Volunteer Policy - Lucan COVID-19 Test Centre

VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE March 2020 This Volunteer Policy should be read in conjunction with any HSE/Dublin City Volunteer Centre updated guidelines or policies.

Welcome WELCOME TO THE LUCAN COVID-19 TEST CENTRE VOLUNTEER PROGRAMME (LCTCVP)

About Our Volunteer Policy This Volunteer Policy has been developed as a support tool for volunteers and is organised under the following heading 1. Introduction 2. Volunteer Recruitment 3. Volunteers on the Ground 4. Management of Volunteers 5. Code of Conduct for Volunteers 6. Health and Safety 7. General Information

The purpose of this Volunteer Policy

Why Involve Volunteers

is to provide volunteers with clear guidelines, to

We are in the midst of a public

explain volunteer management systems, operating

health emergency due to

standards and to advise you about our code of

coronavirus in Ireland. The HSE

conduct. It is intended as a support to training that

is working in a changing,

will be provided and as a helpful reminder of

complex and challenging

training also.

environment. They are working

This Volunteer Policy does not constitute a binding contract

to build capacity and meet

The Health Service Executive (HSE) and Dublin City Volunteer Centre (DCVC) reserve the right to change the policy and to expect adherence to the changed content. Volunteers will be notified of changes and are expected to act in accordance with all HSE/DCVC policies and procedures.

This Volunteer Policy relates exclusively to the Lucan COVID-19 Test Centre only.

Volunteers engaged by Dublin City Volunteer Centre or the HSE are covered by those organisation’s respective Volunteer Policies.

demand across all health services. Several COVID-19 Test Centres have been opened across the country, including in Lucan GAA. Volunteers make a vital contribution to the effective operation of the Centre – they help put people at ease, take bio information and direct cars to the testing tents. Challenging, but rewarding, this is your opportunity to “be on call for Ireland” and make a real difference in a public health emergency.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

Volunteer Involvement The Lucan COVID-19 Test Centre Volunteer Programme aims to have a reciprocal and mutually beneficial relationship with our volunteers. In line with this, we seek to involve volunteers to: Help deliver a professional and successful COVID-19 testing service Act as the first point of contact, by being friendly, calm and professional to help put people at ease Gather bio information to support the work of HSE clinical staff Provide a helpful and efficient stewarding service at the Test Centre

Who Can Volunteer?

The Lucan COVID-19 Test Centre Volunteer Programme is confined to people who are in good health and not displaying any of the symptoms of coronavirus: (a cough, shortness of breath, breathing difficulties, fever – high temperature of 38 degrees Celsius or above, or chills (see www.hse.ie for more.) Additionally, volunteers should not have travelled outside Ireland in the last 14 days at the time of application.

LCTCVP will consider involving anyone over 18 as a volunteer. It is the responsibility of each applicant to consider whether they are suitable to volunteer if they are in the “at-risk” category, live with anyone in the at-risk category or care for someone in an at-risk category. The “at-risk” category currently includes people aged 60+, with those aged 75+, being particularly vulnerable; those who have a long-term medical condition; or those with a weak immune system (immunosuppressed). We will accept volunteers on a strictly equal opportunity basis, with the understanding that each volunteer is capable of fulfilling the tasks assigned to them in a way that does not compromise themselves, their colleagues or Test Centre attendees.

LCTCVP is ideally suited to people who are: comfortable at ease dealing with new people, comfortable being outdoors on their feet, those who are presentable, positive, emotionally resilient, friendly, able to volunteer within a multidisciplinary team, relate well to others, fluent in spoken and written English,; and are supportive of the aims of the Test Centre.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

Definition of Volunteering Volunteering is the commitment of time and energy, for the benefit of society, local communities, individuals outside the immediate family, the environment or other causes. Voluntary activities are undertaken of a person’s own free will, without payment.

The White Paper Supporting Voluntary Activity (2000)

What can Volunteers expect?

As a Volunteer with the LCTCVP you can expect to: Be provided with adequate information and orientation about the programme and your role Be given a role description and agreed volunteer hours Receive supervision, support and management Be treated with respect, dignity and courtesy at all times Be managed in accordance with equal opportunity laws and best practice Have access to complaints procedures Have your feedback and comments listened to Be provided with training appropriate to the role Be adequately covered by insurance Receive appropriate Personal Protective Equipment (PPE) Have your personal information dealt with in

What is expected of Volunteers?

