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STYLE GUIDE
DOCUMENT ID TITLE JACS Guide 31 JACS Style Guide
REVISION PREPARED BY DATE PREPARED 1.2 JACS Media Manager 23 February 2017
TYPE APPROVED BY DATE APPROVED Guide David Pryce 1 May 2017
REVIEW DATE 1 May 2019
David Pryce 2 ACT Justice and Community Safety Directorate
Style Guide
Contents
1. THE FUNDAMENTALS 5 1.1 INTRODUCTION 5 1.2 TEMPLATES 6 1.3 POLICY WRITING 7 1.4 WRITING EMAILS 7 1.5 WRITING FOR THE WEB 8 1.6 WEB ACCESSIBILITY 8 1.7 WEASEL WORDS 9 1.8 NON-DISCRIMINATORY LANGUAGE 9 1.9 SECURITY CLASSIFICATION 9 2.0 GRAMMAR 10 2.1 ACTIVE AND PASSIVE VOICE 10 2.2 APOSTROPHES 10 2.3 ARCHAISMS 11 2.4 CAPITALS 11 2.5 COLONS 12 2.6 COMMAS 12 2.7 COMPRISE AND CONSIST OF 13 2.8 FULL STOPS 13 2.9 HOWEVER 14 2.10 PARAGRAPHS 14 SENTENCE AND PARAGRAPH LENGTH 14 2.11 PLURALS 15 2.12 PREFIXES 16 2.13 QUOTATIONS AND QUOTATION MARKS 16 2.14 SEMICOLONS 17 2.15 SINGULAR PROPER NOUNS 17 2.16 SPELLING 17 VARIABLE SPELLINGS 17 2.17 TROUBLESOME WORDS 18 2.18 USING THAT AND WHICH 21 3.0 STYLE 21 3.1 AMPERSAND 21 3.2 ABBREVIATIONS AND ACRONYMS 21 3.3 ALIGNMENT 22 3.4 BRACKETS 22 3.5 BULLET POINTS AND NUMBERED LISTS 22 3.6 CONTRACTIONS 23 3.7 CURRENCY 24 3.8 DASHES 24
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3.9 ELLIPSIS POINTS 24 3.10 DATES 25 3.11 DRAFT DOCUMENTS 25 3.12 FONT 25 3.13 FOOTNOTES AND ENDNOTES 25 3.14 GRAPHS 25 3.15 HEADINGS 25 3.16 HONORIFICS, FORMS OF ADDRESS AND RANK 26 3.17 INTERNET ADDRESSES 29 3.18 ITALICS 29 3.19 LAST AND PAST 29 3.20 LOGOS 29 3.21 MARGINS 29 3.22 NON-BREAKING SPACES 29 3.23 NUMBERS 30 3.24 ORDER OF STATES AND TERRITORIES 30 3.25 OVER 30 3.26 SIGNATORIES 31 3.27 INFINITIVES AND SPLIT INFINITIVES 31 3.28 SYMBOLS 31 3.29 TABLES 31 3.30 TIME OF DAY 32 3.31 UNITS OF MEASUREMENT 32 4.0 CORRESPONDENCE – INTERNAL AND EXTERNAL 32 4.1 TYPES OF CORRESPONDENCE 32 4.2 LETTERHEAD AND OTHER TEMPLATES 33 4.3 ADDRESS BLOCK 33 4.4 CONTACT DETAILS 34 4.5 CORRESPONDENCE PREPARED FOR THE MINISTER 34 4.6 ENCLOSURES 34 4.7 HEADERS AND FOOTERS 34 4.8 MULTIPLE RECIPIENTS 35 4.9 FIRST PARAGRAPH 35 4.10 SECOND AND FOLLOWING PARAGRAPHS 35 4.11 LAST PARAGRAPH 36 4.12 SALUTATION 36 4.13 SUBJECT HEADING 36 4.14 SIGN-OFF LINE 36 4.15 SIGNATURE BLOCKS 36 4.16 SHORT LETTERS 37 4.17 DOS !ND DON͛TS FOR MINISTERIAL CORRESPONDENCE 37 4.18 BRIEFS 38 5.0 CITATIONS AND REFERENCES 39
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5.1 BOOKS 39 5.2 PERIODICALS 39 5.3 COURT DECISIONS 40 5.4 LEGISLATION 40 5.5 A WEB SITE 41 6.0 REVIEW 41 PROPERTIES 42
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1. THE FUNDAMENTALS Working for the Justice and Community Safety Directorate demands writing skills of the highest order in support of our strategic goals of delivering a safe community, and fair and accessible justice system. Effective writing and good communications are the hallmark of professionalism. Ineffective or poor communication and writing can also negatively impact on our reputation. The purpose of this Style Guide is to provide a clear set of principles and guides to be consistently applied across the JACS Directorate. By adopting a common style guide, correspondence and communications both within and from the directorate is likely to be more successful in getting its message across and be less likely to require changes or revision, or to reflect poorly on our reputation. Good communications and writing will help ensure we can effectively implement government policies and programs, and demonstrate we are a responsive and professional government Directorate. It is therefore the responsibility of all staff and employees to use the style guide to ensure accuracy, brevity and clarity of message. Supervisors should ensure that the appropriate style is being applied and that the content of the correspondence is factually correct and meets corporate standards, and verify its quality for clearance. Managers and Senior Executives should not need to be focussed on editing or style. Rather, their focus needs to be on ensuring the communications method supports the outcomes that it is trying to achieve. 1.1 INTRODUCTION Effective communication underpins everything we do across JACS. Whether it is briefing Ministers or senior officials, seeking government approval for initiatives or activities, to provide important information or responses to others, or to respond to inquiries from key stakeholders. In our everyday working lives, there are many communication channels but the primary format remains in writing (ie briefs, reports and emails). By conveying a message in plain English using a clear, succinct and appropriate style, the author is more likely to achieve the outcome being sought – that is to persuade or convince another person to do something (ie to note the information, to agree to an action, or to respond to a request). The style guide is intended to assist by providing a common approach that can be used by all staff and employees, and form the basis for consistency in approach across all levels of the Directorate. When communicating a message, it is always best to start with the end in mind and to consider your final audience. Who are you actually communicating to (ie a Minister, the Director-General, a colleague or key stakeholder)? Individual style preferences create confusion for staff, as well as inconsistency, and cause inefficiencies to occur around the processing and clearance of corporate communication processes. By applying this style guide, it is anticipated that correspondence will be of a high standard, consistent in style and quality, and help JACS to achieve its corporate objectives as well as to maintain a strong reputation for the quality of our advice and work. We write to tell someone something they should know and/or to persuade them to do something. Two critical tasks for the writer are thinking about the task and editing the product. All writers should ask themselves four questions before they start writing a response. Why am I writing this? Who is my audience? What do I want to achieve? What will work best with this particular audience (style/tone/succinctness)?
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Keep the essential !͛s in mind: Accuracy – double check your work. Brevity – no clutter or unnecessary repetition; no long words when short ones will do. Clarity – make your point; your readers should know quickly what the document is about. A quick checklist Think before you write. You are writing for a reason and an audience. Start with the end product in mind. How would you respond to the audience? Put yourself in your audience͛s position/ Would they understand the message/s you are sending? How would you react to the message you are sending? Use familiar language that your readers will understand. It is not what you know; it is what your readers need to know. Don͛t assume they already have the knowledge/ Most importantly - Read and re-read what you have written. Writing, unlike speaking, offers you a second chance. Make the most of this. Consider asking another person to check your work. 1.2 TEMPLATES Templates can be accessed via Microsoft Word or the ACT Government Design and Branding Guidelines website. To access briefing templates when in Microsoft Word, go the Microsoft Office button on the top left of the screen/ Then click on ͚New͛, ͚My templates͛ and select the ͚JS͛ tab/ The briefing templates are named: A. DG-DDG rief Template0 B. Whole of Government Brief Template0 C. Ramsay Arrangements Brief D. Rattenbury Arrangements Brief E. Gentleman Ministerial Brief F. Berry Ministerial Brief G. Barr Arrangements Brief H. CM through JACS Minister Brief I. Assembly Templates. To ensure you are able to use spell check and activate the drop down boxes it is important to save the above documents as a ‘Word Document’ rather than the default 97-2003 Word document.
You are able to change your settings in Microsoft word so that all documents will have a default setting to save documents as ͚word͛. To do this when in Microsoft Word, click on the Microsoft Office button on the top left of the screen and within the window click on ͚Word Options͛ in the bottom right/ lick on the ͚Save͛ option and in the new screen, use the drop down box to select ͚Word Document (*.docx)͛/ Select OK/
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When downloading material from Microsoft Word or the ACT Government Design and Branding Guidelines website do not save to your general drive. You should always download a new version each time. There are a number of templates available on the guidelines website. letterhead arrangements brief and speech event proposal media alert media release communications strategy government logos power point presentations.
