education.vic.gov.au

Policy last updated

13 February 2024

Scope

  • Schools

Date:
February 2020

Policy

Policy

This policy outlines the risk management methodology for identifying and managing psychological risks and hazards, including workplace climate, to support the mental health and wellbeing of employees in schools.

Summary

  • The Occupational Health and Safety (OHS) Act 2004 (Vic)External Link requires the department to provide or maintain systems of work and a working environment that is, so far as is reasonably practicable, safe and without risk to health. Under the OHS Act 2004, reference to health includes psychological health.
  • The principal and/or their delegate must ensure that psychological hazards and their causes/relevant factors associated with employee mental health and wellbeing, including workplace climate, are identified, that risks are assessed and controlled, information and training is provided, and records are maintained.
  • Under the OHS Act 2004, employees while at work must take reasonable care for their own health and safety and the safety of others who may be affected by their actions or omissions.
  • Central and regional offices provide a range of supports and services to assist principals and employees manage mental health risks, including access to the Occupational Health and Safety Advisory Service and local occupational health and safety regional officers, who can provide free advice about how to identify workplace factors and implement controls.
  • The Mental Health and Wellbeing Procedure must be followed, and sets out the practical step-by-step instructions for implementing this policy.
  • This policy forms part of the department’s Occupational Health and Safety Management System, see OHS Management System (OHSMS) Overview for further information.

Details

The principal and/or their delegate, in consultation with employees and Health and Safety Representatives (HSR) must:

  • enter the following three hazards in the ‘Hazard Description’ column of the school Occupational Health and Safety (OHS) Risk RegisterExternal Link :
    • workplace bullying
    • occupational violence
    • student challenging behaviour
  • identify and record potential workplace indicators and contributing workplace factor(s) that alone, or in combination, may contribute to a mentally unsafe working environment locally, including:
    • those identified in the Mental Health and Wellbeing Guide (DOCX)External Link
    • hazards associated with workplace climate, such as workplace conflict (for example, employee work style). This is to be included in the ‘Hazard Description’ column of the OHS Risk Register
  • assess the level of risk associated with workplace indicators and the workplace contributing factors, as per section 3.1 and 3.2 of the Procedure
  • ensure a documented risk assessment is completed if the risk level in the OHS Risk Register is rated ‘High’ or ‘Extreme’
  • record the current risk controls in the OHS Risk Register, and where a risk assessment is to be completed, record them in the Risk assessment template (DOCX)External Link or equivalent
  • provide information, instruction, training and supervision as is necessary to enable all employees to do their work in a way that is safe and without risk to health (for example, promote the completion of Workplace Bullying and Respectful Workplace eLearning modules)
  • refer to the Managing Complaints, Misconduct and Unsatisfactory Performance Policy when resolving conflict
  • eliminate or reduce the level of risk associated with work-related risk factors that may cause a mental health injury, so far as is reasonably practicable, by considering the workplace factors.

The principal and/or their delegate must:

  • monitor and review the effectiveness of implemented risk controls on a regular and ongoing basis (e.g. quarterly) in consultation with relevant parties (including HSR). Additional reviews are required when:
    • an incident or near miss is reported
    • a new potential risk is identified (for example, through a report on eduSafe PlusExternal Link (staff login required))
  • ensure all employees are informed about the risk controls in place to manage mental health and wellbeing in the school
  • ensure all hazards, incidents and injuries are reported on eduSafe Plus per the Reporting and Managing School Related Emergencies and Incidents Policy
  • communicate to all employees about the department’s mental health and wellbeing resources. Refer to the Employee Health, Safety and Wellbeing Services page.

Definitions

Mental Health
Mental health is defined as a state of wellbeing in which the individual realises his or her own abilities, can cope with normal stressors of life, can work productively and fruitfully, and is able to make a contribution to the community. Mental health can be explained on a continuum where mental health is at one end, represented by feeling good and functioning well, through to severe symptoms of mental health conditions at the other. Mental health is not fixed or in a static state, and individuals can move back and forth along this scale at different times during their lives.

Psychological hazard
"Psychosocial hazards are factors in the design or management of work that increase the risk of work-related stress and can lead to psychological or physical harm" (WorkSafe, Psychosocial hazards contributing to work-related stressExternal Link ).

