Key procedures (daily org, events, fundraising)

Daily Organisation Procedure

• Please alert the staff to your absence by calling the Daily Org phone number 9871 4802 or by emailing daily.org@heathmont.vic.edu.au  The change in this process will being on 1 May 2023.

• Please DO NOT email Ross directly.

Event Procedure

• Before deciding on or booking an event, please consult the College Calendar and the Overview Planning tool prior to liaising with external agencies to discern an appropriate time for the event.  Then create an event in Compass. 

• Creating an event on Compass has a 6-week lead in time.  This allows us to assess the educative purpose of the event, provide feedback and ensure all legalities are met prior to the event taking place. 

• The Operations Team will meet to discuss the event and provide written feedback related to that specific event.  All tabs in the Compass event page must be completed and a DET Risk Assessment attached to the Resources tab before the event will be approved.

• Once the event has been approved by the Operations Team, it will move along the approval chain in Compass. 

Other Event Requirements

• The organiser will be responsible for ensuring all POGS (providers of Goods and Services) used in this activity are compliant with SAMS4Schools or that volunteers will have the paperwork submitted at the General Office along with a current WWC.

• Staffing ratios have changed.  Please ensure you are familiar with the current minimum ratios required.  The extra staff member required will be assigned by RMA to reduce the cost to the College and students.  The Consultative Committee will ratify the staffing for events in order to ensure minimum impact to the running of the school.

• It is a School Council requirement that ALL events are self-funding and DO NOT incur a financial loss.

• Costing is user-pay (ie., total cost is divided by total number of attendees)

• Please ensure all tabs are completed on the Event prior to submission to the Operations Committee.  This will assist with ease of approval and prompt advancement of the Event through the approval chain

• Include the booking fee and minimum number of tickets required for the price.  All documents supporting cost (ie, quotes/invoices/DET Risk Assessment) are to be attached to the Resources section.  Please ensure you have unticked the ‘Parent’ and ‘Student’ view via the “Edit Permission” icon (please see below).

• It is the Event Organiser’s responsibility to promote via the students and send reminder emails via the event to those who have not consented or paid.

• Hard copy forms will need to be distributed to International Students and students whose parents do not have an active email in Compass.  Please ensure this is completed 2 weeks before the close of the event.

• If you have concerns about individual student financial hardship, please speak to Donna Galvin – Business Manager

• In the case that minimum participation is not reached, and the event is cancelled, Sandra Nebl, Accounts Receivable, will communicate with parents to obtain banking details for refund purposes

• Students who do not participate in the excursion will require an alternative program at school.  The Event Organiser will be responsible for setting the program for them.  This program will need to be forwarded to RMA in hard copy and loaded onto COMPASS in advance.

• Please be aware that COMPASS purchase orders (if required by your event) MUST be completed and approved before the event is forwarded by Teacher for approval.

• Invoices need to be signed and forwarded to the Michelle Vallence – Accounts Payable for payment as soon as they are received by you.   

• RMA will add the costing for staffing.

• Blanche will confirm the final cost of the excursion.

• Please do not discuss the price of the excursion with the students or parents before the event has been finalised by Blanche.

• Please ensure that ES staff on excursions have the provision to take a 30-minute lunch break free from assigned duties between the hours of 11:30 am and 2:30 pm as per the VGSA 17.  (ES staff are not paid for their lunch breaks.)

• Please ensure rolls are marked to reflect student attendance.

• Please take some photos of the events.  Photos of the event should be uploaded to the 'photos folder' on One Drive at the conclusion of the event.  College cameras can be borrowed from the library and I urge you to use one of the College cameras to take the photos of the event. Please DO NOT use a GoPro Camera to photograph the event as the photos do not display adequately on our IT equipment.

• All camps, overnight, weekend or water based events require a supplementary form that should be approved by the Principal and submitted to the Operations Committee.  From 15 December 2022 onwards, school staff with primary responsibility for organising a school camp and/or water-based excursion activity must have completed the mandatory excursions e-learning module. These staff are encouraged to complete the module annually.  Staff responsible for organising excursions of any other type are also encouraged to complete the module.  The module is located in eduPay.

Fundraising Procedure

• Fund raising requires an 8 week lead in time.

• Before deciding on or booking a fundraiser, please consult the College Calendar and the Overview Planning tool prior to liaising with external agencies to discern an appropriate time for the event. 

• Complete the Fundraising Application from (available as a download on Compass) and lodge this with School Council for approval.  You can lodge the form for School Council approval with Linda Dodds in the Admin Office.  School Council will discuss the event in relation to the handling of money, they will not approve the timing of the fundraiser. School Council is held on the last Tuesday evening of each school month. 

• Staff organising a fund raising event will need to seek the feedback from Linda Dodds after the School Council meeting and then submit the request to the Operations team as a Compass event.  All tabs (including the initial outlay of money) will need to be attached to the resource section of the Compass event.

• The Operations Team will assess the educative purpose of the fund raiser, provide feedback and ensure all legalities are met prior to the fund raiser taking place. 

• Once the event has been fully approved by the Operations Team, advertising of the event to the school community can take place. 

Other Fundraising Requirements

• Set up (if required) for fund raisers will need to be requested via Issue Tracker on Compass.

• Students will not normally be withdrawn from classes to set up or pack up a fund raiser unless it is aligned directly with the educative purpose of the fund raising.

• If a float is required for the fund raising, the Finance Team will need advance warning of the required amount – we do not keep cash for floats on the premises.

• The takings should be counted on the day of the fund raiser and stored in the safe.  All details of taking should be provided to the Finance Team so they can provide a profit and loss ledger to School Council.