Trainer Handbook
Trainer Handbook
The Trainer handbook has been designed as a tool for you to use throughout the training journey. It contains all the information you need to get started and make sure that your experience is a positive, challenging and rewarding one.
TRAINER RESOURCES
This manual is a reference guide for the daily activities of our trainers. It will assist in the understanding of your role and its requirements, and to give you an opportunity to perform at your very best. Please note this is to be used as a guide only. You can find The Standards for Registered Organisations here: ASQA STANDARDS This manual has been prepared for RTO #41209 Propel Education and Training Pty Ltd Trading as The Barber Academy and The Hair Academy.
The Trainer handbook has been designed a reference for all aspects of the academy. Use the above navigation to find answers to your query.
As a trainer, you will be provided with access to all the tools you will require to teach students, including:
- aXcelerate Learner Management System
- Hair & Barber Goodtalk Platform
- Hair & Barber Community
- Academy Schedule and Session Plans
- Barber Kit/Hairdressing Kit (In Academy)
- Training Forms, Educational Books and Learning Tools
Please contact us at [email protected] if you have any questions that are not answered in this handbook.
The team at Propel, The Barber Academy and The Hair Academy.
ORGANISATIONAL CHART
As an active, hands-on training business, we aim to keep the structure simple and clear:
Hairdressing and Barber trainers are to report to Dee Thomas.
Partners can contact Dee on [email protected]
Students are required to report to the Student Services Officer for anything not directly related to their training—for example, fees, deferral, or withdrawal.
Payroll/wages/contracts enquiries need to be directed to the CEO.
Dee can be contacted on the below:
Email address: [email protected] and [email protected]
Student Services can be contacted on the below:
Email address: [email protected] or [email protected]
Gareth can be contacted on the below:
Email address: [email protected]
Compliance team can be contacted on the below:
Email address: [email protected]
OUR MISSION
Our Mission is to fuel our students' passion for their chosen field by leading from the front in excellence. We strive to add value to their career pathway by living our five core values which are:
Integrity - Doing the right thing, always. Not the best thing for our well-being or personal profit, but the best thing for the entire community, environment, human society.
Inclusion - embracing all people irrespective of race, gender, disability, medical or other need. Giving equal access and opportunities and getting rid of discrimination and intolerance.
Sustainability - striving to improve the environmental health and quality of life for our campuses and community
Culture - Culture is who we are. It is what’s important to us. It is what we value. Culture is how we behave with each other and everyone else.
Excellence - the result of caring about what we do, and of putting our very best effort into what we care about
WHAT MAKES US DIFFERENT
A Modern approach to Education and Learning
Our modern approach ensures our courses are accessible to everybody and can work around existing family, study and work commitments. All of our training staff have extensive experience within the industry and still regularly work within the environment, ensuring they can teach our students how to thrive within the working environment.
Our teams are committed to training and nurturing students to become skilled in their chosen professions. Our courses are designed so that students receive the perfect blend of practical and theory in a style that’s both informative and fun.
We have endeavoured to give as much information as possible to make your decision to study with us as easy as possible. If there is a question you have that is not explained here, please contact our team who will be happy to answer any of your queries.
INDUSTRY EXPERIENCED TRAINING TEAM
Our team has years of industry experience, many still actively working across the industry to ensure you are trained and educated with the most up to date information possible.
During your course you will be trained and mentored by different team members who have specific skills for your industry all targeted and helping you learn and become confident in your ability.
As a practical hands-on academy, it is essential that you learn from experienced trainers who can guide through the learning process and show you how the theory it is applied in the real world. Our end goal is to make you educated and confident to finish your course and move into the industry.
Professional Industry & Educational resources
To ensure the best outcome for all students we have created state of the art online learning platforms which allow you to learn when its suits your lifestyle and then be able to focus on practical application when you attend the academy.
All students have access to our online training programs, masterclasses and bonus learning tools specifically designed for your industry.
PROFESSIONAL DEVELOPMENT
As a business we understand that you need to be constantly improving on your education. We actively encourage you to learn skills from others in our team and actively seek out education in the industry. Professional development (PD) is an essential element of ensuring that trainers’ skills and knowledge are current and appropriate.
PD can be accessed in a number of ways, including:
- Industry placement, formal training, reading, webinars, LinkedIn groups, newsletters and subscriptions, industry consultation.
PD needs to be undertaken in Vocational Training for each area that you train in, encompassing all of the different units in which you conduct training.
The following steps are involved:
1. Identify the area which requires PD
2. Identify appropriate PD opportunity
3. Participate in training
4. Save evidence of participation (certificate, copy of presentation).
Reflection for each PD should occur after you have completed the training to identify how this will benefit you with your ability to train your students. This should be kept as a record with your trainer matrix and can follow the example below.
Record evidence of PD in your Axe Trainer Matrix/Evidence Matrix
It is a requirement as a trainer/assessor that you collect evidence of industry currency and voccation eduation currency and submit this evidence through your trainer checklist
PD sessions internal will be arranged with management.
Evidence will need to be sent to [email protected] on a weekly basis
PD sessions should also be documented on your trainer checklist.
STUDEnT MENTAL HEALTH
As a trainer, encountering a student with mental health issues requires a thoughtful, supportive, and ethical approach.
Here’s what you should do:
1. Recognise the Signs
You don't need to diagnose, but being aware of common signs—like drastic mood changes, withdrawal, persistent low energy, or difficulty concentrating—can help you respond appropriately.
2. Create a Safe and Supportive Environment
Be non-judgmental and empathetic. Encourage open communication. Respect their privacy, but don’t promise complete confidentiality if safety is at risk.
3. Set Clear Boundaries
You're not a therapist. Know your role and limits. Offer support (in a training environment), but don’t try to “fix” the problem yourself.
4. Encourage Professional Help
Gently recommend they speak with a doctor, therapist, or a healthcare professional. If possible, provide information about local resources or services. There is a print out in the academy of support numbers you can refer the student too. The Student Handbook also has a full list of support services.
5. Make Reasonable Accommodations
Offer flexibility with deadlines or workload if feasible. This may include the student speaking with the administration team regarding help numbers or deferring/withdrawing their course to focus on themselves. Modify communication style or training methods if it helps them engage better. (contact management to discuss further)
6. Consult with Supervisors or Relevant Staff
Involve appropriate staff (student support services/manager.) In the Student Handbook there are support numbers for students to access if they need. These are also printed in the academy for student access.
Emergency Assistance
For urgent matters, please contact:
Lifeline: 13 11 14 | Beyond Blue: 1300 22 4636
Emergency Services: Call 000 for police, fire, or ambulance in an emergency.
Counselling Services
For immediate support or ongoing mental health resources, we recommend these free services:
Beyond Blue: www.beyondblue.org.au – 24/7 support for mental health issues.
Headspace: www.headspace.org.au – Mental health resources for young people.
Lifeline Australia: 13 11 14 – 24/7 crisis support.
TRAINER SUPPORT
Our management and support team is always available to help our trainers. If you cannot find or do not understand the resources in this handbook please contact a member of the management for clarification or assistance. - Trainer Support
HAIR & BARBER
Trainer Policies & Procedures
ACADEMY POLICIES & PROCEDURES
Our academy offers a wide range of programs and courses through Propel, The Barber Academy and The Hair Academy. As a trainer you are required to follow our policy and procedures for the business. These provide guidance around our operations as an RTO and our requirements as business. This includes the polices and procedures listed below along with the academy policies and procedures which guide both trainers and students in day to day operations of our academies.
Please take the time to read through these and the academy policy and procedures on the Student handbook website.
Good HOUsekeeping procedure
All Trainers are expected to keep the Academies and associated resources, in a professional condition. This includes the following;
- Student assessments (e.g. SWOP)
- Academy surfaces, tools and equipment
- Trainer Kit
- Products (Professional and retail)
To do this, trainers should:
Arrive on time for their class (All preparation is to be completed before the class)
Follow the Schedule and have session plans.
Ensure the Academies are clean and tidy BEFORE and AFTER each class.
Ensure laundry is completed BEFORE, DURING and BEFORE LEAVING each class.
Complete the resources list at least once a month before any products/equipment are needed
Put in the trainer checklist when cleaning materials are low.
