Surf Life Saving School Staff Manual 2020/2021 - Sydney Northern ...

Surf Life Saving
    School
 Staff Manual
  2020/2021

Welcome to the 2020/2021 season for the Surf Life Saving School (SLSS). We again have an
enormous season ahead of us and I hope that everyone will take pride in educating the
community whilst enjoying the experiences that come with such an amazing job.

This Instructors Manual is designed to be a helpful guide for the season. It provides you with
all the relevant information required to do your job as an instructor for the Surf Life Saving
School. If you feel there is anything missing from the manual, have any problems with parts of
the Manual or any other surf lifesaving issues in general please feel free to contact me.

Please remember that a requirement for employment with the Surf Life Saving School to have
current membership at a Surf Club and are proficient in your Bronze Medallion. This is to
ensure all our instructors are current in their skills and to ensure the safety of the students
attending our programs. Again this season I would also like to encourage you to increase your
skills in lifesaving by aiming to complete extra awards – if you need any information on what
courses are available please let me know.

We have always had a great group of instructors who strive to retain our already strong ‘team’
focus and ensure that all our school groups have an exceptional beach experience to take
away with them after their program is finished. All these positive experiences are what keep
these groups re-booking with us each season and assist the school to go from strength to
strength.

We have achieved some great results over the fifteen years that the school has been in
operation, and I’m sure this season will be no different. I look forward to working with you and
seeing you all on the beach.

Mechelle Hare
Surf Life Saving School Co-ordinator
slss@surflifesaving.net.au

GENERAL INFORMATION

The SLSS Instructors Manual has been developed to provide a framework for standardising
the delivery of all our community surf education programs.

Each instructor is responsible for:
• Arriving in plenty of time for setup to allow the program to start on time
• Determining the safety of surf conditions for themselves and all participants
• Ensure that adequate safety precautions are in place before the commencement of the
activities
• Ensure all equipment required is available, in working order and is returned after the
activities are complete
• Report any lost or broken equipment so it can be repaired/replaced
• Any attendance list/enrolment procedures are completed prior to commencement of
activity (Surf Survival, SRC and Bronze Medallion groups only)
• Report any incidents or injuries to the Team leader, who will advise the Surf School
Coordinator
• Most importantly provide a FUN and ENJOYABLE surf education experience!

Instructors Qualifications

Instructors must:
  • be willing to work with many different community and school groups
  • attend Staff Training Days as required to keep updated with what is happening in the
  SLSS

 The minimum qualification that instructors must possess in order to be a SLSS Instructors
 is:
 • SLSA Bronze Medallion (must be proficient)

 • A current paid Working with Children’s check (WWCC) must be obtained with the WWCC
 number and expiry sent directly to me so I can process it through the register

Additional Information:
Instructors MUST update their qualifications prior to 31st December each season and look to
further enhance those qualifications. Instructors must also be a financial member of a surf club
each season.

Personal Behaviour Policy

Purpose:

The purpose of this policy is to define the personal behaviour policy for Surf Life Saving School Staff
whilst conducting programs

Intent:

The intent of the policy is to reaffirm the Surf School’s commitment to ethical principles by making
clear that all staff are required to abide to this code. Demonstrating a high standard of workplace
behaviour. Always behaving professionally and treating others with respect, courtesy and
consideration.

Policy:

This policy applies to all current employees and people representing the Surf Life Saving School.

At all times:

   •   use appropriate language whilst working on a program. Especially whilst in the company of
       school students, parents, teachers and fellow staff members. This includes abusive, insulting
       or offensive language or comments.
   •   ensure you maintain professional boundaries with all students
   •   supervise and actively engage with students on your assigned activity
   •   foster an inclusive, learning and fun environment for all students
   •   be encouraging and enthusiastic whilst working on a program
   •   treat staff, children, teachers and parents as unique and valued individuals and with respect
       and dignity
   •   communicate respectively, taking the time to listen
   •   model appropriate behaviour, including using positive language, gestures, facial expressions
       and tone of voice
   •   report any issues regarding student misbehaviour to the Team Leader

If you have any queries in relation to the above, please contact Mechelle Hare (Surf Life Saving
School Co-ordinator) or Jen Huston (Office Manager)

Uniform Policy

Purpose:

The purpose of this policy is to define the dress code for Surf Life Saving School Staff whilst
conducting programs

Intent:

The intent of the policy is to create a professional image, which helps participants and the
general public identify our staff.

