Ethical Review and Grievances Procedures
Ethical Review and Grievances Procedures
https://www.qls.com.au/getattachment/7dfe76e1-9202-4f3d-8806-214c9a3adeab/template-grievance-policy.dotxAudience
This document is designed for all employees and volunteers of IT Biz Solutions.
Purpose
The purpose of this document is to provide an avenue through which IT Biz Solutions employees and volunteers, and their managers, can resolve work-related complaints as they arise.
Policy Overview
Open communication and feedback are regarded as essential elements of a satisfying and a productive work environment.
IT Biz Solutions encourages its employees and volunteers to resolve any issues or concerns that they may have at the earliest opportunity with each other or, failing that, their immediate supervisor(s).
The preferred process involves employees and volunteers resolving issues to their satisfaction internally, without feeling they have to refer to external organisations or to authorities for assistance.
IT Biz Solutions has established and seeks to continuously improve mechanisms to promote fast and efficient resolution of workplace issues.
Employees and volunteers should feel comfortable discussing issues with their manager or supervisor in accordance with the procedures outlined below.
All formal avenues for handling of grievances will be fully documented and the employee/volunteers wishes will be taken into account in determining the appropriate steps and actions.
No employee will be intimidated or unfairly treated in any respect if they utilise this Policy to resolve an issue.
This Policy applies to permanent and part-time paid employees and to volunteer workers.
All policies and procedures have been designed with reference to the standing legislation listed below:
The Equal Opportunity Act 2010
The Charter of Human Rights and Responsibilities Act 2006
Privacy and Data Protection Act 2014
Fair Work Act 2009
Responsibilities
It is the responsibility of Managers and Supervisors to ensure that:
They identify, prevent and address potential problems before they become formal grievances;
They are aware of and committed to the principles of communicating and information sharing with their employees and volunteers;
All decisions relating to employment practices are made with consideration given to the ramifications for the individual, as well as the organisation in general;
Any grievance is handled in the most appropriate manner at the earliest opportunity;
All employees and volunteers are treated fairly and without fear of intimidation.
It is the responsibility of Employees (including Volunteers) to ensure that:
They attempt to resolve any issues through their immediate supervisor and through internal processes at the earliest opportunity.
It is the responsibility of the Human Resources Department to ensure that:
All managers, supervisors, employees and volunteers are aware of their obligations and responsibilities in relation to communication and information sharing with their employees;
Ongoing support and guidance is provided to all employees in relation to employment and communication issues;
All managers, supervisors, employees and volunteers are aware of their obligations and responsibilities in relation to handling grievances;
Any grievance that comes to the attention of managers or supervisors is handled in the most appropriate manner at the earliest opportunity.
Procedures
Employment Practices
All managers and supervisors should be aware of the possible ramifications of their actions when dealing with employee/volunteer issues. They must ensure that all employees and volunteers are treated with fairness, equality and respect.
If there are any doubts or queries in relation to how to deal with a particular set of circumstances, managers or supervisors should contact the Human Resources Department for advice at the earliest opportunity.
Where a grievance or dispute has been brought to a Managers attention, they should assess whether the employee involved is covered by an Award or Agreement, and if so should refer to that document for grievance procedures. If the employee or volunteer involved is not covered by such a document, the guidelines below should be followed.
Grievances and Dispute Resolution
An employee or volunteer who considers that they have a dispute or grievance that they have not been able to resolve directly with any other involved party should raise the matter with their immediate supervisor as a first step towards resolution. The two parties should discuss the matter openly and work together to achieve a desired outcome.
The Manager or Supervisor should follow the steps outlined below:
Make sure that the employee feels listened to and supported. You don't have to agree with what they say, but you must make sure that they know you will act on their concerns.
If more than one person is present, establish the role of each person.
Outline the process that is to be followed.
Inform the parties that any information obtained in the conduct of the review is confidential.
Listen to the complainant. Obtain a chronology of events (who, what, why, when, how etc).
Run through the applicable policies and procedures (e.g. the organisation's anti-discrimination policy) with the complainant.
Ask the complainant what kind of outcome they are hoping for (best case scenario) and then talk them through next steps: e.g. you will discuss the matter confidentially with the HR manager or CEO to determine a way in which to deal with the issue and report back to them within a set timeframe.
Provide the complainant with the organisations confidentiality and non-victimisation agreement. Explain that they cannot be adversely affected because they have made a complaint, and explain who to report matters to internally if they do feel that they are being adversely affected.
Provide the complainant with plenty of time to ask questions.
Offer the complainant assistance (such as counselling through an Employee Assistance Program) or a way to get home safely if they are visibly upset.
Provide the complainant with a direct contact number that they can call if they have any concerns of queries.
Take accurate and detailed notes of all conversations (including dates, people involved) and attach any supporting documentation.
If deemed necessary, provide the employee/volunteer with a written summary of the meeting and clarification of the next steps to be taken.
The Manager must ensure that the manner in which the meeting is conducted will be conducive to maintaining positive working relationships, and will provide a fair, objective and independent analysis of the situation.
All parties are to maintain complete confidentiality at all times.
If the matter is not resolved and the employee or volunteer wishes to pursue it, the issue should be discussed with a Human Resources Officer, then, if necessary, the CEO. Again, the matter is to be discussed openly and objectively with management to ensure it is fully understood. If the grievance/dispute is one of a confidential or serious nature involving the employee or volunteers Manager, the complainant may discuss the issue directly with the Human Resources Department or the CEO. The CEO reserves absolute discretion as to making a final decision as to how the grievance or dispute will be resolved.
