Policies + Procedures
Below you will find all the essential polices & procedures for our academy operations for students, trainers and customers.
Academy Policies
Bullying & Harassment Policy
1.0 PURPOSE
This policy outlines the commitment of The Hair & Barber Academy 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 Hair & Barber Academy 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.
2.0 SCOPE
This policy applies to all Student, including barbers, apprentices, support staff, and management at The Hair & Barber Academy. All students are required to act professionally and respectfully toward each other, clients, and the public while at work.
3.0 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
4.0 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
5.0 RESPONSIBILITIES
5.1 Management Responsibilities
Management at The Barber Academy 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
5.2 Student Responsibilities
All student 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.
5.3 Duty to Report
All employees have a duty of care to others in the workplace, including clients. If any student witnesses bullying, harassment, or discriminatory behaviour directed at another student or client, they must report the incident to their immediate supervisor to follow the process of using the Hazard Report Form.
5.4 Reporting Personal Incidents
If a student believes they are being bullied or harassed, they must report it to their supervisor or a designated manager as soon as possible.
6.0 CONSEQUENCES OF MISCONDUCT
If a student is found to have breached this policy, The Hair & Barber Academy may initiate an investigation. Based on the findings, disciplinary action may be taken, including warnings, suspension, or termination of enrolment.
Cash Handling & Store Security Policy
1.0 PURPOSE
The purpose of this policy is to establish clear guidelines for cash handling procedures and maintaining security in The Hair & Barber Academy environment. These procedures ensure the safety of the shop’s assets and maintain accountability in financial transactions.
2.0 DEFINITIONS
• POS: Point-of-Sale terminal, a system used to complete sales transactions.
3.0 ASSOCIATED DOCUMENTS
• Point of Sale Transaction Procedures
• Store Operations Procedures
4.0 POLICY
All Barber Academy employees are expected to follow strict security measures regarding cash handling. The following procedures apply:
CASH HANDLING
4.1 All cash must be stored in a secure, designated area, such as a locked cash drawer or safe.
4.2 POS cash drawers must remain closed at all times, except when actively processing a transaction.
4.3 Access to POS terminals should be restricted to authorized personnel only.
4.4 Clear the POS and transfer excess cash to the secure designated area every two hours or when cash in the register exceeds $500.
4.5 When transporting cash to a secure area, always proceed with a second authorized person for safety.
4.6 Never leave an active POS terminal unattended or outside of clear view.
4.7 At the end of the day, balance the register, ensure that all doors are locked, and cash is properly secured.
BALANCING THE REGISTER
4.8 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.
4.9 If cash discrepancies exceed $20, notify your supervisor immediately for further investigation.
By adhering to these cash handling and security procedures, The Hair & Barber Academy staff can ensure the financial integrity and safety of the business.
Code of Conduct Policy
1.0 PURPOSE
To establish the standards of behaviour expected from all staff at The Hair & Barber Academy in performing their duties. This policy provides guidance for making personal and ethical decisions, ensuring a professional and respectful work environment.
2.0 SCOPE
This policy applies to all employees of The Barber Academy, including barbers, apprentices, support staff, and management. student obligations extend to:
• Performing official duties related to barbering and salon operations.
• Representing The Barber Academy at training events, business trips, or work-related functions. (if applicable)
• Attending course-related social events (if applicable).
Failure to comply with these obligations may result in disciplinary actions, including suspension or termination of enromlent.
3.0 ASSOCIATED DOCUMENTS
• Anti-Discrimination Act 1977
• Fair Work Act 2009
• Disability Discrimination Act 1992
• Privacy Act 2000
• Work Health and Safety Act 2011
• Personal Hygiene Policy
4.0 DEFINITIONS
• Discrimination: The unjust or prejudiced treatment of different categories of people, especially based on race, age, sex, or other protected characteristics.
• Conflict of Interest: Situations where an employee’s personal interests could influence, or appear to influence, their performance of duties.
5.0 CODE OF CONDUCT
GENERAL PRINCIPLES
Management Responsibilities:
5.1 Support and Lead by Example Management must support studentand demonstrate the behaviour expected within the salon.
5.2 Clarify Responsibilities Assist students in understanding their roles and responsibilities within the salon. (if you are not sure speak with your supervisor)
5.3 Fair Decision-Making Make decisions that are fair, consistent, and based on the salon’s policies and values.
(speak with your supervsior)
5.4 Address Concerning Behaviour Respond to any concerning behaviour by evaluating its nature and seriousness to determine appropriate actions (direct to your supervisor).
5.5 Ensure a Safe Environment Provide a workplace free from discrimination, harassment, and bullying.
Student Responsibilities:
5.7 Respect and Fairness Toward students/team Treat fellow students and team with fairness, courtesy, and respect, without discrimination.
5.8 Respect and Fairness Toward Customers Treat all customers with fairness, courtesy, and respect, ensuring a positive experience.
5.9 Professionalism in Duties Carry out all barbering and salon duties professionally, responsibly, and diligently.
5.10 Safety First Work in a manner that does not pose a risk to personal safety or the safety of others in the salon.
5.11 Report Discrimination Report any witnessed acts of discrimination to management immediately.
Consequences of Misconduct
5.12 Injury Due to Negligence Failure to follow duty of care may result in injury to oneself or others.
5.13 Invalidation of Insurance Misconduct or negligence may lead to the invalidation of workplace insurance.
STANDARDS TO BE OBSERVED IN PERFORMING DUTIES
5.14 Protect Rights and Reputation Respect and protect the rights and reputation of other staff members and customers.
5.15 Zero Tolerance for Negative Behaviour Never engage in behaviour perceived as harassment, intimidation, discrimination, bullying, or threatening.
5.16 Avoid Conflicts of Interest Avoid situations where personal interests’ conflict with professional duties.
5.17 Disclose Conflicts of Interest If a potential conflict of interest arises, disclose it to your manager or supervisor immediately.
COMMITMENT TO CLIENTS
5.18 Serve Customers’ Best Interests Always prioritize the best interests of customers and strive to provide the highest quality service.
5.19 Professional and Friendly Interaction Maintain a friendly and professional demeanor with all customers.
5.20 Honest Communication Ensure clear and honest communication with customers regarding services and expectations.
5.21 Confidentiality of Customer Information Maintain the confidentiality of all customer information and personal details.
COMMITMENT TO WORKPLACE
5.22 Professional Image Project a professional image through behaviour, personal appearance, and the upkeep of the salon environment.
5.23 Professional Relationships with Colleagues Maintain friendly and professional relationships with all colleagues.
5.24 Personal Hygiene Compliance Adhere to the Personal Hygiene Policy to ensure cleanliness and safety within the salon.
5.25 No Substance Abuse Do not use mind-altering substances before or during training hours.
5.26 Honest Business Practices Conduct business honestly and comply with all legal requirements regarding financial matters, record-keeping, and other business operations.
MAINTAIN CONFIDENTIALITY OF EMPLOYEES AND CUSTOMERS
5.27 Private Consultations Conduct client consultations in private areas where conversations cannot be overheard.
5.28 Secure Record-Keeping Ensure all customer and employee records are securely stored and inaccessible to unauthorized individuals. Maintain digital records in the salon’s computer system.
GRIEVANCE AND DISPUTE SETTLING
5.29 Initial Resolution with Supervisor Studentswith grievances or disputes should first attempt to resolve the matter with their immediate supervisor.
5.30 Escalate to Higher Management If unresolved, refer the matter to the next higher level of management for discussion.
5.31 External Resolution If still unresolved, report the matter to the relevant union, board, or commission.
STUDENT ATTENDANCE IN THE ACADEMY
5.32 Roster Awareness All studentswill be provided with training day schedule upon enrolment,notify management of any unavailability at least two days in advance.
5.33 Notification of Absences If unable to attend training due to illness or unforeseen circumstances, notify the academy as soon as possible.
5.34 Leave Applications Submit applications for leave at least two weeks prior to the requested date, except in emergencies. This is to ensure progression.
Academy ETHICS
5.36 Professional Conduct Conduct and present yourself in a professional manner at all times.
5.37 Integrity in Relationships Maintain integrity in all relationships with customers and colleagues, students.
5.38 Respect for Diversity Respect cultural differences and uphold behaviour standards. Swearing or discriminatory language is strictly prohibited.
TRAINING
5.39 Proper Training for Services Only perform treatments and services for which you have been properly trained to avoid harm to clients or yourself. Following supervisor instructions at all times.
5.40 Supervised Training Sessions When training to perform a new treatment or service, ensure it is observed by a trained staff member and obtain client consent for being treated by an untrained therapist.
Consequences of Being Untrained:
5.41 Risk of Injury Performing untrained treatments or services may result in injury to yourself or others.
5.42 Insurance Implications Engaging in untrained services may invalidate workplace insurance.
6.0 ENFORCEMENT AND DISCIPLINARY ACTION
If a student is found to have breached this Code of Conduct, The Hair & Barber Academy reserves the right to initiate an investigation. Based on the findings, disciplinary actions may include:
• Verbal or written warnings
• Suspension
• Termination of enrolment
7.0 REVIEW AND AMENDMENTS
This Code of Conduct will be reviewed periodically to ensure its effectiveness and compliance with current laws and industry standards. Amendments will be made as necessary and communicated to all students.
CUSTOMER SERVICES POLICY
1.0 PURPOSE
To document the policy for the principles, standards, and practices of customer service that The Hair & Barber Academy expects its staff to provide to all clients. This ensures the highest level of professionalism, courtesy, and customer satisfaction in every service interaction.
