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Authorised Officer Induction Program Sample Inductee Handbook ENVIRONMENT PROTECTION AUTHORITY VICTORIA

Contact [email protected]

Version 4th Edition

Modified Date August 2015

Date of next review August 2016

EPA Authorised Officer Induction Program

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Copyright and distribution

The information contained in this publication is protected by copyright and cannot be reproduced in any form without the express permission of the Environment Protection Authority Victoria. For further information please contact us on 1300 372 842 (1300 EPA VIC) or email [email protected]

This publication is current as at 19 July 2015, and replaces and supersedes all previous versions of this publication.

First published August 2013

Second edition November 2014

Third edition July 2015

Fourth edition August 2015


CONTENTS

Introduction ........................................................................................................................................ 4

How Induction will be delivered ....................................................................................................... 6

Participation Protocols ..................................................................................................................... 7

Travel & accommodation .................................................................................................................. 9

Roles & responsibilities .................................................................................................................. 10

How the Authorised Officer Induction Program is designed ...................................................... 12

Assessment ................................................................................................................................... 13

Phase 1: Pre-intensive tasks & activities to be completed by Inductee .................................... 15

Phase 1 Tasks and activities checklist .......................................................................................... 16

Phase 2: Intensive training program & environmental workshops ............................................ 21

Option 1 Example: 10 week intensive training program ................................................................ 21

Option 2 Example: 3-week intensive training program schedule .................................................. 24

Appendix: Glossary of terms ......................................................................................................... 37


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Part 1

About the EPA Victoria Authorised Officer Induction Program

This section gives you the information about what is involved in successfully

completing the EPA Authorised Officer Induction Program.

Introduction

Welcome Welcome to the EPA Authorised Officer Induction Program.

‘All individuals authorised by the EPA must exercise their powers in accordance with the law. Individuals are accountable for their actions and must perform their duties in a consistent, constructive, fair and transparent manner.

Given the importance of the roles, legal powers and obligations, EPA maintains rigorous processes for appointing and managing authorisations and delegations of specific powers to EPA and non-EPA staff.’

EPA Authorisations: Roles and Powers Policy

Authorised officers The Environment Protection Act 1970 (EP Act) allows EPA to appoint staff to the role of authorised officer. The appointed officers can then exercise powers given to them by the EP Act.

The primary role of EPA’s authorised officers is to ensure that businesses, government and individuals comply with the EP Act.

They do this by:

inspecting businesses and premises; providing guidance and

advice about how to comply; and enforcing the law – requiring

risks and impacts to be remedied and, where necessary,

applying sanctions or punishment to deter non-compliance.

What the EPA

wants for its

officers

The EPA is committed to providing the support and training that officers need in order to perform their role.

The EPA wants:

Officers trained and assessed to be authorised

Increase levels of confidence, knowledge and support reported

by the field force to apply its regulatory function

Greater consistency in regulatory decision making that reflects

the use of evidence and knowledge

Effective use of notices and other regulatory tools

Maintenance of the benchmarked standard required for the role

of an authorised officer.


What is induction? The Authorised Officer Induction Program is a structured and planned approach to preparing employees for the authorised officer role.

Induction incorporates the best elements of the coaching and mentoring that the EPA has historically provided to its trainee officers and combined that with formal training and competency based assessments. This has resulted in a planned and systematic learning and development program designed to prepare you for your role as an authorised officer with EPA Victoria.

Purpose of the

Authorised Officer

Induction Program

To provide enough information, practice and on-the job experience so trainees are ‘field ready’ at the conclusion of the program and can demonstrate their competence to be appointed as an authorised officer (AO Level 1) under the EP Act .

RSD-SP-92

Managing

operations

authorisations

Explains the authorised officer appointment process

Powers of an AO

Level 1

Power of entry (EP Act s55(1))

Inspection – assessment of compliance (EP Act s55)

Issue an inspection report

Issue remedial notices (EP Act s31A, s31B, s62A), limited to

works under $50,000

Give a direction under EP Act s62B, limited to the duty holder of

the site being inspected.

Progression to AO

Level 2

EPOs and Investigators require full authorised officer powers. Therefore after a minimum of six months working in an operations unit under supervision, officers in these roles undergo an assessment of their competence in operations activities to become an AO Level 2.

Related documents EPA Authorisations: Roles and Powers (EPA publication

1478.2) – EPA website

RSD-SP-92 Managing operations authorisations (SOP) –

Intranet>Policies & procedures>Field operations>Authorisations

http://sp13intranet/PPF/Pages/PPFresults.aspx?ppftag=Authorisations&tag2=blank


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How Induction will be delivered

Phase 1: placement in

operations unit &

Phase 1 tasks

EPA employees working as trainee authorised officers, will work in their ‘home’ operations unit for three months and receive coaching/mentoring from both their team leader and the senior AO who has been assigned as their mentor.

This will enable the trainee officer to become part of their team, attend corporate orientation, complete their probation (if a new employee) as well as develop some understanding of the role of the authorised officer and how the EPA works, before attending the Phase 2, intensive induction training program.

There are a number of tasks the trainee officer needs to complete in this time, see page 14.

Phase 2: Intensive

training program

There are 2 timetable options:

1. 10 week intensive (includes the environment workshops)

2. 3 week intensive + monthly 2-day environment workshops over 6 months

The difference between the 2 programs is in the pace, resource impact on the organisation and when the trainee attends the environment workshops.

