BACKGROUND DISCUSSION PAPER

Review of National Standards for Involving Volunteers in Not for Profit Organisations BACKGROUND DISCUSSION PAPER October 2014 This Discussion Paper provides a background to the Review of the National Standards for Involving Volunteers in Not for Profit Organisations (the National Standards) and identifies the issues to be considered as part of the review. The Discussion Paper is primarily for members of the Project Reference Group and other people familiar with the National Standards who are interested in providing more extensive comment. It is also designed to be used as background by State and Territory representatives wishing to conduct local consultations and discussions. The feedback and responses from this process will inform the drafting of a revised set of National Standards, the drafting of supporting materials for organisations to use in implementing the National Standards and the drafting of recommendations for a formal quality assurance system. Each section of the Discussion Paper contains questions that participants are asked to consider in preparation for providing comment and/or completing the online survey. Invitation to participate in the review Your input and comment is important to the review process. If you are a member of the Project Reference Group, or would like to provide input to the review, please read this discussion paper and consider the questions after each section. You can then provide your feedback in one or more of the following ways: At the Project Reference Group (PRG) meeting (for PRG members) Via the online survey: click on this link to open the survey when you are ready: https://www.surveymonkey.com/s/volunteeringstandards This survey will remain open until 7 November 2014 Via some State and Territory volunteer peak bodies: watch out for information about consultation sessions If you have questions about the review process or time frame, please contact ns.review@volunteeringsa-nt.org.au 1 BREAKING NEW GROUND ABN 41 948 817 923

1. BACKGROUND The National Standards for Involving Volunteers in Not for Profit Organisations (the National Standards) were originally endorsed by Volunteering Australia in 1998. In 2009 Volunteering Australia undertook Phase 1 of a review of the National Standards, and published the findings of the initial consultation in June 2009. The consultation involved distribution of information to a wide range of stakeholders and an online survey that resulted in 386 completed surveys. The report (Review of the National Standards for Involving Volunteers in Not for Profit Organisations Phase One: Initial Consultation, June 2009) contained 15 specific recommendations, with the main findings being: The National Standards were comprehensive, clear and relevant and in need of some refinements and additions rather than from a significant rewrite (p3). This was identified as primarily a need for plainer English and the clarification of some of the terminology and concepts used in the National Standards. Other standards frameworks and legislative requirements need to be analysed and common elements aligned with the National Standards to prevent duplication of effort for organisations wishing to meet the National Standards alongside other existing sets of standards. A reviewed set of National Standards should incorporate some aspects of the Canadian Code for Volunteer Involvement and the United Kingdom s Investing in Volunteers award program. There was a reasonable level of support for a formal system of quality assurance for the National Standards. This was described in the survey as formal accreditation, and was supported by 64% of respondents (p23). There were also a number of concerns raised by respondents about formal quality assurance systems, including duplication with other compliance obligations, cost and time involved, and applicability to different types of organisations (particularly smaller, poorly resourced or organisations without paid staff). Targeted promotion is needed to develop more interest in some sectors where take up of the National Standards was lower. Phase 2 of the review of the National Standards commenced in 2014, under the coordination of the National Standards Working Group (composed of representatives from State and Territory volunteer peak bodies). This project, conducted by BNG NGO Services Online (BNG), has incorporated the findings from the Review Report (2009) and aims to identify: how the National Standards content can be simplified and made more accessible how the National Standards can apply to different types of volunteering and to a wide range of organisations support materials that would be useful for organisations wanting to meet the National Standards how the National Standards can be aligned with other standards frameworks and legislative requirements. the best way to set up a quality assurance system that would provide proof of compliance to organisations meeting the National Standards. 2 BREAKING NEW GROUND ABN 41 948 817 923

