4 Induct

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4.INDUCT

On this page, you will learn about the INDUCT stage of the volunteer lifecycle and how to apply this to various TSA volunteer types. This page will have 2 components

  1. Overview of induct - the general principles you should know in the inducting stage
  2. Volunteer types: unique processes and/or resources

Tip: don't forget to click on the volunteer type(s) you are looking to engage to ensure you have all the information and resources needed to effectively induct volunteers. 


Inducting your volunteers is an essential and mandatory step you should plan for well in advance. An efficient induction will cover information relating to TSA, the site, role and legislative information helping the volunteer successfully navigate their role. 

A great induction will:

  • Ensure all paperwork has been correctly completed and stored 
  • Orientate the mission volunteer to the site and their new role 
  • Cover WHS requirements of the site and role 
  • Introduce the mission volunteer to the team 
  • Outline available support 
  • Create a training schedule

The key steps in the Induct stage include: 

  1. Pre-commencement activities 
  2. Site orientation
  3. WHS and training 
  4. Role commencement 
  5. Record Keeping 
  6. Debriefing
  • Some volunteer positions may require activities to take place prior to the volunteer's first day/shift, for example, specific training. Commencement may be contingent on successful completion of training, ie. Positive Lifestyle Program training, Cultural Intelligence etc. If this is the case, you should let the volunteer know that while the formalities have been completed such as background checks and paperwork, completion of such activities/training is a prerequisite for commencing their volunteer position
  • Complete a final check that the correct integrity checks have been processed correctly
  • Organise all required workstations, resources, tools, etc. before the first day 

Resources:

The site orientation is one of the most important parts of a volunteer's first day, it is the stepping stone to the successful navigation of their new role and physical environment. 

What you need to do: 

  • Upon arrival, greet and welcome the volunteer to their first day and to your site
  • Collection of paperwork; ensure you have received a signed copy of all relevant paperwork including Mission Volunteer Position Profile; Mission Volunteer Agreement and any other forms required (ie authority to drive, signed student placement paperwork form)
  • Double-check that all paperwork requiring a co-signature has been completed
  • Outline any sign-in and sign-out procedures
  • Introduce the new volunteer to your team. Use their name and let your team know what role the volunteer will be doing 

Resource

VR Tips: 

  • If there are any unspoken rules at your site, ensure you inform the volunteer so they're aware of those details and dynamics. For example, if a certain coffee mug has been 'claimed' by a team member, share this with the volunteer.

This step will provide the volunteer with essential information relating to work health & safety training required to keep themselves, others and the workplace safe. 

What you need to do: 

  • Download the Mission Volunteer Induction Checklist and Mission Volunteer Handbook 
  • Using the Mission Volunteer Handbook, complete each item listed, ensuring you make it relevant to the role and your site. It is especially important to cover the WHS components at your site thoroughly. If you need assistance, please contact your WHS Consultant for additional support. 
  • This portion of the induction is your opportunity to discuss in detail: 
    • Code of Conduct 
    • Acceptable behaviour 
    • Boundaries of the role 
    • Expectations from both parties 
    • The rights of each party 
  • In conjunction with the volunteer, create a training schedule which sets out required training and timeframes for the next following shifts/days.
  • To learn more about training requirements see Mandatory Training for Volunteers.

Before ending this part of the induction, ensure you show the volunteer where to find key documents such as the TSA Code of Conduct and other policies.

It is vital that the first day not be spent all on paperwork and formalities. The first day is your opportunity to show the volunteer the ropes and give them insight into their new role - this will help increase meaningful engagement! 

  • Using the Position Profile, explain the key tasks of the role and how it contributes to TSA mission delivery 
  • Don't stop at talking about the role - show the volunteer how and what to do.

