employee induction and compliance handbook (training)

2021

Fire and Safety Australia

POL - QTA – 00 – FSA Trainer Handbook

Version 1.2 2021

EMPLOYEE INDUCTION AND COMPLIANCE HANDBOOK

(Training)

Fire and Safety Australia Pty Ltd FSA Trainer Handbook

Our Purpose: 'To forever change safety in the World...One experience at a time'

Our Values: Passion for Safety, Be Memorable, Commitment to our team and clients, Thirst for Improvement 2021 2

Contents Welcome & Introduction to FSA ....................................................................................................................................... 4

FSA Purpose and Core Values ........................................................................................................................................... 4

Our Purpose: ................................................................................................................................................................. 4

‘To forever change safety in the world…One experience at a time’ ............................................................................. 4

Our Core Values: ........................................................................................................................................................... 4

Our values are: .......................................................................................................................................................... 5

FSA Recruitment & Selection ............................................................................................................................................ 6

Related National Standards for Registered Training Organisations ............................................................................. 6

FSA RTO, Quality, Health Safety Environment and Security Certification & Compliance ................................................. 6

Your mission as a trainer with FSA .................................................................................................................................... 7

How FSA monitors the performance of our trainers? ...................................................................................................... 7

FSA Trainer certification process ...................................................................................................................................... 8

Trainer File .................................................................................................................................................................... 8

Course Induction Process .................................................................................................................................................. 8

Providing your training availability to FSA ........................................................................................................................ 9

Booking/Confirmation process for trainers ...................................................................................................................... 9

Pre-Course requirements- Access to trainer materials..................................................................................................... 9

Training and Assessment ................................................................................................................................................ 10

Pre-Course requirements- Access to practical equipment ............................................................................................. 11

Entry Requirements and Pre-requisites .......................................................................................................................... 11

Entry Requirements – Participant pre-course workbooks .............................................................................................. 12

Entry Requirements – AS1715 and the need to be clean shaven for Breathing Apparatus equipment ........................ 12

Trainer Code of Conduct ................................................................................................................................................. 12

Behaviour: ................................................................................................................................................................... 12

Punctuality .................................................................................................................................................................. 13

Contacting the client prior to day of training ............................................................................................................. 13

Course preparation ..................................................................................................................................................... 13

Code of Conduct.......................................................................................................................................................... 13

Learner Disciplinary Action (Client’s Staff).................................................................................................................. 13

Learner Disciplinary Action – participant ‘required further training RFT’ .................................................................. 14

Trainer Effectiveness: Appearance: ................................................................................................................................ 14

Uniform ....................................................................................................................................................................... 14

Posture & Where to Stand: ......................................................................................................................................... 14

Communication: .......................................................................................................................................................... 14

Gaining Attention & Creating Interest: ....................................................................................................................... 15

Preparation: ................................................................................................................................................................ 15




Training Course Safety ................................................................................................................................................ 15

Equipment / storage / after course duties ................................................................................................................. 16

Completion of Training in hours allocated:................................................................................................................. 16

Trainer Evaluations ......................................................................................................................................................... 17

Records Management ..................................................................................................................................................... 17

Attendance Sheets ...................................................................................................................................................... 17

USI numbers ................................................................................................................................................................ 17

Fitness to participate forms ........................................................................................................................................ 17

Completed assessment materials ............................................................................................................................... 17

Course Feedback ......................................................................................................................................................... 17

Payments and Reimbursement ....................................................................................................................................... 18

Procurement Policy ..................................................................................................................................................... 18

Conclusion: ...................................................................................................................................................................... 19

Frequently Asked Questions ........................................................................................................................................... 20

Appendices ...................................................................................................................................................................... 21




Welcome & Introduction to FSA

Welcome to the Fire and Safety Australia (FSA) national team as a trainer/assessor. The provision of emergency response and safety training is core business to FSA. Ensuring that we have enthusiastic and professional trainers is extremely important to our company and our ongoing success.

FSA is committed to constant and never-ending improvement, as we endeavor to deliver world class training to our clients. We will only achieve success with a professional and committed trainer team that lives FSA’s values.

Important facts about FSA:

We provide the Emergency Response staffing solution to Australia’s two largest gas plants still under construction

• Our staff on these projects assist in keeping over 10,000 construction workers safe during their work day and

respond to major incidents

• In 2020 we trained over 38,000 nationally accredited units of competency and 26,000+ individual students

• In 2020 we performed over 15,000 + Emergency Services shifts, including our Paramedic’s, Safety Officer and

Emergency Services personnel for the resources industry in Australia

• We have a national team of over 110 people and training facilities located in every State and Territory of

Australia

• We are the ONLY safety and emergency response training organisation that has a 100% MONEY BACK GUARANTEE for all of our corporate training with no terms and conditions! No other training company in Australia does this and we do it to demonstrate our commitment to providing you with outstanding training and this force us to recruit and work with only the best people

FSA Purpose and Core Values

Our Purpose:

‘To forever change safety in the world…One experience at a time’

Our purpose defines who we are and what we stand for. This is why Steve McLeod founded our company and why we exist. We want to make a difference in the world. We look for people that believe in our purpose and we seek to work with clients that want to have the safest sites in the world and proactively commit to safety at their workplaces.

