VOLUNTEER MANUAL
Gauteng 2013
Community
service workers #
hours
Part-time
International &
local interns
local volunteers
8+ hours p/m
Full time gap
year/career
break
international
volunteers
Volunteer
Programme
Corporate
Volunteers
0
PART 1 ..................................................................................................................................................... 2
I WANT TO BE A VOLUNTEER .................................................................................................................. 2
What is a volunteer?........................................................................................................................... 2
Why do people choose to volunteer at Cotlands? ............................................................................. 2
A prospective volunteer will be required to: ...................................................................................... 2
What qualifications do I need? ........................................................................................................... 3
PART 2 ..................................................................................................................................................... 4
COTLANDS ............................................................................................................................................... 4
Cotlands’ History ................................................................................................................................. 4
PART 3 ..................................................................................................................................................... 6
WHERE WILL I FIT IN ............................................................................................................................... 6
PART 4 ................................................................................................................................................... 10
VOLUNTEER GUIDELINES ...................................................................................................................... 10
General Guidelines ............................................................................................................................ 10
Disciplining the Children ............................................................................................................... 11
Reasons for dismissal from the Volunteer Programme .................................................................... 11
PART 5 ................................................................................................................................................... 12
INFORMATION VOLUNTEERS NEED TO KNOW ..................................................................................... 12
Stimulation and bonding................................................................................................................... 12
Conditions that Affect Cotlands Children ......................................................................................... 15
Malnutrition .................................................................................................................................. 15
Foetal Alcohol Syndrome .............................................................................................................. 15
HIV and AIDS ................................................................................................................................. 16
Tuberculosis .................................................................................................................................. 16
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PART 1
I WANT TO BE A VOLUNTEER
What is a volunteer?
A volunteer is someone who offers their time, skills and expertise to an organisation free of charge.
They act as a means of dependable support and can help fulfil gaps in the provided services and
assist to meet the needs of the children and of the organisation.
Volunteers are required to comply with the guidelines, policies and procedures laid down by the
Organisation.
Why do people choose to volunteer at Cotlands?
Volunteers assist in the following areas:
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Assist staff with daily routine;
Help with additional seasonal tasks (i.e. spring-cleaning);
Admin in Toy Library- labelling and categorising toys, assist with lending.
Facilitate play sessions
Admin assistance – filing, data capture, research,
Assisting with donations in kind – drop–off zone, collections, sorting, packing
Assist with preparation of food parcels for community clients
Scrapbooking memory books of each child
A prospective volunteer will be required to:
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Complete and Sign an agreement and application.
Carry out tasks according to Cotlands policies and procedures;
Commit for a minimum of 1 year;
Reliability of a minimum of 8 hours a month, i.e. 2 hours a week;
Be punctual:
 Training
 At meetings;
 Play sessions.
To report any areas of discrepancy and/or areas of serious concern;
Be willing to assist wherever required;
Have emotional maturity;
Conduct themselves in a manner that would not bring the organization into ill repute;
Manage the affairs of the children responsibly and in confidence;
Treat and manage children’s behaviour responsibly, in their best interest, to raise children
who contribute positively to society when they are older.
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What qualifications do I need?
You do not need specific qualifications or expertise to apply for voluntary work. To work at Cotlands
volunteers must have the following characteristics:
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Time, time, time;
A willingness to help wherever needed;
A genuine interest in the organization and helping its cause and achieving its objective.
Volunteer Organogram ( Gau)
CHRO & Volunteer
Coordinator
(Bonnie Haack)
Kelsely Sharpley
Relationship Manager
Community Groups
Exec Secretary
(Sandy Miller)
Regional Manager
Fundraising Manager
Principal - Park Junior
(Sharmala Ishwarllal)
(Yani Horn)
(Liz Herbst)
Heads of Department
Volunteers
Volunteers
Programme
Development
Managers
Volunteers
HR Manager
Programme leader
(Elanie Olivier)
Getrude Mabeza
Volunteers
Volunteers
Volunteers
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PART 2
COTLANDS
Cotlands’ History
It takes a community to raise a child. Never have words been more true! An estimated 5.7 million
South Africans are currently infected with HIV, of which approximately 3.2 million are women and
280,000 are children. 1,4 million children (0 to 17 years) have been orphaned, and an estimated 5,7
million children may be orphaned by 2015.
