Volunteer Approval Request HS010

Intending to engage volunteers in laboratory, field or any other UNSW work?

Volunteers can participate in fieldwork, drive UNSW vehicles, and work in laboratories providing they meet the same conditions that apply to staff and students, including possession of appropriate licences and undergoing relevant inductions and training.

You need to be aware of the work restrictions for volunteers on Page 2 of the HS010 Volunteer Approval Request Form available from the UNSW safety website (Documents and Resources).

Your volunteer needs to be registered via this form if they

  • Do not have a UNSW zID, or
  • Have a zID but they are a non-continuing student, or
  • Have a zID, they are a continuing student, but the volunteer work is not closely related to their past or future course work

Registered volunteers are not permitted to work unsupervised.

Registered volunteers are covered by the University's Public Liability and Personal Accident Insurance provided that they have been officially approved. Although enrolled and /or continuing students are covered by UNSW’s insurance, it is strongly advised that they are registered volunteers if the work is not closely related to their past or future course work. There is no requirement for continuing students, where the volunteer work is closely related to their past or future course work, to be registered as volunteers, and, given possession of appropriate licences and undergoing relevant inductions and training, they may work unsupervised.

You must ensure your volunteer

  • Attends building and lab inductions (if they are accessing the building/ labs). See information here with the relevant contacts to organise inductions https://www.bees.unsw.edu.au/building-access
  • Has been trained in the volunteer work and read & declared as read any relevant RMF/SWP/Activity before they begin. Without access to SafeSys, document this via paper or email.
  • Is provided with or has the PPE required for the tasks

 Volunteers can only commence work once the above is completed and you have submitted the HS010 form (if required) as per the instructions below.

 In most cases, volunteers with a zID will receive business hours access (Monday to Friday 8:00 am – 6:00 pm) to the building and labs once they have completed the relevant inductions and training.

 Official Approval Process (at BEES)

 Read the instructions and work restrictions detailed on both sides of the HS010 Volunteer Approval Request Form available from the UNSW safety website (Documents and Resources).

 Complete the form (electronically if you can).  Several volunteers can be included on the one form.

  1. In "Brief description" it helps if you can quote relevant SafeSys document numbers (if any).
  2. If the applicant and the supervisor are the same person, write "as above".
  3. Save the form as "HS010 [Surnames of volunteers]"
  4. If the work restrictions listed on HS010, and any other related procedures, inductions & training for the work are met then the Head of School (or the delegate) approval is granted - no need to seek a signature.
  5. Email the form to BEES Fieldwork (SCI BEES FieldWork email: bees-fieldwork@unsw.edu.au ) include the applicant, supervisor, and volunteers so that copies are held by all. Copy the lab manager/ area manager that has conducted or will conduct inductions where relevant. This is so that they can confirm with the HSE Coordinator that induction/s have occurred. The HSE Coordinator will review the application and raise any questions directly with the applicants.

 Help save the planet, no paper forms to be submitted - if you have printed the form for signing then scan (do not photograph), rename the file, and email with HS010 in the subject line.