Our Core Values:

Our core values represent who we are and what we stand for.

Our core values are at the heart of every decision that we make. Our core values decide who we should allow to join us on this journey and the way in which we conduct ourselves every day in pursuit of our purpose.

All people decisions at FSA including recruitment, promotion, reward and recognition and dismissal are based on our team’s adherence/non-adherence to our core values.

We are a people-based services business. Our senior management team and I are totally focused on attracting and retaining the right people and removing the wrong people. The way in which we make these decisions is based on their skills, qualifications, experience and attitude for the job and their adherence to our core values. Our core values represent who we are and what we stand for. They set us apart and we must continue to uphold them to be successful and grow.




Our values are:

*Passion for safety – We only want people who want to improve safety in the world and are passionate about safety and emergency response. These personnel often have an emergency services background and have seen first-hand the catastrophic effects that lapses in safety can have on the lives of individuals and their family. We look for people who have a real passion for what they do and a passion for changing and improving safety for our clients.

*Commitment to our team and clients – We want our team to go the extra mile. As a fast-paced business, we are often asked by our clients to mobilise in short timeframes, to quickly meet challenging demands for increases in work and to meet their rigorous requirements. We look for people who have a history of commitment to their team and to their employer.

*’Be memorable’ – We need our team to be memorable for the right reasons. They will be memorable by demonstrating our values and ideals and providing great client service. We want our team to provide experiences to our clients that they will remember (such as emergency response skills that they will remember in the event of an emergency, and leave a great impression with our clients that they will remember which in turn will help us grow our business).

* Thirst for improvement – We look for team members whom want to grow their skills and experience and commit to ongoing personal and professional improvement and development. We look for people whom have demonstrated a personal commitment to improvement through their work history.

Our BHAG (Big Hairy Audacious Goal) to 2025 is being set early in 2021 and will be communicated to all team members. Our organisation continues to grow each and every year because of the passion and commitment demonstrated by our team; we are looking forward to a period of growth in all areas of the business and excited to have you on board with us as part of this journey.

I welcome you to FSA and I look forward to meeting you and working with each of you in the future.

Kind Regards,

Steve McLeod Director 1300 885530 [email protected] www.fsaus.com.au

Please see appendix for related documents.

http://www.fsaus.com.au/




FSA Recruitment & Selection

FSA is always looking for experienced and professional emergency response/safety trainers and Emergency Services Officers. FSA is a fair and equitable employer that always seeks the best people.

FSA shall always recruit employees based purely on merit and their skills, experience and knowledge applicable to the position that we are recruiting for. FSA offers many benefits for our employees, which include but are not limited to:

• Monthly superstar of the month awards ($200 gift vouchers for FSA team members as voted by their peers) • Career progression within a growing national training and emergency services organisation • Professional development by giving our employees the opportunity to sit in on any training course that FSA

offers to upgrade their skills and qualifications • A friendly and engaging culture where people are engaged and motivated to perform and for the entire

business to hit performance targets.

If you have anyone whom you think will meet FSA’s core values and has the right skills, experience and knowledge for a position with FSA, please contact any senior manager within FSA for further information.

When joining FSA, we encourage you to let your manager know of the areas of training and employment that you would like to pursue with FSA and any professional development that you are looking for throughout your time with us.

Related National Standards for Registered Training Organisations

1.13 In addition to the requirements specified in Clause 1.14 and Clause 1.15, the RTO’s training and assessment is

delivered only by persons who have:

a) vocational competencies at least to the level being delivered and assessed;

b) current industry skills directly relevant to the training and assessment being provided; and

c) current knowledge and skills in vocational training and learning that informs their training and assessment

FSA RTO, Quality, Health Safety Environment and Security Certification & Compliance

FSA has been a Registered Training Organisation since 2009 and has held ISO9001-2009 quality certification for more than 8½ years. Delivering high-quality services is a primary priority for the entire business.

FSA has a full Quality Management System (QMS) that describes all work tasks and processes that FSA completes.

The key documents that are required to be reviewed and completely understood by you as a casual trainer are attached to this document and are as follows:

• HSE Manual • All Training and Assessment Compliance Procedures • Learner Pre-enrolment Handbook • All SharePoint quality training and assessment policies

As these are quality documents, they are accessible through our online document management system ‘Microsoft SharePoint’. This is our centralised online ‘cloud based’ document repository.

Your manager shall provide copies of these policies and procedures to you. It is extremely important that you review and understand all this documentation and work in accordance with these policies, procedures and handbooks.




Your mission as a trainer with FSA

Your mission as a trainer for FSA is to provide a professional training experience for FSA clients.

You will do this by:

• Demonstrating FSA’s core values in everything that you do: Be memorable, thirst for improvement, passion for safety and commitment to our team and clients;

• Providing an engaging, friendly, enthusiastic and professional training experience for our clients; • Being prepared prior to course delivery, during course delivery, and after course delivery; • Presenting yourself as a professional through your dress standards -how you wear your uniform and how you

present yourself • Following FSA’s comprehensive training course availability, management, booking, quality and safety

procedures • Being pro-active with your own professional development • Monitoring emails for changes in FSA operations, procedures and course bookings • Reviewing your course evaluations and looking at where you, as a trainer, and FSA can improve and exceed

our clients’ expectations • Working in a collaborative and friendly manner with all FSA team members; • Seeking out opportunities for FSA to maximise its business with our clients (i.e. Suggesting additional training

courses/equipment/consulting services that the client may need and ensuring these are communicated in a structured and timely manner to the responsible Business Development Manager for that client/s

FSA is here to support you in your mission as a trainer. We will do everything that we can to help you in your role and we ask for your support for other FSA team members in assisting us to meet our purpose ‘to forever change safety in the world…one experience at a time’.