In the face of these sobering statistics, it became clear that Cotlands’ traditional residential childcare
model would fail to meet the needs of communities with an increasing number of orphans in their
midst. First, the cost of caring for a child in a large-scale residential care facility is approximately 15
times more that than that of supporting the same child in its own community. Second, research has
shown that large-scale residential care is relatively ineffective in meeting children’s educational,
health and psychosocial needs.
The children of the orphan generation will need to be raised in their own communities. Cotlands,
remaining ever relevant to the needs of South Africa’s children, is uniquely poised to respond.
Cotlands is a non-profit community development organisation that actively seeks to find solutions to
real community problems. Our objective is primarily to intervene directly within communities to
build capacity in caring for children.
We are active in six provinces in South Africa where we offer integrated community based
programmes. Our primary beneficiaries are orphaned and vulnerable children who, in many
instances, have been impacted by HIV/AIDS.
The 75th anniversary has brought about one of the most exciting and forward thinking changes
Cotlands has implemented to date – to equip families with the skills to care for children in their own
community. This shift from large-scale residential care towards a sustainable model requires the
expansion and revamping of existing initiatives through a process of transformation including
capacitating staff to implement our community based model.
We provide an integrated array of services to assist children and their families to ensure their
protection, survival and psychosocial development. The Health services offered include the
prevention and management of childhood illnesses including chronic conditions, HIV/AIDS services –
supporting families to adhere to treatment as well as to prevent mother to child transmission – TB
screening, monitoring referrals, and palliative care for terminally ill children. In addition,
immunisation, nutrition and food security in the form of food gardens are accessible to children and
their families.
Psychosocial and/or child protection services offered include identification of orphaned and
vulnerable children, counselling, support groups and supporting families to access government
services, economic development opportunities for beneficiaries are also explored.
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In terms of children’s educational development, 84% of children in S.A aged birth to 6years do not
have access to formal education. Cotlands partners with communities across S.A and implements
early learning groups at the centres. Volunteers play a pivoted role assisting with play sessions.
Active toy libraries act as resource centres providing training and safe play spaces for young children.
Baby stimulation programmes that include baby gym support and empower primary care givers.
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PART 3
WHERE WILL I FIT IN (Volunteer Match)
Prospective volunteers often have preconceived ideas and expectations of what they can do for the
children as a volunteer for Cotlands. The management of the care of the children is taken seriously
and all decisions are taken in the best interest of the children. This means that the children’s
emotional wellbeing is protected and favoured over the needs of the volunteer. Hence, consistency
and regularity of visits by volunteers who are permitted to spend time with the child(ren) is
emphasised .
Cotlands endeavours to match the prospective volunteer in respect of his/her interest, skill and
available time. It is also important to note that volunteers are required in many aspects that all
contribute to the overall care of the children; i.e. toy library, fundraising, admin, repairs and
maintenance, early learning, groups etc. However, to volunteer requires a submission of a police
clearance. Volunteers are welcome to participate in more than one activity.
Activities
Volunteering in Res care requires assistance in the following tasks with the babies and children:
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Bathing and dressing;
Feeding;
TLC and cuddling;
Playing and stimulation;
Bonding;
Helping when there are staff shortages;
Helping with snacks and meal times;
Playing with children;
Giving children individual attention and stimulation activities (e.g. reading or telling stories,
building puzzles, etc.)
Memory books – scrapbook recording the child’s milestones, major events
Be a drop – off point for donations in kind
Volunteers living in various parts of Gauteng assist by making a room or garage available for people
in the same geographical area to drop a donation off for Cotlands. The volunteer assists the
organisation by saving money and resources so that a driver does not need to be sent.
Assist with general maintenance/gardening
Volunteers with ‘green’ fingers and a knack with a hammer and nail assist by maintaining
the Cotlands gardens for the benefit of the children. The handyman can assist with basic
repair and maintenance e.g. painting, repairing the swing or jungle gym or preparing and
painting a cycle track with road safety signs etc.
