WOW 2020 Volunteer Policies & Procedures
Volunteer Policies and Procedures
The Volunteer Manager maintains confidential records on each volunteer including dates of service, positions held, duties performed, feedback on performance, training attended and recognition received. Volunteers are responsible for submitting and updating information contained in their files via our Better Impact package online.
Volunteers are representatives of WOW and are responsible for presenting a positive image to Airshow patrons. Volunteers will dress appropriately for the conditions and performance of their duties. Volunteers that interact with VIPs will wear a WOW name tag. Volunteers will be provided with a cap and hi-vis vest at registration time, for their duties at the Airshow.
Attendance and Time
Volunteer attendance is important to the operation of each program. Volunteers should notify the Volunteer Manager in advance if they are unable to be present on their scheduled day and are responsible for submitting their volunteer working hours at the Airshow through the on-line volunteer software.
Role Assignment and Change of Roles
Volunteers are placed in roles by the Volunteer Manager having already indicated where they wish to work. They may request a change in roles up until two weeks prior to the Airshow. If a volunteer elects to be re-assigned, the volunteer must apply for the volunteer position and receive all appropriate briefing.
Work Requirement and Briefing
Volunteers agree to commit to a minimum number of hours of work over one Airshow and may elect to renew their volunteer agreement with WOW for the next Airshow. All volunteers must partake in a briefing or training prior to the Airshow as part of their volunteer service with WOW.
Feedback, Evaluation, Recognition
Volunteers receive periodic feedback from the Volunteer Manager and have an opportunity to provide feedback to WOW at the end of each Airshow. WOW Management may recognise outstanding volunteers at our Sunday night function.
Volunteers are expected to follow rules of conduct that will protect the interest and safety of all volunteers, staff and WOW. Volunteers should comply with lawful and/or reasonable direction, instructions and policies and maintain the confidentiality of any information obtained while volunteering and observe safety procedures including:
- keeping yourself and others safe at all times
- notifying the organisation about hazards or potential hazards in the working environment
- notifying the organisation about any accident, incident or property damage
- complying with New Zealand laws.
Here are some examples of inappropriate conduct which could lead to dismissal:
- Theft or inappropriate removal or possession of WOW’s property or that of any WOW volunteer, staff or visitor, including failing to cooperate fully in any WOW investigation.
- Altering WOW reports or records.
- Volunteering under the influence of alcohol or illegal drugs and/or illegal or unauthorized possession, distribution, sale, transfer, or use of alcohol or illegal drugs.
- Creating a disturbance on WOW premises, at sponsored activities or in areas which could jeopardise the safety of others.
- engage in any activity that may or causes physical or mental harm of another person (such as verbal abuse, physical abuse, assault, sexual or racial harassment, bullying, safety of yourself and others)
- provide a false or misleading statement, declaration or claim
- engage in a criminal activity in our workplace.
- Improper use of WOW’s property or property owned by any other individual or organisation.
- Lack of cooperation, or other disrespectful conduct.
- Violation of WOW or local safety and health rules.
- Inappropriate use of telephones, computer equipment or systems, e-mail system, facsimile machines, or other WOW-owned equipment.
- Unauthorized disclosure of WOW proprietary or confidential information.
- Unsatisfactory performance or conduct.
WOW provides a drug-free, healthy, and safe environment. While at the Airshow and while conducting WOW-related activities off WOW premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. Please see WOW’s Drug & Alcohol Policy.
The legal use of prescribed drugs is permitted during volunteer service only if it does not impair a volunteer’s ability to perform the essential functions of the volunteer position effectively and in a safe manner that does not endanger other individuals in the workplace. Volunteers must advise their supervisor if they are taking any prescription or over-the-counter drug which could adversely affect safety or performance.
Safety, Security and Liability
WOW aims to provide a safe and healthy environment for all volunteers. If a volunteer is injured at the Airshow, it is important they notify the Volunteer Manager immediately, complete an incident report and submit the report to the Volunteer Manager.
ACC covers injuries to volunteers while performing volunteer service on behalf of WOW. Contact the Volunteer Manager for more information about insurance and liability.
WOW desires to provide a safe volunteer environment. Volunteers are responsible for using the following common-sense suggestions to help ensure a safe environment: Never leave your purse, wallet, or other valuable items anywhere except the Volunteer marquee. Keep your wallet or purse with you at all times. Avoid carrying large sums of money. WOW is not
responsible for lost or stolen personal property and will not reimburse a volunteer for any personal property which disappears from a volunteer site.
WOW strives to ensure the safety of all volunteers. If the Airshow should be cancelled, the Volunteer Manager will notify volunteers rostered on via email/phone of the closing.
Use of WOW Property
Equipment and Vehicles —Any equipment, machinery, tools, or vehicles which appear to be damaged, defective, or in need of repair should be reported to the WOW Office. Prompt reporting of damages, defects and the need for repairs could prevent possible injury to others. WOW hired vehicles are to be used for WOW’s business purposes only and may not be borrowed or otherwise used for personal use.
Volunteers must have a valid driver’s license to operate a WOW hired vehicle. There is a continuing obligation on the volunteer’s part to notify the Volunteer Manager if the volunteer’s driver’s license is suspended or revoked at any time throughout the volunteer’s service. Volunteer use of a WOW vehicle without a valid driver’s license may result in disciplinary action.
Volunteers who are involved in an accident while using a WOW hired vehicle must report the accident that same day to the Volunteer Manager and fill out an incident report form.
Return of Property
Volunteers are responsible for WOW property which includes all materials, files, keys, passwords or any other written or electronic information issued to volunteers. All WOW property must be returned on or before your last day. WOW may take all actions deemed appropriate to recover or protect its property.
Sexual Harassment in the Workplace
WOW is committed to providing volunteers with an environment that is free from discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. WOW encourages volunteers to bring any incidents of sexual harassment to the immediate attention of the Volunteer Manager or WOW Management.
Conflict of Interest
WOW is judged by the individual and collective performance of its volunteers. WOW recognises the importance of a volunteer’s duty to WOW, to its members and supporters, to act in a manner that merits public trust and confidence.
Each volunteer must act in a manner that will safeguard the reputation and integrity of WOW and will preserve and strengthen public confidence in WOW activities. Likewise, volunteers must refrain from engaging in any transaction in which personal interests conflict or appear to conflict with those of WOW. An actual or potential conflict of interest occurs when a volunteer is in a position to influence a decision that may result in personal gain for yourself or for a relative as a result of WOW’s business dealings. Participation in any activity prohibited by this Policy can result in the termination of volunteer service.
No volunteer shall accept payment of any kind (including gifts, cash, discounts, concessions, services or other similar item or benefits) for services rendered as part of his or her volunteer service.
Volunteers must not engage in political activities during their volunteer service on behalf of WOW. If anyone is seen leafleting cars in the car park the WOW Office is to be notified immediately.