1.3 POLICY WRITING
Policy writing is made up of multiple directives referred to as policy statements. Here are some useful writing guidelines.
Write in clear, concise and simple language Use numbered paragraphs for easy reference Be consistent in terminology (use the same term to convey the same information) Avoid information that changes frequently (eg use position titles and not names) Write in present tense Use active verbs Use gender-neutral language !void using the word ͚except͛ unless intending to create exceptions to the policy Write statements around broad issues Use the word ͚shall͛ for mandates and compulsory actions The Legislation Act 2001 section 146 states that ͚may͛, used in relation to a function, indicates that the function may be exercised or not exercised/ The use of ͚must͛ indicates the function is required to be exercised.
1.4 WRITING EMAILS
Email is often seen as a more informal means of written communication. This is dangerous when put in an official setting. Emails require the same care and thinking applied to any other form of official writing.
Why are you writing? What do you want from your audience? What style and tone will work best with this audience?
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How would you react to the message you are sending?
When writing emails you should consider several important points.
Accuracy, clarity, brevity and focus apply as much to emails as any other writing. Messages should be concise and to the point. The over liberal use of ͚c͛s͛ and ͚reply to all͛ can frustrate recipients. Avoid using them if not necessary. Where practical, create single subject messages. For example, if there are three separate items to cover, consider sending three short messages. Replies can then be tailored to the specific message. This also makes record management easier. Emails are government records and the normal business rules for filing documents apply. Each message you send becomes a permanent record. Emails deleted by the user are still retained by the system. Pay particular attention to the tone of your message. Emails are not a tool for letting off steam. They are subject to the same ethical and Freedom of Information requirements as other correspondence. Review and revise before you send.
1.5 WRITING FOR THE WEB
This demands even greater attention than usual to the !͛s. Documents that might work well in hard copy will rarely be effective on the website without substantial revision.
There are several important points to keep in mind when writing for the web.
People read less efficiently on the screen than from the page, scanning rather than reading each word. Material written for the web should have 50 per cent of the word count of its paper equivalent. Online users can enter a site at any page. As far as practicable each page should be self- contained. Websites must be updated regularly.
1.6 WEB ACCESSIBILITY
Consideration must be given to the Web Content Accessibility Guidelines version 2.0 (WCAG 2.0) when preparing documents or online content to ensure accessibility.
Web accessibility is about designing and creating documents, websites, intranets, business systems and content so they are easy to understand and access by all people, regardless of age, ethnicity or ability. Accessibility is not only about disability. It is about addressing the range of constraints that could limit your customers͛ ability to access and use the online information and services you provide/
JACS has published a fact sheet on the JACS Intranet that provides assistance and tips to ensure document content is WCAG compliant.
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1.7 WEASEL WORDS Weasel words are words or statements that are intentionally ambiguous or misleading. Weasel words strip a statement of meaning and force. This is confusing, disengaging and generates a sense of distrust in the audience.
We are committed to a thorough engagement with relevant issues as we move forward. In this case no information has actually been provided about the content, timeframe or form of engagement.
In other cases the use of excessive corporate jargon can make the message difficult for the audience to understand, and adds little to the content.
Delegates will then engage with each other through deliberative dialogues to explore the implications of the new law.
Weasel words are often used in the mistaken belief that these words add authority. Nothing is further from the truth. If it is worth saying, use clear English. Otherwise, don͛t say it/
1.8 NON-DISCRIMINATORY LANGUAGE
Discriminatory language can exclude individuals or groups, can stereotype, mock or denigrate them and suggest that they be treated differently from others. Discriminatory language risks alienating audiences, making it more difficult to get messages across. Such language must be avoided. ABORIGINAL AND TORRES STRAIT ISLANDER PEOPLE
Use Aboriginal and Torres Strait Islander people not Indigenous. Do not use the abbreviation ATSI. Ensure that you use the correct terminology and spelling when referring to a particular cultural group. The word ͚Indigenous͛ is always capitalised in non-Indigenous. GENDER
Wherever possible, use gender-neutral titles, such as school principal, chair, spokesperson. If you do not know the gender of an addressee or they have not specified a title, use Mr/Ms. PEOPLE WITH A DISABILITY
The correct terms are people with a disability, visually or hearing impaired. Avoid using terms such as handicapped, blind and suffering from a disability. AGE
Do not use terms aged, old-age pensioners or pensioners. The correct terms are older people, senior citizens or seniors.
1.9 SECURITY CLASSIFICATION
To help protect our information the ACT Government has adopted a new system for the protective marking of emails, correspondence and documentation. It is the responsibility of action officers to assess the sensitivity of the information and assign an appropriate Dissemination Limiting Marker (DLM), if required.
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Protective marking informs anyone with access to these documents, whether soft or hard copy:
that the information has been identified as requiring additional protection or has been security classified; and the level of protective procedures that are to be provided during the use, storage, transmission, transfer and disposal of the information. The following six categories of DLM are used across the ACT Government:
For Official Use Only (FOUO) Sensitive Sensitive: Legal Sensitive: Personal Sensitive: Auditor-General Sensitive: Cabinet. Information that does not fall within these six categories may be considered UNCLASSIFIED and does not require protective marking. The presence or absence of these markings will not affect a document͛s status under the Freedom of Information Act 1989. Further information on the use of the e-Classifier is available in the Electronic Document Classification Policy. 2.0 GRAMMAR 2.1 ACTIVE AND PASSIVE VOICE Verbs have two voices, the active and the passive voice. Too much bureaucratic writing uses the passive rather than the active voice. This often uses more words and can give the reader the impression that the writer is trying to hide something. The passive voice creates remoteness between the actor and the action.
The active voice is more straightforward and direct whereas the passive voice does not change the sense, but alters the emphasis/ Make the active voice your ͚default setting͛/ Use the passive voice only when there is a very good reason for it.
Use the active voice wherever possible. (Active) It is recommended that the active be used wherever possible. (Passive) The boy waved his bat in the air. (Active) The bat was waved in the air by the boy (Passive) I lost the file. (Active) The file has been lost. (Passive) My supervisor signed the contract this morning. (Active) The contract was signed this morning by my supervisor. (Passive)
2.2 APOSTROPHES
The apostrophe at the end of a noun or proper noun and before an ͚s͛ signifies possession (eg ͚the woman’s room͛, ͚the child’s toy͛).
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When a singular noun already ends in ͚s͛ you still add an apostrophe before another ͚s͛ to show possession (eg ͚the boss͛s phone͛)/ When a noun is plural, the apostrophe is placed after the ͚s͛ to show possession (eg ͚the Ministers͛ policy͛)/
Care is required in using the apostrophe with nouns that have unconventional plurals (eg ͚children͛s toys͛, ͚the women͛s complaints were ignored͛).
An apostrophe is also used in contractions such as don’t, won’t, shouldn’t and can’t to indicate a missing letter or letters/ ͚Its͛ is possessive while ͚it͛s͛ is a contraction for ͚it is͛ or ͚it has͛.
In phrases where the plural noun describes an association with the following word rather than direct ownership, the use of the apostrophe is dropped. ͚visitors book͛, ͚Magistrates ourt͛/ 2.3 ARCHAISMS Archaisms are old-fashioned words and expressions no longer used in ordinary speech and writing. It is always best not to use language that draws attention to itself, as it can detract from what you are trying to say. Archaisms are often used to achieve a legalistic and formal style. They are not necessary and can be readily replaced. Use modern words.
Rather than... Use...
whilst while
upon on
hence as a result or re-write the sentence
hitherto Previously or up til now
aforementioned Previously mentioned
2.4 CAPITALS
Capital letters begin a sentence and proper names. Beyond that, keep them to a minimum as they clutter up sentences. Do not use capitals, simply because a word or phrase sounds important, eg transport policy, annual report, project officer.
Capitals should be used in the following situations:
the first letter of a word of a sentence the first letter of a word of a heading unless the ACT Government Branding and Design Guidelines specify otherwise the first word of a title, eg A short history of Australian railways as the start of a quotation, eg ͞! short history ///,͟ Minister said. proper names, eg Mrs Jones formal titles, eg the Minister for Road Safety initials in people͛s names, eg Dr B R Jones names of nationalities and peoples, eg New Zealanders, Canberrans, Aboriginal and Torres Strait Islander people
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names of places, eg Braddon, Sydney, Hobart government when it refers to the government of any state or country, eg ACT Government formal names of directorates, groups or divisions, eg the Justice and Community Safety Directorate a specific officeholder or body of people, eg the Board Budget when it refers to the specific event or published document, eg 2016-17 Budget nouns connected with government, eg ACT Legislative Assembly, Cabinet, Act, Bill, Opposition Acts or Bills, whether singular or plural, eg the Act seeks to ...
