NERPSA Employee Handbook

1.1 Welcome

NERPSA extends a warm welcome to all employees, both new and existing.

We acknowledge the Traditional Owners of the land on which we work and learn, and pay our respects to Elders past, present and emerging. We recognise their continuing connection to land, water and culture.

As a leading provider of early childhood education and care, NERPSA is committed to providing high-quality services that promote the growth and development of young children. We believe that all children deserve a safe and nurturing environment where they can learn and thrive.

As a child safe organisation, NERPSA prioritises the safety and wellbeing of all children. We have policies and procedures in place to protect children from harm. All employees are expected to follow these policies and procedures and to report any concerns or suspicions of child abuse or neglect.

This handbook provides essential information about your employment with NERPSA. It outlines responsibilities, expectations and NERPSA’s commitment to providing a positive and supportive work environment.

1.2 Our History

NERPSA was founded in 2004 to provide a collaborative framework for early childhood services in North East Victoria.

NERPSA was established in response to government funding for group employment models and has since grown to include services across local government areas.

1.3 Our Governance

NERPSA is an Early Years Manager governed by a Board composed of parent representatives, community members and early childhood education experts. The Board oversees the overall direction of the organisation and helps ensure services align with the needs of the community.

Many services have a parent group or committee that supports local fundraising and maintenance. NERPSA manages key areas such as staffing, salaries and program structure. This centralised approach supports consistency and quality across services.

1.4 Our Mission

Our mission is to support our skilled staff to deliver quality, inclusive, play-based education for the children in our care.

NERPSA believes that play is essential for children’s development and learning, and we are committed to providing a curriculum that is engaging and meaningful.

1.5 Our Vision

NERPSA aspires to create a nurturing environment where every child is empowered to reach their full potential.

By providing high-quality early childhood education, we aim to foster children’s cognitive, social, emotional and physical development. These formative years lay the foundation for lifelong learning and success.

Through innovative teaching practices, engaging activities and a strong focus on individual needs, we strive to inspire a love of learning in every child.

1.6 Our Values

1.7 Purpose of the Employee Handbook

The Employee Handbook serves as a guide to introduce staff to NERPSA and is intended to be a valuable resource throughout employment with NERPSA.

It is designed to provide important information relevant to each employee’s role within NERPSA.

This handbook should be used together with additional resources available on the NERPSA website, the Staff Resources website and the NERPSA App.

• NERPSA website: https://nerpsa.com.au/
• Staff Resources website: https://www.nerpsa.org
• NERPSA App: https://www.jotform.com/app/232111005684848

If a query is not addressed in this handbook, staff should contact their Education Manager or the relevant NERPSA contact for further assistance.

1.8 General

Amendments to the Employee Handbook may be issued from time to time.

The Employee Handbook does not form part of an employee’s contract of employment unless expressly stated otherwise. However, it may be considered when interpreting rights and obligations under terms of employment.

Employees who fail to comply with the policies and expectations set out in this handbook may be subject to disciplinary action up to and including termination of employment.

Employees should note that this handbook does not set out all written employment-related policies and practices of NERPSA.

NERPSA reserves the right to supplement, amend or withdraw this handbook and to modify, suspend or discontinue any of the policies and benefits described in it, at any time. Staff should read all sections carefully and use the current version.

2.1 Our Commitment to Child Safety

NERPSA is a child safe organisation. We are deeply committed to the safety and wellbeing of all children in our education and care.

NERPSA adheres to the Victorian Child Safe Standards, which provide a framework for ensuring child safety across organisations that work with children.

All employees are expected to follow NERPSA child safe policies and procedures, act in the best interests of children, and report any concerns or suspicions of child abuse, neglect or harm.

2.2 Victorian Child Safe Standards

NERPSA is committed to the Victorian Child Safe Standards and continually works to create safe, inclusive and nurturing environments for all children.

Every child has the right to feel safe and protected at all times. NERPSA is committed to making this a reality across our services.

2.3 Staff Responsibilities for Child Safety

Child safety is everyone’s responsibility. Staff must understand and follow NERPSA’s child safe expectations in everyday work.

Staff are expected to:

• act in the best interests of children
• follow NERPSA child safe policies and service procedures
• maintain professional boundaries with children and families
• listen to children and take their concerns seriously
• support inclusive, respectful and culturally safe environments
• report child safety concerns, suspicions, disclosures or allegations promptly
• seek guidance if they are unsure about what to do.

Staff do not need proof before reporting a child safety concern. Concerns should be escalated through the correct NERPSA pathway and in line with NERPSA policies and procedures.

2.4 Equality

NERPSA believes in creating a fair and inclusive work environment where everyone is treated with respect, regardless of their background.

NERPSA is committed to providing equal opportunities for all employees, regardless of race, colour, age, gender, religion, national origin, sexual orientation, marital status or disability.

NERPSA has zero tolerance for racism, discrimination, harassment and bullying. Any employee found to be engaging in such behaviour may face disciplinary action.

NERPSA encourages a positive and inclusive work environment where everyone feels valued and respected.

2.5 Cultural Safety

Cultural safety is part of child safety. Staff must support environments where Aboriginal and Torres Strait Islander children, families, staff and communities are respected, valued and included.

Cultural safety should be reflected in everyday practice, relationships, environments, curriculum, resources, communication and decision-making.

Staff are expected to use respectful language, avoid assumptions, challenge racism and support all children and families to feel safe and respected.

2.6 Confidentiality and Privacy

NERPSA values privacy and has a Privacy Policy that details how personal and health information is collected, used, disclosed, managed and transferred.

NERPSA complies with privacy legislation and the Health Records Act 2001 when collecting and using personal information.

Personal and health information is collected for various purposes, including providing education and care to children, managing the service, and assessing or engaging potential employees, contractors, volunteers or students.

Personal information may be disclosed to government departments, local authorities, employment-related organisations, insurance providers, law enforcement agencies, health organisations or authorised individuals where required or permitted.

Specific laws require NERPSA to collect certain information. Failure to provide this information may affect a child’s enrolment, a person’s employment or NERPSA’s ability to function as an incorporated association.

Individuals can access their personal or health information in accordance with applicable legislation.

2.7 Staff Confidentiality Expectations

Employees are required to maintain the privacy and confidentiality of children, families, colleagues and NERPSA information as a condition of employment.