As a Volunteer with the LCTCVP we expect you to: Be professional, friendly, helpful, courteous and respectful at all times Be punctual for your shift To meet the time, duty and task commitments outlined in your role description and to provide sufficient notice if unavailable Be respectful of diversity and cultural differences, we welcome volunteers from all groups and backgrounds Wear the volunteer apparel and PPE as supplied Respond to communications from the DCVC team Support fellow LCTCVP Volunteers Adhere to the Programme’s policies, procedures and code of conduct

accordance with the Data Protection Acts

Act in a way that is supportive of the aims of the

Have your voluntary contribution valued and

Test Centre and HSE staff

recognised

Follow all health, safety, hygiene and other

Receive an official travel letter with permission

protocols as outlined by the HSE or DCVC

to travel to and from the Test Centre as part of your role in assisting with “essential services”

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

2. Volunteer Recruitment

Recruitment and Selection

Orientation & Training

There are seven stages involved in the volunteer recruitment and selection process:

1. Applicants complete the online application form.

2. The application is reviewed.

3. Applicants are informed whether they have been successful or not by email.

4. Applicants complete the required online training/reading 5. Applicants log into website and select shifts they would like to volunteer for.

6. An Applicants complete their induction and orientation onsite; time and date is scheduled; this will can take place before their shift starts.

7. Applicants must bring photographic ID and proof of date of birth the first time they you volunteer with us.

Volunteer selection is based on the requirements of the role, the volunteer’s skills, experience, availability, suitability and interest. The volunteer role description identifies the tasks involved in the position and identifies the qualities and skills required to fill the position.

Volunteer selection is based on the requirements of the role, the volunteer’s skills, experience, availability, suitability and interest. The volunteer role description identifies the tasks involved in the position and identifies the qualities and skills required to fill the position.

Selection of volunteers is subject to: Completion of the application form Completion of online training module and required reading Photographic ID – proof of date of birth Attendance at site orientation and/or training Being healthy and not showing any symptoms of coronavirus for at least seven days at the time of volunteer application

Without meeting the above criteria, volunteers will be ineligible to volunteer with the LCTCVP.

Volunteer orientation and training is a planned programme to enable volunteers to learn about their role, hygiene and safeguarding requirements, code of conduct, policies and procedures and more about Dublin City Volunteer Centre.

All volunteers are required to attend at least one orientation and/or training session. These sessions are provided via Zoom in advance of volunteering and before and during a volunteer shift. All volunteers are required to complete an online training module on hand hygiene and on avoiding the spread of COVID-19 before they can sign up for a volunteer shift. This is provided through the volunteer management software Better Impact. Volunteers are also required to confirm they have read the supplied Volunteer Wellbeing guide.

A Team Leader will provide an induction and orientation session for all volunteers onsite in Lucan before their first shift.

An additional training session is provided for Volunteer Team Leaders. During orientation and training, volunteers will be provided with opportunities to ask and discuss any questions about the Programme and their role.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

3. Volunteers on the Ground The information contained in this section is to remind volunteers of the requirements of the role.

Volunteer Engagement Volunteer engagement is an important part of our role, we are reliant on the generosity of our volunteers to make the LCTCVP a success.

If you can’t make a volunteer shift please provide us with at least 24 hours’ notice. This allows us to plan for the effective redeployment of volunteers at the Test Centre. It also ensures we have adequate numbers of volunteers at each shift. Please do not sign up for a shift or go on the

Tips for speaking with a person with limited English Speak slowly Be patient and listen – let them finish what they want to say Do not talk down to the person If you do not understand ask them to repeat themselves Use plain English

backup list unless you can actually attend.

If you sign up and do not attend a shift on two or more occasions, without letting us know, you will be removed from the LCTCVP database.Volunteer engagement is an important part of our Programme, we are reliant on the generosity of our volunteers to make the LCTCVP a success. If you can’t make a volunteer shift please provide us with at least 24 hours’ notice. This allows us to plan for the effective redeployment of volunteers at the Test Centre. It also ensures we have adequate numbers of

Dealing with difficult situations While most people will be very nice there is a possibility you might encounter a difficult situation. If you are faced with such a situation, remember: Don’t take it personally, some people are very anxious and distressed about the potential of testing positive for coronavirus.

volunteers at each shift. Please do not sign up for a shift

Stay calm. Don’t respond and don’t argue

or go on he backup list unless you can actually attend.

back.

Keep your speaking tone and volume neutral.

If you sign up and do not attend a shift on two or more

If someone has a complaint, listen and let the

occasions, without letting us know, you will be removed

person talk.

from the LCTCVP database.

You might ask “How can I help you?”