2 ISSUES 2.1 Accessibility of content To improve the accessibility of the content of the National Standards, changes need to be made to the language and the layout. Currently the National Standards are presented as blocks of text, with a statement about the intent of the Standard, the Standard itself and the criteria. There are 2 5 sub headings for each Standard and then a number of criteria under each. The points under each set of criteria are a mix of mandatory requirements and good practice example. To simplify the language and improve accessibility, it is proposed that: a summary overview of the standards be included text is edited with plain English where relevant the criteria are expressed as statements rather than questions the layout is put into table format with less detail under each standard details for each criterion are moved to a practice guide column and mandatory requirements distinguished from good practice points. These could also be presented as checkbox lists. The example at Attachment 1 shows an extract from Standard 1: Policies and Procedures in its current layout. In Attachment 2 the same example is shown in the new proposed format. Questions to consider: Do you think the proposed changes make the content of the National Standards 2.2 more accessible? Are there any other ways the National Standards could be made more accessible 2.3 and easy to use? 2.4 2.2 Applicability of Standards The National Standards are intended to be relevant to any organisation with volunteers, and to apply to a diverse range of organisations. The requirements of the National Standards need to be appropriate to the size and complexity of an organisation, the type of volunteering activities, and the perceived level of risk involved in the activities of volunteers. The Review Report (2009) indicated that the capacity of an organisation to implement the National Standards was more likely to be dependent on physical and material resources than other factors, and that implementation requirements needed to be scaled to the resource capacity of organisations. To identify the way in which requirements within the National Standards may apply differently to different organisations, it is necessary to identify what would change the way the National Standards are applied. 3 BREAKING NEW GROUND ABN 41 948 817 923

The following four areas have been identified: a. Staffing structure: The more formal the staffing structure of an organisation, the more criteria of the National Standards may need to apply. Organisations may be grouped into one of the following: organisations with no paid staff or volunteer coordinator and no separation between members and volunteers. organisations with no paid staff, but with a designated coordinator of volunteers (paid or unpaid). organisations with paid staff and volunteers. b. Size of volunteer workforce: Some criteria may be more critical for organisations with larger volunteer workforces. Groupings may include: less than 5 volunteers 6 20 volunteers 21 50 volunteers more than 50 volunteers c. Risk of work activity: Hazardous work activities will require more careful management of some aspects of volunteer work than for low risk activities. Hazardous work activity should include physically dangerous work (SES, surf lifesaving) and emotionally hazardous work (crisis phone line counselling). Categories may include: high physical hazard high emotional hazard medium hazard (working with vulnerable or frail people, driving, working with children) low hazard (clerical, reception) d. Type of volunteer workforce: The duration of a volunteer s involvement and the mechanism for recruiting volunteers may impact the applicability of some criteria. Categories may include: longer term volunteers short term, episodic (recruited for specific events) fixed term placement volunteers (employment programs) Questions to consider: Do you think that the groupings identified would allow the National Standards to be applied appropriately in different circumstances? Do you have any other suggestions about the best way to ensure the National Standards are applied appropriately in different circumstances? 4 BREAKING NEW GROUND ABN 41 948 817 923

2.3 Supporting materials The current supporting materials for the National Standards consist of the Implementation Guide and the Workbook Resources Kit. The Review Report (2009, p16) identified a number of improvements that could be made to supporting materials to make them more accessible. These included: options for CD, DVD and online tools accessible formats and languages (translations for CALD communities, appropriate format for people with visual impairments) more practical resources, including generic and sector specific examples, best practice case studies, scenarios, templates and visuals cross-referencing between Standards and relevant legislative/regulatory requirements a website with links to FAQs and searchable features The Review Report (2009) identified that the volume of text was daunting for some and that the book format was bulky, too complex and time consuming. It is proposed to replace the current supporting materials with a choice for users of: an online tool linked to practical resources and examples a soft copy workbook with links to practical resources and examples Questions to consider: Would you support the supporting materials being provided as an online tool and as a soft copy alternative? What other supporting materials would you find helpful? 2.4 Alignment with other standards frameworks and legislative requirements The Review Report (2009) recommended alignment of the National Standards with other relevant sets of quality standards and with relevant legislative requirements. Identification of relevant legislative requirements is relatively straightforward, and it is proposed that this be incorporated into the Standards. Alignment with other standards requires mapping of other sets of standards against the National Standards, and determination of common or equivalent requirements. The primary aim of aligning the standards would be to identify which criteria of the National Standards would be met by meeting criteria in another set of standards. This information would show users (and independent quality assurance reviewers), which National Standards were already met by an organisation accredited under one of the other mapped standards. 5 BREAKING NEW GROUND ABN 41 948 817 923

