Habitat for Humanity Of New Castle County Before After Providing Affordable Housing Opportunities.
Team Leader Manual - Habitat for Humanity GB...The ultimate goal of Habitat for Humanity is to...
Transcript of Team Leader Manual - Habitat for Humanity GB...The ultimate goal of Habitat for Humanity is to...
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Prepared by Habitat for Humanity Great
Team Leader Manual
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Table of Contents
Welcome ............................................................................................................................................ 2
Introduction ..................................................................................................................................... 3
Global Village.................................................................................................................................. 7
Our Team Leaders ........................................................................................................................... 9
Before the Global Village Build ................................................................................................. 13
Preparing Your Team to Travel .................................................................................................. 17
Money Matters ............................................................................................................................... 22
Team Building ............................................................................................................................... 23
Worksite Health and Safety ........................................................................................................ 30
Risk Assessments .......................................................................................................................... 38
Global Village Crisis Management Plan .................................................................................. 39
Personal Health and Safety ......................................................................................................... 46
Insurance and Useful Contact Details ...................................................................................... 55
Post Build Debrief and Evaluation ............................................................................................ 58
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Dear Team Leaders,
Thank you so much for partnering with Habitat for Humanity Great Britain
(HFHGB) and our beneficiaries to lift families out of poverty. We hope this is just the
beginning of our journey together. Our
Team Leaders are vital to our Global
Village programme, making it possible for
volunteers to directly contribute to the
creation of safe, affordable housing and
helping families realise the Power of Home.
Your experience, guidance, and devotion to
our mission inspires others to embrace their
role is addressing the global housing crisis.
Our Team Leaders are central to achieving
our mission—we could not do it without you!
This role is both a privilege and a responsibility with a great deal of work and
tremendous reward. This is why we select our most extraordinary Global Villagers
to take this step with us. From volunteer recruitment to onsite coordination and
post-Build support, you have a critical role in HFHGB’s Global Village programme
and furthering our mission at large. As a Team Leader you provide a public face for
our work and put our vision into action.
This Team Leader manual is specially prepared for you as you get ready to lead your
Global Village Build. The materials inside will cover the procedures and processes
for creating and delivering a successful Build. In addition, you will find resources on
health and safety, team dynamics, and cultivating long-term support for HFHGB.
We are here to support you throughout this journey, if at any time you would like
additional assistance please contact our Global Village staff.
In partnership,
Manuela Campbell
Head of Volunteering
Habitat for Humanity Great Britain
Welcome
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The Power of Home
Home is the cornerstone of hope for those living in poverty.
Habitat for Humanity Great Britain (HFHGB) helps the
poorest and most vulnerable people lift themselves out of
poverty by partnering with them to build their homes and
communities. With a home comes protection from the
elements, from disease and from violence. A decent and
secure home provides the foundation for health, education
and employment. As a leading international non-
governmental organisation focused on shelter, Habitat for
Humanity understands the Power of Home.
Poverty is a complex issue. Through our focus on home at
our core, Habitat for Humanity works with established
partners in over 70 countries to offer a simple, sustainable
solution. We partner with and serve low income families
and individuals including orphans and vulnerable children,
people with HIV/AIDS, the elderly, single mothers, ethnic
minorities and internally displaced groups.
Habitat for Humanity was founded on a Christian ethos,
however, we build homes for people of all faiths and no
faith. Our staff, volunteers and supporters come from all
different faith backgrounds and share a common principle
of putting their beliefs into action. We are a signatory of the
International Red Cross and Red Crescent Movement and
NGOs in Disaster Relief Code. Principle two of the Code
states “Aid is given regardless of the race, creed or
nationality of the recipients and without adverse distinction
of any kind. Aid priorities are calculated on the basis of
need alone.” Our desire is to reduce the barriers to
participation in our work and to strengthen mutual
understanding and friendship by building together.
Why We Build
Worldwide, nearly 2 billion people are living in inadequate
housing and some 830 million people live in urban slums.
With about 50% of the world’s population now living in
urban areas, by 2020 it is estimated the global slum
population will reach almost 1 billion. Lack of clean water
and sanitation claim the lives of more than 1.8 million
young children every year. Living in poverty housing robs
people of their dignity and the ability to earn an income. It
leaves them with impossible choices to make about how to stretch their finances to cover
essential needs such as food, clothing, healthcare, or an education for their children.
Introduction
• 1.6 billon people still
live in poverty housing
and another 100 million
have no home at all.
• Housing deficit in
Kenya was 2 million in
2012 and is growing by
200,00 units a year.
• In Addis Ababa
Ethiopia’s capital 82%
of households lack
access to proper
sanitation facilities.
• In Ghana, rooms in
homes are shared by an
average of between 10-
20 people.
• Nearly one third of
more than 160 million
people in Bangladesh
live below the national
poverty line.
Habitat for Humanity has
built, repaired or
renovated over 1 million
homes around the world.
Over 5 million people
now have a safe and
decent place to live.
What do we mean by
“inadequate
housing”?
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Homelessness and poverty housing trap people in a cycle of dependence, keeping them
vulnerable for generations.
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How We Work
The ultimate goal of Habitat for Humanity is to eliminate poverty housing and
homelessness by building adequate and affordable housing. The organisation also seeks to
put shelter in the hearts and minds of people in such a powerful way that poverty housing
becomes socially, politically and religiously unacceptable anywhere in the world. We work
in many ways to achieve this goal:
Building and
renovating homes
Disaster risk
reduction and
response
Volunteering
Water, sanitation and
hygiene (WaSH)
Advocacy, land and
inheritance rights
Microfinance
Construction training
Energy efficiency
From Humble Beginnings The idea for Habitat for Humanity was born at Koinonia Farm, a community near Americus,
Georgia. In a programme called partnership housing, Koinonia founder Clarence Jordan and
others began building houses in partnership with low-income, rural neighbours and then
selling the houses to the families on a no-profit basis.
In 1973, the Fullers—a couple who had abandoned a millionaire lifestyle and devoted
themselves to a life of service—moved to Africa to test Koinonia’s partnership housing
model overseas. The programme they began in the Democratic Republic of the Congo,
formerly known as Zaire, soon became a working reality. Convinced that a concept that had
worked in southwest Georgia and in Africa could be expanded and applied worldwide, the
Fullers returned home and founded Habitat for Humanity International in 1976.
Through this programme, simple, decent houses became affordable to those who were too
poor to qualify for conventional financing. Each homeowner, HomePartner, family helped in
the construction of the homes. This “sweat equity” lowered the cost of the houses, instilled
pride of ownership and fostered positive relationships with volunteer builders. Their house
payments were placed into a revolving “Fund for Humanity”, which was used to build
more houses.
Habitat for Humanity Today Today Habitat for Humanity (HFH) works in more than 70 countries addressing the critical
global housing need. Habitat for Humanity International (HFHI) is headquartered in
Americus, Georgia and is supported by national organisations operating in several
countries, including Great Britain. HFHGB is privileged to be a member of the Global
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Funding Network, which is comprised of several national organisations focusing their
efforts on raising vital funds to further Habitat for Humanity’s mission worldwide.
The Future of Habitat for Humanity
HFHI has embarked on a five-year strategic plan that will help the organisation further its
mission to bring people together to build homes, communities and hope. The plan will run
through to June 2018 and is aimed at expanding the organisation’s impact on all aspects of
affordable housing in the more than 70 countries where HFH is at work. HFH’s plan has
three main components:
Improve housing conditions for an ever-larger number of the world’s poor and low-
income families;
Support and influence partner organisations to increase access to shelter and
advocate for affordable housing policies; and
Mobilise hands, hearts and voices of volunteers in the cause of adequate and
affordable housing.
See Appendix 1 for Philosophy and Terminology of Habitat for Humanity and Appendix 2
for Habitat for Humanity Structure.
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Global Village supports the mission of Habitat for
Humanity by working in partnership. It provides cross
cultural experiences, mobilises volunteers and generates
resources in the hope of creating long-term advocates for
affordable housing.
The Global Village (GV) programme began in 1989 in
response to increasing requests for international short term
volunteer opportunities. In its first year, 12 countries
invited 30 teams to participate in housebuilding work and
to learn about Habitat’s work in their country. The GV
programme is growing rapidly; today GV staff throughout
the world coordinate more than 850 teams from over 25
countries traveling to at least 50 host countries each year,
serving more than 10,000 participants.
The GV programme could be criticised in a development
context. That is, amateur volunteers flying in to do the job
for communities in need. The programme raises questions
over our commitment to local decision making,
sustainability and quality control. However, HFHGB
works thoughtfully and strategically with HFH host
countries to ensure all projects are community-led and
aligned with local priorities. HFHGB have identified 3
main benefits of the GV programme:
It raises funds to further our mission, fulfilling our
remit as part of the Global Funding Network.
It responds to the desire of communities in need to
be socially and economically connected rather than
isolated. Communities in need see the opportunity
for a relationship with the world around them as a
vital component to their own development.
The experience personalises the mission for
volunteers, generates inspiration and creates
enthusiastic advocates for our mission.
GV is more than a one-time experience. Before they go,
volunteers spend months fundraising from friends,
families and communities and telling their networks about
the work of HFH. Then, during the Build they have the
opportunity to connect in a personal way with the
communities in which they are working. They create new and unexpected relationships that
were previously inaccessible. These are life changing and precious moments for
We believe that GV is more
than money. We want you
to come back with the
mission of Habitat for
Humanity in your heart
and this experience will
help you to understand it
more fully. Your
willingness to travel
overseas and participate in
the physical construction
of decent, affordable
housing will inspire people
you know to donate. You
are providing a direct,
personal connection
between those who give
money and those who
benefit from Habitat for
Humanity’s work.
In addition, what you will
give is more than money.
You will give hope and
express solidarity. When
your HomePartner points
to a picture of your team
on his wall and says “these
are my friends from the
UK” it will mean that a
truly deeper connection
has been made. Inspiration
goes two ways. Our
beneficiaries have
incredible stories and they
inspire and encourage our
volunteers as well! You
bring them hope and they
send you home changed.
Why not just send the
money?
Global Village
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HomePartners, communities and volunteers. At the end of their Build, we want our
volunteers are filled with a passion to see the world changed for the better. We want the
personal experiences of the
volunteers to transform
into a global perspective
on HFH’s far reaching
work. As GV volunteers
become long-term
supporters, we hope that
they will continue to
donate, fundraise and
advocate to address the
global need for affordable,
decent housing.
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Leading a Global Village Build
The role of a Team Leader (TL) starts from the moment an individual enquires about a
Build. From the very beginning stages, you will liaise with HFHGB GV staff to plan the
Build and work to recruit team members. As the main point of contact for the team, it is
your job to enthuse and manage the team before they depart, help with their trip
preparation and support their fundraising. By building a rapport with the team members
prior to departure, you will set the precedent for the Build and enhance your ability to
manage the team on the ground.
Your main responsibility whilst in-country is to keep the team safe and focused. You will
work with the local HFH Host Coordinator to oversee the health and safety of the team at all
times. You will brief the team, liaise with local staff and masons, carry out risk assessments
and maintain HFHGB’s high standards. You are also the primary first aider and will be the
first to deal with any medical incidents that occur throughout the duration of the Build.
Alongside being responsible for the safety of the team, you will also need to ensure their
wellbeing and enjoyment of the Build experience. It is a role requiring diplomacy and strong
leadership skills. As a representative of HFHGB, you will need to be able to answer
questions confidently and accurately about the charity and our work. You will be
responsible for guiding the team through the cultural challenges and new environments and
do so in such a way that shows enthusiasm, approachability and empathy.
Team Leader Responsibilities: The responsibilities of a TL are varied; these can be shared when there is a Deputy Team
Leader (DTL) assigned to the Build.
Pre-departure
Be the main point of contact between HFHGB and the team,
Recruit team members for the Build,
Manage the team’s expectations,
Collect and disseminate documents from team members,
Support and advise team members in their fundraising efforts, and
Be an extended arm of the HFHGB staff and an advocate of the charity.
On the Build
All health and safety on-site, including first aid, site safety management and regular
risk assessments,
Manage the team’s expectations and keep them motivated,
Act as a liaison between the local staff and team members when in-country,
Deal with administrative duties whilst in-country,
Pay bills and deal with any financial elements of the Build as needed,
Organise regular team meetings,
Problem solve when unexpected circumstances arise,
Deal with conflict within the team and between the team and the community,
Ensure the team complete the evaluation forms, and
Promote the work of HFHGB and encourage team members to continue their
involvement with the organisation.
Our Team Leaders
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Above all, your role is to transform every GV volunteer into a life-long supporter of HFH!
