Workplace policies

Please note: The suite of Workplace Policies and Procedures are under review to incorporate the relevant changes in legislation and regulations. If you have any questions pertaining to the content of these policies, in the first instance please contact Human Resources department on humanresources@sa.uca.org.au or (08) 8236-4278.


A Foreword - Workplace Policies and Procedures

The Uniting Church SA Workplace Policies and Procedures relating to human resources and work health and safety, have been developed to provide policies and procedures for the management of all personnel of the Uniting Church SA Presbytery and Synod of South Australia. This includes personnel of the Councils of Synod of the Presbytery and Synod (being Presbytery & Synod Office, Uniting College for Leadership & Theology, Uniting Venues SA, Uniting Aboriginal and Islander Christian Congress (UAICC)), and in most cases Uniting Church SA congregations. These policies and procedures do not relate to personnel employed by community and aged care services, hospital, schools and colleges associated with the Uniting Church which are separately incorporated.

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Annual Leave Policy

All employees of Uniting Church SA will be entitled to four (4) weeks of paid annual leave for each full year of service as prescribed by the National Employment Standards of the
Fair Work Act 2009.

Last Reviewed: July 2016
First Issued: October 2007

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Code of Conduct

The Uniting Church SA actively promotes a way of life which embraces Christian values and ethics. All personnel are expected to demonstrate behaviour in accordance with the contents of this code.

Last reviewed: July 2016
First Issued: February 2013

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Compassionate Leave

All Uniting Church SA employees (excluding *casuals) are entitled to paid Compassionate Leave as prescribed by the relevant Award or as determined by the National Employment Standards of the Fair Work Act 2009.

Reviewed: July 2016
First Issued: July 2

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Confidentiality Policy

This policy applies to all Uniting Church SA (UCSA) personnel as defined in the Workplace Policies and Procedures Manual introduction, i.e. Ministers of the Word, those in specified ministries, lay staff and volunteers.

Issued: March 2010

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Corporate Credit Card Policy

Issued: April 2009

Policy Statement

The corporate credit card policy has been developed to provide a means for Uniting Church SA (UCSA) personnel to pay for UCSA business related expenses through the use of a corporate credit card.  Personnel who receive a corporate credit card must agree to the terms and conditions set out below prior to being issued with a card.

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Educational Assistance / Study Leave Policy

Uniting Church SA at its discretion will provide educational assistance to employees completing relevant courses of study. (May include qualifications including Degrees, Diplomas and Certificates)

Reviewed: July 2016
First Issued: June 2011

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Emergency Evacuation Policy

Issued: April 2012

Policy Statement

Uniting Church SA is committed to providing a safe workplace and systems of work for all staff, contractors, volunteers and visitors (referred to collectively as ‘personnel’). It recognises that an emergency situation may occur which requires a well rehearsed and standardised response from all personnel, to ensure the safety of all persons on site at the time of the emergency.  An emergency is a situation that is dangerous or potentially dangerous to life, property and environment.

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Employee Assistance Program Policy

Uniting Church SA has established an Employee Assistance Program (EAP) to provide confidential counselling and related services to employees where problems are affecting their work performance.
Last reviewed: July 2016
First issued: June 2008

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Equal Opportunity Policy and Procedure

Reviewed: April 2011
Reviewed: September 2010
Reviewed: December 2007
First Issued: October 2007

Policy Statement

Uniting Church SA is committed to ensuring that all persons seeking employment are treated fairly and equitably and are not subjected to any form of unlawful harassment or discrimination.

Uniting Church SA is also responsible for ensuring that personnel are aware of their rights and obligations as outlined in this Policy and that personnel must comply with the Policy.

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Ergonomics and Work Environment Policy

Issued: October 2012

Policy Statement

Uniting Church SA (UCSA) is committed to providing a safe work environment for all personnel, contractors and visitors at all UCSA Presbytery and Synod sites.

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Event Safety Management Policy and Procedure

Issued: April 2013

Policy Statement

Under Development  

Forms

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Exit Interview Policy

Issued: March 2012

Policy Statement

Uniting Church SA will undertake an exit interview for all lay personnel (employee) ceasing their employment with the organisation or who are transferring roles within Uniting Church SA.

Attendance at the interview will be expected and any feedback provided by personnel will be treated on a confidential basis, and information will only be shared with employee’s agreement.

The intention of the exit interview is to provide the exiting employee with an opportunity to:

  • discuss the reasons for choosing to leave UCSA employment or transferring between departments/ministry centres and comments they may have about their levels of job satisfaction or dissatisfaction;
  • provide suggestions for improvement.

