FORM 213
Vocational Training
Officer
Operations Manual
Kurrajong Waratah Policy and Procedures Manual VTO Operations Manual reviewed 19 September 16 authorised DCEO
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1. CONTENTS
Topic # Topic
1
Contents
2
Introduction
Page
2
2-3
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
3
3-6
6-7
8
8
8-9
9
9-10
11
11-12
11-12
11-12
13-15
16-17
18
18-19
19
19-20
20
21
21
21
21
21-22
22
23
VTO Work Plan
New Employees: Entry into KW ADEs and Paid Work Trials
Transition to Work (TTW) Participants: Work Experience in ADEs
Mobility Allowance
DMI Reporting
New Employees: Qualifying Period
Transfer of Employees Between ADEs
Transfer of Employees to Alternate Business Services
Change of Days or Hours of Work
Resignation or Termination of Employees
Risk of Employment Failure
Notification of Employee Leave
Wage Assessments
Employment Assistance Plan (EAP)
Quality Assurance
Internal Quality Monitoring (IQM)
Progress Reports and Multi-Progress Notes
Standard Operating Procedures
Supervisor Support Checklist
Employee Training Files
In-service Training
Employee Meetings
VTO Meetings
Worker’s Committee Meetings
Staff Meetings
Useful Documents
2.
INTRODUCTION
The Kurrajong Waratah Vocational Training Officer (VTO) Organisational Manual was developed as
a resource to assist new and existing staff in identifying and describing the tasks that are carried out
by all VTOs.
Who is the VTO Team?
The VTO Team consists of VTOs working with Managers and staff of Kurrajong Waratah’s
Australian Disability Enterprises (ADEs), with support from staff at Kurrajong Disability Solutions
(KDS) and the Quality Assurance Coordinator (QAC).
KDS is the pivotal point of contact in regard to all issues regarding contract compliance. KDS works
with the ADE Managers to ensure that the Government business of training and supporting
employees is managed effectively and balanced with the business needs of the ADE.
The KDS Business Development Coordinator (KDS BDC) provides assistance to VTOs and
Managers in cases of Job in Jeopardy/Risk of Employment Failure.
The Quality Assurance Coordinator (QAC) is available as a resource to support VTOs in all matters
related to documents, internal and external quality audits, the National Standards for Disability
Services and Skills Master. The QAC also oversees DMI reporting for new employees, absences
from work, and exit from employment.
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The VTOs act as a resource for each other. There is a great deal of expertise ready and willing to be
tapped in this group of people, and communication between VTOs is encouraged. Ask!
3.
VTO WORK PLAN
The VTO Work Plan outlines tasks that are to be carried out by the VTO during the year. It details
dates and procedures for:
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Worker’s Committee meetings
Auditing activities
Employee meetings and in-service training sessions
Ongoing responsibilities in conjunction with quality and contract compliance
requirements.
The VTO Work Plan is reviewed at the end of each year.
A copy of the VTO Work Plan is held by each of the VTOs on site to be used as a reference.
Although other responsibilities and unscheduled events/activities may interfere with tasks scheduled
on certain months, these tasks still need to be conducted.
A copy of the VTO Work Plan is also given to the ADE Managers.
Related document: VTO Work Plan
4.
NEW EMPLOYEES: ENTRY TO KURRAJONG WARATAH’S AUSTRALIAN
ENTERPRISES (ADEs)
DISABILITY
All employees who wish to work at any of Kurrajong Waratah’s ADEs enter through Kurrajong
Disability Solutions (KDS). The BDC uses an ADE Pack to start the documentation process.
All employees commencing employment in ADEs (including new employees, existing employees
who initiate the change, and ex-employees returning to supported employment) undertake a four
week paid work trial. This date is also the first day of the employee’s 6 month Qualifying Period.
Once KDS have assessed the employee as suitable to work in ADE, a Case Worker from KDS will
contact the VTO to arrange a brief visit to the service with the employee and their advocate (if
applicable). This visit is to give the employee a brief orientation to the workplace and work
colleagues, and an opportunity to discuss the paid work trial eg. start date, days to be worked,
support requirements, PPE required etc.
