Guidance for Providers

Waikato Regional Council Community Transport Funding Policy
This policy document outlines the expectations and parameters of the funding scheme. The applications will be processed through SmartyGrants portal.
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Community Transport Providers COVID-19 Self-identification and self assessment of underlying health issues/risks
This self-assessment can assist you in identifying any underlying health issues that may need a more detailed assessment to be undertaken to inform whether workplace/community volunteer restrictions or modifications are necessary to protect you and those you work with or provide transport services for. November 2021
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National Travel Assistance Scheme
Need some help with your travel costs?
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National Travel Assistance eligibility and entitlement criteria
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Claiming National Travel Assistance (NTA) funding on behalf of entitled passengers
Waikato DHB will allow community transport providers to ask NTA entitled passengers to sign over their NTA claim forms to them in lieu of an upfront donation.
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Volunteer Agreement Form
A Volunteer agreement template from St John
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New Health and Safety requirements 2016
This presentation was delivered by Karen Stockmann as an introduction to Health and Safety in the Workplace following the new Health and Safety Act.  The presentation was delivered in July 2016.
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Volunteer drivers and passenger services: the rules and regulations
There are rules in New Zealand around community groups running transport services. There are rules relating to the vehicles used to transport fare-paying passengers; and rules about the licence endorsements required for drivers of passenger service vehicles. These rules are typically applied with respect to public transport (buses and trains) and taxis.
Usually, people who drive fare-paying passengers are required to have a P endorsement on their driver licence. Several services are exempt from this requirement, including for example a “passenger service provided by a community support service, where the vehicle is designed to carry 12 or fewer persons, and a fee or fare is not required of the client for the provision of transport”. Usually, vehicles used under a passenger service licence have to meet specific safety requirements, however some services are exempt:
“Passenger services operated by or under the control of a district health board, local authority, an incorporated charitable organisation, or an incorporated organisation registered under the Charities Act 2005 where:
a) the vehicles used are designed or adapted to carry 12 or fewer persons (including the driver), and
b) the vehicle used is provided by the organisation or the driver, and
c) the driver is either a volunteer or a staff member of the organisation whose primary responsibility is not driving, and
d) the only payments made by the organisation to a driver who provides the vehicle is for reimbursing the organisation or the driver for the running cost of the vehicle and does not include payment for the driver’s service, and
e) the only payment made by the passenger is for reimbursing the organisation or the driver for the running cost of the vehicle, and does not include payment for the driver’s service.
Drivers of vehicles used in an exempt passenger service don’t require a P endorsement and vehicles used only require a warrant of fitness (not a certificate of fitness).”
The Land Transport Rule: Operator Licensing 2007 (the Operator Licensing Rule) covers situations where people are transported as part of a service offered by others (a passenger service). These rules are summarised in the attached document:
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Becoming Volunteer Ready
This fact sheet outlines what policies and processes your organisations will ideally have in place - to protect your organisation, and your team.
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Volunteer Recruitment - ‘Pre-employment’ Checks
When recruiting volunteers, there are a range of checks you can undertake to ensure you are getting the right person for the role, the right person for your organisation, and the right person to work with your clients.
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Checking Criminal Records
The purpose of vetting is to minimise the likelihood of the more vulnerable members of society (children, older people and those with special needs) being put at risk by individuals who may have displayed behaviour that could be detrimental to others' safety and wellbeing.
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The Recruitment of Volunteers and the Human Rights Act (1993)
The Human Rights Act uses an expanded definition of ‘employment’ that includes volunteers. This means that organisations that involve volunteers must make sure that their selection of volunteers is based on areas such as skills, experience and qualifications, rather than issues such as race, gender or disability.
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Reimbursement of Volunteers’ Expenses
Volunteering Waikato encourages community organisations to reimburse the actual expenses (e.g. travel expenses) of their volunteers - but be sure you have a policy in place and that you know the IRD rules regarding reimbursement.
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Engaging volunteers with disabilities
Volunteer teams benefit by being diverse and involving a wide range of volunteers, and this may include those with a disability or impairment. Whether you are considering involving a volunteer with an intellectual disability, sight or hearing impairment, someone recovering from an illness, or with a mobility issue etc, this resource contains some helpful considerations.
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Resource - Matching Volunteers to roles
The key to matching volunteers to roles is understanding the specific requirements of the role AND the volunteer's motivation.
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Exiting a Volunteer
There are many reasons that your organisation may need to exit a volunteer. Perhaps they are no longer able to perform the role, cannot safely complete the required tasks, or are not aligned with the values or vision of the organisation.
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Thank you to Volunteering Waikato who have provided us with access to the volunteer fact sheets