Committee Your Club Swimming Finances PR & Promo Salesforce Instructors Structure Compliance October 2015 Club Manual helping children with disability learn to swim
Rainbow Club in 2015 If you have been around Rainbow Club for a few years you will have noticed the changes. This is now an organisation that is ready for the National Disability Insurance Scheme and pleased that the dates for the roll out across NSW have been confirmed. Bring it On! A range of policies and procedures necessary for compliance with the NSW Disability Standards are available on our mobile friendly website. Salesforce is our technology management system. Its functionality eases the administration load for our Club committees and makes it easy for parents to pay their term subscriptions using credit card We have annual budgets for all our local Clubs and a quarterly profit and loss for each Club is issued to club treasurers at the end of each term. This information provides Clubs with financial data and empowers them to take responsibility for making their Club sustainable for future generations of children with a disability. We would not be successful without our great instructors. In each Club a Lead Instructor with Austswim s Access and Inclusion or Swim Australia s Teacher of Learners With a Disability qualifications are leading the way and setting the tone for a great Club. Sourcing and retaining the best instructors is a constant challenge for all of us. Policies and procedures have been streamlined so that instructors and Clubs can get on with the job of helping children with a disability be safe in the water, have fun and learn to swim within their capability. Our Swim the Rainbow program is in place to guide them in this work and our Swim the Rainbow Family Carnival is now part of our annual calendar. Catriona Barry General Manager, Rainbow Club Australia Our Mission Rainbow Club Australia gives children with a disability the opportunity and confidence to extend their abilities through swimming. Rainbow Club Australia ABN 96 753 434 862 PO Box 432 Brighton Le Sands NSW 2216 Enquiries to: info@rainbowclubaust.com.au Website: rainbowclubaust.com.au Follow us on Facebook /rainbowclubaustralia Our Vision Registered NSW Disability Service NDIS Provider No: 71384861 Rainbow Club Australia is an incorporated association in NSW. Charitable Status: Rainbow Club is a not for profit organisation with tax exempt charity and deductible gift recipient status granted by the Australian Taxation Office. CFN 11011. In 2016 Rainbow Club Australia will be sustainable, replicable and operationally efficient. It will provide a Club experience to ten per cent more children with a disability swimming with Rainbow Club on a weekly basis. About Rainbow Club Australia Founders Ron Siddons MBE OAM Lily Siddons Patrons Louise Sauvage OAM Mark Speakman SC MP Ambassadors James Pittar Ethan Harvey Youth Georgia Dore Member Board Alexandra Finley President Philip Holt OAM Vice President Rob Lloyd Vice President Robert Beaven Ally Cox Mark McCormack Bob McCotter Suzanne Stanton John Taplin Staff Catriona Barry General Manager Jen Crowley Finance Officer Min Strauss Membership Officer Honour Roll Life Members Gary Bradshaw Tony Williams Philip Holt OAM Malcolm Kerr Suzanne Stanton Margaret Taplin NSW Rainbow Clubs Bondi Wairoa School Byron Bay Council Pool Campbelltown Eagle Vale Central Cherrybrook Carlile Swimming Centre Cronulla Taren Point Swim School Hornsby Knox Grammar Liverpool Michael Wenden Centre Maroubra Des Redford Leisure Centre Miranda Starting Blocks Swim School Orange Orange Aquatic Centre Penrith Kurrumbee School Revesby Broderick Gilwarrna School Stanmore Newington College Sutherland Sutherland Leisure Centre Warriewood Brook Withers Swim School Warringah Warringah Aquatic Centre 2 Club Manual October 2015
Table of Contents Rainbow Club Manual Section 1 Section 6 Committee The Management Committee Page 4 Salesforce Salesforce Page 11 Section 2 Section 7 Your Club Running Your Club Page 6 Instructors Recruting and Managing Instructors Page 13 Section 3 Section 8 Swimming Swim the Rainbow Page 7 Structure Structure and Governance Page 15 Section 4 Section 9 Finances Policies and Procedures Page 9 Page 16 Finances PR & Promo Section 5 Public Relations Promotions and Social Media Page 10 Compliance Policy 101 Member Rights Policy 102 Member Information and Charter Policy 103 Subscriptions Policy 104 Terms and Conditions Policy 105 Privacy Policy 106 Member Records Policy 107 Member Feedback Policy 108 Managing Complaints and Grievances Policy 111 Volunteers Policy Policy 112 Risk Management Policy 114 Workplace Health and Safety Appendix 1. Welcome Letter to New Members 2. Instructors Engagement Letter 3. Club Charter 4. Rainbow Club Board Charter Forms Incident Report Form 3 Club Manual October 2015
Section 1 The Management Committee Committee A Management Committee shall ideally consist of three separate individuals whose responsibilities are divided as follows. The General Manager of Rainbow Club Australia may agree to changes to this structure from time to time. The Club Charter in Appendix 4 is the agreement between the local Rainbow Club and Rainbow Club Australia. The roles of the individuals on the committee are: Manager Maintains the committee, liaises with pool owner and recruits and manages instructors. Role of the Manager Liaises with pool owners for adequate lane space and times that maximise the demand for the Club (ie minimise waiting lists) Recruits and manages Instructors (See Section 7 - Instructors) Supports Treasurer and Scheduler Holds an AGM at end of June and other committee meetings as required, usually once a term Identifies parents who may be future committee members or able to assist in the development of the Club (ie fundraising activities, introductions to sponsors) etc Scheduler Organises the schedule for the term and makes weekly adjustments having regard to the objective of eliminating waiting lists. Role of the Scheduler Matching child to instructor based upon specific needs and child absentees Manages the relationship with parents Introduces new children to instructors (see Welcome Letter in Appendix 1) Scheduler assigns members with current memberships to instructors and fills any vacant places