Terms and Conditions

Please read these terms and conditions carefully before you make an application to the Glenn Family Foundation so that your expectations are clear. If you have any questions about these conditions, please email us at [email protected]

Position

The position of GFF Representative is a volunteer position. 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 and an honorarium awarded at the end of your assigned programme

Volunteer expenses and other benefits

As a volunteer, GFF will provide you with reimbursement for any reasonable out-of-pocket expenses that you incur when performing authorised tasks associated with your role. This includes flights, accommodation, food, transport related to your work, visa costs, and communication related expenses such as wifi. We will also cover any pre-approved costs relating to the programme, such as equipment, stationery or catering for meetings. We do this to ensure that you are not financially disadvantaged as a result of your volunteer position with us. These payments are not remuneration or wages and any unspent balance must be returned to GFF upon completion of your placement.

You will need prior approval for any expenses not pre-approved and will always need to produce receipts. GFF covers the cost of return flights from Australia to the programme location. Volunteers who wish to depart from a country other than Australia must bear the cost of the difference.

Only upon “successful” completion of the assigned 6 month project will you receive an honorarium as a gift of thanks for your contribution. When this occurs, it is on a gratuitous basis at the discretion of GFF and is not payment in lieu of salary.

Your placement is considered “successful” if:

  • you completed the duration of the 6 month placement, AND
  • you completed your allocated tasks to a high standard as determined by GFF and the local project leader, AND
  • you have not contravened any of the conditions in this agreement or been guilty of gross misconduct or illegal activities.

GFF does not make any representation as to whether or not the honorarium is subject to taxation in your country of domicile, the country where you perform your volunteering duties or any other jurisdiction.

If you do not successfully complete the assigned project, you will be liable for your return flight costs, and reimbursement costs will immediately cease. You will not receive your honorarium or any part thereof. This is barring the termination of the placement due to evacuation by emergency services for natural disasters or political unrest, or the termination of the programme by GFF. In these circumstances you will not be responsible for your return flight costs and will receive an honorarium commensurate with your length of service.

Obligations

GFF values its volunteers and we will endeavor to provide you with:

  • a written position description so you understand your role and the tasks you are authorised to perform
  • a full briefing, on site orientation and any training necessary for the volunteer role
  • a safe environment in which to perform your role
  • respect for your privacy, including keeping your private information confidential
  • a supervisor, so that you have the opportunity to ask questions and get feedback
  • reimbursement for your reasonable expenses so you are not out-of- pocket as a result of volunteering for us, and
  • insurance to cover you for the volunteer duties you are authorised to perform

GFF asks that its volunteers:

  • Support GFF’s aims and objectives and participate in all relevant briefing and pre-departure preparation and project planning
  • 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
  • seek permission before taking photographs (from guardians if a minor) and respect confidentiality of those who wish to remain anonymous in any reporting or documenting
  • comply with any rules and policies of the NGO or local programme you are working with and conduct yourself in a manner that is professional and respectful
  • understand and comply with the organisation’s policies and procedures including: equal opportunity, health and safety, privacy and confidentiality policies as prepared or changed from time to time
  • 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
  • behave appropriately and courteously to all staff, beneficiaries and other volunteers during your placement
  • 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 placement
  • adhere to the reporting and supervision timelines and protocols
  • let us know if you wish to change the nature of your contribution (e.g. hours, role) to GFF at any time
  • notify your supervisor or another member of staff of any complaints made to you
  • not accept any gift or gratuity without the consent of your supervisor or a senior member of GFF
  • report any inappropriate behaviour or circumstances of any person involved in or being assisted by the volunteer program to your supervisor
  • comply with the law at all times, both within Australia or in any other host country
  • 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.

Health and safety

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

GFF has the following insurances:

  1. Business Travel Insurance with worldwide endorsement

This covers the volunteer for the entire 6 months of their placement overseas and covers personal accident and sickness, kidnap and ransom, hijacking and detention, medical expenses, emergency assistance, baggage and electronic equipment personal liability, political and natural disaster evacuation and search and rescue expenses.

  1. Public Liability cover with worldwide endorsement

This covers GFF for compensation for personal injury or property damage caused by an occurrence in connection with the organisation’s activities.

As a volunteer, you have responsibilities related to health and safety. These include the responsibility:

  • to take reasonable care for your own health and safety
  • to take reasonable care for the health and safety of others
  • to comply with any reasonable instruction from GFF and local programme managers especially relating to health and safety
  • to let GFF know of any concerns you may have about safety and/or fitness in undertaking your role
  • to cooperate with any reasonable policies and procedures of GFF.

Briefing and preparation

GFF is committed to providing suitable pre-departure briefing and any training necessary for the fulfilment of your role and in support of any health and safety, discrimination and privacy policies GFF may have from time to time. For this reason, it is our policy that all volunteers attend a briefing in person where possible, or via Skype where the volunteer is residing in another country.

Information we require before you can start in the volunteer role

Before you can commence the volunteer role, we may request the following information:

  • Police clearance certificate
  • Passport copy
  • Working with children check (programme dependent)
  • License (if you intend on riding a scooter or driving a vehicle)
Sarah McLaughlinTerms and Conditions