VR Tips

  • While you're showing them the ropes, take the opportunity to reinforce WHS requirements and how it should be applied
  • The orientation of a mission volunteer to the role and tasks may take a number of shifts to complete. To achieve effective engagement is essential to provide ongoing support to mission volunteers and encourage them to ask questions. 
  • Once the checklists and training sheets have been completed, securely store them in the volunteer's record file. 
  • VR will be releasing the Record Management Procedure shortly.

Before the day ends, it is important to provide time and space for the volunteer to debrief, raise questions and concerns prior to ending their first shift.

Topics you should cover during debrief: 

  • Thoughts and feelings about their first day
  • Answer any outstanding questions they may have 
  • Determine if they require additional support/ resources for their next shift 
  • Confirm next shift details 

After the second shift, debrief on the following:

  • How they feel they are fitting into the role and if it's meeting expectations
  • How they're fitting in with other team members 
  • If there are any challenges or questions
  • Create a plan for regular, ongoing check-in/debrief. Consult your VR Advisor for performance management resources

VR Tips:

  • Induction is essential - block out time in your calendar to ensure you can give the volunteer a thorough induction. If you can't do it, delegate it to a trusted member of your team
  • Don't make their first day all about reading and training, ensure they get the opportunity to learn the ropes by actually 'doing'!

Corps-facing

All of the above principles apply to Corps-facing volunteers. It is important to keep the following in mind: 

  • Although the Corps-facing volunteer is a member of the corps and may have been for a long time, it is important not to assume they understand all the components of what their new responsibility involves, even if they have held the role previously. Go through the induction thoroughly and cover all items. 

Induction resources

Community-facing

All the above principles apply for Community-facing volunteers. Ensure each new volunteer is given a thorough induction. If existing volunteers have not previously completed an induction, it is highly encouraged to do one. 

Induction resources

VR Tip

  • There may be many existing volunteers who have not completed an induction; we would highly recommend holding a 'refresher' or 'workshop' to cover the above principles. 

Student Placement

Like the other stages, all of the above principles apply for all Student Placement Volunteers, however, there are some unique considerations:

  • In the induction, you should discuss how the role will meet articulated learning outcomes in a 'Learning Plan'. If the education provider does not have one, download our template - Learning Plan -Template
  • Planned absences such as time for exams should be factored into the volunteer's volunteer schedule

Induction resources

Work for the Dole

Like any other volunteer, job seekers/participants must complete an induction before starting a WfD activity.

You may need to make some changes to your induction pack and presentation to accommodate job seekers with lower levels of literacy (especially in English) or different language and cultures.  You may consider taking additional time to deliver important messages in multiple ways and respond to questions.

Important things to know:

  • For job seekers, induction signals the status of “Commenced” in the WfD system.
  • If this status is not triggered in the system because the job seeker missed their induction, or did not receive one, then jobactive providers must follow up with the job seeker and find out what happened. The start date will then have to be renegotiated for the job seeker to meet their job plan.

Induction resources

Other Government Sponsored

Once a volunteer in this category has been reviewed by your VR Advisor and any other relevant departments, all the above principles apply. Your VR Advisor will coach you through any unique induction considerations required.

Induction resources

 

Corporate

Corporate volunteers will have a varied induction due to time limitations. As a starting point, the following should be covered:

Pre-commencement

  • Print out name tags for the listed volunteers, or provide stick-on nametags for the day
  • Print out the schedule or run sheet so volunteers can see what the day will look like and know when to take breaks
  • Ensure to have a camera and PR resources available to capture some happy snaps of the day
  • Prepare all tools, resources and material well in advance of the volunteers' arrival

Sign-in

  • Upon arrival, each volunteer should sign-in. This may be important for the Corporate Coordinator's records, but it is an essential record for TSA insurance and WHS purposes. Sign-in Sheet