2.0 SCOPE
This policy applies to all employees, including barbers, apprentices, and management of The Hair & Barber Academy
3.0 ASSOCIATED DOCUMENTS
• Code of Conduct Policy
• Store Operations Procedure
4.0 DEFINITIONS
• Customer – A person who purchases or is considering purchasing barber services or products from The Hair & Barber Academy
5.0 STANDARDS OF CUSTOMER SERVICE
GENERAL PRINCIPLES
Throughout all interactions with customers, colleagues, and third parties, studentsmust aim to meet their needs through professional, courteous, and efficient service. Staff will:
5.1. Treat all clients and colleagues with respect and courtesy.
5.2. Respect cultural and individual differences of clients and colleagues.
5.3. Actively listen to clients to understand their needs and preferences.
5.4. Personalize services based on the specific needs and requests of each client where practical.
5.5. Respond to inquiries promptly and professionally.
5.6. Consult clients about their preferences and provide appropriate recommendations for services or products.
FACE-TO-FACE CLIENT INTERACTIONS
When students meet customers face-to-face, they will:
5.7. Greet clients immediately and by name, if known.
5.8. Use a smile and positive body language when greeting.
5.9. Always maintain a polite, professional, and friendly demeanor.
5.10. Be sensitive to individual differences, ensuring formality, respect, and politeness are maintained.
5.11. Ask clients how you may assist them as part of the greeting.
5.12. If a client cannot be serviced immediately, acknowledge them and inform them they will be attended to shortly.
5.13. Maintain a welcoming environment at all times, including polite and professional conduct, keeping the barbershop clean, ensuring proper temperature, minimizing noise, and following the Personal Hygiene and Uniform Policy.
5.14. When the service is complete, bid farewell using the client’s name, with positive body language. Always thank them and wish them well upon departure.
TELEPHONE INTERACTIONS
In all te nteractions with clients, student will:
5.15. Answer the phone within three rings.
5.16. Use a warm greeting with a "smile" in your voice.
5.17. Remain polite, professional, and friendly throughout the call.
5.18. Identify yourself, state the name of the barbershop, and ask how you may assist the caller.
5.19. When taking messages, include the date, time, caller’s name, contact number, and message details. Clearly indicate who the message is for.
SALES
5.20. All products and services must be paid for at the time of purchase by credit card, EFTPOS, or cash in Australian currency.
5.21. All sales transactions must comply with the Store Operations Procedures.
5.22. Follow up product purchases within seven days via email to ensure customer satisfaction.
CUSTOMER COMPLAINTS
In the event of a client complaint, student will:
5.23. Always treat complaints with a high level of service and turn dissatisfaction into a positive experience and report immediately to their supervisor.
5.24. Treat the client with respect and courtesy at all times.
5.25. Actively listen to the complaint and acknowledge the client’s concerns.
5.26. Use open, positive body language while listening to the client.
5.27. Be sensitive to the client’s situation, addressing individual differences and needs.
5.28. Gather all evidence related to the complaint.
5.29. Acknowledge the complaint once all relevant information has been collected.
5.30. If the complaint stems from a fault of The Barber Academy or its products, resolve it immediately by offering a refund, repair, or exchange of services or products.
5.31. Complete the documentation for the complaint and submit it to the supervisor.
5.32. If the complaint cannot be resolved, notify the supervisor.
5.33. Keep all client complaints confidential.
5.34. Follow up with the client one week after resolving the complaint to ensure satisfaction.
5.35. If a client becomes abusive or threatening, remain calm and professional, remove yourself from the situation, and seek assistance from the supervisor.
CLIENTS WITH SPECIAL NEEDS
5.36. Treat all clients with special needs or requirements with courtesy and respect.
5.37. Make every reasonable effort to accommodate their specific needs.
5.38. If unable to accommodate the client’s special needs, seek assistance from other staff members or the supervisor.
LINES OF COMMUNICATION
If a student does not understand the requirements of this policy, the following lines of communication apply:
5.39. First, consult with supervisor who may understand the workplace requirements.
5.40. Second, approach the manager.
5.41. Third, refer to student services.
For any issues related to student or client service, the following lines of communication apply:
5.42. First, consult the supervisor.
5.43. Second, refer to store management.
5.44. If the shift supervisor is unavailable (due to leave, illness, etc.), identify and consult the person deputising for the supervisor, or the next person on the organizational chart who has the responsibility to assist with staff or client-related matters.
This policy is designed to ensure consistent, high-quality customer service across all aspects ofThe Hair & Barber Academy operations, creating an environment of respect, professionalism, and satisfaction for both staff and clients.
Environmental Protection Policy
1.0 PURPOSE
To document the policy for promoting environmentally sustainable work practices at The Hair & Barber Academyy, ensuring responsible use of resources and minimising the environmental impact of daily operations.
2.0 SCOPE
This procedure applies to all management and employees of The Hair & Barber Academy
3.0 ASSOCIATED DOCUMENTS
• Environmental Protection Act 1994 (QLD)
• Environmental Waste Disposal Policy
• Corrective Action Report Form
4.0 DEFINITIONS
• Environmental Hazard – The use of resources or work practices in the barbershop that could have a negative impact on the environment,
including excessive waste, energy consumption, or improper disposal of chemicals.
5.0 POLICY
It is the responsibility of The Hair & Barber Academy to establish a Waste Assessment Team to assess and implement the following sustainable practices:
5.1. Identify environmental and resource efficiency issues specific to the barbering industry (e.g., water, energy use, product packaging).
5.2. Collect data on resource use, such as water, electricity, and products (including hair products and disposables).
5.3. Identify and categorize the various waste streams generated by the salon (e.g., hair clippings, chemical waste, product containers, etc.).
5.4. Analyse data collected on resource use to identify areas for improvement.
5.5. Propose options to enhance resource efficiency, such as reducing water consumption, minimizing plastic usage, and recycling materials.
5.6. Prepare a report outlining recommendations and a plan of action for improvement.
5.7. Present the plan of action to The Barber Academy management for review and approval.
5.8. Implement the approved plan of action and ensure all employees are informed of new sustainability practices.
It is the goal of The Barber Academy to:
5.9. Reduce waste production and minimise environmental hazards by regularly assessing and refining waste management practices through the Waste Assessment Team.
It is the responsibility of employees to:
5.10.
Report any environmental hazards to management, who will inform the Waste Assessment Team for further evaluation and action.
6.0 PROCEDURES FOR ENVIRONMENTAL PROTECTION
MINIMISING WASTE
6.1. Only stockpile waste if it enables more cost-effective recycling (e.g., collecting enough materials for bulk recycling programs).
6.2. Avoid accumulating unnecessary items or products that are not eco-friendly.
6.3. Each employee is responsible for the waste they produce during their work, including proper disposal of materials like hair clippings, product packaging, and single-use items.
6.4. All employees should be educated on environmentally sound waste disposal methods.
6.5. Follow the Environmental Waste Disposal Policy when disposing of any waste generated during barbering services.
REUSING AND RECYCLING
6.6. Reuse materials whenever possible (e.g., reusing plastic caps, containers, or tools that do not need to be single use).
6.7. Recycle all recyclable materials (e.g., plastic bottles, product packaging, aluminium cans) according to the Environmental Waste Disposal Policy.
SPILL MANAGEMENT
6.8. Dispose of all chemical spills (e.g., hair colour, shampoos, or other products) according to the Environmental Waste Disposal Policy, ensuring safe and eco-friendly procedures are followed.
CONSERVING ENERGY
6.9. Turn off all lights and equipment (e.g., clippers, blow dryers, hot towel cabinets) when not in use to conserve energy.
6.10. Minimize the use of hot water where unnecessary (e.g., avoid leaving hot water running between clients).
6.11. Keep doors closed to optimize heating and cooling systems, maintaining energy efficiency in the salon.
CONSERVING WATER
6.12. Determine the minimum amount of water required for daily operations (e.g., during hair washing).
6.13. Ensure all taps and faucets are turned off properly after use and are not left dripping.
6.14. Turn off water hoses at the hairdressing basins when not in use, especially between clients, to avoid unnecessary water wastage.
PRESERVING WATERWAYS
6.15. Ensure that no chemicals (e.g., hair dyes, bleach, or shampoo) are washed down the sink, as they may contribute to water pollution. Follow proper disposal procedures as outlined in the Environmental Waste Disposal Policy.
7.0 REPORTING
7.1. If an employee notices an environmental hazard (e.g., excessive waste, water leaks, improper chemical disposal), they should take immediate action to remove or mitigate the hazard, provided there is no risk to Work Health and Safety (WHS).
7.2. If the employee cannot remove the hazard or observes any breaches of this policy, they must report the issue to management using the Corrective Action Report Form. Management will then inform the Waste Assessment Team for further assessment and action.
By adhering to these guidelines, The Hair & Barber Academy aims to lead the way in environmentally sustainable practices within the barbering industry, ensuring a cleaner, greener future for both the business and the community.
Environmental Waste Disposal Policy
1.0 PURPOSE
To outline the policy for waste disposal within The Hair & Barber Academy, ensuring that all waste is managed in a safe, hygienic, and environmentally responsible manner during regular operations.
2.0 SCOPE
This policy applies to all areas of the barbershop, including workstations, sinks, rubbish disposal areas, and client treatment areas.
3.0 ASSOCIATED DOCUMENTS
• Safety Data Sheets (SDS)
• Safe Work Policy
• Housekeeping Policy
• The Barber Academy Quantities and Measurement Policy
• Environmental Protection Legislation
• Work Health and Safety (WHS) Legislation
• Health and Hygiene Regulations
4.0 POLICY
GENERAL AND TREATMENT WASTE
4.1 Proper disposal of waste is the responsibility of all Barber Academy staff.
4.2 Waste must be removed from all work areas promptly and in accordance with WHS legislation and Health and Hygiene Regulations.
4.3 If waste cannot be disposed of immediately, such as boxes from product deliveries, it should be moved from client or service areas and stored safely until disposal.
4.4 Waste should be sorted into the following categories: cardboard, recyclable materials, and general waste (such as hair clippings, food scraps, and consumables).
4.5 Cardboard boxes must be flattened and disposed of in the designated cardboard recycling area.
4.6 Recyclable materials must be placed in the recycling bin.
4.7 General waste, including hair clippings and other treatment waste, should be placed in a lined bin and emptied at the end of each day, or as needed throughout the day.
CHEMICAL AND HAZARDOUS WASTE
4.8 Wear appropriate Personal Protective Equipment (PPE) when handling chemical or hazardous waste, as indicated in the Safety Data Sheet (SDS).
4.9 Diluted detergents and disinfectants may be disposed of down the sink, followed by at least 30 seconds of running water.
4.10 Solvents, such as methylated spirits, must never be disposed of down the sink.
4.11 When disposing of solvents, solidify them using absorbent material, place in an airtight
container or plastic bag, and dispose of in the general waste bin.
