Our rules

Volunteers are vital to the success of LatinOz QLD Inc. This Code of Conduct outlines the standards of behaviour expected from volunteers to ensure that the organisation operates effectively, openly, and responsibly. All volunteers (including Committee Members) should familiarise themselves with this Code of Conduct and adhere to it throughout their involvement with LatinOz QLD Inc.

Volunteers are expected to:

1.1 Role Fulfilment: Perform their role as outlined in their volunteer agreement or role description to the best of their ability, ensuring they meet time and task commitments.

1.2 Conduct: Act with honesty, integrity, and responsibility in all duties, ensuring their behaviour aligns with the mission and values of LatinOz QLD Inc.

1.3 Policies and Procedures: Adhere to the organisation’s policies, procedures, and any instructions or directions provided by their supervisor or the management committee.

1.4 Respect and Fairness: Treat others with fairness, equality, dignity, and respect, fostering an inclusive and supportive environment free from harassment, bullying, or discrimination.

1.5 Health and Safety: Comply with health and safety guidelines, immediately reporting any concerns or incidents to the appropriate personnel.

1.6 Confidentiality: Keep all confidential information obtained during volunteering private and ensure it is not shared with unauthorised individuals. Return any confidential documents or materials at the conclusion of your volunteer service.

1.7 Representation: Ensure your behaviour reflects positively on LatinOz QLD Inc. when representing the organisation. Avoid any actions, both in-person and online, that could bring the organisation into disrepute.

Volunteers must avoid any situation where their personal, financial, or other interests conflict, or may appear to conflict, with the duties they perform for LatinOz QLD Inc. Conflicts of interest may include, but are not limited to:

2.1 Personal Gains: When a volunteer seeks to personally benefit from opportunities or resources that arise during their involvement with the organisation.

2.2 Business Interests: Where a volunteer has a direct or indirect financial interest in a company or service provider that has dealings with LatinOz QLD Inc.

2.3 Competing Commitments: When a volunteer’s commitments to another organisation may affect their ability to act in the best interests of LatinOz QLD Inc.

If you are unsure whether a conflict of interest exists, you must seek clarification from the committee. All potential conflicts should be declared as soon as they arise.

3.1 Intellectual Property

All materials, content, or intellectual property created, developed, or contributed by volunteers as part of their role or through their involvement with LatinOz QLD Inc. are the exclusive property of LatinOz QLD Inc. This includes, but is not limited to, documents, presentations, digital content, marketing materials, and any other creations made in relation to volunteer activities.

3.2 Assignment of Rights

By accepting a volunteer role, volunteers agree that any intellectual property rights arising from work created for the organisation are assigned to LatinOz QLD Inc., and volunteers waive any rights to claim ownership of such materials.

4.1 Open Communication

Volunteers are expected to communicate openly and respectfully with staff, other volunteers, and community members.

4.2 Raising Concerns

If any issues arise during your role, raise them with your supervisor or a committee member as appropriate. Follow the organisation’s grievance procedures for resolving conflicts.

Volunteers must not:

5.1 Bring the Organisation into Disrepute

Avoid any behaviour, including through social media, that could negatively impact LatinOz QLD Inc.’s reputation.

5.2 Accept Gifts

Do not accept gifts, rewards, or benefits that could influence your judgement or decision-making in your role as a volunteer.

5.3 Disclose Confidential Information

Do not disclose any confidential information, both during and after your involvement with the organisation, unless authorised to do so.

5.4 Engage in Harmful Behaviour

Do not engage in any behaviour that could cause physical or mental harm to others, including bullying, harassment, or discrimination.

5.5 Engage in Illegal Activities

Avoid any unlawful activities while volunteering, and ensure your actions comply with Australian law.

Volunteers are expected to maintain appropriate personal hygiene and wear attire suitable to their role and the nature of the event or activity they are involved in.

7.1 Adherence to Safety Procedures

Volunteers must follow all safety protocols and guidelines provided during training or specific to their role.

7.2 Reporting Incidents

Report any health, safety, or wellbeing concerns to your supervisor or the appropriate personnel immediately.

8.1 Handling Disputes

If a conflict or issue arises, volunteers should engage in respectful communication and seek to resolve the matter amicably. If necessary, follow the organisation’s dispute resolution procedures by consulting with a committee member or your supervisor.

LatinOz QLD Inc. reserves the right to terminate a volunteer’s position if they fail to meet the standards outlined in this Code of Conduct or if their behaviour is not aligned with the values of the organisation. Volunteers understand that their role does not create an employment relationship.

By signing below, I acknowledge that I have read and understood the LatinOz QLD Inc. Volunteer Code of Conduct. I agree to uphold the standards outlined in this document.

LatinOz QLD Inc. ("the Organisation") is committed to protecting the privacy and security of all information related to its members, participants, volunteers, and operations. Confidentiality is a fundamental principle that ensures trust, safety, and compliance with legal and ethical standards. This document outlines what confidentiality means within the Organisation and why it is crucial.

