Volunteer Agreement

This document is not intended to be a legally binding contract between us and it may be cancelled at any time by either us or you.

1. You Are A Volunteer

The position of Volunteer at Ballarat International Foto Biennale is a voluntary role. This means that, if you accept the role, you perform all duties on a voluntary basis and you will not receive remuneration or payment for your work, other than reasonable reimbursement of expenses (see below at Paragraph 9).

Neither Ballarat International Foto Biennale or you intend any employment or contractual relationship to be created ie. you are not an employee, independent contractor or consultant at Ballarat International Foto Biennale. If this changes at any time, and there is a possibility that you might undertake paid work for the organisation or be involved in vocational training, we will discuss this and document the arrangement in a formal employment contract, contract for services or other arrangement.

2. What You Can Expect as a Ballarat International Foto Biennale Volunteer

Ballarat International Foto Biennale values its volunteers, and we will endeavour to provide you with:

  1. a written position description so you understand your role and the tasks you are authorised to perform
  2. a full induction, orientation and any training necessary for the volunteer role
  3. a safe environment in which to perform your role
  4. respect for your privacy, including keeping your private information confidential
  5. a supervisor, so that you have the opportunity to ask questions and get feedback (see para. 4 below)
  6. insurance to cover you for the volunteer duties you are authorised to perform (see para. 10 below).

3. What Ballarat International Foto Biennale Asks of its Volunteers

By volunteering with Ballarat International Foto Biennale you warrant that you have the intention, skill and ability to perform your volunteer role.

We ask that you to:

  1. support Ballarat International Foto Biennale aims and objectives
  2. uphold the good reputation of the organization
  3. participate in all relevant induction and training programs
  4. only undertake duties you are authorised to perform and always operate under the direction and supervision of nominated staff and obey reasonable directions and instructions
  5. understand and comply with the organisation’s policies and procedures including Human Resources Policies and Procedures and Privacy Policy.
  6. notify your supervisor or another member of staff of any health and safety issues or potentially hazardous situations that may pose a risk to you or others and report any accidents or incidents relating to staff, volunteers, or the workplace
  7. behave appropriately and courteously to all staff, clients and the public in the course of your role
  8. use any property or equipment given to you in your role safely and only for purpose of the role and return it to the organisation when you finish your volunteer role
  9. let us know if you wish to change the nature of your contribution (e.g. hours, role) to Ballarat International Foto Biennale at any time
  10. comply with the law at all times, and
  11. be open and honest in your dealings with us and let us know if we can improve our volunteer program and the support that you receive.

4. Contact Person

UYour contact person at Ballarat International Foto Biennale will be the Volunteer Coordinator (volunteers@ballaratfoto.org). If you have any questions or concerns about your role, your health and safety, or if there is any assistance you need to help you undertake your role, please contact volunteers@ballaratfoto.org as soon as possible.

5. Role Descriptions and Details

Your role is defined in the Volunteer Portal as identified by you during the volunteer sign up process.
It is important that you only perform the tasks in this role description and that you follow the instructions of the Volunteer Coordinator and Ballarat International Foto Biennale staff.
In Victoria there are laws that protect volunteers in community organisations from civil liability (i.e. legal action like a negligence claim) in specific circumstances. We will explain more about these laws in your induction.
One of the key factors in ensuring you are protected is that you are performing voluntary community work that is directed or supervised by an incorporated community organisation. It is therefore important that you only perform the tasks in the role description and as instructed by the organisation. To be covered by these laws it is also important that you are not affected by drugs or alcohol when you are volunteering.
If you are unsure whether a particular task or work is authorised, please do not hesitate to talk to your contact person.

6. Health and Safety

At Ballarat International Foto Biennale volunteer safety, and the safety of everyone who is involved in our organisation, is a priority.

In Victoria, the Occupational Health and Safety Act 2004 (OHS Act) applies to many volunteers because all organisations that engage workers on a paid basis or manage or control a workplace can owe OHS duties to everyone in the organisation (including volunteers). Also, there may be other legal actions (such as negligence claims) that mean we always need to consider work health and safety issues.

Under the OHS Act and other laws, Ballarat International Foto Biennale has a duty of care to minimise risks to everyone affected by its conduct (including paid employees and volunteers).

It also means that as a volunteer, you may have OHS duties too. These include:

  1. to comply with all lawful and reasonable directions given by Ballarat International Foto Biennale officers and employees
  2. to take reasonable care for your own health and safety
  3. to take reasonable care for the health and safety of others
  4. to comply with any reasonable instruction by Ballarat International Foto Biennale to let (insert organisation’s name) know of any concerns you may have about safety and/or fitness in undertaking our role, and
  5. to cooperate with any reasonable policies and procedures of Ballarat International Foto Biennale.