SHARPS
4.12 All disposable sharps (e.g., razors, blades) MUST be disposed of in a designated sharps container.
CLINICAL WASTE
4.13 Any waste containing blood or bodily fluids must be disposed of in bins labelled for clinical and related waste.
EXCESS PRODUCT FROM TREATMENTS OR SERVICES
4.14 Any product used on a client must NOT be returned to its original container.
4.15 To minimise waste, follow The Barber Academy Quantities and Measurement Policy.
4.16 Once removed from the container, any unused product must be disposed of in accordance with the manufacturer's instructions.
NOTE: When in doubt about how to dispose of an item, consult with management.
WATER WASTE MINIMISATION
4.17 Report any leaking taps to management immediately.
4.18 Avoid leaving taps running when not necessary.
4.19 Water use should be measured to prevent overuse.
4.20 Only fill the sink with an appropriate amount of water for the cleaning task. Avoid overfilling.
4.21 Avoid washing equipment under a running tap.
4.22 Always turn off hoses at the hair washing basin when not in use.
POWER MINIMISATION
4.23 Ensure all electrical equipment is turned off when not in use.
4.24 Turn off lights when they are not needed.
4.25 All non-essential electrical equipment should be turned off at the end of the working day.
By adhering to these guidelines, The Hair & Barber Academy staff will ensure that waste is managed effectively, safely, and with minimal environmental impact.
HOUSEKEEPING POLICY
1.0 PURPOSE
To establish guidelines for maintaining safe, hygienic, and environmentally sustainable work practices within The Hair & Barber Academy, ensuring compliance with Health and Hygiene Guidelines in accordance with local council regulations.
This policy is designed to:
• Ensure the business adheres to required health standards, preventing any risk to the salon's registration due to poor work practices.
• Guarantee that the salon remains compliant with Health and Hygiene Guidelines and can pass impromptu environmental health inspections.
Risks of Non-Compliance:
If health inspections fail, the business registration may be revoked by the local council.
2.0 SCOPE
This policy applies to all areas of the barbershop, including:
• Point of sale
• Barbering stations
• Storage areas
• Hazardous goods storage
• Walkways
• Fixtures and display areas
All these areas must always remain clean, uncluttered, and safe.
3.0 ASSOCIATED DOCUMENTS
• SDS (Safety Data Sheets)
• Safe Work Policy
• Work Health and Safety (WHS) Legislation
• Health and Hygiene Regulations
4.0 HOUSEKEEPING POLICY
MAINTAINING AND CLEANING WORK AREAS
4.1. All students are required to follow the cleaning and linen roster and perform assigned
duties when scheduled.
4.2. Students are responsible for keeping their individual work areas and communal spaces clean and orderly at all times.
4.3. Tools, equipment, and other items must be stored in their designated places and not left in common areas or barber stations.
4.4. Disinfect all work surfaces (e.g., barber chairs, countertops) at the start and end of each day, and throughout the day as needed, ensuring minimal disruption to customers and staff.
4.5. Workspaces should always remain tidy and uncluttered to allow for efficient and safe operations.
4.6. Return all tools and materials to their designated storage spaces immediately after use.
4.7. Waste, including hair clippings, must be disposed of promptly according to the Environmental Waste Disposal Policy.
4.8. Cleaning materials must be returned to their designated storage locations for easy access by all students.
4.9. Point of sale areas, including counters, must remain clutter-free at all times to ensure a professional and organized environment.
WALKWAYS AND FLOORS
4.10. Keep walkways, aisles, and exits free from debris and clutter in accordance with WHS Legislation. Walkways should be swept or vacuumed at the start and end of the day, and as needed throughout operating hours.
4.11. Mop all hard floor surfaces at the end of each day to maintain cleanliness and safety, in line with Safe Work Policy.
STORAGE OF EQUIPMENT
4.12. Store all cleaning and barbering equipment in designated areas after use to ensure salon cleanliness and ease of access for all students.
4.13. Follow the manufacturer’s instructions for proper storage of all equipment and products.
CLEANING AND MAINTAINING EQUIPMENT
4.14. Wipe down electrical equipment (e.g., clippers, trimmers, point of sale devices) with a damp cloth, avoiding direct application of disinfectant sprays.
4.15. Check all electrical cords before use, ensuring there are no visible faults and that testing tags are up to date.
4.16. Maintain all equipment in clean and working order, following the manufacturer's maintenance guidelines.
4.17. All equipment, including cleaning tools, should be used and maintained according to the manufacturer’s instructions and Safe Work Policy.
4.18. Empty vacuum cleaner dust containers or replace bags after every use where practical.
4.19. Refill or replace consumable materials (e.g., paper towels, disinfectants) after use.
4.20. Store all equipment and consumables in their designated areas, ensuring mops and other cleaning tools are not stored on the floor or in buckets.
HEALTH AND HYGIENE
4.21. Reusable tools (e.g., razors, scissors) must be sanitized or sterilized according to Health and Hygiene and Skin Penetration Guidelines.
4.22. Work areas (e.g., barbering stations) must be cleaned after each client in compliance with Health and Hygiene Guidelines.
4.23. Students are expected to comply with Health and Hygiene Guidelines when performing cleaning tasks to meet insurance, licensing, and registration requirements.
SHELVING AND DISPLAYS
4.24. Clean and dust shelving, fixtures, and display areas monthly, ensuring that all stock remains dust-free.
4.25. Items on shelves should be arranged securely to prevent them from falling.
4.26. When cleaning or dusting shelves, remove items from one shelf at a time to avoid disrupting the entire display.
4.27. Avoid placing items in front of shelves that could obstruct access or require employees to stretch or reach over objects.
USING CLEANING CHEMICALS AND DISINFECTANTS
4.28. Always wear appropriate Personal Protective Equipment (PPE) when handling chemicals.
4.29. Use and store all cleaning chemicals according to the manufacturer’s instructions.
4.30. Dilute disinfectant solutions following the manufacturer’s guidelines.
4.31. Follow the Safe Work Policy when handling hazardous chemicals.
WASTE DISPOSAL
4.32. Sort and dispose of all waste (e.g., hair clippings, product packaging) in accordance with the Environmental Waste Disposal Policy.
4.33. Dispose of waste from treatment areas and the reception area immediately. If waste (e.g., cardboard boxes) cannot be disposed of right away, store it safely in a designated area until disposal is possible.
4.34. Dispose of contaminated waste (e.g., used razors, chemical-soaked materials) following the Health and Hygiene and Skin Penetration Guidelines.
SPILLS
4.35. Clean up liquid spills immediately and in accordance with the Safe Work Policy to prevent hazards.
This Housekeeping Policy is designed to ensure The Hair & Barber Academy maintains high standards of cleanliness and safety, while also complying with environmental, health, and safety regulations. By adhering to this policy, the salon can ensure a clean, safe, and professional environment for both clients and employees.
MERCHANDISING POLICY
1.0 PURPOSE
To document a framework for effective product selection and display techniques to optimise retail sales within a barber shop environment.
2.0 SCOPE
This policy applies to all employees of The Hair & Barber Academy responsible for merchandising barbering products and equipment.
3.0 DEFINITIONS
Merchandising includes: . Overall shop ambiance . Product selection and emphasis . Product display and promotion .Pricing . Customer education and advertising .Equipment and product choice
4.0 ASSOCIATED DOCUMENTS
• Stock Control Procedures
• Work Health and Safety (WHS) Legislation
• Visual Merchandising Manual for Barber Shops
5.0 SHOP AMBIANCE
5.1 All merchandising must align with the barber shop’s style, as outlined in the Visual Merchandising Manual.
5.2 Merchandising should maintain a high-quality standard to reflect the premium nature of the shop.
5.3 The visual presentation must represent the shop's identity and professional image.
5.4 Merchandising must incorporate elements of design: balance, size, color, focal point, lighting, and simplicity.
5.5 When selecting themes, props, and colours, they must complement the shop’s branding and promotional materials.
6.0 PRODUCT EMPHASIS
To emphasise a product means to give it a more prominent placement in the shop and to promote its sale through the following methods:
6.1 Position the product prominently, in accordance with the visual merchandising plan.
6.2 Offer competitive pricing on highlighted products to encourage sales.
6.3 Educate customers on product usage during their service.
6.4 Create dedicated display areas for new or featured products.
7.0 UNPACKING MERCHANDISE
7.1 Inspect packages for any damage or leakage before unpacking. Report any issues to the supervisor.
7.2 Open boxes safely using box cutters and handle all products carefully, especially fragile items.
7.3 Ensure stock is unpacked in a safe, non-hazardous location.
7.4 Verify merchandise against purchase orders and report any discrepancies to the supervisor.
7.5 Set aside and report any damaged items.
7.6 Store products as per manufacturer instructions to maintain quality.
8.0 PRICING OF PRODUCTS
8.1 All products displayed must be clearly labelled with correct prices, adhering to local regulations.
8.2 Prices must be placed on the bottom or back of product packaging.
8.3 Items with markdowns must have old prices removed and replaced with new price labels.
8.4 If there is a price discrepancy between shelf display and barcode scan, the customer should be charged the displayed price.
9.0 LOCATION OF DISPLAY AREAS
9.1 Product displays should adhere to the visual merchandising plan.
9.2 Ensure display areas comply with WHS legislation, avoiding obstruction of walkways.
9.3 Displays should be in high-traffic, visually prominent locations.
10.0 BUILDING AND ROTATION OF DISPLAYS
10.1 Displays should be simple and organized, avoiding clutter.
10.2 Follow manufacturer guidelines when assembling displays, ensuring they are sturdy.
10.3 Displays should be refreshed monthly to keep the shop’s presentation dynamic.
10.4 Rotate displays to different areas after one month, and create new displays to replace them.
11.0 MAINTENANCE OF DISPLAYS
11.1 Ensure displays are restocked and maintained daily, placing older products in front.
11.2 Clean displays and remove dust at the beginning and end of each day.
12.0 USE OF DISPLAYS
12.1 Display cabinets are reserved for promotional items, while shelves should be stocked with regularly sold products.
12.2 Rebuild displays monthly for new promotions and themes.
13.0 MERCHANDISE RANGE
13.1 Ensure a minimum of five to ten samples of each barbering product (such as hair care, grooming tools, etc.) are available on shelves for customer purchase and browsing.
PERSONAL HYGIENE AND DRESS CODE POLICY
1.0 PURPOSE
To establish guidelines for personal hygiene and grooming standards expected of all employees at The Hair & Barber Academy.
