Participation of Volunteers and Students Policy

In this policy, words in italic text are defined terms which have the specific meanings set out in Gowrie Victoria Policies and Procedures – Definitions and Abbreviations.

Purpose

The purpose of this policy is to provide clear guidelines for the safe and respectful engagement of students and volunteers at Gowrie Victoria. It ensures their participation supports a positive learning environment while protecting children’s health, safety, and wellbeing at all times. The policy aligns with Child Safe Standard 6, promoting child empowerment and safety in all interactions.

Scope

This policy applies to all Board members, staff members, volunteers, students on placements, parents/guardians, children and contractors/labour hire employees at Gowrie Victoria.

Policy Statement

Gowrie aims to provide a range of opportunities for families, volunteers and students to participate in programs and experiences while adhering to clear guidelines regarding appropriate interactions and communication with staff, other adults and children.

Students

Gowrie Victoria encourages the participation of students in programs and experiences in services when appropriate, including observing and experiencing the provision of centre-based education and care.

Gowrie Victoria aims to support as many student placements as possible noting that consideration must be given to the overall number of placement and trainee students at any one time. The following principles guide Gowrie Victoria’s approach to students in order of preference.

Vocational Students

• Prioritise students and trainees who are studying with Gowrie’s RTO.
• Support placements for students from TAFEs located close to our service
• Support placements for students who may not otherwise be able to complete placement elsewhere (e.g. Vic College of the Deaf).
• Support placements for new employees of the organisation who have already commenced their studies at another reputable RTO.
• Consider all other placement requests, taking into consideration the capability and needs of the service.

Undergraduate/Postgraduate Students

• Prioritise undergraduate/postgraduate students who are currently employed with Gowrie to complete placements as applicable to their placement requirements.
• Provide opportunities for undergraduate students from Australian Universities to complete placements.
• Gowrie mentors (teachers) will not take on more than 2 students at any one time.

Volunteers

Gowrie Victoria values the participation of volunteers, parents/guardians, family members, and members of the community for the voluntary contribution they make to the education and care of their own and others’ children.

‘In genuine partnerships families and educators value each other’s knowledge and roles, communicate freely and respectfully and engage in shared decision making.’ (Early Years Learning Framework)

The role that volunteers play in services can include but are not limited to:

• working with groups of children
• preparing materials or food
• assisting with administrative tasks or
• working one-on-one with individual

Volunteers should only be engaged to complement, not replace, the work of paid staff. They are not counted in child-to-staff ratios. Accordingly, services must not engage volunteers to fill the place of an employee who is ill, on leave, or to fill a vacant budgeted position.

Responsibilities of Gowrie Victoria

At Gowrie Victoria, students and volunteers may participate in programs and activities at the service when appropriate, including observing and experiencing the provision of centre-based education and care.

Gowrie Victoria will:

• ensure that students and volunteers are suitable to work with children, and that children’s health, safety and wellbeing is always protected
• ensure that children being educated and cared for by the service are adequately supervised, and the legislated educator-to-child ratios are met
• check the status of the Working with Children Check (WWCC) or Victorian Institute of Teachers (VIT) for all volunteers and students where applicable
• ensure that the staff record contains the name, address and date of birth of volunteers and students attending the service
• keep a record for each day on which each student or volunteer participates with the date and the hours of participation
• ensure that volunteers, students and parents/guardians are always adequately supervised, and that the health, safety and wellbeing of children at the service is protected
• ensure that volunteers, students and parents/guardians are not left with sole supervision of individual children or groups of children
• provide volunteers and students with access to the following policies, the Code of Conduct and Statement of Commitment to Child Safety and ensure that these are adhered to:
  • Code of Conduct
  • Child Safe Policy
  • Statement of Commitment to Child Safety
  • Use of Technology Policy
  • Supervision Procedure
  • Interactions with Children Policy
• provide an induction checklist for volunteers and students attending the service
• ensure that any volunteer or student reads the visitor information upon arrival and acknowledges it.

Responsibilities of students and volunteers

Students and volunteers will:

• complete the staff the student/agency/volunteer form and provided this to the Responsible Person at the site and provide a WWCC card/VIT card
• understand and acknowledge the requirement for confidentiality of all information relating to staff and families within the service
• comply with the requirements of the Education and Care Services National Regulations and with all service policies and procedures, including the Code of Conduct, while at the service
• undertake the induction process and complete the induction checklist prior to commencement at the service (on staff record form)
• always follow the directions of staff at the service to ensure that the health, safety and wellbeing of children is protected
• speak up to a leader or manager if there are any concerns or clarifications required regarding their placement, child safety or understanding of the organisation’s ways of working.

Authorisation

Approved by	Chief Executive Officer
Name	Karen Weston
Signature
Date	12 September 2025

References