Volunteer OHS Management

Policy

This policy outlines the Occupational Health and Safety requirements in schools for managing volunteers.

Summary

• The Occupational Health and Safety (OHS) Act 2004 (Vic) requires the department to provide and a working environment that are, so far as is reasonably practicable, is safe and without risk to health, including for school volunteers.
• The principal and/or their delegate (as the local management representative must manage OHS risks associated with the tasks carried out by volunteers engaged at the school and ensure that volunteers are provided with relevant OHS induction, training, information and supervision.
• Under the OHS Act 2004, volunteers while at a school must take reasonable care for their own health and safety and the safety of others who may be affected by their actions or omissions.
• Central and regional offices provide a range of supports and services to assist principals and employees to be safe and well, including access to the OHS Advisory Service and regional OHS support officers who can provide free advice about managing risks related to volunteers.
• The Volunteer OHS Management Procedure (in the Procedure tab) must be followed, and sets out the practical step-by-step instructions for implementing this policy.
• This Policy forms part of the department’s OHS Management System, refer to OHS Management System (OHSMS) Overview page for further information.

Details

Prior to work commencing the principal and/or their delegate — for example, facilities manager, must ensure that all volunteers:

• are inducted using the Volunteer OHS induction checklist (DOCX), or equivalent template
• are informed, prior to the commencement of any works or services, to report to the general office upon arrival (or an equivalent process agreed and documented locally, based on a risk assessment)
• who work with children (for example, music lessons, cooking demonstrations, or sports coaching) have a Working With Children Check, refer to the department's policy on Working with Children and other Suitability Checks for School Volunteers and Visitors for further information.

When assigning work tasks to volunteers, the principal and/or their delegate must:

• determine the types of works and the associated hazards, implement controls and assess the level of risk associated with the task using the Risk assessment template (DOCX) or equivalent
• ensure that they maintain general supervisory power over work undertaken by volunteers. This may be by performing regular check-ins with the volunteers or setting expectations
• ensure all hazards, incidents and injuries are reported on eduSafe Plus (via staff entering the incident report on behalf of the volunteer) and managed as per the Managing and Reporting School Incidents (Including Emergencies) Policy.

When the tasks given to volunteers include high risk work, the principal and/or their delegate must follow the Contractor OHS Management Policy, including completing a Safe Work Procedure.

If volunteers are working with any restricted plant or equipment – such as, powered saws, grinders, etc, the principal and/or their delegate must ensure the volunteers have been trained or have equivalent industry experience in the use of the item of restricted plant or equipment – refer to section 2.1 of the Procedure.

The principal and/or their delegate must also ensure that any electrical equipment brought onto site by volunteers (including the school premises or camps and excursions etc. has been tested and tagged prior to use, as per the Testing and Tagging of Electrical Equipment Policy.

Definitions

Dangerous goods
Substances (including mixtures and solutions) that may present an immediate safety hazard such as fire, explosion or toxic cloud emission. Dangerous goods are designated into nine different classes under the Australian Dangerous Goods Code (ADG7 Code) according to their immediate physical or chemical effect. Some of these classes are further subdivided into divisions. They are easily recognisable by the diamond shaped sign displayed on the substance label.

eduSafe Plus
The department’s online hazard and incident reporting and management application, accessible on the intranet. Employees log on to eduSafe Plus using their employee number and password.

Note: Volunteers do not have access to eduSafe Plus, however, can report issues to school staff for entry into eduSafe Plus (for example, via a paper-based form).

Hazardous chemicals
Chemicals that have the potential to cause harm to human health, both in the immediate and long-term.

A chemical is classified as hazardous if it:

• is listed on the Hazardous Chemical Information System (HCIS) and the concentration of the chemical or its ingredients equals or exceeds the concentration cut-off levels listed on the HCIS that relate to health effects or
• meets the criteria for a hazardous chemicals set out in the Approved Criteria for Classifying Hazardous Substances or
• meets the criteria for the hazard classification set out in Part 3 Health Hazards of the globally harmonised system (GHS).

High risk work
Based on the level of risk the following is mandated as high risk work by the department:

• confined space entry
• demolition works
• hazardous manual handling
• hot works (for example, welding)
• removal or disturbance of asbestos
• temporary supports for structural alterations
• tilt-up or precast concrete
• trenches or shafts deeper than one and half metres
• use of explosives
• use of Hazardous Chemicals and Dangerous Goods
• using powered mobile plant (for example, forklift)
• working at height (two metres or more)
• work in tunnels
• work that is in, on or near:
  • artificial temperature extremes (for example, work in an operating cool room or freezer)
  • chemical, fuel or refrigerant lines
  • contaminated or flammable atmospheres
  • electrical installations or services
  • pressurised gas distribution mains or piping
  • roads
  • telecommunications towers
  • water/liquids that pose a drowning risk.

