These are Valley FM’s Volunteer Guidelines for members

Valley FM 89.5

 

Volunteer Guidelines

 

1. Background

 

Valley FM 89.5 (officially known as ‘Valley FM Broadcasters Association Incorporated’ and herein referred to as “Valley FM”) has a large number of volunteers. The actual number fluctuates constantly as volunteers come and go, but has been as high as 200, and as low as about 50. Because of these large numbers of volunteers, these guidelines have been designed to protect both Valley FM and our volunteers, as well as to ensure that both the volunteers and Valley FM benefit from a more organised and clear statement of duties, responsibilities and procedures.

 

These Volunteer Guidelines have been drawn up and ratified by the Valley FM Board of Management as a reference source. They supplement, but do not replace, the Valley FM Constitution and the Valley FM Rules and Regulations.

 

Valley FM recognises the valuable contribution made by volunteers and actively encourages their participation because it:

 

· Enables volunteers to contribute to their community;

· Provides challenges for highly motivated individuals;

· Provides the opportunity for (informal) work experience and the development of new skills in volunteers;

· Provides opportunities for people who might otherwise not be able to work in radio;

· Enhances the range of services that Valley FM can provide to the community; and

· Allows for wider community participation.

 

It should be noted that, at this stage, all members of Valley FM – including Management – are volunteers. Accordingly, these guidelines apply to all members of Valley FM.

 

 

2. Statement of Principles

 

The definition of volunteering is:

 

“The volunteer is the person who is hired, released, trained, supervised, unsupervised and appreciated – everything but paid”.

 

Volunteering is primarily concerned with the roles, responsibilities and activities which people undertake:

· Of their own free will;

· Without payment;

· For the benefit of the community at large in non-profit organisations;

· For not more than 40 hours per week.

 

Valley FM 89.5 has no paid staff, so volunteers are not used to replace any paid workers.

 

3. Goals of Volunteer Service

 

Volunteering for Valley FM aims to:

 

· Utilise the energy, skills, interests and time of people who wish to contribute to their local community;

· Allow opportunities for meaningful community involvement;

· Increase the awareness of the individual and/or the community to social and community issues and concerns;

· Assist in improving the quality of life for individuals and for listeners in the community at large;

· Develop the knowledge, skills, confidence and competence of the volunteers;

· Commit time and energy to enhance the quality of Valley FM’s broadcasts;

· Assist in harnessing the skills and contributions of volunteers to develop new, varied and innovative programs;

· Reveal shortfalls in existing programming and work towards improving them;

· Provide an outside and extended view into Valley FM’s programs;

· Promote social networking and befriending; and

· Ensure that particular needs of our local community are addressed.

 

 

Volunteers at Valley FM will be required to:

 

· Work cooperatively in achieving the aims and objectives of Valley FM (in accordance with our Mission Statement) through their role as volunteers;

· Undergo initial training to acquire the necessary understanding and skills;

· Attend regular workshops and announcers’ meetings to maintain competencies and skills, or to learn new skills and techniques; and

· Maintain confidentiality of any information gained through working with other volunteers (for example: using pseudonyms if desired, not openly discussing other volunteers’ medical problems, not openly discussing internal station politics outside the Association – for example, not ‘airing dirty washing’ on air, in public, etc.).

 

 

4. Rights and Responsibilities of Volunteers

 

The volunteer contracts to perform a specific job with certain responsibilities and in return is entitled to certain rights. Both the volunteer and Valley FM have rights and responsibilities towards each other.

 

Volunteers (who must be financial members) have the right:

 

· To know the purpose and ground rules of the Association;

· To a position which is worthwhile, challenging and satisfying;

· To be treated as an equal by other volunteers. This includes Equal Employment Opportunity, Occupational Health & Safety, anti-discrimination legislation and organisational grievance processes;

· To receive appropriate training for the job;

· To have a work environment which is safe and conducive;

· To have the support and respect from all other volunteers;

· To have a workplace free from any form of harassment;

· To develop and share responsibilities with other volunteers;

· To have access to all relevant information pertaining to their involvement – which will assist in performing their tasks in a confident and competent manner;

· To develop new skills and knowledge, and to engage in relevant training/workshops;

· To be covered by personal accident insurance, in place of worker’s compensation;

· To be clear as to what is expected from them;

· To have the opportunity for a variety of experiences – should they choose – which may lead to Board membership or increased responsibility;

· To be kept informed of organisational changes and the reasons behind them;

· To vote at Annual General Meetings and Extraordinary General Meetings;

· To be heard, to have a say in planning and decision making, and to feel free to make suggestions (in the proper manner);

· To be elected by the members to a position on the Valley FM Board;

· To a reference, if appropriate.

 

It is the responsibility of the Valley FM Board to ensure that volunteer rights are acknowledged and upheld.

