Frequently asked questions

Use the menus below to look through some commonly asked questions about volunteering. If you still have a query contact me on +44 (0)1392 724550, email c.lambert@exeter.ac.uk  or pop into my office in Northcote House, and I’ll do my very best to help.

How long will it take to arrange the volunteering day?
What about out of pocket expenses and resources?
What about transport?
How can I start?
What makes you passionate about choosing to undertake a Community Challenge?
Does everyone in the team have to take part?
My department is too large for all of us to do the activity. How can we incorporate everyone?
Who has the responsibilities for the different aspects of the Community Challenge?
As a volunteer will we be taking the jobs of paid employees?
What will we be doing?
How do we know the activity is safe?
Will I be insured for the Community Challenge?
Is risk assessment training essential before completing the risk assessment form?
Will organisations run background or police checks on me?
What if something goes wrong on the day?
What time would we have to commit?
What if my Department run a day’s Community Challenge, and then another group I work with invite me to their Community Challenge as part of team building?
I know of a potential volunteering activity. How can I let colleagues in the University know about it?
I already do charity work, can I have a day to do it?

 
How long will it take to arrange the volunteering day?
Give yourselves plenty of time to apply and arrange as you are working with a number of parties. We suggest 6 to 8 weeks as a minimum for planning and preparation.

What about out of pocket expenses and resources?
The College/Service organising the Community Challenge should provide an appropriate level of funding as they would for other staff learning & development activities and team building events. It will be up to you to identify and agree those costs up front. Some partner organisations will pay some costs e.g. travelling expenses, but it is best to be clear before the event happens.
You may be able to approach possible sponsors to support the Community Challenge by funding some resources.

What about transport?
Staff travelling in their own car, with or without colleagues and equipment, to a Community Challenge not on University premises must ensure that they have appropriate insurance to cover them to do so.
If transport is being arranged as part of the Community Challenge, this may be booked through the University through the Transport Office. Please contact them for further details transportbookings@exeter.ac.uk.

How can I start?
You’ll need to identify a team of people who also want to volunteer for a day. You could get ideas from these webpage links or you could come with your own idea. Either way, you must seek approval for both time off and any costs incurred from the appropriate team manager. Think about how you can make a difference to the local community, combining it with teambuilding. If you’re still interested in a Community Challenge, just follow the flowchart on the webpages or give me a call on +44 (0)1392 724550 and I can have a chat with you. Alternatively, email me at c.lambert@exeter.ac.uk.

What makes you passionate about choosing to undertake a Community Challenge?
For some it is the environment, for others it could be giving time and help to children. Try to identify the sorts of things that your team could identify with. Use this passion for the local community. You could think about what you are good at and what you enjoy doing. The skills you have to offer can be from work, home, hobbies or from leisure activities. Almost every skill is needed somewhere. Or think about learning new skills that you can then use for the good of your community. It's a win-win situation. On a Community Challenge you could volunteer with many different local organisations, from community centres and schools to charities and clubs.

Does everyone in the team have to take part?
If a team member does not want to do the activity –  try to involve them somehow e.g. drive to the location/involve in planning/be the contact person back at HQ/liaise with other external organisations for resources for the day.

My department is too large for all of us to do the activity. How can we incorporate everyone?
With a bit of thought and flexibility this may be overcome. Quite often if you discuss it with the partner organisation, ideas emerge, eg you could run several events at different locations on the same day/run it for a week, giving team members the chance of attending on one day.

Who has the responsibilities for the different aspects of the Community Challenge?
The team as a whole is responsible for the Community Challenge. It is important to consider what role you may take in the planning of the event:
eg do you want to be in charge of a part of this Community Challenge as part of the team? You could develop your leadership skills by doing so.

As a volunteer will we be taking the jobs of paid employees?
You are one of many people interested in volunteering. Most volunteering   organisations and the service that they provide would not exist without the commitment of volunteers who make a practical contribution.

What will we be doing?
Have you asked all about it?
Is this really why you want to give time?
Is this the opportunity to suit both you and your team?

How do we know the activity is safe?
A Community Challenge will only take place after a risk assessment – see the webpages for further information.

Will I be insured for the Community Challenge?
The University will want to ensure your team is properly insured, particularly, for example, if you are working with vulnerable people or you are using any special equipment. This is why we ask you to complete a risk assessment and ‘letter of intent’.

Is risk assessment training essential before completing the risk assessment form?
The Team Manager must complete the on-line risk assessment training. Contact H&S for the weblink. weblink

Will organisations run background or police checks on me?
Most organisations get around this by ensuring their paid staff provide supervision on the day. A partner organisation may run a check on you if you are going to volunteer alone with any vulnerable groups such as children, young people, older people or people with disabilities. Don't be put off as this is for your protection as well. Screening procedures are only carried out with your permission and the organisations helping these groups of people will talk through what is involved.

What if something goes wrong on the day?
You will have anticipated potential difficulties on the risk assessment form, identifying and putting in control measures. Consider who to contact, and how to contact in an emergency. Be prepared to curtail or abandon the event.
Please remember the accidents and incidents form:
Exeter Health and Safety forms 
Falmouth Health and Safety Forms

Print off and take a form with you. Ensure you have agreed with your College Dean/Head of Service who is to be contacted on the day.

Unable to contact a senior member of staff:

For staff based at Exeter, if you are unable to contact a senior member of staff contact Estate Patrol on +44 (0)1392 263999 at any time to get into contact. The College Dean/Head of Service should be contacted if available.
Staff based at Plymouth should use local security staff (it is for them to get contact details) and also contact Line Manager Plymouth and host College Dean/Head of Service in Exeter.
For Tremough staff, all liaison, even out of hours should be done through the College Dean. For serious incidents duty staff must enact the Critical Incident procedure, in which case the main security number 07768 557779 would be the one to ensure a response.

What time would we have to commit?
The University allows up to one day paid leave per employee in a rolling 12 months for the Community Challenge. The time granted is viewed as development time for team building.
You may wish to continue volunteering with the organisation, either as an individual, or as part of a team, after the Community Challenge. The Community Challenge could be an opportunity to try something out and see how you feel about making a longer-term commitment. 

What if my Department run a day’s Community Challenge, and then another group I work with invite me to their Community Challenge as part of team building?
You are entitled to one day’s paid leave in any 12 months for a Community Challenge. If you have the offer of two within a year, you will need to discuss which is better suited to your developmental / team building needs with your line manager who ultimately grants approval to attend.

I know of a potential volunteering activity. How can I let colleagues in the University know about it?
If you are part of a community organisation and are holding an event in the local area which needs volunteers, we may be able to help you promote it by placing it on our website. Just email me at c.lambert@exeter.ac.uk for more information.

I already do charity work, can I have a day to do it?
If you can get your manager’s support for a team to volunteer for your charity, a day could be given for a Community Challenge. See our webpages for the criteria for Community Challenges.