• Section 1 - Purpose 
• Section 2 - Scope 
• Section 3 - Responsibilities
• Section 4 - Approval
• Section 5 - Screening, Clearances and Documentation 
• Section 6 - Commencing Volunteering 
• Section 7 - Youth Volunteers
• Section 8 - Training, Supervision and Feedback 
• Section 9 -  Requirements of Volunteers
• Section 10 - Insurance
• Section 11 - Travel and Motor Vehicle
• Section 12 - Varying or Ceasing Volunteering
• Section 13 - Misconduct and Grievances
• Section 14 - Privacy and Personal Information
• Section 15 - Notations
• Section 16 - Document Review

Section 1 - Purpose 

(1) The Catholic Diocese of Maitland-Newcastle (the Diocese) is supported by volunteer who provide essential skills, perspectives and generosity to assist the Diocese to carry out its vision and mission.

(2) The purpose of this procedure is to set out compliance obligations for engaging and managing unpaid helpers, which includes volunteer.

Section 2 - Scope 

(3) This procedure applies to all volunteer of the Diocese and if decreed by the Bishop it will apply to parishes and unpaid helpers.

(4) This procedure will apply to employees of the Diocese in their volunteer capacity, where they undertake an additional role as a volunteer.

(5) This procedure does not apply to:

1. Student Placements which are managed in accordance with the Student Placement (Tertiary) Procedure.
2. Minors under the age of 16 years. They are not supported to volunteer with the Diocese. 

Section 3 - Responsibilities

Section 4 - Approval

(6) A manager or employee may be approached by an individual to undertake volunteering with the Diocese or the Diocese may request individuals to participate in volunteering.

(7) Approval for volunteer roles must be authorised by an appropriate manager including where it is:

1. A new volunteer role, approval from the Director of Agency or Director of Shared Services;
2. An existing volunteer role, approval by the volunteer supervisor.

(8) In planning tasks to be undertaken for volunteer the following must be considered:

1. Work health and safety risks and compliance with work, health and safety requirements and responsibilities including the Work Health and Safety Policy.
2. The Code of Conduct and Safeguarding Framework Policy requirements.
3. Level of access to confidential, sensitive or person information (if any).

Section 5 - Screening, Clearances and Documentation 

(9) An individual wishing to commence volunteering must complete all documentation contained in the volunteer registration form and submit to the Diocese prior to commencement. This includes any employees who may wish to volunteer with the Diocese.

(10) Where an individual may fit into multiple unpaid helpers or volunteer classifications, that individual must be subject to the highest standard of screening and induction applicable in accordance with the Unpaid Helper Categories Matrix – Parishes.

(11) The volunteer registration form contains critical information to ensure compliance with relevant legislation, policies and procedures. The volunteer registration form gathers information including:

1. Relevant volunteer screening and clearance checks: such as a working with children check and/or police checks in accordance with the Safeguarding Framework Policy and Unpaid Helper Categories Matix – Parishes where relevant to the volunteer placement.
2. Code of Conduct declaration: to ensure the volunteer is aware of their obligations as they carry out their duties during the volunteer placement.
3. Personal details: such as contact information and emergency contact information.
4. Notification of any conflict of interest: in accordance with the Conflict of Interest Policy.
5. Details of volunteer experience: including key areas where experience is sought.

(12) The volunteer supervisor must provide the completed volunteer registration documentation to People & Culture at least seven (7) business days prior to the volunteer commencing to ensure suitable checks and assessments can be conducted. 

(13) People & Culture in consultation with the volunteer supervisor must assess the documentation and maintain volunteer registration documentation.

(14) A volunteer must maintain ongoing compliance with relevant screening and clearance checks during the volunteer placement. If a volunteer's compliance status changes during the placement, the volunteer must notify the volunteer supervisor and the volunteer supervisor in consultation with People & Culture must undertake an assessment to determine ongoing suitability for volunteering. 

Section 6 - Commencing Volunteering 

(15) People & Culture must review documentation and arrange necessary checks, to confirm to the volunteer supervisor that all appropriate documentation has been completed, and that screening and clearance checks are satisfactory prior to commencement. A volunteer must not commence if this has not been confirmed. 

(16) People & Culture will register the volunteer in the relevant system and following People & Culture confirmation, the volunteer supervisor can discuss commencement with the individual.   

(17) The volunteer supervisor must follow the approved Diocesan process in providing volunteers with appropriate orientation, induction, training, instruction, and supervision. 

(18) The volunteer supervisor must ensure that the volunteer is provided an appropriate orientation and induction in accordance with the Safety Training and Induction Procedure including completion of the WHS Level 2 Induction Checklist. The completed induction documentation must be provided to People & Culture, within the first week of the volunteer commencing.  

(19) It is the responsibility of the volunteer supervisor to ensure the volunteer is aware of any relevant policies, procedures and guidelines that will apply to them, including but not limited to: 

1. The Code of Conduct; 
2. Safeguarding requirements; and 
3. Work health and safety requirements.  

(20) The volunteer supervisor should provide the necessary equipment, resources and training to the volunteer to undertake assigned tasks and activities. This may include where appropriate, the use of Diocese information technology and equipment in consultation with Technology Services and the Information Security Management Policy and associated procedures such as the ICT Acceptable Use Procedure. 

