HOST EMPLOYER HANDBOOK

Transcription

1 HOST EMPLOYER HANDBOOK NECA - LEADING THE WAY 1

2 CONTENTS BENEFITS OF BEING A HOST EMPLOYER 1 HOW THE SYSTEM WORKS 2 REGISTRATION PROCESS 3 Insurance Requirements 3 Host Employer Safety Assessments 3 Apprentice Placements 4 Rates and Charges 4 EGT Host Employer Agreement 4 EGT APPRENTICES 5 Certificate III in Occupational Health and Safety 5 EGT Uniform Policy 5 Field Officers 6 Specific Hire Agreement 6 Mandatory and Additional Training 6 ADMINISTRATION 7 Timesheet Submission 7 Allowances 7 Travel Policy 8 Overtime 8 Leave 8 Payment of Invoices 8 Trading Terms 8 Industrial Action 8 SAFETY AND SUPERVISION 9 My Safe 9 Supervision Requirements 9 Reporting Accidents and Incidents / WHS Requirements 11 ANNEXURE 1 EGT HOST EMPLOYER AGREEMENT ANNEXURE 2 SPECIFIC HIRE AGREEMENT 2

3 A Host Employer is the term for an Electrical or Communications Contractor who hosts an apprentice employed by a Group Training Organisation and provides the on the job training. BENEFITS OF BEING A HOST EMPLOYER WITH ELECTRICAL GROUP TRAINING Electrical Group Training Ltd (EGT) provides professional apprentice management services to electrical and communications contractors, and creates quality employment and training opportunities for career seekers who want to be part of the Electrical and Communications Industry. EGT employs professionals in Management, Mentoring, Human Resources, Safety, Workers Compensation and Injury Management to ensure all aspects of apprentice management are covered, so you can concentrate on transferring your trade knowledge to the next generation of electricians. Utilising EGT apprentices allows you to focus on your core business by relieving you of the need to administer employer obligations such as: Recruitment, selection and placement of apprentices saving you time and money Payment of wages, superannuation, workers compensation, holiday entitlements and rostered days off (if applicable) Flexible arrangements apprentices are available for short or long term placements, anywhere from 2 weeks to 4 years Apprentices are work ready, equipped with industry standard tools, personal protective equipment, EGT uniform and safety boots and have been through comprehensive pre-employment and induction programs Allocation of an EGT Field Officer to provide mentoring, support and advice to both Host Employers and apprentices Organisation and monitoring of off the job training and all associated administrative obligations There are many benefits to engaging apprentices as part of your business. Taking an apprentice through EGT is a simple business solution that will save you time and money. 3

4 HOW THE SYSTEM WORKS IN ORDER TO BECOME A HOST EMPLOYER THE FOLLOWING ARE NEEDED: Proof of current Public Liability Insurance A completed Host Employer Safety Assessment (conducted by an EGT representative) A signed EGT Host Employer Agreement A completed online credit application WHEN YOU ARE READY FOR AN EGT APPRENTICE Contact an EGT Placements Officer on or Discuss workload requirements and expectations Clarify the areas of trade training that will be provided EGT WILL TAKE CARE OF ALL ADMINISTRATIVE AND STANDARD EMPLOYER OBLIGATIONS Including: payment of wages, superannuation, workers compensation, holiday entitlements, time at college and rostered days off (if applicable) EGT PLACEMENTS OFFICER WILL SOURCE SUITABLE WORK READY APPRENTICES FROM THE EGT DATABASE Fully inducted Safety trained OFF THE JOB TRAINING EGT will: Review each apprentice s training progress and skill development Liaise with you with regards to scheduling Organise all compulsory training Field Officers: Visit all apprentices on a regular basis to monitor training and skill development Provide mentoring and pastoral care Assess the workplace environment, apprentice performance and achievement of key competencies EGT APPRENTICES Arrive on site fully equipped with a basic toolkit, PPE, Safety Boots and EGT uniform Remain under your direction and control for the entire duration of placement Are expected to demonstrate appropriate communication with both EGT and their Host Employer Are expected to demonstrate safe behaviours at all times and actively assist their Host Employer Are required to complete a weekly timesheet that must be approved by you the Host Employer YOU, THE HOST EMPLOYER WILL Provide a safe, hazard free working environment in accordance with the OSH Act 1984 and OSH Regulations 1996 Provide supervision of EGT Apprentices by a person who is licenced to carry out the work upon which the apprentice is engaged; in accordance with the Electricity (Licensing) Regulations 1991 Ensure apprentices comply with the workplace rules and regulations including isolation, tagging, testing and permit requirements Maintain day to day discipline and assist EGT in meeting its duty of care obligations under the OSH Act 1984 Immediately notify EGT of any injury, harm or disease suffered by an apprentice in the course of their placement or any circumstances that may give rise to any claim by or against the apprentice Provide a minimum of five (5) working days notice before requiring an apprentice to work away from the Perth metro area Provide a minimum of five (5) working days notice before ending the placement of an apprentice Provide on the job training and instruction on use of equipment appropriate for tasks Maintain direction and control for the entire duration of hosting an EGT Apprentice Communicate supervision and duty of care requirements to all tradespeople working with any EGT apprentices 4

