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DownloadAlcohol and Other Drugs Policy

1. What is the purpose of the Alcohol and Other Drugs Policy?
   
   The VCAA Alcohol and Other Drugs Policy aims to create a safe and productive workplace by ensuring employees are fit for work and not impaired by drugs or alcohol. It also provides support for employees facing health issues related to substance use.
   
2. Who does the Alcohol and Other Drugs Policy apply to?
   
   

   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:

   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Board Members
3. Can I consume alcohol and other drugs at any work?
   
   No, consumption, possession, distribution, or sale of alcohol and other drugs is strictly prohibited at any VCAA workplace at any time. Work shall not resume after the consumption of alcohol.
4. Can I take prescribed or over-the-counter medication while working?
   
   Yes, however it is encouraged to consult with your treating health practitioner regarding the potential impact of medication on your work performance or safety.
5. Will there be random drug and alcohol testing?
   
   Upon request, some or all employees may be required to undergo a medical examination to test for the presence of alcohol and/or illegal drugs.
6. How is privacy maintained when dealing with drug or alcohol-related issues?
   
   Privacy is paramount, and VCAA managers and employees are required to, and responsible for maintaining confidentiality when handling these matters in the workplace.
7. What responsibilities do employees have regarding drug and alcohol use?
   
   Employees must arrive at work unimpaired, comply with legal BAC, report concerns about other employees' substance use, and cooperate with drug and alcohol testing.
8. What are the responsibilities of managers regarding the policy?
   
   Managers are responsible for ensuring employees are aware of the policy, taking appropriate action when issues arise, providing a safe working environment, and managing changes in employee work performance due to substance use.
9. What happens if an individual is suspected to be intoxicated, hungover or coming down from drugs?
   
   The individual will be informed by a manager or authorised delegate that they will not be allowed to return to work until deemed fit to perform their work duties safely and productively.
10. How is an employee deemed fit for work after being sent home due to substance use?
    
    If a medical certificate is required prior to returning to work, this must be explained before the employee returns, with reasonable time to visit a doctor
11. What happens if an employee breaches this policy?
    
    If an employee is found to have breached this policy, they may be subjected to disciplinary action in accordance with the appropriate VCAA policies and procedures. In circumstances where an employee’s behaviour may involve a breach of any Victorian laws, the VCAA will notify Victoria Police. Employees who are found to have breached this policy will be subject to a review and may have their contracts terminated.

These FAQs offer VCAA employees essential information about the Alcohol and Other Drugs Policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadVCAA Child Safety and Wellbeing Policy

1. What is the purpose of the child safety and wellbeing policy?
   
   The Child Safety and Wellbeing policy affirms the commitment of the Victorian Curriculum and Assessment Authority (VCAA) to fostering a safe environment for children and young people. This policy reflects the VCAA’s dedication to child safety in the organisation’s role as an educational provider for Victorians from birth to senior secondary levels.
2. Who does this policy apply to?
   
   

   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:

   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Board Members
3. What are the objectives of the child safety and wellbeing policy?
   
   

   The objectives of the policy are to:

   • Prioritise and foster a safe environment for any children involved with the VCAA.
   • Outline clear roles, responsibilities, and procedures for employees, managers, and others in upholding Child Safety Standards.
   • Educate and raise awareness among all employees regarding identifying, reporting, and addressing potential risks or safety concerns.
   • Ensure adherence to legislative and ethical obligations, codes of conduct, and standards related to child safety and protection.
4. What are the principles guiding the policy?
   
   The principles include prevention and protection, openness and reporting, and children's rights.
5. What are the responsibilities of Executive Directors, Managers and Authorised Delegates in the policy?
   
   
   • Promoting awareness of the child safety and wellbeing policy.
   • Committing to the application of child safe standards to their work.
   • Reporting breaches of the policy and acting on breaches by taking timely and decisive action under the VCAA Complaints, Misconduct and Unsatisfactory Performance policy.
   • Actively participating in fostering a safe environment for children involved with the VCAA.
   • Notifying the appropriate authorities of alleged or suspected child abuse in accordance with the legislative obligations.
6. What are the responsibilities of employees under the policy?
   
   
   • Complying with the Child Safe Policy and related processes.
   • Ensuring their conduct and behaviour towards children align with the established Child Safe Code of Conduct.
   • Demonstrating cultural sensitivity and understanding when interacting with children from diverse backgrounds, respecting their cultural practices, and ensuring an inclusive environment for all children.
   • Reporting any child safety concerns and suspected child abuse promptly and in accordance with the organisation's reporting procedures and legislative obligations.
7. What are the Child Safe Standards?
   
   Victoria's Child Safe Standards (the Standards) are compulsory minimum standards to ensure children and young people are protected and safe from harm and abuse. These Standards necessitate organisations to establish policies and processes preventing and addressing abuse, prioritising the safety of young individuals in Victoria.
8. 8. How does the VCAA handle reporting child safety incidents?
   
   The VCAA intends to ensure all employees understand their obligations and know who to tell if they observe harm and abuse, are a victim, or if they notice inappropriate behaviour.
   
   When faced with a child safety incident or child safe concern or complaint, the VCAA prioritises immediately acting in the best interests of the child to ensure their safety before promptly reporting the matter internally through organisational reporting arrangements.
   
   The VCAA handles all reports in a serious manner and addresses them promptly in accordance with VCAA policies, processes, and legislation. In certain incidents, the VCAA will report the matter to external authorities, including Victoria Police, the Commission for Children and Young People and/or Child Protection.
9. 9. How can individuals access support or report concerns regarding child safety at the VCAA?
   
   

   Individuals can contact the VCAA via phone or email for questions or to report child safety concerns. Additionally, Kids Helpline is a confidential and free counselling service available in Australia to children and young people 24/7 via phone for ages between 5 to 25. The service offers support, guidance, and counselling on a range of issues, including mental health, relationships, family problems, bullying, and more at Kids Helpline website.

These FAQs offer VCAA employees essential information about the child safety and wellbeing policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadConflict of Interest Policy

1. What is a Conflict of Interest?
   
   A Conflict of Interest (COI) arises when personal or private interests conflict with public or official duties. This can involve financial or non-financial interests, including those of family members and close associates.
2. What are the objectives of the Conflict of Interest Policy?
   
   The VCAA Conflict of Interest Policy aims to avoid, identify, and declare conflicts of interest, to actively manage them, and ultimately uphold the integrity and public trust in the organisation.
3. What are the key principles guiding the management of conflicts of interest?
   
   The key principles include protecting the public interest, supporting transparency and accountability, promoting individual responsibility for integrity and impartiality, and building a supportive organisational culture.
4. What are the responsibilities of all employees regarding conflicts of interest?
   
   All employees must maintain awareness of COI obligations, assess personal interests against public duties, report identified COIs to their immediate manager, and take appropriate actions to resolve conflicts in the public interest.
5. What responsibilities do managers have in relation to conflicts of interest?
   
   Managers are responsible for supporting employees in identifying and addressing COIs, educating employees about COI policy, assessing employees training needs, providing guidance, recording, and monitoring COI disclosures, ensuring policy adherence, and modelling transparency.
6. What are the obligations when it comes to conflicts of interest?
   
   Employees should avoid conflicts where possible, declare and manage conflicts in accordance with the policy when they arise, and promptly address potential conflicts. If in doubt, they should consult their supervisor or manager.
7. Which areas within the organisation are considered higher risk for conflicts of interest?
   
   Some higher-risk areas include contractor management, external employment, receiving gifts or benefits, handling complaints, managing disciplinary processes, and public-private partnerships.
8. How should personal relationships in the workplace be managed?
   
   Personal relationships should not intrude on or influence working practices or decisions. Romantic relationships between employees with a direct supervisory role, are not appropriate.
9. What are the stages involved in managing risks of conflict of interest?
   
   There are three stages: Assessment (identifying COIs), Risk Management (reporting and addressing COIs), and Monitoring.

These FAQs offer VCAA employees essential information about the Conflict of Interest Policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadEmployee Assistance Program (EAP) Guideline

1. What is the Employee Assistance Program?
   
   The Employee Assistance Program (EAP) is a free, short term, and strictly confidential counselling service available for VCAA employees through an independent provider. The EAP is available to VCAA employees 24 hours, 7 days a week regarding personal issues or work-related matters.
2. Who can access the EAP?
   