Examples of psychological hazards are:

  • work-related stress
  • work-related occupational violence
  • workplace bullying.

Risk management methodology
Risk management methodology is a 4 step process whereby:

  1. hazards are identified in the workplace (for example, workplace inspections, consultation with employees, eduSafe reports)
  2. identified hazards are risk assessed (for example, determining how likely and how serious the effects will be on employees exposed to the hazard)
  3. risk controls measures are implemented which will eliminate or minimise the injury from the identified hazards
  4. periodic reviews of the risk controls to ensure the implemented control measures are appropriate and effective.

Workplace climate
Workplace climate represent employees’ perceptions of organisational policies, practices and procedures and subsequent patterns of interactions and behaviours that support the same (for example, the support that employees feel they receive from the organisation).

The organisational culture is a system of shared assumptions, beliefs and values that governs how the people in the organisation behave. The culture of an organisation breeds a workplace climate, which represents how members of the workplace experience that organisation’s culture.


Procedure

Mental Health and Wellbeing — Employees Procedure

The Mental Health and Wellbeing — Employees Procedure must be followed, and sets out the practical step-by-step instructions for implementing the Mental Health and Wellbeing — Employees Policy.

It contains the following chapters:

  1. Overview of the Mental Health and Wellbeing Charter
  2. Why mental health and wellbeing matters
  3. Mental health and wellbeing hazards and risk assessment
  4. Risk controls
  5. Incident reporting
  6. Mental health and wellbeing resources
  7. Legislation, codes of practice, standards and guidance


1. Overview of the Mental Health and Wellbeing Charter

1. Overview of the Mental Health and Wellbeing Charter

The Department of Education and Training is committed to implementing the Whole of Victorian Government (WoVG) Mental Health and Wellbeing (MHW) CharterExternal Link .

The Charter has been developed to actively demonstrate the Victorian Government's commitment to having an engaged workforce that is physically and mentally safe and healthy. The department's initiatives to promote positive mental health under the Charter are also closely aligned with our Investing in Our People Strategy, our Seven VPS Values and Victoria's 10-year Mental Health Plan (2015 to 2025).

The Charter outlines the objectives and actions that underpin the commitment from Victorian public sector leaders to drive and support mental health and wellbeing in their workplaces.


2. Why mental health and wellbeing matters

2. Why mental health and wellbeing matters

Mental health and wellbeing (MHW) is important for all Department employees because the workplace has a significant influence on people's MHW and underpins the drive towards greater productivity, reduced absenteeism, increased social inclusion, and ensuring we meet stakeholders (including the community's) expectations in relation to the work we undertake on their behalf and the students we educate.

Mental health and wellbeing matters to everyone and is everyone's business; we all need to be involved in managing the workplace risk associated with a poor level of physical and mental health and wellbeing. In 2017 to 2018, 1 in 5 (20.1%) Australians reported having experienced a mental health or behavioural condition, an increase from 17.5% in 2014 to 2015. Mental health issues can affect employees at any time over the course of their working life and it is estimated that most managers will supervise someone with a mental health problem at some point.

The workplace provides the ideal setting to promote MHW. By utilising the Mental Health and Wellbeing Charter's proposed aims of promoting and protecting positive MHW in the workplace, all employees are supported to flourish at work, whether they are experiencing mental health issues or not. Encouraging and supporting MHW is good for both the employee and the organisation.


3. Mental health and wellbeing hazards and risk assessment

3. Mental health and wellbeing hazards and risk assessment

The department aims to keep people feeling good and functioning well, reduce the stigma of mental illness in the workplace and support workers to remain at work. The department recognises the importance of work in restoring mental health and aim to provide a supportive environment for this to occur.

Mental health has been identified by the department as a hazard requiring it to be managed in all schools which is reflected in the school Occupational Health and Safety (OHS) Risk Register (XLSX)External Link .

3.1 Identify hazards

The principal and/or their delegate, in consultation with Health and Safety Representatives (HSR) and employees must enter the following 3 hazards in the ‘Hazard Description’ column of the school OHS Risk Register:

  • workplace bullying
  • occupational violence
  • student challenging behaviour

The principal and/or their delegate, after consultation with HSR and employees, may also identify other mental health and wellbeing hazards or risks that may require managing and they may be recorded in the 'Hazard Description’ column of the school OHS Risk Register.