Equivalent criteria are likely to be found in: sets of standards that have either a specific standard referring to volunteers and/or a standard addressing human resource management. standards or codes of practice for specific volunteering activities (e.g. Surf Life Saving, State Emergency Services) Question to consider: Would alignment with other sets of standards and legislative requirements reduce the work for your organisation in meeting the National Standards? 2.5 Benchmarking with the UK and Canada A summary of the National Standards for Involving Volunteers in Not for Profit Organisations, the Canadian Code for Volunteer Involvement and the United Kingdom s Investing in Volunteers award program is provided in Attachment 1. The summary contains only the main standard or indicator. In each set of standards these are accompanied by detailed requirements or practice guides. A link is provided to the original documents for people wishing to view the detail. The Review Report (2009) recommended that the learnings from comparison with other international standards be considered in the redrafting of the National Standards. Most of the points raised relate to the types of supporting materials provided and the assessments and implementation processes, which are considered elsewhere in this review discussion paper. While the content of all three standards cover common ground, there are some aspects of the content of the two international standards that could be considered for inclusion in the National Standards. Question to consider: Are there any changes you would suggest to the Australian National Standards based on the content in the Canadian and UK equivalents, or other sets of standards that you are familiar with? 2.6 Quality assurance system The Review Report (2009) recommended the development of a formal accreditation system for the National Standards. Whilst there has been some support for this, there are a number of concerns about introducing a formal system. These include: the time and resources required for organisations to assess and meet the Standards the duplication with other sets of standards or legislative requirements 6 BREAKING NEW GROUND ABN 41 948 817 923

Based on the findings of the Review Report (2009), it is proposed that any formal quality assurance system operate on the following principles: Principle 1: Recognition of other standards (as discussed in Section 2.4 Alignment with other standards frameworks) Principle 2: Scaled applicability requirements being scaled to the size, complexity and resources of organisations Principle 3: Voluntary system formal certification of compliance should not be a mandatory requirement but be promoted as a desirable mark of quality. The Review Report did not define accreditation or go into any detail about how a formal system might work. However, it is suggested that any formal system would need to involve: self-assessment by organisations against the National Standards review of evidence demonstrating that the organisation meets the Standards by someone who is independent of the organisation provision of a report by the independent reviewer rating the extent to which the organisation meets the Standards approval of a rating or certification awarded to the organisation Questions to consider: Do you support the development of a formal quality assurance system? What principles do you think are important for a quality assurance system? There are various options for the implementation of a formal quality assurance system including: Certification of the National Standards: To operate a formal system, Volunteering Australia would need to provide the infrastructure and make decisions about whether and how the National Standards themselves will be certified. Preliminary work investigating formal certification by an external Standards accreditation body was completed in 2009 but further work is needed to determine whether this is a viable option. Independent review: Volunteering Australia would need to assess and make decisions about how independent review would be conducted. The options include licensing existing certified accreditation bodies, contracting or employing specialist reviewers, or using a peer reviewer system. What types of evidence would be provided by organisations: Depending on whether or how the National Standards are certified, different levels of evidence may be used to demonstrate meeting the Standards: Level 1: Submission of main documents only Level 2: Documents and a site visit by the reviewer Level 3: Documents, site visit and interviews with volunteers 7 BREAKING NEW GROUND ABN 41 948 817 923

