Everyone who volunteers to work for Arctic Winter Games 2016 is obliged to observe the guidelines, rights and obligations described in this policy document.
AWG2016 will be the largest event of its kind in the history of Greenland. It cannot succeed without volunteers, which means that volunteers are indispensable. The volunteers perform many important tasks and they will make an important contribution to the success of AWG2016. To ensure that volunteers have a safe working environment and that volunteers' and competitors' rights are observed, we must create appropriate conditions and procedures.
Ethical Guidelines for the AWG2016 Workforce
AWG20016 wishes to create conditions which ensure that everyone involved is committed and enjoys working for AWG2016. When working at AWG2016, it is essential that we respect one another, maintain a positive tone and adopt an appreciative approach to our co-workers.
The AWG2016 Values
At AWG2016, we believe it is important that the people who volunteer to work at AWG2016 can consent to the games' set of values:
· Community - To partake in diverse, inclusive and colourful community activities across society and the Arctic region, where everyone can be part of a meaningful project that generates joy.
· Curiosity - We are part of the Arctic community and are curious about each other’s similarities, differences and what we can learn from each other.
· Courage - Through sport, culture and community we find the strength and courage to develop and set new goals.
We must ensure that everyone does what they do best. Together we will create an unforgettable AWG2016.
Who can volunteer?
Anyone – regardless of gender, nationality, social background, religious conviction or disability – is encouraged to register as an AWG2016 volunteer. Volunteers of all ages with different social and professional backgrounds are already involved in the committees, which cover the preparatory phases of work leading to the staging of AWG2016. Volunteers are involved in a wide variety of work tasks and are allowed to exercise an influence on the tasks they will be assigned see "What will volunteers do". There are tasks for everyone.
Categories of Volunteers
There are several categories of people who work for AWG2016 without receiving payment from AWG2016:
Depending on their roles and the work they do, volunteers are subdivided into different categories. These categories define what types of responsibilities the volunteer has had, how long the volunteer has been actively involved, and any skills development (training) the volunteer has received. These categories are important as they determine how AWG2016 substantiates volunteers' work after the games and how we will subsequently show appreciation to the volunteer. The four categories are:
AWG2016 welcomes youth volunteers to the games so that they can experience the games at close hand. The following guidelines has been drawn up in order to protect youth volunteers:
Skill Development – Training For Volunteers
Skill development is an important element in our work with volunteers. In a unique project like AWG2016, the work itself will often represent a type of individual training. However, there will very often be a need to offer training courses, etc., i.e. when we find it impossible to get volunteers with the necessary qualifications. This work will help to upgrade individual skills and society as a whole.
All volunteers will be registered in the AWG2016 online database (commonly known as GEMS). Volunteers, who work for AWG2016 during the period 29 February to 16 March 2016, must have a child protection certificate and a clean criminal record. They must also wear a badge with photo while doing voluntary work for AWG2016. AWG2016 will not obtain certificates/criminal records for volunteers who work exclusively before or after AWG2016.
• AWG2016 volunteers register via an online registration system (called GEMS). Register as a volunteer here.
To secure the safety of participants and volunteers AWG2016 has drawn up the following procedure to ensure that volunteers during the period 29 February – 16 March 2016, have a child protection certificate and a clean criminal record.
Greenland - Procedure for obtaining Criminal Records, etc.
• After registration, individuals aged 15 years and older who wish to volunteer to work during the period 29 February – 16 March 2016, must provide written consent for AWG2016 to obtain information regarding child protection certificates and criminal records from the police.
Processing Personal Data
The volunteers' personal data in connection with obtaining criminal records and child protection certificate will be protected as follows:
Iqaluit - Procedure for obtaining Criminal Records, Etc. and processing Confidential Data
Specific procedures and regulations in pursuance of Canadian law will apply to volunteers in Iqaluit. To be announced.
