Association of Lowland Search & Rescue - Search Dog Heroes

VOLUNTEER

HANDBOOK

WELCOME TO

SEARCH

DOG HEROES

VOLUNTEER HANDBOOK

Training ground-
scenting search
dogs to help find
missing people,
and equip those
caring for the most
vulnerable people
in society with the
knowledge and
tools to act fast
if their loved one
disappears.

02

CONTENTS

Welcome 04-05

Paul Lewis MBE, Chairman – Lowland Rescue

Karen Robinson, Director of Development
and Partnerships – Missing People

Background to the project 06
About missing people 07
Lowland Rescue 08-12
Code of conduct 13
Policies and guidelines 14-21

Volunteer commitment 15

Health, safety and wellbeing 16

Ethical behaviour 16-17

Inclusion and equality 17

Problem solving 18

Raising a problem 18

Volunteers and the law 19

Safeguarding 19

Data protection 20

Confidentiality & responsible use of 20
information systems

Social media and PR 21

Insurance 21

Expenses 21

Dog welfare policy 22-25

Introduction 23

Hazards 23-24

Policy 24-25

Associated policies 26-27

03

learn more
www.searchdogheroes.org.uk

PAUL LEWI
S MBE
WELCOME

PAUL LEWIS MBE

Chairman – Lowland Rescue

I would like to take this opportunity the project and at different times
to welcome you and thank you for throughout your volunteering journey.
choosing to be part of this ground- If there is something that you cannot
breaking project. It’s important that find please either speak to your
you feel both proud to be part of manager or contact the Admin Team
the project and valued for your who will be happy to guide you in the
contribution. Volunteers are at the right direction. Thank you once again
heart of what we do and I want to for helping to save lives
ensure that you enjoy the time that you
spend with us as a volunteer, whether
that be a day, a month or a lifetime.

Without our volunteers, Lowland
Rescue would not exist and therefore,
you are at the very heart of everything
that we do and therefore we have
to get it right! This handbook has
been created to help guide you into

Volunteers are at the heart of what we do and
I want to ensure that you enjoy the time that
you spend with us as a volunteer, whether
that be a day, a month or a lifetime.

04

learn more
www.searchdogheroes.org.uk

KAREN ROB WELCOME

INSON KAREN ROBINSON

Director of Development and Partnerships
– Missing People

When someone very vulnerable goes
missing, families tell us that they want
the whole world to stop and look and
that every passing minute feels like
hours. The difference you and your
four-legged friends will make to those
families and to the people they are
missing is enormous. Remember this
when you’re out there in the future
with your dog searching for someone’s
grandad, someone’s wife, someone’s
best friend. We’re with you in spirit
in those moments, and our 24-hour
Family Support team will be supporting
the family through the worry while
you’re out looking - a true team effort.
From everyone at Missing People, I
thank you for your dedication and for
joining this truly special team of Search
Dog Heroes’.

JON BROMLEY

Dogs Director – Lowland Rescue

JANE BROWN

Project Manager Dream Fund – Missing People

SIMON READ

Lowland Rescue Lead - Search Dog Hero project

05

BACKGROUND
TO THE PROJECT

Missing People and Lowland Rescue
have been awarded funding by
People’s Postcode Lottery Dream
Fund to deliver the Search Dog
Heroes programme, which aims to:

• Deliver awareness and tools to

family and carers of vulnerable
people to prepare them for a
disappearance, teaching them to
capture and safely store a scent
with a designated scent kit.

• Promote the use of trailing dogs

specifically, but also promotion of
the use of Search and Rescue
(SAR) Dogs and teams to Police
Forces around the country with a
specific emphasis on improving
the time from report to deployment
of SAR teams.

• Support the training of trailing

dogs nationally.

• Lowland Rescue will work with

Missing People to develop a trailing
search dog capability to the highest
professional standards and in line
with international best practice in
the field.

06

learn more
www.searchdogheroes.org.uk

ABOUT
MISSING
PEOPLE

Missing People is the only charity in
the UK which is dedicated to bringing
missing children and adults back
together with their families. They offer
a 24/7 lifeline to the 180,000 people
who run away and go missing each
year in the UK, listening in confidence,
helping them to explore their options
and, where possible, to reconnect.
For those left behind they provide
specialised support to ease the
heartache and confusion, and help
publicise their missing loved ones.
The helpline is available to anyone
who has a missing loved one, is away
from home themselves, or has sighting
information about a missing person,
for free and in confidence on 116 000.

Missing People is the only charity in the
UK which is dedicated to bringing missing
children and adults back together with
their families.