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Assist with stimulation/ baby gym programme
It is important to limit the institutionalisation effect on the admitted children. Volunteers
who have the time and inclination to spend a regular and consistent time with the babies
and toddlers can stimulate their milestone achievement and development through baby
gym.
Assist with Direct Mail
The direct mail campaigns are fundraising appeals to members of the public requesting
financial assistance for a specific appeal at a specific time. However, all the appeals are sent
to the database. The database is often tainted with incorrect information and volunteers
assist with calling the donor to verify information or assist with capturing new data on the
system as well as sorting through the returns. Volunteers are also able to assist by dropping
recycled d/m envelopes into neighbourhood post- boxes.
Corporate volunteer work
Some volunteers arrange for their company and/or colleagues assist on a particular project
on the Cotlands wish list. This can be done on formalised days such as Madiba Day or any
other day convenient to the company and Cotlands. Corporate volunteers often take on
specific projects such as a toy drive, clothing, stationery, seedlings/plants, etc., at their own
workplace or even a repair and maintenance day(s) at Cotlands
Community Service Group projects
Learners and students are required by their academic curriculum to undertake community
service work and many select Cotlands. The community work includes most of the
volunteer activities in a structured and accountable manner. Due to the nature and age of
the children, Cotlands permits only community groups over the age of 16. However,
younger community service workers are encouraged to initiate projects where Cotlands will
be the beneficiary, e.g. make up party packs for the children’s birthdays or farewells, 2nd
hand 2 – 68 pce puzzle drive (all the pieces please), stationery for arts and craft, make cot
mobiles, collect 2nd hand Lego pieces or any other construction equipment as well as collect
suitable books for children aged 0 – 9 years.
Prepare tins into batches for collection by reps
The Cotlands Collection Tin Project requires the reps to collect and replace the tins in the
various stores even if they are not full, within a specified period. Batches of tins need to be
prepared as per serial number, in bags, for the reps to collect. The serial numbers need to
be collated and captured against the reps name. Volunteers can assist twice a week with
this process to ensure the tins are prepared and ready for collection by the reps.
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Toy library
The Toy Library and Resource Centre is the newest addition to the Cotlands services.
Cotlands assists the local indigent community by providing a service to the children who
cannot afford the fees to attend an Early Childhood Centre or a preschool. The toy library
and resource centre service includes teaching the child(ren) and/caregiver how to play with
a particular toy thereby teaching the child the necessary skill to become ready for ‘big’
school. In other words, the basic skills required for reading, writing, numeracy, life skills and
many more.
Administration
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Assist with photocopy instruction sheets for toys & filing original & copy put into toy
box/pack
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Writing new stock into stock register
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Writing new stock Lending cards
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Capturing new stock onto database, entering members details/no. of play sessions
attended/training sessions attended/toys lent for the month
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Preparing of new toys (marking of toys, varnishing toys, re-enforcing box)
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Disinfect toys from playrooms and lending library
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Repair any broken toys
Play sessions
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Attend capacity building/training sessions so that you are able to teach the children
how to play with the toy/equipment/the rules of the game
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Prepare playroom for play session, clean play room after play session
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Change playroom layout every 2 weeks according to a theme
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Assist with resource making, preparation for new themes in play session
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Engage with children during session as assist with guided play/learning
Assist with play room facilitation
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Engage with children during session as assist with guided play/learning
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Attend capacity building/training sessions
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Prepare playroom for play session, clean play room after play session
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Change play room layout every 2 weeks
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Assist with resource making, preparation for new themes in play session
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Assist with register
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Ensure ECD Practitioners completes Play Session Evaluation form
Other projects
There are many other projects where volunteers can assist - some are seasonal, while
others are incidental. Please make enquiries; we are always on the lookout for additional
assistance.
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PART 4
VOLUNTEER GUIDELINES
General Guidelines
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We cannot provide the volunteers with background information about the children and/ or
their families. If information is given it will be on a need to know basis;
As part of our holistic care children have a set routine; please remember this when working
at Cotlands.
No sweets, chips or fast foods may be given to the children without prior permission from
the Team Leader on duty. Garlic and other very spicy foods can also have an effect on antiretroviral treatment. Some of our children are on special nutrition programmes due to
medical reasons. If you do get permission, please ensure there is enough for all the children;
Most of our children have lowered immune systems. If you are ill, please DO NOT come to
Cotlands until such time that you are well again;
If you are ill or are unable to attend, please let us know, as we depend on your help;
Because of the legislation as promulgated in the Childcare Act, children may not be
photographed.
