Safety and Compliance

Child Safety Policies

Language and Conduct
APTs must maintain a professional and respectful environment by avoiding the following language and conduct in the presence of children:

Speaking in a sexual manner
Using curse words
Raising your voice
Speaking aggressively with the intention to upset
Any language that constitutes child abuse or harm

Supervision
To ensure adequate supervision:

Parents or supervisors must be present during one-on-one tutoring sessions.
Sessions must take place in a public space such as the lounge or dining room, not the student's bedroom.
For group tutoring sessions:
- Young children must not be left unsupervised, and a 1:8 tutor-to-student ratio must be maintained in group sessions.
- Ensure young children are not left waiting outside without a staff member present.

Physical Contact
Physical contact should be minimal and always with the child's consent. Acceptable contact includes:

Tending to an injury
High-fives
Pats on the back

Unacceptable contact includes:

Violent or aggressive behaviour
Touching of a sexual nature
Any contact that could harm the child

Transportation
Transportation of children is not provided by A Team Tuition. APTs are not permitted to drive children, except in medical emergencies. APTs are also not permitted to have a student drive them.

Sun Safety

For outdoor sessions, ensure children wear sunscreen and protective clothing. APTs should set an example by doing the same.

Child and Youth Risk Management Strategy

This guide outlines A Team Tuition's comprehensive Child and Youth Risk Management Strategy, designed to ensure the safety, well-being, and empowerment of all children and young people in our programs. It details our core values, strict code of conduct, robust recruitment and training processes, and clear procedures for handling disclosures, suspicions of harm, and any breaches of policy. Our commitment goes beyond regulatory requirements to create a consistently safe, supportive, and positive environment for every child.

Workplace Health & Safety

This Workplace Health and Safety Policy and Procedures Manual outlines A Team Tuition's comprehensive commitment to ensuring a safe and healthy environment for all workers, clients, and stakeholders. It details our responsibilities, mandatory training, and protocols for managing various workplace risks, including emergency procedures, hazardous substances, general safety, and specific guidelines for Academic Personal Trainers during home visits and in sensitive situations like managing threatening behavior or responding to self-harm concerns. Our aim is to eliminate or minimize all risks, ensuring compliance with relevant WHS legislation and fostering a culture of safety across all our operations.

Confidentiality

Confidentiality is a cornerstone of the trust that A Team Tuition builds with its clients and students. As an Academic Personal Trainer (APT), you are entrusted with sensitive information that must be handled with the utmost care and responsibility. This section outlines the key confidentiality policies and expectations to ensure compliance and maintain trust.

Client Data Protection

APTs are strictly prohibited from sharing client data or information about their students with anyone outside of A Team Tuition without explicit approval from both ATTA and the client. This includes any personal, academic, or contact information. All data pertaining to clients, students, and APTs must be treated with the highest level of confidentiality and in adherence to privacy regulations.

Employment Contract Compliance

Engaging in private working arrangements with ATTA clients outside of the organisation is a breach of your Employment Contract. Such actions are considered as an act of theft from ATTA and may result in legal action. APTs must communicate any requests from clients to engage in private tutoring arrangements to ATTA immediately.

Internal Communication Protocol

APTs are not authorised to communicate directly with your clients regarding certain issues that have been raised by their clients or about their clients unless under direction from their Program Delivery Coordinator.

Addressing these issues directly with clients without appropriate guidance may lead to a negative experience for both the APT and the client, potentially harming the ATTA brand and eroding client trust. Any concerns in these areas must be directed to your Program Delivery Coordinator.

Adherence to Privacy Standards

All information shared within ATTA must comply with privacy standards and regulations. This ensures that we protect the integrity of our clients' and students' information, fostering a secure and trustworthy environment.

Handling Disclosures

As an Academic Personal Trainer (APT) at A Team Tuition, handling disclosures appropriately is a critical responsibility. This involves managing sensitive information shared by students while maintaining trust and ensuring their safety.