Persons, who want to volunteer in Iqaluit, Kangerlussuaq or Nuuk, who come from other countries than the host countries, and who are not residents in Greenland or Canada (Nunavut), must hand in documents equivalent to child protection certificates and criminal records, from their home countries. It is the responsibility of the foreign volunteer only to hand in records from their home country, and send them to email@example.com. It is not possible for people from other countries to volunteer for AWG2016 without documenting clean records from their home country.
Volunteers during the period 29 February – 16 March 2016 must wear an accreditation badge with their photo in order to gain access to the areas in which they are to do voluntary work. Volunteers must upload a photograph to the online registration system GEMS. This photo will be used on their badge. Volunteers who cannot upload a photo must write to firstname.lastname@example.org. They will subsequently be contacted. Badges will be distributed to volunteers at the mandatory info meetings (link to intro meetings) for all volunteers in February 2016.
Everyone who will be a volunteer during the period 29 February – 16 March 2016 must attend one of the AWG2016 info meetings for volunteers, which will take place in February 2016. Invitations will be sent by email. At these meetings, volunteers will receive their uniforms and badges and important information will be given.
Appreciation of AWG2016 Volunteers
We recognise that volunteers are indispensable to the planning and staging of AWG2016. We believe that it is important to show appreciation for their work. AWG2016 has decided to show its appreciation in various ways.
Arctic Winrer Games 2016 Volunteer Uniform
The Arctic Winter Games 2016 volunteer uniform includes the following items
After AWG2016, we will invite AWG2016 volunteers to an event to show our appreciation.
During AWG2016 all the volunteers will be encouraged to nominate other volunteers for awards, e.g. "the biggest volunteer smile", "the most service-minded volunteer" or "the most hard-working volunteer". The winners of these accolades will be publicised and they will receive a special AWG2016 gift.
After the games, volunteers will receive a certificate to document that they worked as a volunteer for AWG2016. The certificate differentiates five categories of volunteer: Chair of Committee, Co-Chair of Committee, Committee Member, volunteers during AWG2016 (i.e. in the period 29 February –16 March 2016) and support volunteers. If a volunteer has attended a skills development training course(s), documentation for their achievements will be provided.
To ensure that the volunteers can perform at their best and have happy memories of having taken part, we must ensure that working conditions are good. Spaces for fellowship and networking.
During the games, a hotline for volunteers will be set up at the Volunteer Center. Volunteers are welcome to call if they have questions.
Newsletter: From September 2015 AWG2016 will publish a monthly newsletter to registered volunteers. There will also be regular updates and information for volunteers on our website.
Volunteers work at their own risk. However, in connection with voluntary work for AWG2016, volunteers are covered by public liability and worker's compensation insurance. AWG2016 will introduce a range of measures to prevent loss and injury.
Voluntary Work Guidelines
Volunteers should be aware of the following in connection with voluntary work for AWG2016:
AWG2016 wishes to establish widespread public awareness of AWG2016. Volunteers are therefore welcome to take part in media interviews, write study assignments on our projects, etc. If a volunteer is contacted by the media, students, etc., their statements must be coordinated with the Chair of the committee, with which they are associated. Volunteers may only express an opinion as volunteer workers who help to resolve specific tasks. This means, for example, that they may not express a political opinion and they may not make general statements on AWG2016's behalf.
All volunteers in AWG2016 are under a duty of confidentiality. This means that volunteers must not pass on any confidential information that has come into their possession during their work with AWG2016. Neither may they inform other volunteers or official persons of confidential information unless this is a result of the responsible execution of their respective tasks.
Chair of Committee:
All material that is devised for and with AWG2016 is the property of AWG2016, without AWG2016 having to provide remuneration for such, including intellectual property rights and the right to make changes to what is produced. Photography or video recordings of events or volunteers may also be used by AWG2016 for promoting, reporting, marketing and in any other respect, without volunteers opposing this or demanding payment for the use.
In the case of any violation or material breach of AWG2016's rules and guidelines, statement of consent, national law or in the case of any other misconduct against AWG2016's spirit and interests, AWG2016 reserves the right to dismiss or expel a volunteer.