Use lower case for:
whole of government (with no hyphens in between) generic references to state/s or federal as adjectives, eg Overall, state priorities will reflect ... plural or generic reference to governments, eg The role of the government is ... plural or generic reference to directorates, eg The role of the directorate is ... generic references to peoples, bodies or entities, eg The portfolio ministers will ... budget as an adjective, eg The budget deficit has increased parts of an Act, eg section 3, division 2.
2.5 COLONS
The colon is a marker of a relationship and a sequence. A colon usually expands or elaborates on what has been contained in the clause preceding it.
There is one word for it: redundant. Keep in mind that if a full stop can be used without affecting the logical connection, this is the preferred option.
A colon is used in a sentence to introduce a series of items when the words following or as follows are used. It is not needed in a sentence with the words including, such as and namely.
The book includes the following information: places to visit, bus routes, hotels and comparative prices. 2.6 COMMAS Commas have a grammatical function in separating words, phrases and clauses. They also give emphasis, meaning and clarity to sentences.
Use commas to separate a string of adjectives that qualify the same noun if the effect of their use is cumulative or if each adjective qualifies the noun separately.
She was a quiet, gentle, compassionate person. When the last comma in a string comes before ͚and͛ or ͚or͛, it is known as the Oxford comma. It can be unnecessary as shown in the first example but sometimes clarity is needed as shown in the second example/ In the second example adding a comma after ͚crackers͛ makes it clear that ͚cheese and crackers͛ represents one dish/
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My estate goes to my husband, son, daughter-in-law and nephew. We had coffee, cheese and crackers, and grapes. When starting a sentence with a dependent clause, use a comma after it. However, where possible, consider turning the sentence around so you do not need to use a comma.
If you are not sure about this, let me know.
Let me know if you are not sure about this.
Commas should be used after introductory terms.
In December 2016, the Minister for Road Safety ... In the 2015-16, LPP completed ... Use a comma to set off non-essential words, clauses and phrases.
While our privacy laws operate to ensure that individuals control their personal information, subject to limited exceptions, in the context of family violence the right to privacy must be balanced with the right to safety.
These new laws, which came into effect today, strengthen the role of parents in making decisions in relation to their children and managing their alcohol consumption.
Do not use within titles. Attorney-General Gordon Ramsay Gordon Ramsay MLA 2.7 COMPRISE AND CONSIST OF If an item is made up of several parts, it ͚comprises͛ it does not ͚comprise of͛ – this translates to ͚consists of of͛/ Use either comprises or consists of. See also 2.16. 2.8 FULL STOPS Full stops are used at the end of a sentence, after the final point in a list, as a decimal point but not with abbreviated contractions (for example Dr). They are not used within acronyms (for example !T, Qantas) or after initials in people͛s names (for Dr rown)/
If a quotation or words in brackets form a sentence, the closing punctuation goes within the quotation mark or bracket. Do not put closing punctuation marks inside and out.
“In front of the full bench of the !CT Supreme Court, it is with great pleasure that I and the ACT Legal Community welcome a new judge to the ACT Supreme Court this morning.” The report has not been published on the JACS website. (I will let you know as soon as I hear.)
Do not use full stops at the end of an address or heading.
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2.9 HOWEVER The main use of however is as an adverb (to mean ͚but͛, ͚nevertheless͛ or ͚yet͛)/ It is usually used as a connective word to separate two clauses. It should be separated by a semicolon before and a comma after.
Storms are forecast; however, there are no clouds to be seen. Using it in this way occurs when you introduce a second clause that contrasts with or seems to contradict the first clause.
If the two clauses can be written as separate sentences while retaining the meaning, break the sentence, instead of using however.
I am not sure of the outcome; however, I will let you know as soon as this is clear. Becomes: I am not sure of the outcome. I will let you know as soon as this is clear. The word however can also be used at the beginning of a sentence. When you use however (to broadly mean ͚whichever͛, ͚whoever͛ or ͚whatever͛) in this way, use a comma after it.
However, the other alternative looks more attractive. Whichever way you look at it, the alternative looks more attractive.
However when used to mean ͚no matter how͛ or ͚in whatever way͛ does not need a comma. I want you to finish your report today however busy you are. 2.10 PARAGRAPHS Text should be broken up into paragraphs of reasonable length. While it is up to the author and editor to judge what is reasonable, remember that paragraphs help to keep the attention of the reader engaged. This is less easily achieved with very long paragraphs or very short ones.
Where possible, break lengthy paragraphs into smaller ones but avoid short one-sentence paragraphs unless there is a clear change of subject matter. Paragraphs should indicate some kind of logical break in continuity between pieces of text – either a change in subject matter or a shift in emphasis.
Begin each paragraph with a single line break. Sentences within paragraphs should be separated by a single space. SENTENCE AND PARAGRAPH LENGTH Use short sentences wherever possible. Try to limit sentences to a maximum of 30 words. Limit paragraphs to one main thought or idea. If necessary, break information and ideas into bullet points. Vary the length of both sentences and paragraphs to help keep readers engaged. Brevity guide
Average sentence length 20 words
Preferred range of sentence length 12-30 words
Average paragraph length 5 sentences
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Preferred range of paragraph length 2-6 sentences
Number of three-or-more syllable words Fewer than 15 per 100 words
Simplicity guide one idea per sentence – explore that idea in the paragraph
use majority of simple sentences use compound sentences less often
use complex sentences rarely.
A simple sentence has the most basic elements that make it a sentence: a subject, a verb, and a completed thought.
The company plans to market the product overseas. The staff performed well. A compound sentence is composed of two simple sentences joined together by a comma and a coordinating conjunction (and, but, so).
Trust but verify. Our team tried hard, but we lost the game. A complex sentence contains an independent clause and at least one dependent clause. An independent clause can stand alone as a sentence and makes a complete thought. A dependent clause cannot stand alone, even though it has a subject and a verb. Dependent clauses can begin with subordinating conjunctions (after, although, since).
The program will continue if it is put under tight restrictions. The main clause is The program will continue. The clause if it is put under tight restrictions is dependent on this main clause to make sense. The independent clause has been underlined in the following examples
You can always find beauty wherever you go. Customers buy less clothing when the cost goes up. 2.11 PLURALS The plural of most English nouns is formed by adding s or es. Nouns ending in y take ies. There are irregular plurals, eg men, geese. There are also words, such as data, which are accepted both as singular and plural nouns.
Note that the plural of various shortened expressions should not have an apostrophe.
MPs 1990s
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2.12 PREFIXES Refer to the Macquarie Dictionary in the first instance and then apply these rules if the term is not defined/ The Parliamentary ounsel͛s Office also has a Spelling, Abbreviations and Symbols Guide with an extensive list of words that are hyphenated, set solid and spaced which ensure consistency with ACT legislation.
A prefix is placed at the beginning of a word to modify or change its meaning. There are a variety of prefixes which are used in different ways.
Hyphens are used with some prefixes when it helps to prevent misreading or confusion. The challenge for writers is to ensure the meaning of the word is the one they intend.
Use prefixes to avoid double up of vowels with single syllable prefix; and in formations with co- and ex- regardless of the word attached.
pre-eminent re-enter co-observer, co-author
With well known words the hyphen is not necessary, eg do not use a hyphen with cooperate, coordinate and their derivatives.
Use a hyphen when two syllable prefixes ending in a vowel (other than o) are followed by a word starting with a vowel.
semi-official anti-aircraft. A hyphen is also used to clarify meaning when the new word can be confused with an established word.
recover (retrieve) or re-cover (cover again) resigned (relinquished) or re-signed (signed again)
2.13 QUOTATIONS AND QUOTATION MARKS
In keeping with standard media practice, ministerial and directorate media releases use double smart quotes.
“Resilient communities, like Canberra, work together to prevent, prepare for, respond to, and recover from disasters,” Mr Gentleman said. “The purpose of these awards is to recognise the groups and organisations that are making our community safer, stronger, more resilient and better prepared to manage any emergency.”
In media releases do not use a quotation within a sentence. All quotes should be stand alone sentences.
For all other policy documents and letters, the ACT Government preference is to use single quotes.
The Minister said, ‘Let me repeat !ristotle’s comment, “! cart with one wheel is not the answer to the nation’s transportation challenges” ’.
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2.14 SEMICOLONS These introduce into writing a break more significant than the comma, but less so than the colon or the full stop. They connect two clauses that have a strong logical link and are better treated as one.
A ministerial announcement is expected next week; applications will then flood in. This could also be written as two sentences, or the two parts could be connected by and. The use of the semicolon emphasises the strong connection between the two ideas.
Semicolons are used also in run-on lists to separate a series of phrases that contain commas.
The Minister’s visit will take place in !lbury, NSW- Rockhampton, Queensland- Port Pirie, South Australia; and Sisters Beach, Tasmania. 2.15 SINGULAR PROPER NOUNS A directorate, business unit or body is a singular entity and attracts a verb in the singular. If in doubt, read the sentence to yourself, substituting your own name for the business name.
