Maintaining records in Volunteer Rescue

This page sets out expectations for using Volunteer Rescue and explains how the records it stores are used.

Volunteer Rescue is our system for managing Disaster Welfare Support Teams (DWST). It stores information about members and produces reports so that teams can effectively deploy when needed. 

Information about members

The system ensures accuracy of member details, including next-of-kin, contact, medical and dietary information. Shows if members are available for deployment and if they are attending training. It also records their uniform sizes and specialist skills.

It records certifications and vetting, including which members don't have a current certifications or have certifications expiring soon. This also applies to police vetting. It also does this for module coverage, showing which members have completed which modules.

Information about training and event management

The system produces weekly 'deployability' reports for all teams and shows what training members have received. You are also able to publish training events to a shared calendar.

It also has information on where all assets are located, including if certain assets have been relocated, where assets are stored offsite, and contact details for these locations.

Using Volunteer Rescue

DWST responsibilities:

1. Keep members’ details up to date, including:
   • contact details, enter phone numbers as +6412345678
   • next-of-kin contact details
   • unavailability
   • allergies and medications, and
   • certification expiry dates.
2. Check into and out of training and other events.
3. Record non-event hours.
4. Register for events when requested.

It is helpful, but not mandatory, to also record members’ language skills, external memberships, or other skills and expertise.

Recording members’ hours during activation

During activation, hours recorded in the system are those where members’ are participating in activities directly related to the response. Rest periods between days are not recorded.

Day by day responsibilities

Day 1 of deployment

• After receiving deployment instructions, check into the activation event when you start travelling to the muster point or port of departure.
• If you're involved in planning the deployment, check in at the time you start those activities.
• Check out of the activation event when you're released to return to accommodation at the end of the day.

Day 2 and following days

• Check into the activation event when you leave your accommodation to start duties.
• Check out of the activation event when you're released to return to your accommodation at the end of the day.

Final day of deployment

• Check into the activation event when you leave accommodation.
• Check out of the activation event when you return home or to arrive at the place where you are going to rest.

Expectations of team leadership and officers

You need to:

• Submit paperwork so that members’ accounts are created.
• Verify members' certifications.
• Share members’ memberships to Emergency Management Officer/Administrator so that they can be verified.
• Plan training and public events.
• Confirm that members’ check-ins and outs are accurate.