Type of rating and award system used: The most usual rating system used by independent reviewers is one that progresses through: - Standards not met - Standards partially met (or working towards ) - Standards fully met - Standards exceeded An award or quality mark system can also be graded to reflect progress (such as a commenced work, progressing towards, certificate for full compliance, award of excellence). Questions to consider: Which of the following levels of evidence do you think should be used by independent reviewers: o Level 1: Submission of main documents only o Level 2: Documents and a site visit by the reviewer o Level 3: Documents, site visit and interviews with volunteers o Organisations should have a choice and the award system should reflect the level of evidence Do you support the use of an award or quality mark system that is graded to reflect different stages of progress? 8 BREAKING NEW GROUND ABN 41 948 817 923

ATTACHMENT 1 Current Layout: Standard 1: Policies and Procedures This example below shows an extract from the current National Standards - Standard 1: Policies and Procedures in its current layout. 1. POLICIES AND PROCEDURES This standard is concerned with the organisation clearly setting out its vision, direction and operational framework for involving volunteers. What is the intent of this standard? The intent of this standard is for an organisation to clarify its underlying philosophy for involving volunteers and establish a policy and procedural framework that will provide direction and structure to the way volunteers are managed. Within the framework, an organisation should ensure that its practices are consistent with certain basic principles for involving volunteers (see appendices 1, 2 and 3). Reference to these principles is made in criterion 1.2 of this standard. The standard specifically requires the development of: a general policy that commits the organisation to establishing an effective system for managing volunteers; management system policies that state the organisation s intentions with respect to key elements of the volunteer management system; operational procedures that describe how the policies of the organisation will be accomplished. At each of these levels the standard requires that volunteer policies be (1) defined, (2) documented, (3) understood by those whom the policies affect, (4) implemented, and (5) maintained. Having developed and implemented these policies and procedures, the standard further states that they be reviewed at intervals determined by the organisation as appropriate to ensure that they remain relevant and effective. STANDARD 1: An organisation that involves volunteers shall define and document its policies and procedures for volunteer involvement and ensure that these are understood, implemented and maintained at all levels of the organisation where volunteers are involved. Criteria General policy 1.1 Does the organisation have a written general volunteer policy that describes its intentions with respect to involving volunteers? This policy should clearly state the organisation s: a) general philosophy on volunteer involvement; b) commitment to establishing and maintaining a quality system for managing volunteers; c) broad objectives for involving volunteers; d) line of authority and accountability for managing and implementing the quality system. 1.2 Does the general volunteer policy affirm the organisation s compliance with: a) the Definition and Principles of Formal Volunteering (see appendix 1); b) the Rights of Volunteers (see appendix 2); c) the Model Code of Practice for Organisations Involving Volunteers; (see appendix 3); d) the National Standards for Involving Volunteers in Not-For-Profit Organisations; e) any recognised standards that may be relevant to the specific functions of the organisation? 9 BREAKING NEW GROUND ABN 41 948 817 923

Proposed Layout: Standard 1: Policies and Procedures ATTACHMENT 2 The example below shows the current National Standards - Standard 1: Policies and Procedures in a new proposed format. STANDARD 1: POLICIES AND PROCEDURES An organisation that involves volunteers shall define and document its policies and procedures for volunteer involvement and ensure that these are understood, implemented and maintained at all levels of the organisation where volunteers are involved. What is the intent of this standard? This standard is concerned with the organisation clearly setting out its vision, direction and operational framework for involving volunteers. The intent of this standard is for an organisation to clarify its underlying philosophy for involving volunteers and establish a policy and procedural framework that will provide direction and structure to the way volunteers are managed. The organisation should ensure that its policies and practices are consistent with the basic principles listed in criterion 1.2 of this standard (see appendices 1, 2 and 3 for further information). The standard specifically requires the organisation to have: a general policy that commits the organisation to establishing an effective system for managing volunteers; management system policies that state the organisation s intentions with respect to key elements of the volunteer management system; operational procedures that describe how the policies of the organisation will be accomplished. At each of these levels the standard requires that volunteer policies be (1) defined, (2) documented, (3) understood by those whom the policies affect, (4) implemented, and (5) maintained. Policies and procedures are also required to be reviewed at intervals determined by the organisation as appropriate to ensure that they remain relevant and effective. Criteria General policy 1.1 A written general volunteer policy, made widely available, and understood, throughout the entire organisation that clearly states the organisation s: a) general philosophy on volunteer involvement; b) broad objectives for involving volunteers; c) commitment to establishing and maintaining a quality system for managing volunteers; d) line of authority and accountability for volunteer management Practice requirements This policy must affirm the organisation s compliance with: the Definition and Principles of Formal Volunteering (see appendix 1) the Rights of Volunteers (see appendix 2) the Model Code of Practice for Organisations Involving Volunteers; (see appendix 3) the National Standards for Involving Volunteers in Not- For-Profit Organisations any recognised standards that may be relevant to the specific functions of the organisation 10 BREAKING NEW GROUND ABN 41 948 817 923

