Working with members and their parents and carers

As a member-led organisation, it is vital that YFC members are at the heart of all discussions and decisions about the support they might need.

Discussions about additional support may be raised by a parent or carer, or by club officers who believe a member would benefit from extra help. Whatever the reason, it is important that the conversation is managed correctly.

The conversation may lead to an individual support plan being put in place for the member, or it may simply be an opportunity to talk through any concerns.

Whatever the outcome, it is important to keep notes of what was discussed and when, so that other club officers can provide appropriate support if needed.

Any records from your conversation should be stored securely and only shared with those directly involved in supporting the member.

Support for your conversation

To help make these conversations as positive and effective as possible, consider the following:

• Ensure conversations are held in a suitable place where everyone attending can feel relaxed, clearly heard and be able to contribute to the discussion.
• At the start, explain the purpose of the conversation so everyone has the same understanding and can feel more at ease.
• Listen to the member, their parent or carer to learn more about their disability and needs. Remember they are the experts! It’s important to not make assumptions based on what you have seen or heard.
• Describe the common activities involved in your club and how the programme is organised. Explain you can make reasonable adjustments but need guidance on what is needed and how to do it.
• Agree who the information will be shared with and where/how written information will be stored.
• Agree when the information should be reviewed.

Questions to ask during the conversation:

• What support does the member have at school or other groups? Could similar support help in YFC?
• What aspects of YFC are likely to cause most difficulties and how can these be reduced?

During your conversation don’t be afraid to be honest about what club officers can and cannot do. It’s helpful to explain that club officers are young volunteers and therefore may need more support.

If you are finding it difficult to agree on suitable support, speak to your county office/DSO or the safeguarding team at NFYFC.