Staff must not discuss or share confidential information with people who do not need to know. This includes information about:

• children and families
• staff, students and volunteers
• incidents, injuries, trauma or illness
• medical information or health records
• child safety concerns or reports
• complaints or grievances
• employment matters
• service or organisational information that is not public.

2.8 Required Child Safety Training

Staff may be required to complete child safety, mandatory reporting and other compliance training as directed by NERPSA.

Required training may include the Department of Education Victoria’s Protecting Children — Mandatory Reporting and Other Obligations Early Childhood training.

Staff may also be required to complete training through Geccko, the Australian Government’s online learning platform for the early childhood education and care sector.

• PROTECT Mandatory Reporting training: Open PROTECT training
• Geccko information: Open Geccko information

Staff must provide evidence of completed required training to NERPSA and keep a copy with their staff record where required.

NERPSA strives to provide a culture of continuous learning and open communication based on respectful relationships. It is important to NERPSA that staff feel valued, supported and part of the team.

3.1 Organisational Structure

NERPSA’s structure supports staff, services and families through clear communication and support pathways.

Staff should understand who to speak to first when they need help, clarification or support. The communication pathway helps ensure that questions are directed to the person best placed to respond.

3.2 Communication Structure

When needing help or support, staff should identify who to speak to first. The following pathway provides general guidance.

Education Managers and the NERPSA Manager may also access support from key stakeholders, including the Department of Education, Early Learning Association Australia, local councils, building owners and other relevant organisations.

If staff do not receive the help and support they require after first speaking with their usual support person, they should progress through the relevant pathway or go directly to the appropriate person at NERPSA HQ.

3.3 Emergency Communication

In emergencies, staff must always follow service emergency management procedures first.

An emergency is an incident, situation or event that may adversely affect the safety or health of anyone at the service and requires an immediate response.

Possible emergencies include:

• building fires
• medical emergencies or incidents, including anaphylaxis or asthma
• aggressive person or intruder
• bushfire or grassfire
• flood or extreme weather
• poor air quality, including smoke from a local fire or bushfire
• gas leaks and chemical spills
• bomb or substance threats.

3.4 NERPSA HQ Directory

NERPSA HQ provides support across management, education support, human resources, administration, enrolments, finance and payroll.

Current NERPSA HQ contact details are available on the NERPSA App and Staff Resources website. Staff should use these sources for current contact information, as names, roles, contact details and service allocations may change.

• NERPSA App: https://www.jotform.com/app/232111005684848
• Staff Resources website: https://www.nerpsa.org

3.5 Early Childhood Services and Staff

For information about NERPSA services, service philosophies and session times, staff should visit the NERPSA website.

NERPSA website: https://nerpsa.com.au/

For information about staffing at each service, staff should use the Staff Resources website and relevant current NERPSA service information.

3.6 The Right to Disconnect

The Right to Disconnect allows employees to refuse to monitor, read or respond to work-related contact outside their working hours, unless the refusal is unreasonable.

This does not mean staff will never be contacted outside work hours. Some contact may be reasonable depending on the situation, including emergencies, urgent operational matters, safety matters, staffing emergencies or circumstances connected to the employee’s role and responsibilities.

NERPSA encourages respectful communication and reasonable work-life boundaries. Staff should raise concerns if they feel out-of-hours contact is unreasonable.

3.7 Communication Channels

NERPSA values a close and positive working relationship with employees. NERPSA staff are welcome to ask questions, provide comments and seek support.

Email is NERPSA’s preferred method of communication for non-urgent matters, as it allows time for enquiries to be considered and responded to accurately.

NERPSA also acknowledges that email is not always ideal. Phone calls are welcome where a matter is urgent, sensitive or easier to discuss verbally. NERPSA will endeavour to check phone messages regularly and provide a timely response.

Appointments

Staff are welcome to come into NERPSA HQ. However, staff are encouraged to call ahead to ensure the person they need to see is available.

Appointments are recommended when personal or confidential matters need to be discussed and a meeting room may need to be booked.

3.8 Staff Resources

The Staff Resources website is a valuable resource and is continually updated with staff information, forms and links.

Staff Resources website: https://www.nerpsa.org

The Staff Resources website includes:

• employee forms, including Additional Work Hours Application, Leave Application, Professional Development Application, Register of Injury and Staff Orientation Checklist
• access to the self-guided Professional Development Plan portal and associated information and resources
• employee wellbeing information and resources, including Employee Assistance Program information
• NERPSA and Department information and resources
• policies and position descriptions
• contact details for NERPSA HQ
• training and professional development information and resources
• induction and probation information and resources.

3.9 NERPSA App

The NERPSA App is a handy resource and is continually updated with information and links.

NERPSA App: https://www.jotform.com/app/232111005684848

The NERPSA App includes:

• the Call After Hours Only number button, which calls the person on relief duty outside normal work hours
• NERPSA HQ contacts
• forms
• Employee Assistance Program contacts
• newsletters
• employment paperwork
• quick links
• professional development opportunities.

3.10 Staff Newsletter

NERPSA News is distributed in approximately Week 8 of each term and contains important information and updates from NERPSA HQ, as well as contributions from services.

NERPSA News can be accessed on the Staff Resources website and on the NERPSA App.

Staff are expected to read NERPSA News and use it to stay informed about updates, reminders, opportunities and organisational information.

3.11 Website

The NERPSA website is a valuable resource and is continually updated with public and service information.

NERPSA website: https://nerpsa.com.au/

The NERPSA website includes:

• information about NERPSA and the Board
• current information and resources for families
• NERPSA service policies
• service information
• employment opportunities
• enrolment information
• other relevant information and resources.

3.12 Surveys

NERPSA families and staff, including permanent and relief staff, are surveyed annually and as required to obtain feedback about NERPSA and its services.

This feedback is used to support quality improvement processes for NERPSA.

Each service is provided with a summary of survey results and is encouraged to reflect on how feedback can support quality improvement. Relevant feedback may be added to the service Quality Improvement Plan.

3.13 Advertising / Media Contact

All interactions with advertising entities or media representatives must receive prior authorisation from the NERPSA Manager.

If a NERPSA service is approached by media personnel, staff must direct the enquiry to the NERPSA Manager. This ensures an appropriate response can be prepared.

3.14 Communication with Cleaners

Staff should communicate respectfully and clearly with cleaning staff.