from the waiting list prior to the commencement of each term Treasurer Monitors the agreed budget with a view to making the local Rainbow Club sustainable for future years. Role of the Treasurer Agrees the annual budget in conjunction with the General Manager of Rainbow Club Australia Monitors the quarterly reports (profit and loss) from Rainbow Club Australia Monitors the payment of subscriptions by members and uses local knowledge to ensure subscriptions are paid in a timely manner Updates ADP Website fortnightly with instructors timesheets Keeps the local Club committee and members advised on the Clubs financial situation Maintains a Rainbow Club receipt book for transactions as required AGM Each Club is required to hold an Annual General Meeting between June and August. This is the opportunity to share with members how the Club has performed during the year and to solicit their feedback for improvements. This is also an opportunity to identify new committee members and discuss the Club s sustainability, so that children with a disability can learn to swim in the same environment that has worked for current members. More guidance on holding an AGM will be issued in time for Annual General Meetings to take place in 2016. 4 Club Manual October 2015
Organisation Chart Committee Board of Directors Malabar Magic Committee Finance Committee 16 Clubs in NSW Bondi, Byron Bay, Campbelltown, Cherrybrook, Cronulla, Hornsby, Liverpool, Maroubra, Newington College, Orange, Penrith, Revesby, Seven Hills, Sutherland, Warriewood, Warringah General Manager Committee Manager Scheduler Treasurer Lead Instructor 3 / 4 / 5 Instructors Finance Officer Membership Officer 5 Club Manual October 2015
Section 2 Running Your Club Your Club The recommended number of children for each Club will vary depending on pool space and instructor availability. However the Board of Rainbow Club recommends that each Club should be working towards a minimum of 40 children receiving lessons each week. A panel of eight instructors is recommended to staff this level of service. Children receiving swimming lessons should be within the Rainbow Club age limits of 6 months to 18 years. Each Club has its own email address (eg bondi@rainbowclubaust.com.au). Emails to this address can be accessed through webmail or forwarded to a committee member s personal email address. The forwarding can be stopped at any time. Membership means that a place is available and individualised weekly lessons will be provided to a child with a disability. Subscription means the amount payable each term to retain a child s membership. It is not a fee per lesson. Should a parent have difficulty with paying a term subscription, please contact the General Manager of Rainbow Club at info@rainbowclubaust.com.au. If and when a term subscription is waived, this is for one term only and continuing relief beyond one term needs to be further discussed. Joining during term New members will receive an automated email requesting the subscription for term. As this is a membership subscription and there is no joining fee, this amount is required to be paid to secure a place regardless of when in the term the child starts. There is no capacity for reduced subscription. A Club may use its discretion to have a child join as a visitor where they join half way through the term or later. Stand-by Some Clubs fill in vacant weekly spots (already paid for) with children on waiting lists. As our system does not currently have the capacity to accept reduced fees, we suggest that these families are requested to make a donation they can use the donation button on our website and mention the Club name so that the donation can be allocated to your Club. Payments Credit Card: Credit card is our preferred method for receiving payment of term subscriptions. When payment is made by credit card, a member s record is updated and a receipt issues immediately. Bank Transfer: When payment is made by bank transfer, it is a three step process. 1. Online Renewal is completed by the parent by clicking on the link in the membership subscription renewal email. 2. The parent then logs into their own internet banking system and makes the direct transfer to Rainbow Club using the bank account number and Unique Reference Number given in the online renewal process. 3. Once the funds have been received into our account, Salesforce is manually updated to reflect the payment and a receipt issued. Club Experience To build a Club experience and as part of the Swim the Rainbow Program, we suggest holding two functions each year at the end of Term 2 and end of Term 4. Where possible these functions should take place at the pool using BBQ facilities if available. An alternative venue to consider maybe the local licensed Club, particularly if it is providing support to your Rainbow Club through the ClubGrants program. Presentation of Swim the Rainbow certificates and wristbands can be part of this event. This is an opportunity to invite donors, sponsors or directors of local licensed clubs to meet the members of your club. Most families are happy to bring a plate but should a budget be required for the event, please contact the General Manager of Rainbow Club. 6 Club Manual October 2015
Section 3 Swim the Rainbow Swimming Swim the Rainbow is a Rainbow Club program that provides motivation for children to learn to be safe in the water, have fun and learn to swim within their capability. It rewards them as they progress through the colours of the rainbow. It is also a toolkit for Rainbow Club Instructors who work with children of differing abilities each week and provides them with an appropriate lesson plan to implement at a glance. Lead Instructors are responsible for ensuring that the Swim the Rainbow operates in accordance with the manual. Refer to the Swim the Rainbow Manual. Rainbow Club Australia will arrange for a quality check to take place annually and this will be an opportunity for Lead Instructors to discuss improvements to the system. There are seven colours in Swim the Rainbow. Red is the entry level. Red, Orange and Yellow are 1:1 lessons ie one child to one instructor. Green is 2:2 lessons ie two children, two instructors combining for a shared lesson. Blue and Indigo are 2:1 lessons ie two children to one instructor. Violet is 2+:1 lessons ie two or more children to one instructor. The Swim the Rainbow Colour Chart overleaf provides an at-a-glance view of Swim the Rainbow program objectives. 7 Club Manual October 2015
