MESSAGE FROM THE CHIEF EXECUTIVE OFFICER
4
ATHLETICS WA – A BRIEF HISTORY
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ATHLETICS WA MISSION STATEMENT
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ATHLETICS WA – INTO THE FUTURE
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ATHLETICS WA ORGANISATION CHART
Western Australian Athletics Commission BOARD
Western Australian Track and Field Talent Pathway
Athletics Development Model - Schools
Athletics Development Model - Community.
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Purpose of Staff Manual
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ATHLETICS WA CODE OF ETHICS & BUSINESS CONDUCT
15
Introduction
16
Workplace Practices
17
Business and Accounting Practices
17
Internet Use
17
Electronic Mail Communication and Systems Use
18
Conflict of Interest
18
Confidentiality of Athletics WA Proprietary Information
19
Proprietary Information of Others
20
Copyright and Software Compliance
20
Protection of Employee Information
21
Reporting Potential Code of Ethics and Business Conduct Violations
21
Ethics Investigations and Discipline
21
Human Resources and Other Issues
22
Employee Acknowledgment of Code of Ethics & Business Conduct
23
INDUCTION & TRAINING
24
Trial Period
24
GENERAL EMPLOYMENT CONDITIONS
25
Salary
25
Superannuation
26
Payment of Salary
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Personnel Files & Data Changes
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Hours of Work
Full Time
Part Time
Casual
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Overtime
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Days-In-Lieu
27
Meals & Breaks
27
Attendance
27
Other Paid Work
28
Workers’ Compensation
28
LEAVE ENTITLEMENTS
29
Annual Leave
29
Annual Leave in Advance
29
Sick Leave
29
Sick Leave and Worker's Compensation
30
Parental Leave
Maternity Leave
Long Service Leave
Bereavement Leave
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30
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Other Leave
Study Leave
Compassionate Leave
Leave Without Pay
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Jury Duty
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OTHER GENERAL EMPLOYMENT CONDITIONS
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ATHLETICS WA Telephone System
33
ATHLETICS WA Mobile Phones
33
ATHLETICS WA Mail System
33
Computer Usage
33
Other Athletics WA Equipment
33
Athletics WA Office Security
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General Expenses
Travel
Cabcharge
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CESSATION OF EMPLOYMENT
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2
Resignation
36
Termination
36
Severance Pay
37
Notice Period
37
PROBLEM RESOLUTION
38
Employee Misconduct & Consequences
38
Disciplinary Procedures
39
ATHLETICS WA PERFORMANCE REVIEWS & TRAINING
41
Review & Performance Evaluation
41
Education & Training
42
WORKPLACE CONDITIONS
Anti-Harassment
43
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Sexual Harassment
43
Equal Opportunity
44
Racism
44
Responsibilities of Athletics WA
45
Occupational Health & Safety
Fire Safety & Evacuation
45
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Drugs, Drinking & Smoking in the Workplace
47
ATHLETICS WA POLICIES
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ATHLETICS WA PERSONNEL FORMS
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MESSAGE FROM THE CHIEF EXECUTIVE OFFICER
Welcome to the West Australian Athletics Commission (Inc) T/as Athletics WA. We
consider the employment of every individual to be an important ingredient in the
constant growth of our organisation.
We hope that as an employee of Athletics WA you will become an enthusiastic and
valuable member of our team. We endeavour to provide all our employees with
optimal working conditions, on-going support and focused direction. Combined with
your cooperation, this should deliver positive results, opportunities and benefits to
both parties.
Our employees are the most valuable resource available to us, and we encourage
the innovative and distinctive ideas that come with staff contribution. This manual is
intended as a guide to make you feel as comfortable as possible in your position.
Whilst we cannot answer all your questions, familiarising yourself with the contents
of this manual will clarify basic policies and procedures, and should act as a primary
step in learning about the structure of our organisation.
Further questions regarding your contract of employment or any other issues, should
be directed towards your immediate manager or the Chief Executive Officer of
Athletics WA.
We trust that your experience with us will be fulfilling and enjoyable. On behalf of the
Athletics WA Board, management and staff we would like to welcome you to our
team and wish you every success in your future achievements.
Yours sincerely
Wayne Loxley
Chief Executive Officer
4
ATHLETICS WA – A BRIEF HISTORY
The Amateur Athletics Association of Western Australia (AAWA) was formed in
1927/28.
The Teachers College was the first club to win the annual trophy award.
The Western Australian Women’s Amateur Association was formed in 1936. The
amalgamation of the men’s and women’s associations occurred in 1979.
The Commonwealth Games was held at Perry Lakes Stadium Perth in 1962.
A government Review into Athletics in Western Australia was requested by the then
Athletics Association of Western Australia (AAWA) Board, which Review was
completed May 1991.
As a consequence of the Review’s recommendations a Secretariat titled The West
Australian Athletics Federation (Inc) T/as Athletics West was established to manage
and co-ordinate Athletics in Western Australia. Athletics West held it’s inaugural
Board meeting in September 1993.
In 1997 this body evolved into the West Australian Athletics Commission (Inc.) T/as
Athletics WA taking over the responsibility from AAWA as the peak body for the
conduct of athletics in Western Australia.
In 1997 Athletics WA became affiliated with Athletics Australia which is a founding
member of the
 International Amateur Athletics Federation
 Australian Olympic Committee
 Australian Commonwealth Games Association
 Sports Industry Australia (Originally Confederation of Australian Sport)
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VISION
An integrated, growing sport of athletics in Western Australia.
MISSION
To provide the best possible competition opportunities for our members and to
promote athletics as a sport for all ages, levels and both genders.
LONG-TERM OBJECTIVES
Athletics WA aims to advance the sport of athletics by achieving the following long
term objectives:
1.
To develop a coordinated approach to the planning and delivery of
athletics for all ages and ability levels.
2.
To position athletics as a best practice model in sports administration.
3.
To provide an inclusive and consultative management style that that is
membership focused.
4.
To grow the membership of athletics through a range of strong
development programs and events.
5.
To develop Athletics Clubs who cater for athletes, coaches, volunteers
and officials of all ages
KEY STAKEHOLDERS






Members
Little Athletics West Australia
Department of Sport and Recreation
Athletics Australia
Western Australian Institute of Sport
WAAC Board and Athletics WA Staff
STAKEHOLDERS






