POLICY AND PROCEDURE MANUALVolunteering WA

1、 volunteerpolicyandproceduresmanualtable of contents1.overview of organisation · history6· directors7· role of directors7 · incorporation7· structure7· management plans7· management plans continued72.about volunteering wa · vision8· mission8· values8

2、· objectives8· operational plan8· relationship building statement83.volunteer rights & responsibilities 94.services provided105.recruitment · recruitment of volunteers11· advertised positions11· short listing11· interview process11· appointment of voluntee

3、r12· police clearance 12· working with children clearance12· equal opportunities12· equal opportunities continued136.volunteer related issues · induction of new volunteers14· feedback forms14· hours of duty14· lunch breaks14· holidays including christmas

4、period15· time keeping & reimbursement15· dress code15· keys & fobs15· insurance16· training & development17· annual support & supervision17· review of volunteer role description17· identified education & 17training requirements· acces

5、s & inclusion plan18· national standards187.volunteers and tax· fact sheet198.leave entitlement· leave209.termination· termination by a volunteer21· termination by vwa21· exit interview & checklist2210.grievance resolution· grievance policy23· grievanc

6、e procedure23· harassment2411.hospitality · presentations& gifts2512.general office administration· office house keeping26· mail26· filing26· it back up system27· archiving27· bookingmeeting rooms &27booking office equipment27· stationery27·

7、photocopier & printer2713. correspondence· outgoing28· incoming28· style2914.internet & email access· personal use30· unacceptable use30· continued3115.telephones · mobile phones32· personal mobile phone use32· personal use of work phones3216.vehi

8、cles · general33· parking bays3317.vehicles continued · fuel34· log books34· passengers34· non metropolitan work travel3418.vehicles continued· off road travel35· flat tyres35· vehicle defects35· damage or loss of vehicle35· continued3619.financ

9、ial management· petty cash37· payment of accounts37· purchasing3720.communication· meetings38· newsletter38· website3821.occupational health & safety· safety in the workplace39· emergency procedures39· break in procedure40· abusive behaviour40

10、83; alone in the office40· drugs and alcohol in the workplace41· professional support services41· children in the workplace4122.marketing· promotional material42· media delegated authority42· press releases4223.privacy policy· privacy in the workplace4324.confident

11、iality· confidentiality in the workplace4425.appendix 1· constitution4526.appendix 2· board of vwa5827.appendix 3· organisational structure5928.appendix 4· programs & projects6029.appendix 5· induction checklist6130.appendix 6· accident/incident form63, 64table

12、 of contents1.overview of organisationwelcome to volunteering wa. our volunteers are important to us and we value your contribution.volunteers have been involved with our organization since it began and have been pivotal in the success of volunteering wa. your time is appreciated and we encourage yo

13、u to discuss any ideas or concerns you have with us.this manual serves as a guide; it contains useful information that will assist you in your role at volunteering wa. the content is based on best practice, however should you require further explanation please discuss with your volunteer services ma

14、nager.we hope you will enjoy your time with us; we aim to make your experience fun and will invite you to regular social occasions, our workplace offers you flexible volunteer hours and a volunteer role that you will find enjoyable.thank you for joining us.mara basanovicceohistoryvolunteers play an

15、essential role in the western australian way of life. the community sector relies heavily on volunteers, in both the management of agencies and the delivery of services.volunteers are involved in all facets of the community: community services; culture; health; welfare; sport and recreation; service

16、 clubs; children and youth; conservation and environment.in the late 1980s the need for a state volunteer centre was identified in western australia. at the first state conference in volunteering in 1986, convened by the wa council of social service wacoss, a group of volunteers was established to d

17、evelop a submission to government. this development paralleled similar trends in other states where volunteer centres had already been established with some assistance from government.in recognition of the valuable contribution made by volunteers in western australia, and in response to the wacoss s

18、ubmission, the minister for community services approved a grant and resources to establish the volunteer centre of western australia, now operating as volunteering wa. the centre opened in august 1988 to assist individuals who are or who want to be volunteers and the agencies which need help. volunt

19、eering wa is an independent not-for-profit organisation with tax-exempt status. for a detailed account of the development of volunteering wa refer to the book it makes a difference to this jellyfish: a history of volunteering western australia 1988-2000 and the booklet building the dream 20 remarkab

