Checklist Expand A handy list all in one place to refer to before each group meet-up. CHECKLIST (PDF)
Admin Expand Member form Support a new person with aphasia to fill out a members form or have someone complete it on their behalf. Personal data on a phone or ipad/tablet device, must be secured with a password. Any paper forms must be copied and emailed to the Charity Coordinator, then destroyed. Attendance form A designated volunteer must ensure the attendance form is complete for every meet-up. Visitors form Visitors are welcome at the groups. All visitors are encouraged to complete a visitors form (not including family and carers who regularly attend). Group Summary Form This form is for the benefit of all volunteers. Use this to help during volunteer catch-ups to analyse what is going well, and not so well. Note down any positive or negative comments/feedback made by members. Note down the main activities that happen during each meet-up. Send a copy to the Charity Coordinator, as the notes from each meet-up can contribute to improving our service. Promotional Material You should have a stock of the following items, to help run and promote your group: â—‹ Leaflets and flyersâ—‹ Wristbandsâ—‹ 'I have Aphasia' cardsâ—‹ Donation potâ—‹ Lanyards for volunteersâ—‹ Name badges for members If you are running low, fill out this form, or contact the Charity Coordinator.
Group Standards Expand Display the group standards document at each group meet-up. Display the support information for carers and relatives at each group meet-up. You are not required to act as a counsellor or offer advice to members. We can sign-post members to additional support services, specific to their needs.
Assisting Members to Complete Forms Expand 1. Collecting information should have a relaxed, informal and conversational approach. 2. Encourage new members to arrive with someone to fill the form. Such as a carer, family member or speech and language therapist who can help fill out the forms on the members’ behalf. 3. Find out how the member prefers to communicate - what are they able to do The person with aphasia may be able to write down their details on paper rather than speak or type words. 4. Give a paper form to members to take home. If you and the member are finding it difficult to get all the information, give the member a printed paper version of the new member form to take home. Add a note to the tablet’s ‘notes’ app to state who needs to bring back their form. 5. At the very least, we would like the members name and emergency contact details. 6. Please remember that the priority of the group is to make people feel relaxed and welcome. If it is too difficult or stressful to get the information, concentrate on providing a relaxing and welcoming environment. Here is the digital new member form. Here is the printable form.
Contacting Members Expand Reasons for contacting members Cancellations. Changes in dates or times. Updates or information regarding the charity. There are two ways the members can be contacted by the charity. The Peer Leader can contact their members via each member's preferred contact method. The Charity Coordinator or Group Facilitator can contact members. Due to the complexities of aphasia, members need to be contacted via their preferred contact method. As a drop-in service, we do not need to know why someone has stopped coming. However, if a regular member has stopped attending and has caused concern, please inform the Charity Coordinator.
Donation Pots Expand Donation pots provided by the charity must be accessible at each group. Peer Leaders are responsible for the safekeeping of the donation pots and money raised. Peer Leader or volunteers must contact the Service Manager or CEO if donations exceed £50 A petty cash float of less than £50 is recommended for any necessities for the Say Aphasia support group. Please keep all purchase receipts. We do not need to directly ask for donations, but enable voluntary contributions by members. All money raised goes to core costs of the whole charity. Unless a specific fundraising initiative is previously agreed. Read our donation pot policy here.
Keeping members safe Expand Keeping the group safe The venue should provide an up-to-date first aid kit. Volunteers can assist with minimum first aid. If there is a trained first aider at the venue, record their contact details. Report any incidents, accidents or near misses by completing our incident form. Send a copy of the form to the Charity Coordinator. Report any safeguarding concerns by completing our safeguarding form. Send a copy of the form to the Safeguarding Lead or Service Manager. Please refer to our Health & safety policy. Complete an annual risk assessment and be aware of any safety or usability issues before each meet-up. Completed risk assessments need to be shared with all volunteers, outlining any potential risks. Contact the safeguarding lead if you need assistance with reducing or eradicating any risks. Setting up the venue room The layout of the room must be suitable for wheelchair users. Layout of chairs and tables must be suitable for all members' needs. Emergencies Allocate a capable volunteer at each meet-up, to be responsible for calling 111 or 999. Inform either the Charity Coordinator, Service Manager or Founder, who will contact the next of kin. Contact details for staff can be found at the top of attendance forms.
Photos Expand We encourage volunteers, peer leaders and facilitators to take photos at the group using the Say Aphasia tablet computer, so that the charity can promote the service we provide. We may use photos on our website, social media and marketing material. It is important to ask each member for their permission before taking photos. If someone who has attended the group (member, volunteer, visitor, carer, etc) does not want their photo taken, please write down their full name on the Photo Exclusion form and keep with your paperwork, or make a note on the tablet computer (ipad). Delete any necessary photos. Before sending or uploading photos, please refer to your notes or the Photo Exclusion form to remove any photos of people who do not want their photo used. With your help we can ensure that the Charity does not use photos of people without their permission. Email photos to the Charity Coordinator. Inform the Charity Coordinator if anyone wants their photo removed from the website or social media.
Welcoming New Members Expand WELCOMING NEW MEMBERS Always be aware of new people entering the room. Repeat the process with every new member. Dedicate a table for the sole purpose of welcoming new members. To assist with conversation, on this table, ensure there is: a pen + paper or whiteboard or LCD writing pad A map of local area Have a conversation: Take time to discuss: What the Say Aphasia drop-in groups are all about Show your understanding of aphasia Ask them about themselves Go through the new member form Explain the form - We store their information in case of an incident or emergency. We also send them our quarterly newsletter. Make this conversational rather than a mundane task Give them a new member pack. This pack offers information about the charity, about aphasia, as well as tools to help them lead an easier life. Take your time with them. Show understanding and awareness of their situation. Remember, they have been through a traumatic life-changing experience. Once the new member form is complete and conversations come to a stop, introduce the new member to another member.