• Section 1 - Purpose and Scope
• Section 2 - Principles and Key Requirements
• Section 3 - Roles, Responsibilities and Accountabilities
• Section 4 - Monitoring, Review and Assurance
• Section 5 - Appendix
• Definitions
• UQ Volunteer Policy Associated Information – Approved Volunteering Register*
• Relevant principles
• Exclusions

Section 1 - Purpose and Scope

(1) The University of Queensland (UQ or the University) values the contributions of Volunteers to its education, research and community engagement activities. This Policy outlines the principles and requirements for engaging Volunteers at the University.

(2) Volunteers willingly give their time to the University through approved Volunteering Activities.

(3) This Policy applies to Employees and Volunteers.

(4) This Policy does not apply to:

1. individuals engaging in a University approved clinical research trial as a participant (research subject);
2. students of the University engaging in Work Integrated Learning or Work Experience activities;
3. individuals performing work for the University under another arrangement, such as Employees performing work within the scope of their employment and contractors performing work within the scope of their contract (including where they are a member of an ethics committee);
4. students of the University undertaking volunteering with other charities or not-for-profit organisations;
5. individuals attending the University as part of a formal student exchange program or collaborative research arrangement;
6. individuals engaging in a University approved research program as a Health Consumer or Consumer;
7. individuals engaging as members of University ethics committees such as the Animal Ethics Committee, Ethics Advisory Committee, Human Research Ethics Committee;
8. Visiting Academics, Honorary and Adjunct Title Holders or Industry Fellows; and
9. any other activities which are not classified or approved by the University as Volunteering Activities under this Policy.

Section 2 - Principles and Key Requirements

(5) The University is committed to pursuing best-practice in the engagement of Volunteers.

(6) Volunteers can only participate in approved Volunteering Activities.

(7) An activity is an approved Volunteering Activity if the activity is:

1. included on the Approved Volunteering Register; or
2. approved by the Chief Human Resources Officer.

(8) Volunteer participation in approved Volunteering Activities must be on a voluntary basis.  

(9) In determining whether a proposed engagement is on a voluntary basis, the following factors should be considered:

1. the Volunteer undertakes the activities which are generally in the pursuit of some social, artistic, educational or philanthropic goal of the University;
2. the parties did not intend to create a legally binding employment relationship or mutuality of obligation;
3. the Volunteer is not under a express obligation to attend a location or perform an activity, perform particular amounts of that activity, or to continue to perform an activity;
4. The University does not obtain significant commercial gain or other value from the volunteering activity or expect the activity to be revenue generating. However, volunteers may be engaged in charitable fundraising activities.

(10)  Volunteering should generally not occur for an extended period of time, on a regular basis or according to a set schedule.

(11) Volunteers are not paid for Volunteering Activities, however, UQ may elect to reimburse Volunteers for out-of-pocket expenses and approved honorariums.

(12) As genuine volunteer arrangements do not carry the same legal obligations or expectations as an employment relationship, it would not be expected that Volunteers would replace the role of paid Employees but rather exist in a complementary and additional manner.

(13) Employees may only undertake approved Volunteering Activities provided that their participation is on a voluntary basis and a clear distinction exists between their employment duties and their proposed voluntary activities.

(14) Students may be engaged to undertake approved Volunteering Activities provided their participation is on a voluntary basis.

(15) Volunteers must complete a volunteer registration form prior to commencing any approved Volunteering Activity and annually thereafter confirm that they wish to continue to volunteer at UQ and that their registration details on the form remain correct.  

(16) Volunteering Activities are not intended to create, or facilitate the creation of, an employment relationship between the Volunteer and the University. Volunteers are not employees covered by The University of Queensland Enterprise Agreement or any other industrial instrument.

(17) The Work Health and Safety Act 2011 (Qld) and the Health, Safety and Wellness Policy apply to Volunteering Activities. The University takes seriously its duty to provide a safe environment for its Volunteers. Equally, Volunteers have duties to take reasonable care for their own health and safety and take reasonable care to not adversely affect the health and safety of others.

(18) Risk assessments will be undertaken for Volunteering Activities so that risks are adequately assessed and proportionate controls put in place.

(19) Volunteers should not be asked to engage in a Volunteer Activity for more than 16 hours per week.

(20) Volunteering Activities may be ceased at any time by either the Volunteer or the University.

(21) Where the activities of the Volunteer involve a Regulated Activity, the Volunteer must be in possession of a ‘blue card’ prior to commencing and must comply with UQ’s Working with Children Policy.