Investigating a Grievance or Dispute
Procedural fairness and transparency can make or break a workplace investigation. Maintaining procedural fairness means that you can:
protect the interests of the participants in the investigation;
enhance the credibility of the investigation process;
rely on the investigation (and your findings) when making employment decisions; and
defend your employment decisions in a court or tribunal.
Following are some pointers to ensure that a workplace investigation is procedurally fair. The investigator should ensure that:
the respondent is aware of all the allegations made against them in sufficient detail;
the respondent is allowed a reasonable opportunity, including adequate time, to respond to each of the allegations;
the investigation is carried out in a reasonable time frame;
all participants are given the opportunity to have a support person in the interviews pertaining to the investigation;
all participants are required to maintain confidentiality and sign a confidentiality agreement;
the investigator has no personal interest or bias in the matter being investigated;
all participants are given the opportunity to respond to any contradictory evidence;
the investigator makes reasonable and diligent enquiries to ensure that there is sufficient evidence before making findings on the balance of probabilities.
The Importance of Impartiality
It is critical to ensure that the person responsible for carrying out an investigation is impartial. The investigator must not have a vested interest in the outcome of the matter. Employees will often consider that a HR manager is not sufficiently impartial because of their involvement and role in the workplace. If such a concern is raised, it's important to consider:
whether the use of an external investigator is necessary to ensure impartiality;
whether any conflicts of interest need to be disclosed (e.g. if any individuals are friends outside the workplace); and
whether the investigator has handled any previous disciplinary matters.
If there is the possibility that a person's employment will be terminated if the allegations are proven as part of an investigation, then you should seriously consider the use of an external investigator to ensure that your investigation and the process followed will stand up in any potential court proceeding.
Stage 1: Direct dealing
In most circumstances the Worker with the complaint or grievance (complainant) should speak to the other Worker involved (respondent) and try to resolve the matter directly. This discussion should be conducted in a courteous and professional manner.
Sometimes people just need a reminder about their behaviour, or to be told when they have stepped over the line and what you want them to do or not do. This may not work in every situation or you may not feel comfortable about approaching the person.
Other options at this early stage include:
raising the matter in confidence with your Team Leader or Departmental Manager and seeking advice as to how to best resolve the matter
seeking personal support through family, friends.
Stage 2: Formal complaint or grievance
At times it may not be possible to resolve a matter informally through direct dealing or the nature of the matter requires a more formal approach. Where this occurs you are encouraged to lodge a formal complaint or grievance through the Human Resources department.
In the event that the person to whom you should lodge the complaint is in some way involved in the subject matter of the complaint or has a close personal relationship with the person to whom you have the grievance with, you may lodge your complaint with the next most appropriate person. If in doubt, please discuss with the Chief Executive Officer or Trade Union Sub-branch representative.
Formal complaints and grievances may be made orally or in writing. However, where a complaint or grievance is raised orally, you may be asked to put the matter in writing. This will usually be the case where the matter involves allegations of bullying, sexual harassment, victimisation or vilification.
Irrespective of whether the complaint or grievance is made orally or in writing you will need to provide details of the matters alleged, including the times, dates, locations and people involved.
Where a formal complaint or grievance has been raised, a meeting will be held with the complainant as soon as possible to discuss the issue in more detail along with possible options for addressing or resolving the grievance.
Options for addressing or resolving complaints and grievances will vary depending on the nature of the matter, but may include:
no action being taken (e.g. in circumstances where the complaint or grievance is found to be frivolous, false or vexatious, or where the complainant decides not to progress with the grievance and it is not a serious matter that IT Biz Solutions is obliged to investigate)
the complainants manager giving the complainant advice or tips on how to resolve the matter themselves
the matter being addressed directly with the respondent
round table discussion/mediation between the complainant and respondent, or
formal investigation by IT Biz Solutions or a third party.
In most cases, grievances regarding bullying, discrimination, sexual harassment, victimisation or vilification will be the subject of a formal investigation.
Natural justice and procedural fairness
Where a formal complaint or grievance is raised, IT Biz Solutions will endeavour to ensure that the principles of natural justice and procedural fairness are adhered to. This means that we will endeavour to adhere to the following rules:
the respondent should be fully informed of the nature of the grievance against them as soon as reasonably practicable (this does not necessarily mean that the respondent is entitled to a copy of the written grievance or written witness statements)
the complainant and the respondent should be given details of the process that will be followed in respect of addressing or resolving the grievance
the respondent should be given a reasonable opportunity to provide a response to the grievance
the respondent should be treated as innocent until proven guilty
the complainant and respondent will be entitled to be supported by a person of their choice (e.g. family member, friend), and
the details of the grievance and the investigation/resolution process should be kept confidential and only disclosed on a need to know basis.
Persons dealing with grievances should endeavour to adhere to the above rules and to resolve the matter as quickly as possible.
Possible outcomes
In many cases it may be possible to resolve a complaint or grievance by a set of agreed actions with both parties.
However, where it is determined that there has been misconduct or breach of a policy or procedure of the Code of Conduct, the relevant person may be subject to disciplinary action.
