Attachment 2

North East Victorian Regional Waste Management Group

HUMAN RESOURCE POLICY AND PROCEDURES

Revision No. Revision Date Adoption Date

2 1st May 2007 10th May 2007
 Table of contents

1 Introduction 1
1.1 Our Vision 1
1.2 Our Mission 1
1.3 Our Objectives 1
1.4 Your role 2

2 Recruitment and selection 2

3 Harassment and discrimination 3

3.1 NevRwaste commitment 3
3.2 Application of this Policy 3
3.3 What is discrimination? 3
3.4 What is harassment? 4
3.5 Victimisation 6
3.6 Complaints Resolution Process 6

4 Electronic Mail 7
4.1 Appropriate use of electronic mail 7
4.2 Receipt of Messages 8
4.3 Record sizes 8

5 Internet policy 8
5.1 Introduction 8
5.2 Use of the internet 8
5.3 Information Gathering 9

6 Smoking, drugs and alcohol 9

6.1 Smoke-free workplace 9
6.2 Prohibited drugs and alcohol 9
6.3 Prescription medication 10

7 Use of NevRwaste vehicles 10

8 First Aid Kit 10

9 Building Safety and Emergency procedures 10

10 Conflict of interest and duty 11

11 Confidential information 12

12 Outside interests 12
1 Introduction

The North East Victorian Regional Waste Management Group (NevRwaste)

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

1.1 Our Vision

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

1.2 Our Mission

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

1.3 Our Objectives

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

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

2 Recruitment and selection

The policy and procedures for employee recruitment and selection for the
Group are established to facilitate the achievement of our objectives by hiring
the best suited applicants for available positions, making the best use of their
abilities and providing job satisfaction whilst reinforcing our commitment to
Equal Employment Opportunity.
To promote Equal Employment Opportunity in recruitment, the best, suitably
qualified applicant will be chosen. This means that the best applicant will be
chosen regardless of:
ƒ race, national/ethnic/social origin

ƒ sex

ƒ marital status

ƒ pregnancy

ƒ sexual preference

ƒ parental status or status as a carer

ƒ disability or impairment

ƒ religious belief or activity

ƒ political belief or activity

ƒ age

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 ƒ physical features

ƒ industrial activity

ƒ irrelevant criminal record

ƒ irrelevant medical record

ƒ personal association with someone who has one or more of the above features.

3 Harassment and discrimination

3.1 NevRwaste commitment

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

3.2 Application of this Policy

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

3.3 What is discrimination?

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

ƒ sex

ƒ sexual harassment

ƒ marital status

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 ƒ pregnancy

ƒ breastfeeding

ƒ sexual preference

ƒ parental status or status as a carer

ƒ disability or impairment

ƒ religious belief or activity

ƒ political belief or activity

ƒ age

ƒ physical features

ƒ industrial activity

ƒ irrelevant criminal record

ƒ irrelevant medical record

ƒ personal association with someone who has one or more of the above features.

This policy recognises, however, that where the discriminatory conduct is based
on a person’s inability to perform the inherent requirement of his or her job, it
may not be unlawful and may be permitted under this policy.

3.4 What is harassment?

3.4.1 Sexual harassment

Sexual harassment is unlawful under State and Federal legislation. A person
sexually harasses another person if he or she:
ƒ makes an unwelcome sexual advance or an unwelcome request for sexual favours, to the
other person; or

ƒ engages in any other unwelcome conduct of a sexual nature in relation to the other
person

In circumstances in which a reasonable person, having regarding to all the

circumstances, would have anticipated that the other person would be
offended, humiliated or intimidated. A person’s motive or intention is irrelevant
to whether their actions constitute sexual harassment.
Sexual harassment:
ƒ is unwelcome, uninvited conduct which is offensive from the view of the person
harassed, regardless of any "innocent intent" on the part of the offender

ƒ can involve any physical, visual, verbal or non verbal conduct of a sexual nature

ƒ can be experienced by both men and women

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 ƒ may include conduct which occurs in your workplace or in connection with your work, for
example at a work function outside of work hours or at a customer’s premises

ƒ can involve a series of incidents or it can be a once-off occurrence.

It is not sexual harassment to develop friendships with other people at work.

Mutually acceptable friendships that develop between people who meet at work
have nothing to do with sexual harassment. A person’s private life is their own
business - however, sexual harassment at work is the Group’s business.
Behaviour that is acceptable privately or socially may be totally inappropriate in
a work environment. Examples of sexual harassment
Depending on the circumstances, sexual harassment may include:
ƒ Electronic mail messages, voice mail messages, screen savers (words and images),
offensive telephone calls or faxes, Kris Kringle gifts

