Occupational Health, Safety and Wellbeing Management in Schools

Policy

This topic aims to provide a clear overview of policies, procedures and guidance materials available to support schools to manage the health, safety and wellbeing of staff, contractors, volunteers and visitors in schools. Together these policies, procedures and guidance materials constitute the department’s occupational health and safety management system.

Summary

• Schools are required to implement the department’s management system for occupational health, safety and wellbeing (the OHS management system).
• The Guidance tab contains information about expert support to help schools implement the OHS management system (including school-based health and safety representatives) and procedures for reporting and managing incidents, hazards and near-misses.
• Schools can refer to the Resources tab for further news, alerts and events for health, safety and wellbeing.

Details

The OHS management system is a set of policies, procedures and guidance materials that support schools to manage their health and safety obligations and maintain a safe and healthy working environment.

Schools are required to implement the OHS management system, which includes 4 key sections:

1. Building and maintaining a health, safety and wellbeing culture
2. Managing hazards
3. Managing incidents and emergencies
4. Review and ongoing improvement

At the centre of these sections is the Health, Safety and Wellbeing Policy, which is the department’s overarching leadership commitment to support, promote and protect the health, safety and wellbeing of all employees, visitors, volunteers and contractors.

The diagram below represents the 4 sections and their connection to the department’s health, safety and wellbeing policy.

These sections each contain a set of policies, procedures and guidance that schools are required to follow in order to effectively manage occupational health, safety and wellbeing. For more information on the topics that fall within them, click on the headings below.

Note: schools can also access an A to Z list of all occupational health, safety and wellbeing policies and procedures included in the system if preferred.

Implementing and embedding the management system

Implementing the OHS management system within schools is important to:

• provide a safe and healthy workplace
• prevent or reduce the incidence of illness and injury to employees, volunteers, visitors and contractors
• identify workplace hazards, assess and control risks
• ensure principals, delegates, employees and their representatives work together on health and safety matters
• provide information and training for employees at all levels so they can work safely measure and continuously improve the way health, safety and wellbeing is managed.

eduSafe Plus

eduSafe Plus is the online portal for reporting and managing occupational health, safety and wellbeing. eduSafe Plus allows the management of all incidents, hazards and sick bay/first aid activity and OHS Assurance Program actions. Reporting on eduSafe Plus also supports the department to track health, safety and wellbeing trends across the system, and allows the department, as an employer, to provide further supports and guidance around emerging issues.

To learn more about how this system supports your school, refer to the eduSafe Plus – report and manage incidents, hazards and near misses chapter.

OHS Assurance Program

The OHS Assurance Program provides proactive support to confirm schools are implementing the system to manage health, safety and wellbeing. Refer to the Reviewing health and safety processes – OHS Assurance Program below for more information.

Department strategies and frameworks

• The Safe and Well in Education Strategy (PDF) outlines a 5-year roadmap for the department to systematically enhance and support health, safety and wellbeing outcomes for all of its employees. This includes new intensive supports for schools to manage OHS and workers compensation.
• The Safe and Well in Education Framework (PDF) works in conjunction with the strategy to assist everyone at the department understand their health, safety and wellbeing accountabilities and responsibilities, and the supports available to acquit those, to ultimately improve the performance of Victorian government schools.

Reviewing health and safety processes – OHS Assurance Program

The OHS Assurance Program provides proactive support to confirm schools are implementing the OHS management system to manage health, safety and wellbeing, consistent with the Occupational Health and Safety Act 2004 (Vic). It is a supportive assessment of each school’s safety management practices.

The program enables schools to:

• manage key occupational health, safety and wellbeing matters
• review current safety systems of work
• identify opportunities to improve safety management
• verify that they are providing healthy and safe workplaces.

Information on the OHS Assurance Program, including the OHS Assurance Program school assessment guide and fact sheet is available at: Audits, Reviews and Assurance Programs in Schools.

Definitions

For the full list of health and safety terms and definitions refer to: Defined health and safety terms in the Guidance tab.

Relevant legislation

• Occupational Health and Safety Act 2004 (Vic)
• Occupational Health and Safety Regulations 2017 (Vic)
• Compliance codes as set out by WorkSafe Victoria
• Further information on the Occupational health and safety laws and regulations are available on the WorkSafe website

Guidance

This guidance outlines the various supports and schemes in place to support the implementation of the department’s OHS Management System. It covers:

1. eduSafe Plus – report and manage incidents, hazards and near misses
2. Information for school health and safety representatives
3. Workers’ Compensation and Return to Work
4. COVID-19 employee health, safety and wellbeing supports for schools
5. Useful contacts (including for emergencies)
6. Employee Wellbeing Support Services
7. Further expert health, safety and wellbeing supports
8. Defined health and safety terms

1. eduSafe Plus – report and manage incidents, hazards and near misses

The department is currently onboarding all schools, through a phased roll out, to the enhanced eduSafe Plus system. This upgrade includes OHS management and workers’ compensation management functionality. If you would like your school to be prioritised in the move to the enhanced system, contact edusafe.plus@education.vic.gov.au

For support with eduSafe Plus, contact OHS support officers or the OHS Advisory Service (contact details available on the Resources tab).

The role of eduSafe Plus

eduSafe Plus is the online portal for managing occupational health, safety and wellbeing. eduSafe Plus allows the management of all incidents, hazards and sick bay/first aid activity and assurance actions.

School staff have a responsibility to report injuries, incidents, near-misses or hazards on eduSafe Plus (staff login required).

Reporting hazards, incidents and near misses supports schools and the department to:

• effectively assess and control risks to prevent workplace injury
• ensure injury does not reoccur
• ensure support is provided to injured and recovering staff members.

Reporting is everyone’s responsibility.

