P4; Psychosocial Safety

1. Purpose

This purpose of this policy is to ensure that psychosocial safety is understood and prioritised by VFF employees, contractors and members, that risk to psychosocial safety is mitigated, and that the VFF meets it’s obligations to ensure psychosocial safety and mitigate risk.

2. Background

The VFF is dedicated to fostering an environment that prioritises psychological safety and the well-being of all individuals associated with the company, including employees, contractors, members and visitors. Such commitment is an effort to reduce, as much as possible, psychosocial hazards.

3. Policy

3.1 DEFINITIONS

3.1.1. Hazard is anything that can cause harm.

3.1.2. Psychosocial Safety Hazard any factor or factors in the work design, systems of work, management of work, carrying out of work or personal or work-related interactions that may arise in the working environment and may cause an employee to experience one or more negative psychological responses that create a risk to their health and safety.

3.2 PRINCIPLES

The VFF is committed to a workplace and membership culture that values respect and diversity and to continuously improve to ensure a psychologically safe and thriving environment for all.

3.2.1 Everyone associated with the VFF cooperates to achieve psychological safety and welcomes suggestions to achieve our health and safety objectives and to mitigate any psychological safety hazard.

3.2.2 In accordance with OH&S legislation, all VFF employees are treated equally with dignity, courtesy, and respect.

3.2.3. The VFF will:

  • Continually identify, report and minimise psychological health risks and psychosocial hazards through integrated systems and regular monitoring.
  • Cultivate a positive and supportive workplace culture that guards against psychological injuries.
  • Provide ongoing education and resources to Employees to enhance the resilience and well-being of our workforce and members.
  • Actively work towards reducing stigma and discrimination within our workplace.
  • Encourage and facilitate employee, contractor and member participation in initiatives that contribute to a mentally healthy workplace.

3.2.4. Employees and members will:

  • Familiarise themselves with the commitment to psychological safety and its guidelines and seek clarification from management when needed.
  • Identify and report any psychosocial hazards or factors impacting psychological health and safety.
  • Consider this policy and practices while performing work-related duties, consistently representing VFF commitment to psychological safety.
  • Support fellow employees and members in raising awareness of psychological safety and actions to foster it.
  • Contribute to creating a mentally healthy workplace for everyone.

3.3. PRACTICES

Psychosocial safety translates how we feel and act in our workplace. The following psychosocial safety practices demonstrate how employees, contractors and members conduct themselves to create a respectful and safe workplace environment. The Practices serve as a model for everyone associated with the VFF and show our practical commitment to preventing a hostile environment.

3.3.31 Speak Up and Be Upstanding

  • Take an active (but respectful and appropriate) role in preventing, discouraging, and addressing workplace misconduct, especially in relation to sexual harassment, sex discrimination and victimisation.
  • Foster an environment where individuals can freely express themselves.
  • Encourage sharing of ideas, asking questions, and making mistakes without fear of humiliation or retribution.

3.3.2. Call Out Disrespectful Behaviour

  • Step in when witnessing negative behaviour and speak up against it, explaining the negative impact of such behaviour.
  • Respectfully and appropriately call out and prevent unlawful, or hostile, conduct and casual sexism rather than remaining silent bystanders.
  • Refuse to excuse poor behaviour, even if it comes from high-value Employees, leaders, or customers.

3.3.3. Embrace Inclusivity

  • Actively promote diversity, equity, and inclusion.
  • Be welcoming, accessible, and approachable to all team members.

3.3.4. Set Clear Expectations and Talk About Culture

  • Clearly define expectations, referencing company policies and procedures.
  • Foster open discussions about the company’s values and culture and how they look like in practice.

3.3.5. Develop Self-awareness

  • Pay attention to your personal behaviour and engage in active self-reflection.
  • Be open to learning about oneself and others.

3.3.6. Be Open to Feedback

  • Actively solicit input and feedback from team members.
  • Encourage the team to respectfully challenge perspectives and provide constructive feedback.

3.3.7. Help Foster a Learning Culture

  • Ask questions with the intention of learning from the team.
  • Encourage new ideas and approaches.
  • Reflect collectively on learning from mistakes and previous approaches.

3.3.8. Support Others

  • Ask individuals how they prefer to be supported when they are seeking assistance.
  • Explain the course of action when someone reports to you unlawful or inappropriate conduct.

3.4 COMPLIANCE

3.4.1. The VFF, Directors, management, employees and contractors (including contracted Elected Officials) have legislated responsibilities that are represented within this policy. While members do not have legislated OH&S responsibilities, common law requirements prevail, and members are required to comply with this policy in accordance with Policy M2: Membership Terms and Conditions and Policy M3: Member Code of Conduct.

3.4.2. Making a complaint

The Policy P2: Grievances outlines the steps in making a complaint in relation to a grievance involving workplace bullying, harassment and/or discrimination.

 4. Accountability

VFF Chair

VFF CEO

VFF employees, contractors and members

5. Related policies/procedures

Policy M2: Membership terms and Conditions

Policy M3: Member Code of Conduct

Policy P2: Grievances

Policy P3: Bullying