Community SpeedWatch guidance

There are many roles in place to help deliver a successful CSW operation.

Roadside volunteer

Police trained volunteers carry out the roadside sessions, tasks include:

• Operating the speed detection device
• Recording the Registration, Make and Colour of vehicle of those observed above the speed threshold.
• Submitting roadside session reports to the Scheme coordinator.

The roadside volunteer represents both the community and the police in carrying out this role and must adhere to this guidance at all times.

No access is required to police stations.

Scheme Coordinator / Deputy Coordinator

A police trained volunteer, who in addition to the roadside activity, will take on the role to oversee and coordinate the scheme and its volunteer members.

The Scheme Coordinator / Deputy Coordinator will also often be the one who submits session reports to the police and will be a link between the scheme and the police, through the CSW Network Volunteer Lead.

The Scheme Coordinator / Deputy Coordinator will represent their scheme at network meetings and provide direct feedback and queries to the network leads or management group.

No access is required to police stations.

CSW Network Volunteer Leads

CSW Network Volunteer Leads oversee and coordinate activity within their network and represent all its schemes at both Network and force level, ensuring their network operates effectively and safely.

They will liaise closely with the NHW and CSW Administrator:

Their main responsibilities are:

• supporting potential new schemes with their process map to evidence speeding issue.
• representing the Network at the force level CSW meetings
• chairing Network lead meeting and attend management group meetings
• planning Network activity including campaigns and promotional activity – with the assistance of
  the force NHW and CSW Administrator
• management of any complaints arising through the Network and provide an escalation
  point for issues within the Network.

Due to the increased role and representation at Force level, the CSW Network Volunteer Leads
will need to apply to become a police support volunteer.

As a police support volunteer, they will be granted access to police stations where required.

Data Processing team

A team of trained police support volunteers who process the roadside submissions. Using the
submitted reports, they will identify the registered keeper from the Police National Computer
(PNC/LEDS).

Vehicle descriptions in the submitted roadside reports, are cross-referenced with PNC/LEDS and warning letters are issued.

All three of the following will need to be matched in order to issue a letter:

1. Registration
2. Make
3. Colour

Members of the team are based at various locations across the force and while primarily aligned to a particular CSW network, they will offer support to other networks as required.

Warning letters are then sent out by the Road Safety Enforcement Unit (RSEU).

Force CSW Coordinator

A team employed by Avon and Somerset constabulary to forge effective links with CSW Network Volunteers Leads, volunteer members and operational policing teams to proactively identify emerging issues and areas for improvement. To develop tailored local solutions and/or escalate as appropriate.

A team developed to establish and build networks of Community contacts and to present to external partners in order to reach new individuals and to promote awareness of opportunities and interest in joining the organisation as members of Community Speed Watch.

Network policing lead

A PCSO Supervisor will be the local policing lead for each of the CSW Networks. Where no PCSO Supervisor exists, the local NPT Sergeant will assume this role.

The NHW and CSW Administrators, working closely with the Road Safety Enforcement Unit and the CSW Network Volunteer Lead, will oversee the delivery of CSW in line with the force guidance. They will ensure this by aligning Neighbourhood Policing Teams to CSW schemes.

Neighbourhood Policing Team

The Neighbourhood Policing Team (NPT) will be one point of contact for CSW Schemes. Through an understanding of the road safety concern, they will provide support and respond
to CSW issues, such as:

• Support the CSW Network Volunteer Lead with initial roadside assessment and site
  assessments where they are unable to conduct these themselves.
• Follow up reports of repeat and high-end speed offenders.
• Address issues of threatening behaviours and abuse with any criminal behaviour being referred to Force CSW lead.
• Liaise with Scheme Coordinators

The NPT team will be contactable through their team tray, the CSW and NHW Administrators and, where possible, will have contact with a PCSO within the area of the CSW scheme.

Road Safety Enforcement Unit (RSEU)

The Road Safety Enforcement Unit will meet twice monthly at the force road safety tasking meeting.

The NHW and CSW Administrators, as part of a force tasking meeting, will task the Road Safety Enforcement Unit to enforce speeding at relevant sites. This will be decided on an evidence-based approach.

The Road Safety Enforcement Unit will assist schemes with:

• site assessments, which will be borderless
• education and engagement relating to speed enforcement
• evidence-based enforcement activity to support CSW data.