Once a hazard, near miss or incident has been reported in eduSafe Plus, the Asset Information Management System (AIMS) can be used to create work orders to respond to any maintenance/facilities needs, including repairs and actions to reduce the likelihood of an incident occurring.

More information about the AIMS program and key contacts can be found on the AIMS Advice page and the AIMS Knowledge Centre (staff login required) which is a central repository of practical information to help schools use AIMS.

Promoting a culture of reporting

The department strives for a workplace culture where all staff are willing to report hazards, near misses and incidents honestly, openly and without fear.

Information from these reports supports the department and school leaders to better understand where things are going wrong and where changes are required in their workplace, all contributing to a continuous improvement culture. This information assists in planning and monitoring safety within the school. To promote the importance of reporting all hazards, incidents and near misses throughout all department workplaces, schools must display the eduSafe Plus poster (PDF) on OHS noticeboards throughout their workplace. All principals must encourage and support their staff to make eduSafe Plus reports.

Some people may also need further support when reporting. For further information on ongoing support and recovery in response to the reporting of an incident, refer to the Stage 3 – ongoing support and recovery chapter of the Managing and Reporting School Incidents (Including Emergencies) Policy.

What to report in eduSafe Plus

The following events must be reported on eduSafe Plus:

• workplace hazards
• employee incidents, including injuries and near misses
• student, security or infrastructure related incidents (excluding high and extreme severity incidents which are to be reported to the Incident Support and Operations Centre (ISOC))
• the issuing of a school community safety order.

The following events can be reported on eduSafe Plus:

• sick bay, first aid and any provision of care to students or staff (if not using eduSafe Plus, schools must continue to document care provided/sickbay attendance through CASES21, or third-party platforms linked to CASES21 in accordance with the relevant guidance – additional support is available via the Service Desk and the First Aid for Students and Staff Policy).

Workplace hazards and employee incidents, injuries and near misses

All staff are responsible for reporting workplace hazards, incidents, injuries and near misses as soon as possible through eduSafe Plus. Refer to Defined health and safety terms for a definition of ‘hazard’, ‘incident’, ‘injury’ and ‘near miss’.

eduSafe Plus allows all department staff to report incidents and hazards themselves, or on behalf of other employees, contractors, visitors and volunteers. When lodged, these reports go to the staff member’s line manager for appropriate action. Staff can also choose an alternative manager (for example, regional director) to be the incident review manager if they do not wish for the report to go directly to their line manager. An example of when this may need to happen is if the incident involves the direct line manager. Directions for this can be found on the eduSafe Plus reporting form.

School staff, visitors, volunteers and contractors who are unable to access eduSafe Plus should fill out the relevant forms below and provide to the principal, manager or business manager (who will then enter these in eduSafe Plus):

• eduSafe Plus incident notification template (DOCX)
• eduSafe Plus hazard notification template (DOCX)

It’s important that when made aware of a workplace hazard, incident, injury or near miss, workplace managers, principals and/or their delegates communicate with the affected staff. Communicating safety measures put in place to minimise further harm or injury is paramount. Staff need to feel supported, and open, transparent communication can help. Communication records must be stored on eduSafe Plus in the event record.

Student, security or infrastructure related incidents

Principals and their delegates must use eduSafe Plus to report student, security, and infrastructure related incidents, excluding high and extreme severity incidents. High and extreme severity incidents must be reported to ISOC for immediate advice and co-ordination of support. ISOC will then report the incident on eduSafe Plus on the school’s behalf. Schools no longer need to contact ISOC for low and medium severity incidents. Self-reporting on eduSafe Plus will send ISOC incident notification emails to appropriate area, regional and central contacts.

Schools must follow the department’s Managing and Reporting School Incidents (Including Emergencies) Policy when managing school incidents.

If you require advice or support reporting student, security or infrastructure related incidents, contact ISOC on 1800 126 126.

The Victorian School Building Authority (VSBA) Make-Safe Program assists schools that have sustained damage through an incident or event, where that damage presents an immediate health and safety concern for students, staff and/or the community. For more information, refer to the Make-Safe Guidelines.

Issuing a school community safety order

Only authorised persons can report when a school community safety order has been issued through eduSafe Plus. Refer to the School Community Safety Orders Policy and Procedure for a definition of authorised persons and further information on the reporting procedure.

Authorised persons who are unable to access eduSafe Plus to report an issued school community safety order should fill out the relevant forms below:

• eduSafe Plus school community safety order – immediate order template (DOCX)
• eduSafe Plus school community safety order – ongoing order template (DOCX)

Completed forms should be provided to the Legal Division by emailing legal.services@education.vic.gov.au

Sick bay, first aid and any provision of care to students and staff

Schools must follow the department’s First Aid for Students and Staff Policy when reporting the provision of care resulting from a student or staff incident, injury or illness, including the administration of first aid. Refer to Recording the provision of care resulting from a student or staff incident, injury or illness, including the administration of first aid for more information.

If not using eduSafe Plus, schools must continue to document care provided/sickbay attendance through CASES21 or third-party platforms linked to CASES21 in accordance with the relevant guidance.

Workers’ compensation and return to work

The Workers’ Compensation digital system within eduSafe Plus is going live in early 2023. This will enable schools to complete all related processes online saving time and paperwork.

Refer to Workers’ compensation and return to work for further information.

eduSafe Plus Knowledge Base

The eduSafe Plus Knowledge Base (staff login required) contains a range of useful reference guides, and answers to frequently asked questions about the system.

Reference guides walk you through all the key processes within eduSafe Plus, including how to write reports, critical incident categories through to how to add delegates in eduSafe Plus. The knowledge base has a keyword search function and is updated regularly with new content.

Principals, managers and staff should familiarise themselves with the resources available on the eduSafe Plus Knowledge Base.

eduSafe Plus training webinars are also available for all staff to book into via LearnED (staff login required).

