Operational partnerships - Police support volunteers SOP (O40a)

1. Security protective marking

1.1 Not protectively marked.

2. Summary of changes

2.1 The following amendments have been made to this standard operating procedure (SOP)  on 12 August 2024 - paragraphs 4.25 and 4.26. 

3. What this procedure is about

3.1. The following procedure is intended to set out Kent Police’s approach to the use of volunteers. Kent Police is committed to the involvement of volunteers and recognition throughout the organisation that volunteering is a two way process which benefits both volunteers and the organisation. Kent Police aims to increase the use of volunteers from the communities it serves.

3.2. PSV’s will maintain a smart appearance at all times when representing Kent Police.

3.3. All volunteers have access to duty-sheet. All duties must be recorded on this system for audit purposes.

3.3.1. Volunteers must ensure all contact details are recorded on duty-sheet. Where volunteers are not accessing duty-Sheet for announcements or duty recording, they will be contacted by their supervisor.

4. Detail the procedure

4.1. Kent Police recognises the importance of the work carried out by a police support volunteer (PSV) and this procedure is aimed at providing them with a standardised and structured recruitment, security clearance vetting and induction training. PSV’s have been utilised on the understanding that their placement would add value to Kent Police’s service to the public by covering work or functions that we could not afford to provide. As part of Kent Police’s mission PSV’s will help us put the public first and deliver good service to be proud of. 

4.2. This procedure recognises that greater use may need to be made of PSV’s in order to support some services to the public that we would not otherwise be able to fund.

4.3. A PSV is defined as: a person who is unpaid and of his/ her own free will, contributes time, energy and skills, and undertakes tasks on behalf of Kent Police to assist in delivery of objectives identified in the policing plan. The Home Office states that a volunteer is – someone who commits time and energy for the benefit of society, the community, environment and or individuals, undertaking this freely and by choice, without concern for financial gain. PSV’s will not be utilised to replace the services of members of staff since this would give rise to unfair dismissal proceedings

4.4. A Force Volunteers, NHW and CSAS Manager will: be responsible for co-ordinating the recruitment, retention and training of PSVs and identifying where PSV’s can be utilised in the force. 

4.5. The work undertaken by a PSV is intended to be additional/supplementary to the work currently undertaken by police officers and police staff and is not in any way a substitute or alternative for work that the force’s full and part-time staff are able to undertake. There should be full consultation with staff associations and trade unions on the nature and scope of voluntary activity. PSV’s should not replace paid staff in any way, including during industrial action or other local disputes.

4.6. A ‘Volunteer/Watch Liaison Officer Divisional’(VWLO) will be responsible for the welfare of volunteers when assigned to a role. The line manager in the department that the PSV gives their time to will be responsible for their tasking and wellbeing. Kent Police is committed to the principles of equality and diversity as well as the elimination of discriminatory practices. These principles apply to the treatment of all individuals whether members of the public, police officers, police staff, members of the special constabulary or volunteers.

4.7. Kent Police is committed to the principles of equality and diversity as well as the elimination of discriminatory practices. These principles apply to the treatment of all individuals whether members of the public, police officers, police staff, members of the special constabulary or volunteers. PSV's will be made aware of the requirement to comply with the code of ethics.

4.8. This procedure should be implemented in a non-discriminatory manner. Members of the force administering the procedure are responsible for ensuring that in its application, those to whom the policy applies shall not receive less favourable treatment because of their race, gender, marital status, sexual orientation, gender re-assignment, disability, age, religion, colour, nationality, ethnic or national origins. The aims of this procedure are to:

• ensure Kent Police welcomes and accepts PSV’s into the organisational culture, making them feel welcome, that their contribution is valued and is recognised as such
• ensure there is a clear understanding of how a PSV can offer support to Kent Police
• ensure that support mechanisms are in place through: standardised procedures for the recruitment, training and allocation of PSV’s
• ensure that adequate consultation takes place with staff associations (e.g. Unison), particularly to ensure PSV’s are not used or perceived as a substitute for, nor undermine the positions held by paid members of Kent Police or impede future modernisation or career development
• ensure that all staff engaging with PSV’s are aware of their unique status, that they are not employees and care must be taken not to indirectly create a contract of employment

4.9. Kent Police is committed to the principles of equal opportunity and therefore welcomes applications for PSV’s from all sections of the community. Selection and appointment will be administered in a non-discriminatory manner and based on competence and ability for a particular role.

