VOLUNTEER CODE OF CONDUCT WORLDSKILLS ABU DHABI 2017

Transcription

1 VOLUNTEER CODE OF CONDUCT WORLDSKILLS ABU DHABI 2017

2 CONTENTS CONTENTS WORLDSKILLS ABU DHABI 2017 (WSAD2017)...3 WHAT IS THE CODE OF CONDUCT? STANDARDS GENERAL GUIDELINES ACCOUNTABILITY ADDITIONAL DUTIES VOLUNTEER DUTIES VOLUNTEER RIGHTS VOLUNTEER RESPONSIBILITIES EQUAL OPPORTUNITIES HEALTH AND SAFETY TRAINING ATTENDANCE SHIFT START / FINISH TIMES OFFICIAL PASSES UNIFORMS CONFIDENTIAL INFORMATION CONTACT WITH THE MEDIA VOLUNTEER MANAGED BY THIRD PARTY MOBILE PHONES, RADIOS PROFESSIONAL BEHAVIOUR VIP APPROACHES, AUTOGRAPHS AND PHOTOGRAPHY PERSONAL PROPERTY FACILITIES AND PROPERTY NOTICEBOARDS AND INFORMATION DISPLAY SMOKE FREE ENVIRONMENT SELLING OR CANVASSING ON PREMISES GIFTS AND HOSPITALITY GRATUITIES / TIPPING FRAUD AND CORRUPTION UNAUTHORIZED ACCESS SECURITY PERFORMANCE ISSUES / INAPPROPRIATE PRACTICES GRIEVANCE RESOLUTION INCIDENT TRACKING FORM VOLUNTEER TERMINATION of 12

3 1 WORLDSKILLS ABU DHABI 2017 (WSAD2017) WSAD2017 is the UAE s largest skills and careers event that brings together skills competitions, top employers, specialist careers advice, WSAD Try It activities and some of the biggest names in skills and education all under one roof. Taking place from October 2017 at ADNEC Abu Dhabi, WSAD2017 will encourage a new generation of young people to pursue vocational careers. Visitors will be able to: See WorldSkills Abu Dhabi 2017 competitors in action Roll up their sleeves and Try It activities in bite-size experiences from industries including media and publishing, retail, healthcare, engineering and more Receive current careers advice Meet top employers and talk to real people about real jobs With 10,000 international visitors and 100,000 UAE visitors expected to pass through the doors, WSAD2017 is an unmatched opportunity for industry, employers, colleges, training providers, schools and community organizations to come together and create the stars of the future. Our commitment to Volunteers statement from our Executive Director Ali AlMarzouqi In the Year of Giving, the 800 volunteers for WorldSkills Abu Dhabi 2017 are vital to the event s success by committing their potential, time and energy. Each of you has a very important role to play in every aspect of delivering a successful 44th WorldSkills Competition. 3 of 12

4 WHAT IS THE CODE OF CONDUCT? The Code of Conduct is a summary of policies that applies to volunteers. This policy sets out the standards of behaviour WSAD 2017 expects from you, and identifies your rights and responsibilities as a volunteer. Compliance with the Code of Conduct is one condition of your involvement with WSAD2017 and should be taken as the minimum standard by which you should adhere to. If you are unsure whether a decision you are about to make will breach the Code of Conduct, ask your immediate Team Leader or a member of the WSAD2017 team. By working within the guidelines of the Code of Conduct, you will be contributing to the success of WorldSkills Abu Dhabi If you would like to ask us any questions about the content of this Code of Conduct, please contact the WSAD2017 Volunteer Team by at Volunteer@worldskillsabudhabi2017.com or call STANDARDS Quality is at the heart of everything we do. All event visitors and delegates are entitled to a high level of service. As a volunteer, you have a responsibility to care for those visitors and delegates. As the event organizers, we have a responsibility to care for you! It is important that we, the WSAD2017 team, demonstrate a positive attitude, promote teamwork, and provide a quality service to all our customers. The following standards will apply at all times: Clear instructions regarding your volunteer role, which will include attendance time, location, uniform, travel, and meal allocation. A detailed role description, however where possible and reasonable, volunteers should also be flexible and support event/activity organisers where they can. Training for your role. A healthy and safe environment. Appropriate supervision with a named Team Leader and WSAD Volunteer Team. 4 of 12

