1. PURPOSE

The purpose of this procedure is to define how Gomersal & Cleckheaton FC recruits, onboards, manages and annually renews volunteers.

The procedure ensures that all volunteers receive a consistent onboarding experience, complete the appropriate safeguarding and governance requirements, and understand the standards expected whilst representing the Club.

2. SCOPE

This procedure applies to all volunteers undertaking an official role on behalf of the Club, including:

• Age Group Managers
• Team Managers
• Coaches
• Team Helpers

Separate arrangements may apply to Committee Members, Welfare Officers and other specialist volunteer roles where additional responsibilities exist.

3. PRINCIPLES

Volunteer management at GCFC will be:

• Safe
• Inclusive
• Transparent
• Consistent
• Supportive
• Compliant with FA requirements
• Aligned to the Club's governance framework

4. VOLUNTEER MANAGEMENT LIFECYCLE

Every volunteer follows the same lifecycle

Stage 1 – Expression of Interest

A prospective volunteer expresses an interest in joining the Club.

This may be through:

• an Age Group Manager
• a Team Manager
• an existing volunteer
• the Club website
• another Club representative

Stage 2 – Volunteer Registration

The prospective volunteer completes the GCFC Volunteer Registration Form.

The form collects Information including:

• Personal details
• Contact information
• Intended age group, team and role
• Previous coaching experience
• Existing FA qualifications
• DBS status
• Emergency contact details

On submission, an email notification is automatically sent to the Registration Officer for review.

Stage 3 – Review & Approval

The Registration Officer and relevant Age Group Manager review the request to ensure the volunteer is suitable for the proposed role. If approved:

• the volunteer is added to the FA Club Portal;
• the appropriate onboarding activities commence.

If the request is not approved, the applicant is informed accordingly.

Stage 4 – FA Registration

The Registration Officer adds the approved volunteer to the FA Club Portal and allocates them to the appropriate team(s) and role(s).

Once the volunteer has been added to the FA Club Portal, they will appear in the next FA qualification report.

Following the routine import of the FA report, the volunteer record will automatically appear within the Club's Volunteer Database.

Stage 5 – Compliance & Safeguarding

The Club Welfare Officer coordinates all mandatory safeguarding and compliance requirements, including:

• Enhanced DBS
• Safeguarding training
• Any mandatory FA qualifications
• Any additional role-specific requirements

Volunteers may only undertake activities permitted by the Club's safeguarding procedures until all mandatory requirements have been completed.

Stage 6 – Club Induction

The Football Development Manager delivers the Club's volunteer induction, introducing:

• Club Vision and Values
• Coaching Philosophy
• Managers & Coaches Handbook
• Club Policies
• Expected standards of behaviour
• Communication and reporting arrangements
• Available support and development opportunities

The Age Group Manager then completes the team-specific induction, introducing the volunteer to their team, explaining local arrangements and providing ongoing support.

Stage 7 – Active Volunteer

Once all mandatory onboarding requirements have been completed, the volunteer becomes an active Club volunteer and may undertake their role in accordance with Club and FA requirements.

Stage 8 – Annual Volunteer Declaration

Before the start of each season, all active volunteers must complete the GCFC Annual Volunteer Declaration.

The declaration confirms that they have:

• Reviewed the current Club policies and procedures.
• Read the Managers & Coaches Handbook.
• Understood their safeguarding responsibilities.
• Agreed to comply with the Club's Constitution, policies and Codes of Conduct.

Completion is monitored by the Club Secretary and recorded within the Volunteer Database

5. ROLES & RESPONSIBILITIES

Volunteer management is a shared responsibility across the Club. While the Club Secretary owns the Volunteer Management Procedure and Volunteer Database, individual activities are carried out by the relevant role holders.

6. VOLUNTEER DATABASE

The Volunteer Database is the Club's central record of approved volunteers.

It is maintained by the Club Secretary and is used to monitor volunteer compliance, qualifications and governance requirements.

The Volunteer Database records information including:

• Personal details
• Contact information
• Age group(s)
• Team(s)
• Volunteer role(s)
• FA qualifications
• Enhanced DBS status
• Safeguarding status
• Mandatory training
• Annual Volunteer Declaration status
• Renewal dates

Volunteer records are created following approval and inclusion within the FA Club Portal. The FA qualification report is imported into the Volunteer Database as part of the Club's volunteer management process.

7. ANNUAL VOLUNTEER DECLARATION

All active volunteers must complete the GCFC Annual Volunteer Declaration before the start of each season.

The declaration confirms that volunteers have:

• Read and understood the Club's Governance Documents, Handbooks and Procedures.
• Read the Managers & Coaches Handbook.
• Understood their safeguarding responsibilities.
• Agreed to comply with the Club's Constitution, governance documents, procedures and Code of Conduct.

Completion of the declaration is monitored by the Club Secretary and recorded within the Volunteer Database.

Volunteers who fail to complete the declaration may be suspended from carrying out their volunteer role until the declaration has been completed.

9. Monitoring & Reporting

The Club will monitor volunteer compliance to ensure that all volunteers meet the requirements of their role.

The Club Welfare Officer is responsible for monitoring and reporting on safeguarding and FA compliance, including:

• Enhanced DBS status
• Safeguarding training
• Mandatory FA qualifications
• Other FA compliance requirements

The Club Secretary is responsible for monitoring and reporting on governance compliance, including:

• Volunteer Registration
• Annual Volunteer Declaration completion
• Maintenance of the Volunteer Database

Compliance reports will be presented to the Management Committee as required to support effective governance, safeguarding and volunteer management.

10. Record Management

Volunteer information will be stored securely in accordance with the Club's Data Protection Handbook.

Access to volunteer records will be restricted to authorised Club Officials who require the information to fulfil their responsibilities.

Volunteer records will be reviewed regularly to ensure they remain accurate, complete and up to date.

Appendix A – Volunteer Management Process

1. Expression of Interest - A prospective volunteer expresses an interest in volunteering with the Club.

OWNER: AGE GROUP MANAGER

2. Volunteer Registration - The volunteer completes the GCFC Volunteer Registration Form.

OWNER: VOLUNTEER

3. Review & Approval - The registration is reviewed and approved before onboarding commences.

OWNER: AGE GROUP MANAGER

4. FA Registration - The approved volunteer is added to the FA Club Portal.

OWNER: REGISTRATIONS OFFICER

5. Compliance - Enhanced DBS, safeguarding and mandatory FA requirements are completed.

OWNER: CLUB WELFARE OFFICER

6. Club Induction - The volunteer completes the Club induction programme.

OWNER: FOOTBALL DEVELOPMENT MANAGER

7. Team Induction - The volunteer is introduced to their team and role.

OWNER: AGE GROUP MANAGER

8. Volunteer Database - The volunteer appears in the Volunteer Database following the import of the FA qualification report.

OWNER: CLUB SECRETARY

9. Annual Volunteer Declaration - The volunteer completes the Annual Volunteer Declaration each season.

OWNER: VOLUNTEER