Results

Demographic profile of all respondents

Workforce type and size

The 157 respondents fell into four broad workforce types, with the majority having less than 10 full time equivalent (FTE) members of staff, whether as paid employees or volunteers⁽¹⁾. These four workforce types were:

• Entirely voluntary, with no paid staff
• A mixture of voluntary and paid staff
• Entirely paid, with voluntary staff only occasionally
• Entirely paid, with no voluntary staff.

⁽¹⁾ Full-time equivalent positions are the total number of full-time employees(working a 40 hour week) plus the full-time equivalent (forty hours per week) of the part-time employees. For example, one person works 40 hours and another person works 20 hours equals 1.5 FTE.

Sixteen respondents had an entirely voluntary workforce, with no paid staff. Five of these organisations had between 1 and 4 FTE volunteers, 5 had between 5 and 10 FTE volunteers, and 2 organisations had between 21 and 30 FTE volunteers. Four respondents did not answer the question.

The bulk of responses came from organisations with a mixture of voluntary and paid staff. Of these 80 organisations, most were small. That is, 25 had between 1 and 4 FTE volunteers, with 19 of these also having between 1 and 4 FTE paid employees. An additional 16 respondents had between 5 and 10 FTE volunteers, and 9 of these had between 1 and 4 FTE paid employees.

There were also larger organisations within this mixed workforce group. Twelve respondents noted they had more than 100 FTE volunteers. However, the ratio to FTE paid employees in these 12 organisations was wide, with 4 respondents noting they had between 1 and 4 FTE employees, and 4 respondents noting they had over 100 FTE paid employees.

The third group, with 52 respondents, had paid staff and volunteers occasionally as part of their workforce. Again, a number of these organisations were small, with 18 respondents having between 1 and 4 FTE paid employees, and 6 respondents 5 to 10 paid FTE employees. Nineteen of these small organisations had between 1 and 4 FTE volunteers.

The final group of respondents were 8 organisations with a fully paid workforce. The most likely explanation for these organisations is that they work with voluntary organisations or within the voluntary sector, but have no volunteers officially as part of their workforce. As with the other respondents, most of these were small organisations with between 1 and 4 paid FTE employees⁽²⁾.

⁽²⁾ These results are indicative only, as the data has gaps throughout from non-responses. Also, one respondent did not answer any demographic information at all. A full description of workforce size, type and work area is contained in the Appendices.

Work areas

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Summary of Results

Receiving the Guidelines

One hundred and forty respondents (89%) were sent the Guidelines by the Office for the CVS or OSH. Seventeen of these had requested additional copies from the Office for the CVS or OSH, and 4 had downloaded additional copies from the OSH website.

Regarding the remaining 17 respondents (11%), 11 received their copies from their national office, community volunteer centre or union. Six respondents were unsure where they received their copies from, or did not answer the question.

Distribution of the Guidelines

One hundred and thirty-four respondents (85%) have read the Guidelines. Twenty-one respondents had not read the Guidelines, and 2 respondents answered 'non-applicable'.

Eighty six respondents (55%) have not distributed copies of the Guidelines throughout their organisation. However, a further 57 respondents (36%) noted they have given copies to all staff, while others distributed copies to other sites or branches, the director, management, committee or trustees, affiliated/member agencies, the human resources officer or the financial officer.

Fourteen respondents did not answer the question.

Disseminating information from the Guidelines

Sixty-three respondents (40%) had distributed information from the Guidelines throughout their organisation. Seventy percent of this group had provided information on obligations, duty of care and liability, while the remaining 30% highlighted information on the definition of 'volunteer', risk and hazard management, stress management, vehicle liability, or whatever topics they thought relevant.

Ninety-seven respondents (62%) noted they had discussed the Guidelines and how they applied to their organisation; the most common reason (31 responses, or 20%) being for general assistance in creating a safe environment for employees and volunteers, and practical advice. Other uses included:

• Applied to mobile or outdoor workers
• Formalising or adapting practices
• Understanding stress provisions
• Incorporated into manual or guidelines
• Staff training and development
• Guide or framework for minimum standards and legal requirements
• Used by health and safety team

However of these 97 respondents, 20 believed the Guidelines did not apply to their organisation. Again reasons were varied, and included:

• Guidelines were excessive to homecare situations
• They already used common sense, or believe they are at low risk
• They were already covered by insurance
• They did not undertake that type of work

Some examples of responses are given below.

We shared key points at a collective meeting. (Politics and advocacy; 1-4 FTE paid employees and 5-10 FTE volunteers)

[We used them] to encourage people to understand the guidelines don't mean they cannot volunteer. (Advocacy for multiple areas 'all ages' 'iwi/whanau/hapu'; 1-4 FTE paid employees and 1-4 FTE volunteers)

Fifty-six respondents (36%) noted that they had not discussed the Guidelines. Four respondents did not answer the question.

Using the Guidelines

Forty-eight respondents (31%) described using the Guidelines for a particular situation. Ten of these respondents had used the information when making or altering their health and safety policy or manual, and the remaining 38 respondents noted a range of uses:

• Incident reports and accident registers
• Hazard elimination (for example, removing frayed carpets)
• When transporting clients in private vehicles
• As part of everyday practice
• During a conference
• Education, training and information for staff
• Encouraging others to use the Guidelines
• As a reference guide
• Encouraging others to volunteer despite regulations
• First aid requirements

Some examples of responses are given below.