Note: Start date is not to be sooner than 1 week from the preliminary visit so that Payroll can
organise the relevant paperwork.
As soon as possible after this meeting, KDS will provide the VTO with a copy of a completed:
Form 157 - Referral Assessment for Employment, Day and Accommodation Services;
Form 159 – Authority to Obtain and Release Information; and
A photocopy of the employee’s Centrelink card.
As soon as the VTO receives the employee’s information, a copy of the first two pages of Form 157
and a copy of the Centrelink card is sent to Payroll to generate a personnel file. An email is also sent
to Payroll outlining the employee’s commencement date of work trial, hours of work, position and the
applicable pay rate.
Payroll will put together a Payroll package and send it to the VTO before the commencement of the
paid work trial. This will include Form 139 Bank Details, Statement of Duties, a letter confirming the
work trial and a tax declaration form.
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It is the VTO’s role to read through these documents with the employee and ensure that they
understand what they are signing. It may be necessary for some of these forms to be taken home
for the employee’s advocate to complete.
The VTO sends back the completed Payroll package to Payroll before the next pay period.
The wage rate for all new employees undertaking a 4 week paid work trial is set out in the Kurrajong
Waratah Workplace Agreement wage structure. The starting hourly rate for new employees is Level
2.
On the first day that an employee commences their work trial, they need to be taken through Form
209 Stage 1 Orientation for Employees. This form needs to be signed off by both the employee and
the VTO.
See diagram 1 – Form 217 Kurrajong Waratah Supported Employment Services ADE
Employee Intake Process.
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Diagram 1.
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On the day that the employee is due to commence the work trial, the VTO sends an email to KDS
Admin, Payroll and the QAC to notify if the employee commenced or not.
During the employee’s 4 week trial, the VTO is to keep close contact with the employee by visiting
him/her on the job regularly, chatting with him/her about how they are going, checking with the
Supervisor about his/her progress, and addressing any issues as they arise. VTOs are encouraged
to contact the BDC if they need extra support with the employee.
By the end of the 4 week work trial, the VTO, Supervisor and Manager need to have made a
decision whether the employee will:
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be offered the position and start on the second month of their 6 month qualifying period; or
have his/her work trial extended to give more opportunity for the employee to prove their
suitability (not preferred, please speak with KDS BDC); or
not be offered the position after every opportunity had been given for the employee to prove
his/her suitability.
An email confirming the decision to offer further employment to the employee needs to be sent to
Payroll, the QAC, and KDS Admin by the VTO. Any changes to work days or hours need to be
advised.
If the employee is not to continue in the workplace, a phone call to the KDS BDC should be made as
soon as the decision has been made so the employee can be supported in their continuing job
search. An email confirming this decision needs to be sent to Payroll, KDS Admin, and the QAC by
the VTO.
5. TRANSITION TO WORK (TTW) PARTICIPANTS: WORK EXPERIENCE IN ADEs
TTW participants are provided a service by Kurrajong Disability Solutions (KDS). These participants
attend the ‘Becoming a Worker’ course for two days a week in the first year of their funding. They
also have the opportunity to participate in work experience, often in our ADEs.
The KDS Case Worker and the Business Development Coordinator are responsible for the
placement, support and reporting for these participants. VTOs do not need to report on these
participants, except for WHS reporting if necessary eg. workplace orientation, WHS workplace
incidents, SOP inductions.
Any issues a VTO may have concerning these participants must be directed to the KDS Case
Manager.
The VTO will compile a file for the TTW participant that includes the completed Form KDS2
Volunteer Work Placement, Form KDS4 Volunteer WHS Checklist, Form 157 Referral and
Assessment Form, and when it becomes available, the participant’s One Page Profile. These
documents will assist the VTO to get to know the participant and provide information in case of an
emergency.
See Diagram 2 – Form 221 Process for Transition To Work (TTW) Participant Work Placement
in Kurrajong Waratah's ADEs
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Diagram 2
FORM 221
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6.
MOBILITY ALLOWANCE
Employees may require assistance in completing their Mobility Allowance application from
Centrelink. It is important that employees access this allowance if eligible as it pays for their
transport to and from work. KDS staff will assist new employees to obtain and maintain this funding.