Disciplinary action may include but is not limited to:
requiring a written apology and undertaking that the behaviour will not occur again
a direction to attend additional training, counselling or coaching
a warning being issued
ongoing monitoring of behaviour
a period of suspension or demotion
termination of employment.
Both the complainant and the respondent will be notified in writing of the outcome of any formal complaint or grievance.
Appeals
If you are dissatisfied with the process or the outcome, you may appeal. Appeals should be made within 7 working days of receiving written notification of the outcome of the matter and should be lodged with the relevant party as detailed in 7.2 above.
IT Biz solutions may decide to review the matter internally or may, at its discretion, appoint an independent party to review the matter.
You will be advised of the results of the appeal in writing.
Compliance
All Workers who witness behaviour that does not align with our Code of Conduct have an obligation to report it to Human Resource manager. Failure to do so will result in disciplinary action.
Managers
Under this policy, managers have a responsibility to:
act on any complaint or grievance
notify Human Resource manager of formal grievances
provide support to Workers involved in grievances
where appropriate obtain full details of any formal grievance
keep written records of formal grievances and the steps taken to resolve such grievances
maintain confidentiality at all times and only disclose information to others as directed by management
participate in processes designed to address or resolve grievances
ensure that complainants are not victimised or treated adversely as a result of raising a grievance pursuant to this policy, and
comply with the procedures and principles set out in this policy.
Workers
Under this policy, Workers have a responsibility to:
be truthful in their dealings with IT Biz Solutions in respect of grievances
participate in processes designed to address or resolve grievances
maintain confidentiality of the grievance and the grievances process at all times
not make false, frivolous or vexatious grievances, and
comply with the procedures and principles set out in this policy.
Breach of policy
Breach of this policy may result in disciplinary action being taken against the relevant Worker.
No disciplinary action will be taken against a complainant as a result of a genuine grievance or a grievance is ultimately found to be disproven or unsubstantiated, unless the grievance is found to be deliberately false, frivolous or vexatious.
Endorsement
IT Biz Solutions is committed to this policy and its implementation to ensure a healthy, safe and harmonious work environment. Failure of anyone to comply with this policy may result in disciplinary action, including dismissal. For further information, please contact the Human Resource manager.
Terms and Definitions
Complaint
A concern, dissatisfaction or frustration with an aspect of IT Biz Solutions. This could include an issue relating to a policy or procedure or the behaviour of another individual or group of individuals.
Grievance
An alleged wrong doing or hardship suffered, which is the ground for a complaint. It could include action or inaction from another person, behaviours or decisions which a Worker feels is unjustified or unfair or a repeated course of conduct.
Employee
An employee isa person hired by IT Biz Solutions in either a full-time, part-time or a casual role. All volunteers have to abide by the policies and procedures of IT Biz Solutions when carrying out work or communicating for or with other employees, volunteers or contractors of IT Biz Solutions.
Volunteer
A volunteer is a person who is performing work for IT Biz Solutions without receiving payment or any other type of reimbursement for their contribution to the company. This includes interns or any other persons that seek to get experience through work at IT Biz Solutions. All volunteers have to abide by the policies and procedures of IT Biz Solutions when carrying out work or communicating for or with other employees, volunteers or contractors of IT Biz Solutions.
Contractors
A contractor is person or firm that undertakes a contract to provide materials or labour to perform a service or do a job either on the premises of IT Biz Solutions or the premises of IT Biz Solutions customers. All contractors have to abide by the policies and procedures of IT Biz Solutions when carrying out work or communicating for or with IT Biz Solutions.
RTO No: 91223
Student Project Portfolio
ICTICT532 Apply IP, Ethics and Privacy in ICT Environment
CONTENTS
TOC o "1-1" h z u Section 1: Action Plan5Section 2: Research and review6Section 3: Feedback and changes to make8Section 4: Policy update9
Student name: Assessor: Date: Business this assessment is based on: Documentation reviewed as preparation: Section 1: Action Plan
Include actions in order of priority.
What Comments When Completed
What activities will you be completing Include any comments you need to note Time frames/ deadlines Check each activity as you complete it.
Include more rows as requiredSection 2: Research and review
Intellectual property and copyright standard/legislation
Research and identify ICT industry standards for intellectual property, as well as copyright legislation.
Describe at least one standard for intellectual property and the main legislation for copyright.
Describe how you know the source of this information is reliable thereby ensuring the integrity of information. Privacy legislation
Research and identify existing legislation relevant to privacy.
Identify the name of the Act and describe the key purpose of this legislation.
Describe how you know the source of this information is reliable thereby ensuring the integrity of information. Ethics
Research and identify ICT industry standards relevant to code of ethics, including typical procedures for review and grievance procedures relevant to ethics breaches.
List at least one code of ethics and describe its key purpose.
Describe typical review and grievance procedures for ethical breaches.
Describe how you know the source of this information is reliable thereby ensuring the integrity of information. ICTICT532 Apply IP, ethics and privacy in ICT environments | 6Questions
Develop at least 10 questions that assess understanding of intellectual property/copyright, privacy and ethics and appropriate work practices.
Incorporate questions that include specific issues, for example, what would you do if.?
Make sure you prepare your questions in a suitable format, for example, you might choose to use a PowerPoint Presentation or a Handout.
You must also make sure you use a suitable tone and content for your audience.
