Attachment 2

North East Victorian Regional Waste Management Group

HUMAN RESOURCE POLICY AND PROCEDURES

Revision No. 2

Revision Date 1st May 2007

Adoption Date 10th May 2007

Table of contents
1 Introduction 1.1 1.2 1.3 1.4 2 3 Our Vision Our Mission Our Objectives Your role 1 1 1 1 2 2 3 3 3 3 4 6 6 7 7 8 8 8 8 8 9 9 9 9 10 10 10 10 11 12 12

Recruitment and selection Harassment and discrimination 3.1 3.2 3.3 3.4 3.5 3.6 NevRwaste commitment Application of this Policy What is discrimination? What is harassment? Victimisation Complaints Resolution Process

Electronic Mail 4.1 4.2 4.3 Appropriate use of electronic mail Receipt of Messages Record sizes

Internet policy 5.1 5.2 5.3 Introduction Use of the internet Information Gathering

Smoking, drugs and alcohol 6.1 6.2 6.3 Smoke-free workplace Prohibited drugs and alcohol Prescription medication

7 8 9 10 11 12

Use of NevRwaste vehicles First Aid Kit Building Safety and Emergency procedures Conflict of interest and duty Confidential information Outside interests

Introduction The North East Victorian Regional Waste Management Group (NevRwaste) develops and applies regional strategies and initiatives in the context of State policy, through the Growing Victoria Together strategy and more specifically through the States regional waste management framework. That framework, established under the Environment Protection Act 1970, defines the powers, duties and functions under which the three primary players, the Environment Protection Authority, Sustainability Victoria and regional waste management groups, operate. NevRwaste is one of thirteen regional waste management groups in Victoria, that operate in partnership with the EPA, Sustainability Victoria and local authorities to implement state policies and strategies, relating to solid waste management and resource efficiency, in a regional and local setting. In implementing regional strategies, NevRwaste relies on a range of internal and external human resources. This document shall be read in conjunction with the Regional Waste Management Group Agreement 2005 and any revisions subsequent to that agreement.

1.1

Our Vision Our community practicing more efficient use of materials in their lifestyles and activities.

1.2

Our Mission Work with our community to instil a growing awareness, capacity and passion for materials efficiency in their lifestyles and activities.

1.3

Our Objectives Regional waste management planning meeting the needs, expectations, and aspirations of the community Our community having supportive infrastructure and management systems aligned to their needs Our community having extensive knowledge of waste wise practices Members having improved capacity to understand and implement Best Practice in waste management programs and education Effective, well coordinated community participation in waste wise education and infrastructure programs NevRwaste undertaking robust assessment and analysis of waste wise programs NevRwaste facilitating the collection, collation and dissemination of accurate data related to waste management

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1.4

Your role The Group is committed to providing a working environment that recognises that you, as an employee, are vital to the achievement of its objectives. The Group regards its employees as its most vital resource. These Human Resources (HR) Policies and Procedures contain general information describing the Groups policies, our philosophies and work practices. These policies will be implemented with a spirit of goodwill. In some areas it has not been practical to include complex details. If you have any questions about any aspect of the Groups HR Policies and Procedures, please do not hesitate to ask the Chairperson or the Executive Officer (EO). To use these HR policies and procedures effectively you need to be familiar with their contents. Any change to the contents of these HR policies and procedures will be brought to your attention through the regular issuing of updated pages. You should also be aware of the Code of Conduct for the Victorian Public Sector. This document also provides you with information on the Groups policies and procedures in the workplace, and is attached to the Groups Charter of Corporate Governance.

Recruitment and selection The policy and procedures for employee recruitment and selection for the Group are established to facilitate the achievement of our objectives by hiring the best suited applicants for available positions, making the best use of their abilities and providing job satisfaction whilst reinforcing our commitment to Equal Employment Opportunity. To promote Equal Employment Opportunity in recruitment, the best, suitably qualified applicant will be chosen. This means that the best applicant will be chosen regardless of:
race, national/ethnic/social origin sex marital status pregnancy sexual preference parental status or status as a carer disability or impairment religious belief or activity political belief or activity age

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physical features industrial activity irrelevant criminal record irrelevant medical record personal association with someone who has one or more of the above features.

3 3.1

Harassment and discrimination NevRwaste commitment The Group is committed to ensuring that all employees enjoy a workplace that is free from harassment and discrimination because it recognises the detrimental effect and behaviour it can have on the workplace and employees. Our commitment is to create and sustain a work environment, which supports mutual trust and assists individuals to reach their maximum potential. THE GROUP CONSIDERS HARASSMENT AND DISCRIMINATION TO BE A FORM OF UNLAWFUL AND UNACCEPTABLE BEHAVIOUR THAT WILL NOT BE TOLERATED UNDER ANY CIRCUMSTANCES. Individuals found to have breached this policy or found engaging in such conduct will be subject to appropriate disciplinary action, which may include dismissal.