   Counselling support is available through the EAP to:
   • All VCAA employees.
   • Immediate adult family members of VCAA employees (18 and above).
3. What services are offered through the EAP?
   
   There are two main services offered through the EAP: EAP Counselling Service (for all employees) and Manager Assist (for managers seeking advice on people management).
   
   Matters employees can be supported in through the EAP Counselling Service include, but are not limited to:
   • Work-related matters, including work-life balance, conflict and interpersonal dynamics at work, career path and organisational change.
   • Life-related issues, including relationships, grief and bereavement, significant life changes, carer responsibilities and concerns about your children or family members.
   • Personal-health issues, including stress, depression, anxiety, eating disorders, addiction and coping with chronic illness.

   Manager Assist is a dedicated telephone service which provides managers with confidential advice and coaching on supporting their employees, including:

   • Managing employee wellbeing issues.
   • Approaching a difficult conversation with employees.
• Managing challenging team dynamics.
• Leading through uncertainty and change.
• Managing the impact of mental health issues in the workplace.
4. When can I use the services?
   
   Seeking support doesn't imply you're facing a crisis. Employees might need assistance occasionally and should feel comfortable accessing these services for additional support. Utilising the EAP services can aid in proactively managing wellbeing or navigating challenging circumstances. Collaborating with an experienced professional can offer beneficial strategies to enhance overall employee wellbeing, both within and beyond the workplace.
5. How can I access the services?
   
   To access the service, contact 1300 291 071 to arrange an appointment. This telephone line is available seven days a week, enabling you to schedule an appointment within 24 hours of your call. Your appointment will be confirmed within five days of your initial contact. You can book appointments at your convenience, either over the phone or in person, selecting a time and location that suits your schedule.
   
   Urgent after-hours counselling requests will be put through to an on-call counsellor. All non-urgent counselling requests received after hours will be booked to occur during business hours (8am– 6pm).
6. How can my immediate family members access the services?
   
   Family members play an important role in supporting our overall wellbeing. Immediate family members of VCAA employees can access the EAP. Immediate family members can include a spouse, child (including adopted, step or ex-nuptial), parent, grand parent, grandchild, or sibling of the employee, provided they are 18 years of age or older.
   
   Eligible family members can call 1300 291 071 to access support services. Family members will need to disclose the name of the VCAA employee they are connected to when accessing the service. This is a completely confidential service; no personal details of family members will be disclosed to the VCAA.
7. Is the EAP service confidential?
   
   Strict confidentiality protocols govern the EAP service, ensuring that no identifiable employee details are disclosed to the VCAA. The independent service provider will inform the VCAA of high-level data, including utilisation statistics for all services offered, and furnish a summarised analysis of access. This data aids in ensuring that the VCAA offers optimal support for employees and addresses any support gaps effectively.
8. Do I need to tell my manager that I am accessing the EAP service?
   
   No, if you access the EAP counselling service outside of work hours or during leave, you do not have to tell your manager.
9. Can I see a counsellor during normal work hours?
   
   You will need to liaise with your manager for approval for time away from your work duties and their decision will be based on operational needs. However, you may choose to see the EAP counsellor outside of working hours if you prefer not to discuss this with your manager.
10. Who provides the counselling?
    
    Experienced psychologists and social workers with a minimum of five years of professional experience deliver the EAP service through the independent provider.
11. Are there counsellors available who specialise in Aboriginal, LGBTIQ and family violence matters?
    
    All EAP counsellors are seasoned professionals capable of assisting employees with a wide array of personal or work-related issues. The independent provider strives to pair employees with a suitable counsellor when utilising the service. To ensure the best support, employees will undergo a guided assessment process.
    
    For those seeking more specialised assistance, EAP offers access to a network of counsellors specialising in Aboriginal, LGBTIQ, and family violence matters. If you prefer a counsellor with expertise in these areas, please indicate your preference when booking, and the independent provider will endeavour to match you accordingly.
12. What happens once I have used my four free sessions?
    
    What are my options? Once you have accessed all four EAP sessions with your counsellor, they will discuss options with you based on your personal circumstances.
13. What happens if I miss a scheduled session?
    
    If you miss a session with less than 24 hours’ notice given to the provider, or if you do not attend, this will count as a used session out of your four free sessions per issue.
14. What if I’m not happy with the service I receive when I first access the counselling?
    
    Employees will be given the opportunity to provide feedback regarding all aspects of the service after the first session with a counsellor, including feedback on the call operator, arranging a session, and experience with the counsellor.
    
    If you don’t feel comfortable or well-matched with the counsellor allocated to you, you are able to request a new counsellor. This session will not be counted as one of your four free sessions. You can contact 1300 291 071 to arrange a change in counsellor.
15. Where can I provide feedback?
    
    Each employee will have the opportunity to provide feedback, immediately after the initial session.
    
    You can contact the provider at any time to provide feedback confidentially directly on 1300 291 071.
    
    Employees feedback will help the provider to improve the EAP service.

These FAQs offer VCAA employees essential information about the Employee Assistance Program Guideline, aiding in their understanding of the expectations detailed within the guideline.

DownloadEmployment and sponsorship of overseas workers guideline

1. What circumstances warrant considering overseas workers for employment within the Victorian Curriculum Assessment Authority (VCAA)?
   
   In circumstances where a suitable Australian citizen or permanent resident cannot be found to do skilled work in the Victorian Curriculum Assessment Authority (VCAA), consideration may be given to offering employment to a suitable worker from overseas to fill a position.
2. When should an overseas worker seek independent advice regarding visa options?
   
   The overseas worker should be encouraged to seek independent advice and assistance from a lawyer or registered migration agent on their visa options.
3. What are the key objectives guiding the employment and sponsorship of overseas workers within VCAA?
   
   The objectives include addressing labour shortages, evaluating visa eligibility, eligibility criteria, ensuring compliance with visa regulations, and monitoring and compliance.
4. What is the Temporary Activity visa (subclass 408)?
   
   This visa allows individuals to come to Australia to do specific types of work on a short-term, temporary basis.
   
   To be eligible, an individual must have the skills to undertake the activity to be carried out in Australia, be supported, or sponsored and meet additional requirements of the relevant stream. An individual on a Temporary Activity visa can stay in Australia for the duration of the event, or up to 4 years.
5. What distinguishes the Working Holiday Visa (subclass 417 and 462) and its significance within VCAA's recruitment?
   
   Employers may recruit individuals who are on a Working Holiday Visa on both casual and fixed-term basis, for a maximum period of six months, depending on the expiry date of the visa. This allows employers to adjust their hiring practices to accommodate the temporary nature of the Working Holiday Visa.
   
   Prospective employees on a Working Holiday Visa should not be offered a permanent, ongoing contract and should instead be offered a fixed-term contract that aligns with the remaining duration of the visa.
   
   Detailed information about working holiday visa is available from the Australian Government Department of Home Affairs webpage.
6. How does the Temporary Work (Short Stay Specialist) visa (subclass 400) align to the recruitment of overseas workers by VCAA?
   
   The Highly Specialised Work stream of this temporary visa lets individuals do short-term, highly specialised work in Australia. It is suitable if an individual has specialised skills, knowledge, or experience not generally available in Australia, that can help Australian business and can't reasonably be found in Australia.
   
   Individuals on a Temporary Work visa can do short-term work in a highly specialised job, the work or activity must be non-ongoing.
7. What are the specific visa requirements for overseas workers considered for employment by VCAA?
   
   Prior to offering employment to a skilled worker who is not an Australian citizen or permanent resident in Australia, the VCAA must be satisfied that:
   • The visa provides the overseas worker with sufficient work rights to undertake the position.
   • The overseas worker's qualifications have been assessed and that they meet the professional registration and licensing requirements for the position to be offered to the person.
   • The overseas worker is not offered employment beyond the expiry date of their visa.
   • The overseas worker is not subject to any work conditions that place restrictions on the employment of the overseas worker (for example, that limit the number of hours or the period of employment that may be offered to him or her). Where this is the case, any employment offered must be consistent with the conditions listed on their visa.
   • The overseas worker is provided with a letter of offer that contains additional terms and conditions for the employment of an overseas worker.
8. How should managers approach sponsoring overseas workers in public service positions within VCAA?
   
   It is strongly recommended that managers carefully consider the sponsorship obligations before applying to become a sponsor or nominating someone for sponsorship.
9. What are the responsibilities of the VCAA as an employer sponsoring skilled workers for visas, including compliance obligations and checks?
   
