Furniture for Schools Registration and Medical Information Form

Dear Volunteer,

Thank you for joining us as a volunteer on the Furniture for Schools project. We hope you will find satisfaction and fulfillment as you contribute to increasing the self-reliance capacity of disadvantaged communities. To ensure you are properly informed and to provide you with an appropriate and safe experience, please find below:

• Overview of Pacific Assist and the project you will be working on
• Pacific Assist Child Safety & Wellbeing Code of Conduct
• Pacific Assist Workplace Code of Conduct
• Photographs/video release and waiver
• Registration and medical information form

In relation to the personal and basic medical information we collect, we are bound by and follow the Privacy Act and the Australian Privacy Principles (APPs) – further information about the APPs can be found at http://www.oaic.gov.au/. You can view Pacific Assist’s Privacy Policy at https://www.pacificassist.org/privacy-policy or ask for a hard copy from your Pacific Assist Project Coordinator.

Overview

Pacific Assist is a not-for-profit charity serving the nations of the South Pacific. The vision of Pacific Assist is inspiring self-reliance. Our mission is to inspire individuals, families, and communities to be emotionally, physically, economically, and educationally self-reliant. We define self-reliance as the capacity to envision a self-determined future and the freedom and capacity to access the necessary spiritual, mental, emotional, social and physical resources to enact that vision. All our policies and practise are an extension of our vision and mission and are intended to ensure that our practice is in harmony with them. They are built on what Pacific Assist has labelled the core principles of self-reliance:

• Individual and collective self-determination
• Personal responsibility and integrity
• Community
• Development Mindset¹

In striving to accomplish its mission and apply the core principles of self-reliance, Pacific Assist identifies disadvantaged communities within the South Pacific and then seeks to assist those communities build their self-reliance capacity. An essential element of this effort is engaging the individuals, families, and communities receiving assistance in the process of identifying needs and determining and implementing solutions. Fostering self-reliance is at the heart of Pacific Assist’s partnerships with South Pacific communities.

Pacific Assist is also a member of the Australian Council for International Development (ACFID). ACFID is the peak body for Australian non-government organisations (NGOs) involved in international development and humanitarian action. As an ACFID member, Pacific Assist is a signatory to the ACFID Code of Conduct and complies with all requirements of the code. To learn more about the code visit https://acfid.asn.au/content/about-code . We also encourage you to complete code eLearning modules (you’ll need to create an account and log in). Information about these can be found at https://acfid.asn.au/content/elearning-course-details , or contact the Pacific Assist’s projects manager for more information.

One of our key projects is Furniture for Schools (FFS). Furniture for Schools collects donated in good condition school furniture and delivers it to disadvantaged schools in South Pacific Islands. The project you will be working on is the Furniture for Schools Port Moresby 32. The details of your project are as follows:

• Date: 19/03/2025
• Location: Allamanda College: 86-100 Alamanda Blvd, Point Cook, VIC 3030 (enter via staff carpark off Adventure Way)
• Time: 8:00am - 12:00pm
• Pacific Assist Project Coordinator: Richard McLean (r[email protected] / 0419 317 356)
• Task: Collect school desks and chairs from storage and load them into a 20-foot container
• Provided:                                                                               
  • Lunch
  • Snacks
  • Water
  • Sunscreen
  • Gloves
• Requirements: To assess your suitability to participate in the project, and to manage your safety and well-being and that of others during the period of your service as a volunteer, we request that you:
  • Abide by the Pacific Assist Child Safety & Wellbeing Code of Conduct
  • Abide by the Pacific Assist Workplace Code of Conduct
  • Complete a photographs/video release and waiver
  • Complete a Registration and Medical Information Form

When you arrive at the project site, you will:

• Check in with the project coordinator
• Be asked to confirm that you completed the online application for yourself and that you agree to the terms and conditions of registration, including compliance with the Child Safety & Wellbeing Code of Conduct and the Workplace Code of Conduct

You will not be able to undertake any volunteer work without agreeing to and meeting the terms and conditions outlined in the online registration. If you have any questions or concerns about the registration terms and conditions, please see your Pacific Assist Project Coordinator, or contact Clive Haydon on 0427 681 232 or email [email protected].