Policy:

All staff are to be well presented in dress that best reflects a professional organisation.

The uniform required for ALL Surf Life Saving School programs is the yellow surf school polo
shirt (supplied by SLSS) and instructors own black shorts. For water programs the orange
Surf Life Saving School rash vest with your black shorts must be worn to identify staff, if need
you can wear a wetsuit but the orange rash vest must be worn over the top. All staff are to
practice sun safety and wear hats, sun glasses and sun screen whilst on the beach. We are
promoting sun safety to the schools who attend and also one of our sponsors for the Surf
School is the Cancer Institute of NSW.

All staff members are required to wear the rash vest or yellow polo shirt at all times whilst
Schools are present on the beach.

Under no circumstances will any other clothing be allowed whilst instructing

All orange rash vests must be returned to the Surf Life Saving School at the end of each
program.

If you have any queries in relation to the approved uniform, please contact Mechelle Hare
(Surf Life Saving School Co-ordinator) or Jen Huston (Office Manager).

Mobile Phone Policy

Purpose:

The purpose of this policy is ensure that Surf Life Saving School Staff do not use their phones
to text or make calls whilst conducting programs unless in an emergency.

Intent:

The intent of the policy is to create a professional image, which helps participants and the
general public know that our staff are giving their full attention to each group and ensuring
their safety.

Policy:

Staff are NOT to use mobile phones during Surf School groups

All staff members are required to leave their phones securely in their own vehicles, or
alternatively they can be given to the Team Leader and secured in the Surf School car for the
duration of the session.

If you have any queries in relation to these requirements, please contact Mechelle (Surf Life
Saving School Co-ordinator.

Staff Timesheets & Payroll

Purpose:

The purpose of this policy is to define the correct procedure for claiming and clocking on for
shifts and to ensure that School Surf Education Team Leaders and Instructors understand
their responsibilities in regards to clocking on and off.

Policy:

SNB Surf Lifesaving School uses a rostering system called “Deputy”. You will be sent a link to
Deputy and you must fill in your details and upload a pic of yourself.

I will then ask you to fill in when you aren’t available to work, as I will roster you on for shifts
based on your availability in Deputy.

I will also ask you to download the App. to your phones, you will need to go to your App. Store
and search for Deputy Kiosk and commence the download. You can claim shifts etc. through
your phone without having to log into a computer. Shift reminder notifications are also sent
though the App. So make sure you turn them on.

Pays are processed weekly on the Wednesday following the pay period.

All staff must provide their Tax File Number and New Employee details form on
commencement of employment. These need to be returned prior to the first pay period.

An iPad will be sent to the beach where you are working for that shift with the Team Leader.
The Team Leader will give you the iPad to log into your profile and clock on. Please make
sure you report to your Team Leader as soon as you arrive for your shift to clock on and
please don’t forget to clock off.

The Surf School Coordinator will cross check timesheets to the roster and sign them off.
Payments will then be processed by Jen Huston (SNB Office Manager)

Any problems with non-payment, late payments, or hours worked please contact Mechelle
Hare (Surf School Co-ordinator) or Jen Huston (SNB Office Manager).

SNB Grievance Policy
This procedure explains what to do if you have a grievance about anything to do with Surf Life
Saving. A grievance means any type of problem, concern or complaint about your
involvement or the environment you are involved in. For example, you could have a grievance
about:
• Development and training availability
• How an issue has been handled
• The club environment
• Safety in the workplace
• Treatment by an official or officer
• Discrimination
• Harassment.

SLSA recognises you can’t do a good job or be fully productive if you feel other members or
officers or anyone else at the organisation is treating you unfairly, discriminating against you
or harassing you.

RELATED POLICIES AND PROCEDURES
Another policy that may be read in conjunction with the Grievance Procedure is the Member
Safety and Wellbeing Policy. The SLSA Regulations also provides guidance on the judiciary
and disciplinary procedures.