No photographs may be published (including on any social networking sites) without prior
consent;
Please sign the volunteer register at the reception, every time you visit Cotlands. Write
clearly!
You are required to wear your name badge at all times while on duty;
o The badges will be ordered once a quarter at a cost – the cost will be communicated
to the volunteers;
o Badges will only be ordered once payment has been received.
Remember to check your emails the regularly for updates, information, and events;
If you have any ideas, suggestions or prospective donors, or if you would like to buy or
donate products for our children, please discuss it with the volunteer chairperson first;
If you observe or experience anything at Cotlands that you are concerned about, please do
not approach staff. Report the incident to the volunteer co-ordinator;
o Please ensure that you record the following:
 Date and time incident occurred;
 Staff member’s name – if applicable;
 Full details of the incident;
Friends and family are welcome to accompany you while you visit Cotlands. All questions,
queries and incidents should be reported directly to the volunteer co-ordinator as soon as
possible;
Never leave a child you are working with unattended;
The head of department or team leader will be your supervisor while you are at Cotlands.
All questions, queries and incidents should be reported directly to the volunteer coordinator via email or in person;
All volunteers are required to sign the Volunteer Agreement;
Please wear comfortable, but respectable, clothes;
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Volunteer induction sessions are held on Saturdays on a quarterly basis and volunteers are
required to attend at least 3 meetings per year;
The internal staff newsletter will be circulated to all the active volunteers via email to keep
them informed about development and changes on a national level
Smoking on the premises is NOT permitted as per National Smoking Regulations
Please remember to engage the staff. They are dedicated, hardworking people and like to
be acknowledged.
Disciplining the Children
Cotlands has a strict no physical discipline policy. We use assertive discipline with our children. Our
children are taught the following rules that must be reinforced while on outings:
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Follow instructions the first time;
Keep your hands, feet, objects and unkind words to yourself;
Listen when someone else is talking;
Take care of all property;
Behave appropriately.
Failure to comply with the above-mentioned rules results in a time out or a removal of certain
privileges. Please liaise with the social workers if there is a concern or the problem persists.
Reasons for dismissal from the Volunteer Programme
1. Any physical disciplining of the children
2. Proven abuse, neglect and/or non-compliance of the abovementioned regulations
3. General contraventions of the volunteer guidelines
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PART 5
INFORMATION VOLUNTEERS NEED TO KNOW
Stimulation and bonding
We play with a purpose.
WHAT IS STIMULATION?
Stimulation is where the care giver may be able to extend and develop the learning potential of a
child’s play activity by guiding the play activities in a structured way. Children learn through play,
therefore if play is constructive it contributes towards the child’s development.
In order to help the learning potential of play in the best possible way, it is important for a caregiver
to be tuned into a child’s needs to understand a bit about his abilities and how he develops as he
grows.
Others are influenced, to a greater extent, by what goes on in the child’s environment and can vary
with the amount of stimulation he receives or the input from his surroundings.
WHAT DO WE WISH FOR OUR CHILDREN?
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Healthy children
Families
Children with self-confidence
Belief in their own abilities
A sense of control over themselves
A sense of independence
WHY DO WE DO STIMULATION?
The children at Cotlands lack the initiative to get involved because they have been ill, unwell, under
stimulated, depressed, abused, or just forgotten how to play.
They are good watchers, but poor doers. They need to be motivated to interact with their
environment. Activities must be brought to them, e.g. playing outside or in the pool.
WHAT ACTIVITIES DO WE INCLUDE IN OUR STIMULATION PROGRAMME FOR HEALTHY CHILDREN?
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Change of environment;
Promote socialization;
Social skills;
Body awareness (obstacle course, swing themselves, climbing, jumping);
Motor coordination (gross/fine, ball play, scribbling, drawing, blocks);
Speech and language (read stories, page through books, copy sounds of animals);
Visual skills and perceptual skills (match some pictures, in/out, top/bottom, counting,
puzzles);
Creativity and playfulness (fantasy play, dress up, simple games).