We will provide you with a full induction, safety equipment and role training when you commence as a volunteer with our organisation. However, please do not hesitate to talk to your contact officer at any time if you have any health and safety concerns.

7. Forbidden Conduct

You must not, during while performing duties for Ballarat International Foto Biennale:

  1. be guilty of serious misconduct including contravention of law;
  2. fail or refuse to comply lawful and reasonable directions given by Ballarat International Foto Biennale officers and employees;
  3. perform any form of slander, misrepresentation or cause of detriment to the Ballarat International Foto Biennale name, brand, event or organization;
  4. accept payment or other benefit in money in connection with any matter or business transacted by or on behalf of Ballarat International Foto Biennale;
  5. be under the influence of any alcohol and/or illicit drugs when carrying out your duties;
  6. engage in conduct that causes imminent and serious risk to:
  1. any person’s health, safety or reputation whether or not any person’s health, safety or reputation is actually affected; or
  2. Ballarat International Foto Biennale;
  1. engage in conduct that tends to bring the Company into disrepute; or
  2. consume alcohol without Ballarat International Foto Biennale’s consent.

8. Termination of Role

Depending on advice from the Victorian Government at the time of the event, you may be required to wear a mask. You are required by law to carry a mask at Ballarat International Foto Biennale does not warrant that the your services will be required at any particular time, for any particular period or on any particular date.
Ballarat International Foto Biennale may suspend or terminate your volunteer role at any time for any reason.

9. Required Induction and Training

Ballarat International Foto Biennale is committed to providing suitable training in support of our health and safety, discrimination and privacy policies. For this reason, it is our policy that all volunteers undertake induction and/or training at Ballarat International Foto Biennale prior to commencing their volunteer position.

10. Required Information

Before you can commence the volunteer role, we need the following information: a current police check, and some roles may require a Working With Children check.
All background check information will be conducted in accordance with our ‘Background Check’ policy and our privacy policy.

11. Volunteer Benefits

We may sometimes provide you with other benefits as part of your volunteering role (examples include training, free food, event entry, clothing or equipment). Where this occurs, it is on a gratuitous basis at the discretion of Ballarat International Foto Biennale and is not payment in lieu of salary.

12. Insurance

We are committed to providing adequate insurance cover for volunteers whilst carrying out their volunteering roles that have been approved and authorised by us.

Ballarat International Foto Biennale has the following insurances:
Insurer: DUAL Australia Pty Ltd
Policy Number: P_AL/0/300044/20/L9
Evidencing cover for the period 31 October 2020 to 31 October 2021
To ensure this insurance covers you for any incidents that occur while you are volunteering with us, you need to: participate in the allocated training and induction requirements, report an incident as soon as it has occurred, sign in each time you volunteer and sign out when you complete your shift.

We want to let you know that the following events are unlikely to be covered by our insurance:

  1. actions that are beyond the scope of your volunteer role, or that occur without appropriate authority or permission from us
  2. criminal activity (including criminal charges arising out of driving incidents)
  3. dishonest or reckless activities

By completing your volunteer registration, you acknowledge that you have read this Volunteer Agreement, have had an opportunity to ask questions and agree to it.

Volunteer Grievance Procedure

Ballarat International Foto Biennale’s (BIFB) aim is to ensure that volunteers with a grievance relating to their volunteering during the biennale can use a procedure that can help to resolve grievances as quickly and as fairly as possible.

Informal discussions:

If a volunteer has a grievance about their volunteering they should discuss it informally with the Biennale Director. We hope that the majority of concerns will be resolved this way.

Stage 1 – Statement of Grievance

If the volunteer feels that the matter has not been resolved through informal discussions, they should put their grievance in writing to the Biennale Director.

Stage 2 – Grievance Meeting

Within 5 working days the Director will respond, inviting the volunteer to attend a meeting where the alleged grievance can be discussed. This meeting should be scheduled to take place as soon as possible and normally 2 working days notice of this meeting will be provided to the volunteer. The volunteer will be informed of their right to be accompanied by a support person. After the meeting the Director must write to the volunteer informing them of any decision or action and offering them the right of appeal. This letter should be sent within 10 working days of the grievance meeting and should include the details on how to appeal.

Step 3 – Appeal

If the matter is not resolved to the volunteer’s satisfaction they must set out their grounds of appeal in writing within 5 working days of receipt of the decision letter. The letter should be addressed to the Chairperson, BIFB Board.  Within 5 working days of receiving an appeal letter, the volunteer should receive an invitation to attend an appeal meeting. The volunteer will be informed of their right to be accompanied by a support person. The appeal panel will consist of at least two BIFB board members. After the appeal meeting, the appeal panel must inform the volunteer in writing of their decision within 10 working days of the meeting. Their decision is final.