HFHGB GV staff are responsible for the logistics of the GV Builds, we will:
Prepare the team budget,
Prepare the team itinerary,
Support recruitment of the team,
Pay and manage the in-country finances,
Collect and disseminate information from the host country to the TL,
Track trip payments from volunteers,
Be the point of contact between the TL and the HFH hosting coordinator,
Arrange hotel and transport bookings with the HFH hosting coordinator,
Arrange all in-country ground transportation,
Cover the costs and donation for the TL, and Waive the donation element for the Deputy Team Leader (DTL).
Deputy Team Leader Responsibilities: In most cases, each GV Build will have a DTL. It is the role of the DTL to be the ‘right-hand’
of the TL and to help them in any way deemed necessary. It is up to the TL to decide what
roles and responsibilities they could assign the DTL. Some suggested options might be:
Additional site supervisor,
Group supervisor (when the team is broken down onto different build sites),
First Aider,
Lead team/reflection meetings, and
Budget controller (if there are funds that need to be managed).
See Appendix 16 and 17 for Team Leader and Deputy Team Leader Role Description.
Becoming a Global Village Team Leader Whilst there are no formal qualifications needed to become a TL, all candidates must go
through a training and selection process before they will be eligible to lead a team. The
process for becoming a TL is as follows:
1) Participate in a GV Build - This is so you gain a basic understanding of Global
Village and an appreciation for what it is like to be a part of a GV team
2) Complete a Team Leader Application - You will need to fill out an application form
and submit it to the HFHGB GV staff. This can be found here:
www.surveymonkey.com/r/HFHGBTLApplication
3) Undertake Team Leader Training- This is a semi-annual training course designed to
impart the knowledge and expertise that you will need to successfully lead a team.
4) Undertake a GV Build as a DTL – Once you are placed on a Build as a DTL, you will
need to sign a Deputy Team Leader Memorandum of Understanding (MOU) (see
Appendix 18 for a DTL MOU). You will be given some basic roles and responsibilities
which will allow you to demonstrate your ability to lead a team.
5) Receive positive DTL evaluation – Throughout the course of the Build, the TL will
assess the DTL as to their suitability to lead a team in the future. At the end of the
build the TL will submit a DTL evaluation to HFHGB GV staff recommending
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whether or not the DTL is ready to lead. The DTL Evaluation can be accessed here:
www.surveymonkey.com/r/HFHGBDTLEvaluation
6) Complete first aid training and receive a DBS (previously Criminal Records
Bureau check) - HFHGB will reimburse you for the cost of your first aid training and
organise and pay for the DBS check.
7) Sign a Team Leader Memorandum of Understanding- Prior to the trip departing,
TLs must sign an MOU which outlines their roles and responsibilities and those of
HFHGB (see Appendix 18 for a TL MOU).
*Please note- there is no guarantee of a Build should you go through the process of becoming a Team Leader.
Placement will depend on the number of available Builds and the need.
Costs
The cost of a GV Build is comprised of three components:
Registration fee— non-refundable, non-transferable and must be paid in order for
the volunteer to officially register for the Build.
Trip costs – includes all in-country costs, medical and emergency insurance, T-shirts,
administrative expenses, etc.
Donation for HFH– split between HFHGB and the host country.
One of the primary reasons HFHGB runs the GV programme is to raise vital funds for the
host countries. As such, the donation amount the participants pay is critical. This allows the
host country to continue to build and expand their programmes and allows HFHGB to
widen our scope and invest more in our programmes and volunteers (see Appendix 14 for
Donations and Excess Funds Policy).
All TLs will have their GV Build trip costs, first aid and DBS check paid for by HFHGB.
They will also be given a small allowance for other expenses such as visas and vaccinations.
They are not required to pay a donation to Habitat for Humanity (see Appendix 12 for an
Expenses Policy.)
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All DTLs will have to pay their trip costs component, but will not have to pay the donation
to Habitat for Humanity. DTLs do not get any allowance for other expenses.
Some TLs and DTLs may choose to fundraise their costs as this increases the donation we
are able to send out to host countries and reduces the fundraising burden on the team
members.
See Appendix 32 for the Sample HFHGB Budget Sheet and Appendix 33 for Team Leader
Expenses Claim Form.
Team Leader Training The GV staff runs a semi-annual TL training which is designed to provide TLs the skills and
knowledge they will need to successfully manage a team. It is compulsory that all
potential/new Team Leaders attend this course at least once if you wish to lead in the future.
As our policies and procedures are always evolving, existing TLs and DTLs are also
encouraged to participate once a year to keep their skills and knowledge up to date.
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Team Recruitment
Open GV Builds are publicised to the public on the HFHGB website, however, it is vital that
TLs also play their part in the recruitment process. We encourage TLs to advertise the Build
they are leading to their networks. Social media is a useful tool to get the message out to
potential participants and we can provide you with photos and content for Facebook and
Twitter updates. (A comprehensive HFHGB social media guide is available upon request.)
Putting posters up in local coffee shops and getting articles in your local paper are just a few
ways that you can begin to recruit your team. The GV staff will be with you every step of the
way to help with any advice and provide additional resources.
Registration Process:
Registering Interest Individuals interested in joining a GV Build, who have not already spoken to the TL, are
directed to “register their interest” on the HFHGB website. This consists of completing a
form that collects basic information, including telephone number and email address.
Registering interest does not obligate them to joining any particular Build, it simply connects
them to the TL for further discussion.
Expectations Call To help the process of team selection and ensure a ‘right-fit’ for volunteers and TLs, after a
volunteer registers an interest in a Build, HFHGB will connect them to the TL for an
Expectations Call. The call must take place prior to their full registration and payment of
their fee. This is an opportunity for the TL to introduce themselves to the volunteers and
provide more information on their Build. This will promote stronger working relationships
between the TL and volunteers as well as help avoid any personality clashes that might
arise.
Some good questions to ask are:
Why are you interested in volunteering with Habitat for Humanity Great Britain?
This is a good way to learn more about a volunteer's motivation.
Do you feel you can adapt well to unexpected changes in the itinerary? Flexibility
and adaptability are key traits for a GV volunteer.
Do you have any medical or physical conditions? This isn't about excluding anyone
from the Build, more about ensuring they are comfortable sharing this information
with you. You'll need to know this information in order to provide effective medical
care in the field if needed.
Let them know what they can expect from you as a leader. Keep this conversation a
two-way process; let them know that this is their decision too and invite them to ask
questions.
Volunteer learns about Build via
recruitment event, website, etc.
Volunter Registers Interest On HFHGB
website.
Volunteer and Team Leader conduct an Expectations Call.
Volunteer completes full
registration and pays fee.
Before the Global Village Build
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At the end of the conversation ask them if they want to think about it some more and let
them know there are no hard feelings if they decide not to join the Build.
Registration and Payment After the Expectations Call, if the TL and the volunteer feel that they are ready to join the
Build, the next step is for the volunteer is to register through the HFHGB website and pay a
non-refundable, non-transferable £300 registration fee to confirm their place on the Build.
They will also submit their personal, health and, medical details and next of kin information
(all of which remain confidential) and agree to HFHGB’s Terms and Conditions (see
Appendix 5 for Terms and Conditions). The balance of the payment (total build trip cost
minus the £300 registration fee) must be paid in full no later than 45 days prior to the
departure date. Volunteers will have to abide by HFHGB’s Payment and Cancellation
Policy. Please see Appendix 6 for full Payment and Cancellation Policies.
Once the team member has completed the registration form, had their call, and paid their
fee, they will be sent a welcome email with a link to set up their fundraising page. They will
also receive a welcome pack in the post with a t-shirt and HFHGB GV Orientation Manual
providing each team member with information about HFH, what to expect on the Build,
health and safety, a kit list and general advice.
Organisations or a group of individuals undertaking a ‘closed’ Build will also will follow a
similar process, but will also be required to complete an Organisation Memorandum of
Understanding (see Appendix 19).
Team Member Fundraising
Many GV volunteers opt to fundraise some, all, or above their Build trip cost. Each GV Build
has a corresponding online fundraising campaign which is set up by HFHGB staff.
Volunteers will be able to create a fundraising page connected to the Build’s campaign.
HFHGB will provide a Fundraising Tool Kit (included in the GV Orientation Manual) and
promotional materials to help the volunteer communicate HFHGB’s work. Whilst HFHGB
GV staff will track volunteers’ fundraising progress, TLs are also encouraged to support
them during this process.
Minors on Teams It is the policy of HFHGB not to take GV volunteers younger than 16 years of age. Young
people of the ages of 16 and 17 are considered minors and may go on HFHGB trips under
certain conditions, such as being accompanied by a parent or legal guardian and that parent
or legal guardian having parental responsibility for the minor. Habitat for Humanity also
takes into consideration the minimum age for construction work in the host country and
Habitat for Humanity’s Child Labour policy (see Appendix 10 for Child Labour Policy and
Appendix 11 for Minors Policy).
Communicating With Team Members Whilst there is no exact formula as to how much contact each team member will require, we
recommend that you consider getting in touch at least once a month with the team. This will
allow you to check in and find out how things are going with their fundraising, to build a
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rapport and to chase any outstanding details the HFHGB GV staff may require. See
Appendix 4 for sample Team Member Emails which may be useful to guide your
communications with the team.
One of the ways to keep the team enthused and informed could be through a shared blog or
website. This way you can share stories and information with the whole team at once and
use visual aids such as photos to keep them enthused. The key is to find a form of
communication that will work for the team and for the TL.
To keep messaging coherent and clear, the GV staff will direct most communications
through the TL. HFHGB GV staff will communicate with the volunteers primarily regarding
payments. This is aimed to compliment the TL’s contact.
When using social media to promote the Build or connect team members, it is important to
remember to use discretion and sound judgement as you are representing HFHGB. Any
social media use that damages HFHGB’s reputation or spreads misinformation could be
cause for GV staff to part ways with a TL or DTL. If you have any questions or concerns
regarding social media usage, please contact the GV staff and/or request a copy of HFHGB’s
social media guide.
Lines of Communication on a GV Build
Team Leader
Global Village Sending Coordinator
Global Village Hosting Coordinator
Host Community
or Local affiliate
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Team Leader Pre-Trip Supplies
Before you depart you will receive the following information from HFHGB:
Site safety check list for TLs (see Appendix 23),
Health and Safety briefing list for team members to sign to confirm they received a
briefing (see Appendix 24),
Emergency cards with key contact numbers for each team member to keep on their
person,
H&S signage for the site and each team member (see Appendix 26 for Site Safety
Form),
Links to evaluation forms for the team to fill out at the end of the Build. This can be
accessed here: www.surveymonkey.com/r/gvteam , and
Team Roster*
*HFHGB GV staff will provide all TLs with a team roster containing everyone’s personal
details as per their registration form. It is good practice to verify the details that volunteers
have entered. This information is for you to assemble into a Crisis Packet which will help
you manage the team and deal with emergencies. Please remember that this information is
sensitive and personal; it should be kept
with you at all times and not be accessible
to others. It may only be used for the
purposes of managing the Build and
ensuring a safe experience for all. It should
be destroyed after the Build ends (see
Appendix 7 for Data Protection and
Confidentiality Policy).
HFHGB will provide reimbursement
(within reason) for a basic first aid kit and
advice as to what it should contain. It is the TL’s responsibility to restock the kit and submit
receipts to the GV staff for reimbursement.
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Every GV Build experience is different. Not only do the team composition and cultural
differences make each experience unique, but also the logistical arrangements. It is
important that the TL manages the team’s expectations and prepares them for their GV
Build. There are a number of key topics which are particularly important to cover during
your pre-Build communications with the team.
Passports All passports must have at least 6-
months validity before departure and at
least 2 clean pages. If volunteers’
passport do not have this, we
recommend that they get it renewed.
Please ensure team members allow for
sufficient time to do this.
Vaccinations and Immunisations It is the responsibility of the volunteer
to arrange their own vaccinations and
seek the advice of a medical professional in regards to immunisations and relevant
medications prior to their departure. It is always recommended that participants take their
vaccination certificates with them. This is particularly relevant in destinations that require
the evidence of a yellow fever vaccination.
Visas
All participants are responsible for arranging their own visas. HFHGB will advise of any
visa requirements but the best approach is to visit the Embassy website of the appropriate
country to get further advice. Another good resource is the UK Government foreign travel
advice website: https://www.gov.uk/foreign-travel-advice. If ‘Letters of Authorisation’ are
required, HFHGB will work with the host country to secure these.
