QM30

QM Policy: Volunteers

1.0 POLICY STATEMENT (Why this policy exists)

Volunteers play an important role at QM. Their ability to enhance our programs beyond the skills and resources of staff is greatly valued. Through the engagement of volunteers, QM is able to further its reach into the community, facilitating the two-way transfer of skills and knowledge.

The purpose of this policy is to outline the overall framework to be applied to the roles and responsibilities, engagement, induction and management of volunteers within QM.

2.0 DEFINITIONS (Meanings of words and acronyms used in this policy)

Volunteer Coordinator is the staff member appointed by QM at some campuses to liaise with volunteers and coordinate the activities of honorary appointments.

Volunteer Supervisor is an employee of QM in a particular work unit who will be responsible for operational supervision of a particular volunteer or volunteers.

Volunteer (defined by the Queensland Museum Act 1970 as an Honorary Assistant) is an unpaid person who freely provides a service that complements and enhances the work of paid staff of QM. These contributions do not replace the work performed by paid QM staff, nor staff positions. Volunteers are not employees of QM and are not subject to award and industrial conditions. Campus Advisory Committees, MDO Advisory Committees and QM Foundation Trustees members are considered volunteers. There are 4 different types of volunteers as described in section 4.2 below.

3.0 SCOPE (Who this policy applies to)

This policy applies to all volunteers at QM. This policy does not apply to short term temporary and grant funded employees, casual employees who are paid by QM, or unpaid interns or work experience students. It does apply to postgraduate students and short-term volunteers who accompany QM staff on field expeditions, who may get reimbursement for costs but are not paid a salary by QM.

4.0 PRINCIPLES (Any underlying legislation or general requirements for this policy)

4.1 It is recognised that resources are required to support volunteer involvement. The number of volunteers undertaking a particular role in QM is determined by the supervisor of the role and is limited to the supervisor's availability in terms of actively managing the volunteers as required by the role and the capacity of QM to provide desk/laboratory space, computer/network resources or meaningful activities.

4.2 Functions and responsibilities of volunteers are as follows:

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Honorary Associate means eminent persons appointed by the Board of the Queensland Museum who undertake some of the functions of a Curator including research, field work and publication of information. They may provide advice to the Board, staff and members of the public on request.

Honorary Research Fellow means persons appointed who undertake some functions of a Curator including research, field work and publication in an area subject to QM’s strategic and operational priorities and QM’s capacity to adequately supervise and resource the Honorary. This role is not appointed by the Board but by Campus Directors and Program Heads as delegated by the CEO.

Honorary Consultant means persons appointed who have the function of providing specialist advice to the Board or the CEO and who have the authority to represent QM during any discussions relating to particular assignments advised to them in writing by the CEO.

Honorary Officer is a person appointed who has the function of assisting front of house, education, or inquiry centre staff in providing information on QM and on the subject matter of its fields of interest. This category includes an Honorary Assistant who may perform support activities in the curatorial, collection management, materials conservation, administration and exhibition preparation areas. This role is not appointed by the Board but by Campus Directors and Program Heads as delegated by the CEO.

Appointment as an Honorary Associate and Honorary Consultant is usually by invitation from the Board or CEO and acknowledges eminence in a field of strategic importance to QM.

4.3 In recognition of their contribution, QM offers the following benefits to volunteers:

discount equivalent to staff discount at QM Shops and Cafeterias;

free admission to all QM campuses;

recognition of volunteer contributions to QM; and

desk and/or laboratory facilities to conduct agreed research as appropriate.

5.0 ELEMENTS (The essential content of the policy)

5.1 ENGAGEMENT

5.1.1 Recommended processes for appointing volunteers are illustrated in Appendix A and Appendix B. All volunteers wishing to volunteer need to complete an Application to Volunteer at the Queensland Museum. It is recommended that this form is completed in collaboration with an officer or Supervisor of the section in which the volunteer will work, especially in the research programs where a volunteer appointment is usually initiated by the QM, not the volunteer.

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5.1.2 Recruitment of volunteers may vary depending on the section and function for which they will work, ranging from a simple personal interaction with or invitation from a QM staff member to a formal merit selection process (eg. application form, interview), to select the most suitable amongst many volunteer applicants.

5.1.3 Volunteers appointed by the Board or CEO do not need to complete an application but must be provided with a Volunteer Role Statement and must sign a Volunteer Agreement.

5.1.4 The QM may require volunteers to undergo a search relating to criminal history and an application for a Blue Card as part of the engagement process.

5.1.5 All engagements to volunteer positions will be approved by the appropriate QM delegate and advised in writing setting out the particular details of the appointment.

5.1.6 All volunteers will be provided with a written copy of their role statement by their immediate supervisor or Program Head or Campus Director, or in the case of invited appointments, the CEO.

5.1.7 At the time of engagement, all volunteers are required to sign a Volunteer Agreement acknowledging their preparedness to undertake the functions detailed in the role statement. This must be done prior to the commencement of duties.