2.0 SCOPE
This policy applies to all employees of The Hair & Barber Academy. Non-compliance with this policy may result in disciplinary action.
3.0 DEFINITIONS
Nil
4.0 ASSOCIATED DOCUMENTS
• Health and Hygiene Regulations for Barber Shops
• Staff Counselling and Disciplinary Procedures
5.0 PERSONAL HYGIENE STANDARDS
All students are required to:
5.1 Attend work in clean, ironed clothing appropriate for the barbering department, consisting of dark-coloured, professional attire.
5.2 Wear black, enclosed shoes that are non-slip for safety.
5.3 Maintain well-groomed hair, ensuring it is neat and professional. Hair should be tied back if it interferes with performing barbering services.
5.4 Shower daily using soap to maintain personal cleanliness.
5.5 Brush teeth prior to work and maintain oral hygiene to prevent bad breath.
5.6 Keep nails clean, trimmed, and free from dirt or debris.
5.7 Use deodorant daily to avoid body odour.
5.8 Maintain personal hygiene throughout the workday, including frequent hand washing and reapplying deodorant as necessary.
5.9 Wash hands thoroughly before and after each client service following the hand-washing procedures outlined in the Health and Hygiene Guidelines for Barber Shops.
5.10 Wash hands after using the restroom, handling food, sneezing, smoking, or engaging in any other activities that may introduce bacteria.
5.11 Avoid smelling of cigarette smoke. If you smoke during breaks, deodorant or perfume must be applied afterward.
5.12 Use hand sanitiser prior to performing any services on clients when washing hands is not immediately possible.
6.0 DRESS CODE
Barbering students
6.1 Employees are required to wear clean, dark-coloured clothing suitable for the barbering industry. Clothing must be professional, free of rips or tears, and ironed.
6.2 Black, enclosed, non-slip shoes must be worn at all times for safety reasons.
6.3 Hair should be styled neatly and tied back if necessary to avoid interference with client services.
6.4 Minimal jewellery is allowed: one wedding ring and small, simple earrings are acceptable. Dangling jewellery is not permitted as it may pose a safety hazard.
7.0 POLICY INQUIRIES
If a student has any questions or concerns regarding this policy, they should follow the organizational hierarchy of the store. Any concerns should be discussed with their immediate supervisor, who may escalate the matter to management if needed.
RETURNS AND REFUND POLICY
1.0 PURPOSE
To establish a clear and fair policy for customer returns and refunds within the barbering industry.
2.0 DEFINITIONS
Nil
3.0 ASSOCIATED DOCUMENTS
• Competition and Consumer Act 2010
• Point of Sale Transactions Procedures
4.0 RETURNS AND REFUND POLICY CHANGE OF MIND
4.1 If a customer changes their mind about a product they have purchased (e.g., hair care products or grooming tools), the purchase price can be refunded, or the product exchanged under the following conditions:
• Items must be returned within 14 days of purchase.
• Proof of purchase is required.
• The returned item must be unused and in its original packaging.
FAULTY ITEMS
4.2 If a product is faulty, incorrectly described, or different from what was shown (e.g., faulty grooming tools or incorrectly packaged hair care products), the legal obligations will be met by either:
• Refunding the purchase price,
• Exchanging the product, or
• Providing a store credit, provided the item is returned within a reasonable time frame along with proof of purchase.
DOCUMENTATION
4.3 Complete a Merchandise Return Form and follow the Point-of-Sale Transaction Procedures to issue the refund or exchange.
This policy ensures that customers are treated fairly and in accordance with consumer law, while also maintaining the integrity of The Barber Academy’s product offerings.
SAFE WORK POLICY AND PROCEDURES
1.0 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.
2.0 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.
3.0 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.
4.0 ASSOCIATED DOCUMENTS
• SDS – Safety Data Sheets
• Work Health and Safety State and Territory Regulations
• Skin Penetration Guidelines
5.0 SAFE WORK POLICY
Responsibilities
Management is responsible for:
• Providing and maintaining a safe working environment and systems of work.
• Providing facilities for employee and student 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.
Students 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.
6.0 CONSEQUENCES OF MISCONDUCT
• Negligence or recklessness may result in injury, invalidation of workplace insurance, and disciplinary action.
7.0 SAFE WORK PROCEDURES
Formal Risk Assessments
7.1 Conduct formal risk assessments when new services, products, or equipment are introduced.
7.2 Complete and submit a risk assessment form for any hazards.
7.3 Employees may be required to participate in hazard management consultations.
Reporting Workplace Incidents
7.4 Complete incident reports for:
• Accidents
• Injuries
• Emergencies
• Dangerous incidents
• Severe allergic reactions
Pre-Start Checks
7.5 Always conduct pre-start checks for tools and equipment.
• Ensure no faults and that correct equipment is used.
• Sanitise or sterilise all tools following health guidelines.
7.6 For electrical equipment:
• Ensure it is off before checks.
• Check for frayed cords or malfunction signs.
• Ensure power boards are not overloaded.
8.0 DEALING WITH WORKPLACE HAZARDS
8.1 Do not put yourself or others at risk. Ask for assistance if the hazard is beyond your control.
8.2 For spills, display signage and wear PPE, if needed.
8.3 For faulty electrical items, tag and remove from service, and report immediately to supervisor.
9.0 MAINTAINING WORK AREAS
9.1 Ensure work areas are free of hazards such as clutter, debris, and blockages.
9.2 Keep storage areas organised and safe, with heavy items stored on lower levels.
10.0 USING AND MAINTAINING TOOLS AND EQUIPMENT
10.1 Always conduct pre-start checks on tools and equipment.
10.2 Follow manufacturer instructions for use and maintenance.
10.3 Remove faulty equipment, tag it, and report it to management.
11.0 INFECTION CONTROL
11.1 All students must use standard precautions to minimize infection risks.
11.2 Wear appropriate PPE, and ensure non-intact skin is covered with waterproof dressing.
11.3 Follow skin penetration guidelines when performing such procedures or if equipment accidentally penetrates the skin.
11.4 Dispose of all sharps in designated sharps containers.
11.5 Clean and disinfect tools and equipment following health guidelines.
12.0 STERILISATION PROCEDURES
12.1 Ensure sterilization operations follow manufacturer guidelines for equipment like autoclaves.
12.2 Validate and calibrate sterilization equipment regularly.
12.3 Wear PPE during sterilization procedures and handle equipment safely.
13.0 ELECTRICAL SAFETY
13.1 Conduct pre-start checks for electrical equipment.
13.2 Do not overload power boards and avoid running leads across floors.
13.3 Report all incidents of electrical malfunction to management.
14.0 CHEMICAL SAFETY
14.1 Always wear PPE when using chemicals and follow manufacturer instructions.
14.2 Store chemicals in designated locations and dispose of them properly.
14.3 Follow hazardous chemicals guidelines for safe handling.
15.0 EMERGENCY PROCEDURES
15.1 In emergencies, follow accident and emergency procedures.
16.0 CONSULTATIVE PROCESSES
16.1 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
SALON QUANTITIES AND MEASUREMENTS POLICY
1.0 PURPOSE
To establish guidelines for the appropriate quantities and measurements of products used in barber services, ensuring that treatments are performed efficiently, minimising waste, and maintaining profitability for The Hair & Barber Academy.
2.0 DEFINITIONS
N/A
3.0 ASSOCIATED DOCUMENTS
• SDS – Safety Data Sheets
• Health and Hygiene Regulations
• General Barbering Services Policy
4.0 PROCEDURE
4.1 Perform all services in accordance with the General Barbering Services Policy to ensure consistency, hygiene, and safety.
4.2 Use products following the recommended quantities and measurements as outlined below to reduce waste and maximize profitability, while maintaining high service quality:
• Shaving cream/gel: Use only the amount necessary to cover the shaving area evenly.
• Aftershave lotion: Apply a small, appropriate amount to avoid overuse.
• Hair product (gel, wax, pomade): Apply sparingly and add more only if needed to achieve the desired style.
• Shampoo and conditioner (if applicable): Use minimal amounts required for effective cleansing based on hair length and type.
Continuously monitor product usage to ensure that it remains within recommended guidelines, balancing effectiveness with cost-efficiency.
PRODUCT AMOUNT
Shaving Cream or Gel Apply approximately a dime-sized amount for a standard shave. Adjust based on facial hair density and area covered.
Aftershave Lotion or Balm Use about a pea-sized amount, or 1-2 ml, per application to soothe the skin post-shave.
Hair Styling Products (Gel, Wax, Pomade) Start with a small fingertip-sized amount (about 1-2 grams); more can be added if needed depending on the hair length and desired hold.
Shampoo Approximately 10 ml (1 PUMP) for short hair; adjust according to hair length and thickness.
Conditioner Use a similar amount to shampoo, about 10 ml, focusing on the ends rather than the scalp.
Beard Oil A small fingertip amount, around 2 grams for medium beards.
Moustache Wax Use a small dab (less than 1 gram)
Hair Serum 3-5 ml, applied mainly to the ends or damaged areas.
Scalp Treatment Products 5-10 ml based on the treatment area.
Hair Colour Quantity depends significantly on hair length and density; usually 50 ml to 100 ml mixed with developer.
SALON TIME MANAGEMENT POLICY
1.0 PURPOSE
The purpose of this policy is to establish guidelines for shop services to ensure that treatments are performed in a professional, efficient manner that is typical for the service and profitable for The Hair & Barber Academy. The policy also aims to avoid overbooking customers and reduce waiting times to maintain customer satisfaction.
2.0 ASSOCIATED DOCUMENTS
• Safety Data Sheets (SDS)
• Work Health and Safety Act
• Health and Hygiene Regulations
• General Services Policy
3.0 PROCEDURE
3.1 Perform treatments according to the General Services Policy.
• Ensure all services are carried out in accordance with the shop’s hygiene, safety, and service standards.
