volunteer handbook

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Making a difference Sustrans Volunteer Handbook


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Contents Page

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Welcome

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Sustrans in your community: about us and our practical projects

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How Sustrans helps you to volunteer: support from Sustrans to help you to help us

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Your agreement with us: what we expect from you

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What else you need to know: staying safe, young people, and more

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Other ways to get involved: from workplace to workcamps, there are no end of ways to share your skills

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Contacts and resources

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Expense claim form

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Welcome to the UK’s leading sustainable transport charity Volunteers help us with our different projects in many ways:

Sustrans has always involved volunteers to help us to achieve our vision of a world in which people choose to travel in ways that benefit their health and the environment. This has enabled us to achieve much more, and it has also given supporters like you a stake in our work, ensuring that our practical projects are responsive to the needs of local communities. As we have grown, volunteers have become a crucial and highly valued part of Sustrans.

• the National Cycle Network is monitored and maintained with the help of Volunteer Rangers • group helpers assist local Volunteer Ranger groups to organise events and publicity • Bike It volunteers assist with many of its events with school children • Active Travel volunteers help to lead cycling and walking activities to encourage people to be more active • Liveable Neighbourhoods works with local communities to create safer streets • summer volunteer workcamps build new sections of cycle and walking routes • sponsored rides and walks help to generate vital income for Sustrans • office volunteers help Sustrans to run smoothly at every level • and many of you help to fundraise, recruit more supporters and spread the word about Sustrans by organising stalls and exhibitions, giving talks, or acting as a local media contact. However you help, your donation of time and skills enables us to reach more people and build an even more effective movement. Thank you for your commitment to Sustrans.

Malcolm Shepherd Chief Executive 3


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Sustrans in your community We hope you will tell everyone why they should support our work and enable us to do even more. Here are some good reasons to support Sustrans: TravelSmart reduces car dependence • Sustrans’ TravelSmart project has achieved a 9% to 14% reduction in the number of car trips by promoting walking, cycling and public transport to around 150,000 people in many locations across the UK. Bike It gets more children cycling • Sustrans’ Bike It officers work in hundreds of schools and achieve a five fold increase in numbers of children cycling to school by inspiring children, parents, and teachers with a mix of bike skills training, cycle rides, bike maintenance sessions and events like bike to school breakfasts. Active Travel encourages healthy travel • Sustrans’ Active Travel programme works with policy-makers and practitioners providing evidence and policy guidance to promote walking and cycling as health-enhancing physical activity. There are also many local Active Travel projects which work with communities to increase their levels of physical activity through walking and cycling. 4

Safe Routes to Schools help kids get to school under their own steam • Sustrans’ School Travel Team provide a free information service to support schools and their communities through training, publications, their website and enquiries hotline. Their aim is to enable all children to have a safe, healthy and sustainable school journey. Liveable Neighbourhoods put people at the heart of their community • Sustrans’ Liveable Neighbourhoods implements practical projects that combine urban design, community involvement and sustainable transport planning. The team works with communities to create ‘DIY streets’ which help residents to redesign their streets to put people at their heart and reduce rat-running, speeding, and anti social parking. Carbon Team develops policies to reduce carbon footprints • Sustrans’ Low Carbon Travel Team works with policy makers and other organisations to ensure that our work to deliver low carbon travel is widely recognised and embedded in transport, planning, education, health and economic policy.


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Art and the Travelling Landscape makes routes more attractive • The National Cycle Network is the biggest sculpture trail in the country and helps create an environment that encourages walking and cycling. Ranging from benches to drinking fountains, bridges to sculptures the artworks provide inspiration and enjoyment or just a place to stop and rest! Connect2 delivers low carbon active travel to millions • Sustrans’ Connect2 will revitalise walking and cycling in 79 communities across the UK by creating new routes for the local journeys we all make every day. Crossings and bridges will be created over busy roads, railway lines and rivers, linking into new networks of local paths to get you to where you want to go by foot or bike.