5.1.8 All volunteers must complete an induction program including the provision of OH&S information prior to the commencement of duties to be conducted by the immediate supervisor. This must also include the provision of all relevant policies and procedures and the Application for Network Access if appropriate which must be completed before the commencement of duties.

5.1.9 Volunteers may be engaged up to a maximum period of three years only. Volunteers may be reappointed to subsequent three-yearly terms, subject to an assessment of their prior performance and contribution to QM, to the QM’s strategic and operational priorities and to QM’s capacity to adequately support the volunteer. Volunteers may also be engaged for shorter periods of time where appropriate, such as an appointment only for the duration of a particular field expedition, or a short term appointment on-site where Work Cover conditions must be met.

5.2 TRAINING

5.2.1 Supervisors of volunteers will coordinate the provision of compliance specific training relevant to the particular areas in which volunteers will be involved. This will be made clear to volunteers during the engagement process.

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5.2.2 Opportunities may be available, resources permitting, for a range of training and development activities for volunteers to further develop their skills and knowledge that will facilitate functions for which they are appointed.

5.3 PERFORMANCE OF VOLUNTEERS

5.3.1 Volunteers are required to perform their assigned duties in a diligent, timely and professional manner and adhere to the Code of Conduct and any other relevant policies, procedures and guidelines.

5.3.2 The CEO or supervisor will require volunteers to undertake periodic assessments (annually for engagements of three years) of their performance in their role. These assessments will be based on relevant aspects of the role, be assessed in a fair and equitable manner and be consistent with the principles of natural justice.

5.3.3 Volunteers who fail to meet performance or conduct (behaviour) expectations may have their term as a volunteer ceased by the determination of the CEO or Campus Director/Program Head as per the HR Delegations. The CEO will only make this determination if satisfied that processes of natural justice have been met.

5.3.4 Volunteers with the exception of Honorary Consultants do not have the authority to represent QM and are not to make public statements or speak on behalf of QM. Official statements must only come from approved QM officers. Letters written by volunteers on QM letterhead, and other forms of communication where it is indicated that the source of the information is from the QM, must be authorised by their supervisor or the Campus Director or Program Head. Honorary Associates and Honorary Research Fellows, who are appointed specifically as eminent persons for particular disciplines, have the authority to communicate using QM brands only on those matters that relate directly to their respective discipline.

5.3.5 Volunteers are not permitted to act alone on QM business outside campus operating hours. (See Working Alone Policy). Only under exceptional circumstances and strict conditions are volunteers permitted to work unsupervised in a campus or program facility, and with prior written approval of the CEO.

5.3.6 Volunteers are not permitted to conduct official solo fieldwork under any circumstances. (See Field Trip Policy)

5.4 MINIMUM CONDITIONS

5.4.1 Volunteer hours are to be within the operating hours of the relevant QM Campus or Program (refer to the Working Hours Policy), or if participating in a field trip, in accordance with the Field Trip Policy. Specific times are to be negotiated between the volunteer and their supervisor.

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5.4.2 Volunteers will generally be issued with a security access pass each day when they complete the sign-in register. This register will be a record of the times they are present at QM campuses/sites or in the field, for the purposes of QM’s insurance coverage. Unless there is prior written approval (see Section 5.3.5) security passes must be returned at the end of each day.

5.4.3 A volunteer will ensure that information about their address and contact telephone number(s) are kept current within the QM volunteer data base. Such notifications should be directed to their immediate supervisor who will ensure that the relevant section of the Volunteer Database is updated.

5.4.4 Volunteers will not be required undertake any cash handling responsibilities.

5.4.5 Volunteers will be reimbursed for pre-approved out of pocket expenses incurred on behalf of QM.

5.4.6 Volunteers will not do the work of paid staff during industrial disputes.

5.5 CESSATION OF VOLUNTEER SERVICES

5.5.1 QM reserves the right to cease the services of any volunteer if services are no longer required through a change in QM strategic priorities, skill requirements or the ability to adequately supervise their activity.

5.5.2 Volunteers can terminate involvement with QM at any time and should provide a letter of resignation.

5.5.3 As per the Cessation Procedure volunteers must return their identification badge, any access card/s and keys to their supervisors immediately if they are no longer volunteering for QM. Supervisors are to submit written notification to the appropriate security person requesting cancellation of access to all areas of the campus.

5.6 INTELLECTUAL PROPERTY

5.6.1 While respecting the rights of its staff and not wishing to limit the legitimate use of its intellectual property by others, QM is committed to maximising the returns due to it as a result of the development of intellectual property generated using its resources.

5.6.2 Where volunteers are involved in activities that could lead to the development of intellectual property over which QM or a third party may claim ownership, it must be made clear to the volunteer by the relevant supervisor what the nature of the intellectual property is, and a confidentiality and intellectual property assignment agreement between QM and the volunteer must be completed, before the work is commenced.

5.6.3 Volunteers who believe they have a legitimate claim on intellectual property developed by them should seek resolution as prescribed in the Management and Commercialisation of Intellectual Property Policy.