Swim the Rainbow Colour Chart Safety Note: If any goals are not achieved, the instructor should continue to concentrate on those goal to ensure safety is not compromised. As the child moves from colour to colour they receive a wristband aligned to the goals they are working on. Modify activities as required. Red Goals 1:1 Orange Goals 1:1 Yellow Goals 1:1 Green Goals 2:2 Violet Goals 2+:1 18 months+ or beginners 1 Follow basic instructions 2 Safe entry and crab or monkey crawl 3 Forwards and backwards recovery 4 Confidence in the water (not grabbing at instructor) 5 Introduction to water on the face / Bubbles and breath control 6 Floating on the back 7 Learning to reach for the pool edge 8 Assisted fall-in-and-save technique (humpty dumpty) Have some understanding of water safety 1 Understand and follow basic instructions 2 Safe entry and crab or monkey crawl 3 Confidence with face in the water 4 Assisted floating on back/front and flipping 5 Bubbles/throat control to count of 3 (prompted) 6 Assisted superman arms (torpedo) / Glide to pool edge and grab 7 Assisted dog paddle to pool edge 8 Assisted fall-in-and-save technique (humpty dumpty) Need help with stretching and muscle tone 1 Comprehending simple verbal or hand commands 2 Social awareness (interaction with others) 3 Weight bearing with assistance 4 Muscle tone / Stretching exercises 5 Floating (assisted) 6 Throat/mouth or bubble control / Submerging with assistance 7 Movement in the water (seaweeds) 8 Reach and grab pool edge (assisted) Building confidence and preparing for shared lessons 1 Follow instructions (verbal or non verbal) 2 Social awareness (introduction to group lesson) 3 Weight bearing and balance (assisted or unassisted) 4 Walking through the water (assisted or unassisted) 5 Submerging with assistance (throat and mouth or bubble control) 6 Balance and floating control (unassisted) 7 Controlled sculling with support 8 Kicking on back (breaststroke and/or dolphin kick) Note For some children Green will be their highest level Green may the pinnacle of achievement for children with severe physical and intellectual issues. In reaching the Green Goals, the child should have an understanding of the fundamentals of being water safe, be able to recover to a safe position (float) if they fall in water, and have some form of propulsion on their back with whatever body movements are required (whether arms/legs or whole body). Blue Goals 2:1 Indigo Goals 2:1 Transition to swim strokes 1 Follow instructions and social awareness 2 Safe entry (unassisted) 3 Underwater bubbles and control 4 Controlled floating front and back 5 Streamline body position with kickboard 6 Back kicking 7 Freestyle arms with assistance 8 Transition from dog paddle to treading water Swim 15 metres without assistance 1 Follow instructions and social awareness 2 Safe entry torpedo arms and glide 3 Underwater control with eyes open 4 Floating, kicking and head control 5 Treading water 6 Backstroke kick with assistance 7 Dolphin kick with assistance 8 Freestyle arms count of 3 (with breath control) Swim 25 metres without assistance 1 Follow instructions and social awareness 2 Safe entry torpedo arms and glide 3 Tread water and duck dive 4 Adjusted freestyle and backstroke (unassisted) 5 Dolphin kicks across the pool (unassisted) 6 Backstroke 15m (unassisted) 7 Bilateral or adjusted breathing 8 Freestyle 15m (unassisted)
Section 4 Finances Finances Each Rainbow Club will be provided with an annual budget which will be agreed with the General Manager of Rainbow Club Australia. This enables Rainbow Club Australia to manage its existing financial obligations and gauge its capacity to open new Clubs. Rainbow Club provides the Treasurer of each Club with a quarterly profit and loss statement showing actual expenditure against budget. Therefore, each Club is continually informed and can take the necessary steps to make their Club sustainable. The Treasurer is required to report to members at an Annual General Meeting on the Club s financial performance. Club Budget The sample Club budget given below is based on the following conditions: All time slots are filled All students pay the full fee All instructors have Access and Inclusion qualification Instructor numbers are per Swim the Rainbow colour chart <Club Name> Club Budget 2015 2016 FY 15/16 Term 3 Term 4 Term 1 Term 2 Year Number of Children 40 40 40 40 Number of Level 5 Instructors (per week) 4 4 4 4 Pay Rate for Level 5 Instructors (per hour) $30 $30 $30 $30 Pay Rate for Lead Instructor $37 $37 $37 $37 Number of Hours (per day) 4 4 4 4 Student Subscriptions $115 $115 $115 $115 Number of Weeks (per term) 10 9 10 8 Income Subscriptions $4,600 $4,600 $4,600 $4,600 $18,400 Fundraising (Grants, Events etc) $6,500 $0 $6,500 $0 $13,000 Total Income $11,100 $4,600 $11,100 $4,600 $31,400 Expenses Instructors Wages $4,800 $4,320 $4,800 $4,096 $18,016 Lead Instructor Wages $1,480 $1,332 $1,480 $1,184 $5,476 Pool Hire Cost $400 $400 $400 $400 $1,600 Allowances - Miscellaneous# $1,500 $1,500 $1,500 $1,500 $6,000 Total Expenses $8,180 $7,552 $8,180 $7,180 $31,092 Total Surplus / Deficit $2,920 ($2,952) $2,920 ($2,580) $308 #Miscellaneous: includes insurances, bank fees, licences, governance, website, database and other support systems Rainbow Club Australia has a strategic objective of minimising administrative costs. It does not have offices or office equipment and seeks to obtain all services as a value in kind to ensure that as much as possible goes to delivering our mission. 9 Club Manual October 2015