• Maintain a dedicated communication log: where a log is used, it should be stored in the designated location.
• Communicate concerns: if there are concerns about the quality of cleaning or related issues, staff should record them in the log.
• Confirm message receipt: after making an entry, leave the log open on the bench and provide initials where required.
• Escalate persistent issues: if issues persist, escalate the matter to the Education Manager.
• Treat cleaning staff with respect: cleaning staff must be treated with respect and courtesy.
• Notify cleaning staff of schedule changes: if there are events or meetings outside regular service hours, notify cleaning staff in advance.

NERPSA policies and procedures are important for the smooth, safe and consistent operation of NERPSA and its services. Staff are expected to know where to find current policies and to follow the policy, procedure or process relevant to their role and the situation.

4.1 Service Policies and Staff Policies

NERPSA has two main types of policies that staff may need to access: service policies and staff policies.

Service policies

Service policies relate to the operation of NERPSA’s early childhood services. They support compliance with the Education and Care Services National Law, Education and Care Services National Regulations, National Quality Standard, Victorian Child Safe Standards and other service requirements.

Service policies are located on the NERPSA website: NERPSA Service Policies

Staff policies

Staff policies are different from service policies. They relate specifically to employment, staff processes and internal NERPSA expectations.

Staff policies are located on the Staff Resources website under the Position Descriptions and Staff Policies tab.

At the moment, the staff policies are:

• Employee Assistance Program Policy
• Professional Development Policy
• Recruitment Policy

Staff Resources website: https://www.nerpsa.org

4.2 Policy Reviews

NERPSA policies and procedures are crucial for the smooth and safe operation of NERPSA and all services.

NERPSA service policies are derived from best-practice guidelines established by Early Learning Association Australia (ELAA). These are then adapted through consultation to create NERPSA-specific policies that reflect NERPSA’s context.

The policy review process is designed to ensure stakeholders have a voice. Policies are reviewed through a staged process.

This collaborative approach supports policies that are robust, relevant and reflective of NERPSA’s community.

4.3 Information and Communication Policy

The Information and Communication Policy provides guidelines to establish a standard of behaviour within social media forums and communication settings for individuals involved in NERPSA programs and activities, including employees, families and volunteers.

The policy supports respectful, honest, courteous, sensitive, tactful and considerate interactions across NERPSA services, including social media and online communication.

4.4 Working with Children Check

The safety and wellbeing of the children and young people NERPSA serves is a top priority.

Staff roles that require direct and regular contact with children require a current Working with Children Check unless the staff member holds current and valid Victorian Institute of Teaching registration and is exempt from holding a separate Working with Children Check for that role.

A Working with Children Check is a screening process designed to help protect children and young people from harm. It includes a background check of a person’s criminal history and work or volunteer history with children.

It is the staff member’s responsibility to ensure their Working with Children Check is always current. Staff must renew their check before it expires and provide NERPSA with a copy of the current check as soon as it is received.

Staff must notify NERPSA immediately if their Working with Children Check expires, is suspended, is revoked, receives an interim negative notice, receives a negative notice, cannot be verified or is otherwise affected.

VIT registered teachers

Teachers registered with the Victorian Institute of Teaching must inform Working with Children Check Victoria of any other child-related work they do, whether paid or unpaid, within 21 days of starting the child-related work.

Any NERPSA employee engaging in community child-related work should ensure they meet any relevant VIT and Working with Children Check Victoria notification requirements.

Teacher notification information is available here: Teacher notifications — Service Victoria

4.5 Code of Conduct

All NERPSA employees are expected to conduct themselves in a professional manner in line with the NERPSA vision, mission and values, the NERPSA Staff Code of Conduct and the Early Childhood Australia Code of Ethics.

Every employee is required to maintain the privacy and confidentiality of colleagues, children and families as a condition of employment.

Each staff member must read and sign a copy of the NERPSA Code of Conduct, available on the NERPSA App. A copy is kept at NERPSA HQ.

4.6 Valuing Diversity

NERPSA is committed to valuing diversity and seeks to provide all employees with opportunities for employment, career development and personal development on the basis of ability, qualifications and suitability for the work.

NERPSA will not tolerate direct or indirect discrimination.

It is the responsibility of all staff, through their daily actions, decisions and behaviour, to promote these values, comply with relevant legislation and ensure they do not discriminate against colleagues, families, children, suppliers or any other person.

4.7 Harassment and Workplace Bullying

Harassment occurs when someone behaves in a demeaning, derogatory or intimidating way towards another person. This may include racial taunts, comments about sexual orientation or gender identity, sexual harassment, unwelcome physical, verbal or written behaviour of a sexual nature, or repeated insulting remarks.

Bullying is characterised by persistent and repeated negative behaviour directed at an employee that creates a risk to health and safety.

For more information about harassment and workplace bullying, staff should refer to the NERPSA Code of Conduct and relevant workplace policies.

Staff who feel they are being harassed or experiencing workplace bullying are strongly encouraged to seek early advice and support from their Education Manager.

If the concern involves an Education Manager, staff should contact the Human Resources Manager.

Staff should keep a written record of concerning behaviour. This record should be made as soon as possible after the event and should include dates, times, places, witness names and the circumstances of what happened.

4.8 Concerns and Conflict Resolution

If an educator has a concern regarding their work, this should usually be addressed first with the nominated Early Childhood Teacher or Educational Leader. Beyond this, concerns should be referred to the NERPSA Education Manager.

For confidential matters, NERPSA employees may contact their NERPSA Education Manager directly.

Any grievance issue should be brought to the attention of a NERPSA manager. It will first be managed at an in-house level. If a solution cannot be reached, it may be escalated and managed through the Grievance Procedure in the relevant Award or Agreement.

Steps for conflict resolution

1. Identify the issue: understand whether it is a misunderstanding, difference of opinion or another concern.
2. Prepare for the conversation: make sure you are calm and clear about what you want to say.
3. Speak directly and privately: where appropriate, arrange a private conversation with the person involved.
4. Use active listening: listen carefully and try to understand the other person’s perspective.
5. Seek common ground: identify any areas of agreement or shared concern.
6. Develop a plan of action: work together to identify a practical way forward.
7. Implement the solution: put the agreed action into practice.
8. Follow up: check in after a period of time to see whether the issue has improved.
9. Speak to a manager: if the conflict remains unresolved, speak with your Education Manager or Human Resources Manager and provide a clear summary of the issue and steps already taken.