How FSA monitors the performance of our trainers?

FSA uses multiple tools to monitor the performance of our trainers. This includes but is not limited to:

• Your adherence with FSA’s core values • Client feedback from training courses conducted, including sales team follow-ups conducted • Learner feedback surveys/reports from training courses conducted • Feedback from ‘peer reviews’ and management reviews of training courses • Accuracy of timesheets, learner information, training and assessment documentation • The presentation of our trainers (including dress standards, timeliness of attendance) • Attendance and punctuality • The frequency of unplanned cancellation of training courses from our trainers • Additional equipment, training, consultancy sales generated as a result of trainer courses • The attitude of our trainers and their behaviours and attitudes in how they treat FSA employees, clients,

learners and other stakeholders • The adherence to FSA policies and procedures (RTO, Quality, HSES) • Regular professional development and maintenance of skills and knowledge, both vocationally and within

training and assessing techniques

FSA shall undertake regular monitoring of our trainers. If trainers do not meet the required standard, this will be addressed via verbal or written contact from FSA. If trainers consistently do not meet the required standards and they have been fairly warned of the improvement needed (or if the breach is a substantial breach), their training may be suspended, or their employment with FSA may be terminated.




FSA Trainer certification process

Prior to you being certified as a trainer/assessor with FSA, new trainers need to provide:

• Current CV • Copies of all qualifications and certificates which will be verified by the issuing training body • Current USI transcript • Evidence of ongoing professional development within their vocational fields and within VET knowledge • Signed declaration of their ability to provide the agreed scope of courses.

All new trainers must be inducted by an FSA trainer/assessor in the training courses to be undertaken. This induction process is designed to ensure a consistent and high quality training outcome for our clients.

Trainer File

Each FSA trainer must have a current and up to date trainer file which is provided to your manager upon commencement of employment with FSA, and that is regularly reviewed. The currency of the contents of your trainer file shall be the responsibility of you, the trainer. Your trainer file must include:

• A copy of the TAE Cert IV Training & Assessment (which will be verified with the training provider) • A dated copy of their Curriculum Vitae (CV), to be updated annually. • Copies of certificates and qualifications, which will be matched to their approved training scope of delivery,

outlining their vocational experience for each unit of competency/qualification that they wish to teach • A current copy of your USI Transcript; updated copies may be requested annually • A current police check to the satisfaction of FSA management • A copy of your driver’s licence; updated where/when expired • A professional development logbook which is updated annually and includes all professional development

activities completed by the trainer/assessor • Induction Records

The trainer/assessor is responsible for maintaining the correctness and accuracy of their trainer file by passing onto their manager all updated qualifications and information applicable.

Course Induction Process

Each new FSA trainer/assessor shall complete the following for any training courses that they have not previously delivered:

• Observe an FSA trainer/assessor running this course to an FSA client • Co-Deliver an FSA course with a mentor. The FSA mentor shall provide documented feedback to the new

trainer & their supervisor, on areas that they executed well, areas to improve and any rectification needed. • Deliver a course fully, under supervision of the mentor. • When the mentor says that the course has been completed satisfactorily, and all FSA QMS and RTO procedures

and policies were abided by, then the FSA new trainer shall be passed as approved to deliver these training courses. This is a documented process.

• The Induction Evidence shall be passed to the Training Supervisor and RTO Manager for the course to be added to the trainer’s scope of delivery and notification to the Scheduling Team

The CEO and senior management team, at their discretion and judgement, may authorise a trainer to undertake course facilitation outside of this process if they have, in the manager’s reasonable view, a high level of emergency management/safety facilitation experience.




Providing your training availability to FSA

Prior to being allocated work as a casual trainer, we require you to inform the FSA Customer Services Team of your availability for training courses. With the fluid nature of the training industry it is imperative that forecast availability for trainers is obtained.

FSA asks that you provide us with your availability to work for FSA as a trainer and any restrictions that you may have (i.e. you cannot work on a given weekend or away from your capital city etc.) at least 30 days prior, allowing for quick confirmation to clients.

We ask that you email all of this information to [email protected]. This email goes to the customer service team who will be responsible for allocating our trainers the various training courses that are booked in.

Every attempt will be made to ensure that the allocation of training is fair and equitable in line with trainer’s skill sets and availability. In the event that there is a concern with the allocation process the Training Supervisors will be responsible for handling such complaints.

PLEASE NOTE: Trainers that have their availability provided regularly and in advance via this process will likely get contacted first to confirm training course bookings.

Booking/Confirmation process for trainers

FSA shall always provide a booking confirmation to you via email. FSA will allocate training courses to you, based on the availability rosters that you submit to us. After allocation of a training course, the customer service team shall endeavour to email you on the same day. This then allocates you to this training course.

After a confirmation is provided to you, you are required to confirm that yes you are available, and you will complete the training course. You must then complete all pre-course requirements as outlined on the following pages.