4.10. The force may, at its discretion, decline applications from people whose occupation is considered incompatible. The volunteer watch liaison officer will ensure that the applicant fully understands the reasons for vetting and ensure that vetting is completed prior to appointment. A PSV will not be appointed until he/she has successfully completed the vetting process.

4.11. All initial enquires regarding becoming a PSV will be directed to the divisional volunteer watch liaison officer. An application form will be sent out.  Upon receipt of the returned application form the Volunteer Watch Liaison Officer will ensure that the relevant criteria are met.

4.12. Where a candidate is successful at interview a decision will be made to place him/her where his/her skills will be best utilised. This will ensure that the organisation maximises the benefit that a person can bring. Appropriate placement will ensure retention of this valuable resource.

4.13. PSV’s must be a minimum of 18 years old however no upper age limits will be set. The divisional volunteer watch liaison officer will however be responsible for ensuring that the age of potential volunteers is taken into account when carrying out risk assessments for their role.

4.14. Upon appointment the PSV will be issued with a welcome/information pack. PSVs will receive induction training prior to starting a volunteer role with Kent Police. This induction will cover the following areas:

• welcome to Kent Police
• code of ethics
• health and safety
• information security
• diversity
• reward and recognition

4.15. Careful consideration must be given to the PSV’s safety when considering the skills, abilities and attributes to undertake the role.  

• Volunteer Watch liaison officers will be responsible for ensuring that the skills of a PSV are utilised to their full potential. Volunteer Watch liaison officers are responsible for deploying volunteers within their capabilities
• the PSVs will be assigned a line manager
• PSVs should only be deployed in non-confrontational roles
• managers are responsible for the reporting of any sustained injury or illness which has arisen as a consequence of performing service as a PSV
• the Force Volunteers, NHW and CSAS Manager, in consultation with the staff associations, will be responsible for assessing the suitability of all roles prior to the appointment of a volunteer to ensure compliance with policy

4.16. It is the responsibility of PSV’s in receipt of benefits to check with the Benefits Agency that their voluntary activities do not prejudice their entitlements e.g. this does not make them ineligible for paid employment.

4.17. It is the responsibility of the PSV’s to make the divisional Volunteer Watch liaison officer aware of any change in circumstances that may affect their ability to perform the role of PSV.

4.18. PSV’s will be provided with force identification and if identified as necessary clothing and equipment commensurate to the role to be performed. Identification and clothing/equipment if provided must be worn at all times when on duty. PSVs must wear/use any protective clothing/equipment necessary for their role.

4.18.1. All equipment issued to a volunteer will be the responsibility of that volunteer. If any item is lost or damaged, they should report it to their line manager. If the volunteer has lost their warrant or access card, they should contact their Volunteer Watch liaison officer.

4.19. Line managers will be responsible for assessing the viability of a PSV having access to office systems. If access is required to computer systems the appropriate level of vetting needs to have been completed, by the VWLO.

4.20. Access to operational information systems will only be granted on a need-to-know basis in accordance with the role description relevant to the post. In cases where it is necessary for the volunteer to be provided with sensitive information such as intelligence the necessary steps must be taken to ensure that the individual has been vetted to the appropriate level.

4.21. Line managers are responsible for ensuring that all office based volunteers have completed Data Safe and mandatory training.

4.22. PSV’s should also be informed of any relevant disclosure limitations and made aware that access to systems may be monitored.