Attach this format below. Attach: Questions ready for roundtable discussion
ICTICT532 Apply IP, ethics and privacy in ICT environments | 7Section 3: Feedback and changes to makeRoundtable discussion notes
Document the responses you received relating to your questions.
Summarise what it tells you about current level of understanding of organisational policies and procedures and current practices. Changes to policies and procedures
Summarise the changes you consider need to be made based on your research, review and roundtable discussion. ICTICT532 Apply IP, ethics and privacy in ICT environments | 8Section 4: Policy update
Policy updates
List the title of the policy and procedures you have developed, as well as the review and grievance procedure for ethical breaches.
Then attach them to your portfolio as below. Policy distribution
Take a screenshot of the folders you have set up.
Describe how the information is secure and accessible to staff.
Include logins for this information. Feedback
Summarise the feedback that you were provided with on your review and grievance procedures and how you used it. Attach: Updated policies and procedures
Review and grievance procedures
ICTICT532 Apply IP, ethics and privacy in ICT environments | 9
Case Study IT BIZ SOLUTIONS
IT Biz Solutions offers a wide range of Information and Communication Technology services to businesses of all sizes.
Currently the company has a range of policies and procedures in place and it has been some time since these documents have been reviewed. In particular, there have been some copyright, privacy and code of conduct issues that need to be addressed.
The companys documentation procedures stipulate that any changes to policies and procedures require managements final approval, which can be done by email.
All staff are also to be informed about the updated documents via a presentation. Thereafter, they will be available on the staff intranet.
The following documents have been made available for review:
Privacy Policy and Procedures
Copyright Policy and Procedures
Staff Code of Conduct
Our style guide (also included with this Pack) is to be followed when developing and/or revising all documentation.
Copyright Policy and Procedures
Statement of Corporate Values
We at IT Biz Solutions recognize and respect intellectual property rights and are committed to fulfilling our moral and legal obligations with respect to our use of copyright-protected works.
Corporate Obligations Regarding Copyright
As a matter of moral integrity and adherence to copyright law, IT Biz Solutions sets forth these policies for all employees:Adherence to legislation
No employee of IT Biz Solutions may reproduce any copyrighted work in print, video or digital form in violation of the law.
Works are considered protected even if they are not registered with any registering agency and even if they do not carry the copyright symbol ().
Copyrighted works include, but are not limited to:
printed articles from publications
electronic articles in online publications
online videos
movies
Television
radio programs
recorded music performances
images
training materials
manuals
documentation
software programs,
databases
websites and blogs.
In general, the laws that apply to printed materials also apply to visual and digital formats such as websites, streaming media, music downloads, mobile apps, CDs and DVDs.
Copyright License
IT Biz Solutions holds an Annual Copyright License [and Multinational Copyright License] from Copyright Clearance Centre (CCC), which enables employees of IT Biz Solutions to lawfully reproduce and distribute content, in print or electronic format, as needed within the company.
Under the license, IT Biz Solutions employees can copy and internally distribute excerpts from newspapers, magazines, journals and other copyright-protected works licensed by Copyright Clearance Centre, as often as needed, provided that the license may not be used as a replacement for subscriptions or primary purchases of the published materials. Employees can also email articles of interest to other employees, share articles by posting them on our company intranet sites, store articles in shared folders, and scan content when a digital original is not available. The license also authorizes employees to provide a single print or electronic copy to a client or prospect upon his or her direct request for further information relating to [Company Names] products or services, and to submit copies to government agencies as required to support regulatory submissions.
The license applies only to the works in CCCs online catalogue (available at www.copyright.com) and that, except for the limited external uses described above, the rights provided are for internal use at IT Biz Solutions only.
Copyright Officer
IT Biz Solutions designates its Chief Information Officer as the copyright officer to administer our companys copyright policy.
The Chief Information Officer at IT Biz Solutions can help determine whether a work is covered by our Copyright Clearance Centre license and how to handle any special copyright issues.
Copyright Infringements
IT Biz Solutions expects its employees to be responsible consumers of copyrighted materials. We also encourage employees to educate their peers on copyright compliance.
If any employee witnesses a potential copyright infringement, please bring the matter to the attention of the individual as well as to our Chief Information Officer, who serves as our copyright compliance officer.
Employees who illegally duplicate copyrighted works may be subject to disciplinary action up to and including termination.
Privacy Policy and Procedures
Scope
This privacy policy outlines how IT Biz Solutions protects and handles personal information.
Collection of information
IT Biz Solutions collects personal information relating to individual creators, publishers, licensees and IT professionals as part of the normal course of its business.
Where possible, IT Biz Solutions collects personal information directly from the individuals themselves.
Third party collection: IT Biz Solutions may also collect personal information from third parties in accordance with the requirements of the APPs, including:
From other rightsholders of a work, including the publisher. This is restricted to information which will assist in member recruitment or payment to rightsholders, such as contact and entitlement information. If IT Biz Solutions cannot collect that personal information from other rightsholders, its ability to efficiently recruit and pay rightsholders will be restricted;
IT Biz Solutions has agreements with similar organisations in other countries that enable the use of foreign text and images in Australia, and the collection of fees and royalties for the use of Australian works overseas and may collect information in this process;
From the public domain from third party sources such as social networking services, industry directories, industry guides, and the Internet; and
Through purchased mailing lists and business database lists which are used for sending IT Biz Solutions marketing material, where recipients have consented to receiving such communications or it would be reasonably expected of us to use or disclose the information for that purpose.
