POLICY & OPERATING GUIDELINES

Transcription

1 POLICY & OPERATING GUIDELINES POLICY Overview The Lend Lease Community365 Volunteering Program reflects Lend Lease s long term commitment to an active role in the community and the development of employees in our organisation. Lend Lease supports its employees in carrying out volunteering in the community. This support may take many forms and recognises the right of employees to privacy in their volunteering outside of work, as well encouraging employees to volunteer through the Lend Lease global volunteering program, Community365. Community365 will support employees to undertake volunteering activities that: deliver greater social impact in the community through skilled volunteering by leveraging the strengths of our diverse workforce enhance employees individual development by offering new and practical ways to develop their strengths and competencies support ongoing general volunteering such as Community Day and similar events enhance employee engagement through positive connections with colleagues and the community have a measureable and demonstrable impact on both Lend Lease employees and the community Objective To provide a framework: for developing and managing a volunteering program at Lend Lease, consistent with our Group Sustainability strategy that respects the rights and responsibilities of volunteers (employees) that complements existing Lend Lease policies and procedures Scope The policy relates to Lend Lease volunteer activities only and applies to one-off, episodic, regular and ongoing volunteering activities. These include volunteer activities taking place at Lend Lease locations and on private and other public locations. The program is available to all Lend Lease employees and from time to time will involve participation from employee family and friends, as well as Lend Lease business partners and sub-contractors. Definitions Volunteer Event A volunteer is someone who freely gives their time and skills without remuneration to work for an organisation, group or community for mutual benefit. The term event is used throughout this document to describe volunteer projects.

2 Skilled volunteering General volunteering Not for Profit Organisation Community365 site Individual Development Plan This type of volunteering leverages your professional and personal strengths to help not-for profit organisations build capacity and more effectively help the community and examples include using your skills in finance, marketing, HR, IT, people management, construction, project management, engineering and design (and more). This type of volunteering does not require specific skills and can be undertaken by most people e.g. painting, gardening, blood donation, food drives. A not-for-profit organisation is an organisation whose primary objective is something other than the generation of profit, and which does not distribute any profit to the organisation's members. Not-for-profit organisations include community centres, neighbourhood houses, traditional charities, disability support groups, aged care homes, etc. This is the online global volunteering platform that is accessible by all employees to create or join volunteering events and log their volunteer hours as well as the main source of information about volunteering at Lend Lease. This is also referred to as IDP and is forms part of the mid and full year Pay for Performance (P4P) review process.

3 OPERATING GUIDELINES 1. EVENT MANAGEMENT 1.1 Event Planning 1.2 Community Partnerships 1.3 Event Funding 1.4 Feedback & Evaluation 1.5 Data Collection & Reporting 2. VOLUNTEER MANAGEMENT 2.1 Time Off 2.2 Rights & Responsibilities 2.3 Induction 2.4 Learning & Development 2.5 Code of Conduct 2.6 Support 2.7 Issue Resolution 2.8 Recognition 3. RISK MANAGEMENT 3.1 Risk Assessment 3.2 Insurance 3.3 Confidentiality 3.4 Diversity & Inclusion 3.5 Working with Children 3.6 Media 4. ROLES & RESPONSIBILITIES 4.1 Foundation 4.2 HR Services 4.3 Manager 4.4 Individual

