5.6 Volunteers including: Student Placements, Work Experience, and People Participating in Government Programs Purpose To maximise support, learning and social experiences for people with disabilities and to facilitate the smooth operation of the organisation s services, Kurrajong Waratah utilises volunteers from the Community. Kurrajong Waratah also offers opportunities for people from the community or educational faculties to gain work experience, or perform their student practical placement within the organisation. Kurrajong Waratah has a Duty of Care responsibility to people with a and therefore maintain strict guidelines for the placement of volunteers and others, particularly if they have direct contact with the people we support. A Volunteer s Register recording names of volunteers (levels 2,3,4 and 5) and their placement dates will be kept by Payroll Administration. Definitions Volunteers performing work at or for Kurrajong Waratah have been categorised into the following levels: Level 1 Special Event Volunteer / Special Event Service Club / Group or Business Level 2 - Students and People undertaking Work Experience Level 3 People participating in Government Programs Level 4 - Long Term Volunteer Level 5 Directors of the Board and people conducting business on behalf of Kurrajong Waratah The following matrix clearly defines each level of volunteer, and outlines the information and documents required to be given and received in each instance. Page 1 of 9
Level Type of Volunteer Scope of Placement 1 Special Event Supervised Volunteer / contact with Service Club / people with a Group or Business On an as 2 Students and People undertaking Work Experience 3 Government Programs needed basis Supervised contact with people with a Short fixed term Supervised contact with people with a Fixed contract term Example Cutting art union tickets, selling tickets, assisting at functions. Police, Nursing, Social Welfare, school students etc Employment Programs Documentation needed from Volunteer Contact details Copy of Group s current Public Liability and/or Worker s Comp Insurance (if a Club) Contact details Copy of current insurance cover by institution (if applicable) Working with Children Check Clearance (if in direct contact with children and aged over 18) Current National Police History Check (except school students) Interview record (Form 173) Contract with government Department Copy of current insurance cover of institution Volunteer Application (Form 171) Working with Children Check Clearance (if in direct contact with children and over the age of 18) Information given to Volunteer Verbal Work Instructions Verbal summary of risk assessment Orientation Stage 1 by Manager or delegate Generic and job specific WHS training Guidelines for Volunteers (Form 170) Verbal summary of risk assessment Orientation Stage 1 by Manager or delegate Generic and job specific WHS training Guidelines for Volunteers (Form 170) Verbal summary of risk assessment Evidence of a National Police History Check Page 2 of 9
Level Type of Volunteer Scope of Placement 4 Long Term Supervised Volunteer and unsupervised contact with people with a Regular, long term Example Skills Options Volunteers Internal Maintenance Volunteer Documentation needed from Volunteer Application for Volunteer Work (Form 171) Interview record (Form173) Referee check (Form 102) Working with Children Check Clearance (if in direct contact with children under the age of 18) Information given to Volunteer Orientation Stage 1 by Manager or delegate Orientation Stage 2 (next available) Generic and job specific WHS training Guidelines for Volunteers (Form 170) Confidentiality Agreement (Form 138) Verbal summary of risk assessment Current National Police History Check Policy 5.1 Motor Vehicles (if applicable) Code of Conduct (Form 135) Policy 3.12 Code of Conduct 5 Directors/Board Members and People conducting business on behalf of Kurrajong Waratah Supervised contact with people with a Regular meetings Board of Kurrajong Waratah Driver s Declaration Form (Form 161) Contact details OR Application for Volunteer Work (Form171) Code of Conduct (Form 135) Board of Directors nomination form Board Director s Roles and Responsibilities (Policy 1.5) Directors receive access to Kurrajong Waratah s web-based Policy and Procedures Manual Board Director s Roles and Responsibilities (Policy 1.5) Orientation 2 (next available) Policy 3.12 Code of Conduct Current National Police History Check Page 3 of 9
