Volunteers play a crucial role in the netball community; having long been the lifeblood of local, state and national programs, events and competitions. Netball WA appreciates the focus, hard work and support that volunteers provide in our programs and competitions throughout Western Australia. We are committed to fostering a positive volunteering culture as it recognises the importance of making volunteers feel valued.
Our volunteers include canteen workers, time keepers, scorers, team managers, uniform and equipment coordinators, BBQ roster helpers and any other parent helper roles. If you volunteer for your Club, Association and Region we encourage you to register to Netball WA as a volunteer using this sign up form. Once you are a registered volunteer you will be covered under the National Risk Protection Program. This will cover you for Personal Accident and Public Liability. If you are not registered as a volunteer, you will not be covered by insurance.
There are opportunities available within Netball WA and West Coast Fever events as well as at your local Club, Association or Region who are always on the lookout for coaches, umpires and officials and administrators.
For further information about volunteering, contact Netball WA on 9380 3700 or at [email protected]
Volunteer Management is the active process, whereby an organisation supports its volunteers by: Volunteer Management is often overseen by a Volunteer Co-ordinator and it can involve the following elements:
Volunteer Management is the active process, whereby an organisation supports its volunteers by:
Volunteer Management is often overseen by a Volunteer Co-ordinator and it can involve the following elements:
Volunteer Coordinator Most Associations and Clubs appoint people to key positions such as the President, Treasurer or Secretary, who provide direction and manage the administration. Very few have considered or reviewed the way they manage their greatest resource – volunteers! The work of volunteers needs to be co-ordinated if organisations are to be effective in achieving their goals and volunteers are to be satisfied that their time and efforts have made a difference. To best manage volunteers it is recommended a Volunteer Co-ordinator is appointed. The Volunteer Co-ordinator should be able to provide on-going support and become the point of contact for volunteers. How the Volunteer Co-ordinator fits within your organisation’s structure may vary depending on your size and number of volunteers. Smaller organisations may find it more suitable for the Volunteer Co-ordinator role to be incorporated into an already existing role (eg: Vice President or Secretary). Sample job descriptions for volunteer roles, including Volunteer Co-ordinator, can be found here.
Most Associations and Clubs appoint people to key positions such as the President, Treasurer or Secretary, who provide direction and manage the administration. Very few have considered or reviewed the way they manage their greatest resource – volunteers!
The work of volunteers needs to be co-ordinated if organisations are to be effective in achieving their goals and volunteers are to be satisfied that their time and efforts have made a difference.
To best manage volunteers it is recommended a Volunteer Co-ordinator is appointed. The Volunteer Co-ordinator should be able to provide on-going support and become the point of contact for volunteers.
How the Volunteer Co-ordinator fits within your organisation’s structure may vary depending on your size and number of volunteers. Smaller organisations may find it more suitable for the Volunteer Co-ordinator role to be incorporated into an already existing role (eg: Vice President or Secretary).
Sample job descriptions for volunteer roles, including Volunteer Co-ordinator, can be found here.
Recruitment is the process of attracting new volunteers. When approaching potential volunteers, it’s important that your Association or Club is promoted as a positive and exciting organisation to be involved with.
The table below shows the most common methods in which people throughout Australia first become involved in volunteering. From this data you can see that simply asking seems to be the most effective method of recruitment. However, other means of recruitment (rating lower on the table) should not be overlooked.
HOW VOLUNTEERS FIRST BECAME INVOLVED IN VOLUNTARY WORK
|Asked to volunteer by someone||30%|
|Self or family involvement in the organisation||28%|
|Knew someone involved||22%|
|Sought out volunteer activity on my own||13%|
|Saw an ad or report in the media||4%|
Word of mouth
Promoting your organisations need for volunteer via word of mouth is still one of the best methods of attracting volunteers. The best recruiters are enthusiastic staff, happy volunteers and satisfied members.
Regularly publish a list of your filled and vacant roles to your club members/community via a newsletter, notice board or web/social media page. This will keep your members up to date and promote to potential volunteers that they will be well supported by the other volunteers already involved.
Recruiting outside your membership is largely untapped. Radio and Television Stations will often provide short community service announcements and are encouraged to provide community access. Local Newspapers are usually helpful with free publicity if it includes a public interest story involving a local resident. More local publicity can be gained from local shop windows, libraries, school notice boards, supermarket boards, doctors, dentists, banks, community centres, etc. A small poster with an eye-catching message in simple, appealing language will attract prospective volunteers to take a closer look.