This webinar runs through the eduSafe Plus platform for reporting incidents, hazards and sick bay. The first 30 minutes of the session is relevant for all staff. The remainder of the session is for principals and management delegates.

2. Information for school health and safety representatives

A health and safety representative (HSR) is an employee who has been elected by the members of their designated work group (DWG) (for example, a school) to represent them, providing a way for their views and concerns about health and safety to be heard by their employer.

A deputy health and safety representative (DHSR) can be elected to support the HSR carry out their functions. The DHSR can also perform the role of HSR if the primary HSR leaves the workplace, or is unable to perform their functions and powers.

HSRs and DHSRs are a valuable addition to school safety and the consultation process. Aiding as a communication link between employees and principals, they serve to raise health and safety issues and collaborate on finding resolutions. The Occupational Health and Safety Act 2004 (Vic) enables HSRs to raise issues to management that require resolution and provides them with a mechanism to take unresolved issues further, if necessary.

HSRs are not a mandatory role but are encouraged as they strengthen employee engagement and representation. HSRs are an elected and voluntary role. They are a representative of school staff and not a principal’s delegate. HSRs can make a real difference in achieving better health and safety outcomes.

The following links provide useful information for HSRs elected in schools, or for school leadership interested in running an election process.

Role and powers of health and safety representatives in schools

WorkSafe Victoria provides the following guidance:

• The importance of health and safety representatives in the workplace
• Information about the powers of health and safety representatives

Processes

WorkSafe Victoria provides the following guidance:

• Electing health and safety representatives
• Provisional improvement notices and direction to cease work
• Health and safety committees and establishing/negotiating designated work groups
• Consultation basics
• Resolution of health and safety issues
• WorkSafe Victoria Inspectors: How inspectors support and enforce health and safety at work

The department’s OHS Consultation and Communication Policy provides further advice on:

• HSR elections
• the protections of HSRs
• school issue resolution processes
• establishing effective communication forums
• school requirements for consulting with HSRs.

Workplace safety inspections

When requested, HSRs must also be provided the opportunity to participate in school workplace inspections (refer to Workplace Safety Inspections Policy on PAL). These inspections can take various forms, including:

• regular inspections of the workplace
• regular inspections of particular activities or processes
• specific inspections arising from complaints or concerns by members of the DWG
• inspections before and following substantial change to the workplace
• investigations after an incident, injury or near miss
• inspections conducted by a WorkSafe Inspector.

A HSR may choose to conduct inspections on their own, or jointly, with a management representative. During the inspection, the HSR is entitled to discuss health and safety issues with the employees in their DWG.

Training and refresher courses

It is not compulsory for HSRs to have undertaken specific training, but all HSRs are encouraged to undertake training to gain appropriate knowledge and skills to effectively fulfill the HSR role.

WorkSafe Victoria provide an overview of the training HSRs are entitled to and approved training providers.

Further support

WorkSafe Victoria provides a HSR newsletter which anyone can sign up to receive.

To assist HSRs in their role, WorkSafe Victoria has Health and Safety Representative Support Officers (HSROs) who can provide advice and assistance to HSRs by:

• clarifying the interpretation and use of Part 7 (Representation of Employees) of the Occupational Health and Safety Act 2004 (Vic)
• meeting with HSRs onsite or offsite
• accompanying an inspector (where appropriate)
• helping employers to understand their obligations to HSRs.

For further information on the consultation and communication processes and requirements at department workplaces, refer to the OHS Consultation and Communication Policy.

3. Workers’ compensation and return to work

The workers’ compensation module within eduSafe Plus is going live in early 2023. This will enable schools to complete all related processes online saving time and paperwork.

For many people, being at work isn't just a job; it's also about being part of a team or achieving a sense of satisfaction through the work that they do. Being away from work due to injury or a work-related illness can be disruptive and even distressing.

The department is committed to safely helping injured employees get back to work. There is a mutual obligation between an employee and their manager to discuss business continuity and return to work planning immediately after an injury. This can provide peace of mind that a plan is in place.

All information regarding the workers’ compensation process and supporting injured workers to return to work can be found on the Workers’ Compensation Policy.

You can also talk to your return to work coordinator for support. These coordinators can be accessed through the Workers' Compensation Advisory Line on 03 9637 2441.

For more information, refer to: Return to Work Coordinator Portal (staff login required).

4. COVID-19 employee health, safety and wellbeing supports for schools

The latest COVID-19 advice for schools is available at: COVID-19 advice for schools.

COVID-19 Safety Management Plan (COVIDSafe Plan)

The COVID-19 Safety Management Plan (DOCX) (COVIDSafe Plan) applies to all schools and outlines the key OHS risks and links to the latest guidance. All schools must have a copy of this plan available at their school. This document in conjunction with the COVID-19 – School Operations Advice sets out the approach for managing safety risks in schools in accordance with the minimum requirements for the COVIDSafe Plans.

The department’s OHS Advisory Service (safety@education.vic.gov.au) or local Regional OHS support officers can assist in tailoring the plan to individual school needs. Principals must consult with their staff through local health and safety representatives (HSRs) and health and safety committees (if applicable) or via staff meetings to implement the health and safety guidance to the extent reasonably practicable, and escalate unresolved issues via eduSafe Plus (staff login required), which is being proactively monitored by the department to provide support.

Managing the risk of COVID-19 in schools

Schools should continue to follow the advice outlined in the COVID-19 – School Operations Advice for managing the risk of COVID-19. Further guidance on providing a safe space for isolating unwell staff or students (staff login required) is available on the department’s intranet.

COVID-19 infection prevention and control training and information

Department staff working on-site in schools are encouraged to familiarise themselves with official Department of Health advice to reduce the spread of the virus and protect the community.