Each directorate is circulating its brief. The JACS Directorate is circulating a brief for comment. Ellena is responding to a media enquiry. Shared Services ICT has been involved to date.
This changes when the subject is plural.
Directorates are circulating their briefs. Ministers have unanimously agreed. 2.16 SPELLING
Spelling mistakes show a lack of professionalism. Carefully re-read everything you write. Use, but do not rely on, spell check to pick up spelling mistakes or commonly confused words (such as bought/brought; complement/compliment; ommit/commit). If using spell check ensure it is set to Australian or UK English not American. VARIABLE SPELLINGS There are many words with variable spellings. The competing options mostly represent UK and American alternatives. Australian practice generally follows the UK style as in: ise rather than ize, eg organise our rather than or, eg colour ogue rather than og, eg dialogue yse rather than yze, eg analyse double ll rather than single l, eg equalled, travelled, fulfilled one s in focused. The Macquarie Dictionary is the preferred reference for spelling.
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Preferred spelling
memorandums rather than memoranda curriculums rather than curricula referendums rather than referenda forums rather than fora adviser rather than advisor program rather than programme.
2.17 TROUBLESOME WORDS
English contains many words close in spelling but not necessarily in meaning. They can cause grief for writers by misleading readers. Spell check will not pick up these differences.
Accept and Except Accept means to receive, admit, regard as true, say yes. Except means to exclude, other than, to leave out.
Adverse and Averse Adverse means unfavourable or hostile. Averse means disinclined or opposed.
Advice and Advise Advice is a noun. It is a suggestion, opinion or recommendation. Advise is a verb/ It means ͚to give advice͛, that is to give information, notify and suggest types of action.
Affect and Effect Affect means to produce a change in or influence something. It is normally used as a verb. Her approach affected the outcome. Effect is used both as a verb, to bring something about, and a noun, the result or change that occurred. The law comes into effect today. When an ͚s͛ is added, ͚effects͛ means personal belongings/
Allude and Elude Allude is to hint or suggest. Elude is to escape.
Alternate and Alternative Alternate means by turns or every second one.
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Alternative is one of two choices.
Compliment and Complement Compliment means praise or admiration Complement is to make complete or perfect, goes well together.
Complimentary and Complementary Complimentary is something given free of charge or the act of expressing a compliment, praising or approving. Danielle was very complimentary about !lex͛s media release/ Complementary is to combine in such a way as to enhance the qualities of each other. They had different but complementary skills.
Comprise and Consist of Comprise means put together. Never say comprised of. Australia comprises six states and two territories. Consist of introduces a material or ingredient that forms part of a whole. The challenge will consist of three seven-man teams from the UK, Commonwealth and USA.
Continual and Continuous Continual means regularly or frequently occurring. Continuous means going on without a break, uninterrupted.
Deny and Refute Deny means to state something is false. Refute means to prove something is false.
Dependent and Dependant Dependent means relying on something. Dependant means a person supported by someone else.
Discrete and Discreet Discrete means separate, distinct, detached. Discreet means cautious, restrained.
Disinterested and Uninterested Disinterested means impartial or having no stake. Uninterested means lacking interest.
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Enquiry and Inquiry Enquiry is the act of asking for information/ J!S Media sent the journalist͛s enquiry to LPP. Inquiry is a formal investigation. An independent inquiry was held. (Note – this is the JACS style. The Macquarie Dictionary says enquiry and inquiry are interchangeable)
It͛s and Its It’s is the abbreviation of it is or it has. It’s an excellent written summary. It’s been a nice day. Its is the possessive form. Its summary was excellent.
Licence and License Licence is a noun/ She holds a driver͛s licence. License is a verb. They will license her to drive.
Militate and Mitigate Militate means to influence or work, usually against, something. Mitigate means to reduce the severity of something.
Personal and Personnel Personal means belonging or relating to a particular person. Personnel refers to the people employed in an organisation, business or service.
Practice and Practise Practice is a noun. He did a lot of practice. Practise is a verb. He practised a lot. Doctors and lawyers practise their profession; both have practices.
Principle and Principal Principle means a rule Principal means main, chief, most important. The school principal set very clear principles.
Stationary and Stationery Stationary means still, not moving Stationery means writing paper, materials.
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There and Their There refers to a place. Their shows possession, that something belongs to them.
2.18 USING THAT AND WHICH
Use that instead of which to avoid ambiguity in some contexts.
The research findings that were likely to cause embarrassment were not circulated. The research findings, which were likely to cause embarrassment, were not circulated (note the use of the comma before which)
The first example makes it clear that the research findings not circulated were the ones likely to cause embarrassment. In the second example, it is plain that none of the recommendations was circulated.
You can tell whether to use that or which by checking if the meaning of the sentence remains the same if that or which are deleted. Information following that is crucial. Information following which is incidental.
Do not overuse that. It can be removed from the following sentence without risk of confusion.
He said that the report would be ready next week. The Parliamentary ounsel͛s Office has a Words and Phrases Guide with further information. 3.0 STYLE 3.1 AMPERSAND Do not use an ampersand to replace ͞and͟ in text/ The ampersand should not be used in names and titles that do not use the ͞&͟ symbol/ Exceptions include ACT Fire & Rescue. 3.2 ABBREVIATIONS AND ACRONYMS Abbreviations and acronyms should help the reader by removing needless repetition. They should not be used merely for the convenience of the writer.
Abbreviations that include the last letter of the word do not have a full stop. Dr Mr Pty Those that do not include the last letter are given a full stop. co. no. ed. enlc.
An acronym is an abbreviations formed from the initial letters of words, and occasionally other letters, pronounced as a word. They are usually, but not always, written in capitals and have no full stop. An example is Qantas. All states and territories can be referred to in the first instance in acronym form, eg NSW, NT and Qld.
Acronyms familiar to the writer can easily shut out the reader. Unless the acronym is very well known it should be spelt out and tagged when first used in a document.
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The Parliamentary ounsel͛s Office recommends that no full-stops are used for the abbreviations, eg (for example) and ie (that is)/ In written English it would still be better to write in full ͚for example͛ or ͚that is͛/
Unless the acronym is very well known, eg Qantas, it should be spelt out when first used. She used acronyms correctly, ie spelling them out when first mentioned and showing the acronym in a bracket. 3.3 ALIGNMENT Generally, text should be justified left and ragged right. No indentation should be used except for bullet points, numbered lists or substantive quotations (more than 30 words). Do not split dates and numbers over two lines (see advice on non-breaking spaces in 3.22). 3.4 BRACKETS Brackets are used mainly to enclose material useful but not essential to the meaning of a sentence. The two main forms are round brackets (or parentheses) and square brackets.
Use parentheses to enclose definitions, comments, clarifications, additional information, etc. An important use is to enclose acronyms the first time they are mentioned in a document. It is also used to enclose cross-references and in-text citations.
!s the economy grows, people’s concept of basic needs expand proportionally (consequence of higher salaries and more disposable income). The Australian Federal Police (AFP) will announce the finding on 1 March 2017. Square brackets are primarily used in quoted material to indicate editorial comments or insertions made by someone other than the author.
The High Court [which is in Canberra] is the highest court in the land. Avoid use of brackets for phone numbers. JACS Media - 02 6207 7173 3.5 BULLET POINTS AND NUMBERED LISTS Bullet or dot points and numbered lists are an effective way of breaking up detailed information or grouping similar ideas. This helps readers absorb the material presented.
The trend is towards minimal punctuation of bullet point lists. It is usually necessary to place a colon after the lead-in to clarify the link with the indented information that follows. Do not use a semicolon.
Occasionally, a list will be introduced by a sentence ending in a full stop rather than a colon. This usually occurs when the indented information are also complete sentence but a colon often remains preferable.
During her annual address to staff, the Director-General made several important points: She was pleased to see an increase in the number of staff who had undertaken training courses. The directorate was committed to helping the professional development of all staff. This approach was supported strongly by ministers. This style guide takes the approach which reflects the trend towards less punctuation but ensures clarify for the reader. For dot points that are not full sentences, use lower case for the first letter in
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Style Guide each bullet point and do not include punctuation (eg semicolons) at the end of sentences, except for the last which should have a full stop. Even when there are two levels of indention, the full-stop should be used on the last point.
If the lead-in words are carefully expressed, there should be no need for and or or at the end of dot points, as it will be clear from its context. If there is a need for an or, this can be included on a separate line before the last item in the list.
A knowledge of first aid is useful for: school children parents travellers. Applications must be accompanied by one of the following: a valid passport proof of address and a current drivers licence or a tax return for the latest tax year. A similar approach should be taken with numbered lists. Here are the six golden rules for good writing: 1. accuracy 2. audience awareness 3. brevity 4. clarify 5. editing 6. focus. Avoid bullet points or numbered lists that have a mix of full sentences, short phrases and single words. Rewrite if necessary.