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Grievance Policy

Uniting Church SA is committed to fostering a positive and productive workplace and acknowledges that problems can arise at work that may cause personnel to feel aggrieved.

Last Reviewed: July 2016
First Issued: March 2009

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Handheld Information and Communication Device Policy

Reviewed: February 2013
First Issued: September 2008

Policy Statement

The Handheld Information and Communication Device (HICD) policy has been developed to provide a means for Uniting Church SA personnel to remain accessible when out of the office. These HICD's (PDA's, Smartphones, Blackberry's) are a versatile business tool which can be easily synchronised with Outlook to provide continuous contact with the office. This policy provides guidelines for the efficient management of these devices. Personnel who receive an HICD agree to the terms and conditions set out below when they commence using the device.

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Hazard Management Policy and Procedure

Reviewed: October 2012
First Issued: September 2012

Policy Statement

The Uniting Church SA ("UCSA") is committed to providing a safe workplace for all personnel, contractors and visitors. UCSA is committed to establishing a formal process to record and investigate all workplace hazards. Hazard management is fundamental to ensuring a safe work environment, compliance with legislative requirements and for the continual improvement of OHS&W performance.

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Incident Management Policy and Procedure

Reviewed: October 2013
First Issued: September 2012

Policy Statement

The Uniting Church SA (“UCSA”) is committed to providing a safe workplace for all personnel, contractors and visitors.  UCSA is committed to establishing a formal process to report and investigate all workplace accidents/incidents and near miss occurrences.  This process includes identifying contributing factors of the accident/incident or near miss and making the necessary recommendations to prevent a recurrence.

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Induction/Orientation Policy

Issued: August 2011

Policy Statement

Uniting Church SA induction process will ensure that all new personnel are provided with a thorough introduction to Uniting Church SA, along with an overview of any relevant health and safety requirements, codes of practice and any other operating requirements.

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Jury Service / Community Service Leave Policy

Reviewed: August 2011
Reviewed: April 2010
First Issued: August 2008

Policy Statement

Jury Service/Community Service Leave is an entitlement prescribed by the National Employment Standards of the Fair Work Act 2009.

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Leave Without Pay Policy

Reviewed: December 2014
First Issued: November 2007

Policy Statement

Leave without pay (LWOP) is a privilege and will only be granted to personnel at the discretion of Uniting Church SA. This will take into account the employee’s particular circumstances and will include assessment of whether the extended leave impacts negatively on either work requirements or other staff.

It will be a requirement that before leave without pay is approved, the employee’s accrued annual leave balance should a) not be greater than two weeks at the time of taking the leave or b) the employee can demonstrate that annual leave will be no greater than two weeks within 6 months of taking LWOP. If the employee is entitled to long service leave, this should be used before requesting any further leave without pay.

All applications for leave without pay must be made on the appropriate Leave Application Form. Generally these applications will be approved by the appropriate manager/supervisor prior to the person commencing leave without pay.  In the case of Presbytery and Synod Ministry Centres, the Executive Officer of the Ministry Centre will assess and approve applications from within their team. If preferred, the EO may refer the request to the Human Resource and Remuneration Committee (HRRC) for assessment and approval. For applications greater than 4 weeks in a calendar year, approval will also be in consultation with the CEO/General Secretary.

Leave without Pay will be dealt with on a case by case basis having regard to each individual set of circumstances.  It will not be approved based on precedent (i.e. one member of the team being granted LWOP does not guarantee that another team member will have LWOP approved).

During any period of leave without pay, entitlements of annual leave, sick leave or long service leave will not accrue. The respective anniversary date will be postponed in line with the period of leave without pay taken.

Executive Officer, Resources Board

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Long Service Leave Policy

Reviewed: April 2010
First Issued: February 2008

Policy Statement

Full-time, part-time and certain casual personnel employed by Uniting Church SA (‘UCSA’) will be entitled to long service leave under the terms and conditions of the South Australian Long Service Leave Act (SA) 1987.

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Manual Handling Policy

Issued: August 2012

Policy Statement

Uniting Church SA is committed to providing a safe workplace and systems of work for all personnel. It recognises that the manual handling of materials, equipment and furniture within the workplace is potentially hazardous to health and safety.

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Media Communications Policy

Issued: October 2014

Policy Statement

The Uniting Church in South Australia is committed to ensuring that a consistent and positive image is projected in its dealings with the media and the general public.

Media attention has the potential to enhance, as well as detract from, the overall reputation and credibility of any organisation including the Uniting Church SA. It is important that all [lay employees, ministers of the word, deacons, lay pastors, volunteers] that make up the Uniting Church SA share an understanding of, and commitment to, the systems and processes which have been developed for the positive management of media relations for the Church.

