Volunteer Policy

1. Purpose

To provide a framework for the relationship between volunteers and the State Library of Western Australia (SLWA).

2. Scope

This policy applies to volunteers and staff of the SLWA but is not applicable to work experience and student placements.

For the purposes of this policy, volunteering is defined as:
“Time willingly given for the common good and without financial gain.” 

(Source - Volunteering Australia – Definition of Volunteering)

The Western Australian Genealogical Society Inc. (WAGS) has a formal partnership with the SLWA for the provision of volunteers to provide clients with genealogical enquiry assistance.

3. Context

As a government agency, SLWA recognises the importance of volunteers and the valuable role they play. 

Volunteers work alongside staff, assisting the SLWA with both day to day activities, special projects and events to achieve organisational objectives. Volunteering tasks will be clearly defined and volunteers will be matched to these tasks according to their skills, availability and interests.

SLWA may, with consideration of available volunteers and skills, assign collection-based work for their associated partners or organisations where there is a strategic benefit to preserve and provide access to the diverse history of Western Australia through State collections and archives. If the work is located at the partner organisation, the partner organisation must provide insurance cover.

SLWA will provide volunteers:

  • Meaningful opportunities;
  • An induction and orientation into the organisation;
  • Adequate information, training and resources to carry out their duties;
  • Adequate supervision and communication to ensure that volunteers are aware of policies and procedures relating to their duties;
  • A safe and healthy work environment; and
  • Adequate insurance coverage whilst carrying out SLWA work.

Volunteers will:

  • Work in a cooperative manner with SLWA employees;
  • Comply with SLWA policies, procedures and guidelines;
  • Take reasonable care for the safety and health of themselves and others; and

 Maintain the standards of professionalism, respect, courtesy and confidentiality in accordance with the Department Code of Conduct

4. Policy Statement

It is the policy of the Library Board of Western Australia that:
  • The State Library shall provide a flexible volunteering environment to broaden the opportunities for volunteer involvement. Volunteers will be actively recruited for once off, long and short-term roles.
  • Volunteers will undertake a variety of clearly defined tasks and shall be matched to these tasks according to their skills, availability and interests.
  • Volunteers add value to the services the State Library provides and do not replace paid staff.
  • The State Library shall provide ongoing training, support and supervision to enable volunteers to undertake the tasks to which they are assigned and will recognise the contribution they make.
  • The State Library shall provide a safe workplace for volunteers and volunteers shall adhere to the State Library’s Volunteer Code of Conduct and the State Library’s occupational safety and health requirements.

5. Responsibilities

Manager Client Services (development, implementation and management of this policy).

6. References

7. Authorisation and Review

First Approved: Library Board of WA 3 October 2013
Review date: Three years from Board approval
Reviewed : XTeam February 2021
Approved: Library Board December 2019
Approved: Library Board March 2021

Last updated on 6 October 2021