Work for the Dole Host Organisation Handbook Web viewWork for the Dole Host Organisation Handbook ....

Work for the Dole Host Organisation

Handbook

About this handbook.........................................................................................................................4

1 What is Work for the Dole?...........................................................................................................5

2 Roles..............................................................................................................................................6

2.1 What is my role as a host organisation?................................................................................6

2.2 What is a jobactive provider?................................................................................................6

2.3 Role of the provider...............................................................................................................7

2.4 Role of the participant...........................................................................................................7

2.5 What is the role of the Department of Jobs and Small Business?..........................................8

3 Activities........................................................................................................................................9

3.1 How do I start to set up a Work for the Dole Activity?..........................................................9

3.2 What is a Work for the Dole Place?.....................................................................................11

3.3 What kind of activities can be set up?.................................................................................11

4 Running an activity......................................................................................................................15

4.1 Lead provider.......................................................................................................................15

4.2 Work for the Dole Activity Host Organisation Agreement...................................................15

4.3 Insurance.............................................................................................................................15

5 Supervising Work for the Dole participants.................................................................................17

5.1 Supervision arrangements...................................................................................................17

5.2 Role of the Supervisor..........................................................................................................17

5.3 Number of Supervisors required for a Work for the Dole Activity.......................................17

5.4 Who are vulnerable people?................................................................................................18

5.5 What do host organisations do if the Supervisor for the Work for the Dole Activity changes?..........................................................................................................................................18

5.6 Do host organisations have to keep a record of the attendance of Work for the Dole participants?....................................................................................................................................18

5.7 Work for the Dole Supervisor Mobile App...........................................................................18

6 Participants..................................................................................................................................19

6.1 What are my responsibilities in relation to participants in an activity?...............................19

6.2 What are the Work for the Dole participant hours?............................................................19

6.3 Do I have to take on participants referred by a jobactive provider?....................................19

6.4 How do I manage Work for the Dole participants’ transport to an activity?.......................20

6.5 Dealing with participants with challenging behaviour.........................................................20

7 Work Health and Safety...............................................................................................................21

7.1 Work Health and Safety Requirements................................................................................21

7.2 Managing Work Health and Safety Risks.............................................................................22

Work for the Dole Host Organisation Handbook January 2018

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7.3 Personal protective equipment...........................................................................................24

7.4 Can participants drive a vehicle at the activity?...................................................................24

7.5 First aid kits..........................................................................................................................24

7.6 What to do if there is an accident or incident on the Work for the Dole Activity................25

8 Help with the cost of running a Work for the Dole Activity.........................................................27

8.1 How is the amount paid to a host organisation determined?..............................................27

8.2 Payment of Work for the Dole fees.....................................................................................27

8.3 Invoicing...............................................................................................................................28

8.4 Use of the Work for the Dole funding..................................................................................29

9 Budget for Group Based Activities...............................................................................................31

9.1 Contents of the Activity Budget...........................................................................................31

9.2 In-kind contributions...........................................................................................................31

9.3 Payments to the host organisation......................................................................................31

9.4 Use of the Work for the Dole fee - Community Support Projects........................................32

10 Acquittals – Group Based Activities.........................................................................................33

10.1 Documentary Evidence for Expenditure on Group Based Activities....................................33

10.2 Recovering funds.................................................................................................................35

10.3 Assets...................................................................................................................................35

11 Concerns or complaints...........................................................................................................36

12 More information....................................................................................................................36


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About this handbookThis handbook provides information for host organisations for Work for the Dole Activities.

This handbook is not a standalone document and readers should also access the resources and information available on the Department of Jobs and Small Business’ (previously Department of Employment) website at http://www.jobs.gov.au/work-dole.

Host organisations can also seek advice and assistance from jobactive providers and should get their own legal and financial advice where required.


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http://www.jobs.gov.au/work-dole

1 What is Work for the Dole?Work for the Dole is a work experience program that places participants in activities where they can build new skills, experience and confidence to move from welfare to work while giving back to their community. Each Place in a Work for the Dole Activity attracts a fee that helps assist with some host costs as well as job seeker participation. A Work for the Dole Place (Place) is a position in an activity that can be occupied by one or more participants over the life of the activity.

Work for the Dole can only be hosted by not-for-profit organisations, a not-for-profit arm of a for-profit organisation, or local, state, territory or Australian Government organisations/agencies.

There are a number of program requirements that must be met which are outlined in this Handbook. It is important that your organisation fully understands these before committing to hosting an activity.

jobactive providers (providers) contracted to the Department of Jobs and Small Business (the Department) work with eligible organisations to identify potential Work for the Dole Activities.


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2 Roles

2.1 What is my role as a host organisation?As a Work for the Dole host your role is to:

determine whether you are an eligible organisation – that is, a not-for-profit organisation, a not-for-profit arm of a for-profit organisation, or a local, state, territory or Australian Government organisation or agency

provide tasks or an activity that will help participants improve their ability to find a job and benefit the community. The activity can not include tasks that would normally be done by paid workers in your organisation

induct participants on their first day at the activity make sure all the things you have to do are outlined in your Activity Host Organisation

Agreement, and that you undertake them as required (more detail about the Activity Host Organisation Agreement can be found in Section 4).

provide participants with suitable and sufficient supervision and provide any on-the-job training that is required and monitor and report on each participant’s attendance

ensure that your activity meets all relevant work health and safety requirements, and that there is a safe system of work in place

for Group Based Activities, plan a budget, spend within the budget agreed with the provider, keep all receipts for purchases, and provide these receipts to your provider at the end of the activity (more detail about Group Based Activities can be found in Section 9).

2.2 What is a jobactive provider?jobactive is the Australian Government’s employment services system. It connects job seekers with employers and is delivered by a network of providers contracted to the Department in over 1700 locations across Australia.

Job seekers register with a provider to receive employment assistance to find and keep a job. Providers also assist job seekers in meeting their Mutual Obligation requirements—that is the activities that job seekers need to do to continue receiving income support payments. These activities include undertaking a required number of job searches each month and undertaking a Work for the Dole or other approved activity.

If you host a Work for the Dole Activity you must negotiate an Activity Host Organisation Agreement and budget with a provider. The provider you negotiate the Activity Host Organisation Agreement with will also provide you with funds to help with the agreed budgeted costs of your Work for the Dole Activity. You will need to provide receipts for your Group Based Activity purchases for the Work for the Dole Activity to the provider.

The provider that signs the Activity Host Organisation Agreement with you is known as the lead provider. A lead provider will be identified for each Work for the Dole Activity that takes place. Other providers may refer participants to your Work for the Dole Activity, but as a host organisation, you should only need to deal with your lead provider for the activity (unless you organise otherwise).

Providers are required to ensure where possible that the Places in your activity are always filled. However, this may not always be possible as it will depend on the number of eligible and suitable participants available at that time and their capacity to participate. The personal circumstances of each individual participant must be considered by jobactive providers before placing them into a Work for the Dole Activity to ensure a good match for both your organisation and the participant.