3.2

Application of this Policy This policy applies to everyone who performs work for the Group, including fulltime, part-time and casual employees, temporary workers, contract workers, consultants, job applicants and other NevRwaste workplace participants. This policy applies to all activities during the course of work at NevRwaste, including: work related social activities, work related dealings with the public or customers or work related dealings for the Group outside its premises or outside usual work hours.

3.3

What is discrimination? Discrimination means less favourable treatment on the basis of a persons particular attribute. In determining whether or not a person discriminates, the person's motive or intention is irrelevant. Commonwealth and State law prohibit discrimination on the following grounds :
race, national/ethnic/social origin sex sexual harassment marital status

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pregnancy breastfeeding sexual preference parental status or status as a carer disability or impairment religious belief or activity political belief or activity age physical features industrial activity irrelevant criminal record irrelevant medical record personal association with someone who has one or more of the above features.

This policy recognises, however, that where the discriminatory conduct is based on a persons inability to perform the inherent requirement of his or her job, it may not be unlawful and may be permitted under this policy. 3.4 3.4.1 What is harassment? Sexual harassment Sexual harassment is unlawful under State and Federal legislation. A person sexually harasses another person if he or she:
makes an unwelcome sexual advance or an unwelcome request for sexual favours, to the other person; or engages in any other unwelcome conduct of a sexual nature in relation to the other person

In circumstances in which a reasonable person, having regarding to all the circumstances, would have anticipated that the other person would be offended, humiliated or intimidated. A persons motive or intention is irrelevant to whether their actions constitute sexual harassment. Sexual harassment:
is unwelcome, uninvited conduct which is offensive from the view of the person

harassed, regardless of any "innocent intent" on the part of the offender

can involve any physical, visual, verbal or non verbal conduct of a sexual nature can be experienced by both men and women

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may include conduct which occurs in your workplace or in connection with your work, for example at a work function outside of work hours or at a customers premises can involve a series of incidents or it can be a once-off occurrence.

It is not sexual harassment to develop friendships with other people at work. Mutually acceptable friendships that develop between people who meet at work have nothing to do with sexual harassment. A persons private life is their own business - however, sexual harassment at work is the Groups business. Behaviour that is acceptable privately or socially may be totally inappropriate in a work environment. Examples of sexual harassment Depending on the circumstances, sexual harassment may include:
Electronic mail messages, voice mail messages, screen savers (words and images), offensive telephone calls or faxes, Kris Kringle gifts Down loading or sending offensive material via the Internet Deliberate and unnecessary physical contact, such as patting, pinching, fondling or deliberately brushing against another person, attempts at kissing Constant requests for drinks or dates, especially after prior refusal Requests for sexual favours, gestures or body movements of a sexual or intimidating nature Displays of offensive material, including posters, pictures, calendars, cartoons, graffiti or messages left on boards or desks Remarks about a person's sexual activities or private life Crude comments and suggestions "Humour" such as smutty or sexist jokes or comments Innuendo, including sexually provocative remarks, suggestive or derogative comments about a person's physical appearance, inferences of sexual morality or tales of sexual performance Leering or staring at a persons body Intrusive enquiries into a persons private life or reference to a persons sexuality or physical appearance

3.4.2

Other harassment Harassment on the basis of any of the prohibited grounds of discrimination (such as age, race, religion, sexual preference), whether by insensitive jokes, deliberate exclusion from conversations, abusive, threatening or insulting words or behaviour, is also discrimination and is prohibited. In addition, the Group prohibits harassment that includes bullying or intimidation.

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3.5

Victimisation It is also the policy of the Group to strictly prohibit victimisation of any person because that person has made an allegation of harassment or discrimination. Victimisation includes subjecting, or threatening to subject another person to any detriment because that person has made an allegation of harassment or discrimination. This is regardless of whether or not the allegation is pursued or a formal complaint is made. Victimisation may include, but is not limited to:
threatening behaviour, including threatening comments made to the person or about that person inappropriate discussion of the complaint disparaging comments about the person who has made the complaint to the person or to others about the person encouraging others to treat the complainant in a detrimental way.