Ensure consistency of grammar when writing lists. Sections should provide examples of: developing ... implementing ... using... For advice on lists in briefs refer to 4.18. 3.6 CONTRACTIONS Avoid contractions in correspondence, formal writing and all media material (although they might be suitable for some emails). The Director-General said she would not be available.
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3.7 CURRENCY Express amounts of Australian dollars as numerals (with a decimal fraction for the cents, if needed) preceded by a dollar symbol (eg $15, $15.05, 5 cents).
To express millions of units of currency, place an m after the number without a space. Note that the Minister may prefer million spelt out, not abbreviated. Always check with the JACS Media team for current guidelines when writing for Ministers (eg $12m, $12 million, $12.345m).
In a table, include symbols or currency codes in the row or column headings rather than beside each amount. If the amounts are large, express them as units of thousands or millions, with appropriate row or column headings (eg $͛000 or $m). 3.8 DASHES There are three types of dashes: the hyphen (-) the en rule (–); hold down the Ctrl key and press – key in the numeric keypad at the right of the keyboard the em rule (—); hold down the Alt and Ctrl keys and press the – key in the numeric keypad.
EN RULE – SHORT DASH
The en rule is a linking device used with spans of figures, time and distance, or to show association between words.
Pages 24–36 6-12 people The 2009–10 financial year (not 2009/10) A Commonwealth–State working party The en rule does not have a space if there is only one word being linked on either side. If there is more than one word on either side, use a space.
Canberra – Sydney flight 18 January – 18 February 2006 45BC – 1600AD
EM RULE — LONG DASH
An em rule is used to signify an abrupt change or to amplify, explain or set apart. Em rules are a good choice if the break is reasonably abrupt — they help to emphasise this.
Most directorates—particularly the latter group—will need to pay close attention to this change. The em rule should not have spaces to avoid possible confusion with the spaced en rule. 3.9 ELLIPSIS POINTS Ellipsis points consist of three full stops ( ... ) and are primarily used to show the omission of a word(s) from quoted material. A single space should be used on either side, except when next to a quotation mark, in which case there should be no space. If the ellipsis comes at the end of a sentence, don͛t add a full stop/
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The picture of organised criminal activity in the ACT is not the same as in other jurisdictions ... this is why we need to continue monitoring criminal organisations’ activities and take action accordingly. 3.10 DATES Except in tables, express dates in the number word format.
Thursday, 24 November 2016 Use a non-breaking space between the number of the day and the month to ensure they do not spill over two lines. When referring to a decade, use the 1980s. Abbreviate within the decade (2015–16) but spell out if spaning decades (1998–2002) by using an en rule. Financial year must be listed as 2009–10 not 2009/10. 3.11 DRAFT DOCUMENTS In draft documents, include the word DRAFT and the date and time of the draft in the header of each page. Also include the file path in the G drive in the footer.
To insert a DRAFT watermark in MS Word 2007, go to Menus and then format menu, click watermark and select text watermark. To remove go back to watermark and select remove watermark. 3.12 FONT Use Calibri, font size 12, for all formal printed correspondence both internal and external unless a template states otherwise.
Use Calibri, font size 14, for talking points, question time briefs and speeches.
For other products (email, publications, websites, fact sheets, etc) the use of Calibri, font size 10, 11 or 12, is acceptable depending on the publication and its purpose. If in doubt, check with the Ministerial Services Unit.
As per the ACT Government Design and Branding Guidelines font style Arial can be used for headings. 3.13 FOOTNOTES AND ENDNOTES Footnotes and endnotes should be numbered continuously throughout documents. They should be placed close to the relevant text but not before punctuation marks. Directorate preference is for footnotes rather than endnotes, unless substantial explanation is essential. 3.14 GRAPHS Graphs should be simple. Every line should have a purpose and should be part of the message of the graph. Do not enclose graphs in boxes.
Graphs need a figure legend (which should include explanatory text: that is, avoid displaying stray text on the graph itself), and both axes should be labelled. 3.15 HEADINGS Use headings to help your audience absorb information and follow your arguments. This may be particularly relevant for talking points for Ministers. Ensure that headings reflect the content. Do not vary font sizes too much—this will distract your readers.
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3.16 HONORIFICS, FORMS OF ADDRESS AND RANK There are many styles and titles, awards, honours and modes of address in common use in Australia today/ ! title before a person͛s name may be a conventional one (eg Mr, Mrs or Ms); and honorific one (eg Sir or Dame); or a title derived from rank (eg Superintendent), qualification (eg Dr) or status (eg The Honourable).
Orders, decorations and distinctions awarded to individuals are displayed as acronyms after their name. No punctuation is used within the title/name.
The Hon John Citizen MP Mrs J W Citizen OAM Dr Jane Citizen QC Members of the House of Representatives are accorded the honorific MP (Member of Parliament); Senators are not. Members of the Legislative Assembly are accorded MLA. The acronym is placed at the end of the member͛s name after any other honorific they may hold/ Individuals may sometimes include university degrees and diplomas at the end of their title but these should not be included in ministerial correspondence. THE HON
The Prime Minister and all Commonwealth and State Ministers (except the ACT) and Parliamentary Secretaries should be accorded the title ͚the Honourable͛ as a prefix to their name/
The Hon John Howard MP The Hon Jill Santana MP This is a title they may use for life and is retained after leaving office. Senators who are also Ministers are accorded the title ͚the Hon͛ as well as the senatorial title/
Senator the Hon The Hon is also used for judges but not magistrates.
The Hon Justice Murrell Ms Walker, Chief Magistrate
Members of Parliament from the House of Representatives who are not Ministers or Parliamentary Secretaries should be addressed as:
Mr/Mrs/Ms/Dr ... MP
Further information on individual members of the House of Representatives is available on the Parliament of Australia Members page.
Further information on individual Senators is available on the Parliament of Australia Senators page.
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FORMS OF ADDRESS
Parliament of Australia
Title Salutation in correspondence How addressed in person
Prime Minister Dear Prime Minister Prime Minister
Deputy Prime Minister Dear Deputy Prime Minister Deputy Prime Minister
Opposition Leader Dear Mr Citizen Mr Citizen
Treasurer Dear Treasurer Treasurer
Attorney-General Dear Attorney-General Attorney-General
Minister Dear Minister Minister
Parliamentary Secretary Dear Parliamentary Secretary
Speaker of the House Dear Mr/Madam Speaker Mr/Madam Speaker
President of the Senate Dear Mr/Madam President Mr/Madam President
Member of Parliament Dear Mr/Mrs/Ms/Dr Mr Citizen
Senator Dear Senator Citizen Senator
State, Territory and Local Government
Title Salutation in correspondence How addressed in person
Premier Dear Premier Premier
Chief Minister Dear Chief Minister Chief Minister
Minister Dear Minister Minister
Members of Parliament Dear Mr/Mrs/Ms/Dr Mr Citizen
Lord Mayor Dear Lord Mayor Citizen Lord Mayor
Mayor Dear Mayor Citizen Mayor
Councillor Dear Councillor Citizen Councillor
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Vice Regal
Title Salutation in correspondence How addressed in person
Governor-General Your Excellency Your Excellency
Administrators Dear Mr/Mrs/Ms/Dr Mr Citizen
Governor Your Excellency Your Excellency
Judiciary
Title Salutation in correspondence How addressed in person
Chief Justice Dear Chief Justice Chief Justice
Justice Dear Justice Citizen Justice Citizen
Chief Magistrate Dear Chief Magistrate Chief Magistrate
Magistrate Dear Magistrate Citizen Magistrate Citizen
Diplomatic
Title Salutation in correspondence How addressed in person
High Commissioner Your Excellency Your Excellency or High Commissioner
Ambassador Your Excellency Your Excellency or Ambassador
CHIEF POLICE OFFICER OF THE ACT
In the AFP executive structure, ACT Policing is led by an Assistant Commissioner, but the relevant position title in the !T is ͚hief Police Officer͛/
The Chief Police Officer title should be used in all correspondence to this position with ACT Policing. This is to reflect ACT legislation and obligations on the Chief Police Officer to represent the interests of the ACT. GENERAL
Dear Mr/Dr Citizen
Dear Ms Citizen (if correspondent has not indicate a preference for Ms or Mrs)
Dear Mr/Ms Citizen (where gender is unclear)
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3.17 INTERNET ADDRESSES Internet addresses (universal resource locators or URLs) and email addresses should be hyperlinked with meaningful text when included in a sentence. The use of ͚click here͛, ͚here͛ or ͚more information͛ are not descriptive; do not use them.
Media templates for each Minister can be found on the ACT Government Design and Brand Guidelines website. 3.18 ITALICS Italics should be used for: the title of publications, eg The Canberra Times the full title of legislation, eg the Transport Reform Act 1993 words or phrases requiring particular emphasis, eg The Minister said it would not be appropriate to continue ... foreign or scientific words or phrases eg nom de guerre. 3.19 LAST AND PAST The word last should be used for things you know will not happen again.