Australian Track and Field Coaches Association: WA Branch
Masters Athletics Western Australia
Western Australia Disabled Sports Association
Western Australian Marathon Club
Wheelchair Sports Western Australia
School Groups – WASSA, PSA, IGSSA and ACC.
VALUES
 Be inclusive
 Be open and transparent
 Strive for excellence and innovation
 Be cooperative and work as a team
6
Current Status
The period from 2009 has been one of solid progression from a governance,
membership and event perspective and this was reflected in Athletics WA winning
the 2011 WA Sports Federation Award for achievement across these areas.
2012 will be noted as a historic year of achievement with the formation of the
Community Athletics Council of Western Australia (CACWA). The Athletics WA and
the WA Little Athletics boards endorsed a constitution to form CACWA and were
incorporated in January 2012. These two bodies are the foundation members and
the intention is to invite other athletics bodies to join. The main purpose of the
Council is to foster harmonious relations between all affiliated athletics bodies in
Western Australia and the board consists of joint representation from both bodies
together with three independent members.
Since the opening of the WA Athletics Stadium in May 2009, Western Australia now
boasts the best athletics facility in the country, a fact highlighted by the number of
eastern state athletes who travel to Perth seeking perfect competition conditions. As
predicted, the provision of lights to enable night competition in the temperate Perth
climate has delivered the best performance conditions in Australia.
Subsequently, membership has more than doubled during this period to be in excess
of 1000 and we continue to attract more of the adolescent market from Little
Athletics.
This growth in membership has also been achieved in the events area with the
Bankwest Gallipoli Run increasing dramatically from less than 500 last year to more
than 1100 at this year’s event
With the support of Eventscorp, Athletics WA continues to host successful events at
the WA Athletics Stadium and has forged a reputation for hosting the best meet of
the Australian Athletics Tour, the Go for 2 & 5 Perth Track Classic.
Participation
The sport will focus on supporting our clubs, athletes, coaches and officials to
improve their participation and growth in our sport.
New funding opportunities enable the sport to have the resources for selected
individuals to drive the transition pathway at our clubs that will benefit athletes,
coaches and officials.
This focus is also extended to our Indigenous program that provides a sustainable
coaching model and inspires young athletes from all over the state.
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Competition and Events
Athletics WA will continue to place a high priority on providing the best possible
competition opportunities for all members. From a track and field perspective this
continues to be achieved by scheduling night competition at the best athletics facility
in the country.
At the elite level, Athletics WA has forged a strong relationship with government
agencies including Eventscorp to secure regular high profile events to maximize the
use of the WA Athletics Stadium. This includes Athletics WA hosting for the first time
the National Junior Championships in 2013 and 2015. Athletics WA will also be
heavily involved in hosting the World Masters Athletics Championships in 2016.
In the out of stadium area Athletics WA will look to further develop the Bankwest
Gallipoli Run and host the National Marathon Championships.
High Performance
Since 2011 Athletics WA has worked closely with the National TID model
under the guidance of Athletics Australia’s High Performance Manager in setting a
new standard in the support and development of our most talented young athletes
and their coaches.
The creation of a true national talent pathway is the first time the member
associations have been resourced to support this critical element of talent
identification and retention.
Commercial
Athletics WA continues to focus on broadening the commercial operations of the
sport which requires a constant search for new opportunities and events. This will
also be achieved by growing existing events through effective marketing and
promotion.
The formation of CACWA also increases the funding opportunities from government
agencies and commercial partners.
Foundation
Greater focus is needed on sporting organisations evolving relevant and robust
business models that enable an efficient application of new technology and business
systems and effective communication at all levels to stakeholders.
Through the Internet and Athletics WA's website, people can access information on
ATHLETICS WA programs, results and statistics, news and history.
8
ATHLETICS WA’S ORGANISATIONAL CHARTS
Page
Western Australian Athletics Commission and Staff Structure
10
Community Athletics Council of WA
11
Western Australian Track and Field Talent Pathway
12
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PURPOSE OF THE STAFF MANUAL
This manual is supplied to provide you with details of your working conditions,
benefits and relevant Athletics WA policies. The information contained within should
give you the basic guidance and foundation to understand the organisation's aims
and goals.
We also hope this will empower you with the opportunity to reach your full potential
and forge solid career goals, maximising the benefit to yourself and Athletics WA.
This Athletics WA employee manual should answer most of your questions regarding
policies and procedures within the organisation. It is essential that you understand
and comply with all the provisions of this manual.
Athletics WA reserves the right to modify, revise or supplement policies and
components of this manual as appropriate. Employees will be notified in writing of
any such changes to the employee manual as they occur.
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ATHLETICS WA’S CODE OF ETHICS & BUSINESS CONDUCT
Athletics WA exists to service the participation and development of
athletes. Every action and decision made by the organisation must be
done in accordance with the ATHLETICS WA vision and with the best
interests of the athletes in mind.
Our reputation as an organisation that places the highest value on ethical
behaviour is critical to our success. It is based not only on our services but
also on the way we choose to operate.
Our principles form the basis for our ethical standards. These standards are
spelled out in our Code of Ethics and Business Conduct. The Code is
intended to provide you with information and guidelines on how we expect you
to behave in support of these principles. If you are ever uncertain about the
meaning of the Code or the proper course of conduct, help is available to you.
You should feel free to contact your immediate manager or the Chief
Executive Officer.
Every employee has a personal responsibility for behaving according to our
ethical standards as well as achieving our vision. Every employee is
expected to provide ethical leadership by setting an example for fellow
employees. Every day each of us makes decisions which affect our
reputation. I expect that you will continue to make the right choices by
knowing what is expected or, when in doubt, by seeking guidance before
taking action.
Remember that your behaviour reflects on Athletics WA as a whole. By
following the guidance given in the Code of Ethics and Business Conduct, we
will continue to build our reputation as an organisation that does not
compromise our principles or our commitment to the highest ethical
standards.
Wayne Loxley
Chief Executive Officer
14
Introduction
All Athletics WA employees must be familiar with the company’s Code of
Ethics and Business Conduct. The Code is provided to assist you in
understanding what is expected of you as you carry out your responsibilities
at Athletics WA. We expect that our partners, associates and consultants will
be guided by this Code as well.
Our principles form the basis for the ethical standards which are spelled out in
the Code. They are: integrity, respect, responsibility, excellence, teamwork,
improvement & innovation and goal orientated behaviour.
Integrity:
honesty and ethical behaviour are critically important in
everything that we do.
Respect:
we show respect for one another by treating everyone with
dignity and fairness.
Responsibility:
we are accountable for our actions and honour our
commitments.
Excellence:
we will excel at everything we do and will strive for the highest
standards of quality to achieve our vision of a united athletics
organisation.
Teamwork:
we work together as a team in a spirit of respect for others
and the worth of their contribution.
Improvement & Innovation: we constantly seek to find a new and better
way.
Goal Orientated Behaviour: we set challenging targets that we strive to
meet at all times.
The Code does not cover every situation that you may encounter as you
perform your job. It should, however, serve as a guide for your behaviour with
people outside Athletics WA as well as with fellow employees. If you are
unsure about how to handle a situation, contact your manager or appropriate
person at the Athletics WA office.
All employees are faced with ethical questions from time to time in their
business conduct. In resolving these questions, employees should consider
these basic questions:

What guidance does the Code provide?

If my conduct were reported on the front page of the newspaper, would I
be comfortable with my decision?

How would I feel if the conduct or actions were directed at me?

What would my manager, my co-workers and my family think of my
conduct?
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The consequences of unethical behaviour can be serious to the organisation
and to you personally.
Workplace Practices
Athletics WA will meet its business objectives by employing people with the
right skills. Creativity is nurtured when people constructively seek the best of
each person’s ideas to develop the best solutions. By fully utilising the broad
array of talents and skills that come from a diverse workforce, we provide
Athletics WA with a competitive advantage, enabling Athletics WA to achieve
success.
All employees deserve to work in circumstances in which they are accorded
respect. Harassment or discrimination of any kind related to race, colour,
religion, gender, age, national origin, citizenship, disability, political
persuasion, sexual orientation, veteran or marital status is unacceptable and
will not be tolerated.
Business and Accounting Practices
All Athletics WA payments and other transactions must be properly authorised
by management and be accurately and completely recorded on Athletics WA
books and records in accordance with generally accepted accounting
principles and established corporate accounting policies. Information must
always be reported accurately and honestly. No false, incomplete or
misleading entries or records should be created, including travel expense
reports. No undisclosed or unrecorded corporate funds should be established
for any purpose, nor should Athletics WA funds be placed in any personal or
non-organisation account.
Employees are referred to the expenditure approval authority guidelines
included in this manual.
Internet Use
Athletics WA provides access to the Internet for business purposes. Access
to the Internet is to be used as a tool to accomplish business tasks and not for
personal use. Specifically, employees may not use their Internet access
privilege to:

Engage in either viewing or communicating materials of an obscene,
hateful, discriminatory or harassing nature;

Engage in or solicit any private business for personal gain or profit;

Engage in any illegal activities including gambling, up-loading or downloading of software in violation of its copyright, intentionally interfering with
the normal operation of any Athletics WA Internet gateway, or attempting
to gain unauthorised access to another site;
16

Engage in any activity that compromises the privacy of any users or other
units;

Engage in any activity that is against other Athletics WA policies or that
would be contrary to the organisation’s best interest, or that do not apply
with local or national laws; or

Disclose confidential or proprietary information by any means.
Athletics WA reserves the right to monitor any and/or all internet related
activity occurring through the Athletics WA system. Any users found in
violation of the Acceptable Use Policy may be subject to, at a minimum, denial
of access, up to termination of employment and/or criminal prosecution.
Electronic Mail Communication and Systems Use
Athletics WA provided a number of different electronic and voice
communication systems for company business. From time to time employees
may send personal messages on the company’s systems but these messages
should be brief and kept to a minimum. Messages for personal gain or
solicitation, chain letters, and threatening, obscene or harassing messages
are prohibited.
All electronic mail, conferencing data, voice mail and information of any kind
that is stored on Athletics WA equipment is considered the property of
Athletics WA. Athletics WA may periodically check usage to correct network
problems and to establish proper use and security. An employee should not
have any expectation of personal privacy for messages or information which
is developed, sent, received or stored on these systems.
Conflict of Interest
Although generally employees are free to engage in a range of personal
financial transactions, there are some limitations. You must avoid situations
in which your loyalties are divided between Athletics WA interests and your
own personal interests. We refer to this as a “Conflict of Interest”. A conflict
of interest makes it difficult to objectively carry out your job responsibilities or
to act in the best interest of Athletics WA. It is important to avoid even the
appearance of a conflict of interest.
You are required to inform your manager of any situation which may involve a
conflict of interest. Typically, problems arise when relationships or out-side
interests influence, or can be perceived as influencing, decisions you make for
Athletics WA. The following are particularly sensitive areas:

The involvement of Athletics WA employee family members with Athletics
WA competitors, customers, sponsors and suppliers may result in a
conflict of interest. If in doubt as to whether a situation involves a present
or potential conflict of interest, you or your manager/supervisor should
consult with the Chief Executive Officer.
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
Being employed by, acting as a consultant for, sitting on the board of, or
receiving remuneration from, a competitor, customer, sponsor or supplier
of Athletics WA, or investing in any competitor, customer, sponsor or
supplier of Athletics WA (except for moderate holdings of publicly-traded
securities) may result in a conflict of interest. You may not do so unless
you have the advance permission of the Chief Executive Officer of
Athletics WA.