In the event that you cannot do this training course, you must contact FSA as soon as practical and reply with an email to the customer service team.

Pre-Course requirements- Access to trainer materials

Prior to conducting any training course, it is a requirement that you have the correct training and assessment paperwork necessary to conduct the training course.

Item required for every FSA training course Quantity Where you can obtain this from

Access to FSA’s Student Management System (Fulltime employees)

Contact your manager to arrange access and training if required

Access to Live Office and the T (Trainer) Drive (Fulltime employees)

Contact your manager to arrange access and training if required

Access to FSA’s Dropbox account (Casual employees) Contact the Compliance team for access

Laptop with digital training materials 1 Trainer needs to provide this item (NOTE: Some areas have additional laptops available-see your supervisor to confirm)

Portable speakers to connect to laptop 1 Trainer needs to provide this item

mailto:[email protected]




Item required for every FSA training course Quantity Where you can obtain this from

Data projector (required to be taken to every course unless client indicates that they have a data projector)

1 FSA office/storage location

Digital Training materials as follows for the course that you will be teaching:

• Access to the Training and Assessment Strategy for the course being trained

• Access to the course presentation materials including any audio visual clips

• Access to model assessment answers / trainers guide on laptop

• Access to lesson plan/course schedule

1 Your supervisor, upon commencement with FSA, will ensure that you can access this either within FSA Live Office or via the FSA Dropbox for casual trainers.

Printed Training materials as follows for the course that you will be teaching:

• Course confirmation - copy printed or on your laptop/phone of the course start/finish times, course details, client contact person details

• 1 x Student attendance register/sign-on sheet – this can be downloaded from the student management system or hard copy from the office.

• 1 x Enrolment pack for each participant, where no online enrolment has been done.

• 1 learner manual for each expected participant attending +3 (i.e. if 12 students are expected +3 workbooks = 15 books)

• 1 training and assessment package for each expected participant attending +3 (i.e. if 12 students are expected +3 training /assessment packages = 15)

As defined

Storage Unit/FSA Office

Sufficient equipment for practical components:

• You must have the sufficient equipment to run the training course, as outlined on the training and assessment strategy and or Trainer notes

1 FSA office/storage location

Training and Assessment

See:

PRO – QTA – 01- Training and Assessment Procedure

This procedure outlines how FSA will ensure that our personnel train and assess according to FSA’s policies and

procedures.

NOTE: ‘Trainer’ refers to both trainers and assessors employed with FSA.




Pre-Course requirements- Access to practical equipment

Prior to conducting any training course, it is a requirement that you have the correct training and assessment paperwork necessary to conduct the training course. Refer to each course’s Training and Assessment Strategy for the full list of equipment required for that course.

The following shall be seen as a guide for the specific types and quantities of equipment required for most training courses. NOTE: Additional equipment may be specified on the course booking confirmation given to you by the customer service

team or by your manager.

It is your responsibility to obtain the equipment, ensure that it is of correct quantity for the training course and to deliver the equipment back in a clean and workable state. All faults/damage to equipment must be immediately reported to your manager.

All equipment must be signed in/out of each storage location or FSA office

Entry Requirements and Pre-requisites

PRE-REQUISITES

AND ENTRY REQUIREMENTS FEB 2021.pdf

Some of FSA courses have entry requirements specific to FSA along with mandatory pre-requisites; this information

is also available in each course’s Training and Assessment Strategy, as well as in the embedded document above. As

a trainer, you need to understand what these are, however FSA Administration team is responsible for collecting

these requirements from the participants or their booker.

Information is provided to the participant (via the website and confirmation emails) on what these entry

requirements and pre-requisites are and that they, as the participant are responsible for providing this evidence to

FSA in advance of their course.

What is the difference between an FSA Entry requirement and a Pre-Requisite?

Entry Requirements - FSA can determine what they wish the participant to already hold or have done prior to

coming into course – this may assist with delivery time frames, underpinning knowledge or meeting Australian

Standards.

These Entry Requirements have been determined by consultation between the training team, sales team and

compliance team members. An example of this would be for participants to provide evidence of attending a full

course prior to attending a refresher course, completing a pre-course workbook or being clean shaven for BA course

as per the Australian Standards.

Any change from the Entry Requirements as listed for each course MUST be approved in advance, with a strategy

behind this change being provided eg: longer training timeframes, alternative entry methods.

Pre-Requisites Requirements – these are set by the developers of training packages and units of competency (VET

level) and are a MANDATORY requirements that is achieved PRIOR to being assessed.

The Participant must provide this evidence in a way that is acceptable to ASQA eg: their Statement of Attainment

from an issuing RTO (this will be verified by FSA Administration with the issuing RTO), their USI Transcript or where

training has been previously delivered by FSA, their training records within the Student Management System (Tutis).

To merely “sight” their pre-requisite is not sufficient to meet the requirements and standards of RTOs as this

evidence MUST BE retained by FSA and available to any ASQA auditor that requests this information.




For further information on Entry Requirements or Pre-requisite requirements refer to the individual training

product Training and Assessment Strategy or Pre-Requisite & Entry Requirements Process document; speak with

your supervisor or the compliance team for further information or a copy of this process document which is available

in the Trainer Drive and Dropbox.

