Human Resources

Form Management

Contents

Hiring Process

Updated September 2025 by Kathryn Raats

  • At WCMS, our goal is to build a team of skilled, passionate and values-driven mentors who contribute positively to our culture and deliver exceptional experiences for students and families.

    When hiring, keep the following in mind:

    • Plan, don’t react: Avoid reactive hiring. Recruit with foresight to meet projected growth.

    • Availability matters: We aim to hire team members with broad availability, not just one or two afternoons per week.

    • Flexibility is key: Applicants should be comfortable travelling to our studios and, where required, teaching home lessons.

    • Culture fit: Skills can be developed, but alignment with the WCMS vision, mission and values is essential. We hire people who will add to our culture, not dilute it.

  • The full step-by-step process for recruitment (from creating an ad to offering a role) is outlined in our WCMS Hiring Guide

    Checklist for Hiring Managers

    Use this checklist to ensure a consistent and thorough process:

    • Job ad created and approved

    • Applications reviewed against WCMS standards

    • Interviews conducted (with structured questions)

    • Reference checks completed

    • Availability and location flexibility confirmed

    • Cultural fit assessed

    • Contract and onboarding process initiated

    • Every new hire will be selected with care and consistency.

    • Our process is designed to set clear expectations and support new team members to succeed from day one.

Employee Onboarding

Updated September 2025 by Kathryn Raats

  • At WCMS we are committed to creating a seamless and stress-free onboarding experience. A strong start ensures every new team member feels informed, welcomed and connected from day one. Onboarding is not just about paperwork, it is about setting expectations, building confidence and embedding new hires into our culture.

  • The full step-by-step process for onboarding can be found in our Onboarding Guide: WCMS Onboarding Guide

    • Managers should use the Onboarding Checklist to ensure every stage is completed. This includes:

      • Contract signing and HR documentation

      • Payroll and system access set-up (Opus, email, Scribe, Slack, etc.)

      • Studio induction and site orientation

      • Training modules assigned (curriculum, HR, compliance, child safety)

      • First week “check-in” with mentor and manager

      • 1-month and 3-month review meetings

    • We will provide clear communication, structured training and early support to set each new team member up for success.

    • We will continually refine the onboarding process to keep it smooth, professional and aligned with our culture.

    • Our goal is for every new hire to feel part of the WCMS community from day one.

Probation & Contract Renewals

Updated September 2025 by Kathryn Raats

  • Probation is an important period where new employees and WCMS can confirm the role is the right fit. It provides time for training, feedback and adjustment while setting clear expectations.

    For part-time employees, contract renewals ensure hours and responsibilities are updated fairly and transparently as the role evolves.

  • Probation

    • All new employees start with a 3-month probation period.

    • Probation may be extended to 6 months if additional time is needed to assess performance, training or fit.

    • Managers must:

      • Conduct a check in 3 months (and 6 months if extended).

      • Document progress, strengths and areas for improvement.

      • Provide clear feedback and support to help the employee succeed.

    • At the end of probation, managers confirm one of three outcomes:

      • Successful completion (employee continues in role).

      • Extension (with clear goals and timeframe).

      • Termination (if the role is not the right fit).

    Contract Renewals

    • Contract renewals apply only to part-time employees.

    • A renewal is required if:

      • Regular hours increase or decrease.

      • Core responsibilities change.

    • The renewal process:

      • Review current hours and performance.

      • Confirm new agreed hours and duties with the employee.

      • Issue an updated contract reflecting the changes. You can view Contract Templates here: Contract Templates

      • File signed copies with HR records: Current Team Contracts

    • We will ensure every employee on probation receives constructive feedback and fair opportunity to succeed.

    • We will communicate clearly about expectations, extensions and outcomes.

    • We will keep all contracts current and compliant so employees always have clarity about their role, hours and pay.

Legal Requirements & Compliance

Updated September 2025 by Kathryn Raats

  • At WCMS, compliance with legal requirements is non-negotiable. We take these responsibilities seriously to protect our students, team and the studio. Staying compliant ensures we remain a safe, professional and trustworthy organisation.

  • Working With Children Checks (WWCCs)

    • Every mentor must hold a valid WWCC before starting work at WCMS.

    • Copies of WWCCs must be provided to the studio and kept on file in the WWCC drive.

    • Managers are responsible for:

      • Verifying WWCC status before onboarding.

      • Recording the expiry date in the HR system.

      • Following up for renewal at least 8 weeks before expiry. To keep on top of this, input a reminder in your google calendar of the expiry date as soon as you receive the check from the employee.

    • Any staff member without a current WWCC will be stood down from teaching until it is updated.