4 1. EVENT MANAGEMENT 1.1 Event Planning & Delivery Event Planning Volunteering for a community organisation requires planning and organisation to ensure you effectively deliver your event within scope, on time and on budget and have a positive impact on the community. The Community 365 Getting Started toolkit is available on the Community365 site ( Need Help? tab > select Resources ). Before you get started it s a good idea to ask yourself the following questions: Why do I want to volunteer? What do I want to do? Who do I want to volunteer with? When can I volunteer? How will I volunteer? If you decide you would like to get involved in volunteering but you are not sure exactly what you would like to do, then think about why you want to volunteer. This is a useful way of helping you to focus on the sort of volunteering you want to do. Some of the reasons people choose to volunteer include a desire to: Do something they really enjoy Give something back to their community Make use of special interests and talents Learn new skills and/or develop new interests Meet new people with similar interests Make new friends Find out more about an area of work they are considering as a career Have a chance to take some responsibility and make decisions Gain valuable training and experience Make a difference How do you feel you will best contribute? What are your particular skills? What do you really enjoy doing? Do you prefer to work with people or not? One on one or in groups? Do you prefer to do something practical with your hands? Do you prefer to do something with your current skills? Do you want the challenge of doing something new? Do you have a specific cause you wish to help? Is that cause aligned with my strengths? What do I feel passionate about? How much time can you spare for volunteering? Remember your commitments to family, work and your hobbies and try not to over commit yourself. What period of time can you commit to volunteering? For example, one day? A month? Six months? One hour a week? What days of the week are you free? It s a good idea to prepare for your volunteer event to make sure you enjoy it and you are able to effectively deliver what the community partner needs and on time. Please refer to the Getting Started kit which is on the Community365 site ( Need Help? tab > select Resources ).

5 Event Delivery Every project is different however here are some pointers that can be applied to most volunteering projects: Define the scope Determine available resources Check the timeline Assemble your volunteer team List the big steps List the smaller steps Develop a plan Monitor progress and work your plan Document everything Keep everyone informed The first, and most important, step in any project is defining the scope of the project. What is it you are supposed to accomplish with this project? What is the project objective? What are the key activities and deliverables? And what is not included in the scope of your project? As a project manager, you are relying on fellow volunteers and will not have direct control of your resources. So it s important to be really clear about what people, equipment, and money will you need to achieve the project objectives, and being realistic, what is actually available. As a project manager you will need to clearly define the roles and responsibilities for volunteers working on your project. When does the project have to be completed? As you develop your project plan you may have some flexibility in how you use time during the project, but deadlines are usually fixed. Get the people on your team together and start a dialog. Work through your project scope and roles and responsibilities and agree how you are going to work together as a team. Typically your volunteers will bring specific skills to your project and in your role as project manager you need to manage the team and work out the best way to support and get the best out of them. What are the major pieces of the project? If you don't know, start by asking your team. It is a good idea to list the steps in chronological order but don't obsess about it; you can always change the order later. List the smaller steps in each of the larger steps. How many levels deep you go of more and more detailed steps depends on the size and complexity of your project. Assemble all your steps into a plan and share it with your team. What happens first? What is the next step? Which steps can go on at the same time with different resources? Who is going to do each step? How long will it take? Making the plan is important, but the plan can be updated. If you start to monitor what everyone in your team is doing, it will make it easier to catch issues before they become problems. If you need to change your plan and go a different way, you can, but always keep the scope and resources in mind. Making the plan is important, but the plan can be updated. If you start to monitor what everyone in your team is doing, it will make it easier to catch issues before they become problems. If you need to change your plan and go a different way, you can, but always keep the scope and resources in mind. Keep all the project stakeholders informed of progress all along. Let them know of your success as you complete each milestone, but also inform them of problems as soon as they come up. Also keep you team informed. If changes are being considered, tell the team about them as far ahead as you can. Make sure everyone on the team is aware of what everyone else is doing. The Foundation team will check in with every project manager from time to time to see how their volunteering project is going. Remember to ask for support and discuss any changes with Foundation and/or your project sponsor as early as possible.