COVIDSafe Assurance Program for Schools

The COVIDSafe Assurance Program for Schools provides COVID-19 support and monitoring to schools through risk based or reactive support that is available for all schools. The program involves trained OHS Support Officers providing remote or on-site support to any schools that are identified as needing support, or in response to requests for support to implement the COVIDSafe controls.

Schools can contact the department’s OHS Advisory Service (safety@education.vic.gov.au) or local Regional OHS support officers for onsite or remote support on COVIDSafe Assurance Program.

Other information and useful sources

• Employee Health, Safety and Wellbeing services for all staff (staff login required)
• Principal health and wellbeing services are available to support leaders of the school community
• If there are issues that require escalation for support (such as issues in implementing the guidance), schools should contact the OHS Advisory Service on 1300 074 715

5. Useful contacts (including for emergencies)

Emergency OHS contacts

If someone is seriously injured or in need of urgent medical help, their life or property is being threatened or they have just witnessed a serious accident or crime, call 000 immediately.

Give emergency services precise details about your location. Ensure emergency services vehicles can access the property if required.

Use your team's OHS notice board (located in communal areas in your workplace) or the department's Incident Support and Operations Centre (ISOC) as your primary source of information in an emergency.

• For routine security issues: including access inquiries, contact the Security Unit on SSU@education.vic.gov.au
• For non-routine security issues: including security threats and bomb threats, contact ISOC on 1800 126 126.

The Employee Wellbeing Support Services (EWSS) is available for all staff affected by an incident. This service is confidential and professional, available to all staff and their family members.

Follow the Managing and Reporting School Incidents (Including Emergencies) Policy for further information.

Facilities contacts

Make-safe Program

The department engages service providers to respond to incidents or events, including those that involve hazardous building materials. The Make-safe Program operates 24 hours a day, 7 days a week. For more information, refer to the Make-safe Guidelines or contact: 1300 133 468.

Essential safety measures

Essential safety measures (ESM) are the fire, life safety and health items installed or constructed in a building. These safety measures elements are required to be routinely inspected, tested and maintained in accordance with the Australian Standards to ensure adequate levels of safety and protection over the life of the building.

The Essential Safety Measures team can provide technical advice around ESM compliance. For more information, refer to the Essential safety measures guidance, or contact 03 7022 0075 or essential.safety.measures@education.vic.gov.au

School Cleaning Unit

The school cleaning unit assists schools in ensuring they have appropriate arrangements in place to clean the school.

For more information, refer to the Cleaning Policy, or contact 03 7022 2730 or cleaning@education.vic.gov.au

School maintenance plans

All schools are required to develop and maintain a 5-year School Maintenance Plan to help budget, schedule and manage the maintenance of their buildings and grounds.

The School Maintenance Plan supports schools to address maintenance issues identified through the Rolling Facilities Evaluation, which gives schools comprehensive information about the condition of their assets. For more information, refer to the School Maintenance Plans and Rolling Facilities Evaluations Policy, contact 03 7022 2212 or maintenance.plan@education.vic.gov.au

Annual contracts

The Annual Contracts team supports schools to manage and deliver technical aspects of compliance tasks funded through the student resource package (SRP) funding, including gas appliances, air conditioning, termite inspections, and hygiene (sanitary and nappy) exchange.

Contact 03 7022 5800 or vsba.annual.contracts@education.vic.gov.au

Asset Information Management System Knowledge Centre

The Asset Information Management System (AIMS) Knowledge Centre is a central place for Quick Reference Guides, digital learning, and useful links to resources. It will help you find answers to common queries enabling you to navigate AIMS more easily. The knowledge articles will help you improve your understanding of AIMS and asset management.

Refer to the Asset Information Management System Advice for more information.

OHS Advisory Service (Mercer Marsh Benefits Pty Ltd)

The Occupational Health and Safety (OHS) Advisory Service provides practical advice and support to schools to manage occupational health, safety and wellbeing. Support includes, but is not limited to, implementation of the latest OHS guidance, assistance with updating school OHS documentation, and reporting or closing hazards or incidents in eduSafe Plus (staff login required), through over the phone support, site visits or tailored expert advice.

This team can work with a range of school staff, including principals, assistant principals, business managers, leading teachers, and facilities staff, to better understand your school’s environment and safety risks.

Telephone: 1300 074 715
E-mail: safety@education.vic.gov.au

Statewide OHS Services Team

The Statewide OHS Services Team, located across all Victorian regions, provides schools with practical advice and hands-on OHS support to schools, including support with WorkSafe interactions.

The OHS Services Team provides schools with regular, consistent and practical support with completing OHS and emergency management (EM) tasks. They work closely with other support services available to schools and liaise with regional and central teams/divisions to provide coordinated school support.

The Statewide OHS Services Team is part of the Employee Safety, Wellbeing and Inclusion Division, with 4 regionally based teams located in North Eastern, North Western, South Eastern and South Western regions. Each team has a regionally-located manager leading a team of OHS Service Officers responsible for providing OHS and EM tasks.

OHS Service Officers can work with a range of school staff, including principals, assistant principals, business managers, leading teachers, and facilities staff, to better understand your school’s environment and safety risks and to ensure school staff feel more confident about managing health and safety in their school.

