Staff Handbook

Policies and Procedures

Annual Leave

Permanent Staff: You are entitled to four weeks paid leave each year. The period is to be negotiated between the employee and the Managing Director. You must complete a holiday form which you can collect from the Manager.
Casual Staff: Casual staff are to let Management (or delegate) know when they are not available for work.

Answering the Telephone

When answering the telephone you are to answer in a professional manner, using the centres name and your own. E.g. “Good Morning, One World for Children, Jane Speaking:

Blood Spills

Blood skills kits are located in each car. In the case of an emergency where blood is present, you are required to use the contents of the kit.

Company Cars

Company cars are provided for any travelling that is related to training. Cars are to be picked up from the centre each morning of your workday and dropped back at the end of each day. All keys are located in the training room. Each car has a fuel card and staff are required to fill them with petrol as required (please do not leave the tank empty for the next person) If possible petrol is to be purchased at a APCO service station. The fuel card is only to be used for fuel any personal purchases must be at your own cost. All cars are to be kept tidy and free from rubbish (this includes pens, elastic bands and paperclips) and each car is fitted with an E-tag. Located in the training room is a weekly car schedule – this schedule informs you of which car you are to take on each day.

Each car is in the RACV should you break down please contact the office and we will instruct you of the next step.

Each car is covered by insurance, should you be involved in a minor accident exchange car Registration, collect drivers licence details and bring these back to the office for action. Please ring the office to let management know of the accident.

If a major accident occurs please ensure your safety and ring the office for further instructions.

Confidentiality/Privacy (procedure 1.13)

Confidentiality is of paramount importance, all of the information provided to us by participants and employers, such as addresses, phone numbers, results etc is seen and recorded only by the training staff.

One World for Children staff or management will not give any information about participants studies to anyone unless required under law.

One World Staff and management will not disclose any information about a participants studies without written permission or as required under law (unless a trainee as training progress will be discussed with the employer).

If a participant requires specific information about their training such as results, an appeal or a concern by telephone or email the training staff must ask the following: the participant’s date of birth and password for identification.

If the participant believes information held by the training centre is inaccurate they can request that the information be changed. Staff at One World will complete a Change of Information Form QF51 and place on the participants file.

One World ensures that, except as required under the Standards for Registered Training Organisations or by law, information about a client is not disclosed to a third party without the written consent of the client.

For information relating to the privacy legislation you can go to: www.dms.dpc.vic.gov.au

Information must stay confidential and privacy laws abided by.

Control of Documents

It is important that all documents forming part of our quality management system are controlled as to their issue status and location. Please ensure you make yourself aware of where the most recent forms are kept. Should you wish to develop any of your own forms this must be passed by the Training Manager or document controller to ensure the document is placed in the Business Management System appropriately.

Customer Complaints

Corrective action must be taken on all customer complaints as soon as practical after the complaint is received. If the complaint is of a nature that can not be dealt with immediately you are required to bring the issue back to the office to discuss with management. Please refer to procedure 5.1 for further details.

Disciplinary Action

Should a staff member breach regulations or centre protocol, disciplinary action will be taken. A first incident will incur a verbal warning. A second incident will incur a first written warning. A third incident will incur a second written warning and a forth incident will incur a final written warning with a notice of termination.

Dress Code and Related Expectations

Management provides:

o two shirts
o 2 bottoms (skirt or pants)
o Name badge (replacement of lost badges will be at your own cost)

The number of items is dependant on the number of days worked in a week. Uniforms are purchased from Bellarine Uniforms.

Shoes are to be closed in at the toes, have a back or back strap and a heel no higher than 3 cms. No responsibility is taken for open shoes or bare feet if an injury should occur.

Trainers are responsible for purchasing their own sun hats. Spare hats are kept in each car.

Have an awareness of safety aspect when wearing jewellery eg. Long dangly earrings are a safety hazard when in children’s playrooms.

Language - no staff member is permitted to use foul and unacceptable language whilst on duty. Please remember that children learn by example.

Equal Opportunity (procedure 1.4)

One World for Children believes that all employees are entitled to be treated on the basis of their true abilities and merit, and to work in an environment which is free of discrimination.

Accordingly, all employees are entitled to access employment, promotion, training and other benefits of employment on the basis of their skills, qualifications, abilities, prior work performance and aptitudes and their ability to fulfil the inherent requirements of the job.