6 1.2 Community Partnerships Any community partnership or volunteering event that Lend Lease employees undertake reflects and impacts on Lend Lease and our values. The type of organisations that we align with communicates a powerful message about Lend Lease and what we stand for. Events that do not support our values will not enrich our organisation and could even damage our reputation. We are committed to building strong partnerships with organisations that not only reflect our values, but will also help us to create better futures for all. All Lend Lease activity should support our vision to create the best places. When selecting a Community Partner, employees must ensure that the organisation is a not-for-profit or charitable organisation; exists for the public benefit (not for individual benefit) Further, the Community Partner and associated volunteering events should align with at least one of the following three areas: 1. Lend Lease s core values: respect, integrity, innovation, collaboration, excellence and trust; 2. Lend Lease s principles: safety, sustainability, and diversity; 3. Lend Lease s sustainability framework: engaging communities; culture and diversity; skilling, training & employment; and safety, health & wellbeing. Other important factors for selecting a Community Partner: they adopt a non-discriminatory and inclusive approach; they have adequate insurance coverage; they willing to work with you. Important: You may not select a Community Partner or volunteering event that is contrary to our Lend Lease Code of Conduct or to any Lend Lease Policy. 1.3 Event Funding Lend Lease Foundation provides funding for volunteer events as follows: Community Day The table below lists the funding which is available if required and is allocated on by volunteer. Region Currency Materials Catering Total AMER USD $40 $15 $55 ASIA SGD $35 $15 $50 AUST AUD $30 $15 $45 EMEA GBP Community365 (outside of Community Day) Following the initial launch of Community365 on 3 March 2014, funding will not be available until 1 July However, you may submit a funding request for consideration between 1 March and 30 June, 2014 to your regional Foundation team using the approved Funding Form available on the Community365 site ( Need Help? tab > select Resources ). Please note, only requests for skilled volunteering projects will be reviewed, and will contribute to the development of our future funding policy. From 1 July 2014, the criteria and process for funding requests will be provided.

7 1.4 Feedback & Evaluation We value your feedback and input on our volunteering program. From time to time you will be asked to participate in evaluation activities that will support the continuous improvement of this program. For example, these may be online surveys, face-to-face interviews, etc. If you do not wish to participate in program evaluation, we respect your privacy and will support your right to decline these requests. You can provide feedback by ing the Volunteer Mailbox in your region: AMER ASIA AUST EMEA 1.5 Data Collection & Reporting Lend Lease Foundation collects data in the Community365 site about the volunteering efforts of employees. This information is used for aggregated internal and external reporting as well as case studies. We will not use information about you individually without your consent. 2. VOLUNTEER MANAGEMENT 2.1 Time Off Lend Lease supports employees to volunteer through flexible workplace arrangements in agreement with your manager. All volunteer leave is discretionary and subject to the service needs of Lend Lease and the approval of your line manager. Volunteer leave requests should be discussed with your line manager and cover information about:- The voluntary activity and the organisation you wish to contribute to The nature of your contribution How this will support, and be incorporated into, your Individual Development Plan Amount of time being requested and key dates Volunteer leave should not conflict with the peak work schedule, other work related responsibilities, create need to overtime, or cause conflicts with other employees schedules. Activities which cannot be shown to be of benefit to the wider community, such as services provided primarily for members of an employee s family, will not qualify for volunteer leave under the Community365 program. Lend Lease will not support any activity which might bring an employee into conflict with the interests and policies of Lend Lease. Please refer to the Lend Lease Policies via the intranet or by clicking here Lend Lease will support reasonable requests by employees for the use of its facilities in support of volunteering, for example, use of computers, photocopiers and meeting rooms.