07

08

learn more
www.searchdogheroes.org.uk

LOWLAND RESCUE

OUR VISION
To set the standard of excellence for every inland search and rescue
organisation and provide one cohesive voice.
OUR MISSION
To support the emergency services through delivering the highest
standard of search and rescue and building our partnerships at national
and local level.
OUR VALUES
To continuously develop skills to save
lives when every second counts.

09

LOWLAND RESCUE

ABOUT LOWLAND and major incident response where
RESCUE there is a local need.

Lowland Rescue units are individual Given access to early information
charities formed, with some local and trusted to form a search plan,
exceptions, to serve individual police Lowland Rescue Search Managers
services and provide expertise in have been proven to make a difference
search planning, management and to the effectiveness of a police force’s
on-the-ground resources. The last response, and the outcome
five years has seen Lowland Rescue of hundreds of searches.
(which is in itself a separate charity)
move from a representative body to a
governing body, and with that change
develop national standards in search
excellence.

Over 1,800 members across England,
Northern Ireland and Anglesey – so far
– are on-call to respond as a resource
when high-risk missing persons need
locating. Many units have developed
civil-contingency responses for flood

Over 1,800 members across England, Northern
Ireland and Anglesey – so far – are on-call to
respond as a resource when high-risk missing
persons need locating.

10

learn more
www.searchdogheroes.org.uk

Our members are trained in search
techniques, which are each developed
from academic research by worldwide
scholars. Our members are also
trained in medical skills from first aid
to advanced medical care, and are
able to care for any casualty or
vulnerable person who they find until
that person is safely in the hands
of the emergency services.

11

LOWLAND RESCUE

DELIVERING OUR 2. Ensuring appropriate consistent
MISSION training standards and use of
best practice by members
The objectives of the charity shall be in Lowland Search and Rescue
to relieve the suffering and distress Techniques.
amongst persons endangered
by accidents, incidents or natural 3. Promoting appropriate standards
hazards, and the preservation of life in and conduct amongst members
particular, but not exclusively, by: with the aim that all UK police
forces will accept Lowland Rescue
1. Promoting adequate Search and members as appropriate and
Rescue arrangements in the effective partners for Search and
lowland areas of the United Rescue operations.
Kingdom, Ireland and the
Channel Islands in co-operation 4. Where required, to advise and
with its members, partners, assist its members in ensuring their
government bodies and other appropriate use by their local
relevant organisations. police service or calling agency.

GOVERNANCE

Lowland Rescue is a registered
charity comprised of trustees
elected from its member teams, non-
executive Trustees and Operational
Officers who develop standards
and governance. These Officers are
appointed from member teams and
outside agencies, and comprise
of experts in pre-hospital
medical care, search, flood

12 response and safety.

learn more
www.searchdogheroes.org.uk

CODE OF CONDUCT

Search Dogs Heroes will complement the training provided by home teams and individuals,
providing a nationally funded framework for developing skills and deploying qualified trailing
dogs. All participants will:

• Work together to support dog and handler teams to become

operationally qualified.

• Adopt an open and transparent approach to administering the

programme so that its objectives, roles and responsibilities are clear
and to avoid potential confusion and conflict.

• Attend booked training sessions and be punctual.
• Openly share knowledge and experience to develop each other’s

skills, innovate and shape the way in which the programme is
delivered.

• Recognise that trailing is an emerging discipline in the UK and there

are a variety of approaches, methods and terminologies that are
equally successful.

• Encourage and participate in constructive debate using appropriate

discussion forums.

• Facilitate training networks to practice with each other and within

home teams.

• Represent the programme and its sponsors positively by maintaining

a professional appearance and adopting branded clothing and
equipment where appropriate.

• Be prepared to promote the programme through

day to day contacts, attending events and
engaging in media promotions.

13

14

learn more
www.searchdogheroes.org.uk

POLICIES AND GUIDELINES

Volunteer policies and guidelines act as a framework for our volunteers
and there are several that may be relevant to you. Those set out below
summarise that framework and the full policies listed here can be
requested by contacting Lowland Rescue administration.

VOLUNTEER • Ensure that behaviour towards
COMMITMENT
colleagues and others does not
Participants will respect the effort put cause offence and is not considered
in by each other, Lowland Rescue bullying, harassment or
and Missing People by behaving discriminatory.
appropriately and will:
• Handle all confidential and sensitive
• Act in accordance with the objectives
information in line with the Lowland
of the programme, Missing People Rescue GDPR policies; especially to
and Lowland Rescue. protect data relating to people
who will ultimately benefit from
• Recognise and appreciate these services.

the contribution made by handlers, • Accept and observe the authority
trainers, volunteer supporters
and administrators in providing the and decisions of those administrating
opportunity to develop trailing the programme.
dog teams.

