TEAM & HUMAN RESOURCES

Contents

Payroll

  • At WCMS we want to make sure every team member is paid fairly, accurately, and on time. To help us do this, we have a simple payroll process in place:

    Pay Cycle

    • Mentors are paid fortnightly, with payments processed on Wednesday afternoons.

    • Payment is made directly to the bank account you nominated on your Employee Information Form.

    Lesson Attendance

    • Payroll is based on lesson attendance recorded in Opus. This ensures accuracy and fairness for both you and the studio.

    • If a lesson’s attendance has not been marked in Opus, we have no record of the session and cannot process payment for it.

    ⚠️ Important: No attendance marked = no pay. Please mark attendance promptly so your timesheet is correct.

    Support & Resources

    • A step-by-step Scribe slideshow is available below to guide you through marking attendance in Opus.

    • If you notice a mistake in your pay, or have trouble marking attendance, please reach out to Kathryn as soon as possible. We’re here to help.

    • If you ever forget to mark attendance, let us know - we’d rather fix it together than see you miss pay.

    Accountability

    • Consistently missing attendance records makes it difficult to run payroll smoothly and fairly. If this happens regularly, it may result in a performance conversation.

    • Our goal is not to punish, but to support everyone in building good habits so the whole team is paid accurately and on time.

Pay Rates & Fairwork

  • At WCMS we believe in transparent and fair pay for all team members.

    Pay Rates

    • Mentor pay rates are set in line with the Miscellaneous Award 2020 under the Fair Work Act.

    • Mentor pay rates are set based on role, experience, and responsibility level.

    • A full breakdown of current rates is available in the Scribe Pay Rates Document (see below).

    • Rates are reviewed annually in July in line with:

      • Fair Work updates to the relevant Award

      • WCMS’s annual wage review (aim for 3% increase annually)

    Pay Reviews & Increases

    • If Fair Work announces an increase to Award minimums, WCMS will apply these changes automatically.

    • In addition, WCMS reviews pay each year to ensure our rates remain competitive and reflect the growth of the studio.

    • Any changes to your pay rate will be communicated to you in writing.

    Support & Questions

    • If you’re unsure of your current pay rate, or believe there may be an error, please contact Kathryn.

    • You can also check the Scribe Pay Rates Document at any time for the latest information.

  • All WCMS employees are covered under the Fair Work Act, which sets out your workplace rights, pay, and entitlements.

    All WCMS Mentors are covered by the Fair Work Act and the Miscellaneous Award 2020. This ensures you have strong protections for your pay, conditions, and entitlements.

    You can view the Award here:
    Miscellaneous Award 2020 – Fair Work

    Your Protections

    • Minimum pay and conditions are set by Fair Work.

    • These include:

      • Pay rates and entitlements

      • Breaks and working hours

      • Leave (annual, sick, compassionate, etc.)

      • Protection against unfair dismissal and discrimination

    Common Mentor Entitlements at WCMS

    Most mentors are hired as casual employees, which means:

    • Minimum shift length: Shifts cannot be less than 2 hours. If your rostered shift is shorter, you will still be paid for 2 hours.

    • Breaks: If your shift exceeds 5 hours, you are entitled to a 30-minute unpaid break.

    • Casual loading: Your hourly rate includes casual loading to cover leave entitlements.

    • Saturday loading: Saturday shifts attract a higher hourly rate, applied automatically through payroll.

    (Note: For full details, always refer back to the Miscellaneous Award.)

    Staying Informed

    • You can always check your rights directly at www.fairwork.gov.au

    • You can also call Fair Work for confidential advice.

    WCMS Commitment

    • WCMS is committed to staying fully compliant with all Fair Work requirements.

    • We keep up to date with Fair Work announcements and ensure pay and conditions are always at or above minimum standards.

    Support & Questions

    • If you’re ever unsure about your entitlements or want to understand more about Fair Work, please reach out to Kathryn or our External HR Consultancy team at Cornerstone.

    • You are also free to contact Fair Work directly at any time for independent guidance.

WCMS Organisation Chart

  • The WCMS organisational structure is designed to be supportive, transparent and collaborative. Every role connects to our goal of inspiring students through music while maintaining a strong, positive culture.

    The WCMS Structure

    Director (Kathryn Raats)

    • Provides overall leadership and direction.