   Where the VCAA chooses to sponsor a skilled worker for a visa, the VCAA must comply with all of the sponsorship obligations related to the sponsored person. Reasonable steps must be taken regularly to confirm that an overseas worker is not employed in breach of their visa conditions.
10. What is the recommended frequency for verifying an overseas worker's visa status and permission to work within VCAA?
    
    Home Affairs recommends that employers check the VEVO service or request a VEVO email every 3 months as evidence that the employer regularly took steps to confirm the employee's permission to work.

These FAQs offer VCAA employees essential information about the employment and sponsorship of overseas workers guideline, aiding in their understanding of the expectations detailed within the guideline.

DownloadEqual Opportunity and Anti-Discrimination Policy

1. What is the objective of the VCAA Equal Opportunity and Anti-Discrimination Policy?
   
   The policy aims to ensure that all employees are treated fairly and with respect, free from discrimination, harassment, vilification, or victimisation.
2. Who does the policy apply to?
   
   

   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:

   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Board Members
3. What is the policy’s definition of discrimination?
   
   Discrimination occurs when an individual is treated unfairly based on specific attributes such as race, gender, or disability, rather than on their individual qualities. Both state and federal laws prohibit such discriminatory practices.
4. What is the difference between direct and indirect discrimination?
   
   Direct discrimination transpires when an individual treats another unfavourably due to a protected attribute. Indirect discrimination arises when unreasonable requirements or practices place individuals with protected attributes at a disadvantage.
5. Does the policy cover sexual harassment?
   
   Yes, sexual harassment and harassment based on sex are strictly prohibited and will not be tolerated at the VCAA. Sexual harassment involves unwelcome conduct of a sexual nature that a reasonable person, considering all circumstances, would anticipate could cause offense, humiliation, or intimidation.
6. How is victimisation defined in the policy?
   
   Victimisation occurs when an individual faces harm or threats due to lodging an allegation of discrimination or harassment or asserting their rights under this policy or relevant legislation.
7. What are the consequences for breaching the policy?
   
   Consequences for breaching the policy may include disciplinary actions, training, and depending on the circumstances, breaching the policy may result in termination of employment.
8. Where can employees report incidents?
   
   The VCAA encourages employees to report incidents to their manager, HR area, or authorised delegate.
9. Where can employees seek support?
   
   Support is available to all employees, even after the matter has been resolved. Employees can seek support from the following:
• Employee Assistance Program.
• Australian Human Rights Commission.
• Victorian Equal Opportunity.
• Human Rights Commission.
• Fair Work Commission.
10. What is the VCAA's legislative framework for equal opportunity and anti-discrimination?
    
    In Victoria, key laws for equal opportunity and anti-discrimination include:
• Equal Opportunity Act 2010
• Charter of Human Rights and Responsibilities Act 2006
• Gender Equality Act 2020

In the Commonwealth, key laws for equal opportunity and anti-discrimination include:

• Fair Work Act 2009
• Racial Discrimination Act 1975
• Sex Discrimination Act 1984
11. How often is this policy reviewed?
    
    The policy is reviewed every two years or earlier as needed to ensure its effectiveness. Any changes are communicated to employees.

These FAQs offer VCAA employees essential information about the Equal Opportunity and Anti-Discrimination Policy, aiding in their understanding of the expectations and consequences detailed within the policy. Refer to the full policy for detailed information and specific procedures.

DownloadFamily Violence Policy

1. What constitutes family violence according to the VCAA policy?
   
   According to the VCAA policy, family violence encompasses various forms of abuse, including coercive control, physical, sexual, financial, verbal, or emotional abuse perpetrated by a member of the victim's household, close relative, or current/former intimate partner.
2. Who does the VCAA Family Violence Policy apply to?
   
   

   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:

   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Board Members
3. How does the VCAA support employees experiencing family violence?
   
   The VCAA provides various supports, including access to the Employee Assistance Program (EAP), alterations to work hours or duties for safety, flexible working arrangements, and up to 20 days of paid special leave per year for medical appointments, legal proceedings, and related activities.
4. How can employees access support under the VCAA policy?
   
   Employees can address family violence concerns with their manager, authorised delegate, or workplace contact, who can provide guidance on accessing VCAA support. Confidentiality is ensured, and adverse actions in work performance or attendance due to these circumstances are prohibited.
5. What happens if an employee exhausts their paid family violence leave?
   
   If an employee experiencing family violence exhausts their paid family violence leave, the VCAA will consider providing additional leave, ensuring continued support for the employee.
6. What evidence is required for taking family violence leave?
   
   Employees may be required to provide suitable evidence, such as a statutory declaration or documentation from authorities like Victoria Police, a court, healthcare professionals, or family violence support services, for each family violence leave application
7. How is paid leave handled for employees under the VCAA policy?
   
   Employees with a paid entitlement will be paid at their full rate of pay for the hours they were rostered to work during the period of leave. For employees engaged in rostered shifts among two separate roles, they will be paid the higher of the two rates for rostered shifts during leave.
8. How does the VCAA ensure privacy and confidentiality for employees disclosing family violence?
   
   The VCAA prioritises privacy and confidentiality, ensuring that personal details are securely stored and accessible only to authorised employees. Disclosure of family violence is kept confidential, except when mandated by law or in cases of imminent threat to health and safety.
9. What additional assistance is available to employees facing family violence?
   
   The VCAA provides a Workplace Contact Officer (WCO) Network comprising trained volunteers and access to the Employee Assistance Program (EAP), which includes professionals trained specifically in family violence. Employees can also access external support resources such as Safe Steps, The Orange Door, and 1800RESPECT.
10. How can employees support colleagues experiencing family violence?
    
    Employees are responsible for creating a supportive environment for colleagues affected by family violence, respecting privacy, and maintaining confidentiality. They can also encourage affected colleagues to seek support from managers, authorised delegates, or workplace contacts.

These FAQs offer VCAA employees essential information about the the Family Violence Policy, aiding in their understanding of the expectations detailed within the policy.

DownloadFraud, Corruption and Other Losses Policy

1. What should I do if I suspect fraud or corruption at the VCAA?
   
   Changes to Victoria’s public interest disclosure legislation have introduced enhanced safeguards for employees who expose corruption within the public sector. Most governmental bodies have appointed a Public Interest Disclosure Coordinator, tasked with aiding whistleblowers and facilitating the submission and notification process to the Independent Broad-based Anti-Corruption Commission (IBAC) for potential disclosures of public interest. Should you suspect instances of fraud or corruption, it is imperative to promptly communicate your concerns to a suitable VCAA manager or a Public Interest Disclosure Coordinator.
2. Is there a confidential way to report fraud or corruption?
   
   Yes, you can report instances of wrongdoing directly to IBAC. Suspicions of fraud or corruption can be reported confidentially via the whistle-blower service overseen by the Public Interest Disclosure Coordinator. Opting for anonymity due to privacy concerns is an option; however, it may restrict the scope of IBAC's investigation.
3. Are there protections for employees who report fraud or corruption?
   
   Yes, the Public Interest Disclosures Act 2012 (Vic) (the Act) ensures that employees who report improper conduct and corruption in the Victorian public sector (whistleblowers) can do so in the knowledge that they will be protected, and strict confidentiality is maintained.
4. What happens when I report corruption and misconduct to IBAC?
   
   IBAC first determines if what you have reported is a public interest disclosure, if it is, IBAC may investigate the concern. IBAC may refer the concern to one of the following agencies to investigate:
• Victorian Ombudsman
• Victoria Police (if a police matter)
• Victorian Inspectorate
• Office of the Special Investigator
• Chief Municipal Inspector
• Information Commissioner
• Racing Integrity Commissioner
• Judicial Commission.

In some cases, an investigation may be initiated. There are protections for employees making a public interest disclosure to report public sector corruption.

5. What are the potential consequences for those found engaged in fraud or corruption?
   
   Adverse findings from investigations may lead to disciplinary actions as outlined in the VCAA Managing Complaints, Misconduct, and Unsatisfactory Performance Policy.
6. Are there guidelines for employee conduct and integrity?
   
   Yes, all employees should adhere to the Code of Conduct and follow established policies, procedures, and guidelines.
7. What is the role of the Public Interest Disclosure Coordinator?
   
   Public Interest Disclosure Coordinators are responsible for determining if the concern qualifies as public interest disclosure and ensuring that strict confidentiality is maintained while receiving, assessing, and reporting concerns of suspected fraud or corruption to the IBAC.
8. What are the value thresholds for reporting significant fraud, corruption, or other losses?
   