20、le years of volunteering in western australia.board of directorsvolunteering wa is managed by a board of directors comprising eight volunteers.in addition it is possible for the board to co-opt additional members onto the board.all board members including those co-opted have voting rights.role of di

21、rectorsa directors primary role is to effectively translate the needs of financial members into a direction for the future of volunteering wa. a director is part of a team which the membership trusts to:· make informed decisions· provide strong representation· provide sound governance

22、 · demonstrate high standards of conduct as befitting the principles of volunteering and volunteer management standardsstructurethe organisational structure reflecting current operational areas is attached as appendix 3.management plansvolunteering wa has developed a number of plans to assist i

23、n achieving the organisations management objectives.2.about volunteering wavolunteering wa works to advance and promote volunteering in western australia and provides a range of resources, services and support within a comprehensive framework for cost effective use in western australia. visionconnec

24、ting and strengthening communities through volunteeringmissionleading a coordinated state-wide volunteering effortvalues volunteering wa is knowledgeable, collaborative, visible, innovative and effective.objectives knowledge is built and shared to support volunteering practices volunteering is devel

25、oped through productive collaborationsthe profile of volunteering growsoperational planthese are developed each year; our strategic plan is developed every 3 years. these outline where vwa wants to go, what we want to do and how we will do it.relationship building statement volunteering wa places hi

26、gh importance on creating strong, respectful internal and external relationships focussed on enhancing our own and others capability. we support each other, work together and recognise that we all play a vital role. we not only depend on one another to achieve shared goals that meet strategic outcom

27、es and fulfill our purpose, but also fill in for each other when someone is away. this makes for maximum office versatility.we actively build relationships based on trust, honesty, respect, integrity, compassion, understanding, recognition, participation, fairness and equity and acknowledge that bui

28、lding relationships takes time and requires hard work, resources, effective communication, reflection and active engagement.3.volunteer rights, responsibilities & priciplesas a volunteer you have the right:· to work in a healthy and safe environment· to be interviewed and engaged in ac

29、cordance with equal opportunity and anti-discrimination legislation· to be adequately covered by insurance· to be given accurate and truthful information about the organisation for which you are working· to be reimbursed for out of pocket expenses· to be given a copy of the organ

30、isations volunteer policy and any other policy that affects your work· not to fill a position previously held by a paid worker· not to do the work of paid staff during industrial disputes· to have a job description and agreed working hours· to have access to a grievance procedure

31、· to be provided with orientation to the organisation· to have your confidential and personal information dealt with in accordance with the principles of the privacy act 1988; and· to be provided with sufficient training to do your jobprinciples of volunteering:· volunteering ben

32、efits the community and the volunteer· volunteer work is unpaid· volunteering is always a matter of choice· volunteering is not compulsorily undertaken to receive pensions or government allowances· volunteering is a legitimate way in which citizens can participate in the activiti

33、es of their community· volunteering is a vehicle for individuals or groups to address human, environmental and social needs· volunteering is an activity performed in the not for profit sector· volunteering is not a substitute for paid work· volunteers do not replace paid workers

34、nor constitute a threat to the job security of paid workers· volunteering respects the rights, dignity and culture of others; and · volunteering promotes human rights and equalitysource acknowledgment: volunteering australia4.services providedvolunteering wa delivers a wide array of servic

35、es, programs and projects that encourage and support the aims and objectives of volunteerism in western australia.the programs and projects delivered vary in focus, client group, funding source and time frame. a current list of programs is attached at appendix 4.5. recruitment of volunteersrecruitme

36、ntvolunteering wa believes that volunteer staff should be appointed on suitability, taking into account factors such as the applicants qualifications and experience appropriate to the volunteer position; their skills, knowledge and abilities; their potential; and their overall suitability for the po

37、sition and the organisation.volunteering wa will not permit discrimination against applicants or employees on the basis of race, religion, age, gender, sexual orientation, disability, socio-economic background or ethnicity. this applies to all areas of volunteer employment including recruiting, hiri

38、ng, promotion, assigning of work, provided the individual is qualified and meets the requirements established for the position. advertised positionsopportunities to volunteer will be publicised broadly, to ensure that no groups of people are excluded because of inappropriate or inadequate advertisin