Websites and online services: a variety of information is collected by users of our Websites and online services.
Emails and electronic forms: our servers may record an email address if a message is sent online. An email address will only be used for the purpose for which it has been provided and it will not be added to a mailing list or used for any other purpose without consent.Google Analytics: IT Biz Solutions uses Google Analytics to collect data about users usage and behaviour on Websites. This information is used to improve the Websites and is not used by IT Biz Solutions to personally identify users of the site. All tracked data is anonymously collected in accordance with Google Analytics privacy policy. Refer to Googles privacy policy for further information: http://www.google.com.au/policies/privacy/
Cookies: IT Biz Solutions uses session cookies to help analyse how users use the Websites. The cookie-generated information generated about the use of the website (including IP address) will be transmitted to and stored by our service providers on servers hosted in Australia. By using our website, users consent to the processing of data about them in the manner and for the purposes set out above.
Anonymity
We provide the option for individuals to not identify themselves, or of using a pseudonym when dealing with us. In some circumstances, if a choice is made not to provide the information requested we may not be able to provide certain services.
We do not provide this option in circumstances where it is impracticable to do so or where IT Biz Solutions is legally required to deal with identified individuals only.
Use and disclosure of personal information.
IT Biz Solutions uses and discloses personal information for the primary business purposes for which it is collected (set out above) and related management purposes.
IT Biz Solutions uses and discloses personal information for any other purposes to which consent has been given.
IT Biz Solutions will not otherwise use or disclose personal information without consent being given unless otherwise required or authorised by law.
Subject to the requirements of the APPs, IT Biz Solutions may also use and disclose personal information for any other related purpose that one would reasonably expect the information to be used or disclosed.
Marketing material
IT Biz Solutions may use personal information, from time to time, to send to marketing material that we consider will be useful, or other material about our activities.
IT Biz Solutions will only do this if we collected the information and one would reasonably expect us to use or disclose the information for that purpose, or if consent has been given to receiving such communications.
Personal information storage and security
IT Biz Solutions takes reasonable steps to protect personal information from loss, unauthorised access, modification, disclosure, interference or other misuse. These steps include electronic access restrictions for electronic files that contain personal information, securing paper files containing personal information in locked cabinets and physical access restrictions.
Once collected, IT Biz Solutions holds personal information in a number of different formats, including on servers (located both onsite and offsite, including in the cloud), databases, filing systems and in offsite backup storage.
IT Biz Solutions only retains personal information for as long as it is required for its business purposes or for as long as required by law. Any information that we no longer require is destroyed securely. An exception to this may be retention of the information for data analysis. However, if this occurs, the information will be retained in a form that does not allow you to be identified from that information.
IT Biz Solutions undertakes not to disclose your personal information in any manner that would be considered direct marketing.is to be carried out on an external email account.
Staff Code of Conduct
Purpose
This code aims to guide the conduct of staff in the performance of their duties as an employee of IT Biz Solutions. It is intended to provide practical assistance for staff faced with ethical challenges.
Overview
All staff of IT Biz Solutions are expected to perform the duties associated with their position skilfully, impartially and diligently in order to contribute to the efficient and economic achievement of IT Biz Solutions strategic goals.
Staff should be guided in their conduct by the principles established by this code. If there is any doubt as to the applicability of the code, or the appropriate course of action to be taken in certain circumstances, the matter should be discussed with a senior member of staff.
Code
Ethical principles
The fundamental ethical principles on which this code of conduct is based are:
respect for others
integrity
diligence
economy and efficiency.
Respect for others
All staff are expected to treat others, including other staff and customers, with fairness and respect. This involves:
courtesy and responsiveness in dealing with others
being sensitive to and respecting the rights and dignity of others
making reasonable, fair and consistent decisions
avoiding behaviour which might reasonably be perceived as harassment, victimization or intimidation
avoiding discrimination on grounds such as age, race, sex, pregnancy, sexuality, ethnic background, nationality, disability, political conviction, religious belief, or other grounds covered by relevant legislation
allowing alternative points of view to be expressed and reasonably debated.
Integrity
All IT Biz Solutions staff have an obligation as a citizen and as an employee to observe the laws of the State and the Commonwealth.
Staff are required to be familiar with, and comply with, all relevant IT Biz Solutions policies, procedures and codes of practices of the organisation.
Conflicts of interest
Staff should be honest in performing their role and avoid conflicts between their private interests and those of their responsibilities to IT Biz Solutions.
Conflicts of interest may arise when a staff member is in a situation where personal circumstances are affected by the decisions or duties carried out in their role. A conflict may arise when any of the following are involved:
financial interests
personal or sexual relationships
personal beliefs
outside employment
political participation
use of confidential information
use of facilities, equipment and resources
acceptance of gifts or benefits.
All staff must act responsibly and report any actual or perceived conflicts of interest that arise as part of their role. If there is any question as to whether a conflict exists, staff must discuss the circumstances with management to determine whether a conflict exists. Appropriate strategies will be developed to manage any reported or perceived conflicts of interest.