Volunteer
A volunteer is a person who voluntarily engages in school work or approved community work, without payment or reward. School work means:

• carrying out the functions of a school council
• any activity carried out for the welfare of a school, by the school council, any parents’ club or association or any other body organised to promote the welfare of the school
• any activity carried out for the welfare of the school at the request of the principal or school council
• providing any assistance in the work of any school or kindergarten
• attending meetings in relation to government schools convened by any organisation which receives government financial support.

Related policies

• Chemical Management
• Contractor OHS Management
• Occupational Health, Safety and Wellbeing Management in Schools
• OHS Risk Planning and Management
• Plant and Equipment Management
• Testing and Tagging of Electrical Equipment
• Volunteers in Schools
• Working with Children Checks and other Suitability Checks for School Volunteers and Visitors

Relevant legislation

• Occupational Health and Safety Act 2004 (Vic)
• Occupational Health and Safety Regulations 2017 (Vic)
• Worker Screening Act 2020 (Vic)

Volunteer OHS Management Procedure

The Volunteer OHS Management Procedure sets out the practical step-by-step instructions that must be followed for implementing the Volunteer OHS Management Policy.

The Procedure contains the following chapters:

1. Engaging volunteers
2. Risk management
3. Volunteer OHS Induction
4. Supervision
5. Workers’ Compensation Insurance Policy
6. Hazard, incident and injury reporting
7. Record keeping
8. Legislation, compliance codes, standards and guidance

1. Engaging volunteers

The principal and/or their delegate must ensure that the types of works to be undertaken by volunteers and assess the level of risk associated with the works is determined. Examples of types of volunteer work includes:

• parent assisting in a classroom
• gardening/landscaping
• painting
• clean-up of grounds
• school fetes
• theatre performances or presentation days
• school excursions
• school camps.

1.1 High-risk tasks

The principal and/or their delegate must ensure that the following high-risk tasks should not normally be undertaken by volunteers unless there are exceptional circumstances and the volunteers are competent to undertake the tasks. If the principal or their delegate approve these tasks being undertaken by volunteers, the Contractor OHS Management Procedure must be followed for any of these tasks:

• confined space entry
• demolition works
• hazardous manual handling
• hot works – for example, welding
• powered mobile plant – for example, forklift
• removal or disturbance of asbestos
• temporary supports for structural alterations
• tilt-up or precast concrete
• trenches or shafts deeper than one and half metres
• use of explosives
• use of hazardous chemicals and dangerous goods
• works in tunnels
• working at heights – 2 metres or more
• work that is in, on or near:
  • artificial temperature extremes – for example, work in an operating cool room or freezer
  • chemical, fuel or refrigerant lines
  • contaminated or flammable atmospheres
  • electrical installations or services
  • pressurised gas distribution mains or piping
  • roads
  • telecommunications towers
  • water/liquids that pose a drowning risk.

1.2 Volunteers working where there is the potential to fall 2 metres or more

The principal and/or their delegate must ensure that volunteers working where there is a potential to fall 2 metres or more, are trained in the competency-based Work Safely at Heights Training Course (RIIWHS204E).

The principal and/or their delegate must ensure that volunteers also supply a Safe Work Method Statement (SWMS) (Word) or equivalent for any tasks where there is the potential to fall 2 metres or more, as mandated by the department.

If the proposed work requires a SWMS, the works cannot proceed until the principal and/or their delegate has reviewed and signed the SWMS, to verify it has been sighted. A new SWMS will be required if scope of works change.

The principal is to retain a copy of the completed SWMS and maintain on file.

2. Risk management

The principal and/or their delegate must ensure they identify the risk associated with the task, assess the level of risk using the Risk assessment template (DOCX) or equivalent, refer to the Risk Management Procedure for directions, and implement relevant risk controls.

Based on the task, and level of risk, a Safe work procedure (DOCX) may need to be developed. All volunteers undertaking the task(s) are to be trained in the contents of the Safe Work Procedure by a competent person.

2.1 Use of restricted powered plant and equipment

The principal and/or their delegate must ensure that volunteers working with any of the listed restricted plant or equipment below, have been trained or have equivalent industry experience in the use of the item of restricted plant or equipment.