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• 50 % of the population live within one mile of the NCN • 338 million journeys were made on the NCN in 2006 and around half of these were on foot enabling people to make local journeys in a sustainable way • children made 12 million trips to school on the NCN in 2006 • one third of users of the NCN are women. Volunteer Rangers help keep the NCN in good condition • 2,500 Volunteer Rangers in 200 groups help Sustrans and our partners to look after and promote the National Cycle Network. Rangers help to look after signing of routes, clear litter, cut back vegetation, and encourage more people to cycle and walk by leading rides and walks and organising publicity events. More information on all these projects is available at: www.sustrans.org.uk

Our Flagship Project, the National Cycle Network is for everyone • Sustrans has coordinated the development of the National Cycle Network (NCN). This covers more than 12,000 miles of cycling and walking routes. Almost one third of the routes are traffic free, a perfect place for children to explore, new cyclists to gain confidence, and walkers to enjoy peace and quiet. And it’s all free to use! 5


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How Sustrans helps you to volunteer Project induction and support We will do the best we can to make your volunteer experience with us enjoyable and rewarding and to enable you to carry out your agreed tasks. You will be supported and given necessary training by a supervisor within the project you are helping. This will usually be a staff member, but could sometimes be another volunteer such as a Liaison Ranger if you are helping your local Ranger group. The contact details of your supervisor are usually supplied with this handbook. In some cases supporting volunteers may be just one of their many roles so please give them time to respond. If you have not been able to make contact with them please contact your Volunteer Support Office. Volunteer Support Offices There are five Volunteer Support Offices covering the four countries of the UK. In addition to the support provided by your immediate supervisor, these offices can 6

provide help and advice on request, and can answer most of your questions. They can put you in touch with Sustrans staff, guide you to practical resources that you may need and can help you to arrange local events. They are here to help you to get the most out of volunteering for Sustrans, so don’t hesitate to contact them. Their details are at the end of this handbook. Training Some projects such as Active Travel, Safe Routes to Schools and Volunteer Rangers may offer training sessions for volunteers. These events are either regional or at one of our national offices and usually take place every year. If you are invited to a training day please do go, as they will leave you inspired, informed and in closer touch with Sustrans volunteers and staff. You will also learn much more about the project you are helping. We will inform you when there is a session near you. You can find more details in ‘the movement’, the magazine for Sustrans volunteers or at www.sustransvolunteers.org.uk


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Sustrans VolunteerNet Sustrans VolunteerNet is a password protected website accessible only to volunteers and staff. It is regularly updated with the latest news and contains contact details of key staff, regional and country pages, a lively discussion forum, downloadable publications and useful forms for volunteers such as risk assessments and expense claims. If you want to find out how to do something, or ask other volunteers for advice, this is the place to be. Log on at www.sustransvolunteers.org.uk Volunteer Magazine We will keep you informed through ‘the movement’, your biannual magazine exclusively for Sustrans volunteers. This is your magazine, so please send articles and photos for publication telling us what you have been doing, to inform and inspire others. Send contributions to the Volunteer Support Office at Sustrans in Bristol. Expenses If you incur expenses as a volunteer you can claim them back. Typical expenses might include bike mileage, travel to training, as well as other out of pocket costs incurred as a result of volunteering. Each claim must be accompanied by VAT receipts and should be countersigned by your supervisor. When organising travel to training meetings or other events please travel as sustainably

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as possible, by bike, public transport or car share. Please use the most cost effective transport available, for example by pre booking cheaper train fares. Where car use is unavoidable, you may claim 34 pence per mile, or alternatively, if you prefer, you may claim a fuel only rate. We ask that you submit a fuel VAT receipt with your claim covering at least the distance travelled. You may claim for essential cycle use at 20 pence per mile. If you volunteer for a whole day (71/2 hours plus 1 hour for lunch) you may claim the cost of lunch up to a maximum of £5.00. All claims must be submitted with receipts on a volunteer expense claim form. Please photocopy the claim form in the appendix or download a copy from www.sustransvolunteers.org.uk Insurance Sustrans holds public liability insurance cover. Volunteers acting on Sustrans’ behalf, and doing so in accordance with the issued guidelines are protected from claims against them by our insurance policy. If you would like to organise a large public event such as a ride or walk or volunteer workday please check with your immediate supervisor or local Volunteer Support Office to ensure that the event will be covered by our insurers. 7


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Your agreement with us We expect you to perform your volunteering role to the best of your ability and that you will: • work co-operatively as part of a team with Sustrans staff and volunteers, and our partners such as local authorities • work safely at all times by following the guidelines in this handbook and other guidance from Sustrans and your supervisor • inform us if you are unable to carry out tasks that you have agreed to do. We can then find other ways for you to continue supporting Sustrans, if you wish • familiarise yourself with Sustrans and its many different projects. There is a lot of information about Sustrans on our website: www.sustrans.org.uk 8

• respect the confidentiality of contact details of other volunteers and staff • promote the aims and values of Sustrans.