Regional OHS Services contacts

North Eastern Victoria region

Ian Matthews, NEVR OHS Services Manager
Telephone: 03 9057 4430 (landline) and 0419 754 945 (mobile)
Email: Ian.Matthews@education.vic.gov.au or NEVR.OHS@education.vic.gov.au

North Western Victoria region

Peter Thlimenos, NWVR OHS Services Manager
Telephone: 03 7022 2794 (landline) and 0438 599 018 (mobile)
Email: Peter.Thlimenos@education.vic.gov.au or NWVR.OHS@education.vic.gov.au

South Eastern Victoria region

Brendan Henderson, SEVR OHS Services Manager
Telephone: 03 7022 0706 (landline) and 0437 110 278 (mobile)
Email: Brendan.Henderson@education.vic.gov.au or SEVR.OHS@education.vic.gov.au

South Western Victoria region

Nicole Selig, SWVR OHS Services Manager
Telephone: 03 9057 4419 (landline) and 0436 438 841 (mobile)
Email: Nicole.Selig@education.vic.gov.au or SWVR.OHS@education.vic.gov.au

Return to work and compensation contacts

Return to Work and Compensation team

The department’s Return to Work and Compensation team provides support and advice to managers and return to work coordinators of workers’ compensation claims. This can include:

• advice on claim lodgement, the liability process and ongoing claim management
• advice on workers’ compensation legislation and employer obligations
• advice on return to work (RTW) strategies, including the provision of the department’s funding support for RTW programs
• advice and support in conciliation and dispute resolution.

Telephone: 03 7022 0780

South West Victoria Region: workers.compensation.swvr@education.vic.gov.au
South East Victoria Region: workers.compensation.sevr@education.vic.gov.au
North East Victoria Region: workers.compensation.nevr@education.vic.gov.au
North West Victoria Region: workers.compensation.nwvr@education.vic.gov.au
Workers' Compensation Corporate: workers.compensation.corporate@education.vic.gov.au

Gallagher Bassett – workers' compensation agent

The department’s workers' compensation agent, Gallagher Bassett, manage claims in accordance with the obligations of the Workplace Injury Rehabilitation and Compensation Act 2013 (Vic). The agent can provide guidance and support in managing the workers recovery at work or planning for a return to work. Their role includes:

• claims management
• claims administration
• liability determination
• injury management advice.

Telephone: 1300 975 609 or 03 9297 9100

For the submission of all new department claims email: educlaims@gbtpa.com.au

Each region has a dedicated email address for all other claim related correspondence:

• South Western Victoria Region – educlaimsSWVR@gbtpa.com.au
• South Eastern Victoria Region – educlaimsSEVR@gbtpa.com.au
• North Western Victoria Region – educlaimsNWVR@gbtpa.com.au
• North Eastern Victoria Region – educlaimsNEVR@gbtpa.com.au
• Corporate (VPS employees) – educlaimscorporate@gbtpa.com.au

Workforce Diversity and Inclusion team

Employees and managers/principals with queries about respectful and inclusive workplaces can access expert advice from the department’s Workforce Diversity and Inclusion team. They can provide help with:

• aboriginal employment
• celebrating observance days and events
• disability employment
• disability and workplace reasonable adjustments
• diversity and inclusion training
• equal opportunity and anti-discrimination
• gender affirmation
• gender equality
• implementing initiatives that contribute to an inclusive workplace culture
• inclusive recruitment
• sexual harassment prevention
• staff networks.

For assistance email: diversity@education.vic.gov.au

WorkSafe Victoria

WorkSafe is contactable 24 hours a day, 7 days a week, to report an emergency or an incident, or to speak to a health and safety advisor.

To report emergencies call: 13 23 60

Telephone (head office): 03 9641 1555
Speak to an advisor (toll free): 1800 136 089
Fax: 03 9641 1222
WorkSafe website

If your school needs help with a WorkSafe visit or interaction, contact the OHS Services Team in your region.

To make an Employee Wellbeing Support Services appointment, call 1300 291 071 or book online via the Converge International portal entering the organisational code mywellbeing.

6. Employee Wellbeing Support Services

Employee Wellbeing Support Services provides free and confidential advice to proactively support Victorian government school staff wellbeing. Converge International is the department’s external provider of Employee Wellbeing Support Services.

Employee Wellbeing Support Services offerings

Eligible individuals can arrange to speak with a practitioner over the phone, via video, or in person (subject to availability) for the following services:

• Employee Assist provides support and counselling for various personal and work-related issues.
• Manager Assist provides dedicated coaching support to people managers. Principal-class employees, business managers and other school leaders are encouraged to use Manager Assist for coaching and advice on staff wellbeing matters, having difficult conversations, leading through change, developing leadership competencies and any other people management matters.
• Career Assist provides career development advice, interview skills support and vocational counselling.
• Nutrition & Lifestyle Assist provides specialist advice on nutrition, sleep, mindfulness, addictive behaviours and positive lifestyle changes.
• Conflict Assist provides strategies, tools and coaching to deal with difficult workplace and personal situations. This is not a replacement for the conflict resolution support service available to staff currently.
• Money Assist provides money management coaching to help staff address their financial wellbeing.
• Legal Assist provides confidential legal advice for personal and non-work-related issues in the following areas of law: personal family law, wills/probate, tenancy/renting, real estate and consumer disputes. Please refer to Legal Assist frequently asked questions (DOCX) for further information on the service.
• Family Assist provides counselling for eligible school staff and their immediate family members (aged 18 and over) needing support with personal concerns. Short-term counselling for small family groups (aged 18 and over) or couples is also available.

Booking an Employee Wellbeing Support Services appointment

To make an appointment, call 1300 291 071 or book online via the Converge International portal entering the organisational code mywellbeing.

Staff may also book their appointment through the Converge mobile phone app for most services. For more information on how to download, refer to the mobile app flyer:

• Converge app flyer (DOCX)
• Converge app flyer (PDF)

Money Assist and some Nutrition and Lifestyle Assist appointment types are not currently available to book via the Converge mobile phone app or online booking portal. Please call 1300 291 071 to book into these types of services.

Services are confidential. The department does not receive, collect, or share information that identifies school staff who use the services.