Briefing

  • Welcome all volunteers and thank them for their time and contribution 
  • Introduce the main TSA personnel for the day; ensure volunteers know who to go to with their questions
  • Provide an introduction to The Salvation Army, mission, your site/program and what role they're going to play in bringing hope where it's needed most 
  • Help volunteers make the connection between 'what' they are doing, and 'why' they are doing it
    • What will their work achieve/contribute to? 
    • Explain the big picture of their contribution, i.e this garden is not just a garden, it's a safe space for the vulnerable in the community to have a voice and make connections. 
    • Tell stories of real transformation 
  • Go through the day's schedule and explain break times 
  • Housekeeping and WHS - site tour, bathrooms, kitchen, first-aid, emergency exits and procedure
  • Show them the ropes - explain how to complete tasks safely 
  • Highlight any considerations such as rules around photo-taking, how to interact with community members (if present) etc. 
  • Questions - provide time for volunteers to ask questions 

During the day: 

  • Part of being a good host is to ensure the volunteers are tracking well – don’t forget to ask them how they’re going
  • Ensure all volunteers get an appropriate break 

Debriefing

  • The debrief isn’t only about asking how things went but helping the volunteers reflect on their day. 
  • You can ask a few different questions to get them thinking: 
    • What were your challenges and what were the highlights of your day?
    • How would you describe your experience? Was it what you were expecting?
    • What's a fact or new skill learnt today?
  • Give a final thanks and give out certificates if they have been printed  
  • Great to end the day with a group photo! Leave them on a ‘high’ and feeling inspired.

Induction resources

VR Tips

  • Where appropriate - take photos of the volunteers in action! It's great for recognition, social media posts and stories. Don't forget a completed Media Release
  • Where possible, organise TSA branded T-shirts for the activity 

Once-off & Event

Once-off and event volunteers can be inducted almost identical to corporate volunteers. It's important to tweak your language for the individuals/group you are hosting. Things to keep in mind before starting: 

  • Accommodate for low literacy levels or school groups by ensuring your language is clear and easy to understand 
  • If you are running a big event, ensure you have a team to support you or to whom you can delegate tasks to 

Pre-commencement

  • Print out name tags for the listed volunteers, or provide stick-on nametags for the day
  • Print out the schedule or run sheet so volunteers can see what the day will look like and know when to take breaks

Sign-in

  • Upon arrival, each volunteer should sign-in. This is essential for TSA insurance and WHS purposes. 

Briefing

  • Welcome all volunteers and thank them for their time and contribution 
  • Introduce the main TSA personnel for the day; ensure volunteers know who to go to with their questions
  • Provide an introduction to The Salvation Army, mission, your site/program and what role they're going to play in bringing hope where it's needed most 
  • Help volunteers make the connection between 'what' they are doing, and 'why' they are doing it
    • What will their work achieve/contribute to? 
    • Explain the big picture of their contribution, i.e by collecting these vital funds today, it means we can continue to support those affecting by bushfires and other natural disasters. 
    • Tell stories of real transformation 
  • Go through the day's schedule and explain break times 
  • Housekeeping and WHS - site tour, bathrooms, kitchen, first-aid, emergency exits and procedure
  • Show them the ropes - explain how to complete tasks safely 
  • Highlight any considerations such as rules around photo-taking, how to interact with community members (if present) etc. 
  • Questions - provide time for volunteers to ask questions 

During the day: 

  • Part of being a good host is to ensure the volunteers are tracking well – don’t forget to ask them how they’re going
  • Ensure all volunteers get an appropriate break 

Debriefing

  • The debrief isn’t only about asking how things went but helping the volunteers reflect on their day. 
  • You can ask a few different questions to get them thinking: 
    • What were your challenges and what were the highlights of your day?
    • How would you describe your experience? Was it what you were expecting?
    • What's a fact or new skill learnt today?
  • Give a final thanks and give out certificates if they have been printed  
  • Great to end the day with a group photo! Leave them on a ‘high’ and feeling inspired.

Induction resources

VR Tips

  • Where appropriate - take photos of the volunteers in action! It's great for recognition, social media posts and stories
  • Where possible, organise TSA branded T-shirts for the activity