Transport It is the volunteer’s responsibility to book their own international travel and any ground
transport in their country of departure. All transport in-country will be arranged by the Host
Coordinator unless otherwise specified. HFHGB will book the TL’s flight—it may be useful
to pass these details onto the team in order for them to gauge their own arrival in-country.
Gift Giving It is not unusual for volunteers to want to take gifts for the host country. HFHGB has robust
policy regarding gift giving and it is important that this is communicated to all volunteers
(see Appendix 8 for Gift Giving Policy).
Preparing Your Team to Travel
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HFHGB Global Village Gift Giving Policy
The Global Village department discourages GV teams and individual team members from giving
personal gifts while engaged in or as a result of being engaged in a GV team. Team members being
there working is a gift in itself. Because they travel the world GV teams encounter diverse cultures
that view the giving of gifts in decisively different ways. Many cultures feel that to receive a gift means
that a gift must be given in return. Most times, the person or family to whom a gift is given is not in a
position to reciprocate. This may inadvertently result in disappointment and unhappiness.
Because it may set precedence, gift giving can have a negative impact on the host affiliate, HFH in
general, other volunteers that build with the affiliate, the GV programme and future GV teams. To
avoid potential problems, embarrassment, hurt feelings and unhappiness, it is best that gifts not be
exchanged between the team or individual team members and: individual children, the local
masons/volunteers, on-site construction supervisor, HomePartner, host coordinator, host affiliate
staff, HFH local coordinator, GV team leader or anyone else.
Donating Tools and Clothes
Donations to the local affiliate that benefit an entire community such as school supplies, small tools
and clothing are welcome and appreciated. They will be distributed by the host affiliate personnel,
however we ask that your team leader and HFHGB GV staff remain the first point of contact for this
type of in-kind or monetary donations,
The host coordinator can advise HFHGB on the appropriate tools needed by the host
programme.
Donated tools are retained by the host programme and used on future builds.
Clothing should be clean or team members should include a small donation to pay for the
laundering of any donated clothing.
Donated clothing is distributed by the local host programme or through local charities and
churches, to those most in need.
A Wish List May Be Provided.
Many HFH national offices and programmes have developed wish lists which include in-kind
donations that would be most useful to HFH in the host country. These items may include
office supplies, printers, computers, construction tools, etc.
Questions about gift giving, donations and sponsorships should be directed to HFHGB GV
staff, [email protected].
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Kit
A detailed kit list is included in the GV Orientation Manual all volunteers receive when they
register for the Build (see Appendix 20 for Kit List). It is always worth having a detailed
discussion with the team members about kit before they go. As we have to adhere to UK
standards of health and safety on building sites overseas, all team members are required to
wear steel toe-capped boots and hard hats. The team may want to consider that some items,
such as sun screen, could be shared to save space. Remind your team to test things out
before setting off so as to ensure they are complete, they function properly, they fit and they
do not trigger an allergic reaction. This is especially important for mosquito spray.
In-Country Details It is important to communicate to the team that they should be flexible as details could
change at the last minute. Ask the team to think about their expectations before their trip.
Below are some talking points to guide communications with the team.
Differences: Different is different, not wrong.
Schedules probably won't happen as
planned.
Be flexible. They might be tired of
hearing about flexibility, but it will
continue to be one of the most
valuable words to consider as they
go on their Build.
Frustration. No matter what the
situation, you’ll always be
encountering the unexpected.
Be forgiving. You will make
mistakes. Make allowances for
yourself as well as others.
Be willing to be stretched, challenged and transformed.
Accommodation The type, quality and cost of accommodation varies from country to country. Most teams
stay in a guesthouse or hotel, but some will stay with a homeowner family, in a community
hall or a school. All accommodation will be double (or triple in some cases) occupancy for
volunteers and TLs will have a single room.
Meals Most budgets accommodate all meals, but in some cases meals may not be provided outside
of the build days. If this is the case, the HFHGB staff will inform you of this as the TL may
have to pay, which can later be reimbursed. In most cases, dietary requirements can be
accommodated.
Water Bottled water is provided throughout the Build. If participants are concerned about the
water quality, they can take water purification tablets, but this will be at their own expense
and their responsibility to organise when in-country.
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Washing Facilities & Toilets
Most guesthouses and hotels have running water. However, these may not be to the
standard expected in the UK and are often communal. Some parts of the world have drop
toilets and other sanitary facilities that may not be familiar to team members, but it is all part
of the experience. There will always be toilet facilities on the build sites although these
might not be quite what the participants are used to.
Laundry In some locations, participants might be able to get their laundry done, but there is no
guarantee of this. Participants would do better to ensure they have enough clothing to last
for the duration of the build.
Language It is important that you are able to communicate with the people you will be working with.
If the first language is not English, the local HFH Host Coordinator will either ensure there
is an English-speaking host from the affiliate or that an interpreter is present on-site at all
times. Remember to be patient as levels of English proficiency will vary—a lot can be
communicated through gestures and demonstration.
Build Itinerary Most Builds are ten or fifteen days in duration. Of that, 80% of the participant’s time is
normally spent on the build site. The other 20% is often spent doing cultural activities or free
time. HFHGB will not organise rest and relaxation excursions before or after the Build- this
is at the participant’s own cost and risk. A typical build itinerary may look something like
this:
Sample 10 Day itinerary Sample 15 day itinerary
Saturday
Depart UK
Saturday
Depart UK
Sunday
Meet the team, travel to build location, and
participate in orientation.
Sunday
Meet the team, travel to build location, and
participate in orientation.
Monday – Friday
Work on site
Monday – Friday
Work on site
Saturday
Work on site and farewell celebration*
Saturday and Sunday
Some hosts build on Saturday but will
arrange cultural activities at the weekend
Sunday
Cultural activities and depart destinations
Monday-Thursday
Work on site
Monday
Arrive UK
Friday
Work on site and farewell celebration*
Saturday
Return to the UK *Depends on project and is likely, but not guaranteed.
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Team members will be motivated to get on with the work they have travelled a long way to
do. However, it is important that they don’t start half asleep from the travel and that they
have an appropriate briefing before they begin. When the Build is planned, we try to leave
some time for acclimatising before starting a demanding Build.
HFHGB will also try to arrange a few cultural activities such as visiting a local partner, etc.
in consultation with the team leader and hosting coordinator prior to departure. Cultural
activities should focus on the local development need and existing projects and partners. For
these reasons, it may not be appropriate to visit local schools or hospitals as their needs may
be outside the scope of HFH’s ability to assist. Volunteers should remain focused on what
HFH can and does strive to address—the global housing need.
Cultural Differences and Customs
Cross-cultural exchange can be one of the most enriching and challenging parts of the Build.
TLs will need to brief team members on cultural appropriateness for the country they are
visiting. Your Host Coordinator will be able to advise you on cultural do’s and don’ts. This
will include appropriate dress, behaviour and greetings as well as any other information
they feel is relevant. It is
important to remember - and to
impart on team members - that
different things are valued in
different cultures. For example,
time is often not as important,
women may not experience the
same degree of freedom, and it
is the quality of the relationship
or the discourse, not the time it
takes.
The rule of thumb is always:
Ask if you don’t know.
Be flexible and ready to apologise if necessary.
Smile and be willing to learn.
If you want to take a photograph, always ask permission and share the results with
your subject.
Remember, you are a visitor and thus you are not there to challenge or question but rather
to respect, learn and experience.
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In most cases all expenses such as food, transport and accommodation (as stated in the
itinerary) are managed by the host country, therefore the participants or TLs do not have to
handle any monies. In some cases, the TL may need to handle small sums of cash for
example when the team are eating off-site. Unless otherwise stated, the Build budget will
always cover:
Insurance,
Transport in-country (to/from airport, to/from worksite, days off),
Accommodation,
All food (unless otherwise stated in the itinerary),
Bottled water whilst on the site,
Team Leader admin expenses,
Interpreter (if required),
Accommodation and food costs for local staff members,
T-Shirts and Orientation Manuals, and
Donation to HFH.
Expenses While preparing for and during a Build, the TL may incur costs such as visas, vaccinations
and travel costs. TL expenses will be reimbursed upon receipt of an expenses claim form on
return from the Build. Please note, only expenses with a valid receipt will be paid (see
Appendix 33 for TL Expense Claim Form and Appendix 12 for Expenses Policy).
Although every endeavour is made to pay all in-country costs prior to the team’s departure,
in some cases HFHGB might need to advance you funds to cover expenses for the team
whilst in-country. This may include money for meals or cultural activities.
During instances of a free day a TL may consider providing a small meal stipend for each
volunteer. This must be recorded by an original receipt and leftover monies being returned,
alternatively the TL can bring a receipt book and complete and sign a receipt for each
volunteer. It is advisable to liaise with the local Host Coordinator on the average cost of
goods to reduce the chance of being taken advantage of.
Contingency Fund Unexpected situations can arise during a Build therefore TLs should ensure that they have
access to at least £200 as a contingency fund. If a TL does not have access to this amount of
cash, then HFHGB can make arrangements to advance it to the TL. The TL will be
responsible for returning the full amount of any unspent monies to HFHGB upon return. It
is acceptable to use the contingency fund in a medical emergency or for team cost;
expenditure of the contingency monies should be recorded and receipts submitted on your
return. Acceptable uses for the contingency funds:
Medical costs for a team member,
Transportation if the pre-arranged transportation does not arrive or breaks down, or
Meals or water for the team if the in-country arrangements do not arrive.
Contingency funds should not be used for personal items, souvenirs, gifts, tips or anything
else that is not addressing an urgent need for the team.
Money Matters
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A large part of your role as a TL is coach your team to perform at their optimum levels.
Creating a cohesive and harmonious team requires a conscious effort on your part to
recognise individual’s personalities and how they work. This will help to understand what
their needs are and how you could help them to reach their full potential and have a
rewarding GV Build.
What is a Team? A team is a group of people working towards a common goal. Team building is the process
of enabling that group of people to reach their goal. In its simplest terms, the stages involved
in team building are:
Clarify team goals.
Assign roles that utilise the strengths of each individual.
Identify those issues which inhibit the team from reaching their goals.
Address those issues, remove the inhibitors and enable the goals to be achieved.
As a TL, it is one of your responsibilities to ensure that the team is working together
effectively. This may mean resolving any conflict that occurs and ensuring that there is a
clear line of communication. Holding regular team meetings is one way to highlight any
areas that may need attention.
Team Dynamics Teams typically go through a number of stages as they
form. Some of the stages feel quite negative, as team
members may not seem to be ‘getting on’. It is therefore
helpful to be aware of the stages and recognise them so
you can lead the team to a successful Build.
Dr Tuckman (1965) defined a four-stage progression in
team formations. These are Forming, Storming, Norming
and Performing and each describes what you can expect
from your team as it forms (see Appendix 36 for Team
Development: Tuckman’s model).
Forming is characterised by:
High dependence on leader for guidance and direction.
Little agreement on team aims and processes are often ignored.
Individual roles and responsibilities are unclear.
Leader must be prepared to answer numerous questions about the team’s purpose
and objectives.
Storming is characterised by:
Decisions don’t come easily within group. Team members vie for position. Clarity of
purpose increases but plenty of uncertainties persist.
Cliques and factions form; there may be power struggles.
The team may be distracted by relationships and emotions.
Compromises may be required to enable progress.
Team Building
24 | P a g e
Norming is characterised by:
Agreement and consensus is largely formed among team who respond well to
facilitation by leader.
Roles and responsibilities are clear and accepted. Big decisions are made by group
agreement.
Smaller decisions may be delegated to individuals or small groups within the team.
Commitment and unity is strong.
The team may engage in fun and social activities.
Performing is characterised by:
The team is more strategically aware.
There is a focus on over-achieving goals.
The team makes most of the decisions in line with criteria agreed with the leader.
Disagreements are resolved within the team positively.
Team members look after each other.
Leader delegates and oversees.
Reflection Meetings When you are in-country it is important that you hold frequent reflection meetings.
Reflections meeting are a useful tool for TLs to help volunteers have a meaningful GV Build.
The discussions can help strengthen bonds between volunteers, deepen their understanding
of the local housing conditions and inspire the volunteers to take action on their return.
Some team members can be overwhelmed by their experiences in a new country. Having an
opportunity for team members to air their feelings and discuss them with others helps to
promote the mental wellbeing and bonding of the team.
Below is a framework of questions to guide discussions, but it is open to customisation. It is
important to find a quiet space in order to maximise participation. Volunteers should be able
to express their opinions without being judged or rushed. Finding the right time is also
important, perhaps on return to the hotel after the Build – it should be kept in the mind that
the volunteers may be tired so again, this could be adapted.
