Operations (Admin, HR & Finance) Update

Administration Update

Stationery Packs

Staff and student stationery packs have been ordered for 2023 and will be delivered on Monday 30th January 2023.

To minimise surplus supplies being left each year, the stationery packs ordered for students in 2023 have been streamlined into 2 packs, one pack for primary classes and one for secondary students.

We understand there might be items that are not included in these packs which your students may require. Please check the archive room or any other supplies to see if there is any surplus stationery from previous years which you can take, else, please raise a purchase order and place an order through Complete Office Supplies (COS) for the items your students/classes require.

Excursion Guidelines & Processes

To assist us to meet the requirements of DE's excursions policy, a new guide covering excursions (including overnight excursions including Camps) guidelines, processes and associated templates have been developed and will be available for staff to access and view from Monday 30th of January 2023.

Please click the below button from January 30th to access the excursions guide.

In 2023, we will be expanding the use of Xuno for managing all our day and overnight excursions. All relevant information on how to use Xuno to manage excursions can be found in the above guide.

Online Training

Staff with primary responsibility for planning and organising an excursion  or school camp must have completed the new mandatory excursions eLearn module in eduPay.

Staff are encouraged to complete the module annually. 

The excursions eLearnmodule aims to increase awareness and understanding of the Excursions policy and guidelines, including how to do risk assessments to keep students safe.

HR Update

VGSA 2022

We have modified how we operate due to the changes in ES work conditions as outlined in the new Victorian Government Schools Agreement. A Leading Teacher is now allocated to sections across the school to support with Tier 3 Major behaviours of concern. Julie will be based in P-Year 4 (Primary Office), Michelle in Years 5-8 (Secondary Office), Helena in Years 9-12 (HOL Shed) to provide support as required. Teachers maintain responsibility for their students at all times until a member of leadership attends to support. Please continue to follow the PBIS Behaviour Flowchart and call for behaviour support as required. 

A revised Yard Duty timetable has been published with new Yard Duty zones outlining which teacher who has responsibility for each zone. For 2023 the Courtyard Zone will be out of bounds for all students during breaks unless they are being supervised 1:1 with an allocated staff member. The Bike Track zone will remain active for scooter/bike activity time with rostered staff. For an adverse weather duty, teachers will still be responsible for the allocated zone of rooms. Please see the Operations page and check The Portal link for the most up-to-date version. 

Monday after school (3:00-4:30pm) has been allocated in the timetable to acquit time in lieu. On Mondays where TIL is not being acquitted, staff should use this time for ongoing SSGs with parents/carers, meet with school staff about student's learning and wellbeing and follow up on student attendance concerns with families. 

To view the powerpoint from our Term 3 2022 Common PPD please click here: VGSA Implementation 2022.pptx. Attached is also the new DET TIL Implementation Guide: https://www.education.vic.gov.au/hrweb/Documents/Time-In-Lieu-Guidelines.pdf. See the screenshots of how to input TIL into EduPay below. Your TIL should be authorised by the event coordinator or camp teacher-in-charge before TIL is lodged to indicate that you were required to attend and confirm the length of your attendance. 

Staff Absences

A reminder to all staff, If you are going to be absent from work please ensure you complete the Staff Absence Form on the portal and call the staff absence line (03 9366 4322; Option 2) by no later than 7:00 am on the morning you are going to be absent. 

Your leave must be entered on eduPay within 5 business days and any medical/carer certificates or stat decs must be either uploaded to eduPay as a photo or .pdf file or handed to the general office. 

Positive COVID Cases

If any staff member receives a positive test result at any time, they must report this through the Department of Health System or via the coronavirus hotline at 1800 675 398.

Staff must also report a positive COVID-19 result using eduPay, on the day they received a positive test result.

Staff who report a positive result are recommended to isolate for five days (special leave available) and not attend school during that period. A negative test is not required to return to school following the completion of 5 days of isolation.

Staff Personal Details on eduPay

 It is vital that all staff ensure their personal details including mailing/contact details and emergency contacts are correct and up to date on eduPay.

These details flow into various systems and are used in emergency situations.

An email has been sent to all staff containing your current personal details and emergency contact details. If any of your details are incorrect, please log in to eduPay and update your personal details including emergency contacts. For vehicle registration number changes, please email Kristina Kamenar with the new details.

Please use this quick reference guide to assist you in verifying/updating your personal detail in eduPay.

Should you still require assistance, please see Kristina or Matt.

Key Register Survey

Under our OHS and child-safety commitments, it is imperative that we maintain an accurate and up-to-date key register.

To assist us with this requirement, can all staff please complete the survey linked below by no later than 4:00 pm Friday 3rd February 2023

VIT and WWCC details in eduPay.

It is a requirement of employment that all staff are required to ensure their VIT or WWCC details are correct and updated in eduPay including attaching a copy of their latest VIT/WWCC card.

If you have yet to update & upload your latest VIT/WWCC details in eduPay, can you please do this as a matter of urgency.

We will be undertaking an audit in early term 1 to ensure all details are up to date.

Finance Update

2023 Cash Budgets

Our 2023 cash budgets will open to all staff from Monday 6th of February 2023.

To assist staff with understanding the cash budgets and what general ledger codes to use on the purchase order system, the SRP Reference Book has been updated and is available to view by clicking the button below.

For all purchases of goods and services, an itemised purchase order must be completed and signed off by the budget leader (for most staff this will be your PLT leader) and either Matt, Anthony or Robyn prior to ordering all goods and services.

Any invoices without a purchase order being completed first will not be paid and Purchasing Cards will not be given to staff without a purchase order being completed first.

For 2023, we are continuing to try and streamline our processes and aim to be paperless where possible.

When you have ordered your goods and services and you receive the invoice, if it is in an email, rather than printing it out, please forward it to accounts@jacksons.vic.edu.au and in the email, please just let us know the purchase order number.

If you receive a physical invoice, simply write the purchase order number on the invoice and either hand it to the office or send us a copy (photo or scan) of it via email. 

Should you need any assistance with the budgets or with ordering goods and services, please see Matt or Anna.

Procurement Policy

To ensure we comply with DE's procurement policy, please follow the below when ordering goods and services:

● If you plan to order a good or service which totals above $2,500, please see Anna or Matt first as there is additional paperwork and contracts which needs to be completed prior to ordering the good or service.

A formal written quote will also need to be obtained as part of this process.

● We will be moving to DE-managed suppliers to order goods and services through as part of the Procurement Policy.

For most staff, the major change you will notice as part of the move to DET managed supplier will be:

• Any stationery supplies including paper, books, pens/pencils and any other classroom resources must be ordered through Complete Office Supplies and can no longer be ordered through Officeworks or PaperChase.
• Fuel for school buses will shortly only be allowed to be purchased through BP service stations. * We will notify staff when this change occurs.

Please refer to the 2023 SRP Reference Guide for information about which suppliers can be used to order goods or services and the login details and or process to purchase the goods or services.

Fundraising

To assist us to meet the requirements of DE's fundraising policy, a new fundraising request form has been developed.

Under the obligations of the fundraising policy, any fundraising activity for the school must be approved by school council and any fundraising activity for non-school related, charitable purposes must be approved by the principal.

Should you wish to organise and run a school-related fundraising event, please use the fundraising request form below.

All submitted request forms will be presented at the next school council meeting (which can take up to two months) and you will be notified via email of the outcome of the request.

No school-related fundraising can proceed without getting school council approval first. 

Please see Matt if you have any further queries or need assistance completing the form.