1. The CVM who is presenting the volunteers to panel needs to:
- Prepare in advance; they must know the applicant and be ready to answer any questions the panel may be likely to ask.
- Discuss issues with volunteers as they arise with Panel Members; any discussions or actions should be recorded as note on the database. It would be expected that any volunteers who are not suitable will have been removed from the process before reaching the Approval Panel stage through discussion with SCVM/SFSM/PD as needed. Where concerns arise during the Approval Process, the CVM can bring a volunteer to panel early, so that a discussion can be had, and a joint decision made as to how to proceed with that volunteer
- Ensure all relevant documents are uploaded to the database.
- Ensure all references follow the standards set out in 1.3 above.
- Inform panel members which volunteers are being presented at the next panel and mark the volunteer as ‘Ready for Panel’ on the volunteer’s Approval page (N.B. this may require the removal of the HSC if they volunteer is not looking to support at home).
2. Three staff members from the following roles (CVM, SCVM/CVTL, SFSM/FSTL, PD/PM) but no more than one person from each role, must review all three references in line with 1.3 above and mark their review on the database.
3. The SFSM/FSTL (Expert/Critical eye) must conduct their peer review and mark this on the database when complete.
4. A second member of senior staff (SCVM/CVTL, SFSM/FSTL, PD/PM) must review all documentation and notes. This person needs to attend the approval panel meeting.
5. The CVM must review all documentation and notes. This person should attend the approval panel meeting, or in their absence their line manager is able to present a volunteer if necessary.