5 2 GENERAL GUIDELINES ACCOUNTABILITY As a member of the WSAD2017 team, you have a shared responsibility for making sure our visitors and delegates have an exceptional experience at the event. We offer pre-event training and support on-site to make sure you feel comfortable in your role. It is important that you complete the training, and attend every volunteer shift that you have been rostered for. If you cannot attend a shift, you must inform the Volunteer Team as soon as possible. This is to ensure we can make alternative arrangements to fill your role. Failure to contact us will place extra pressure on your fellow volunteers and may mean we cannot provide the level of service to visitors and delegates that is required. ADDITIONAL DUTIES Due to the nature of the event, you may be asked to perform additional duties other than those to which you were originally assigned. Your cooperation and flexibility will help the team run the event as efficiently as possible. VOLUNTEER DUTIES As a member of our Volunteer Team you are an important representative of WSAD2017. It will benefit everyone if we all adhere to the following Volunteer Duties: Have fun and maintain a positive attitude. Commit to teamwork and to being an excellent team player. Have high self-esteem and ensure the spirit of cooperation and teamwork. Treat each other and everyone you are involved with in your role with respect. Say hello, smile and be helpful. Give correct information freely and with enthusiasm. Display good communication skills - Speak clearly; avoid jargon and local expressions. Be aware of cultural differences and respect people s personal space. If you do not know something, ask a colleague or your Team Leader for help and advice. Behave professionally at all times. Obscenities, offensive language and offensive/inappropriate jokes are not acceptable at any time. Please do not use your mobile phone while you are volunteering (unless it is an emergency). Do not talk to the media. Should you receive any media inquiries, simply pass them on to your Team Leader who will escalate them to the WSAD 2017 Volunteer Team. Be ready to take responsibility and carry out the tasks delegated to you to the fullest. Notify the Volunteer Team in advance if you cannot attend training or your shift (by or text), or call on the same day if there is an emergency. Maintain confidentiality of data relating to WSAD of 12

6 VOLUNTEER RIGHTS Team Leaders will look after volunteers, and will receive regular support and supervision from the WSAD2017 Volunteer Team. Team Leaders brief volunteers on their role, ensure they take their lunch and breaks, and are aware of the main contact to speak to about things happening on their shift. Volunteers will be provided with the collateral and resources they need to do their role, such as training, handbook(s), a uniform; and where necessary, equipment and Personal Protective Equipment (PPE). WSAD2017 will keep all volunteers data confidential and use only what is necessary with the task objectives. All volunteers will be provided a handbook containing all the information they need to know about volunteering with WSAD2017 and their associated responsibilities. All volunteers at WSAD2017 will attend 2-3 training sessions; which will include an overview of the event and education on the skills you will need to do your role. All volunteers will receive support and respect from their team as well as recognition of their work and appreciation from their Team Leaders or Supervisors. All volunteers will receive an accreditation badge, which will serve as their credential to access the venue. Volunteer hours will be calculated from the time a volunteer checks in for their shift at their venue to the end of their scheduled shift time. All volunteers will be rewarded and recognized for their contributions with a thank you gift and a certificate. VOLUNTEER RESPONSIBILITIES It is expected that all volunteers will follow the guidelines below: Commit to attend scheduled training sessions to fully understand their roles and attend workshops upon request. Commit to not give promises to third parties on behalf of WSAD2017. Commit to not collect donations, whether financial or in any kind. Inform the Volunteer Centre if you cannot attend your shift due to a personal emergency, in Capital Suites 21A-C or via Volunteer@worldskillsabudhabi2017.com or WhatsApp: Wear the WSAD2017 volunteer uniform. Please be aware that while wearing the uniform you are representing an international organization, therefore, please behave responsibly and adhere to the Volunteer Code of Conduct. EQUAL OPPORTUNITY WSAD2017 is committed to ensuring within the framework of the law that our workplace is free from unlawful or unfair discrimination on the grounds of disability, colour, race, nationality, ethnic or national origin, gender, age, marital status, religious or other similar philosophical belief. We aim to ensure that our volunteers achieve their full potential and that all decisions are taken without reference to irrelevant or discriminatory criteria. 6 of 12

7 HEALTH AND SAFETY WSAD2017 is committed to providing you with a safe working environment. You are required to exercise reasonable care in the course of your work to ensure the health and safety of yourself and others. Please be aware of and follow all health & safety information. The following health & safety responsibilities apply to everyone: 1. Pay close attention and familiarize yourself with the facilities during your tour of the venue and note the names of the different halls, stands and access points. 2. Cooperate fully with venue officials at all times. 3. Make yourself aware of the internal emergency procedures for the Abu Dhabi National Exhibition Centre (ADNEC). 4. Do not use any equipment or machinery that you have not been trained to use. 5. Wear required Personal Protective Equipment (PPE) when instructed. 6. Take care when lifting and carrying, if you need help: Ask for it! 7. Report any potential hazards or dangerous behaviour to an event official. 8. In the event of fires/hazard or any other potential risk, remove yourself and warn others of any potential danger. 9. If you feel unwell, report this to your Team Leader or the WSAD2017 Volunteer Team. 10. Contribute to a safe and healthy workplace don t leave things lying around, keep work areas and corridors clear and tidy at all times. TRAINING ATTENDANCE Training will form an exciting and important part of your volunteer experience and provide valuable information to help you do your job. You are required to attend all relevant training and team building sessions. Training and induction must be completed before you work your first shift. SHIFT START / FINISH TIMES Your shift start and end times are dependent on your role. Please arrive up to 15 minutes early to ensure you have time to check in and attend to personal matters before commencing your shift. When your shift is done, you do not need to check out. OFFICIAL ACCREDITATION Prior to your first volunteer shift, you will receive an accreditation badge. You must wear your accreditation at all times while on shift. Your volunteer hours will be calculated from the time you check in until your shift ends. During build, open and breakdown of WSAD2017, admittance will be refused to anyone who cannot produce an official accreditation badge. Please ensure that your accreditation is visible at all times. 7 of 12