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You should discuss this with your lead provider when negotiating the Activity Host Organisation Agreement, so you both know what to expect. If you have any concerns at any time during the activity you should contact your lead provider.

2.3 Role of the providerThe role of providers is to:

source suitable Work for the Dole Activities with host organisations, including: undertaking an on-site risk assessment of the location of the activity—a risk assessment

(Place)—and taking all possible steps to ensure that the safety of participants and the general public

are protected ensure Work for the Dole Activities meet all program requirements, and that host organisations

have been assessed as eligible and able to meet all requirements make sure a good reputation for Work for the Dole—and the Australian Government—is

maintained meet all relevant Commonwealth, state or territory or local authority legislation and regulations,

including work health and safety review the risk assessment (Place) where it has been completed by a different provider and

update it if necessary, taking all possible steps to ensure that the safety of participants and the general public are protected

make sure each participant referred to a Work for the Dole Place has a current individual risk assessment to check their suitability for the activity—we call this a risk assessment (job seeker)

put participants into activities in a timely way manage participants in Work for the Dole Activities provide the required assistance and support to participants to help them to transition into

employment as quickly as possible where they are the lead provider on your activity:

negotiate, sign and update the Activity Host Organisation Agreement with your organisation

pay you the agreed Work for the Dole fees; regularly talk with you and any other providers that have participants undertaking the

activity to ensure it is delivered as agreed

You can find out who and where the providers are in your area at https://www.jobs.gov.au/work-dole-providers.

2.4 Role of the participantIf a participant is receiving income support they will usually have to do activities they have agreed to with their provider to continue to receive payments—this is also called meeting their Mutual Obligation requirements. Work for the Dole is one of the activities a participant may do.

Participants undertaking a Work for the Dole Activity are required to:

attend and participate in the activity let your organisation know in advance if they cannot attend the activity do any training needed for the activity, including work, health and safety training, and make sure they behave appropriately and in accordance with safety requirements while at the

activity.

Some participants may not have Mutual Obligation requirements but choose to do a Work for the Dole Activity on a voluntary basis.


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https://www.jobs.gov.au/work-dole-providers.

See Section 6 for more on job seeker participation.

2.5 What is the role of the Department of Jobs and Small Business?The Department runs Work for the Dole nationally. It does this by contracting providers to deliver the Government’s employment services, including Work for the Dole. The contract and the accompanying guidelines between the Department and these organisations outline the services to be delivered, and the requirements and obligations of providers. More information on employment services, Work for the Dole and related services can be found at http://www.jobs.gov.au/work-dole.

Providers are your key contacts and are responsible for delivering Work for the Dole. However, should you need to contact the Department you can call the National Customer Service Line on 1800 805 260 (free call from land lines). A departmental Customer Service Officer will assist in either resolving your query or directing it to the relevant area for attention.


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3 Activities

3.1 How do I start to set up a Work for the Dole Activity?If you want to talk to someone about setting up a Work for the Dole Activity, you should contact a provider or providers in your local area. Providers work closely with potential host organisations to identify Work for the Dole Activities that meet the needs of both hosts and participants in the region (see Diagram A for more information).

If it is agreed that you will host an activity, you will need to sign an Activity Host Organisation Agreement with a provider (see Section 4 for more information) and that provider—the lead provider—will be your main contact for that activity. An activity cannot begin and payments will not be made without a signed agreement in place.

Participants are registered with providers and may be referred to your Work for the Dole Activity by your lead provider, subject to the activity being suitable for the participant. Other providers in the region may also refer their participants to your activity depending on the arrangements established with the lead provider, whether the activity is suitable for the participant and the number of Places available in the activity.

Contact details for your local providers can be found at https://www.jobs.gov.au/work-dole-providers.


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https://www.jobs.gov.au/work-dole-providers

Diagram A: A quick guide to setting up a Work for the Dole Activity


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3.2 What is a Work for the Dole Place?A Work for the Dole Place is a spot in a Work for the Dole Activity that a job seeker can participate in. A Work for the Dole Place is a minimum of 15 hours per week, and is generally expected to be of six months’ duration (but can also be longer or shorter). Work for the Dole Fees will be pro-rated based on the length of the activity, and in the case of Individual Hosted Activities, pro-rated again based on when the first job seeker commences in the activity (see Section 8).

3.3 What kind of activities can be set up?There are two types of Work for the Dole Activities—Individual Hosted Activities and Group Based Activities. These are described in Diagram B and they attract different fees (see Section 8 for more information). Group based activity budgets must be acquitted (see Sections 9 and 10).

Please note:

Places in Group Based Activities are reserved for participants who need the most assistance to improve their employability; that is, those who face a range of vocational and non-vocational issues (these are known as Stream C participants). The reason for this is that, generally, Work for the Dole Group Based Activities provide a more supportive environment for such individuals.

While there may be a number of eligible participants in an area that could potentially undertake an activity, not all participants will be suitable for all activities. The personal circumstances of each individual participant must be considered by jobactive providers before placing them into a Work for the Dole Activity to ensure a good match for both your organisation and the participant.

There are many types of tasks that a Work for the Dole participant may do provided they are safe, do not replace a paid worker, meet the needs of your organisation and are a benefit to the community. Examples of activities that are often undertaken include:

gardening or maintenance computer graphics work animal or wildlife shelter activities retail work rehabilitation of public parks office administration warehouse duties.

3.3.1 What are Indigenous specific Work for the Dole Activities?Host organisations can also establish Indigenous specific Work for the Dole Activities. These are Individual Hosted or Group Based Activities that:

have an Indigenous host organisation and/or are for the benefit of an Indigenous community, are linked to community goals, and help support achievable and meaningful career pathways for Indigenous participants.

Examples of Indigenous specific Work for the Dole Activities could include:

constructing an educational trail with sculptures and signage around an Indigenous facility renovating a community facility creating and building a community garden to grow vegetables that can be given back to the

community.

If your organisation is considering hosting an Indigenous Specific Work for the Dole Activity you should contact your local provider/s.

Work for the Dole Host Organisation Handbook 1 January 2018

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Diagram B: Types of Work for the Dole Activities


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3.3.2 Are there activities that cannot be undertaken?Work for the Dole Activities cannot include tasks:

that are for a family member or spouse, (unless it is an Indigenous specific activity and the Department’s prior written approval has been obtained)

that are for the participant’s own organisation that primarily promote a particular religious or political view associated with the sex industry or involving nudity (including retail or hospitality positions) involving gambling that the participant is not allowed to do under the law (eg: a task can only be undertaken by a

licenced person and the participant does not hold that licence) involving work which would have been undertaken by a paid worker if the Work for the Dole

Activity had not taken place (displacement) compete with established businesses that are in child care or preschools involving personal care of people, of an intimate nature, including dressing, showering, feeding

or toileting, or professional services undertaking a function that is part of a commercial contract or enterprise undertaking a function which would normally be undertaken by a jobactive provider as part of

their contract with the Department, or any other contract or arrangement between the provider and the Department

undertaken by a for-profit organisation or on a for-profit basis—unless they are a Community Support Project (see section 3.3.6)

that result in a benefit or gain to a provider, or would fund any operations, activities or infrastructure of the provider

that involve unlawful activities, and that might bring the participant, Work for the Dole, the Provider or the Department into

disrepute.