   The VCAA Fraud Corruption and Other Losses Control Policy must include a defined value threshold, above which an actual or suspected Fraud, Corruption or Other Loss is considered ‘significant’ for the purpose of reporting under Direction 3.5.3 of the 2018 Standing Directions under the Victorian Financial Management Act 1994. The threshold must not exceed $5,000 in money or $50,000 in other property.
9. Should I report suspicions of fraud, corruption, or other losses that are not significant or systemic?
   
   It is crucial to report any suspicions, regardless of their perceived significance or scope, as it aligns with the VCAA’s dedication to upholding integrity. The VCAA is obligated to inform the Responsible Minister, the VCAA Audit and Risk Committee, and the Victorian Auditor-General about all instances of "Significant or Systemic" fraud, corruption, and other losses.
10. Is there support available for employees who make public interest disclosures?
    
    Yes, the VCAA is committed to providing support and advice for employees who report concerns, and whistle-blowers are protected from reprisals. The VCAA may consider referring an employee to the Employee Assistance Program (EAP). If the employee requiring support is the recipient of a confidentiality notice from IBAC or the Ombudsman, they will still be able to access the EAP unless IBAC or the Ombudsman has made a direction that a specific restricted matter specified in the confidentiality notice must not be disclosed to the EAP.

These FAQs offer VCAA employees essential information on how to handle situations related to Fraud Corruption and Other Losses Control, aiding in employees understanding of the expectations and consequences detailed within the policy.

DownloadGifts, benefits and hospitality policy

1. What is the purpose of the gifts, benefits and hospitality policy?
   
   The gifts, benefits, and hospitality policy sets clear guidelines to prevent conflicts of interest, maintain organisational integrity, and uphold trust with stakeholders by strongly advocates that employees abstain from both giving and receiving gifts, regardless of their monetary worth. This approach reflects a commitment to fairness, transparency, and ethical behaviour in all organisational interactions. By abstaining from gift exchanges, employees actively contribute to preventing potential conflicts of interest and biases, thereby upholding the integrity of the organisation.
2. What are the objectives of the gifts, benefits and hospitality policy?
   
   The objectives of the gifts, benefits, and hospitality policy include:
   
   Management of conflicts of interest: Minimise actual, potential or perceived conflicts of interest concerning the giving or receiving of gifts, benefits, and hospitality.
   
   Maintenance of high standards: Preserve and uphold standards of integrity and public trust within the VCAA. Ensure that actions and decisions made by the VCAA align with these high standards.
   
   Adherence to VCAA Values (Our Values): Align with the VCAA's values of integrity and impartiality.
3. Which principles underline this policy?
   
   The principles which underline this policy include transparency, accountability, impartiality, and public trust.
4. What are the accountabilities of employees regarding gifts, benefits and hospitality?
   
   All VCAA employees, in their capacity as a VCAA employee, must decline all gifts, benefits, or hospitality, valued at any amount, for themselves or any other individual, including declining any gifts of appreciation from students, parents and/or carers. All employees must also not solicit any gifts, benefits or hospitality for themselves or others.
5. What are the roles and responsibilities of Executive Directors, Managers and Authorised Delegates in this policy?
   
   
   • Communicating the gifts, benefits and hospitality policy to the organisation, including the consequences of breaching the policy.
   • Reporting criminal or corrupt conduct to Victoria Police or the Independent Broad-based Anti-Corruption Commission.
   • Declaring all offers through the Department’s gifts, benefits and hospitality register within 24 hours.
   • Monitoring employee compliance with this policy, offering guidance when needed.
6. How should employees declare offers of gifts, benefits and hospitality?
   
   Employees must declare all declined offers to a manager or authorised delegate within 24 hours of the offer. The manager or authorised delegate must then declare the offer on behalf of the employee through the Department’s online gifts, benefits and hospitality form.
7. What are the consequences of breaching this policy?
   
   Disciplinary action consistent with the relevant industrial instrument and legislation, including dismissal, may be taken where an employee fails to adhere to this policy. This includes where an employee fails to appropriately identify, declare, and manage, a conflict of interest related to gifts, benefits, and hospitality in accordance with this Policy and the VCAA’s Conflict of Interest Policy.
8. What are the value thresholds for reporting significant fraud, corruption, or other losses?
   
   The VCAA Fraud Corruption and Other Losses Control Policy must include a defined value threshold, above which an actual or suspected Fraud, Corruption or Other Loss is considered ‘significant’ for the purpose of reporting under Direction 3.5.3 of the 2018 Standing Directions under the Victorian Financial Management Act 1994. The threshold must not exceed $5,000 in money or $50,000 in other property.

These FAQs offer VCAA employees essential information about gifts, benefits and hospitality policy, aiding in employees understanding of the expectations and consequences detailed within the policy.

DownloadGrievances Management Policy

1. Who does the grievance management policy apply to?
   
   

   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:

   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Board Members
2. How are grievances managed under the policy?
   
   Under the policy, should an individual have a concern or grievance, informal attempts should be made to resolve the grievance directly with the person concerned if it is appropriate to do so. Where the matter is unable to be resolved informally or it is not appropriate to do so, the formal grievance process may commence.
3. What are the procedural steps for managing grievances?
   
   

   The steps for managing grievances are:

   Step 1: raise the issue informally with a manager or authorised delegate.

   Step 2: raise the issue formally to the employer with a grievance letter.

   Step 3: grievance investigation should take place.

   Step 4: a grievance hearing may be required to review the evidence and for a decision to be made.

   Step 5: the employee has the right to appeal the grievance outcome.

4. How long goes a grievance procedure take?
   
   The grievance procedure can vary in length, depending for example on the complexity of the issue and the number of parties involved. The employer aims to resolve grievances promptly to minimise disruption, ensuring the process is easily accessible to all employees, from the grievance letter to the grievance hearing, to allow for the investigation stage.
5. What is an example of grievance?
   There are various examples of common grievances, some reasons for making a work-related grievance can include:
   • health and safety concerns
   • harassment from another employee
   • the behaviour of a manager, or;
   • worries over changes in work conditions.
6. What can be the outcome of a grievance?
   
   The outcome of a grievance could be that the grievance is upheld and steps will be taken to rectify the matter, for example, any unlawful deduction in wages will be settled with immediate effect.
7. Who gets the grievance outcome letter?
   
   A grievance outcome letter should be given to the complainant, ie; the employee who has made the grievance. This should explain the outcome of any grievance hearing, the reasons for this and any steps that will be taken.
8. What happens after a grievance is upheld?
   
   If a grievance about a co-worker is upheld, the employer may need to instigate disciplinary proceedings against that person. If the grievance relates to the employer’s own conduct, any wrongdoing must be rectified as soon as possible.

These FAQs offer VCAA employees essential information about the Grievances Management Policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadICT Security Policy

1. What is the purpose of the ICT Security Policy?
   
   The VCAA ICT Security Policy aims to establish standards and procedures to protect the integrity, confidentiality, and availability of sensitive information across all ICT resources used by VCAA employees.
2. Who does the ICT Security Policy apply to?
   
   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:
   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Volunteers
   • Board Members
3. What are the principles guiding the policy?
   
   The policy includes clear roles and responsibilities, security management, Identify, classify, and manage ICT assets effectively and preventative measures and incident response.
4. What are the responsibilities of Executive Directors, Managers and Authorised Delegates in the policy?
   
   The objectives of the policy are to:
   • Ensuring the policy is effectively communicated to all employees.
   • Ensuring that information security measures align with the value of assets and associated threats.
   • Addressing and staying informed about legal, regulatory, and contractual requirements related to information assets.
   • Reviewing and managing access levels required for employees.
5. What are the responsibilities of employees under the policy?
   
   
   • Adhering strictly to the ICT security policy, relevant procedures and associated best practices when using and accessing ICT resources.
   • Promptly reporting observed or suspected security weaknesses or incidents in ICT systems or services to VCAA.
   • Reporting any suspected or confirmed breaches of this policy and associated procedures.
   • Ensuring responsible and secure handling of ICT assets, including portable devices, storage media, and equipment, especially when used outside VCAA premises
6. How does the policy ensure security over diverse ICT resources?
   
   Policy establishes uniform security standards for various ICT assets like servers, desktops, mobile devices, and storage media, aiming to mitigate vulnerabilities throughout the technology landscape.
7. What should employees do if they suspect a security breach?
   