The goal of conflict resolution is to improve working relationships and create a more positive work environment. It is not about winning or losing; it is about understanding and mutual respect.

4.9 Performance Management

NERPSA requires a minimum standard of conduct and performance.

If an employee’s performance falls short of expected standards, NERPSA may implement appropriate corrective action, such as training, counselling or formal performance improvement procedures.

Performance improvement procedures

Where warranted, NERPSA may initiate performance improvement processes to address specific performance issues. These processes may involve verbal or written warnings, additional training or counselling.

If improvement efforts are unsuccessful, NERPSA may terminate the employee’s employment in line with relevant requirements.

Serious misconduct

In cases of serious misconduct, such as breaches of child safety standards, violence or threats, theft, fraud, gross negligence or significant policy violations, NERPSA may take immediate disciplinary action, including termination of employment.

Misconduct

Misconduct, while less severe than serious misconduct, may still warrant disciplinary action. Examples include failure to follow policies, poor time management, inappropriate behaviour and breaches of confidentiality.

Performance management process for misconduct

1. Notification and response: the employee is informed of the performance shortfall and given an opportunity to respond.
2. Decision-making: the manager assesses the employee’s response and determines whether performance improvement action is necessary.
3. Verbal warning: if a verbal warning is issued, it should be documented and clearly outline the issue, expected standards and consequences of non-improvement.
4. Written warning: if required, a written warning should detail the issue, expected standards, a timeline for improvement and potential consequences of continued non-compliance.
5. Ongoing support: NERPSA may provide support such as training or counselling to assist the employee to meet expectations.
6. Final warning: if performance or conduct does not improve, a final written warning may be issued, outlining the potential termination of employment if there is no significant improvement.

Performance management for serious misconduct

1. Immediate investigation: a prompt and thorough investigation is conducted to gather evidence.
2. Suspension: in certain cases, the employee may be suspended pending the investigation.
3. Disciplinary meeting: a formal meeting is held to inform the employee of the allegations and allow a response.
4. Decision-making: based on the evidence, a decision is made regarding appropriate disciplinary action, which may include termination.
5. Documentation: detailed records of all steps in the process are maintained.

Reasonable adjustments

Employees with disabilities should discuss any necessary reasonable adjustments with their manager. NERPSA will consider such requests, provided they are reasonable and do not unduly burden the business.

All performance management processes are to be conducted fairly and in compliance with relevant employment laws and NERPSA policies.

This section outlines key employment information for NERPSA employees, including recruitment, terms and conditions, staff records, onboarding, induction, orientation, probation, students and volunteers, dress code, professionalism, personal devices and staff performance expectations.

5.1 Recruitment

NERPSA is an equal opportunity employer and will always seek to fill vacant positions with suitably qualified and experienced applicants who meet the needs of the service community.

Recruitment is guided by NERPSA’s Recruitment Policy, child safe recruitment expectations and relevant employment requirements.

The Recruitment Policy is located on the Staff Resources website under the Position Descriptions and Staff Policies tab.

5.2 Terms and Conditions of Employment

The terms and conditions of employment are documented in a Letter of Employment, which is provided to each employee on commencement of employment.

Any variations to employment terms and conditions will be documented using a variation form.

A copy of the Letter of Employment and/or variation must be signed and returned to the Human Resources Manager. Staff should also keep a copy for their personal records.

5.3 Staff Record

A copy of each staff member’s Staff Record must be kept at the service in the staff records folder.

Staff are responsible for knowing where their Staff Record is kept at their service and for ensuring it is kept up to date.

Staff must provide updated documentation to their service file and to NERPSA whenever paperwork changes, expires, is renewed or is updated.

Staff Records must contain, where relevant to the role:

• educational qualification or documentation of working towards a qualification
• Working with Children Check or VIT registration
• First Aid training certificates, including CPR, Anaphylaxis and Asthma where required
• Protecting Children: Mandatory Reporting and Other Obligations training certificate
• work hours, where required
• other required employment, training or compliance documentation.

Some staff record items may not apply to casual employees, depending on role requirements. Staff should ask NERPSA if they are unsure which documents are required for their role.

Updated documents must also be provided to NERPSA through the document upload process. The document upload form is available through the NERPSA App and/or Staff Resources website.

Staff who work across more than one service

Staff who work at more than one NERPSA service must ensure their Staff Record information is available at each service where they work.

Relief and casual staff may work across multiple NERPSA services. They should carry the required Staff Record documentation with them so it can be provided at a service if it is not already available.

5.4 National Early Childhood Worker Register

NERPSA may be required to collect, maintain and submit workforce information for the National Early Childhood Worker Register and related reporting requirements.

This may include information about a staff member’s role, qualifications, employment details, registration, Working with Children Check or VIT details, and other workforce information required for reporting or compliance.

Staff must provide accurate and current information when requested. If information changes, staff must notify NERPSA and provide updated documentation where required.

5.5 Onboarding

When first employed with NERPSA, staff are required to complete employment paperwork.

Employment paperwork can be found on the NERPSA App under Employment Paperwork.

The Employment Paperwork page is also a useful place for current staff to update information when required.

5.6 Induction

All staff are required to complete NERPSA induction requirements as directed.

The induction is designed to be welcoming and to support staff to understand their responsibilities as NERPSA employees.

The self-guided induction can be accessed through the Staff Resources website.

Relief and casual staff must follow current NERPSA induction requirements as directed.

5.7 Orientation

All staff will take part in a site-specific orientation. The orientation form is located on the Staff Resources website.

Once completed, the checklist must be submitted to the Human Resources Manager for NERPSA records.

Orientation helps staff understand the service environment, routines, emergency procedures, supervision expectations, communication processes and local service requirements.

Relief staff are encouraged to complete orientation at each service where they would like to work. To be paid for approved orientation, staff must submit an Additional Hours Application.

5.8 Probation

All new employees are subject to a probationary period.

For staff employed under the VECTEA, the probationary period is 12 weeks wholly within term time.

For staff employed under the Children’s Services Award, the probationary period is 3 months.

NERPSA may terminate employment at any time before the expiration of the probationary period by following the guidelines in the associated Award or Agreement.

The probationary period may be extended by agreement between the employee and NERPSA for a further period, not exceeding 6 months from commencement date.