Grounds of Discrimination

In accordance with the Equal Opportunity Act 1995, One World for Children recognizes that it is unlawful to discriminate in employment on any of the following grounds:

• Age
• Disability
• Industrial Activity
• Lawful sexual activity/sexual orientation
• Marital, parental or carer status
• Physical features
• Political beliefs or activity
• Pregnancy
• Race
• Religious belief or activity
• Sex
• Personal association with a person who could be discriminated against because of a characteristic listed above.

One World for Children also recognizes it is unlawful to request information (either orally or in written form) that may be used for discriminatory purposes.

Sexual Harassment

A person sexually harasses another person if he or she makes an unwelcome sexual advance, request for sexual favours, or engages in any other unwelcome conduct of a sexual nature.

Sexual harassment is behaviour that is unwelcome, unsolicited and unreciprocated.

It is against the law for:

• Teachers or other staff to sexually harass students
• Students to sexually harass teachers or other staff
• Students to sexually harass other students

Sexual harassment can consist of:

• Unwelcome comments about a person’s sex life or physical appearance
• Suggestive behaviour such as leering or ogling
• Unnecessary physical intimacy such as brushing up against a person
• Sexual jokes, offensive telephone calls, photographs, reading matter or objects
• Sexual propositions or continued requests for dates
• Physical contact such as touching or fondling
• Indecent assault or rape (which are also criminal offences)

Workplace Harassments, Victimisation and Bullying

Workplace harassment almost always has a strong clear focus (eg sex, race, disability). It tends to focus on the individual because of who they are. It has a strong physical component eg: contact and touch in all its forms, intrusion into personal space and possessions, damage to possessions including a person’s work, etc

Victimisation and bullying is persistent, offensive, abusive, intimidating or insulting behaviour, abuse of power which make the recipient feel upset, threatened, humiliated or vulnerable, which undermines their self-confidence and which may cause them to suffer stress.

Victimisation and bullying differs from harassments in that the focus is rarely based on gender, race or disability. The focus is often on competence, or rather the alleged lack of competence.

These types of behaviour are not acceptable in any way by One World for Children and are considered disciplinary offences. If you feel you are being sexually harassed, victimized, bullied or discriminated against, please contact the One World for Children Equal Opportunity Officer who will follow up this matter. (or in the case of victimization and bullying, you may also discuss the matter with a senior member of staff whom you feel comfortable with) All reported matters will be investigated thoroughly and confidentially.

Evening Meals

Evening meals can be purchased for you to take home at the end of your day. Weekly menus are displayed in the foyer. Please enquire at reception for more information.

Grievance Procedure

If you have a concern – whether it be personal or professional that is effecting your work responsibilities and you are not able to resolve it – please talk to the manager. We will endeavour to assist you in a professional, yet caring manner.

The following procedure should be followed if you have a grievance with another staff member:

1. make a meeting time do discuss the issue with the specific person
2. should you not be able to resolve the issue, discuss this with management

Lunch and Tea Breaks

In accordance with the Children’s Services award – when working a full day 7.6 hrs you are entitled to a one hour lunch break that is unpaid and two ten minute tea breaks that are paid. If you are employed on a casual basis and are on the road, breaks should be taken to ensure a safe working environment. Lunch breaks are unpaid and need to be detailed on your time sheet.
Trainer’s working on the road away from One World’s training office for a full day, will be paid a meal allowance. This must be documented on the trainer’s weekly time sheet.

Manual Handling

Manual handling means lifting, lowering, pushing, pulling, carrying, moving, holding or restraining any object, animal or person.

You are encouraged to use your common sense and not to take unnecessary risks when handling large/heavy objects.

Ensure you follow the following lifting practices:

o Never twist while lifting
o When lifting a child or object do not stretch over and lift, but lean close and raise as close as possible to their body

When lifting you must:

o Place your feet apart in a striding position
o Keep your breastbone elevated
o Bend your knees
o Brace your stomach muscles
o Hold the child or object close to your body
o Move your feet, not your spine, to stand up
o Prepare to move in a forward direction

You should transfer heavy items to smaller containers to reduce weight.

Meetings

Meetings are a very important communication tool. Meetings are used to discuss the operations of the business or specific projects. Most meetings are during the day however at times some meetings may be required in the evening.

Miscellaneous

You need to arrive a few minutes early, so you are ready to commence work at your appointed time.

No drinking of alcohol, or taking of illegal or prohibited drugs will be tolerated on the Centre's premises or surrounds.

Communication between all staff and management is vital and must be maintained at all times.

Co - operation and respect by each staff member for each staff member must be remembered at all times.

