QS1: Recruitment and Approval

Quality Standard		SOP
QS 1.1	Volunteers are given access to high-quality and accurate information explaining the roles, range of volunteer experiences, approval process, training requirements and ongoing volunteer support available.	1.1
QS 1.2	All incoming volunteer enquiries receive response within 3 working days.	1.1
QS 1.3	New volunteer applications are followed up with a personal email from the CVM within 3 working days.	1.2
QS 1.4	Volunteer applications are processed, assessed, and presented to approval panel within 12 weeks. Extensions of this time are recorded on the database by the CVM and reviewed every 4 weeks by the SCVM/TL.	1.2 1.10
QS 1.5	Independent references are collected and approved according to the process set out in the Volunteer Management Staff Manual. (3 for FF/HF or 1 for Approved RF)	1.3.1 1.3.2
QS 1.6	One reference must be verified by phone contact or previous knowledge of referee.	1.3.1
QS 1.7	Referees are followed up twice automatically at fortnightly intervals (for 4 weeks). Referees should then be followed a further time (totalling 6 weeks) whereupon alternative references are requested from the volunteer.	1.3.1
QS 1.8	A Safe Families Enhanced DBS/Access NI/PVG is completed for the volunteer and appropriate household members, as per our FF with Care at Home and HH approval process.	1.4.1
QS 1.9	Volunteer disclosure check applications are followed up weekly until a) the volunteer has applied and b) the CVM has verified ID (to be done at 121 assessment or MOD 2 training).	1.4.1
QS 1.10	Where a DBS/Access NI/ PVG disclosure comes back blemished, this is reviewed in line with the volunteer approval process and a decision recorded on database.	1.4.4
QS 1.11	Volunteer assessments are booked to happen within 1 month of the arrival of the application form (unless indicated otherwise by Lone Working Policy).	1.5.1
QS 1.12	A high-quality volunteer assessment is completed, which provides the appropriate level of detail and analysis to ensure risk has been assessed and to facilitate matching.	1.5.2 1.5.3
QS 1.13	Volunteer assessments are completed on the database within 5 working days of taking place.	1.5.2
QS 1.14	Volunteer assessments are checked and approved by line managers, or reworked by CVMs where necessary and Volunteer assessments are sent out to volunteers for comments (Volunteers have 2 week window to reply). If the volunteer is unhappy, the CVM discusses actions with their Line Manager.	1.5.4
QS 1.15	Home Safety Checklists (HSC) are completed for volunteers who are applying for ‘Host Friend’ and ‘Family Friend inc. at Home’ roles.	1.6
QS 1.16	All outstanding essential HSC tasks are completed prior to approval as FF with Care at Home and HH. Any renovations, house moves, annual renewals or recertifications are to be actioned prior to any further ‘at home’ support taking place.	1.6
QS 1.17	All new volunteers are invited to join the next available core volunteer training events automatically by the database. Checks are made by CVM as to whether the volunteer has signed up for MOD 1 within a week of application.	1.7
QS 1.18	All volunteers complete core volunteer training before approval.	1.7
QS 1.19	Volunteers receive all the information they need to prepare for their training sessions in the week leading up to the training date. (Facilitators are responsible for making sure all info for local training is on the database)	1.7
QS 1.20	Facilitators deliver training to a high, professional standard, demonstrating good knowledge of the materials and content.	1.7
QS 1.21	If a volunteer disengages from the approval process, and it stalls for more than 8 weeks The CVM will attempt to discuss the matter and come to a resolution: ‘Switch Off’ for a set time or permanently or continue with the application. If the CVM cannot contact the Volunteer, it will be deemed non engagement and their role will be switched off permanently.	1.2.2
QS 1.22	Volunteers with particular skills or trades who are suitable to become Approved Resource Friends are taken through the appropriate approval process with Disclosure Check, assessment and reference evidenced in Volunteer’s profile.	1.8
QS 1.23	All volunteers are reviewed by the local approval panel with high-level analysis of the volunteer assessment, duty of care, training needs, and matching guidance. There is evidence, where appropriate, of additional questions raised and answered.	1.9.1 1.9.3
QS 1.24	The local approval panel is always comprised of the correct members, as per the volunteer approval process, which is included in the Volunteer Management Staff Manual.	1.9.1
QS 1.25	Prior to approval panel, the full volunteer portrait, including skills, volunteering preferences and training is recorded on the database to support posting and matching of volunteers to families.	1.9.2
QS 1.26	Where a volunteer is found not suitable or limited in their volunteering roles during the approval process, there is a record of the panel discussion and clear reasons given in the notes.	1.9.4
QS 1.27	Where a volunteer’s application is not successful, or whose roles are different from those applied for, the panel shall decide together who is best placed to communicate this personally with the volunteer.	1.5.2
QS 1.28	CVMs ensure each volunteer’s approval is celebrated with the letter, certificate and approval emails and all database admin is completed within three working days of the panel.	1.9.4
QS 1.29	Volunteers are recertified every three years in line with the Volunteer Recertification Process.	1.11