4.23. Knowledge of PSV’s personal details will be restricted to force and divisional VWLO's and passed on only with the PSV’s consent and regard is given to storage of confidential documents

4.24. The VWLO will be responsible for ensuring that the number of hours conducted by volunteers is not excessive.

4.25. Individual PSV’s are not covered by the Police (Complaints and Misconduct) Regulations 2004 unless the subject matter of the complaint also involves police officers, special constables or police staff. In the first instance any complaints regarding a PSV must be referred to the Line Manager / Divisional VWLO. The line manager will arrange a meeting with the volunteer to explain the concerns or outline the complaint and discuss them with the volunteer. The line manager will identify goals that will help the volunteer to fulfil their role, and offer extra support, supervision, and training where necessary. A deadline for reviewing the situation with the volunteer will be agreed. If the issue is not resolved by the discussion and review, then a letter outlining the concerns or complaint will be given to the volunteer. A further meeting will be arranged to discuss actions and a decision will be made about the future of the volunteer with Kent Police. Either further goals will be set with the volunteer, or the volunteer will be asked to leave the organisation. The Volunteer has the right to appeal to the CiP Chief Inspector who will consider the situation and try to resolve it. Their decision will be final.

4.26. It is hoped that our PSV’s will have an enjoyable and positive volunteering experience. However, if a volunteer is dissatisfied with any aspect of their volunteering or wishes to make a complaint, they should initially explain their dissatisfaction or concerns to their supervisor. If the volunteer remains dissatisfied, they should put their concerns in writing to the Cadet Manager or CiP Inspector who will investigate and initiate steps to address the matter. If the volunteer is not satisfied with the response to their concern, they can appeal to the CiP Chief Inspector who will consider the appeal and respond to the volunteer in writing. Their decision will be final. At all times the volunteer will be freely able to state their case and at all stages can have a friend, other volunteer or member of staff who is not a legal representative and not connected with the issues to accompany them.

4.27. The PSV’s personal agreement between the volunteer and the force can be terminated at any time by either party without a reason being given.

4.28. Where the PSV decides they will no longer provide assistance to Kent Police it is expected, but not required, that a reasonable period of notice will be given to the divisional VWLO to assist in the appropriate resourcing of the area where assistance has been provided. All ID and police equipment needs to be returned to Kent Police.

4.29. PSV’s are covered by the Kent Police and Crime Commissioner and Chief Constable Third Party Liability Insurance. They are indemnified under the Third Party Policy for any injury etc they may personally sustain whilst performing duties on behalf of Kent Police, providing the force is proven negligent and legally liable. Reasonable care must have been taken by the PSV to prevent against such accidents.

4.30. PSV’s should receive out of pocket expenses for:

• Kent Police will pay for public transport costs for travel to and from their place of service, or mileage at HMRC approved rate if using private transport. Vehicle insurance must include cover for business use. It is the responsibility of the PSV, not Kent Police, to declare to the Inland Revenue claims made where the rate exceeds the Revenue's maximum approved rate per mile
• Kent Police will pay for parking costs where free parking is not available at or within a reasonable distance of a police station or other location
• Kent Police will pay for miscellaneous costs. Any claims made must be supported by a receipt

4.31. Claims should be submitted using a Volunteers Expenses form with any receipt. 

4.32. Reward and recognition

4.32.1. Where a PSV has donated one year service he/she will receive a Kent Police volunteer badge, five years a certificate from the divisional commander and after nine years’ service he/she will be invited to attend a force long service ceremony and presented with an award to mark this achievement.
Throughout their time with the organisation PSV’s will be thanked for their contribution to the organisation. Line managers will be encouraged to propose volunteers for divisional awards where their volunteering should be recognised.  

5. Equality Impact Assessment (EIA)

5.1. This policy has been assessed with regards to its race and diversity equality. As a result of this assessment, it has been graded as having a low potential impact.

6. Consultation

Consultation has been undertaken with the following:

• Information Security
• Data Protection
• Equality and Diversity
• Health and Safety
• Legal Services
• HR
• Finance
• Estate
• Unison
• Federation
• Superintendents' Association

7. Monitoring and review

This SOP will be reviewed every two years with the next review due for April 2026.

8. Other source documents

None listed.

9. Security

9.1. Kent Police have measures in place to protect the security of your data in accordance with our Information Management policy.

10. Retention and disposal of records

10.1. Kent Police will hold data in accordance with our Records Review, Retention and Disposal policy.