One function of MyNetball, is its ability to be a comprehensive contact list of both the registered members and other community patrons. MyNetball allows for mass communication to this contact list, for example; making it easy to promote a vacant volunteer position via email.
MyNetball also has the capacity to record optional fields on registration forms. For example you could request the interests/professional involvements of your members (including parents of junior members). In doing this it may be easy to recruit a new treasurer by identifying those with suitable professions (eg: accountant) and contacting them directly.
Older, retired members of the community offer a huge source of potential volunteers. Find volunteer positions that are within the comfort zone of older people and allow them use skills from their professional era.
Big Help Mob
Big Help Mob specialises in providing volunteer for short term, hands-on projects that can be completed within one day, for example, a busy bee around the courts. Check out the BigHelpMob website for further details.
When recruiting, it is useful to have a position descriptions that outline the roles and responsibilies the prospective will have, along with the expected time commitment. Follow this link for a series of example position descriptions your club or association may like to use.
Volunteer sample position descriptions
Association Vice President
Association Assistant Administrator
Association- Club Registrar
Association Competition Co-ordinator
Association Development Officer
Assocation Umpire Development Officer
Member Protection Information Officer
Association First Aid Co-ordinator
Association Assistant Coach
Association_Club Team Manager
Club Vice President
Club Coaching Co-ordinator
Club Umpiring Coordinator
Club_Association Equipment Officer
Club Uniform Officer
Club Publicity Officer
Club Assistant Coach
A challenge for sporting organisations is that there can be limited choices when it comes to selecting volunteers.
Volunteer Co-ordinators may also find it a challenge as volunteers can be elected to positions, particularly at committee level, and may not have the necessary skills or abilities to fulfil a particular role. In other situations, a volunteer might be recruited because an organisation needs an extra pair of hands and not because of their particular skills or abilities. These circumstances are difficult to control and are often exacerbated by an under-supply of volunteers. Despite these hurdles, it is important that a selection and screening policy is in place to ensure the volunteer is suitable for the role they fulfil.
It is expected that Associations and Clubs implement formal volunteer selection and screening measures. The following is designed to assist Netball WA affiliated Associations and Clubs in understanding their obligations to ensure a safe environment for all.
Steps to Screening
A Working with Children Check (WWCC) or Volunteer National Police Check does not guarantee someone’s suitability to work in a sporting organisation. Responsible organisations need to use a number of risk management strategies to ensure the selection of only the most appropriate and suitable volunteers.
Interviewing potential volunteers for a position is an important part of your selection process. It gives the potential volunteer an opportunity to discuss your organisation, the position and what will be expected of them. In return, it gives your organisation the opportunity to find out information about the potential volunteer, helping to determine their suitability for the position.
An interview does not need to be formal. In some instances having a chat over a cup of coffee may be sufficient. However the process you follow and the content you cover in each interview should be similar.
The following checks should be conducted:
Proof of identity
To confirm a volunteer’s identity, sight original documentary evidence such as a birth certificate, current passport or driver’s licence. At least two documents should be sighted and crosschecked.
Positions that require a qualification should have the original documents sighted and copies kept where appropriate. For example, a volunteer Sports Trainer must present their Sports Medicine Australia Level 1 Sports Trainer Qualification. Umpiring and Coaching accreditations can be checked with Netball WA.
Depending upon the position, it may be useful to follow up on references. Through identifying the level of trust required of a position and asking specific questions of the referees, the applicant’s suitability may be easier to determine.
Working with Children (Criminal Record Checking) Act 2004
Under the Working with Children (Criminal Record Checking) Act 2004 those people whose usual duties of work involve (or are likely to involve) contact with a child (under 18) are required to have a WWCC.
Western Australian Legislation requires Regions and Associations to ensure that their Clubs and Individual Affiliates, including volunteers who are involved with working with children (under 18) have a current WWCC and that adequate records are being kept. Netball WA advises all Associations and Clubs to visit the WWCC website www.checkwwc.gov.au to gain a thorough understanding of the strict guidelines regarding Working with Children in Western Australia.
Click here for more information on Working With Children requirements.
If you require further clarification regarding WWCC, please contact Candice Bate, Member Services Coordinator at Netball WA on [email protected] 9380 3744.