Hazards can be divided into psychosocial hazards (organisational or person focused, for example, work-related stress) and physical hazards (environmental, for example, uneven floor), both of which can contribute to job stress and psychological injury. Prolonged or extreme job stress can lead to a decline in psychological health and the development of poor mental health and psychological injuries.

The following workplace indicators could point to the potential presence of mental health and wellbeing hazards and injuries in the workplace:

  • excessive and/or unusual patterns of sick leave
  • high staff turnover and/or burnout
  • withdrawal behaviours (for example, not participating in work meetings and discussions)
  • negative behaviours and performance issues (for example, disrespectful behaviour or misconduct)
  • presenteeism (for example, employees attending work while they are unwell and being unproductive)
  • safety incidents (for example, personal physical injuries, high number of student safety incidents)
  • development of exacerbation of mental illness (for example, anxiety and depression)

3.2 Identify the contributing workplace factors

The principal and/or their delegate, in consultation with the HSR and employees, are to identify and record the contributing workplace factor(s) that alone, or in combination, may contribute to a mentally unsafe working environment.

Workplace factors that have the potential to impact on an individual’s mental health and wellbeing may include, but are not limited to the following:

  • organisational culture
  • psychological and social support
  • leadership and expectations
  • civility and respect
  • psychological requirements and competencies
  • growth and development
  • recognition and reward
  • involvement and influence
  • workload management
  • engagement
  • work-life balance
  • psychological protection

Refer to the Mental Health and Wellbeing GuideExternal Link for guidance on how to address and improve these factors within your workplace.

3.3 Risk assessment process

The principal and /or their delegate in consultation with the HSR and employees, should assess the level of risk associated with workplace indicators and the workplace contributing factors, as per section 3.1 and 3.2 of this Procedure. HSRs must not be provided with employee’s medical information without their consent.

When assessing the level of risk the principal and/or their delegate must utilise the risk matrix outlined in the OHS Risk Management Procedure. The risk assessment is to be conducted in consultation with the HSR and employees.

The assigned level of risk should be recorded in the schools OHS Risk Register and/or Risk Assessment TemplateExternal Link or equivalent.

If the risk level in the OHS Risk Register is rated ‘High’ or ‘Extreme’ a documented risk assessment must be completed in consultation with relevant parties (including school management/leadership team), using the Risk Assessment Template or equivalent.

A risk assessment should also to be conducted when:

  • there is limited understanding and/or knowledge about individual tasks to be performed and the psychological impact
  • there is uncertainty about the level of risk associated with activities to be undertaken

A risk assessment should take into account when:

  • the circumstances in which employees are exposed to specific work-related risk factor(s)
  • the frequency and duration of exposure to specific work-related risk factor(s) (for example, whether risk to health and safety builds up over time or occurs in a single incident)
  • the likelihood that a mental health injury may occur if there are not adequate controls in place to manage the work-related risk factor(s)

4. Risk controls

4. Risk controls

The principal and/or their delegate in consultation with the Health and Safety Representatives (HSR) and employees, must eliminate or reduce the level of risk associated with work-related risk factors that may cause a mental health injury, so far as is reasonably practicable, by considering the workplace factors in section 3.2 of this Procedure.

Primary prevention has the greatest impact in reducing occupational stress. Risk control should embrace the following factors:

  • Activities to control the risk should be school and work-group specific, and be adapted to the needs, cultures, and economic realities of the school and workgroup.
  • Activities to control the risk should be targeted to school factors identified via risk assessment.
  • Risk-control plans should focus on primary prevention, but also include secondary and tertiary prevention activities.
  • Risk-control plans should focus on organisational-level interventions, but also include individual-level interventions.
  • Employee training should form part of a holistic approach to addressing mental health and wellbeing.

Refer to the Mental Health and Wellbeing Guide (DOCX)External Link for more detailed examples of controls that can reduce the risk of mental health injury.

4.1 Record current risk controls

The principal and/or their delegate should consult the HSR and relevant employees and record the current risk controls in the Occupational Health and Safety (OHS) Risk Register (XLSX)External Link .