Under the guidance of the Data Protection Act 2018, the General Data Protection Regulation (GDPR) and following consultation with the forces data protection officers, CSW schemes are not permitted to retain information relating to vehicles or persons identified in their sessions.

All records from sessions (paper, handwritten and electronic) are to be destroyed on submission to the police and no record of details within those sessions are to be retained outside of a police station.

Specific CSW activity or detail regarding individual vehicles or drivers should not be exchanged outside of the team.  Discussions must not take place outside of the CSW team.

Approved CSW roadside volunteers are covered by the Avon and Somerset Police public liability insurance only for the purpose of conducting a vehicle speed monitoring session.

This cover is provided on the understanding they:

• have successfully completed the police online knowledge check, including refresher and roadside training
• are operating from a police approved location and adhere to any restrictions or comments set out in the site assessment
• follow the guidance and policy set out in this guidance

Insurance certificate 2024-25 (PDF)

Requests for new CSW schemes must go through your Neighbourhood Policing Team.

When setting up a new scheme, the police will adopt a problem-solving approach to assist
identification of the speed or road safety issue.

The set up process consists of three basic steps:

How to join a SpeedWatch Scheme

1. Community member contacts Avon and Somerset Police to say they want to be part of Community SpeedWatch Scheme. They will be asked to watch a short video, and complete a test to ensure they have understood the video. Upon successfully completing the test, they will be asked to complete an online application form.
2. The application will be passed to the Force CSW Coordinator who will run a suitability check on the
   interested party, and put them in contact with the CSW Volunteer Network Lead to offer
   guidance on how to evidence the speeding issue. This may include council reports,
   public complaints or speed capture to be obtained through local authority.
3. Once evidence has been obtained of the speed issue within boundaries of CSW, the
   Network Volunteer Lead will contact the community member to explain the roles and
   responsibilities of the scheme and what is needed to set up a scheme. This will include ensuring that:
   • A team has at least two volunteers (three preferred).
   • One of the team must coordinate and administer the scheme and one must be assigned as the deputy coordinator to enable a share of the administrative tasks.
   • All members of the team will have completed the application process and been subjected to a suitability check.
   • All team members will have read the handbook and watched the online videos.
     Note: Volunteers who do not wish to partake in roadside sessions but would like to contribute to the scheme by carrying out some of the administrative tasks can do so but must still complete the online training and have been subject to suitability checks.
4. Once points 1-3 complete the CSW Network Volunteer Lead will facilitate an initial site assessment (this can be done via Google maps) and will then inform the force CSW Official Coordinator who will organise the site assessment process with the Road Safety Enforcement Unit (RSEU).
5. The Road Safety Enforcement Unit will use this to identify a safe location to operate from and liaise with your Neighbourhood Policing contact to arrange a site risk assessment.

All scheme area leads and coordinators must set up an independent mailbox to enable CSW
correspondence to be received independently from private mailboxes. The email address
should be the scheme name and reference number and the service provider of your choice,
e.g. Scheme name and Location Number@xxxx.xom.

It is not permitted to extend any scheme to other operating sites without going through the
above procedure. Any evidence of schemes operating from non-approved sites will be dealt
with accordingly.

If a decision has been taken that either you or the scheme no longer wish to participate in
Community SpeedWatch please send an email to the Community Speed Watch Mailbox,
communityspeedwatch@avonandsomerset.police.uk, to arrange for equipment to be
collected and our records to be updated

Before conducting a roadside session, a CSW scheme must have its locations approved by the Police.

If a site has been approved and post approval the speed limit is altered an additional full site
assessment must be undertaken before the scheme can continue.

No monitoring can be under-taken at this site until the location has been reapproved, even if the speed limit has been reduced.

An initial site assessment must be completed – this can be done via Google maps and updated onto the Velocity database.

When selecting locations:

• There must be a safe place to stand and operate with escape routes
• There must be a minimum of 60 metres clear view
• Activity must not obstruct footpaths or cycle lanes
• Junctions and driver’s visibility must not be hindered

On completion of initial site assessment, the CSW Volunteer Network Lead will inform the Force CSW Coordinator of a potential site location who will then pass details to the Road Safety Enforcement Unit to organise the site assessment process.

This initial site assessment must include:

• exact location, including postcode, What Three Words reference and description
• any landowners’ permission (if on private land)

An official site risk assessment will then be conducted by the Road Safety Enforcement Unit.

