SOS Guidance

This is a guidance document for Summer Overseas

Support (SOS).
SKIP Summer Overseas Support (SOS) is a service
provided by the National Committee and Trustees to
ensure the safety of volunteers on project. It will
replace the previous on call system.
Methods of Contact
1. SOS Hotline
As with previous years, there is an on call rota for NC and trustees. The main difference this
year is the use of a single hotline number rather than personal numbers. There will be one
number for NC on call and one number for trustee on call. The number will be distributed to
volunteers, branch committees and next of kin (NOK).
This number has been set up through voip-phone which is an online service. It means
volunteers will only need to locate one hotline number in an emergency. The Critical
Incident lead will be responsible for the maintenance of these numbers. The website allows
us to input the personal numbers of the relevant on call person each week. It also allows us
to input a second on call number, which the call will be automatically diverted to if the first
on call does not answer the phone. Since this is the first year, we will also be sending out
everyones personal numbers to volunteers, as a back-up plan.

2. SKIP Skype account

We have created a SKIP Skype account to be used for returning calls to volunteers. Everyone
on the on-call rotas will be given log in details. It is personal choice whether you want to use
this account and obviously depends if you have internet access when making the call. The
account will be kept in credit, allowing you to make calls to mobiles internationally or other
skype accounts at no personal cost.

Sequence of events

First contact from

volunteer/NOK via SOS hotline

First con

Complete Incident form (see

appendix 1)

Communicate with NC/trustees

via google-group

Contact volunteer via Skype

account

Examples of possible incidents

Child protection scenarios a volunteer has concerns about the welfare of a child, a
child has reported abuse or a response to allegations against a volunteer

Volunteer/project leader to
contact trustee on call

Trustee to complete incident

form promptly with as much
information as possible

Discuss with NC/trustee

googlegroup

Follow up phone call with any

actions required

Volunteer illness volunteer mugged on project

Volunteer/Project leader to
contact NC on call

NC to complete incident form as

soon as possible

Discuss with NC/trustee

googlegroup

Offer to contact NOK

Follow up phone call

Advice may include: contact

police, embassy, block cards,
medical input

Health and Safety concerns worries over safety during building project

Volunteer/project co-ordinator
to contact NC on call

NC to complete incident form as

soon as possible

Discuss with NC/trustee

googlegroup

Follow-up phone call

Documentation
The SOS incident form is included in the appendices (Appendix 1). It is vital that as much
information is included as possible including dates, times, names of volunteers and contact
details. We no longer ask volunteers to complete these forms on project so rely on
NC/trustees on call to obtain all relevant information for the forms.

Advice
It is important to reiterate to volunteers that we are only acting in an advisory capacity. We
cannot offer direct medical advice and must advice them to seek medical help in their
project country.

Handover Document
An example of the handover document lay out is included in the appendices (Appendix 2).
This will be found on g drive. As the on call for the week, you are required to complete this

document with any contact you have received from branches or volunteers, however trivial
the contact may seem.
There is a space for action points/follow-up required at the bottom of the form. This is
important for the continuity of the on call system.

Post Incident
Step 1
Each Branch should conduct an in house debrief and review of any critical incidents from
the summer programme as soon as possible in the autumn term. This should aim to further
clarify and substantiate the facts where possible. An assessment and analysis of the incident
against current Branch risk assessment forms and health & safety policies and national SKIP
policies and bylaws should be undertaken.
Step 2
The branch Mentor should independently review and reflect on the incidents from the
summer programme prior to a meeting with the branch. The Mentor should have a general
plan for how to execute a root cause analysis for each incident. Knowledge of current
branch risk assessment forms and SKIP policy and bylaw is necessary for this task.
Step 3
The Mentor should meet with the Branch and facilitate a root cause analysis of each
incident. End point questions to be raised and acted on:
1. Was the incident avoidable or anticipated by current risk assessment strategy or SKIP
policy i.e. were we doing what we were supposed to be doing?
2. Would the incident be less likely if there were modifications to risk strategy or SKIP
policies? If so how?
3. Is the incident unavoidable or likely in future despite amending practice and policy?
Step 4
The Branch and Mentor should jointly write a critical incident report with proposed action
points and conclusions for review by the Trustees by the end of the Autumn Term prior to
Christmas break. However, any issues that are deemed time critical or time urgent need to
be discussed with the Trustees as and when they arise.
Step 5
A joint meeting of all branch Mentors who have reviewed critical incidents should be held,
facilitated by a Trustee. The Trustees should have reviewed all critical incident reports prior

to this meeting. The Mentors should have received clear direction from the Trustee by the
end of this meeting.

Appendix
1. SOS incident form
2. Handover document

SKIP SOS Incident Form

Name:
Branch / volunteer involved:
Date of incident:
Place of incident:
Date form completed:
Description of incident:

How it was managed:

Follow up plan/ further support needed:

Time of incident:

SKIP Handover Document

Week commencing 1st June

BRANCHES
Edinburgh
Glasgow
Newcastle
HYMS
UCL
Barts
St Georges
Cardiff
Southampton
Action points for the following week

ANY CONTACT