KDS can provide advice to VTOs if there are any issues with existing employees in getting or
maintaining this funding.
7. DMI REPORTING
VTOs are responsible for making detailed weekly reports on every new employee from
commencement of employment to obtain 13 consecutive weeks of reporting (or when KDS confirms
that there is enough information for a DMI to be completed that will provide the best outcome for the
employee). The reports should be made on the ‘Caseworker Progress Notes’ in the database.
These reports should:
cover all domains of the DMI;
outline the type and frequency of support given to employees;
record VTO observations of employees;
record discussions with employees and their advocates/families;
record Supervisor observations.
If an employee is absent for a week, VTOs need to notify KDS and the QAC so the reporting period
and DMI date can be adjusted.
8.
QUALIFYING PERIOD OF EMPLOYMENT
The qualifying period of employment, formally known as the probationary period, has a duration of 6
months. It cannot be extended further than 6 months. The qualifying period begins on the first day of
the 4 week Paid Work Trial.
13 weeks after commencement of employment, a Skills Master Wage Assessment is conducted. At
this time it may be determined that the employee’s wage may be increased from entry level if
appropriate.
Refer to the Skills Master Manual for this procedure.
At the same time, an Employment Assistance Plan (EAP) meeting is conducted and work goals,
identified in the Skills Gap from the Wage Assessment, are set. Please note: An EAP meeting
cannot be held until the DMI is concluded.
Refer to Form 204 – Employment Assistance Plan Process and Checklist and Form 205 Employment Assistance Plan
Prior to the end of the qualifying period, a decision is made by the Manager if the employee is to
remain in the position. At the same time, Payroll will send the VTO a reminder that the qualifying
period is due for completion, which the VTO completes and returns to Payroll. An email is to be sent
to Payroll and KDS Admin advising of this decision.
If the employee is not to continue in the workplace, a phone call and email to the KDS BDC should
be made as soon as the decision has been made so the employee can be supported in their
continuing job search.
Refer to Diagram 3 – Time Line for Entry, Paid Work Trial and Qualifying Period.
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Diagram 3.
9.
TRANSFER OF EMPLOYEES BETWEEN ADEs
There are occasions where employees will want to be transferred to another ADE, or because of
workplace circumstances, Kurrajong Waratah may need to transfer an employee. In either case,
Kurrajong Waratah will ensure that the employee is not financially disadvantaged during that
transition period.
A set of guidelines for this situation can be found on pages 14 and 15 of the Skills Master
Operations Manual.
10.
TRANSFER OF EMPLOYEES TO ALTERNATE BUSINESS SERVICES
As the work skills or health of employees in Supported Employment deteriorate, it is acknowledged
that their existing work environment is not always the most appropriate placement for them.
Kurrajong Waratah recognises a need to provide a range of options to meet the needs of these
employees, including flexible working arrangements in a blend of services that provide them with a
higher level of support in core employment skills. These arrangements are referred to as Alternate
Business Services.
All employees working in Alternate Business Services are called General Work Hands.
Guidelines for this situation can be found on pages 16, 17 and 18 of the Skills Master
Operations Manual.
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Diagram 4 – ABS Client Contract Compliance Procedures further outlines procedures for
ABS Employees.
Diagram 4.
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11.
CHANGE OF DAYS OR HOURS OF WORK
Kurrajong Waratah provides a flexible workplace that caters to the needs of each employee. This
may include changing the days of work and the hours of work to meet a specific need. When days or
hours are changed, the VTO must email Payroll, KDS Admin and the section Manager to inform of
the change.
12.
RESIGNATION OR TERMINATION OF EMPLOYEES
When an employee wishes to resign from their position, every effort needs to be made by the VTO
to find out the reason, and if possible, avoid termination of the relationship with Kurrajong Waratah.
This may require discussion with the employee both informally and formally and involving family
members or advocates if appropriate.
13. RISK OF EMPLOYMENT FAILURE
If there is a risk of the employment failing after the VTO and Manager have addressed relevant
issues with the employee, the VTO will contact the KDS BDC.
Depending on the situation, several interventions could be used to solve the employee’s problem.