3.2 Adhere to the following treatment time guidelines to ensure efficient service and avoid overbooking:
Service Average Time Per Service
Haircut (Standard) 20-30 minutes
Haircut and Beard Trim 30-40 minutes
Full Shave 15-20 minutes
Beard Shaping and Line-up 15-20 minutes
Hot Towel Shave 20-25 minutes
Hair Color 45-60 minutes
Scalp Treatment 20-25 minutes
Children's Haircut 15-20 minutes
Hair and Beard Combo 40-50 minutes
Moustache Trim 5-10 minutes
Head Shave 15-20 minutes
Special Haircuts (e.g., Fades) 30-45 minutes
These times serve as guidelines and should be adjusted based on individual client needs or service requests. Overbooking or rushing through services can negatively impact customer satisfaction and overall efficiency.
3.3 Scheduling:
• Use appointment systems to manage bookings and avoid overlapping appointments.
• Ensure sufficient time between appointments for cleaning, sanitation, and preparation for the next client.
• When overbooking is unavoidable, communicate delays with clients in a timely and professional manner.
3.4 Student Responsibilities:
• Barbers are responsible for managing their time efficiently and adhering to the service time guidelines.
• Barbers should notify management if any services consistently require more time than the allotted schedule.
• Ensure all tools and equipment are properly cleaned and prepared before starting each service to avoid delays.
By following these guidelines, barber shops can improve service efficiency, reduce client wait times, and maintain profitability.
SOCIAL MEDIA POLICY
1.0 PURPOSE
To provide guidelines for appropriate engagement with social media, ensuring that employees of the barbering industry, particularly The Hair & Barber Academy, do not compromise themselves or the salon’s reputation.
2.0 SCOPE
This policy applies to all employees of The Hair & Barber Academy.
3.0 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: e.g., Facebook, LinkedIn, Google+
• Video and photo sharing sites: e.g., Instagram, YouTube, Vimeo, Flickr
• Blogging and Microblogging sites: e.g., Twitter, Wordpress, Blogger, Tumblr, Snapchat
• Wikis: e.g., Wikipedia
4.0 ASSOCIATED DOCUMENTS
• Bullying and Harassment Policy
• Code of Conduct Policy
5.0 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 students of The Hair & Barber Academy:
5.1 Familiarize yourself with The Hair & Barber Academy Code of Conduct Policy.
5.2 Do not post on behalf of The Hair & Barber Academy unless authorised to do so.
5.3 Maintain confidentiality of the The Hair & Barber Academy’s information and respect the privacy and reputation of others.
5.4 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.
5.5 When referencing content or information, provide a link to the source whenever possible.
5.6 Only authorised The Hair & Barber Academy representatives are permitted to respond to public complaints or criticisms to ensure factual and professional responses.
5.7 Be positive, respectful, and courteous in all social media interactions, especially when referring to The Hair & Barber Academy, its employees, and customers.
5.8 When discussing The Hair & Barber Academy or related matters online, identify yourself and
your role at The Hair & Barber Academy. Make it clear whether you are expressing your personal
opinion or representing the company. For example, when blogging about barbering and mentioning The Hair & Barber Academy, include a disclaimer such as: “The views expressed are my own and do not represent The Hair & Barber Academy’s position.”
5.9
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.
6.0 BREACH OF POLICY
Certain behaviors 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 Hair & Barber Academy or legal implications.
6.1 Under no circumstances should offensive or derogatory comments be made about The Hair & Barber Academy, your colleagues, customers, or third parties on the internet. This could be considered cyberbullying and may result in disciplinary action.
6.2 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 Hair & Barber Academy or others
• 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
6.3 Students who violate this policy, even outside the workplace, may be subject to disciplinary action, up to and including termination of employment.
7.0 MATERIAL POSTED BY OTHERS
If you encounter content that is inappropriate or damaging to The Hair & Barber Academy 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
5.12 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.
5.13 Illegal or Unethical Behaviour
• Respect copyright, intellectual property, and privacy laws.
• Do not use The Hair & Barber Academy logos or trademarks without prior approval.
5.14 Privacy
• Do not discuss or disclose The Hair & Barber Academy’s confidential information.
• Do not share confidential information of colleagues, customers, suppliers, or third parties.
• Only disclose publicly available information about The Hair & Barber Academy
Discrimination & sexual harassment Policy
We are 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 Hair & Barber Academy 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 Hair & Barber Academy 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 students
All students 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
Students who make a complaint of discrimination or sexual harassment will not suffer any victimisation by The Hair & Barber Academy for making the complaint. This also applies to staff/ students who agree to be a witness in a complaint or have a complaint made against them.
Disciplinary action will be taken by The Hair & Barber Academy against any student/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 Hair & Barber 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 di.cult 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 Hair & Barber Academy unless The Hair & Barber Academy can show we have taken reasonable steps to prevent it.
The Hair & Barber Academy 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 and counselling
The Hair & Barber Academy provides confidential assistance to staff in the form of wellbeing support and professional counselling and encourages staff to seek help. Phone 0432 171 813
For information on leave entitlements or WorkCover claims phone 0432 171 813
Get more information before deciding what to do
1. Contact one of the following people in The Barber Academy who have been nominated to give information:
Name: Lani Bird
Position: Student Support
Location: Robina
Contact details: 0432 171 813 - [email protected]
Name: Dee Thomas
Position: Compliance Manager
Location: Robina
Contact details: 0432 171 813 - [email protected]
2. Contact your trade union for advice.
3. 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, it is not necessary that you 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 Hair & Barber Academy 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.
1. The starting point to resolving a compliant 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.
2. The manager may take immediate action (e.g. removing offensive gra.ti or posters).
3. 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.
4. 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 manager (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 by The Hair & Barber Academy
The following human resource staff are available to discuss these options:
Name: Lani Bird
Position: Student Support
Location: Robina
Contact details: 0432 171 813 - [email protected]
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.
Policy review
All policies will be reviewed every two to three years, and distributed to staff. Should the need arise, the policies will be translated into appropriate languages. The Hair & Barber Academy is committed to providing an environment which is safe for all staff. You will not be disadvantaged in your employment conditions or opportunities as a result of lodging a complaint.
Signed Gareth Philpott
Position: (Chief Executive of Company)
Academy Procedures
Cash Handling & Store Security Procedure
1.0 PURPOSE
To document the procedures for cash handling and maintaining security in the store to avoid the risk of personal harm to employees and other staff and theft of money and merchandise.
2.0 DEFINITIONS
POS means point-of-sale POST meant point-of-sale terminal
3.0 ASSOCIATED DOCUMENTS
Point of Sale Transactions Procedures Store Operation Procedures Fair Trading Act
4.0 PROCEDURES
All students are expected to ensure security of the store in the following areas:
CASH HANDLING
4.1 Always store all cash in the secure designated area.
4.2 When counting money, ensure it is not done in clear view of customers or the general public.
4.3 Cash draws at POST must never be left open unless a transaction is being processed.
4.4 Avoid being distracted when cash draw is open.
4.5 Always maintain security of the register by never leave the key in the register draw when it is closed.
4.6 Never leave cash outside the cash draw when the draw is closed.
4.7 Access to the POST must be restricted to authorised personnel only.
4.8 Clear POST and transfer tender every two hours or when cash exceeds $500.
4.9 When clearing the POST, always leave the float of $150 in the POST.
4.10 Cash cleared from the register must be transported immediately to the secure designated area.
4.11 Always take care of your own safety when transporting cash. If you feel unsafe, transport cash with another staff member.
4.12 Never leave an active POST unattended or out of clear view.
4.13 When balancing the POST, ensure it is done at the end of the day and all outside doors are locked.
BALANCING REGISTER
4.14 If errors in reconciliation of takings come to the amount of less than $20, fill out a reconciliation form and give it to your supervisor.
4.15 If errors in reconciliation of takings come to an amount of more than $20, contact your supervisor who will investigate the matter.
SECURITY OF EFTPOS MACHINE
4.16 Ensure EFTPOS machine is never left unattended.
4.17 Store EFTPOS machine in secure designated place.
SHOPLIFTING PROCEDURES
If students suspects a person of shoplifting or sees an act of shoplifting, studentsare expected to:
Observe the suspected shoplifter and inform supervisorif possible.
MISSING AND STOLEN PRODUCTS PROCEDURES
4.25 As soon as it is discovered that merchandise, equipment or money is missing or has been stolen, notify management immediately.
4.26 If you see another student or know of another student member stealing stock or acting suspiciously. Do not approach or question the student yourself. Report the incident straight to management.
SECURITY OF PRODUCTS ON STOCK FLOOR
4.27 Ensure all display cabinets containing stock are only opened to remove stock for sales and are immediately re-locked.
4.28 All keys for cabinets should be stored in the secure designated place.
4.29 Stock rooms should always remain locked and only be accessed by staff members who have received appropriate training.
EXTERNAL CONTRACTOR SECURITY
4.30 External contractors should not be allowed into stock room unless supervised by a member of staff.
4.31 External contractors should be treated in a similar manner as customers when it comes to the security of cash and equipment
Customer Service & Sales Procedure
1.0 PURPOSE
To outline the requirements for customer service and sales procedures in the industry, ensuring staff effectively use selling techniques to meet sales goals and foster profitable growth.
2.0 SCOPE
These procedures apply to all employees of The Hair & Barber Academy involved in the sale of grooming products and services.
3.0 ASSOCIATED DOCUMENTS
• Customer Service Policy and Procedures
• Safe Work Policy and Procedures
• Australian Consumer Legislation
• Point of Sale Transaction Procedures
CUSTOMER SERVICE
4.10 Greeting clients according to the Customer Service Policy and Procedures.
4.11 Asking clients relevant questions to understand their needs and preferences.
4.12 Recommending suitable grooming products and services based on client needs and budget.
4.13 Recognizing and acknowledging any client objections.
4.14 Providing solutions to address client objections.
4.15 Advising clients on the proper use of products, including any safety precautions and potential adverse reactions.
4.16 Completing transactions following the Point of Sale Transaction Procedures.
PRODUCT RECOMMENDATIONS
4.17 Student have an ethical responsibility to offer accurate and appropriate advice when recommending products to clients. If a student lacks specific product knowledge, they should refer the client to asupervsior.
ADVERTISING
4.18 Students must advertise products and services truthfully, accurately, and in compliance with the Competition and Consumer Act 2010.
4.19 Students must avoid making misleading or false statements about products or services.
PRICING
4.20 Prices for all products must be clearly displayed.
4.21 If multiple prices are shown for a product, studentsmust speak with supervsior to rectify multiple prices on product.