With either option, it takes approximately 6 months for a trainee officer to become authorised.

At EPA Victoria we recognise that it takes 12 months to grow an EPO as there is a lot to learn to be able to exercise the necessary judgement and discretion. We also recognise that learning is an important and ongoing role for all our authorised officers.


Participation Protocols

Context EPA Victoria is committed to providing the support and training that authorised officers need in order to perform their role.

The Authorised Officer Induction Program is a competency based program which means that inductees will be required to demonstrate their competence to be authorised. This program plays an important role in ensuring that inductees have received training and demonstrated their competence to be authorised.

Participation To be authorised under the Environment Protection Act 1970 inductees must attend the AO Induction Program and successfully complete the assessments.

Attendance Inductees are required to attend all training sessions and participate in all AO Induction Program activities e.g. field work, coaching sessions, self-directed learning etc.

Assessment Assessment is an integral part of a competency based system.

Evidence of competence will be collected and evaluated during the Program (formative assessment) culminating in the submission of an evidence portfolio for the final, summative assessment.

Pass mark In a competency based system there is no pass or fail, there is only ‘competent’ or ‘not yet competent’.

In the event that an inductee is found ‘not yet competent’ they will receive additional coaching and support to be able to demonstrate their competence.

Homework Homework will not be required. As this is a requirement of the role, EPA will provide the necessary work time for inductees to attend the Program and complete the assessment tasks.

Support that will be

provided

The EPA is committed to providing the support and guidance the inductees need to succeed in the Program.

There are a number of people who will provide support to the inductee, including the Program Manager Training, the inductee’s manager, team leader and/or mentor, and the trainers and assessors involved in delivering the Program.

Flexible working

arrangements

In developing the Induction training schedule, we have taken into account a number of factors to enable the Program to be as accessible as possible. This includes travel and accommodation, school holidays and part-time employees.

For those inductees who work part time and who may be impacted by the requirement to attend the Authorised Officer Induction Program, their manager will provide them with a minimum of 4 weeks’ notice to vary the flexible working arrangement to enable them to make suitable arrangements so they can attend the classroom training days.

EPA Victoria will meet its obligations under the VPS Workplace Determination 2012 regarding childcare.

Sick leave If an inductee misses one or two days of the Program due to being on sick leave, we will work with the affected person to help them catch up.

If an inductee needs to take extended sick leave (e.g. more than 3 days consecutively), then the EPA will need to identify how much of the AO Induction Program has been missed, what would be required to catch up and whether that can be achieved within the required timeframe or whether the inductee will need an extension of time to successfully


8

complete AO Induction.

Annual leave Inductees will not be able to take annual leave during the training intensive and on other training days.

Flexi Leave Can only be taken on the non-training/field placement days, subject to approval.

What happens if an

inductee doesn’t

participate

There may be circumstances that impact on an inductee’s successful participation in the Authorised Officer Induction Program including:

Inability to meet the competency standards by the target date

despite support provided.

Refusal to participate.

In the above situations the following protocols apply:

A face-to-face meeting will be arranged between the inductee,

their manager, a representative from Operations Capability Unit

and/or People and Culture Unit (as relevant to the circumstances).

The inductee has the right to have a representative or support

person present at the meeting.

The meeting will seek to identify the issues or barriers relevant to

the circumstance and explore options for addressing them with a

view to determining an agreed outcome for the individual

concerned.

Where there is no possibility of an agreed outcome, EPA

management will need to determine what action to take in the

circumstances. This most likely will involve the implementation of

a performance improvement plan in accordance with the P&C

SOP Managing Performance Issues.

Alternatively, on a case by case basis, consideration may be

made toward redeployment to an alternative position, i.e. a role

which does not require the employee to meet Authorised Officer

competencies. This would include an evaluation of operational

requirements and the suitability of the employee’s experience and

qualifications.

Any action taken will be in accordance with the VPS Workplace

Determination 2012, and EPA’s People & Culture policies and

procedures, as relevant.


Travel & accommodation

Regional Inductees Where inductees are based in regional offices and are required to travel to Melbourne to attend training workshops, accommodation in Melbourne may be provided.

Arranging

accommodation

Accommodation is to be arranged and funded by the Inductee’s own unit.

Reimbursement for

meals

Meals are also covered by this arrangement. To claim meals and incidentals complete EPA’s Petty Cash Claim form (Under $100). This form must be processed by administration staff from the Inductee’s unit.

Please speak to your administration staff if you have any questions about accommodation or allowances.


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Roles & responsibilities

Inductees Attend the training; actively participate; transfer their learning to their work, submit their assessment tasks by due dates.

Mentors Show visible leadership and support to enable their inductee to

succeed e.g. coaching, answering questions, reinforcing key

concepts, making sure they are staying on track

Lead by example e.g. modelling EPA’s values and behaviours

Arrange supervised field visits during periods specified in the

Induction Schedule (from pp 21).

