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Authorised Officer Induction Program Sample Inductee Handbook ENVIRONMENT PROTECTION AUTHORITY VICTORIA
Contact Jane.Hudson@epa.vic.gov.au
Version 4th Edition
Modified Date August 2015
Date of next review August 2016
EPA Authorised Officer Induction Program
2
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 Jane.Hudson@epa.vic.gov.au
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
EPA Authorised Officer Induction Program
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
EPA Authorised Officer Induction Program
4
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.
EPA Authorised Officer Induction Program
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
EPA Authorised Officer Induction Program
6
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.
EPA Authorised Officer Induction Program
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
EPA Authorised Officer Induction Program
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.
EPA Authorised Officer Induction Program
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.
EPA Authorised Officer Induction Program
10
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: ____________________________
EPA Authorised Officer Induction Program
Operations
Learning &
Development
officer
Program coordination & scheduling
Training & assessment resources
Evaluations
Inductee records
Venues & catering The AO Induction Learning & Development officer is: _________________________________
EPA Authorised Officer Induction Program
12
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
EPA Authorised Officer Induction Program
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!
Intranet>Policies & procedures>Field operations>Authorisations
RSD-SP-92 Managing
operations
authorisations (SOP)
This document explains the authorised officer appointment process is explained in full.
Intranet>Policies & procedures>Field operations>Authorisations
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.
EPA Authorised Officer Induction Program
14
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.
EPA Authorised Officer Induction Program
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.
EPA Authorised Officer Induction Program
16
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
Inductee signature: _________________________________________
Mentor signature: ______________________________________
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: ____________________:
Inductee signature: _________________________________________
Mentor signature: ______________________________________
EPA Authorised Officer Induction Program
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: ____________________
Inductee signature: _________________________________________
Mentor signature: ______________________________________
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: ____________________________
Inductee signature: _________________________________________
Mentor signature: _____________________________________
EPA Authorised Officer Induction Program
18
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: ____________________________
Inductee signature: _________________________________________
Mentor signature: ______________________________________
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. _____________________________________________________
EPA Authorised Officer Induction Program
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.
EPA Authorised Officer Induction Program
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:---------------------------------------------
EPA Authorised Officer Induction Program
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
Day Date Where we’ll be What we’ll be doing
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
11/2 Group learning day, Macleod
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
Day Date Where we’ll be What we’ll be doing
Monday 16/2 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
EPA Authorised Officer Induction Program
22
Study time (self-paced…)
Update evidence portfolio
Workbook tasks and learning journal
Tuesday
10am-5pm
17/2 Group learning day, Macleod
Remedial Notices
Intro to compliance & enforcement tools and voluntary compliance
Duty holders
Legal Entities
Types and writing them
Wednesday
9am-4pm
18/2
Thursday 19/2 Field days Supervised site visits
Draft own inspection report, notice & contemporaneous notes – review with mentor
Friday 20/2
Week 4
Day Date Where we’ll be What we’ll be doing
Monday 23/2 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
24/2 Group learning day, Macleod
Investigative skills
Wednesday
9am-4pm
25/2 Group learning day, Macleod
Air Pollution, Day 1
Thursday 26/2 Field days Supervised site visits
Draft own inspection report, notice & contemporaneous notes – review with mentor
Friday 27/2
Week 5
Day Date Where we’ll be What we’ll be doing
Monday 2/3 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
4/3 Group learning day, Macleod
Evidence
Wednesday
9am-4pm
5/3 Group learning day, Macleod
Sampling – Intro
Thursday 6/3 Field days Supervised site visits
Draft own inspection report, notice & contemporaneous notes – review with mentor
Friday 7/3
Week 6
Day Date Where we’ll be What we’ll be doing
Monday 9/3 LABOUR DAY HOLIDAY
Tuesday
10am-5pm
10/3 Group learning days, Macleod
Fresh Water
Wednesday
9am-4pm
11/3
EPA Authorised Officer Induction Program
Thursday 12/3 Field days Supervised site visits
Draft own inspection report, notice & contemporaneous notes – review with mentor
Friday 13/3
Week 7
Day Date Where we’ll be What we’ll be doing
Monday 16/3 Virtual learning day, home office
EP Act Exam
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
17/3 Group learning days, Macleod
Noise
Wednesday
9am-4pm
18/3 Group learning days, Macleod
Waste 101
Thursday 19/3 Field days Supervised site visits
Draft own inspection report, notice & contemporaneous notes – review with mentor
Friday 20/3
Week 8
Day Date Where we’ll be What we’ll be doing
Monday 23/3 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
24/3 Group learning day, Macleod
Soil Sampling
Wednesday
9am-4pm
25/3 Group learning day, Macleod
Landfill
Thursday 26/3 Field days Supervised site visits
Draft own inspection report, notice & contemporaneous notes – review with mentor
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
Day Date Where we’ll be What we’ll be doing
Monday 13/4 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
14/4 Group learning day, Macleod
Air Pollution Day 2 (Odour)
EPA Authorised Officer Induction Program
24
Wednesday
9am-4pm
15/4 Group learning day, Macleod
Landfill site visit
Thursday 16/4 Field days Supervised site visits
Draft own inspection report, notice & contemporaneous notes – review with mentor
Friday 17/4
Week 10
Day Date Where we’ll be What we’ll be doing
Monday 20/4 Virtual learning day, home office
EP Act exam debrief
Evidence Portfolio feedback
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
Workbook tasks and learning journal
Tuesday
10am-4pm
21/4 Group learning day, Macleod
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
Contemporaneous notes
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
Day Date/Time Where we’ll be What we’ll be doing
Monday 26/10 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…)
Workbook tasks and learning journal
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
EPA Authorised Officer Induction Program
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
Day Date/Time Where we’ll be What we’ll be doing
Monday 9/11 Virtual learning day, home office
Weekly Inductee Team meeting via Lync
EP Act exam (open book)
Weekly 1:1 with mentor
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
Day Date/Time Where we’ll be What we’ll be doing
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
Day Date/Time Where we’ll be What we’ll be doing
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
Day Date/Time Where we’ll be What we’ll be doing
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
Day Date/Time Where we’ll be What we’ll be doing
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
Day Date/Time Where we’ll be What we’ll be doing
EPA Authorised Officer Induction Program
26
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
Day Date/Time Where we’ll be What we’ll be doing
Wednesday 13/7/16, 10am-5pm Macleod Landfills
Thursday 14/7/16, 9am-4pm Macleod Contaminated sites
EPA Authorised Officer Induction Program
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.
EPA Authorised Officer Induction Program
28
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.
EPA Authorised Officer Induction Program
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)
EPA Authorised Officer Induction Program
30
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.
EPA Authorised Officer Induction Program
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.
EPA Authorised Officer Induction Program
32
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.
EPA Authorised Officer Induction Program
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
Contemporaneous notes
Signed Inductee Cover Sheet
2) August 2012, illegal dumping
Inspection reports (first & final visit)
Remedial notices
Contemporaneous notes
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.
EPA Authorised Officer Induction Program
34
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.
EPA Authorised Officer Induction Program
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.
EPA Authorised Officer Induction Program
36
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.
EPA Authorised Officer Induction Program
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.
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