RETURNS AND REFUNDS
4.24 Clients are entitled to a repair, refund, or exchange if a product or service does not meet a consumer guarantee.
4.25 Student to seek supervisor to handle this situation.
Emergency & Critical Incident Procedure
1.0 PURPOSE
To establish procedures for students to follow when dealing with emergency situations in The Hair & Barber Academy environment.
2.0 SCOPE
This procedure applies to all students and visitors of The Hair & Barber Academy, 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 emergency situations.
ASSOCIATED DOCUMENTS
• Work Health and Safety Legislation
3.0 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 minimizing 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.
4.0 ASSOCIATED PERSONNEL
• First aid personnel
• Work Health and Safety Officer
• Personnel responsible for evacuation procedures
• Nominated fire warden
• Nominated first aid officer
5.0 PROCEDURE FIRE
5.1 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 supervisor.
5.2 If the fire is significant, do not attempt to extinguish it. Trigger the fire alarm.
5.3 Upon hearing or activating the fire alarm, evacuate the building immediately, following evacuation procedures to the designated assembly point.
5.4 The fire warden will contact emergency services and take a roll call to ensure everyone is evacuated safely.
5.5 If you are aware of the fire's cause, report it to the fire warden.
EVACUATION
5.6 In the event of an evacuation alert (verbal or alarm), proceed calmly along designated evacuation routes to the assembly area.
5.7 Walk, do not run, as running could lead to slips, trips, or falls.
5.8 Use the nearest available exit, avoiding elevators.
5.9 Leave personal belongings behind.
5.10 Assist individuals with disabilities or special needs as needed.
5.11 Evacuation personnel will register the attendance of staff and clients on the premises during the evacuation.
5.12 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
5.13 In the event of dealing with an aggressive individual, attempt to calm the person, acknowledge their frustrations, and ask about their needs.
5.14 If the behaviour escalates, try to leave and seek assistance.
5.15 If the individual becomes increasingly aggressive or threatens violence, leave immediately.
5.16 In the event of a hold-up situation, assume the offender is armed.
5.17 Follow the offender’s instructions carefully, doing no more or less than what is asked. Answer any questions directly.
5.18 Do not attempt to disarm the offender.
5.19 Take mental notes of the offender’s appearance and any items they touch.
5.20 If safe, trigger an alarm or notify authorities discreetly.
ELECTRIC SHOCK
Minor Shocks
5.21 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.
5.22 If the shock resulted from faulty equipment, remove the equipment from use until tested and repaired. Your supervisor Complete a hazard report form and submit it to the manager.
5.23 Complete an incident report and submit it to the manager or supervisor.
Severe Shocks
5.24 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.
5.25 Never use water, even if a fire is present, as water can conduct electricity.
5.26 If possible, switch off the electricity at the circuit breaker or fuse box.
5.27 Call emergency services immediately.
5.28 Follow first aid procedures as appropriate.
FIRST AID AND MEDICAL EMERGENCY
5.29 For serious injuries or illnesses, immediately phone an ambulance.
5.30 Call for assistance from other staff and the nominated first aid officer.
5.31 Stay with the injured or ill individual if it is safe. Do not put yourself in harm's way.
5.32 Send someone to meet and guide the ambulance to the location.
5.33 For minor injuries (cuts, bruises, etc.) , contact the first aid officer for treatment using the first aid kit.
5.34 Follow the Safety Data Sheet (SDS) for chemical-related incidents.
5.35 Complete an incident report form for any first aid or medical emergency.
Fire Exit & Emergency Procedure
Follow Trainer Directions
In the case of an emergency, you need to follow your trainer directions.
In The Hair & Barber Academy there is a fire extinguisher located in the backroom near the door on the left-hand side. Please keep this area clear of any objects/furniture to ensure easy access at all times
Emergency Exits
Ensure exits are easily accessible and not blocked by furniture or other obstacles. In The Hair & Barber Academy, there is only one way in and out – the front exit. Please ensure there is nothing blocking this area at all times.
Refer to the Fire Emergency Exit map located in the academy’s backroom and familiarise yourself with this map.
Robina Town Centre
Steps to Take If There's a Fire in the Academy.
Evacuate the Building when the Fire Alarm sounds or when instructed to evacuate by a responsible staff/trainer member or by Emergency Response Personnel.
Step 1 – Raise the Alarm
Anyone discovering a fire should raise the alarm immediately, regardless as to how small the outbreak is or how innocuous it appears to be.
Step 2 – Evacuate
Follow your trainer instructions. Do not panic, leave all items in the academy. Walk do not run. Do
Step 3 – Get to the Assembly Point
The main assembly point is THE KITCHENS sign that is located out the of the building.
There is a second exit located on the KMART side of the building in the car park.
In Robina, if there is any fire or emergency the centre will set off the alarm.
The person in charge should take the following actions:
Designate a person to supervise the Assembly Area.
Count heads as staff, students and visitors leave the building.
Do a final check of toilets, offices and storerooms. If a room is not accessible notify Fire Service on their arrival.
In summary:
Be prompt and calm.
Listen to your trainer
Do not stop to collect personal belongings.
Head to the nearest fire exit.
Call 000
Brisbane Academy
Steps to Take If There's a Fire in the Academy.
Evacuate the Building when the Fire Alarm sounds or when instructed to evacuate by a responsible staff/trainer member or by Emergency Response Personnel.
Step 1 – Raise the Alarm
Anyone discovering a fire should raise the alarm immediately, regardless as to how small the outbreak is or how innocuous it appears to be.
Step 2 – Evacuate
Follow your trainer instructions. Do not panic, leave all items in the academy. Walk do not run. Do
Step 3 – Get to the Assembly Point
The main assembly point is the MAKE MY DAY Coffee Shop that is located out the of the building.
There is a second exit located across the road at the AUST POST Box.
In Brisbane, if there is any fire or emergency the centre will set off the alarm.
The person in charge should take the following actions:
Designate a person to supervise the Assembly Area.
Count heads as staff, students and visitors leave the building.
Do a final check of toilets, offices and storerooms. If a room is not accessible notify Fire Service on their arrival.
In summary:
Be prompt and calm.
Listen to your trainer
Do not stop to collect personal belongings.
Head to the nearest fire exit.
Call 000
Sydney Academy
Steps to Take If There's a Fire in the Academy.
Evacuate the Building when the Fire Alarm sounds or when instructed to evacuate by a responsible staff/trainer member or by Emergency Response Personnel.
Step 1 – Raise the Alarm
Anyone discovering a fire should raise the alarm immediately, regardless as to how small the outbreak is or how innocuous it appears to be.
Step 2 – Evacuate
Follow your trainer instructions. Do not panic, leave all items in the academy. Walk do not run. Do
Step 3 – Get to the Assembly Point
The main assembly point is the corner Garden Street & Maroubra Road - opposite Chemist Warehouse.
In Sydney, if there is any fire or emergency the centre will set off the alarm.
The person in charge should take the following actions:
Designate a person to supervise the Assembly Area.
Count heads as staff, students and visitors leave the building.
Do a final check of toilets, offices and storerooms. If a room is not accessible notify Fire Service on their arrival.
In summary:
Be prompt and calm.
Listen to your trainer
Do not stop to collect personal belongings.
Head to the nearest fire exit.
Call 000
GENERAL SERVICES PROCEDURES
1.0 PURPOSE
To document the procedures for all barbering services to ensure compliance with Work Health and Safety Legislation and Health and Hygiene Regulations while delivering the desired result for the client.
2.0 DEFINITIONS
Personal protective equipment – Gloves, apron, and goggles.
3.0 ASSOCIATED DOCUMENTS
• Safety Data Sheets (SDS)
• Work Health and Safety Act
• Health and Hygiene Guidelines for Barbering
4.0 PROCEDURE PREPARATION OF SERVICE AREA
4.1 Prepare the barbering service area according to Health and Hygiene Guidelines and Work Health and Safety Legislation.
4.2 Ensure the service area is cleaned and sanitised by spraying and wiping all surfaces with disinfectant.
4.3 Set up all grooming products, tools, and equipment needed for the service, ensuring they are available in the service area before beginning.
4.4 Confirm all tools and equipment are sanitized or sterilized (as per Health and Hygiene Guidelines) before use.
4.5 Ensure disposable tools and supplies are available in adequate quantities before the service begins.
4.6 Any tools used for skin contact, including razors and blades, must be sterilised.
4.7 The service area should be equipped with clean linens for each client, including disposable neck strips, capes, and other coverings.
4.8 Ensure a lined waste bin is accessible. Any waste that includes blood or body fluids must be disposed of in a clinical waste bin.
PREPARATION OF CLIENT
4.9 All new clients must complete a consultation form before the service begins.
4.10 Returning clients should review their existing consultation form and confirm that all information is still accurate.
4.11 Conduct a consultation with the client to understand their grooming needs and desired results.
4.12 Verify that there are no contraindications (e.g., skin conditions or allergies) that would prevent the service.
4.13 If any contagious conditions are present, inform the client that the service cannot proceed and advise them to consult a medical professional.
4.14 Identify if there are any contraindications that may require service modifications.
4.15 Develop a service plan tailored to the client's requirements.
4.16 Ensure the client is correctly draped with a clean cape or gown before beginning the service.
PREPARATION OF STUDENTS
4.17 Adhere to the Personal Hygiene and Dress Code Policy before performing any services.
4.18 Wash hands thoroughly using warm water and follow correct handwashing techniques per Health and Hygiene Guidelines.
4.19 Cover any non-intact skin (e.g., cuts or abrasions) with a waterproof dressing.
4.20 Use appropriate personal protective equipment, such as single-use disposable gloves, aprons, and protective eyewear, where necessary.
SERVICE PERFORMANCE
4.21 Perform the barbering service according to the salon’s time management policies.
4.22 Follow the salon’s guidelines for product usage and quantities.
4.23 Ensure the client’s comfort throughout the service by checking their responses and asking if they are comfortable.
HEALTH AND HYGIENE
4.24 All barbers must strictly follow Health and Hygiene Guidelines during services to comply with insurance, licenses, and registration requirements.