Monitor the Inductee’s progress

Attend periodic meetings throughout the Induction Program

with the L&D team and fellow team leaders/Mentors

Follow up on any non-attendance by their Inductee

Provide feedback for continuous improvement to the program –

see induction improvements register

Conduct the field visit and interview assessments of their

Inductee

Complete the ‘coach report’ to accompany the evidence

portfolio submitted by their Inductee

Share learnings. My Team leader/Mentor is: ______________________________________

Team leaders Show visible leadership and support to enable their Inductee to

succeed e.g. coaching, answering questions, reinforcing key

concepts, making sure they are staying on track

Actively support the Authorised Officer Induction Program

Lead by example e.g. modelling EPA’s values and behaviours

Monitor the Inductee’s progress

Provide feedback for continuous improvement to the program –

see induction improvements register

Share learnings. My Team leader is: ______________________________________

Director &

managers

Show visible leadership & actively support the Authorised Officer Induction Program.

Assessors Work as part of Assessment Panels to conduct the final authorisation assessments.

Program Manager,

Training

Design, develop and deliver a quality competency based Authorised Officer Induction Program that delivers the required learning outcomes and provides sufficient places to enable everyone in the agreed target group to attend.

The Program Manager Training is: ____________________________


Operations

Learning &

Development

officer

Program coordination & scheduling

Training & assessment resources

Evaluations

Inductee records

Venues & catering The AO Induction Learning & Development officer is: _________________________________


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How the Authorised Officer Induction Program is designed

A blended learning

program

The Authorised Officer Induction Program is a blended learning program that has been designed to take into account travel, part-time employees as well as providing multiple opportunities for inductees to put into practice what they learn in the training.

As a blended learning program, AO Induction incorporates face-2-face training, coaching, self-directed learning, field placements, webinars & eLearning.

This means that we all have an important role to play in making this program a success: you, the inductee; your manager, team leader /mentor and the Operations Learning Team.

A clear and structured

pathway

The Authorised Officer Induction Program has been designed to provide you with a clear and structured pathway that maps the skills, knowledge and experience you need to develop in your journey to becoming an Authorised Officer and how you will be supported to achieve this.

Face 2 Face Time Work as a group with different trainers, facilitators and subject matter experts so you develop your knowledge and skills, practice using them, collaborate on problem based case studies with your colleagues, share learning’s, grapple with the complex and ambiguous.

Multimedia learning Develop underpinning knowledge (theory) so we can make the most of the face to face time e.g. through eLearning, Lync webinars.

Induction Program

Collaborative Site

(SharePoint)

Find training resources including presentation PowerPoint slides; and discuss Induction training topics on the Induction SharePoint site.

Intranet>Services>Collaborative Sites>Operations Site>Induction Program

Self-directed learning The Development Guide that you will receive in Week 1 of the intensive, maps out the things that you need to do to help your learning

Face 2 face

time

Competency

based

Mentoring / In field

coaching

Self-directed

learning

Multimedia Learning

EPA Authorised

Officer Induction Program

http://appdev/Operations/induction/default.aspx

http://appdev/Operations/induction/default.aspx


e.g. sourcing and reading policies and procedures, working with your Mentor to arrange appropriate field visit opportunities, practicing your inspection report and notice writing, compiling your evidence portfolio and other assessments.

In-field coaching Your team leader/ mentor play vital roles in supporting you through induction by providing you with weekly coaching, helping you to put into practice what you’ve learnt, arranging field visits, answering questions and monitoring your progress.

Assessment

What is the

authorisation

assessment?

In order to be appointed as an authorised officer under the Environment Protection Act 1970, trainees undertaking the Authorised Officer Induction Program must demonstrate their competence in exercising AO powers, through various assessment tasks during the program.

A competency based

approach

A competency based approach focuses on the performance of real job

skills in real work situations.

Someone who is competent can demonstrate that they have the required skills and knowledge and be able to apply these to the standards of performance required in the workplace.

This means that throughout the Authorised Officer Induction Program there will be assessable activities to help monitor your progress and prepare you for the key assessments where you will need to demonstrate your competence to be authorised.

How you will be

assessed

The demonstration of competence is based on the whole program:

Attendance & participation

Behavioral competencies

Workshops with assessable components

EP Act exam – open book

Final authorisation assessments – evidence portfolio, field

visit, assessment interview.

RSD-GL-33

Authorised Officer

Induction

Assessment Guide

Sets out all assessment requirements and information.

It is important that you read it carefully!


RSD-SP-92 Managing

operations

authorisations (SOP)

This document explains the authorised officer appointment process is explained in full.


Who will assess you Your progress during the AO Induciton Program will be monitored by

your Team Leader, Mentor and the AO Induction Program Coordinator.

The Final Authorisation Assessment will be conducted by EPA’s

operations Assessment Panel.

http://sp13intranet/PPF/Pages/PPFresults.aspx?ppftag=Authorisations&tag2=blank


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Recognition of prior

learning (RPL)

RPL is offered to eligible Inductees who believe they have vocational, operational or educational experience that could exempt them from Induction Program modules.

To be eligible to apply for RPL inductees must have a minimum of 12 months current service with the EPA.

To apply for RPL contact the Operations Learning & Development Team to obtain a copy of the Authorised Officer Induction RPL Guide.


Part 2

Undertaking the EPA Victoria Authorised Officer Induction Program

This section explains what is involved in successfully completing the Authorised

Officer Induction Program.

Phase 1: Pre-intensive tasks & activities to be completed by Inductee

Introduction There are a number of tasks and activities that you need to complete so that you can participate in the Phase 2 Authorised Officer Induction Training Intensive. These are listed on pages 17-22.

As you complete them, please make sure that you and your Mentor signs them off.