National Police Check for Volunteers
The Department for Communities together with the Western Australia Police runs a program providing Western Australian organisations with a National Police Check for Volunteers (NPCV) at a reduced fee of $13.00 per person checked. Associations/Clubs should register with the Department of Communities and have each volunteer checked. Visit www.police.wa.gov.au for more information.
It is important to note that a NPCV is different to a WWCC, and cannot be used instead of a WWCC. A NPCV can be used as an additional reference check or if a volunteer does not qualify for a WWCC.
Code of Behaviour
This code is published as part of the Netball Australia Member Protection Policy, which is available below.
National Codes of Behaviour
Own Code of Behaviour
If your Association or Club has its own Code of Behaviour, ensure that it is clearly understood and signed.
An orientation welcomes new volunteers to your organisation and provides them with information about the duties they will be required to fulfil and how they are expected to fulfil them.
A well designed orientation process reduces stress on new volunteers, makes them feel welcome and may reduce the likelihood of turnover. This process introduces the volunteer to key people in the Association or Club and provides them with the opportunity to ask questions about their role and responsibilities.
Developing an orientation kit will help ensure that all important information is covered. It is the role of the Volunteer Co-ordinator to ensure that a new volunteer’s orientation is delivered in a timely manner.
A formal orientation session or orientation kit is the most effective way of inducting new volunteers into your club. The orientation should take place as soon as possible once the volunteer is recruited.
The Orientation Kit will give volunteers a good understanding of your organisation, its direction and mission.
The orientation kit should include the following key information:
- The role and history of the Association or Club
- The Volunteer’s Rights and Responsibilities
- The volunteer’s duties, including any training requirements
- The Association or Club’s volunteer Reimbursement Procedure
- A copy of relevant policies and procedures
- Facilities (toilet, parking, kitchen)
- Introduction to Association or Club personnel and other volunteers
To ensure each of your volunteers has been provided with an orientation, you may want to complete a Volunteer Orientation Checklist Providing a space for both your organisation and the volunteer to sign to formalise any agreements.
Well-trained volunteers will feel more capable and confident, increasing their job satisfaction. This in turn will have a positive influence on volunteer retention.
We offer a number of training courses aimed at ensuring umpires and coaches at all levels receive intensive practical instruction in the latest rules and coaching methods. Please visit the Netball WA calendar for upcoming opportunities, alternatively contact:
Netball WA Coach/Player Development Officer
[email protected] or 9380 3710
Netball WA Game Development Coordinator – Player
[email protected] or 9380 3746
Other non-netball specific training opportunities exist, for coaching, officiating and governance.
Department of Sport and Recreation
Training and development resources through the Club Development Officer Scheme – find your local officer http://clubsonline.dsr.wa.gov.au/club-development-officers
Some of the resources you will find on ClubsOnline include:
- Club self-assessment tool
- Volunteers exchange to browse for ‘clubs seeking volunteers’ or post your own notice under ‘volunteers seeking clubs’.
- Clubhouse resources including booklets, useful documents to download and a selection of podcasts.
Western Australian Sports Federation
The WASF conducts a range of seminars including:
- Creating innovative sponsorship proposals
- Successful sponsorship management
- Grants application and review
Through Fair Safe Sport, WASF is committed to building positive cultures within Clubs and Associations affiliated to the State Sporting Body. Four training courses are available:
- Child Safety
- Cyber Safety
- Member Protection Information Officer Network
- Complaint Management
Sports Medicine Australia
- Warm Up Workshop
- Sports Injury Prevention Workshop
- Sports Medicine Awareness Course
- Sports First Aid Course
- Level One Sports Trainers
- Level Two Sports Trainers Course
- Drugs in Sport Workshop
First Aid – St John Ambulance
Our Community is an Australian organisation whose aim is to build stronger communities through strengthening community agencies. Their comprehensive website has a number of free online resources, articles and fact sheets of relevance to volunteer training in a broad range of areas including; IT, risk management, community leadership, fundraising, boards of management and the management of volunteers.
ASC Club Health Checklist has been formed as a tool to assist clubs with their overall management, governance and planning both at a strategic and an operational level. To this end, the questions within the ASC Club Health Checklist focus on the key areas that drive clubs; how clubs set and reach targets considered important to running a successful club. The report provided at the completion of the survey gives clubs a clear picture of whether their operations and activities are on target to achieve their goals.