Possible objectives for reflection meetings are:
Review the itinerary,
Deal with team issues,
Communicate information,
Resolve conflict,
Discuss feelings about the day/experience,
Outline activities and health and safety issues that need to be considered, and
Goals for the following day to ensure problems do not arise.
Preparing for Reflection Meetings:
Communicate the importance of the meeting to the team prior to your trip,
Know your team,
Encourage members to keep a journal, and
Think through what others might be experiencing.
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Some team times may appear to be unsuccessful. This could be due to one or more of the
following factors:
Failure to hold meetings at all,
People don’t talk,
No objectives or purpose,
Team members see no value,
Meetings are held too late at night,
Conflict within team left unresolved,
One person dominates the meeting,
Local staff are present (difficult to be honest),
Lack of privacy,
No creativity, and
Problems with the leader:
o Not viewed as the leader,
o Lectures the group,
o Berates or induces guilt,
o Expects others to have the same experience, and/or
o Shuts down discussion.
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Ice Breakers A good way to break down the barriers between team members, especially when they are in
the forming stages of a relationship, is to engage them in some simple icebreakers. Ideas for
ice breakers and teambuilding activities can be found on these websites:
www.residentassistant.com/games.htm
www.eventwise.co.uk/code2/v2/asp/PartyAnimals.asp
www.wildevents.co.uk/games.htm
Recommended Questions for Guiding Reflection Meetings
O – Observe
After the first day in the community, share first impressions. Invite the team to observe and not to rush to
figure what it means.
• What did you see?
• Who did you meet?
• How did people act?
• What about their houses and community?
R- Reflect
The team may be further into the Tuckman model, guide them into sharing their own personal reflections.
These more personal questions may stretch across numerous meetings, therefore do not try and rush the
group, let the group dynamics determine the flow.
• How did you feel in the community?
• What is different /similar to your own family and the community?
• What did you think about on the work site today?
I – Interpret
Lead the team into the higher level questions that draw connections between the HomePartners’ community
situation, HFH’s interventions and the conditions that sustain poverty housing. It is important for volunteers
to understand that poverty may look different everywhere but there are always ways in which conditions can
be improved.
• What support does the partner family have?
• Why is their community strong?
• What choices does the partner family have? What is out of their control?
D – Decide
As the trip comes to a close, help volunteers to consider how they will channel their energy on their return.
• How have you helped people experiencing poverty?
• Where you live – who has trouble affording housing?
• What could you do in your community?
• What’s your next step? Who will you contact to get started?
The intention to end with ‘decisions’ is deliberate. At some point, each volunteer made the decision to join the
GV Build. Therefore there are still decisions to be made as to how they will continue to address the issue of
global poverty housing on their return.
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Resolving Conflict
One of your main responsibilities as the TL is managing and minimising conflict whilst on
the Build. Below are some examples of types of characters and personality types that may be
a part of your team and some advice on how to deal with them.
Situation Strategy
The nonstop talker:
Talks so much he or she prevents others
from talking.
Be attentive to the talker; he or she probably
has good ideas. Always look to people
away from the talker for contributions. You,
as the leader, must control contributions
that inhibit other contributions.
The overly helpful member:
Always responds quickly to requests, using
this as a subtle way to direct the group.
Voice appreciation for his or her
suggestions. Look immediately to others to
lead off in the discussion. Look to others to
be the first to contribute. Suggest that he or
she is “working too hard” and ask for
responses from others in the group.
The bored or indifferent member:
Feels he or she is not being heard.
Call on him or her, pointing out his or her
competence, experience or expertise on one
or more topics of discussion. Try to focus
on a strength and ask for a contribution
from that base.
A team member is quiet and non-
contributing for quite a while:
He or she seems successful and competent
but is silent in group situations.
Some people find it hard to contribute in a
group. Don’t push too hard. Offer
encouragement occasionally so that he or
she knows you value his or her
contributions. It is less important that the
team member talks readily than that he or
she stays close to the group. Be patient.
The shy, hesitant team member:
This team member is afraid to contribute.
Ask direct questions that you think she or
he can answer. Support the responses
if you honestly can.
Team member is not disposed to help
others: He or she wants other team
members to pull their own weight and not
depend upon them.
This kind of person needs to be recognized.
Privately let the team member know
how much you appreciate having him or
her in the group and how much you think
he or she can contribute to the group.
Continue to try to draw him or her out.
Team members who hold conversations
on the side during team meetings:
This can be the source of considerable
distraction. Don’t let the team member hold
a side conversation with you! As leader,
you can pause and look at them until they
stop talking, or ask them if they have
something valuable to add to the
28 | P a g e
discussion. The goal is to let the whisperer
know that this kind of behaviour is not
acceptable in this group without making a
big issue of it.
Team members who have a poor voice
or a poor choice of words:
This person might mumble when speaking
or feel too uneducated for the group.
Protect him or her from group ridicule.
Give his or her comments recognition
and support.
Team member who is definitely wrong
but not willing to be corrected:
If wrong information is irrelevant to the
group, simply say, “Okay, thank you,”
and go on with the agenda. If the error
could damage group work, take time to
clarify the error.
Personality clashes: The leader or another team member needs
to cut into the dispute by pointing out
that there are certainly different ways of
looking at a topic and both perceptions
can be valuable to the team. If properly
understood and appreciated, a personality
conflict can become an asset rather than a
problem for a team.
The mumbler who rambles on and on,
getting off the topic: This person needs an
audience and uses the team meetings to
procure one.
Intervene when the team member stops to
take a breath, thank him or her for the
contribution, and quickly move on by
asking another member of the team a
question.
The arguer: This team member likes to
disagree, and joins groups to start
arguments.
Recognize that the objections might be
legitimate. Ask for clarification. If this
behaviour persists, sit beside the team
member and pretend not to hear him or
her. If the behaviour continues, talk to him
or her privately, asking for his or her
help and giving a specific task for the
session so you can thank him or her when
the task is finished. If all of these efforts fail,
call on the group by asking if the
group wants to spend time now on the
complaints.
A team member who constantly speaks
off the subject:
This is usually easy to handle, as the team
member is not hostile or argumentative.
Continually redirect the group discussion
after thanking the team member
for his or her thoughts. You might have to
tell the team member you will take his
29 | P a g e
or her topic up at another time.
A team member who gripes about
leadership or authority (usually in
country):
Help the team to recognize what can be
accomplished within limitations. Discuss
worthwhile goals that can be accomplished
within the present parameters.
A team member who has overwhelming
personal problems:
Personal problems should be handled
personally. Do not allow the team member
to say things in the group setting that he or
she will be embarrassed about later.
Survival Strategies for Team Leaders The best way to deal with difficulties in a group is to prevent them from arising.
Help team members become aware of the group process. Use this awareness to
reflect on the workings of the group for a short time at each meeting.
Be sensitive to the level of maturity of the group.
Share leadership with team members so that they feel a sense of responsibility for
accomplishing the tasks of the team and help to maintain positive relationships.
Handle each difficult situation with objectivity and empathy. Don’t take problems
personally. Don’t try to solve difficulties all by yourself.
Tips for Addressing Inappropriate Behaviour During the team orientation, direct team members to bring problems, concerns or
issues to the TL first.
Address situations first with the team member on a one-on-one basis.
Identify the inappropriate behaviour with the team member
Help the team member understand the potential negative effects of inappropriate
behaviour.
If a team member continues inappropriate behaviour, it might be necessary to
involve other team members or the Host Coordinator (depending on the situation).
If inappropriate behaviour persists, remind the team member that he or she agreed to
the Terms and Conditions as part of the GV registration process as well as the
purpose of the GV programme.
Disciplinary Procedures for Volunteers HFHGB takes the safety and security of our volunteers very seriously and will not hesitate
to send volunteers home that are posing a risk to themselves or others. This is may also
include behaviour which HFHGB feels is contradictory to our core values. The TL will
address inappropriate behaviours directly with the volunteer in a bid to understand and
resolve the situation. If the situation is unable to be resolved, HFHGB GV staff will
intervene. If GV staff are not sufficiently satisfied with the ongoing conduct of the volunteer,
he/she may be asked to depart the host country at their own expense.
Problem Solving with HFHGB
HFHGB encourages team members and TLs to have an open dialogue and bring any issues
that arise to the fore. HFHGB will endeavour to work with involved parties to rectify any
concerns or complaints (see Appendix 15 for Problem Solving Policy).
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Whose Responsibility is Health and Safety?
HFHGB takes the issue of health and safety seriously. We will do our utmost to ensure that
the risks are minimized and mitigated were possible. However, it must be emphasized that
health and safety standards in overseas countries will vary compared to those experienced
in your home country.
HFHGB, the TL and individual team members all have a part to play in keeping the team fit,
healthy and safe. Although health and safety is everyone’s responsibility, the TL has a
special role in ensuring that your team has a safe and rewarding experience. Health and
safety is wider than the building site, it extends to all aspects of the trip, including cultural
activities and travel in-country. Each team should appoint at least one member to monitor
safety, whose responsibility it is to recognize and eliminate safety hazards. There are also
risks associated with working in the vicinity of children, which is also addressed.
The TL will carry a well-stocked first aid kit. Every team member needs to know:
The location of the first aid kit,
Who on the team is first aid trained,
The emergency response telephone number (if applicable), and
The location of the team’s Emergency Contact Information forms and Crisis
Management Plan.
Communication
All TLs will need to have a mobile phone with them at all times. This may be their personal
number or a local number given by the Host Coordinator. This needs to be switched on and
fully charged. This is to ensure that HFHGB can always contact you should there be an
emergency at home and also to advise you of any changes in circumstances regarding your
safety. Please ensure you communicate this number to the GV staff in the UK, the local
hosting coordinator and team so that they are all able to get in touch with you.
Roles and Responsibilities for Health and Safety
HFHGB:
Provide the TL with the team roster which includes the participants’ date of birth,
medical conditions and next of kin contact details.
Liaise with the Host Coordinator and set out our expectations for health and safety,
particularly on site.
Ensure the TL is a qualified first aider.
Ensure that all team members are advised to seek medical advice regarding
vaccinations and medicine for travel.
Liaise with Host Coordinator to ensure that the team receives a site safety
orientation.
Ensure that a safe vehicle and competent driver is provided by the host affiliate for
team transport.
Ensure that any potentially unsafe situations reported by the TL are addressed.
Worksite Health and Safety
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Team Leader:
Carry the team roster, which will be provided by HFHGB staff.
Ensure that the site safety notices are given to each team member and that one is
attached to the wall of the tea room or another visible location for team members.
Carry out and record daily risk assessments.
Develop a close working relationship with the local Host Coordinator and staff in
charge of the site.
Not allow team members to undertake activities that he/she feels are unsafe and
work with the local programme to solve the problem if possible.
Report any potentially unsafe situations to the local staff.
Be the first aider or delegate the role of first aider and ensure she or he knows what is
expected of them in a medical emergency.
Hold regular team meetings.
Ensure that the team have access to a supply of safe drinking water and that they
take regular rest breaks.
Communicate the needs of the team to the local Host Coordinator.
The First Aider (TL):
Keep the TL up to date with any health related situations (e.g. illnesses).
Administer first aid to team members as required.
Keep a record of any accidents and pass the record on to the TL and HFFGB staff.
Comply with requirements of the individual (see below).
All Team Members (including TL and DTL):
Seek professional medical advice and comply with any required vaccinations.
Bring enough personal medication/specialist medical equipment to last the duration
of the Build and carry a letter from their GP if necessary.
Carry a spare prescription in case of loss, damage etc. (with the generic rather than
brand name).
Inform the first aider as soon as they feel unwell (thus enabling the situation to be
monitored).
Take care not to eat contaminated food or drink dirty water.
Work in a safe manner so as not to jeopardize their own or other people’s safety.
Only use equipment that they have been trained to use.
Report any potentially unsafe situations to the TL of Host Coordinator.
Comply with any requests to wear safety equipment or clothing.
Avoid undertaking any activity that they are unsure about.
In-Country Orientation
The in-country orientation is the first briefing the team members will receive. It must cover
the following issues:
Child protection,
Hotel safety,
Road safety,
Personal security,
Hygiene,
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Behaviour expectations,
Injuries and first aid provision, and
Emergency actions.
Safety Briefings Safety briefings are a vital part of the day. Every day should begin with a safety briefing that
relates to the work about to be undertaken. See below for a sample briefing:
General safety considerations are to be reinforced and specific issues covered. All
hazards, or potential hazards should be identified and action should be taken to
prevent potential accidents on site. In particular, items that could be fatal need to be
identified, such as electrical hazards and holes.