Section 5 Public Relations, Promotions and Social Media PR & Promo Good public relations are a vital part of any charitable organisation. How we are perceived by our members, families, the media, donors and sponsors is critical to our success. Language and Terminology Promotional activities need to portray people with a disability using appropriate terminology, language and presentation. Some examples are: use the term person with a disability instead of disabled persons use the term intellectual disability instead of mentally retarded use the word disability instead of delay use the word children instead of kids Promotion and Signage Each Club is provided with two A-frame signs which should be placed in prominent position around the pool while Rainbow Club lessons are in progress. The signs serve two purposes they help new families to locate the site where lessons are held and they ensure that parents and others in the community are aware of Rainbow Club activity in their community. Rashies Rainbow Club provides rashies which must be worn by instructors when engaged in Rainbow Club activities. The bright colour clearly identifies instructors to Children and families and portrays a professional image of Rainbow Club to anybody in the pool vicinity. Social Media Facebook Rainbow Club has a Facebook Page and encourages all clubs to Like, Tag and Share the great stories that happen at their club each week. https://www.facebook.com/rainbowclubaustralia Twitter Our Twitter account has some great followers so please follow us on @RainbowClubAust Instagram Our new Instagram account is @swimtherainbow YouTube Stay tuned! Rainbow Club YouTube channel coming soon! 10 Club Manual October 2015
Section 6 Salesforce Salesforce Rainbow Club uses Salesforce to manage its processes and data for applications, memberships and payment of term subscriptions. We also hold information regarding our instructors on the Salesforce system, though the payroll is administered separately through ADP Payroll Solutions. All Clubs are required to use Salesforce and keep it up to date. Password and Licence Information stored on Salesforce is password protected. Access for each Club is through a Club password. There is one licence (password) per Club. Salesforce requires this to be changed regularly. The relevant committee member makes the password change. Record Keeping The system is designed to manage Rainbow Club records including: Member name, parent name and contact details, date of birth, disability, behavioural issues, goals/aspirations Instructor name and contact details, date of birth, tax file number and qualifications Payment of term subscriptions Swim the Rainbow colours Members and Instructors can update personal details as they change Member records are kept for 7 years Communication The Salesforce system allows for communication with members and instructors both at a Club level and by Rainbow Club Australia through a series of email templates. A template for each Club can be accessed on the left hand side of the screen. This is where the content of the email is composed and saved. The audience for the email is accessed through Members and Instructors >Tools>Mass Email. This is the method used by many Club schedulers to send out the term schedule. Each member record has a button called Welcome Letter. Schedulers use this to welcome new members and provide them with the information they need to get started. Confidentiality Member records are confidential. Those with access to Salesforce are required to protect the privacy of all information. Information about members may only be made available to other parties with the consent of the member and/or their parent/guardian. Terminology Membership: refers to a person who has been accepted into the club and for whom an instructor has been allocated Subscription: refers to fee payable each term Membership starts after payment of first subscription. Development Phase 1 was launched in October 2013 and involved: One licence per Club (Annual licence fee of approximately $500 per Club) Salesforce terminology and functionality - tailored to Rainbow Club needs An online system that gave Rainbow Club Australia visibility over its Clubs members. A process for managing applications, from waiting lists through to memberships Phase 2 was launched in July 2015 and included the facility for parents to pay subscriptions using credit card or online bank transfer. 11 Club Manual October 2015
MEMBER APPLICATIONS 1 Application from Website Pending Check Availability Place Available No Place Available Applicant Accepts Convert to Membership Welcome Letter Active Member Membership Ceases Inactive Member Process for managing applications Application > Membership > Term Subscriptions An application from the Rainbow Club website arrives into Salesforce under Applications Tab with APPLICANT STATUS as PENDING. The applicant receives an automatic Acknowledgement of Application email Salesforce If a place is available contact the applicant (by phone/email) and offer a place. Accept If applicant accepts, edit APPLICANT STATUS to ACCEPTED. (Hold as ACCEPTED until the child is ready to start) Decline If applicant declines, edit APPLICANT STATUS to NO LONGER INTERESTED If no place available edit APPLICANT STATUS to WAITLIST An automatic email is sent advising applicant they are on a waiting list. Note: An offer will be made when a place becomes available. Discussion with parents On Salesforce CONVERT the child s record after discussion with parents and before lessons start. Automatically the following will happen: CONTACT RECORD TYPE equals MEMBER MEMBER STATUS equals ACTIVE MEMBER CURRENT SUBSCRIBER - Request to pay the term subscription generated automatically Manually issue a Welcome Letter by clicking the button at the top at the top to email a Welcome Letter to the new member. Note: If you do not have this button, advise General Manager who will send the letter When attending lessons: CONTACT RECORD TYPE will show as MEMBER MEMBER STATUS is ACTIVE MEMBER CURRENT SUBSCRIPTION is YES (Green Tick) if subscription is up to date If CURRENT SUBSCRIPTION is NO (Red Cross), subscription has not been paid When a member stops attending lessons: Edit MEMBER STATUS to INACTIVE MEMBER Change PAYMENT STATUS so they do not receive any further payment notices How Term Subscriptions Work INFO ONLY Automated process, no action required on Salesforce by Club Committees. 14 days before the end of term, a final notice (manual and personally addressed) will be sent to any member who has not paid for the term (ie MEMBER STATUS = ACTIVE and CURRENT SUBSCRIPTION= NO) 12 days before the end of term, those who have still not paid (ie CURRENT SUBSCRIPTION = NO) will be manually changed to MEMBER STATUS = INACTIVE Note: Inactive Members should not be included on schedule for following term. Place to be offered to next on Waitlist. 10 days before the end of each term an automated renewal notice is sent to all eligible for membership in the coming term (ie CURRENT SUBSCRIPTION = YES and MEMBER STATUS = ACTIVE) 12 days before new term starts, a reminder is sent to members who have not paid (ie CURRENT SUBSCRIPTION STATUS = NO; and MEMBER STATUS=ACTIVE 6 days before new term starts the Scheduler prepares the time table and only includes those who have paid (ie CURRENT SUBSCRIPTION STATUS = YES and MEMBER STATUS = ACTIVE Credit Card payment: Transaction is processed instantly and when the payment is approved, the record is updated (1 minute). Bank Transfer payment: Bank account is checked twice a week and when payment is recognised in the bank account the record is manually updated. 12 Club Manual October 2015
