC. Volunteer Co-ordinator would also review progress – ensure satisfactory workings and identify support/development needs
Volunteer receives ingoing support by Volunteer Co-ordinator, VC, CSP and NGB’s.
- 30 - team BEDS&LUTON Volunteer Strategy July 2007
APPENDIX E – USEFUL COUNTY CONTACTS
Catherine Lymer England Hockey Development Officer [email protected] 01234 351153 (w) 07718 980515 (m)
Charlene Ward Beds FA Women & Girls Development Officer [email protected] 01582 565111 (w) 07984 308997 (m)
Sam Rouse Rugby Football Union Development Officer [email protected] 01933 222218 (w) 07764 960389 (m)
James Slack Beds FA Development Officer [email protected] 01582 565111 (w)
Dave Mercer ECB Bedfordshire Development Officer [email protected] 01234261391 (w) 07785 722241 (m)
Brain Stanbridge British Canoe Union/Water Sports Development [email protected] 07867 531400 (m)
Oli Tucker Sports Coach UK Community Development Officer [email protected] 07974 015538 (m)
Alison Brightman Sports Project Officer (Key contact for netball) [email protected] 01582 813762 (w) 07884 491516 (m)
Ollie Jordan Badminton Development Officer [email protected]
VOLUNTEER CENTRES
Bedford (covering North and Mid Bedfordshire) 43 Bromham Road Bedford MK40 2AA 01234 213100 [email protected]
South Bedfordshire Bossard House
- 31 - team BEDS&LUTON Volunteer Strategy July 2007
West Street Leighon Buzzard Bedfordshire LU7 1DA 01525 850559 [email protected]
Luton 15 New Bedford Road Luton LU1 1SA 01582 733418 [email protected]
- 32 - team BEDS&LUTON Volunteer Strategy July 2007
APPENDIX F – CSP POLICY STATEMENTS
CHILD PROTECTION POLICY STATEMENT (team BEDS&LUTON and Active Luton)
Active Luton Statement
“Active Luton is committed to the safety of all children and vulnerable adults and will operate in ways which promote good practice at all times. Every employee has a moral and legal responsibility to protect the rights of children and vulnerable adults, and safeguard their physical and psychological well-being”. team BEDS&LUTON Statement
"team BEDS&LUTON is committed to the principle that all children and vulnerable adults have the right to be protected from abuse. The Partnership acknowledges the need to provide and maintain a high degree of physical and mental well being for children and vulnerable adults in its care".
A full version of team BEDS&LUTON policy for the protection of children and vulnerable adults can be viewed through the team BEDS&LUTON website at the following link: http://www.teambedsandluton.co.uk/files/team_bedsluton_child_protection_policy.doc
HEALTH AND SAFETY POLICY STATEMENT (Active Luton)
It is the duty of every employee while at work:- a) to take reasonable care of their own and other persons’ health and safety b) to co-operate with the employer in fulfilling its obligations under the Health and Safety at Work Act 1974
A full Health and Safety Policy can be viewed through the Active Luton website at the following link:
EQUAL OPPORTUNITIES POLICY STATEMENT (Active Luton)
Active Luton Statement
“Active Luton’s approach to equalities seeks the systematic integration of diversity, equality and anti-discrimination perspectives into all areas, at all stages and at all organisational levels within Active Luton. This approach is based on the principle that effective anti-discrimination work cannot be the business of one section or key department solely, but should filter through all areas of activity. Active Luton will always strive for greater fairness and equality of opportunity for everyone”. team BEDS&LUTON Statement
“team BEDS&LUTON is firmly committed to equality and diversity in all areas of its work. We believe that we have much to learn and profit from diverse cultures and perspectives. team BEDS&LUTON are committed to developing and maintaining an organisation in which differing ideas, abilities, backgrounds and needs are fostered and valued, and where those with diverse backgrounds and experiences are able to participate and contribute. The CSP will regularly evaluate and monitor our progress towards diversity”.
See team BEDS&LUTON Equality Action Plan and Workforce Development Plan for more details on the CSP’s commitment to equality and diversity.
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