The Minister has worked incredibly hard for the last few months. There is an implication here that the Minister might never work hard again. Use past instead.
The Minister has worked incredibly hard for the past few months. 3.20 LOGOS The ACT Government logo must be used on all external correspondence and publications. This presents a single, recognisable brand for the ACT Government. It is designed to increase community recognition of, and awareness about, the !T Government͛s programs and policies through brand communication using the ACT Government logo as the primary identifier.
The ACT Government logo is to be the most dominant logo and should be placed in the most prominent position on all forms of government communication. For most documents (eg publications, stationary, advertisements) and other material (eg websites) the ACT Government logo will be at the top of the material.
For further information on the ACT Government logo and its appropriate use visit the ACT Government͛s Design and randing website. 3.21 MARGINS Directorate templates are designed to produce documents for printing on A4 paper (210mm wide and 297mm high). 3.22 NON-BREAKING SPACES Non-breaking spaces should be used whenever it is important that a line is not broken at a particular space between words. A non-breaking space should be used even if the relevant space is not near the end of a line as future editing may result in that space being at the end of a line.
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To insert a non-breaking space type Ctrl, Shift and space keys at the same time. Pp*99–104 S*90 Mr*Bloggs Dr*Smith Attachment*E 12*August*1988
Similarly, non-breaking hyphens should be used whenever it is important that a line is not broken at a hyphen in a hyphenated word.
To insert a non-breaking hyphen type Ctrl, Shift and – keys at the same time. Attorney-*General re-*sign Non-breaking hyphens are displayed on the screen as long dashes, if Word͛s options are set to view certain non-printing characters. When printed, these non-breaking hyphens appear as hyphens. 3.23 NUMBERS For the annual report and media communication single digit numbers, that is one to nine, should be spelt out. Numbers 10 and greater should be expressed in digits except at the beginning of a sentence when they should be spelled out.
The Parliamentary ounsel͛s Office recommends using numerals at all other times, other than when starting a sentence, when the number should be spelled out. However, avoid beginning a sentence with a number and rewrite.
If using a variety of numbers up to 99 in a single document they should be spelled out.
Pages four to seventeen of this sixty-seven page document are most useful to us. Hyphens should connect two-word numbers up to ninety-nine, eg four hundred and thirty-two. A comma should be used to separate thousands and a dot used to show millions 3,132 240,000 25.2 million 3.24 ORDER OF STATES AND TERRITORIES If you need to list the states and territories, do so in alphabetical order: Australian Capital Territory, New South Wales, Northern Territory, Queensland, South Australia, Tasmania, Victoria and Western Australia. 3.25 OVER Do not use the word over when you mean more than unless you are describing something being physically over another object. This is because over is an adverb and preposition used to indicate a place.
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More than $30000 was recovered from the search warrant. 3.26 SIGNATORIES Except in rare circumstances, a document should only have one signatory. A submission may be the work of several people, who may be listed as action officers or as having cleared the submission, but the submission will have a single signatory. Write in the first person singular whenever possible.
I recommend ... is preferable to ... It is recommended The exception to this rule applies when two ministers hold joint portfolio responsibility and present a matter to cabinet together. In this case, two signatories are required and language used in the submission should be plural, ie we recommend. 3.27 INFINITIVES AND SPLIT INFINITIVES Infinitives are the two-word forms of verbs such as to read, to write and to illustrate. When you split an infinitive, you put a word (usually an adverb) between the two parts:
to diligently read to happily write to scientifically illustrate. It is safest to avoid split infinitives in formal writing, unless the alternative wording seems very clumsy or would alter the meaning of your sentence. Usually it is sufficient to move the offending word so that it comes before or after the infinitive.
Harry’s teacher told him to never look back. Harry’s teacher told him never to look back
I thought it best to quietly sneak away from the accident I thought it best to sneak away from the accident quietly.
You really have to watch him. (ie It is important that you watch him) You have to really watch him. (ie You have to watch him very closely)
3.28 SYMBOLS Symbols represent words, concepts and units of measurement. They do not take full stops and are capitalised only if the symbol represents a proper name, eg A$. When writing use per cent. The symbol % can be used in tables. 3.29 TABLES Tables should be simple without any distracting elements such as lines and shading. Use lines at top, bottom and below the heading row. Do not use vertical lines or boxes. The table should have a title which should clearly describe what the table is about. Each column and row should have a heading. Abbreviations should be explained in a note below the table.
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3.30 TIME OF DAY Time references should, where possible, immediately following the verb/ For example, ͚The meeting was held yesterday͛ not ͚yesterday the party was held͛/ No comma is needed between a month and year; however, one must be used to set a day off from the date on which the particular day falls.
The meeting is scheduled for 31 August 2016. The meeting is scheduled for Wednesday, 31 August 2016, at 7pm. The meeting is scheduled for 31 August at 7pm, and it is expected to last for three hours. The meeting is scheduled for 31 August, 7-9pm. Dates should always be listed first before the month. The following rules should also be followed: Use a full stop to separate the hours from the minutes, ie 9.15am (not 9:15am except in media material). Use lower case am and pm, and hard-up against the numerals. For whole-number hours use 4pm. Spans of time should be written as 11.30am-12.30pm. Where the time relates to the morning or afternoon only, use the am/pm once only ie 11.30-11.45am. If using 24 hours, this should be written as 1400hrs. 3.31 UNITS OF MEASUREMENT Units of measurement used in Australia are those of the International System of Units (SI).
metre – m kilometre – km kilometres per hour – km/h Abbreviations should only be used when their meanings are clear to the intended reader. They should be spelt out when first used. 4.0 CORRESPONDENCE – INTERNAL AND EXTERNAL 4.1 TYPES OF CORRESPONDENCE
Document Type Internal/External Description
Brief Inter-directorate A short and to the point written outline providing information and setting out recommendations or a course of action. Usually written from a single perspective.
Cabinet Submission Inter-directorate A concise and detailed document which is highly formalised in format and style. This document will have a special cover sheet and security
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Document Type Internal/External Description classification.
Memo Internal – informal A short note or instruction that is informal and internal to the directorate. Usually in the form of email.
Minute Internal – formal A written summary used for record keeping or for more formal directorate/Ministerial requests, eg requests for approval.
Letter External Official correspondence on letterhead sent external to the directorate.
Media Alert External Official event notification to media agencies. A special format is used, and restrictions and approvals apply.
Media Release External Official release of information to media agencies. A special format is used, and restrictions and approvals apply.
4.2 LETTERHEAD AND OTHER TEMPLATES Ensure the letterhead or template you are using is the most up to date. Visit the !T Government͛s Design and Branding Guidelines website. Ensure all instructional text has been deleted/ In briefs, all headings remain- ͚nil response͛ is used where necessary. 4.3 ADDRESS BLOCK Address letters to a named individual. Details to be included: the appropriate title (eg Mr, Ms, Dr) before the name any postnominals (eg AO, QC) after the name the position held by the individual if known.
Do not:
punctuate the title or address use ampersands (&) unless they are formally part of a name use underlining or bold use abbreviations (except for state or territory names, or if the abbreviation is part of a formal part of a title)
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use capitals (except for the suburb, state or territory). Mr Shane Rattenbury MLA Minister for Justice and Consumer Affairs Minister for Corrections Minister for Road Safety ACT Legislative Assembly GPO Box 1020 CANBERRA ACT 2601
There are two spaces between the city and state, and between the state and postcode.
Many letters are now received via email. A formal letter is still required in response to the constituent which is scanned once signed by the Minister and attached to the reply email. If an address has not been provided, use the email address.
Shane Rattenbury MLA [email protected]
4.4 CONTACT DETAILS
Provide contact telephone numbers and an email address below the signature block. 4.5 CORRESPONDENCE PREPARED FOR THE MINISTER Usually, the Minister͛s office will indicate whether the Minister is to sign correspondence/ In other cases, consider whether the identity of the addressee or the importance of the subject matter warrants the Minister͛s signature/ !lways check with the Ministerial Services Unit.
If requesting the Minister͛s signature you may need to provide an explanatory minute, detailing the history of the matter and the purpose of the correspondence along with your draft correspondence. However, this is not required for self-explanatory replies to Ministerial correspondence. Do not include files with the correspondence unless requested.
Material going to the Minister must be approved by the relevant Executive Director and Deputy Director-General or Director-General. 4.6 ENCLOSURES If there are enclosures, specify each of them in the body of the text. Remember to enclose them. At the end of all correspondence put ͚Encl/͛ to indicate there are enclosures. 4.7 HEADERS AND FOOTERS Letters and minutes must incorporate: the appropriate directorate information at the top of the first page- part of the ͚first page header͛ of the template the directorate address details, contained in the ͚first page footer͛ of the template second and subsequent page footers indicating the subject of the letter or minute, the page number and the total number of pages a classification marking in the header and footer of each page if the document is a classified document.