EVALUATION OF SERVICE AND POST-SERVICE ADVICE
4.25 Ask the client if the service has achieved the desired outcome.
4.26 Make any reasonable adjustments to the result that the client requests.
4.27 Record the service outcome and any adjustments in the service plan.
4.28 Provide the client with post-service care advice, including recommended home care routines.
4.29 Attempt to sell relevant grooming products to the client after the service.
4.30 Record any purchased products in the service plan.
4.31 Rebook the client for future services, where possible, before they leave the salon.
CLEANING EQUIPMENT AND SERVICE AREA
4.32 Dispose of all used disposable materials (e.g., neck strips, gloves) in the waste bin in line with Health and Hygiene Regulations and the salon's Environmental Waste Disposal Policy.
4.33 Collect non-disposable tools for disinfection or sterilization as per Health and Hygiene Guidelines.
4.34 Dispose of any sharp objects (e.g., used razor blades) in the designated sharps disposal container.
4.35 Clean and disinfect the service area with an appropriate disinfectant solution after each client.
4.36 All linens used during the service must be laundered after each client according to the linen cleaning schedule.
HAZARD MANAGEMENT PROCEDURES
1.0 PURPOSE
To document the procedure for barbers and staff to follow when dealing with potential hazards in the barber shop environment.
2.0 DEFINITIONS
• Hazard – Anything in The Hair & Barber Academy 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.
3.0 ASSOCIATED DOCUMENTS
• Work Health and Safety Legislation
• Safe Work Policy
4.0 PROCEDURE IDENTIFY AND ASSESS HAZARDS
4.1 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
4.3 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.
4.4 If the spill involves liquids, hair products, or any other substances, display a “Caution: Wet Floor” sign immediately.
4.5 Wear appropriate Personal Protective Equipment (PPE), such as gloves and aprons, before cleaning the spill.
4.6 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 absorbent paper and dispose of in a plastic bag in general waste.
4.7 If the spill is flammable (e.g., alcohol-based products), check for and remove sources of ignition. Turn off any nearby electrical equipment immediately.
4.8 If the spill is non-hazardous, eliminate the spill by sweeping, mopping, or wiping.
4.9 If unsure of the nature of the spill, treat it as hazardous.
4.10 Complete an incident report form and submit it to management.
PROCEDURES FOR BLOOD OR BODY FLUID SPILLS
4.11 Cover any non-intact skin with waterproof dressing before dealing with blood or body fluid spills.
4.12 Wear single-use gloves, an apron, and protective eyewear to protect against infection risks.
4.13 Soak up blood or body fluid using paper towels.
4.14 Dispose of paper towels immediately in the clinical and related waste bin.
4.15 Clean affected areas with warm water, detergent, and a 1:4 diluted bleach solution.
4.16 Rinse and dry the affected area with paper towels.
4.17 Dispose of all paper towels and gloves in the clinical and related waste bin.
4.18 Wash hands thoroughly and dry them.
4.19 Report the incident using the incident report form to the supervisor.
PROCEDURE FOR CONTAMINATED NEEDLE STICK OR SHARPS INJURY
4.20 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.
4.21 If the tool is disposable (e.g., razor blades), dispose of it safely in a sharps container.
4.22 If the tool is not disposable, move it to a safe, non-sterile area.
4.23 If clothing or gloves are contaminated by the tool, remove the item and place it in a non-sterile area.
4.24 If removing the garment is not possible, adjust it so it does not continue to contact the affected area.
4.25 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.
4.26 As soon as possible, wash the affected area with soap and running water.
4.27 If treating yourself, apply antiseptic and a clean dressing.
4.28 If treating another person, put on a fresh pair of gloves before applying antiseptic and a dressing.
4.29 Report the incident to the supervisor.
4.30 The affected person should seek medical advice for blood tests or other relevant checks.
4.31 Complete a Confidential Stick Injury form within 24 hours and submit it.
IN CASE OF FAULTY EQUIPMENT
4.32 If equipment is faulty, remove it from use immediately.
4.33 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
4.34 Store the tagged equipment in a designated area.
4.35 Report the fault to management face-to-face, via email, or by submitting a faulty equipment form.
MANUAL HANDLING
4.36 Identify any manual handling risks, such as moving heavy barbering chairs or boxes, and use appropriate control measures.
4.37 Use proper manual handling techniques for lifting objects under 10 kilograms.
4.38 Do not lift objects over 10 kilograms without assistance or when it feels uncomfortable.
4.39 Barbers must consult with management regarding manual handling hazards in the workplace.
4.40 Report manual handling risks to management or a safety representative using a Hazard/Risk Report form.
POINT OF SALE TRANSACTIONS PROCEDURES
1.0 PURPOSE
To document the procedures for handling point-of-sale transactions in a barber shop, ensuring all transactions are conducted securely and efficiently.
2.0 DEFINITIONS
• EFTPOS – Electronic Funds Transfer at Point of Sale
• PIN – Personal Identification Number
• POST – Point-of-sale terminal
3.0 ASSOCIATED DOCUMENTS
• Store Security Policy
• Safe Work Policy
4.0 PROCEDURE
4.1 All financial transactions for barbering services, products, or goods must be recorded through the POST.
4.2 All point-of-sale equipment (e.g., EFTPOS terminal, cash register) must be used in accordance with the Safe Work Policy and manufacturer instructions.
PROCEDURE FOR CASH TRANSACTIONS
4.3 Enter the amount for the service (e.g., haircut, grooming service) or product into the POST.
4.4 Verbally state the total price of the service or product to the customer.
4.5 Confirm with the customer how they would like to pay.
4.6 Check that the amount of cash given by the customer matches the price of the service or product.
4.7 Place the cash on top of the cash register while counting the change.
4.8 If change is required, count out the correct amount and give it to the customer.
4.9 Once the change is given, place the cash inside the register.
4.10 Hand the customer their printed receipt.
4.11 Follow the store security policy when handling cash.
PROCEDURE FOR EFTPOS SALES
4.12 Verbally state the total price of the service or product to the customer.
4.13 Confirm how the customer would like to pay.
4.14 Swipe or insert the customer’s EFTPOS card into the terminal.
4.15 Enter your EFTPOS ID code.
4.16 Enter the purchase amount into the terminal.
4.17 Ask the customer to select their account type (e.g., savings, credit).
4.18 Request the customer to confirm the amount and enter their PIN.
4.19 Provide the customer with their printed receipt.
4.20 Store the EFTPOS transaction receipt in the register for record-keeping.
PROCEDURE FOR CREDIT CARD SALES
4.21 Verbally state the total price of the service or product to the customer.
4.22 Confirm how the customer would like to pay.
4.23 Ensure that the credit card is accepted by the barber shop.
4.24 Enter your EFTPOS ID into the terminal.
4.25 Enter the purchase amount into the terminal.
4.26 If the customer is using PayPass, ask them to tap their card on the terminal.
4.27 If the customer is using a PIN, request them to enter it into the EFTPOS terminal.
4.28 Provide the customer with their printed receipt.
4.29 Store the credit card transaction receipt in the register.
PROCEDURE FOR RETURNS AND REFUNDS -Student to report to supervisor
4.30 Customers must provide proof of purchase for any return.
4.31 Clearly explain the refund and return policy to the customer. (The policy is that we do not offer refunds on haircuts, trainer required to check every haircut before the client leaves to confirm if they are happy or not. For products, proof of purchase must be provided and product unused. Barber kit equipment is to be directed to CEO)
4.32 Confirm the return requirements and exchange options with the customer.
4.33 If the return involves faulty barber tools or equipment and the fault is minor, fill out a repair form and send the item to the manufacturer for repair.
4.34 For faulty barber tools, grooming products, or equipment with major faults, exchange the item where possible.
4.35 If an exchange is not possible, issue a store credit note.
4.36 If the customer is unsatisfied with the credit note, process a refund through the EFTPOS terminal following manufacturer instructions.
4.37 Complete a merchandise return form, store a copy in the register for till balancing, and provide a copy to the supervisor.
COUNSELLING AND DISCIPLINARY PROCEDURES
1.0 PURPOSE
To provide a structured guide for the application and management of disciplinary actions in response to unacceptable performance or misconduct in the barbering industry. The severity of the staff member’s performance or behaviour will dictate the stage of the disciplinary process.
SCOPE
This procedure applies to all students and management staff of The Hair & Barber Academy. In cases of serious misconduct, nothing in this procedure prevents the barber shop from implementing an alternative process.
2.0 DEFINITIONS
• Unacceptable Performance: When a students performance remains below the required standard after being given reasonable time and support for improvement.
• Misconduct:A students breach of their employment obligations. Examples include, but are not limited to:
o Failure to adhere to shop policies, codes of conduct, and reasonable instructions.
o Unauthorised absence from training.
o Misuse of barber shop property or facilities.
• Serious Misconduct: A severe breach of student obligations that justifies the immediate termination of enrolment. Examples include, but are not limited to:
o Threatening or assaulting another staff member, student or customer.
o Serious conflict of interest.
o Repeated bullying, verbal abuse, or sexual harassment of another staff member or customer.
o Gross negligence in following the shop’s Safe Work Policy or health and safety guidelines.
3.0 ASSOCIATED DOCUMENTS
• Code of Conduct Policy
• Personal Hygiene and Uniform Policy
• Safe Work Policy
• Work Health and Safety Act
• Fair Work Act
4.0 PROCEDURE
Establishing the Facts
To begin the disciplinary process, the supervisor may:
4.1 Review any relevant documentation (e.g., attendance records, performance reviews) .
4.2 Interview other staff members or witnesses who may have relevant information regarding the staff member’s behaviour.
4.3 Document the situation comprehensively.
4.4 Meet with the student/staff member concerned once sufficient documentation has been collected.
Informal Counselling
4.5 Informal counselling will typically be initiated when, in the supervisor’s judgment, the staff member’s behaviour does not warrant formal disciplinary action.
4.6 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
4.7 Formal counselling will occur when informal counselling has been unsuccessful in improving the staff member’s behaviour or performance.
4.8 During formal counselling, the supervisor will:
• Clearly detail the problematic behaviour or performance.
• Provide the student/staff member an opportunity to respond.
4.9 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:
4.10 The student has not improved despite previous formal counselling.
4.11 The student 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 students behaviour or performance within a reasonable timeframe, the supervisor will escalate the matter to the management.
4.12 The student will be notified of the potential termination in writing and given an opportunity to respond.
4.13 If the management approves the termination, the studentwill receive formal written notice, including details about the termination, the notice period.