Submission of

Phase 1 tasks

Scan your completed and signed Phase 1 tasks list and email to the L&D officer by

13 October 2015.


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Phase 1 Tasks and activities checklist

Inductee name: [NAME]

Corporate

Induction

The Corporate Orientation Program run by P&C is an important part of being an employee of the EPA. You need to attend the Corporate Authorised Officer Induction Program activities as they become available: http://sp13intranet/WorkingAtEPA/Pages/Home.aspx

To find out more check EPASS and talk with your Mentor.

Uniforms Make sure that you have received the required EPA uniform before heading out into the field.

Your Mentor will help you organise this (if you don’t have it already).

Uniform received:

Inductee signature: _________________________________________

Mentor signature: ______________________________________

OH&S Your safety at work is most important.

EPA's safety objective is Zero Harm – aiming to eliminate work-related injuries and illnesses, unsafe work practices, and promote the health, safety and wellbeing of all employees, contractors, volunteers, and visitors.

Important factors in achieving our aim include: creating a positive safety culture, open communication, education and awareness, appropriate guidance and tools, and regular monitoring against targets.

http://sp13intranet/WorkingAtEPA/Pages/OHS.aspx

What are EPA’s strategic OH&S objectives?

__________________________________________________________

__________________________________________________________

__________________________________________________________

PPE Make sure that you have the necessary PPE.

Your Mentor will help you organise this (if you don’t have it already).

PPE received



Field Safety

eLearning

You need to do the Field Safety eLearning course before heading out into the field. The Field Safety Training link is on the Intranet, under Internal Services: http://sp13intranet/Services/Pages/Field-safety-training.aspx

On successful completion of the Field Safety eLearning course a certificate is generated – please send that to the Training Coordinator via the email link provided in the course.

Date completed: ____________________:



http://sp13intranet/WorkingAtEPA/Pages/Home.aspx

http://sp13intranet/WorkingAtEPA/Pages/OHS.aspx

http://sp13intranet/Services/Pages/Field-safety-training.aspx


First Aid The EPA has identified the key topics that all authorised officers should do:

Shock, Bleeding (with demonstration of bandaging), Grazes, blisters and minor wounds; Bleeding nose; Burns; Sprains and Strains (including demonstration of Compression bandage); Broken Bones/Fractures (general); Head, neck and spinal injuries; Eye & facial injuries; Bites & stings; Overexposure to heat & cold; Preventing infection whilst providing First Aid.

St Johns Ambulance have 2 suitable offerings, both of them are available through flexible learning: AFA in 2 days or AFA in 1 day.

https://ssl.stjohnvic.com.au/training/

Course payment: Operations Training will provide funding up to $220 per inductee.

Date enrolled: ______________________

Date completed: ____________________



Field visits You can’t go out in the field too much!

Going out with different officers and seeing how they work is an invaluable way to learn about how you plan to be an officer.

Talk to your Mentor about accompanying different officers out in the field.

Rotation to

another team

This is an opportunity to spend some time with another team in another office to expand your understanding of your role as an authorised officer as well as learning more about different types of pollution issues.

Criteria:

choose a team/office that is different to your home office e.g.

different location/issues

links to the Annual Compliance Plan.

Work with your Mentor to identify a suitable opportunity.

Timeframe – 2 nights.

Organising the rotation – once you’ve identified where you would like to go, you and your Team Leader/Mentor will need to approach the host team and make the necessary arrangements.

Tell the Operations L&D team what you have planned!

Accommodation: If accommodation is required, this must be arranged and funded by the Inductee’s unit.

Host team & location: __________________________________

Why you chose this team (see criteria above): __________________________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________

Dates: ____________________________


Mentor signature: _____________________________________

https://ssl.stjohnvic.com.au/training/


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Court time Spend a day attending/sitting in on a criminal proceeding being heard in the Magistrates Court of Victoria.

EPA offences are predominantly indictable matters triable summarily. As an Authorised Officer you are also an officer of the court. In your role you may be required to give evidence (whether this is a common occurrence it is still an important part of your role). It is important that you start to develop your understanding of how the court system works.

Magistrates Court attended: __________________________________

Matter that was being heard: _________________________________

Date attended: ____________________________



Prosecutions Check out the EPA Victoria website.

List 2 prosecutions that EPA has conducted and the results:

1. _____________________________________________________

2. _____________________________________________________

EPA Victoria

website

The EPA website has lots of valuable information for the general public and for EPA employees. Make sure that you are familiar with the website and what it has to offer.

EPA Victoria

Intranet

This is where you go to find information that will help you do your job. Make sure you know your way around: Intranet>Policies & Procedures>Field Operations

Name 2 documents in Operations Policies & Procedures:

_____________________________________________________________

Who are EPA’s target audiences?

_____________________________________________________________

_____________________________________________________________

_____________________________________________________________

_____________________________________________________________

_____________________________________________________________

Where can you find the 5 year plan?

_____________________________________________________________

Watch the Corporate Video

Operations

Collaborative Site

(SharePoint)

The Operations collaborative site is a communications hub for EPA operations staff.

Find general resources for ops staff, and connect with the operations policies and procedures and training programs provided by Operations Capability Unit. Intranet>Services>Collaborative Sites>Operations Site.

This page is also the place to post links and resources of interest to ops staff. Everyone is invited to contribute.