The risk assessment will be completed, and feedback – adverse or otherwise – provided to
the scheme within 28 days of submission. If the location is rejected, then alternative
recommendations may be provided.

All locations will be available for upload of data 24 hours after receipt of confirmation email.

Before conducting a roadside session, a CSW scheme must have the preferred monitoring
location(s) approved by the Police.

On successful completion, a site code is created and full details of the Site Assessment sent
back to the requesting CSW Volunteer Network Lead and Scheme Coordinator. The location is
then approved and can be used straight away.

A re-assessment is required if the site configuration is altered by, for example, a new road, a
new estate, or changes which alter or obscure the visual environment

All new volunteers looking to join CSW will need to complete an online application and
knowledge check.

The online application process will include a screening where all applicants undergo a PNC/intel and suitability check. Police will then deem if applicant is suitable.

Successful candidates will receive:

• A welcome to the scheme insurance email
• Their personal issue safety equipment.

Arrangements will then be made for a convenient date for their roadside training to be completed.

Once the training has been successfully completed, either the CSW Volunteer Network Lead or volunteer CSW Scheme Coordinator will be required to send an email to evidence their completion of their roadside training to the Force CSW Coordinator, to enable the database to be updated.

Those candidates that have been unsuccessful will be advised and will have the option of submitting a request to access their personal information.

The minimum age for CSW volunteers is 18.

All new volunteers will be guided through two stages of training:

First stage – Application / Knowledge check

An online-based knowledge check, covering the core aspects of CSW including the process, equipment and safety aspects. Completion of this check will be ratified by the force CSW Coordinator and is to be completed annually.

All volunteers will also have to complete a refresher course annually. Details will be shared with you.

Second stage – Roadside training

Roadside training must only be carried out when the prospective volunteer has been
approved and has received all safety equipment. No training can be undertaken prior to approval.

It is the responsibility of the person conducting the roadside training to update the Force CSW
Coordinator when successfully completed to enable the central records to be updated for insurance cover.

The CSW Volunteer Network Lead, a suitably trained coordinator, having successfully
completed the online training package (or if unavailable, the Neighbourhood Policing Team)
will deliver all the roadside training to the required standards. It will no longer be acceptable
for training to be delivered by persons other than those stated above.

All members can be trained at same time.

The content of the training will reiterate health and safety aspects covered in the online
knowledge check as well as the use of equipment, positioning at the approved locations, how
to record vehicle details and what to do in case of an emergency. Included within this training
will be the need to uphold the police values of Caring, Inclusivity, Courageousness and Learning.

Roadside training can be carried out by suitably trained –

• Neighbourhood Policing Contact
• CSW Volunteer Network Lead
• Scheme Coordinator

Individuals who have had their application approved may be able to complete their roadside training at the next available roadside session, under the guidance of a force approved CSW trainer or NPT member. In such cases, the CSW Force Coordinator must be informed as soon as this has taken place.

Additional training

It is a mandatory requirement for all volunteers to complete the Knowledge Check form every three years, for continued insurance cover and to ensure that they are up to speed with current practices.

Failure to do so may result in the volunteer not being able to continue participating within the scheme.

All new approved CSW schemes will be provided with the equipment they need to operate.

Avon and Somerset Police will fund and provide a start-up box which will contain:

• Speed detection device
• Hi-vis long sleeve jackets
• Dictaphone
• Vehicle counter
• Baseball cap/Beanie (optional)

You can also download our CSW Handbook (PDF)

For recruitment materials such as posters and postcards, volunteers must email their CSW Volunteer Network Lead or communityspeedwatch@avonandsomerset.police.uk.

Where additional road safety resources are required such as a SID (Speed Indicator Device) an
application can be made through the Police Community Trust Road Safety Fund.

If you require any additional or replacement equipment or items, please email the CSW mailbox communityspeedwatch@avonandsomerset.police.uk.

Once a new scheme has been approved and all volunteers have been trained, it is ready to carry out roadside vehicle monitoring sessions.

For a scheme to operate it must have:

• A scheme Coordinator, who will plan sessions and send dates of sessions to the police.
• At least two volunteers (three preferred) to operate a session.