Uncertainty or Concerns:
If you encounter a situation where you suspect harm or are unsure about the appropriate action, reach out to your Program Delivery Coordinator (PDC). They are trained to handle such situations and can provide guidance. Send a quick text or email explaining what happened for assistance.
Avoid Making Promises:
Do not make promises to students, as this can compromise your relationship and trust. For example, if a student asks, “Can you promise not to tell anyone?” respond honestly: “I can’t make that promise because I don’t know what you’re going to tell me.”
Actionable Disclosures:
If a disclosure requires action, your PDC may need to involve the parent or other relevant parties. If questioned by the student later, you are always welcome to explain using, “I’m so sorry, but my manager required me to report it. I didn’t have a choice.” This will help you keep a positive relationship with your students and continue building trust.

Maintaining honesty while preserving trust is crucial for the ongoing motivation and willingness of students to share concerns in the future.

Emergency Situations

In the event of an emergency, your immediate priority is the safety of the student. Here’s how to handle such situations:

Emergency Response

If there is an emergency, call Triple Zero (000): For police, fire, or ambulance services, call Triple Zero (000) without delay. Follow the operator's instructions to ensure the situation is managed effectively.

Managing Injuries or Illnesses

First-Aid:
First-aid requires parental consent, but implied consent is assumed if a parent is absent. Report any first-aid administered to your Success Manager, detailing the incident.
Medication:
Do not administer medication without parental permission. Medication prescribed by a doctor or provided by the parent is allowed.
Contagious Illnesses:
APTs with contagious illnesses must not attend work sites with children, regardless of parental consent.

Grievance Handling

This Grievance Handling Policy outlines A Team Tuition's (ATTA) commitment to fostering positive working relationships and ensuring a fair, timely, and confidential process for addressing employee concerns. We understand that workplace issues may arise, and this policy provides a clear, structured mechanism for all ATTA employees to voice grievances and seek resolution, protecting their rights and interests within the workplace.

Escalate to CEO

Incident Report Form

Emergency Situations

Handling Disclosures

Confidentiality

If any incidents occur, such as issues involving student or parent behaviour, driving, or management, please email your PDC or info@ateamtuition.com.

These are just examples, and you are encouraged to report any other type of incident that you believe should be addressed.

Click To Download Report

Here is a step-by-step guide to completing the A Team Tuition Incident Investigation Report. This guide will help you thoroughly document your findings and recommend effective preventative measures.

Step-by-Step Guide: Completing the Incident Investigation Report

1. DETAILS OF INJURED PERSON

Purpose: To identify the individual involved in the incident.
Action:
- Name, Phone, Address, Date of Birth, Sex: Fill in all personal contact and demographic details accurately.
- Position: State their job title (e.g., Academic Personal Trainer, Office Staff).
- Work arrangement: Tick the box that best describes their employment status (Casual, Full-time, Part-time, Other).

2. DETAILS OF INCIDENT

Purpose: To record the basic facts of when and where the incident occurred.
Action:
- Date: Enter the exact date of the incident.
- Time: Enter the exact time of the incident.
- Location: Specify where the incident took place (e.g., "Client's home - living room," "A Team HQ - Level 3 Kitchen," "Online tutoring session").
- Attachment: Ensure you attach the initial incident form if one was previously completed.

3. DETAILS OF WITNESSES

Purpose: To identify individuals who observed the incident.
Action:
- Name, Phone, Address: Provide complete contact details for each witness.
- Attachment: Attach copies of any written witness statements obtained.

4. DETAILS OF INJURY

Purpose: To describe the physical impact of the incident.
Action:
- Nature of injury: Describe the type of injury (e.g., "burn," "cut," "sprain," "bruise," "emotional distress"). Be specific.
- Cause of injury: State what directly led to the injury (e.g., "fall from chair," "contact with hot surface," "tripped over cable," "verbal altercation").
- Location on body: Specify where on the body the injury occurred (e.g., "right forearm," "lower back," "head," "emotional state").