Pursuing business relationships outside your regular Athletics WA job
responsibilities may result in a conflict of interest, particularly if it places
you in the position of appearing to be representing Athletics WA in that
employment, or if it involves providing intellectual property, goods or
services substantially similar to those Athletics WA provides or is
considering making available.
While Athletics WA recognises that
employees may wish to pursue interests outside of their regular job
responsibilities, you may not compete with Athletics WA, use Athletics WA
resources, or use or disclose Athletics WA proprietary information. Of
course, employees should not accept outside employment which reduces
the alertness or efficiency normally expected of employees. All outside
employment which raises any question in this regard must be approved in
advance by your manager in consultation with the Chief Executive Officer
of Athletics WA.
Confidentiality of Athletics WA Proprietary Information
Information about our products, services, customers and strategies is critical
to our competitive position in the marketplace. As employees, we are given
access to company information in trust. We must protect it and use it
appropriately. This applies both outside as well as inside the organisation.
Athletics WA proprietary business information is company property and may
not be disclosed outside of Athletics WA, except as specifically authorised by
management.
Proprietary information includes business, financial or
marketing plans, athlete lists, pricing information, employee personnel
information, joint venture agreements and internal discussions.
You need to take steps to ensure that any company confidential information is
safeguarded against external disclosure as well as from unauthorised
disclosure within Athletics WA. This also applies to information stored on
personal computers or workstations. If business needs dictate releasing or
sharing sensitive information prior to a general public release, appropriate
protection should be obtained under a non-disclosure agreement.
Employees of Athletics WA must:
 Agree to keep in strictest confidence and not to disclose directly or
indirectly, without Athletics WA’s written authority, to anyone other than an
employee of Athletics WA, authorised to receive the same, and not to use
for his/her own benefit or the benefit of the third party, any information
relating to the conduct of the business of Athletics WA and which
information, whether in the nature of trade secrets or otherwise, is not
generally available to persons not employed by Athletics WA.
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 Acknowledge that the said information represents confidential and
valuable property of Athletics WA, by virtue of its special nature and
novelty, and so agrees not to disclose it directly or indirectly or otherwise
to use it for his/her own benefit or the benefit of a third party, even after
completing his/her employment with Athletics WA, unless the information
becomes generally available to the public or Athletics WA consents to
his/her making such disclosure or use, the Employee acknowledging and
recognising that Athletics WA shall suffer damage by any such disclosure
or use;
 Agree to assign to Athletics WA his/her entire right, title and interest in and
to, and any copyright and rights of like nature or kind to, any and all
products and process or procedural improvements which (either solely or
jointly with others) he/she has made or may make during and/or as a result
of his/her employment with Athletics WA and which products and process
or procedural improvements relate to any of the services of Athletics WA
and any work performed by him/her during such employment;
 Agree promptly to disclose to Athletics WA, or its Attorneys, any and all
such products and process or procedural improvements made by him/her
and agrees to execute upon demand, but without expense, all documents
which may be desirable to secure to Athletics WA the best patent
protection in Australia and elsewhere and/or rights relating to such
inventions and improvements;
Agree that he/she will not directly or indirectly publish, except with Athletics
WA’s prior written consent, any of the information in relation to such products,
process improvements and that on completing his/her employment with
Athletics WA he/she will, if so required, promptly hand over to the nominated
representative of Athletics WA all drawings, notes, correspondence and other
printed, written or photographed material (and any copies thereof), computer
programs and other software and or hardware in his/her possession, power or
control relating to the said products and that he/she will not retain any such
documents or written material.
Proprietary Information of Others
Just as we endeavour to protect our information, other organisations do as
well. While it is important that we are well informed about our competitors,
you may not solicit, receive or use any proprietary information belonging to
others. Information about our customers, suppliers, competitors, partners and
consultants which is already published, in the public domain, or independently
developed, is not considered to be proprietary. In addition, you may not use
third parties to acquire information by improper means. We realise that in the
course of normal business activities, suppliers, customers and competitors
may sometimes divulge to you information that is proprietary to their business.
This does not necessarily make it acceptable to use this information.
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Copyright and Software Compliance
Athletics WA purchases licenses from vendors for software products to use in
its business. Australian and international copyright laws protect the software
developers’ rights. These copyright laws prohibit the copying, distribution and
use of software other than for the use for which it is licensed to Athletics WA.
All employees have a responsibility to help ensure that software installed on
their desktop computers or on network storage devices under their control is
not being unlawfully used. Employees must not copy, install or otherwise use
software in a manner that violates the license agreement or copyright for that
software.
Protection of Employee Information
Athletics WA collects data and maintains records about its employees and
applicants for a number of reasons. This includes information about salary
and benefits, job performance, employment history, and career and
succession planning. These records may be created and maintained in both
hard copy and electronic forms.
Athletics WA limits access to this information to only those employees who
have a legitimate need to know such information to perform their jobs.
Athletics WA also limits the reporting of this data to that which is legally
required, or in accordance with an employee request or with their consent.
This approach is intended to protect the individual privacy of employee and
applicant data. All employees are required to respect the use of personal
data in accordance with Athletics WA policy and applicable laws regulating
the collection and protection of such data.
Reporting Potential Code of Ethics and Business Conduct Violations
Any employee may contact their manager/supervisor or the Chief Executive
Officer with a question or concern about a business practice or to report any
suspected or potential violation of the Code of Ethics and Business Conduct.
All employees have an obligation and responsibility to report any suspected or
potential ethics violation. When you contact your manager or the Chief
Executive Officer your concerns will be addressed seriously. Any manager
who receives such a report should immediately notify the Chief Executive
Officer. No adverse action or retribution will be taken against anyone for
making a good faith report of a suspected ethics violation. Any attempt to
take retribution of any kind will not be tolerated.
Ethics Investigations and Discipline
Depending on the situation, it may be necessary for the organisation to
conduct an internal investigation to determine whether a violation of the Code
has taken place. Every employee is required to cooperate fully with any
internal investigation consistent with the employee’s rights under the law.
Athletics WA may find it necessary to take appropriate action against any
person shown to be involved in a violation or irregularity. Violations of the
Code may result in discipline ranging from warning and reprimand to
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termination. Discipline decisions will be made by the operating management,
subject to review by members of executive management who make up the
Athletics WA Ethics Committee. Employees will be given an opportunity to
explain their actions before any disciplinary action is imposed.
Human Resources and Other Issues
Human Resources concerns or queries, such as pay, benefits and employee
relations issues should be directed to your immediate manager or Finance
and Administration Director at Athletics WA’s Head Office.
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Employee Acknowledgment of Code of Ethics & Business Conduct
I, ______________________, acknowledge and understand the Athletics WA
Code of Ethics & Business Conduct.
When conducting business on behalf of Athletics WA, I will take into account
the guidelines and principles contained therein when making any decisions on
behalf of the organisation, to ensure and enhance Athletics WA’s reputation
as a major national sporting organisation in Australia.
………………………………………………………..
Signature
………………………………………………………..
Date
To be returned to the Operations Manager after signing. Employees will be
provided with a copy of the acknowledgment.
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INDUCTION & TRAINING
Athletics WA is focused on providing every employee with an environment
where they can become part of a team and excel in their chosen career. We
believe that every employee’s contribution is valuable and actively encourage
staff involvement. It is an important part of every new staff member’s
development and training to familiarise themselves with the working
environment.
As part of training at Athletics WA we will assign every new employee with a
mentor to help guide him/her through the introductory process. A mentor will
be a manager or the most suitable member of the team. This person will
assist the employee to familiarise the new team member with the working
environment and assist in the settling-in process
Employees will receive a letter of employment and job description.
As part of the introduction process a new employee will be shown around the
premises and introduced to fellow colleagues. Any rules and regulations that
need to be followed will be outlined by a mentor at this stage. New employees
will also need to fill out required paperwork which will then be kept in an
employee’s individual personnel file. These will include banking details, tax
and superannuation details as well as any other relevant information.
New employees will be given on the job training to familiarise themselves with
their new position. Mentors will ensure that you have a clear idea of an
employee’s responsibilities and will be able to fulfil any duties without
problems. It is the responsibility of a mentor to ensure that new employees
are trained in the safest and most efficient way to perform their job.
The ‘mentor arrangement’ usually ends when the trial period expires.
Trial Period
Most employees will undergo a trial or training period. This is to ensure that
employees are satisfied with their employment and have the capability of
meeting or exceeding the requirements of the position at hand. Managers will
work closely with you at this stage to ensure that the arrangement benefits
both parties.
The length of an employee’s trial period will vary according to the position.
Your letter of employment will outline the duration of the trial period and any
conditions that apply. If for any reason the trial period is interrupted, these
factors will be taken into consideration and the trial period adjusted
accordingly.
In the case of a disagreement between parties, conditions of termination or
separation are also outlined in your letter of employment.
During your trial period you will be eligible for the same benefits as all other
employees. If both parties are in agreement at the end of the trial period, you
will be classified as a ‘permanent employee’.
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GENERAL EMPLOYMENT CONDITIONS
The conditions of employment will be outlined in an employee’s letter of
employment. The letter confirms important details regarding your position
such as:







Title
Remuneration
Benefits
Hours of work
Status of work
Probationary period of the position
Other relevant issues to the position
Conditions may be required to be changed as situations arise. Any changes to
employment will be advised as and when these changes occur. These
changes are not always the choice of Athletics WA. Factors such as changes
to State & Federal funding and policies can influence how the organisation
operates.
Salary
The Athletics WA remuneration policy includes the concepts: Target Earnings
and Pay for Performance.
Target Earnings may include a number of remuneration elements including
base salary, target incentive or commission, packaging/payment-in-kind
options and special allowances.
Athletics WA is committed to ensuring that all employees are competitively
remunerated compared to the market.
Pay for performance is an important element of the Athletics WA
remuneration and compensation policy. It is the organisation’s way of
ensuring that those people who contribute most to the business are rewarded
accordingly.
An employee’s salary may be reviewed either on the anniversary date of
employment with Athletics WA or on a set date, depending on the employee’s
position. The factors that are considered in any salary review are:

overall performance assessment;

position in the salary range;

the relative value of an employee’s contribution and skills (ie in terms of
position cost versus revenue generated/costs saved;

