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This workshop aims to help commissioners respond to and minimize complaints at a local level. Participants will discuss the commissioner's role in ensuring adherence to Girlguiding's Code of Conduct, managing the complaints process, and identifying learning opportunities. The Code of Conduct and best practices for volunteers will be discussed.
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Aim To help commissioners to respond to and minimise complaints at a local level.
Objectives By the end of the session you will have discussed the commissioner’s role in: 1. Ensuring that leaders adhere to Girlguiding’s Code of Conduct 2. Managing the complaints process and sharing best practice. 3. Identifying the learning opportunities in relation to complaints and the Code of Conduct.
Code of Conduct for Volunteers As a member of Girlguiding you are expected to: • respect everyone as an individual • set a good example in your own behaviour • respect everyone's right to privacy • show understanding when dealing with sensitive issues • adhere to the organisation's policies, as found in The Guiding Manual • abide by UK laws and legislation.
Code of Conduct for Volunteers As a member of Girlguiding you must not: • permit abusive behaviour • have inappropriate physical or verbal contact with others • jump to conclusions or make assumptions about others without checking facts • show favouritism to anyone • encourage inappropriate attention-seeking behaviour • make suggestive or inappropriate remarks or actions • deliberately place yourself or others in a compromising situation.
Code of Conduct- Unit Leader All our volunteers must follow the GirlguidingCode of Conduct • This is essentially a promise that you make as a volunteer, to safeguard our membership and act as a role model for girls and young women in your unit. • Establishing and maintaining trust between volunteers and young members is fundamental to the work we do. To avoid jeopardising this trust - or accidentally putting any young person at risk - you must follow these guidelines.
Behaviour of Volunteers It is essential that all volunteers observe Girlguiding policies and the guidance that supports them This is to make sure we give girls and young women the best experience of guiding. The behaviour of all volunteers in Girlguidingmust follow: • Our Code of Conduct • The description of your role • Our policies
Code of Conduct: Commissioners As a Commissioner you are a vital part of making guiding happen in a safe and compliantway You are responsible for managing adult members, volunteers and units in your area so that they are operating within: • Our Code of Conduct • Our policies including our recruitment check processes.
TASK • In your group discuss strategies to ensure that leaders adhere to the CofC. • Record on Cloud sheet.
Definition of a complaint A complaint is an expression of concern or dissatisfaction about any aspect of Girlguiding.
Stage 1: Receiving & Investigating a complaint Key messages • Talk to the complainant. • Spend time developing an understanding of the complaint. • Be thorough • Keep everyone informed • Record your findings
Stage 2- Responding to the complaint • Discussing the response to be made is time well spent. • Consider the words you use carefully.
Stage 3: Learning from Complaints Key message: Do not forget the learning. You do not want this to happen again and then have to repeat the process. Stage 4 – Review Process
Who does what: First stage Complaint received by Leader or Commissioner Leader/commissioner investigates & responds Investigation carried out personally by leader or commissioner. Response answers all issues, records are kept Next level commissioner kept informed & asked for advice. Complainant is not satisfied
Next stage Complaint is forwarded to County Commissioner. CC investigates and responds Response answers all issues. An agreed time frame adhered to. Records kept of all conversations and actions. Complainant is not satisfied.
Final stage Complaint is forwarded to Region Complaint Review Details are forwarded to then Region Office & Chief Commissioner for review. The Chief Commissioner will not reinvestigate but will write to the complaint of the outcome of the review undertaken. This is the end of the complaint procedure and Girlguiding can take no further action in respect of complaint
Task: Scenario Discussion Key questions • What is best practice in responding to this complaint? • What can be learned from this complaint? • What actions need to be implemented to prevent a similar situation in the future? Record on your Best Practice Cloud
Top Tips Did you include? • Stay calm • Listen carefully • Show concern to all involved • Ask questions • Remain impartial • Make notes of all discussions and actions • Adhere to agreed time frames • Explain what will happen next • Answer all issues. • Give feedback and ongoing support • Stay calm • Listen E mpathise Apologise React Notifywconcern to all involved
Summary • How we deal with complaints reflects our organisation – it should be caring & professional. • Our approach should be positive and pro-active. • Complaints should be dealt with impartially, consistently, reliably and honestly. • Keep everyone informed throughout the process. • The process should identify opportunities for change and improvement.
And finally ‘You will never change the past for anyone, but if you grasp the moment, you can change the future for everyone.’ Amy D Barnes
