Workforce Management Procedure – Workplace Volunteering

Parent policy

Workforce Management

Preamble

Social justice and community engagement have always been central to Monash University, and the University is committed to encouraging staff and students to make a direct practical difference to the world we live in. Workplace volunteering complements this commitment by providing an opportunity for Monash staff to gain an understanding of how Non-Government Organisations (NGOs) and/or Not-For-Profit organisations (NFPs) make a difference in the world, and to provide these organisations with unpaid assistance across a range of diverse activities.

The University is willing to release staff at the University's expense by encouraging them to volunteer in activities that occur during their regular working hours and that support the learning and research vision of the University.

This procedure applies to all fixed-term and continuing staff at Monash University's Australian campuses.

Definitions

Dean or Divisional Director: is the dean of the faculty or director of the division or his or her nominee in any case where the dean or director has formally nominated a person to act as his or her nominee for the purpose.

Head of unit: is the head of an academic or organisational work unit, for example Head of School, Head of Department or where applicable, a person acting as his or her nominee.

HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster. 

Monash approved organisations: are TeamMONASH^TM and the University's strategic NFP partner organisations, which include Oxfam Australia, The Smith Family, World Vision Australia, the Victorian Aboriginal Community Controlled Health Organisation Inc. (VACCHO), the Victorian Council of Social Service (VCOSS), and any other not-for-profit organisation the University has a memorandum of understanding with.

• Oxfam Australia is an Australian, non-religious development agency working to find lasting solutions to poverty and injustice. Their work reaches more than 4.2 million people in 31 countries and is reliant on the support it receives from donors and campaigners.
• The Smith Family is a national, independent children's charity helping disadvantaged Australians to get the most out of their education, so they can create better futures for themselves.
• World Vision Australia is the Australian arm of World Vision which is a Christian humanitarian charity organisation dedicated to working with children, families, and their communities worldwide to reach their full potential by tackling the causes of poverty and injustice. World Vision is a global organisation with offices in approximately 100 countries.
• VACCHO is Victoria's peak Aboriginal health body, representing 24 Aboriginal Community Controlled Health Organisations (ACCHOs). VACCHO builds capacity of its members and advocates for issues on their behalf.
• VCOSS is the peak organisation of the non-government social and community services sector. VCOSS raises awareness of the existence, causes and effects of poverty and inequality, and contributes to initiatives seeking to create a more just society.

Not-for-profit organisation (NFP): is a company that is not carried on for the purposes of profit or gain to its individual members and is, by the terms of the company's constituent document, prohibited from making any distribution, whether in money, property or otherwise, to its members; or a friendly society dispensary.

Unpaid assistance: A staff member undertaking Workplace Volunteering should not be paid by the NFP organisation. However, if offered, payment of travel expenses such as private motor vehicle usage and parking for example, are permissible.

Staff member: is a person employed by the University who is engaged on a continuing or fixed term contract of employment.

Workplace Volunteering: for the purpose of this policy, is volunteer work that is supported by special paid leave, falls within the guidelines for suitable volunteering, and meets the following specific criteria:

• the work is undertaken Monday to Friday during business hours;
• the work is not for more than two working days per annum;
• the activity is not considered high-risk;
• the organisation offering the position is not-for-profit;
• the activity is recognised as beneficial to the community;
• the position is not replacing paid workers; and
• the position is covered by insurance.  (Staff are not required to provide evidence of insurance as certificates of currency will be requested by the University annually from Oxfam Australia, The Smith Family, World Vision, VACCHO and VCOSS.  TeamMONASH^TM activities and partnerships with other organisations are covered by insurance).

Suitable workplace volunteering activities with Monash approved organisations

Staff are encouraged to volunteer by:

• registering with TeamMONASH^TM and assisting in the organisation and staging of major community events; and/or
• undertaking individual volunteering projects with one of Monash's strategic NFP partner organisations.

Staff may also identify other volunteer opportunities of their choice or organise fundraising activities provided the volunteering activity:

• satisfies Volunteering Australia's Definitions and Principles of Volunteering [pdf]; and
• does not conflict with the staff member's employment obligations or the University's policies and values.

Alternatively, staff may wish to contribute to the University's NFP partners by making regular charitable donations through the Remuneration and Benefits Procedure - Workplace Giving.

Volunteer leave entitlement

In recognition of the University's commitment to community engagement, staff members are entitled to two days special paid leave per annum to engage in workplace volunteering activities that satisfy the criteria in this procedure. The two days must be taken as either half days or full days (either consecutively or separately). Staff employed on a fractional basis will receive a pro-rata entitlement to special leave.

Although volunteer leave is a form of special paid leave, the Executive Director, Monash HR has delegated approval of volunteer leave to the head of unit.

How to apply for volunteer leave

Staff must apply for the special paid leave by completing an Application for Special Leave form [pdf] and identifying the special leave as volunteer leave. Please note that University-level approval is not required for this form of special paid leave however the leave must be authorised by the head of unit.

Related Procedures

• Remuneration and Benefits - Types of Leave (Special Leave)
• Remuneration and Benefits Procedure - Workplace Giving

Related Enterprise Agreement Clauses

• Monash University Enterprise Agreement (Academic and Professional Staff) 2009, Schedule 5, Paragraph (v) - Special Paid Leave
• Monash University Enterprise Agreement (Academic and Professional Staff) 2009, Clause 35 - Leave Entitlements

Related Documents

• Go Volunteer
• Oxfam Australia
• TeamMONASH^TM
• The Smith Family
• Victorian Aboriginal Community Controlled Health Organisation Inc. (VACCHO)
• Victorian Council of Social Service (VCOSS)
• Volunteering Australia
• World Vision Australia

Related Forms

Application for special leave