Project Safety and Wellbeing Protocols

Please make yourself familiar with the below safety protocols: 

• Follow COVID-19 protocols as follows:
  • Stay home and avoid contact if you’re feeling unwell
  • Practice good hygiene
  • Avoid touching your eyes, nose, and mouth with unwashed hands
  • Cover your nose and mouth with a tissue when you cough or sneeze. If you don’t have a tissue, cough or sneeze into your upper sleeve or elbow
  • Do not share drink bottles, crockery or cutlery
• Volunteers are always to work in pairs, and should not be alone on school grounds
• Volunteers must keep within the loading zones identified by the business, and are not to enter other areas unless directed by the Pacific Assist Coordinator
• Please review the Worksafe Lifting Techniques Poster
• Please review the Lifting Do's & Don'ts Poster
• Wear sunscreen and a hat (as required)
• Maintain hydration by drinking adequate amounts of water
• Wear closed, practical shoes (no thongs, sandals or high heels)
• On the day, contact the Pacific Assist Coordinator (Richard McLean) for first aid supplies if required
• Feedback/Complaints: It is Pacific Assist policy that personnel, volunteers, partners, primary stakeholders, participants, service providers, and any others engaging with Pacific Assist have a right to provide feedback and/or make complaints, and that complaints should be responded to effectively and in a fair and timely way. To provide feedback and/or make a complaint you can:
  • Speak directly with the project coordinator
  • Send an email to the project coordinator, projects manager, or [email protected] (received by the projects manager)
  • Complaints about the projects manager should be sent directly to the Chair (email and mobile are available on the Pacific Assist website under About Us: Our Team)
  • Navigate to the Feedback/Make a Complaint page on the Pacific Assist web page www.pacificassist.org (see About: Feedback/Make a Complaint)
  • Phone us on 0427 681 232
  • Mail a letter addressed to the projects manager or the chair of the board to Level 4/420 Collins Street, Melbourne 3000 Victoria Australia
  • Visit our office and make a face-to-face complaint
  • Anonymous complaints can be made by mail or by completing the “Email A Complaint” form on the website (leave the name, phone contact, and email address sections blank)

We thank you again for volunteering, and hope you have a great experience.

Regards,

Richard McLean

Chair.

Child Safety and Wellbeing Code of Conduct

Pacific Assist regards all children of all nationalities, cultures, backgrounds and identity as great treasures to be protected, nurtured, and given every opportunity to flourish and reach their highest potential. In harmony with our core principles of self-reliance, Pacific Assist believes children should participate in decisions that affect them, set their own goals and strategies, express their culture and enjoy their cultural rights, and have a voice and be listened to. We are committed to seeking the best interests of children and young people and providing safe environments where their rights, needs and interests are met. Our approach to child safety and wellbeing is guided by the principles of zero tolerance of child abuse (including racism); recognition of children’s interests (including cultural interests); sharing responsibility for safeguarding children across the organisation and with families and communities; and a risk management approach. Any alleged misconduct relating to children, including inappropriate language, inappropriate interactions, bullying, racism, emotional, physical, or sexual abuse, and/or child pornography will be investigated thoroughly and reported to appropriate authorities in accordance with Australian law. Appropriate disciplinary action will be taken against anyone whose conduct breaches this code. 

All representatives of Pacific Assist, including directors, executive officers, members, service providers, partners, and volunteers are responsible for the safety and wellbeing of children and young people who engage with Pacific Assist. All representatives are expected to act in accordance with this Code of Conduct in their physical and online interactions with children and young people under the age of 18 years.

I WILL:

ACT in accordance with Pacific Assist’s child safety and wellbeing policies and procedures at all times.

OBTAIN current state-specific working with children credentials before starting any 
work with children. 

TREAT all children with concern, decency, kindness and respect (including respect 
for culture and race).

PROTECT children from abuse, neglect, harassment, discrimination, racism, and bullying.

NEVER ignore any reports of abuse, neglect, harassment, discrimination, racism, or bullying (especially if reports come from a child).

NEVER be alone with a child.

COPY parents or guardians in all Pacific Assist related communication sent to a child

COMPLY with all relevant Australian and local legislation, including labour laws in relation to child labour.

IMMEDIATELY report concerns or allegations of child exploitation and abuse and policy non-compliance in accordance with appropriate procedures.

