Processes

The Principal will co-ordinate any activity during an emergency during College hours. In the absence of the Principal, Head of Primary or Head of Secondary will take charge. One of these people (the "emergency co-ordinator") will be at College at all times during the emergency. 

The emergency co-ordinator is responsible for: 

• Notifying Emergency Services 

• Alerting the staff and students 

• Evacuation or lockdown of staff, students and visitors 

• Provision of resources to manage the emergency 

• Liaison with Emergency Services 

• Delegation of duties to staff as required 

• Communication with staff, students and parents 

• Communication with the ASV 

• Maintenance of staff and student welfare 

The emergency co-ordinator will: 

• Take the evacuation folder (containing rolls and list of absentees) and the megaphone from reception to the evacuation assembly point 

• Distribute class rolls to Year level coordinators, who will pass them on to roll teachers for marking 

• Send a staff member to locate missing students. 

The receptionist will: 

• Announce the evacuation 

• Sound the alarm through the PA 

• Ring 000 (if necessary) 

• Identify the source of the danger 

• Contact on-campus homes 

• Contact the dormitory 

• Stay by the phones if it is safe to do so 

The Head of Secondary will: 

• Check the music room, the multi-purpose centre, technology 

• Make a visual check for any other rooms not responding to the evacuation. 

The Head of Primary and Head of Secondary will: 

• Ensure that all personnel in the office area attend the assembly 

• Send an adult to the front gate to direct emergency vehicles. 

The Teachers (Roll Mark) will: 

• Collect the relevant rolls from the Emergency Coordinator 

• Distribute the rolls to their roll teachers 

• Collect the rolls after they are marked and to notify the Emergency Coordinator of any unexplained absences. 

• Will accompany their class to the assembly point. 

The Librarian will ensure that all students and staff (including themselves) are to leave the library and move promptly to the assembly point. 

The WHS Coordinator (or Daily Operations Officer in the absence of the WHS Coordinator) will mark a staff roll at the assembly point and attempt to locate any missing staff. 

Teachers must supervise students at all times. If directed to perform another task by the Co-ordinator, it is the responsibility of the roll-mark teacher to arrange supervision before leaving the students. 

1. If fire is confirmed, clear areas under threat.

2. Have areas not under threat ready to follow evacuation plan.

3. Close doors to prevent spread of fire/smoke.

4. Ensure evacuation area is upwind and not under threat.

5. If fire is evident, call 000.

6. Begin Emergency Evacuations procedure above.

For assistance with SEQTA, please do the following:

1. Consult the help files in SEQTA Teach.

2. Head to the SEQTA Knowledge Base: bit.ly/seqtahelp

3. Talk to your School based SEQTA Champion or Coach

4. Look at the guides/videos on bit.ly/elearningasv

5. Contact the ASV or ASA Helpdesk for help with academic reporting templates, username issues, or training available for your school: helpdesk@asv.vic.edu.au (VIC) or heldpesk@adventist.edu.au (ASA), 1300 848 437.

6. Contact SEQTA directly using the following contact details: helpdesk@seqta.com.au or 1300 473 782. Don't contact them for login or report template changes as they will be unable to help. 

OHS Audit Process

1. Go to 'ASV Staff Links'

2. Click 'Solv Safety Management System'

3. Select 'School Area Inspection' from the dropdown menu.

4. Once completed it will ask you if you want to email it to anyone. Please email to maintenance@ec.vic.edu.au

Incident Reports

1. Type into URL - “ASV”

2. Go to three lines (top right hand side)

3. Choose “Staff Links”

4. Click “Report Incidents, Hazards, Near misses etc”

1. Make a copy of PD Request Form and complete.

2. Share form with  L&T Co-ordinator (kirah.bradley@ec.vic.edu.au)

3. Await approval

4. Book PD 

5. Send invoices to bursar (peter.lynch@ec.vic.edu.au)

6. Organise a relief teacher (if required)

Receipts for reimbursement

1. Scan a copy of your receipt via the photocopier or a clear photo on your phone to accounts@ec.vic.edu.au.

2. In your email include the amount, which budget to take it from (e.g. Year 2K or both Year 2 classes), which bank account to return the money to (if different to the one on file) and what the reimbursement item was needed for.

3. CC any relevant recipients in your email i.e team teacher or an authorised person on the budget you wish to place your reimbursement into.

Invoices - no reimbursement

1. If the school has paid for your items i.e invoice via email or paid via the school credit card. You are still required to inform the bursary team.

2. Scan a copy of your receipt via the photocopier or a clear photo on your phone to accounts@ec.vic.edu.au OR forward the email containing the invoice to accounts@ec.vic.edu.au. 

3. In your email please state whether the invoice/receipt was paid via the school credit card or whether it still needs to be paid.

4. Also include the amount, which budget to take it from i.e Year 2K or both Year 2 classes, which bank account to return the money to (if different to the one on file) and what the reimbursement item was needed for.

1. Enter 4 digit code.

2. Press 'ok'.

3. Press 'off' for entering building; Press 'on' for exiting building.

Please complete the following form before vacating the school grounds at the end of the year. Print and return manually or digitally complete and send to HoP or HoS:

Closure Report for Teachers