This is not an exhaustive list:
A change in hours or days of work;
The employee takes some leave;
A change in the employee’s duties;
Moving the employee to work in a different section with different colleagues;
Having a work trial in another ADE;
Referring the employee to specialist services; or
Providing extra support to Supervisors and VTOs.
If after all this, the employee still wishes to resign the steps in Diagram 5 - ADE Employee Exit
Process needs to be followed. This includes an Exit Interview between the Manager and the
employee, recorded on 108A Employee Exit Interview. A copy of this form must be sent to both KDS
Admin and the QAC.
If an employee’s employment is to be terminated at the instigation of Kurrajong Waratah, the
Manager in consultation with the DCEO will follow the guidelines of Kurrajong Waratah Policy 2.19
Employment Termination.
14. NOTIFICATION OF EMPLOYEE LEAVE
Under contractual conditions, employees are entitled to 4 weeks of leave before funding needs to be
suspended. In cases of documented illness, Worker’s Compensation situations, Maternity Leave,
and Christmas Shutdown, this period is extended to 8 weeks.
When a VTO is advised that an employee will be absent for a period longer than these allowances,
an email must be sent to the QAC and KDS Admin advising:
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Last day worked;
Whether 8 hours of work had been achieved in that week;
Expected return date;
Reason for absence.
To ensure that Kurrajong Waratah meets our funding compliance, VTOs should also email the QAC
when any employee planned leave or extended sick leave is taken, particularly if it is likely to extend
more than a 2 week period. This will help track the risk of employees not returning on time.
If in doubt, the VTO should always contact the QAC for advice.
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Diagram 5
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15. WAGE ASSESSMENTS – SKILLS MASTER
Employees in Kurrajong Waratah’s supported employment are assessed using the Kurrajong
Waratah Skills Master assessment tool against the skills and competencies of workers performing
similar jobs in an open employment situation. A job model (including the required competencies for
that job) of every position in Kurrajong Waratah’s ADEs is contained in this tool.
Wage assessments can only be conducted by an assessor who has completed Certificate IV
Workplace Training and Assessment. Wage assessments are used to determine the pay rate that
an employee should be paid at. It identifies an employee’s skills as well as the employee’s skills
gap, which is then used as the basis for further training.
An employee may request a wage assessment if they believe there has been significant change in
their skills or productivity once in each 12 month period by applying to the Deputy CEO through
his/her VTO or Manager. A wage assessment may be instigated by Kurrajong Waratah (and the
rate of pay adjusted accordingly), when:
a. The nature of the current job/work for the employee changes permanently or significantly due to
new business and/or technology changes.
b. The employee changes their job.
c. There is a noticeable, sustained and documented increase or decrease in the work output of an
employee.
d. There is a noticeable, sustained and documented increase or decrease in the workplace
support of an employee.
e. There is a noticeable, sustained and documented increase or decrease in the competency of an
employee.
f. Training needs of the employee change.
g. Training goals have been met and the employee has met the required competencies to move to
a higher pay rate.
The DCEO must be consulted before any additional wage assessments are undertaken.
In the case of an employee who is employed to work at more than one job (model):

If the employee’s time is evenly shared between two or more jobs, a wage assessment should
be conducted for each position;
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If the employee works at one job for the greater part of the work week, but works in another job
less than 40% of the week, a wage assessment only needs to be conducted for the main job.
Employees are to be informed of the assessment prior to their wage assessment. During the
assessment, employees will be assessed in both the general work skills and work tasks of their job
model.
The wage assessment is underpinned by a monthly report and periodic progress notes about the
employee, which is documented on the database by the VTO. These data entries report on the
employee’s general work skills and competency in the tasks of their job model.
Refer to the Kurrajong Waratah Skills Master User Operations Manual for guidelines to use
Skills Master. Once an assessment has been completed using Skills Master, print out the Wage
Assessment (which needs to be signed by the VTO) and place in the Wage Assessment section of
the Employee’s Training File. You should also print out the employee’s Competency Record and file
it in a generic file for easy access when building goals for the employee’s next EAP.