Complete a leave request via your XERO portal at least two weeks in advance. Discuss with the Team
Leader about time off and put in the trainer checklist.
Contact the Team Leader (leave a text) if absent (2 hours before start time)
Complete contact notes BEFORE the end of each session
Copy the admin into any Non-attendance contact notes by 10 am at the latest.
Remind students of their class days and times, and to be punctual and ready for clients.
Direct students to the admin if they contact you for anything other than training questions.
Please respect the facilities and maintain them as you would your own. Presentation is everything.
Close the academy till for banking.
Trainers must always conduct themselves in a professional manner.
Correspondence should be regarding training only; anything outside of training is directed to the Student Services.
At The Barber Academy and The Hair Academy, we want to provide a work-life balance. The academies are open from 9 am-5 pm - Monday to Friday. The team is expected to respond to emails/calls/texts in a timely manner during work hours.
Trainer Code of conduct
The purpose of this document is to provide Trainers whom are engaged in delivering and/or assessing AQF qualifications and/or Units of Competency for RTO 41209 Propel Education and Training with a description of their key professional responsibilities.
Key Principles
Trainers are expected to, at all times:
• Act in accordance with the Trainer Code of Conduct
• Perform all professional duties with honesty, integrity and fairness
• Treat all colleagues, clients, students and partners with courtesy, respect, and fairness.
• Read and comply with the organisation’s policies and procedures
• Wear suitable clothing that is neat, clean and tidy and suitable for the course requirements, taking into consideration any workplace health and safety clothing standards.
• Not be under the influence of any substances that would impede their mental or physical capabilities whilst performing their duties
• Comply with all Commonwealth, State and Territory legislation and regulatory requirements, specifically the Standards for Registered Training Organisations (RTOs) 2025
• Maintain a professional demeanour in all communications—verbal, written, and digital.
• Avoid gossip, personal attacks, or any behaviour that undermines team cohesion.
• Keep workplace interactions focused on work-related matters during business hours.
• Respect personal space and privacy; avoid inappropriate jokes, questions, or commentary.
• Refrain from engaging in or encouraging romantic or overly personal relationships that could affect team dynamics or create conflicts of interest.
• Communicate clearly, constructively, and respectfully—even in disagreement.
• Use appropriate channels for concerns (e.g. direct supervisors) instead of informal or public forums.
• Avoid using aggressive, sarcastic, or passive-aggressive tones in professional communication.
• Respect the confidentiality of sensitive information shared in the workplace.
• Avoid discussing personal matters of others or private company issues in inappropriate settings.
• Embrace diversity and ensure interactions are free of bias, discrimination, or harassment.
• Report any unprofessional, discriminatory, or harassing behavior immediately to Direct Supervisor.
• Violations of this Code may result in corrective action, including coaching, mediation, or disciplinary measures as outlined in company policy.
• Trainer are not to make any assessment decisions based on personal opinions instead of professional ones.
Key Stakeholder – Employer
Trainers are expected to at all times:
• Be legally entitled to work in Australia.
• Act in the Employer’s best interest and not bring into disrepute the organisation’s reputation.
• Comply with all reasonable directions given by the Employer.
• Disclose any actual or potential conflicts of interest between their private interests and professional work.
• Protect the confidentiality of the organisation’s information and not disclose confidential or sensitive information, unless required to do so for legal purposes.
Key Stakeholder – Learners
Trainers are expected to at all times:
• Whilst learners are under their supervision, take care of their safety and wellbeing, as duly practicable.
• Conduct relationships with learners in a professional, ethical and respectful manner by maintaining appropriate
working relationships and boundaries.
• Respect learner’s individual differences, including cultural and ethnic diversity.
• Differentiate clearly between expressions of opinion and evidenced based information.
• Ensure information provided by learners in the course of their training is confidentially protected, unless the trainer believes that the learner’s safety or wellbeing is, or has been compromised.
• Verify learner’s assessment evidence based on the Rules of Evidence.
• Not be coerced into making assessment judgements based on inducements, gift or rewards, which could in any.way influence the trainer’s assessment decisions for individual learners.
• Use all learning, support and assessment resources and facilities, including IT resources for the sole purpose of enabling learners to undertake their training and assessment requirements.
ANNUAL LEAVE/SICK LEAVE PROCEDURE
Leave/Annual Leave
• Please submit all annual leave or planned time off with a minimum of 2 weeks’ notice wherever possible.
• Requests must be submitted through Xero for approval.
• Once submitted, ensure your team leader is notified so we can manage rosters accordingly.
Sick Leave
• If you're unwell and unable to work, please notify your team leader as soon as possible, ideally at least 2 hours before your rostered shift begins.
• All sick leave must also be submitted in Xero, even if it’s just for one day.
• If you’re off for 2 or more consecutive days, a medical certificate may be required.
Submitting leave in Xero for approval
1. Open the Xero Me app or access via desktop.
2. Select "Leave".
3. Choose the leave type (Annual / Sick).
4. Enter the date(s) and submit.
5. You’ll receive confirmation once approved.
We appreciate everyone’s effort in helping us maintain a smooth workflow and fair scheduling.
Note: Remember to discuss with your team leader and put it in your weekly trainer checklist. Please send Doctor's certificate to [email protected]
Annual Leave:
Annual leave, also known as vacation or holiday leave, is for taking time off work for any personal reason,
like vacation, relaxation, or family time. This type of leave allows employees to take time off work and be paid for it, with the intention of using it for personal leisure and enjoyment. Employees can use annual leave for any reason they choose, such as vacation trips, extended weekends, or just taking a break from work.
Personal Leave/Sick Leave:
Personal leave is designed to address situations where an employee cannot work due to personal illness, injury, or the need to care for a family member who is sick, injured, or experiencing an emergency. It may also be used for family emergencies or other urgent matters that require time off to deal with. While an employee is free to take annual leave for any reason, personal leave is usually only granted under specific circumstances, such as illness, injury, or caregiving needs.
SAFE WORK POLICY
PURPOSE
To document the policy for safe work practices, ensuring the health, safety, and welfare of all barbers, employees, and customers in the barbering industry.
SCOPE
This policy applies to all work areas and activities in the barbering industry to maintain a safe working environment by removing or reducing work-related risks and ensuring all tasks are performed safely.
DEFINITIONS
Cleaning: Cleaning should always precede disinfection and sterilisation to remove debris from tools or equipment. Use hot, soapy water. Tools should be dried with a lint-free cloth before disinfecting or sterilising.
Disinfection: Chemical or thermal treatment of tools and equipment not contaminated with blood or body fluids to reduce and remove infectious agents.
Sterilisation: The use of radiation, heat, or steam to remove all infectious agents from tools or equipment. Must be used for equipment contaminated with blood, body fluids, or for reusable items that penetrate the skin.
ASSOCIATED DOCUMENTS
SDS – Safety Data Sheets
Work Health and Safety State and Territory Regulations
Skin Penetration Guidelines
SAFE WORK POLICY
Responsibilities
Management is responsible for:
• Providing and maintaining a safe working environment and systems of work.
• Providing facilities for employee welfare.
• Offering necessary information, instruction, training, and supervision.
• Ensuring all workers are protected from injuries and risks to health.
• Providing Workers Compensation and public liability insurance.
• Providing personal protective equipment (PPE).
• Ensuring compliance with applicable Work Health and Safety (WHS) Acts and Regulations.
Employees are responsible for:
• Ensuring their own health and safety and that of others, following WHS regulations.
• Complying with safe work practices to avoid injury.
• Wearing PPE and complying with management directives for health and safety.
• Not misusing equipment provided for health and safety purposes.
• Reporting all hazards, incidents, and injuries immediately.
• Participating in consultative processes when requested.
CONSEQUENCES OF MISCONDUCT
Negligence or recklessness may result in injury, invalidation of workplace insurance, and disciplinary action.
SAFE WORK PROCEDURES
Formal Risk Assessments
• Conduct formal risk assessments when new services, products, or equipment are introduced.
• Complete and submit a risk assessment form for any hazards.
• Employees may be required to participate in hazard management consultations.
Reporting Workplace Incidents
Complete incident reports for:
• Accidents
• Injuries
• Emergencies
• Dangerous incidents
• Severe allergic reactions
Pre-Start Checks
• Always conduct pre-start checks for tools and equipment.