5. OUTCOME

Purpose: To document the immediate consequences and treatment of the injury.
Action:
- Did the Injured Person Stop Work?: Tick Yes or No. If Yes, provide the date and time they stopped.
- Outcome:
  - Tick "Yes" or "No" for "First Aid given."
  - Tick the relevant box for further treatment: "Treated by doctor," "Hospitalised," "Workers compensation claim."
  - Tick the relevant box for return to work status: "Returned to normal work," "Alternative duties," "Rehabilitation."

6. INCIDENT INVESTIGATION

Purpose: This is the core of the investigation, aiming to understand how and why the incident happened.
Action:
- What were the events that contributed to the incident?
  - Construct a timeline: Start from a point before the incident and list events chronologically that led up to it. Include actions, conditions, and decisions.
  - Example: "1. Staff member entered kitchen. 2. Noticed water spill on floor. 3. Did not immediately clean or report. 4. Walked past spill again. 5. Slipped on water."
- What were the identified or possible cause/s of the incident?
  - Ask "Why?": For each event on your timeline, ask "Why did that happen?" multiple times (e.g., the "5 Whys" technique) to uncover root causes, not just symptoms.
  - Example (continuing from above): "Why did they not clean the spill? (No mop nearby). Why was there no mop? (Stored in a different area). Why was the spill there? (Leaky tap)."
  - Identify both direct causes (e.g., "wet floor") and underlying causes (e.g., "inadequate cleaning supplies," "lack of clear spill reporting procedure," "faulty equipment").
- What corrective action (solution/s) could be implemented to eliminate or reduce the risk of the identified cause/s?
  - Link to Causes: For each cause identified above, propose a specific solution.
  - Explain Impact: Clearly state why this solution would eliminate or reduce the risk.
  - Example: "Install a mop and bucket station in the kitchen (eliminates cause of no mop nearby, reducing risk of slips). Implement a mandatory 'clean as you go' policy (reduces risk of spills remaining)."

7. RISK ASSESSMENT

Purpose: To quantify the potential for the incident to happen again and its severity.
Action:
- Likelihood of recurrence: Based on your investigation and proposed actions, estimate how likely it is for a similar incident to occur again (e.g., High, Medium, Low, Rare).
- Severity of outcome: If it did recur, how bad would the outcome be (e.g., Minor, Moderate, Major, Catastrophic)?
- Level of risk: Combine Likelihood and Severity to determine the overall risk level (e.g., High, Medium, Low). Refer to a risk matrix if available within A Team's WH&S processes.

8. ACTIONS TO PREVENT RECURRENCE

Purpose: To list the concrete steps that will be taken to prevent future incidents, prioritizing the most effective solutions.
Action:
- Outline recommended corrective action/s: List specific actions.
- Hierarchy of Controls: Number your recommendations from most effective to least effective.
  1. Elimination: Remove the hazard entirely.
  2. Substitution: Replace the hazard with a safer alternative.
  3. Engineering Controls: Design changes to the workplace or equipment.
  4. Administrative Controls: Changes to work procedures or training.
  5. Personal Protective Equipment (PPE): Last resort.
- Action: Describe the specific task to be done.
- By whom: Assign responsibility to a specific person or role.
- By when: Set a clear deadline for completion.
- Date completed: This will be filled in once the action is finished.

9. ACTIONS COMPLETED

Purpose: To formally sign off on the investigation and confirm initial follow-up.
Action:
- Signed (Manager): The investigating manager signs here.
- Title: Manager's job title.
- Date: Date of sign-off.
- Feedback to person involved: Tick this box and enter the date when feedback about the investigation's findings and actions was provided to the injured person.

10. REVIEW COMMENTS

Purpose: For ongoing review and continuous improvement.
Action:
- OHS committee / staff meeting: Note when this incident was discussed in relevant meetings.
- Additional Comments: Add any further observations, lessons learned, or notes for future reference.

Final Step:

Once completed, provide this report to your program delivery coordinator for final implementation into the Company's WH&S processes.