8 2.2 Rights & Responsibilities As a volunteer you have the right: to work in a healthy and safe environment (refer to your regional Occupational Health and Safety Act[s]); to be interviewed and engaged as a volunteer in accordance with equal opportunity and anti-discrimination legislation; to be adequately covered by insurance; to be given accurate and truthful information about the organisation for which you are working; to be reimbursed for out-of-pocket expenses incurred on behalf of the organisation for which you are working; to be given a copy of the organisation s volunteer policy and any other policy that affects your work; not to fill a position previously held by a paid worker; not to do the work of paid staff during industrial disputes; to have a job description and agreed working hours; to have access to a grievance procedure; to be provided with orientation to the organisation; to have your confidential and personal information dealt with in accordance with the principles of the Privacy Act 1988; and to be provided with sufficient training for you to do your job. As a volunteer you are have the responsibility for ensuring: the organisation is a not for profit or charitable entity exists for the public benefit (not for individual benefit) the purpose of the organisation matches your own values; the organisation and the volunteer event align with the areas outlined in Section 1.2 Community Partnerships (page 6); the organisation adopts a non-discriminatory and inclusive approach; the organisation carries volunteer insurance; your role is clear and specific; the organisation can provide you with written information about its purpose and activities; and you are satisfied that the funds of the organisation are expended in accordance with its mission. 2.3 Induction It is expected that the community partner provide an induction for volunteers, as and when required, to ensure the volunteer understands and is aware of: their volunteer role duties their rights & responsibilities health & safety issues use of equipment orientation of the site record keeping & reporting accident & emergency procedures, and supervision arrangements. 2.4 Learning & Development Lend Lease employees are encouraged to utilise skilled volunteering as a development opportunity and incorporate into their Individual Development Plans (IDP s). For more information about how to develop your skills and strengths through volunteering, please go to the Lend Lease Career Development E-Book.

9 2.5 Code of Conduct Volunteers must at all times adhere to the Lend Lease policies which can be found on the company intranet or by clicking here. It is the expectation that Lend Lease employees uphold the company s core values, policies and reputation during all volunteer activities. 2.6 Support Employees are provided with a variety of resources to ensure their volunteering efforts are supported. These include (but are not limited to): Online resources volunteer event management site, fact sheets, how to guides, etc HR Services enquiry management and resolution is offered to all employees globally Foundation if HR Services are unable to resolve your enquiry, it will be forwarded to Foundation Important Note: All Community365 documentation, forms, policies, guidelines, fact sheets and FAQs will be made available via the online Community365 site. To locate these documents, go to the Need Help? tab and select Resources. 2.7 Issue Resolution All efforts to resolve disputes should be made as promptly as possible. Please contact the relevant regional Foundation team if you are experiencing issues/problems that cannot be resolved directly with your community partner or colleagues: AMER volunteer.amer@lendlease.com ASIA volunteer.asia@lendlease.com AUST volunteer.aust@lendlease.com EMEA volunteer.emea@lendlease.com 2.8 Recognition Lend Lease is committed to actively recognising and promoting the volunteering efforts of employees. Employees who have undertaken volunteering are encouraged to register their efforts, log their hours and share their experiences via the Community365 online portal. The Community365 program aims to appropriately and regularly recognise volunteers via: internal and external publications and communication channels internal and external community awards and recognition programs case studies on specific volunteer efforts Employees can share their experience, photos, etc by ing the Volunteer Mailbox in their region using the My Volunteer Story template which is located on the Community365 site ( Need Help? tab > select Resources ) AMER volunteer.amer@lendlease.com ASIA volunteer.asia@lendlease.com AUST volunteer.aust@lendlease.com EMEA volunteer.emea@lendlease.com