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What else do you need to know? Young people, vulnerable adults and Sustrans Sustrans encourages the participation of young people and vulnerable adults as volunteers. Sustrans has clear procedures in place to ensure that young and vulnerable volunteers are safe and well supervised. In addition Sustrans has a child protection policy, which can be supplied on request. If you work with young people or vulnerable adults (e.g.: as a teacher, Scout or Guide leader, or through the Duke of Edinburgh scheme or other youth project) and you would like to involve them in a Sustrans volunteer project, we would like to hear from you. Please speak to your Volunteer Support Office for further guidance.

The minimum age to volunteer unsupervised for Sustrans is 18 years old. Under 18’s are welcome to volunteer if appropriate to the project, but they must have the written permission of their parent or guardian and be supervised at all times by a responsible adult appointed by their parent or guardian. If you have contact or anticipate future contact with young people or vulnerable adults as a Sustrans volunteer you must first seek guidance and approval from your project supervisor, and a check may be required from the Criminal Records Bureau, Disclosure Scotland or Access NI.

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Safety Sustrans takes the safety of its volunteers very seriously. You should not undertake any task that would put you at risk. Sustrans has risk assessment and safety procedures to minimise risk to participants on all Sustrans events. Risk assessment procedures are needed for most events such as public rides, volunteer workdays, and all events involving young or vulnerable people. Protective or high visibility clothing may be needed for some events. If you are organising, leading, or supervising any event involving members of the public or other volunteers you will have a responsibility to the participants and you must first seek guidance from your supervisor or Volunteer Support Office. They will advise how to ensure the safety of the event, whether a risk assessment is necessary and who should do it. They will also provide appropriate training as needed. More information on risk assessments and safe working practices is available at: www.sustransvolunteers.org.uk or from any Volunteer Support Office.

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If you are working alone you must follow safety guidance issued by your supervisor to ensure that you do not put yourself at risk. Representing Sustrans As a local volunteer for Sustrans, individuals and journalists may seek your opinion on Sustrans policy, our partners or detailed planning matters. As a private individual you are welcome to express any opinion, but when representing Sustrans it is best to refer these people directly to the Sustrans Information Line (0845 113 00 65) or the Press Office (01179 150 127). This will avoid the risk of misrepresenting Sustrans or giving a personal opinion that is misinterpreted as being Sustrans policy. Disputes It is unlikely you will have a dispute but, but if you do have a problem, raise it with your supervisor or your Volunteer Support Office and they will try to resolve it. Sustrans expects all volunteers to follow the guidelines in this handbook and other guidance given to the best of their abilities. Sustrans may terminate your role if you fail to follow our guidance, or if your action conflicts with the interests of the organisation.


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Other ways to get involved You have already volunteered for a specific role, but there are other practical ways you can help if you have the time:

event T-shirt we provide, instead of cycling clothes which may only attract experienced cyclists.

Help recruit supporters Supporters are Sustrans’ lifeblood, providing public support, practical help and income. You can help us to increase the number of our supporters by adopting your library, local tourist information centre, community centre, and bike shop and ensuring they have good stocks of our leaflets.

Contact our Events Officer to request display materials on 01179 150 135 or email: events@sustrans.org.uk

Order supplies using the form at www.sustransvolunteers.org.uk or call our Information Team on 0845 113 00 65. Organise an exhibition Publicise Sustrans in your local area. Organise a display in your local library or a stall at your school, town fete or county show. We can provide display material, leaflets and publications. Please ask us for supplies at least four weeks in advance or longer if it is a large event. We want to attract people from all walks of life to our stalls, so we ask that you wear the

Help to fundraise for Sustrans We are very grateful for any fundraising events that you can organise. From sponsored rides and walks to bring and buy sales and barbecues, you can have fun and raise money to help Sustrans achieve even more. Download our guide to sponsored events from www.sustrans.org.uk or ask your Volunteer Support Office for advice. Give a talk Give an inspiring slide show and talk that will win support for Sustrans, to your work colleagues, school, community group, or charitable organisation. We can provide a digital slide show with notes to make it easy. Contact your Volunteer Support Office to request presentation materials. Continued... 11