Volunteers are special people. By celebrating the efforts of volunteers we create opportunities to raise awareness about the vital contribution they have made and continue to make. Volunteers do not expect a lot of praise or to be showered with gifts but they appreciate it when they do get some thanks and their efforts are recognised.
Some recognition initiatives already in place in the Netball WA community include:
- Netball WA Volunteer’s Breakfast
- Netball WA Volunteer Service Awards
- Netball WA Life Memberships for outstanding volunteer effort
Recognition awards from The Department of Sport and Recreation include:
- Official of the Year
- Coach of the Year
- Commendation Certificates
- Associations and clubs should build on these forms of recognition, by thanking their volunteers within their own membership.
Guidelines to thanking and recognising volunteers:
- Be immediate – recognise volunteer effort as soon as possible
- Be specific – give personal recognition
- Be consistent – recognise everyone and avoid showing favouritism
- Be sincere – mean what you say
- Be enthusiastic – being positive and up-beat will build enthusiasm in others
- Be public- where possible recognise volunteers publically in a forum among their peers/community
- Be fair- provide recognition that is equal to the amount of effort the volunteer has contributed
- Be individual- consider the individual and the most meaningful form of recognition to them
- Be manageable – recognition strategies must be budgeted for and repeated over several years. Avoid one-offs, if you remove a strategy after one year, volunteers may perceive that their effort is no longer being appreciated
There are predominately two types of recognition – informal and formal:
Associations and Clubs may wish to recognise volunteers on a regular and informal basis.
Informal recognition can include but is not limited to:
- Smile and say hello, offer praise/thanks to volunteers while on the job
- Acknowledge volunteers in the Association or Club newsletter
- Reimburse out of pocket expenses
- Listen to volunteers ideas
- Provide Association or Club t-shirts, caps, photos, etc. free of charge
- Give complimentary tickets to functions/events
Formal recognition should be provided by the Association or Club whenever and wherever possible, for example:
- Posted on the website, social media sites or newsletter
- At relevant presentations
- Volunteer Coordinator or Association or Club President writing a letter of reference
- Nominate applicable volunteers for awards with your Club, Association, Region, Netball WA or DSR.
- Annual formal Thank You letters
- Certificate of Appreciation
Do you ever ask yourself why it is always the same people who offer to help out around the organisation? Why is it that the same faces always appear at meetings and external workshops? What would happen if these people left your organisation tomorrow?
Succession planning can help your Association or Club to continue to thrive once these people relinquish or reduce their commitment.
A good succession plan includes:
A business plan – this does not have to be lengthy. It is a working document outlining your organisation’s priorities and should be consulted regularly throughout the year.
Position descriptions – these make it easier to recruit new people to positions and will ensure that you know what jobs vacating volunteers were responsible for. A range of position description samples are available on our Volunteer resource page.
A policies and procedures manual – this outlines the day-to-day processes of your organisation and who is responsible for carrying them out. It will also contain policies regarding risk management, selection processes and volunteer management.
Reporting procedures – these show the reporting lines back to the committee/board (either directly or through supervisors).
Education and development opportunities – these increase job satisfaction and broaden the range of skills each volunteer possesses. This means that if someone suddenly leaves, you are more likely to have someone else ready to step into the vacated position.
A mentoring program – mentoring involves one person helping another person to develop new skills. Informal mentoring may already occur in your organisation where someone shows an interest in the development of another volunteer. Formal mentoring, however, is more structured and involves an inexperienced, young, new or potential volunteer being matched with an experienced volunteer who is to provide them with training, support and advice.
Barriers to succession planning include:
• A gatekeeper – one person holding all the knowledge in a system only they understand
• Believing they are irreplaceable – considering some staff and/or volunteers are irreplaceable
• Poor records – a lack of formalised reporting or recording procedures
• Poor management – a lack of volunteer management (i.e. recruitment, screening, orientation, training, recognition and replacement)
• Situations where seniors take all – this refers to senior members taking all the administrative responsibility, restricting the development and inclusion of juniors with an interest in the area
• Hanging on too long – this involves a situation where committee members who have served the organisation well for many years are being held onto despite the fact that they may be reaching their ‘best before’ date
• A fear of change – a ‘fear of change’ culture in your organisation will hinder the development of new ideas and more effective processes
If you have any questions about insurance cover for volunteers, please do not hesitate to please contact Mark Watton – Member Services Manager on 08 9380 3742 or [email protected]