We eliminated some hazards - for example loose wires that people tripped on; a leaky gas heater replaced; and we developed an accident register. (Social services provider; 1-4 FTE paid employees and volunteers occasionally)

We provide support to community organisations in our region so we often refer them to the Guidelines. (Social services provider; 5-10 FTE paid employees and 1-4 FTE volunteers)

We have used them as the topic of Health and Safety seminars at our co-ordinator training. (International affairs and human rights including migrants; 31-50 FTE paid employees and 100+ volunteers)

As a community development practitioner I have shown them to organisations and groups and recommend how to use them. (Iwi/hapu/community development; 1-4 paid FTE employees, 1-4 FTE volunteers)

One hundred respondents (64%) had not yet used the Guidelines for an actual situation.

Nine respondents did not answer the question.

Response to the Guidelines

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Generally, respondents agreed there were sufficient examples in the booklet, and that these examples were clear and in an appropriate tone. Respondents agreed that legal definitions and concepts were clearly explained, and that the current delineation between legal obligations and good practice standards was useful. However the statement that the guidelines were helpful or would help reduce 'compliance costs' produced the least amount of agreement from respondents.

Twenty-three respondents (15%) provided additional comments regarding the above statements:

• 3 respondents found the Guidelines patronising, heavy handed or too formal
• 4 respondents found the tone easy to read and understand
• 2 respondents found the content relevant and applied common sense
• 11 respondents would like more information and examples in the Guidelines about:
  • health and safety during hui on a marae
  • office workers
  • risky activities
  • employee participation
  • duties for volunteers, not just agencies/organisations
  • case studies
  • sample health and safety policies, hazard plan templates and manual worksheets
• 2 respondents commented on high compliance costs for voluntary organisations
• 1 respondent commented that the emergency section was especially useful.

Twenty-eight respondents (18%) made comments on the language and format of the Guidelines. Five respondents found that the format was well set out, easy to follow and well compiled, while 1 respondent commented that an improved format would make the Guidelines more conducive to reading. A further 4 respondents made suggestions about improving the format. These included more pictures or white space to break up the text, and retaining the font size and 'handy A5 format'.

Other comments on the language were:

• 7 respondents found the Guidelines clear and easy to understand
• 4 respondents commented the language was appropriate for their organisation
• 3 respondents found it legalistic, boring, dry or paternalistic
• 1 respondent commented that the Guidelines were a good point of reference
• 1 respondent thought the Guidelines used appropriately generic language
• 1 respondent commented that the Guidelines were not wordy, like some Government documents
• 1 respondent recommended other language versions (for example, Maori, Samoan and Somali)

Some examples of responses are given below.

I found them easy to read and they weren't too wordy like some government documentation. (Children, youth and education; 1-4 paid FTE employees and 5-10 volunteers)

It presents as rather 'dry'. Better setting out would make it more conducive to reading. (Social services provider; 1-4 FTE paid employees)

Very clear. Good font. Good format. User friendly book size. Keep it simple. (International affairs and human rights including migrants; 31-50 FTE paid employees and 100+ volunteers)

One hundred and twenty nine respondents (82%) did not make any additional comments on the language or format of the Guidelines.

Further comments or suggestions

Twenty-three respondents (15%) made comments on the types of information assistance OSH can provide to voluntary organisations. Suggestions for OSH included having staff visit to discuss issues, check risk management plans, undertake training, refer organisations to appropriate Civil Defence courses, and raise awareness of local OSH contacts and networks. Respondents also suggested changes to the legislation and policy, such as reviewing homecare rules, making the definition of volunteer consistent across legislation, and introducing an accreditation system for volunteers.

Other respondents wanted more detailed and extensive information, such as guidance about negligence and the risk of prosecution if an accident occurred. One respondent requested A clear statement FOR each organisation on their employee/volunteer status, while 2 other respondents suggested further distribution of the Guidelines, and to keep organisations updated in the same simple language.

One hundred and twenty eight respondents (82%) did not provide further suggestions, and 6 respondents commented that they had no further comments at this time, or that most of their information needs were fully covered.

Some examples of responses are given below.

It was great to have an OSH rep come to our organisation and discuss these issues with managers. (Local government issues; 100+ FTE paid employees and 51-100 FTE volunteers)

There is a lot of confusion with not-for-profit agencies between what is enforceable health and safety legislation and what would constitute negligence in the way an organisation operates. Organisations are wary of running community events such as Christmas parades for fear of being prosecuted if an accident occurs. (Advocacy in multiple areas 'all ages' 'iwi/whanau/hapu'; 1-4 FTE paid employees and 1-4 FTE volunteers)

We are aware of this information and stock OSH brochures and give referrals to the website. (Advocacy in multiple areas 'all ages' 'iwi/whanau/hapu'; 1-4 paid FTE employees)

We promote the need for voluntary organisations to familiarise themselves with their responsibilities under the HSE Act (General information and advocacy/distribution of funds; 1-4 FTE paid employees and 1-4 FTE volunteers)

I feel that OSH is stifling New Zealanders' community activities with the 'red tape' that is so detailed it gets to be silly. (Arts, culture and heritage; entirely voluntary workforce, FTEs not provided)

I have spoken to members of other groups where your guidelines would be applicable. Their comments were that in some instances it is difficult enough to get volunteers and these guidelines are quite onerous and some are reluctant to become involved. It could add extra costs to some events where it would be better to employ professionals. (Arts, culture and heritage; 21-30 FTE volunteers)

Past involvement with OSH

This survey took the opportunity to find out what types of communication the respondents had in the past with OSH.

Most respondents noted they had prior contact with OSH, whether through the website or from a local office, or as a result of publicity surrounding the recent amendments to the HSE Act. The large number of responses may have indicated that most of the respondents have had more than one type of prior contact with OSH, using a range of communication channels.

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