• Ensure no faults and that correct equipment is used.
• Sanitize or sterilize all tools following health guidelines.
For electrical equipment:
• Ensure it is off before checks.
• Check for frayed cords or malfunction signs.
• Ensure power boards are not overloaded.
DEALING WITH WORKPLACE HAZARDS
• Do not put yourself or others at risk. Ask for assistance if the hazard is beyond your control.
• For spills, display signage and wear PPE, if needed.
• For faulty electrical items, tag and remove from service, and report immediately.
MAINTAINING WORK AREAS
• Ensure work areas are free of hazards such as clutter, debris, and blockages.
• Keep storage areas organized and safe, with heavy items stored on lower levels.
USING AND MAINTAINING TOOLS AND EQUIPMENT
• Always conduct pre-start checks on tools and equipment.
• Follow manufacturer instructions for use and maintenance.
• Remove faulty equipment, tag it, and report it to management.
INFECTION CONTROL
• All staff must use standard precautions to minimise infection risks.
• Wear appropriate PPE, and ensure non-intact skin is covered with waterproof dressing.
• Follow skin penetration guidelines when performing such procedures or if equipment accidentally penetrates the skin.
• Dispose of all sharps in designated sharps containers.
• Clean and disinfect tools and equipment following health guidelines.
STERILISATION PROCEDURES
• Ensure sterilisation operations follow manufacturer guidelines for equipment like autoclaves.
• Validate and calibrate sterilisation equipment regularly.
• Wear PPE during sterilisation procedures and handle equipment safely.
ELECTRICAL SAFETY
• Conduct pre-start checks for electrical equipment.
• Do not overload power boards and avoid running leads across floors.
• Report all incidents of electrical malfunction to management.
CHEMICAL SAFETY
• Always wear PPE when using chemicals and follow manufacturer instructions.
• Store chemicals in designated locations and dispose of them properly.
• Follow hazardous chemicals guidelines for safe handling.
EMERGENCY PROCEDURES
• In emergencies, follow accident and emergency procedures.
CONSULTATIVE PROCESSES
• Participate in WHS consultations and processes when requested by management.
This policy ensures that all safety practices specific to the barbering industry are adhered to, minimising risks and protecting the well-being of employees and clients
CASH HANDLING & SECURITY
PURPOSE
The purpose of this policy is to establish clear guidelines for cash handling procedures and maintaining security in The Academy environment. These procedures ensure the safety of the shop’s assets and maintain accountability in financial transactions.
DEFINITIONS
POS: Point-of-Sale terminal, a system used to complete sales transactions.
ASSOCIATED DOCUMENTS
Point of Sale Transaction Procedures
Store Operations Procedures
POLICY
All Academy employees are expected to follow strict security measures regarding cash handling. The following procedures apply:
CASH HANDLING
• All cash must be stored in a secure, designated area, such as a locked cash drawer or safe.
• POS cash drawers must remain closed at all times, except when actively processing a transaction.
• Access to POS terminals should be restricted to authorised personnel only.
• Clear the POS and transfer excess cash to the secure designated area every two hours or when cash in the register exceeds $500.
• When transporting cash to a secure area, always proceed with a second authorised person for safety.
• Never leave an active POS terminal unattended or outside of clear view.
• At the end of the day, balance the register, ensure that all doors are locked, and cash is properly secured.
BALANCING THE REGISTER
If there are discrepancies during cash reconciliation that are less than $20, fill out a reconciliation form and submit it to your supervisor for review.
If cash discrepancies exceed $20, notify your supervisor immediately for further investigation.
By adhering to these cash handling and security procedures, Barber and Hair Academy staff can ensure the financial integrity and safety of the business.
SOCIAL MEDIA POLICY
PURPOSE
To provide guidelines for appropriate engagement with social media, ensuring that employees of the barbering and hairdressing industry, particularly The Barber Academy, The Hair Academy & Propel Learning, do not compromise themselves or the salon’s reputation.
SCOPE
This policy applies to all employees of The Barber Academy, The Hair Academy & Propel Learning
DEFINITIONS
Social Media refers to any online platform or application that allows communication, interaction, and collaboration.
These platforms include, but are not limited to:
• Social networking sites, including but not limited to - Facebook, LinkedIn, Google+
• Video and photo sharing sites, including but not limited to - Instagram, YouTube, Vimeo, Flickr
• Blogging and Microblogging sites, including but not limited to - Twitter, Wordpress, Blogger, Tumblr, Snapchat
• Wikis: e.g. Wikipedia
ASSOCIATED DOCUMENTS
Bullying and Harassment Policy
Code of Conduct Policy
SOCIAL MEDIA PRINCIPLES
These principles help guide employees on the appropriate use of social media, both in terms of personal use and professional responsibilities as employees of The Barber Academy, The Hair Academy & Propel Learning:
• Familiarise yourself with The Barber Academy, The Hair Academy & Propel Learning Code of Conduct Policy.
• Do not post on behalf of The Barber Academy, The Hair Academy & Propel Learning unless authorised to do so.
• Maintain confidentiality of The Barber Academy, The Hair Academy & Propel Learning’s information and respect the privacy and reputation of others.
• Always seek written consent before using other people’s information (e.g., logos, images, photos, or trademarks), except for photos shared on social media with proper credits.
• When referencing content or information, provide a link to the source whenever possible.
• Only authorised The Barber Academy, The Hair Academy & Propel Learning representatives are permitted to respond to public complaints or criticisms to ensure factual and professional responses.
• Be positive, respectful, and courteous in all social media interactions, especially when referring to The Barber Academy, The Hair Academy & Propel Learning, its employees, and customers.
• When discussing The Barber Academy, The Hair Academy & Propel Learning or related matters online, identify yourself and your role at The Barber Academy, The Hair Academy & Propel Learning. Make it clear whether you are expressing your personal opinion or representing the company. For example, when blogging about barbering and mentioning The Barber Academy, The Hair Academy & Propel Learning, include a disclaimer such as: “The views expressed are my own and do not represent The Barber Academy, The Hair Academy & Propel Learning’s position.”
You are personally responsible for the content you post on social media. Remember that once something is posted online, it is viewable by the public and difficult to remove completely.
BREACH OF POLICY
Certain behaviours are inappropriate when engaging in social media, even in a personal capacity. Social media platforms are public forums, and improper actions may result in consequences from The Barber Academy, The Hair Academy & Propel Learning or legal implications.
Under no circumstances should offensive or derogatory comments be made about The Barber Academy, The Hair Academy & Propel Learning, your colleagues, customers, or third parties on the internet. This could be considered cyberbullying and may result in disciplinary action.
Circumstances that may lead to disciplinary action include, but are not limited to:
• Using social media to bully, harass, or discriminate against colleagues, customers, or third parties.
• Posting defamatory content about The Barber Academy, The Hair Academy & Propel Learning.
• Posting workplace grievances or disputes online.
• Using offensive language or posting offensive content.
• Disclosing confidential information or intellectual property.
• Serious or repeated breaches of this policy
Employees who violate this policy, even outside the workplace, may be subject to disciplinary action, up to and including termination of employment.
MATERIAL POSTED BY OTHERS
If you encounter content that is inappropriate or damaging to The Barber Academy, The Hair Academy & Propel Learning or its employees, report it to the Salon Manager. Do not respond on behalf of the company unless authorised to do so.
THE ACADEMY SOCIAL MEDIA CODE OF CONDUCT
Harassment, Discrimination, and Bullying
• Do not discriminate based on race, gender, religion, sexual preference, or any other perceived difference.
• Do not engage in online behaviour that could humiliate or offend colleagues, employers, customers, or third parties.
Illegal or Unethical Behaviour
• Respect copyright, intellectual property, and privacy laws.
• Do not use The Barber Academy, The Hair Academy & Propel Learning logos or trademarks without prior approval.
Privacy
• Do not discuss or disclose The Barber Academy, The Hair Academy & Propel Learning's confidential information.
• Do not share confidential information of colleagues, customers, suppliers, or third parties.
• Only disclose publicly available information about The Barber Academy, The Hair Academy & Propel Learning
EMERGENCY & CRITICAL INCIDENTS
PURPOSE
To establish procedures for employees to follow when dealing with emergency situations in The Barber Academy, The Hair Academy & Propel Learning environment.