Entry Requirements – Participant pre-course workbooks

Some of FSA courses have pre-course work that needs to be completed by course participants prior to entry into the

classroom. This includes but is not limited to:

Provide first aid

Certificate II Medical Service First Response

Fire Safety Adviser Re-accreditation

At the commencement of these courses that have a pre-course component, participants must be requested to

provide their pre-course workbooks; where a participant has not completed this entry requirement, the requirement

for the participant to leave the course must be made at the start of the day unless another suitable course of action

can be found.

Where required, contact your supervisor for direction and advise.

Entry Requirements – AS1715 and the need to be clean shaven for Breathing Apparatus equipment

Refer to Pol-RO-07 Breathing Apparatus Equipment in Training courses

FSA’s policy is that if a course participant has facial hair present during practical activities and assessments, they will

not receive a Statement of Attainment for the nationally recognised Unit of Competency under any circumstances

(as per AS1715 and FSA enrolment entry conditions which states the specific requirements).

However, the course participant may sit the training course and participate in the practical activities, receiving a

certificate of attendance (NOT a Statement of Attainment listing the Unit of Competency).

Therefore no FSA trainer shall request a course participant to leave a Breathing Apparatus training course just

because they have facial hair.

These learners must be informed that they will not receive a nationally recognised Statement of Attainment, listing a

Unit of Competency, unless they meet the requirements of AS1715 and our course entry requirements as per

information provided to them on enrolment and available on our website.

To reiterate FSA allows learners with facial hair to sit the entire BA training course, however they will only receive a

certificate of attendance if they have facial hair that contravenes the Australian Standard (they will not receive a

Statement of Attainment).

Trainer Code of Conduct

Behaviour:

Trainers are reminded to be considerate of language and behaviour use. Previously, FSA lost a large national client as the trainer made a very inappropriate comment which was heard as a racist comment and inappropriate language.

It may be stating the obvious, but due to previous events ALL trainers are reminded that you must be dressed appropriate in FSA uniform, and conduct yourself as a professional trainer.

Swearing is not permitted, and neither is any kind of language that could be referred to as discriminatory (this is not limited, but may include referring to people by: race, gender, sexual orientation, physical disability, background etc.)




FSA has zero tolerance for any behaviour that is discriminatory. FSA is an equal opportunity employer and welcomes people of all backgrounds.

Where course activities (eg: first aid training, safety checks on harnesses etc) require you, as the trainer, or other course participants, to touch other participants, ensure that you let them know at the start of these activities and give them the opportunity to say if they are not comfortable. This is supported by a question on the Fitness to Participate questionnaire.

Refer to FSA Appropriate Behaviours Policy

Punctuality

The one thing that can get us all into trouble is being late. This is particularly so with new clients and on day one of any course. Clients get annoyed and it can become very uncomfortable, particularly as we are selling ourselves as professionals.

It can take years to get some clients and only a few minutes, or an unfortunate event to lose them. Obviously losing clients isn't in anyone's interest, simply because the more clients we have the more work and money we all receive.

We require that you always be AT LEAST 30 MINUTES EARLIER than the scheduled course start time. This way you can get yourself organised on time and with the minimum of effort.

Contacting the client prior to day of training

Where possible, it is strongly encouraged that trainers make contact with their contact for the upcoming training day; this allows questions to be asked and clarification provided from the client and from FSA on equipment needed, access to client’s site, any specific training needs for individual participants etc. This will help you with your planning to run the training effectively.

Course preparation

It is your responsibility to ensure that you are familiar with FSA programme material for the programme that you are about to deliver – this includes:

Training and Assessment Strategy

The associated units of competency (either in the file or available on training.gov.au)

the participant manuals,

assessments,

presentation

lesson plans and trainer guides

equipment & resources required

Code of Conduct

If making reference to our competitors, DO NOT use their name in a derogatory manner. It is not liked; it can get us into trouble and doesn't sound professional either.

If any negative topics are being discussed then you could refer to 'our competitors', but nothing else. Obviously, you will need to adjust your teaching style on occasions in order to fit in

Refer to FSA Appropriate Behaviours Policy

Learner Disciplinary Action (Client’s Staff)

In the unlikely event that a staff member(s) of a client shows unacceptable behaviour during an onsite training program, which is unacceptable to either an FSA trainer and/or other class participants, the FSA trainer should: -

Remain calm and politely advise that such behaviour is unacceptable and request the person(s) allegedly responsible to stop.




Should the person(s) still persist with such behaviour - seek the advice of our ‘onsite client contact’ person for further advice and/or action as they deem fit for their own staff

Do not suggest possible disciplinary actions to the ‘Onsite Client Contact’, as this is not your responsibility, however FSA believes you are entitled to advise that it’s either very difficult, or even impossible, depending upon the circumstances, to continue your training program until such behaviour ceases.

Please talk to your FSA manager and advise them of the process and what has occurred.

Learner Disciplinary Action – participant ‘required further training RFT’

Follows FSA’s Training quality procedure (to be covered during induction)

Trainer Effectiveness: Appearance:

Fire & Safety Australia Pty Ltd tries to continually create a professional image for its total operation. We have been very successful and one of the reasons has been due to the professional image of not only our management team, but just as importantly our trainers need to look, dress and sound professional.

