High Ercall Tennis Club

 

Volunteer policy

Recruitment

High Ercall Tennis Club uses appropriate means to advertise for volunteers within the club and locally, taking into account the principles of its equal opportunities and diversity policy.

 

Potential volunteers will meet with a member of the committee and complete a volunteer recruitment checklist * to assess their suitability for the role. If the volunteer is deemed suitable, he/she will be required to complete a volunteer agreement form * and the Tennis Clubmark self-declaration form for coaches and volunteers *. A criminal records check with the Criminal Records Bureau will be made (if relevant) for every volunteer and references will be taken up. The club maintains a coach, referee and volunteer recruitment log *.

                                  * copies of these documents below.

Induction and training

An induction will be prepared and delivered by a member of the committee. This will include:

·         The role of the volunteer

·         A list of all staff members and volunteers

·         A list of Committee members and sub-committees

·         Copies of all the relevant policies

·         Induction training and details of ongoing training

·         Information about the relevant code(s) of practice

·         Other information as appropriate.

Support

The Club Secretary and other volunteers will offer support to the volunteers. The Volunteer (whether paid or unpaid) will receive support and regular supervision sessions from the Chair of the Committee (or from another named committee member).

Insurance

High Ercall Tennis Club has a valid insurance policy which you are advised to read.

Resolving problems

The relationship between High Ercall Tennis Club and its volunteer workers is entirely voluntary and does not imply any contract. However, it is important that High Ercall Tennis Club is able to maintain its agreed standards of service to members, and it is equally important that volunteers should enjoy making their contribution to the club.

If your work as a volunteer does not meet with the organisation’s standards, these steps will be taken:

1.       An initial meeting with the Club Secretary will explain the club’s concerns.

2.       If this does not resolve the concern, then a meeting with the chair of the committee will be convened.

3.       If your work still does not meet with our standards, then we shall have to stop using your services.

If you are dissatisfied with any aspect of your work you should:

1.       Give an initial explanation of your dissatisfaction to the Club Secretary.

2.       If that does not resolve the concern, then a meeting should be convened with the Club Vice Chairman.

3.       If that does not resolve the issue, then a formal meeting with the Chairman of the Club should follow.

4.       If, after this, we are still unable to resolve your grievance, then it would be inappropriate for you to continue as a volunteer.

At all times, you will be free to state your case and a friend can accompany you.

 

This volunteer policy is freely accessible to all and will be reviewed on a yearly basis. 

Valuing volunteers

High Ercall Tennis Club shows its appreciation of the work done by volunteers, by recognising and recording their efforts, as appropriate, for example on Club noticeboards and Committee minutes.

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Volunteer recruitment checklist

                                                          

The following checklist can be used as a guide when recruiting new volunteers to the club or an existing volunteer to a new role. The information you need to check may vary according to the role.

Does the volunteer hold relevant and current qualifications
for the role (if necessary)? …………………….............................………………....…Yes  No

Do they have the skills necessary to undertake the role? …………...…………......…Yes  No

Do they have experience of working with the age group/level
of player? …………………………..........................................................…………..Yes  No

Where was the previous experience gained? ……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

Does the volunteer agree to undertake any required
training courses? ………………………………...........................................……...…Yes  No

Do they hold adequate insurance cover (if necessary)? ……………………….........…Yes  No

Do they understand and accept club policies and guidelines? ……..…………..…..…Yes  No

Has the volunteer been CRB checked…………………………………………….….….. Yes  No

Has the club seen a copy of the CRB Certificate…………………………………..…... Yes   No  

Has the volunteer signed a self-declaration form…………………………………..…… Yes   No

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Volunteer agreement form

Name of volunteer / coach / team manager / official

...........................................................................................................................


All volunteers, coaches, team managers and officials working within High Ercall Tennis Club are encouraged to work to high standards and adopt recognised best practice where possible. In addition to their own standards of practice, volunteers, coaches, team managers and officials should be aware of and adopt:

·         LTA codes of conduct for those working with children in tennis

·         Child protection guidelines

·         Equality and diversity policy statements

·         Safety guidelines, including guidelines for dealing with an incident/accident

The club will ensure that its volunteers, coaches, team managers and officials have a copy of each policy and guidance notes that are relevant to their work. The club will listen and respond to matters that volunteers, coaches, team managers and officials bring to its attention in relation to their work and will support, where possible, their training needs.

I am familiar with High Ercall Tennis Club’s standards of practice named above and will adopt these in my work. I accept the responsibilities outlined in the attached task description.

Signed:  ………………………………………….…   Date:  ……………………………..

Name: ……………………………………………………………………………………………….……………

Please note    

Before a volunteer signs and returns this agreement, you should provide them with copies of all relevant items from the following list:

·         Safety guidelines

·         Codes of conduct

·         Equality and diversity policy statement

·         Task description

·         Child protection guidelines

 

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Self declaration form

For people working with children. Please return to the requesting club or body.

 

Full name (please print)
Any previous or other names
Date & place of birth
Current address
Previous address (if you have been at your current address for less than 5 years)

 

Have you been convicted of any offence or had a conviction or been bound over; or is a prosecution pending related to: children, any offence under the Sexual Offences Act, any offence involving violence of any nature or drug related offences?  (Note: You are advised that you should declare ALL convictions including ‘spent’ convictions where working with children.)

 

Yes		If you  have ticked this box please provide details below
No

 

Full details if answered “yes” above

 

Are you a person known to ANY social services department as being an actual or potential risk to children, vulnerable adults or any other people?

 

Yes		If you  have ticked this box please provide details below
No

 

Full details if answered “yes” above

 

Have you ever had a sanction imposed against you or been disciplined in any way for any matter relating to child abuse, sexual offences, violence or the use of drugs?

 

Yes		If you  have ticked this box please provide details below
No

 

Full details if answered “yes” above

Please list your current club and the last three (if applicable) with which you have been associated:

 

Club name & address
Club name & address
Club name & address
Club name & address

 

Please supply the names and addresses of two referees whom the LTA can contact regarding your suitability to work with children or vulnerable adults (these must not be a partner or relation).

 

Full name	Full name
Address	Address
Phone no.	Phone no.
Relationship to referee	Relationship to referee
How long have you been known to the referee?	How long have you been known to the referee?

 

CONSENT – please read carefully

I hereby consent to the requesting body undertaking criminal record and/or social services and other relevant third party checks in connection with this self-declaration in line with LTA policy on the safeguarding of children.  I understand that the information contained on this form, the results of any police and/or social services checks and information supplied by third parties will be recorded by the requesting body and/or the LTA. I understand that, if I continue to be associated with the requesting body, I must inform this body immediately of any changes relating to the questions above.  I understand that action may be taken should I complete this form with false information or with information I know or believe to be incorrect.  I understand that I have the right of access to information held on me and other rights under the Data Protection Act 1984.

 

Signed

Date

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Coach, referee and volunteer log

The following details are recorded:

• Name
• Address & telephone number
• Indication that the following have been received and read:
  Equality & diversity policy
  Code of conduct
  Guidelines for working with children
• Coach/Referee qualification
• Date when license due
• BTCA/ABTO member
• Workshops attended:
  Child protection
  Equity in your coaching
  Club for all
• Two written references taken up by the club?
• Role within the club (each role to have a job description)
• Volunteer agreement?