SCOPE
This procedure applies to all employees and visitors of The Barber Academy, The Hair Academy & Propel Learning, outlining the necessary actions to take from the moment an emergency or incident is detected. While each emergency may have unique aspects, this document provides a general framework for managing foreseeable emergencies.
ASSOCIATED DOCUMENTS
Work Health and Safety Legislation
DEFINITIONS
Emergency– An unplanned or imminent event that threatens the health, safety, or welfare of people, property, or the salon, requiring a coordinated response.
Emergency Management – The process of coordinating an emergency response and recovery, aimed at minimising the physical and psychological impacts on all parties and assets.
Critical Incident – An unexpected, traumatic event that poses a personal or professional threat, evoking extreme stress, fear, or injury.
ASSOCIATED PERSONNEL
• First aid personnel
• Work Health and Safety Officer
• Personnel responsible for evacuation procedures
• Nominated fire warden
• Nominated first aid officer
PROCEDURE FIRE
• In the event of a minor fire (no visible flames) and it is safe to extinguish, use a fire extinguisher or fire blanket if trained and confident.
• Report the incident to the fire warden.
• If the fire is significant, do not attempt to extinguish it. Trigger the fire alarm.
• Upon hearing or activating the fire alarm, evacuate the building immediately, following evacuation procedures to the designated assembly point.
• The fire warden will contact emergency services and take a roll call to ensure everyone is evacuated safely.
• If you are aware of the fire's cause, report it to the fire warden.
EVACUATION
• In the event of an evacuation alert (verbal or alarm), proceed calmly along designated evacuation routes to the assembly area.
• Walk, do not run, as running could lead to slips, trips, or falls.
• Use the nearest available exit, avoiding elevators.
• Leave personal belongings behind.
• Assist individuals with disabilities or special needs as needed.
• Evacuation personnel will register the attendance of staff and clients on the premises during the evacuation.
• Remain at the assembly area until informed by the Work Health and Safety Officer or emergency personnel that it is safe to return.
PHYSICAL THREAT OR HOLD-UP SITUATION
• In the event of dealing with an aggressive individual, attempt to calm the person, acknowledge their frustrations, and ask about their needs.
• If the behaviour escalates, try to leave and seek assistance.
• If the individual becomes increasingly aggressive or threatens violence, leave immediately.
• In the event of a hold-up situation, assume the offender is armed.
• Follow the offender’s instructions carefully, doing no more or less than what is asked. Answer any questions directly.
• Do not attempt to disarm the offender.
• Take mental notes of the offender’s appearance and any items they touch.
• If safe, trigger an alarm or notify authorities discreetly.
ELECTRIC SHOCK
Minor Shocks
• Report any minor electrical shocks to your manager or supervisor. Static shocks do not need to be reported unless they occur frequently while using salon equipment.
• If the shock resulted from faulty equipment, remove the equipment from use until tested and repaired. Complete a hazard report form and submit it to the manager or supervisor.
• Complete an incident report and submit it to the manager or supervisor.
Severe Shocks
• Assess the situation carefully. If the individual is still in contact with an electrical source, do not touch them. Turn off the electricity at the power box if possible.
• Never use water, even if a fire is present, as water can conduct electricity.
• If possible, switch off the electricity at the circuit breaker or fuse box.
• Call emergency services immediately.
• Follow first aid procedures as appropriate.
FIRST AID AND MEDICAL EMERGENCY
• For serious injuries or illnesses, immediately phone an ambulance.
• Call for assistance from other staff and the nominated first aid officer.
• Stay with the injured or ill individual if it is safe. Do not put yourself in harm's way.
• Send someone to meet and guide the ambulance to the location.
• For minor injuries (cuts, bruises, etc.), contact the first aid officer for treatment using the first aid kit.
• Follow the Safety Data Sheet (SDS) for chemical-related incidents.
• Complete an incident report form for any first aid or medical emergency.
HAZARD MANAGEMENT
PURPOSE
To document the procedure for barbers and staff to follow when dealing with potential hazards in the barber shop environment.
DEFINITIONS
Hazard– Anything in The Barber Academy, The Hair Academy & Propel Learning environment that could cause injury (e.g., sharp tools, chemicals, wet floors).
Risk– The possibility of harm to a person occurring when exposed to a hazard.
ASSOCIATED DOCUMENTS
• Work Health and Safety Legislation
• Safe Work Policy
PROCEDURE
IDENTIFY AND ASSESS HAZARDS
Identify the hazard (e.g., spills, faulty equipment, sharp tools). 4.2 Assess the risk associated with the hazard and determine the appropriate control measures.
PROCEDURE FOR DEALING WITH A SPILL
• Before cleaning any spill, always assess the risk involved. Never endanger yourself or others to clean a spill. For unsafe spills (e.g., water near electrical sources), notify management immediately.
• If the spill involves liquids, hair products, or any other substances, display a “Caution: Wet Floor” sign immediately.
• Wear appropriate Personal Protective Equipment (PPE), such as gloves and aprons, before cleaning the spill.
• If the spill is a hazardous substance (e.g., hair dye or disinfectant), follow the Safe Work Policy for handling chemicals and hazardous substances. Clean using an absorbent, dispose of in a plastic bag in the general waste.
• If the spill is flammable (e.g., alcohol-based products), check for and remove sources of ignition. Turn off any nearby electrical equipment immediately.
• If the spill is non-hazardous, eliminate the spill by sweeping, mopping, or If unsure of the nature of the spill, treat it as hazardous.
• Complete an incident report form and submit it to management.
PROCEDURES FOR BLOOD OR BODY FLUID SPILLS
• Cover any non-intact skin with a waterproof dressing before dealing with blood or body fluid spills.
• Wear single-use gloves, an apron, and protective eyewear to protect against infection risks.
• Soak up blood or body fluid using paper towels.
• Dispose of paper towels immediately in the clinical and related waste bin.
• Clean affected areas with warm water, detergent, and a 1:4 diluted bleach solution.
• Rinse and dry the affected area with paper towels.
• Dispose of all paper towels and gloves in the clinical and related waste bin.
• Wash your hands thoroughly and dry them.
• Report the incident using the incident report form to the supervisor.
PROCEDURE FOR CONTAMINATED NEEDLE STICK OR SHARPS INJURY
• Follow this procedure for any unintended skin penetration by tools (e.g., razors, scissors, tweezers) that may have been contaminated by blood or body fluids.
• If the tool is disposable (e.g., razor blades), dispose of it safely in a sharps container.
• If the tool is not disposable, move it to a safe, non-sterile area.
• If clothing or gloves are contaminated by the tool, remove the item and place it in a non-sterile area.
• If removing the garment is not possible, adjust it so it does not continue to contact the affected area.
• Allow bleeding from the affected area for approximately one minute. Handle any blood-soiled towels or drapes with proper PPE and dispose of them safely.
• As soon as possible, wash the affected area with soap and running water.
• If treating yourself, apply an antiseptic and a clean dressing.
• If treating another person, put on a fresh pair of gloves before applying antiseptic and a dressing.
• Report the incident to the supervisor.
• The affected person should seek medical advice for blood tests or other relevant checks.
• Complete a Confidential Stick Injury form within 24 hours and submit it.
IN CASE OF FAULTY EQUIPMENT
• If equipment is faulty, remove it from use immediately.
• Tag the faulty equipment with the following information:
• The issue with the equipment
• The date it was removed from use
• Name of the person who found the fault
• Name of the person to whom the fault was reported
• Date the fault was reported
• Store the tagged equipment in a designated area.
• Report the fault to management face-to-face, via email, or by submitting a faulty equipment form.
MANUAL HANDLING
• Identify any manual handling risks, such as moving heavy barbering chairs or boxes, and use appropriate control measures.
• Use proper manual handling techniques for lifting objects under 10 kilograms.
• Do not lift objects over 10 kilograms without assistance or when it feels uncomfortable.
• Barbers must consult with management regarding manual handling hazards in the workplace.
• Report manual handling risks to management or a safety representative using a Hazard/Risk Report form.
STAFF COUNSELLING & DISCIPLINARY
PURPOSE
To provide a structured guide for the application and management of disciplinary actions in response to unacceptable performance or misconduct. The severity of the staff member’s performance or behaviour will dictate the stage of the disciplinary process.