Criteria Management system policies 1.2 Written policies covering key activities of the system for managing volunteers that are: a) consistent with the organisation s general volunteer policy b) simply and clearly stated c) made available to, and understood by, all volunteers Operating procedures 1.3 Written procedures supporting the volunteer management system policies that: a) Describe how the organisation s management system policies are to be implemented or controlled b) Are simply stated, and presented in accordance with an agreed and consistent format c) Are made available to, and understood, by volunteers on a needs-to- know basis Practice requirements Management system policies would typically include: developing policies and procedures; fulfilling management responsibilities; managing the work and workplace of volunteers; recruiting volunteers; training and developing volunteers; managing volunteer delivered services; maintaining documentation and record-keeping; continually improving the management system. Operating procedures cover a wide area and typical examples may include: policy/procedure development and review management system reviews pre-employment reference checks and/or police checks use of, and access to, confidential personal information use of private motor vehicles and insurance volunteer grievances planning and conducting system audits volunteer recognition volunteer work appraisal/feedback volunteer screening, interview and selection controlling system documentation. 11 BREAKING NEW GROUND ABN 41 948 817 923

Summary extract of standards ATTACHMENT 3 The following table contains a summary overview of the standards or key indicators in the National Standards for involving volunteers in Not for Profit Organisations (Volunteering Australia, 2001), the Canadian Code for Volunteer Involvement (Volunteer Canada, 2012) and the United Kingdom s Investing in Volunteers ( NCVO, Volunteer Scotland, WCVA and Volunteer Now, 2014). All three sets of standards also contain more detailed practice guidelines or requirements for each standard. These can be viewed in the original documents: [links to original documents] Extract from the National Standards for involving volunteers in Not for Profit Organisations (Volunteering Australia, 2001) STANDARD 1 An organisation that involves volunteers shall define and document its policies and procedures for volunteer involvement and ensure that these are understood, implemented and maintained at all levels of the organisation where volunteers are involved. STANDARD 2 An organisation that involves volunteers shall ensure that volunteers are managed within a defined system and by capable personnel with the authority and resources to achieve the organisation s policy goals. STANDARD 3 An organisation that involves volunteers shall plan and have clearly documented volunteer recruitment, selection, and orientation policies and procedures that are consistent with non-discriminatory practices and guidelines. STANDARD 4 An organisation that involves volunteers shall clearly specify and control the work of volunteers and ensure that their place of work is conducive to pre- serving their 12 BREAKING NEW GROUND ABN 41 948 817 923 Extract from the Canadian Code for Volunteer Involvement (Volunteer Canada, 2012) 1. Mission-based Approach The organization s Board of Directors and senior staff acknowledge, articulate, and support the vital role of volunteers in achieving the organization s purpose or mission. Volunteer roles are clearly linked to the organization s mission. 2. Human Resources Volunteers are welcomed and treated as valued and integral members of the organization s human resources team. The organization has a planned and integrated approach for volunteer involvement that includes providing appropriate resources to support volunteer involvement. 3. Policies and Procedures A policy framework that defines and supports the involvement of volunteers is adopted by the organization. 4. Volunteer Administration The organization has a clearly designated individual(s) with appropriate qualifications responsible for supporting volunteer involvement. 5. Risk Management and Quality Assurance Risk management procedures are in place to assess, manage, or mitigate potential risks to the volunteers, the organization and its clients, members and participants that may result from the delivery of a volunteer-led program or service. Each volunteer role is assessed for level of risk as part of the screening process. 6. Volunteer Roles Extract from the indicators of the United Kingdom s Investing in Volunteers ( NCVO, Volunteer Scotland, WCVA and Volunteer Now, 2014) 1 There is an expressed commitment to the involvement of volunteers, and recognition throughout the organisation that volunteering is a two-way process which benefits volunteers and the organisation 2 The organisation commits appropriate resources to working with all volunteers, such as money, management, staff time and materials 3 The organisation is open to involving volunteers who reflect the diversity of the local community and actively seeks to do this in accordance with its stated aims 4 The organisation develops appropriate roles for volunteers in line with its aims and objectives, which are of value to the volunteers 5 The organisation is committed to ensuring that, as far as possible, volunteers are protected from physical, financial and emotional harm arising from volunteering