Occupational Health and Safety

One World management provides a work environment that ensures the health, safety and welfare of employees is met by:

o Providing Occupational Health and Safety literature (located in the staff room) on

1. Duty of care
2. Register of injuries
3. Manual handling – reducing the risk, reducing the injuries
4. Occupational health and safety ACT 1985
5. Office wise – a guide to health and safety in the office
6. Getting started with workplace health and safety

o Modelling best practice
o Identifying hazards and actioning these
o Giving employees the opportunity to give feedback on OHS

Whilst travelling please ensure you share the driving and take regular breaks on long trips to ensure your safety.

On-line Communication

All staff are given a One World email address and access to a variety of password protected areas of our web site. Providing you with access to these communication and information tools ensures you are kept informed of the ever changing training industry. One World employs a Multi Media Officer, please seek her guidance when commencing employment should you require any assistance in getting online.
It is vital that you check both your emails and the online training forum regularly, at a minimum twice a week.

Petty Cash

Petty Cash is available for minor purchases or for parking. Should you find a training resource that you feel would be useful you are able to purchase it and bring your receipt in for reimbursement.

Planning and Meeting Room

In the planning room you will find an extensive range of staff resource books, posters, tapes, videos and a computer. You are welcome to use any of these resources, however please do not remove any materials without completing a borrowing card or checking with the manager. Always return these resources when you have finished with them. This room is also used as the planning and meeting room. Please do not do any written work in the staff room.

Photocopier Use

The photocopier is available for use at 10cents per copy or 15 cents double-sided copying – money is to paid to the customer service officer. If photocopying is related to your work there is no cost.

Police Checks / Working with Children (WWC) Check

You must supply management with an original current police check before commencing employment. This is at your own cost. Once the relevant details are recorded the document will be securely destroyed.

The Working with Children (WWC) Check creates a mandatory minimum checking standard across Victoria. The WWC Check helps to keep children safe by preventing those who pose a risk to the safety of children from working with them, in either paid or volunteer work.

The WWC Check is being phased in over five years. If you need a WWC Check, you must apply by the due date for your field of child-related work. The next due dates are 30 June 2007 and 30 December 2007.

Purchasing

All training and administration staff have the authority to purchase goods.

Using the Approved Suppliers List, the staff member should select an appropriate supplier. If more than one approved supplier is available for the product, the supplier with the best price and availability should be selected.

If no Approved Supplier supplies the product required, the staff member should find an appropriate supplier and obtain approval for use from the Managing Director (via signature on the purchase order) to use this supplier, prior to ordering.

The staff member should complete the Purchase Order QF12, completing all details (if available) as per the form. The Purchase Order QF12 is passed to the Managing Director for approval (by signature) prior to ordering.

The Purchase Order is then faxed/emailed to the supplier. An order can be made over the phone. If this is the case, the staff member placing the order should have the order recipient repeat the order back to them to confirm. The staff member should initial the order as a record that the order was read back over the phone.

The Purchase Order is then placed in the Central Purchase Order File until the goods are received.

Qualification/Competencies

All qualifications required for each position are outlined in position descriptions.

When hiring staff, it is imperative that qualifications are validated with copies of qualifications and statement of results, certificates of attendance or similar to ensure that the potential employee is qualified for the position. If the training provider is unknown to us we will validate the qualification with a phone call to OTTE. This shall be documented on the employees individual file.

A copy of any formal qualification held by an employee is kept in Individual Employee Files.

Assessment

One World for Children will ensure that assessments are conducted by a person who has the following competencies from the Training Package for Assessment and Workplace training, or demonstrated equivalent competencies:

Prior to 24th November, 2005
BSZ401A Plan Assessment
BSZ402A Conduct Assessment
BSZ403A Review Assessment

After the 24th November, 2005
TAAASS401A Plan and organize assessment
TAAASS402A Assess competence
TAAASS404A Participate in assessment validation

Sick Leave

“ Staff who are unwell and are unable to perform their responsibilities should not attend.”

Permanent staff are entitled to paid sick leave according to months/years of employment. Medical certificates are required for absences. For specific details you can contact the manager.

Casual staff are not paid for any sick days taken. If you are absent due to illness you are required to contact the manager (or delegate) in order to rearrange the days visits. Please try to give reasonable time for this as centres need to be advised. On employment ask the manager for a contact telephone number for after hours.

