Safeguarding Procedure

We are a grassroots network of volunteers who have come together to organise support and care for all in our community during the Covid-19 pandemic.

Our priority is keeping eachother safe and supported during this pandemic. This is updated guidance in light of the near-total lockdown (announced on March 24th 2020) for volunteers who are assisting with errands and shopping, to keep both you and your neighbours as safe as possible.  This guidance is based in part on that sent to us by Anna McMorrin MP’s office in Cardiff North – we’re grateful for their permission to reproduce it.

Our aim is to build community resilience and encourage groups to self-organise in order to look after the most vulnerable in their communities. To that end, we offer guidance and resources to support you to support others. We try to be as co-ordinated and effective as possible in our response and urge everyone to adhere absolutely to government measures. We are not a charity or an official organisation and we do not take responsibility for volunteers’ actions.

Fitness to perform door to door volunteering duties
You must be well and not have any signs of COVID-19 (or any other infections) yourself or anyone in your household within the last 14 days. You must also not be in any of the ‘at risk’ groups outlined by the Government.
If at any point, you’ve been in close contact with a known case of COVID-19, feel unwell or exhibit symptoms of a temperature and a new, persistent cough then please stop your volunteering activities immediately and self-isolate for 14 days. Please inform your area co-ordinator as a matter of utmost priority, and let them know the details of those you have assisted in the last 14 days.

Health and Safety – reducing the transmission Wash your hands before leaving your home. 

  • Catch coughs and sneezes in a tissue and dispose of it. If you don’t have a tissue handy then cover your mouth with your elbow
  • Use hand sanitiser. 
  • Wash your hands on returning home.
  • Stand at least 2 metres away from other people – knock on the door and stand well back. 
  • Don’t go out in pairs.
  • Be aware that virus can survive on paper for around 24 hours. To reduce the risk of spread we require volunteers to adhere to the guidance outlined in the training video and the ‘How-to: Flyering’ page. It is essential that you review these resources before flyering. 

Safeguarding – volunteers and the vulnerable 

  • Make sure someone knows where you are and when you’re expected back home. 
  • Take a fully charged mobile with you. 
  • Go out in daylight if possible. 
  • Signpost to support services if needs extend beyond basic voluntary support. If you’re not sure then please discuss with the area co-ordinator rather than offering advice yourself. 
  • Don’t provide medical advice – please refer to other sources of information such as Public Health Wales.
  • Report to relevant authorities if there are welfare concerns.

It is unlikely, but should you come across a situation where there is an immediate danger to an adult or child – please contact 999 straight away. If you think an adult is being abused, please contact Cardiff Council Adult Safeguarding Team on 029 2233 0888. If you think a child is at risk or you have welfare concerns, please contact Cardiff Council on 029 2053 6490. 
If any urgent concerns are outside of hours then call the Emergency Duty Team on 029 2078 8570. Please also flag your concerns with your area co-ordinator.

Keeping in touch
Please only keep in touch with a neighbour via telephone/ video tech such as skype or email. Please exercise care in sharing your contact details and do not share others’ contact details without their explicit consent. Read our data sharing agreement template for an example of what to say in order to ascertain whether you have consent to share a person’s details. 

Shopping and Errands
If you’re undertaking shopping or errands on behalf of a neighbour, please follow these basic principles and see our ‘Clean Shop and Drop Best Practice’ page [upcoming] for a step-by-step guide.
If there are some tasks you’re not willing or able to undertake, please be clear about this with your area co-ordinator

  • Agree clearly in advance what errands are to be completed with your area co-ordinator. 
  • If shopping on behalf of another – you and the neighbour will need to agree clearly on what’s to be purchased and discuss substitutions. Share this information with your area co-ordinator for their records. 
  • Unless the shop has been paid for upfront by the neighbour, we will not process requests for grocery shops over the value of £20. 
  • Agree on payment method with the neighbour and your area co-ordinator. If payment direct to the shop is not possible, agree with the neighbour on how to receive the money. You should take a photo of the receipt for your records and share this with the area co-ordinator. 
  • Agree a time to deliver the goods. 
  • Follow the steps outlined in ‘Clean Shop and Drop Best Practice’
  • Please let your area co-ordinator know when the grocery drop is completed. Wash/sanitise your hands at the next available opportunity. 

If you come across someone who can’t afford to pay for groceries, ask their permission to pass on details and we can put them in touch with the appropriate charities/services such as Cardiff Foodbank

Handling Cash 
This is a grey area. We generally against handling cash because of the potential for transmission of infection, however some people (especially those in an older age category) are not comfortable with online payment methods. If you do handle cash, please wash your hands thoroughly at the first available opportunity. You should quarantine the cash for a few days if you can. 
If you’re paying for items yourself and being reimbursed using an online payment- you can test the payment method before-hand using a small amount of £1. If the elderly or vulnerable do not have an online banking set up, perhaps there is a family member who can assist. 
Please note that this is an ever-evolving situation and this guidance will be updated as soon as possible to reflect any changes.

Further resources on Covid-19 and safe help