   Employees must immediately report suspected or confirmed breaches to VCAA service desk via email or phone to facilitate prompt investigation and resolution
8. What role do managers play in enforcing the ICT security policy?
   
   Managers are responsible for ensuring employees are aware of the policy, ensuring the policy's effective communication, compliance with legal requirements, and overseeing security measures aligned with asset values and associated threats.
9. What measures are in place to manage access to ICT resources?
   
   The policy mandates clear roles and responsibilities for managing access levels, ensuring only authorised personnel have appropriate access to ICT systems and information.
10. Is there training provided to employees regarding ICT security?
    
    Employees may undergo recurring security awareness training to reinforce best practices and enhance vigilance against potential security threats.
11. Who can employees contact for further clarification or assistance regarding the ICT security policy?
    
    Employees can direct queries to the VCAA Information Technology Unit Manager for additional guidance or clarification on ICT policy.

These FAQs offer VCAA employees essential information about the ICT Security Policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadMisconduct and Unsatisfactory Performance Policy

1. What is the purpose of the Misconduct and Unsatisfactory Performance Policy?
   
   This policy outlines the procedures in handling misconduct and unsatisfactory performance involving employees. It is important to note that this policy does not regulate the routine management of everyday workplace issues.
2. Who does the policy apply to
   
   

   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:

   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Board Members
3. What are some examples of misconduct?
   
   
• Harassment and victimisation: Includes acts such as sexual harassment, bullying, or victimisation directed at employees, or individuals.
• Reportable conduct: Allegations of serious misconduct involving a child, such as sexual offenses, physical violence, emotional harm, or neglect.
• Racial or religious vilification: Engaging in discriminatory or vilifying behaviour based on race or religion.
• Physical harm and damage: Encompasses striking or harming another employee or individual, endangering lives, or wilfully damaging property.
• Unlawful and inappropriate behaviour: Engaging in unlawful discrimination, criminal offenses, improper use of information or resources for personal gain, refusal to obey lawful instructions, alcohol or drug misuse affecting job performance, serious negligence, and inappropriate use of information technology resources.
4. What are the procedural stages for managing misconduct?
   
   
• First stage - Informal process: Employer assesses if an informal process like mediation, negotiation, open communication, or reaching an agreement is suitable.
• Second stage - Initial assessment: Employer decides whether to conduct an initial assessment to gather enough information to reasonably believe misconduct occurred and draft allegations, without prejudicing a formal investigation.
• Third stage – Investigation: Employer initiates an investigation after an initial assessment or directly if misconduct is alleged. Employee is informed in writing of the allegations and the appointed investigator. Investigator interviews parties and witnesses, ensuring confidentiality and procedural fairness.
• Fourth stage - Opportunity to respond: After investigation, employee receives details of findings and proposed disciplinary actions. Employee responds in writing; if no response, decision proceeds based on available information.
• Final stage - Determination of disciplinary outcome: Employer considers employee's response and determines appropriate disciplinary action. Factors considered include the misconduct's nature, risk to health and safety, and employee’s history.

These steps ensure a structured approach to handling misconduct while maintaining fairness and compliance within the workplace environment.

5. What are some examples of unsatisfactory performance?
   

   There are various examples of common grievances, some reasons for making a work-related grievance can include:

   • Missed deadlines: Consistently failing to meet project or task deadlines
   • Low quality work: Regularly producing work with errors or subpar quality
   • Low productivity: Inefficient use of work hours, resulting in incomplete tasks
   • Disobedience: Disobeying instructions and showing disrespect to superiors
   • Colleague complaints: Consistently receiving negative feedback from colleagues
   • Poor communication: Ineffective communication causing misunderstandings and conflicts
   • Resistance to feedback: Refusing to accept and act on constructive feedback.
6. How is unsatisfactory performance managed under the policy?
   
   

   Under the policy, Managers should outline to the employee their required standards of performance and raise any issues or concerns in a timely manner and provide ongoing feedback of an employee’s performance as any issues or concerns arise. If after a reasonable time there is no improvement in performance, managers should proceed to informal processes.

   If informal processes to resolve unsatisfactory performance are not successful, a formal Unsatisfactory Performance Procedure may commence in accordance with Schedule 1 of the Ministerial Order No 1451.

   After consideration of the employee's response or failure to respond within the period set by the employer under the final stage of the formal process, the employer will notify the employee of the decision.

7. How can employees access support?
   
   

   Support is available to all employees, and individuals involved in reporting and managing a complaint, even after the matter has been resolved.

   The employer encourages all employees to speak to their manager to discuss any questions or concerns they may have regarding the conduct of any other employee.

   Employees can also seek support through the Employee Assistance Program (EAP).

These FAQs offer VCAA employees essential information about the Misconduct and Unsatisfactory Performance Policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadPrior service recognition for leave purposes guideline

1. Who does the guideline on recognition of prior service for leave purposes apply to?
   
   This guideline applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA), including fixed term, casual, sessional employees, Executive Directors, Managers, Volunteers, and Board Members as defined in Ministerial Order No. 1451.
2. What is the main objective of the guideline?
   
   The main objective is to establish clear and consistent procedures regarding the recognition of prior service for leave purposes at VCAA, ensuring equitable treatment among all employees and streamlining the administration of leave entitlements.
3. Does the VCAA recognise prior service for leave accrual?
   
   No, the VCAA does not recognise any prior service for leave entitlements, ensuring consistency and equity in the treatment of all employees.
4. Are there any exceptions for recognising casual employment for leave purposes?
   
   Yes, casual employment may be recognised for long service leave purposes if it meets the criteria of "continuous employment" as defined in the Long Service Leave Act 1992 (Vic).
5. What should employees do if they have questions about the guideline?
   
   Employees should address any queries or concerns regarding the guideline to their manager, or authorised delegate for clarity and guidance.
6. Can prior service be recognised for fixed-term employees transferring from another VPS entity?
   
   Yes, if there is no break in service, prior accrued long service, annual, and personal/carers leave balances will be transferred automatically through the Transfer of Personnel process.
7. What happens if there is a break in service for fixed-term employees?
   
   A break in service occurs if the employee stops working for one day or more before starting at VCAA, in which case the previous VPS employer will pay out any entitlements.
8. Can prior VPS service be recognised after a break in service?
   
   Yes, previous VPS service concluded less than 12 months prior to starting at VCAA can be recognised for long service leave purposes only, provided the application is made within the first six months of employment.
9. How is casual employment recognised for continuity of service?
   
   Casual employment is not recognised for personal leave purposes but is recognized for maintaining continuity of service between two periods of approved service.
10. Will the VCAA recognise prior service from non-VPS entities?
    
    The VCAA may recognise prior service from non-VPS entities for long service leave purposes if the employment was concluded less than 12 months prior and the previous employer is listed in the VPS Agreement.

These FAQs offer VCAA employees essential information about the prior recognition for leave purposes guideline, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadSalary and Payroll guidelines

1. What is the purpose of the Salary and Payroll guidelines?
   
   The Salary and Payroll guidelines covers all aspects of employee payments including bank account, timesheets, overpayments, superannuation, and income statements (PAYG) within eduPay. The VCAA maintains payment processes that are based on a defined processing timeline with emphasis on compliance with employment law and confidentiality of individual payroll information.
2. How are payments of salary made to VCAA employees?
   
   Salaries paid through eduPay can only be paid via electronic funds transfer. It is an employee's responsibility to ensure that they provide correct payment details in their eduPay portal.
   
   Salaries will be paid into an employee's designated account each fortnight, with possible variations on public holidays (refer to Pay Day Calendars for details). Employees also have the option to allocate salary payments across multiple accounts or institutions by specifying a net pay percentage or a predetermined dollar amount for each account.
3. Can employees change their bank account details for salary payments?
   
   Employees can update bank account details via eduPay using the Employee Self Service (ESS) feature at any time. When updating account details, employees are advised not to close old accounts until after the next pay period ensuring the new arrangements appear on the pay advice slip as confirmation of the update.
4. What happens if a direct credit of salary is rejected by the financial institution?
   
   If a financial institution rejects an employee's salary payment due to a closed account or incorrect bank details, the funds will be held until account information is updated. It may take up to five working days for funds to be returned to the VCAA from the banking institution.
5. What steps does the organisation take in the event of an overpayment in salary according to the Salary and Payroll guidelines?
   