IMMEDIATELY disclose all charges, convictions and other outcomes of an offence that relates to child exploitation and abuse, including those under traditional law, which occurred before or occurs during association with Pacific Assist.

I WILL NOT:

I WILL NOT engage in any activity that is likely to physically, sexually or emotionally harm a child, that is sexually provocative, demeaning, or culturally inappropriate, or that could be perceived by others as child exploitation and abuse.

I WILL NOT touch any child in an abusive (sexual or physically violent) manner.

I WILL NOT engage children under the age of 18 in any form of sexual intercourse or sexual activity, including paying for sexual services.

I WILL NOT have sexually suggestive, adult-themed or pornographic material of any kind in my possession while acting as a representative for Pacific Assist, and I will protect children from all such material.

I WILL NOT swear or use profane, coarse, harassing, racist, abusive, sexually provocative, demeaning or culturally inappropriate, or otherwise inappropriate language at any time, and I will protect children from hearing such language and encourage them not to use it themselves.

I WILL NOT engage in inappropriate physical contact with a child, or assist children with personal matters they can do for themselves.

I WILL NOT treat a misbehaving child harshly or use physical punishment on children — speak calmly with respect and kindness; if needed, alert the child’s parents/guardian, carers or teachers.

I WILL NOT invite unaccompanied children into private residences, unless they are at immediate risk of injury or in physical danger.

I WILL NOT sleep close to unsupervised children unless absolutely necessary, in which case the Project Manager’s permission must be obtained, and another adult approved by Pacific Assist to work with children is present at all times (this does not apply to an individual’s own children).

I WILL NEVER use any computers, mobile phones, video cameras, cameras or social media to exploit or harass children, or access child exploitation material through any medium.

I WILL NOT engage in inappropriate relationships with a child, and if I become aware of an inappropriate relationship developing between another adult and a child, I will bring it to the attention of Pacific Assist’s Project Manager who is the Child Safety Officer or report my concerns to the Victorian Department of Health and Human Services: Child Protection Contacts / Afterhours child protection emergency service – 13 12 78 (outside Victoria, report concerns to the appropriate body in that state or territory – see below for a list in each Australian state and territory¹).

I WILL NOT make private contact with a child outside of Pacific Assist activities.

I WILL NOT communicate privately with a child, including online. Parents or guardians should be cc’d. in all Pacific Assist related communication.

I WILL NOT disclose or publish personal or sensitive information about a child, including images of a child, on any media, including social media, without the consent of their parent or guardian.

I WILL NOT show favouritism through the provision of gifts or inappropriate attention.

I WILL NOT give or provide children with alcohol or illegal drugs.

I WILL NOT hire children for domestic or other labour: which is inappropriate given their age or developmental stage; which interferes with their time available for education and recreational activities; or which places them at significant risk of injury.

When photographing or filming a child or using children’s images for work-related purposes:

I WILL:

TAKE care to ensure local and cultural traditions or restrictions for reproducing personal images are adhered to before photographing or filming a child.

OBTAIN informed consent from the child and parent or guardian of the child before photographing or filming a child. An explanation of how the photograph or film will be used must be provided.

ENSURE photographs, films, videos and DVDs present children in a dignified and respectful manner and not in a vulnerable or submissive manner. Children should be adequately clothed and not in poses that could be seen as sexually suggestive.

ENSURE images are honest representations of the context and the facts.

ENSURE file labels, meta data or text descriptions do not reveal identifying information about a child when sending images electronically or publishing images in any form.

ENSURE the use of images and video footage complies with the Pacific Assist Public Materials Policy.

If I think this Code of Conduct has been breached by another person representing Pacific Assist, I will:

• Act to prioritise the best interests of children
• Take actions promptly to ensure that children are safe 
• Promptly report any concerns to Pacific Assist’s Project Manager (+61 427 681 232 / [email protected] or [email protected] ), who is the Child Safety Officer, or to a Pacific Assist director (contact details are available on the Pacific Assist website on the ‘About Us’ page Follow Pacific Assist’s policies and procedures for receiving and responding to complaints and concerns
• Comply with legislative requirements on reporting if relevant, and with Pacific Assist’s policy and procedures for internal and external reporting

IF YOU BELIEVE A CHILD IS AT IMMEDIATE RISK OF ABUSE CALL THE POLICE (000)

Workplace Code of Conduct

Pacific Assist believes all human beings of all nationalities, cultures, backgrounds, and gender are of infinite worth. We believe that all people should be treated with respect and dignity and feel and be safe as they go about their daily life. Pacific Assist does not tolerate discrimination, harassment, sexual harassment, bullying, exploitation, victimisation, or vilification. Any misconduct related to inappropriate language, inappropriate interactions, bullying, emotional, physical or sexual abuse, and/or racism will be investigated thoroughly and reported to appropriate authorities in accordance with relevant local legislation in the place of work.

