Executive Summary

Feedback from the 157 respondents was generally positive about the Guidelines, and responses indicated that the Guidelines were being used as intended. It was also pleasing to note that most respondents were from the target audience: small organisations with a mixture of paid and voluntary staff from a wide range of work areas, that typically lack the internal capability to manage their legal obligations.

Respondents indicated that the tone and language was appropriate. On the whole, they found the 'best practice' structure and the legal definitions and examples clear and useful. Respondents reported using the Guidelines for updating or formalising current practices, or for particular situations such as understanding the stress and fatigue provisions or first aid obligations.

However this evaluation highlighted that many people remain unsure about the exact nature of their obligations and this uncertainty may lead to unnecessary concern. There was also confusion about distinguishing between obligations of volunteers and obligations of employers. Respondents were also less positive about the Guidelines' usefulness in reducing compliance costs.

It is recommended that:

1. the Guidelines should be reviewed to ensure it sufficiently distinguishes between obligations of volunteers and those of organisations;
2. the generic approach of the advice about obligations should be retained, but it may be advisable to include some additional information on specific hazards; for example Visual Display Units, stress and fatigue, mobile workers, and health and safety on the marae;
3. the Guidelines should be reviewed by Communications and Publishing, to ensure the language, tone and format are still appropriate; and
4. the legal information should be reviewed to ensure consistency with other OSH information, and for clarity.

This evaluation has also highlighted a number of minor changes that could improve the Guidelines. It is further recommended that:

• the Publishing Unit reviews the format and advises on producing alternative language versions, perhaps electronically;
• the Website Administrator ensures the Guidelines are well signposted on the website, as well as cross referenced in other information sources;
• 'removable' fact sheets for volunteers and employees outlining their rights and obligations are inserted into the Guidelines. These may be photocopied for distribution within organisations; and
• 'removable' sample hazard identification sheets, incident report sheets and sample health and safety policies are inserted into the Guidelines.

Background

At the end of 2002, Cabinet approved a Government Policy on Volunteering and a range of actions to reduce barriers to volunteering in government legislation, policy and practice [CAB Min (02) 31/5B and SDC Min (02) 8/16 refer].

Since the Cabinet papers on volunteering, a key legislative change relating to the 'protection and good practice' theme has been the implementation of the Health and Safety in Employment Amendment Act 2002. This came into force on 5 May 2003 and extended health and safety coverage to volunteers. During consultation it became evident that voluntary organisations were unsure about their obligations to their volunteers regarding health and safety legislation.

The Occupational Safety and Health Service of the Department of Labour ('OSH'), in partnership with the Office for the Community and Voluntary Sector of the Ministry of Social Development ('Office for the CVS') developed an explanatory booklet Working Safely for your Community: Health and Safety Guidelines for Community and Voluntary Organisations, that was distributed to over 1,700 community and voluntary organisations.

One of the four priorities agreed by Cabinet [CAB Min (02) 31/5B and SDC Min (02) 8/16 refer] was an evaluation in 2003/04 of the effectiveness of a booklet for community and voluntary organisations about coverage of volunteers in the Health and Safety in Employment Amendment Act 2002.

The evaluation used a structured questionnaire survey. This involved a mixture of open ended and closed questions, including one section asking respondents to rate their level of agreement with various statements using a Likert scale. The response rate was estimated at approximately 15-20%, or 157 respondents. The majority of respondents were 'small' organisations (less than ten FTE volunteers and/or employees) from a wide range of work areas, the majority describing themselves as 'social service providers'.

Research questions

The evaluation aimed to find out how organisations have used the Guidelines, and whether they found the information relevant and useful. The questions posed included:

• What types and sizes of organisations received the Guidelines?
• How do organisations see the Guidelines applying to their work activities?
• How have they used the Guidelines?
• Are the Guidelines meeting their information requirements?
• Ease of use: what suggestions did they make for improving or clarifying aspects of the Guidelines?
• What is working well?
• Additional needs: are there further information needs that OSH can assist with?

Reading the Report

The summary of results is reported according to their question area:

• How organisations received the Guidelines
• Whether they have read or distributed the Guidelines
• How they see the Guidelines applying to their organisation
• What they have used the Guidelines for
• Their response to particular aspects of the Guidelines
• Further comments or suggestions
• Their past involvement with OSH

These results are then discussed according to the question areas, in the Findings section. This discussion includes a list of recommendations.

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