   

   In the event of an overpayment in salary, the VCAA promptly contacts employees via email to inform them of the overpayment, including details such as the overpayment amount, pay period, and reason for the overpayment. Employees are then presented with two options for rectifying the overpayment: either having equal amounts deducted from their next two pay checks or paying the full amount into their specified bank account. The VCAA acknowledges the potential financial impact on employees and commits to working with them to minimise disruption. Additionally, employees are required to confirm their understanding and select an agreement option within five business days by replying to the overpayment notice email. For any questions or concerns, employees are directed to contact the VCAA Human Resources Unit on 1800 718 320.

6. How can employees access their income statements?
   
   Income Statements are exclusively accessible through an individual's myGov account. The VCAA is not equipped to generate copies of the Income Statement. Historical PAYG Payment Summaries for ongoing employees are accessible via ESS, while access to eduPay is retained as long as at least one employment instance with VCAA remains active on the payroll.
7. What should employees do if they need a replacement income statement?
   
   In situations where an employee requires a replacement historical payment summary to be produced and sent, a Request for Replacement PAYG Summary form, available on the VCAA website under ‘Forms,' must be completed. Please be aware that there is a charge associated with obtaining a replacement PAYG Payment Summary. It is crucial to adhere to current ATO requirements, as the PAYG Payment Summary cannot be transmitted via email.
8. What are the superannuation arrangements for VCAA employees?
   
   All VCAA employees are required to be a member of a superannuation fund to which the VCAA, as an employer, must make Superannuation Guarantee (SG) contributions. The superannuation arrangements for an employee will generally be determined by the commencement date of their current period of employment.
9. Can employees choose their superannuation fund?
   
   The VCAA, as an employer, is obligated to offer new employees the opportunity to choose the superannuation fund to which they wish to direct the employer's superannuation guarantee (SG) contributions. Superannuation entries are recorded by employees directly on eduPay using self-service as part of their onboarding process completed at the time of hire or rehire. Access to record superannuation details is available upon provision of login information before the actual commencement of employment.
10. How can employees get more information about superannuation or seek assistance?
    
    For additional information on superannuation, refer to the VCAA website under ‘Resources for employees’.
    
    For additional information on:
    
    • Register of SMSF messaging Providers
    • ATO Right to superannuation
    • Salary Packaging to Superannuation
    
    Employees should contact their Financial Adviser, Accountant or seek advice from the ATO website.

These FAQs offer VCAA employees essential information about the the Salary and Payroll guidelines, aiding in their understanding of the expectations and consequences detailed within the guidelines.

DownloadSexual Harassment Policy

1. What is the purpose of the VCAA Sexual Harassment Policy?
   
   The policy outlines the legislative obligations and responsibilities of VCAA employees regarding sexual harassment and aims to create safe, inclusive, and respectful workplaces free from sexual harassment.
2. How is sexual harassment defined in the policy?
   
   Sexual harassment is defined as unwelcome conduct or behaviour of a sexual nature that can reasonably be expected to make someone feel offended, humiliated, or intimidated. It can include various behaviours and forms of communication.
3. Does the policy cover only physical actions, or does it include verbal and electronic forms of harassment as well?
   
   The policy covers not only physical actions but also verbal, written, and electronic forms of harassment, such as comments, messages, emails, or social media interactions.
4. What principles guide the Sexual Harassment Policy at VCAA?
   
   The policy is guided by principles that promote a safe working environment, respect for diversity, equal treatment, and personal liability awareness among employees.
5. Who does the policy apply to?
   
   

   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:

   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Board Members
6. What should employees do if they witness or experience sexual harassment at work?
   
   Employees should report any incidents of sexual harassment to their manager or authorised delegate. They are encouraged to report any such incidents seriously.
7. Are there criminal offenses related to sexual harassment, and what should employees do if they believe they have been victims of such offenses?
   
   Some forms of sexual harassment are criminal offenses, such as stalking or sexual assault. Employees are encouraged to report these incidents to the police and inform their manager or supervisor.
8. How are complaints of sexual harassment handled within the VCAA organisation?
   
   Complaints are managed and investigated following the VCAA's Guidelines for Managing Complaints, Unsatisfactory Performance, and Misconduct. The policy encourages employees to use the internal complaints process.
9. What are the potential consequences for individuals found guilty of sexual harassment at VCAA?
   
   Initially, consequences may include an apology, counselling, training. Depending on specific circumstances of the case, consequences may include disciplinary action, up to and including termination of employment.
10. Where can employees seek support and assistance when dealing with sexual harassment issues?
    
    Employees can seek support from various sources, including:
    • Workplace Contact Officers.
    • Employee Assistance Program.
    • Employee Conduct Branch.
    • Victorian Equal Opportunity and Human Rights Commission (VEOHRC).
    • Australian Human Rights Commission (AHRC).

These FAQs offer VCAA employees essential information about the Sexual Harassment Policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadSuitability for employment policy

1. What is the purpose of the suitability for employment checks policy?
   
   The suitability for employment checks policy serves to uphold elevated levels of behaviour and professionalism within the workplace. It guarantees adherence to VCAA pre-employment procedures and validates the appropriateness of employment in accordance with legislative requirements for all employees.
2. Who do employment checks apply to?
   
   

   This policy applies to all employees within the Victorian Curriculum and Assessment Authority (VCAA). For the purposes of this policy, the term 'employees' encompasses VCAA employees of the direct workforce, as well as any individuals or groups undertaking an activity for or on behalf of the VCAA, including:

   • all employees (fixed term, casual, sessional) employed under Ministerial Order No. 1451 - Victorian Curriculum and Assessment Authority employees (Employment Conditions, Salaries, Allowances, Selection and Conduct) Order 2023 (referred to as "The MO")
   • Board Members
3. What are the objectives of employment checks?
   
   The objective of employment checks is to verify that the VCAA deems it suitable to hire an individual for the position, provided they meet the outlined policy requirements.
4. What are the principles of the Suitability for Employment Checks policy?
   
   

   The principles of the Suitability for Employment Checks policy include:

   • Upholding standards through committing to maintaining high standards of conduct and professionalism in the workplace.
   • Adherence to legislative requirements concerning suitability checks for employment, outlined in The MO.
   • Ensuring confidentiality and responsible handling of criminal record information and documentation.
   • Ensuring that employees adhere to notification requirements in case of an Interim Negative Notice or a Negative Notice.
5. What are the responsibilities of Executive Directors, Managers and Authorised Delegates in this process??
   
   
   • Ensuring employees understand the VCAA’s employment check requirements.
   • Overseeing the implementation of notification protocols within the VCAA.
   • Providing guidance and support to employees and prospective employees on addressing adverse check outcomes.
   • Ensuring verification of current and prospective employee’s registration status.
   • Promptly escalating and addressing any instances of non-compliance with notification obligations.
   • Verifying WWC Check cards presented by employees are stamped with the letter ‘E’.
6. What are the responsibilities of Employees?
   
   
   • Familiarising themselves with the employment check notification requirements.
   • Ensuring to have applied for a WWC Check before commencing engagement with the VCAA.
   • Immediately informing their employer upon receiving an adverse check outcome.
   • Cooperating with any follow-up inquiries or processes related to adverse check outcomes.
   • Regularly verifying the validity of their employment check status and renew as required.
   • Complying with all aspects of the notification protocol as outlined in the employment check guidelines.
7. What is the Working with Children (WWC) check?
   
   The Working with Children Check (WWC Check) is a screening process established under the Worker Screening Act 2020 (the Act) for assessing or re-assessing those who work with or care for children in Victoria.
8. 8. How do individuals apply or renew their WWC check?
   
   Applications for WWC check must be lodged online by completing an application form at Working with Children Check Victoria along with presenting proof of identity documents to any participating Australia Post outlet in Victoria.
9. How is the outcome of a WWC Check determined?
   
   If an employee or prospective employee passes the WWC Check they will be issued a WWC Card which also acts as an ‘Assessment Notice’, which means the employee/prospective employee has passed the WWC Check and may work in ‘child-related work’.
10. How is a VCAA Criminal History Record Check (CHRC) conducted?
    
    All employees or prospective employees are required to undergo a Criminal History Record Check (CHRC) before commencing engagement with the VCAA, unless they hold a current and valid VIT registration.
    
    A CHRC relates to ‘child-related work’ purposes and permits the release to the VCAA of both spent and non-spent criminal records and discloses findings of guilt where no conviction was recorded.
    