Procedures for Level 1 Special Event Volunteers Volunteers are given work instructions for the job. The Manager or delegate must be informed of any person acting in a voluntary capacity. Manager or delegate will provide a verbal summary of risks and risk management for the job before placement begins. Manager will obtain a copy of the group/club s insurance cover before the placement commences. When the voluntary assistance is recurring from that group/club, a copy of the document may be kept on file and provided again when it is renewed. Procedures for Level 2 - Students and People undertaking Work Experience Kurrajong Waratah will follow the requirements of the NSW Office of Industrial Relations for Work Experience Programs, and the agreement made with the organisation / institution supervising the placement. Manager will obtain a copy of the insurance documents for the placement. Students and people undertaking work experience will complete all documents required for this level. Before the placement begins, the student will undergo a National Police History Check (except school work experience students). The placement will not begin until that evidence is provided. Manager or delegate will provide the Volunteer Guidelines package and Orientation Stage 1 on the first day of placement. Each section may have additional information and criteria for placement. Students and people undertaking work experience will be assigned a buddy or a supervisor from the section to assist in orientation and settling into the job. Manager or delegate will provide a verbal summary of risks and risk management for the job before placement begins. Manager or delegate will be responsible for the assessment of the student and person undertaking work experience, and to liaise with the organisation/institution representative. Volunteers at this level will not work unsupervised. Procedures for Level 3 - Government Programs (Work for the Dole, Greening Australia and other special programs for the unemployed.) All people undertaking a government program will complete the documents required for this level. Manager will obtain a copy of the insurance documents for the placement. Page 4 of 9
Any agreements with the Government will be closely monitored. Before the placement begins, the government program will show evidence of a recent Police Check. The placement will not begin until that evidence is provided. A National Police History Check will be required every 4 years. Manager or delegate will provide the Volunteer Guidelines package and Orientation 1 on the first day of placement. Each section may have additional information and criteria for placement. Manager or delegate will provide a verbal summary of risks and risk management for the job before placement begins. Volunteers at this level will not work unsupervised. Procedures for Level 4 - Long Term Volunteer People who volunteer on an ongoing regular basis will complete all documents required for this level. Managers or delegate will provide the Volunteer Guidelines package and Orientation Stage 1 on the first day of placement. Each section may have additional information and criteria for placement. Students and people undertaking work experience will be assigned a buddy from the section to assist in orientation and settling into the job. Long term volunteers will be included in the next available Orientation Stage 2 workshop after placement commences. Manager or delegate will provide a verbal summary of risks and risk management for the job before placement begins. Volunteers will undertake a National Police History Check, and if applicable, provide a Working with Children Check Clearance, before placement begins. A National Police History Check will be conducted every 4 years. Long term volunteers may be given opportunities to attend internal training when relevant. Managers will match the volunteer to appropriate tasks. Volunteers will not be responsible for conducting high-risk tasks. Procedures for Level 5 Directors of the Board and People Conducting Business on Behalf of Kurrajong Waratah Board Directors will receive an Orientation to the Board and roles / responsibilities from the Chairman of the Board and/or from the CEO. Board Directors will be provided with access to the Kurrajong Waratah website policies and procedures. Page 5 of 9
Board Directors will attend relevant parts of Orientation Stage 2 when possible. Board Directors will undertake a National Police History Check every 4 years. Procedures for All Categories of Volunteers When Managers request a Volunteer s Package from Payroll, the volunteer s name and placement start date will be recorded on the Volunteer s Register. When the placement is finished, and the Manager sends the volunteer s file to Payroll for archiving, the placement finish date will also be recorded on the Volunteer s Register. Volunteers in Levels 1, 2, 3 and 5 will be placed in a support role only, not to be referred to, or placed in, a position that would replace a paid staff member. Volunteers in Level 4 may undertake a small part of a paid worker s position. Service Managers will be responsible for screening, interviewing and placing volunteers in Levels 1, 2, 3, and 4. Volunteers in Level 5 are nominated by the members of the organisation or by the current Board. All volunteers, students and people on work experience and government programs will complete the documentation relevant to the level of their placement, before the placement commences. Service Managers will interview the volunteer and complete Form 173 Volunteer Interview Record. If the volunteer has indicated that he/she has worked for Kurrajong Waratah previously, the Manager will speak with the Manager from the relevant section to give a report on the applicant s suitability. The Manager may also access the volunteer s personnel file to check the details of the work/placement. Service Managers will carry out Form 102 Referee Telephone Check before approving the placement. Approval for placement of volunteers in Level 2, 3, and 