ƒ Down loading or sending offensive material via the Internet

ƒ Deliberate and unnecessary physical contact, such as patting, pinching, fondling or

deliberately brushing against another person, attempts at kissing

ƒ Constant requests for drinks or dates, especially after prior refusal

ƒ Requests for sexual favours, gestures or body movements of a sexual or intimidating

nature

ƒ Displays of offensive material, including posters, pictures, calendars, cartoons, graffiti or

messages left on boards or desks

ƒ Remarks about a person's sexual activities or private life

ƒ Crude comments and suggestions

ƒ "Humour" such as smutty or sexist jokes or comments

ƒ Innuendo, including sexually provocative remarks, suggestive or derogative comments

about a person's physical appearance, inferences of sexual morality or tales of sexual
performance

ƒ Leering or staring at a person’s body

ƒ Intrusive enquiries into a person’s private life or reference to a person’s sexuality or

physical appearance

3.4.2 Other harassment

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

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3.5 Victimisation
It is also the policy of the Group to strictly prohibit victimisation of any person
because that person has made an allegation of harassment or discrimination.
Victimisation includes subjecting, or threatening to subject another person to
any detriment because that person has made an allegation of harassment or
discrimination. This is regardless of whether or not the allegation is pursued or
a formal complaint is made.
Victimisation may include, but is not limited to:
ƒ threatening behaviour, including threatening comments made to the person or about that
person

ƒ inappropriate discussion of the complaint

ƒ disparaging comments about the person who has made the complaint to the person or to
others about the person

ƒ encouraging others to treat the complainant in a detrimental way.

Every person who believes that he or she is being victimised has the right to
complain and take action in accordance with the procedures outlined in this
policy.

3.6 Complaints Resolution Process

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

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 Step 5 The outcome of any process will be communicated to the parties
involved.
Should the matter be unresolved or disciplinary action be warranted, the matter
will be referred to the EO or, if appropriate, the Chairperson.

4 Electronic Mail

4.1 Appropriate use of electronic mail

The Group has a system of electronic mail as a tool to assist in business
communication.
In addition, the Group recognises electronic mail as a useful tool in relation to
the organisation of social activities and does not seek to hinder employees’ use
of the system for such purposes. However, it is first and foremost a business
communication tool.
The Group will not tolerate employees using the system in a manner which
potentially breaches other NevRwaste policies, for example harassment and
discrimination policies. This means you must not send messages to individuals
or groups which:
ƒ discuss or comment on the physical appearance of other employees, whether they are a
recipient of the message or not;

ƒ contain sexual innuendo;

ƒ include comments of a sexual, sexist or racist nature or make inferences or comments

about a person’s sexual preferences;

ƒ include comments of a degrading nature, whether based on race, disability, sex etc;

ƒ use abusive or offensive language.

This list is by no means complete, but merely an example of the type of

conduct that is inappropriate.
Your intention in writing or sending a message is irrelevant. If the message
offends, humiliates or intimidates another person it may breach this policy and
relevant legislation.
Electronic mail messages are not private communications and may be viewed
by the Group at any time. An employee has the right to complain to the EO or
Chairperson if they believe a message is offensive, humiliating or intimidating.
Employees are encouraged to advise the sender of a message that it is
offensive or inappropriate. Any complaints will be treated confidentially.
If a complaint is raised in relation to electronic mail messages and is
substantiated, disciplinary actions will be taken against the employee(s)
concerned. This may include counselling, warnings or termination of
employment.

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

4.3 Record sizes

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

5 Internet policy

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

5.2 Use of the internet

When using the Internet, employees must not:
ƒ breach the harassment and discrimination or other policies of the Group through, by
amongst other things, sending or forwarding inappropriate messages or viewing
inappropriate material;

ƒ breach the intellectual property rights of persons who make material available on the
Internet;

ƒ upload any non work related computer program or image to the Group’s computer
system;

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 ƒ post any non work related messages to any Internet bulletin board, discussion list,
newsgroup or other publicly accessible discussion forum.

ƒ bypass or circumvent the Group’s network virus checking system.

When using the Internet, employees must:

ƒ view material only for business purposes and not for any other purpose;

ƒ file hard copies within the Records Management system of any matter or business related
electronic communications and attachments (whether sent or received and including
confirmations of receipt) ; and

ƒ be aware that the Internet is not secure and, therefore, avoid sending confidential and/or
privileged information.

An employee can complain to the EO and/or Chairperson if they believe the

Internet is being used inappropriately. Any complaints will be treated
confidentially.
If a complaint is raised in relation to Internet use and is substantiated,
disciplinary actions will be taken against the employee concerned. This may
include counselling, warnings or termination of employment.

5.3 Information Gathering

An audit log of all Internet use is kept and all Internet sites accessed by users
will be monitored
The viewing of material from the Internet is permitted only where the material
is strictly for business use and not for any other purpose.

6 Smoking, drugs and alcohol

6.1 Smoke-free workplace

The Group is committed to providing its employees with a smoke-free working
environment. Smoking is prohibited on NevRwaste premises and in its vehicles.

