Volunteer Data Collection

Help us show the value of what you do! Each month, we collect data from our member groups about the time and effort volunteers give to their local green spaces. This information helps protect your insurance, supports funding bids, and highlights the amazing impact of your work.

Click here to download the form (Excel)
Or email [email protected] to receive the form directly.

How to Fill in the Form

1. Record Hours Accurately

  • Record to the nearest half hour (e.g. use 0.5, 1.5 – not 1.3).
  • If you’re listing multiple sessions on one line, the first column should show number of sessions (e.g. 31 daily litter picks = 31 × 1 hour = 31 hours).

2. Add the Number of Individual Volunteers

  • In cell G2, enter the number of different people who volunteered that month (e.g. 3 people did 45 hours over 20 days: G2 = 3).

3. Volunteering Only

  • Only count volunteer hours. Don’t include attendees or spectators.

4. Naming the File

  • Use this format: [Group Name] [Month Year] – e.g. Michael Park Nov 24
  • Avoid acronyms (e.g. “SP” could mean Swanshurst Park, Sutton Park, etc.)

5. File Format

  • Send the data in an Excel spreadsheet (.xlsx)
  • We can’t accept PDFs or .odt files.

 

Frequently Asked Questions

Why do BOSF collect this data?

It supports your public liability insurance, which is paid for by Birmingham City Council. It also helps us, and you, to demonstrate the value of your group’s work to funders and partners.

Do we need to include hours from sessions with Rangers?

No. Rangers already record those hours. We’re only asking for data from sessions without Rangers present.

What kind of activities should we record?

Anything that helps your group or green space, such as:

  • Any admin such as sending emails, making phone calls
  • Meetings
  • Making or putting up posters
  • Litter picking
  • Gardening
  • Leaf clearing, pruning, weeding, woodland work, planting
  • School visits

If you’re unsure – record it! (Travel time doesn’t count.)

What about Active Parks?

Don’t include participants – but do include volunteers supporting the activities.

What form should we use?

You can gather the info however you like, but please send it to us using our simplified Excel form.

  • One form per site, per month.
  • You can send a “nil” return if no activity took place (an email is fine).

We’re currently not collecting demographic data (age, gender, ethnicity).

What information do you need exactly?

  • Date of activity (or “every day” if daily & the same activity & for the same amount of time)
  • Type of activity (e.g. meeting, gardening, visit)
  • Number of people taking part (per activity type)
  • Hours per person
  • Total hours  (This will auto-calculate at the end of each line and at the bottom of the form)
  • Number of unique volunteers for that month

Is it really worth the effort?

Absolutely. Your data helps us champion the importance of volunteering and green spaces in Birmingham. It also helps you with funding bids, committee reports, and keeping track of just how much you’re all doing.

And don’t forget – you receive £10 per site, per month for submitting the data! And you get free insurance paid for by the Council (subject to acceptance).

 

Need Support?

If you have any questions or need help filling in your form, email [email protected] and we’ll be happy to help.