KEY PRINCIPALS
Confidential – only the people directly involved in the grievance or sorting it out, can have
access to information. See the section headed “Record Keeping” for more information about
where and how records will be kept.

Impartial (fair) – all sides get a chance to tell their side of the story. No-one makes any
assumptions or takes any action until all relevant information has been collected and
considered. All sides have access to support or representation if they want or need it.
Free of unfair repercussions or victimisation – management and officers takes all necessary
steps to make sure people involved in a grievance are not victimised for coming forward with a
grievance or helping sort it out. If anyone victimises anyone else for making a grievance, they

may be disciplined. However, if you use this grievance procedure to make up a grievance
against someone that is not true, you too can be disciplined.

Sorted out at the local level, if possible – we aim to sort out all grievances at the local level, if
possible, with the minimum of fuss. In many cases, grievances can be sorted out by
agreement between the people involved with no need for further action to be taken.

Sensitively – the people who help sort out grievances have been specially trained to treat all
grievances seriously and sensitively.

Timely – we aim to deal with all grievances as quickly as possible. There are time limits for
different stages. We aim to sort out grievances within four weeks if at all possible. Most
grievances can be sorted out even faster than that.

WHAT TO DO IF YOU HAVE A GRIEVANCE
STEP 1A:
Try to sort it out yourself with the person or people involved, if you can.
Sometimes people didn’t mean to do what they did, and the matter can be sorted out
by a simple explanation or apology. You should approach the person or people
involved as soon as possible, if you can.
STEP 1B:
If you aren’t sure how to handle the problem yourself, speak to a club or organisation
Official.
Officers do not investigate or sort out grievances. However, they can go with you to
see someone who can sort it out for you.
STEP 2:
If you can’t sort the matter out yourself you can approach an SLSA Grievance Handler
The grievance handler will, wherever practical within three working days: get full information
from you about your grievance and what will sort it out as far as you are concerned;
• decide whether the allegation is serious enough that, if proven, it would be a breach of
discipline or other related policy (such as member safety and wellbeing). If they decide this
they must refer the matter for a disciplinary inquiry in accordance with the SLSA regulations or
local/ State constitution.

• explain how the rest of the grievance procedure works, (including what will be done to
protect you from victimisation). They will also refer you to people who can provide you with
advice or support if you need these.
• decide if they are the appropriate person to continue handling the grievance. They may be
too junior in the hierarchy, too biased or seen to be too biased, to handle the grievance. If
they can’t handle it, they will refer you to another appropriate grievance handler. That person
will talk to you and then continue with the process as described below.
STEP 3:
The grievance handler will get the other side of the story.
Wherever practical, within three working days of interviewing you, the grievance handler will
put the information they’ve received from you to the person / people you are complaining
about to get their side of the story.
If the two sides of the story contradict one another, the grievance handler may contact you
and /or the other party for further information. The grievance handler may also ask one or both
parties for the names of witnesses who can provide further information.
It is not a breach of confidentiality for the grievance handler to speak to witnesses. The
grievance handler won’t speak to any more witnesses than they need to and they won’t tell the
witnesses any more than necessary to get the information they need from them.
You must not contact the witness or witnesses. The grievance handler will do this.
STEP 4:
The grievance handler will decide how the grievance should be resolved (sorted out)
and let everyone involved know. Where the grievance involves an allegation of a less serious
nature and the main facts are not in dispute, they will offer to “mediate” it. This means they
will help you and the other person / people come to a joint agreement about how the
grievance should be resolved. If the person making the complaint does not want mediation,
the grievance handler will discuss other processes (eg. letter of apology, counselling, etc.)
with you.