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More ways to get involved Become a Ranger group helper Ranger groups often need more help to organise walks and rides, workdays and publicity events. It’s sociable and an opportunity to use your skills. To make contact with your local Ranger group, please contact your Volunteer Support Office. Take some photos Photos play a vital role in our publications and presentations illustrating the activities of Sustrans and the contribution volunteers make to Sustrans. Please try to capture your activities and community events on camera. Be bold when taking photos, engage with your subject and make them the star of your picture. Please take them at the highest resolution and send us your best selection at their full size. If they are too large to email, send them on a CD. Photos are only useful if they have some information to go with them. Please give the location and if possible name the subjects in the picture and tell us who to credit for the photo. If you take photos of young people who are under 18 we must have written approval from the guardian on a child model release form before we can use the photo. Only send in images that you are happy to become Sustrans copyright (although this will not prevent you using the pictures yourself). Send your photos on a CD to Sustrans, Photo Librarian, 2 Cathedral Square Bristol, BS1 5DD, or email them to photos@sustrans.org.uk Tell the press Are you interested in helping Sustrans with media work in your area? If the answer is yes then why not register as a Media Contact and help us to keep Sustrans in the news. To register as a Media Contact fill in the form on www.sustransvolunteers.org.uk or contact the Press Office on 01179 150 127. 12


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Involve your workplace – make a difference Many companies have improved their local section of the National Cycle Network on a team building or employee-volunteering day. Sustrans will work with local volunteers to identify suitable tasks for companies to undertake and help to make these days a success. If you know of a company who would like to make a difference to the National Cycle Network please let your Volunteer Support Office know. There is a charge to companies for this service. For further information download the ‘Make a Difference’ leaflet from the Sustrans website. If you need more advice on this, contact your Volunteer Support office. Join our office team We often need help in our offices. Whether you want to share your skills or learn new ones, we’d like to hear from you. Your nearest Volunteer Support Office can tell you more.

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Join a workcamp – help build a section of the National Cycle Network Workcamps are working holidays and are hands on opportunities for you to contribute to the construction of a new section of National Cycle Network. They provide a great opportunity for participants to share their skills and learn new ones. As well as completing new routes, the participants have built bridges, benches, erected fences and gates and created sculptures. The workcamps are usually in beautiful parts of the country, and basic accommodation is provided. These annual events are supervised by Sustrans staff, and are usually run in week long blocks, and require those attending to pay a fee to cover accommodation and food. To request further details about the workcamps contact: workcamps@sustrans.org.uk or visit www.sustrans.org.uk

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Contacts and resources Further advice about volunteering, contact your project supervisor or your nearest Volunteer Support Office below: South of England: 01179 150 129 / volunteers-south@sustrans.org.uk North of England: 0161 923 6050 / volunteers-north@sustrans.org.uk Scotland: 0131 539 8122 / volunteers-scotland@sustrans.org.uk Wales: 02920 650 602 / volunteers-cymru@sustrans.org.uk Northern Ireland: 028 9043 4569 / volunteers-ni@sustrans.org.uk Or visit the dedicated volunteer website at: www.sustransvolunteers.org.uk General information about Sustrans: Sustrans Information Line: 0845 113 00 65 Help to promote an event in the media: Sustrans Press Office: 01179 150 127 Information sheets, checklists, and forms: Sustrans child protection policy Sustrans CRB policy Walk and ride leaders check list Risk assessment forms and guidance notes Event notification form – to confirm insurance cover Event sponsorship form and guidance notes Expenses claim form Child photo release form Parental / guardian permission form for events where young people will be present Supporter leaflet order form Available from your project supervisor, or your Volunteer Support Office. Most of this information is also downloadable from www.sustransvolunteers.org.uk 14


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Volunteer Expense Claim Form Photocopy this form to claim your reasonable and necessary expenses. Complete box 1 and 2. Box 3 should either be signed and coded by your project supervisor or by your Volunteer Support Office if you are assisting a volunteer ranger group. Please attach receipts 1 Date

Description

Amount

Total Project name

2 Volunteer Name

Address

Telephone

3 Approved by Budget code

Return to: Accounts Team, Sustrans, 2 Cathedral Square, College Green, Bristol, BS1 5DD 15


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Sustrans is the UK’s leading sustainable transport charity. Our vision is a world in which people choose to travel in ways that benefit their health and the environment. We work on practical, innovative solutions to the transport challenges facing us all. Sustrans is the charity behind the award winning National Cycle Network, Safe Routes to Schools, Bike It, TravelSmart, Active Travel, Connect2 and Liveable Neighbourhoods, all projects that are changing our world one mile at a time.

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To find out more visit

www.sustrans.org.uk or call 0845 113 00 65. Sustrans, 2 Cathedral Square, College Green, Bristol BS1 5DD Photos: Sustrans Staff and skynetphotography, Nick Turner, Julia Bayne, Vincent Walsh, Julia Murphy, Sue Langford. Š Sustrans 2008 Registered Charity No. 326550 (England and Wales) SC039263 (Scotland) VAT Registration No. 416740656


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