How to arrange a Community Challenge

Factors to consider when taking on a Community Challenge

The team manager should think about the make-up of their particular team and what kind of Community Challenge might best suit the individuals within it, the team as a whole, and would provide the basis for maximum team development. Consideration should be given to the physical attributes of team members and any psychological factors that might impact on their ability to undertake a Community Challenge. It is important that participants are not put into a position whereby they are expected to perform beyond their physical capabilities or risk exacerbating any other physical or psychological health conditions. Consideration should be given to making any reasonable adaptations that could enable inclusion of those with a disability who wish to participate.

Allow plenty of time for planning a Community Challenge. This kind of activity does not happen overnight and may take time to organise, particularly if materials and resources need to be obtained. The planning process can sometimes be elongated outside of your or the partner organisation’s control, because of the nature and structure of some community organisations.

Take care not to plan a Community Challenge at a time when the team has a particularly heavy workload. You may be able to negotiate time to plan and organise the Community Challenge, as well as the allocated day of the event.

Before you go onto the partner organisation’s premises, if you are required to sign any paperwork by the partner organisation, other than signing in and out – please do give it to Staff Learning and Development. We will check it out with the legal team or insurance if necessary. You will need to give them our letter of intent.

Community Challenge T-shirts

University of Exeter Community Challenge T-shirts are available from Staff Learning and Development.  These will not only protect your own clothes but help to promote the scheme and the University.  Just let us know how many you'd like of each size.

Flowchart

Please see our community challenge flowchart showing each of the steps required to run a Community Challenge.

Checklist for team building volunteering

This checklist is designed to help you think about what you need to do to ensure a successful day. They need not necessarily be in this order, but all need considering.

Before

  • Have you approval to participate in a Community Challenge from your College Dean/Head of Service?
  • Send an email to Dr Claire Lambert to request post-event form which must be completed
  • Have you allowed enough time to plan the event?
  • Have you checked your team members have not done a Community Challenge in the last 12 months?
  • Have you cascaded tasks to team members?
  • Have you agreed the time to carry out these tasks?
  • Have you one named person from the partner organisation to liaise with?
  • Remember not to disclose any personal information about the team members to the partner organisation.
  • Have you given the letter of intent to the partner organisation and had it returned signed?
  • If the partner organisation has given you paperwork to sign, have you passed this by Staff Learning and Development for legality?
  • Has the online risk assessment training been undertaken by the team manager?
  • Has the team manager carried out a risk assessment and had it approved by the Health & Safety Office?
  • Do you know what to do if something goes wrong on the day?
  • If taking photographs, have you sought permission from those being photographed?
  • Have you planned a review with the partner organisation?
  • Have you arranged for University of Exeter Community Challenge t-shirts for the team?

After

  • Have you sent Staff Learning and Development the names of attendees on the day?
  • Have you sent Staff Learning and Development comments from the partner organisation?
  • Have you fed back to Staff Learning and Development your thoughts on planning and organising the Community Challenge?