how long since an employee’s last salary increase; and

budget guidelines.
24
To ensure equity and fairness, an employee’s manager and his/her manager's
manager are involved in the review process.
Superannuation
Athletics WA’s superannuation contributions at 9% will be increased to 9.25%
from 1 July 2013 and to 9.5% on 1st July 2014. Further increments of 0.5
percentage points will apply annually up to 2019-20, when the superannuation
guarantee rate will be set at 12 per cent. These are paid into an employee
preferred superannuation fund.
The amount paid is based on total gross wages.
Payment of Salary
All permanent employees are paid on a fortnightly basis, on a Thursday, into
each employee's nominated bank account. Part time staff and consultants will
be paid on a monthly basis. An electronic salary advice will be provided to
each employee on a monthly basis.
Personnel Files & Data Changes
Every employee has a personnel file containing the details of their
employment and the associated conditions, together with any performance
review related documentation. Employees’ files, in general, will contain no
information that has not been discussed with them.
Employees can access their records and copies taken of documentation,
however, all originals will remain in the file.
Any information that is deemed sensitive, such as medical information, is only
accessible by the employee concerned and the Chief Executive Officer.
It is the employee’s responsibility to notify any changes to their personal
details. This may include change of address, name, phone number, person to
notify in case of accident or illness, as well as any changes to information
related to the tax status of the employee, or any other change affecting the
relationship between Athletics WA and an employee.
Hours of Work
The usual full-time hours worked per week are 40 hours. Given the nature of
our business (ie sport is played at night and on weekends), employees may
be expected to work additional hours to fulfil customer and business
requirements. Managers will advise each employee of the standard starting
and finishing times, however, these may vary according to customer, business
and personal needs.
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Part-time employees work less than 35 hours but more than 15 hours per
week on a regular basis, mostly based on a set number of hours and times a
week.
Casual employees are hired for specific or limited periods during the year,
often based on work requirements. They may work a variety of hours
depending on need and agreement.
Overtime
Normally, any requirement to work beyond your usual hours is deemed to be
covered by your salary and will not attract additional payment.
However, people covered by certain awards may be entitled to overtime
payments. The conditions of your employment with Athletics WA will be
stated in your offer letter.
Days-In-Lieu
Days-in-lieu are linked, along with hours, to business performance and
achievement of targets and will be at the discretion of the Athletics WA Chief
Executive Officer. Any requests should be put in writing to the CEO with a full
explanation.
Meals & Breaks
Employees are allocated half-an-hour per day for a meal break (based on a
9.00am to 5.00pm start and finish time).
Tea, coffee and fresh water will be supplied to all employees at no cost. The
kitchen area contains a kettle, microwave and fridge for the convenience of
our employees and should be treated with respect. Staff will be expected to
clean up after they have used any of the common areas.
Attendance
At Athletics WA we ask for a high standard of punctuality and attendance
amongst all employees. We believe that punctuality and attendance are
paramount to the fundamental principles of professionalism.
Employees who disregard these basic principles on a continuing basis may be
subject to disciplinary action.
If for any reason you are unable to attend work, you should advise your
manager no later than one hour prior to your scheduled start time. This will
minimise the disruption to any colleagues and other staff members.
Punctuality is an important part of your employment. As the company works
as one large team, it is important to be at work on time. If you are running late
for any reason, please contact the office.
26
Other Paid Work
Athletics WA is engaged in a highly competitive business. It is therefore
important that patents and intellectual capital is safeguarded. To protect the
interests of Athletics WA and its employees, the following applies:
Employees should not be engaged in, or have an interest in,
either directly or indirectly in any capacity, any trade, business
or occupation which is, or maybe, in competition with Athletics
WA, and/or would involve the use of Athletics WA time, property,
facilities or resources.
(also see Athletics WA’s Code of Ethics)
Workers’ Compensation
Employees are covered under the Workers’ Compensation Act whilst at work.
The workers’ compensation laws exist to ensure you are properly protected in
the event of an accident or injury while at work.
Any injury sustained in the work environment should be reported immediately
to your Manager or another appropriate person within Athletics WA. Failure to
do so could result in a non-payment of insurance. It is a policy of Athletics
WA that all accidents or injuries are reported regardless of the severity. An
Accident Report form is included with this manual, or alternatively request a
form from Athletics WA management.
It is your responsibility to inform your manager, verbally and formalised
in writing of any work related injury.
All relevant details should be noted, such as:

name & job title;

date & time of accident;

location of the accident or injury;

how the injury or illness happened;

how was treatment effected;

the nature of the injury or illness and what parts of the employee’s body
were affected.

any witnesses to the accident or illness; and

date employee notified Athletics WA of accident, injury or illness.
The accident report records all facts about the incident. The report will assist
Athletics WA to prevent further accidents within the workplace.
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Safety is the responsibility of all employees. If you see or are aware of a
problem or potential risk, please speak to your manager or another
appropriate person immediately.
There are personnel who hold current first aid certificates within the office
precinct.
In case you require assistance at any time for yourself or any other staff
member, please familiarise yourself with those people who can be of
assistance to you.
LEAVE ENTITLEMENTS
All forms of leave are applied for using the Application for Leave form
supported, where necessary, with appropriate documentation.
Full time employees:
Annual Leave
Twenty (20) business days for each 12 months of continuous service.
No leave loading is payable.
Annual leave is cumulative up to a maximum of 30 days, unless otherwise
directed by the Chief Executive Officer.
On termination, payment for the balance of annual leave credits will be paid
out.
Annual Leave in Advance
In exceptional circumstances, leave maybe taken in advance with the prior
approval of your Manager.
Sick Leave
Employees are provided with sickness benefits under Federal and State Law.
These benefits are of course restricted to employees who are absent from
work for genuine health reasons only. You will need to provide proof of your
situation and only when you have met all the required conditions will you be
compensated.
All employees receive continued salary, within their entitlement, while
genuinely sick. Any salary payment outside an employee’s entitlement must
be approved by the CEO.
Part-time employees:
Benefits apply on a pro-rata basis.
Casual/Consultants:
Are excluded from the before benefits
28
An application for Leave form must be completed and authorised for any
period of sickness. If you are absent for more than two consecutive days, or
on a working day before or after a public holiday, you should obtain a doctor's
certificate and attach it to your sick leave form.
Entitlements are as follows:

ten (10) business days per calendar year on full pay;

ten (10) business days per calendar year on half pay;