SCOPE
This procedure applies to all employees and management staff of The Academy. In cases of serious misconduct, nothing in this
procedure prevents the barber shop from implementing an alternative process.
DEFINITIONS
Unacceptable Performance: When a staff member’s performance remains below the required standard after being given reasonable time and support for improvement.
Misconduct: A staff member’s breach of their employment obligations. Examples include, but are not limited to:
• Failure to adhere to shop policies, codes of conduct, and reasonable instructions.
• Unauthorised absence from the workplace. Misuse of barber shop property or facilities.
Serious Misconduct: A severe breach of employment obligations that justifies the immediate termination of employment. Examples include, but are not limited to:
• Threatening or assaulting another staff member or customer.
• Serious conflict of interest.
• Repeated bullying, verbal abuse, or sexual harassment of another staff member or customer.
• Gross negligence in following the shop’s Safe Work Policy or health and safety guidelines.
ASSOCIATED DOCUMENTS
• Code of Conduct Policy
• Personal Hygiene and Uniform Policy
• Safe Work Policy
• Work Health and Safety Act
• Fair Work Act
PROCEDURE
Establishing the Facts
To begin the disciplinary process, the supervisor may:
• Review any relevant documentation (e.g., attendance records, performance reviews).
• Interview other staff members or witnesses who may have relevant information regarding the staff member’s behaviour.
• Document the situation comprehensively.
• Meet with the staff member concerned once sufficient documentation has been collected.
Informal Counselling
Informal counselling will typically be initiated when, in the supervisor’s judgment, the staff member’s behaviour does not warrant formal disciplinary action.
During informal counselling, the supervisor will:
• Clearly explain the concerning behaviour.
• Provide the staff member an opportunity to respond.
• Collaborate with the staff member to find acceptable solutions and improve performance.
Formal Counselling
Formal counselling will occur when informal counselling has been unsuccessful in improving the staff member’s behaviour or performance.
During formal counselling, the supervisor will:
• Clearly detail the problematic behaviour or performance.
• Provide the staff member an opportunity to respond.
After formal counselling, the supervisor will document the meeting and schedule a follow-up discussion to review the staff member’s progress.
Formal Warning
A formal warning will be issued when:
• The staff member has not improved despite previous formal counselling.
• The staff member’s performance remains unsatisfactory after being given adequate time and support for improvement.
Process for Termination
If, following a formal warning, there is still insufficient improvement in the staff member’s behaviour or performance within a reasonable timeframe, the supervisor will escalate the matter to the shop's management. The staff member will be notified of the potential termination in writing and given an opportunity to respond.
If the management approves the termination, the staff member will receive formal written notice, including details about the termination, the notice period, and any compensation required under the Fair Work Act 2009.
STORE OPERATIONS PROCEDURE
PURPOSE
To document the procedures for employees to follow during normal The Barber Academy, The Hair Academy & Propel Learning operations, including opening, closing, and operating the point-of-sale (POS) equipment.
SCOPE
This procedure applies to all employees responsible for opening an Academy and managing the point-of-sale terminals.
ASSOCIATED DOCUMENTS
• Store Security Policy
• Housekeeping Policy
• Safe Work Policy
• Salon Time Management Policy
• Work Health and Safety (WHS) Legislation
DEFINITIONS
POS: Point of Sale Terminal
PROCEDURES OPENING PROCEDURE
• Turn on lights and adjust air conditioning/heating as needed.
• Turn on the computer.
• Retrieve cash from the safe and set up the POS as described below.
• Wipe down barber stations and the POS area.
• Ensure all workstations are clean and free of debris.
• Ensure walkways are clear of any clutter or hazards.
• Unlock the front door.
POINT-OF-SALE PROCEDURES
OPENING THE POS TERMINAL
• Log in to the POS system using your login ID.
• Retrieve the change float from the safe and place it in the register.
• Ensure there is enough change for the day; if not, notify the supervisor to organise a bank run.
• Maintain a cash float of $100 in the register at all times.
• Keep the change float separate from the takings to be banked. The float must remain consistent.
• Complete the cash float record sheet and place the following denominations in the till:
Denomination Number Amount
$50 x 2 =$100.00
$20 x 2 =$40.00
$10 x 3 =$30.00
$5 x 6 =$30.00
$2 x 10 =$20.00
$1 x 10 =$10.00
50c x 30 = $15.00
20c x 10 = $2.00
10c x 20 = $2.00
5c x 20 = $1
Ensure an adequate supply of POS-related items (e.g., receipt paper).
• If supplies are low, notify the supervisor to order more.
• Maintain the cash float throughout the day and replenish denominations as needed.
• If cash is taken from the safe to replenish the float, complete a change form and replace it by clearing the till.
RECORDING TRANSACTION ERRORS
• Rectify any transaction errors immediately.
• If the error cannot be fixed right away, fill out a transaction error report form.
• Keep a copy of the error report in the POS terminal and balance the register accordingly.
• Submit a copy of the report to the supervisor.
• For significant errors, contact the supervisor immediately.
CLEARING THE POS TERMINAL
• Clear the POS area every two hours or when the register reaches over $500.
• Adhere to the Store Security Policy when handling cash.
• Separate non-cash tender from cash tender.
• Separate the cash float from the day's takings.
• Count the takings and complete the banking form.
• Ensure the cash float is returned to the register.
• Transfer the takings to the designated secure area.
BALANCING THE POS TERMINAL
• At the end of the day, balance the register according to the Cash Handling and Store Security Policies.
• Separate the cash float from the total takings and return it to the designated secure area.
• Print a register summary.
• Reconcile the takings, separating cash from non-cash documents.
• Transport all cash and documents to a secure designated area.
CLOSING THE POS TERMINAL
• After balancing and reconciling the register, remove all cash and close the POS terminal.
• Log out of the POS system.
• Shut down the computer.
• Ensure all cash drawers are empty and locked.
CLOSING PROCEDURE
• Turn off air conditioning/heating.
• Lock the safe.
• Clean the POS area with disinfectant.
• Vacuum the shop.
• Mop the floors.
• Ensure all work areas are clean and clear of debris.
• Ensure walkways are free of any obstructions.
• Turn off the lights.
• Lock the doors.
PHONE ANSWERING, SCHEDULING APPOINTMENTS, AND RECORD KEEPING
PHONE ANSWERING PROCEDURE
• Answer the phone within three rings.
• Greet the caller with “Good morning/afternoon, The Barber Academy, The Hair Academy & Propel Learning
• Introduce yourself.
• Ask, “How may I assist you?”
• Record messages promptly and pass them on using the telephone message pad.
• Perform any necessary actions, such as scheduling appointments.
• Follow up as needed.
PASSING ON MESSAGES
• Deliver messages as soon as possible via phone or other communication methods.
• All messages must be delivered by the end of the working day.
SCHEDULING APPOINTMENTS
• Schedule appointments according to The Barber Academy, The Hair Academy & Propel Learning Time Management Policy.
• Always ask for the caller's name when booking an appointment.
• For returning clients, pull up their record in the computer system.
• For new clients, gather the following details: name, surname, and phone number.
• Schedule an extra 15 minutes for consultation and clean-up after services.
• Confirm the appointment with the client during booking.
• Request 24-hour notice for cancellations.
• Send appointment reminder texts one day prior.
RECORD KEEPING
• Maintain customer records in accordance with privacy legislation. Do not share customer details without their consent.
• New customers must complete a consultation form.
• Enter consultation forms into the database by the end of the day.
• Store hard copies of consultation forms in a secure, designated area.
• Update returning clients' records during each visit.
This policy ensures that all staff members follow consistent procedures for daily operations, customer interactions, and maintaining compliance with safety and legal standards.
BULLYING & HARASSMENT
PURPOSE
This policy outlines the commitment of The Barber Academy, The Hair Academy & Propel Learning to ensure a safe and respectful workplace for all employees, free from bullying, harassment, and discrimination. The aim is to maintain a professional environment where everyone is treated with dignity.
The Barber Academy, The Hair Academy & Propel Learning enforces a zero-tolerance approach to bullying, harassment, and discriminatory behaviour. Violations of this policy will be treated seriously, with appropriate disciplinary actions taken, which may include termination.