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Remember: children learn about their environment and about themselves through the six different
senses i.e. touch, vision, hearing, taste, smell and movement. Use these senses with care.
BE CAREFUL OF TOO MUCH ALL AT ONCE! Rather less and more effective.
STIMULATION OF BABIES:
By stimulating the babies, we create a healthy and challenging environment that will promote the
baby’s physical, mental, social and emotional growth. Therefore we do body touch, looking at body
parts, playing with hands and feet, moving in all different positions, touching different shapes and
textures, following movement with eyes, listening to lullabies, copying sounds.
Careful of too much at once - it will be more disorganising than beneficial.
PLAY THERAPY:
The world of the traumatized child in our care is by comparison insecure, uncertain, alarming and
inaccessible. With play therapy we can link up with the world of the child and even enter the world
of imagination and with the aid of supplementary play therapy techniques, relieve and heal the pain
and confusion of traumatized children.
IMPRINTING WITH A CHILD:
Imprinting is the term used by researchers and scientists for the observed learned behavioural
pattern that causes the young to bond with a parent or care-taker. This enables the babies to survive
and thrive.
When working with the children at Cotlands a drastic improvement in their condition was noticed
after being exposed to a loving presence that focused entirely on them. They would appear to
almost not want to live when they were brought in, failed to thrive and were withdrawn into their
own world. After prolonged exposure to a loving person, they seemed to re-integrate with life and
the gradual deterioration turned around as they started improving and even thriving.
We all know that children need basic requirements such as nutrition, shelter and love. Here at
Cotlands we all put in our best efforts to ensure that the children entrusted to us get these basic
things. But we also need to be aware of their emotional development so that we can send out
children that mature into effective adults. We need to attempt to bond and imprint with them.
We all need to belong, to be special. This is what makes us thrive rather than survive. There are two
critical periods during which certain things are learned.
Bonding
Post-partum up to 6 months – in the time immediately after delivery neurochemicals are released in
the mother’s brain giving her a feeling of intense pleasure. This enables her to bond, to fall in love
with her child. The mom can look at a nursery of children, but hers is the most beautiful and
precious. The same applies to animals in the wild.
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The child will now survive. It has been proven that if this does not happen there is an increase in
maternal child abuse.
The period following this is when the child develops sensory awareness: smell, touch, taste, hearing,
sight. All of this the mother does by holding that child. The distance is perfect, gazing into each
other’s eyes, the smell of Mom and food.
This process has sadly not happened with many of the babies at Cotlands. They come because they
are ill, or abandoned and abused.
However, bonding will not happen if they are left to lie in a cot. We are meant to have our babies
close, in slings etc. There is a move back to that. They should be held as often as possible. This does
not spoil a child – It develops them emotionally.
What good is it if we make a child ‘good’, so it is easy to look after, but later in life it has
developmental and emotional problems? Maybe that is why there are so many messed up people
out there – we were too concerned about them being ‘good’.
*Next phase is IMPRINTING - from 6 up to 12 months.
This happens simply by exposing the child to a loving individual presence. Someone that conveys the
message you are special, unique and I love you. It socializes a child, boosts their immunity and
enables them to bond in later life. They can transfer the bond to anyone who gives them the same
loved sensation. It brings about a level of comfort. This is caused by a whole neuro-chemical picture
that occurs and causes the child to experience pleasure on a deep level, as we do when we are
loved.
IF THEY DON’T IMPRINT WITH SOMEONE, THEY WILL IMPRINT WITH SOMETHING!
It will be a bottle, dummy, blanket or teddy. This is what they carry with them and their comfort will
be derived from texture or an oral fixation. It has been proven that this leads to food, alcohol and
drug abuse.
You can make a difference – you are here to give something to the community. Be sure that you are
not giving to get and that you can love unselfishly. The level of love is the level of healing – it has
been proven.
WHAT CAN YOU DO?
If you notice that there is a special needs child – they look abandoned, unable to socialise, can’t
make eye contact, not thriving, tearful, clingy – these are signs of a child who has not bonded or
imprinted. This can be successfully done until the child is around three. The volunteer who feels the
strongest connection can then bond with the child over a period of three weeks. Daily (or regular)
visits, eye contact, visualising your heart opening with love, giving without wanting to receive, lots of
touch, holding the child’s solar plexus against yours. THESE THINGS STIMULATE THE RELEASE OF
OXYTOCIN – THE BINDING HORMONE!