Where a risk assessment is to be completed, current risk controls should also be recorded in the Risk assessment template (DOCX)External Link or equivalent.

4.2 Information, instruction and training

The principal and/or their delegate must ensure all employees are informed about the risk controls in place to manage mental health and wellbeing in the workplace. This can be achieved by:

  • ensuring all employees complete an OHS induction prior to commencing work
  • promoting and encouraging employees to report hazards (for example, psychosocial hazards), near misses and incidents on eduSafe PlusExternal Link (staff login required)

and by providing employees with:

  • a copy of the school OHS Risk Register and completed risk assessments and the opportunity to raise questions and participate in consultative processes
  • information about likely psychological hazards they may encounter in their work
  • information from the department about existing resources and strategies to reduce the risk of psychological injuries
  • information about the Employee Assistance Program (EAP) and how to access it.

4.3 Monitor and review controls

Due to the complexity of workplace factors that can cause mental health injury, it is important that risks to mental health are managed on an ongoing basis, and regularly reviewed. The principal and/or their delegate are required to monitor and review the effectiveness of implemented risk controls on a regular basis (for example, quarterly) in consultation with HSR and relevant employees.

Review of controls must be ongoing. However, additional reviews are required when:

  • an incident or near miss is reported
  • a new potential risk is identified (for example, through a report on eduSafe Plus).

5. Incident reporting

5. Incident reporting

The principal and/or their delegate must ensure all hazards, incidents and injuries are reported on eduSafe PlusExternal Link (staff login required) as per the Reporting and Managing School Incidents (including emergencies) policy.


6. Mental health and wellbeing resources

6. Mental health and wellbeing resources

The department is committed to the positive mental health and wellbeing (MHW) of our employees, and currently offer a range of mental health and wellbeing supports and resources. These include but are not limited to the provision of regular MHW webinars as well as access to:

Further resources are available on the Resources tab.


7. Legislation, codes of practice, standards and guidance


Resources

Resources

DE resources and services

External wellbeing support services

1800 RESPECTExternal Link phone: 1800 737 732
24-hour sexual assault and domestic violence support

13 YARNExternal Link phone: 13 92 76
24-hour Aboriginal and Torres Strait Islander crisis support

Beyond BlueExternal Link phone: 1300 22 4636
24-hour mental health support

LifelineExternal Link phone: 13 11 14
24-hour crisis support and suicide prevention

QlifeExternal Link phone: 1800 184 527
For LGBTIQA+ peer support

Supporting student mental health

Schools’ mental health fund and menu

The Victorian Government has invested $217.8 million over 4 years to support student mental health and wellbeing, including $200 million over 4 years and $86.9 million ongoing to create a Schools Mental Health Fund (the Fund). Underpinning the Fund is the evidence-based Menu (the Menu).

Further information about the Fund and Menu is available at Mental Health Fund and Menu.

A Quick guide to student mental health and wellbeing resources (PDF)External Link is available for schools, students, parents and carers looking to access expert guidance and resources to support wellbeing. The guide includes resources for schools to promote student mental health and wellbeing, provide early support and refer students to the right services, a range of resources. The guide also provides supports for students to help them look after their own health and wellbeing and supports for parents and carers to help them support and build their child’s physical and mental health wellbeing.

Staff who would like information and resources on how to support student mental health can visit the department’s Mental Health ToolkitExternal Link .

Also refer to the Mental Health in Schools page on PAL for more information on the role of schools in promoting the mental health and wellbeing of students.

Mental Health and Wellbeing Guide

The Mental Health and Wellbeing Guide (DOCX)External Link provides further guidance that outlines the occupational health and safety requirements for the management of mental health and wellbeing risks and supports the mental health procedure.

Mental Health and Wellbeing Charter resources

The Mental Health and Wellbeing CharterExternal Link demonstrates the Victorian Government’s commitment to having an engaged public sector workforce that is physically and mentally safe and healthy.

Other health, safety and wellbeing resources relevant to this policy and procedure

The Occupational Health and Safety Risk RegisterExternal Link and Risk Assessment TemplateExternal Link are also available to help you to identify, control and record occupational health and safety risks within your workplace. For support in conducting a risk assessment, contact the OHS Advisory Service on 1300 074 715 or email safety@education.vic.gov.au


Reviewed 15 November 2023