Specialist helplines

There are 6 dedicated specialist helplines for eligible individuals who identify or are:

• Aboriginal and Torres Strait Islander: 1300 287 432
• LGBTIQA+: 1300 542 874
• experiencing domestic and or family violence: 1300 338 465
• caring for elderly loved ones: 1300 035 337
• living with disability, or caring for a person with disability: 1300 243 543
• seeking spiritual and pastoral care: 1300 772 435

Subject to availability, specialist support may include practitioners with lived experience or who are trained to respond to the needs of staff and their families who identify themselves as above, including cultural safety and the use of inclusive language.

Specialist helplines can be accessed through telephone, Converge live chat function or email: customerservice@convergeintl.com.au. Specialist helplines are not available to book via the Converge mobile phone app or online booking portal.

Eligible school staff can also access specialist helplines via the main service phone line at 1300 291 071. Simply let the Converge intake officer know which specialist helpline is desired.

Crisis support (emergency counselling)

Crisis support (emergency counselling) is available 24 hours a day, 7 days per week via telephone. Eligible individuals who are in distress or require urgent crisis counselling please call Converge International on 1300 291 071 – and press 2. A client support officer will attend to the call immediately.

Converge may also need to escalate to external emergency services if they are concerned for the caller or someone else’s safety.

Counsellors providing crisis support have specialist training in psychological risk assessment.

Service eligibility

Individuals eligible to access the department’s Employee Wellbeing Support Services include:

• employees directly employed by the department, including school and teaching service staff
• school council employees, including casual relief teachers employed directly by the school council
• elected school council members, excluding student members
• all personnel provided under the Technical Support to Schools Program
• pre-service teachers currently on a placement in a Victorian government school
• immediate family members (aged 18 years and older) of eligible department staff. Family members can access the Family Assist stream only.

Note that staff who leave the department can access the Employee Wellbeing Support Services for up to 3 months after their employment ends.

With the exception of support provided after a critical incident, the following are NOT eligible to access the services:

• external contractors, even if engaged by a Victorian government school, including casual relief teachers engaged through a private agency, allied health professionals engaged privately or through agencies other than the department, and so on
• students, parents/carers of students, or members of the school community not mentioned above
• staff of privately-run early childhood education centres or kindergartens
• volunteers or volunteer student workers.

Practitioner qualifications

The services are provided by experienced practitioners with recognised formal qualifications specific to the service component being offered. Degrees in Psychology, Social Work, Occupational Therapy (Mental Health), or Mental Health Nursing or a related field are mandatory for all counselling staff, as well as relevant professional affiliation or membership.

Managing Employee Wellbeing Support Services appointments

Number of support service sessions each year

Across all support service streams, eligible individuals have access to up to 4 sessions per issue per year except for:

• Legal Assist which offers 2 sessions per issue per year
• Manager Assist which provides unlimited sessions to people managers.

Cancelling Employee Wellbeing Support Services up to 24 hours in advance

If an individual needs to cancel or reschedule their confirmed Employee Wellbeing Support Services appointment booking, they will need to do so by providing at least 24 hours' notice to Converge International. If a session is cancelled within 24 hours or there is a no-show the department will be charged for the session and the session will be deducted from the individual’s session entitlement.

The department recognises that schools are fast-paced, agile environments. While schools will not be liable for the cost of no-shows or appointments cancelled with less than 24 hours’ notice, it is important that all efforts are made to avoid the department paying for services that won’t be delivered wherever possible. Individuals can cancel or reschedule appointments by calling 1300 291 071 or by logging onto the online portal at least 24 hours prior to their confirmed booking.

Modes of access to Employee Wellbeing Support Services

An appointment with a practitioner can be arranged via phone or video conference.

Face-to-face appointments are also available for some services. Call Converge International on 1300 291 071 to check availability in the requested area.

Hours and availability

Appointments are available via telephone or online between the hours of 8 am to 9 pm Monday to Friday and face to face between 9 am to 5 pm Monday to Friday.

Urgent crisis phone support is available 24/7 by calling 1300 291 071 and selecting option 2.

Access during work hours

Accessing support for mental health and wellbeing enables school staff to be their best for their students, the people they work with, and their family and friends. If school staff are uncertain about whether they can schedule an appointment during their usual work hours, employees should speak with their principal or line manager.

What to do if there are no available appointments online or in the app

If there is not an available appointment which suits, the fastest way to check if there may be more bookings available is to call Converge on 1300 291 071.

Alternatively, contact Converge advising of your preferred date and time, via the following communication methods:

• use the live chat functionality on the Converge International website to organise a call back
• email customerservice@convergeintl.com.au

Face-to-face appointment availability

Converge International will aim to accommodate in-person sessions near an individual’s workplace, including in regional centres across Victoria. Unfortunately, there may be times where a practitioner is not available near the requested location.

Mobility access needs for a face-to-face appointment

Converge International will aim to accommodate any mobility requirements to ensure individuals can access a face-to-face appointment safely and comfortably. This can include any parking, ramp, restroom, or entrance requirements. For any questions about accessibility at the chosen location, call Converge International on 1300 291 071.

Data collection, privacy and complaints

Converge International requests personal information from its users for clinical and safety reasons, such as home address and date of birth. More information can be obtained by viewing the privacy policy on the Converge International website.

Services are confidential. The department does not receive, collect, or share information that identifies school staff who use the services.

How to make a complaint about the Employee Wellbeing Support Service to Converge International

To make a complaint directly to Converge International please complete the Converge International – Complaint Submission Form.

How to make a complaint about the Employee Wellbeing Support Services to the department

The department can also assist in following up complaints to Converge International. To alert the department of a complaint that requires following up, please be aware personal details and details of the complaint will need to be shared with the department’s Employee Safety, Wellbeing and Inclusion Division. To contact the team for assistance with following up a complaint please email employeehealth@education.vic.gov.au

For further information please refer to Data collection, privacy and complaints (DOCX).