    For employees requiring a CHRC, they are required to complete a Consent to Check and Release National Police Record form.

These FAQs offer VCAA employees essential information about the Suitability for employment policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadTermination of employment guidelines

1. What does the termination of employment guidelines at VCAA cover?
   
   The Termination of Employment guidelines outline the procedures of the VCAA governing the fair and legal termination of employment within the organisation’s direct workforce. The guidelines aim to ensure adherence to workplace laws such as the Fair Work Act 2009 (Cth) (including the National Employment Standards) and the Fair Work Regulations, while fostering transparency, and upholding fairness throughout the termination process. The guidelines apply where an employee’s employment has ended at the instigation of the employer.
2. What are the objectives of the termination of employment guidelines?
   
   The objectives of the guidelines include:
   
   Fair and Legal Termination: Ensure terminations are conducted in accordance with workplace and anti-discrimination laws while maintaining fairness and transparency.
   
   Respect for Employee Rights: Provide employees with the opportunity to respond to allegations, access an appeal process, and receive fair treatment during the termination process.
   
   Compliance and Confidentiality: Ensure compliance with legal obligations while maintaining confidentiality and privacy for both the departing employee and the VCAA.
3. Who holds responsibilities regarding termination of employment within the VCAA?
   
   Executive Directors, Managers and Authorised Delegates oversee regular performance monitoring, fair investigations, decision-making aligned with policies and regulations, and facilitating smooth transitions for departing employees.
4. What grounds might lead to termination of employment at VCAA?
   
   

   Termination of an employee may occur due to the following reasons, but are not limited to, including:

   • If an employee, other than a casual employee or sessional employee, is absent without approval for more than 20 working days.
   • If an employee who has accepted an offer of work is absent or does not attend work as agreed with the employer on more than 4 consecutive occasions.
   • Performance issues despite adequate support and feedback.
   • Breach of VCAA policies or the Codes of Conduct.
   • Serious misconduct, such as harassment, fraud, or violence.
   • Operational reasons, including reorganisation.
   • Unsatisfactory work performance, such as resistance to feedback, poor communication, disobedience.
5. What are the essential aspects of a termination meeting for an employee?
   
   Employees are to be provided with a minimum of 24 hours' notice for the termination meeting, allowing the employee time to prepare and, if desired, arrange for a support person to bring during the termination meeting, and any prior disciplinary discussions, if any.
6. What happens concerning long service leave upon termination? ?
   
   Upon termination of employment, an employee will be paid any accrued but untaken leave entitlements as set out in the Ministerial Order No.1451.
7. Can an employee request a statement of service upon termination?
   
   Yes, an employee or former employee may request a statement of service from the VCAA as evidence of their employment. VCAA Human Resources will provide a statement of service upon request from the employee.
8. How is confidentiality maintained during termination proceedings?
   
   Employees undergoing termination can expect their privacy to be respected. Information about the termination, including reasons, discussions, or any related documentation, will be shared strictly on a need-to-know basis and only within the confines of those directly involved in the termination process.
9. What recourse does an employee have in case of unfair dismissal?
   An employee meeting specific criteria can lodge an unfair dismissal claim online within 21 days of dismissal, following procedures outlined in the Fair Work Act 2009 with the Fair Work Commission.
10. Where can I find further information about lodging an unfair dismissal claim?
    
    Additional information about lodging an unfair dismissal claim can be found at the Fair Work Commission's "Unfair Dismissal" section and by following the outlined procedures.

These FAQs offer VCAA employees essential information about the termination of employment guidelines, aiding in their understanding of the expectations and consequences detailed within the guidelines.

DownloadTravel and expenses policy

DownloadVehicle rules of use guidelines

1. What steps do employees need to take if they intend to use their personal vehicle for VCAA work-related duties?
   
   Employees who intend to use their personal vehicle for VCAA work-related duties are required to:
   • Complete the VCAA Application and Approval to use Private Vehicle form.
   • Email the completed and signed form to VCAA Human Resources: vcaa.hr@education.vic.gov.au
   • Obtain confirmation and approval via email confirming eligibility to use private vehicle from VCAA Human Resources for the travel period to undertake VCAA work-related duties.
2. What is the purpose of the VCAA Application and Approval to use Private Vehicle form?
   
   The purpose of the VCAA Application and Approval to use Private Vehicle form is to ensure VCAA employees are adequately covered by insurance and their vehicles and drivers meet the minimum operating requirements when performing their work-related duties as employees for the VCAA in line with the Vehicle rules of use guidelines. This measure aids in maintaining our records for compliance purposes.

Bookings

3. How can employees request travel bookings?
   
   To request a travel booking, employees are required to complete their booking request at least five working days before travelling. Only VCAA Human Resources is responsible for making these travel arrangements. The link to the Travel and Accommodation Booking request form can be found in the travel e-pack.
   
   Prior approval from a manager or authorised delegate is mandatory for all travel bookings, including flights, accommodations, and hire cars.
4. How can employees request a change to their travel booking?
   
   Requests for necessary alterations to a confirmed travel booking can be made using the below contact information:
   • Email vcaa.performance.assessments@education.vic.gov.au, or call 9225 2212 (for assessors).
   • Contact your manager, authorised delegate or VCAA Human Resources (for all other employees).
   
   Please ensure the alteration is requested 48 hours before the commencement of the booking. When sending an email, employees need to ensure that the subject line contains their VCAA ID number, first and surname as well as the dates of the travel bookings.
5. When can accommodation be requested?
   Accommodation is permitted for instances where long distance travelling is deemed necessary to specified work locations and/or where trips run over several consecutive days as well as travelling to and/or travelling from the venues to home within the one day is not feasible or unreasonable due to time. This can apply both to an overnight stay the night before for an early start and/or a late finish requiring the overnight stay.
   
   The VCAA will book accommodation within reasonable distances from where the work/duty is based. Employees will receive preliminary advice on the range of travel options, particularly where flights are impacted. Employees are not permitted to change the booking made by the VCAA without the express permission of their manager.
   
   Where an accommodation booking is made by the VCAA it will only apply to the cost of the room. No charge back of meals/food is permitted to a VCAA account and this applies to any other related expenses (mini bar).
   
   Should there be reasonable doubt to the appropriateness of overnight stays, VCAA Human Resources should be consulted. This equally applies to staff within business units organising activities for the VCAA.
6. What should employees do if they are dissatisfied with the provided accommodation?
   
   If employees have any concerns, they can contact the reception at the booked accommodation. If the issue persists, employees can reach out to the VCAA Performance and Languages Oral Unit via email at vcaa.performance.assessments@education.vic.gov.au or by phone at 1800 820 122.
   
   In cases where the quality of the accommodation falls below the expected standard, it is advised to capture photographs and share them promptly with VCAA Human Resources via email at vcaa.hr@education.vic.gov.au and the Performance and Languages Oral Unit to support any necessary follow-up and feedback.

Vehicle Rules of Use

7. In the event of an accident involving an employee's private motor vehicle, does the VCAA offer coverage for damages?
   
   The VCAA does not provide reimbursement for any associated costs arising from accidents involving employees' private motor vehicles. It is essential that employees refer to their personal insurance policy to ascertain coverage details and necessary steps to be taken in the event of an accident.
8. In the event that an employee is involved in an accident with their private motor vehicle while performing work-related duties, will the VCAA reimburse their insurance excess?
   
   No, the VCAA does not provide reimbursement for insurance excess incurred in such circumstances. It is imperative that employees consult their personal insurance policy or provider for clarification on matters pertaining to excess or insurance coverage associated with their private motor vehicle.
9. Does an employee need to complete the Private Vehicle Use form and indicate themselves as a driver if they are sharing the driving of the private motor vehicle car with another employee?
   
   Yes, it is a requirement for an employee to complete the VCAA Application and Approval to use Private Vehicle form and nominate themselves as a driver. This ensures that the VCAA understands and acknowledges that the private motor vehicle the employee intends to use has appropriate insurance coverage and acknowledges their obligations under the travel and expenses policy and Vehicle Rules of Use Guidelines.
10. Why would an employee select vehicle hire instead of personal vehicle use?
    
    Where considerable total distances are to be travelled either on a single or repeated daily basis, the VCAA preference is for you to use vehicle hire over your personal vehicle, as:
    • Hire vehicle usage provides the VCAA with increased confidence in the state of repair and of a car’s capability to undertake long distances notwithstanding the possibility of accidents (hitting wildlife, potholes etc.) out on country roads.
    • While it is acknowledged that most appointees will prefer to drive their own car, the inconvenience of their car being off the road needs to be considered should a mishap occur.