The grievance handler will keep a confidential record of the agreement reached and the
matter will go no further, unless one party complains that the agreement has been breached.
Where the grievance involves an allegation of a less serious nature and the main facts are in
dispute, the grievance handler will:
Tell you and the other person involved about what might have happened had the grievance
been proven one way or the other;

Warn you and the other person / people involved about the consequences of either party
victimising the other for making a complaint;
Tell you and the other person / people involved about your right to appeal;
The grievance handler will keep a confidential record of the action taken. No further
investigatory action will be taken by the grievance handler.
Where the grievance involves an allegation of a more serious nature, that is not a breach of
discipline or a child protection issue (see Member Safety and Wellbeing Policy), the grievance
handler will work out, whether, “on the balance of probabilities” (that is, whether it is more
likely than not) the unjustified treatment, discrimination or harassment:
• did happen (that is, the grievance is substantiated); or
• didn’t happen (that is, the grievance is vexatious); or
• is not able to be substantiated one way or another because of lack of evidence (not
substantiated).

If the grievance handler decides it did happen, they will take (or recommend, to the CEO)
appropriate remedial action.
If the grievance handler decides you made up the grievance, they will take (or recommend to
the CEO) appropriate remedial action.
If the grievance handler cannot work out whether the allegation did or did not happen because
of lack of evidence, they may refer the matter to a more senior officer or for further
investigation and to make a final determination. If they do this, they will tell all parties
involved.

KINDS OF REMEDIAL ACTION AVAILABLE
Examples of remedial action are:
Take necessary action to rectify the issue.
• Counselling the person who harassed, discriminated against or treated you unfairly. The
aims of counselling are to make the members more aware of the inappropriate behaviour,
what is expected and what the consequences are likely to be if the behaviour occurs again;
• Taking action under the Member Safety and Wellbeing Policy or Judicial Guidelines
• Requesting the person who harassed, discriminated against or treated you unfairly to
apologise to you;
• Denying the person who harassed, discriminated against or treated you unfairly certain
opportunities for a specified period of time;

• Considering the appropriateness of sending the person on a training course or rotating
them in another position to improve their skills.
• In making the decision about the type of remedial action to take/ recommend the grievance
handler will consider:
• The seriousness of the breach and what our policies say about this type of breach;
• Whether the person / people involved knew what they were doing and intended to do it;
• Whether remedial action has been taken in relation to this type of breach before; and
• Whether there are any particular circumstances that mean that remedial action should not
be taken at all, or not so seriously.

If remedial action is recommended by a grievance handler who is not the direct line officer of
the person against whom the remedial action is recommended, they will contact the direct line
officer to discuss the remedial action recommended. If agreed, the direct line officer will then
be responsible for implementing the recommended remedial action. If there is no agreement
between the grievance handler and the direct line officer/ supervisor about the recommended
remedial action, the National CEO will make a final decision.

RECORD KEEPING
The grievance handler will keep written notes of:
• their interviews with all parties to a grievance; and
• what action they took to resolve the grievance using the record keeping forms

These notes will be kept in a designated secure place in the grievance handler’s office while
the grievance handler is sorting the matter out.
Once the matter has been finalised, the grievance handler will send all records to the SLSA
Grievance Officer who will keep all records of grievances in a locked filing cabinet in her or his
office. Particular details of the grievance will be entered into a secure database (password
protected), so systemic problems can be identified and trends reported on.

APPEALS
If you do not think the grievance procedure was followed, or if you do not think the outcome of
the grievance is fair, you can appeal.

Appeals should be made to a person higher up in the hierarchy than the person you originally
complained to (for example, if the original grievance handler was your club officer, you should
appeal to the next highest level)
The person who handles the appeal will generally “rehear” the grievance, by going through the
same steps as the person who handled the original grievance. However, they may decide to
interview more witnesses if they think that will help.
They may confirm the decision or overturn it and make a different decision.

WHO CAN HANDLE GRIEVANCES?
Grievance Handlers are appointed on a National Level by the CEO. Other Grievance Handlers
may be appointed from time to time by States, Branches and Clubs.
• For support
Both the person making the grievance and the person/ people against whom the grievance
has been made are entitled to support from a Grievance Officer or other support person. A
support person may be a friend from within the organisation etc or relative. A grievance
officer is someone who has been trained in the support of people who have made a complaint
and the in the collection of information and investigation of that complaint.
The support person does not say anything in grievance meetings. They are simply there to
provide moral / emotional support for the person involved. The support person is also bound
by confidentiality. This will be explained to them by the grievance handler.
• For legal advice
At any time during a grievance you are involved in you can get legal advice from a legal
representative. However, you may not bring a legal representative to the meeting, as this
escalates the grievance, and makes it more difficult to resolve.