5 Host Employers are required to provide a safe, hazard free working environment in accordance with the OSH Act and Regulations REGISTRATION PROCESS INSURANCE REQUIREMENTS Public Liability insurance must be maintained with a minimum limit on each and every claim of no less than ten million ($10,000,000). Evidence of the currency and details are required to be submitted alongside the signed EGT Host Employer Agreement as part of the sign up process to becoming a Host Employer with EGT. EGT carries Workers Compensation insurance coverage and is responsible for the administration of any claim involving EGT Apprentices. All incidents must be reported to EGT immediately. HOST EMPLOYER SAFETY ASSESSMENTS Prior to a placement of an EGT apprentice, an EGT representative is required to undertake a Host Safety Assessment. It is provided free of charge to Host Employers. This process ensures EGT apprentices are placed with Host Employers that meet and maintain acceptable levels of safety. Host Employers must score between 65% - 100% to be deemed compliant with EGT requirements. If scoring is between 45% - 64%, recommendations on how to become compliant will be provided and support made available. As part of EGT s commitment to the industry, the safety team will visit each Host Employer annually to ensure a continuous safe working environment and that EGT requirements are being met. Host Employers must meet the following: Have a WHS policy signed off by the proprietor and distributed to all staff Make copies of the OSH Act and Regulations available to the workforce Induct all new staff Have an appropriate safety training program in place Hold regular safety meetings to discuss WHS issues Involve staff in hazard identification Have an effective reporting process in place Have an effective accident/incident investigation process in place Carry out appropriate apprentice supervision Have trained first aiders in the workplace Make adequate Personal Protective Equipment available to all staff Not allow staff to use or be under the influence of alcohol or drugs in the workplace Ensure staff are aware of their supervision obligations to apprentices. 5

6 REGISTRATION PROCESS APPRENTICE PLACEMENTS With access to an extensive personnel database, EGT s dedicated placements team can help find the right apprentice to suit you and your business requirements. When you are ready, contact the placements team to discuss your workload requirements, and clarify your area of trade training. As a Host Employer, you have the option of taking on one or more apprentices to suit your needs. EGT will endeavour to find an apprentice to suit you and your business. If the apprentice simply does not fit with your organisation, and any issues are unable to be resolved, EGT will provide you with a replacement. EGT require a minimum of five (5) working days notice before ending the placement of an apprentice. RATES AND CHARGES All rates are based on a normal 38 hour working week. With the exception of absences due to leave and approved training, a minimum 38 hours will be charged each week. There is also a two (2) week minimum engagement term to allow EGT to schedule and plan workflows of its apprentices. Host Employers will be provided with a charge-out rate for taking on EGT Apprentices. These rates are based on the Electrical Group Training Ltd Collective Agreement or the Electrical Group Training Limited Wheatstone Project Agreement In the event that a Host Employer directs EGT to pay an apprentice in excess of the Electrical Group Training Ltd Collective Agreement , by way of discretion or their own Enterprise Agreement, then EGT will provide charge-out rates on that basis. The hourly charge-out rate covers the apprentice wages and on costs involved in managing all associated administration. All published charge-out rates are exclusive of GST. EGT HOST EMPLOYER AGREEMENT The purpose of the EGT Host Employer Agreement is to define the terms and conditions that will exist and represents a contractual agreement between a Host Employer and EGT for each apprentice placement. Please ensure you have read the Host Employer Agreement prior to signing. Once the Agreement is signed, apprentices are able to be placed with you. 6

7 EGT APPRENTICES SAFETY EGT apprentices are amongst the safest and best trained in the electro technology industry. Assisting to build the future workforce of the industry, EGT undertakes an extensive recruitment and induction process and employs motivated and committed apprentices. EGT is helping to ensure apprentices are equipped with the safety knowledge required to make good safety decisions throughout their career. EGT UNIFORM POLICY The supply of uniforms is in accordance with regulation 3.33 in the OSH Regulations 1996 (WA) and aligns with industry best practice with regards to professional presentation, appearance and the expectations of our customers. All EGT apprentices entering a worksite are required to wear the following items as a minimum: Long sleeve, Hi visibility, 100% cotton shirt (sleeves must be rolled down and buttoned) Long pants (shorts must not be worn under any circumstances) Protective footwear (Steel-capped lace up boots) Gloves and glove clips must remain with the worker at all times (clipped to belt or worn) Safety glasses must be worn or kept close at hand at all times Uniform, safety boots and PPE are supplied to apprentices by EGT with replacements available annually. If apprentices require additional or specific uniform and/or PPE to meet the requirements of a site, please contact the EGT office to discuss. Please note: if you want your EGT apprentice in your own company uniform, it must comply with our uniform policy i.e. long and long, boots etc. 7

8 EGT APPRENTICES FIELD OFFICERS Part of the core operations of EGT is the role of the Field Officer. Field Officers provide a unique service and support mechanism to both Host Employers and apprentices. Field Officers support the apprentices and Host Employers by: Providing a continuous contact point and duty of care Assistance with pre-employment processes and induction training Providing information on the competences required of a work supervisor Providing advice and assistance with development of training plans Seeking feedback from new apprentices on training, safety and other issues Mentoring and coaching apprentices on all aspects of their work including attitude and performance Fulfilling expectations and legal obligations of the training contract Assisting with planning and implementation of additional training requirements Providing Workplace Health and Safety information and guidance Field Officers are vital to the success of our training program and are in the prime position to ensure that EGT apprentices and Host Employers receive continued support. One Host, One Field Officer To make life easier, EGT are able to dedicate a Field Officer, as a single point of contact to help reduce the chance of multiple visits for companies who have 3 or more apprentices. It also helps to improve communication, expand and manage training opportunities and develop a better working relationship between EGT and Host Employer. Specific Hire Agreement The Specific Hire Agreement (Annexure 2) is an option provided to Host Employers who would like to employ an apprentice through EGT for an extended period of time, generally no less than one (1) year. This agreement gives Host Employers the opportunity to employ apprentices through EGT and host them for up to the entire nominal term of the apprenticeship. It also gives Host Employers the chance to guarantee long term placement of an existing EGT apprentice. EGT will still facilitate scheduled rotations, for the apprentice to receive a well-rounded apprenticeship and will continue to provide the same apprentice management service. If you believe your business can benefit from these arrangements, please contact the EGT office to discuss. MANDATORY AND ADDITIONAL TRAINING It is a requirement that all electrical apprentices meet industry standards and undertake specialised training throughout their apprenticeship. Over the duration of a 4 year apprenticeship, EGT Apprentices will be trained in the following: Elevated Work Platform (EWP) Working Safely at Heights Prevention of Electrical Incidents 1 Multi Meter Applications (PEI 1) Prevention of Electrical Incidents 2 Isolation and Disconnection (PEI 2) Checking and Testing an Electrical Installation 1 & 2 EGT apprentices are also encouraged to surpass industry standards and have the opportunity to undertake additional specialised training, providing added value to the Host Employer at no additional cost. Additional qualifications available in the following: PLC 1 & 2 Instrumentation Optical Fibre Cabling Course Category 5/6/7 & Coaxial Endorsements EGT pays for the above training either fully or in part and will coordinate with Host Employers for the release of apprentices. A temporary replacement may be organised to ensure minimal disruption of workflow if required. 8

9 ADMINISTRATION TIMESHEET SUBMISSION Weekly timesheets form the basis on which apprentices are paid and from which calculations and charges to the Host Employer are made. Submission of a weekly timesheet is the responsibility of the apprentice and must be approved by the Host Employer or authorised representative prior to submission. Once approved, it is considered to be correct and binding and an invoice will be issued reflecting these details. It is therefore crucial that hours and relevant allowances be recorded correctly in the first instance for the apprentice to be paid and the Host Employer to be charged accordingly. Be aware if working on a construction site that this must be noted on the timesheet. EGT Apprentice App EGT launched an innovative online timesheet submission process in Using a custom-built smartphone app and an online dashboard, EGT apprentices and Host Employers can conveniently submit and approve timesheets electronically using cloud-based technology. Please contact the EGT office on for more information. If using paper timesheets, Host Employers should keep a copy of the timesheet from the apprentice each week to match against the relevant invoice. ALLOWANCES Apprentices may be entitled to allowances and are paid in accordance with the Electrical Group Training Ltd Collective Agreement or the Electrical Group Training Limited Wheatstone Project Agreement 2015 and the apprentices corresponding timesheet approved by the Host Employer. Host Employers will be invoiced and are liable to pay for all applicable allowances for apprentices hosted to them including but not limited to the following: Travel allowances Shift allowances Allowances and other expenses are charged to the Host Employer with an administration charge of 10% for NECA WA members and 20% for non-neca WA members included. EGT will pay for and administer the following costs: Annual leave Sick leave Public holidays Off the job training Workers Compensation Superannuation Income Tax Rostered days off (RDOs) (if applicable) When an apprentice is required to commence or cease work at the normal place of business (i.e. either the Host Employers office/depot), apprentices are not entitled to claim for travel. EGT will invoice the Host Employer for travel related claims by apprentices who are required to drive their own personal vehicle. The following is a guide only and was accurate at the time of printing this booklet but is subject to change. For current rates, please contact the EGT office on : Required to travel between job sites Required to commence or cease work on a job site within 50km from the Host Employer s office/depot Required to commence or cease work on a job site in excess of 50km from the Host Employer s office/depot 72 cents per kilometre Fare allowance of $14.20 per day Fare allowance of $14.20 per day Plus, payment of travel time in excess of 50km radius Travel time is paid at the apprentice s normal hourly rate of pay. EGT s travel policy is subject to change at EGT s sole discretion but Host Employers will be notified. EGT Travel Policy 9

10 ADMINISTRATION ALLOWANCES Overtime EGT, in conjunction with the Host Employer, has a duty of care to ensure that apprentices are not subjected to the heightened risk of working extended and excessive hours. EGT guidelines to the management of excessive work hours are as below. The following is a guide only and was accurate at the time of printing but is subject to change. For current rates, please contact the EGT office on Maximum continuous hours worked Maximum average hours worked per day over 14 days Consecutive periods exceeding 14 hours per day 0 Minimum continuous rest break per week Maximum hours worked per week Minimum rest period between days Minimum short rest periods 10 hour shifts Minimum short rest periods 12 hour shifts 5 hours 12 hours 1 day 72 hours 10 hours 1x 15mins & 1x 30mins 2x 15mins & 1x 30mins Sick Leave Apprentices must advise EGT and the Host Employer of any absence due to illness or injury, before their normal start time. Annual Leave Apprentices applying for leave are required to give a minimum of four (4) weeks notice. Leave must be taken at a mutually convenient time as agreed between EGT and the Host Employer. An EGT Leave Application form is to be completed prior to approval. Host Employers need to notify EGT of any intended dates of closure/shutdown periods. PAYMENT OF INVOICES Payment of EGT invoices may be made by any of the following methods: EFT Cheque Credit Card TRADING TERMS EGT will invoice the Host Employer for the services of the apprentice in accordance with the charge-out rates and approved timesheet. As per the Host Employer Agreement, the Host Employer agrees to make payment of all charges invoiced by EGT within seven (7) days of the invoice date. Unpaid invoices will attract a 2.5% surcharge on the invoice or at the sole discretion of EGT, interest on such overdue amount will accrue at the rate of overdraft interest charged by EGT s bankers. IN THE EVENT OF INDUSTRIAL ACTION The Host Employer is required to notify EGT immediately of the likelihood or occurrence of industrial action, on a site that an EGT apprentice is working on. EGT s aim is to ensure apprentices are not disadvantaged by any industrial action and the best possible outcome is determined for all parties concerned. 10

