Volunteer policy
This is a mandated policy under the operational policy framework. Any edits to this page must follow the
process outlined on the creating, updating and deleting policy documents page.
Overview
This information applies to all volunteers working in department educational programs, government children's
centres, preschools and schools (including out of school hours care and vacation care services).
Scope
This policy applies to volunteers working in the department (including those who volunteer online, eg e-
mentors in schools). These include:
volunteers in children’s centres, play centres, child parent centres, childcare centres, occasional care
and learning centres
volunteers in preschools and schools, including out of school hours care and vacation care services
parent volunteers whose volunteering directly involves their own child
volunteers from third-party provider organisations.
This policy applies to education and early childhood leaders and third-party providers:
education and early childhood leaders must make sure volunteers from third-party provider
organisations that help at at their service are managed according to this policy and the volunteer
procedure
education and early childhood leaders must make sure volunteers from organisations that have a deed
with the Minister or a memorandum of understanding abide by any volunteer-specific details in the
agreement.
Out of Scope
The following are not in scope of this policy:
Governing councils, school councils or management committees. Members of these councils and
committees are considered volunteers of the department. However, these volunteers do not fall within
the scope of this policy. For specific information on the management of these volunteers refer to the
governing councils page.
Work experience and work placement people contributing to the department as part of their work
experience or a work placement are not in the scope of this policy. Staff should refer to the
department’s workplace learning guidelines for information about students on work experience.
https://edi.sa.edu.au/library/document-library/controlled-policies/volunteer-policy/_nocache
Last updated: 07 Aug 2019
Detail
Volunteers in department education and early childhood services and settings help to achieve South Australian
government objectives. The Volunteering Strategy for South Australia 2014–2020 is a cross-sector volunteer
agreement supporting the development of volunteerism, as well as working to maintain a high volunteering
participation rate in South Australia.
Benefits of volunteering
Volunteers play an integral part in supporting the work of the department and enriching the lives of children
and young people in public education and child development.
Benefits of volunteers include that they:
provide education and early childhood services with a broader resource base from which to draw
positive opportunities for children and young people
enhance community participation and parent involvement
expand the social, cultural and educational outcomes for children and young people
provide a safer environment for children and young people
make a positive difference for children and young people.
Benefits to volunteers include:
a sense of purpose that enhances their feelings of belonging and happiness
an opportunity to learn new skills.
The department values that volunteers bring differing levels of expertise and life skills and provide a broad
knowledge base for children and young people to benefit from. They come from a range of backgrounds that
reflect the diversity in the wider community.
The department is committed to reconciliation and our volunteer programs contribute to making a positive
difference in the lives of Aboriginal people, their culture and their values.
Requirements for volunteers
The following requirements apply when engaging volunteers in education and early childhood services. These
requirements support volunteer participation and aim to ensure their safety and the safety of children, young
people, staff and others.
The department’s practice of involving volunteers aligns with Volunteering Australia’s National Standards for
Volunteer Involvement and the Guideline of the Commissioner for Public Sector Employment – Volunteers.
To encourage volunteer participation and enhance the benefits of volunteering, education and early childhood
services must make sure that volunteers meet the following requirements.
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Recruitment and screening
Education and early childhood leaders must make sure volunteers:
are recruited using an open and planned approach to attract volunteers with relevant interests,
knowledge, skills or attributes, as required by the education and early childhood service
are selected based on interest, knowledge and skills or attributes relevant to the role
are not discriminated against and that there is equal opportunity for all
are given relevant information about the education and early childhood service, their role and the
recruitment and selection process
meet screening and suitability requirements as per the department’s screening and suitability – child
safety policy (PDF, 136.3 KB) and screening and suitability – child safety procedure (refer to the relevant
history screening webpage for more information about screening)
are advised that if their relevant history changes after their appointment – for example if they are
charged or convicted of an offence relevant to risk of harm to children – they let the education and
early childhood leader know immediately.
Preparation and training
Education and early childhood leaders must make sure volunteers:
meet expected requirements as per the department’s child protection in schools, early childhood
education and care policy which includes being provided with the responding to abuse and neglect –
education and care (RAN-EC) for volunteers as a condition of volunteering
are given the name of a nominated education and early childhood leader who can provide advice and
support to them about any child protection or wellbeing concerns.
All education and early childhood leaders must make sure volunteers are given:
clearly written role descriptions – if their role changes during the course of their appointment, the
education and early childhood leader must take appropriate steps to make sure the volunteer is suitable
and able to perform the new duties
the information, training and resources necessary to enable them to perform their role effectively
without creating risks to themselves or to others
a volunteer agreement with the information needed to make sure they are aware of and understand
their obligations to maintain confidentiality and to act in a manner consistent with the principles of
conduct for South Australian public sector volunteers (part of the Guideline of the Commissioner for
Public Sector Employment – Volunteers)
an education and early childhood service induction or orientation which includes information about
work health and safety requirements relevant to their work.