List 2 documents on the Operations collaborative site that are useful to know about as an authorised officer:

1. _____________________________________________________

2. _____________________________________________________

http://www.epa.vic.gov.au/~/media/Publications/1478%202.pdf

http://sp13intranet/PPF/Pages/PPFresults.aspx?ppftag=Field+operations&tag2=blank

http://sp13intranet/PPF/Pages/PPFresults.aspx?ppftag=Field+operations&tag2=blank

http://appdev/Operations/default.aspx


Ibis Ibis is a centralised and integrated source of information on all EPA Victoria stakeholders – the people and businesses that interact with EPA.

Ibis ensures that EPA staff are able to perform their duties both efficiently and accurately.

It is important that you understand and are able to use key Ibis functions before you start the Authorised Officer Induction Training Intensive.

Getting started

with Ibis:

Learn to use Ibis through:

Ibis Fundamentals training

Using the Ibis Knowledge Centre

Reading the SOP for the process/task you are completing before

going into Ibis

Coaching sessions with your Team Leader/Mentor/other team

members ensuring you understand and can do.

Practice!

Ibis checklist The Ibis checklist on the next page lists the key Ibis functions that all Authorised Officer Inductees need to be able to use and to what level. Complete the checklist as you familiarise yourself with the functions.

http://sp13intranet/Services/Pages/Ibis.aspx


20

Ibis Checklist

This checklist lists the standard of skill or knowledge required by trainees before they start the AO Induction training

intensive. Sign and date the checklist once the required standard has been achieved.

Ibis skill or function Standard required

Able Familiar Not

Speak Ibis (but not necessarily fluent – functional language)

Ibis Navigation Basics; log on, search, work list and basic tasks

Accounts – search (finding the right account), create , edit

Work list – view, manage, traffic light indicators, remove completed items

External Interactions & how ERD uses them

Govern Authority Decisions: a common approval function

Follow-Up Activities: some common business functions that apply to multiple transaction types

GIS – an integrated tool used to create and manage location data

Document Management: manage attached documents, folders and properties

Notes

Outgoing Emails

Reports: access & open, navigate, schedule & export, navigation

Desktop assessment – create, send, perform, record

Incident management – search, create, link existing Interaction records to an existing incident service request (understand what is in there and what it tells them – not everyone has access – admin may do it….difference between IR & notification task

Inspections (planning) – create/update Inspection Service Order

Inspection Reports – create, update/edit/change status…CRUD

Inspection Reports – close, create follow-on actions (if not authorised – can’t do these actions but need to understand how)

Remedial Notices – initiate, Draft

Remedial Notices - Finalise, Amend, suspend, Cancel, Revoke

Evidence objects – sampling, photos, anything evidence related

Penalty Infringement Notices (the Ibising of the PIN)

ERP Referrals

Audits - searching

Licenses – how to find a single and corporate license

APS – search

Role specific Ibis functions as required

Date completed: ____________________________

Inductee signature: ____________________________ Mentor signature:---------------------------------------------


Phase 2: Intensive training program & environmental workshops

Introduction The AO Induction training program intensive training can be run either as a 10 week intensive or a 3 week intensive followed by monthly 2-day workshops over 6 months.

Option 1 The AO Induction training program comprises:

10 week intensive program, includes environment workshops, + supervised field work

Option 2 3 week intensive program + supervised field work with the environment workshops running as 2 day workshops on a monthly basis

Option 1 Example: 10 week intensive training program

Week 1

Day Date Where we’ll be What we’ll be doing

Tuesday

10am-5pm

3/2

Macleod Welcome & Introduction, ER Director

EPA’s regulatory approach

Regulatory Craftsmanship

The role of the authorised officer

Contemporaneous notes

Plenary session with Directors

Wednesday

9am-4pm

4/2 Macleod EP Act Fundamentals

Offences & elements (points of proof)

EP Act – s.55

Thursday 5/2 Field days Supervised site visit

Workbook tasks and learning journal Friday 6/2

Week 2


Monday 9/2 Virtual learning day, home office

Weekly Inductee Team meeting via Lync

Weekly 1:1 with mentor

Preparation time for the coming week e.g. Workshop pre-work, upcoming field visits

Study time (self-paced…)

Update evidence portfolio

Workbook tasks and learning journal

Tuesday

10am-5pm

10/2 Group learning day, Macleod

Compliance fundamentals

Wednesday

9am-4pm


Inspections: planning and inspection reports

Thursday 12/2 Field days Supervised site visits

Draft own inspection report & contemporaneous notes – review with mentor

Friday 13/2

Week 3







22




Tuesday

10am-5pm


Remedial Notices

Intro to compliance & enforcement tools and voluntary compliance

Duty holders

Legal Entities

Types and writing them

Wednesday

9am-4pm

18/2


Draft own inspection report, notice & contemporaneous notes – review with mentor

Friday 20/2

Week 4









Tuesday

10am-5pm


Investigative skills

Wednesday

9am-4pm


Air Pollution, Day 1



Friday 27/2

Week 5


Monday 2/3 Learning day, home office







Tuesday

10am-5pm


Evidence

Wednesday

9am-4pm


Sampling – Intro



Friday 7/3

Week 6


Monday 9/3 LABOUR DAY HOLIDAY

Tuesday

10am-5pm

10/3 Group learning days, Macleod

Fresh Water

Wednesday

9am-4pm

11/3




Friday 13/3

Week 7



EP Act Exam







Tuesday

10am-5pm


Noise

Wednesday

9am-4pm


Waste 101



Friday 20/3

Week 8









Tuesday

10am-5pm


Soil Sampling

Wednesday

9am-4pm


Landfill



Submit evidence portfolio

Friday 27/3

2 week break – school holidays 30/3 to 10/4/15

(Evidence portfolios assessed, field visit assessments conducted, Ibis process)