Sick leave credits are cumulative; and

on termination, outstanding credits will not be paid out.
Sick Leave and Worker's Compensation
There is no entitlement to paid sick leave where there is entitlement to
Workers' Compensation.
Parental Leave
This section includes maternity, paternity, and adoption leave for which clear
legislation exists within Federal and State awards. This award was introduced
to allow working couples the opportunity to begin their family with the
assurance that their return to the workforce would not be compromised or
denied. Maternity and paternity leave should be considered together as the
combined entitlement and may not exceed 52 weeks.
Maternity Leave
All employees, with at least 12 months continuous service, are eligible for
Parental Leave. Part time and full time employees are entitled to up to 52
weeks unpaid maternity leave.
For females, this period must include six (6) weeks compulsory leave to be
taken immediately following confinement. Athletics WA may request any
employee who wishes to go on Parental Leave to take annual leave which
has accrued as both due and pro-rata leave before unpaid Parental Leave
commences. It is also possible to take accrued Long Service Leave instead
of, or in addition to, Parental Leave, but the total period of leave (including
approved sick leave) must not exceed 52 weeks. Continuity of service is
maintained during this period, but annual leave does not accrue. Public
Holidays cannot be claimed during period of Parental Leave.
It is requested that any employee wishing to take maternity leave inform
Athletics WA no less that 12 weeks prior to the birth of the baby. If possible
Athletics WA should be informed of your decision at the earliest stage so
arrangements can be made.
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After maternity leave has been taken the employee will be able to return to
their former position. If for some reason this position no longer exists, the
employee will be given a position as close to their previous position as
possible.
Employees may indicate the date they wish to return to work through a
letter to Athletics WA. Any intentions of return should be sent at least 14
days prior to re-commencement.
Athletics WA may replace the employee on maternity leave whilst absent.
The replacement employee will be advised of the temporary nature of the
position and the period of employment. Therefore it is important to ensure
communication between the employee and the company is both open and
clear.
Staff hired on a casual or seasonal basis will not be eligible for maternity
benefits.
Long Service Leave
The concept of long service leave is to recognise and reward employees
for long periods of continuous service to Athletics WA.
Long service leave is determined by Federal and State laws and is subject
to change accordingly.
Athletics WA applies the most common principle of 13 weeks leave after
15 years of continuous service to Athletics WA (pro-rata after 10 years).
This does not include any absence for maternity/paternity/adoption leave,
or leave of absence due to industrial action. On termination, payment for
the balance of long service leave credits will be paid out. In the case of
continous service after 15 years, the employee becomes eligible for a
second entitlement of long service after 7 years.
It is a manager’s responsibility to ensure that long service leave is taken
as soon as practical after an employee becomes eligible. Long Service
Leave taken after it falls due will be paid at the rate applicable at the date it
was due. This is the total amount an employee would have been paid if
they were performing their regular hours of work, excluding overtime,
penalty rates or allowances. Payments may be received by the employee
as a lump sum at the start of the leave period or on normal paydays.
Employees are required to give at least 28 working days notice if long
service leave is required.
30
Bereavement Leave
Athletics WA will grant leave to employees under special circumstances,
provided it does not seriously disrupt the operations. Paid leave is
applicable to those employees with more than six months service.
Where an employee is absent because of a family bereavement, paid
leave is available. This is usually two days (in the case of death in
Australia of an immediate member of the family). If you are absent
because of a family bereavement, you should notify your manager
immediately.
Any queries regarding special circumstance (eg death of a relative
overseas) should be raised with management. Athletics WA will consider
each request on an individual basis.
Other Leave
Study Leave
If an employee is undertaking an approved course of study, he/she may be
eligible to study leave to prepare for and attend exams. An application for
leave should be forwarded to the appropriate manager for approval.
Compassionate Leave
In other instances, for example, in case of personal or domestic necessity,
religious observance, graduation, etc, you are requested to submit a
request for compassionate leave to your manager in advance, where
possible.
Leave Without Pay
A leave of absence without pay may be granted in special circumstances
for reasons other than personal illness, annual leave or military service.
An application for leave should be forwarded to your manager for
approval.
Jury Duty
If it is necessary for you to attend jury duty, you will be required to supply
documentation to Athletics WA management. Athletics WA will continue to
pay wages and salary as per your standard rate. There will be no
compensation where jury duty occurs over a weekend or any other such day
where you are not normally paid.
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Athletics WA reserves the right to deduct any payment that an employee
receives for jury duty from their salary.
OTHER GENERAL EMPLOYMENT CONDITIONS
ATHLETICS WA Telephone System
Use of the Athletics WA telephone system to make or receive private calls
should be kept to a minimum. Toll and ISD calls precluded.
ATHLETICS WA Mobile Phones
It shall be at the discretion of the Athletics WA CEO whether or not an
employee of Athletics WA will be issued with a mobile phone.
All calls made from ATHLETICS WA mobile phones must be of a business
nature and should be used for personal calls only when absolutely necessary.
The cost of all private calls are to be reimbursed to Athletics WA.
ATHLETICS WA Mail System
Use of the Athletics WA mail system for dispatching personal correspondence
is to be at the employee’s expense.
Computer Usage
The majority of employees will have access to a personal computer and
related equipment. Given the current increased usage of technology, the
company has networked all computer facilities and linked the system to both
Email and Internet.
Access to Email and Internet should primarily be for business purposes and
personal usage should be restricted.
(Also see Code of Ethics & Business Conduct)
Other Athletics WA Equipment
Athletics WA endeavours to ensure that all equipment is as up-to-date as
possible, and in good working order. Employees can only be expected to
excel at their job if the appropriate tools are supplied to do the work safely and
efficiently.
Upkeep and maintenance of equipment is considerable. Employees can
contribute to minimising the costs of the upkeep. A respect for the equipment
combined with common sense application will enhance the life of the
equipment and minimise inconvenience to the user.
32
A central register is kept of all equipment owned, leased and operated by
Athletics WA. Each piece of equipment has ID attached allowing for easy
registration, upkeep and tracing as required. Responsibility for the upkeep of
the register will therefore remain with the finance unit. Should for any reason
any equipment be discarded, repaired or removed from the office, staff should
advise the finance unit as a matter of course.
Unauthorised use of equipment will result in disciplinary action.
Athletics WA Office Security
Security problems and violations cannot be addressed in a constructive and
preventative manner unless management know or is advised about them. We
believe security is the responsibility of all employees. Our policy therefore
puts emphasis on the reporting of incidents as they occur or may be occurring
and how they can be prevented.
Even where the work environment appears to be of a more informal nature, it
is important that you abide by the following:





do not leave any doors or windows unlocked – they should be checked
prior to departure;
individuals to ensure that their filing cabinets, cupboards etc are secured;
ensure that PC’s are closed down and switched off properly;
do not allow strangers access to office areas without first ascertaining who
they are, where are they are from and who their business is being
conducted with. It is preferred that visitors remain in the reception area to
wait for the person with whom they have an appointment to meet them
there;
if you are aware of any unusual behaviour, please speak to your manger
and please prepare a file note for future reference, if necessary.
The above are only samples and your responsibility is not limited to these
incidents.
General Expenses
Work related expenses of a reasonable nature, will be reimbursed once
approved. Where you are aware that expenses will be incurred, prior
arrangements should be made with the finance manager.
It is the responsibility of the employee to provide receipts and documentation
on authorised Athletics WA documentation, particularly in the event of a cash
advance. All cash advances will need to be accounted for and any
misappropriation of company funds will incur serious action.
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Travel
Approval for intrastate, interstate travel will be subject to prior approval of
an employee’s manager. In the case of international travel, approval
must be granted by the Chief Executive Officer.
Cabcharge
Cabcharge dockets are available for all staff of Athletics WA for use on
Company business. Athletics WA managers may also approve the use of
Cabcharge dockets by athletes, associates and other volunteers should
those persons be acting on behalf of Athletics WA. Any dockets issued
to employees that remain unused should be returned to the finance
manager or, alternatively, kept in a secure place – all dockets must
be accounted for.
Cabcharge vouchers are available from the Athletics WA office.
34
CESSATION OF EMPLOYMENT
Athletics WA will endeavour to accommodate your requirements with regard
to resignation and where possible will accommodate any request for early
departure.
It is expected that all employees will return any company equipment in their
possession. You will be required to attend an exit interview, this will be an
opportunity for you to discuss your achievements and any further intention
you might have with regards to Athletics WA. It should be noted that your
actions at the time of departure will be referenced for any future rehiring
decisions, or for referee’s input.
Benefit and holiday payments owed to you will be outlined in your final
interview.
Resignation
It is expected that any employee wishing to resign take the appropriate steps
to minimise the impact on Athletics WA. Resignations can effect staff moral
and the operation of the company. As detailed in an employee’s letter of offer,
there is a specific notice period that means that a written notice of the
intention to cease the employment relationship with Athletics WA must be
provided, stating the last day of intended employment. The written form
cannot be on Athletics WA letterhead or via the Athletics WA email system.
Termination
Conversely, Athletics WA is also required to provide employees with the same
notice period and has the option to pay employees in lieu of notice rather than
working through the notice period. In cases where Athletics WA is forced to
reduce its number of staff because of budgets or other extenuating
circumstances, staff will be laid off as resolved by the Athletics WA Board of
Directors and the Chief Executive Officer.
The relevant Federal or State laws will cover employees terminated for
unforeseeable reasons.
All decisions will be made in conjunction with the relevant manager and
discussed at length with the staff member concerned. It would be with regret
that Athletics WA carried out such actions, and it is company policy to avoid
the process of reducing staff without proper justification.
Staff that have been made redundant or have been terminated for any other
reason are welcome to seek advice on the legislation and laws governing their
situation.
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Severance Pay
Severance pay is entitled after one full calendar year’s service and is based
on a sliding scale. If Athletics WA needs to instigate the termination of a full
time employee’s service for reasons other than dismissal, the organisation
endorses some payment based on legislation.
Entitlements are based on basic pay (that is excluding overtime, allowances,
penalties and bonuses).
Employees who resign are not entitled to severance pay.
Notice Period
Subject to the above, employees are required to give four (4) weeks notice of
intention their appointment with Athletics WA. Likewise, Athletics WA will give
a four (4) weeks notice of its intention to terminate employees.
36
PROBLEM RESOLUTION
We consider employees a very important asset. Management sets direction
and guidelines, yet the running of the company greatly depends on the
contribution from and by the staff.
In a positive and open environment, employees feel they can contribute and
grow, and this is the climate we strive to create in the Organisation.
Sometimes there are hurdles to overcome, but everything can be resolved as
long as an intention exists to solve the matter in a positive fashion.
Management’s philosophy of ‘where there is a will, there is a way’ can
sometimes be affected by conflicting personalities involved. We invest
extensively in our employees through training, development and selection and
we want the relationship to be productive, meaningful and fulfilling for all
involved.
The following problem resolution framework has therefore been implemented
for those employees with a desire to resolve matters as positive adults:

All employees are invited to discuss matters with their respective
managers openly and positively.