Volunteers must observe work health and safety requirements and do any training necessary to make sure
they will not put their own or anyone else’s safety at risk. The principles and practices in the Work Health and
Safety Act 2012 are applicable to volunteers.
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Management
Education and early childhood leaders must make sure volunteers:
are introduced to a volunteer contact person at the education and early childhood service or in the
volunteer program
complete and sign the department’s volunteer application, declaration and agreement forms
are given safe, meaningful work in a well-managed workplace
receive the level of supervision required for them to do their assigned role
are given ongoing support and feedback about their work
are given recognition and thanks respectful of cultural values and perspectives
know they are expected to observe similar ethical, policy and legislative requirements as employees
are not used where paid employment should be used
are reimbursed for reasonable out-of-pocket expenses incurred as part of their role.
Education and early childhood leaders must have processes in place that protect the health and safety of
volunteers while they carry out their duties.
Education and early childhood leaders must follow the details in the volunteer procedure.
Record keeping
Education and early childhood leaders must:
keep accurate and up-to-date records for volunteers
make sure any personal information is securely stored and not misused
keep a copy of the volunteer application, declaration and agreement forms
record the impact volunteering activities have had on children and young people
follow the details in the volunteer procedure about what type of information to keep and how to do it
keep records according to the information management policy (PDF, 148.6 KB).
The department values the contribution of volunteers and, as part of record keeping requirements, education
and early childhood leaders must keep track of the extent of the contribution of the education and early
childhood service’s volunteer programs. This is also a way to meet the requirements of SAicorp insurance.
Guiding the work of volunteers
To guide their work with volunteers, staff need to refer to the department’s volunteer procedure and the
volunteer web pages:
managing volunteers (staff intranet)
volunteers (for public access).
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These websites have resources to help make sure required actions are followed when recruiting, screening,
inducting, training and managing volunteers.
Education and early childhood leader rights
The education and early childhood leader has the right to:
decline voluntary work to a person they deem unsuitable to work with children and young people
require a volunteer to withdraw from volunteering activities at any time if concerns exist about their
suitability to be working with children
exercise their power under the Education Regulations 2012 to request that a volunteer leaves the
education and early childhood service premises for 24 hours (known as a ‘bar’)
issue warning letters to volunteers and seek approval to issue prohibition notices against volunteers,
when a volunteer’s behaviour has negatively impacted on the education and early childhood service
and its community (in children’s centres, preschools, and schools, but not stand-alone preschools).
Volunteer activities
Volunteers do many roles that support the work of department staff to make sure children and young people
are cared for in a safe and positive environment. Some of the roles volunteers do include student mentoring,
taking part in fundraising committees, helping in the school canteen, providing education support, coaching
sports teams and helping on excursions.
Education and early childhood services must make sure volunteer activities positively support the achievement
of the program and organisational objectives. The volunteer activity should be meaningful, both to the
volunteer and in contributing to the work of the department. Volunteers should not be exploited or expected
to perform tasks that employees are reluctant to do.
Volunteers must not be used to replace paid staff.
SAicorp insurance
The department has a responsibility to provide SAicorp, as part of the annual insurance and risk management
questionnaire, details of the approximate numbers of volunteers and a brief description of the nature of tasks
undertaken by volunteers to make sure that the volunteers are covered by the government insurance
arrangements.
To assist the department in completing its annual SAicorp questionnaire, education and early childhood
services must record the number of volunteers engaged and the tasks they perform at the education and early
childhood service each calendar year.
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Roles and responsibilities
Engagement and Wellbeing directorate, Early Years and
Child Development
Monitoring and reviewing this policy.
Nominated education and early childhood leader
Providing advice and support to volunteers about child safety. The nominated education and early childhood
leader is a department employee in a leadership position at the education and early childhood service.
Volunteers must be advised who their nominated education and early childhood leader is before
commencement of their volunteering.
Education and early childhood leader
Ensuring that all aspects of this policy and related documents are implemented. Education and early childhood
leaders can delegate some of the responsibilities to other members of their leadership team.
Volunteer
Follows direction of the education and early childhood leader.
Meets the responsibilities as set out in their signed volunteer agreement.
Volunteer contact person
A suitably qualified department staff member, selected by the education and early childhood leader to help
coordinate, involve, recognise and reward the education and early childhood service’s volunteers. They are the
key contact person for the education and early childhood service’s volunteers.
Definitions
education and early childhood service
A service not limited to schools, preschools, children’s centres, early childhood services, out of school hours
care facilities, and vacation care.