    Police Checks & References

    • Police clearances may be requested as part of pre-employment checks.

    • At least two reference checks must be completed before offering a contract.

    Right to Work

    • All employees must provide evidence of their legal right to work in Australia.

    • This may include a passport, visa or citizenship certificate.

    Fair Work Compliance

    • All contracts, pay and entitlements must comply with the Fair Work Act and the Miscellaneous Award 2020.

    • Pay rates are reviewed annually in July to align with Fair Work updates.

    Workplace Health & Safety

    • WCMS maintains safe facilities, equipment and practices in line with WHS requirements.

    • Any incidents must be reported immediately via the WHS procedure.

    • We will actively monitor and update all compliance records, especially WWCCs.

    • We will provide training and reminders to ensure mentors and managers understand their legal responsibilities.

    • We will always operate in line with Australian law, Fair Work requirements and child safety standards.

Workhealth and Safety

Updated September 2025 by Kathryn Raats

  • At WCMS we are committed to providing a safe, healthy and supportive workplace for all staff, students and visitors. Our approach is guided by the Work Health and Safety Act 2020 (WA). Safety is everyone’s responsibility.

  • For the full WHS procedures, see the Detailed WHS SOP

    • Report hazards or incidents immediately to Marie or Kiara (or Kathryn if serious).

    • First aid kits and fire equipment are available at reception. Know their location.

    • Evacuation procedures are displayed in the studio. Follow instructions in an emergency.

    • Equipment safety: Use instruments and studio equipment correctly. Report faults or risks straight away.

    • Slips, trips and falls: Keep walkways clear and rooms tidy.

    • Manual handling: Ask for help with heavy or awkward items.

    • Student safety: Always maintain professional conduct and child-safe practices.

    • We will comply with all obligations under the WHS Act.

    • We will provide safe facilities, training, and clear reporting procedures.

    • We will act promptly on any hazards or incidents raised.

Mandatory Reporting

Updated September 2025 by Kathryn Raats

  • At WCMS, the safety of children is our top priority. Management has a legal and ethical responsibility to act on any concerns raised by staff in line with the Children and Community Services Act 2004 (WA). We will always err on the side of caution, take reports seriously, and escalate concerns promptly.

  • Receipt of Report

    2. Assess the Concern

    • Review the report carefully for:

      • Type of concern (sexual abuse, physical abuse, neglect, etc.)

      • Urgency and immediate risk

      • Any action already taken by the reporting mentor

    • If a child is in immediate danger, call 000 straight away.

    3. Determine Reporting Requirement

    • Under WA law, sexual abuse must always be reported to the Mandatory Reporting Service (MRS).

    • WCMS also escalates serious concerns about physical abuse, neglect, or exposure to family violence even if not legally mandated.

    4. Lodge a Mandatory Report

    • Submit the report via:

    • Ensure the report includes all details provided by the mentor, with no interpretation or alteration of the child’s words.

    5. Notify Relevant Parties

    • Inform Kathryn (Director) immediately if Kiara receives the report.

    • Parents should not be contacted directly if abuse is suspected - this is the role of the Department of Communities.

    • If safe and appropriate, inform the reporting mentor that the report has been escalated.

    6. Record Keeping

    • Record the report in the WCMS Child Safety Register (tab 2), including:

      • Date and time submitted to MRS

      • MRS reference number

      • Name of manager who submitted

      • Any follow-up instructions from the Department of Communities

    • Keep all records confidential and secure.

    7. Follow-Up and Support

    • Provide debriefing and support to the reporting mentor if needed.

    • Monitor the child’s safety and wellbeing in the studio setting.

    • Review WCMS practices if systemic risks are identified.

    • We will comply fully with the Children and Community Services Act 2004 (WA).

    • We will act swiftly and sensitively in the best interest of the child.

    • We will maintain confidential, accurate records of all mandatory reports.

    • We will protect staff who raise concerns and ensure they feel supported.

    • We will review and update this SOP annually in line with WA law.

Performance Reviews

Updated September 2025 by Kathryn Raats

  • Performance management at WCMS is about support, growth and accountability. Our goal is to celebrate wins, set meaningful goals, and provide mentors with the tools they need to succeed.

  • For full processes, see the:

    Performance Review (June):

    Annual Reflection (December):

    • Year-end team check-in.

    • More informal, focused on culture, management feedback and celebration.

    • Guided by the Annual Reflection Form.

    Follow-Up:

    • Managers check in on goals and themes across the year.

    • Mentor feedback informs studio culture and management improvements.

    • We will keep performance management supportive and constructive.

    • We will use reviews and reflections to improve both mentor experiences and WCMS culture.

    • We will follow up on commitments made during reviews and reflections.