If matters cannot be resolved efficiently and professionally, the
employee demonstrating positive intentions to solve the matter may
contact their manager's superior for assistance.

The superior may see the parties individually or as a group to resolve
any outstanding and festering matters.

Where a resolution fails to evolve, both the superior of the supervisor
and the HR representative will enforce a solution to be implemented by
all parties.

During the course of the resolution, both parties may seek guidance
and/or support from a peer, or trade association, union representative.
These people have no influencing or implementation power, other than
to assist the process through its natural course.
All stages will be documented and file notes provided to the parties involved.
Those concerned can access these notes, only by contacting the relevant
person handling the mediation.
Employee Misconduct & Consequences
Certain rules of conduct and behaviour apply -- all employees will be expected
to act in an appropriate manner at all times to ensure a harmonious work
environment for all concerned.
Failure to follow these rules may result in disciplinary action from a written
warning to termination, depending on the severity of the offence. Any
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disciplinary action will be recorded in your personnel file, and will be taken into
consideration when reviewing opportunities for advancement within the
organisation.
Below is a list of some violations or events that can result in disciplinary
action, but it should not be considered all-inclusive. Management has the
discretion to review this list or its interpretation.

Removing or misplacing Athletics WA property or equipment, client
records, or Athletics WA documentation without prior approval.

Any violation of any organisation policy or procedure as outlined in this
manual, including any violation of the Organisation's anti-discrimination
or equal opportunity policies.

Falsification or misrepresentation of qualifications or experience whilst
applying for employment at Athletics WA.

Destroying or damaging company property.

Failure to follow the rules and responsibilities as outlined by
management or your immediate manager.

Consumption of alcohol during work hours unless approved by the
CEO.

Consumption of any controlled substance during work hours.

Misrepresentation of the prime directive as outlined in the Athletics WA
mission statement.

Consistent absence
documentation.

Consistent lateness without proper cause or documentation.
from
work
without
proper
cause
and
Disciplinary Procedures
Athletics WA will expect all employees to follow any policies and procedures
outlined in this manual. It is our goal to create a fair and efficient environment
for all employees. Should any employee act with disregard to any of the
relevant policies and procedures it may become necessary to take disciplinary
action.
Where disciplinary action becomes necessary the following procedures will
take place:
Stage 1: Discussion and Verbal Warning: This is a verbal conversation
where you and your immediate manager will discuss the
events/incidents. This will result in recommendations for
improvements, together with an action or training plan with time lines
where appropriate.
38
Stage 2: First Written Warning: If there is no significant improvement in
performance as agreed in Stage 1, or another incident takes place,
your manager will issue a written warning. You have the right to
discuss this document and comment in writing. If you wish to discuss
the matter, the conversation will take place in the presence of a
another staff member (appointed by the manager).
Documents
related to the matter will be placed on your personnel file.
Stage 3: Second Written Warning: This is a final warning issued if there is
no marked improvement. Your supervisor will complete the written
warning where practical in your presence, detailing the reasons. A
copy will be placed on your personnel file. This stage may also incur
loss of any privileges obtained in the job position.
Stage 4: Final Written Warning and Termination: If the disciplinary review
process fails, you will be terminated. Where the incident or conduct
has been unacceptable and of serious nature, immediate dismissal will
take place. Documents of reason and action taken will be placed on
your personnel file.
Where considered appropriate and helpful to the employee, they may have
someone of their preference (subject to prior advice and approval) present in
disciplinary process meetings.
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ATHLETICS WA PERFORMANCE REVIEWS & TRAINING
At Athletics WA we believe that open and constructive performance feedback
is paramount to the wellbeing of our employees. Knowing and understanding
your objectives as an employee contributes strongly with meeting and
achieving these objectives.
As a guideline, we recommend regular performance reviews at least once
every twelve months and constant communication meetings on a weekly
basis if possible.
Athletics WA aspires to the ‘Open Door’ policy. All employees should feel
comfortable in the knowledge and assurance that they may approach any
other member of staff to discuss any issue with superiors and senior
management. We place a great deal of importance on open and frank
communication at all levels within the organisation.
Please do bear in mind, however, that there exists a clear line of
communication which should be followed initially. Whilst senior management
welcomes contact from all employees, any grievance or issue you wish to
table should be in the form of a clear, concise report based on facts.
Managers will hold regular staff meetings at which all employees have the
opportunity to share ideas, grievances, opportunities and departmental
organisation. Rumours and gossip (whether malicious or otherwise) are NOT
welcome.
Review & Performance Evaluation
Supervisors and employees are strongly encouraged to discuss job
performance and goals, if necessary, on an informal day-to-day basis. It is
vital that staff are provided constant feedback and recognised for positive and
proactive performance. If necessary, employees should be given guidelines to
suggest improvements. Your manager will keep you updated regularly to
avoid any situations that may arise from a lack of communication.
Formal performance reviews may be undertaken every three months, but no
less than once a year. You will undergo a formal performance review at the
end of your probation period. This will enable both employee and employer to
forge a suitable direction based on the relevant strengths and weaknesses of
the individual.
Performance reviews are a constructive way to address any problems or
issues you may be having within your position. You will be encouraged to
respond on any comments or documentation made regarding your
performance. Formal Performance reviews will be addressed in a set format,
and you may be asked to complete a series of questions regarding your
position. Any formal written comments concerning your conduct are to be
40
signed by both you and your immediate manager. This report will then remain
on file with the rest of your personal documentation.
The performance evaluation process should be a looked upon as a positive
experience – the results for all concerned can be very rewarding.
Education & Training
Training is highly regarded at Athletics WA. It serves several purposes, not
least of which is that it ensures that the organisation remains abreast (if not in
front) of our industry’s developments and evolution. This is achieved by
ensuring that employees are exposed to training in aspects of the industry,
their career and personal development.
Consideration for further training will be primarily based on the outcome of an
employee’s performance review and the related recommendations put forward
by his/her manager. The CEO, in consultation with the employee’s manager
will decide if training is relevant. Factors such as cost and location of training
will be taken into consideration. Any payment of agreed fees is subject to
satisfactory completion of an agreed course and an employee will only be
reimbursed the specified costs when Athletics WA receives proof of
completion of a course, eg certificate, official results etc.
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WORKPLACE CONDITIONS
The following is an overview of various Athletics WA Policies:
Anti-Harassment
Harassment (general)
Harassment consists of offensive, abusive, belittling or threatening behaviour
directed at a person or people, usually because they are different, or
perceived to be different, from the harasser. The difference may be in
gender, race, disability, sexual orientation, age, power (relative to the
harasser), or some other characteristic. It is behaviour that is unwelcome and
that could reasonably be expected to upset the person or people at whom it is
directed.
Sexual Harassment
Sexual harassment can be physical, verbal or written
Sexual harassment in the workplace can take many forms. It is an offence to
discriminate against any individual on the basis of:

Lawful sexual activity/sexual orientation

Marital, parental or career status

Physical features

Pregnancy

Sex

Living with AIDS or Hepatitis C

Personal association with a person who is identified by reference to any
of the above attributes

Sexually harassing another person

Comments about a person’s sexual life or physical appearance

Suggestive behaviour

Unnecessary physical intimacy such as brushing up against a person

Sexual jokes, offensive telephone calls, photographs, reading matter or
objects

Sexual propositions or continued requests for dates

Physical contact such as touching or fondling

Indecent assault or rape (which are also criminal offences)
42
Sexual harassment applies to any relationship between employee and
employer or contractor. It also applies between other employees, peers, and
subordinates.
If for any reason you believe you are a victim of sexual harassment it is
important that you report to your manager or, if preferred, the CEO. A report
of the facts will be made in complete confidence.
Where appropriate, Athletics WA will not hesitate to report sexual harassment
allegations to the Equal Opportunity Commission. If it has been established
that an offence has been committed it may result in the immediate dismissal
of the offender and possible referral for prosecution.
Equal Opportunity
In accordance with Federal and State laws, Athletics WA provides an equal
employment opportunity policy towards all employees without discrimination
against race, gender, religion, colour and any disability or impairment.
This policy extends to all applicants for employment and all current
employees. This policy works in the strictest compliance with Federal and
State Laws. This equal employment opportunity includes hiring, promotion,
transfer, compensation and training, also including leave of absence and in
some cases, termination.
Athletics WA will endeavour to consistently employ capable people to manage
and operate our working environment in a safe, efficient and profitable
manner. This allows all people employed at Athletics WA to utilise their skills
to their fullest potential. Staff at Athletics WA will be rewarded for their efforts
and skill both in wages, and protection against discrimination in all forms.
Any breach of this anti-discrimination policy will be considered a serious
offence and immediate action will be taken.
Racism
Athletics WA believes that all individuals are provided the opportunity to
participate in athletics without obstruction or isolation on the basis of race.
The rights and responsibilities of participants in athletics:
All Australians have the right to enjoy participation in athletics while:
 being treated with dignity;

experiencing a wide range of activity;

being provided
participation;

being provided participation opportunities commensurate with the
individual’s level of skill, knowledge and fitness;

in a safe and healthy environment;
proper guidance
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and advice
on
preparation for

being provided equal opportunity for successful participation; and

being provided guidance on the rules of athletics.
Participants in athletics have a responsibility to:

participate in a safe and fair manner;

ensure others are accorded the same participant rights as themselves;

cooperate with other participants;

participate under and within the rules and without the aid of performance
enhancing drugs.
Responsibilities of Athletics WA
As the recognised controlling of body athletics in Western Australia, it is
important that Athletics WA sets a standard of behaviour and conduct for all
involved in the sport.
Please refer to Athletics WA's policies on Racism and Doping for further
information on procedures.
Occupational Health & Safety
Athletics WA is committed to providing a safe work place for all staff and
employees. We have taken all possible precautions, and followed all the
guidelines as recommended under the Federal and State rules and
regulations.
We expect that staff in turn accept their responsibility to work safely. This
means working intelligently, with common sense and foresight. All employees
are expected to follow the set safety standards that apply to our organisation,
and adhere to all rules and regulations as set out by the Occupational Health
and Safety Act.
Any injury to an employee may cause physical suffering as well as loss of
income and productivity. It may also damage the morale of the work group.
The following rules are common sense and should be followed by all
employees.

Keep working areas clean at all times. This reduces the chance of any
injury and also makes the area a more attractive environment to work
in.

Do not run in the office, particularly in areas of production or storage.

Do not smoke in the building and when smoking outside, make sure that
you leave that area safe and clean.

Have respect for electricity - do not overload any outlet. Never have
any electrical wires rolled up (like extension leads) - they may create
heat and cause fire danger.
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
Be aware of hot water temperature and especially boiling water from
kettles and coffee machines.
Report ANY injury immediately, and process the appropriate report. It’s in
everybody’s interest! If you notice a condition or practice that seems unsafe,
you should immediately discuss this with your supervisor, or readily correct it
yourself if it is personally safe to do so. Refer also to page 25 (Workers’
Compensation).
Should an employee have any concerns about their employment conditions
and working environment that may have an adverse affect on health, please
discuss these with your manager.
Fire Safety & Evacuation
Safety protocol regarding the need to evacuate in cases such as a fire
can be reviewed in the kitchen area of the Athletics WA office. All fire
extinguishers have a step by step guide to help employees understand
what to do in the case of an emergency attached to the wall above. It is
recommended that you familiarise yourself with this sheet from time to
time.
Throughout the building, both inside and outside the property, there are
many fire detection and prevention devices such as:

A fire hose and fire extinguisher.

Each office has a smoke detector that will set off the alarms directly at
the closest fire station.
In the event of a fire or discovery of smoke, please follow the plan of
action below:
Immediately dial 000 for the fire brigade and state:
 your name
 exact location
 the exact location of the fire.
The emergency plan should be commenced as soon as the emergency
alarms are heard. In case of emergency, please:

alert everybody in your area;

switch off machinery;

turn off air-conditioning;

if safe to do so, use a fire hose or extinguisher to fight the fire;

close all doors behind you as you proceed to the fire stairs;

do not use the lifts;
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
follow the instructions of management or of the officer in charge; and

remain calm and do not take risks.
Should it ever be necessary to evacuate the premises, the meeting
point for all employees will be in the car park area.
Drugs, Drinking & Smoking in the Workplace
The use of any and all banned substances within the workplace at Athletics
WA is strictly prohibited. We enforce a strict drug free environment at all
times. The use of drugs can create unnecessary risks and creates a threat to
fellow employees. It is impossible for an employee to carry out the position of
their job responsibly and safely whilst under the influence of drugs.
Any employee using drugs can cause serious damage to the company’s
reputation and perception in the marketplace. Any use of drugs whilst at work
or acting as a representative of Athletics WA will not be tolerated, unless
under medical supervision (ie a prescribed course)
It is strictly prohibited to manufacture, distribute, posses, sell or use a
controlled substance at Athletics WA, or whilst employed by or representing
the organisation on or off the premises. Any offence may result in immediate
dismissal and may lead to possible prosecution.
Athletics WA is also a non-smoking environment. Smoking in any form is
strictly prohibited on the premises at Athletics WA. Smokers will be asked to
take any cigarette breaks outside the building. This policy is to protect the
health and safety of all employees at Athletics WA and is consistent with the
image of our athletics organisation.
It is a policy of Athletics WA that alcohol is not to be consumed on the
premises unless you are attending an official function where drinks have been
supplied. Alcohol may seriously effect an employee’s performance and
therefore it is company policy that no employees consume alcohol during
work hours, unless approved by the CEO.
Being in the workplace whilst under the influence of alcohol may be cause for
disciplinary action and in extreme cases, termination.
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ATHLETICS WA POLICIES
The following policies have been adopted and are readily available from the
CEO.
Open Disclosure
Website Links
Fraud
Anti-Harassment
Racism
Athletes Code of Conduct
Other policies relevant to the organisation are being drafted and will be
advised on adoption.
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ATHLETICS WA PERSONNEL FORMS
The following forms should be filled out as soon as possible after
commencement and forwarded to John Hamilton for processing;

Personal Details

Payroll Authorisation

Leave Application

ATD Employment Declaration

Expense Claim Form

Superannuation
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