11 SAFETY AND SUPERVISION SUPERVISION REQUIREMENTS Regulation 50 of the Electricity (Licensing) Regulations 1991 states that electrical work must be effectively supervised for the purpose of preventing danger to life and property. The degree of supervision (direct or general) for an apprentice varies, depending on the complexity of a task and the individual s experience and competence. Direct (constant) Supervision the personal supervision of a worker, at all times, on a direct, constant basis, where the level of work and standard is constantly reviewed. General Supervision does not require direct supervision, but requires face to face contact on site throughout the day in order to check work being performed and provide additional instruction and assistance. General supervision is dependent on the nature of work and competence of the person undertaking the work. At a minimum, the Host Employer is required to adhere to the following supervision requirements: All supervisors must be licensed to carry out electrical work without supervision Have regard to the level of competence of the individual apprentice being supervised Consideration to the electrical work being undertaken as to the level of instruction and supervision required Have regard to the location and general circumstances in which the electrical work is being carried out Appropriate training and instruction is provided to apprentices of the use of safety equipment EGT apprentices are not permitted to work on live wires or live equipment EGT apprentices are not permitted to carry out High Voltage switching or any work on or in the vicinity of energised High Voltage equipment Ensure supervisors understand the difference between direct (constant) and general supervision and adheres to the below table It is the apprentice s responsibilities to: Ask questions and seek clarification and understanding if unsure Report any hazards identified At no time will any apprentice be permitted to undertake live or high voltage work. It is the Host Employer and apprentices joint responsibility to monitor and manage this requirement. At all times safe and satisfactory work practices and standards must be maintained. 11

12 SAFETY AND SUPERVISION SUPERVISION REQUIREMENTS The following table is a guide to the level of supervision required: TYPE OF WORK APPRENTICE YEAR SUPERVISION REQUIRED New installations (not connected to electricity) 1st Direct 2nd 3rd 4th or final 4th Direct/General General General Alterations and additions (existing installations) 1st Direct 2nd 3rd 4th or final 4th Direct Direct Direct/General Maintenance of installations and equipment 1st Direct 2nd 3rd 4th or final 4th Direct General (under isolation permit system) General Workshop tasks 1st Direct 2nd 3rd 4th or final 4th General General General Live Work 1st 2nd 3rd NOT PERMITTED UNDER EGT POLICY 4th or final 4th Isolation of installations and equipment 1st Not permitted 2nd 3rd 4th or final 4th Not permitted Direct General High Voltage (HV) Work 1st 2nd 3rd NOT PERMITTED UNDER EGT POLICY 4th or final 4th 12

13 SAFETY AND SUPERVISION REPORTING ACCIDENTS AND INCIDENTS/WHS REQUIREMENTS EGT is committed to ensuring the Health and Safety of all employees. It is essential that all incidents and injuries are reported as soon as practicable. All incidents and injuries sustained by an EGT apprentice at work or at home (requiring time away from work) must be reported to EGT as soon as practicable. The purpose of reporting incidents and injuries is not only to ensure employees are fit for work, it also helps to ensure any hazards contributing to the incident and/or injury are eliminated or managed to prevent further occurrences. The flowchart below is a guideline to assist with the reporting of incidents/injuries of EGT apprentices: INCIDENT/INJURY OF AN EGT APPRENTICE OCCURS INJURED EGT APPRENTICE(S) SEEKS FIRST AID TREATMENT AND NOTIFIES IMMEDIATE SUPERVISOR INJURY/INCIDENT TO BE REPORTED VERBALLY TO: HOST EMPLOYER, FIELD OFFICER AND EGT INJURY MANAGEMENT COORDINATOR IF REQUIRED, EGT APPRENTICE TO SEEK FURTHER MEDICAL ATTENTION, IF THE INJURY IS SERIOUS OR LIFE THREATENING ATTEND THE NEAREST EMERGENCY DEPARTMENT THE EGT INJURY MANAGEMENT COORDINATOR INITIATES INVESTIGATION OF INCIDENT AND ALLOCATES WHS OFFICER TO INVESTIGATE EGT S PREFERRED PROVIDER IS REDIMED HOST EMPLOYER NEEDS TO ENSURE ALL RELEVANT EGT PERSONNEL HAVE ACCESS TO THE INCIDENT SITE AND HAS A RESPONSIBILITY TO PRESERVE THE INTEGRITY OF THE INCIDENT SITE FOR INVESTIGATION PURPOSES HOST EMPLOYER MUST SEND THEIR INCIDENT REPORT FORM TO WHS OFFICER FOR INCLUSION INTO INVESTIGATION FILES EGT INJURY MANAGEMENT COORDINATOR WILL LIAISE WITH THE HOST EMPLOYER IN REGARDS TO THE APPRENTICE S RETURN TO WORK OPTIONS 13

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