Restricted items of plant/equipment

• Rip saw – table saw, bench saw
• Band saw
• Docking saw – cross-cut saw, radial arm saw
• Triton work centre
• Portable circular saw
• Circular saw table
• Panel saw
• Slide compound mitre saw and compound mitre saw
• Reciprocating saw
• Guillotine – powered or manually operated
• Grinder – pedestal or bench
• Buzzer – surface planer
• Thicknesser
• Spindle moulder
• Power wood shaper
• Portable planer
• Metal cut-off saw
• Table inverted router
• Portable plunge router – unsecured, for example, without template or guide fence.

The principal and/or their delegate must ensure that volunteers have been provided with completed risk assessments and safe work procedures for each item of restricted plant or equipment, as per the requirements of the OHS Risk Management Policy and Plant and Equipment Management Policy.

The principal and/or their delegate must ensure that all volunteers have been deemed competent to use items of restricted plant or equipment and are familiar with site specific Risk Management Forms and Safe Work Procedures.

2.2 Testing and tagging of electrical equipment

The principal and/or their delegate must ensure all electrical equipment brought onto site by volunteers has been tested and tagged prior to use, refer to Testing and Tagging of Electrical Equipment Policy.

3. Volunteer OHS Induction

The principal and/or their delegate (for example, facilities manager) must induct all volunteers using the Volunteer OHS induction checklist (DOCX).

If an equivalent template to the Volunteer OHS Induction Checklist is utilised, it must include the following information as a minimum:

• Health, Safety and Wellbeing Policy
• OHS Policies and associated requirements
• emergency procedures
• asbestos management processes
• hazardous chemicals and/or dangerous goods management processes
• hazard and incident reporting
• first aid and infection control procedures
• personal protective equipment (PPE)
• security and access.

The Volunteer OHS induction Handbook (DOCX) can be used to assist in providing guidance on school specific and department OHS requirements to volunteers.

3.1 Sign in and sign out

As part of the volunteer OHS induction process the principal and/or their delegate are to inform all volunteers that, prior to the commencement of any works or services, they are to report to the general office upon arrival at the school.

This requirement is indicated on signage located at all entrances to the school.

Volunteers must sign in prior to entering the school premises and a visitor’s pass is to be issued and worn by the volunteer at all times while remaining on school premises.

On completion of their work, volunteers must sign out when leaving the school site.

The principal and/or their delegate must inform all volunteers to report to a designated point/school representative to sign in and be issued with a name badge when undertaking work outside of school premises (for example camp, excursion).

3.2 Working with children checks

The principal or their delegate should consider whether or not a Working With Children check for volunteers is required by referring to the Working with Children Checks and other Suitability Checks for School Volunteers and Visitors policy and any relevant school level policies.

4. Supervision

The principal and/or their delegate must ensure they retain a general supervisory power over work undertaken by volunteers. This may be by performing regular check ins with the volunteers or setting expectations.

5. Workers’ compensation insurance policy

The department’s workers’ compensation insurance policy covers volunteers on and off school premises (for example, school excursions). Volunteers are covered by the department’s workers’ compensation policy if they suffer personal injury in the course of engaging in school work.

Volunteers undertaking school related work on behalf of, and with the approval of the school council or principal are indemnified as to their personal liability in a manner similar to that of teachers.

6. Hazard, incident and injury reporting

The principal and/or their delegate are to ensure all hazards, incidents and injuries are reported on eduSafe Plus (staff login required) and investigated as per the Managing and Reporting School Incidents (Including Emergencies) Policy.

7. Record keeping

The principal and/or their delegate must ensure the following records are maintained in relation to volunteer OHS management:

• copy of the volunteer(s):
  • Working with Children Check (if applicable)
  • Safe Work Method Statement or equivalent completed template if high-risk work was undertaken
• completed Volunteer OHS Induction Checklist(s)
• school specific Volunteer OHS Induction Handbook
• records of volunteer completing the Work Safely at Heights Training Course (RIIWHS204E)
• minutes of meetings/communications (where applicable)
• copies of all sign in and sign out sheets for volunteers that have come on site.

8. Legislation, compliance codes, standards and guidance

• Occupational Health and Safety Act 2004 (Vic)
• Occupational Health and Safety Regulations 2017 (Vic)
• Workplace Injury, Rehabilitation and Compensation Act 2013 (Vic)

Resources

Handbooks

The Volunteer occupational health and safety (OHS) induction handbook (DOCX) can be used to assist in providing guidance on school specific and department OHS requirements to volunteers.

Templates relevant to this policy and procedure

• Volunteer OHS induction checklist (DOCX): for use by principal or their delegate to induct volunteers.
• Risk assessment template (DOCX): to determine the types of works and the associated hazards, implement controls and assess the level of risk associated with the task.
• Safe work procedure (DOCX): for completion in circumstances when the tasks given to volunteers include high risk work.