Diligence
5Staff are expected to carry out their duties in a professional, ethical and diligent manner at all times. This means staff must:
make decisions fairly, impartially and without bias, using the best factual information available
keep records and documentation to support their decisions
always aim to achieve the highest possible standard of performance
continuously develop their knowledge in their professional fields and areas of responsibility. Trainers and assessors must continue developing their vocational competencies to support continuous improvements in the delivery of the services provided by IT Biz Solutions
exercise best judgment in the interests of IT Biz Solutions
maintain adequate documentation to support decisions made
ensure outside interests do not interfere with their ability to meet the responsibilities of their role
adhere to professional codes of conduct and standards of ethics
act responsibly when becoming aware of any unethical behaviour or wrong doing by any other person. This may involve a report to a senior member of staff or to external authorities.
Economy and efficiency
Staff should use IT Biz Solutions resources, facilities and intellectual property only for legitimate purposes related to their role with IT Biz Solutions.
Staff should avoid waste or minimize it where avoidance is not possible.
Staff should maintain sufficient security and protection of IT Biz Solutions property, facilities, resources and intellectual property.
Style Guide
Purpose
The purpose of this document is to help individuals and departments to develop and file company documentation that is consistent with our corporate style.
This document explains the style to be applied to company documentation together with information on typography, and advice for writing and producing documents, as well as filing documents.
It is recognised that there will be documentation which is outside these guidelines, but the general format should be followed wherever possible.
Writing Style
Composition should be concise, friendly, and professional in keeping with our mission statement. Documents should be visually appealing and use unambiguous language.
Standard Operating Environment
Our standard operating environment (SOE) is Microsoft Windows and all documentation is to be produced using the associated software.
Hyperlinks
Hyperlinks may be either:
Internet hyperlinks which take the reader to a web site if a modem is in use. Internet hyperlinks must begin with https://
Word hyperlinks appear as normal text in a printed document, but in an electronic document are distinguished by the mouse cursor turning into the pointing hand shape.
Templates
There is not one standard template for documents and writers may use their own formats for documents as long as the following style guide is followed.
Note that all letters sent to external parties must be signed by the senior accountant at Burleigh
Page Layout
Only A4 paper is to be used for documents. The page margins must be as follows:
All margins (left, right, top and bottom) are to be 2.54 cm
Header or footer 1.27cm from margin line.
Headers and footers
Headers
Headers are used for all documents of more than one page. They contain the the title of the document and the title of the current section (if applicable).
Footers
Footers are used for all documents (except for letters and emails) and must contain the filename, the version of the document, the date and the page number.
Appearance
The standard font for all documents is Arial 10pt.
Heading 1 should be bold in 14pt and Heading 2 bold in 11 pt.
Automatic heading styles should be created and used to ensure consistency in heading.
See variations in guidelines for newsletter.
A document checklist must be completed to every document before the final draft is created.
Conservation
Only the second draft of a document is to be printed.
Printing must be double-sided where possible.
All printed material that is no longer needed is to be disposed of in a recycling bin.
Copyright
Copyright must be taken into account. If a report or article is to be included, make sure you acknowledge the author and/or source of the publication.
Email Style Guide
All emails should be written as follows:
Write a clear subject line.
Use greeting and closing as you would in a letter. For clients, use their first name or Mr or Mrs if preferred. End the email with Yours Sincerely.
For staff, use first names and use Kind Regards in closing. Where the email is to all staff use Dear All.
Make the email easy to read. Use short paragraphs and insert blank lines between each paragraphs. Use bullet points if applicable.
Keep the email brief.
Proof read the email. Run the spell check and check the document yourself too for spelling and grammar.
Digital security
Input devices such as thumb drives or other external memory devices should only be used if they come from a trustworthy source.
Before opening the thumb drive folder, ensure that a malware scan is run on it.
Files that are to be modified should first be saved to the computers desktop and the thumb drive ejected before beginning work on the files.
All files should be saved to the relevant folder, and not left on the desktop.
Back up of data should be performed at the end of every week. The data should be backed up onto an external memory device, which will be stored in the security cupboard in the Administration office.
RTO No: 91223
-410210400748500
Assessment Task 1
ICTICT532 Apply IP, ethics and privacy in ICT EnvironmentAssessment Task 1 Cover Sheet
Student Declaration
To be filled out and submitted with assessment responses I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s).
I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me.
I have correctly referenced all resources and reference texts throughout these assessment tasks.
Student name Student ID number Student signature Date Assessor declaration
I hereby certify that this student has been assessed by me and that the assessment has been carried out according to the required assessment procedures.
Assessor name Assessor signature Date Assessment outcome S NS DNS Resubmission Y N
Feedback
Student result response
My performance in this assessment task has been discussed and explained to me.
I would like to appeal this assessment decision.
Student signature Date A copy of this page must be supplied to the office and kept in the students file with the evidence.
Assessment Task 1: Knowledge QuestionsInformation for studentsKnowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:
review the advice to students regarding answering knowledge questions in the IT Works Student User Guide
comply with the due date for assessment which your assessor will provideadhere with your RTOs submission guidelinesanswer all questions completely and correctly
submit work which is original and, where necessary, properly referenced
submit a completed cover sheet with your workavoid sharing your answers with other students.
ii Assessment information
Information about how you should complete this assessment can be found in Appendix A of the IT Works Student User Guide. Refer to the appendix for information on:
where this task should be completed
the maximum time allowed for completing this assessment taskwhether or not this task is open-book.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix C of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.
Questions
Provide answers to all of the questions below:
Complete the table below for two Code of Ethics relevant to the ICT industry.
Code of Ethics Purpose
Complete the table below to identify the legislation relevant to copyright.