SCOPE
This policy applies to all employees, including barbers, apprentices, support staff, and management at The Barber Academy, The Hair Academy & Propel Learning. All employees are required to act professionally and respectfully toward each other, clients, and the public while at work.
ASSOCIATED DOCUMENTS
• Anti-Discrimination Act 1994 QLD
• Fair Work Act 2009
• Disability Discrimination Act 1992
• Work Health and Safety Act 2011
• Code of Conduct Policy
DEFINITIONS
Bullying and harassment: Repeated, unreasonable behaviour toward one or more employees that creates a risk to health and safety.
This can include:
• Verbal abuse
• Sexual intimidation or harassment
• Threatening behaviour (physical or mental)
• Gossiping or spreading rumours about colleagues
• Isolating or excluding individuals
• Practical jokes that go too far any form of discrimination
RESPONSIBILITIES
1. Management Responsibilities
Management at The Barber Academy, The Hair Academy & Propel Learning is responsible for ensuring that all reasonable steps are taken to provide a safe and harassment-free environment. This includes:
• Establishing clear procedures for handling incidents
• Providing training to all staff on workplace bullying and harassment prevention
• Responding promptly to any reported incidents
2. Employee Responsibilities
All employees have the following duties:
• Recognise bullying and harassment as workplace hazards that can cause physical or psychological harm.
• Follow established procedures for reporting bullying and harassment incidents, just as they would for other workplace hazards.
• Avoid participating in, or allowing, any form of bullying, harassment, or discriminatory behaviour.
Engaging in such behaviour is a violation of this policy and the Code of Conduct, and may result in disciplinary action, including termination.
Duty to Report
All employees have a duty of care to others in the workplace, including clients. If any employee witnesses bullying, harassment, or discriminatory behaviour directed at another employee or client, they must report the incident to their immediate supervisor using the Hazard Report Form.
Reporting Personal Incidents
If an employee believes they are being bullied or harassed, they must report it to their supervisor or a designated manager as soon as possible.
CONSEQUENCES OF MISCONDUCT
If an employee is found to have breached this policy, The Barber Academy, The Hair Academy & Propel Learning may initiate an investigation. Based on the findings, disciplinary action may be taken, including warnings, suspension, or termination of employment.
DISCRIMINATION & SEXUAL HARASSMENT
The Barber Academy, The Hair Academy & Propel Learning is committed to creating a work environment which is free from discrimination and sexual harassment and where all members of staff are treated with dignity, courtesy and respect.
We have developed a policy on discrimination and sexual harassment, provide regular staff training on discrimination and sexual harassment, and have procedures for complaints.
Application of this policy
This policy applies to all staff:
• full-time, part-time, casual, permanent or temporary
• contract or commission workers
• volunteers, vocational and work experience placements
• It applies to staff in all their work‐related dealings with each other, and with customers, contacts or clients.
• It applies to staff while in the workplace or off site, at work‐related functions (including social functions and celebrations), while on trips and attending conferences.
Discrimination and equal opportunity
The Barber Academy, The Hair Academy & Propel Learning is an equal opportunity employer. At all stages of the employment relationship (recruitment and selection, terms and conditions of work, training and professional development opportunities, promotion and transfer, retirement, retrenchment and termination) staff will be treated on their merits and valued according to how well they perform their duties.
The Barber Academy, The Hair Academy & Propel Learning believes that all staff should be able to work in an environment free from discrimination, victimisation, sexual harassment, vilification and the seeking of unnecessary information on which discrimination might be based. We consider these behaviours unacceptable, and they will not be tolerated.
Responsibility of staff
• All staff contribute to maintaining a discrimination free and inclusive workplace and a healthy workplace culture.
• Managers have a particular obligation to model appropriate behaviour; promote this policy; treat all complaints seriously and attend to them promptly; monitor the work environment and seek expert help for complex or serious matters.
• All staff have the responsibility to comply with this policy; report incidents to their managers and not to participate in discriminatory or harassing behaviour.
Consequences of breach of the policy
• Staff who make a complaint of discrimination or sexual harassment will not suffer any victimisation by for making the complaint. This also applies to staff who agree to be a witness in a complaint or have a complaint made against them.
• Disciplinary action will be taken against any staff member found to have breached this policy. Action will be appropriate to the breach and may include: an official warning and note on the person’s personnel file, a formal apology, counselling, demotion, transfer, suspension, or dismissal for very serious matters.
Anti‐discrimination legislation
Under the Queensland Anti‐Discrimination Act 1991 (the Act) discrimination, victimisation, sexual harassment, vilification and seeking unnecessary information on which discrimination might be based are illegal.
Discrimination on the following grounds is against the law:
• race, (including colour, descent or ancestry, nationality, national or ethnic origin)
• age (whether young or older)
• impairment (including biological, functional, learning, physical, sensory, mobility, cognitive, psychological, psychiatric impairment or the
• presence of an organism capable of causing disease);
• religious belief or activity (including not holding a religious belief)
• sex, sex characteristics and gender identity
• relationship status (including being married, single, divorced, separated, or in a de facto relationship)
• sexuality
• pregnancy and breastfeeding
• parental status (including being or not being a parent, guardian, foster parent, adoptive parent, or step parent)
• family responsibilities (including the responsibility to care for and support a dependent child or immediate family member)
• sex worker activity
• trade union activity
• political belief or activity
• association with someone else who is identified because of one of the above attributes
These personal characteristics are called ‘attributes’. Other behaviour that is against the law includes:
• seeking unnecessary information on which discrimination might be based
• victimisation because a person has made a complaint, agreed to be a witness or has had a complaint made against them, or because they refused to do something that would contravene the Act
• sexual harassment is prohibited wherever it happens, even in ‘private’
• vilification on the basis of a person’s race, religion, gender identity, sex characteristics or sexuality.
Federal anti‐discrimination legislation prohibits discrimination on the basis of criminal record, medical record or social origin.
What is discrimination?
Direct discrimination happens when a person is treated worse than others in similar circumstances, because of one or more of their attributes.
Direct discrimination may involve:
• making offensive ‘jokes’ about another worker’s racial or ethnic background, sex, sexuality, age or impairment
• expressing negative stereotypes about particular groups or using stereotypes as a basis for decisions about work e.g. ‘Women with young • children shouldn’t work.’ or ‘Older workers can’t learn new skills.’
• using selection processes based on irrelevant attributes such as age, race or impairment rather than on skills really needed for the job
Indirect discrimination occurs when one rule applies to all, but in fact disadvantages a person (or group of people) because they are unable, or less able to comply with the rule because they have an attribute listed above. The fact that the disadvantage was not intended is not an excuse.
For example:
• requiring everyone to be available for all shifts might not be possible for a person with responsibilities to care for children or an elderly parent.
• only hiring people who have never had a back injury or a workers compensation
• claim might rule out an employee whose health has returned and can do the job well.
• not considering the provision of some reasonable adjustments would disadvantage a person with an impairment who may be able to perform the essential parts of the job in a different way.
What is sexual harassment?
Sexual harassment is any form of unwelcome sexual attention towards another person, done with the intention, or possibility, of offending, humiliating or intimidating the other person. Anyone can experience sexual harassment. Sexual harassment has nothing to do with mutual attraction, and such friendships are a private matter.
It includes uninvited touching or physical contact, leering at a person or at parts of their body, talking about your sex life or asking about another person’s sex life, sexual jokes or propositions, sexually offensive communications (phone, email, SMS or social media.)
Sexual harassment is against the law wherever and whenever it occurs. The Academy will not tolerate sexual harassment in the workplace or in any work‐related context such as conferences, work functions and business trips.
Sexual harassment does not have to be repeated or continuous to be against the law. A single incident might offend, humiliate or intimidate the other person, even if not repeated. Other single incidents, such as an unwanted invitation or compliment, may not be sexual harassment. Some forms of sexual harassment, such as assault, physical molestation, stalking, sexual assault and indecent exposure, are also criminal offences.
The person being harassed does not need to say that the behaviour is unwelcome. Many people find it difficult to speak up. All employees are responsible for their own behaviour. If you think the behaviour may offend, then don’t do it.
Vicarious liability
Under the Act, the person who discriminates against, victimises, sexually harasses, vilifies or asks for unnecessary information can be liable for the unlawful behaviour as well as their employer, The Barber Academy, The Hair Academy & Propel Learning, unless The Barber Academy, The Hair Academy & Propel Learning can show we have taken reasonable steps to prevent it.
