Farm workplace policies explained

Workplace policies define acceptable workplace behaviours, set out implications for not complying with the policies and often reinforce and clarify Standard Operating Procedures (SOPs).

This topic is about developing policies for managing behaviours and incidents that might occur on dairy farms, where an incident is an occurrence or event resulting in physical or psychological injury, damage to property or something that nearly causes one of these events.

Having well documented policies will contribute to your farm being a safer and more enjoyable workplace, where people want to work and stay.

People leave farms if they don’t feel safe or comfortable and replacing them is costly. Documenting policies also helps ensure your farm complies with equal opportunity and health and safety legislation.

The benefits of workplace policies

Well written policies that are understood by everyone on the farm help to prevent or minimise health, safety and welfare risks and help employers manage staff more effectively by defining behaviours that are acceptable or unacceptable in the workplace.

Farms with documented workplace policies are more likely to:

• have people who comply with the values of the business and employment legislation;
• be able to provide evidence in support of their actions when possible legal actions arise;
• save time when a new problem arises by handling it quickly and effectively through an existing policy;
• clarify functions and responsibilities;
• effectively assess performance and establish accountability;
• ensure consistency in decision making and operational procedures;
• operate in an efficient and business like manner;
• foster stability and continuity;
• maintain the direction of the business even during times of change; and
• provide the framework for business planning.

Developing workplace policies

Working through the following six steps will help to ensure that your farm workplace policies are successfully introduced and implemented.

1. Consult with your employees

Include the people working on the farm in the development and implementation of the workplace policies. Employees often have good ideas and including them in the development process will help to promote their understanding and ownership of the policies, awareness of the policy content and, importantly, increase the chances of compliance.

2. Draft the policy document

A policy should:

• set out the aim of the policy;
• explain why the policy was developed;
• define all the key terms in plain English so that the meaning is clear;
• list who the policy applies to, for example is it just people working on the farm or does it include contractors and visitors;
• describe what are acceptable or unacceptable behaviours (you may like to include examples help illustrate what is expected);
• have guidelines and procedures to be followed to achieve the policy aim;
• set out the consequences of not complying with the policy and, if necessary, what to do in the case when it isn’t possible to comply; and
• provide a date of when the policy was developed or updated

3. Tell everyone

For farm workplace policies to be effective, tell everyone who works on the farm about them and give them a copy.If you have any employees whose first language is not English and whose understanding of written English is limited, you should arrange to have the policies translated into an appropriate language. It is important that everyone understands the policies.Similarly, if you have employees who have limited literacy skills you should ensure that the policies are read to them and understood by them.

Contractors, labour hire firms and work experience students also need to be aware of your policies and it may be necessary to consult with them to ensure consistency and compliance with their policies and procedures.

Make copies of the policies easily accessible on the farm by keeping copies in folders in a central location and in staff areas and displaying them on noticeboards. Make sure that policies are provided to new staff, contractors and, where relevant, visitors as a part of their induction.

4. Explain the policies

Explaining the policies to everyone on the farm can be done at information or training sessions, staff meetings or when a new staff member or contractor is doing their induction.Explain how to comply with the policies and the implications of not doing so. Make sure that everyone understands they must comply with the policy.Regularly discuss policies with the people working on the farm. This could be done at staff briefings or meetings whenever relevant.

Managers and owners should show others working on the farm how to behave by endorsing and modelling those behaviours.

5. Implement the policies

Be consistent when applying the workplace policies and dealing with someone who doesn’t comply. Deal with any breaches of policies promptly and always use the procedures that are set out in the policy. The consequences of breaching a policy could be a warning, disciplinary action or dismissal. The consequence should be suited to the severity of the breach.

6. Evaluate and review the policies

Regularly review the policies in conjunction with employees and contractors to make sure that they match any changes that have occurred on the farm and reflect new regulations and state of knowledge so they remain relevant to the people who work there.If a policy is changed significantly give a revised copy to all staff and update any other copies that are on the farm. Explain to everyone why it has been changed and what the changes are. Policies may need to be changed when there is new equipment being used or work procedures change.

Types of workplace policies

As a minimum, dairy farms should have policies for handling an emergency, accident, illness, injury or a near miss. There should also be policies that deal with discrimination and bullying, harassment, and alcohol and drug use – keep reading for more information about these different policies. Templates are listed at the bottom of the page – split by workplace policies and activity related policies.

You may also want to include policies for smoking; internet, email and mobile phone use; or children on farms

Read Workplace Policies & Procedures for information on other policies – such as leave, a code of conduct (also go to Recruitment), dress standard, internet and email use. You can also create standard operating procedures – see the sections within the Farm Safety Manual for more information.

Social media

It’s a good idea in this tech-savvy age to have a social media policy. Employees, contractors and sub-contractors need to know that making comments on social media about their employer and their workplace – even if they don’t name names – can be against the terms of their employment contract. Employees should not say or do anything on social media that:

– has the potential to bring your business into disrepute;
– gives away or discusses confidential information;
– could be viewed as derogatory towards or disparaging of workmates, customers or clients;
– undermines their effectiveness or productivity at work (eg, through excessive use).