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When an employee is assessed at a higher pay rate, the VTO will send a recommendation to the
Manager who will send a memo to the DCEO, stating the wage assessment results, with a
recommendation of a changed pay rate. The DCEO will approve or not approve the
recommendation by emailing the Manager, VTO, Payroll and KDS.
After the wage assessment occurs and new pay rate has been approved, the employee will meet
with the Assessor (VTO) to discuss the wage assessment and calculated pay rate.
Any adjustments to the employees’ wage will occur from the next full pay period following the date of
the wage assessment. For approved changes Payroll will send a letter to the employee notifying
them if there is a changed pay rate. A copy of this letter will be placed on their personnel file and
another copy sent to the VTO for placement in the employees training file under correspondence.
The VTO emails KDS Admin new pay rates to ensure the database and FOFMS are updated to
reflect changes.
The QAC is responsible for the maintenance of Skills Master. Any training questions or requests for
changes should be directed to the QAC.
Refer to Diagram 6 – Wage Assessment Process
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Diagram 6.
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16.
EMPLOYMENT ASSISTANCE PLAN (EAP)
EMPLOYMENT ASSISTANCE PLAN PROCESS
1. The Employment Assistance Plan (EAP) specifically focuses on identifying and addressing an
employee’s needs in regards to their employment. In doing so, the employee plays a vital role in the
decision making of their employment goals.
2. The development, implementation and review of an EAP is the responsibility of a number of people.
The employee, VTO, Supervisors, Manager of the ADE and KDS all play a role.
3. An EAP will be completed after 3 months of employment (see Diagram 3 ‘Timeline for Entry, Paid
Work Trial and Qualifying Period’) after the DMI has been concluded.
4. The EAP is to be reviewed no less than every 12 months and when significant change occurs eg.
work role changes or health status changes.
KDS Admin will generate an EAP Report and distribute to Vocational Training Officers (VTOs) on
the 3rd week of each month. This report lists the EAPs that are due for the following month. At the
end of each month, the VTO emails KDS Admin with the list of completed EAPs and their
completion dates. The VTO mails KDS18 Client Consent forms to KDS Admin and when received,
the new assessment dates are entered into the database to form the schedule for next year. See
Diagram 7 Contract Compliance Processes.
5. The VTO will verbally negotiate an appropriate date for the meeting with the employee, then send a
written reminder notice to the employee. A copy of this notice is placed in the training file.
6. The employee may choose to invite an advocate, parent, or carer to his/ her EAP meeting. If the
employee makes this choice, a letter of invitation will be sent to the relevant person/people, and a
copy is kept in the training file. If the person chooses not to exercise this right, a file note is made in
the database, then printed off and placed in the training file.
7. For employees that access Kurrajong Waratah Adult Accommodation Services or Lifestyle
Services, it may be possible to incorporate the employee’s Person Centred Plan (PCP) and the
Employment Assistance Plan (EAP) into one meeting. This will depend on the circumstances of the
individual.
8. For employees who have more than one (1) job, a combined EAP will be held. The EAP is
organised and attended by the VTO who spends the most time each week with the employee. The
VTO will confer with the employee’s other VTO/s for relevant information.
9. No more than six (6) people will attend the EAP meeting. This is to ensure the employee has the
opportunity for active participation in his/her EAP Meeting. Some employees will require support
and assistance to participate in the meeting. It is the VTO’s role to explain issues and assist the
employee to make decisions.
10. The EAP meeting will use the information gathered from the employee’s current employment
placement, the current Skills Master Wage Assessment and the Skills Gap from that assessment,
file notes from the database, training records and the employee’s future employment preferences
and needs.
The meeting will generate an EAP (Form 205). This plan will detail at least two (2) employment
goals, taken from the employee’s Skills Gap identified at the last Skills Master Wage Assessment.
Further goals can be added onto the plan throughout the 12 month period if the employee or VTO
feels it is appropriate.
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Diagram 7.
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17. QUALITY ASSURANCE
The purpose of Quality Assurance (QA) is to verify Kurrajong Waratah’s compliance to the
requirements of the National Standards for Disability Services. Quality Assurance audits are a
mandatory requirement for all Australian Disability Enterprises (ADEs) receiving funding from the
Commonwealth Department of Social Services (DSS).