It takes three weeks to build a new neural pathway. If the imprint is successful, the child can then
transfer to others who stimulate the same sensations. The volunteer can then step away to a more
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relaxed, regular contact relationship. If you want to cling to the child, it’s your own need and not
love. Love lets go when needed. It is something that comes through you, not from you.
Hopefully, you will have made a difference to one child’s life and by doing that you will leave the
world a better place.
Conditions that Affect Cotlands Children in the community and Rescare
Malnutrition
Malnutrition is a wide spectrum of symptoms that occur when one or more nutrients are lacking in
the diet. These symptoms vary according to which nutrients are deficient.
Primary malnutrition, which normally occurs in children, is caused by a lack of dietary energy and
protein. This leads to a variety of medical and developmental problems.
Signs and Symptoms of Malnutrition
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Pronounced weight loss with loss of muscle formation, particularly on the shoulders and
buttocks;
Absence of fat under the skin;
Thin, papery skin hanging on folds;
The skin may be darker, as if the child is suntanned;
Hair loss;
A pinched, starved facial expression, which makes young children look old and wizen;
Infants appear apathetic and may lie still for long periods without moving or crying;
Discoloured, fine, brittle hair that often has a copper sheen;
Skin rash;
Water accumulation, making the child appear round and healthy;
Grossly swollen tummy;
Enlarged liver;
Apathy and listlessness.
Foetal Alcohol Syndrome
Foetal Alcohol Syndrome or FAS occurs when mothers consume alcohol while pregnant.
Signs and symptoms:
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Low birth weight;
Small head circumference;
Failure to thrive;
Developmental delays;
Organ dysfunction;
Facial abnormalities;
Epilepsy;
Poor co-ordination/ fine motor skills;
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Poor socialisation skills;
Lack of imagination or curiosity;
Learning difficulties, including poor memory, poor language skills, and inability to
understand concepts such as time and money;
Behavioural problems, including hyperactivity, social withdrawal, impulsiveness and anxiety.
HIV and AIDS
What is HIV?
H
Human
Only occurs in humans
I
Immune-deficiency
A breakdown of the defence system
V
Virus
A germ or organism causing disease
HIV is a virus that breaks down the immune system of human beings.
What is AIDS?
A
Acquired
A person has to get it from someone else
I
Immune
The body’s defence system
D
Deficiency
The immune system is unable to work properly
S
Syndrome
A collection of many diseases and infections
AIDS is a collection of many infections in the body as a result of a weakened immune system caused
by the HIV infection.
Tuberculosis
HOW DOES TB SPREAD?
TB is spread through the air. Germs go into the air when someone who has TB coughs, spits or
sneezes.
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SYMPTOMS OF TB:
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Coughing for more than two weeks;
Coughing up blood;
Not wanting to eat;
Feeling pain in the chest;
Losing weight;
Becoming short of breath easily;
Feeling tired all the time;
Sweating at night;
Getting a fever which comes and goes.
DID YOU KNOW?
With treatment, TB can be cured;
Once on treatment, a person is no longer a risk to their family or community;
Treatment at all public health clinics is free and of high quality;
It is very important to complete TB Treatment.
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Compiled by
Staff:
Bonnie Haack (Chief HR Officer / Volunteer Co-ordinator)
Boitumelo Seabi (PDM – Psychosocial, Emma Ngidi – Social Worker)
Volunteers:
Vania Ranjbar (Sweden)
Johanna Jörβ (Germany)
Tenille Hands (Australia)
Arne Lammert (Germany)
Hayden Cook (Australia)
Daniel Anselm (Germany)
Rebecca Bromhead (Australia)
Gayle Fenton (RSA)
Jennifer Pugh (Scotland)
Gareth Vereb (RSA)
Kayleigh Todd (Scotland)
Nicola Malan (RSA)
Initiation Date:
October 2007
Last Reviewed:
Sep 2011, August 2012
Next Review Date:
June 2014
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