18. Forms & Templates Needed

Build out a forms library — same versioning as procedures:

F-01 Volunteer Application Form
F-02 Self-Disclosure Declaration
F-03 Reference Request Letter
F-04 DBS Check Log entry
F-05 Parental Consent (under-18 single event)
F-06 Standing Parental Consent (recurring programme, annual)
F-06b Programme Description Sheet (companion to F-06)
F-06c Top-up Consent (recurring programme, special activity)
F-07 Media Consent
F-07b Online Parental Consent (under-18 online programme)
F-08 Medical & Emergency Contact
F-09 Risk Assessment Template (event)
F-09b Risk Assessment Template (residential — extended)
F-10 Sign-In / Sign-Out Register
F-10b Volunteer Attendance Register
F-10c Visitor Log
F-10d Headcount Log (residentials)
F-11 Incident Report
F-12 Concern / Disclosure Recording Form
F-13 Low-Level Concerns Log entry
F-14 Volunteer Code of Conduct (sign sheet)
F-15 Participant Code of Conduct (sign sheet)
F-16 Training Record
F-17 Risk Assessment for positive DBS / disclosure
F-18 Event Notification Form (pre-event registration with RSL)
F-19 Pre-Event Volunteer Briefing Sign-off
F-20 Sleeping Plan & Night Supervision Rota (residentials)
F-21 Medication Administration Log
F-22 Day Debrief Notes (residentials)
F-23 Post-Event Summary Report
F-24 ESL Pre-Event Checklist (laminate-able)
F-25 ESL On-The-Day Pack (emergency contacts, reporting flow, key procedures — laminate-able)
F-26 International Trip Documentation Pack (passport details, GHIC, insurance, FCDO)
F-27 Safeguarding Disclosure Form (Form D)
F-28 Accident Report Form (Form E)

Forms from the Safeguarding Policy (August 2025)

F-27 Safeguarding Disclosure Form (Appendix 4)

This form should be used to record any safeguarding concerns in relation to a child or vulnerable adult. All information must be treated as confidential and passed onto the National Safeguarding Board (safeguarding@jesusyouth.co.uk) within one day of the incident. In case of emergency, do not delay in contacting emergency services.

Fields include:

Details of Child/Adult: Name, Date of Birth, Gender
Details of Incident/Concern/Disclosure: Name of the Programme, Location, Date and time of incident, Method of disclosure
Details of incident: Outline the incident or concern — if a disclosure has been made, state what was said (in the child’s own words) and how you responded
Reported to: Full name & contact details, including context and background of disclosure
Names of other adults present and their roles
Names of other children present
Form completion details: Completed by, Role, Signature, Form completion date

F-28 Accident Report Form (Appendix 5)

This form is designed to report incidents/accidents, as well as near misses. It should be completed by the volunteer who witnessed the incident, was most directly involved or who provided first aid if relevant. Once completed it must be submitted to the Responsible Person in Charge for the event.

Fields include:

Name of Event
Details of Child: Name, Date of Birth, Gender
Nature of incident: e.g. Medical / near miss / behavioural / missing person / loss or damage to property / data loss or breach
Incident Details: Date/Time, Names of person(s) involved, Location of incident, Description of what happened
Outcome of event & immediate actions taken: Ambulance required, Hospital/medical facility attended, Police/fire/rescue attended, First aid treatment provided, Medication given
Any resulting change of plans or disruption to the programme
Disciplinary procedures enacted
Form completion details: Completed by, Role, Signature, Form completed Date and Time

Appropriate/Inappropriate Physical Contact Reference (Appendix 3)

A two-column reference table is provided in the Code of Conduct section (§11.8). It lists examples of appropriate physical contact (hugs, pats on shoulder, handshakes, holding hands during prayer) alongside inappropriate contact (unwanted touch, full frontal hugs, touching private areas, massages, roughhousing, etc.).

Types of Abuse Reference (Appendix 2)

Detailed definitions, types, signs and symptoms for each category of abuse (physical, emotional, sexual, neglect, financial, spiritual) are provided in the Purpose & Scope section (§1.5) and in the full NSPCC guidance in Appendix 2 of the Safeguarding Policy PDF.