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education and early childhood leader
Any person who has the responsibility, management or control of a department workplace or work unit. This
includes, but is not limited to, education directors, directors, principals, and preschool directors.
suitable person
A person who has the required experience and the emotional, physical, intellectual and ethical capacity to be
engaged with a particular education and early childhood service from the perspective of child safety.
third-party provider
People or organisations engaged by an education and early childhood service. See definition of third-party
provider volunteers below.
volunteer
A suitable individual who has been accepted to willingly engage, share their skills and experiences, without
payment (other than reimbursement of approved out-of-pocket expenses). They provide regular or irregular
ongoing assistance in an education and early childhood setting. This might involve direct or indirect contact
with children and young people or with their records.
Volunteers work in a position designated by the education and early childhood leader as a volunteer position.
They could be a:
department volunteer – a volunteer that has been recruited, screened and trained directly by an
education and early childhood service relevant to the particular role and function they will be
performing. For example, attending an overnight camp, kitchen garden helpers, student mentors,
canteen helpers, tutors, a coach of a sport team.
It also includes corporate volunteering – when a business provides employees to volunteer at an
education and early childhood service during the employee’s work time.
parent volunteer – a parent or guardian who is a department volunteer with duties that directly involve
their own child or children. Refer to the relevant history screening webpage for screening requirements
of parent volunteers.
third-party provider volunteer – a volunteer that has been recruited, screened and trained by a third-
party provider and who provides a specific role in an education and early childhood service. For
example, volunteers from the schools ministry group or a university volunteering program.
SAicorp
The captive insurer for the Government of South Australia.
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Supporting information
Child protection policies and guidelines
Managing volunteers
National Standards for Volunteer Involvement
Protective practices for staff in their interactions with children and young people
Public sector code of ethics
Putting the volunteer policy into practice – plink online learning module
Relevant history screening
Organising RAN-EC for volunteers
Volunteers
Related legislation
Children and Young People (Safety) Act 2017
Children's Protection Law Reform (Transitional Arrangements and Related Amendments) Act 2017
Children’s Protection Regulations 2010
Child Safety (Prohibited Persons) Act 2016
Child Safety (Prohibited Persons) Regulations 2019
Disability Discrimination Act 1992 (Commonwealth)
Education Regulations 2012
Equal Opportunity Act 1984
Information Privacy Principles 2017
Privacy Act 1988 (Commonwealth)
Volunteers Protection Act 2001
Work Health and Safety Act 2012
Related policy documents
Camps and excursions guidelines for schools and preschools (PDF, 807.8 KB)
Child protection in schools, early childhood education and care policy
Guideline of the Commissioner for Public Sector Employment – Volunteers
Information management policy (PDF, 148.6 KB)
Out of school hours care policy (PDF, 262.3 KB)
Out of school hours care provision procedure for sites (PDF, 568.5 KB)
Information management policy – privacy and confidentiality (PDF, 291.6 KB)
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Screening and suitability – child safety policy (PDF, 136.3 KB)
Screening and suitability – child safety procedure
Work health and safety policy
References
Workplace learning guidelines
Duty of care policy (PDF, 109.3 KB)
Education Act 1972
Education and Early Childhood Services (Registration and Standards) Act 2011
Education and Early Childhood Services (Registration and Standards) Regulations 2011
Education and Care Services National Regulations and National Quality Standards
Governing councils portal
Non-department service providers in preschools, schools and educational programs procedure
Volunteering Strategy for South Australia (2014–2020)
Record history
Published date: February 2019
Approvals
File number: A4615272
Status: approved
Version: 2.3
Policy officer: senior policy and project officer – Volunteers
Policy sponsor: director, Engagement and Wellbeing
Responsible executive director: executive director, Early Years and Child Development
Approved by: director
Approval date: 22 February 2019
Review date: 22 February 2022
Revision record
Version: v2.4
Approved by: director, Engagement and Wellbeing
Approved date: 17 June 2019
Review Date: 22 February 2022
Amendment(s): new branding applied to document, published as HTML document on EDi, edited for plain
English in consultation with Communications directorate.
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Version: v2.3
Approved by: director, Engagement and Wellbeing
Approved date: 22 February 2019
Review Date: 22 February 2022
Amendment(s): minor edit – fixed broken hyperlinks and updated to newest version of template.
Version: v2.2
Approved by: director, Engagement and Wellbeing
Approved date: 23 October 2018
Review date: 23 October 2021
Amendment(s): minor edits – placed into new department policy template, update of department name and
logo and updates to websites, hyperlinks, Acts and review date.
Version: 2.1
Approved by: Senior Executive Group
Approved date: 1 November 2017
Review date: 27 October 2019
Amendment(s): minor edits – removal of Families SA content, updated supporting documents, updated
processes reflected in new volunteer procedure.
Version: 2.0
Approved by: Senior Executive Group
Approved date: 3 November 2016
Review date: 27 October 2019
Amendment(s): major edit – update to policy including change in title from ‘Volunteers working in educational
sites and settings’ to ‘Volunteer policy’, families SA content included.
Contact
Volunteers
Phone: 8226 3795
Email: [email protected]
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