The HSE may have to cancel clinics at short notice, i.e. if they run out of test kits or PPE. DCVC will inform you about any changes to your shift with as much notice as possible. Please understand that due to the nature of this public health emergency, these changes can occur at

Be professional and sensitive.

If there is an issue to report, discuss it with your Team Leader or HSE personnel.

On the off-chance someone displays very aggressive or anti-social behaviour wave at the security personnel to come over and deal with the situation.

short notice.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

4. Volunteer Management The success of the Lucan COVID-19 Test Centre Volunteer Programme relies on volunteers enjoying and feeling supported in their role.

Support and Supervision Volunteers will be supervised by the assigned Team Leader on each shift. The Team Leader’s role is to provide advice and guidance relating to the role, and to support and supervise volunteers. Any queries or concerns should be raised with the Team Leader who will seek to deal with them directly. If the Team Leader is not able to deal with them then please contact Dublin City Volunteer Centre staff office directly on 086 047 1665 (Franzi) or, 087 757 7259 (Kristin)., 086 388 8749 (Frances) or 086 174 1317 (Edwina).

It is extremely important for volunteers to balance their willingness to support COVID-19 community needs with proper care of their own physical, mental and social wellbeing. In these difficult times volunteer burnout is a real risk factor, and if not managed it could lead

to feelings of stress, anxiety or of just being overwhelmed. A Volunteer Wellbeing Guide is provided to all volunteers, which also lists additional resources and services.

A number of Volunteer Check-in/Debrief sessions will be organised virtually for those who wish to participate. Franzi may be contacted for anyone who needs to debrief immediately.

Personal Information and Confidentiality Volunteers can be confident that all information provided by them to Dublin City Volunteer Centre as part of the LCTCVP will be dealt with in accordance with Data Protection Policy and Data Protection Acts.

Ending the Volunteer Relationship If a volunteer wishes to cancel their shift, they are asked to let DCVC know as soon as possible. There are circumstances under which volunteers will be asked to leave. Grounds for being asked to leave include, but are not limited to, the following: Gross misconduct Being under the influence of alcohol and/or drugs. This includes turning up for a shift smelling of alcohol.

Theft Inappropriate touch Abuse of members of the public, fellow volunteers, volunteer programme staff or HSE staff Being disrespectful of cultural differences, and diversity, on the volunteer team Breaches of confidentiality, including discussing patient details outside of the Test Centre Failure to respect personal boundaries and acting in an inappropriate manner Failure to adhere to health, safety and hygiene protocols, including the wearing of PPE, handwashing and adhering to social distancing Misuse of programme equipment and materials Failure to abide by policies, procedures and code of conduct Failure to complete duties to a satisfactory standard Volunteer involvement will not be ended until the volunteer has an opportunity to discuss the reasons for being asked to leave with DCVC staff. If a volunteer is asked to leave this will be communicated both in person and in writing to the volunteer.

If a volunteer is deemed to have behaved with extreme detriment to relevant policies and procedures, to HSE, DCVC or LCTCVP or their respective reputations, and to the health and safety of others, we reserve the right to end its relationship with the volunteer with immediate effect. Otherwise, issues including disciplinary matters will be raised with individual volunteers in the first instance by the Team Leader or a member of staff of DCVC, if the aforementioned is unavailable.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

5. Code of Conduct DCVC and the HSE expect volunteers to abide by the following practices:

Attitude

Scheduling and Attendance

A professional attitude in which the role comes first is expected and professional courtesy must reign at all times. Dominant, aggressive, oppressive and disrespectful behaviour are not tolerated and will be dealt with immediately. Anyone, witnessing such behaviour should report it to the Team Leader/DCVC staff immediately for further action.

Volunteers smelling of alcohol or under the influence of drugs (including alcohol) will not be permitted to volunteer and will immediately be asked to leave by the Team Leader, or a member of the programme team, if the aforementioned is unavailable. Any suspicion of substance abuse should be immediately reported to the Team Leader or a member of the programme team.

Volunteers are asked to schedule their shifts online using the Volunteer Impact Software, the same software used for the application process. LCTCVP asks that volunteers are proactive in signing up for shifts.

The section below outlines the basic steps to signing in for a shift online: Log in with your username and password at the link provided Enter your username and password.

Select the Opportunities tab at the top of the page.

Scroll to the activity you want to volunteer at. Please note that you must attend the training beforehand.

Select the opportunity times and schedule you want to volunteer at.

Press the Save button, then press Confirm View your shifts on the Schedule tab in your volunteer profile.

If you are unsure how to use the scheduling software or you do not have internet access please contact DCVC staff who will be happy to talk you through the process over the phone.