There are two types of Quality Assurance Audits. The first type is a recertification audit which is
conducted every three years, and assesses all Standards across all supported employment
services. The second type is a surveillance audit, designed to assess continued compliance and
improvement strategies. Surveillance audits are conducted in the two years between recertification
audits, and assess a sample of Standards and services. These audits are conducted by a
Government-approved auditing company outside of Kurrajong Waratah, generally in July of each
year.
The Quality Assurance Coordinator manages all internal and external quality assurance activities at
Kurrajong Waratah.
In preparing for QA audits, each VTO has the responsibility of ensuring that all files and records are
up to date. VTOs will be required to present this evidence during audits.
It is good to familiarise yourself with reports received from previous audits. VTOs keep a copy of
these reports in their files.
The VTO may be required to do the following for QA Audits:
- collect relevant evidence
- advise employees and staff of the QA process
- arrange consent forms for employees and staff
- arrange suitable times for informal discussions to be held by the Auditor, with employees and
staff
- arrange a suitable private location for the interviews
- arrange a suitable private location for the Auditor to complete their documentation
- be involved in entry and exit meetings with the Auditor
- participate in actioning recommendations as a result of the audit
18.
INTERNAL QUALITY MONITORING (IQM)
Through the use of the Internal Quality Monitoring System (IQM), ongoing efforts to improve
Kurrajong Waratah’s performance against the National Standards for Disability Services are
monitored in order to maximise outcomes for employees, families, staff and the community.
Internal Quality Monitoring is conducted each year in one and/or two stages. The first stage, named
IQM Self-Assessment, occurs every year and is conducted by the Quality Representative for the
workplace. A full IQM visit is conducted at 30% of Kurrajong Waratah ADEs each year, meaning a
cycle of once every three years, or sooner if the self-assessment indicates a need for it. The selfassessment and full IQM processes are usually scheduled in the first half of the year before the
external audit takes place in July.
The IQM is conducted by the QAC and another person from either inside or outside Kurrajong
Waratah, known as an Observer. The Observers will conduct workplace observations, check files
and records, and have informal discussions with employees and staff. The Service Manager/VTO
will advise staff and employees of the monitoring process and make suitable arrangements for the
visit. If both Observers are employed by Kurrajong Waratah, no consent form from employees or
staff is required.
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The VTO may be required to:
- collect relevant evidence
- advise staff and employees of the monitoring process
- arrange suitable times for workplace observation in conjunction with the observer and ADE
personnel
- arrange consent forms for personnel, if the observer is not employed by Kurrajong Waratah
- arrange suitable times for informal discussions to be held by the observer, with employees and
staff
- arrange a suitable private location for discussions and for the observer to complete their
documentation
- participate in actioning recommendations as a result of the IQM
For more information refer to the Kurrajong Waratah Internal Quality Monitoring System details
found in Kurrajong Waratah’s Policy 1.7 Quality Assurance.
19. PROGRESS REPORTS AND MULTI-PROGRESS NOTES
The Client Management System also has the capacity to record incidents and group activities. In the
field ‘Progress Reports’, VTOs record any incidents that have to do with significant issues regarding
the health and well-being, behaviour, communication, training, safety and funding of the employee.
At least one (1) detailed progress note per month is to be recorded in each employee’s file on the
database.
In the field ‘Multi-Progress Notes’, the VTO records a note about any group training or workplace
issue that concerns more than one employee. This could include attendance at an Employee
Meeting, Workers Committee meeting, a workplace training session etc.
VTOs need to record all dealings with employees on either: the Case Worker Weekly Report (for
employees requiring a DMI), a Progress Report or a Multi-Progress Note. These reports form the
basis of evidence for all auditing events.
20. STANDARD OPERATING PROCEDURES (SOPs)
It is the responsibility of the VTO to produce and review a SOP for every task that is carried out by
an employee, and in particular, for any machinery used in the workplace. SOPs will be developed
on an authorised form, and will outline:
-
The safety equipment required to carry out the task
Any safety precautions that should be taken while carrying out the task
A step-by-step procedure of how to carry out the task
A step-by-step picture format of the operation (if required)
The SOP form also contains an assessment section for the VTO to complete when training.