Copyright legislation Purpose
Complete the table below to identify two types of legislation relevant to intellectual property.
Intellectual property legislation Purpose
Complete the table below to identify the legislation relevant to privacy. Identify both the federal act, as well as the act for the state or territory in which you are located.
Privacy legislation Purpose
Complete the table below. Research a policy and procedure relating to each of the areas below Write down the name of the policy and procedure, the business that has developed it and its key purpose.
Copyright/Intellectual property Privacy List three ways that a business could choose to communicate new IP, privacy or ethics processes and procedures to staff
Assessment Task 1: Checklist
Students name:
Did the student provide a sufficient and clear answer that addresses the suggested answer for the following? Completed successfully? Comments
Yes No Question 1 Question 2 Question 3 Question 4 Question 5 Question 6 Task outcome: Satisfactory Not satisfactory
Assessor signature: Assessor name: Date:
RTO No: 91223
-410210400748500
Assessment Task 2
ICTICT532 Apply IP, ethics and privacy in ICT EnvironmentAssessment Task 2 Cover Sheet
Student Declaration
To be filled out and submitted with assessment responses I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s).
I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me.
I have correctly referenced all resources and reference texts throughout these assessment tasks.
Student name Student ID number Student signature Date Assessor declaration
I hereby certify that this student has been assessed by me and that the assessment has been carried out according to the required assessment procedures.
Assessor name Assessor signature Date Assessment outcome S NS DNS Resubmission Y N
Feedback
Student result response
My performance in this assessment task has been discussed and explained to me.
I would like to appeal this assessment decision.
Student signature Date A copy of this page must be supplied to the office and kept in the students file with the evidence.
Assessment Task 2: Project PortfolioInformation for students
In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.
You will need access to:
your learning resources and other information for reference
legislation, standards, codes of practice and ethics records/documentation such as at:
https://www.ipaustralia.gov.au/about-us/legislation/ip-legislationhttps://www.oaic.gov.au/privacy/the-privacy-act/
https://www.acs.org.au/home.htmlhttps://www.itpa.org.au/code-of-ethics/
https://www.geeksforgeeks.org/ethical-issues-in-information-technology-it/
https://vpsc.vic.gov.au/resources/gifts-benefits-and-hospitality-resource-suite/Project Portfolio template
Simulation Pack (including all policies and procedures and style guide) or your own business policies and procedures and style guide as set out in the assessment tasks.
Ensure that you:
review the advice to students regarding responding to written tasks in the IT Works Student User Guide
comply with the due date for assessment which your assessor will provideadhere with your RTOs submission guidelinesanswer all questions completely and correctly
submit work which is original and, where necessary, properly referenced
submit a completed cover sheet with your workavoid sharing your answers with other students.
ii Assessment information
Information about how you should complete this assessment can be found in Appendix A of the IT Works Student User Guide. Refer to the appendix for information on:
where this task should be completed
how your assessment should be submitted.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.
Activities
Complete the following activities:
Carefully read the following:
This project requires you to analyse legislation and standards relevant to intellectual property, ethics and privacy in the ICT industry and then to contribute to policy and procedures improvements relevant to intellectual property, ethics and privacy.
This project can be based on the case study business in the Simulation pack or you may like to base this on your own business, or a business you are currently working for or are familiar with. It is important that this business has existing policies and procedures in place relating to intellectual property, ethics and privacy and an organisational style guide and that you can access information about work practices. Speak to your assessor to get approval if you want to base this on your own business or one you work for.
You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below.
Preparation
Make sure you are familiar with the business you are basing this assessment on and have read through the necessary background information and policies and procedures. For the case study business, this is all of the documents included in the ICT simulation pack. If its your own business or a business where you are working or are familiar with, its important at this step that you have your business or case study approved by your assessor.
Complete Page 4 of your Project Portfolio for this unit.
Read through the requirements of Section 1, 2 and 3 of your Project Portfolio which include detailed guidance relevant to all the assessment activities.
Planning
You are now to complete Section 1 of your Project Portfolio by developing an action plan for completing the activities in this assessment task. You must follow this plan throughout the assessment activities, as well as update it as you complete each activity.
Complete Section 1 of your Project Portfolio.
Submit your Portfolio to your assessor.
Research and review
You are now to complete Section 2 of your Project Portfolio by:
Researching and identifying ICT industry standards for intellectual property, as well as copyright legislation.
Researching and identifying existing legislation relevant to privacy.
Researching and identifying ICT industry standards relevant to code of ethics. You should also ensure that you research typical procedures for review and grievance procedures relevant to ethics breaches as you will need this information for activity 6.
Reviewing the organisations existing policies and procedures and whether it meets current industry standards/legislative requirements for intellectual property/copyright, privacy and ethics.
You are also required to develop at least 10 questions that assess understanding of intellectual property/copyright, privacy and ethics and appropriate work practices.
In the next activity you will participate in a group round-table style discussion where you will ask the questions that you have developed. If you are completing this task based on the case study organisation, this will be a student group of four or five. If it based on a workplace, then you will need to identify a number of stakeholders who can answer your questions.
Participants will be able to answer questions based on their existing knowledge of organisational policies and procedures.
Make sure you prepare your questions in a suitable format, for example, you might choose to use a PowerPoint Presentation or a Handout. You must also make sure you use a suitable tone and content for your audience.