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Parental Leave policy

Reviewed: May 2013
Reviewed: February 2011
First Issued: October 2007

Policy Statement

An employee who meets the applicable eligibility requirements may be entitled to the federal government’sPaid Parental Leave Scheme, which means that the primary carer for a new-born or adopted child can claim paid parental leave for up to 18 weeks and be paid at the national minimum wage.

The Paid Parental Leave Scheme provides that more than one (1) person is entitled to claim the payment if the primary carer changes over time.  For example if one (1) parent is the primary carer and returns to work after ten (10) weeks, the other parent could then become the carer and claim the final eight (8) weeks’ leave.

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Performance Appraisal and Development Plan Policy

First Issued: November 2013

Scope of Policy

Councils of Synod: Employees as defined in A Foreword - Workplace Policies & Procedures  and who are in permanent full time, permanent part time, and fixed term (when the tenure is greater than 6 months)

Casual employees are not required to participate.

Congregations are encouraged to adopt and adapt this policy for their work environments.

Policy Statement 

Uniting Church SA aims to match employee’s skills, experience and qualifications with the requirements of the position and where necessary provide feedback on performance and subsequent training, to address any performance or skills gaps. 

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Personal (Sick & Carer’s) Leave Policy

Reviewed: April 2010
First Issued: September 2008

Policy Statement

All applications for leave must be made by personnel on the appropriate Leave Application Form and Time Sheets.  These applications must be completed by personnel either before or as soon as practical after returning to work and approved by the appropriate manager/supervisor.

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Recruitment and Selection Policy

Reviewed: November 2013
Reviewed: April 2011
Reviewed: January 2010
Reviewed: May 2009
First Issued: April 2008

Scope of Policy

Councils of Synod: Employees as defined in A Foreword - Workplace Policies & Procedures 

Congregations are encouraged to adopt and adapt this policy for their work environments.

Policy Statement

As Uniting Church SA (‘UCSA’) is an Equal Opportunity Employer, a consistent approach to the recruitment and selection of personnel will be taken to provide an opportunity for suitably qualified people to obtain employment within UCSA.

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Remote Internet Access Policy

Issued: September 2008

Policy Statement

The Remote Internet Access (RIA) policy has been developed to provide a means for Uniting Church SA personnel to remain accessible via remote internet access when out of the office.  RIA is a valuable business tool and this policy provides guidelines for the efficient management of this facility.  Personnel who use Uniting Church SA supplied RIA must agree to the terms and conditions set out below before they commence using the service.

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Sexual Harassment Policy

Reviewed: April 2011
First Issued: May 2008

Policy Statement

Uniting Church SA is committed to ensuring that all current and prospective personnel are not subjected to any form of sexual harassment in the workplace.

**This Policy stands alongside:

• The Uniting Church in Australia Policy for dealing with a complaint of sexual misconduct made against a member or adherent of the Uniting Church in Australia (which can be accessed on www.assembly.uca.org.au),  and
• Uniting Church in Australia Constitution and Regulations, Section 7.
• Uniting Church SA Workplace Harassment and Bullying Policy

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Smoke-Free Workplace Policy

Issued: November 2011

Policy Statement

Uniting Church SA is committed to providing a safe and healthy working environment for all personnel.  This Policy will apply to all personnel, visitors and other persons whilst on Uniting Church SA premises.

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Social Media Policy

Reviewed: October 2014
First Issued: March 2013

Scope of Policy

Councils of Synod: Employees as defined in A Foreword - Workplace Policies & Procedures 

Congregations are encouraged to adopt and adapt this policy for their work environments.

Policy Statement

The Uniting Church SA is committed to ensuring that internal and external communication of both publications and commentary in the use of social media communications, are responsible, respectful and lawful.

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Time Off In Lieu (TOIL) Policy

Reviewed: February 2011
Reviewed: February 2010
Reviewed: April 2009
First Issued: July 2007

Policy Statement

The intent of this Policy is to advise that before any TOIL entitlement prescribed in an Award is accrued or taken by staff, it must have prior approval of an Executive Officer or their nominated delegate, that is, accruing or taking of TOIL is a process that must be managed by staff in consultation with their manager.

The TOIL Policy specifically takes into account the need for some staff  being required by their manager to work outside of “ordinary contracted working hours” in order to perform the inherent requirements of their role and it being agreed that, subject to Award provisions,  any overtime or time taken as TOIL is to be agreed between staff and their manager.

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Training and Development Policy

Reviewed: September 2010
First Issued: March 2007

Policy Statement

The Uniting Church SA will provide for and fund any necessary training for employees that is relevant to their roles and responsibilities within the organisation to ensure it meets its legislative obligations in relation to sexual harassment, manual handling, fire evacuation and occupational health, safety and welfare.

