QAGTC Volunteer Screening and Recruitment Procedure

Queensland Association for Gifted and Talented Children Inc. (QAGTC)
Volunteer Screening and Recruitment Procedure
Version 1.0 | August 2026

1. Purpose

QAGTC is committed to providing safe environments for children and young people. Effective recruitment, screening and management of volunteers are essential components of QAGTC's commitment to child safety and its compliance with the Queensland Child Safe Standards, particularly Standard 5: People working with children are suitable and supported to reflect child safety and wellbeing values in practice. [qfcc.qld.gov.au], [families.qld.gov.au]

This procedure establishes processes for recruiting, screening, engaging and monitoring volunteers involved in QAGTC activities, events and programs.

2. Scope

This procedure applies to:

QAGTC Committee Members
Branch Executives
Event Volunteers
Activity Coordinators
Conference Volunteers
Workshop Facilitators
Mentors and Program Leaders
Any person acting on behalf of QAGTC where contact with children or young people may occur

This procedure applies regardless of whether the position is paid or unpaid.

3. Guiding Principles

QAGTC will:

Prioritise the safety and wellbeing of children and young people in all recruitment decisions.
Apply fair, consistent and transparent screening practices.
Ensure volunteers understand their child safety responsibilities.
Maintain appropriate records relating to screening and eligibility.
Comply with Queensland Blue Card requirements and other applicable legislation.
Foster a culture where child safety concerns are identified and addressed promptly. [qfcc.qld.gov.au], [families.qld.gov.au]

4. Volunteer Recruitment Process

Step 1: Identification of Role

Prior to recruitment, QAGTC will:

Define the responsibilities of the role.
Identify any child-related duties.
Determine required skills and experience.
Assess supervision requirements.
Determine whether a Blue Card is required.

A position description should be prepared for significant volunteer roles.

Step 2: Advertising and Recruitment

Volunteer recruitment information will:

Promote QAGTC's commitment to child safety.
Outline behavioural expectations.
State any screening requirements.
Advise applicants that child safety checks may be undertaken.

Suggested statement:

QAGTC is committed to safeguarding children and young people. All volunteers are expected to uphold child safe practices and may be required to undergo screening, including Blue Card verification and reference checks.

5. Volunteer Screening Requirements

The level of screening may vary depending on the nature of the role.

Minimum Screening Requirements

Prior to appointment, QAGTC should consider:

Identity Verification

Applicants may be asked to provide:

Full name
Contact details
Relevant qualifications where applicable
Proof of identity if required

Suitability Assessment

Applicants may be required to:

Complete a volunteer application form.
Disclose relevant experience.
Acknowledge QAGTC's Child Safe Policies.
Agree to comply with the QAGTC Code of Conduct.

Reference Checks

For roles involving regular interaction with children, QAGTC may obtain one or more referee reports to assess:

Reliability
Professional conduct
Experience working with children
Suitability for the role

6. Blue Card Requirements

Where required by Queensland legislation, volunteers must hold and maintain a valid Blue Card before commencing duties involving children. QAGTC will comply with all obligations relating to Blue Card screening and management. [families.qld.gov.au]

QAGTC will:

Verify Blue Card status before engagement.
Maintain a Blue Card register.
Monitor expiry dates and changes in status.
Ensure individuals with a negative notice are not appointed to child-related duties.
Comply with obligations relating to changes in police or disciplinary information.

7. Interview and Selection

For significant volunteer positions, Committee or Branch representatives may undertake an informal interview or discussion to assess:

Understanding of the role.
Commitment to child safety.
Values alignment with QAGTC.
Communication skills.
Professional conduct and boundaries.

Potential concerns, gaps in information or behavioural red flags should be explored prior to appointment.

8. Child Safety Risk Indicators

The following may require further assessment before appointment:

Refusal to comply with screening requirements.
Reluctance to follow supervision arrangements.
Inconsistent employment or volunteer history.
Unacceptable reference feedback.
Previous breaches of organisational codes of conduct.
Behaviour indicating poor professional boundaries.
Failure to demonstrate commitment to child safety.

Where concerns remain unresolved, QAGTC may decline the appointment.

9. Volunteer Induction

All volunteers must participate in an induction process prior to commencing duties.

Induction should include:

Child Safety

QAGTC Child Safe Commitment
Child Safe Standards
Child safety responsibilities
Reporting obligations

Policies and Procedures

Code of Conduct
Complaints Management Procedure
Incident Reporting Procedure
Risk Management Procedures
Online Safety Guidelines

Event Expectations

Supervision requirements
Emergency procedures
Participant wellbeing practices
Appropriate communication protocols

Volunteers may be required to acknowledge receipt of these materials in writing.

10. Supervision and Ongoing Monitoring

QAGTC recognises that screening is an ongoing process rather than a one-time activity.

The organisation will:

Provide appropriate supervision.
Monitor interactions with children.
Address concerns promptly.
Provide feedback and support where necessary.
Review volunteer suitability periodically.

Committee members and event organisers should remain alert to behaviours that may place children or the organisation at risk.

11. Volunteer Responsibilities

All volunteers must:

Comply with QAGTC policies and procedures.
Follow lawful directions.
Uphold child safety principles.
Maintain appropriate professional boundaries.
Report concerns regarding child safety.
Immediately advise QAGTC of circumstances that may affect their suitability to work with children.

Failure to comply may result in suspension or termination of volunteering duties.

12. Record Keeping

QAGTC will maintain secure records including:

Volunteer application forms
Blue Card information
Reference checks
Induction records
Training attendance
Relevant correspondence
Incident or complaint records

Access to volunteer records will be restricted to authorised personnel.

13. Suspension or Removal of Volunteers

QAGTC may suspend or remove a volunteer where:

A child safety concern is raised.
Blue Card eligibility changes.
The volunteer breaches the Code of Conduct.
The volunteer engages in misconduct.
Continued participation presents an unacceptable risk.

Where appropriate, procedural fairness will be applied.

Child safety considerations will take precedence over volunteer participation. [qfcc.qld.gov.au], [families.qld.gov.au]

14. Continuous Improvement

The QAGTC Committee will periodically review:

Screening practices
Recruitment procedures
Child safety risks
Volunteer training needs
Legislative and regulatory changes

Findings from complaints, incidents or reviews may result in amendments to this procedure in support of continuous improvement. [qfcc.qld.gov.au], [families.qld.gov.au]

15. Review

This procedure will be reviewed:

Every two years;
Following a significant child safety incident;
Following legislative or regulatory changes; or
At the direction of the QAGTC Committee.

Approved by: QAGTC Committee
Effective Date: August 2026
Review Date: August 2028

References

Queensland Family and Child Commission, Child Safe Standards.
Queensland Department of Families, Seniors, Disability Services and Child Safety, Child Safe Standards and Universal Principle. [qfcc.qld.gov.au] [families.qld.gov.au]