 

Volunteers have the responsibility:

 

• To respect and abide by the policies and practices of Valley FM;
• To respect the rights of other volunteers;
• To indicate any perceived limitations to performing their role effectively;
• To ensure that any personal information gained through their volunteer work remains confidential;
• To remain financial, by paying their annual membership fee on time;
• To notify the Secretary of any change to contact details (address, phone, e-mail, etc.);
• To sign the Register, with times, upon entry and departure, and to ensure that guests, visitors or interviewees do so as well;
• To not make any unauthorised statements to the press, other radio stations or television, nor to represent Valley FM without authority to do so. Any requests from other media organisations should be referred to the President, or to the Board;
• To not make any remarks on air that are derogatory towards Valley FM, Valley FM’s policies, Valley FM’s equipment, the Valley FM Board, or Valley FM members; and
• To adhere to Valley FM’s Rules and Regulations, OH&S policy and other policies.

 

Volunteer announcers have the additional responsibility:

 

• To sign-off sponsorship announcements (on the yellow sheets) as required;
• To attend occasional training sessions and workshops;
• To immediately report any formal complaints received, via the correct channels;
• To attend their allocated sessions on a weekly basis, or to find a substitute, or to advise the Program Coordinator accordingly of their absence;
• To be responsible for the Station’s security while on shift and to not leave the back door open (unattended).
• To be responsible for the security of your own belongings. Valley FM does not take any responsibility for losses of personal items;
• To check the Equipment Register every shift and report any missing or broken items;
• To adhere closely to the defamation laws;
• To adhere to the Code of Practice for Radio;
• To adhere to Valley FM’s OH&S Policy; and
• To adhere to Valley FM’s rules regarding announcing at Valley FM, as amended from time to time.

 

Volunteer Board members have the additional responsibility:

 

• To represent general members at Board meetings;
• To monitor volunteer announcers, from time to time, to ensure that the Code of Practice – Radio is being adhered to closely;
• To manage Valley FM in a responsible and cooperative manner;
• To report any breaches of the Code of Practice – Radio, or of Valley FM’s Rules and Regulations;
• To investigate any breaches and take any follow-up action as required;
• To meet on a monthly (or as required) basis to resolve any issues and determine station policy; and
• To undertake surveys on an as required basis (usually annually).

 

 

5. Rights of Valley FM 89.5

 

Valley FM has the right:

 

• To receive as much effort and commitment from a volunteer as can be provided;
• To expect conscientious acceptance of responsibilities as to promptness, reliability, professional (as much as is possible) and good performance;
• To expect loyalty and an understanding of Valley FM’s philosophy and goals;
• To expect an understanding of, and adherence to, Valley FM’s Mission Statement;
• To expect clear and open communication from the volunteer at all times, including constructive criticism; and
• To release an undesirable volunteer.

 

 

6. Avenues of Volunteer Involvement with Valley FM 89.5

 

· As an Announcer

· As a Board Member

· As a Non-Announcing Member or Supporter

· As an Occasional Volunteer Worker

 

 

7. Guidelines for Volunteer Management

 

Procedures for Managing Volunteers

 

The following steps must be followed by members of the Valley FM Board for effectively managing volunteers:

 

• Develop relevant training programs (if applicable);
• Encourage the cooperation and integration of volunteers;
• Establish clear lines of communication with all members by various means; and
• Provide ongoing and regular support/supervision/guidance (wherever possible).

 

 

8. Selection

 

Potential volunteers for Valley FM must complete and submit an Application Form and sign the abbreviated copy of the Valley FM Rules and Regulations. Potential announcers must also complete the Application for a Program Form and submit it, together with payment of their membership fee.

 

Once a new member’s membership has approved by the Valley FM Board, potential announcers must undergo basic training at Valley FM.

 

 

9. Orientation and Training

 

The basic training course includes both theory and practical training components. The theory component includes orientation with the facilities and structure of Valley FM. This provides volunteers with a quite thorough knowledge for their commitment to Valley FM.

 

Non-announcing members do not require this basic training, but should be welcome, and encouraged, to participate in the theory phase (currently 2 sessions), to learn all about Valley FM. This will also foster a sense of “belonging” to the Association and provide networking opportunities.

 

On successful completion of training, and only if deemed suitable and ready to broadcast, by the Trainer/s, the new announcer can then be allocated a timeslot, if one exists, and may commence their own program.

 

Continuing education and training is a further extension of the basic training which provides information about new developments and advanced skills relevant to their role (i.e. Interview technique, digital production techniques, Board training, etc.). Volunteers should be encouraged to participate in (or to conduct) such training.

 

 

10. Process Leading To Termination

 

Appointment to any volunteer position at Valley FM is subject to termination at the request of Valley FM’s Board. The decision to terminate a volunteer will only be made by the Valley FM Board.

 

Volunteers may leave at any stage by initiating the exit procedure:

 

• Making the decision to leave;
• Giving as much notice as possible to the Valley FM Board (usually via the Program

Coordinator) and preferably in writing;

• Returning any borrowed equipment, keys or CDs; and
• Liaising to discuss a suitable timeframe to leave.