10 RISK MANAGEMENT 3.1 Risk Assessment Lend Lease is committed to operating Incident & Injury Free and Lend Lease employees who volunteer are required to comply with the Lend Lease EH&S policies for those volunteer events. If you are managing a volunteer event (as a team/event leader) that has potential risks you are required to conduct thorough risk assessments, define safe methods and communicate these to fellow volunteers before they start their activities. As a general principle, hazardous specialist activities should be conducted by competent contractors rather than volunteers. The following list details some of the common hazards which need to be assessed and risk control measures which need to be followed to help the risk assessment process. Further guidance on safe work methods can be found in the Construction Physical GMR M&Ms (and via your local EH&S team): 1. Work at Height above 1m 2. Digging 3. Heavy Lifting 4. Electrical Equipment & Power Tools 5. Health Risks 6. Protective Equipment 7. Other Issues (falling objects, moving machinery, physical limitations, dangerous location) Risk Assessment forms are available on the Community365 site ( Need Help? tab > select Resources ). If you need assistance with completing a Risk Assessment, please speak with your local EH&S team. Important Note: Risk assessments must be submitted two weeks prior to your volunteer event. 3.2 Insurance All volunteers are covered by the Lend Lease Group personal accident and public liability insurance. For copies of valid Insurance Certificates of Currency please visit the Community365 site ( Need Help? tab > select Resources ). 3.3 Confidentiality & Privacy Lend Lease employees are expected to comply with the confidentiality & privacy policies of both Lend lease and the community partner. Lend Lease Confidentiality and Privacy policies are available on the intranet or click here. Your community partner is expected to provide you with their organisation s confidentiality & privacy policies as and when it is required. Lend Lease will ensure that all data collected via the Community365 program and online platform will remain confidential and data will not be shared with external third parties. 3.4 Diversity & Inclusion Lend Lease embraces all employee differences including age, gender, ethnicity, physical appearance, values, lifestyle, religion, sexual orientation and identity, nationality, education and family responsibilities, and recognises the benefits that diversity brings. The Lend Lease Diversity & Inclusion policy applies for volunteering events held by Lend Lease and its employees. For a copy of the Diversity & Inclusion Policy, visit HR Link or click here. 3.5 Working with Children All volunteer projects and volunteers must comply with relevant local legislation for working with children. A community partner may require a Lend Lease employee to sign a declaration or undergo a police check in order to undertake a volunteering role. This will depend upon the type of event and organisation.

11 Lend Lease employees who do not comply with this requirement, if and when it is requested by the community partner, are not able to participate in the volunteering event. Volunteers under the age of 18 years who participate in a Lend Lease volunteer event require parental or guardian consent. Supervision by a parent or guardian is required for all volunteers under the age of Media Media Lend Lease employees must adhere to the Lend Lease Media Protocol at all times including during any volunteer activities. A copy of this protocol is available on the intranet or by clicking here. If you have been approached by the media or wish to contact the media about your volunteering event, please contact your regional Corporate Affairs team for assistance. Social Media Lend Lease employees must adhere to the Lend Lease Social Media policy at all times including during any volunteer activities. A copy of this policy is available on the intranet or by clicking here. You can also use the Lend Lease Employee Guide to Social Media by clicking here. The policy outlines your responsibilities as an employee of Lend Lease when participating in social media and is there to protect both you and Lend Lease when online. We encourage you to use social media in a responsible way and in particular: Respect your colleagues and your audience. Be transparent about who you are and only share personal views. Know that you are accountable personally for what you post and your interactions online. Photography Photographs are a valuable tool to record volunteering activities. It is important that you ask permission to take someone s photograph and they are happy for the photo to be used for both internal and external communications. Permission should be sought by requesting anyone who has been photographed to sign a Publicity Waiver & Release Form. The form is available to download from the Community365 site ( Need Help? Tab > select Resources ).

12 4. ROLES & RESPONSIBILITIES 4.1 Foundation Provide framework for Community365 program Overall management of Community365 online site Manage and deliver internal and external communications Manage and resolve specific enquiries Approve all funding for volunteering events Review and manage community partnerships 4.2 HR Services Manage and resolve employee general enquiries When required, escalate enquiries to appropriate resource for resolution Provide low level/basic support for Community 365 online platform Provide administrative support for Community 365 program 4.3 Manager Support and empower employee(s) to volunteer for both general and skilled volunteering events during the year, including the annual Community Day Work with employee(s) to build skilled volunteering into Individual Development Plans (IDP) Review and report impact of skilled volunteering on employee(s) via Pay for Performance (P4P) process 4.4 Individual Select appropriate skilled volunteering opportunities for your Individual Development Plan (IDP) or for your general volunteering Ensure you comply with all Lend Lease policies Ensure you comply with Community365 guidelines Deliver your volunteer event within the agreed timeline and scope Last updated: 26/02/2014