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5.7 TEMPORARY BREAK FROM VOLUNTEER ROSTER

5.7.1 Volunteers can, with the support of their supervisor, take a temporary break from the volunteer roster for a period of up to 6 months within the engagement period.

5.7.2 A temporary break in excess of 6 months may require a volunteer to re-apply for the Volunteer Program.

5.8 VOLUNTEERS AS RESEARCH GRANT RECIPIENTS

5.8.1 QM volunteers are by definition unpaid staff, not receiving a salary from the QM or the various grants it administers. In some cases, however, volunteers receive grants to employ other staff to undertake specific duties. While volunteers are generally not permitted to directly supervise paid QM staff they may do so indirectly through the Program Head or Campus Director.

5.8.2 All research grant applications, including those made by volunteers, must demonstrate alignment to QM priorities and have the prior approval of the Program Head or Campus Director.

5.8.3 The development and approval of these grant applications must take into consideration any resource implications for QM and its ability to host and support all necessary research and collection infrastructure (such as space, equipment, personnel), and that the grant will not impinge on or impede other core QM activities.

5.9 PROCESS FOR ENGAGING VOLUNTEERS (Refer to the process flowchart in Appendix A and Appendix B)

5.9.1 All Honorary Officer and Research Fellow applicants must complete an Application to Volunteer at the Queensland Museum

5.9.2 Completed forms are to be handed in, emailed or mailed to the HR Co-ordinator, after which the HR Co-ordinator will liaise with the applicant and the respective campus or program as required. For research volunteer appointments, such as Honorary Research Fellows, where there is prior dialogue between staff and volunteer, the forms should be given directly to the Program Head or Campus Director for approval.

5.9.3 It is the Supervisors role to make recommendations to the Campus Director or Program Head, who approve or reject applications based on merit, need, resources etc.

5.9.4 If the Campus Director or Program Head approves the application the volunteer must then complete a Volunteer Agreement and Role Statement. A copy of this documentation is provided to the volunteer and the original is filed in the campus or central filing system.

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5.9.5 If the Campus Director or Program Head does not approve the application a letter must be sent by that Campus Director or Program Head to the unsuccessful applicant. Copies of this correspondence must also be filed.

5.9.6 It is the responsibility of the campus or program accepting the volunteer to update their own components of the volunteer database.

5.9.7 Applicants approved by the board or the CEO must also complete the documents noted in 5.9.4.

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6.0 RELATED DOCUMENTS

DOCUMENT TITLE DOCUMENT LOCATION (html links)

Workplace Health and Safety Act (1995) http://www.legislation.qld.gov.au/legisltn/current/w/workplhsaa95.pdf

Anti-Discrimination Act (1991) http://www.legislation.qld.gov.au/legisltn/current/a/antidiscrima91.pdf

Volunteering Australia http://www.volunteeringaustralia.org

Code of Conduct http://intranet.qm.qld.gov.au/sections/hr/

Management and Commercialisation of Intellectual Property Policy

http://intranet.qm.qld.gov.au/general/procedures/ip

Engaging Queensland: The Queensland Government Policy on Volunteering

http://www.getinvolved.qld.gov.au/participate/volunteer/volunteer-policy/volunteer-policy.html

Queensland Museum Act 1970 http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/Q/QldMuseumA70.pdf

Working Alone Policy http://intranet.qm.qld.gov.au/sections/ohs/#polproc

HR Delegations http://intranet.qm.qld.gov.au/sections/hr/

Working Hours Policy http://intranet.qm.qld.gov.au/sections/hr/working_conditions/#pay

Employment Screening Policy http://intranet.qm.qld.gov.au/general/policies/

Volunteer Role Statement and Agreement http://intranet.qm.qld.gov.au/sections/hr/volunteers/

Volunteer Application Form http://intranet.qm.qld.gov.au/sections/hr/volunteers/

7.0 DOCUMENT HISTORY (Summary of document amendments to be shown here:)

VERSION DATE AMENDMENT

1.0 July 2004 original

1.1 22/11/2007 Format review

1.2 20/12/2007 Content review

1.3 20/05/2008 Content review

1.4 01/06/2008 QM review

1.5 10/06/2008 Working Party review

1.6 12/08/2008 Updated with SMT comments

1.7 29/06/2010 Technical review and addition of clause that volunteers are not to handle cash

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8.0 MORE INFORMATION (Who do I go to if I need to know more about this policy?)

Policy owner/creator: HR and Organisational Development Officer

9.0 AUTHORISATION (When was the policy approved and by whom?)

Approved by: Dr Ian Galloway

Title: CEO

Approval date: 03/09/2008

Signature: signed copy available from Records Management

10.0 REVIEW PROCESS (When will this policy change?)

This policy will be reviewed every 2 years and at other times if any significant new information or legislative or organisational change warrants a change to this document.

Once printed this document is no longer a controlled document.

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Appendix A

Appendix A

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Appendix AAppendix B