The NSW Synod Volunteer policy and Volunteer Agreement form.

Any queries should be referred to Human Resource Service of Uniting Resources.
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1.1   INTRODUCTION

Many people choose to express their discipleship within the Church, either by volunteering their time or being employed to provide services to the Church.

1.1.1       Voluntary services 

People who volunteer their time and services as an expression of their discipleship do not receive payment for the services they provide. 

They are, however, entitled to be reimbursed for any previously approved out of pocket expenses they might incur in the course of providing these services.  Such out of pocket expenses might include such items as associated travel. 

1.1.2       Paid services 

People who are remunerated for providing services to the Church, provide such services as an expression of their discipleship through their employment with the Church.  

The minimum remuneration level and terms and conditions of employment applicable for the provision of such services are determined by industrial agreements (Awards).

1.1.3       Honorariums 

Honorariums are “one off” payments made to a professional person for services for which fees are not legally or traditionally required e.g. the Secretary or Treasurer of a Presbytery. 

Under Section 25(1) of the Income Tax Act honorariums are deemed to be assessable income and must have withholding tax instalments deducted.  

Given the above, and to avoid any potential breach of industrial legislation by failing to remunerate individuals in accordance with the award provisions detailed in 1.1.2 above, the Church recommends against the payment of honorariums to people providing voluntary services to the Church.

1.1.4       Voluntary or Paid? 

When deciding whether the provision of services to the Church should be a voluntary or paid position, the Church needs to consider the following: 

·                     The level of skill, reliability, responsibility and accountability required.  Core work, which is essential to the operation of the organisation, should normally be paid, as should be work of a supervisory nature.

·                     The provision of voluntary services extends or supports work of paid employees offering the volunteer advantages of flexibility and satisfaction of motivation.

·                     The provision of voluntary services is designed to fit into 16 hours or less per week, in any one role, on a regular long-term basis unlike paid employment which demands day-to-day continuity for efficiency

·                     The volunteer’s responsibility is limited mainly to the job and not extended to the operation of the organisation, whereas the employee’s responsibility includes day-to-day operation and/or management of the organisation.

·                     The volunteer’s work does not include responsibility for other employees (that is, something more than task supervision) whereas an employee’s work can include managerial responsibility for other persons, both volunteers and employees.

1.2.   VOLUNTARY SERVICES 

For the purposes of this policy the “volunteering of services” means services provided by a person as an expression of their discipleship.

1.2.1       RIGHTS AND RESPONSIBILITIES OF VOLUNTEERS AND THE CHURCH[1] 

Both the volunteer and the Church have responsibilities to each other.  The volunteer contracts to provide services and the Church covenants to provide the volunteer with a worthwhile and rewarding experience.  In return, each has the right to some basic expectations of the other. 

1.2.2.      PROCEDURES FOR ENGAGING VOLUNTEERS 

General considerations:

1.                As the Church can be held vicariously liable for the actions of its volunteers, the Church must:

·                     Establish and communicate policies for the recruitment and engagement of volunteers; and

·                     Inform volunteers of the Church’s policies and procedures; and

·                     Have clear lines of accountability and authority for persons appointed to volunteer roles; and

·                     Confirm lines of accountability and authority with volunteers through specific lists of duties and letters confirming volunteer status.

2.                The use of volunteers should not compete with, undermine, or displace paid work.

3.                Legislation relating to anti-discrimination, equal opportunity and occupational health and safety also applies to volunteers. 

Before engaging a volunteer:

1.                Give the volunteer a letter of appointment and obtain their sign off on the contents before they commence providing voluntary services.  Include details as to the tasks to be undertaken, to whom the volunteer is responsible to, term of appointment, procedures to claim “out of pocket” expenses, code of behaviour for office bearers and volunteers and reference to grievance procedures.  (see Annexure 66)

2.                If working with the aged, require volunteers to undergo a criminal record check before they commence providing services.  Unless a volunteer has provided evidence that they do not have a criminal record, they must not work in programs with the aged.

3.                If working with children, require volunteers to complete a Prohibited Employment Declaration before they commence providing services.  Unless a volunteer has declared that they are NOT a prohibited person, they must not work in programs with children.

4.                If working with children in Special Religious Education (Scripture) in State Schools, require volunteers to also complete an SRE Teacher Engagement Form before they commence as a teacher, relief teacher or helper.  Unless a volunteer has completed this form they are NOT to work in programs with children.

5.                Make volunteers fully aware of the policies of the Uniting Church including “A Safe Place for Children” which can be obtained from the Uniting Church in Australia NSW Synod Board of Education.

6.                As volunteers are not mandatory reporters of children and young people at risk of harm, provide a system which allows volunteers to share any such concerns with a representative of the Church, so that all concerns will be followed up.

7.                Provide volunteers with orientation and training.  This should include training about the tasks required of the volunteer, how supervision will take place, OH&S and emergency procedures, confidentiality, duty of care, child protection matters, first aid procedures and code of behaviour for volunteers.  (see Sections 1 and 4)

8.                The Church must state clearly its expectations regarding work to be performed by the volunteer.  When developing volunteer roles and responsibilities, the Church should consult the volunteer.

9.                Organize Voluntary Workers Accident Cover (“VWAC”) through the Uniting Church in Australia NSW Synod – Uniting Resources.  As VWAC does not cover volunteer’s private vehicles, it is essential that volunteers are aware of this and that any private vehicle driven by a volunteer in the course of their providing voluntary services should be comprehensively insured to provide a reasonable level of insurance coverage for the volunteer.

10.             Organize Public Liability Insurance coverage through Uniting Church in Australia NSW Synod – Uniting Resources to indemnify the church’s legal liability in cases of negligence or failure to act. 

During the provision of services to the Church:

1.                Volunteers receive no monetary reward.

2.                Give volunteers recognition for their effort in a form that is meaningful to them, such as presentation of certificates or “thank you” morning teas as long as it is not “payment in kind”, such as food or other material goods as this can blur ethical boundaries.

3.                Provide reimbursement for “out of pocket” expenses.  State the procedure in writing.  Any “payments” to volunteers for out of pocket expenses must be made after the fact, are substantiated by receipts and are not taxed.  In this instance volunteers should not receive a statement of earnings.

4.                If a volunteer is not satisfactorily meeting the requirements set out in the list of duties, there are proper steps to be taken, firstly to try to resolve the issue, and then, if necessary, to conclude the volunteer’s service.  Special provisions apply where a volunteer is working with children or the aged.

5.                Require volunteers to respect the confidentiality of the people with whom they work.