Expenses and allowances

11. What reimbursement can employees claim for their use of private motor vehicle?
    
    Employees who have obtained the authorised use of their private motor vehicle for work-related duties through completing and signing the VCAA Application and Approval to use Private Vehicle form, may be able to claim for kilometers, based on the Australian Taxation Office (ATO) guidelines.
    
    It is important to note that travel between a residence or base location and work location is considered regular commuting and does not qualify for claims.
    
    Reimbursement can be claimed in the following instances:
    • Regional travel to a specified work location from an employee’s home or base location where they are required to stay overnight.
    • Travel to multiple locations within a day from your home or base location.
12. How can employees claim reimbursement of additional out of pocket expenses?
    
    To claim reimbursement of additional out of pocket expenses, an employee must submit official itemised receipts substantiating the expenses incurred. Where the manager or authorised delegate is satisfied it is not reasonably practicable to obtain a receipt, other satisfactory evidence of expenditure may be accepted. Official receipts or other satisfactory evidence of expenditure must be provided as soon as practicable upon return from travel.
    
    Allowance claims must only be made on the current Travel and Personal Expenses Claim Form. If not provided (or cannot be) the item will not be reimbursed.
13. Are employees reimbursed kilometers for attending in-person training?
    
    

    The predominant mode of training for the current year will be conducted online, thereby reducing the frequency of in-person sessions. Should attendance at an in-person training session be necessary, please note that expenses incurred for utilising a private vehicle will not be reimbursed in accordance with our Policy.

14. Can employees request reimbursement for tolls incurred during travel if they are using a private motor vehicle?
    
    

    Where possible it is recommended for employees to plan their travel to avoid tolls roads. To be eligible for toll reimbursements for an employee will need to acquire a day pass, which can then be claimed with a corresponding receipt.
    
    If an employee purchases a single day or weekend pass, it's important to ensure to have received email confirmation immediately (or obtain a receipt if purchasing from a retail outlet).

15. Can an employee request reimbursement for tolls incurred during their travel if they are using a hire vehicle?
    
    Most hire vehicles have e-tags. Where this is not the case or an e-tag cannot be provided at the time of hiring, then the employee using the hire vehicle must ensure they make alternative route arrangements or pick up a day pass which can then be claimed with a corresponding receipt.
    
    When utilising tolls with an Avis hire vehicle, it's crucial to acknowledge that Avis will email the Linkt invoice directly to the employee. The employee is responsible for making the payment and can subsequently claim reimbursement.
16. How can employees submit claims?
    
    Claims and receipts should be submitted to VCAA Human Resources within three months of the initial travel period. Claims submitted after three months may not be reimbursed by the VCAA.
    
    Each claim is validated against an employees’ schedule and approved for payment. Discrepancies against the ‘final’ schedule provided to VCAA Human Resources can create a delay in payment. To assist with speedy reimbursement, claims must:
    • Be entered on the current claim form (claims made on old forms will be rejected).
    • Contain all required details including the employee’s VCAA ID number and first and surname are completed, and the claim form is signed.
    • State clearly all dates and times of departure and return.
    • Be emailed to vcaa.hr@education.vic.gov.au
    
    Employees will be paid the allowance and/or reimbursement into their nominated bank account.

These FAQs offer VCAA employees essential information about the Travel and expenses policy, aiding in their understanding of the expectations and consequences detailed within the policy.

DownloadWorkplace Bullying Policy

1. What is the purpose of the Workplace Bullying Policy?
   
   The VCAA Workplace Bullying policy is designed to outline the processes for preventing and responding to workplace bullying at the VCAA and create a safe and respectful work environment for all employees.
2. How is workplace bullying defined in this policy?
   
   Workplace bullying, as defined in this policy, encompasses repeated and unreasonable behaviour directed toward an employee or group of employees, posing risks to health and safety.
3. What constitutes bullying behaviour according to the policy?
   
   Bullying behaviour can take various forms, including verbal, physical, or written (e.g., via email, social media, instant messaging). Examples of bullying behaviours include repetition, power imbalances, intent to harm, and negative impact on the victim.
4. What is not considered bullying according to this policy?
   
   This policy distinguishes between reasonable management actions and bullying. Reasonable management actions carried out in a reasonable manner do not constitute bullying. For example, constructive criticism, job performance feedback, and rostering are not considered bullying.
5. What are the responsibilities of the employer regarding preventing and responding to workplace bullying?
   
   The VCAA is responsible for developing clear anti-bullying policies, demonstrating commitment to a respectful workplace culture, investigating complaints impartially, and ensuring clear communication and support for employees.
6. What should employees do if they believe they are experiencing or witnessing workplace bullying?
   
   Employees should report bullying to their workplace manager or authorised delegate. The policy outlines steps for discussing, resolving issues informally, and lodging formal complaints of bullying. It also allows for anonymous reporting.
7. What support and assistance are available to employees involved in reporting or managing a bullying complaint?
   
   Employees can seek support from their Workplace Contact Officer, Employee Assistance Program, or Conflict Resolution Support Service. Additional contact information is provided in the policy.
8. How often is the Workplace Bullying Policy reviewed?
   
   The policy mentions that it should be reviewed every two years or earlier if required.
9. Which legislation is referenced in this policy?
   
   The policy references the following legislation:
• Charter of Human Rights and Responsibilities Act 2006 (Vic).
• Equal Opportunity Act 2010 (Vic).
• Fair Work Act 2009 (Cth).
• Occupational Health and Safety Act 2004 (Vic).
10. Can employees contact external organisations for support regarding workplace bullying?
    
    Yes, employees can choose to contact external Organisations such as the Australian Human Rights Commission, Victorian Equal Opportunity and Human Rights Commission, and others for support and resolution.

These FAQs offer VCAA employees essential information about the Workplace Bullying Policy, aiding in their understanding of the expectations and consequences detailed within the policy.

Download:

• Workplace Contact Officer (WCO) Network Guideline
• Workplace Contact Officer (WCO) Network Contact list
1. What is the Workplace Contact Officer (WCO) Network, and what is its purpose?
   
   The WCO Network is a group of trained employees within the organisation who have volunteered to provide support to employees facing issues such as harassment, discrimination, bullying, victimisation, and family violence. The purpose of the WCO Network is to create a respectful workplace with equal opportunity where all employees are treated with dignity and respect.
2. What are the key objectives of the WCO Network?
   
   The key objectives of the WCO Network are to:
• Provide a supportive environment for employees to address concerns.
• Promote a respectful workplace culture.
• Prevent, and addressing inappropriate behaviour.
• Support victims of family violence.
• Provide information and guidance and maintaining confidentiality.
3. What principles guide the WCO Network's operations?
   
   The WCO Network operates based on principles of impartiality and fairness, respect for diversity, transparency, and accountability. These principles ensure that all VCAA employees have equal access to support and assistance.
4. How can a Workplace Contact Officer (WCO) assist employees in addressing workplace issues?
   
   A WCO can assist employees who have general enquiries or concerns about workplace conduct and, or family violence by:
• providing information, guidance, and support on options to resolve issues and explain choices to prevent issues before they reach escalation point.
• provide information, guidance, and resources to assist with family violence matters.
• referring employees to key support services, for example, Employee Assistance Program (EAP).
• guiding employees to explore other options, if they are not able to solve their issue or manage the situation.
5. Where can I find a list of available Workplace Contact Officers?
   
   Employees can contact any WCO across the network. A list of available WCOs is provided on the VCAA Website under the policies and guidelines tab.
6. What resources are available to support a respectful workplace culture?
   
   The WCO Network plays a vital role in promoting a respectful workplace culture by addressing concerns or matters related to harassment, discrimination, bullying, victimisation, and family violence. Additionally, there are key support services available to assist employees, such as the EAP.
7. Which matters can I discuss with a WCO?
   
   Employees can discuss a wide range of workplace issues with a WCO, including harassment, discrimination, bullying, victimisation, and family violence.
8. How does the WCO Network ensure confidentiality?
   
   The WCO Network places a strong emphasis on maintaining confidentiality in discussions with employees. This commitment to privacy creates a safe space for employees to share their concerns and seek assistance.

These FAQs offer VCAA employees essential information about the Workplace Contact Officer (WCO) Network Guideline, aiding in their understanding of the expectations detailed within the guideline.