Section 7 Recruiting and Managing Instructors Instructors Recruiting and managing instructors is the role of the Club Manager and the Lead Instructor. Rainbow Club Australia will provide support and assistance by advertising positions vacant on Sportspeople.com and using other promotional drives. Lead Instructor Each Club has a Lead Instructor. This Lead Instructor must have the Access and Inclusion qualification from Austswim or the Teachers of Learners with a Disability qualification from Swim Australia. Their hourly rate may include an extra $5 to cover the extra responsibilities. Alternatively, some Clubs have an arrangement with the Lead Instructor to pay extra half hour per week to cover the cost of administration, telephone calls etc. This is an individual arrangement with each Club and dependent on budget for that Club. The Lead Instructor is responsible for Implementing and managing the Swim the Rainbow Program Liaising with the committee to engage instructors to meet the needs of the Club. All instructors MUST be verified with the Office of Children and set up on the payroll system by the General Manager Ensuring that all safety regulations at the pool are adhered to Assigning the most appropriate instructor to each child for their swimming lesson Regular monitoring and supervision of the performance of the other instructors employed by the Club Recruiting Instructors An application form is available on the Rainbow Club Australia website and any applications received are sent to Club Managers/Lead Instructors, so that they can arrange interview or a trial to assess if the applicant has the qualities and skills necessary for teaching children with a disability. When a Club confirms that the applicant is suitable, the General Manager will verify the applicant s credentials, issue an engagement letter (with a copy to the Club email address - see Appendix 2) and enter details on the ADP Payroll System. Instructors should not commence employment until these checks are confirmed and the engagement letter is issued. There are three instructor levels and the following hourly rate is applicable at October 2015. Lead Instructor (Level 5) - $37 per hour Must have Austswim Access and Inclusion or Swim Australia Teacher of Learners With Disability qualification. The Lead Instructor reports to the Club Committee Level 4 Instructor - $32 per hour Must have Austswim Access and Inclusion or Swim Australia Teacher of Learners With Disability qualification Level 3 Instructor - $30 per hour Must have a basic Austswim or Swim Australia qualification Level 4 and 3 Instructors report to the Lead Instructor All instructors are required to wear the Rainbow Club lime green rashies while teaching on behalf of Rainbow Club. All instructors will be provided with a Swim the Rainbow manual or a link to the manual on our website so that they can familiarise themselves with the structure of the program. Note: Instructors are engaged as casual employees and are required to obtain and complete a Tax File Declaration form (available from all newsagencies) and send this to Rainbow Club Australia, PO Box 432 Brighton Le Sands NSW 2216 to ensure that their tax is deducted correctly. 13 Club Manual October 2015
Section 7 Recruiting and Managing Instructors continued Instructors Paying Instructors All instructors are employed on a casual basis. Instructors are paid fortnightly and the management of the payroll is outsourced to ADP Payroll Solutions. The main role for Club Committee members is to authorise the time sheets for instructors on a fortnightly basis. Instructors do not have access to authorise their own hours. Borrowing instructors from another Club On the ADP Payroll System, instructors are assigned to the Club that engages them. Club Committee members only have access to the records of the instructors assigned to their Club. NEW! In the event that your Club uses an instructor assigned to another Club, please advise the General Manager who has access to all records and can ensure the borrowed instructor is paid. This can be done by emailing info@rainbowclubaust.com.au with: name of instructor and hours worked in the previous pay period. 14 Club Manual October 2015
Section 8 Structure and Governance Structure Structure and governance provides the means for Rainbow Club to function effectively and efficiently. Persons involved in Rainbow Club should understand the importance of complying with each of the following responsibilities. National Board of Directors It is the role of the National Board of Directors to: Ensure Rainbow Club Australia fulfills its mission. Provide governance and long-term planning for Rainbow Club Australia and all its Clubs. Develop and implement the organisation s strategic plan. Committee It is the role of the Management Committee of a Rainbow Club: To maintain the Club s authority to operate from Rainbow Club Australia through compliance with conditions outlined in the Club Charter. To provide swimming lessons for children with a disability under the age of 18, regardless of their disability. To ensure that all members are registered on Salesforce. To ensure that individually registered members have a quality swimming experience in a safe environment. To raise and spend money in order to: Remunerate instructors for providing lessons. Pay the cost of pool hire where necessary. Support quarterly social