(21) The volunteer must raise any questions or concerns to the volunteer supervisor in a timely manner. 

Section 7 - Youth Volunteers

(22) Additional requirements apply for youth volunteers to undertake volunteering activities at the Diocese.   

(23) A risk assessment of the volunteer program, tasks or activities must be undertaken by the youth volunteer supervisor prior to accepting a youth volunteer application. The risk assessment should:

1. Assess and identify the duties that are appropriate for the youth volunteer.
2. Consideration of the Working with Children Check status of other volunteers who may be conducting volunteering activities where a youth volunteer will be present.

(24) A youth volunteer must obtain Parent or Guardian consent to undertake volunteer duties prior to commencement and provide this to the youth volunteer supervisor. The consent must include the specific tasks and activities the youth volunteer will undertake and the details of the allocated youth volunteer supervisor in accordance with the risk assessment. 

(25) Youth volunteers are exempt from requiring a Working with Children Check in accordance with the Child Protection (Working with Children) Regulation 2013 (NSW). If a youth volunteer turns 18 during their period of placement, they must comply with the working with children check requirements relevant to their placement.

(26) A nominated youth volunteer supervisor must be allocated to a youth volunteer and is responsible for monitoring the safety and tasks undertaken by the youth volunteer when conducting volunteer tasks.

(27) The youth volunteer supervisor may delegate another suitable volunteer to who provides written agreement to support a youth volunteer when undertaking volunteer duties.

(28) Youth volunteer tasks or activities may only be conducted during standard business hours (Monday to Friday).  

Section 8 - Training, Supervision and Feedback 

(29) Volunteers must always be provided suitable supervision for volunteering activities where required. It is the responsibility of the volunteer supervisor to allocate appropriate supervision and communicate this to the individuals involved.

(30) The volunteer supervisor should provide regular feedback to support the volunteer and take action to discuss any concerns.

(31) The volunteer supervisor should ensure the volunteer does not undertake or is not instructed to undertake tasks or activities outside of the scope of their volunteer activity or their capability.

(32) During the course of volunteer activities, systems and devices may be used for surveillance in accordance with Workplace Surveillance Policy.

Section 9 -  Requirements of Volunteers

(33) Volunteers with the Diocese must comply with any legislative obligations and must act in accordance with the Diocese’s policies, procedures and guidelines.

(34) Volunteers must:

1. Respect and uphold the ethos and teachings of the Catholic Church and the values of the Diocese.
2. Carry out all lawful and reasonable instructions and conduct their activities under direction from the volunteer supervisor. 
3. Not divulge or communicate, either during volunteer activities or after, any confidential or sensitive information gained or exposed to as a worker of the Diocese, so far as may be reasonably necessary.
4. Complete training and induction as requested
5. Promptly raise with the volunteer supervisor, any changes to the volunteers’ circumstances relevant to their volunteering role or any concerns identified.
6. Report all hazards, incidents or injuries as soon as practicable to the volunteer supervisor.
7. Comply with the Safeguarding Framework Policy and understand their responsibilities to ensure the safeguarding of children and vulnerable persons.

Section 10 - Insurance

(35) Volunteers are covered by Diocese public liability insurance when undertaking activities as a volunteer and when directed by the Diocese.

(36) Volunteers may elect to obtain personal insurance to cover volunteer activities. It is the individual volunteer's responsibility to obtain insurance that is appropriate to their circumstances. 

Section 11 - Travel and Motor Vehicle

(37) The Diocese may make available a motor vehicle if appropriate to complete the required volunteer activities in accordance with the Motor Vehicle Management Policy.

(38) A volunteer using a private motor vehicle to complete volunteer activities where required, must be in accordance with the Motor Vehicle Management Policy.

Section 12 - Varying or Ceasing Volunteering

(39) The Diocese at its discretion may vary or cease an individual volunteering at any time. Written notification must be provided to the volunteer. Due to the discretionary nature there is no requirement for the Diocese to provide any reasons for varying or ceasing individual volunteering.

(40) A volunteer already undertaking volunteer activities with the Diocese may request to conduct volunteer activities in another volunteer role or agency. Appropriate notification to People & Culture to ensure screening, clearance and documentation in accordance with this procedure must occur prior to varying the volunteer activities.

(41) A volunteer must notify the volunteer supervisor if they no longer want to continue involvement as a volunteer with the Diocese.

Section 13 - Misconduct and Grievances

(42) Any grievance or misconduct may be managed in accordance with the Workplace Grievance Management Procedure and Workplace Investigation and Disciplinary Procedure.

Section 14 - Privacy and Personal Information

(43) Any information collected for volunteering must be managed in accordance with the relevant legislation and the Privacy Policy as amended from time to time.

Section 15 - Notations

(44) If there is any inconsistency between a policy document in existence before the commencement of this procedure, and a policy document developed after the commencement of this procedure, the later applies to the extent of the inconsistency.

Section 16 - Document Review

(45) This procedure will be reviewed when there is a legislative change, organisational change, delegations change, technology change or at least every 3 years to ensure it continues to be current and effective.