8 UNIFORMS Your uniform should be worn and maintained with pride and in accordance with the guidelines below: You will be provided with an official uniform, which must be worn during your volunteer shifts. You should look neat and tidy, and your uniform should be clean and pressed. It is your responsibility to clean and care for your uniform items. The uniform will consist of a volunteer shirt or vest. Please wear the national dress with the volunteer vest; or black trousers or skirt with the volunteer shirt. You are required to provide your own footwear. Footwear should be clean, comfortable and conservative in colour. For safety reasons, open toe shoes and high heels are not be permitted. In some roles, Personal Protective Equipment (PPE) will be provided to you in the form of safety boots and high visibility jackets. CONFIDENTIAL INFORMATION As a volunteer, you have an obligation to protect confidential or personal information about the event, other volunteers and other organizations involved in staging the event. If you have access to confidential information (including addresses or telephone numbers of volunteers), you should never discuss or disclose such information to anyone other than the person(s) authorized to receive it, whether during or after your involvement with the event. CONTACT WITH THE MEDIA All requests from members of the media for comments/information should be directed to your Team Leader, the Volunteer Team, or the WSAD2017 PR & Communications Team. This will ensure the accuracy of all information given to the media. Similarly, you should not give any interviews, appear in any promotions, advertisements or endorsements, or give any assistance to the media in relation to any story concerning the affairs of the event without the prior consent of the organizers. Ask your Team Leader or the Volunteer Team if you need more information or if there is anything you are not sure about. VOLUNTEERS MANAGED BY THIRD PARTY All volunteers report directly to a Team Leader, Contractor, or Functional Area Manager appointed by the organization. This policy is to ensure volunteers are not mismanaged at events. All volunteers will be managed and treated equally in terms of reward and recognition, training, uniform, catering, team building and motivation through assignment to a team. If you have any concerns about being mismanaged please contact the WSAD Volunteer Team. MOBILE PHONES AND RADIOS Unless you have been issued an authorized mobile phone or radio as part of your role, the use of personal mobile phones inside the venue while on duty is not permitted. Phones and radios can be carried visibly by volunteers when they are officially issued by the event organizers or a contracting organization for purposes related to your role. If you need to have your mobile phone with you then please advise your Team Leader, and ensure it is not visible during your shift and on silent. 8 of 12

9 PROFESSIONAL BEHAVIOUR All volunteers have a responsibility to behave professionally at all times. If you travel to and from the venue in uniform, you will be highly visible as a representative of the event. You must therefore ensure you present yourself in a professional manner at all times. While in uniform you may not: Eat, smoke or chew gum in view of the general public. Ask for autographs or take photographs. Consume alcohol. Sleep while on duty. Utilize your mobile phone, unless it is part of your role and provided to you by WSAD2017; or if it is an emergency. Please be aware that obscenities, offensive language or inappropriate jokes are unacceptable at the venue. Inappropriate behaviour including public displays of affection are not tolerated or permitted at WSAD2017. VIP APPROACHES, AUTOGRAPHS & PHOTOGRAPHY The soliciting of Competitor/VIP autographs and/or taking of photographs is not permitted during volunteer hours or while you are in uniform. These activities can be disruptive and can pose a security risk. Please be polite and discreet when making such approaches at other times and be prepared to accept no for an answer. PERSONAL PROPERTY There will be no supervised storage space at the venue. You are advised not to bring valuables to with you including personal items such as handbags, cameras, laptops, etc. WSAD2017 and the venue will not assume responsibility for the loss, theft of, or damage to, your personal possessions. FACILITIES AND PROPERTY WSAD2017 has significant constraints on resources and has a high level of public accountability. We ask you be efficient and economical and protect these assets. This covers all consumables and equipment including, but not confined to items such as stationery, communication devices, computers, office equipment and other equipment. Property (including consumables) is not to be removed from the premises and/or used for private purposes without prior authority from your Team Leader or Supervisor. You are not authorized to use the organization s equipment such as faxes, photocopiers, PC s, and phones for private purposes. NOTICEBOARDS AND INFORMATION DISPLAY Noticeboards, newsletters and other forms of information will be available throughout the venue and are for the benefit of the whole team. You cannot place or distribute any personal material within the venue without the approval of the Volunteer Team. 9 of 12