The SOP is the primary training tool used to train employees to achieve their annual EAP goals.
Most employees would typically be working on one goal (and therefore one SOP) at a time, although
there may be circumstances when an employee is working on more than one.
Each employee will receive training and an assessment from the VTO at least once during the
month.
It may be necessary for Work Health and Safety reasons for employees to work through the SOPs
of operating machinery and other high-risk activities on a regular basis, even though they have been
previously assessed as competent. This decision is made based on observation in the workplace
and discussion with Supervisors and Managers.
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The assessment section of the SOP form indicates the dates that the employees have participated
in training on each step of the SOP. An employee is assessed as competent in the procedure when
the employee independently achieves the task on two consecutive training sessions. Employees
and the VTO are to sign the form to indicate that training has occurred.
When the SOP is closed out, the date is recorded on the EAP form.
All SOPs are stored in the SOP Library on the VTO shared drive. VTOs should check the library for
existing SOPs before creating new SOPs.
21. SUPERVISOR SUPPORT CHECKLIST
Key Supervisors in the ADE will be assigned work groups of employees to support on the job.
When the VTO has identified the training gap of an employee from the initial training and
assessment session, the employee’s Supervisor will provide support to assist the employee to
achieve the identified skills over the next month when the next training and assessment session is
scheduled.
To assist Supervisors in this task, the VTO fills in the form ‘Supervisor Support Checklist’. This
includes the employee’s name and the identified skill gap. The skill gap should be specifically
identified in relation to the SOP eg. Steps 1 to 3 of SOP ‘Making a Cappuccino’.
Each day the employee is at work, the Supervisor ticks the number of times he/she has supported
the employee in the identified task. Supervisor’s Checklists are filed in a locked cabinet.
This process is outlined in Diagram 8 – ADE Training and Reporting Flowchart.
Diagram 8.
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22. EMPLOYEE TRAINING FILES
Each employee has three files at Kurrajong Waratah – the Personnel File kept at Kurrajong Waratah
Administration, the KDS File kept at Kurrajong Disability Solutions and the Employee Training File
kept at the workplace.
It is the VTO’s responsibility to ensure that the Training File is constantly maintained and that all
sections of the file are current. The Employee Training File is a key piece of evidence in Kurrajong
Waratah’s auditing activities.
23. IN-SERVICE TRAINING
A funding requirement is that training on the National Standards for Disability Services is presented
to employees over the year. Kurrajong Waratah also requires employees to receive work-related
training (also known as in-service training or group training). This training is scheduled throughout
the year and is documented in the VTO Work Plan.
Employees are required to sign an attendance sheet to indicate that they have attended each
training session. Employee attendance should also be documented as a Multi-Progress Note in the
Client Management System.
24. EMPLOYEE MEETINGS
Employee meetings involve all employees and the VTO. This meeting provides a good environment
for the discussion of any work issues, problems, concerns and upcoming events. Meetings are held
on a monthly basis and the scheduled date, time and agenda is to be put on the noticeboards to
inform employees of the meeting.
The Employee Meeting Agenda Template is located on the VTO Shared Drive.
The Manager/Coordinator is also invited to be part of the Employee Meeting. The Manager can talk
about what is happening within the business and within the organisation. It is not necessary for the
Manager to remain for the entire meeting as employees are more likely to raise issues when the
Manager is out of the meeting.
A sheet recording attendance will be completed at each Employee Meeting. Minutes of the meeting
are produced and distributed to each employee, displayed on the noticeboard and filed in the VTO
office.
The VTO documents each employee’s attendance via a multi-progress note on the database.
25. VTO MEETINGS
VTOs can request a meeting by emailing the DCEO with a list of specific reasons. The ADE
Managers, the CEO/DCEO or QAC may also set a meeting when necessary.
26.
WORKER’S COMMITTEE MEETINGS
The Kurrajong Waratah Worker’s Committee is an assembly of representatives from all Kurrajong
Waratah ADEs or group of ADEs from small outlets. Members are elected by their peers and attend
meetings for each of their respective sites. Members of the committee are elected every 12 months.
An employee can represent their respective sites for no longer than a period of 2 years, after which
they are ineligible to be nominated for a third term. This allows for other employees to represent
their worksite.
