This is guidance for Branch Chairs relating to service volunteers with a Branch Connection. It covers what a Branch Connection is and what actions are required from the Branch.
Creating a Branch Connection
We believe that to have a positive experience with SSAFA it is important that all our volunteers benefit from the support and sense of community that belonging to their local branch brings, even though their actual volunteering activity is managed from elsewhere in the organisation.
Where a volunteer role is managed outside of the branch (e.g. Caseworkers who work directly with their regional office) their details cannot automatically be seen by the local branch on GoAssemble.
The ‘Branch Connection’ is merely a mechanism on GoAssemble that enables an allocated member of the branch to contact SSAFA volunteers in their area and invite them to be part of the branch community.
Benefits of a being part of a Branch
The benefits of being part of a branch are:
1. One SSAFA: All SSAFA volunteers deserve to have an engaging and fulfilling experience, and part of that is being connected to their local SSAFA community regardless of role.
2. Social Connection and Pastoral Support: A Branch Connection allows volunteers to engage in social events, coffee mornings, and team meetings therefore fostering a sense of community with an opportunity to make new friends.
3. Inclusive Environment: A Branch Connections help create a welcoming, inclusive and diverse environment to ensure all volunteers feel valued, supported and truly part of SSAFA as a whole.
4. Sharing Experiences: Volunteers can share their experiences with other volunteers from across SSAFA and have the opportunity to hear about all the great work SSAFA does in their local area.
How does it work on GoAssemble?
Once a new volunteer completes their recruitment and induction - they will be linked to their local branch. Due to the way the system works, the Branch Connection link will appear as a role on the volunteer’s profile, in the same way as their chosen volunteer role does. However, a Branch Connection is not a role, it is a means of connecting volunteers to branches, therefore Branch Connection volunteers won’t require training or supervision from the branch team as a new Community Engagement Volunteer would, just a friendly welcome!
Each branch will have an allocated Branch Contact. The Branch Contact will sit in the same GoAssemble team as the Branch Connection volunteers, whilst also remaining in the Branch GoAssemble Team. The Branch Contact will have the appropriate permissions allowing them to invite the Branch Connection volunteers to branch social events.
It should be noted that a volunteer can choose to opt-out of the Branch Connection, if this happens the Branch Contact will no longer be able to see or contact the volunteer.
It is not possible to claim expenses via the Branch Contact role, expenses must be submitted through the Branch Contact's branch role. If an expense request is submitted under the Branch Contact ‘role’ on GoAssemble it will be rejected, and they will need to resubmit it under their primary volunteer role.
Guidance for Branch Chairs
As Branch Chair, your role is essential in fostering a sense of community and engagement within the volunteer network. By creating a warm, friendly and enjoyable environment at branch events you will encourage volunteers to continue building a relationship with the branch and nurture a positive volunteer experience.
Selecting a Branch Contact:
- Due to GDPR considerations around sharing volunteer details, only one member of each branch can be a Branch Contact and therefore have access to message and invite Branch Connection volunteers to events.
- The Branch Chair should decide who within the branch should be allocated as Branch Contact. This can be the Chair themselves, a member of the executive team or a Community Engagement volunteer, depending on who within the branch most often sends out social event invitations.
- The Branch Contact ‘role’ is not a role, it is a means of enabling branches to message and invite Branch Connection volunteers to branch events, therefore Branch Contact volunteers won’t require additional training or supervision, except to read the guidance for Branch Contact.
- Once you have selected your Branch Contact and they have read through the guidance, please inform us at [email protected] who will facilitate the initial set up on GoAssemble.
- If you need to change your allocated Branch Contact in the future, please advise your Community Engagement Manager as soon as possible.
Organising Events and Activities open to all local Volunteers:
- Develop a calendar of events and activities designed to enhance the connection to SSAFA and engagement amongst fellow volunteers, for example coffee mornings, networking opportunities, training or evening activities.
- Ensure these events are advertised on GoAssemble to provide easy access for all volunteers and that the Branch Contact includes Branch Connection volunteers in the GoAssemble invitations.
- Collaborate with the Community Engagement Managers and Volunteer Development Managers by sharing event details to allow further promotion of events.
Sending a Welcome Email to New Volunteers:
- As the Branch Chair you will be copied into the Branch Connection email sent to all newly active service volunteers.
- Ensure that all new Branch Connection volunteers receive a personalised welcome email, using the template provided on the Volunteer Knowledgebase.
Fostering an Inclusive and Supportive Environment:
- Promote an inclusive atmosphere where all volunteers feel their presence and contributions are valued.
- Ensure a branch volunteer is available to welcome new volunteers at social events.
Communication with those that have a Branch Connection:
- Communication should be clear, engaging, and frequent enough to maintain interest and limited enough to avoid overwhelming them with information.
- Ensure volunteers are informed about relevant gatherings, by including them in the invite list when creating the events on GoAssemble.
- Ensure your branch calendar is regularly updated on GoAssemble through the ‘Events’ function.
Ensuring Appropriate Recruitment Processes are Followed:
- Ensure that volunteers with a Branch Connection do not feel pressured to take on an additional branch volunteer role if they do not wish to.
- Ensure that if a volunteer with a Branch Connection wishes to participate in your community engagement and fundraising events, they contact your Community Engagement Manager (CEM) who will be able to add the role to their profile. Depending on the role the Branch Connection volunteer wishes to undertake there may be additional training required. Your CEM will be able to support them through this process.
Expenses for those with a Branch Connection:
- All expenses accrued during branch activities, for non-branch volunteers, will be claimed back under their primary volunteer role. The Branch is not responsible for processing these expenses.
Opting out of a Branch Connection:
- Some volunteers may wish to change the branch they are connected to; to make it easier to attend events and some may not wish to join events or receive any contact unless it’s related to their specific role, therefore there is the option for Branch Connection volunteers to end their connection to the branch.
- Please refer volunteers who wish to opt out of having a Branch Connection to the following guidance.
We would like to thank you for all your work in continuing to create a welcoming environment for both new and existing volunteers whose main activity sits elsewhere in SSAFA, it really helps to ensure a positive, engaging, and united volunteer experience.