activities for all Club members. To uphold the brand and reputation of Rainbow Club. To liaise with the local community and to represent Rainbow Club Australia at the local level. Instructors It is the role of the Rainbow Club Instructors to: Familiarise themselves with the Swim the Rainbow structure of teaching and implement the plans outlined in the manual. Behave professionally and accept responsibility for their actions. Ensure the safety, health and welfare of children and other instructors. Provide a balanced program of swimming and water safety as outlined in Swim the Rainbow Be familiar with the goals of the child (or their parent) and support them to achieve their goals. Modify teaching technique to cater for the disability of the individual. Treat all children and parents with courtesy and respect. Maintain their accreditation qualification with Austswim or Swim Australia. Abide by the policies and procedures of Rainbow Club Australia. 15 Club Manual October 2015
Section 9 Policies and Procedures Compliance Rainbow Club is a registered disability service provider with the National Disability Insurance Agency. (Registration No 71384861) It has developed the following policies and procedures in order to attain Third Party verification that we are compliant with the NSW Disability Service Standards. List of Policies and Procedures Policy 101 Member Rights Policy 102 Member Information and Charter Policy 103 Subscriptions Policy 104 Terms and Conditions Policy 105 Privacy Policy 106 Member Records Policy 107 Member Feedback Policy 108 Managing Complaints and Grievances Policy 111 Volunteers Policy 112 Risk Management Policy 114 Workplace Health and Safety Policy 101 Member Rights Policy Statement Rainbow Club Australia is committed to developing an organisational culture that supports the legal and human rights of members and ensures they are able to exercise the rights outlined in relevant legislation including: Age Discrimination Act 2004 Australian Human Rights Commission Act 1986 Disability Discrimination Act 1992 Racial Discrimination Act 1975 Sex Discrimination Act 1984 Privacy Act 1988 Rainbow Club Australia understands and supports the principles of fairness and human rights in all aspects of service delivery. It will ensure that services are provided in an environment free from discrimination, financial, sexual, physical and emotional abuse, neglect or exploitation. Rainbow Club Australia will: Provide easily understood and accessible information to all members (via a Welcome Letter when they first join the Club) about what the organisation does, how members can contact the organisation, members rights, the membership standards members can expect and opportunities to provide feedback or make a complaint Ensure members have access to a fair and transparent system for making complaints and for reporting any breach of their rights Support members to exercise choice and participate in lesson delivery and direction Involve members in the development of policies and procedures that impact on their membership 16 Club Manual October 2015
Section 9 Policies and Procedures Compliance Policy 102 Member Information and Charter Policy Statement Rainbow Club Australia ensures that information about the organisation s services and activities is made available to current and prospective service members, referral and partner agencies, other stakeholders and the general community. Accurate and up to date service information will be made available to enable: New or prospective service members to make informed decisions about their membership of their Club Referring agencies to make appropriate referrals Staff to discuss and negotiate the expectations of members or referring agencies Rainbow Club Australia understands and supports the principles of fairness and human rights in all aspects of service delivery. It will ensure that services are provided in an environment free from discrimination, financial, sexual, physical and emotional abuse, neglect or exploitation. Procedures Scope of information Specific information about services will be provided to potential members that describe: Who the service/s are for and the eligibility criteria The services of Rainbow Club Australia are provided for children with a disability. A child is defined as being someone from 6 months up until they reach the age of 18. A disability is defined as being something that is permanent and significant. How services are allocated Services are allocated on the basis of availability of lesson times within a particular Club. Lessons will only be allocated once the membership subscription for the term has been paid, or alternative subscription relief has been approved. Applications to a Club where there are no available times for swimming lessons, will be held on a waiting list, until such time as a position becomes available or the applicant chooses to withdraw their application. Terms and conditions of service Terms and Conditions of membership are outlined in our Welcome Letter to new members. Other membership information, including costs or subscriptions The Subscription Policy is available on our website. The General Manager is responsible for planning, developing and reviewing membership information, as and when required. Publication and distribution of information The General Manager is responsible for the publication of service information on our website, in the Club manual and within the Welcome Letter to new members. The General Manager and/or Club management will be responsible for the distribution of membership information through the issuing of Welcome Letter when a new member is accepted to a local Rainbow Club. 17 Club Manual October 2015