Probation process

• Staff will be notified of their probation timeframe in their Letter of Employment.
• The Human Resources Manager will contact staff with the information required to successfully complete induction and probation tasks.
• The assigned Education Manager will visit the staff member in their service/s, observe performance, speak with the staff member and supervisor, and provide a report with recommendations to the Human Resources Manager.
• Probation will be deemed successful if induction and probation tasks are completed and appropriate feedback has been received from the supervisor and Education Manager.
• Staff will receive a letter from the Human Resources Manager advising them that they have successfully completed probation.
• If the outcome of probation is under question, staff will receive a letter outlining a plan to support successful completion of probation.
• If probation is deemed unsuccessful, NERPSA will follow all Award or Agreement procedures and notify the employee that employment will be terminated.

5.9 Students and Volunteers

For information regarding students and volunteers, staff should access the Students and Volunteers Handbook via the Students and Volunteers App.

Students and Volunteers App: https://app.jotform.com/241257686415866

Students and volunteers must follow NERPSA staff direction, child safe expectations, confidentiality requirements and service procedures.

5.10 Dress Code

Staff are expected to maintain a professional and practical appearance within the context of early childhood education.

Professional and practical

Staff should dress in a way that is appropriate for interaction with children, families, colleagues and visitors.

Comfort and movement

Staff are expected to be actively engaged with children, which may include being on the floor, moving around, bending, sitting, lifting appropriately, participating in outdoor play and responding quickly when needed.

Clothing should allow for free movement and be comfortable for a full day of activity.

Cleanliness

Clothing should be clean and free of stains, rips, tears and unpleasant odours.

Appropriateness

Clothing must not contain offensive or inappropriate references, symbols, slogans, labels or images.

Sun safety

During terms with high sun exposure, typically the first and fourth terms in Australia, and on any day with a high UV index, staff are required to wear sun hats that provide shade for the face, ears and neck.

The SunSmart UV Index meter can be found on the NERPSA App home page.

Short fingernails

Staff should maintain short fingernails. Long nails can harbour bacteria, fungi and viruses, creating a possible health risk for children and the wearer.

Long nails may also scratch or injure children and can become caught on equipment or objects, potentially injuring the wearer.

5.11 Professionalism

Due to the nature of early childhood work, staff are expected to arrive on time and be mindful of break times, particularly returning from breaks on time.

Staff are expected to:

• dress appropriately for interaction with children
• take directions and suggestions professionally
• follow through on actions to improve performance
• respect confidential information regarding children, families and co-workers
• display a positive attitude toward the service, program, children, families and co-workers
• communicate with parents in an amicable and non-judgemental way
• refer important information shared by a parent to the appropriate Early Childhood Teacher
• attend fully to the expectations of their job description.

5.12 Mobile Phones, Smart Watches and Personal Devices

It is important that every staff member’s attention remains on the children at all times.

Mobile phones are not permitted in children’s indoor or outdoor areas. Mobile phones should remain stored in a bag, locker or other appropriate staff storage area.

Mobile phone use is permitted only during an approved break and out of the view of children.

Any smart watch must be on silent and only used as a time piece while working with children.

Both mobile phones and smart watches must have notification alerts turned off.

If a situation arises where a staff member needs to be contacted at short notice, they should provide the person or service with the Early Childhood Service phone number.

5.13 Staff Performance and Practice Expectations

All staff are expected to:

• adhere to NERPSA policies and procedures, including child protection, anti-discrimination and health and safety requirements
• maintain appropriate professional boundaries with children, families and colleagues
• communicate clearly, honestly and respectfully with all individuals
• act with integrity, honesty and fairness in all interactions
• respect the diversity of all individuals, including cultural, religious and socioeconomic differences
• prioritise the safety and wellbeing of all children
• participate in ongoing professional development to maintain and enhance skills and knowledge.

NERPSA is committed to:

• providing a safe and supportive workplace free from discrimination, harassment and bullying
• complying with relevant legislation, regulations and standards
• providing staff with the resources, training and support needed to fulfil their roles and responsibilities
• encouraging and supporting staff to participate in ongoing professional development.

Examples of acceptable behaviours in the workplace

• acting on concerns or allegations of non-adherence to the Code of Conduct
• reporting any allegation of abuse and complying with reporting obligations
• listening to and responding to concerns or worries of children
• upholding the Code of Conduct at all times.

Examples of unacceptable behaviours in the workplace

• ignoring or disregarding concerns, suspicions or disclosures of child abuse
• marginalising or excluding specific children
• discussing sexual content or adult themes with children
• photographing or videoing a child on devices in ways not related to learning or work tasks and not authorised by NERPSA requirements
• communicating directly with children outside the work environment, including online, except for incidental contact such as seeing a child while shopping or at a sporting activity.

Professional codes of conduct

VIT Professional Codes of Conduct relevant to Early Childhood Teachers:

• VIT Code of Conduct
• VIT Code of Ethics

Professional code of conduct relevant to Early Childhood Teachers and Early Childhood Educators:

• Early Childhood Australia Code of Ethics

These codes should be familiar to NERPSA staff. Reading and understanding these documents is required.

Staff expectations should be read in conjunction with:

• NERPSA Code of Conduct
• NERPSA Child Safe Policy
• NERPSA Interactions with Children Policy, including behaviour guidance addendum
• Child Safe Environment Policy.

NERPSA values open and amicable working relationships with all employees and thanks staff for their consideration and cooperation with these work expectations.

This section explains NERPSA salary arrangements, payroll, superannuation, reimbursements, leave, additional hours, relief and casual employment, jury duty, child free days and leaving NERPSA.

6.1 Salary Arrangements

Standard hours as outlined in Letters of Employment will be paid on alternate Tuesdays/Wednesdays.

Any changes to standard hours must be submitted one week prior using either an Additional Hours Application or Leave Application form. These forms can be accessed on the NERPSA Staff Resources website or the NERPSA App.

Full details of the ADP Payment Schedule are available on the Staff Resources website.

6.2 Current Extra Hours Paid by NERPSA

6.3 Payroll

Payslips are available through the ADP payroll portal. Information on login procedures will be emailed for the first pay run.

If any queries arise in relation to pay, staff should speak to the NERPSA Manager or Finance Officer so that appropriate action can be taken.

Unless agreed otherwise, any pay errors will be rectified in the next salary payment.

6.4 Superannuation

NERPSA will contribute the minimum superannuation benefits at the appropriate level as determined by federal superannuation legislation.

Contributions will be made into the complying superannuation fund nominated by the employee.

If an employee does not nominate a fund, NERPSA will check Australian Taxation Office records for the employee’s most recently selected superannuation fund, known as a stapled fund. Superannuation contributions will be paid into that fund if permitted until the employee nominates otherwise.

If an employee does not nominate a fund and there is no stapled fund, superannuation contributions will be paid to an eligible choice fund nominated by the employer.

6.5 Updating Pay Details

When staff need to update information related to their pay, they should complete the relevant document or form on the NERPSA App. The information will be sent directly to HQ for processing.

This may include changes to bank account details, superannuation information, tax information or other payroll-related details.

6.6 Reimbursement of Expenses

The majority of purchases for services will be covered by accounts. If purchases are made by individuals and require reimbursement, staff must provide itemised receipts through the correct NERPSA process.

Staff should not assume reimbursement will occur unless the purchase was approved and the correct process was followed.

6.7 Travel

Staff should refer to their Award or Agreement for further details about travel.

6.8 Payment for Supervising University Students on Practical Placement

NERPSA values the opportunity for experienced teachers to share their professional expertise by acting as supervisors for university students undertaking practical placement at NERPSA services.

If staff are contacted by a university or training organisation with a request to take a student, they must instruct the university or training organisation to contact the relevant Education Manager to seek prior approval.

Where there is agreement between the staff member and NERPSA to take a student on placement, any monies paid by the institution, if paid to the employer, will be forwarded in full, less GST, to the teacher or room leader without unnecessary delay, in the next payroll.

6.9 Leave Entitlements

NERPSA provides leave entitlements for staff, primarily following the Victorian Early Childhood Teachers and Educators Agreement and the Children’s Services Award. Where these do not fully address leave entitlements, the National Employment Standards provide additional options.

Leave entitlements may vary depending on the employee’s role, employment type, Award or Agreement. Staff should consult their Award or Agreement for accurate and detailed information.

Key leave types include:

• Annual Leave — paid time off for rest and recreation.
• Sick Leave — paid leave for illness or injury.
• Personal Leave — paid leave for personal reasons, such as illness, injury, medical appointments or family emergencies.
• Family Violence Leave — paid leave to address family violence situations.

6.10 Leave Applications

Staff wishing to take planned leave must submit a Leave Application form. This form can be found on the NERPSA Staff Resources website and on the NERPSA App.

If relief cover is able to be arranged, staff should note this on the form. Otherwise, NERPSA will arrange relief for the relevant period.

6.11 Late Leave Form Submissions

In this situation, NERPSA may complete a leave form on the employee’s behalf and send it to the employee by email as notification that leave without pay will be applied.

If NERPSA is later notified that another type of leave should have been used, the leave can be updated and payment reinstated. Due to payroll processing timeframes, this adjustment cannot be made in the same pay run and will be processed in a later pay run.

6.12 Notification of Emergency Absence

Staff should call the After-Hours Only number on the NERPSA App as soon as possible if they are unable to work their shift at short notice outside of work hours and have been unsuccessful in finding relief staff.

NERPSA HQ staff rotate after-hours duty. To ensure the correct person is reached, staff must always press the yellow button on the App.

If no one answers, staff must leave a detailed voicemail message. Staff will be notified once a replacement has been found.

6.13 Additional Hours Requests

The Additional Hours Request form is used to request additional hours worked as per the salary arrangements table above and/or time release from contact time.

All additional hours that require approval must be pre-approved by the NERPSA Manager.

Staff should make every effort to plan and manage their time during rostered hours.

The Additional Hours Request form can be found on the NERPSA Staff Resources website and on the NERPSA App.

6.14 Relief / Casual Employees

NERPSA employs staff through a process that includes onboarding and induction. NERPSA maintains a pool of casual staff who are qualified and vetted, with a focus on child safety and continuity at services by appointing the same relief staff to each service where possible.

6.15 Jury Duty

If staff are called upon to attend jury duty, they must detail this on a Leave Application Form and upload a copy of the jury duty notification.

If an employee other than a casual employee is required to attend jury service during their ordinary working hours, they will be paid as if they were not absent on jury service.

Once an employee has completed their jury service, they must return to work at the earliest possible opportunity.

6.16 Child Free Days

All employees

• NERPSA Annual Conference.

Employees employed under the VECTEA

• Two organisational days at the start of each year.
• One pack-up day held on the last work day of each year.
• Open Day, noting that some services may choose to remain open.

6.17 Leaving NERPSA

Resignation notice period

Staff resigning from NERPSA must read and follow the guidelines in their relevant Award or Agreement and notify the Human Resources Manager of their resignation in writing.

Final pay

Once a staff member’s notice period ends and they have left NERPSA, they will receive their final pay.

Final pay includes the following entitlements where applicable:

• outstanding wages for hours worked, including any penalty rates and allowances
• any accumulated annual leave
• annual leave loading, if applicable
• accrued or pro rata long service leave, if applicable

Exit interview

To help improve the workplace, NERPSA may contact departing staff to complete a brief exit interview. Information shared will be used confidentially to improve NERPSA practices.

Statement of Service

Staff who would like a Statement of Service should contact the Human Resources Manager.

Dismissal / termination

Where employment is terminated by NERPSA, NERPSA will act in compliance with the relevant Award or Agreement.

NERPSA supports professional learning, reflective practice and continuous improvement. Professional development helps staff strengthen their skills, knowledge and confidence, while also supporting quality outcomes for children, families and services.

7.1 Frameworks

All NERPSA early childhood services follow an approved learning framework:

• Belonging, Being and Becoming: The Early Years Learning Framework for Australia (EYLF); or
• the Victorian Early Years Learning and Development Framework (VEYLDF).

NERPSA early childhood services also adhere to the National Quality Framework (NQF) and the National Quality Standard (NQS), as provided through the Australian Children’s Education and Care Quality Authority (ACECQA).

These government and regulatory documents convey high expectations for children’s learning from birth to five years and through transitions to school. They guide early childhood staff in curriculum decision-making and assist in planning, implementing and evaluating quality in early childhood settings.

They also support shared language and stronger communication between children, families, communities, early childhood educators and other professionals.

