1. The purpose of our procedure
This procedure sets out Adelaide University's requirements for the recruitment, induction and management of volunteers, in compliance with applicable legislation and mandatory obligations.
Please read this procedure in conjunction with the Volunteer Policy.
2. Who our procedure applies to
2.1 Inclusions
Our procedure applies to:
- volunteers engaged in the Adelaide University Volunteer Program (program)
- staff responsible for the management, coordination and supervision of volunteers in the program.
2.2 Exclusions
This procedure does not apply to volunteers engaged outside of the program such as:
- volunteers participating in research trials or projects
- volunteers involved in groups or associations affiliated with, but not part of, Adelaide University.
All volunteers outside the program should refer to the [Human Research Projects and Clinical Trials team] or to the relevant group, association, or local area, for
information on their volunteer processes until further notice.
This procedure authorises the Executive Director - Community and Regional Engagement and the Deputy Vice Chancellor - International and External Engagement to maintain associated protocols.
3. Our volunteer procedure
We take the following steps during the planning stage and/or in the delivery of program activities.
3.1 Approval of initiatives
Service needs vary across local areas, which may influence how volunteers are engaged. The following process applies to the registration and approval of volunteer initiatives or groups:
1. Submit the registration of the volunteer group via [central system or form].
2. Provide the required supporting documentation.
3. Monitor the progress of the registration.
4. Receive notification of the outcome, or any request for additional information.
Supporting documentation may include:
- A mission statement for the volunteer group.
- A volunteer role description.
- Confirmation of the designated Volunteer Coordinator.
Approval from the [Executive] is required for the local area, along with the designation of a Volunteer Coordinator.
The Volunteer Program Coordinator will approve registrations in consultation with the Executive Director - Community and Regional Engagement.
Refer to the [final resource title] for further information.
3.2 Recruiting our volunteers
Recruitment may use internal or external channels, depending on the role
description. Volunteer Coordinators may also hold information sessions to inform potential candidates about our volunteer opportunities.
Candidates will:
1. Submit an expression of interest through [insert central system name].
2. Provide any required supporting documentation.
3. Monitor the status of their submission via [insert central system name].
4. Be notified if additional information is needed to support their expression of interest.
5. Be advised of the final outcome.
Supporting documentation may include:
- A police check or working with children clearance.
- Parental or guardian consent if the volunteer is under the age of 18.
- The volunteer’s signature on a formal agreement for the outlined role.
- Additional approvals if the volunteer activity is high risk.
Selected volunteers will be registered in [Better Impact] and provided with details of the volunteering opportunity during induction and training, along with
information and ongoing support.
Refer to the [input the final resource title] for further information.
3.3 Training and ongoing support
We are committed to the wellbeing and safety of our volunteers, including preparing them to successfully engage in their volunteer activity.
All volunteers must:
- Complete our induction program (institutional, local and role-specific) covering safety protocols, code of conduct, values, and behavioural expectations before starting their volunteer role.
- Be informed of and comply with relevant University policies and procedures, including but not limited to the [Wellbeing and Safety Policy], [Code of Conduct and Values for Staff], [Anti-Bullying and Harassment Policy], [Gender Based Violence and Sexual Harm Prevention and Response Procedure] and [Safety of Children and Vulnerable People].
- Raise any queries, feedback or issues with their direct supervisor throughout the program.
Refer to [input the final resource title] for further information.
3.4 Acknowledging our volunteers
Acknowledging the contributions of volunteers is a key component of the
program. Recognition practices demonstrate appreciation and encourage ongoing engagement.
A variety of strategies may be used, including informal and formal awards and events. Any monetary awards will be approved by [input appropriate approval authority].
Volunteer Coordinators are encouraged to consult the Volunteer Program Coordinator for advice on recognition approaches.
Refer to [input the final resource title] for further information.
3.5 Resolving incidents reported
Volunteers will be advised of the procedures for managing grievances,
performance issues, and other concerns, including incident reporting, and will be supported throughout these processes.
Concerns or incidents should initially be reported to the volunteer’s direct supervisor, who can provide immediate and appropriate assistance. If further support is required, the supervisor may escalate the matter to the local Volunteer Coordinator.
Refer to [input the final resource title] for further information.
3.6 Insurance cover for our volunteers
Volunteers registered in approved University voluntary activities are covered by insurance in accordance with the Volunteer Policy and this procedure.
Refer to the [Volunteer Insurance Guide] for further information.
3.7 Improving our processes
We actively encourage volunteers to share their feedback through established channels. Feedback can be provided at any time to the volunteer’s direct supervisor, or through the feedback form at the conclusion of their activities.
All records are managed in line with the University’s privacy obligations.
Volunteer feedback is a valuable source of insight, informing regular reporting and guiding recommendations to leadership for ongoing system and program improvements.
Refer to the [input the final resource title] for further information.
4. Who holds a responsibility within this procedure
4.1 The Vice Chancellor and President is required to:
- Provide strategic oversight of volunteer initiatives to monitor their alignment with the University’s strategic objectives.