(22) Volunteers are covered by various UQ insurance policies while undertaking approved Volunteering Activities, including public liability, professional indemnity, and personal accident insurance. As with all insurance policies there are limits and exceptions to the cover. Volunteers are not covered by UQ Workers’ Compensation. Heads of Organisational Units can seek advice and support from UQ Insurance Services in relation to insurance matters associated with volunteering.

(23) The University seeks to align with Volunteering Australia’s National Standards for Volunteer Involvement, where appropriate, as the recognised national best-practice model.

Section 3 - Roles, Responsibilities and Accountabilities

(24) The Chief Human Resources Officer is responsible for:

1. The overall approval and management of this Policy and any associated procedures and guidelines;
2. Considering, and where appropriate, approving Volunteering Activities that fall outside of the Approved Volunteering Register, in consultation with the relevant university senior leader(s);
3. Maintaining, updating and publishing the Approved Volunteering Register;
4. Maintaining records of Volunteer data held in systems managed by Human Resources;
5. Providing a central point of contact for queries regarding this Policy, in collaboration with relevant business areas.

(25) The Vice-President (Advancement and Community Engagement) is responsible for:

1. Maintaining appropriate records of Volunteers who are UQ alumni and community Volunteers engaged in Advancement and Community Engagement-led Volunteering Activities; and
2. Working with organisational units to ensure that alumni and community Volunteers are effectively supported in their volunteering experiences.

(26) The Head of Organisational Unit is responsible for:

1. Ensuring that Volunteering Activities are assessed, documented and approved in accordance with this Policy;
2. Appointing Volunteer Stewards to provide first-line guidance and support to volunteers and ensure day to day compliance with this Policy;
3. Ensuring they have sought advice (if required) from Human Resources, Student Enrichment and Success or Legal Services as to whether the placement of a Volunteer/s is appropriate;
4. Ensuring that each Volunteer completes a volunteer registration form documenting their participation in the Volunteering Activities;
5. Providing volunteering data to Human Resources, Insurance Services and the Health, Safety and Wellness Division as required;
6. Ensuring risks associated with volunteering are appropriately managed by conducting risk assessments and putting in place any necessary controls;
7. Documenting any arrangements (if applicable) for reimbursement of out-of-pocket expenses to Volunteers; and
8. Serving as - or appointing a nominee to serve as - Volunteer Stewards;

(27) The Director, Student Enrichment and Success is responsible for:

1. Working with organisational units across UQ to ensure that Volunteering Activities undertaken by UQ students comply with this Policy;
2. Maintaining appropriate records of Volunteers who are UQ students; and
3. Working with organisational units to ensure that student Volunteers are effectively supported in their volunteering experiences.

(28) Volunteer Stewards are responsible for:

1. Assessing the risks and requirements for Volunteering Activities and assisting the Heads of Organisational Unit to complete a risk assessment;
2. Providing first-line guidance and support to Volunteers and ensuring appropriate induction and supervision of their tasks;
3. Ensuring day to day compliance with this Policy, including ensuring Volunteering Activities are approved;
4. Providing Volunteers with a description of the Volunteering Activity;
5. Undertaking appropriate screening of Volunteers prior to commencement, including any required clearance checks relating to Regulated Activities;
6. Providing appropriate onboarding, training, resources and support to enable Volunteers to undertake their tasks, as appropriate to the nature and tenure of the Volunteer Activity;
7. Ensuring that Volunteers are aware of the organisational unit’s relevant work, health and safety requirements and procedures, and the University’s Health, Safety and Wellness website;
8. Maintaining a record of Volunteers undertaking Volunteering Activities within their business unit, including time contributed and any description of the Volunteering Activity;
9. Where Volunteering Activities involve travel for the purpose of UQ business, liaising with UQ Insurance Services to confirm whether or not the journey will be covered by UQ’s travel insurance; and
10. Ensuring Volunteers are appropriately recognised for their contribution to the University and UQ community.

(29) Volunteers are responsible for:

1. Complying with UQ policies and procedures, including the Staff Code of Conduct Policy, and observing the normal practices of the University;
2. Conducting Volunteering Activities in accordance with the Volunteer role description and guidance from the Volunteer Steward(s), and act responsibly in the use of university resources; and
3. Before commencing any Volunteering Activities, completing any documents or training requested by the Volunteer Steward(s) or Head of Organisational Unit.

Section 4 - Monitoring, Review and Assurance

(30) The Chief Human Resources Officer is responsible for the ongoing implementation and review of this Policy and any associated procedures, guidelines and forms.

Section 5 - Appendix

Definitions

UQ Volunteer Policy Associated Information – Approved Volunteering Register*