7.2 Professional Associations

Australian Education Union (AEU)

Union membership can contribute to a productive and harmonious workplace by providing access to industrial advice, training and support, along with improved workplace communication, consultation and health and safety.

The AEU is the union for Early Childhood Teachers, along with early childhood educators who are employed as part of a funded kindergarten program. The AEU is also the union for PSFOs, advisors and additional assistants.

Membership with the AEU offers:

• Dedicated support when you need it: the AEU has a Member Support Centre to answer industrial questions about workplace conditions and pay.
• Expert representation: the AEU represents members professionally, legally, industrially and politically in the early childhood sector.
• Training: a variety of free training programs and events are provided to support professional growth.
• Exclusive partner benefits: membership may include access to banking, finance, health insurance, travel, shopping and other member benefits.

TLN training programs can be accessed here: TLN Programs.

AEU membership information is available here: Join the AEU.

Information supplied by Sarah Parr, Leadership Executive Officer (Sectors), AEU Victoria, 03/12/24.

Early Childhood Australia (ECA)

Early Childhood Australia provides professional resources, information, advocacy and guidance for the early childhood sector.

Staff can access Early Childhood Australia here: Early Childhood Australia.

7.3 Administrative Requirements for NERPSA Employees

NERPSA employees are required to meet administrative requirements connected to their role. This supports compliance, child safety, employment processes, service operations and quality improvement.

Administrative requirements may include:

• maintaining current qualifications and certificates
• keeping Working with Children Check or VIT registration information current
• maintaining a current staff record at the service and with NERPSA
• completing required training and providing evidence where required
• submitting forms on time
• participating in induction, orientation and probation processes
• engaging with the Professional Development Plan process
• contributing to service quality improvement processes.

7.4 Administrative Resources

Administrative resources are available through the Staff Resources website and the NERPSA App.

Staff should use current forms and resources from these locations rather than old printed copies, saved files or previous versions.

• Staff Resources: https://www.nerpsa.org
• NERPSA App: https://www.jotform.com/app/232111005684848

7.5 Policy Documents

Staff should know where to find both service policies and staff policies.

• Service policies are located on the NERPSA website: NERPSA Service Policies.
• Staff policies are located on the Staff Resources website under the Position Descriptions and Staff Policies tab.

At the moment, the staff policies are the Employee Assistance Program Policy, Professional Development Policy and Recruitment Policy.

7.6 Student Placements

Student placements must be managed through approved NERPSA processes.

Staff should not agree to host or supervise a student placement unless the placement has been approved and documented through the correct NERPSA pathway.

If staff are contacted by a university, training organisation or student about a placement, they should direct the enquiry through the appropriate NERPSA process or contact their Education Manager.

7.7 Purchase of New Equipment and Resources

Purchasing of new equipment and resources must follow NERPSA and service approval processes.

Staff must not assume purchases will be reimbursed unless approval has been provided and the correct process has been followed.

Requests for resources, equipment or purchases should be raised with the relevant service leader or NERPSA contact.

7.8 Parents as Volunteers

Parents may support services as volunteers in approved ways.

Parent volunteers must follow NERPSA policies, service procedures, child safe expectations, confidentiality requirements and staff directions.

Parent volunteers must be supported and managed in a way that protects child safety, privacy and the operation of the service.

7.9 NERPSA Professional Development

NERPSA supports staff to engage in professional development connected to their role, service needs, quality improvement, child safety and individual professional goals.

Professional development may include training or learning related to:

• child safety
• mandatory reporting and other obligations
• first aid, CPR, asthma and anaphylaxis
• pedagogy and curriculum
• inclusion and cultural safety
• work health and safety
• leadership
• wellbeing
• compliance
• service improvement.

7.10 Professional Development

A review of professional practice will be conducted annually and will include a Professional Development Plan.

The cost of training identified in the Professional Development Plan will be met by NERPSA, in accordance with the Professional Development Policy.

NERPSA will organise whole-staff First Aid training days or sessions at the start of each year. If staff are unable to attend, they may be required to source their own training. In this case, the cost of the training will be met by NERPSA.

NERPSA employees are expected to:

• read and understand NERPSA policies relevant to their role
• understand the NERPSA Professional Development Plan process and undertake its requirements
• complete mandatory reporting and other required training as directed
• be aware of the Reportable Conduct Scheme and how it applies in early childhood settings
• be familiar with the Victorian Child Safe Standards and their implications in early childhood environments.

Professional training on the Child Safe Standards and Reportable Conduct Scheme may be available during the year. Staff can contact their Education Manager for information about accessing this training.

NERPSA also maintains a library of relevant, up-to-date books on early childhood education. These are available for staff to borrow from the NERPSA office at 52 Burke Street, Wangaratta.

7.11 Professional Development Plans

NERPSA’s Professional Development Planning process is designed to empower staff by focusing on strengths and growth potential. Unlike traditional appraisals, which often highlight weaknesses, the PDP is a self-directed approach that promotes autonomous and reflective learning.

While staff create their own PDPs, the process is informed by a variety of inputs, including:

• Self-assessment: staff identify their interests, strengths and areas for development.
• Collaborative feedback: ongoing discussions with colleagues, leaders and community members provide valuable insights.

NERPSA’s online PDP tool balances autonomy with compliance by supporting:

• Flexible access: staff can access and update their PDP anytime, anywhere.
• Guided development: the tool provides a structured framework for goal setting and reflection.
• Monitoring and support: NERPSA HQ monitors PDPs and provides support as needed.
• Strategic alignment: PDP data contributes to broader organisational planning.

Benefits of the NERPSA PDP include:

• personalised development tailored to individual needs and aspirations
• continuous learning and reflection
• a positive focus on strengths and potential
• a collaborative approach involving input from multiple stakeholders
• efficient and accessible planning through technology.

By empowering staff to take ownership of their professional development, NERPSA’s PDP process fosters a culture of continuous learning and improvement.

7.12 Individual Professional Development

To undertake professional development, staff must complete a Professional Development Application Form.

All sections of the form should be completed fully, with clear reference to the staff member’s PDP goal or goals and how the professional development will contribute to achieving them.

Professional development approval process

When reviewing a professional development application, management will consider the staff member’s PDP and the professional development provider.

NERPSA may contact the provider for clarification or discuss the application with Education Managers. Staff should provide as much detail as possible to streamline the process.