The Barber Academy, The Hair Academy & Propel Learning provides all staff with brochures and information about discrimination and sexual harassment at induction, and conducts regular awareness training. Managers must ensure that all staff are treated fairly and are not subject to any of the behaviours mentioned in this policy. They must also ensure that people who make complaints, or who are witnesses, are not victimised in any way.
What to do if you are discriminated against, sexually harassed, vilified or asked for unnecessary information
Don’t ignore discrimination, sexual harassment, vilification or requests for unnecessary information, thinking it will go away; often it just gets worse. Choose the action you feel most comfortable with. You can follow more than one action at the same time.
Support
Fairwork - Download Support Guide
QLD Health - Download Support Guide
Contact The Barber Academy for further details:
Contact your trade union for advice.
Call the Queensland Human Rights Commission on 1300 130 670 for information about your rights and responsibilities.
Self help
If you feel confident and want to deal with the situation yourself, you can use self-help techniques. However, you don't need to try to resolve the complaint this way.
This option involves approaching the person responsible for the discriminatory or sexually harassing behaviour yourself. You should tell the person what you are unhappy about, why you are unhappy about it, and what you would like to happen. Taking a person with you for support may be helpful.
Make an internal complaint
The Barber Academy, The Hair Academy & Propel Learning has an obligation to treat all complaints of discrimination, victimisation, sexual harassment, vilification or seeking unnecessary information seriously. All complaints will be handled confidentially and impartially, investigated promptly and recommendations implemented.
The starting point for resolving a complaint is to talk with someone. This can be your manager (or another member of the management team if more appropriate). Tell them what your concerns are; explain what has happened and how it has affected you.
• The manager may take immediate action (e.g. removing offensive graffiti or posters).
• The manager may provide a range of options. One approach is to centre on the resolution of the issue, without deciding fault.
• The manager may speak to the person you are making a complaint about, to see if the situation can be resolved simply.
Some matters are not resolved so easily, especially if the person being complained about denies or disputes the allegations, or the issues are complex. Your team leader (or another management team member if appropriate) may handle your complaint or refer it to specialist human resource staff, or engage an independent external agency. This option will involve an investigation, collecting evidence and witness statements, and making findings and recommendations which will be implemented.
Make an external complaint:
You can complain to the Queensland Human Rights Commission. Their state-wide enquiry line is 1300 130 670, and staff can give you information on your options and explain the process to resolve your complaint. The QHRC complaint resolution service is free.
The Commission’s website www.qhrc.qld.gov.au has more information, including contact points for the Commission’s First Nations Unit and LGBTIQ+ community liaison officers.
NOTE: A complaint to the QHRC must be made within one year of the incident, unless good reasons for any delay can be shown.
HAIR & BARBER
Shop & Salon
OPEN & CLOSE ACADEMY TILL
Refer to the Store Operating Procedure for Opening and Closing Academy Till - Click here
HAIR ACADEMY SALON CALENDAR
The salon bookings calendar is on The Hair Academy website:
https://thehairacademyaus.com.au/training-salon
Clients can book appointments through the website. The website will take a $10.00 deposit to secure the booking. These deposits are non-refundable for cancelation and no shows - the reason for this is that the academy will take limited bookings for the training days.
- Trainer will need access to the above link and email account.
- Salon price list is on the website & in The Hair Academy.
- [email protected] you will receive notifications of bookings.
Client Making a booking through the online Booking Calendar
1. From website on the GC Training Salon Page
2. Book Appointments Online
3. Select Service (Note these now show service timeframe, $cost, $ deposit and details)
4. Select date and time slot
5. Complete details for service including name, phone, email, hair length etc
6. At bottom of the details they will be asked to pay a $10 booking deposit.
7. When booked the client will receive a conformation SMS and an email with the deposit receipt.
8. 24 hrs before the appointment the client will receive a reminder SMS
9. Complete the Service and charge client less their $10 deposit
10. 3 hours after their treatment they will receive an SMS - How did we go + google review
Salon Team making a manual booking through the Goodtalk Hair & Barber Calendar
1. Open GoodTalk calendar
2. Ensure all Salon Seats are selected and open (there are 5 salon chairs)
3. Click on +NEW button to create a new booking
4. Select the calendar you need to book into from the 'Hair Academy Salon Services Booking’ list
5. Select the room (will automatically show)
6. Give the booking a title - normally client name and service
7. Select a Salon Team member or default
8. Using Default Date and Time - Select Date and find next available time slot (This will work with the
online bookings)
9. Using Custom Date and Time - Enter date and timeframe - start and end (This will create a booking
over the online bookings)
10. Add a Contact - search for existing or create new with minimum - Full Name + Mobile
11. Book Appointment
Be aware any manual bookings:
Will not have paid a deposit
Will not receive the confirmation SMS
But they will receive a reminder SMS
Bookings Calendar from the Salon Side
1. Clients bookings appear in the calendar
2. Open booking to view time and service
3. Click on clients name to open their profile and access additional details
4. In the right hand column you will see an activity list where you can click on the Appointment Booked Clipboard icon
5. This will open the booking sheet with the clients details and additional questions asked at the booking stage
Editing Bookings Calendar from the Salon Side
1. You can cancel and adjust the bookings by opening the calendar booking and clicking pen icon top right next to bun icon
2. Edit details for services here
3. Edit Date and Time - Default will work with other calendar bookings or Custom will override calendar bookings
4. Save Appointment
Salon - How to block time through the Goodtalk Hair & Barber Calendar
1. Open Goodtalk Calendar
2. Ensure all Salon Seats are selected and open
3. Click on +NEW button and select ‘Blocked Off Time’ tab
4. Select the user calendar you need to block
5. Give the block for reference
6. Select a Start Date and Time - Confirm
7. Select an End Date and Time - Confirm
8. Click Block Time
9. This will create a blocked time that the calendar won’t use for any bookings
Contacting Clients through the Goodtalk Hair & Barber Calendar
1. Open GoodTalk calendar
2. Ensure all Salon Seats are selected and open
3. Open booking to view time and service
4. Click on clients name to open their profile and access additional details - This will open their profil
5. Using the middle section of the profile you can send SMS or email messages at the bottom of the conversation window
6. You can also call the client directly through the modest platform on your computer by clicking the green phone icon at the top of this section.
Calendar Settings
There are currently 5 salon chairs available for bookings.
Salon Opening Hours: 9am to 5pm Mon, Tues & Wed + Student Training Thurs & Fri
Bookings should be available:
- All Services - Mon, Tues, Wed 9am to 5pm
- Cuts, Wash, Blowdry - Mon, Tues, Wed 9am to 5pm
- Any manual bookings, messages or calls regarding appointments need to be actioned in the calendar ASAP.
- Please read through the workflow below so it is clear how it functions from start to finish.
- If there are any concern or changes need to be made please direct them David or Gareth.
Calendar Workflow
1. Customer books date and service through online portal
2. Deposit for all services of $10 paid by customer
3. Customer is emailed a receipt for payment
4. Customer is emailed a confirmation of the booking
Hi , Your appointment with The Hair Academy has been scheduled.
Appointment Title:
Date and Time: ()
Meeting Link / Location:
Add your appointment to your calendar using the links below and you will be able to change or cancel your appointment up to 24hrs before the appointment.
5. Customer is SMS'd a confirmation of the booking
Confirming your appointment with The Hair Academy at Robina Town Centre at
, ,
for . You will also receive an
email with Calendar Dates where you can change or cancel your appointment.
6. 24hr before appointment SMS sent
Hi , Just a reminder that your appointment with The Hair
Academy at Robina Town Centre is tomorrow at .
Please let us know if this needs to be changed.
TAGGING FAULTY RESOURCES
To properly tag a faulty item, begin by safely removing it from service. Complete a "Failed Tag" or similar tag, including the item's description, reason for being faulty, and necessary precautions.
The tags are kept in the academy out the back cupboards. Attach the tag to the item or a visible area. Notify the responsible supervisor (add onto trainer checklist) and make arrangements for repair or removal.
Detailed Steps:
1. Safety First:
If the item is electrical, de-energise it if safe to do so.