10 SMOKE-FREE ENVIRONMENT We observe a smoke-free work environment and you are not permitted to smoke while on duty. SELLING OR CANVASSING ON PREMISES You must not engage in personal business or other interests during rostered volunteer hours. This includes use of venue telephones to make calls in relation to personal interests, the display or distribution of posters, pamphlets and catalogues, and/or approaching colleagues in relation to those activities. GIFTS AND HOSPITALITY Volunteers are prohibited from accepting personal gifts, other than those of nominal value (e.g. pens, diaries, etc.). Gifts or entertainment, even of nominal value, should never be accepted as it could be seen as an inducement to influence a decision. Where there is any doubt you should speak to your immediate Team Leader. GRATUITIES / TIPPING Acceptance or solicitation of tips or gratuities is strictly forbidden. FRAUD AND CORRUPTION Fraudulent and corrupt activities are in fundamental opposition to the spirit of the event. If you suspect fraudulent or corrupt behaviour, immediately report it to your Team Leader, or the WSAD Volunteer Team. We will treat reports of corruption/fraudulent behaviour as confidential where possible, and will seek to protect individuals making such reports from recrimination. All reports will be investigated promptly and fairly. Anyone found to be engaging in such conduct will be removed from the venue and referred to the police if necessary. UNAUTHORIZED ACCESS SECURITY You may only be in attendance at the venue when rostered for a shift and must check in at the commencement of your shift. Rosters will be checked as part of this process. Access at any other time will only be with the permission of your Team Leader or the WSAD Volunteer Team. Security measures will be in place at the venue and you will be required to adhere to those measures while on and off duty. You will be informed of these security measures during your volunteer training. 10 of 12

11 PERFORMANCE ISSUES / INAPPROPRIATE PRACTICES We will always attempt to resolve any performance issues or conflict fairly and equitably. In such cases, the relevant Team Leader or the Volunteer Coordinator will discuss their concerns with you and seek to resolve the matter in a timely and professional manner. First, you will receive a verbal warning, and then an Incident Tracking Form will be completed in the event of repeated unsatisfactory performance or serious misconduct. This will be deducted from your volunteer hours. The Volunteer Coordinator is available to assist if required. In case of repeated behaviour you will be dismissed and will not receive a Volunteer Certificate. GRIEVANCE RESOLUTION A grievance is a perceived or real issue which causes resentment, suffering or distress and which may be grounds for complaint. WSAD2017 is committed to encouraging an open environment in which all volunteers can express themselves freely and responsibly, where issues are raised and responded to in an appropriate and timely manner, and where everyone is treated with dignity and respect. Above all, we are committed to providing a fair and honest settlement of any grievance. More information on the grievance resolution procedure can be obtained from the WSAD2017 Volunteer Team. INCIDENT TRACKING FORM An Incident Tracking Form containing any action taken under this policy must be completed and copied to the Volunteer Team. Incident Tracking Forms can be found in the Volunteer Centre or can be requested from the Volunteer Team at the venue. They are used for disciplinary issues, performance, and grievance that can be used by volunteers or staff members. It also enables the Volunteer Coordinator / WSAD2017 Volunteer Team to deduct from the volunteer s hours if the volunteer is found to be at fault. VOLUNTEER TERMINATION WSAD2017 has the right to terminate a volunteer at any time it is deemed appropriate, according to the following: The expiry of service agreed with the volunteer. Volunteer not attending scheduled shift times. Volunteer not completing tasks assigned to him/ her. Breach of any volunteer responsibilities. Fraudulent or corrupt behaviour by the volunteer. Direct or indirect discrimination occurring from a volunteer. Breach of any volunteer policy. 11 of 12

12 PLEASE REMEMBER: These guidelines are in place to ensure both your safety and the event organizer s safety. They are not designed to be restrictive in any way. WSAD2017 wants to provide a professional service to its users but we also want you to have fun and enjoy your volunteer experience. We would like you to know this event would not happen without you and your time is appreciated. For more information or if you would like to discuss any part of this document, please contact us at: WSAD2017 Volunteer Team Tel: Volunteer@worldskillsabudhabi2017.com Mail: WorldSkills Abu Dhabi 2017 Floor Fifteen IPIC Square Muroor (4th) Road Abu Dhabi 12 of 12