You will also need to coordinate with your student group or stakeholders and assessor for a suitable time for the discussion.
Complete Section 2 of your Project Portfolio, explaining how you have ensured integrity of the information you have researched as per the directions in your Portfolio.
Submit your Portfolio to your assessor.
Round table discussion
In a group round-table style discussion, you will ask the questions that you have prepared in order to assess current practices.
If you are completing this activity in your RTO with other students, these other students will also ask the questions they have prepared. Each person will have a turn (10 minutes per person) to ask their questions about intellectual property/copyright, privacy and ethics.
If you are completing this with regard to your own business, it will be just you asking the questions.
You are also to use the roundtable discussion as an opportunity to share ideas on best practice relevant to intellectual property/copyright, privacy and ethics.
Make notes on responses to your questions for use in the next activity. Document your notes in Section 3 of your Portfolio.
Your assessor will also be looking to see that you can:
exchange ideas and find out about the views and opinions of others.
demonstrate effective communication skills including:
Speaking clearly and concisely
Using non-verbal communication to assist with understanding
Asking questions to identify required information
Responding to questions as required
Using active listening techniques to confirm understanding.
ii This can either be viewed in person by your assessor or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes allocated.
Complete Section 3 of your Project Portfolio, explaining how you have ensured integrity of this information as per the directions in your Portfolio.
Submit your Portfolio to your assessor.
Update policies and procedures
After the round table, and using all of the research and review work you have completed, as well as the responses to your questions, you are to update policies and procedures relating to intellectual property/copyright, privacy and ethics. For the case study business, this will be all of the policies and procedures included in the ICT simulation pack that is:
Copyright Policy and Procedures
Privacy Policy and Procedures
Staff Code of Conduct
If it is another business, this will be the business current policies and procedures related to these areas.
Make sure you update the policies and procedures according to the business style guide for writing documents. For the case study business, use the style guide included in the ICT Simulation Pack.
You required to develop a review and grievances procedure for managing ethical breaches. This should be developed in the style of the case study business policies and procedures or the business you are working on for this assessment. It can be approximately 1 2 pages.
Work on Section 4 of your Project Portfolio. You only need to submit it in the next activity step.
Distribute policies and procedures
Now that you have updated your policies and procedures you are to distribute them to stakeholders.
You are to set up folders in a filing sharing system (such as Dropbox, Google Drive or OneDrive) and file each document there. Then file all the documents you have created within these folders.
You will also be required to test access to make sure the information is accessible, confidential and secure and then share the folder with management (your assessor).
When you share the folder, you should also ask for feedback on the new review and grievance procedure (via email or comments included as part of the sharing process).
Management (your assessor) will respond to you with comments which you will be required to integrate into your procedure.
Submit your completed Project Portfolio
Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to submit all necessary attachments.
You are then to submit this to management (your assessor) via email. Your email must seek final sign off for the updates to the policies and procedures you have made. You should identify the policies and procedures you updated and explain the process you followed and seek final sign off.
Assessment Task 2: Checklist
Students name:
Did the student: Completed successfully? Comments
Yes No Identify and describe intellectual property (IP) and copyright legislation and policies and procedures relevant to the ICT industry? Identify and describe privacy legislation relevant to the ICT industry? Identify and describe ethics requirements relevant to the ICT industry? Test the integrity of information through ensuring the reliability of information sources? Review the organisations existing policies and procedures for intellectual property (IP) and copyright, privacy and ethics to determine their compliance with industry requirements and legislation? Used a suitable format, tone and content for the questions about work practices? Participate in a roundtable discussion to review existing work practices relevant to intellectual property (IP) and copyright, privacy and ethics to ensure they comply with requirements? During the roundtable discussion, demonstrate effective communication skills including:
Speaking clearly and concisely
Using plain English to ensure that technical terminology can be understood by all staffUsing non-verbal communication to assist with understanding
Asking questions to identify required information
Responding to questions as required
Using active listening techniques to confirm understanding During the roundtable discussion, exchange ideas and find out about the views and opinions of others? Update existing policies and procedures for intellectual property (IP) and copyright, privacy and ethics to ensure they comply with requirements and to strengthen practices and based on research and feedback in the discussion at activity step 5? Distribute revised policy and procedures for intellectual property (IP) and copyright, privacy and ethics to stakeholders according to procedures given (i.e. via a shared folder system)? Implement new work procedures and ethics requirements according to procedures given (i.e. sharing the files)? Test level confidentiality, security and availability of information as per the instructions provided? Develop and document review and grievance procedures for managing ethical breaches? Seek feedback from stakeholders on review and grievance procedures? Respond to feedback from stakeholders on review and grievance procedures by updating policies and procedures relating to ethics? Obtain final sign-for all updates to policies and procedures from management? Task outcome: Satisfactory Not satisfactory
Assessor signature: Assessor name: Date:
Final Results RecordStudent name: Assessor name: Date Final assessment results
Task Type Result
Satisfactory Unsatisfactory Did not submit
Assessment Task 1 Knowledge questions S U DNS
Assessment Task 2 Project Portfolio S U DNS
Overall unit results C NYC Feedback
My performance in this unit has been discussed and explained to me.
I would like to appeal this assessment decision.
Student signature: Date:
I hereby certify that this student has been assessed by me and that the assessment has been carried out according to the required assessment procedures.
Assessor signature: Date:
