Please read and agree to the policy and Code of Conduct before continuing

Volunteer Policy for WWT

1. Introduction

The Woodlands and Wetlands Trust (the Trust) recognise the value and importance of volunteering in building an inclusive, healthy and engaged community. The Trust will work to provide opportunities for people of all ages, background and abilities to become involved in volunteer programs. Some Trust volunteer activities are run in collaboration with ACT Parks and Conservation (PCS) staff.

This Volunteer Policy is a central component of the Volunteer Program at Mulligans Flat and Jerrabomberra Wetlands. The Volunteer Policy requires the establishment of clear agreements for the implementation and operation of volunteer projects. The consistent use of this Volunteer Policy and online systems will help facilitate the effective management of volunteer projects.

1.1   Objectives

The objective of this Volunteer Policy is to provide direction in the engagement and management of Volunteers to ensure that:

2. 1. • a safe working environment is provided for Volunteers;
      • Volunteers are treated fairly, with respect and are valued and appropriately recognised for their contribution to the work of the Trust.
      • the management of Volunteers and volunteer activities is consistent with relevant legislation including, but not limited to, work health and safety, working with vulnerable people, finance, and privacy.

1. 2. • opportunities are created for people to become active supporters and promoters of natural and cultural heritage conservation and land management initiatives that complement the work of paid staff.

2. 3. • opportunities are provided for Volunteers to develop and enhance skills that will assist them in career and personal development.

1.2   Principles

In providing opportunities for community volunteering at Mulligans Flat and Jerrabomberra Wetlands, the Trust adopts the Volunteering Australia ‘Principles of Volunteering’ in addition to the following principles;

1. Volunteers will not be engaged in work that would normally require the employment of a paid employee.

2. Volunteers will not be engaged for any role or activity that has an enforcement or regulatory function or are considered high risk activities, for example compliance and legislative activities.

3. Trust staff and PCS staff are not obliged to accept a request for voluntary work and a Volunteer Agreement can be terminated by the Trust or the volunteer at any time subject to clause 4.3 of this Policy.

4. Volunteers under the age of 18 years old must be accompanied or have written consent from a parent or guardian.

5. There is no maximum age to volunteer however Trust must consider factors such as overall health, potential risk of injury and the capability of an individual to undertake the volunteer activity.

6. Volunteers must be registered before they commence any volunteer activity. All Volunteers must comply with their duties under the Work Health and Safety Act 2011 and co-operate with the Trust’s WHS Policy and processes. All personal information must be managed in accordance with the Information Privacy Act 2014.

7. Volunteers are to undertake a formal induction on commencement and must be provided with the necessary training and equipment to undertake tasks in a safe and legal manner. Volunteers must comply with any reasonable instruction in relation to Work Health and Safety. Prior to undertaking a volunteer activity, volunteers must participate in a safety induction.

8. Volunteer attendance (hours of work) must be recorded on sign on sheets or logged through the online volunteer management system.

1.3   Authority

This policy will operate within and with reference to the applicable laws of the Australian Capital Territory, including but not limited to;

Animal Welfare Act 1992

Environment Protection and Biodiversity Conservation Act 1999 Heritage Act 2004

Information Privacy Act 2014 Nature Conservation Act 2014 Work Health and Safety Act 2011

Working with Vulnerable People (Background Checking) Act 2011

1.4   Scope

This policy applies to any Volunteer undertaking voluntary work for Trust, including activities supervised by PCS staff.

This policy does not apply to work experience, industry or vocational placement students. The following are not considered to be Volunteers, as such are not governed by this policy:

3. 4. • those seeking formal work experience (eg. school students on work experience placements);

4. 5. • school groups engaged in Trust supervised programs (eg. such as school community service programs);

5. 6. • those required to perform community work as a result of having committed an offence of some kind;

6. 7. • co-programs with other government agencies (eg. ACT Corrective Services);

7. 8. • participants in employment programs such as Work for the Dole; and

8. 9. • Volunteers who are involved as members of advisory committees.

2.  Volunteer Management

Volunteer involvement will be planned to contribute directly to the purpose, goals and objectives of the Trust. Staff and Volunteers to be made aware of and participate in the implementation of this Volunteer Policy.

2.1   Volunteer Registration

Individual Volunteers will be required to register with the Trust as a Volunteer including agreeing to the Volunteer Code of Conduct.

2.2   Reporting

Volunteers are required to report all incidents/ accidents involving Volunteers (whether or not an injury results) to the Volunteer Supervisor or Volunteer Coordinator as soon as practicable, but within 48 hours.

Volunteers must report Notifiable Incidents immediately to the Volunteer Coordinator. Notifiable incidents include the following;

2. 1. • The death of a person; or
      • A serious injury or illness of a person; or
      • A ‘dangerous incident’ as defined in section 37 of the WHS Act 2011

Volunteer Supervisors can report Notifiable Incidents to WorkSafe ACT on 02 6207 3000 or after hours 0419 120028. Note: It is a requirement under the Work Health and Safety Act 2011 that if an incident is Notifiable, the scene of the incident must be preserved/ not disturbed until cleared by a WorkSafe Inspector.

All Volunteers are required to sign the attendance register each time they participate in a volunteering activity or sign in using the online volunteer management system. All volunteer hours must be reported through the online volunteer management system.

Trust will produce a report on Volunteer involvement with volunteer activities at the end of each financial year and retain volunteer records on file with other volunteer documents in accordance with the Information Privacy Act 2014.

2.3   Records Management

The Trust will retain records of Volunteer involvement including the long term contributions and achievements of Volunteers. All personal information retained by the Trust will be managed in accordance with the Information Privacy Act 2014.

2.4   Resources

Where prior approval has been sought from the Trust Volunteer Coordinator, Volunteers are entitled to reimbursement for out-of-pocket expenses associated with their tasks upon providing official receipts of expenditure.

Volunteers will not be issued with Trust staff uniforms. Volunteers may be issued with other clothing, hats, badges or other items nominated for the purposes of identifying them as Trust Volunteers.

Volunteers will be issued with the appropriate personal protective equipment (PPE) and safety clothing in order to perform specific tasks as per obligations under the Work Health and Safety Act 2011 and in accordance with section 6.4.

3. Volunteer Roles

3.1        Volunteer Roles and Responsibilities

The Trust will create Volunteer roles which meet the needs of the individual Volunteer and the objectives of the organisation. These roles will contribute to the purpose, goals and objectives of Mulligans Flat and Jerrabomberra Wetlands.

Should the Volunteer disclose information regarding a medical condition or impairment that may impact their ability to safely undertake any required activities, the Volunteer Supervisor must undertake a risk assessment to determine their suitability as a Volunteer for a project or program. Where required, the Volunteer Agreement should record the provision of any medical clearance to participate in the volunteer activity.

Volunteers are not to work more than a full-time work load. In exceptional circumstances and due to the unusual nature of the role, Volunteers may work longer hours with approval by the Volunteer Coordinator.

Volunteers who handle animals will be required to have the appropriate immunisations, have relevant training, experience or demonstrated animal-handling proficiency and are to be supervised by an appropriately trained and experienced Trust or PCS staff member, unless the volunteer is appropriately licensed.

Volunteers will not make public or social media comments or talk to the media about incidents or operational matters on behalf Trust or whilst displaying Trust logos without authorisation (this does not exclude Volunteers making public comments in a private capacity or while representing another organisation where they are not seen to be speaking on behalf of the Trust.

3.2   Volunteer Projects

Volunteer Projects will be consistent with relevant Trust strategic, management or operational plans and will take into account the impact of activities on natural and cultural heritage values.

Volunteer Projects can be initiated by Trust staff, PCS staff or Volunteers. Volunteer Projects initiated by individual Volunteers or community groups must be submitted as part of an annual plan of scheduled works and activities for approval at the beginning of each financial year.

Volunteer Projects and Activities must comply with the requirements of the Environment Protection and Biodiversity Conservation Act 1999, the Nature Conservation Act 2014, the Heritage Act 2004 and the Animal Welfare Act 1992. Activities that are not exempt under the activities declaration for land on which they are carried out will be required to obtain the relevant licenses and permits.

When planning or approving volunteer projects, the responsible staff will consider whether the project is consistent and complies with relevant legislation.

4.      Recruitment and Selection

4.1   Volunteer Recruitment

Formal volunteer programs and opportunities will be promoted in a variety of ways, including on websites, social media channels and through traditional media.

4.2   Volunteer Selection

Volunteers will be selected and engaged in accordance with anti-discrimination, respect, equity and diversity principles and legislation.

Merit selection of Volunteers will be used where there is a competitive process.

Trust staff have discretion to exclude Volunteers from participation in volunteer projects on health and safety grounds (including concern that a Volunteer may be influenced by alcohol or drugs).

All Volunteers will be provided with appropriate training and induction at the commencement of the activity.

4.3   Termination of Volunteering Agreements

Trust may at any time terminate a volunteer agreement due to operational requirements, non-performance or inappropriate actions by the Volunteer.

Volunteers are also permitted to terminate an agreement at any time.

Termination of an agreement by the organisation should be communicated to the Volunteer in writing and include the reasons for the termination. There is no minimum period of notice required.

Upon receipt of a notice of termination, the Volunteer may seek review of the termination by writing to:

CEO, Woodlands and Wetlands Trust gm@woodlandsandwetlands.org.au

4.4   Working with Vulnerable People

Volunteers will need to register with the Access Canberra for a Working with Vulnerable People (WWVP) card if they are working with children, or other vulnerable people for more than 7 days in 12 months, or 3 days within 4 weeks, regardless of whether parents, teachers or leaders are present. An activity of 30 minutes of more is considered to be one day. Volunteers do not need a WWVP card if they are working with children, or other vulnerable people, for less than 7 days in 12 months, or 3 days within 4 weeks (unless this includes an overnight camp).

Children who participate in Trust volunteer activities must have parental or guardian consent. On- site, physical supervision by a parent or guardian is required for all Volunteers under the age of 16 years.

If an Incorporated Group has programs that work with vulnerable people and has Volunteers involved in managing these programs, it is the responsibility of the Incorporated Group to ensure their Volunteers and programs meet the requirements of relevant Working with Vulnerable People and other legislation.

5.  Support and Development

5.1       Project Supervision

All volunteer projects are to be approved, overseen or facilitated by a Trust or PCS staff member. Trust and PCS volunteer supervisors will:

4. 1. • Hold a current Senior First Aid Certificate;

4. 2. • Have knowledge and understanding of the risks/hazards associated with the volunteer activity which they are supervising.

5.2       Volunteer Support

The Trust will provide structured opportunities for staff and Volunteers to communicate through quarterly Volunteer meetings, which will include consultation on work health and safety matters.

A standard first aid kit will be located on site at every group volunteer activity. At least one Staff member or Volunteer with a current Senior First Aid certificate must be present at any group organised volunteer activities.

Trust will provide support to volunteer activities through staff assistance and provision of equipment, knowledge and training relevant to agreed Volunteer roles and projects.

5.3       Volunteer Development

Volunteers will receive appropriate training to ensure that work practices are conducted in a safe and legal manner. The Trust will provide relevant training and development opportunities for Volunteers to enable them to meet the knowledge and skill needs for the agreed Volunteer Roles they undertake. The Trust will provide new roles and development opportunities for Volunteers where appropriate.

5.4   Resolving Differences

All efforts will be made to resolve differences as promptly as possible by the Volunteer Supervisor (or relevant manager where the issue involves the Volunteer Supervisor). If Volunteers wish to formally raise a complaint they may do so in writing and address their complaint to the relevant Trust staff member.

4. Workplace Safety and Wellbeing
   3. Workplace Health and Safety Compliance

All Volunteers must comply with the Work Health and Safety Act 2011 (WHS Act) and its associated framework and code of practice.

A Volunteer must:

• Take reasonable care of their own health and safety;
• Take reasonable care that their own acts or omissions does not adversely affect the health and safety of others;
• Comply, so far as reasonably able, with any reasonable instructions from the Trust/PCS staff;
• Abide by Trust/PCS policies and procedures relating to health or safety at the workplace;
• Participate in training as required; and,
• Report any Notifiable Incidents in accordance with section 2.2 of this Policy.

Where Volunteers are operating alone with approval from the Trust, they must ensure they have adequately allowed for their own safety by:

• Ensuring a friend or family member is aware of their activity, location and contact details;
• Sign in and out using the volunteer database
• Have up to date emergency contact details on the database
• Have adequate sun protection, food and water;
• Have adequate forms of communication on their person; and,
• Have ready access to a first aid kit.

6.2   Insurance

Individual Volunteers and community group Volunteers undertaking approved Trust volunteer projects are covered by insurance arranged by the Trust for the period of engagement in volunteer duties as recorded in the ‘sign on register’ for the volunteer activity or recorded on the ‘Volunteer Database’ online reporting system.

Incorporated Groups will be covered by that Group’s own insurance for personal accident and public liability. If an Incorporated Group does not have personal accident and public liability insurance that covers all the activities of its members whilst undertaking a Trust approved Volunteer Project, then its members will be engaged as Trust individual Volunteers.

Any claim of injury or work-related illness by a Volunteer should be reported to the Volunteer Supervisor as soon as practicable.

The Volunteer supervisor should notify their management as soon as practicable and document the incident through appropriate channels.

6.3   Risk Assessments

The Trust is responsible for creating risk assessments that cover all Trust volunteer activities.

Purpose

The Woodlands and Wetlands Trust (the Trust) works with volunteers to achieve positive environmental and social outcomes. Our Vision is to deliver an inclusive, valued and rewarding Volunteering initiative where positive volunteer experiences contribute to improved environmental outcomes.

The Volunteer Code of Conduct has been developed to promote a diverse, effective and enjoyable Volunteer experience for all involved.

Code of Conduct

Safety

• Put safety first in all our activities
• Take care that we do not adversely affect the health and safety of ourselves or others
• Follow all safety procedures to the best of our ability at all times
• Promote healthy and safe work practices
• Follow our duty of care to ourselves and others
• Report all injuries, illnesses, accidents and near misses immediately to the activity supervisor
• Refrain from the use or possession of alcohol and illegal drugs at any time whilst volunteering

Respect

• Respect the cultures, beliefs, opinions and decisions of others although we may not always agree
• Treat each other with courtesy, sensitivity, tact, consideration and humility
• Seek to understand and appreciate each other’s abilities by working together and providing support
• Honour the confidentiality people place in us

Integrity and Honesty

• Endeavour to balance organisational and individual needs
• Give honest, constructive feedback and value the input of others
• Treat each other fairly
• Are truthful with our colleagues and ourselves
• Admit when we are wrong and accept responsibility for our actions

Self-discipline

• Exercise self-control in managing stress, anger and our behaviour
• Know when to walk away
• Recognise our limitations and those of others

Comradeship and teamwork

• Recognise and acknowledge each other’s skills and abilities
• Create an environment that is supportive and encouraging to all members
• Acknowledge that our combined efforts exceed the sum of our individual efforts
• Accept that there are differing roles within the team
• Promote participation and cooperation