• Develop appropriate working

relationships with each other, based
on mutual trust and respect.

• Demonstrate respect for people that

have different backgrounds, beliefs
and ways of life (including religion,
ethnicity, sexual orientation,
nationality, disability and medical
condition).

15

POLICIES AND GUIDELINES

HEALTH, SAFETY AND • Adhere to the safeguarding policies
WELLBEING
of Missing People and Lowland
All participants will recognise the Rescue.
importance of looking after each other,
those around them and their dogs. • Be respectful of the environment and
They will:
always pick up after their dogs
• Comply with programme policies where required.

and procedures on health and safety • Immediately inform the relevant
relevant to each situation and role,
including mandatory use of personal responsible person if there is a
and canine protective equipment. health, safety or security risk that
needs to be addressed.
• Conduct themselves in a way
• Be empowered to stop any activity
that avoids unnecessary risk to the
safety, health and wellbeing of team if they believe there is a risk of
members, dogs and others, including harm occurring to persons or dogs,
members of the public. regardless of their role.

16 ETHICAL BEHAVIOUR

learn more The programme is supported by
www.searchdogheroes.org.uk charitable donations and subject to
close scrutiny. Participants must not:

• Accept any gift, gratuity or incentive

that could be seen as payment for
giving favour or advantage, and
must report any gifts or payments.

• Use any position within the

programme to solicit any personal
benefit.

• Undertake activities outside the

programme that would conflict with
their roles or bring it into disrepute.

CONTINUES OPPOSITE

• Express views or opinions externally our messages out there to new
people, in new ways, so we can
/ publicly that could damage the gain their support and for their own
reputation of the programme or its safety.
sponsors by contradicting its ethos,
values or policies, in particular • Be interested in the people around
through social media.
you, put yourselves in their shoes
INCLUSION AND and try and understand others’
EQUALITY perspectives.

Lowland Rescue operates without • Be a role model. People will look
prejudice. We aspire to be an
organisation where our people, too, up to you and respect you for the
are valued no matter who they are. role and expertise that you have.
We aim to be truly inclusive, benefit With that comes a responsibility to
from diversity and appreciate everyone make the right impression, to make
for his or her individual contribution. sure that when people think about
You can help us to achieve this in your Lowland Rescue they remember us
voluntary role through your behaviour for the right reasons.
and treatment of others.
• Have inclusion and equality in the
Below are a few reminders to help us
all to do the right thing: forefront of your mind when making
decisions, however big or small,
• Recognise and overcome your own when deciding how to tackle
something or how to talk to
prejudices and welcome everyone someone.
to Lowland Rescue. We need to get
• Don’t walk on by. We all have a
17
responsibility to tackle behaviour or
actions that do not fit in with Lowland
Rescue values. We have policies
and procedures to support people
and deal with issues if they occur
but the biggest change will come
when people respectfully speak up
when something is wrong.

Lowland Rescue will not tolerate
bullying, harassment or discrimination.
Please ensure that you treat all people
fairly, with dignity and respect.

POLICIES AND GUIDELINES

PROBLEM SOLVING RAISING A PROBLEM

Maintaining the volunteer ethos From time to time participants may
is one of the underlying values of find themselves in situations that are
Lowland Rescue, and a bond of trust is stressful, unfamiliar or uncomfortable
established between Lowland Rescue or where they don’t agree with one
and its volunteers. This is based upon another. Participants will:
a voluntary two-way commitment, a
relationship that is not intended to be • Actively listen to one another and
a legally binding contract.
encourage open and constructive
Lowland Rescue wants the resolution of issues where there is a
relationship with the volunteer to difference of opinion or approach.
be a collaborative and mutually
positive one. Occasionally, however, • Tactfully but firmly challenge
a volunteer may have a problem or
concern that needs to be addressed unacceptable behaviours when
and, likewise, Lowland Rescue they feel comfortable to do so.
may need to raise a concern with
a volunteer in order to maintain its • Escalate concerns regarding
commitment to search and rescue.
behaviour of participants they feel
In all cases Lowland Rescue will aim do not comply with this Code of
to resolve any problems that are raised Conduct to the Search Dogs
as quickly as possible and on a local Heroes administration or that of
basis as this generally provides the their home team.
most effective solution.
• Accept the authority of the Search
It is important to remember that the
volunteer relationship is not legally Dogs Heroes administration if
binding and either the volunteer or agreement or compromise cannot
Lowland Rescue can decide to bring be reached.
the volunteer arrangement to an end
at any stage.