Extract from the National Standards for involving volunteers in Not for Profit Organisations (Volunteering Australia, 2001) health, safety and general well-being. STANDARD 5 An organisation that involves volunteers shall ensure that volunteers obtain the knowledge, skills, feedback on work, and the recognition needed to effectively carry out their responsibilities. STANDARD 6 An organisation that involves volunteers shall ensure that appropriate processes and procedures are established and followed for the effective planning, control, and review of all activities relating to the delivery of services by volunteers. STANDARD 7 An organisation that involves volunteers shall establish a system and have defined procedures to control all documentation and personnel records that relate to the management of volunteers. STANDARD 8 An organisation that involves volunteers shall plan and continually review its volunteer management system to ensure that opportunities to improve the quality of the system are identified and actively pursued. Extract from the Canadian Code for Volunteer Involvement (Volunteer Canada, 2012) Volunteer roles contribute to the mission or purpose of the organization and clearly identify the abilities needed. Volunteer roles involve volunteers in meaningful ways that reflect their skills, needs, interests, and backgrounds. 7. Recruitment Volunteer recruitment incorporates a broad range of internal and external strategies to reach out to diverse sources of volunteers. 8. Screening A clearly communicated and transparent screening process, which is aligned with the risk management approach, is adopted and consistently applied across the organization. 9. Orientation and Training Volunteers receive an orientation to the organization, its policies, and practices, appropriate to each role. Each volunteer receives training specific to the volunteer role and the needs of the individual volunteer. 10. Support and Supervision Volunteers receive the level of support and supervision required for the role and are provided with regular opportunities to give and receive feedback. 11. Records Management Standardized documentation and records management practices and procedures are followed and are in line with current relevant legislation. 12. Technology Volunteers are engaged and supported within the organization through the integration and intentional use of current technology. New opportunities to strengthen volunteer engagement and capacity through the use of technology are evaluated continually. 13. Recognition The contributions of volunteers are acknowledged by the organization with ongoing formal and informal methods of recognition, applicable to the volunteer role. The value and impact of volunteer contributions are understood and acknowledged within the organization and communicated to the volunteer. Extract from the indicators of the United Kingdom s Investing in Volunteers ( NCVO, Volunteer Scotland, WCVA and Volunteer Now, 2014) 6 The organisation is committed to using fair, efficient and consistent recruitment procedures for all potential volunteers 7 Clear procedures are put into action for introducing new volunteers to their role, the organisation, its work, policies, practices and relevant personnel 8 The organisation takes account of the varying support and supervision needs of volunteers 9 The whole organisation is aware of the need to give volunteers recognition 13 BREAKING NEW GROUND ABN 41 948 817 923