- Exercise due diligence obligations as an Officer under the Work Health and Safety Act 2012 (SA).
4.2 The Deputy Vice Chancellor - International and External Engagement is required to:
- Authorise the establishment of the Adelaide University Volunteer Program (program).
- Review and confirm volunteer dismissal decisions as recommended by the Executive Director – Community and Regional Engagement.
- Ensure, as far as reasonably practicable, that safe systems of work are in place to protect the wellbeing and safety of volunteers, in compliance with applicable legislation and mandatory obligations.
4.3 The Executive Director - Community and Regional Engagement is required to:
- Implement the program and ensure management practices adhere to legislative and mandatory requirements.
- Develop the strategic plan and framework for volunteer management, encompassing governance structures and reporting obligations.
- Approve the appointment of staff responsible for management and coordination of the program.
4.4 The Volunteer Program Coordinator is required to:
- Oversee the management of the program in accordance with legislation, the National Standards for Volunteer Involvement, and relevant University policies and procedures.
- Maintain governance and framework documentation, including policies, procedures, protocols, templates, and other program resources.
- Approve or decline volunteer registrations in consultation with the Executive Director, Community and Regional Engagement.
- Provide local support, resources, and guidance on the program’s central processes or compliance, as required.
- Prepare annual reports as directed.
- Manage escalated reported incidents, including injuries, performance management issues, grievances and recommended volunteer dismissal decisions submitted to the Deputy Vice Chancellor – International and External Engagement, and facilitate their resolution in consultation with the Executive Director, Community and Regional Engagement following relevant University policies and procedures.
4.5 The Volunteer Coordinator is required to:
- Coordinate local volunteer activity in accordance with relevant University policies and procedures.
- Organise local volunteer activities, including registration, role descriptions, information sessions, recruitment, screening, induction, training, rostering, supervision, pre-approved recognition events, and other necessary program activities.
- Manage reported incidents, including injuries, performance management, and grievances and their resolution, and escalate if required.
4.6 Volunteers are required to:
- Take all reasonable care for their own and others’ safety.
- Be aware of, and comply with, applicable University policies, procedures and protocols related to their volunteer role, as advised through induction or other means.
5. Definitions used in our procedure
Please refer to our Adelaide University Glossary for a full list of our definitions.
The Adelaide University Volunteer Program consists of structured groups of volunteers embedded within specific colleges, portfolios, or University initiatives. Each group is coordinated by a designated staff member responsible for overseeing volunteer activities and ensuring alignment with our strategic and operational goals. Volunteers may include students, staff, alumni, and members of the public. This program is distinct from one-off volunteering, which involves individuals contributing to isolated events or tasks outside a formal group structure.
Applicable legislation for the purposes of this policy means laws promoting the basic rights of volunteers such as the right to a safe working environment (Work Health and Safety 2012 (SA)), protection from liability (Volunteer Protection Act 2001 (SA)), privacy (Privacy Act 1998 (Cth)) and supporting regulations or relevant industry standards.
An Officer is a person who makes or helps make a decision which affects either the whole or a major part of a business or undertaking. If a person has the capacity to significantly affect the financial standing of the organisation, they are recognised as an Officer.
Reasonably practicable means whatever is, or was at a particular time, reasonably able to be done in relation to ensuring health or safety. This considers and weighs up all relevant matters including:
- the likelihood of a hazard or risk occurring
- the degree of harm that might result from the hazard or risk
- what the person concerned knows, or should reasonably know, about the hazard or risk, and ways of eliminating or minimising the risk
- the availability and suitability of ways to eliminate or minimise the risk
- whether the cost is grossly disproportionate to the risk.
A volunteer role description outlines the objectives, responsibilities, outcomes, skills, behaviours, knowledge, and experience needed to perform the role successfully.
A volunteer is an individual who willingly contributes their time, skills, or expertise without expectation of financial gain to support the University’s mission, values and behaviours.
6. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | Volunteer Policy |
Policy category | Corporate |
Approving authority | co-Vice Chancellors/Vice Chancellor and President |
Policy owner | Deputy Vice Chancellor - People and Culture |
Responsible officer | Deputy Vice Chancellor - People and Culture or delegate |
Effective from | [TBC] |
Review date | [3/4/5 years after date this version is approved, TBC] |
Enquiries | Interim Central Policy Unit/[Central Policy Unit] |
Replaced documents | None |
7. Legislation and other documents related to this procedure
This procedure does not assign or confer decision-making authority. Refer to the [Delegation Policy] for all delegations of authority at Adelaide University.
Category | Documents |
Related Policy | Volunteer Policy |
Related Procedure | Finance Business Expense Procedure |
Referenced legislation | |
| Privacy Act 1998 (Cth) | |
| External references |
8. History of changes
Date approved | To section/clauses | Description of change |
27/09/2025 | N/A | New procedure |
At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.