Section 9 Policies and Procedures Compliance Policy 102 Member Information and Charter continued Member Charter Rainbow Club Australia Member Charter outlines member s rights and responsibilities in a way that is accessible and easily understood by members. The Rainbow Club Member Charter is: helping children with disability learn to swim This means: Rainbow Clubs in NSW provide swimming lessons for children with a disability. They operate during the four school terms. Rainbow Club believes that learning to swim is a right for all children, including those with a disability. Rainbow Club recognises that concentrated and individual focus helps those with a disability acquire the skills needed to stay safe in an aquatic environment. Our expectations of member/parent/guardian responsibilities include the following, and are detailed in full in the Welcome Letter: Willingness to be involved with the running of the local Club Adherence to subscriptions policy Dress Code Safety and rules around the pool Participation and feedback is welcomed at Rainbow Club. Participation: Opportunities exist for parents/guardians to be involved at Club level, Board level and/or with the Fundraising activities that occur throughout the year. Feedback is welcomed. Please refer to our Compliments and Complaints section of the Welcome letter or our Website for further information. Parents are encouraged to discuss their child s disability, behaviours and goals with their instructor. 18 Club Manual October 2015
Section 9 Policies and Procedures Compliance Policy 103 Subscriptions Policy Statement Rainbow Club Australia is a registered charity and has an obligation to ensure that all lessons provided by its local Clubs are utilised for the benefit of all children registered with Rainbow Club, whether presently swimming with a Rainbow Club or waiting for a place. The subscription is prescribed by the Board from time to time. It is a membership subscription and not a fee for lessons, therefore no refunds are issued in the event that a child cannot attend a particular class (or classes). Procedures Subscriptions are required to be paid in advance of each term in order to secure a place on the schedule for the following term. Credit Card is the preferred method for the payment of subscriptions. Payment by cash is strongly discouraged. If cash is the only way of making payment, the Club treasurer is required to bank the cash within two working days of receipt Families are asked to inform the Committee of the local Club of any planned extended absence (due to holiday, respite, therapy or illness) so that lessons can be offered to a family on the waiting list on a casual basis. All subscriptions will be forfeited and the lesson will be allocated to another child on the waiting list if three or more lessons are missed in any one term without prior notice being given to the committee. Should parents have difficulty with making payments, the General Manager of Rainbow Club Australia may be able to assist by waiving the subscription for a term(s). 19 Club Manual October 2015
Section 9 Policies and Procedures Compliance Policy 104 Terms and Conditions Policy Statement Rainbow Club Australia is committed to transparency in its operations and to ensuring it is open to public scrutiny. It will balance upholding the rights of individuals to privacy while respecting the confidentiality required to run the organisation. Rainbow Club Australia will prevent unauthorised persons gaining access to an individual s confidential records and permit individuals access to their own records when this is reasonable and appropriate. Accordingly, access to some Rainbow Club Australia documents and records will be limited to specified individuals and not be available to others for viewing. This policy applies to the internal records, member records and unpublished materials of Rainbow Club Australia. Procedures Member Records Member records will be confidential to members and to Club management, instructors and administrative staff. Information about members may only be made available to other parties with the consent of the member and/or their parent/guardian. All member records will be kept securely within the Salesforce system operated by Rainbow Club and updated, archived and destroyed according to the organisation s member records policy. Board Records Board minutes will be open to members of the organisation once approved by the Board, except where the Board passes a motion to make any specific content confidential. All papers and materials considered by the Board will be open to members of the organisation following the meeting at which they are considered, except where the Board passes a motion to make any specific paper or material confidential. The minutes, papers and materials from any sub-committee meeting will be open to Board members and staff, but not to the members of the organisation. Rainbow Club Australia Membership Records A list of current Rainbow Club Australia members will be available on request to Board members and staff. Personal information about members (including address and contact details) is confidential and may only be accessed by Club management, instructors and administrative staff. Personnel Files A personnel record is held for each instructor and contains: Contact details and contact details in case of an emergency Swimming Instructor qualifications Working With Children Check No and verification information Bank Account and Superannuation Account information Access to personnel information is restricted to: The individual staff member accessing their own file Relevant Club management and administrative staff 20 Club Manual October 2015
Section 9 Policies and Procedures Compliance Policy 104 Terms and Conditions continued Corporate Records Corporate records are those that contain confidential or commercially sensitive information about the organisation s business. They include: The financial accounts and records Taxation records Corporate correspondence with Fair Trading NSW The corporate key and other access or user name information Records of staff or other internal meetings Project management files Contracts between the organisation and other parties Access to these records is limited to administrative staff and Board Members. Requests for Access - General Records All records and materials not falling into the categories above may be released to the public at the discretion of the General Manager. Any request for access to information should be directed to the General Manager, who will: Make available to staff or Board/Club Management information that they are entitled to access Refer any request from Rainbow Club Australia members or the public for access to the organisation s records or materials to the appropriate person In considering a request, the General Manager will take into