Information to be noted

• If a location has not been used/is dormant for 12 months or over, and the scheme wish to restart monitoring, the location will need to undergo a full site assessment to ensure that it is still safe and fit for purpose.
• If a site has been approved and post approval changes have occurred (ie the speed limit has changed, a building development or changes to the road layout have been carried out) it is the schemes responsibility to inform the Road Safety Enforcement Unit. All monitoring will need to be suspended until a new full site assessment is carried out and the location reapproved.
• Monitoring can resume once the location has been reapproved and uploaded on to the Velocity and Swan Databases. Please be aware that a new site reference number will be allocated.
• Road signage in a SpeedWatch area must remain clear and visible to motorists. The scheme members must ensure these are checked regularly. Any faults or obstruction to signage is be reported back to the CSW and NHW Administrators. It is the responsibility of the parish council/local authority to complete this work, and schemes must pause until complete.
• Should a location require access to a private property as an escape route, members firstly require verbal agreement from the landowner. Once consent has been given an Avon and Somerset Insurance letter of consent must be sent to the landowner, signed and returned giving permission for the use of their property.
• The continuous recording of schemes via GoPro, mobile phone or any other device is not permitted. However, members can record incidences where they feel threatened, at risk of harm or of behaviour that may be needed as evidence of a criminal offence. This will be at each members’ discretion.
• Volunteers must be visible at all times when undertaking a session. Members must not hide behind street furniture or foliage.
• No members can conduct a SpeedWatch session if using private property as an escape route until they have received an approval email from Avon and Somerset Constabulary. You will not be insured if this is not complied with. An example of these permission letters are shown in the CSW Handbook (PDF).

The speed thresholds for CSW are set with consideration of the NPCC speed enforcement guidance and factor in the devices used for the speed detection are radar, not laser.

All schemes will monitor traffic and report vehicles recorded at the following speeds and above:

• 20 mph – 25 mph
• 30 mph – 36 mph
• 40 mph – 47 mph

CSW operates the tolerance rule of 10% + 3 reporting thereafter

Warning letters

Avon and Somerset Police will issue an educational warning letter to a driver detected at or
above the threshold limits.

Offence is committed if the above speed hits:

• 20 mph – 20 – 25+
• 30 mph – 30 – 36+
• 40 mph – 40 – 47+

Where a driver is observed as a high-end speeder, they will be sent an alternative letter
highlighting the increased risks of excess speed.

This letter is triggered at the following speeds:

• 20 mph – 32 mph and above
• 30 mph – 43 mph and above
• 40 mph – 54 mph and above

Both repeat and high-end speeding offenders can be identified by the force NHW and CSW Administrator through the Qlik Application.

Taskings from this will be conducted by the local Neighbourhood Policing Teams, Road Safety
Enforcement Unit. Each tasking will be assessed on an individual basis.

Letters

• standard warning letter (PDF)
• high-end speed warning letter (PDF)

Regardless of speed, a letter should be sent out.

Home visit

A member of the local Neighbourhood policing team will visit the registered keeper and/or the insured party address of vehicles that have been evidenced to have exceeded the speed limit on three occasions or more.

Schemes must have:

• At least three volunteers to operate a session
• A dedicated email account for the scheme, not a personal account, is required. This will
  ensure we retain a consistent contact point with the scheme as coordinators change

Monitoring should:

• be in an approved direction with good visibility
• only take place in good visibility
• only take place in good weather, not when raining or snowing
• only take place only during the hours of daylight

Abuse of our members

Avon and Somerset Constabulary will take matters of abuse to our members seriously.

If any member feels they have been abused or assaulted on the roadside they should inform their CSW Volunteer Network Lead who will report to the force CSW Coordinator.

Our CSW force lead will review each reported case and will contact the affected member as soon as practicable.

Standard of Professional Behaviour

All CSW members represent the Constabulary whilst participating within the boundaries of CSW. It is imperative that all members remain professional, polite and courteous to all community members at all times.

Any reports of behaviour falling below these standards will result in an investigation and possible removal from the scheme. The final decision in respect of continual participation will
be at the discretion of the Avon and Somerset CSW Force Lead.

Documents needed to run a SpeedWatch scheme:

• Barrington pocket radar guide (PDF)
• Car badges (PDF)
• Jacket sizes (PDF)
• Motorcycle badges (PDF)
• Phonetic alphabet (PDF)
• Pocket Radar speed gun guide (PDF)
• Poster (PDF)
• Velocity speed gun guide (PDF)