Policies and Procedures Manual for Volunteers - Australian ...

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3.5 Reimbursement3.5.1 General ExpensesSupervisors should advise their volunteers of their budget limitations and must approveany purchases before they are made. Volunteers will then be reimbursed for approvedpurchases out of supervisor’s budget. Receipts must be obtained and the supervisor isto fill out petty cash claim on volunteer’s behalf.3.5.2 Travel ExpensesWith prior approval by the relevant supervisor, all travel expenses incurred reasonablyby a volunteer in the course of her/his duties shall be fully reimbursed by ACF uponpresentation of appropriate documentation. Where a volunteer is required to use her orhis own vehicle for ACF’s business, the volunteer shall be paid a vehicle allowance, outof the supervisor’s budget, in accordance with going rate paid to staff as stated in ACF’sIndustrial Agreement.3.6 Occupational Health and SafetyACF is committed to providing a safe work place for all staff and volunteers and in return askthat volunteers accept their responsibility to work safely. This means working intelligently, withcommon sense and foresight.All volunteers are asked to fill in the Volunteer Sign-in book at reception to indicate theirpresence in the building. This is especially important in case of evacuation. To aid safety,volunteers must always work under supervision and should never be in ACF premises whentheir supervisor is not present.Smoking is not permitted in any ACF building.Volunteers are to report any injury immediately to their supervisor who should then refer thematter to the Volunteer Coordinator or the Human Resources Coordinator.3.7 Personal Insurance CoverACF maintains a current Voluntary Workers Personal Accident insurance policy.The policy insures all volunteers while engaged in unpaid voluntary work officially organised andunder the control of ACF.The policy covers death and disability with a sliding scale according to the severity of thedisability.It also provides for a guaranteed income which is defined as your gross weekly income frompersonal exertion after deducting and expenses necessarily incurred by you in deriving thatincome.The policy does not cover volunteers under 16 and over 80.4. InternshipsACF’s ability to take interns is, like with other volunteers, dependent on whether or not there areappropriate opportunities available.For overseas enquiries we advise that immigration procedures may take up to a couple ofmonths.Potential interns are asked to provide: Their course details – University, degree and how far into the course they are. Necessary requirements as defined by their university in order to fulfill an internship. Weneed to know if they need to be in the office for a minimum number of hours (which maydetermine whether or not we can take them on) or if they need to simply work aminimum number of hours on a project (which means they can complete the internshipremotely).8
Necessary requirements of their supervisor here – i.e. many internships require asummary or evaluation to be completed by the placement supervisor. CV or details of any relevant work experience. Contact details for their course coordinator or supervisor.Once the above information is received the Volunteer Coordinator will speak to relevant staffmembers to ascertain whether or not they have a suitable project and whether or not they cantake on an intern. The supervisory duties involved will be explained (i.e. the staff member mayhave to complete and evaluation report at the conclusion of the internship).If an overseas internship is longer than 3 months, Forms 913 and 1284 from the Department ofImmigration may have to be completed. In this case the intern will also need to obtain Form 147(Temporary Residence) to be completed and handed in to the Embassy or Consulate.In most cases ACF is not able to provide payment or accommodation, although we may be ableto provide some assistance in obtaining accommodation.5. Intellectual Property And ConfidentialityThe intellectual property in an employee or volunteer’s work belongs to ACF and cannot beused or sold without the permission of ACF. All confidential records, documents and otherpapers, together with any copies of extracts thereof, made or acquired by an employee orvolunteer in the course of their work shall be the property of ACF and must be returned to ACFon finishing working for ACF. Where appropriate, with permission of the manager or supervisor,employees and volunteers may take copies of their work with them when they leave.6. IT Acceptable UseAll ICT equipment users are obligated to use these resources responsibly, professionally,ethically and lawfully. This is a summary of obligations under this policy. I will not use ACF’s ICT equipment for any unlawful activity, any activity in conflict withACF’s interest, or activities not related to performance of my work(other than limitedpersonal use as allowed by clauses 3 and 13 of this policy).I agree to use a strong password, and change it significantly when it expires.I will keep my password confidential. I will inform the ICT Coordinator or Helpdesk staffimmediately if a password is lost, stolen or compromised.To minimise the risk of virus infections, I will not download or open files or attachmentsfrom sources outside the organisation (arriving via e-mail, Web, floppy, CD, memorykey,) unless they are relevant to my work. I will just delete unsolicited e-mail that is notrelevant to my work.I will do my best to remain vigilant and appropriately sceptical of virus, spam andfraudulent e-mails that attempt to entice people into activating a virus or entering amalicious website. I will just delete these.I will use ACF’s systems in a safe and sustainable way, taking care to minimise the useof energy and consumables. I will take care to minimise the risk of RSI, take breakswhen RSIguard advises, and notify ACF’s Human Resources Manager if I have anyhealth or safety concerns.I will use e-mail in accordance with ACF’s communications guidelines and policies.The server room and wiring closets are off limits to all non-ICT employees. I will notattempt entry into these areas without appropriate authorisation.I will not move any desk or table at ACF’s Melbourne office without appropriateauthorisation.9
Page 1 and 2: VolunteerPolicy &ProceduresPOLICY A
Page 3 and 4: ACF VOLUNTEER POLICYBackgroundVolun
Page 5 and 6: ACF VOLUNTEER PROCEDURES1. Recruitm
Page 7: Discuss any grievances or problems
Page 11: failure or refusal to carry out the

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