People, volunteering & code of conduct

1. Purpose and scope

This draft applies to employees, volunteers, interns, mentors, event contributors and other authorised representatives. It sets a common conduct framework without replacing employment agreements, volunteer agreements or applicable labour requirements.

2. Recruitment and role clarity

Define the purpose, duties, supervisor, location, time commitment, suitability requirements and any expense arrangements before a person starts. Select fairly and document necessary screening. Clarify whether a role is paid, unpaid or reimbursed; do not suggest that volunteering guarantees employment or financial assistance.

3. Induction and support

Provide induction on the Foundation’s purpose, safeguarding, privacy, conflicts of interest, approved communications and how to raise a concern. Allocate a supervisor and agree practical boundaries. People must work within their competence and should seek guidance when a situation falls outside their role.

4. Respectful conduct

Prohibit discrimination, bullying, harassment, exploitation and abuse. Respect cultural difference and people’s dignity. Protect confidential information and Foundation property. Do not solicit personal benefits from participants, make unauthorised promises or use the Foundation’s name for private collections.

5. Children, media and digital contact

Roles involving children require suitable safeguards and supervision. Use approved channels for participant communication. Photographs, testimonials, social posts and media statements require appropriate permission and review. Never publish sensitive participant details or portray people in a degrading manner.

6. Concerns, exit and adoption

Address concerns through a fair, documented process with an opportunity to respond and proportionate interim protections. Return property, revoke access and hand over records when a role ends. Before adoption, approve the role templates, screening process, supervision arrangements, expense rules and grievance route.

Reference framework

Prepared with reference to the Department of Social Development’s NPO Codes of Good Practice and the Information Regulator’s POPIA resources. Review against the Foundation’s circumstances and applicable requirements before adoption.