STOCK CONTROL PROCEDURES
1.0 PURPOSE
To outline the procedures and processes for managing and controlling stock in accordance with relevant regulations and legislation in the barbering industry.
2.0 SCOPE
These procedures apply to all employees of The Hair & Barber Academy who are responsible for managing stock used in daily operations and retail sales.
3.0 DEFINITIONS
• Stock: The products and supplies kept at The Hair & Barber Academy for use in services (e.g., hair products, grooming tools) and retail sales (e.g., hair care products, grooming kits). Stock includes both existing inventory and newly delivered items.
4.0 ASSOCIATED DOCUMENTS
• Work Health and Safety (WHS) Legislation
• Safe Work Policy
• Manual Handling Code of Practice
5.0 PROCEDURES
HANDLING STOCK
5.1 When handling stock, employees must adhere to the following:
• Work Health and Safety Legislation
• Manual Handling Code of Practice
• Safe Work Policy
RECEIVING BAY
5.2 The receiving bay is to be used exclusively for receiving and dispatching stock.
5.3 The receiving bay must be kept clean and organised at all times.
5.4 Clean the area regularly, including wiping down shelving and sweeping/mopping floors at least once a week or as needed.
5.5 When stock is delivered, verify the correct number of boxes and sign the delivery documentation.
5.6 Do not accept undocumented items or sign for incomplete orders.
5.7 Promptly move stock from the receiving bay to the appropriate area. The receiving bay must not be used for long-term storage.
5.8 Ensure stock follows the correct receiving procedures before it is placed in storage or on the shop floor.
5.9 Maintain the receiving bay in compliance with WHS legislation, ensuring walkways and exits are clear.
5.10 Follow the Manual Handling Code of Practice when managing stock in the receiving bay.
RECEIVING STOCK
5.11 Sign the delivery documentation upon receiving stock.
5.12 Unpack items according to WHS legislation and the Manual Handling Code of Practice.
5.13 Follow the Safe Work Policy and do not attempt to lift items that are uncomfortable or over 10 kg. Request assistance if needed.
5.14 Use equipment (e.g., trolleys) according to WHS legislation and manufacturer instructions.
5.15 Return unpacking equipment to its designated area after use.
5.16 Validate stock against the purchase order, scan items with the barcode scanner, and inspect for quality, damage, or expiry.
5.17 Record incomplete or damaged stock and notify your supervisor following the procedures below.
5.18 After validating stock, provide the delivery documentation to your supervisor.
PRODUCT QUALITY STANDARDS
5.19 Stock should arrive in undamaged packaging and not be expired. Report any damaged or out-of-date products following the procedures below.
5.20 If stock is damaged while in storage or on display, remove it from use and notify your supervisor.
INCOMPLETE, INCORRECT, OUT-OF-DATE, OR DAMAGED STOCK
5.21 For incomplete orders, mark missing products on the purchase order and notify your supervisor.
5.22 For damaged stock, place items in the designated area, mark them as damaged on the purchase order, and notify your supervisor.
5.23 Out-of-date stock must not be sold to customers. Mark it on the purchase order, notify your supervisor, and return it to the manufacturer.
5.24 If stock is incorrect, mark the error on the purchase order and notify your supervisor.
5.25 Submit delivery documentation to your supervisor after validating stock.
5.26 Report any missing, damaged, or incorrect stock when handing over documentation.
TICKETING STOCK
5.27 Use electronic labelling and ticketing equipment in accordance with manufacturer instructions.
5.28 Store equipment in its designated area, and ensure it is returned after use.
5.29 All stock must be priced according to the recommended retail price (RRP), including GST.
5.30 Pricing labels should be affixed to the underside of product containers.
5.31 When rotating stock, check for damaged labels and replace them as necessary.
5.32 If prices change or a product goes on sale, remove old price labels immediately and apply the new price.
STORAGE OF STOCK
5.33 Store excess stock in its designated location according to manufacturer instructions.
5.34 Organize stock by expiration date, with older stock at the front and newer stock at the back.
5.35 If stock is damaged in storage, remove it, place it in the designated damaged stock area, and notify your supervisor.
5.36 Store hazardous substances according to the Safe Work Policy, relevant Safety Data Sheets (SDS), and in designated storage areas.
ROTATION OF STOCK
5.37 When placing new stock on display, ensure older stock is moved to the front and newer stock to the back.
5.38 Check stock expiration dates every two weeks. Remove and notify your supervisor of any expired stock.
5.39 Expired stock must not be sold to customers and must be disposed of properly.
5.40 Record expired stock on the Stock Record Sheet under the "waste" column and submit it with the expired stock to your supervisor.
STOCK REPLENISHMENT
5.41 Replenish stock from the storage area throughout the day and at the beginning and end of each workday.
5.42 Ensure display stock is arranged neatly and fully stocked, avoiding overcrowding.
5.43 Always position older stock towards the front of the display and new stock at the back.
5.44 Ensure products are correctly placed on shelves with corresponding price and barcode labels.
DISPATCH OF STOCK
5.45 Pack stock securely for dispatch to prevent damage.
5.46 Complete a clear and legible Delivery Dispatch Form for all dispatched items.
5.47 Attach the Delivery Dispatch Form to the top of the packaging in a visible area.
This stock management policy ensures that the barber shop maintains high standards in handling, storing, and managing its inventory while complying with relevant health and safety regulations
STORE OPERATION PROCEDURES
1.0 PURPOSE
To document the procedures for employees to follow during normal The Hair & Barber Academy operations, including opening, closing, and operating the point-of-sale (POS) equipment.
2.0 SCOPE
This procedure applies to all employees responsible for opening and closing The Hair & Barber 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
3.0 DEFINITIONS
• POS: Point of Sale Terminal
4.0 PROCEDURES
OPENING PROCEDURE
4.1 Turn on lights and adjust air conditioning/heating as needed.
4.2 Turn on the computer.
4.3 Retrieve cash from the safe and set up the POS as described below.
4.4 Wipe down barber stations and the POS area.
4.5 Ensure all workstations are clean and free of debris.
4.6 Ensure walkways are clear of any clutter or hazards.
4.7 Place the "Open" sign outside and unlock the front door.
POINT-OF-SALE PROCEDURES
OPENING THE POS TERMINAL
4.8 Log in to the POS system using your login ID.
4.9 Retrieve the change float from the safe and place it in the register.
4.10 Ensure there is enough change for the day; if not, notify the supervisor to organize a bank run.
4.11 Maintain a cash float of $150 in the register at all times.
4.12 Keep the change float separate from the takings to be banked. The float must remain consistent.
4.13 Complete the cash float record sheet and place the following denominations in the till:
Denomination Number Amount
$50 2 $100
$20 4 $80
$10 4 $40
$5 6 $30
$2 10 $20
$1 10 $10
50c 30 $15
20c 10 $2
10c 20 $2
5c 20 $1
4.14 Ensure an adequate supply of POS-related items (e.g., receipt paper).
4.15 If supplies are low, notify the supervisor to order more.
4.16 Maintain the cash float throughout the day and replenish denominations as needed.
4.17 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
4.18 Rectify any transaction errors immediately.
4.19 If the error cannot be fixed right away, fill out a transaction error report form.
4.20 Keep a copy of the error report in the POS terminal and balance the register accordingly.
4.21 Submit a copy of the report to the supervisor.
4.22 For significant errors, contact the supervisor immediately.
CLEARING THE POS TERMINAL
4.23 Clear the POS area every two hours or when the register reaches over $500.
4.24 Adhere to the Store Security Policy when handling cash.
4.25 Separate non-cash tender from cash tender.
4.26 Separate the cash float from the day's takings.
4.27 Count the takings and complete the banking form.
4.28 Ensure the cash float is returned to the register.
4.29 Transfer the takings to the designated secure area.
BALANCING THE POS TERMINAL
4.30 At the end of the day, balance the register according to the Cash Handling and Store Security Policies.
4.31 Separate the cash float from the total takings and return it to the designated secure area.
4.32 Print a register summary.
4.33 Reconcile the takings, separating cash from non-cash documents.
4.34 Transport all cash and documents to a secure designated area.
CLOSING THE POS TERMINAL
4.35 After balancing and reconciling the register, remove all cash and close the POS terminal.
4.36 Log out of the POS system.
4.37 Shut down the computer.
4.38 Ensure all cash drawers are empty and locked.
CLOSING PROCEDURE
4.39 Turn off air conditioning/heating.
4.40 Lock the safe.
4.41 Clean the POS area with disinfectant.
4.42 Vacuum the shop.
4.43 Mop the floors.
4.44 Ensure all work areas are clean and clear of debris.
4.45 Ensure walkways are free of any obstructions.
4.46 Bring in the "Open" sign.
4.47 Turn off the lights.
4.48 Lock the doors.
PHONE ANSWERING, SCHEDULING APPOINTMENTS, AND RECORD KEEPING
PHONE ANSWERING PROCEDURE
4.49 Answer the phone within three rings.
4.50 Greet the caller with “Good morning/afternoon, The Barber Academy
4.51 Introduce yourself.
4.52 Ask, “How may I assist you?”
4.53 Record messages promptly and pass them on using the telephone message pad.
4.54 Perform any necessary actions, such as scheduling appointments.
4.55 Follow up as needed.
PASSING ON MESSAGES
4.56 Deliver messages as soon as possible via phone or other communication methods.
4.57 All messages must be delivered by the end of the working day.
SCHEDULING APPOINTMENTS
4.58 Schedule appointments according to The Hair & Barber Academy Time Management Policy.
4.59 Always ask for the caller's name when booking an appointment.
4.60 For returning clients, pull up their record in the computer system.
4.61 For new clients, gather the following details: name, surname, and phone number.
4.62 Schedule an extra 15 minutes for consultation and clean-up after services.
4.63 Confirm the appointment with the client during booking.
4.64 Request 24-hour notice for cancellations.
4.65 Send appointment reminder texts one day prior.
RECORD KEEPING
4.66 Maintain customer records in accordance with privacy legislation. Do not share customer details without their consent.
4.67 New customers must complete a consultation form.
4.68 Enter consultation forms into the database by the end of the day.
4.69 Store hard copies of consultation forms in a secure designated area.
4.70 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 in The Hair & Barber Academy.
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