If volunteers feel uncomfortable doing a task they lack competence in, they should
undergo more training or be moved to a different task.
Training should be given in appropriate lifting techniques. Keep the back straight
and use the leg power to lift.
Carry a health and safety notebook with you at all times. Jot down any points that
need covering in the briefing. This way you will always have a record of what was
covered in the health and safety briefing.
See Appendix 25 for a Sample Health and Safety Briefing.
Health and Safety Standards You should have a safety orientation when you first arrive on site and before starting any
new activity. If a proper safety orientation is not provided, then insist upon one before
starting construction. Please remember that countries have different health and safety
standards. You will need to liaise with local staff to ensure that the health and safety policy
Keeping Your Team Safe on Site
Advise all team members to report to them immediately any accident, near miss or anything
that could lead to an accident.
Assess every task before it is carried out. Think first and avoid putting yourself or others in
danger. If in any doubt, speak to the local HFH staff or the TL.
Use the correct tools or equipment for the task you are carrying out. Visually check all tools and
equipment before using it; never tamper with it and report any defects to a member of site staff.
Volunteers will be instructed by site staff in the correct use of various tools and equipment.
Never throw materials in a bid to save time, always work in a chain.
Do not indulge in horseplay or cause distractions to anyone on the worksite.
Follow instructions given by the local HFH staff. If you are unsure, ask a member of site staff.
No alcohol or drugs are permitted on site at any time.
Drink lots of water and beware of heat exhaustion.
Support the local HFH programme to enforce its policy about children on the worksite.
Know where the first aid kit is located and who to contact in case of an accident or injury.
If you’re tired, stop and take a break. You are more likely to be injured, or to injure others, when
you are tired.
When lifting heavy objects, remember to always lift with your legs, not with your back.
33 | P a g e
is adhered to. Sometimes this may need some gentle explaining; ‘HFHGB have said we are
not allowed to do that’.
Share any concerns you may have in the written evaluation at the end of your trip and
provide continual feedback to the local HFH staff. At certain points, you may need to
intervene as necessary. This may involve:
Supplementing local HFH staff’s health and safety briefing.
Negotiating with local HFH staff on a health and safety issue.
Asking the HFH staff to rectify a health and safety issue if necessary e.g. provide a
different bus because in your initial inspection the current bus has a bald tyre.
If there is an accident, complete the incident report form and give a copy to the local
HFH staff and a copy to HFHGB (see Appendix 22 for Incident Report Form).
Should a person arrive on-site unfit for work (i.e. they have been out drinking the
night before), the TL is at liberty to deny them access to the site for their own
protection and the protection of others (see Appendix 13 for Alcohol Policy).
See Appendix 9 for Worksite Safety Policy.
Proper Clothing, Tools and Equipment
Before starting work on the build site, ensure
that the volunteers are aware that all HFHGB
teams must:
Wear steel toe-capped boots on the
worksite,
Wear a hard hat on site at all times,
Wear culturally appropriate clothing,
Wear safety goggles, gloves, dust mask,
ear plugs, etc. when necessary,
Guard against using any hand tool if the handle is loose or in poor condition,
Be sure tools are sharp and properly adjusted, and
Keep hair back, no jewellery and wear sunscreen.
Importance of a Clean Work Site Untidiness can cause many tripping accidents which could be very serious,
Collect rubbish and scrap materials on a regular basis,
Keep materials and equipment properly stored,
Return tools and equipment to their proper places when not in use, and
Tidying the site should be the first and last thing the volunteers do every day.
Digging Holes Before starting to dig, the area where the hole will be dug should be marked off with
safety tape,
The hole should be filled as soon as possible,
Volunteers are to dig no deeper than 1 metre, and
Volunteers should only dig a hole with supervisors present.
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Fall Prevention and Working at Height
Volunteers need training in the safety
implications of working at height,
Volunteers should not be left to work at
height unsupervised,
Barricades should be installed to prevent
people from falling off the edge of the slab,
Do not work at height without proper safety
equipment, such as secure scaffolding or
harnesses,
Handrails should be installed immediately
on all temporary and permanent stairwells,
Be careful with tools and loose materials,
particularly when working on the roof or at
a height (be sure to block off an area on the
ground if you will be throwing materials
down from below), and
Volunteers should never be in a position where there is no scaffolding below them
e.g. they should not be laying tiles over eaves with no scaffolding below.
Volunteer must be aged 18 or over if they are working at height.
Ladders and Scaffolding Inspect a ladder before you use it. If the ladder is unsafe, don’t use it. Look for wear
and tear, loose rungs and defects.
Place your ladder on a solid footing. If there is a danger of the ladder moving while
you work, tie it down. If there is a danger that the ladder will be hit, barricade it. If
the feet of the ladder are not level, dig the ground out under one foot with the claw
of a hammer rather than raise one foot with blocks.
Scaffolding should be grounded to the satisfaction of the TL before it is used by
volunteers.
If the scaffolding is of a ‘make-do’ variety, it must not be over 4-feet (1.3 metres) from
the ground.
All scaffolding should be equipped with a safety railing and a toe board to eliminate
the possibility that tools or debris will be kicked or pushed onto people below.
Many scaffolding accidents are caused by defective planking. Use only properly
graded and inspected timber for planking.
Volunteers should never work underneath scaffolding.
Volunteers must be aged 18 or over if they are working on scaffolding.
Electrical Equipment In humid or wet conditions electrical equipment can be very dangerous. Only
electrical equipment that use 120 volts should be used on site. Standard DIY tools
that use 240 volts should not be used.
Generators should not be operated by volunteers.
Training in electrical equipment must be provided before it is used by volunteers.
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TL should check electrical equipment for obvious hazards (such as damage to sockets
or no plugs). If it looks unsafe, volunteers should not use the equipment.
Volunteers must be aged 18 or over if they are working with electrical equipment.
Power Cables Nobody on site including workman, crew
leaders, TLs or volunteers are to work within
5.2m of any overhead power line.
Concrete Mixers Mixers are not often used on HFH sites. When
they are used:
No tools or human appendages are to
be inserted into the mixer while it is
turning.
Mixers should not be overloaded.
The base for the mixer needs to be firm to avoid possible tipping, for example the
mixer should not sit on a pile of un-mortared concrete blocks.
Water Pumps Pumping water with electricity is inherently dangerous. Water should be pumped as far
away as possible with a petrol operated pump. If an electrical pump is used on site, this has
to be 120 volts and not 240 volts. Volunteers should keep away from the pump, which
should ideally be taped off with hazard tape.
Sewage Contamination
Volunteers should not be put into situations where there is sewerage contamination i.e. the
contaminated water needs pumping out before volunteers can get involved. Sewerage
contamination can be a particular problem when there is a high water table. Exposure to
sewage or its products may result in a number of illnesses.
Tools
Sometimes the availability of tools can be an issue and local staff will do their best to ensure
that there are enough tools for the tasks. The quality of local tools, however, is often not up
to European standards and therefore may not be suitable for use by volunteers. If you are
unsure about the efficacy of the tools, request that volunteers carry out alternative tasks.
Chemicals Chemicals such as creosote are still used in some countries, yet banned in Europe
and North America. Unless a chemical is known to be safe, it is not to be used by
volunteers.
Chemicals known to be safe should only be used by a volunteer wearing a face-mask,
eye protection and long-sleeved shirts and trousers.
If there is any doubt, do not use the chemical or contact HFHGB for further advice.
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Asbestos
Asbestos, while not used on HFH sites, is still widely used in many parts of the world.
Undisturbed asbestos is not necessarily dangerous. Asbestos becomes dangerous in its dust
form. If asbestos containing materials are present and being processed, simple masks will
not offer protection. The material will contaminate clothing and skin and will be released as
the material loses moisture. Asbestos may be being used on an adjacent site and becomes
particularly dangerous when cutting the material with a grinder creating dust. If the wind is
blowing towards the HFH site it must be vacated immediately and another site sought.
Asbestos may also be found in soil, especially when a demolition has occurred. If the odd
shard is found, it should be carefully removed. If every spade full has shards, volunteers
should not be handling the material, digging foundations or moving earth.
Demolition Demolition can pose greater hazards than construction.
Demolitions need to be well planned by HFH staff members.
HFH staff need to supervise the demolition process at all times.
Cultural Activities
The TL must be confident that cultural activities are
safe. A risk assessment should be carried out for all
activities and necessary actions taken to reduce any
risk involved. Please be aware that a there are
number of activities which are not covered by
HFHGB Insurance policy. See Appendix 25 for ACE
Insurance Overview.
Transportation The roads are perhaps the greatest risk to the wellbeing of all the participants. Road safety
and quality may not be up the same standards that volunteers are used to at home. If the TL
has any concerns about the state of the vehicle or the driver, they must exercise their
judgement as to whether the team should proceed with the journey. The local HFH staff
must be notified of such concerns as soon as possible.
Volunteers should not ride in the back of trucks. Other means of seated transport
must always be used.
Wearing of safety belts is required where they are fitted. All HFH vehicles should
have seatbelts fitted.
There must be one seat per volunteer.
Coaches/minibuses should be used for transporting volunteers as far as practically
possible.
Tools must never be carried loose in the back of a vehicle where they may injure
passengers in the event of an accident.
Swimming Swimming in contaminated water may result in skin, eye, ear and certain intestinal
infections, particularly if the swimmer’s head is submerged.
Risk assess the safety of swimming in the sea or in a pool.
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Advise team members that they should never swim in the dark, alone or when under
the influence of alcohol or drugs, and never dive into an unfamiliar body of water.
Accommodation
Hotels can be assumed to be safe, as they are verified by local staff. However as previously
mentioned, there may be differing standards of health and safety. The TL should carry out a
risk assessment on arrival to the team’s accommodation.
Advise volunteers to count the doors to the nearest fire exit.
Check that fire exits are not locked or obstructed.
Check that fire equipment has been serviced. (There should be a service date on the
equipment).
Working Around Children Throughout the Build the team will interact with the local community, homeowners and
HFH staff and volunteers. Interaction with local children is a common component of any GV
Build. Children will befriend the team as they work on site, as they eat a meal or even as
they walk to and from the accommodation each day. Whenever we have contact with any
child it is important that they always feel safe around all members of a GV team. With this in
mind, when interacting with children, team members are asked to adhere to the following
guidelines and to ensure that the safety and welfare of any child is a priority in all dealings:
Children should not be encouraged to work on site by any team member.
Team members should respect children and young people at all times, thinking
about language and tone of voice.
Team members should never participate in games of either an aggressive or sexual
nature with children.
Team members should never invade the privacy of children or engage in
inappropriate or intrusive touching of any kind.
Individual team members should never be alone with any child or group of children.
Team members should not spend excessive amounts of time with any one child or
group of children.
Team members should not make unnecessary physical contact with any child or
make any demeaning remarks or gestures to or about a child.
When taking photographs of children, team members should always ask the
permission of their parents or guardians.
As the TL, please ensure that your team members understand and keep to these principles.
See Appendix 11 for Minors Policy.
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. Risk assessment relates to all aspects of the Build—from cultural activities to building, from
contracting a disease to playing sport with too much vigour. TLs are required to conduct
risk assessments throughout the Build. The methods given for minimising and managing
risk can be adapted to suit the circumstances. The aim is to bring your team home in good
health after having had a rewarding experience.
HFHGB has developed a risk assessment for GV Builds. TLs are required to familiarise
themselves with this risk assessment and to look for other risks not covered and assess those
in conjunction. A risk assessment should be conducted at each new worksite or each time
the scope of work changes significantly, e.g. the team switches from digging foundations to
laying bricks. See Appendix 27 and 28 for a Risk Assessment Form and a Sample Risk
Assessment.
Conducting a Risk Assessment
Identify the types of incident likely to be encountered,
Assess the severity of the hazard and the harm outcome if this incident occurred,
Assess the risk and the likelihood of the incident occurring,
Assess the effect of the incident on the team,
Identify methods to minimize and manage the risk, and
Continually reassess the risk and make amendments to methods where necessary.
Methods for Minimising and Managing Risk Take a cautious approach,
Be prepared to say to the team that an area or activity is hazardous,
If you feel something is unsafe (like a corrugated roof end at head height) discuss
this with the local Host Coordinator and find a way to temporarily cover it up,
Have people work in pairs and looking out for each other, and
Constantly assess the risks – this should become like second nature once on site.