In addition, we expect all Pacific Assist representatives to exercise personal responsibility and integrity and to act in compliance with Australian law, and the laws of nations where we pursue our charitable purposes. Appropriate disciplinary action will be taken against anyone whose conduct breaches this code.

All representatives of Pacific Assist, including the Board of Directors, employees, service providers, partners, contractors and volunteers are expected to act in accordance with the Code of Conduct below.

I WILL:

UNDERSTAND and comply with all relevant Australian and local legislation;

AGREE and uphold this Code of Conduct;

TREAT all peers equally and with dignity and respect regardless of differences of race, colour, sex, language, religion, political or other opinion, national, ethnic or social origin, property, disability, birth or other status;

ABIDE by Pacific Assist’s Child Safety & Wellbeing Code of Conduct

SET clear, appropriate standards of behaviour at work and manage those standards by leading by example;

MONITOR the workplace for inappropriate behaviour and immediately report concerns or allegations of inappropriate workplace behaviour in accordance with Pacific Assist procedures;

ATTEND training workshops provided by Pacific Assist that reinforce acceptable values and practices;

REQUEST unacceptable or offensive behaviour to cease, respecting that different people may have different levels of tolerance and acceptance of certain behaviour;

WHEN asked by a peer, cease inappropriate behaviour or remove offensive materials;

IN all business conducted as a representative of Pacific Assist, act with integrity and honesty and place the organisation’s interests over my own interests or those of any other person or persons;

OBSERVE the provisions of Pacific Assist’s constitution, policies, and rules, including any policies on conflict of interest;

ENTHUSIASTICALLY and competently carry out the duties specified by my contract of employment;

CO-OPERATE with Pacific Assist in any investigation of a breach of this policy; and

COMPLY with local laws, codes of conduct, or other regulations in the particular country or region I am located or am travelling to for official duties.

I WILL NOT:

USE language or behaviour that is inappropriate, harassing, abusive, racist, sexually provocative, demeaning or culturally inappropriate;

DISTRIBUTE sexually explicit or offensive material via electronic means such as email/text;

DISPLAY sexually explicit or offensive materials such as pictures, posters, screen savers or computer graphics;

DISCRIMINATE, harass, sexually harass, sexually abuse, bully, exploit, victimise, or vilify another person or persons, including children and others who are vulnerable and marginalised;

MAKE false claims against colleagues;

VICTIMISE any representative who makes a complaint;

ACT as to bring Pacific Assist or its mission into disrepute;

OFFER, promise or receive – or engage another party to offer, promise or receive – anything of value (cash, loan, gift, hospitality, personal/ family/ social/ sporting/ cultural/ sexual favour or other advantage) for the purpose of inducing or rewarding a discretionary favourable action or the exercise of influence, including transactional sex (any form of sexual activity in exchange for goods or services, money, employment or preferential treatment) ;

PROVIDE benefits to a third party where it is expected or likely that some or all of that benefit will be provided or offered to another person in order to influence a public official; and,

UNDERTAKE any activity that seeks to bribe, corrupt or otherwise improperly influence a public official in any country to act in a way that differs from that official’s proper duty, obligations and standards of conduct

If I think this Code of Conduct has been breached by another person representing Pacific Assist, I will:

• promptly report any concerns to Pacific Assist’s Project Manager;
• follow Pacific Assist’s policies and procedures for receiving and responding to complaints and concerns; and
• comply with legislative requirements on reporting if relevant, and with Pacific Assist’s policy and procedures for internal and external reporting.