Week 9









Tuesday

10am-5pm


Air Pollution Day 2 (Odour)


24

Wednesday

9am-4pm


Landfill site visit



Friday 17/4

Week 10



EP Act exam debrief

Evidence Portfolio feedback





Tuesday

10am-4pm


Contaminated Sites

Wednesday

10am-1pm

22/4 Group learning day…? 200Vic

Reflect/review/debrief the program

Post-induction – where to from here

Graduation

Option 2 Example: 3-week intensive training program schedule

Week 1, 20-23 October 2015

Day Date/Time Where we’ll be What we’ll be doing

Tuesday 20/10

10am-5pm

Macleod Welcome & Introduction

The Regulatory Craft

Plenary session with Directors


Wednesday 21/10

9am-5pm

Macleod EP Act Fundamentals

AO Powers, Role & Responsibilities

Communicating with duty holders

Thursday 22/10

9am – 4pm

Macleod Offences & elements (points of proof)

Compliance fundamentals

Friday 23/10 Home office/field Supervised field visits. Take contemporaneous notes. Review with Mentor.

Week 2, 26-30 October 2015





Preparation time for the coming week e.g. workshop pre-work, upcoming field visits



Tuesday 27/10

10am-5pm

Macleod OH&S

Inspection reports

Wednesday 28/10

9am-5pm

Macleod Remedial notices (Day 1 of 2)

Thursday 29/10

9am-4pm

Macleod Remedial notices (Day 2 of 2)

Friday 30/10 Home office/field Supervised site visits

Draft own inspection report & remedial notices –review with


mentor.

2-6 November 2015 – Melbourne Cup Day week During Melbourne Cup Day week we take a break from face to face training at Macleod. During this week Inductees need to be getting out in the field to start building their evidence portfolio due on 18 December.

Week 3, 9-13 November 2015




EP Act exam (open book)


Tuesday 10/11

10am-5pm

Macleod Evidence – gather and manage

Wednesday

11/11

9am-5pm

Macleod Investigative skills

Thursday 12/11

9am – 4pm

Macleod Introduction to sampling (full day)

Friday Home office/field Supervised site visits

Draft own inspection report & remedial notices –review with Mentor.

Field work & assessment period

13 Nov – 18

Dec 2015

After the 3 week intensive trainees will return to their units. During this time they will continue to gain field experience, compiling evidence (work product) for their portfolios and completing other assessment tasks.

Assessment

dates

EP Act exam: 9 November 2015 (from home office, open book)

Field visit assessment, interview and portfolio due: 18 December 2015

Assessment panels will occur over January/February 2016 with authorised officer appointments being made in February/March 2016.

Environmental workshop schedule

10 & 11 Feb 2016


Wednesday 10/2/16, 10am-5pm Macleod Air Pollution (Day 1 of 2)

Thursday 11/2/16, 9am-4pm Macleod Air Pollution – Odour (Day 2 of 2)

9&10 March 2016


Wednesday 9/3/16, 10am-5pm Macleod Fresh water (Day 1 of 2)

Thursday 10/3/16, 9am-4pm Macleod Fresh water (Day 2 of 2)

13 & 14 April 2016


Wednesday 13/4/16, 10am-5pm Macleod Waste 101 (Day 1 of 2)

Thursday 14/4/16, 9am-4pm Macleod Soil Sampling

18 & 19 May 2016


Wednesday 18/5/16, 10am-5pm Macleod Noise (Day 1 of 2)

Thursday 19/5/16, 9am-4pm Macleod Marine Pollution Response

15 & 16 June 2016



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Wednesday 15/6/16, 10am-5pm Macleod Waste (Day 2 of 2)

Thursday 16/6/16, 9am-4pm Macleod Noise practical (Day 2 of 2)

13 & 14 July 2016


Wednesday 13/7/16, 10am-5pm Macleod Landfills

Thursday 14/7/16, 9am-4pm Macleod Contaminated sites


Authorisation Assessments

Who is this

authorisation

assessment for?

This assessment is designed for trainee Authorised Officers (AOs) who

have successfully completed the Authorised Officer Induction Program

required by the EPA and are ready to demonstrate their competence to be

appointed as an AO Level 1 under the Environment Protection Act 1970.

To be considered for appointment as an Authorised Officer, inductees

must:

Be appropriately skilled

Provide a police security check.

The process for appointing Authorised Officers includes:

Trainee AO completes the Authorised Officer Induction Program

and gains associated field experience

Trainee AO undergoes assessment.