Schedules are available on a first-come, first-served basis and we ask that volunteers schedule themselves realistically i.e. when they know they are available. To ensure the wellbeing of all our volunteers and help prevent burnout, volunteers may only volunteer for a maximum of five days per week. It is possible to re-schedule a shift 24 hours prior to the shift starting. After that, the shifts are locked and the volunteer should contact DCVC to let them know they are unavailable to attend a shift the following day. Similarly, if you are running late or cannot make it on the day please contact the Team Leader, using the mobile number that is supplied to you.

Teamwork Co-operation and teamwork amongst the volunteers, volunteer programme team, HSE and Test Centre visitors is required and encouraged. Volunteers are expected to volunteer within a diverse team and be respectful of cultural differences.

Clothing and Personal Hygiene Volunteer jackets are provided and must be worn at all times when volunteering with the LCTCVP. Clothing worn under or with your apparel should be clean and tidy and volunteers should be mindful of personal appearance. We strongly recommend that volunteers wear proper comfortable footwear and clothes appropriate to the Irish weather. This will help to create a professional look amongst the volunteer team.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

Travel Documentation and Identification

Representing Lucan COVID-19 Test Centre

In line with public health guidelines, everyone is required to stay at home until 12th April, at a minimum, except where “the work is an essential health, social care or other essential service and cannot be done from home.” LCTCVP falls into this category, and therefore, Volunteers are permitted to travel to and from volunteering. A letter will be provided to all volunteers, should the Gardaí, request to see it. Volunteers should also carry photographic identification with them.

When volunteers assist at the Test Centre, they represent LCTCVP, Dublin City Volunteer Centre and the HSE. Volunteers are not, however, spokespersons for the LCTCVP, Dublin City Volunteer Centre or the HSE in any capacity beyond their volunteer role, unless otherwise agreed. This includes, but is not limited to, statements to the media, joint initiatives with other organisations and agreements involving contractual or financial obligations. If you are approached by the media please ask them to contact DCVC staff.

6. Health and Safety General

Covid-19

The health and safety of all volunteers is an absolute priority of ours. To this end, all volunteers must abide by all Health and Safety guidelines, as directed. Some basic health and safety guidelines are as follows: Wear your Volunteer apparel so you are identifiable at all times Bring your mobile phone with you and ensure it is fully charged In case of an emergency (where an incident requires an immediate Airport Police / Garda response) call 112 or 999 Be prepared for all weather conditions Test Centre Volunteers are insured for the agreed location, days and times only Do not administer First Aid if you are not trained to do so Do not enter a confrontation of any form with any member of the public Ensure that you drink plenty of water and eat food before and during your shift Make the Team Leader/DCVC staff aware of any medical or health issues affecting you

All volunteers must follow the latest HSE guidelines (www.hse.ie/coronavirus) to help stop the spread of coronavirus, including: Wash your hands frequently for at least 20 seconds with soap and water Use hand-sanitiser where handwashing facilities are not available and before entertaining the main club room.

Cough or sneeze into a tissue or your elbow Dispose of tissues in a waste bin Maintain physical distancing of 2 metres at all times Avoid touching your eyes, nose and mouth Wear the PPE (supplied face mask and gloves) and dispose in the ‘dirty room’ every time you enter the Clubhouse building Inform DCVC/HSE staff, if displaying any of the symptoms of coronavirus and do not report for volunteering Wear two layers of clothing and remove your outer layer of clothing after volunteering and place in a bin bag.

Alternatively take a change of clothes with you. Take a shower once you get home and wash clothes at 60 degrees Celsius.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

Personal Property We strongly advise that volunteers do not bring any valuables with them on their volunteer shifts. All mobile phones should be kept safe and hidden from view and only used if really needed. DCVC and the HSE do not accept responsibility for any personal property belonging to volunteers nor are we in a position to provide reimbursement for stolen or lost personal items.

7. General Information Volunteer Feedback Survey At the end of the Test Centre Programme, DCVC will distribute an online survey to evaluate the experience of all individual volunteers. All volunteers are asked to respond to this survey.

Insurance Insurance is provided by the HSE to cover all volunteering on behalf, and at the direction, of Lucan COVID-19 Test Centre Volunteers.

Reimbursement of Expenses A stipend of up to €7 daily is provided towards the costs of volunteer mileage/public transport costs.

Volunteers are required to complete the Volunteer Expenses Claim Form and provide proof of public transport costs (e.g. a screenshot of your Leap Card on the dates/times travelled to the Test Centre), where using public transport. Where travel costs are less than €7 the actual cost will be reimbursed; travel costs above €7 will be capped at €7.