Each morning think about your activities for that day, note the hazards that will face your
team, and decide how you will minimize the risks for the activity. This may be:
A simple “Beware….” ,
Providing safety equipment for the activity,
Demonstrating proper lifting techniques,
Training in the proper use of a piece of equipment,
Modify activity if possible,
Ensure that methods in place to manage/minimise risk are strictly adhered to, and
Continually assess the situation.
IMPORTANT keep a health and safety notebook for the trip. At the beginning of each day
assess the activities that will happen during the day and decide what is needed to minimise
the risk. Note them in your notebook. Share your risk assessment for the day’s activities
with your team at the daily briefing and encourage the volunteers to share their concerns
with you. The diary is evidence that you have fulfilled your duty.
Risk Assessments
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HFHGB only sends volunteer teams to countries that can demonstrate that they are able to
safely host a GV Build. Part of this includes paying close attention to the Foreign &
Commonwealth Office updates, which detail everything from terror risks, disease and
weather. If necessary, HFHGB will cancel a trip without hesitation if it is unsafe. If a
dangerous situation develops while the team is in-country, HFHGB will do whatever is
necessary to extract the team safely.
Emergency Preparedness Although steps are taken to ensure the safety of every GV team, during the trip TLs and
team members must still be prepared for a variety of possible emergencies. Emergency
procedures are outlined in the GV Crisis Management Plan (CMP) alongside first aid
recommendations. Additionally, every TL should compile a Crisis Packet.
Crisis Packet
Prior to departure each TL should assemble a Crisis Packet consisting of important
information on every team member. TLs should urge that each team member also assemble
a packet of their own information for themselves. Assembling a crisis packet primarily
involves organizing existing information and documents into a format that is easy to carry
and efficient to use. Every team member must provide their passport, emergency contact
and medical information in their registration form and provide a copy of the photo ID page
of their passport to HFHGB or the TL. Both the TL and HFHGB GV staff will retain a copy of
these documents. Throughout the trip all TLs should keep this information with them so
that they can easily access it in a crisis (See Appendix 29 for Crisis Pack Checklist).
The basic items that should be included in the crisis packet:
Team member roster (with personal data, next of kin info, passport numbers,
emergency contacts, medical and dietary info),
Copies of the photo ID page of passports (international teams),
Copy of visa (if applicable),
Air travel itinerary,
Medical Insurance/ACE contact and policy numbers and instructions,
Accident claim forms,
Crisis Management Plan,
Incident report forms,
GV Emergency Contact Information sheet,
HFHGB GV 24/7 emergency contact information, and
Medical Insurance numbers.
Being Prepared The TL is responsible for:
Having the first-aid kit readily available throughout the trip - while travelling, at the
worksite and during leisure-time activities.
Having the Crisis Packet readily available at all times.
Obtaining from local HFH staff the location of the nearest medical facility and
contact information for local medical personnel and medical transport services.
Global Village Crisis Management Plan
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Informing team members of potential hazards and ways to prevent them.
Procedure to be implemented when a team member is injured or becomes ill.
Crisis Management Plan
The health and safety of GV team and leaders is a top priority of HFH and GV staff. This
Crisis Management Plan (CMP) is the GV TL’s guide to handling accidents, illnesses and
catastrophic events that involve team members during the course of a GV Build. It consists
of the process flow that defines specific steps for responding to three categories of
occurrences - minor injury/illness, major injury/illness and catastrophic. The following
sections further explain each step in the process flow.
Although the team leader often is the frontline decision maker in a team emergency, the GV
staff and the local Host Coordinator stand ready to assist and need to be kept informed of all
emergencies as they develop.
The Global Village Incident From (see Appendix 22) is the official form for documenting
incidents or emergency situations and what actions were taken. An incident report should
be completed and emailed to the HFHGB and local staff as soon as possible (no later than 2
days) following:
Any accident, injury or illness requiring professional medical attention,
hospitalisation or evacuation, or resulting in the death of any team member;
Any significant disruption in the trip, caused by catastrophic events - natural or
manmade - which pose threat to team members; or
When a team member departs the trip earlier than planned.
If it is not possible to email the Incident Form, the TL should inform the HFHGB staff and
ensure the form is emailed on arrival back to the UK.
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Process Flow
Minor Injury/Illness
Step A1: Minor Injury/Illness
Minor injury/illness describes an occurrence that is not life-threatening and does not require
hospital attention - an injury/illness that can be treated on-site or at a local clinic.
Step A2: Leader Notified
During the in-country orientation instruct team members to notify the leader when a
member is injured or suffers an illness that requires medical treatment, even if self-
administered.
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Step A3: Treat On-site and Cover Medical Cost
Qualified first aiders or a local medical professional can treat some minor injuries/illnesses
on-site, while others might require visiting a clinic. Rather than filing an accident claim
form, the cost of such medical treatment can be paid by the patient or TL and reimbursed
from the team budget. Retain all paperwork and receipts regardless of how payment is
made.
Step A4: Rest/Reduced Activity
Following minor injury/illness, suggest that the team member stay off the job and rest or at
least reduce his/her level of activity until again healthy.
Step A5: Prepare Incident Report
Complete a Global Village Incident Report for every minor injury/illness that requires
medical attention beyond what can be treated from the team’s first-aid kit.
Step A6: Monitor Condition
Continually monitor the condition of an injured/ill team member, until s/he is back at work.
Step A7: If Condition Worsens
During the in-country orientation instruct team members to immediately notify the leader
when the condition of a treated injury/illness worsens. Advance to Step B2.
Serious Injury/Illness
Step B1: Serious Injury/Illness
Serious injury/illness describes an occurrence that may or may not be life threatening but
does require hospital attention or evacuation, including A&E treatment and release, or
hospital admittance.
Step B2: Leader Notified
During the in-country orientation instruct team members to immediately notify the leader
when a member is injured or suffers an illness that requires medical treatment.
Step B3a: Contact the Global Village team and ACE insurance
ACE insurance is the HFHGB approved medical insurance that covers all participants. ACE
may be contacted in respect of:
Medical advice, referral or treatment
Emergency repatriation
Local payments of hospital bills
Replacement of essential maintenance medication or drugs
ACE insurance contact details will be made available to all participants on their emergency
contact cards.
Step B3b: Seek Medical Attention
First priority in a serious injury/illness is to stabilize the victim and prevent further injury.
At the same time, summon medical assistance.
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Step B4: Transport the Victim
Based upon the type and seriousness of the injury/illness, decide how to transport the victim
to a medical facility. Consider availability of emergency services versus transporting by
private vehicle.
Step B4a: Minor Permission Form
If the victim is a minor, remember to take/send the properly signed Parental Form of
Authority.
Step B5: Contact and Brief
At the medical facility, following the examining physician’s initial evaluation, consultation
and prognosis, notify the person listed on the victim’s Personal Information for Emergency
Use, found in the Emergency Booklet, HFHGB GV staff and the local HFH staff.
Step B6: Resolve Medical Payment
ACE insurance will provide guarantee payment for medical expenses.
Step B7a: Hospitalize
Follow the doctor’s advice and admit the victim to the hospital, as recommended. Involve
insurance company as required. Prepare an Accident Claim Form.
Step B7b: Evacuate
Follow the doctor’s advice to evacuate the victim, if recommended. ACE Insurance and the
Host Coordinator will be able help arrange and coordinate the evacuation. Prepare an
Incident Report Form.
Step B7c: Release
If the victim is treated and released, transport him/her as directed by the doctor. Fill medical
prescriptions as needed and cover the cost out of team funds, to be reimbursed later. Retain
all paperwork and receipts. Prepare an Incident Report Form.
Step B8: File Claim Form and Incident Report
Complete ACE Insurance Claim Form, including Physician’s Report, and mail immediately
or hold for mailing upon arriving home, depending upon timing of occurrence and
dependability of local mail service. Prepare GV Incident Report and email to GV department
in the UK.
Step B9: Brief Family and HFH
Following hospitalization, evacuation or release, provide information on the victim’s
condition and prognosis to the person listed on the victim’s Personal Information for
Emergency Use form, to HFHGB GV staff and the local HFH staff.
Step B10: Monitor and Provide Daily Updates
Continue to monitor the situation and provide daily updates to the family, HFHI EMEA
staff and the host country staff. If the victim is hospitalized or evacuated ACE Insurance will
maintain up-to-date information about the victim’s condition.
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Catastrophic Events
Step C1: Fire/Wind/Civil Unrest
This category represents any disruption in the GV event caused by weather, natural disaster
or any type of terrorism, war, insurrection or criminal activities, which pose threat to team
members. As stated in the Terms and Conditions, HFHGB will “not pay ransom or make
any other payments in order to secure the release of hostages.”
Step C2: Seek Safety and Advice
The first priority is to stay together and seek safety as a group. At the first indication of
pending catastrophic event, review the separation contingency plan introduced during the
team’s in-country orientation. Designate the regrouping time and location, and a procedure
for when and how separated individuals should contact HFHGB, local HFH and/or the
embassy in the home country for assistance and/or advice. (See below)
Step C3: Head Count/Assistance
Following a catastrophic event or upon regrouping, take a head count and assess conditions.
If the situation warrants, contact the GV team and your Host Coordinator. If in danger and
unable to communicate with the local or in-country HFH contact or GV team, it may be
necessary to contact the embassy for assistance.
Step C4: Injuries Incurred?
If team members are injured and require medical attention, re-enter the process flow at Step
B2.
Step C5: Brief HFH
Once conditions permit, brief HFHGB and the HFH in-country contact regarding the team’s
status, specific needs and immediate plans.
Step C6: File Incident Report
As soon as possible after calm is restored, complete a GV Incident Report and fax it to the
Global Village team documenting what transpired and what actions were taken. A report
should also be filed when a team member departs an event earlier than planned, with or
without the leader’s concurrence.
Consular Services British Consuls will do everything they can to help British people in difficulty abroad. In an
unlikely situation when HFHGB or the host country staff is unable to intervene, they could
be a valuable resource. They can:
Issue emergency passports,
Contact relatives and friends and ask them to help you with money or tickets,
Tell you how to transfer money,
In an emergency, cash you a sterling cheque worth up to £100 if supported by a valid
banker's card,
As a last resort, in exceptional circumstances, and as long as you meet certain strict
rules, give you a loan to get you back to the UK, but only if there is no-one else who
can help you,
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Help you get in touch with local lawyers, interpreters and doctors,
Arrange for next of kin to be told of an accident or a death and advice on procedures,
Visit you if you have been arrested or put in prison, and arrange for messages to be
sent to relatives and friends,
Put you in touch with organisations that help trace missing persons, and
Speak to the local authorities on your behalf.
But they cannot:
Intervene in court cases,
Get you out of prison,
Give legal advice or start court proceedings for you,
Get you better treatment in hospital or prison than is given to local nationals,
Investigate a crime,
Pay your hotel, legal, medical or any other bills,
Pay your travel costs, except in special circumstances,
Do work normally done by travel agents, airlines, banks or motoring organisations,
or
Demand you be treated as British citizen if you are a dual national in the country of
your second nationality.
Consular Fees It is the British Government's policy that fees for consular services should be set to recover
the full costs involved without being subsidised from UK general taxation. Payment is
generally made in the country where the service is performed, is normally levied in advance
and must be made in local currency.
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Medical Matters
It is important that you are suitably informed about the health of each team member in order
to ensure their mental and physical wellbeing. Some people will be reluctant to reveal this
kind of information, but failure to declare details may invalidate the insurance and have a
serious impact on the whole team. All personal information of this type must be kept
confidential at all times (See Appendix 7 for Confidentiality and Data Protection Policy).
The GV staff will have identified any major issues that might preclude a team member from
undertaking a Build when they register. This information will be provided to the TL before
departure. However, it is best practice for the TL to ensure that they have discussed any
medical conditions with participant before the Build.
Vaccinations HFHGB are not able offer advice on the types of vaccinations needed as we are not medical
professionals. HFHGB also discourages TLs from advising team members, they should be
directed to consult a medical professional to seek advice. It is the responsibility of the
volunteer to ensure that they have had the appropriate vaccinations and necessary
medications prior to travel.
It is recommended that each team member visit their GP prior to departure to ensure they
have the right vaccinations for travel. If possible, allow 8-10 weeks to have all the relevant
injections as some require multiple doses over an extended period of time.
In some cases, dependent on the location of the Build, a yellow fever vaccination may be
required, which can only be given at registered centres. Therefore, if required, each team
member will need to find out from their practice nurse or health authority which local GPs
are licensed to administer the vaccine. Also, it should be noted the yellow fever vaccine and
certificate only become valid 10 days after the injection.
First Aid All HFHGB TLs need to hold a valid first aid certificate prior to departure. This will be
funded by HFHGB. Please contact the GV staff for information about which courses you
need to undertake.