2. Complete the Tag:
Clearly label the item as "Out of Service" or "Failed".
Indicate the specific reason for the fault.
If applicable, include any conditions under which the item can be temporarily used safely.
Include the name of the person completing the tag and the date.
3. Attach the Tag:
Securely affix the tag to the item, its control panel, or a prominent location.
4. Inform the Team Leader:
Notify the relevant team leader about the faulty item and the tagged status, and add to the weekly checklist.
Put the faulty item in the back cupboard.
5. Arrange for Repair/Removal: (this will be completed by the team leader)
Make arrangements for the item to be repaired or removed from the work area.
INCIDENT HAZARD REPORTING
Completing a hazard or incident report in an academy setting (such as a training or educational institution) typically follows a standard process. Here’s a general step-by-step guide, but be sure to follow any specific policies your academy has in place: Trainer must complete. Student needs to report to their trainer any incidents/hazards.
Steps to Complete a Hazard/Incident Report
1. Ensure Immediate Safety
If it's an active hazard or ongoing incident, make sure the area is secured and that any injured persons receive appropriate first aid or medical attention. NOTE: if there is a waster spill, please put out the “Caution” sign located in the backroom of the academy immediately. Notify relevant personnel (e.g., supervisor, instructor, safety officer) right away.
2. Obtain the Report Form
Get the official Hazard/Incident Report Form from your academy. This may be: A physical form available in the admin office or safety department. (this is kept in the back cupboard for access.) An electronic form accessed through the academy's intranet or reporting system.
Incident / Hazard Form Online
3. Describe the Incident or Hazard
Include detailed, factual information:
Date and time the incident/hazard occurred.
Location (e.g., classroom, lab, hallway).
Type of incident or hazard (e.g., slip, trip, fall, chemical spill, equipment failure).
What happened: Describe the sequence of events in detail.
Who was involved: Include names and roles if others were present or affected.
Attach photos or sketches if relevant.
4. Consequences/Outcome
Describe any injuries, property damage, or interruption to activities.
Include medical treatment given (if any) and by whom.
5. Immediate Actions Taken
Describe any actions you or others took right after the incident (e.g., turned off equipment, isolated the
hazard, administered first aid).
6. Risk Factors and Contributing Causes
Identify any underlying issues (e.g., poor lighting, inadequate training, unsafe behavior).
7. Recommendations for Prevention
Suggest measures to prevent recurrence (e.g., repairs, signage, PPE, updated procedures).
8. Sign and Submit
Sign and date the form.
Submit it to the designated authority ( Academy Administration).
9. Follow Up
Attend any follow-up investigations or debriefings.
Participate in corrective actions if required (e.g., retraining, safety drills).
HAIR SALON SETUP & CLEANING SCHEDULE
The Hair Academy training salon is to be treated as a professional workspace. Take pride in its presentation and keep at an elite level for customer presentation, hygiene and safety. These practices will be used in any salon students work in.
The task list includes opening and closing tasks, daily cleaning and weekly cleaning tasks. These need to be completed by the while student team under trainer supervision.
BARBERSHOP SETUP & CLEANING SCHEDULE
The Barber Academy training barbershop is to be treated as a professional workspace. Take pride in its presentation and keep at an elite level for customer presentation, hygiene and safety. These practices will be used in any barbershop students work in.
The task list includes opening and closing tasks, daily cleaning and weekly cleaning tasks. These need to be completed by the while student team under trainer supervision.
HAIR & BARBER
Online Platforms
Online training Session - google meeting
In some instances, we may be required to hold an online training session with students. This may be because the student is a distant student, student has requested online theory session or if an unexpected event occurs that stops us from training face-face.
Refer to Google link with step by step guide on creating Google Meeting Link
Start or schedule a Google Meet video meeting
You can set up or start a new Google Meet video meeting from:
- Meet
- Gmail
- Google Calendar
- Google Chat (Mobile only)
- Another scheduling system
Tip: To make sure you don't join a meeting with an expired code and to better plan for the future meetings you
create, check when meeting codes expire. Learn about meeting codes in Google Meet.
1.Go to Google Meet.
2.Click New Meeting.
3.Select an option:
- Create a meeting for later:
- To share the meeting details for a future meeting, copy the meeting link and share with participants.
- To directly start the meeting with this link, paste the link into a browser; or enter the link into the “Enter a code or link” field click Join.
- Start an instant meeting: Create a new meeting and join the meeting directly.
- Schedule in Google Calendar: To schedule a meeting, you’re directed to Google Calendar.
Tip: Google Workspace Essentials users can't schedule a meeting in Google Calendar.
NOTE: Meetings MUST be recorded.
To record a Google Meet, you can:
- Start or join the meeting
- Click the Activities icon or the More (ellipses) button
- Select Recording
- Click Start Recording
- In the pop-up screen, click Start
- To stop recording, click Activities then Recording
- In the pop-up screen, click Stop recording
You can find your recorded meetings in the Meet Recordings folder in Google Drive.
Recording limitations
- Recording is only available for the computer version of Google Meet
- You can't record if you join only to present
- Recording is not automatic
Admin settings
You can enable or disable recording for your organisation by:
1. Signing in to your Google Admin console
2. Going to Menu
3. Selecting Apps
4. Selecting Google Workspace
5. Selecting Google Meet
6. Clicking Meet video settings
7. Clicking Recording
This video may also help you learn how to record a Google Meet:
HAIR & BARBER COMMUNITY
ALL students across The Barber Academy and The Hair Academy will receive access to the community.
This can be found on our website: https://community.hairandbarber.com.au/
The Hair & Barber Community provides access to education, workshops, live masterclasses, online lessons, video
and training tools. You can also showcase your skills and ask advice from the community of like-minded
individuals.
01. Barbering Fundamentals Starter Course
Fundamental Barbering skills, knowledge and technique to get you started and gain an understanding of what you
need to learn to become a skilled barber.
02. Crispy Cuts & Masterclasses
Live client cuts from our training showcasing multiple skills and technique. Use these as a reference about how to
cut and how to approach style cuts: incudes Burst Fade, Graduated Style Cut, Modern Mullet & Temple Fade, Mid
Skin Fade and Fury Cut + loads more and new cuts added each month.
03. Industry education and advanced training
Everything from live classes and step through cutting video, business and marketing courses, live crispy cuts and
Q&A sessions.
Get involved in the community with updates and new content loaded weekly.
BARBERING SKILLSET ACADEMY
Full time barber students will have access to the Barber SkillSet platform – this can be purchased additional by public/apprentice students.
Grow your barbering skills & technique with the Barbering Skillset Academy, including the Barbering Skillset Course, Crispy Cuts, Pro-tip videos, industry videos and interviews + monthly masterclasses.
Barbering Skillset Academy Courses
Our 4-stage course takes you from the fundamentals of cutting hair to the advanced technique needed for great
style cuts. Includes step-through training, downloadable workbooks and instructional video.
1. Barbering Skillset
2. Barbering Styling Skills
3. Barbering Scissor Skills
4. Barbering Clipper Skills
Crispy Cuts & Masterclasses
Live client cuts & masterclasses showcasing skills and technique. Watch + learn how to cut and approach different types of style cuts from daily shop cuts to advanced styling.
Bonus Courses & Industry Education
Everything from Masterclasses and step-through cutting video, business and marketing courses, live crispy cuts and Q&A sessions.
axcelerate
aXcelerate is our Student Learner Portal, which allows you to view and access information about your training including your Course, Assessments, Resources and Personal Details. aXcelerate provides your course progress and results for each assessment to ensure you are on track. When you have enrolled we will create your user account and provide you with access to the Learner Portal via email.
GOODTALK HAIR & BARBER
Goodtalk Hair & Barber is our core platform that supports our online websites, community groups, booking calendars and community groups for the Academy's.
HAIR & BARBER
Session Plans
COURSE SESSION PLANS & SCHEDULES
As a high performance academy we have many expectation of our students. Everything you learn here is a direct reflection of what you will experience when you start working in the industry, including being on time, keeping your workplace clean & treating team members and client with respect.
Keep in mind that this a professional learning workspace and you are required to behave professionally and follow our guidelines while at the academy.
Please download the required session plan or schedule below:
Apprentice Schedule - Hairdressing - Download pdf
If you have any queries contact the student support team [email protected].
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