    • Final decision-maker on strategy, HR, and finance.

    Adventure Architect (2IC / Kiara Macri)

    • Works directly with the Director to manage operations.

    • Oversees day-to-day running of the studio and team.

    Key Coordinators

    • Event Coordinator (Indigo Milne): Plans and delivers events such as BandFest, Showcases and Graduation Gala.

    • Community Coordinator (Marie Lee): Focuses on student and family engagement and team culture.

    • CFO (External: Regan Cleland): Manages finance, forecasting and compliance.

    • Culture Crew (Zal, Indigo & Marie): Supports reception, student journeys, parent engagement and team culture.

    Mentors

    • Deliver high-quality lessons and workshops.

    • Support students through the WCMS curriculum and student journey.

    • Contribute to the studio’s culture and events.

External HR

  • At WCMS we partner with Cornerstone HR Consulting to provide independent HR support. This ensures every team member has access to fair, professional, and confidential guidance if they need it.

    Cornerstone HR: https://cornerconsult.com.au/

    When to Use the Escalation Chain

    Before contacting Cornerstone, we ask that you follow the WCMS internal escalation chain:

    1. Team Mentor

    2. Culture Crew (Zalman, Indigo, Marie)

    3. Kiara (2IC)

    4. Kathryn (Director)

    Most issues can be resolved internally through open and respectful communication.

    When to Contact Cornerstone HR Directly

    You may contact Cornerstone HR if:

    • You have a serious workplace concern that you don’t feel comfortable raising internally (e.g. bullying, harassment, discrimination).

    • You have followed the escalation chain and the issue remains unresolved.

    • You would like confidential, independent advice about your workplace rights.

    How to Contact Cornerstone HR

    WCMS Commitment

    • We fully support team members accessing Cornerstone HR if they need independent advice or assistance.

    • You will not be penalised or treated differently for seeking support from Cornerstone.

Workhealth and Safety

  • Quick Links:

    At WCMS we want everyone (staff, students, and families) to feel safe in our studios. Safety is a shared responsibility. Every mentor plays a part in keeping the workplace healthy, professional and risk-free.

    1. Hazard Awareness

    • Keep teaching rooms tidy: no loose cables, clutter or drink spills.

    • Report damaged equipment, faulty instruments or unsafe conditions immediately.

    • Always use safe lifting techniques. Ask for help with heavy items.

    2. Emergency Procedures

    • Know where the evacuation maps are displayed and the assembly point outside the building.

    • In an emergency, follow the Fire Warden’s instructions and guide students calmly.

    • Do not re-enter the building until cleared.

    3. First Aid

    • First aid kits are located in the Kitchen (and other marked locations).

    • Report all injuries or incidents to management immediately and fill out an incident report here.

    4. Incident Reporting

    • If an incident occurs (injury, hazard, near miss), complete an Incident Report. You can access an Incident Report From here

    • Report as soon as possible, within 24 hours.

    5. Child Safety

    • Students must never be left unsupervised.

    • Report any child safety concerns immediately via the Mandatory Reporting Form (click here) AND directly to Kiara/Kathryn.

    6. General Conduct

    • Wear your WCMS name tag and follow the dress code.

    • Keep walkways and shared spaces accessible at all times.

    • Maintain professional, safe interactions with students and families.

    WCMS Commitment

    • We will provide safe facilities, working equipment and clear safety procedures.

    • We will respond quickly to any hazards or incidents reported.

    • We will support mentors with training and resources to keep the studio safe.

    • We will review WHS processes regularly to keep them up to date.

Incident Reports

  • At WCMS, safety and wellbeing come first. If an incident occurs involving a student, staff member, or visitor, it must be reported quickly and accurately. This ensures we can respond immediately, meet our legal obligations, and prevent future risks. Reporting is not about blame - it is about protecting everyone in our community.

    Processes

    1. Immediate Response

    • Ensure the area is safe for yourself, the student, and others.

    • If required, administer first aid or call 000 in an emergency.

    • Notify the nearest leader or manager immediately.

    2. Reporting the Incident

    • Once safe, complete an Incident Report Form HERE: Incident Report. The report will Include:

      • Date, time, and location of incident

      • Names of those involved

      • Description of what happened

      • Any injuries sustained

      • Actions taken (first aid, evacuation, contacting parents, etc.)