FURTHER INFORMATION
National People & Development Manager, Vanessa Brown SLSA 9215 8000, or email
vbrown@slsa.asn.au

Surf Safety Talks:

     All talks need to cover the following topics and must run for a combined approx. 20
     minutes to cover all the PDHPE requirements for the group.

      Welcome to the Beach
•     Introduce yourself
•     Tell the group about your role at your beach, and why you enjoy it
•     Tell them about other roles available to Lifesavers
      -        Radio Operators
      -        Jet ski Operators
      -        Duty Officers
•     Outline the rules for the day
    - Stay with your buddy at all times
    - Listen to the instructors and follow their directions
    - Wear the rash vest at all times
    - Do not leave the group unless you have notified the leader in that section
    - All students must assist to carry gear to the top of the beach at the end of the session
    - Identify the bucket for wet rash vests for the end of the session

     Sun Safety:
     All the precautions are particularly applicable between 11am and 3pm.

•    Slip on a shirt
•    Slop on some sunscreen
•    Slap on a hat
•    Wrap on Sunglasses
•    Seek some shade

     Be safe at the beach:
•    Rips are the main cause of drowning and rescues in Australia
•    Rips can be recognised by
•    Brown discoloured water floating seaward
•    No waves in the rip area, but waves either side
•    Patrol flags will never be in a rip area
     Resources - Laminated cards showing rips
     To escape a rip:

•   Stay calm and float on your back
•   Put your hand in the air
•   If possible swim across the rip to calmer water and then in to shore

    Where to swim:
•   At a patrolled beach
•   Between the flags
•   If in doubt talk to the lifesavers
    Resources - Laminated signs showing flags

    REMEMBER:
    FLAGS
•   Find the flags and swim between them
•   Look for the Safety signs
•   Ask a Lifesaver for some good advice
•   Get an adult to swim with you
•   Stick your hand up if you need help

    Signs and flags:
•   Shark or emergency alarm is a continuous siren to move people out of the water. Red and
    white quartered flags may also be used.
•   Patrol flags and exclusion flags and their meanings
•   Bluebottle signs
    Resources - Laminated signs with flags

    First Aid:
•   Bluebottles
•   Sting rays
    Resources - Laminated pictures

    Always talk to the lifesavers if you have any concerns
    Red and Yellow shirts, red shorts

    Team Leader to time-keep and oversee activities.
         Explain the order for the rotations for today and commence beach activities.

Code of Conduct

As an instructor for the Surf Life Saving School you are a representative of Surf Life Saving Sydney
Northern Beaches. As such you will be expected to:

   •   Arrive at the beach prior to the set up time (30 minutes before session start time)

   •   Wear the appropriate uniform for the group you are conducting

   •   Be neat and tidy in appearance

   •   Be courteous to all School Staff and students

   •   Refrain from using any type of course or abrupt language during the program

   •   No mobile phone is to be used during the session unless there is an emergency

   •   Observe equity and respect in dealings with all school groups

   •   Act appropriately if conflict arises and report the incident to your team leader

   •   Act responsibly and ensure the safety of all participants

   •   Abide by all of the policies of the Surf Life Saving School as provided in the trainer’s manual

I agree to abide by the Surf Life Saving School Code of Conduct

Name: ______________________________________________________________________

Signed: _____________________________________________________________________

Date: ______/________/______________

Signature: _________________________________ Date: _____/_____/________

Name: ________________________________________ Date of Birth: ________________

Address: ___________________________________________________________________

Home Phone Number: _______________________ Mobile Number: ____________________

Email Address: _______________________________________________________________

Banking Details for Wages

TFN: ____________________________

Name of Financial Institution: ____________________________________________________

BSB #: _____________________ Account Number: _________________________________

Account Name: _______________________________________________________________

Superannuation Details:

Fund Name: __________________________________________________________________

Membership #: _________________________________________________

Office Use:

Start Date: ______________________

WWCC completed and recorded at the Office:    YES / NO       (circle one)