Download a social media policy template

Discrimination and harassment (inc. sexual harassment)

Discrimination and harassment because of personal characteristics is unlawful.

A way to help ensure discrimination and harassment does not occur on your farm is to have and promote a written policy that makes it clear that discrimination will not be tolerated.

You may want to develop a policy that covers all forms of unlawful discrimination and harassment or, as some businesses do, develop a separate policy for sexual harassment.

Download a harassment policy template and customise this to your farm.

Download our discrimination and harassment fact sheet which explains what you might like to include in these policies (includes definitions, example statements and templates).

See the Respect at work page for more information on workplace sexual harassment.

You can also read more at the Australian Human Rights Commission

Bullying

A worker in a business or undertaking can apply to the Fair Work Commission for an order to prevent them from being bullied at work.

Download our bullying fact sheet which explains what bullying is, who the laws apply to, the anti-bullying process and how to prevent a bullying claim. You should have a policy and procedure to address workplace bullying. Use the Bullying, Discrimination and Harassment policy with procedure to create a policy for your farm.

Mentally healthy workplaces

Businesses that care about good mental health and wellbeing attract and retain people because they’re great places to work. Healthy workplaces promote mental health and wellbeing. They are positive and productive, and get the best out of everyone in the workplace. As well as benefiting employees, a mentally healthy workplace is also better for your bottom line.

Heads Up have great online resources you can use in your farm business – download: mental health and well being policy

Drugs and alcohol

Drug and alcohol use in the workplace creates a range of problems. Employees with drug and alcohol problems can cause injury to themselves and others and damage their physical and mental health.

Download the developing and implementing a farm drug and alcohol policy which explains how to develop and implement a policy, including information about WHS requirements, benefits of having a policy, consultation, testing and tips about what to include in your drug and alcohol policy. Once you have read this, download the Drug and alcohol policy template and tailor this to your farm.

It is suggested that before determining which drug and alcohol testing service provider to engage, you confirm with them the following:

• Location of the service provider – can they attend at short notice in circumstances such as a workplace incident?
• Can they provide evidence of certification by a nationally accredited RTO – currently identified as HLTPAT304D or HLTPAAT005 – Certificate in Collection of Samples for Drugs of Abuse
• Do they test in accordance with the Australian Standards – AS3547/1997 and AS4760/2006?
• Are their testing devices calibrated to test in accordance with Australian Standards with cut off levels in accordance with Australian Standards?
• What is their procedure for random testing – (e.g. some random test a whole area on one day which is not a good idea as word will get around that they are in the area)
• Do they provide a written procedure for the testing which is in accordance with Australian Standards from initial onsite screening, to confirmation of testing results and chain of custody compliance and which can be incorporated into your policy?
• Will they provide a report to you on the results of the testing?

The checklist is designed to provide a starting point when exploring potential drug and alcohol service providers. You may like to add questions that relate to your specific, individual business needs or situation.

Return to work plans

Farm businesses have a legal obligation to help injured employees return to work – that is, to get back to work and stay at work while they recover from an injury. This can involve changing the kind of work the employee is required to do so that his or her injury is not aggravated during recovery. Experience shows that the best way to keep productivity up and insurance premiums down is to help injured workers return to work safely and as soon as possible.

For more information on helping employees return to work go to your state’s government Workcover authority website or contact your workers compensation insurer. Click here for links to these sites.

Q-Fever

Query fever, also known as Q fever, is caused by Coxiella burnetii, a type of bacterium found worldwide except New Zealand. Q fever is a disease you can catch from infected farm animals, including cattle, sheep and goats. You can also catch it from infected domestic or wild animals. Infected animals often have no signs or symptoms.

A Q-Fever Policy Template is now available to download here, and from the resources section of the Working with Livestock and on this page below.

This policy aims to:

1. Educate employees and other on-farm personnel (e.g.: Contractors, Service providers) about Q fever, its transmission, symptoms, and prevention methods.
2. Implement measures to reduce the risk of Q fever exposure within our facilities or operational areas.
3. Facilitate prompt identification, reporting, and management of suspected or confirmed cases of Q fever.
4. Comply with all relevant health and safety regulations and guidelines related to Q fever prevention and control.

This policy template should serve as a starting point and can be customised according to the specific requirements of your organisation.

Further guidance and Fact Sheets which you can annex to this Policy can be obtained from your relevant State-based WorkSafe organisations:

• Preventing Q fever | WorkSafe Victoria
• Q fever | SafeWork NSW
• Q fever (worksafe.tas.gov.au)
• Q fever – including symptoms, treatment and prevention | SA Health
• Q fever | WorkSafe.qld.gov.au
• Q fever (health.wa.gov.au)

See also the Australian Q Fever Register helpline 1300 733 837