      • Witnesses, if applicable

    • Submit the report to within 24 hours of the incident occurring.

    3. Follow-Up

    • Managers will review and log the incident in the Incident Report Register.

    • Parents will be informed promptly if a student was involved.

    • WCMS will arrange any required follow-up (repairs, training, counselling, etc.).

Mandatory Reporting

  • To complete a Mandatory Reporting form, CLICK HERE

    At WCMS, the safety of children is our highest priority. Under the Children and Community Services Act 2004 (WA), certain professionals are legally required to report concerns of child sexual abuse. WCMS extends this responsibility to all mentors and staff, meaning that any suspicion of abuse or neglect must be taken seriously and reported immediately. Reporting is a safeguard for children, families, and our team.

    1. What Must Be Reported

    • Suspected or disclosed sexual abuse (legal requirement).

    • WCMS also requires staff to report any suspicion or concern of:

      • Physical abuse

      • Emotional abuse

      • Neglect

      • Exposure to family or domestic violence

    2. Immediate Actions

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

    • Ensure the child is safe and supported. Do not investigate or confront alleged offenders.

    3. How to Report

    • Step 1: Report your concern immediately to Kiara (2IC).

    • Step 2: Document the concern using the Mandatory Reporting Form (Confidential)

    • Step 3: Kathryn or Kiara will determine whether to lodge a mandatory report with the WA Department of Communities – Mandatory Reporting Service.

      • Phone: 1800 708 704

      • Online: Mandatory Reporting WA

    4. Confidentiality

    • Do not discuss the concern with anyone outside the reporting process.

    • All reports will be handled with strict confidentiality.

Performance Reviews

  • Performance reviews at WCMS are here to celebrate you, support you and help you grow. They are not about criticism. Reviews are a chance to reflect on your journey, highlight wins, and set clear goals for the year ahead. We want every mentor to feel seen, valued and encouraged in their work

  • Annual Performance Review (June)

    • You’ll be asked to complete a short Performance Review Reflection Form one week before your review.

    • This form asks about your achievements, challenges and goals, and how you’ve lived out WCMS’s mission and values.

    • You’ll then have a 1:1 meeting with Kiara or Kathryn (30–45 minutes) to:

      • Celebrate your wins

      • Discuss any challenges and supports you need

      • Set 1–2 goals for the next 12 months

    • Reviews take place at the end of the financial year so that outcomes can align with pay reviews in July.

  • Annual Reflection (December)

    • Before the Christmas shutdown, you’ll complete an Annual Reflection Form.

    • This is less formal and is about your experience at WCMS:

      • What you loved this year

      • Where we can improve as a studio

      • What you’d like from management next year

    • This feedback is shared in team discussion to celebrate the year and shape our plans for the future

    • Goals from your June review will be checked in on through the year.

    • You can always reach out to Kiara or Kathryn if you need extra support between reviews.

    • We will make reviews positive and constructive.

    • We will celebrate your contribution and support your development.

    • We will use your feedback to improve WCMS and strengthen our culture.

    • We will always treat reviews as a two-way conversation - your voice matters

Dress Code

  • At WCMS we value creativity, individuality and professionalism. Our dress code is designed to give mentors freedom of expression while ensuring we present a consistent, polished image to students and families.

    Standard Dress

    • Bottoms: Light denim jeans, skirts or shorts (neat and presentable).

    • Tops: White shirts, blouses or tops.

    • Layers: White or black jumpers or knits in cooler weather.

    • Name Tag: Your orange WCMS name tag must be worn during all shifts.

    General Guidelines

    • Clothing should be smart casual: neat, tidy and appropriate for teaching.

    • Outfits should be comfortable for movement as you will be playing instruments, demonstrating and sitting with students.

    • Clothing should never display offensive slogans, images or tags.

    • Avoid clothing that is overly revealing or could be considered provocative.

    • Shoes should be practical and safe for moving between rooms.

    Self Presentation

    • Mentors are expected to be clean, well-kempt and presentable at all times.

    • Coloured hair and tattoos are welcome. We simply ask that they are presented in a respectful and professional way.

    Why It Matters

    • Parents and students look to mentors as role models. A polished appearance builds trust and confidence.

    • A consistent WCMS look helps reinforce our brand identity as a creative and professional studio.