2.3.4 Working with Volunteers

Overview

Volunteers, including parents, carers and community members, can play an important role in supporting educational visits and outdoor learning. They may assist with activities, supervision and logistics, helping visits run smoothly and safely.

When volunteers are involved, Visit Leaders must ensure that they are properly selected, briefed and supported, and that their roles are clearly understood.

Role of Volunteers

Volunteers are often referred to as accompanying adults and may support the visit leadership team in a range of ways.

Depending on their experience and the organisation’s policies, volunteers may take on roles such as:

• Supporting supervision as part of the visit team
• Assisting with transport arrangements
• Helping manage activities or small groups
• Contributing specialist knowledge or skills

In some cases, volunteers with relevant expertise may assist in leading specific activities.

Where volunteers are included in supervision arrangements, they must be vetted, competent and confident in carrying out their responsibilities.

Selection and Preparation

You should ensure that volunteers are carefully chosen and properly prepared for the visit.

This includes:

• Considering whether vetting or safeguarding checks are required
• Ensuring volunteers understand the nature of the visit and their role
• Providing a clear briefing before the visit begins

The level of preparation should reflect the responsibility of the role and the level of independence expected.

Competence and Responsibilities

Volunteers must meet the requirements of the role they are assigned.

Where volunteers work independently, they should demonstrate a level of competence comparable to that expected of a staff member or contractor performing the same role.

All volunteers should:

• Understand their specific responsibilities and limits
• Know how their role fits within the overall leadership structure
• Follow the establishment’s policies and procedures
• Be aware of safeguarding, health and safety and behaviour expectations

Briefing Volunteers

Before the visit, volunteers should receive a clear briefing covering:

• The purpose and programme of the visit
• The location and planned activities
• The needs of participants, including any medical or additional needs
• Safeguarding and behaviour expectations
• Procedures for raising concerns or reporting incidents

Volunteers should also be encouraged to contribute to evaluation and review after the visit.