39、g.we may approach potential volunteers with a designated volunteer position in mind.all applicants will be advised that their application has been received. short listingall interviewed volunteers will be contacted with the outcome by the volunteer services manager or another vwa team member in the

40、managers absence.interview process all applicants selected for interview will be advised of the time and date for their interview. every endeavour will be made to determine a date and time suitable to the applicant.appointment of volunteeronce an appointment has been determined the successful applic

41、ant will be advised and, subject to acceptance, all other applicants will be advised of the outcome of the selection process. police clearance and working with children checka police clearance is required to enable volunteers to carry out their duties with volunteering wa. in some circumstances a vo

42、lunteer may also be required to have a working with children check.volunteering wa will advise volunteers of the procedures required to apply for the identified clearance/s and will meet the normal costs associated with obtaining the required clearance/s.a staff member will advise the chief executiv

43、e officer immediately if any authority commences proceedings that may result in either the police clearance or working with children clearance being negated.volunteering wa retains the right to require volunteers to renew the required clearance/s at least every two years.equal opportunity employment

44、volunteering wa recognises that people are its most important resource and is committed to equal employment opportunity for all volunteer members. it supports the objectives of the western australian equal employment opportunity act that became law in 1985 with additions and improvements added in 19

45、88 and 1992.this act prohibits discrimination or other unfair treatment at work based on a persons:· sex · age· race· social orientation· religious or political conviction· family responsibility or status· marital status· pregnancy· impairment sexual or r

46、acial harassment are also unlawful. this legislation applies equally to all staff and they, as well as volunteering wa, are responsible for ensuring that their actions are not discriminatory to others.the act prohibits anyone who may complain about their treatment from being singled out or criticise

47、d because they have made a complaint.any breach of this act may result in counseling or other actions that may include dismissal. 6.volunteer related issuesinduction of new volunteersvolunteering wa places importance on the induction of new volunteers. an induction check list is available to assist

48、the volunteer services manager to ensure that all aspects of volunteering was operations, policies, programs, procedures and staff member responsibilities are understood. a copy of the induction checklist is available as appendix 5.if required the it coordinator will provide access to appropriate sy

49、stems and pass word establishment.the volunteer services manager will introduce you to staff & volunteers.feedback formsvolunteering wa values your contribution to the organisation, and we would like to ensure you are satisfied with your role. the volunteer services manager will review the volun

50、teer programme on an annual basis and seek your feedback. please speak with your manager at any time you have a concern.hours of dutyvolunteering wa offers a flexible working environment for volunteers and endeavors to accommodate volunteer requirements. the core hours of operation are 8.30am to 5.0

51、0pm monday to friday. however volunteers may be requested to work outside these hours and or from home.lunch breaksvolunteering wa recognises the importance of volunteers taking a lunch break and encourages volunteers to take a lunch break of up or either 30 minutes or up to 60 minutes (dependent on

52、 the hours worked).public holidays, school holidays & the christmas periodvolunteering wa observes all gazetted western australian public holidays.volunteering wa closes down, or otherwise restricts the delivery of its services over the christmas/new year period. the joondalup volunteer resource

53、 centre is closed in the school holidays due to our contractual agreement with the city of joondalup.time keeping & reimbursementvolunteers are reimbursed $10 for each day they volunteer with vwa, regardless of the hours spent. payment is reimbursed on a monthly basis unless other arrangements a

54、re agreed to with the volunteer services manager. volunteers are required to fill in a daily timesheet which is stored in the volunteer office.reimbursements will be paid by direct debit to a bank account nominated by the volunteer. it is the volunteers responsibility to update vwa if the account ha

55、d changed.dress codevolunteers are required to demonstrate a neat and responsible standard of dress. there may be occasions when a vwa logo corporate shirt is required to be worn, for example when attending events.name badges can be provided on request.management reserves the right to raise the issu

56、e of dress with individual volunteers when considered necessary.keys and fobsfor security reasons within city west lotteries house, volunteers are not able to have access to individual fobs and keys. access to the building is to be gained through vwa staff. alone in officewhen alone in the office a volunteer should, to ensure their own safety, lock the front and back doors and park their vehicle in a well lit, easily accessible place. under no circumstance should a person unknown to the volunteer be admitted into cwlh or the volunteering wa office. insurancev