First Aid Kits As the TL will be first aid trained and have a working knowledge of the situation on the
ground whilst on a Build, HFHGB is confident that they are best placed to stock a first aid
kit. It is your responsibility to collate your own kit and restock it accordingly, informing
HFHGB for a reimbursement (See Appendix 21 for Recommended First Aid Kit Contents). It
Personal Health and Safety
You will need to discuss the following information with the volunteers:
All existing medical conditions,
Details of any recent operations and mental health problems,
If a volunteer is pregnant, and
What regular medication is being taken and what it is for.
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is strongly recommended that you advise each team member to bring their own personal
first aid kit. It is recommended that personal first aid kits should include the following:
Anti-bacterial hand wash,
Eye wash,
Personal medication- if required,
Anti-malarial tablets- if required,
Insect repellent,
Sunscreen and lip balm,
Painkillers,
Soluble aspirin,
Sore throat pastilles,
Antihistamine tablets- if required,
Rehydration sachets or solutions
(e.g. Dioralyte),
Plasters, bandages, and
Diarrhoea medication.
The health of GV team members is a high priority for HFHGB, below are some key topics on
personal health that should be discussed with the team, both prior to and during the Build.
Jet Lag The team is likely to be flying across several time zones and may experience jet lag. This
term describes a syndrome long haul passengers are very familiar with: tiredness, headache,
irritability, difficulty concentrating, loss of appetite and other gut disturbances. Some of
these other effects are due to the stresses of flying, like dehydration and immobility, while
others are the result of having to set your body clock to a new time. How to reduce the
impact of jet lag:
Recognize that jet lag may be a problem in the first few days and adjust your
itinerary accordingly.
On the plane set your watch to the new destination time and adjust your schedule to
this time.
If it is daytime on arrival, get active and don’t give yourself the chance to doze off.
Eating is a potential time-setter, so try to take all your meals at the appropriate new
time.
Try to stay awake until at least a reasonable bed time. If you can’t keep your eyes
open take a short nap, but set your alarm or get someone to wake you.
The first night’s sleep may be a bit fragile, but after that things should improve.
Water and Food Safety To avoid picking up any bugs and infections through what you eat and drink, the following
tips may be useful to communicate with the team:
Boil any drinking water you are unsure about or drink bottled water. Always ask to
open the bottle yourself in restaurants, checking the seal is in place. If in doubt stick
to carbonated water - and make sure it fizzes.
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Use bottled or boiled water for cleaning your teeth. Don’t open your mouth and
drink water in the shower.
Order drinks without ice and avoid roadside food vendors selling ice cream and
unwashed fruit.
Eat early if you have a buffet that has been sitting out for long periods during the
day - food kept warm under food lamps can be a source of food poisoning and
bacteria.
Avoid unpasteurized milk, shellfish, soft cheeses and lukewarm food.
Apply strict hygiene while away especially after using the toilet and before you eat
food - never use communal, damp towels in public conveniences. Use disposable
paper towels, hot air or leave to air dry.
Diarrhoea
Diarrhoea is the most common travel-related illness. About a third of cases of diarrhoea are
due to non-specific causes including: stress, jet lag, new foods and a change in eating habits.
Bacteria, viruses or parasites are the remaining causes. It is worth remembering:
Traveller’s diarrhoea is usually a short mild illness lasting on average 3 to 5 days.
Medical advice isn’t usually required to find out what is causing your diarrhoea.
Replacing lost fluids and salts is the most important part of treating any watery
diarrhoea, whatever the cause.
You don’t need antibiotic treatment for mild to moderate diarrhoea.
You should however seek medical attention if:
The diarrhoea is very severe or lasts longer than 5 days.
There is blood or mucus in the diarrhoea.
You also have a fever (38ºC or over) with shaking chills.
You are also vomiting and are unable to keep fluids down.
You are jaundiced (your skin and the whites of your eyes are yellow).
Dealing with diarrhoea:
Rest and give your body the best chance to fight whatever is making you ill.
Drink plenty of fluids. It is important to also replace salts lost through diarrhoea so
take one sachet of oral rehydration solution (ORS) after each loose motion (if severe).
Eat a bland diet avoiding fruit (except bananas), dairy products and spicy or greasy
foods.
Take your temperature and note what it is, repeat later to see how the illness is
progressing.
Examine what you are passing for blood and mucus.
Be aware of how often you are passing urine and what colour it is, in order to check
if you are getting dehydrated.
Note any other symptoms you are suffering.
Remember diarrhoea is contagious so be scrupulous about washing your hands after
you use the toilet.
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Dehydration
Adults require an average of 2 litres of fluid a day (excluding caffeine and alcohol) to ensure
good health and biochemical functioning. This increases up to 5L with hot weather and hard
physical work, therefore it is vital to ensure the team is getting enough to drink.
Preventing dehydration:
Ensure you have a regular supply of clean drinkable water - discuss with your Host
Coordinator which method is appropriate: chlorination, bottled water, etc.
Aim to drink a minimum of 2 litres of water a day when working on site.
Carry a good water container (minimum 1 litre) when travelling or away from your
base. Encourage volunteers to label their bottles and keep a track of how much water
they are drinking.
Monitoring urine colour can be an indicator of hydration levels - the darker your
urine the more dehydrated you are.
If you are suffering from diarrhoea or are feeling dizzy and lethargic, take ORS.
Malaria If you are travelling to an area where malaria is present you will need to ensure that all team
members are taking anti-malarial prophylaxes. Each individual will need to discuss the best
type for them with a medical practitioner, as the type recommended will depend upon
country of travel, current disease distributions and individual medical history. All anti-
malarial prophylaxes need to be taken prior to travelling in order to build up the levels in
the bloodstream, and upon returning home to combat the lifecycle of the parasite. Remind
volunteers to continue taking malaria tablets as soon as they return home, as it is still
possible to contract malaria from parasites picked up in the last few days of the trip.
Facts on malaria:
Malaria is spread by mosquitoes. Mosquitoes bite mostly at night and breed in
stagnant water.
When an infected female mosquito bites you, malarial parasites are injected into your
bloodstream and get carried to your liver where they multiply. During this phase
there are usually no symptoms.
Malaria can be fatal. Every year over a million people die of malaria.
Malaria is becoming more common and difficult to treat due to drug resistance.
Most cases of malaria in travellers occur in people who don’t take anti-malarial
prophylaxes or who don’t take them properly.
Prevention of malaria:
Prevention falls into 4 equally important categories:
Anti-malarial prophylaxes
Ensure you are taking the correct medication for the region you are in.
Take the medication as prescribed, both before and after your trip.
Avoiding getting bitten
If you don’t get bitten you can’t get malaria.
Keep legs and arms covered with clothing, as this will lower the risk of getting bitten.
Use mosquito coils or vaporizing mats.
Avoid dark colours as they attract mosquitoes.
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Avoid strong perfumes, hair sprays or after-shaves as they can attract mosquitoes.
Use air-conditioning or fans if available.
Avoid evening walks beside rivers and ponds, as this is where mosquitoes breed.
Repellents and nets
Use a good repellent, ones containing 50% DEET are the most effective.
Try your repellent at home before leaving to check you are not allergic to it.
Apply repellent before dusk - when mosquitoes start biting.
If wearing sunscreen, apply repellent on top.
You can get repellents for clothes and hats (containing DEET).
Before going to sleep use a ‘knock-down spray’ in the evening to get rid of
mosquitoes.
Sleep under a mosquito net impregnated with Permethrin (nets which hang from a
single point are easier to erect and feel more spacious to sleep under).
Early diagnosis and prompt treatment
Suspect malaria if you have a fever (38ºC or above) with or without the following
symptoms: headache and aching muscles and joints, nausea and vomiting, cough,
abdominal discomfort. Seek medical help immediately.
Remember you can still get malaria if taking anti-malarial prophylaxes - although it
will not be as severe.
Malaria can be quickly and simply diagnosed from a sample of your blood.
Once diagnosed the doctor will advise appropriate treatment depending on the area
and what anti-malarial medication you have taken.
HIV/AIDS
Many locations of Builds have a high prevalence of HIV/AIDS. Indeed many HFH houses
are built for those impacted by HIV. Team members will, therefore come into contact with
people who have the disease. The disease cannot be passed on through everyday social
contact, insect bites or dirty food and crockery. Nor can it be passed on through kissing,
coughing or sneezing. Areas for concern are:
Contact sports. Any team member (on either side) with an open wound should not
be included in a team.
Care should always be taken and protection used when approached by local people
to treat any open wounds.
Dental treatment at a local dentist, there have incidences when the disease has been
transmitted through contaminated dental instruments.
Hospital equipment. It is important to use a hospital referral provided by ACE
Insurance. Such hospitals are scrutinised by ACE Insurance and screened blood is
used where available (it is conceivable that a life threatening situation may
necessitate the use of non-screened blood).
Tattoos, acupuncture treatment or body piercings should be avoided.
Sexual relations whilst on the build are also strongly discouraged. TLs should contact
HFHGB immediately if a team member is sexually assaulted.
For further information: http://www.fco.gov.uk/en/travelling-and-living-overseas/staying-
safe/health/hiv
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Animal Bites and Stings
The general rule is that team members should always stay away from animals, even
seemingly domesticated animals. It is worth reminding the team members that animals,
even those typically domesticated such as cats and dogs won’t receive the same treatment
they would at home.
Always wear long trousers and boots when walking through undergrowth or long
grass.
Always check inside shoes and boots before putting them on.
When sleeping outside always have the bed raised off the ground.
If you encounter a snake, do not panic, keep very still until it goes away.
Carry a torch and spare batteries when walking at night.
Ignore all animals. Do not attempt to approach or pet any animal.
If volunteers are concerned about rabies, they should discuss this with their GP or practice
nurse. A rabies vaccination may be advised if travelling in places more than 12 hours from
medical help in risk areas. The vaccination does not prevent the contraction of rabies, but
extends the time period in which one must seek treatment. HFHGB will be able to advise on
the location of the Build and the distance to the nearest hospital.
Snakes and scorpions
Snakes are a hazard in many countries, especially in bushed areas.
Snake awareness needs to be part of the health safety briefing process.
If you have to move a pile of rocks or other materials, hit or kick it first, so any
creature can move away.
If possible, move items ‘away from you’ so that anything sheltered underneath has
an escape route.
Avoid long grass or overgrown areas and report any sightings to local HFH staff.
Issues for Women Although unlikely, some female volunteers may experience a disruption to their normal
menstrual cycle. The stress of preparation and tiredness that comes with jet lag and other
issues surrounding the Build can mean that periods could be late or, in some circumstances,
stop altogether. If volunteers are worried that they are pregnant, it is best to do a test.
However, if there is no risk of this, it could be considered a side effect of travel.
Some women prefer to suppress their periods for the time they are away. This should
be discussed with their GP.
If you/team members are expecting a period while you are away and are travelling
outside of Europe, it would be wise to take sanitary supplies with you. If travelling
to remote areas where disposal could be a problem, a supply of small plastic bags
and a baby wipes could be useful.
Some women suffer from bladder problems, especially after having children, and are
thus tempted not to drink too much when travelling. It is important in a hot climate
to drink plenty of non-alcoholic fluid to avoid dehydration.
Urine infections and thrush are common among women travelling, especially when
taking certain kinds of malaria tablets. If you suffer on a regular basis at home, ask
your doctor if you can take some medication with you.
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When crossing time zones, plan ahead when to take your oral contraceptive pill,
keeping in mind that a break of more than 24 hours between doses will lead to
inadequate protection and the possibility of breakthrough bleeding.
Remember that traveller’s diarrhoea can interrupt the absorption of the pill, thus
leaving you with an inadequate level of protection.
Sun Safety It is important when travelling to recognize both the long- and short-term risks associated
with too much sun exposure. This is true not only on the beach - snow, sand and water also
reflect the sun’s rays. Ensure that the team is adequately protected from the sun and remind
them to top up on sunscreen regularly.
Wear clothes that will protect you in the sun- sunglasses, clothing of tightly woven
fabric and a sun hat covering the neck, ears and back of the neck.
Apply sunscreen liberally.
Be extra careful when the sun is high in the sky at the hottest time of the day.
Drink plenty of non-alcoholic drinks while in the sun to prevent dehydration.
If you are on any medication, check with your doctor before you go as some
medications can make you more sensitive to the sun.
On Your Return
When you get home don’t forget that health can still be a problem, i.e. further change of diet
etc. It’s important to seek medical advice if you have been in a malarial area, have lingering
bowel symptoms or concerns and/or have any other health concerns. It is important to tell
the GP what places you have been to and what activities were undertaken.