Uniform

See Uniform Policy

Fire & Safety Australia Pty Ltd (FSA) aims to create a professional image for its total operation. We have been very

successful and one of the reasons has been due to the professional image of not only our management team, but just

as importantly our trainers need to look, dress and sound professional.

FSA has a uniform in order to further promote the professionalism and name of our organisation. Occasionally, we

may get called to some unusual environments e.g. underground locations or areas which require special PPE.

When this occurs, some common sense is required, but once again we need to ensure that our clothes are still clean and tidy. Basically, a good rule of thumb is to have dress standards at least equal to the rest of the class.

Posture & Where to Stand:

Standing in one place in front of the class becomes quite boring for the class. Ensure you move around slowly in order to maintain the learner’s attention.

When using equipment such as a Whiteboard or data projector, stand to the side so that you do not create a visual barrier to the information you are trying to write or to the screen.

Should you need to sit down, try sitting on the edge of the trainer’s table (if available), in order to look more relaxed and informal. Sitting behind desks or on chairs tends to create a psychological barrier between you and the class members and you may be portrayed as ‘lazy’.

Communication:

Nervousness and lack of experience can create poor mannerisms in a trainer both verbal and postural. Some examples of these would be the well-known ‘umms’ and ‘arrhs’, not to mention ‘you know’ and other similar utterances.

The encouragement of openness and questions within a class is important, so try not to cut anyone off who is asking a question or making a statement unless it is a talkative or difficult learner where it might be necessary to stop constant interference within the class.

Always encourage group interaction by offering positive reinforcement to class members throughout the program. In this way people begin to feel more confident within themselves and therefore less inhibited. Even if someone gives a wrong answer, if it is leading in the right direction you can always add something like “Well, you’re certainly heading us all in the right direction, but you aren’t quite there yet. Can anyone else add to ‘Joe Blow’s’ comments?”

Obviously by ignoring responses you will lose what you are trying to achieve; namely interaction. If you ignore people, they may stop making a contribution, therefore also ceasing the very process you are trying to achieve.




Another way to increase motivation and interest within a class is to show personal enthusiasm and vitality. This type of attitude can become infectious and makes learning more fun simply because the learners can see you enjoying yourself.

Finally, don’t forget that constant ‘enthusiastic talking’ by the trainer can, in itself, become a problem. Use the ‘silent pause’ immediately after a key point in order to gain maximal effect for your message.

Gaining Attention & Creating Interest:

Humour within a class can be extremely effective, but poorly timed or more importantly, inappropriate humour can be disastrous.

Examples of the latter point are as follows:

• targeting a class participant for ridicule • referring to our competitors in a derogatory manner (even slightly, it’s unprofessional and you never know

who you may offend in the class) • derisive references to religion or particular religious groups • sexual ridicule toward one sexual gender • racially prejudicial statements

One of the ‘key winners’ for FSA has been to show that our subject material is related to actual life. In this way they can see that the subject material is relevant to them and as a result, you maintain a high level of enthusiasm. Use real life examples from your experience to add to the training content.

• When using either the Whiteboard or Blackboard, ensure that you write neatly and legibly. • Observe the class members and try to regain their attention if you notice someone ‘nodding-off’.

Preparation:

ALWAYS start and finish on time, particularly on the morning of the first day. It can be fatal if you aren’t, particularly with a new client (it can take years to get a new client and then hours and hours of preparation to organise the course. But it can all be wrecked in literally minutes simply by being late. We tell everyone that we (you) are professional, we need to PROVE IT at all times.

Always ensure that you have prepared yourself and your materials PRIOR to the commencement of a module. Furthermore, clear up any unnecessary materials from a previous session e.g. clean whiteboard; manikins that are no longer relevant to your current module.

Training Course Safety

Fire and Safety Australia (FSA) aims to ensure safety considerations have been into account for all training course activities, prior to the commencement of any activities that may involve risks or hazards

FSA will utilise a number of tactics when delivering a training course, prior to the commencement of practical activities, to mitigate exposure to hazards and health risks.

These will include but not limited to:

• A Safety Share (verbal discussion) • Take 5 / SLAM Checklists – Low to medium risk / routine course delivery • WMS / JSA / JHA Risk Assessment – medium to high risk / non – routine course delivery

Performing health and safety checks using these tools will assist trainers to implement controls and lower residual risks for these training courses

All trainers are to undertake a risk safety assessment at the commencement of all courses / commencement of any practical component and the level of the risk for that course determines the type of risk assessment to be undertaken.

Take 5 / SLAM and Risk Assessment forms are located in the T:\00 - FORMS\TAKE 5 & SWMS JHA and also in the Dropbox for easy access.




Alternatively download the Take 5 app from Google Play Store or Apple Store for electronic Take 5 with these being emailed back to [email protected] on the day of training.

Take 5 Risk

Assessment Tool for Smartphones.docx

These Take 5s can be completed as a group exercise with your participants, however these MUST be reviewed and signed off by the trainer prior to commencing any practical activity.

The paper forms are to be returned to FSA with your assessment paperwork / attendance registers; if using the Take 5 app, please email through to [email protected] on the day of training.

Where delivery a course at a client site, there may be a need to use the client’s JHA/WMS/JSEA – this is perfectly fine, however again, a copy must be returned to FSA.