PHOTOGRAPHS AND VIDEO RELEASE AND WAIVER

Dear Volunteer,

Pacific Assist is an Australian and New Zealand not-for-profit charity serving the nations of the South Pacific. Our mission is to inspire individuals, families, and communities to be emotionally, physically, economically, and educationally self-reliant. We undertake a range of self-reliance building projects among disadvantaged communities.

An important part of documenting, celebrating, and promoting our work is the collection of photographic images and video footage. We utilise these resources as part of telling the story of the donors, volunteers, and recipients who collectively make up the Pacific Assist experience. Photos and video clips are utilised for such purposes as website presentation and information, media releases, news articles, and promotional material.

When we enlist volunteers, we seek permission to take photos and video clips of them. The photos and videos we take may be displayed on our website or other promotional material (as indicated above). In this process we are always mindful of the rights and dignity of the individuals whose images are being recorded. Our purpose is always to use images and clips to tell uplifting, dignified, positives stories. To view a sample of how we utilise photos visit https://www.pacificassist.org/gallery or https://www.pacificassist.org/latest-news .

To provide your consent to be photographed and/or videoed, please read the Photographs - Video Release and Waiver form below and then tick "I consent."

If you do not consent to have your photo and video taken, you can still participate in the project, but we won't include you in photos and videos. 

We thank you for your generous support.

Regards,

Richard McLean (Chair).

PHOTOGRAPHS AND VIDEO – RELEASE AND WAIVER Form

1. Consent to the use, publication and reproduction by Pacific Assist its employees, officers, contractors or agents (‘PA’) of photographs (‘Photographs’) and videos (‘Videos’) of myself for the purposes of media publicity and general display in whole or in part, including on PA’s website, and as a consequence, Photographs and/or Videos may be transferred outside Australia.
2. Agree that the use, publication or reproduction of the Photographs and/or Videos may occur by the following mediums: television, newspapers, magazines, brochures, newsletters, promotional content and websites (including social media outlets) and other forms of visual communication and presentation.
3. Agree that the rights granted to PA under this release and waiver form are perpetual and I hereby waive any interest that I may have in the copyright to the Photographs and/or Video now or at any future time. I acknowledge that I do not expect to receive any payment or any other consideration in connection with the taking, use or storage of the Photographs and/or Videos.
4. Acknowledge and agree that any use of the Photographs and/or Videos is, at the date of publication, made in good faith and is not intended to defame or offend me or bring my reputation into disrepute.
5. Release Pacific Assist, its employees, officers, contractors and agents from any liability (including consequential loss) connected with the publication, reproduction, or release of the Photographs and/or Videos.

If you do not consent to have your photo and video taken, you can still participate in the project, but we won't include you in photos and videos. 

Volunteer Registration and Medical Information Form

Project Name: Furniture for Schools – Port Moresby 32

Date/Dates of the project: 19/03/2025

Medical Information

Declaration of Understanding and Medical Release 

Pacific Assist takes all reasonable precautions to protect the safety of volunteers. Coordinating personnel are suitably trained and implement risk management protocols. However, there are still risks inherent in this project that are beyond the control of Pacific Assist. For the Furniture for Schools Project these include, but are not limited to, hand, foot, back and muscle injuries.

By ticking the "I consent" option below:

• I am indicating that I have read the project description outlined in the overview section of this registration form, Pacific Assist’s privacy policy, Pacific Assist’s Child Safety & Wellbeing Code of Conduct, Pacific Assist's Workplace Code of Conduct, the Worksafe Lifting Techniques Poster,  the Lifting Do's & Don'ts Poster, and the statement of inherent risks above.
• I understand there are inherent risks involved in this activity that may be beyond the control of Pacific Assist personnel.
• I consent to Pacific Assist collecting the basic medical information above, and I understand it will be stored and managed in accordance with Australian privacy, records collection, and risk management law. This includes keeping records for an extended time as evidence of compliance with occupational, health and safety regulations.
• I understand that if I have any medical conditions, Pacific Assist may require me to have a doctor sign a medical release form and/or limit my participation in the project.
• I understand that I must not participate in the project if I have any flu like symptoms (runny nose, sore throat, cough, fever) or I am generally feeling unwell
• I understand that Pacific Assist retains the right to decline my offer to volunteer or to revoke my status as a Pacific Assist volunteer at any time.

Before submitting, please save a copy of this form for your records by priniting as a PDF