In addition, the Uniting Church SA believes it is essential that employees are provided with opportunities for further education, training and development, so that the productivity, skills and services employees provide to members, clients and customers will be continually improved.

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Travel Expenses Reimbursement Policy & Procedures

Issued: April 2009

Policy Statement

Uniting Church SA (UCSA) will reimburse personnel for travel and related expenses incurred while carrying out specific UCSA duties.

This policy stands alongside Synod by-law 12.1.7 dealing with attendance of representatives from each Congregation at authorised Presbytery and Synod meetings:

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Volunteering Service Day Policy

First Issued: February 2014

Scope of Policy   Synod Office, 212 Pirie Street, Adelaide and UCLT : Employees  as defined in A Foreword - Workplace Policies & Procedures 
   Other ministry centres and congregations are encouraged to adapt and adopt this policy for their work environments.

Policy Statement

The Uniting Church SA recognises that it is a part of a wider Community and values the essential contribution made by Volunteers.  The Volunteering Services Day is an initiative to enable the staff for one normal working day a year, the opportunity to volunteer their time at a Uniting Church charity, or another mutually agreed charity of their choice.

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Whistleblowers Policy

Issued April 2016

Policy Statement

Uniting Church SA values people and is committed to providing and maintaining a safe, healthy and productive workplace for all personnel and other persons involved in its activities. A safe work place will be achieved in accordance with the Work Health and Safety (WHS) Act 2012 (SA).

Uniting Church SA in its commitment to a safe and healthy workplace, has established the following Whistleblowers Policy in accordance with the Whistleblowers Protection Act and Work Health and Safety (WHS) Act 2012 (SA). This policy outlines that Uniting Church SA believes in strong ethical values of integrity and honesty in our ministry and work practices. It also provides a mechanism in which personnel can disclose information and how a disclosure will be managed by Uniting Church SA.

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Work Health and Safety Church Council and Congregation Policy and Procedure (and Explanatory Note Draft)

human-resources/congregational-resources/work-health-and-safety-church-council-and-congregation-policy

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Work Health and Safety Corporate Policy and Procedures

Reviewed: May 2014
Reviewed: December 2013
Reviewed: March 2009
First Issued: September 2008

Policy Scope

Councils of Synod: Personnel as defined in A Foreword - Workplace Policies & Procedures.
Congregations Congregations are encouraged to adopt and adapt this policy for their work environments.

Policy Statement

Uniting Church SA (UCSA) values people and is committed to providing and maintaining a safe, healthy and productive workplace for workers and other persons involved in our activities.

Our safe workplace will be achieved in accordance with the Work Health and Safety (WHS) Act 2012 (SA) (WHS Act).

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Workers’ Compensation - Claims Management Policy and Procedure

Issued: February 2010

Scope of Policy

The scope of this policy relates only to employees of The South Australian Synod of the Uniting Church in Australia on behalf of the Church (“Synod of SA”) and therefore does not apply to:

  • Employees of Uniting Church SA congregations.
  • Those in specified Ministries not covered by Workers Compensation Legislation
  • Volunteers for any Synod of SA activities

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Workers’ Compensation - Rehabilitation Policy and Procedure

Issued: February 2010

Scope of Policy

The scope of this policy relates only to employees of The South Australian Synod of the Uniting Church in Australia on behalf of the Church (“Synod of SA”) and therefore does not apply to:

  • Employees of Uniting Church SA congregations.
  • Those in specified Ministries not covered by Workers Compensation Legislation
  • Volunteers for any Synod of SA activities

For those excluded from this policy separate and specific rehabilitation procedures apply.

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Workers’ Compensation - Work Injury Policy and Procedure

Issued: February 2010

Scope of Policy

The scope of this policy relates only to employees of The South Australian Synod of the Uniting Church in Australia on behalf of the Church (“Synod of SA”) and therefore does not apply to:

  • Employees of Uniting Church SA congregations.
  • Those in specified Ministries not covered by Workers Compensation Legislation
  • Volunteers for any Synod of SA activities

For those excluded from this policy separate and specific work injury procedures apply.

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Workplace Harassment and Bullying Policy and Procedure

Reviewed: April 2011
Reviewed: October 2010
Reviewed: February 2008
First Issued: November 2006

Policy Statement

The Uniting Church SA is committed to providing its personnel with a safe work environment that is free from inappropriate behaviour and will take all reasonable steps to minimise any form of workplace harassment or bullying.  This commitment is based on our Church’s belief in the importance of individuals in God’s eyes and their right to be respected, and kept safe from any harm.

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