Refer to Training Course Safety policy

Equipment / storage / after course duties

Our permanent trainers are allocated hours, and casual trainers are paid hours in excess of the standard ‘teaching hours’ for the purpose of ensuring that all equipment/vehicles/paperwork/training materials are collected from FSA premises and then returned in the original state that they were collected.

These ‘excess hours’ are paid so that our casuals complete the following for all FSA equipment/vehicles/training materials:

Return all materials, vehicles, equipment in a clean and proper state following training

If LPG cylinders are empty, LPG cylinders are ‘swapped’ at the service station and returned full

Empty SCBA cylinders are marked empty and stored with empty cylinders

Equipment returned is clean and put away in its proper area from where it was collected (if unsure, the permanent trainer/manager is consulted)

Excess training materials are put away properly

Ensuring that the training room is tidy

Training materials completed by learners are given to the customer service team as per the training and assessment procedure and self-audit checklist, as previous.

Attendance sheets are copied/scanned or ‘photographed’ and provided to the customer service team as per the training and assessment procedure and self-audit checklist, as previous.

Report any malfunctioning/damaged equipment immediately to your manager and complete an appropriate damaged equipment report form.

If FSA vehicles are used, logbooks are filled out and they are returned with no rubbish inside and with a full tank of fuel.

Completion of Training in hours allocated:

Allocated teaching times are provided to you as these are the times required to adequately train and assess the

relevant units of competency for our RTO compliance and to ensure that a positive training experience is had by all.

We provide the allocated training times to our clients, and failure to meet this requirement not only devalues the

training, compromises the learning outcomes for your students but attributes to timesheet fraud (unless exceptional

circumstances exist) and negative feedback.

You are not permitted to undertake training courses for less than the time booked without management permission.

When you are booked to completed jobs for FSA, we expect you to conduct these training courses in the time allocated

and to provide us with a timesheet for the time allocated. If you are conducting the courses in a time less than that

allocated, we expect to know why. Please refer to the Payments and Reimbursement section.






If we receive a timesheet for the full allocated time period and you have finished the course early (which is observed

by FSA staff, FSA clients), FSA regards this as a breach of trust and will take appropriate disciplinary action which will

include a reduction in pay, and may include a suspension from training. FSA is paying you to ensure that the training

is conducted to a high standard as we hold ourselves to high standards in line with our 4 core values.

If FSA is paying you a number of hours for teaching, equipment maintenance etc. and these hours are not used, FSA

will review the equipment hours allocated.

Trainer Evaluations

All trainers will undergo regular evaluation and peer review, to allow FSA to continue to build on professionalism,

compliance and to meet customer expectations.

See Trainer Evaluation form

Records Management

Attendance Sheets must be emailed to the Admin team ([email protected]) on the day of

training (for 1-day courses) and / or on the last day of training for multiple day training programmes. Competency

outcomes MUST be provided on this attendance sheet – failure to indicate this will result in a delay in the participants

receiving their certificates.

Your Scheduler must be notified on any non-attendances for public courses at the first break.

USI numbers plus DOB are required on the attendance sheet for all nationally recognised training – if a participant

does not / will not provide this, it will result in a delay in the participant receiving their certificate.

Fitness to participate forms are required for all courses that have any physical practical component – this ensure

that the participant is safe to undertake the practical component and you, as trainer, must check these forms at the

commencement of the training day/s. Any participant that appears to be under the effect of drugs and/or alcohol is

not permitted to undertake FSA training or assessment and should be asked to leave the course, to return at a later

time.

LLN forms are required for all nationally recognised training upto and including Certificate III level courses and are to

be completed by the participants, checked by the trainer at commencement of the first day of training. This will allow

you, as trainer, to identify any potential language, literacy or numeracy concerns for an individual participant and put

appropriate measures in place to manage these concerns. Please note that all bookers of courses (this may be the

individual participant or their company representatives) are asked, in advance, to identify any LLN concerns that you,

as the trainer, need to be aware of, however these LLN forms are the final check, as such need to be completed by the

participant on their arrival to the course, and checked by you prior to commencing training..

Completed assessment materials must be marked with competency outcome, signed by both participant and

trainer along with any further comments (e.g. where competency was not achieved, or reasonable adjustment was

needed to undertake the assessments) and returned to FSA Administration team by email or scanned directly to the

“S” drive at your earliest opportunity. If a delay of more than 3 days is expected, you must notify the admin team as

soon as possible. It is not acceptable to retain these records for weeks in the back of vehicles or at home / office and

is in breach of FSA policies and RTO compliance. Ongoing and consistent non-conformance will result in disciplinary

action.

Course Feedback opportunities must be provided to all participants – we want to know the brilliant, the good and

the ugly of every training course. It is your responsibility to promote this opportunity by referencing the electronic





feedback form that will be emailed to each participant after their course. Where participants have completed an online

enrolment, this email will be sent within 24 hours following a course, where the participant has not completed on

online enrolment, this email will be sent on assessment processing by FSA Customer Service team.

As a trainer, we also invite your feedback on the course materials and the processes with FSA; please speak with your

supervisor on this.