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4.8 MULTIPLE RECIPIENTS If a letter is to be copied to other recipients, note this in the body of the letter or if there are number of recipients, list addresses under the signature block. All addressees should know who has received the letter. 4.9 FIRST PARAGRAPH This should succinctly outline the purpose of the letter. If the letter is responding to correspondence, include: the date of that correspondence the name of its signatory – if different from the addressee for the reply any reference number in the correspondence. This is both a courtesy and speeds handling of the issue. Standard opening sentence:
Thank you for your letter/email of (date) regarding (subject). These rules do not apply to the Chief Minister. For the Chief Minister the word ͚regarding͛ should be replaced with the word ͚about͛ and the date should not be included unless critical to the response.
If the correspondent has already received an interim reply:
I refer to your letter/email of (date) regarding (subject). When the Minister is replying to correspondence referred to by another Minister:
Thank you for your letter/email of (date) to (name and title) regarding (subject). (Name and title) has referred your letter/email to me because this matters falls within my portfolio responsibilities. When the Minister is replying to correspondence that has also been sent to another Minister:
Thank you for your letter/email of (date) regard (subject). I understand that you have also written to (name and title). I am responding on behalf of the ACT Government because this matter falls within my portfolio responsibilities. If a Member of the Legislative Assembly has made a representation to the Minister on behalf of a constituent:
Thank you for your letter/email of (date) on behalf of your constituent, regarding (subject). If the reply is late, the final sentence of the first paragraph is:
I apologise for the delay in responding to you. 4.10 SECOND AND FOLLOWING PARAGRAPHS The Minister͛s position should be clearly stated at the first opportunity/
!dd further information where necessary to justify the Minister͛s position. Stay on topic and provide only relevant contextual background. Do not use jargon. Discuss related issues or further elaborate on the primary issue and include details of work being undertaken within the directorate. Do not pre- empt future government decisions.
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4.11 LAST PARAGRAPH In the last paragraph thank the correspondent again for their letter, or thank them for their interest in the subject or bringing the matter to the Minister͛s attention/
Once again, thank you for bringing your concerns to my attention. Alternatively provide assistance, such as providing a contact officer or link to a website for further information. If providing this information, include the name, telephone number and email address of the contact officer – unless this officer is the letter͛s signatory/ 4.12 SALUTATION Where the name of the addressee is known, the form should be:
Dear Dr Brown Yours sincerely If the name is not known (or there are good reasons for a more impersonal approach) the form is:
Dear Sir/Madam Yours faithfully In most cases, letters addressed to an individual will have more impact. If you do not know the name of the person to whom the letter should go, consider phoning the organisation involved (if there is one) for advice. 4.13 SUBJECT HEADING A concise subject heading will help the reader to identify quickly what the letter is about. If possible, the heading should be easily linked to the heading (if any) of correspondence being replied to. Type the heading using a conventional combination of capitals and lower case, not all capitals. 4.14 SIGN-OFF LINE If the letter spans more than one page, there should be a minimum of one paragraph of text before the closure on the last page. Do not have only the sign off on the last page. 4.15 SIGNATURE BLOCKS For correspondence, place the signatory͛s preferred name below the closure. Use capitals and lower case/ Do not use brackets or bold type/ Include the signatory͛s job title and work unit if not already included in the letterhead.
John Smith Media Manager Media P: 02 62074333 M 0400 00000 www.justice.act.gov.au
If communicating by email, set your signature blocks in Outlook. You can use bold type and use a similar format as above. For more information on the approved signature block visit the ACT Government Design and Branding Guidelines website.
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Internal email signature blocks can be shorter with a name and phone contact.
John Smith Media Manager P: 02 6207 7173 4.16 SHORT LETTERS For letters of a few lines only, strike a balance on the page by inserting a blank space at the top of the page before the file and ministerial numbers. If there are no such numbers, insert the space before the date. 4.17 DOS !ND DON͛TS FOR MINISTERIAL CORRESPONDENCE Do: use a new template each time from the Government branding site check the address for the correspondence check the signature block for your respective Minister͛s function on behalf of which she/he is responding address all points raised in the original correspondence consider the audience, use clear, concise simple language be factual, helpful and courteous, use active tone check for previous correspondence to ensure consistent responses ensure records are made for future reference and link all related correspondence make the Minister aware of relevant history provide brief explanations where appropriate be consistent with government policy use correct and consistent terminology spell out all acronyms when first used re-check and verify all facts check grammar, punctuation and spelling (do not rely on the computer spell check) provide links for further information where appropriate meet your deadlines consult with other areas if needed. Don͛t. miss your deadline change the template use an old template – start a new one instead. date stamp the letter, unless your template asks you to (Minister will date when signing) split names and dates over lines – use the text wrap functionality instead.
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use headings – if headings are needed due to length, use attachments use negative language/tone make assumptions engage in political comment use terms like ͚I am advised that͛ unless the advice has been provided/ The phrase ͚I understand that͛ does not require additional briefing use bureaucratic jargon, excessively long sentences, or provide unnecessary information suggest contacting another ACT Government area – make the connection and provide a coordinated unified response. 4.18 BRIEFS Briefs should be as concise as possible and should not exceed three pages. CRITICAL DATE AND REASON
The critical reason, is simply to provide the Minister with details of why a response should be actioned and signed by a certain date. If there is no specified timeframe, consider a reasonable timeframe for the correspondence to be actioned.
Immediate must only be used for an emergency and urgent is only to be used if the matter is truly urgent. It should not be used to meet a deadline.
For immediate or urgent matters liaise with the Directorate Liaison Officer to ensure the Minister͛s office is prepared/ The Minister͛s office should always be provided sufficient time to receive, process and action the briefing. CONTENT
Issues should be clearly explained in a logical sequence and potential solutions or approaches addressed for progressing the matter. Because paragraphs in briefs are numbered, lists within a brief must be labelled a – z. Do not use bullet points.
Any potential media opportunities or concerns must be identified, as appropriate. A draft media release and talking points should be attached where significant media attention may follow.
For recommendations, if there is only one recommendation the agreed/noted line in bold is included under the recommendation and before the Minister͛s signature/ Where there are multiple recommendations, the agreed/noted line is repeated under each recommendation and before the Minister͛s signature. Always ensure there is suitable space for the Minister to sign the brief. ATTACHMENTS
Attachments are included where necessary (and indicated such as: Attachment A). Always use ͚attachment͛ and not ͚appendix͛/ An attachments table is inserted on the last page of the brief with the heading in bold.
When referring to an attachment with the brief underline it (Attachment A). If referring to multiple attachments, underline the additional letter (Attachment A and B).
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5.0 CITATIONS AND REFERENCES 5.1 BOOKS For books provide the following information in this order: details of authorship-initials first title of book if applicable o title of series o description of words o edition o editor, translator, reviser or compiler o volume number or number of volumes publisher place of publication year of publication page numbers, if applicable.
DJ Jones, The Australian dictionary of acronyms and abbreviations, 4th edn, ALIA Press, Canberra, 1995, pp. 19-21 5.2 PERIODICALS For periodicals-journals, magazines and newspapers-the following information is generally required in this order: authorship details-initials first title of article title of periodical in italics if applicable o title of series o volume number o issue number or other identifier date of publication page number or numbers.
! Tomison, ͚hild abuse and other family violence. findings from a case tracking study͛, Family Matters, no 41, winter, 1995, pp. 33-8
D Light, ͚Grains of sense͛, Australian Gourmet Traveller, November 1999, pp. 29-30, 64 K Towers, ͚Doctor not at fault. coroner͛, Australian, 18 January 2000, p. 3
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5.3 COURT DECISIONS For court decisions, the following information is required in the following order: full name of the case in italics year of judgment (in square brackets if volume number is not cumulative or if there is no volume number as in a media neutral citation from a court itself) volume number (if appropriate) name of the law reports series (abbreviated) page number on which the report begins.
When a specific page reference is necessary, the word ͚at͛ is conventionally used instead of ͚p/͛ (the abbreviation for ͚page͛)/ McLaurin v Federal Commissioner of Taxation (1961) 104 CLR at 381 Courts have adopted the practice of numbering their reasons for a decision, so that they can be cited without reference to a particular law reports series: eg ͚[2001\ H! 12͛ is the twelfth decision of the High Court of Australia for 2001. These citations should be used whenever possible, in addition to a reference to a law report series if there is one. If a quotation is taken from a report, give the full citation, followed by a comma and the page reference for the quotation or (if the report has paragraph numbers) the paragraph number of the quotation in square brackets. McLaurin v Federal Commissioner of Taxation (1961) 104 CLR 381, 388 Henville v Walker [2001] HC 52; 206 CLR 459, 469 [14]-[15] Commissioner of Taxation (Cth) v Maddalena (1971) 45 ALRF 426; 2 ATR 541 Abbott v Transport Accident Commissioner [1991] 2 VR 116 5.4 LEGISLATION The first reference to legislation in a document should give the formal name, which must be cited exactly with no changes of spelling or capitalisation, and with any brackets in the right place.
