Updated Guidelines for Volunteer Management During COVID-19 Pandemic

Note: This supersedes the earlier Guidelines for Volunteer Management during COVID-19 Pandemic, dated 22 November 2021

1. In line with the easing of community Safe Management Measures (SMMs) as announced by the Multi-Ministry Taskforce (MTF) on 24 March 2022, the guidelines for volunteer management during COVID-19 pandemic will be updated accordingly. This will take effect from 29 March 2022 and will remain in effect until otherwise advised¹.
2. This document provides guidance to individuals and organisations on their volunteering activities as we make a significant move to ease our community SMMs.
   
   Approach for Easing of Community SMMs   
   
   
3. Volunteers continue to play a key role in the fight against COVID-19. Their activities include promoting social responsibility, supporting essential services and caring for the vulnerable segments.
4. Volunteer Host Organisations (VHOs)² can continue to enlist volunteers to support essential aid distribution (i.e. supplies necessary for daily sustenance such as cooked food and food rations, and urgent financial aid) and adhere with prevailing SMMs³. 
5. Apart from essential aid distribution, VHOs can also respond to other community needs so long as these activities adhere to SMMs and guidelines for the specific sector⁴.
   
6. VHOs can conduct volunteer activities in groups of ten persons for mask-off activities, avoid cross-interactions between groups, and in accordance with safe management measures and sector guidelines. VHOs should also collaborate and coordinate with partners to minimise duplicative efforts, and reduce the movement of staff and volunteers and physical interactions. Avoid general outreach and door-to-door visitation, except for cases in need of urgent aid⁵.
7. Volunteers are strongly encouraged to complete the full COVID-19 vaccination regime before volunteering for an activity. Volunteers should adhere to all safe management measures and vaccination requirements as required by the VHO. This is to minimise the risk of transmission between volunteers and vulnerable service users.
8. Notwithstanding the above, VHOs are strongly encouraged to carry out their volunteering activities remotely or in virtual format wherever possible, e.g. via telephone and video-conference. This is still the best way to keep our volunteers and beneficiaries safe. See Table 1 for a summary of the approach for volunteering activities.      
   
   Table 1: Summary of the approach for volunteering activities
   
   
   

   Volunteering Activities	Approach
   a. Volunteering activities conducted in mask-off settings	Proceed, adhering to prevailing SMMs and sector specific guidelines: -       involve groups of up to 10 persons -       implement a safe distance of 1 metre between individuals or groups -       avoid cross-interactions across groups
   b. Volunteering activities conducted in mask-on settings	Proceed, adhering to prevailing SMMs and sector specific guidelines: -       no limit for the number of persons involved -       continue to encourage safe distancing but will not be required between individuals or groups -       avoid cross-interactions across groups

   
   
   Assess risk and apply safe management measures
   
   
9. VHOs must conduct volunteer activity risk assessment to assess the format for the activity and deployment of volunteers (See Annex A for an illustration).
10. Should face-to-face interactions be necessary for volunteering activities, VHOs must ensure compliance with safe management measures. These measures include:
    
    

    a. Safe distancing continues to be encouraged but will not be required between individuals or groups for mask-on settings. A safe distance of 1 metre will continue to be required for mask-off settings between individuals or between groups made up of no more than ten persons;

    b. Ensure no social mixing among different groups of volunteers and schedule their volunteer activities, if possible, in fixed teams, to minimise interactions between volunteers and staff. 

    c. Mask-wearing will continue to be required for indoor settings, but will be optional in outdoor settings . However, staff and volunteers are encouraged to wear their masks even when outdoors for personal protection and to protect others, especially in crowded areas. Staff and volunteers should not participate if unwell.

    d. Encourage staff and volunteers to observe good personal hygiene, e.g. wash their hands regularly and refrain from touching their face. 

    e. Avoid involving children, persons with chronic or underlying conditions, and pregnant women as volunteers. However, these individuals can take on virtual volunteer roles that allow them to operate from home. 