18

learn more
www.searchdogheroes.org.uk

work and you receive no financial
benefits from the role other than actual
out-of-pocket expenses. Likewise,
if you receive nothing more than
reasonable out-of-pocket expenses
then this reimbursement will not have
tax implications for you.

VOLUNTEERS AND SAFEGUARDING 19
THE LAW
Lowland Rescue team members will
Lowland Rescue volunteers are people inevitably be involved in operations
who, without salary and of their own that involve children and/or vulnerable
free will, contribute their time, energy adults in many different situations.
and skills to support the purpose of They have a personal responsibility for
Lowland Rescue. Our volunteers safeguarding the welfare and wellbeing
engage in a variety of activities under of all such persons by protecting them
direction and guidance. from harm, abuse and neglect and will
report this and support them wherever
This voluntary commitment is not a this happens.
legally binding contract and there is no
mutuality of obligation. It follows that, Team members are responsible
should you have a conflicting change for preventing and reducing harm,
in personal circumstances, you are as abuse or neglect whenever possible
free to leave us as you were to join in and report such matters. Lowland
the first place. We respect and honour Rescue will ensure that procedures
our volunteers by building trust and are in place to respond to incidents,
understanding and hope everyone concerns and allegations, that they are
gains satisfaction from being part of taken seriously, training and support
the organisation. is available to team members and the
policy is kept up to date.
Because there is no employment
status attached to volunteering it For these reasons all volunteers,
should not affect any benefits that you employees and associated persons
claim, as long as you continue to meet are expected to be familiar with the
the requirements for your particular Safeguarding Policy.
benefit, that you can evidence that you
are only carrying out genuine voluntary

POLICIES AND GUIDELINES

DATA PROTECTION CONFIDENTIALITY &
RESPONSIBLE USE
As a volunteer for Lowland Rescue, OF INFORMATION
you should respect and treat in SYSTEMS
confidence any personal or sensitive
information that you are party to It is likely that, during your time as a
during your volunteer involvement. volunteer with Lowland Rescue, you
This includes written, oral or electronic may be exposed to information that is
information. You can request access confidential to the organisation, staff
to Lowland Rescue records relating or volunteers whether in written, oral,
to you. All data is kept in line with the visual, electronic or any other form.
GDPR Act.
You have a duty of confidentiality
20 to Lowland Rescue, which exists in
common law. This applies not only
during your time as a volunteer, but
also after volunteering ceases. This
duty does not exist in relation to any
information already in the public
domain or which can be disclosed
by law.

Any confidential information that you
have or continue to acquire may not
be disclosed, used or copied for the
benefit of another organisation or
individual. You must also return any
confidential information to Lowland
Rescue that you may be in possession
of or have in your control outside of
our premises when you are no longer
a volunteer.

You may be required, as part of
your volunteer role, to use Lowland
Rescue’s information systems.

learn more
www.searchdogheroes.org.uk

SOCIAL MEDIA AND PR EXPENSES 21

Social media enables us to attract Handlers may claim up to a maximum
recruits and promote the work we do, of £100 towards travel costs for
generate funding for the charity, or attending Lowland Rescue training
events, or to seek feedback on key days or training days organised by
services. All individuals are responsible individual teams, if authorised by the
for their own compliance with this Lowland Rescue project manager.
policy and for ensuring that it is
consistently applied. All people should Handlers may claim up to a maximum
ensure that they take the time to read of £200 towards food accommodation
and understand it. Any breach of this and travel costs in order to attend a
policy should be reported to Service Search Dog Heroes training workshop.
Assurance department head or deputy.
Dog food/insurance contribution will
Only those approved as administrators be paid directly into the handler’s bank
or editors in Facebook are permitted account and will cease should any
to post material on a social media handler exit the project.
website in Lowland Rescue’s name.
Anyone who breaches this restriction All expenses claim forms are to be
will face disciplinary action. sent via email to the Lowland Rescue
project manager for approval who will
INSURANCE then forward to the finance manager
for payment.
Search Dog Heroes training
workshops, Search Dog Heroes
training days delivered by Lowland
Rescue and training days organised
by individual teams will be considered
official Lowland Rescue training days
for the purposes of insurance; therefore
all handlers will be covered for third
party liability by their respective teams,
despite the training location being away
from their home unit.