There are some activities that cannot be done without the Department first providing written approval. These are activities that:

are an Indigenous specific activity involving tasks for a family member or spouse (see Section 3.3.1)

involve working exclusively on private property (see Section 3.3.3) require participants to enter private homes or grounds (see Section 3.3.3) operate outside normal business hours (see Section 3.3.4) have a residential or overnight accommodation component (see Section 3.3.5) are a Community Support Project (see Section 3.3.6).

3.3.3 Can Work for the Dole Activities be on a private property?Work for the Dole participants are not allowed to enter or work on private property, unless written approval has been provided by the Department before the activity starts or it is part of a Community Support Project (see Section 3.3.6).

If the Department provides approval to undertake a Work for the Dole Activity on private property, your organisation will need to have Public Liability insurance, written on an occurrence basis, with a limit of indemnity of at least $10 million in respect of any one occurrence, which will cover the liability of the lessor or owner of the land (see Section 4.3 for more information).


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3.3.4 Can Work for the Dole Activities operate outside normal business hours?A Work for the Dole Activity can operate outside normal business hours as long as you, the Work for the Dole participant and the lead provider agree. This agreement should be written down and given to the participant’s provider.

3.3.5 Can Work for the Dole Activities involve residential or overnight accommodation?Work for the Dole Activities cannot include residential or overnight accommodation for the participant unless you have written approval from the Department before the activity starts. Your lead provider can assist you in asking for that approval.

3.3.6 What is a Community Support Project? Work for the Dole Activities can help with the recovery from natural disasters or be part of nationally significant projects that provide a social, economic, environmental, and cultural or heritage benefit to the Australian community. These can only happen if the Department has agreed in writing before the activity starts.

Community Support Projects:

respond to, and assist with, the recovery from declared national, state, territory and local community natural disasters

assist not-for-profit and volunteer organisations that are supporting affected communities support local residents and assist rebuilding of the local economy provide logistical support to emergency services personnel in areas such as food preparation,

delivery of clothing, and maintenance of emergency services accommodation and infrastructure respond to other events or identified tasks that positively impact on local communities or at a

national level, or assist the community where there is a need for a coordinated national activity and human

resources and finances are limited.

Community Support Projects should not compete with the work of, or replace the roles of, specialised emergency services, such as the State Emergency Service, which have expertise in responding during and immediately after a natural disaster event.

If your organisation wants to undertake a Community Support Project you should contact the provider or providers in your local area.


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4 Running an activity

4.1 Lead providerThe lead provider is the provider that you will work with throughout the duration of your Work for the Dole Activity. They will sign the Activity Host Organisation Agreement with your organisation, refer participants to your Work for the Dole Activity, pay the Work for the Dole fees to your organisation in accordance with the agreed budget for the activity, and will require you to provide receipts for any Group Based Activity purchases for acquittal against the budget.

A lead provider will be identified for each activity. Other providers may refer participants to your Work for the Dole Activity, but as a host organisation you should only need to deal with the lead provider for each activity (unless you organise otherwise).

4.2 Work for the Dole Activity Host Organisation AgreementThe Work for the Dole Activity Host Organisation Agreement is a written and signed agreement between your organisation and the lead provider. It sets out the arrangements for the Work for the Dole Activity and the timing of the payment of agreed fees.

An agreement must be signed before the start of each Work for the Dole Activity and before any Work for the Dole fees are spent or participants start at the activity.

The Departmental ‘Work for the Dole Activity Host Organisation Agreement template’ (either the ‘Group Based Activity template’ or the ‘Individual Hosted Activity template’) can be used by providers or providers may choose to use their own agreement. Where providers use their own agreement, the Work for the Dole Activity Host Organisation Agreement must include the same topics covered by the Department’s templates, ensuring that the appropriate template has been used for a Group Based Activity or an Individual Hosted Activity, and include word for word any clauses identified in the template.

As noted above, the Work for the Dole Activity Host Organisation Agreement is required to include the agreed timeframes for passing on funds to your organisation and whether there are any contingencies for the payment being made (for example: provision of documentary evidence by your organisation to the provider). It will also set out any requirements for providing proof of purchase for the activity and the ability to close the activity early.

Your organisation may wish to get its own legal advice on the Work for the Dole Activity Host Organisation Agreement (‘Group Based Activity’ or ‘Individual Hosted Activity’) that you are entering into with a provider.

4.3 InsuranceThe Australian Government has purchased the following insurance to cover participants while they are undertaking Work for the Dole Activities.

• group personal accident insurance for an injury or death that occurs during activities, including any associated training, and travel to and from activities; and

• combined liability insurance which covers participants’ liability arising out of their negligence that causes personal injury to third parties or damage to third parties’ property; and

• combined liability insurance to cover owners and land lease holders of Private Property and Farms where their own public liability insurance does not provide for circumstances involving participants undertaking Work for the Dole – Community Support Projects


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The personal accident insurance policy is not a workers’ compensation policy. Participants in Work for the Dole Activities do not qualify for workers’ compensation.

This insurance does not change the requirement for your organisation to have adequate and appropriate insurance to cover liability or risks associated with the Work for the Dole Activity.

As a host organisation, you will need to make sure you have and maintain current and appropriate insurance to cover any risks associated with the activity, that covers your liability and the liability of your officers, employees, representatives and agents—including to the participant(s)—in respect of:

a) loss of or damage to any real or personal property (including property of a participant) b) the bodily injury, disease or illness (including mental illness) or death of any person (including a

participant).


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5 Supervising Work for the Dole participants

5.1 Supervision arrangements Work for the Dole participants must be effectively and appropriately supervised at all times.

Supervisors on all Work for the Dole Activities need to, for the duration of the activity:

be fit and proper persons to be involved in the activities have a high level of skill/knowledge, training or experience in:

the part of the activity in which they are engaged, and working with, training and supervising persons in such activities

have relevant work health and safety training; and have passed relevant checks (such as Police or Working With Vulnerable People), and met any

additional statutory requirements before being given responsibility for supervising Work for the Dole participants.

Your lead provider will work with you to make sure appropriate and effective supervision can be provided for the Work for the Dole Activity, before the activity starts.

5.2 Role of the Supervisor The role of the Supervisor is critical to the success of a Work for the Dole Activity. Supervisors are responsible for making sure Work for the Dole participants are accepted within the organisation during the activity, and managing the overall running of the activity (in collaboration with the lead provider). Some of the key responsibilities of the Supervisor include:

making sure there is a safe system of work for the overall activity and the health and safety of participants

helping participants develop skills employers are looking for providing a supportive environment for participants and helping them to build relationships with

other people within the organisation having good lines of communication for participants to give and receive feedback encouraging and recognising participants’ contribution to the organisation, and assisting the Work for the Dole participant to connect with the community.

5.3 Number of Supervisors required for a Work for the Dole Activity Lead providers will work with you to put in place the appropriate ratio of Supervisors to participants that best fits the tasks at the Work for the Dole Activity, as identified during the risk assessment process.

The number of Supervisors required to effectively run and supervise a Work for the Dole Activity depends on a variety of factors, including:

the Supervisors’ experience and ability the number of participants the circumstances of participants the type of tasks being undertaken at the Work for the Dole Activity the knowledge, skills and ability of the participants whether the activity includes Disability Employment Services (DES) participants; and whether participants are working with people classified as ‘vulnerable’.

If there are people classified as ‘vulnerable’ at the activity the Work for the Dole participant must be with or alongside the Supervisor or within the Supervisor’s line of sight at all times.


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If appropriate supervision is not in place the activity must not proceed or continue. It may impact on the health and safety of not only participants but the Supervisor, other individuals involved in an activity, and potentially members of the public.

5.4 Who are vulnerable people?Vulnerable people can include: children (under 18 years of age) vulnerable youth (see below) the elderly the homeless people with disability people with mental illness people who do not speak English refuge residents (both men and women), and any other group that the provider or the Department identifies as vulnerable.

‘Vulnerable Youth’ means a person who: is aged 15 to 21 years is not employed for more than 15 hours per week is not in Full-Time Study is not in receipt of Income Support Payments has at least one Serious Non-vocational Barrier, and has a legal right to work in Australia.

5.5 What do host organisations do if the Supervisor for the Work for the Dole Activity changes?

If there are any changes in the Supervisor arrangements (for example a new Supervisor is introduced or a Supervisor is away) during the activity, you need to notify your lead provider as soon as possible. Any new arrangement will need to meet the supervision requirements (for more information see Section 5.1). If you can’t meet the agreed minimum required supervisor ratio or the supervision requirements, the Work for the Dole Activity cannot go ahead.

5.6 Do host organisations have to keep a record of the attendance of Work for the Dole participants?

Your organisation is responsible for making sure your Supervisors keep accurate timesheets for the attendance of each Work for the Dole participant. These timesheets are given to the lead provider. The timesheets can be either a manual timesheet provided by the lead provider or an electronic timesheet known as the ‘Supervisor Mobile App’ (see Section 5.7). The timeframe and how often you need to submit the attendance records will be agreed between your organisation and your lead provider and outlined in your Activity Host Organisation Agreement.

5.7 Work for the Dole Supervisor Mobile AppThe Supervisor Mobile App assists Supervisors of Work for the Dole Activities and other suitable activities to keep a record of the attendance of participants undertaking these activities in real time.

If you and your lead provider agree, you can enter the participant’s attendance details into the Supervisor Mobile App.

Information on how to use the Mobile Supervisor App is available in the Frequently Asked Questions for Supervisor Mobile App and Work for the Dole Supervisor App how-to guide, and by watching the video How to use the Work for the Dole (Work for the Dole) Supervisor App.


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https://www.youtube.com/watch?v=d5HqhWbdYcs&feature=youtu.be

https://docs.jobs.gov.au/documents/how-use-work-dole-supervisor-app

6 Participants

6.1 What are my responsibilities in relation to participants in an activity?Your organisation’s main role in relation to participants is to:

provide a suitable and safe activity, provide adequate and appropriate supervision, provide appropriate experiences that will help participants become more employable, and monitor and report participant attendance to your lead provider.

While participating in Work for the Dole, participants continue to be paid income support and receive assistance from their provider. They may also attend job interviews or take up a casual or part time job. As gaining employment is their most important goal, participants are expected to attend job interviews or job placements as a higher priority to their attendance at a Work for the Dole Activity, but they are required to notify their Supervisor as soon as they can.

6.2 What are the Work for the Dole participant hours?Each participant will have a certain number of hours per week set out in their Job Plan with their provider that they will be required to undertake in an activity:

15 hours per week (for participants aged 30–59); or 25 hours per week (for participants aged 18-30).

In some cases, a Work for the Dole participant may have their hours reduced either permanently or temporarily - for example if they have limitations on their capacity to work or if they care for a school age child or have an illness.

6.3 Do I have to take on participants referred by a jobactive provider?You do not have to accept a participant referred by a provider if you do not consider them appropriate for your activity. You can also stop the participation of a participant in your activity at any time. However, you should advise your lead provider of your decision and the reason for making that decision. This will help the lead provider in referring a replacement and in servicing the participant you have let go.

It is important to keep in mind, however, that a key purpose of Work for the Dole is to help participants become more employable. Some participants will need more assistance and support to learn basic job skills, such as attendance and punctuality, the ability to take direction and getting along with other participants.

If you are experiencing difficulty with a particular participant, you should talk to your lead provider about this. Further information on managing participants with challenging behaviour is at Attachment A and Section 6.5.


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6.4 How do I manage Work for the Dole participants’ transport to an activity?

Work for the Dole participants receiving income support can be required to travel up to 90 minutes each way to attend a Work for the Dole Activity, unless they have caring responsibilities or a partial work capacity.

Work for the Dole participants are given an allowance of $20.80 per fortnight which can be used to help with the cost of travel to and from a Work for the Dole Activity.

Alternatively, an Activity Host Organisation Agreement may outline that transport to and from the activity will be provided to a participant. This may be arranged by either the provider or your organisation. Examples where transport may be required include where:

a Work for the Dole participant does not have a licence or own suitable transport or has no easy access to other transport (e.g. bus)

the activity is in an isolated location or requires the participant(s) to travel on an unsealed road or track.

6.5 Dealing with participants with challenging behaviour Where a Work for the Dole participant displays behaviours that are considered to be challenging, you should:

take appropriate steps to manage the situation advise the lead provider and seek their advice on your options for dealing with this behaviour.

Where the behaviour being demonstrated is a threat to the lives of people in the location, the relevant authorities and your lead provider should be contacted. You must refer any requests made by the relevant authorities for the personal information of participants (such as contact details) to your lead provider, who will follow the required process for disclosing this protected information. Further information about managing participants with challenging behaviours can be found at Attachment A.


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7 Work Health and Safety

7.1 Work Health and Safety RequirementsThe health and safety of Work for the Dole participants is a priority for the program.

As the host of a Work for the Dole Activity, your organisation has the same work health and safety responsibilities for participants as you do for your employees, volunteers or members of the public. When hosting a Work for the Dole Activity, you must make sure that your workplace and the activity being carried out meet all work health and safety obligations under relevant legislation and program requirements.

In addition to your statutory work health and safety obligations there are also specific requirements that must also be met for Work for the Dole Activities. These are set out below.

From the start and throughout the Work for the Dole Activity there must be a safe system of work in place, and you must make sure that any work health and safety issues that arise are appropriately managed.

As the host of a Work for the Dole Activity, you must:

comply with your state or territory’s work health and safety laws ensure the activity is carried out in a safe manner at all times, including ensuring that there is a

safe system of work in place in accordance with all relevant work health and safety laws provide an environment free of bullying and harassment ensure the health and safety of Work for the Dole participants at all times while undertaking the

activity take all reasonable care to avoid the risk of harm to participants, your employees, volunteers

and members of the public provide correct instruction, training and supervision to participants so they can undertake the

activity safely and effectively provide suitable facilities and equipment, such as drinking water, shade, toilets and (if required)

personal protective equipment make sure Work for the Dole participants follow any instructions and work systems you have in

place, including reporting hazards to their Supervisors as soon as they see them make sure Work for the Dole participants know what to do and who to talk to if they have a

concern about the activity respond appropriately to all work health and safety accidents and incidents immediately report any incident at the activity to your lead provider keep information and records about work safety, including incident reports and training records

as required by law work with providers in relation to risk assessments and other safety related matters.

Your organisation should refer to the relevant authority in your state or territory to find out more information about your obligations and on managing risks and work health and safety. Contact details for the work health and safety regulator in your jurisdiction are available on the Safe Work Australia website at https://www.safeworkaustralia.gov.au/whs-authorities-contact-information.

Examples of good practice in managing activities which your organisation should consider include:

‘toolbox talks’ between the Supervisor and participants being held prior to the start of daily tasks

work health and safety inductions, including topics such as the wellbeing of participants providing specified breaks and time frames when performing manual handling tasks


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https://www.safeworkaustralia.gov.au/whs-authorities-contact-information

regular reviews and/or audits of work health and safety arrangements.

If you have any queries or concerns, you should raise these with your lead provider.

7.2 Managing Work Health and Safety RisksManaging work health and safety risks involves four steps:

1. identifying hazards—finding out what could cause harm

2. assessing risks —understanding the nature of the harm that could be caused by the hazard, how serious the harm could be and the likelihood of it happening

3. controlling risks—implementing the most effective control measure that is reasonably practicable in the circumstances

4. reviewing control measures—ensuring control measures are working as planned.

7.2.1 Risk assessment of the activityBefore a Work for the Dole Activity can be approved or started, the lead provider will conduct an on-site risk assessment of the Work for the Dole Activity. This is called a risk assessment (Place). The risk assessment (Place) will be conducted by a ‘Competent Person’, that is a person who has gained through training, qualification or experience the knowledge and skills required to carry out risk assessments and other specific work health and safety tasks as set out in the Model Work Health and Safety (WHS) Act.

The risk assessment should identify:

all potential hazards at the activity the risks involved with the activity, and the measures that must be taken to address those risks.

When conducting a risk assessment of the activity, it is important that the ‘Competent Person’ considers everything —from the tasks to be undertaken and the supervision required, to things such as dust, termites and appropriate exit signage.

If an activity involves more than one location an on-site risk assessment (Place) must be conducted for each location where the activity will occur, and must be kept up to date.

If a risk assessment identifies significant work health and safety concerns that cannot be mitigated to create a safe working environment or cannot be adequately managed by you or the lead provider, the activity will not be considered suitable to go ahead.

Risk assessments must be kept up to date.

After the start of a Work for the Dole Activity, you must immediately inform the lead provider of any proposed or actual changes to the circumstances or tasks being undertaken as part of the activity. This allows them to review and update the risk assessment (Place) and to ensure the activity continues to be suitable for participants.


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Diagram C: Risk assessment (Place)


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7.2.2 Risk assessment of the participantThe relevant provider will undertake a risk assessment for each individual participant before they can participate in an activity. This is called a risk assessment (job seeker). Each participant will be assessed by the provider against the risk assessment (Place) to ensure that the Work for the Dole Place is appropriate and safe for each participant, while also taking into consideration any relevant circumstances, work restrictions and required checks.

After the Work for the Dole Activity starts, you must immediately inform the lead provider of any proposed or actual changes to the circumstances of the activity or tasks being undertaken as part of the activity, including supervision arrangements. This allows them to review each risk assessment of their participants to ensure the activity is still suitable for their participation.

7.3 Personal protective equipmentThe lead provider must ensure (in consultation with you) that each Work for the Dole participant is equipped with any clothing, materials or other personal protective equipment (PPE) that is required to participate safely in the activity. Risks to personal safety should be addressed and controlled as part of the risk assessment of the activity and risk assessment of the participant. The need for PPE must be identified in the risk assessment process undertaken.

The Activity Host Organisation Agreement will outline whether any agreed PPE will be supplied by the lead provider, the participant’s provider or your organisation.

Information about PPE can also be found at https://www.safeworkaustralia.gov.au/ppe#frequently-asked-questions.

7.4 Can participants drive a vehicle at the activity?Work for the Dole participants can only drive vehicles as part of an activity or project if all of the following criteria are met:

the vehicle is:

registered with the relevant state or territory authority appropriately insured for third party personal injury and property damage well maintained

the owner of the vehicle consents to the Work for the Dole participant driving it the Work for the Dole participant is legally licensed to drive the vehicle it is determined through the risk assessment of the participant that it is suitable for the

participant to drive the vehicle there is appropriate and adequate supervision appropriate work health and safety arrangements/ training are put in place (for example, well

displayed traffic management plans, clear arrangements on how vehicles are to be used).

7.5 First aid kits In support of providing a safe work environment, you must make a First Aid Kit available for each activity (and each location an activity takes place in —if there is more than one). The size and content of a First Aid Kit is determined by a number of factors, including but not limited to:

the number of people involved in an activity, the risks particular to that location, and the remoteness from available ambulance and hospital services of that location.


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https://www.safeworkaustralia.gov.au/ppe#frequently-asked-questions

https://www.safeworkaustralia.gov.au/ppe#frequently-asked-questions

Information about First Aid Kits can be found in the SafeWork Australia’s First Aid in the Workplace, Code of Practice, February 2016 at https://www.safeworkaustralia.gov.au/doc/model-code-practice-first-aid-workplace.

7.6 What to do if there is an accident or incident on the Work for the Dole Activity

Within 24 hours, you must—in accordance with your Activity Host Organisation Agreement—advise the relevant lead provider in writing if there are any incidents and/or near misses during the activity, including those that result in accident, injury or death of:

any job seeker (including where the incident occurred while the job seeker was travelling to or from an activity)

any personnel involved in the delivery or supervision of the activity members of the general public.

Depending on the incident, you may also need to notify the relevant state or territory work health and safety regulator. The definition of a ‘Notifiable Incident’ varies across jurisdictions, but the following types of incidents will always be notifiable:

the death of a person a serious injury or illness of a person; or a dangerous incident.

It is your responsibility to ensure that you are aware of and understand the relevant work health and safety laws that apply to your activity, including what incidents are notifiable to the relevant state or territory work health and safety regulator.

For further information regarding notifiable incidents in your jurisdiction, contact your work health and safety regulator. Contact details are available at https://www.safeworkaustralia.gov.au/whs-authorities-contact-information.

7.6.1 Steps to take if a Work for the Dole participant is injured at the activityIn addition to reporting the incident as outlined above, if a Work for the Dole participant is injured at the activity you must:

take all reasonable steps to remove any risk of further harm to the participant or anyone else provide assistance to them and where appropriate notify any emergency services tell or help the Work for the Dole participant to seek medical advice from a registered medical

practitioner as soon as possible after sustaining an injury immediately record all details (no matter how trivial it may seem at the time) of the incident

including location, time and any witnesses immediately notify the relevant provider who will complete and submit the required incident

report/claim form to the Department’s insurance agent, insurance broker and the Department, and

advise your own insurer as appropriate.

7.6.2 Steps to take if someone else is injured or property is damaged during an activityIn addition to reporting the incident as outlined in Section 7.6, if someone else (other than a participant) is injured or their property is damaged during an activity, you must:

provide assistance to the injured person and where appropriate notify any emergency services, take all reasonable steps, following an accident or loss, to protect any person or property from

any further injury, loss or damage not admit liability, enter into discussions with third parties, or make any statement implying


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https://www.safeworkaustralia.gov.au/doc/model-code-practice-first-aid-workplace

https://www.safeworkaustralia.gov.au/doc/model-code-practice-first-aid-workplace

fault or accepting responsibility. To do otherwise may prejudice your claim with the insurers whose responsibility it is to accept or reject liability

immediately record all details (no matter how trivial it may seem at the time) of the incident (location/time), any third party who has or may have sustained injury, loss or damage, and any witnesses to the accident or loss

immediately notify the provider who will, as required, complete and submit the required incident report/insurance claim form to the Department’s insurance agent, insurance broker and the Department.


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8 Help with the cost of running a Work for the Dole ActivityWork for the Dole fees help with the cost of hosting a Work for the Dole Activity and job seeker participation.

Work for the Dole fees are paid to providers for each Place filled in the activity. The fee is paid only once when that Place is filled for the first time – even if more than one participant fills that Place during the activity.

For example, if there are five Places available in an activity filled by five participants, should any of the five original participants leave and be replaced by a new participant, the provider will not receive any further funds. The payment is for five Places, not the number of participants that might occupy those Places.

When setting up your Work for Dole Activity, you will agree on an activity budget and payment schedule with your lead provider. Funding is provided only to help assist with the costs of the approved activity. It is important that your organisation does not rely on Work for the Dole funding to cover all your organisation’s operational requirements. Work for the Dole fees are fixed and limited and there is no guarantee of ongoing funding. In addition, while every effort is made to ensure the availability of participants, this cannot always be guaranteed.

8.1 How is the amount paid to a host organisation determined?Your lead provider will discuss the Work for the Dole funding available to you when helping to set up your activity. An agreed portion of Work for the Dole fees (as set out in your Activity Host Organisation Agreement) will be passed on to your lead provider by any other providers with participants in the activity. The lead provider will pass these fees on to you. A lead provider cannot change the amount of funding being paid to you without your agreement. If changes are made to the amount of funding being paid to you the Activity Host Organisation Agreement should be updated to show this change.

A budget must be developed and written down for all Group Based Activities (see Section 9).

Work for the Dole funding may only be used:

to help cover the costs of a participant in a Work for the Dole Place to help assist with the costs of your organisation hosting a Work for the Dole Place.

Work for the Dole funding cannot be spent on items that are not directly related to the approved activity.

8.2 Payment of Work for the Dole feesThe amount available to assist you with the cost of running your Work for the Dole Activity is determined by the amount of the Work for the Dole fee paid to the jobactive provider. The amount of the Work for the Dole fee paid to the jobactive provider can be affected by a number of issues, such as whether the activity being undertaken is an Individual Hosted Activity or a Group Based Activity, lead provider payments, and whether the fees are pro-rated.

As part of your Activity Host Organisation Agreement with your lead provider, you will need to agree on the funding that will be passed on to your organisation, and the schedule of when payment of these funds will be made.

Some things to consider when budgeting for your Work for the Dole Activity include:


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Individual Hosted Activity Group Based ActivityPro-rata payment

1. Where a participant is in an Individual Hosted Activity for less than six months, the amount paid per Place will be pro-rated. Six months is 182 calendar days.Where the Work for the Dole fee is pro-rated based on participant commencement, this will generally result in a pro-rated amount of the agreed fee being passed on to you.

2. Where the duration of the Individual Hosted Activity is shorter or longer* than six months, the amount paid per Place will also be pro-rated.

*Where an activity is longer than six months, payment will be in two instalments, and only if a participant is in the Place after the first six months is completed.

1. Where the duration of a Group Based Activity is shorter or longer than six months, the amount paid per Place will be pro-rated. Six months is 182 calendar days.

2. There is no pro-rata based on when participants start into a Group Based Activity; however the activity budget may be reviewed where the number of Places originally planned do not eventuate.

Lead provider payments

When your lead provider is coordinating the placement of participants from other providers into your activity, they may retain up to $100 of the Work for the Dole fee as a lead provider payment—in recognition of the administrative role they are performing for these other providers. This lead provider payment may affect the amount of the fee passed on to you, and will need to be negotiated in your Activity Host Organisation Agreement.

When your lead provider is coordinating the placement of participants from other providers into your activity, they may retain up to $100 of the Work for the Dole fee as a lead provider payment—in recognition of the administrative role they are performing for these other providers. The lead provider payment may affect the amount available when negotiating your Activity Host Organisation Agreement and Group Based Activity Budget.

Payment Schedule

Generally—unless otherwise agreed—your lead provider will supply you with your negotiated payment when the first participant starts in the Work for the Dole Place.

You will negotiate a payment schedule that may involve instalments requiring you to provide documentary evidence (such as receipts) before the next instalment is paid by your lead provider. Further detail is at Section 9.3

8.3 InvoicingYou need to invoice the lead provider for the agreed funding payable to you. You should discuss this with your lead provider. You may wish to include these arrangements in the Activity Host Organisation Agreement.


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8.4 Use of the Work for the Dole fundingThe decisions and actions you take when budgeting for your Work for the Dole Activity should be ethical, effective, efficient and economical. A diagram that sets out these key principles and some guiding questions to help you test whether these principles are being applied is available at Attachment B.

Work for the Dole funding can be used to assist with a range of expenses related to running a Work for the Dole Activity. The following items are examples of costs associated with hosting a Work for the Dole Activity:

Capital equipment required for the Work for the Dole Activity

these are items and tools related to the operation of the activity that are of significant value and durability (other than real estate or software) that are used to provide a service or to make, market, keep or transport products. It includes leased items

you and your lead provider should consider if there is capital equipment from previous or other activities that can be used in the new activity to assist with costs, and consider leasing items as an alternative to purchasing outright

if the purchase of an item used on a Group Based Activity is in excess of $1000 it must be treated as an asset (see Section 10.3).

Materials required for the Work for the Dole Activity

materials—for example, timber or mulch — related to the operation of the activity providers should consider if there are materials remaining from previous or other activities

that can be used in the new activity to assist with costs if the purchase of an item used on Group Based Activities is in excess of $1000 it must be

treated as an asset (see Section 10.3).

Participant training for the Work for the Dole Activity

any training must be relevant to, or a pre-requisite for, the activity that is being undertaken. Training must not be the primary element of a Work for the Dole Activity and cannot represent the majority of the activity. There should be minimal classroom type training

examples of acceptable training include:

work health and safety training ‘on the job’ training directly related to the tasks of the activity.

Safety equipment for the participants

this includes any PPE that has been identified as being needed for the activity.

Supervision of the participants at the Work for the Dole Activity

the costs associated with paying a person who has the responsibility for directly monitoring and managing participants undertaking the activities.

Project management and Administration

the costs of managing and/or administering the project that are directly related to the activity. For example, you cannot attribute the entire salary of an ongoing employee who—in addition to their other duties—administers your Work for the Dole Activity, or the cost of photocopier cartridges that are also used by your organisation for non-Work for the Dole purposes.

Transport of participants


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participants will generally arrange their own transport to and from an activity, however in some instances you may arrange transport (see Section 6.4).

Rent and Infrastructure

costs associated with any rental of premises or associated infrastructure directly associated with the establishment and running of an activity

acceptable rent charges that comprise the appropriate proportion of rent of a larger premises that is directly associated with the running of an activity can be covered.

Criminal and background checks

Work for the Dole fees may be used for the payment of checks for Supervisors. Providers are responsible for organising and paying for all participant checks.


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9 Budget for Group Based Activities Each Group Based Activity needs to have a budget that details all costs associated with an activity, including staff or contractors involved in the activity, equipment, resources, operational costs and training. While you will have early negotiations about an activity budget with your sourcing provider, the budget for the activity will be finalised and agreed by the lead provider and included as part of your Activity Host Organisation Agreement. The lead provider may renegotiate the amount you have discussed with the sourcing provider.

While budgets may change over time, it is important that a budget for the Work for the Dole Activity is costed as accurately as possible upfront, as Work for the Dole fees for Group Based Activities must be acquitted. This means the Department must approve the funding amount spent for each Group Based Activity. It is very important that you keep records and evidence of expenditure for the acquittal process (see Diagram D and Section 10).

As the Work for the Dole fee is GST inclusive, it is also important at the time the activity budget is being negotiated that you advise your lead provider if your organisation is registered for GST.

9.1 Contents of the Activity BudgetFor Group Based Activities, both you and the lead provider are required to complete a budget as a part of the Activity Host Organisation Agreement.

A copy of the Department’s Group Based Activity Budget Template is included in the Activity Host Organisation Agreement for Group Based Activities template.

The budget includes ‘Group Based Activity overhead costs’ or the costs directly associated with the establishment and running of a Group Based Activity, including but not limited to:

the costs of Supervisors, capital equipment, transportation of participants, rent and associated infrastructure, activity materials and training; and

insurance (limited only to the additional costs of insurance where the nature of a Group Based Activity means that it is not covered by your existing insurance).

Where an agreed budget line item is expected to change by 10 per cent or more, you must get approval from the lead provider for the amended expense, even where the total agreed budget has not changed.

Funding for Group Based Activity may only be used for the purposes set out in the activity budget.

9.2 In-kind contributionsBoth your organisation and the community may support Work for the Dole Activities by providing ‘in-kind and financial’ contributions. This may be used to reduce the cost of the activity, such as through the donation of materials or the provision of supervision, administration, or an activity location, or it may contribute to the costs of running the activity through direct financial contribution.

9.3 Payments to the host organisationThe timing of the payment of funds to you will be a matter to be agreed between you and the lead provider, and should be detailed in the Activity Host Organisation Agreement. Generally, it is unlikely that your agreed activity budget will be provided to your organisation in advance in its entirety.

Lead providers may propose paying you in instalments and may require that payment be contingent on you providing certain information, such as receipts. It is very important that you keep all required


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receipts and documentary evidence for Group Based Activities, as any delays in providing this information could result in delays to your next funding instalment.

For example:

A six month Group Based Activity is for 10 participants and has a total activity budget of $20,000. Both you and the lead provider have agreed to the following payment schedule:

Payment date Payment amount Contingent on

1 April 2017 $8,000 (40%) Start date of activity

1 July 2017 $4,000 (20%) The host organisation providing receipts and invoices for expenditure on the activity to date to the lead provider

Following the end of the activity

$8,000 (40%) The host organisation providing all remaining receipts and invoices for expenditure on the activity to the lead provider

AND

The Department accepting the lead provider’s acquittal of the expenditure on the activity

9.4 Use of the Work for the Dole fee - Community Support ProjectsWork for the Dole fees cannot be used for the following purchases/reimbursements for a Community Support Project:

materials to support the Community Support Project where they can be purchased via an alternative source, e.g. insurance, flood recovery grants or other types of grants or payments (which may also improve the capital value of the property for the owner)

additional supervision costs if—on the site where the Community Support Project is occurring—there is a farmer taking the place of the Supervisor

material costs such as water, fuel, stock feed and fencing materials upgrades to equipment owned by a landowner; or costs involved in the transport of such things as fencing material or stock feed.


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10 Acquittals – Group Based ActivitiesAn acquittal is a statement supported by documentary evidence (such as receipts) to demonstrate that taxpayer funds have been spent for the purposes they were provided and against the approved budget. To meet its obligations under the Public Governance, Performance and Accountability Act 2013, the Department requires providers to submit an Acquittal Report for each Group Based Activity.

Further information about the acquittal process is outlined at Diagram D .

10.1 Documentary Evidence for Expenditure on Group Based ActivitiesDocumentary evidence is required to support expenditure on Group Based Activities. You will need to provide tax invoices and receipts for all expenditure relating to your Work for the Dole Activity. You must provide this documentation to the lead provider of the Work for the Dole Activity within 10 business days of it being requested.

You will also be required to provide documentary evidence of Supervisor costs and/or other employees working on the activity. This should include the name of the Supervisor(s), number of Supervisor hours on the particular activity and hourly rate. Documentary evidence that can be provided could be payroll information or a payslip. Where a payslip contains a Tax File Number (TFN) or other sensitive information, you should remove this information before supplying it to the lead provider. This may be done in any number of ways (for example, redaction using Adobe Pro for electronic copies, or striking out using permanent marker for hard copies) – as long as the TFN is completely removed.


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Diagram D: Acquittal process for the Work for the Dole Activity


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10.2 Recovering funds If you have been provided with an upfront payment, and the final cost of the activity is less than has been paid, the lead provider is required to recover the balance from your organisation to return to the Department.

10.3 Assets For Group Based Activities, an Asset is any item of tangible property which has a value equal to or greater than $1000 (GST inclusive) and is purchased, leased, created or otherwise brought into existence either wholly or in part with the use of Work for the Dole funding.

The lead provider owns any Asset acquired using Work for the Dole fees. Assets will be listed by the lead provider on an Asset Register and disposed of in accordance with the disposal plan that has been developed, unless otherwise agreed by the Department.


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11 Concerns or complaintsIn the first instance discuss any concerns you may have regarding Work for the Dole with your lead provider. The Department of Jobs and Small Business is also available to offer assistance through the National Customer Service Line on 1800 805 260 (free call from land lines).

12 More informationjobactive providers

To search for a provider visit https://www.jobs.gov.au/work-dole-providers

Fact sheets and information for host organisations

Fact sheets and other information for host organisations can be found at http://www.jobs.gov.au/information-work-dole-host-organisations

Volunteering Victoria Work for the Dole Host Induction Kit

https://docs.jobs.gov.au/node/37056

Work Health and Safety regulators


Department of Jobs and Small Business


National Customer Service Line: 1800 805 260 (free call from land lines).


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https://docs.jobs.gov.au/node/37056

http://www.jobs.gov.au/information-work-dole-host-organisations

https://www.jobs.gov.au/work-dole-providers

Attachment A

Guide to Managing Participants with Challenging BehavioursThe following information is not intended to be prescriptive in any way. Host organisations need to apply the strategies that suit their particular circumstances. It should supplement, not replace, existing internal operational policies and procedures. Host organisations are responsible for informing themselves of their legal obligations and taking appropriate measures to comply with those obligations.

What is Challenging Behaviour?

Challenging behaviour is any behaviour that a reasonable person would consider unacceptable or hostile and that creates an intimidating, frightening, threatening, offensive or physically dangerous situation. These may include but are not limited to: physical violence against any person - for example, hitting, kicking, punching, spitting on or

throwing objects at a person acting in a way that would cause a person to have a reasonable belief that assault was intended adopting a physical position or state and/or producing an object that a reasonable person would

consider constitutes a serious and imminent threat of physical violence oral or written (including email or communication through social media) threats, abuse or

harassment, inappropriate touching and stalking damaging, defacing or destroying property intentionally or through inappropriate and aggressive

behaviour such as throwing objects or punching and kicking property theft of property, illicit drug taking on the premises, use of the host organisation’s equipment

and/or property for illegal purposes swearing, making offensive noises or gestures, inappropriate or suggestive comments, vilification threatening suicide, causing injury to oneself - for example, cutting any other behaviour that is deemed inappropriate and warrants an incident being recorded.

Incident Management

Host organisations will have a wide variety of expertise and arrangements to address challenging behaviours and these may differ according to location and circumstances. However, the following information may be useful to host organisations in determining their own arrangements.

It is useful to have an incident management plan in place that outlines the organisation’s approach to managing situations of challenging behaviour or where a situation has potential to result in this behaviour.

Where an incident has occurred and the host organisation has reason to believe that the participant who is displaying threatening, aggressive or violent behaviour or poses an imminent threat to another person or organisation, they should immediately call the relevant emergency service (as appropriate) and also immediately call the lead provider. If it cannot be done immediately, it should be done within 24 hours. You must refer any requests made by the relevant authorities for the personal information of participants (such as contact details) to your lead provider, who will follow the required process for disclosing this protected information.

It is also important to record the details of any incidents of challenging behaviour and to provide a report to the lead provider. It should be noted that under the Freedom of Information Act 1982, a person has the right (with limited exceptions) to access information or documents held by the Department’s contracted service providers or the Department.


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The lead provider is required to lodge an incident report which will guide further action by providers or the Department.

Case Management of participants with challenging behaviours

Consistent with the internal operational policies and procedures of the host organisation, warnings can or should be given to participants who show tendencies toward or display challenging behaviours so that they are aware of the consequences of this behaviour. Warnings may be verbal or in writing.

The lead provider should be advised of any warnings given to a participant. The lead provider (or the provider with whom the participant is registered) may discuss the management of the participant with you to determine the most appropriate steps.

For example, you and the lead provider (or provider with whom the participant is registered) should create a case management plan for a participant who exhibits challenging behaviours. This should include a summary of the incident/challenging behaviour, a strategy to manage the challenging behaviour(s) and any servicing arrangements determined by the lead/or provider.

It is always open to the host organisation to cease the participation of a participant. In these circumstances it is important to keep the lead provider fully informed of your intentions and actions. Providers have contractual obligations to meet in delivering employment services to participants and ensure participants Mutual Obligation requirements continue to be met. It is therefore open to the lead or relevant provider to withdraw the participant from the activity where they consider it appropriate.


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Attachment BThe key principles and considerations that must underpin the development of activity budgets and the expenditure and acquittal of Work for the Dole funds.

Ethical Act with honesty, diligence and fairness, consistency.

Efficient Achieving the best result within the parameters of the cost and timeframe.

Effective Ensuring effective use of public money through careful consideration of price, quality and quantity.

Economical Achieving good value for money in relation to costs, time and effort expended.

Considerations Is the activity and budget consistent with

program requirements? Does the activity provide work-like

experiences? Is the budget reasonable, defensible and able

to withstand scrutiny by internal/external stakeholders?

Have you been made aware of program requirements in regard to the budget, expenditure and acquittal?

Is there enough detail in the budget to work out how the items have been costed?

Do budgets include any costs that duplicate funding from other sources? For example, costs covered by any other Commonwealth, state or local government funding, including services provided under the jobactive Deed.

Is the purchase of goods and services cost effective?

Can the budget be fully acquitted and have you got evidence to support the expenditure?

Does the expenditure jeopardise the integrity or the reputation of the Work for the Dole Program?

Are Supervisor and support costs appropriate for the activity?

Where appropriate, is there in-kind contribution?

Is the number of places included in the budget realistic and achievable?

Does the budget of the activity align with achieving a positive outcome for the community and stakeholders?


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Work for the Dole Host Organisation Handbook Web viewWork for the Dole Host Organisation Handbook ....

Documents

Transcript of Work for the Dole Host Organisation Handbook Web viewWork for the Dole Host Organisation Handbook ....