Payments and Reimbursement

See following documents:

Casual Trainer Codes

Overtime Policy

Reimbursement Form

FSA aims to ensure all personnel - casual, part time and full time -are fully aware of the requirements regarding

lodgement of paperwork, payment claims and timeframes for payments, and are fully compliant with these

requirements, and this forms part of our induction process.

Pays are processed on a fortnightly basis. All timesheets are to be entered into Payroll portal by close of business on

the Tuesday prior to payday to allow time for approval and processing.

Incorrect pay claims will be returned to the employee and will need to be rectified prior to approval and payment.

Overtime - all trainers are paid above normal rates to incorporate additional time that is often required as part of

normal training. All Overtime requests must be approved in advance. Please refer to the Overtime policy. Casual

trainers are paid on a banding system which also includes the time for travel, preparation / collection / return of

equipment. Please refer to the Casual Trainer Codes.

Travel expenses section – Claims for travel meal reimbursement will only be approved by a senior manager. Travel

meal expenses are paid by way of meals allowance – Breakfast and lunch @ $20 ea. and Dinner @ $30, totally a

maximum of $70 per overnight stay.

Regional travel – if there is an overnight component then it will be covered by the overnight meal allowance. If it is a

day trip, then no meal claim can be made unless approved by a senior manager.

Contractors - All contractor invoices must be emailed to your manager for approval for the pay fortnight by the

Tuesday 10am Melbourne time before pay day. Invoices with errors will be returned for correction

Procurement Policy

See - POL-G-08 FINANCE Procurement Policy

The aim of this policy is to ensure that all employees are fully conversant with ensuring that company expenses comply

with this policy and record keeping requirements.




Conclusion:

By using a well-balanced mix of the above points, you will be able to successfully get your message over to the participants.

Therefore, consider the following:

• be on time, NEVER be late • maintain a professional looking appearance • think about where you are standing when making your presentations e.g. can the class members see you and

the course material being presented? • be enthusiastic and approachable • do not use a monotone voice (“It’s bleeding booooring mate!”) • acknowledge a good effort on the part of a participant(s) • use a variety of training methods • ensure you know your material BEFORE the program begins (when in doubt about an issue, ring the customer

service team or your manager before the program begins).




Frequently Asked Questions

1) Who issues certificate cards? Certificates (officially ‘Statements of Attainment’) are issued from the FSA administration office. Certificates are only mailed to competent learners (or to their company liaison whom booked the training course), once the company has paid for the training (NOTE: Some exceptions exist for FSA contracted/long-term clients).

2) Where does the public course attendance list come from? The public course attendance list is generated by the customer service team in advance of training courses commencing.

3) Who do I speak to about pay enquiries? In order of escalation:

• Your Supervisor • FSA Payroll Team Member Ph: 1300

885530 • CFO: [email protected];

NOTE: If you are disputing the payment amount of other facts such as re-imbursements, this must go via your manager

4) Where do I find the storage room key/office keys? This information shall form part of your induction with your manager/supervisor as part of your access requirements.

5) What time is the office open so I can collect equipment? Your manager shall induct you in local opening hours for offices, however all FSA offices open up no later than 8:00am. If you require earlier access, please arrange this with your manager/supervisor.

6) Who organises travel? Flights/Accommodation is organised (if necessary) by the customer service team. One of these team members shall book all travel through our preferred travel management company and provide travel confirmations to you.

If travel appears to be incorrect, you must immediately inform the customer service team member.

7) Who organises my uniform? Your uniform shall be organised by the finance team upon request from your manager. After your manager completes your induction, an initial supply of 2 shirts shall be ordered in your size by your manager (or stock given to you if it exists). Uniforms are the property of FSA and MUST be returned on completion of employment with FSA. Casual trainers must supply their own boots/pants. FSA has PPE available if this is required.

8) Who do I advise of public course no show’s? You advise the customer service team who booked you onto the training course.

9) What is the certificate timeframe/turnaround for clients? The timeframe depends on payment. Certificates aren’t normally sent until payment for the course is made. Normally 7 days if payment has been made.

10) What is a USI number? The USI (Unique Student Identifier Number) is a number required of all learners as of 1/1/2015 by the Australian federal government, for all courses that issue a Statement of Attainment or Qualification Certificate. This is used to ensure that all statements of attainment and qualifications are trackable and traceable. Refer your student to usi.gov.au if they do not have a USI, unable to locate their USI or have further questions on USI and why they need one.




11) What do I do if a participant does not have a USI number? The learner can sit the course; however, they need to be advised that we cannot issue a qualification or a statement of attainment unless they have a USI number as per National Vocational Regulations – this is a legal requirement.

12) What shall I advise students regarding a designated smoking area? If on-site course, as per site induction. If FSA Venue, designated smoking area advised by your manager/supervisor.

13) Who do I speak to regarding loaning an FSA

car? Your manager/supervisor must approve this

Appendices

The below are available to support this handbook.

NOTE: All of the following policies, procedures, manuals and documents must be provided to the trainer/assessor who in turn must read and understand all of these documents.

• FSA Capability Statement • FSA 2015-2020 VISION • RTO Policies and procedures • Employee Inductions • Casual Trainer Codes • Uniform Policy • Enrolment & feedback forms • Induction Policy and procedure, forms and register • HSE Manual • Course Participant Handbook • FSA Entry and Pre-requisite requirements

employee induction and compliance handbook (training)

Documents