Personal Safety Whilst on the Build
It is important to consider the personal safety of the volunteers whilst on the Build as well.
Below are some points to discuss with volunteers.
Dress conservatively.
Don’t wear expensive-looking jewellery (even if it’s fake!).
Conceal essential valuables and documents.
Bring traveller’s cheques instead of cash if possible.
Have a photocopy of your passport/documents.
Lock your luggage.
Avoid having your home address or nationality prominently displayed on luggage.
Use covered labels if possible.
Be vigilant when out on the streets.
Abide by local laws and customs.
Ensure someone knows where you are at all times, travel in groups of 3 where
possible.
Don’t bring valuable items or large amounts of cash to the build site.
Don’t leave your cash or belongings in someone else’s care.
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Safeguarding Funds
TLs are responsible for ensuring that team members have been briefed about the dangers of
money handling while traveling in foreign countries. Some easy ways to ensure that team
members do not expose themselves to crimes are as follows:
Whilst travelling, always carry cash and credit cards in a secure location on your
body. We recommend using a money belt that can be worn under their clothes.
Do not leave funds or credit cards in hotel rooms- if there is an option of a safe at the
hotel, always utilise this.
Some suggestions as to how to ensure the funds are secure are:
Place the cash and credit cards in an envelope and record the amount. Keep a copy of
the content list in a separate location.
If placing team documents and funds in a safe, place each participant’s documents
and funds in a separate envelope labelled with his/her name and place all smaller.
envelopes in one large envelope before placing in the safe.
Set a schedule for accessing the safe 2-3 times per week.
Minimising Funds Carried Cash carried by individual participants should be minimised as much as possible (the TL
should never handle the volunteers’ cash). There are a number of ways this can be
accomplished:
Credit/debit cards (always ensure you have told your bank about your travel
arrangements prior to departure),
Pre-paid credit cards, and
Travellers cheques.
Currency ‘What type of currency?’ is likely to be a common question prior to departure. HFHGB will
be able to advise, but TLs are encouraged to think about the following:
Assess what form of currency is best. Are credit cards readily acceptable?
Will you have access to cash machines?
Are US dollars or sterling preferred?
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Can you cash traveller’s cheques?
What denomination of notes are preferable?
Do the notes need to be clean (e.g. no marks, no tears)?
Can you buy the local currency before you go or only when you get there?
In most cases no more than £150-£200 spending money per person is required for snacks and
souvenirs outside of the budgeted itinerary.
Lost or Stolen Funds If funds are lost or stolen:
Obtain a police report immediately,
Notify the local Host Coordinator,
Notify the HFHGB GV staff, and
Complete the incident report and submit to the GV staff via email or on your return.
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Insurance
All participants will have comprehensive medical and emergency insurance whilst on the
GV Build provided by ACE Insurance. This is to cover construction site activities, allowable
recreation activities during the trip and emergency evacuation. A summary of the policy can
be found below. Detailed policy can be provided on request.
What is Covered? Cover is in effect while traveling outside of the volunteers' home country or country of
permanent residence and participating in a volunteer activity sponsored by Habitat for
Humanity. Coverage will begin and end on the specified Build trip dates and not extend
before or after those dates. If volunteers are staying out of their home country or country of
permanent residence and are engaged in activities not sponsored by HFH, they will not be
covered by ACE insurance outside of the specified Build dates.
Accidental death and dismemberment Up to $250,000
Disability Benefit (Permanent total disability) $250,000
Out of country medical expense benefits
Maximum for medical expense benefits:
Maximum for pre-existing conditions:
Maximum for dental treatment (injury only):
$250,000
$50,000
£$250,000
Home country extension benefit Up to the ‘Out of Country Medical Expenses
Maximum Benefit’
Home country medical guarantee benefit Up to $10,000
Emergency medical evacuation benefit 100% of expenses covered
Repatriation of remains benefit 100% of expenses covered
Family reunion benefit $100 per day, up to 5 days
Security expense benefit Up to $100,000
(Aggregate limit: $500,000 per occurrence)
Exclusions Some of the policy’s specifications, provisions and exclusions are listed below. A full list of
policy exclusions can be provided on request.
Intentionally self-inflicted injuries.
Suicide or attempted suicide while sane.
Pregnancy, childbirth or miscarriage.
Accidents occurring while a passenger on, operating or learning to operate any
aircraft.
Injuries or sickness suffered while under the influence of drugs (other than
prescribed) or alcohol.
Injuries or illness suffered while racing or committing or attempting to commit a
felony.
Injuries caused by or resulting from recreational travel in or on any off-road
motorized vehicle not requiring licensing as a motor vehicle, or a motor vehicle not
designed primarily for use on public streets or highways.
Insurance and Useful Contact Details
Insurance
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Injuries resulting from off-road motorcycling; scuba diving; jet, snow or water
skiing; mountain climbing (where ropes or guides are used); sky diving; amateur
automobile racing
Call when you or a volunteer:
Require a referral to a hospital and doctor,
Are hospitalised,
Need to be evacuated or repatriated,
Need to guarantee payment for medical expenses,
Experience local communication problems in medical emergency, and
Safety is threatened by a political or military event.
When you call Europa Assistance, please be prepared with the following:
Name of caller, phone number, fax number.
Covered Person’s name, age, sex and policy number.
A description of the Covered Person’s condition.
Name, location and telephone number of hospital.
Name and telephone number of the treating doctors, where and when they can be
reached.
Health insurance information, workers compensation, or automobile insurance
information if the Covered Person had an accident.
*Covered Person’ means the person insured under the ACE Policy.
*By requesting assistance you agree to assign to us your rights to recover to from any of
your responsible insurers any expenses we incurred.
See Appendix 31 for ACE Insurance Claim Form.
Emergency Contact Information
A representative from HFHGB will be available 24 hours a day throughout your GV Build
should you have an emergency situation. You will receive a list of emergency contacts
before your Build with the relevant phone numbers to distribute to the team.
Please advise volunteers to use these numbers once the Build has officially begun. The team
will also be contact details of the country embassies and the HFH office in your host country
as well as other contact numbers for HFHGB before you leave.
In the event of a medical emergency call Europ Assistance immediately.
Reference plan number: 01AH585
Policy Number: GLM N10784177
(00)1-240-330-1432 Collect Call Outside of the USA
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Information Sources
Nomad: http://www.nomadtravel.co.uk/
Foreign & Commonwealth Office: http://www.fco.gov.uk. This is the UK Government
department responsible for foreign affairs. They work through their London headquarters
and their network of embassies, high commissions and consulates throughout the world.
The website provides up to date information and advice for foreign travel including travel
advisories.
Other websites:
www.travelhealth.co.uk (an excellent website with good links to other sites)
www.fitfortravel.scot.nhs.uk (the NHS public access website on travel health)
http://www.who.int/ (the World Health Organisation)
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Final Team Meeting
The final team meeting is an important event, an opportunity to leave a lasting impression
on the team before the end of the Build. It should be scheduled at a convenient time and
place where everyone can relax and savour the moment, if possible, during the final full day
of the Build. Often the final team meeting is held in conjunction with the last team dinner,
but that is optional.
In addition to the final team meeting being a time of sharing emotion, expressing
appreciation and reflection, it is a perfect opportunity to create advocates out of each team
member. The TL should have a number of specific agenda items, most related to re-entry but
also how team members can continue their involvement with Habitat for Humanity. Whilst
they may not be able to commit to another GV Build immediately, there are many different
ways they can remain engaged with HFHGB’s work. Becoming a regular giver, fundraising,
raising awareness about housing poverty or sharing their stories are all ways in which
volunteers can continue their involvement.
Re-entry
Re-entry is the “hidden side” of a GV Build. It is commonly referred to as “reverse culture
shock.” Team members may have been shocked when they arrived at the GV host
destination and saw poverty first-hand. They may be just as shocked upon returning
home—shocked by how those around them live, the wastefulness, the materialism and the
views toward those less fortunate. Reverse culture shock is common among GV team
members who are returning from having been immersed in a new and different culture—
one which is usually much more economically depressed than they are used to. It may seem
as if they have been away for months, but home has remained relatively unchanged. The GV
experience may trigger changes in the team members’ perspectives and priorities. The TL
needs to be aware of the potential impact of re-entry and help team members prepare to
integrate back into their daily lives. There are typically four stages: Fun, Flight, Fight and Fit.
Understanding re-entry is the first step toward addressing it.
See Appendix 37 for the Four Stages of Re-entry and Appendix 38 for the Common Feelings
of Re-entry in the Field.
HFH Evaluation In order to continually improve the HFHGB GV programme, it is important that each GV
team member to complete a GV evaluation. The team should be given ample free time to
spend as long as it takes to conscientiously complete evaluation forms. It is not unusual for
the team to complete two evaluation forms, one from the hosting country and one from
HFHGB. This is likely to happen if the team are travelling out of the EMEA region.
Forms may be completed online or in paper form. If completed in paper form, the TL should
select one team member to be responsible for collecting and returning the completed
evaluation forms to the Host Coordinator before departing the host country. The TL should
also carry out the same process for the HFHGB evaluation forms if they being completed as
hard copies. Alternatively, the Host Coordinator and TL might distribute a link to an online
Post Build Debrief and Evaluation
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version of the surveys. The TL is should work with the Host Coordinator to ensure the
evaluations, either paper or electronic, are distributed to the team.
Online survey for team members: www.surveymonkey.com/r/gvteam
Online survey for Team Leaders: https://www.surveymonkey.com/r/gvleader
Honest answers, even if not positive, should be encouraged and the team member’s name on
the form is optional. Different people within the HFH network review the feedback and any
major issues are acted upon as appropriate. The host programme is also given the
opportunity and encouraged to evaluate the team and TL and the HFHGB GV staff. This is
all in the spirit of improving the programme. Ensuring that all HFHGB GV volunteers, TLs
and host programme staff have a meaningful and rewarding experience is a priority for all
parties involved.
Evaluating Team Leaders TLs are evaluated by the team in the HFH evaluations as well as by the host affiliate and
HFHGB GV staff. The evaluations will be reviewed with the TL in a debriefing call with
HFHGB staff. Based on the feedback, decisions will be made about leading future trips,
whether additional training is needed, etc. Outstanding team leaders may be asked to serve
as mentors for future GV volunteers and leaders.
If a TL consistently receives negative feedback from volunteers and/or host programme, the
Head of Volunteering will investigate the situation to assess the severity of the issue and
options for resolution. In the event that the situation cannot be resolved, the TL may not be
invited to lead future Builds. TLs are also subject to the Disciplinary Procedure for
Volunteers, and behaviour that is found inappropriate or inconsistent with HFHGB’s core
values will result in the TL being released from duty.
Build Evaluation TLs must evaluate their own experience by using the Build Evaluation Form. The TL’s
evaluation form includes space for listing team members who possess the qualities and
attitude to be good GV TLs. If there are team members who show potential for leading a
team, try to spend time with them during the trip to further evaluate their leadership
potential. The TL should complete the Build Evaluation Form upon returning home and
submit it to the GV staff within 1-month upon return.
The Build Evaluation Form can be accessed here:
www.surveymonkey.com/r/GVBuildEvaluation
Post trip Film Photos and Words
If you or the volunteers have video footage and photographs, HFHGB would very much
appreciate receiving these. It is only through sharing your experiences that we can properly
describe to a potential volunteer what a GV Build is all about, therefore it is an essential tool
for us. We would also be grateful for written impressions and feelings about your Build,
there is a section at the beginning of the evaluation form for you to write your comments.
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The Story Template and Photo Guidelines (see Appendices 34 and 35) are good tools for
volunteers (and TLs) to organise their thoughts and gather stories.
Welcome Home
Although the team has disbanded and everyone has returned home, the TL’s job is not yet
over. The TL should send out a final welcome home email to team members sharing
personal feeling about the experience. As time passes and team members get back to their
normal routines, the excitement of the GV Build will begin to fade and life will go on. But
the TL should encourage team members to keep in touch, share photos and their initial re-
entry emotions after returning from the trip. Many teams plan a post-trip team meeting to
share photos, stories, etc. Long-lasting friendships often form during a GV Build and
continue for years after (See Appendix 39 for a Sample Follow-up Letter).
For more information about various topics discussed in the manual see Appendix 40 for
Useful Information and Resources.
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Thank You! HFHGB would like to take this opportunity to thank you for being a Global Village Team
Leader. You are an integral part of the team and we would be unable to achieve our
ambitious mission of creating a world where everyone has a safe and decent place to live
without you.