 

Volunteers should be encouraged to express their attitudes and experiences and their reason/s for leaving.

 

Accurate records should be kept in situations where volunteers have engaged in termination interviews, and these records must be retained for further reference should issues of conflict or confidentiality arise, or any other unforeseen circumstances.

 

If a volunteer is considered unsuitable for the role assigned, the issue must be raised directly with the volunteer concerned and the respect for, and the dignity of, the person taken into consideration.

 

 

11. Occupational Health and Safety

 

Separate guidelines have been drawn up and ratified by Valley FM’s Board of Management regarding Valley FM’s OH&S Policy. That document should be referred to for all OH&S issues.

 

All volunteers are expected to adhere to the OH&S Policy and at all times be aware of OH&S issues while they are involved with Valley FM.

 

 

12. Insurance Coverage

 

Volunteers will be covered according to the terms and conditions outlined in the insurance policy adopted by Valley FM.

 

 

13. Code of Practice – Radio

 

The Code of Practice – Radio must be read and understood by all volunteers at Valley FM.

 

The Australian Communications Media Authority (ACMA) has registered revised codes of practice for the community broadcasting sector. The revised codes were developed by the sector as facilitated by the Community Broadcasting Association of Australia (CBAA). They replace those originally registered by the ABA in January 1995 and reflect the outcome of a review of the codes conducted by the CBAA during 2002. The codes have been modified to take account of changes in community attitudes, the concerns of complainants to the ACMA and the views of the community broadcasting sector.

 

The Code of Practice covers issues such as: principles of democracy, diversity and independence, guidelines for programming, volunteering, conflict and complaint handling, sponsorship, and Australian content.

 

14. Code of Conduct

 

In addition to the Code of Behaviour and Code of Ethics and Confidentiality, described at Annex A and B respectively, Valley FM adopts the following Code of Conduct to give guidance to volunteers:

 

 

In joining Valley FM, all volunteers must agree to maintain the confidentiality of other members (i.e. by not revealing their surnames, or e-mail addresses, if requested; or any medical complaints or disabilities) and any commercial-in-confidence information that they may have access to.

 

 

Regular attendance for weekly programs is strongly encouraged, or at least to have the courtesy to advise the Program Coordinator (by e-mail or phone) if unable to attend; but ideally, to find a substitute if unable to attend a shift.

 

Attendance at Announcers’ Meetings, occasional workshops and special functions is also strongly encouraged.

 

 

See Valley FM’s Policy regarding Grievance Procedure in the Valley FM Constitution.

 

 

Valley FM’s Mission Statement refers to “all members of Valley FM working together in a spirit of mutual trust, encouragement and respect, in an equal opportunity environment, free from discrimination and harassment”. This statement forms part of Valley FM’s Code of Conduct.

 

 

 

 

Annex A to

Valley FM’s Volunteer Guidelines

 

Caring about what we do

We will:

· Treat people equally

· Honour confidentiality

· Respect and uphold the rights of others

 

Caring about those we serve in our community

We will:

· Exercise openness and fairness in our dealings with others

· Strive to provide the highest level of service

Demonstrating professionalism

We will:

· Acknowledge our limitations

· Be willing to seek advice

· Maintain professionalism in all our interactions and while broadcasting

Leading by example

We will:

· Use our knowledge and skills to perform our duties to the best of our ability

· Cultivate and maintain relationships that support the goals of the Association

Supporting each other

We will:

· Seek to resolve conflict rapidly and constructively

· Foster a safe, healthy and creative environment

Encouraging innovation

We will:

· Channel our creativity into tangible initiatives

Respecting difference

We will:

· Recognise and tolerate individual differences in others, including gender, spiritual values, sexual

preferences, age, disability, musical interests and culture

Communicating openly and honestly

We will:

· Communicate courteously

· Discuss differences in a clear and calm manner

· Refrain from using behaviour that is abusive, intimidating or patronising

 

 

Annex B to

Valley FM’s Volunteer Guidelines

 

 

Valley FM’s Code of Ethics and Confidentiality

 

 

Volunteers of Valley FM are required to comply with the Code of Ethics and Confidentiality of Valley FM.

 

Non-compliance with Valley FM’s code of ethics and confidentiality may include:

 

• Repeating remarks overheard about the Association or other volunteers;

· Being publicly critical of, or interfering with, the Association’s operation of its business, or of the Association’s policies, or being publicly critical of Valley FM’s Board of Management;

• Accepting money or significant gifts from a sponsor;

· Imposing your own beliefs (including religious) or attitudes to anyone in the Association;

· Promising air time to potential sponsors, or for-profit organisations, without Board approval;

· And, under no circumstances may any unauthorised statement be made to the press, other radio stations or television. Any requests from the media should be referred to the President.