Resources to promote the Employee Wellbeing Support Services

Schools are encouraged to share and display the following resources regularly to ensure staff are aware of the wellbeing support available to them:

• Watch the Employee Wellbeing Support Services animation video on Vimeo
• Employee Wellbeing Support Services A3 poster – Putting You First (PDF)
• Employee Wellbeing Support Services A3 poster – Services available to staff (PDF)
• Converge app flyer (DOCX)
• Converge app flyer (PDF)

Drop-in online information sessions

The department’s Employee Wellbeing Support Services provider, Converge, will host online service-specific information sessions in Term 4, 2024. These online sessions will focus on the specialist helplines and 3 of the Employee Wellbeing Support Services service streams: Manager Assist, Nutrition and Lifestyle Assist, and Money Assist.

To register, click on your preferred date/topic below. Registrations close 10 minutes before each session.

Manager Assist

Learn how to access leadership coaching and free confidential advice for people management matters.

• Thursday 31 October 2024, 1 pm to 1:30 pm
• Wednesday 6 November 2024, 3:45 pm to 4:15 pm

Specialist helplines

Learn about the 6 dedicated specialist helplines for staff who:

• are Aboriginal and Torres Strait Islander
• identify as LGBTIQA+
• are a person with disability or are a carer for a person with disability
• are experiencing domestic and or family violence
• are requiring support with loved ones entering aged care
• seeking spiritual and pastoral care.

Tuesday 12 November 2024, 3:45 pm to 4:15 pm

Nutrition and Lifestyle Assist

Learn how to access support on nutrition, sleep, mindfulness, addictive behaviours and positive lifestyle changes.

• Thursday 14 November 2024, 9 am to 9:30 am
• Tuesday 19 November 2024, 1 pm to 1:30 pm
• Monday 25 November 2024, 3:45pm to 4:15 pm

Money Assist

Learn how to access money management coaching to support financial wellbeing.

• Thursday 28 November 2024, 9 am to 9:30 am
• Wednesday 4 December 2024, 3:45 pm to 4:15 pm
• Thursday 12 December 2024, 1 pm to 1:30 pm

7. Further expert health, safety and wellbeing supports

Workplace Contact Officer Network

A workplace contact officer is a member of staff who has volunteered to be a point of contact for colleagues experiencing harassment, discrimination, bullying, victimisation or family violence. Any Workplace Contact Officer can be contacted for a confidential discussion, at any time.

For more information or to contact an officer, refer to: Workplace Contact Officer Network.

Health and safety representatives

Health and safety representatives (HSRs) are elected by their co-workers to represent designated workgroups (for example, a school or school campus) about OHS issues, concerns and interests.

HSRs are an important part of the department’s OHS management system. Speak to your school leadership team to find out about HSRs in your schools. For further information, please also refer to the OHS Consultation and Communication Policy or the Information for school health and safety representatives chapter.

Conflict Resolution Support Service

Phone: 1300 687 633
Email: mediation@convergeintl.com.au

Sometimes people experience workplace conflict that becomes difficult to resolve in their usual team setting.

The Conflict Resolution Support Service is available for department employees and managers who need support in addressing workplace conflict. The service provides mediation, case conference and facilitated meetings, conflict coaching and team conflict intervention. This service is provided by Converge International and can be arranged by your principal or manager.

Workplace bullying

Bullying is against the department’s values and may lead to action under the Guidelines for Managing Complaints, Misconduct and Unsatisfactory Performance (Teaching) (Public Service). The department’s leaders at all levels have been explicit that bullying is not tolerated at any level.

Our Workplace Bullying Policy defines bullying as repeated, unreasonable behaviour directed towards or from an employee or group of employees that creates a risk to health, safety and wellbeing. Bullying may be either direct or indirect and can be carried out verbally, physically or in writing via email, social media, instant messaging and text messaging.

Everyone has a role to play in preventing bullying and maintaining respectful spaces where people feel safe and welcome to be at work.

For more information, refer to: Workplace Bullying.

Workers’ Compensation and Returning to Work

For many people, being at work is more than a job; it’s also about being part of a team or achieving a sense of satisfaction through the work that they do. Being away from work due to injury or a work-related illness can be disruptive and even distressing.

The department is committed to safely helping injured employees get back to work. There is a mutual obligation between an employee and their manager to discuss business continuity and return to work planning immediately after an injury. This can provide peace of mind that a plan is in place.

For more information, refer to: Workers' Compensation.

Medical Advisory Service

Advice to principals and managers on the management of staff experiencing health-related issues that impact their employment duties. The service includes referrals for independent medical assessments.

Refer to the Medical Advisory Service page or call 1300 031 057.

Principal Health and Wellbeing

The Principal Health and Wellbeing Strategy aims to promote positive mental and physical health and wellbeing outcomes for all principals across Victoria. We are committed to improving the health and wellbeing of our school leaders in a systemic and sustainable way. Thriving school principals can create a positive environment for teaching and learning where students, teachers and school communities can flourish.

The strategy includes 6 key principal health and wellbeing supports, which now continue to be made available to school leaders as part of the Safe and Well in Education Strategy 2019 to 2024 (PDF).

For more information on all the supports available, refer to: Principal Health and Wellbeing.

Early Intervention program for all specialist school staff

This confidential program aims to provide early professional, personalised support for emerging health and wellbeing risks to prevent them from escalating into more serious health concerns. The program can be used to address work and non-work-related matters (excluding Workers’ Compensation claims).

It offers access to comprehensive professional services, including:

• psychological service sessions (up to 8 sessions per issue)
• physiotherapy (6 sessions per issue)
• dietetics (4 sessions per calendar year)
• exercise physiology tailored to meet individual challenges (6 sessions per issue)
• advice about other services available within the department to improve health and wellbeing.