    f. Limit the number and physical movement of staff and volunteers involved to minimise the risk of transmission. Implement staggered working and break hours and timings of volunteering sessions to reduce possible congregation at common spaces. Keep a register and track movement using a movement log, in order to facilitate contact tracing, if necessary.

    g. Reduce frequency and duration of physical interactions with beneficiaries, e.g. consolidate essential aid to be delivered to reduce the number of physical trips and avoid physical interactions by leaving supplies at the door. If there is a need to check on the beneficiaries, volunteers to maintain at least 1 metre safe distance. For beneficiaries who are seniors, deliver essential aid to their doorstep as far as possible, so that they do not have to venture out to do collection. 

    h. Where it is not feasible to arrange for delivery, designated collection points can also be set up in the vicinity for beneficiaries to collect the essential aid with the necessary precautionary measures to ensure safe management. Buffet set-ups are strictly prohibited. Volunteers must not congregate and should minimise physical interaction with beneficiaries. 

    i. Enable contact tracing to be carried out quickly and effectively by using the TraceTogether-only SafeEntry system to log the check-in and check-out of staff and volunteers from premises. Visit https://www.tracetogether.gov.sg for TraceTogether-only SafeEntry, and to refer to the user guidelines and FAQs. Upon registration, an onboarding guide with links to all the key resources, digital posters, step-by-step user guides and demo videos will be provided.

    j. Require staff and volunteers to download and activate the TraceTogether app. This will help MOH to more quickly identify potential close contacts of COVID-19 patients and reduce disease transmission. Data recorded by TraceTogether is stored on the user’s phone, and is only uploaded when required by MOH, e.g. when the user is suspected to have COVID-19. More information on TraceTogether can be found at www.tracetogether.gov.sg.

    
    Ensure safety and well-being of volunteers
    
    
11. VHOs must continue to ensure the safety and well-being of their volunteers. The volunteers should be informed about the risks, and the measures taken by the VHO to protect them. This can include a briefing on the volunteer activity and precautionary measures, and shall be conducted remotely online, where possible. VHOs are to provide a contact number for volunteers to call in case of emergency or if they feel distressed. VHOs shall also actively seek feedback from volunteers and help to address their concerns, if any.
12. Even with safe management measures and gradual resumption of activities, there is a risk that COVID-19 transmission may happen. VHOs must be prepared to help volunteers who have contracted COVID-19 in the line of duty. This can include helping them to apply for relief under The Courage Fund⁶, and to extend support for their families during this period of time. VHOs should also provide emotional support to any volunteer who needs it, and can tap on the National Care hotline. 
13. VHOs should also find ways to show their appreciation for their volunteers’ efforts, which can include sharing positive stories through the SG Cares App, providing words of encouragement, and tokens of appreciation.
    
    Sustain engagement of supporters and volunteers
    
    
14. VHOs are strongly encouraged to continue to communicate and engage their supporters and volunteers during this period even if they are not deployed. This will allow VHOs to activate volunteer resources quickly when the situation improves. Activities by VHOs can include doing the following remotely:

    a. Keep supporters informed of the current happenings and initiatives

    b. Share stories to motivate volunteers to step up;

    c. Encourage creative and safe ways to volunteer, both remotely and on-site;

    d. Build online communities and social networks; and

    e. Leverage online volunteer opportunities portals, communication tools and learning resources (See Annex B for a list of resources).

15. These measures will be revised in tandem with future adjustments in MOH’s guidelines. Depending on the risk assessment and our safe management practices, MCCY will issue further advisories to guide VHOs on the management and deployment of volunteers. We need to remain cautious and stay safe as long as the risk of COVID-19 transmission remains. 
    
    Working Together to Emerge Stronger
    
    
16. The community and volunteers shape a caring and united Singapore. With everyone playing their part and supporting each other, we can overcome this pandemic and emerge stronger.
    
    For Enquires
    
    
17. For clarifications or enquires, VHOs can write in to SGCares@mccy.gov.sg.