4 must be given by the DCEO or CEO. Volunteers in Level 1 can be placed at the Manager s discretion. Once a satisfactory National Police History Check is returned, Payroll will assign a number for the check, along with a review date, which will be given to the relevant Manager to put in the person s file within the section. It is the Manager s responsibility to manage the administration of the volunteer. Insurance Kurrajong Waratah has a Voluntary Workers insurance policy to cover personal accident or injury to a bona fide volunteer whilst they are performing voluntary work for the organisation. This applies to volunteers, people undertaking work experience, Board members and people undertaking business on behalf of Kurrajong Waratah. Kurrajong Waratah also holds Public Liability insurance. Kurrajong Waratah holds Professional Indemnity insurance for Board members. Page 6 of 9
Any accident or injury suffered by a volunteer worker must be reported through Kurrajong Waratah s Accident and Injury reporting process (Policy 7.2 Accident Report and Investigation; and Form 160 Accident Report Form). Any claims for compensation and further business for the claim will be handled by Kurrajong Waratah s Finance and Administration Manager. Students, people undertaking government programs, and service clubs/groups will be covered by the insurance of the institution/organisation to which they belong. Copies of these documents must be produced before placement or participation in a voluntary activity. Risk Assessment A risk assessment of the placement will be conducted by the Manager of the Section. This risk assessment will consider the following potential risks in relation to the placement: - WHS implications - Impact on the people we support - Impact on business - Impact on other staff - Suitability of volunteer to do the job The volunteer will be given a verbal summary of this risk assessment and work instructions. Volunteers are not to be given responsibility for high risk tasks eg. administering medication to the people we support or dealing with people we support with aggressive behavioural issues. The Service Manager will decide on appropriate tasks. Orientation Volunteers in Levels 2, 3, and 4 will undertake Orientation Stage 1 (Form 137 Stage 1 Workplace Familiarisation Checklist) with the Manager of the section (or their delegate) on the first day of placement. Volunteers in Level 2, 3, and 4 will receive a Guidelines for Volunteers Package. Volunteers in Level 2 and 3 will be placed with skilled paid workers. These volunteers will not work unsupervised. Volunteers in Level 4 will be placed with skilled paid workers until the Manager is confident that the volunteer has the skill and experience to work unsupervised. Volunteers in Level 5 will be provided access to the electronic Policies and Procedures Manual. All volunteers will receive a verbal risk assessment summary and work instructions. Page 7 of 9
Volunteers in Level 4 and Level 5 will attend an Orientation Stage 2 workshop as soon as possible after the placement commences. Motor Vehicles If the job entailed requires a motor vehicle, one will be issued to volunteers at the discretion of the Manager. Volunteers will need to read Policy 5.1 Motor Vehicle before driving an organisation vehicle. The driver will need to complete Form 161 Driver s Declaration. Where a volunteer has the approval of the Service Manager to use their own vehicle then mileage allowance can be claimed as a reimbursement. Volunteer Expenses Any expense that occurs while supporting people will be reimbursed. Volunteers are to keep within the reasonable cost parameters set by Kurrajong Waratah in Policy 4.14 Reimbursement Of Meal Costs When Supporting People On Outings. An agreement must be made with the Service Manager beforehand on amounts to be spent, and Petty Cash may be made available. In all cases, receipts must be produced for reimbursement or to balance Petty Cash. Volunteer Personnel Files The privacy of volunteers will be respected by Kurrajong Waratah. Volunteers have the same rights as paid staff in respect to privacy and confidentiality (see Policy 3.17 Privacy Statement) Volunteers will have a personnel file that is kept securely in the section of their placement. The file will be accessed on a need-to-know basis. Information about the volunteer will only be released with the consent of the volunteer. Each volunteer s personnel file will have Form 172 Volunteer Personnel File Checklist attached to the face of the file. Managers are responsible for completing this checklist. Volunteers can access their file by seeking approval from the Manager of the section. At the end of the placement, volunteer personnel files will be held at the Administration office. RELATED DOCUMENTS Form 102 Form 137 Form 160 Form 172 Form 173 Form 161 Policy 3.17 Policy 4.14 Referee Telephone Check Stage 1 Workplace Familiarisation Checklist Incident Report Form (red book) Volunteer Personnel File Checklist Volunteer Interview Record Driver s Declaration Privacy Statement Reimbursement of Meal Costs whilst Supporting People on Outings Page 8 of 9
Policy 5.1 Policy 7.2 Motor Vehicle Incident Report and Investigation RELATED LEGISLATION NSW Disability Inclusion Act 2015 Page 9 of 9