Specialist school staff who access the program will be assigned a dedicated Care Coordinator with an allied health qualification. They will help specialist school staff identify the appropriate support for their health or wellbeing issue, guide them through the process and assist with referrals and appointments.

When to access the Early Intervention program

Specialist school staff are strongly encouraged to access the Early Intervention program if they:

• sustain a new injury which is impacting on their health and wellbeing
• have a pre-existing injury or health issue that needs to be addressed and managed (excluding Workers’ Compensation claims)
• have been exposed to potentially challenging incidents in their school that are starting to impact personal health and wellbeing
• need support with potential non-work-related challenges that are impacting on their wellbeing
• wish to access a range of treatment services that are tailored to their needs.

How to access the Early Intervention program

Specialist school staff can access the Early Intervention program by contacting Cogent Thinking:

• phone: 1300 090 924
• email: eiprogram@cogentthinking.com.au

Sessions can be delivered face-to-face, either at school or a location near you, over the phone, or by secure video conferencing app.

Eligibility

• Staff working in specialist school settings including education support staff and school council employed casual relief teachers.
• Other staff impacted by student behaviours of concern, sexual harm occurring in their school or by natural disasters and/or other critical incidents may enquire as to eligibility via employee.wellbeing.response.team@education.vic.gov.au
• All principal-class employees can access these services. This includes acting principals, liaison principals and assistant principals, as per the Principal Health and Wellbeing topic.

All services are funded by the department.

For more information about this support, refer to: Early Intervention program (staff login required).

Managing challenging parent/carer behaviour

Support is available to keep staff, students and the school community safe from unacceptable behaviour from parents, carers and other adults.

• The Work-Related Violence in Schools Policy and Procedure includes a specific chapter on managing challenging parent/carer behaviours. This includes guidance to help establish and promote respectful and safe parent and carer behaviour, prevent and de-escalate unacceptable behaviours and access support and services to restore wellbeing after an incident.
• The Respectful Behaviours within the School Community Policy sets out clear guidelines on the expected standards of behaviour for parents, carers and other adults who interact with the school community to reduce the risk and incidence of aggression towards school staff.
• A Government schools communications toolkit (DOCX) helps schools raise awareness of the Respectful Behaviours within the School Community Policy, which includes a poster for staff for display in staff rooms and other areas of the school, a poster for parents in English and 30+ languages, a social media template, draft newsletter content to communicate with the school community (available in multiple languages) and an email template to communicate with staff.
• The Building a positive relationship with your child’s school page on the DE website, provides information to support parents and carers to engage positively with school staff, including appropriate pathways for raising concerns or complaints with schools and more.

Principals and other authorised persons can issue School Community Safety Orders to prohibit or limit harmful, threatening or abusive behaviour from a parent, carer or other adult. More information can be found in the School Community Safety Orders Policy, including specific requirements that must be satisfied before issuing an order.

Workforce diversity and inclusion

The department is committed to providing workplaces that are safe, respectful and inclusive of all staff. We are building a culture that values diversity, promotes inclusion and embraces the unique skills and qualities of all staff.

Refer to Inclusive Workplaces on PAL and the Workforce Diversity and Inclusion collaboration site on eduGate (staff login required) for further information. For further advice and support please contact diversity@education.vic.gov.au

Workplace adjustments

Workplace reasonable adjustments allow a person to perform their job safely and productively in an inclusive and accessible environment. For further information including how to request workplace adjustments, refer to: Disability and Reasonable Adjustment – Employees

Gender affirmation

An inclusive and supportive environment is crucial to a person’s gender affirmation. There is support available to staff wishing to affirm their gender and their colleagues.

A range of training and resources are available to build staff understanding and confidence in using LGBTIQA+ inclusive language and a gender affirmation plan and LGBTIQA+ conversation guide.

For more information refer to the Inclusive Workplaces Guide and the training calendar on the Workforce Diversity and Inclusion collaboration site (staff login required).

Workplace diversity and flexible work arrangements

The department aims for a diverse workforce, employing people from all backgrounds with different experiences. This contributes lived experience to the department’s policies, programs and initiatives so these can better meet the needs of Victorian communities. If you think a flexible work arrangement could support your work and life or family commitments, talk to your manager/principal.

For more information, refer to: Flexible Work for Work-Life Balance.

Staff networks

Forging meaningful connections with your colleagues can help you feel engaged and integral to the organisation and provides a network to support you when challenges arise, and problems need to be solved. Likewise, you can become a key supporter to your colleagues, strengthening the professional bond and sense of trust. Go to Find your network on eduGate (staff login required).

Contact us: diversity@education.vic.gov.au

8. Defined health and safety terms

Resources

Hazard and safety alerts, news and events

Health, safety and wellbeing hazard alerts

The alerts listed on this page provide information on serious incidents or current health or safety issues in schools. They include guidance on appropriate procedures, practices and controls that should be implemented to manage the hazard.

In addition to placing current alerts on this page, the department will communicate any new hazard alert relevant to schools through a School Update article or direct email (if the alert relates to a small number of schools).

If the hazard is applicable to your school, the relevant alert must be printed off and posted on the health and safety notice board and/or in the relevant location or area.

Latest hazard alerts

2024

• Health and safety hazard alert: MetalMaster 416A Treadle Guillotine or similar (DOCX)
• Safety alert for poisonous mushrooms (DOCX)

2023

• Safety alert for poisonous mushrooms (DOCX)

2022

• a space chest press unit alert (DOCX)

2019

• Recall on open flue gas heaters alert (DOCX)
• Isolation and tag out safety alert (DOCX)

2018

• Swooping bird alert (DOCX)

News and updates

• New requirements for plant and equipment incident notification (July 2024) – WorkSafe Victoria
• COVID-19 supports for employee health, safety and wellbeing