Recruiting new players and allocating roles to volunteers

• Yes. Review the information you provide to check it is current and communicated in the best way. Refer to BandSafe 1: Welcome information for an example.
• No. A welcome letter or section on your band’s website helps new players to  gather key information about the band and their involvement in it. Have a read through BandSafe 1: Welcome information for an example of how you might communicate this information to new players.

Supporting information:   Not only does a detailed introduction answer common questions, help new players to settle in and understand what’s expected of them, it also shares what they can expect from the band in return. Having this information in written form ensures there are no misunderstandings later on. A copy of the band’s safeguarding policy and whom to talk to if they have a concern is also important for new members and their families. 

• Yes. Review your membership form to ensure it contains all the information required. Check that these processes are compliant with data protection legislation and dispose of records securely. Refer to BandSafe 9: General Data Protection Regulation for further information.
• No. Have a read through BandSafe 2: Membership form to see a template example of what information you will need to gather. See BandSafe 9: General Data Protection Regulation to read more about regulations in relation to storage and retrieval of information.

Supporting information:   Having a membership form allows your band to gather information about the new member. This includes medical information and emergency contact details, which may be needed if an accident occurs or a player becomes unwell whilst with the band. A procedure should be in place detailing how emergency information can be retrieved when required. The membership form also allows you to keep a record of any items loaned to the individual to ensure these are returned if the player leaves in the future. 

Photographic consent should be taken for adults as well as young people so that the band has permission to gather and use images of the player on their social media, website and posters. 

Once you have created a membership form, consideration should be taken as  to how this information is stored and disposed of in compliance with the data protection requirements. Be clear with members about the fact that you value their privacy, and state explicitly what their photos and information will be used for. You will also need to have a privacy policy which informs members about what data is stored about them, how you use this information, where it is kept and for how long. 

• Yes. Has your Code of Conduct been reviewed recently to ensure it is still relevant? Does it provide information regarding what would happen if the Code of Conduct was not adhered to? Refer to BandSafe 3: Code of Conduct for an example 
• No. A Code of Conduct, or similar document, provides information regarding the expected behaviour of individuals within the band. Have a read through BandSafe 3: Code of Conduct which provides an example.

Supporting information:   Whilst sharing a Code of Conduct may seem a little formal, it helps set your members’ expectations. It also gives your band support when dealing with any potential disciplinary actions in the future as it demonstrates the player had been made aware of the behaviour expected of them. The Code of Conduct should include information about the disciplinary process that would take place if it isn’t adhered to.

• Yes. Is this process written down to ensure it is followed? Refer to BandSafe 4: Recruitment guidelines for an example of a recruitment process.
• No. Having an agreed written process for recruiting new players ensures that any potential players are treated equally and the band is transparent with its recruitment. Have a read through BandSafe 4: Recruitment guidelines which provides an example of what this might look like.

Supporting information:  Your recruitment process should include information on how the band advertises positions, the application process including auditions (if your band uses them), seeking references (with the person’s permission) and code of conduct. These measures help keep everyone safe and support the band in ensuring that it is a good fit for the new member in terms of playing standard and expected conduct, whilst still operating a policy of equal opportunity and diversity.

• Yes. Are role descriptions up to date? Are you clear on who should gain a DBS check and at what level, and are these up to date? Refer to BandSafe 4: Recruitment guidelines for information about this section.
• No. Advertising a role within the band not only ensures a fair process, but may introduce someone who you had not realised was interested or had the skills for the role. Please read through BandSafe 4: Recruitment guidelines for information about this section.

Supporting information:  Advertising internally and providing a clear role description not only helps to find the right person, but also a smooth transition into the role. DBS checks are required for some roles within bands.

All volunteers that hold roles of responsibility need to be aware of the band’s policies and procedures, and know where to access them. In order to help volunteers thrive in their role, it is important to offer continued support and training opportunities. This should include safeguarding and might also include first aid or more bespoke training around their role.