Notification and payment

Upon approval, the staff member will receive a letter confirming the professional development.

The approval letter, along with the receipt or invoice, must be submitted to the NERPSA Manager for payment or reimbursement.

If the application is not approved

If a professional development application is not approved, the staff member will receive an explanation. If the staff member wishes to appeal, they may provide additional information.

After completing professional development

After completing professional development, staff should:

• critically reflect on their learning and experiences
• share new insights with their team
• apply new understandings to their work
• formally document the professional development in their PDP.

Professional development must be managed in accordance with the Professional Development Policy.

7.13 Assessment and Rating Visits

Education Managers provide additional support to each service and assist staff in preparing for Assessment and Rating visits.

Education Managers visit the service before the Assessment and Rating visit. The aim is to equip staff for the upcoming visit.

During Assessment and Rating, staff should continue usual high-quality practice, follow NERPSA policies and service procedures, engage respectfully with children and families, and refer operational questions to the Nominated Supervisor or Person in Charge where appropriate.

7.14 Quality Improvement Plans

Each service must have a current Quality Improvement Plan.

The QIP must be shared with staff, children and families.

The Nominated Supervisor is responsible for keeping the QIP up to date and ensuring that quality improvement is planned and implemented.

All staff must contribute to the QIP and are required to provide input. Updated copies of the QIP should be forwarded to the Advisor.

Each service must effectively communicate the QIP to children and families, and the voices of children and families should be evident in the QIP.

NERPSA values the health, safety and wellbeing of employees and recognises the importance of supporting both physical and mental health at work.

Staff are expected to follow safe work practices, report hazards and incidents promptly, participate in workplace health and safety processes, and seek support early when needed.

8.1 Employee Assistance Program

NERPSA values your wellbeing and recognises the importance of mental health. We are committed to supporting employees to access help when needed.

NERPSA offers an Employee Assistance Program to assist with both workplace and personal concerns.

The Employee Assistance Program provides confidential support, and staff do not need to notify NERPSA that they are using the service.

Further Employee Assistance Program details are available on the Staff Resources website and the NERPSA App.

NERPSA Employee Assistance Program providers

Employee Assistance Program access is managed in line with the Employee Assistance Program Policy, which is available on the Staff Resources website under the Position Descriptions and Staff Policies tab.

8.2 First Aid

NERPSA will organise whole-staff First Aid training days or sessions at the start of each year.

Staff who are required to hold First Aid, CPR, Anaphylaxis or Asthma qualifications must ensure these qualifications remain current and provide updated evidence to NERPSA and to their service staff record.

Staff who are unable to attend NERPSA-organised training, or new employees who commence mid-year, may be required to complete certification through an external provider such as Vic First Aid and submit the invoice or receipt to NERPSA for payment or reimbursement.

Long day care services may have alternative certification timelines where needed.

8.3 Immunisation and Vaccinations

Staff are encouraged to support their own health and the health of others through appropriate immunisation and vaccination.

NERPSA will reimburse staff for the cost of an annual flu vaccination. Staff who wish to be reimbursed should pay for the flu vaccination, keep the receipt, and submit a reimbursement request using the correct NERPSA process.

8.4 Work Health and Safety / Occupational Health and Safety

NERPSA is committed to providing a safe and healthy workplace. Work Health and Safety, also referred to as Occupational Health and Safety, is a shared responsibility.

Staff have a responsibility to:

• take reasonable care for their own health and safety
• take reasonable care for the health and safety of others
• follow safe work practices and NERPSA procedures
• use equipment correctly and safely
• report hazards, injuries, illness, incidents and near misses promptly
• participate in safety processes where required.

8.5 WHS / OHS Visits

Education Managers may complete WHS / OHS visits to support safe workplace practice, identify hazards, review risk controls and support compliance.

Staff should participate respectfully in WHS / OHS visits and provide information where requested.

Any hazards, concerns or follow-up actions identified through WHS / OHS visits should be addressed through the relevant service and NERPSA processes.

8.6 Register of Injuries / Illness / Near Miss / Hazard

Staff must report workplace injuries, illness, hazards and near misses promptly.

The relevant Register of Injury, Illness, Near Miss or Hazard form should be completed according to the NERPSA process.

Reporting near misses is important because it helps identify hazards and prevent harm before someone is injured.

The Register of Injury form is available on the Staff Resources website and the NERPSA App.

8.7 After-Hours Safety

Staff working outside normal operating hours must follow service-specific safety procedures.

This may include locking procedures, personal safety arrangements, notifying another person, using agreed communication processes, following after-hours contact processes and ensuring the premises are secure.

Staff should speak with their Nominated Supervisor or Education Manager if they are unsure about after-hours safety procedures at their service.

8.8 Emergency Management Plans

Each service has an Emergency Management Plan and emergency procedures.

Staff must know and follow the emergency procedures at each service where they work.

Staff should know:

• evacuation routes and exits
• assembly areas
• lockdown or shelter-in-place procedures
• emergency communication processes
• where attendance records are located
• where emergency medication is stored
• their role during drills and real emergencies.

Emergency rehearsals must be taken seriously. They help staff and children practise what to do and identify what needs to be improved before a real emergency occurs.

During emergencies, staff must follow service procedures, listen to directions, keep children supervised and calm, communicate clearly, and report if a child, staff member, visitor, record, medication or essential item is unaccounted for.

8.9 Smoking and Vaping

NERPSA services and service activities are smoke-free and vape-free environments.

Staff must not smoke or vape at NERPSA services or during service activities.

NERPSA supports staff by providing information about the health benefits of not smoking or taking drugs, and responsible alcohol consumption.

Support, resources and information are available from:

• Alcohol and Drug Foundation: https://adf.org.au
• Cancer Council Victoria: https://www.cancervic.org.au
• Quit Victoria: https://www.quit.org.au
• Raising Children Network: https://raisingchildren.net.au
• Tobacco in Australia: https://www.tobaccoinaus.org.au

8.10 Alcohol and Drugs

Staff must not attend work affected by alcohol or drugs.

Staff must follow NERPSA policies, service procedures and legal requirements relating to alcohol, drugs and workplace safety.

8.11 Safety of Personal Belongings

All employees are responsible for ensuring the safe storage of their personal belongings.

Personal belongings should be stored safely and must not interfere with supervision, child safety, privacy, WHS / OHS or professional responsibilities.