22

learn more
www.searchdogheroes.org.uk

DOG WELFARE POLICY –
WORKING IN EXTREME
WEATHER & DOG WELFARE

All Dog Handlers should carry any appropriate additional equipment
and uniform when working in extreme weather conditions.

All Dog Handlers will be required to work their own dog/s in accordance
with the following Dog Welfare policy irrespective of whether their home
team has a dog welfare policy.

INTRODUCTION HAZARDS

Following the death of two Police Hot Weather
Dogs in June 2009 due to hot
temperatures it has become apparent • Dogs can suffer from heatstroke,
that a policy to protect the welfare of
Search Dogs is required. which can be fatal.

Despite the topic of dogs in extreme • Even when it is just 22°C (72°F)
weather being commonly discussed,
no clear legislation or guidance outside, the temperature in a car
is published by any organisation can soar to 47°C (117°F) within
worldwide with regard to extreme 60 minutes.
temperatures relating to the resting
and working of dogs. A number of • Open windows or a water bowl
sources of information have been
reviewed and advice from Veterinary make little difference.
professionals sought. Should any
clear guidance or legislation be • Cloud cover can disappear quickly.
produced we will revise our policy • Temperatures in air-conditioned cars
should it be necessary.
can reach the same temperature as
outside within just five minutes of 23
being turned off.

• All dogs will suffer, but some dogs

are more prone to heatstroke.
For example, dogs that are old,
young, short-nosed, long-haired,
overweight or heavily muscled are
more at risk, as well as dogs with
certain diseases.

CONTINUES OVER

DOG WELFARE POLICY

HAZARDS (CONT) POLICY

Cold Weather It is agreed by all that the welfare of a
dog is the primary responsibility of the
• Prolonged exposure to low Dog Handler and that they will do all
that is possible to reduce the risk of
temperatures can put dogs at risk harm to their dog at all times.
of hypothermia, where the body is
no longer able to sustain normal It is always at the Handler’s discretion
body temperature. whether they work their dog either on
live searches, shows and events or at
• Even in temperatures above 0°C, training sessions. Handlers should be
able to exercise their own judgement
a wet dog in a windy location can based on their dog’s breed, age and
trigger the onset of hypothermia. fitness together with any other relevant
factors.
• Submersion in cold water for a
Therefore, all Handlers must make a
prolonged period can also put dogs considered effort to become familiar
at risk of hypothermia. with the behaviour of their own dogs
(while working and resting) in normal
• In cold weather, a car can act like temperatures, so that any changes in
behaviour in extreme temperatures
a refrigerator, trapping cold air inside can be easily identified by the Handler.
the car and this can lead to illness
and potential death of your dog if Dog Handlers should be aware of
left too long in a vehicle during the signs of heatstroke, treatment of
cold weather. heatstroke and methods of cooling to
reduce the risk of heatstroke.
• The breed or length of coat is
Dog Handlers should be aware of the
irrelevant. signs of hypothermia, treatment of
hypothermia and methods of warming
24 to reduce the risk of hypothermia.

learn more Should any person notice signs of
www.searchdogheroes.org.uk illness in another Handler’s dog
due to extreme weather they should
immediately and, in the first instance,
attempt to contact the Handler.

CONTINUES OPPOSITE

Should the Handler not be available,
they should contact the most senior
Member of the Team present.

No dog will be allowed to work or rest
in an area that exceeds 31°C (82.4°F)
under any circumstances.

No dog will be allowed to work or rest
in an area that falls below -4°C (25°F)
under any circumstances.

Should a dog show signs of distress
in temperatures within the permitted
boundaries, the Dog Handler must
stop and move their dog to an
appropriate area and start treatment
immediately.

25

26

learn more
www.searchdogheroes.org.uk

ASSOCIATED POLICIES

• Recruitment Screening policy
• Recruiting Lowland Rescue Volunteers handbook
• Social Media policy
• Safety, Health and Environment policies (including Personal Safety

& Lone Working and Risk Assessments)

• Vulnerable Circumstances policy
• Whistleblowing policy
• Dignity at Work policy
• Inclusion & Diversity policy
• Responsible Use of Computers
• Film Usage
• Volunteer Guidelines
• Lowland Rescue Guide to Risk Assessments

The above policies are either on the LR Website
(www.lowlandrescue.org) or available
from the LR Service Assurance
and Support unit.

27

CONTACT INFORMATION

For any questions about the project, please contact:

Email: [email protected]

For question relating to Lowland Rescue, please contact:

Email: [email protected]
Phone: 03333 12 9999