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Assessment Criteria Overview

The Assessors

are seeking

evidence that the

inductee can:

Identify the jurisdictional powers and boundaries of EPA Authorised

Officers

Identify the areas of operation within EPA Victoria and its

roles/responsibilities

Apply their knowledge of the limit of officer powers under the

Environment Protection Act 1970

Conduct compliance inspections including:

Introduction of self in accordance with EPA Victoria protocols

o Seek out Duty Holder

o Consider own safety requirements

o Validate/verify information given

o Identify pollution issues

o Identify the Acts and Regulations as they apply to pollution

issues

o Provide practicable measures for control of risk

contravention in Notices/Directions

o Clearly articulate to the duty holder what compliance may

look like

o Negotiate notice/direction timeframes

o Make notebook entries

o Explain appeals process (where applicable)

o Complete Inspection Report and provide copy to duty holder

within the required EPA timeframes

Follow up with premises to ensure compliance with legislation and

any notices issued to the agreed timeframe

Identify strategies for facilitation including site visits, group meetings

and notices

Provide advice to stakeholders in accordance with legislative

guidelines, regulations and EPA protocols

Monitor premises/site improvements and provide advice where

required to maintain the improvement strategy effectiveness

Evaluate environmental performance post facilitation and provide

information to clients and EPA staff on the results and future

strategies to improve compliance.


About the Authorisation Assessment

A competency

based approach

Someone who is competent can demonstrate that they have the required

skills and knowledge and be able to apply these to the standards of

performance required in the workplace.

A competency based approach focuses on the performance of real job skills

in real work situations.

Assessment Competency-based assessment is the gathering and judging of evidence in

order to decide whether a person has achieved a standard of competence.

Inductees are required to complete the assessment work to a satisfactory

level to demonstrate the required competency standard.

In a competency based system there is no pass or fail – Inductees have

demonstrated their competency or have not yet demonstrated their

competence. Where needed, further coaching and support will be provided

to enable every Inductee to demonstrate their competence.

Evidence Evidence is an essential part of the assessment criteria.

Evidence is something that demonstrates your competence. It can include

evidence portfolios of work product, written assessments of knowledge,

simulations, workplace observation over a period of time, oral assessment;

and project work.

Objective

assessment

decisions

To make the assessment decisions as objective as possible a set of

standard assessment tools and processes have been developed by the

Operations Training Team as part of the Authorised Officer Training &

Reauthorisation Program 2012/13.

Assessments will be conducted by Assessment Panels

The assessment tools and processes will be used by all Assessors.

The assessment

decision

When the evidence portfolio has been provided, the assessors need to

make an overall judgement of competence by comparing the evidence

provided by the inductee with the assessment checklists and making a

decision as to whether the necessary competence has been demonstrated

or not’. 1

Assessment

results

In a competency based system there is no ‘pass’ or ‘fail’. There is only

‘competent’ or ‘not yet competent’.

If an inductee’s evidence is insufficient for the assessor to make a decision

we will contact you.

1 The Assessment Practical Guide (Rumsey, 1994: p9)


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Reassessment If the Inductee is assessed as ‘not yet competent’ against any of the

elements of the assessment, he/she will be offered the opportunity to be

reassessed.

The Assessor will provide the Inductee with feedback and guidance in

relation to the specific areas that the Inductee has not yet demonstrated

competence in. The Inductee will usually be asked to submit additional

evidence.

Confidentiality /

Privacy

All records relating to assessment will be treated according to the EPA VI

Privacy Policy and kept confidential.

Coordinating the

assessors &

inductees

The Program Manager Training will coordinate the Assessors and Inductees

so that we avoid having assessors and inductees coming from the same

team or office.

Note - assessors and inductees are not to arrange assessments

independent of the project.

Assessors All Assessors:

are registered with the Operations Support Unit (OSU)

only use assessment tools approved by OSU

document the process and outcome of assessment according to

the guidelines in the assessment tools

provide feedback on the assessment

provide opportunity for the inductee to give feedback on

assessment

treat the assessment as confidential

Inductees rights

and

responsibilities

The inductee has the right to a fair assessment.

The inductee has the right to see the written records of their

assessment

The inductee has the right to appeal against an assessment

decision. See ‘Appeals’ below

The inductee must submit their complete evidence portfolio by the

due date

The inductee must provide authentic work, that is their own work.

Feedback Throughout the assessment the inductee will be provided with positive and

relevant feedback to support them to become authorised.


Appeals If an Inductee is not happy with an assessment outcome or feel they have

been treated unfairly in the assessment process they have the right to

appeal and request re-assessment.

The appeal may be made in relation to fairness, validity, reliability, flexibility

of the assessment process used to arrive at the decision.

The appeal must be lodged with the Program Manager Training no later

than 14 days after the assessment.

An appeal enquiry will be conducted by the Program Manager Training and

the OSU Manager.

Based on the findings of the appeal enquiry a recommendation will be

made e.g. reassessment, further training, no further action.

The Program Manager Training, or delegate, will inform the Inductee of the

appeal decision in writing.


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EP Act exam

Assess your understanding of the Environment Protection Act 1970

and how to navigate legislation

This is an open book exam.

Workshop assessments

Some of the workshops in the Authorised Office Authorised Officer Induction

Program will include assessable components that will contribute to the overall

decision about your demonstration of competency to be authorised as an AO

Level 1.


Final Authorisation Assessment

There are 3

stages to the EPA

Authorisation

assessment

Evidence Portfolio

Field Visit Assessment

Assessment Interview

Occupational

Health and Safety

All training and assessment activities will be conducted in accordance with

the EPA Occupational Health and Safety requirements.

Stage 1: Evidence Portfolio

Purpose The purpose of the Evidence Portfolio is to enable inductees to demonstrate

their ability to operate as an Authorised Officer under the Environment

Protection Act 1970.

Choosing the

interventions to

include in your

portfolio

Inductees are to select two interventions where they identified non-

compliances and facilitated improvement/s in environmental performance.