Every person who believes that he or she is being victimised has the right to complain and take action in accordance with the procedures outlined in this policy. 3.6 Complaints Resolution Process Accusing another person of discrimination or harassment is a serious charge. However, every person who believes he or she is being discriminated against or harassed has the right to complain and take action. If you choose to make a complaint, it will be handled in a confidential, impartial and sympathetic manner. Any person who thinks he or she is being harassed or discriminated against is encouraged to speak to the EO, Chairperson or, if appropriate, the Equal Opportunity Contact Officer. The following procedure is to be adopted when a report (whether informal or formal) of an incident of Harassment, Victimisation or Discrimination within the workplace occurs: Step 1 An incident occurs Step 2 Employee contacts Chairperson and/or EO and/or Equal Opportunity Contact Officer. (It is acceptable for a colleague or friend to raise the complaint and/or assist the employee). Step 3 Chairperson and/or EO and/or Equal Opportunity Contact Officer discusses details with employee (It is acceptable for a colleague or friend to be present during this process). Step 4 A full and impartial investigation of the matter will occur, and the Group will take appropriate action to ensure that any harassment, victimisation or discrimination found to exist does not continue. This may include disciplinary action, including dismissal, being taken against an offender.
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Step 5 involved.

The outcome of any process will be communicated to the parties

Should the matter be unresolved or disciplinary action be warranted, the matter will be referred to the EO or, if appropriate, the Chairperson. 4 4.1 Electronic Mail Appropriate use of electronic mail The Group has a system of electronic mail as a tool to assist in business communication. In addition, the Group recognises electronic mail as a useful tool in relation to the organisation of social activities and does not seek to hinder employees use of the system for such purposes. However, it is first and foremost a business communication tool. The Group will not tolerate employees using the system in a manner which potentially breaches other NevRwaste policies, for example harassment and discrimination policies. This means you must not send messages to individuals or groups which:
discuss or comment on the physical appearance of other employees, whether they are a recipient of the message or not; contain sexual innuendo; include comments of a sexual, sexist or racist nature or make inferences or comments about a persons sexual preferences; include comments of a degrading nature, whether based on race, disability, sex etc; use abusive or offensive language.

This list is by no means complete, but merely an example of the type of conduct that is inappropriate. Your intention in writing or sending a message is irrelevant. If the message offends, humiliates or intimidates another person it may breach this policy and relevant legislation. Electronic mail messages are not private communications and may be viewed by the Group at any time. An employee has the right to complain to the EO or Chairperson if they believe a message is offensive, humiliating or intimidating. Employees are encouraged to advise the sender of a message that it is offensive or inappropriate. Any complaints will be treated confidentially. If a complaint is raised in relation to electronic mail messages and is substantiated, disciplinary actions will be taken against the employee(s) concerned. This may include counselling, warnings or termination of employment.

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4.2

Receipt of Messages The potential exists for inappropriate messages to be received by an employee (both internally and externally). This may be material out of the individual's control. However, the employee must not further distribute such messages internally or externally and the message must be deleted. The mere forwarding of inappropriate messages or material may be sufficient to breach the Groups policy and/or relevant legislation. It is not necessary for the sender of the message/material to have created it. Attachments may only be sent to customers or business contacts where necessary for business purposes.

4.3

Record sizes Each employee should ensure that they review their record sizes on a regular basis and delete any unnecessary information. Employees should also ensure that all files contain the file address of the document.

5 5.1

Internet policy Introduction Use of the Groups internet access is first and foremost intended as a business communication tool. Acceptable uses of the Internet include information gathering, marketing and communications for business purposes only. Although the Internet provides many advantages and useful benefits to the Group, there are still a number of potential problems that must be managed. This policy sets out the Groups guidelines for use of the Internet. Use of the Internet must not unreasonably interfere with your work obligations. Internet mail messages are not private communications and may be viewed by the Group at any time. In no way can or should you regard Internet communication as private. This policy should be read in conjunction with other NevRwaste policies.

5.2

Use of the internet When using the Internet, employees must not:
breach the harassment and discrimination or other policies of the Group through, by amongst other things, sending or forwarding inappropriate messages or viewing inappropriate material; breach the intellectual property rights of persons who make material available on the Internet; upload any non work related computer program or image to the Groups computer system;

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post any non work related messages to any Internet bulletin board, discussion list, newsgroup or other publicly accessible discussion forum. bypass or circumvent the Groups network virus checking system.

When using the Internet, employees must:

view material only for business purposes and not for any other purpose; file hard copies within the Records Management system of any matter or business related electronic communications and attachments (whether sent or received and including confirmations of receipt) ; and be aware that the Internet is not secure and, therefore, avoid sending confidential and/or privileged information.