Confidential Information includes, but is not limited to:

• Personal data: Names, contact details, health records, and other sensitive personal information of members, volunteers, staff, and participants, particularly minors.
• Financial information: Budgets, financial reports, donor and sponsor details, bank account details, credit card transactions, and payment records.
• Operational data: Internal policies, meeting minutes, strategic plans, fundraising strategies, and other non-public documents.
• Program data: Information related to LatinOz QLD programs, including participant lists, progress reports, and evaluation records.
• Legal and contractual agreements: Contracts with vendors, partners, and other stakeholders that require confidentiality.

Maintaining confidentiality is vital for:

• Protecting minors: The Organisation works with children, making it critical to ensure their personal data is handled with care and security.
• Ensuring financial security: Protecting financial and payment data safeguards the Organisation and its members from fraud and misuse.
• Building trust: Volunteers, donors, and participants must have confidence that their information is secure.
• Legal compliance: Australian privacy laws require that sensitive information be properly managed and protected.
• Reputation management: A breach of confidentiality can damage the Organisation’s credibility and relationships with the community.

All staff, volunteers, and contractors are required to:

• Treat all Confidential Information with the highest level of care.
• Use Confidential Information only for authorised purposes related to their role.
• Ensure secure handling and storage of sensitive data, both digital and physical.
• Not share, discuss, or disclose Confidential Information to unauthorised individuals.
• Report any suspected breaches of confidentiality immediately to the appropriate personnel

• Personal and financial data should only be stored in secured, access-controlled systems.
• Printed materials containing confidential data are not permitted.
• Digital files containing sensitive information should be protected with passwords and encryption where applicable.
• Payment details and financial transactions must only be processed through approved, secure platforms.
• Staff and volunteers should avoid discussing sensitive matters in public spaces or unsecured digital channels.

Failure to comply with confidentiality obligations may result in:

• Immediate termination of volunteer or staff roles.
• Legal action, particularly in cases of data mishandling or breaches affecting minors or financial security.
• Restriction of access to LatinOz QLD Inc. systems and data.
• Reputational damage and loss of trust within the Organisation and community.

By signing below, I acknowledge that I have read and understood the LatinOz QLD Inc. Confidentiality Policy. I agree to abide by its terms and understand that any breach may result in disciplinary or legal action.

LatinOz QLD Inc. is committed to ensuring the health, safety, and well-being of all volunteers, whether working remotely on administrative tasks or participating in physical events. This policy outlines the key principles and responsibilities for maintaining a safe and supportive working environment. Our goal is to facilitate a healthy balance between volunteer commitments and personal well-being while minimising any health and safety risks.

Volunteers performing administrative tasks remotely should take proactive steps to support their physical and mental well-being. LatinOz QLD Inc. encourages the following practices:

• Ergonomic Workspace: Set up a comfortable workstation with proper seating, lighting, and screen positioning to reduce strain.
• Regular Breaks: Take breaks every hour to stretch, hydrate, and rest your eyes from screens.
• Mental Wellness: Stay connected with the team and reach out for support if feeling overwhelmed.
• Safe Digital Practices: Ensure secure handling of organisation data and follow cybersecurity guidelines when working remotely.

Volunteers participating in physical events must follow safety guidelines specific to the event premises and adhere to the following:

• Premises Safety Rules: Follow the health and safety regulations provided by the venue or event location.
• Personal Protective Measures: Wear appropriate clothing and protective gear, if required, based on the nature of the event.
• Safe Manual Handling: Use proper techniques for lifting, carrying, and moving objects to prevent injury.
• Emergency Awareness: Familiarise yourself with emergency exits, first aid stations, and the nearest emergency contact.
• Hydration & Breaks: Ensure adequate hydration and rest, especially during long or physically demanding events.

LatinOz QLD Inc. is dedicated to maintaining a safe environment by:

• Complying with all appropriate legislation and regulations with respect to health and safety.
• Providing and maintaining safe physical and psychosocial environments, equipment, and systems of work to the full extent practicable.
• Ensuring that all volunteers and event participants are aware of their safety responsibilities and holding them accountable for safe work practices.
• Providing relevant information, instruction, and supervision to enable volunteers to work in a manner that minimises the risk of injury or ill health.
• Consulting with volunteers regarding health and safety objectives and involving them in decisions impacting their well-being.
• Routinely reviewing this Workplace Health & Safety Policy to ensure it remains relevant and effective.

All volunteers should be aware of potential risks and know how to respond in case of an incident. If an accident, injury, or safety concern arises, the following steps should be taken:

• Immediate Action: Ensure the safety of all individuals involved. Seek first aid or emergency assistance if needed.
• Notify the Committee: Report incidents as soon as possible to a LatinOz QLD Inc. committee member.
• Complete an Incident Report: Provide details about the nature of the incident, location, persons involved, and any actions taken.
• Follow-Up Measures: The committee will review incidents, implement corrective actions, and, if necessary, update safety procedures.

All volunteers play a role in maintaining a safe and supportive environment by:

• Following safety procedures outlined in this policy and venue-specific guidelines.
• Being proactive in identifying and mitigating potential hazards.
• Reporting incidents promptly to ensure appropriate action is taken.
• Looking after their own well-being and that of fellow volunteers.

LatinOz QLD Inc. values the contributions of its volunteers and is committed to fostering a safe, healthy, and positive environment. By following these guidelines, we ensure that our activities remain enjoyable, productive, and secure for everyone involved.

For any questions or concerns related to health and safety, please contact a committee member.