Staff Lunches

Lunches are available for purchase each day from the centre kitchen. Your lunch order must be given to kitchen staff prior to 11am each morning. Lunch menus are displayed in the staff room or you can order the children’s meal. At the end of each week all purchases will be deducted from your pay.

Staff Room and Courtyard

The staff room and courtyard is a place for you to relax and have time away from your routine work. You are required to keep these areas clean and tidy. Management provide a fridge, microwave, hot water, tea ,coffee, sugar and milk. Spring water is also provided for a refreshing glass of cold water in warmer months. Please do not use this water for filling your drink bottle throughout the day.

Sun Care

Staff are required to wear a sun hat when outdoors with a participant. Staff are encouraged to apply sunscreen to themselves prior to visiting participants. Staff sun hat must be worn whilst outside in accordance with sun smart policy.

Telephones

One World for Children has a number of company mobile phones. Each trainer is required to take a company mobile with them when travelling. This enables any queries to be followed up immediately or when time permits (in the car on the way to the next appointment or on the way home). Phone car charges are located in each car and each trainer has an individual ear piece. Mobile phones must be put on charge when you return to the centre at the end of each day to ensure they are fully charged for the next trainer.
The Centre's telephone is for business purposes only. If you need to make a personal call it must be made from the training room and at a small cost.

Time Sheets

Permanent staff must ensure that the staff sign in sheet is signed each day. Neglecting to do so could result in incorrect salary calculation.

Casual staff must complete a time sheet and either email or hand to the Managing Director prior to the Monday of each week. (please see the manager for a copy of the time sheet)

Salaries are paid each Wednesday for the previous week Monday to Friday. On employment you will be given a bank details form to complete. Salaries are paid directly into your allocated bank account.

Staff Development (procedure 1.9)

The Management of One World recognizes the importance of fostering a supportive work environment for staff, and provides ongoing opportunities for the growth and development of individuals within the team.

We understand the relevance of staff development to the quality of our service, and therefore carefully plan for the personal and professional development of each team member.

Our work culture is founded on trust and mutual respect, and engages open and honest communication. Our practices are founded on ethically sound principles as we work to support each others growth and development, and to work cohesively as a team.

In addition to providing opportunities for staff to attend formal staff development workshops and seminars, we also encourage staff to be responsible for their own professional development through membership of professional associations, networking, reading journals and maintaining an interest in changes within the early childhood field.

Training

Staff are encouraged to contribute toward their own and the team’s development by participating in internal training. All records of training are kept and the effectiveness of the training undertaken is evaluated to ensure that the training is meeting the intent.

Monitoring

Trainer’s performance is monitored through regular feedback forms (QF32/33) submitted by training participants and employers. Trainers are given individual feedback based on individual circumstances indicating non compliances, as well as giving staff positive feedback.

Identifying Training Needs

Any staff member can request further training. Training requests should be directed to the Manager as necessary.

Training needs will be discussed during Management Review Meetings. Any training requested is recorded in the minutes and approved by the Management Representative signing the minutes. Any reason for the rejection of a training request is detailed in the minutes.

Undertaking Training

Once the training has been approved, a Manager is responsible for organizing the training (this task may be delegated). Training may be provided internally or externally.

Internal Training

Internal training means that the training is conducted by another member of staff.
Internal training is recorded on Training Record QF05 and filed in the Individual Employee File.

The staff member providing the training signs the record to indicate that the participant is now competent in the defined outcomes of the training.

External Training

External training includes any course, information session, seminar, training provided by a non-staff member, whether payment is required or not.

External training is recorded by a copy of the certificate of attendance/ qualification/payment form (with date attended clearly marked) being placed in the Individual Employee File. If no documentation is available, the staff member attending the training is responsible for completing the Training Record QF05.

Evaluating the Effectiveness of Training

During Management Review meetings, the effectiveness of the training undertaken is reviewed to ensure that the training had the desired and expected outcomes.

If retraining is required, this is recorded in the minutes and the above procedure followed.
An opportunity to provide feedback (both positive and negative) is presented whilst evaluating the effectiveness of training. This opportunity should be used to encourage staff toward further development of their skills.

Welfare and Guidance (procedure 1.11)

One World for Children believes that all employees are entitled to have available to them professional welfare and guidance resources. If you feel you require professional services or support, please contact the Training Manager who will support you or refer you to the relevant specialised professional. All discussions will be confidential.

Work Related Injury

Should you injure yourself while at work you are required to complete an accident report. The accident report book is kept in the staff room. Please notify the Director should you injure yourself.

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