Different pollution issues: each intervention needs to be about a different

pollution issue e.g... one about water, the second about odour.

First visit through to the final visit where either compliance has been

achieved or the matter has been referred on.

Inductees need to include all Inspection Reports (first visit through to final

visit), remedial notices and notebook entries they generated in the process of

working with the dutyholder to achieve compliance.

That is, tell the story of the whole intervention.

Note: Managers will submit copies of notices they have reviewed with

the QA checklist

For example 1) May 2012, Water pollution

Inspection reports (first & final visit)

Remedial Notices


Signed Inductee Cover Sheet

2) August 2012, illegal dumping

Inspection reports (first & final visit)

Remedial notices


Signed Inductee Cover Sheet

Evidence

portfolio cover

sheet & checklist

Please ensure you sign and attach the evidence portfolio cover sheet and

checklist to your portfolio (see Appendix 1).

Incomplete

portfolios

Incomplete portfolios will not be assessed.


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Due date The due date for the evidence portfolios will be confirmed in Week 1 of the 10

week intensive training program.

Mentor Report You also need to include a completed team leader report in your portfolio.

Please use the proforma provided in Appendix 2.

Where to submit

your evidence

portfolio

Your Evidence Portfolio is to be submitted to Operations Learning &

Development.


Stage 2 – The Field Visit Assessment

When does the

field visit

assessment

happen?

The field visit assessment will be completed in week 8 of the Authorised

Officer Induction Program.

Who conducts the

field visit?

The field visit is conducted by the inductee’s mentor. .

Introducing the

field visit assessor

at the premises

The inductee is to lead the field visit.

The primary role of the mentor as field visit assessor is still that of an AO

conducting an inspection with a fellow officer. As such, there is no need

to introduce the accompanying officer as an assessor.

Accompanying

inductees on field

visit assessments

The normal work practices that apply in any ‘two-up visit’ conducted by

EPA officers also apply during the field visit assessment.

The protocols below have been developed to support field visit assessors

in managing their combined role of field visit assessor and officer.

Inductees role Lead the inspection

Make observations

Write the draft Inspection Reports (& notice/s where applicable)

Mentor/Assessor

role

Be the authorized officer on site (as inductee is a trainee AO

seeking authorization)

Observe inductee and take notes

Answer questions if required

Assist the assesse if required

Debrief inductee after field visit

Provide assessment feedback to the other assessor

What if there is no

non-compliance?

The identification of no non-compliances is also a demonstration of

competence.


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Stage 3 – The Assessment Interview

The Assessment Interview is complementary to the field visit. It allows the

Mentor/Assessor to follow up and collect evidence about your underpinning

knowledge that has not been observed during the field visit.

The questions have been identified as core areas of knowledge/competence

for an Authorised Officer.

Open book This Questionnaire is open-book – make sure you have your copy of the Act

with you and a copy of the Compliance & Enforcement Policy,

The questions will

relate to the

following areas

Sound knowledge and understanding of the Act and regulations

A comprehensive understanding of the powers and responsibilities of

AOs including jurisdictional boundaries, considerations that may limit or

direct an AOs intervention, managing issues beyond the AOs level of

competence

Maintaining current knowledge of new legislation, EPA Guidance

material, emerging issues

Evaluating environmental improvement strategies and applying the

learning in future improvement strategies.


Appendix: Glossary of terms

Assessment The process of gathering and judging evidence in order to decide whether a person has achieved a standard or objective. See also competency-based assessment.

Assessment

context

The environment in which the assessment will be carried out.

Assessment tool A method for the gathering of evidence for assessment such as a knowledge test or a checklist of practical performance.

Assessor A person qualified to carry out assessment.

Coach A coach assists others, usually less experienced, in acquiring new or additional skills and improving their performance.

Competency The specification of knowledge and skill and the application of that knowledge and skill to the standards of performance required in the workplace.

Current

competency

A competency currently possessed by a person. People can lose competence over time, and having been competent in the past may need further training and practice to demonstrate current competency. See also recognition of current competencies.

Evidence Information gathered which, when matched against the performance criteria, provides proof of competency.

Evidence is something that proves the Inductee is able to apply their knowledge, skills and expertise to perform the tasks and functions to the required industry standard.

Evidence portfolio Evidence Portfolio contains diverse items of evidence collected by Inductees from different sources.

Facilitator A person who helps students learn by discovering things for themselves.

Learning (1) the process of acquiring knowledge, attitudes, or skills from study, instruction, or experience. Source: Miller & Findlay 1996, p.167

(2) the meaning we make of our experiences (Mezirow 1990).

Mentor An experienced and trusted advisor

Records of

assessment

The information of assessment outcomes that is retained by the organisation that is responsible for issuing the nationally recognised Statement of Attainment or Qualification.

Validation process A process to ensure assessment tools, procedures and decision criteria lead to a correct decision when used to assess competency. The process may involve having both technical and assessment specialists review the assessment tools and procedures for validity. See also moderation.

Workplace

assessment

The gathering and judging of evidence during normal work activities in order to determine whether a required standard has been achieved. Workplace assessment usually involves observation of work in progress, checking the product(s) of a work activity, and receiving oral responses to questions posed while work is in progress.

Authorised Officer Induction Program Sample Inductee Handbook › uploads › 2015 › 08 ›...

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Transcript of Authorised Officer Induction Program Sample Inductee Handbook › uploads › 2015 › 08 ›...