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The Worker’s Committee is designed to provide the opportunity for employees to discuss ways in
which they can improve ADE sites, and how to help employees get the most out of their jobs.
Therefore, the aim of the Worker’s Committee is to:
Help solve problems;
Make improvements to worksites;
Provide the opportunity for employees to share information and keep others up to date with what is
happening at their worksites; and
Improve communication across Kurrajong Waratah’s ADEs.
The Worker’s Committee meetings and subsequent minutes enables important information to be
passed to Management and to the Board of Directors, as well as back to all the worksites.
The Worker’s Committee is made up of representatives from Kurrajong Recyclers, Waratah
Industries, Café Peckish, Spins Gardening Crew, Internal Maintenance, Culinary Capers, Cypress
Centre Laundry and Linen Service, Cypress Centre Recycling, Ironing Basket Leeton, Divine Foods,
Reliable Catering and The A Team. Worker’s Committee Meetings are held quarterly and are
scheduled by the VTOs in a variety of locations.
Refer to the current VTO Work Plan for dates and locations.
At the beginning of the year, each business site carries out the Worker’s Committee Overview and
Voting Processes training workshop. Nominations are taken from all eligible employees, and
posters (in picture format) are placed on Noticeboards, allowing employees to see who they can
vote for. Employees are encouraged to vote for the person that they feel will best raise issues for
discussion from their ADE.
Pictures of the nominees are attached to boxes for voting purposes. Voting is carried out
individually to allow employees to comfortably vote for who they wish to elect. Employees vote by
placing a piece of paper into the box for the person they wish to vote for. Employees sign a voting
register to say that they have voted. Ballots are then counted, with the employee receiving the
majority of votes being elected as representative.
The first meeting of the year involves attendance by all committee members including second
representatives. The Workers committee members participate in the Roles and Responsibilities of
Workers Committee Representatives In-service. Following this, a chairperson is elected from the
committee. The Chairperson’s role is to chair or lead the Worker’s Committee meetings, enforce the
Workers Committee rules and to keep the meeting on track by following the agenda.
It is the responsibility of the VTO at the scheduled site to organise the agenda, take minutes and
produce a newsletter. The Worker’s Committee Newsletter includes the minutes and reports and
pictures of things being carried out at each of the business sites. The Newsletter is then distributed
to all ADEs, the CEO and DCEO who then takes the Newsletter to the Board of Directors.
27. STAFF MEETINGS
Staff meetings involve all staff members at each individual worksite including the Manager, VTO,
Supervisors and office staff. Meetings are held on a monthly basis and are used to convey
information to all staff members. If it is the culture of the workplace to share the secretarial duties of
these meetings i.e. where there is no administration support, the VTO will be expected to take
his/her turn.
VTOs should discuss the next month’s employee in-service training with staff and also discuss any
issues about specific employees and their weekly progress. If the VTO has attended any training
he/she can take this opportunity to share information.
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28.
USEFUL DOCUMENTS
Kurrajong Waratah has a suite of policies, procedures and forms that are developed, maintained
and controlled by the QAC. These Level 1 and Level 2 documents are accessible to staff on the
Kurrajong Waratah website.
In particular, there are a number of documents that VTOs will access regularly.
Organisational Forms
108a
109
111
112
129
129a
133
134a
134c
134e
139
157
158
159
Employee Exit Meeting
Complaint Procedure form
Disciplinary Action Record
Payroll Deduction Authority
Behaviour Incident Report Form- General
Behaviour Incident Report Form- Follow up
Application for Leave
General Timesheet
Timesheet Kurrajong Recyclers
Timesheet Waratah
Bank Account Details form
Referral Assessment Form for Employment, Day and Accommodation Services
Permission to Use Photos and Videos
Authority to Obtain and Release Information
Supported Employment Forms
204
205
206
209
210
213
Employee Assistance Plan (EAP) Procedure
Employee Assistance Plan (EAP)
Employee File Cover Sheet
Stage One Orientation for Employees
Employee Handbook
VTO Operations Manual.
The VTO Team also have a shared drive on the remote desktop where Level 3 documents are kept.
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