Volunteer FAQs - Forms and paperwork

Below are answers to some frequently asked questions about forms and paperwork. If you need to download any of these they can be found in our leading a walk kit.

If you have any other queries that are not answered below please get in touch.

Walker Registration Forms (WRFs) and walk registers will need to collected and stored locally. Their data will then also need to be inputted locally - into an electronic format; either our database or an equivalent tool. If you are part of a volunteer-led scheme, you asked to use our database only for this inputting.

Walking for Health does not need this information and so it would be inappropriate for us to collect it.

We do understand that walk leaders having these details can be reassuring, as it can be for the walkers themselves. As a result, we provide a template for ICE cards (In Case of Emergency cards) in our ‘Leading a walk kit’ in the scheme zone of our website. The template prints onto A4 paper. Some schemes which already use ICE cards print onto photographic paper because it’s more weatherproof. Just choose what best suits your needs.

Walkers can decide whether to fill out ICE cards and carry it with them on the walk, or have an ICE name in their mobile phone contact list, or not to supply this information at all. Some schemes have encouraged walkers to use these cards more comprehensively by including key facts about their health on the back of the card e.g. ‘I have an allergy to Penicillin’ or  ‘I have type II Diabetes’, etc.

Both the Walker Registration Forms and the walk registers should only be kept as long as it is necessary to allow the data administrator for your scheme to upload their data. As soon as the data is uploaded, this paperwork must be securely destroyed.

Whilst the data is briefly being stored, it must be transferred and stored in a secure manner, preferably in a lockable unit, and must only be seen by those who need to see it.

Disposing ‘securely’ means getting rid of the Walker registration form so that it can’t be put back together again by someone determined to steal a walker’s identity.

You can do this by shredding (preferably using a cross-cut shredder), or you can treat them as confidential waste and place in specially-labelled security waste sacks in your workplace.

If you need to send Walker registration forms  in the post, they should be sent using special delivery or a tracked courier service. 

We recommend that they are sent double-packaged to a named recipient. The first envelope should indicate that there is PERSONAL information enclosed. The outer envelope should state PERSONAL or ADDRESSEE ONLY.

Alternatively, Walker registration forms may be handed from a trusted person to a nominated person if they are:

  • carried in a secure container (box, briefcase, etc),
  • kept in your personal possession at all times, unless it can be stored securely,

not left unattended in a public place (e.g. taxi, public transport, hotel, etc).

No. Children (anyone under 18) do not need to complete a Walker Registration Form, but they do need to be accompanied by an adult who has completed a form. There is an option at the bottom of each register on the Walking for Health database to record the number of children who attend your walk, for monitoring purposes.

Completed Walker registration forms should only be sent over email if they are sent as an encrypted attachment. 

If you have added the Walker registration form to the database, you do not need to keep a copy of it (either in paper format or electronically) as it is securely stored on the database.

If you do need to store forms before they are added, they should be saved on secured network drives only and the files should be password protected. 

Your scheme’s data administrator or co-ordinator will have access to this record on our database if your scheme uses it. Go to the ‘People’ tab and click on the green ‘Update’ button next to the walker’s name in the WRF column. There you can update all consents. 

There should always be a current risk assessment for every walking route your group  uses. Walk leaders should also always have ready access to it. Risk assessments should be live documents and updated as required. We recommend a full review of risk assessments every 6 months.

Risk assessments are important as a preventative tool, but also as evidence in case of incident, that the scheme has done what it can to mitigate potential hazards.

 

See our page on risk assessment guidance for more information.

It is not a requirement for walk leaders to have a DBS check.

Walking for Health schemes should only accept children and young people under the age of 18 on activities when they are accompanied by a parent, legal guardian or other person with equivalent responsibility for them such as a teacher or youth worker. We should only welcome vulnerable adults when they are accompanied by a carer or support worker to assist with their everyday needs on the walk. 

Walk leaders do not have responsibility for walkers’ mental or physical health conditions; only for trying to offer an accessible/inclusive walk, for informing walkers about the walk before they set off, and for welcoming everyone.

View our safeguarding policy here. 

The volunteer survey 2014 prize draw terms and conditions are:

  • All volunteers who complete a survey and state they wish to enter the draw by providing their contact details will be entered into the draw.
  • There are three prizes of equal value: £25 voucher for John Lewis. The winners will be selected at random from all entries after the survey closing date.
  • We will run the draw and get back to winners within 28 days, i.e 28th November.
  • Your name and contact details will only be used to contact you if you win the vouchers unless you tell us otherwise.
  • Terms and conditions of the prize draw:

Walking for Health prize draw contact name and address:

Michelle Roberts, The Ramblers, 2nd Floor, Camelford House, 87-90 Albert Embankment, London SE1 7TW

  1. The closing date for all surveys is 23:59 on 31st October 2014 and entries received after that cannot be considered.
  2. There is one entry per completed survey and one survey per person.
  3. There are no cash or prize alternative and prizes are subject to availability.
  4. Prizes are non-refundable and non-transferable.
  5. The winners will be picked at random from all entries after the closing date. The decision is final and no correspondence will be entered into. Your chances of winning do not depend on any of the answers given in the survey.
  6. The competition is open to all Walking for Health volunteers in England except employees and families of the Ramblers, plus any third parties or anyone professionally associated with the promotion.
  7. Entrants must be aged 18 or over unless otherwise stated.
  8. Entries received without contact details cannot be considered.
  9. The winners will receive their prize, or notification of when they will receive their prize, within 28 days of the closing date.
  10. No payment, registration or activity other than completion of the survey is required to take part.