consideration: A general presumption in favour of transparency The relevant provisions of the Rainbow Club Australia constitution regarding information to be made available to Rainbow Club Australia members The business, legal, and administrative interests of Rainbow Club Australia, including commercial confidentiality and privacy obligations Where an external party requests access to information that requires staff to devote time to collating, copying or otherwise making material accessible, the General Manager may determine a subscription to be charged. Requests for Access - Member Records All members have the right to access their records and advise the organisation about inaccuracies. A copy of this Policy is available to be reviewed in the Rainbow Club Australia Club Manual and on our website. Any request for access to information should be directed to the General Manager The General Manager will maintain a record of member requests to access files Making fair and appropriate decisions about permitting or refusing access to personal information Providing access for members or former members to access their own confidential information Advising members refused access to personal information how to appeal (if appropriate) Enabling members to change records they believe to be inaccurate or misrepresenting, when appropriate Requests for information about members from outside agencies or individuals will be referred to the General Manager. Before any information is released, the General Manager will contact the member concerned to obtain consent. Appeals Individuals who are refused access to their own records or information files may appeal by following the Grievance Policy as outlined in the Club Manual. Refunds Refunds will only be considered following the consultation with the General Manager. 21 Club Manual October 2015
Section 9 Policies and Procedures Compliance Policy 105 Privacy Policy Statement Rainbow Club Australia is committed to protecting and upholding the right to privacy of members, staff, volunteers, and other stakeholders. Rainbow Club Australia only collects and stores personal information that is necessary for the functioning of the organisation and its activities. Rainbow Club Australia requires Board, Administration Staff, Club Management, Instructors, Members and Volunteers to be consistent and careful in the way they manage what is written and said about individuals and how they decide who can see or hear this information. Although Rainbow Club Australia is not subject to Privacy Act 1988, the organisation will follow the guidelines of the Australian Privacy Principles in its information management practices. Rainbow Club Australia will ensure that: It meets its legal and ethical obligations as an employer and service provider in relation to protecting the privacy of members and organisational personnel Members are provided with information about their rights regarding privacy Members and organisational personnel are provided with privacy when they are being interviewed or discussing matters of a personal or sensitive nature All Board, Administration Staff, Club Management, Instructors, Members and Volunteers understand what is required in meeting these obligations This policy will apply to all records, whether hard copy or electronic, containing personal information about individuals, and to interviews or discussions of a sensitive personal nature. Procedures Dealing with Personal Information In dealing with personal information, Rainbow Club Australia staff will: Ensure privacy for Board, Administration Staff, Club Management, Instructors, Members and Volunteers when they are being interviewed or discussing matters of a personal or sensitive nature Only collect and store personal information that is necessary for the functioning of the organisation and its activities Use fair and lawful ways to collect personal information Collect personal information only by consent from an individual Ensure that people know what sort of personal information is held, what purposes it is held it for and how it is collected, used, disclosed and who will have access to it Ensure that personal information collected or disclosed is accurate, complete and up-to-date, and provide access to any individual to review information or correct wrong information about themselves Take reasonable steps to protect all personal information from misuse and loss and from unauthorised access, modification or disclosure Destroy or permanently de-identify personal information no longer needed and/or after legal requirements for retaining documents have expired 22 Club Manual October 2015
Section 9 Policies and Procedures Compliance Policy 105 Privacy continued Responsibilities for Managing Privacy All staff are responsible for the management of personal information to which they have access, and in the conduct of research, consultation or advocacy work. General Manager is responsible for content in Rainbow Club Australia publications, communications and web site and must ensure the following: Appropriate consent is obtained for the inclusion of any personal information about any individual including Rainbow Club Australia personnel That the website contains a privacy statement that makes clear the conditions of any collection of personal information from the public through their visit to the website The Privacy Contact Officer The Privacy Contact Officer will be the General Manager. The General Manager will be responsible for: Ensuring that all staff are familiar with the Privacy Policy and administrative procedures for handling personal information Ensuring that members and other relevant individuals are provided with information about their rights regarding privacy Handling any queries or complaint about a privacy issue Privacy Information for Members At registration, through the online portal (Salesforce), members will be advised what information is being collected, how their privacy will be protected and their rights in relation to this information. Privacy for Interviews and Personal Discussions To ensure privacy for members or staff when discussing sensitive or personal matters, the organisation will, where possible, locate a private area for the discussion to take place. 23 Club Manual October 2015