Free parking is provided onsite at the Test Centre. Additionally volunteers may help themselves to the refreshments provided onsite. Lunch is also provided by the HSE or Feed Our Heroes.

Copyright All written material, whether held on paper, electronically or magnetically which was made or acquired by you during the course of your involvement with LCTCVP is our property and our copyright. Copyright All Rights Reserved © 2020 Dublin City Volunteer Centre.

Confidentiality All information that is or has been obtained by you during, or in the course of your involvement, or has otherwise been acquired by you in confidence, that relates particularly to LCTCVP, Dublin City Volunteer Centre or the HSE, or that of others connected with the programme that has not been made public by Dublin City Volunteer Centre is confidential. Volunteers must not at any time, before or after the end of their involvement with LCTCVP, disclose such information to any person without the written consent of Dublin City Volunteer Centre.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

Privacy Policy Who has initial access to my information?

Dublin City Volunteer Centre are the only organisation to have access to your application information. We will share your name and contact details with the HSE in order to confirm the weekly volunteer schedule and/or in the event that contact tracing is required. We may need to forward your name to Dublin City Council for the purposes of obtaining a travel letter/badge, in line with Government protocols, on assisting with “essential services� during the COVID-19 public health emergency in Ireland. If we need to do this, we will inform all volunteers. We take this responsibility seriously and are committed to protecting and respecting your privacy.

How is my information used?

What are my rights?

We offer our user registration service to make it as easy as possible for you to apply online for volunteering opportunities. We only process your personal data with your consent for carefully considered purposes, it will only be processed to: 1. Assist you with your desire to volunteer, 2. Provide you with information about volunteering and our services, 3. Carry out research which helps us gain a better understanding of volunteering in Ireland and, 4. Improve our services to you. Whenever we process data for these purposes, we will always keep your personal data rights in high regard and take account of these rights.

It is your information and at any time you can request access to and rectification or erasure of your personal data. You can also request restriction of processing or you can object to processing. You also have the right to data portability which means transferring it to another data controller. In addition you can withdraw your consent at any time. For more information on your rights you can go to www.dataprotection.ie

Who do I contact to make a request to?

You should contact Dublin City Volunteer Centre for all data requests. Contact details are on the website.

How long do you keep my information for?

We will only keep your data on the Better Impact database for as long as needed i.e. until there is no longer a need for the LCTCVP. You can delete your profile yourself directly online, at any stage. Each time we contact you, you will be given the opportunity to notify us, if you want it removed, or you may contact us directly about it.

Will my information be shared with anyone else?

When you register your interest in volunteering with us your contact details (name, address, phone and email) and skills information are stored in your application form. This information you provide will never be passed on to a third party without your permission unless we are legally obliged to do so. Your name will be forwarded to the HSE for the purpose of reviewing the weekly volunteer schedule. Should contract tracing be required, your contact details will be forwarded to the HSE. Your name, if required, will be forwarded to Dublin City Council for the purpose of obtaining a travel letter/badge.

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VOLUNTEER POLICY LUCAN COVID-19 TEST CENTRE VOLUNTEERS

What do I do if I’m not happy with how my information is being handled?

You should contact the Manager of Dublin City Volunteer Centre who will deal with your issue or complaint. If you are not happy with the resolution you can lodge a complaint with the office of the data commissioner. www.dataprotection.ie/docs/Making-a-Complaint-to-theData-ProtectionCommissioner/r/18.htm

What else should I know?

Once you are registered with us you will occasionally receive volunteering information from us by email or SMS text. You can also delete your profile and data.

You may also be contacted occasionally to complete a short survey on our services. You can choose not to complete these surveys when you receive them.

What do I do now?

Make sure you read the terms and conditions and privacy notice, then: Click on the “I agree with the organisation’s policies” tick box the next time you login, to confirm your consent for us to process your data for the purposes stated above.

If you do not agree you can remove your information and delete your file as follows: Log on to www.myVolunteerPage.com Go to the "Contact" tab In the "Organisations" section at the bottom, click on the "Resign from" link (the name of the organisation is contained in the name of the link) Select the appropriate reason ("I am moving", "I need / want to resign") Click on the [Confirm] button Alternatively email info@volunteerdublincity.ie requesting a deletion and we will delete your file.

About Us Dublin City Volunteer Centre is the one stop shop for volunteering, providing services and supports for organisations and individuals in the Dublin City Council area.

www.volunteerdublincity.ie

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