When a volunteer application is made via our website the form is automatically forwarded to the regional Senior CVM (SCVM)/Team Leader (TL) and Community Volunteer Manager (CVM) and the details can be found on the database in ‘Volunteers/e-volunteers to assign’. The relevant CVT member then needs to assign the volunteer to a church/community.
What do I do with a paper application form?
When a volunteer application is made using a paper form, the CVM must:
- Add a new volunteer to the database through clicking the ‘Admin’ Cog Wheel and selecting ‘Add User’.
- Scan and upload the application form to the volunteer’s documents on the database (DB).
- Fill in date applied on approval page/roles
- Add the reference details to the database including the referrer name, email, phone number and how they are known to the referrer
- Shred the form once it is scanned and saved to the database.
What do I do once an application is on the database (submitted by the volunteer or uploaded by me)?
Once an application has been added to the database applicants are sent a confirmation email automatically, however all volunteer applications should also be followed up within 3 working days with:
A personal email which:
- Welcomes the volunteer
- Sets out the process and tasks that must be undertaken by the volunteer.
- Provides information on the disclosure process (by attaching an area specific guide to the disclosure application)
- Asks for details on their 3 references (1 for Approved Resource Friends), if not already supplied.
- Starts the process of arranging a 1:1 assessment, training dates and Home Safety Check (HSC) if needed.
A phone call made by the CVM to the volunteer to introduce themselves and finalise arrangements for assessment and training. This call also presents an opportunity to check if a Family Friend (FF) may want to use their home for at-home-care or become a Host Home (HH) in the future. If they wish to become a HH, any partner who lives in the home will need to complete the volunteer application process. If they wish to remain as a FF and but would like to use their home for at-home-care, then anyone living in the house over the age of 18 in England and Wales (DBS) and 16 in NI (Access NI) and Scotland (PVG) will need a disclosure check.
CVMs should keep in regular contact with the applicant throughout the process to keep up their enthusiasm and to keep the process moving, especially if parts of the process are taking a long time e.g., the disclosure process.