An employee can complain to the EO and/or Chairperson if they believe the Internet is being used inappropriately. Any complaints will be treated confidentially. If a complaint is raised in relation to Internet use and is substantiated, disciplinary actions will be taken against the employee concerned. This may include counselling, warnings or termination of employment. 5.3 Information Gathering An audit log of all Internet use is kept and all Internet sites accessed by users will be monitored The viewing of material from the Internet is permitted only where the material is strictly for business use and not for any other purpose. 6 6.1 Smoking, drugs and alcohol Smoke-free workplace The Group is committed to providing its employees with a smoke-free working environment. Smoking is prohibited on NevRwaste premises and in its vehicles. 6.2 Prohibited drugs and alcohol The Group is committed to providing and maintaining a working environment that is healthy, safe and productive for all of its employees. Employees in the workplace who are affected by illegal drugs (drugs) or alcohol may be a danger to themselves, as well as to others. The Group is committed to ensuring that the consumption of alcohol and/or the use of drugs that may threaten the safety and efficiency of employees and the safety of the Groups office and operations in general is avoided. Accordingly, employees :
must not attend for work under the influence of drugs or alcohol; must not perform duties while under the influence of drugs or alcohol;

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must not consume drugs or alcohol on work premises; and must not sell or distribute, alcohol or drugs during work hours or on work premises

The controlled use of alcohol may, however, be permitted by the Group for some customer or employee functions. Employees are required to conduct themselves professionally and in accordance with the Groups policies at all work related functions where alcohol is served. Excessive consumption of alcohol is not acceptable and may lead to disciplinary action. 6.3 Prescription medication Any employee taking prescribed medication that may affect his/her ability to carry out normal duties must advise their EO and/or Chairperson prior to commencing work. The EO and/or Chairperson is responsible for ensuring that appropriate adjustments are made to the employees duties to take into account the effect of the prescribed medication. 7 Use of NevRwaste vehicles Please refer to NevRwaste Vehicle Policy (September 2001), Attachment 23 of the Charter of Corporate Governance, until such time as a Multi Enterprise Respondent Agreement is established. Where any inconsistencies exist between the Vehicle policy and the Multi Enterprise Respondent Agreement, when adopted, the latter shall dictate. 8 First Aid Kit The health and welfare of employees is of paramount concern to the Group. A first aid kit is located in the general office area. Use of the kit should be restricted to a designated first aid staff member. 9 Building Safety and Emergency procedures The following Procedure, displayed on the wall of the General Office Area, is to be followed when an Emergency Occurs is: ON DISCOVERING OR BEING INFORMED OF A FIRE OR EMERGENCY:
Assist persons in immediate danger, only if safe to do so. Contact the Fire Warden (Executive Officer) Contact the Fire Brigade and Head Warden. IF SAFE TO DO SO Attempt to extinguish fire with the appropriate equipment, if you are trained in the use of fire equipment and there is no danger to you in doing so. IF UNABLE TO EXTINGUISH THE FIRE, evacuate the floor. Floor warden to check lift, toilets and other confined areas on floor, and be the last to leave.

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Close all windows and doors and if time permits switch off computer equipment, and if designated to do so collect important data. Move toward nearest fire exit and adhere to floor wardens instructions, proceeding in an orderly fashion through the fire exit, keeping to the left of the staircase. No staff to use front foyer staircase unless directed by floor warden or deputy. Floor warden to supervise the evacuation via the fire exit or front stairs, sending persons to the Assembly Point on the grassed area in Ford Street. Wait for the Chief Warden (or deputy) to co ordinate the emergency procedures, instruct Floor Wardens and give briefing to emergency services. The Fire Escape door, is to be closed securely after leaving. At the assembly area, check that all employees on their floor are present. Staff may not leave until roll call completed. Attend to those needing First Aid. No member of staff may be permitted to re-enter the building until instructed by the Emergency services. (Continued overleaf)

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Conflict of interest and duty Employees must be familiar with the provisions of the Code of Conduct relating to conflicts of interest. From time to time employees may have private interests that conflict with their interest and duty to the Group. In summary to avoid this conflict an employee must:
Disclose to the EO and/or Chairperson potential conflicts when dealing with relatives, close friends or business acquaintances. Neither buy nor sell shares in a company when you are conducting business dealings. Should not seek or accept favours, gifts or services or obtain a private benefit for yourself or someone else as a result of your position. Immediately report to the EO and/or Chairperson any circumstances where an offer of a benefit or gift is made, regardless whether it is accepted or not, if you feel it offer is an attempt to induce favoured treatment.

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Confidential information Much of the Groups information is confidential. Protection of the confidentiality of that information is vital to the Groups business. Employees must not, during the continuance of employment except in the proper course of their duties or at any time after the termination of employment, or as required by law:
use or disclose any confidential information of or relating to the Group or any person with whom he or she has come into contact as a result of their employment; use or disclose any trade or business secrets or which he or she becomes possessed while employed in any capacity by the Group.

Employees must use their best endeavours to prevent the use or disclosure of any such information by third parties. The protection and non-disclosure of confidential information is a term of your contract of employment with the Group. Employees must also ensure that they are familiar with the provisions of the Code of Conduct relating to the Use and Release of Information. 12 Outside interests Employees must not be engaged or concerned or interested in any other business or other paid employment whatsoever without the prior written consent of the EO and/or Chairperson.

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