6.2 Prohibited drugs and alcohol

The Group is committed to providing and maintaining a working environment
that is healthy, safe and productive for all of its employees. Employees in the
workplace who are affected by illegal drugs (“drugs”) or alcohol may be a
danger to themselves, as well as to others.
The Group is committed to ensuring that the consumption of alcohol and/or the
use of drugs that may threaten the safety and efficiency of employees and the
safety of the Group’s office and operations in general is avoided. Accordingly,
employees :
ƒ must not attend for work under the influence of drugs or alcohol;

ƒ must not perform duties while under the influence of drugs or alcohol;

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 ƒ must not consume drugs or alcohol on work premises; and

ƒ must not sell or distribute, alcohol or drugs during work hours or on work premises

The controlled use of alcohol may, however, be permitted by the Group for
some customer or employee functions. Employees are required to conduct
themselves professionally and in accordance with the Group’s policies at all
work related functions where alcohol is served. Excessive consumption of
alcohol is not acceptable and may lead to disciplinary action.

6.3 Prescription medication

Any employee taking prescribed medication that may affect his/her ability to
carry out normal duties must advise their EO and/or Chairperson prior to
commencing work. The EO and/or Chairperson is responsible for ensuring that
appropriate adjustments are made to the employee’s duties to take into
account the effect of the prescribed medication.

7 Use of NevRwaste vehicles

Please refer to NevRwaste Vehicle Policy (September 2001), Attachment 23 of

the Charter of Corporate Governance, until such time as a Multi Enterprise
Respondent Agreement is established.
Where any inconsistencies exist between the Vehicle policy and the Multi
Enterprise Respondent Agreement, when adopted, the latter shall dictate.

8 First Aid Kit

The health and welfare of employees is of paramount concern to the Group. A

first aid kit is located in the general office area. Use of the kit should be
restricted to a designated first aid staff member.

9 Building Safety and Emergency procedures

The following Procedure, displayed on the wall of the General Office Area, is to
be followed when an Emergency Occurs is:
ON DISCOVERING OR BEING INFORMED OF A FIRE OR EMERGENCY:
ƒ Assist persons in immediate danger, only if safe to do so.

ƒ Contact the Fire Warden (Executive Officer)

ƒ Contact the Fire Brigade and Head Warden.

ƒ IF SAFE TO DO SO Attempt to extinguish fire with the appropriate equipment, if you are
trained in the use of fire equipment and there is no danger to you in doing so.

ƒ IF UNABLE TO EXTINGUISH THE FIRE, evacuate the floor.

ƒ Floor warden to check lift, toilets and other confined areas on floor, and be the last to
leave.

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 ƒ Close all windows and doors and if time permits switch off computer equipment, and if
designated to do so collect important data.

ƒ Move toward nearest fire exit and adhere to floor warden’s instructions, proceeding in an
orderly fashion through the fire exit, keeping to the left of the staircase.

ƒ No staff to use front foyer staircase unless directed by floor warden or deputy.

ƒ Floor warden to supervise the evacuation via the fire exit or front stairs, sending persons
to the Assembly Point on the grassed area in Ford Street.

ƒ Wait for the Chief Warden (or deputy) to co ordinate the emergency procedures, instruct
Floor Wardens and give briefing to emergency services.

ƒ The Fire Escape door, is to be closed securely after leaving.

ƒ At the assembly area, check that all employees on their floor are present.

ƒ Staff may not leave until roll call completed.

ƒ Attend to those needing First Aid.

ƒ No member of staff may be permitted to re-enter the building until instructed by the
Emergency services. (Continued overleaf)

10 Conflict of interest and duty

Employees must be familiar with the provisions of the Code of Conduct relating
to conflicts of interest.
From time to time employees may have private interests that conflict with their
interest and duty to the Group.
In summary to avoid this conflict an employee must:
ƒ Disclose to the EO and/or Chairperson potential conflicts when dealing with relatives,
close friends or business acquaintances.

ƒ Neither buy nor sell shares in a company when you are conducting business dealings.

ƒ Should not seek or accept favours, gifts or services or obtain a private benefit for
yourself or someone else as a result of your position.

ƒ Immediately report to the EO and/or Chairperson any circumstances where an offer of a

benefit or gift is made, regardless whether it is accepted or not, if you feel it offer is an
attempt to induce favoured treatment.

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11 Confidential information

Much of the Group’s information is confidential. Protection of the confidentiality

of that information is vital to the Group’s business.
Employees must not, during the continuance of employment except in the
proper course of their duties or at any time after the termination of
employment, or as required by law:
ƒ use or disclose any confidential information of or relating to the Group or any person
with whom he or she has come into contact as a result of their employment;

ƒ use or disclose any trade or business secrets or which he or she becomes possessed
while employed in any capacity by the Group.

Employees must use their best endeavours to prevent the use or disclosure of
any such information by third parties.
The protection and non-disclosure of confidential information is a term of your
contract of employment with the Group. Employees must also ensure that they
are familiar with the provisions of the Code of Conduct relating to the Use and
Release of Information.

12 Outside interests

Employees must not be engaged or concerned or interested in any other

business or other paid employment whatsoever without the prior written
consent of the EO and/or Chairperson.

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