The citation should include the jurisdiction, in brackets and not italicised, if this is not clear from the context/ Use the following abbreviations. ͚wlth͛, ͚NSW͛, ͚Vic͛, ͚Qld͛, ͚W!͛, ͚S!͛, ͚Tas͛, ͚!T͛ and ͚NT͛/
Use regular font for references to the legislation of other countries. Indicate the jurisdiction in brackets if this is not clear from the context.
The Sale of Foods Act 2000 (UK) For Commonwealth, State and Territory Bills the formal citation, including the date, is in regular font. Crimes (Serious and Organised Crime) Legislation Amendment Bill 2016 Walsh Bay Development (Special Provisions) Bill 1999 (NSW) Police Powers and Responsibilities (DNA) Amendment Bill 2002 (Qld) For Commonwealth, State and Territory Acts the formal citation, including the date, is in italics. Do not place a comma between the title and the year Human Rights Act 2004 Environment Protection (Impact of Proposals) Act 1974 (Cwlth)
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Cascade Brewery Co Ltd (Shareholders Trust) Act 1981 (Tas) For Commonwealth, State and Territory Regulations the formal citation, including the date, is in italics. Work Health and Safety Regulation 2011 Family Law (Superannuation) Regulations 2001 (Cwlth) Electoral Regulations 2002 (Vic) When citing other subordinate legislation such as disallowable instruments, follow the style used in the relevant instrument. 5.5 A WEB SITE The following information is required for citing a web site: author-the person or organisation responsible for the site site date-the date the site was created or last revised name and place of the sponsor of the source date of viewing the source URL.
Department of Finance and Administration 2001, Department of Finance Administration, Canberra, viewed 7 August 2001, http://www.financegov.au.
International Narcotics Control Board 1999, United Nations, viewed 1 October 1999, http://www.incb.org. 6.0 REVIEW This guide should be reviewed within two years of approval, or as required.
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PROPERTIES
AMENDMENT HISTORY
Version No Issue Date Details Author
1.0 November 2016 Finalisation JACS Media
1.1 February 2017 New content added JACS Media 1.2 April 2017 Further revisions Danielle Krajina DETAILS
Document Properties Approval Details
Guideline Name: JACS Style Guide Guideline Number: JACS Guide 31 Guideline Type: Communications Custodian: Chief Operating Officer Guideline Advisor: JACS Communications Manager Branch Responsible for the Guideline: Office of the Chief Operating Officer Stakeholders: All JACS Employees
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Government House Canberra ACT 2600
25 September 2007
THE ORDER OF WEARING AUSTRALIAN HONOURS AND AWARDS
The Governor-General notifies for general information the positioning of the wearing of Australian Orders, Decorations and Medals. This notification incorporates the positioning of the following awards: the Afghanistan Medal (notified in Special Gazette No. S422 of 22 October 2004); the Iraq Medal (notified in Special Gazette No. S421 of 22 October 2004); and the Australian Defence Medal (notified in Special Gazette No. S48 of 30 March 2006).
The Schedule, together with the Annexes to the Schedule, incorporates the new positioning of these awards and supersedes that notified in Commonwealth of Australia Gazette No. S101 of 4 April 2002.
Honours and Awards listed in the Schedule and Annexes in BOLD print are:
• those within the Australian System of Honours and Awards;
• those conferred by The Sovereign in exercise of the Royal Prerogative;
• those within the Order of St John; and
• foreign awards, the acceptance and wearing of which have been authorised by the Governor-General. - all imperial British awards made to Australian citizens after 5 October 1992 are foreign awards and should be worn accordingly.
Those Honours and Awards listed in the Schedule and Annexes in UNBOLDED print are Imperial awards.
1 44
THE ORDER OF WEARING AUSTRALIAN HONOURS AND AWARDS
THE SCHEDULE
VICTORIA CROSS (1) VC George Cross GC CROSS OF VALOUR CV KNIGHT/LADY OF THE GARTER KG/LG KNIGHT/LADY OF THE THISTLE KT/LT Knight/Dame Grand Cross of the Order of the Bath GCB ORDER OF MERIT OM KNIGHT/DAME OF THE ORDER OF AUSTRALIA (2) AK/AD Knight/Dame Grand Cross of the Order of St Michael and St George GCMG KNIGHT/DAME GRAND CROSS OF THE ROYAL VICTORIAN ORDER GCVO Knight/Dame Grand Cross of the Order of the British Empire GBE COMPANION OF THE ORDER OF AUSTRALIA AC Companion of Honour CH Knight/Dame Commander of the Order of the Bath KCB/DCB Knight/Dame Commander of the Order of St Michael and St George KCMG/DCMG KNIGHT/DAME COMMANDER OF THE ROYAL VICTORIAN ORDER KCVO/DCVO Knight/Dame Commander of the Order of the British Empire KBE/DBE Knight Bachelor (NB: Confers title of “Sir” - no postnominals) OFFICER OF THE ORDER OF AUSTRALIA AO Companion of the Order of the Bath CB Companion of the Order of St Michael and St George CMG COMMANDER OF THE ROYAL VICTORIAN ORDER CVO Commander of the Order of the British Empire CBE STAR OF GALLANTRY SG STAR OF COURAGE SC Companion of the Distinguished Service Order DSO DISTINGUISHED SERVICE CROSS DSC MEMBER OF THE ORDER OF AUSTRALIA AM LIEUTENANT OF THE ROYAL VICTORIAN ORDER LVO Officer of the Order of the British Empire OBE Companion of the Imperial Service Order ISO MEMBER OF THE ROYAL VICTORIAN ORDER MVO Member of the Order of the British Empire MBE CONSPICUOUS SERVICE CROSS CSC NURSING SERVICE CROSS NSC Royal Red Cross (1st Class) RRC Distinguished Service Cross DSC
2 45
The Schedule (continued)
Military Cross MC Distinguished Flying Cross DFC Air Force Cross AFC Royal Red Cross (2nd Class) ARRC MEDAL FOR GALLANTRY MG BRAVERY MEDAL BM DISTINGUISHED SERVICE MEDAL DSM PUBLIC SERVICE MEDAL PSM AUSTRALIAN POLICE MEDAL APM AUSTRALIAN FIRE SERVICE MEDAL AFSM AMBULANCE SERVICE MEDAL ASM EMERGENCY SERVICES MEDAL ESM MEDAL OF THE ORDER OF AUSTRALIA OAM ORDER OF ST JOHN (3) Distinguished Conduct Medal DCM Conspicuous Gallantry Medal CGM Conspicuous Gallantry Medal (Flying) CGM George Medal GM CONSPICUOUS SERVICE MEDAL CSM AUSTRALIAN ANTARCTIC MEDAL (4) AAM Queen's Police Medal for Gallantry QPM Queen's Fire Service Medal for Gallantry QFSM Distinguished Service Medal DSM Military Medal MM Distinguished Flying Medal DFM Air Force Medal AFM Sea Gallantry Medal SGM Queen's Gallantry Medal QGM ROYAL VICTORIAN MEDAL RVM British Empire Medal BEM Queen's Police Medal for Distinguished Service QPM Queen's Fire Service Medal for Distinguished Service QFSM COMMENDATION FOR GALLANTRY COMMENDATION FOR BRAVE CONDUCT Queen's Commendation for Brave Conduct COMMENDATION FOR DISTINGUISHED SERVICE War medals, campaign medals, active service medals and service medals (see Annex 1) POLICE OVERSEAS SERVICE MEDAL (5) HUMANITARIAN OVERSEAS SERVICE MEDAL (5) CIVILIAN SERVICE MEDAL 1939-1945 Polar Medal Imperial Service Medal Coronation, Jubilee, Remembrance and Commemorative medals (in order of date of receipt) (see Annex 2)
3 46
The Schedule (continued)
DEFENCE FORCE SERVICE MEDAL RESERVE FORCE DECORATION RFD RESERVE FORCE MEDAL DEFENCE LONG SERVICE MEDAL NATIONAL MEDAL AUSTRALIAN DEFENCE MEDAL AUSTRALIAN CADET FORCES SERVICE MEDAL CHAMPION SHOTS MEDAL Long Service Medals (6) ANNIVERSARY OF NATIONAL SERVICE 1951-1972 MEDAL Independence and Anniversary Medals (in order of date of receipt) Foreign Awards (in order of date of authorisation of their acceptance and wearing)
By His Excellency’s Command
Malcolm Hazell Official Secretary to the Governor-General
4 47
The Schedule (continued)
Notes:
1. Refers to the Imperial Victoria Cross and the Victoria Cross for Australia.
2. Provision for further awards at this level within the Order of Australia was removed by Her Majesty The Queen on 3 March 1986 on the advice of the Prime Minister.
3. Listed to indicate where any awards within the Order of St John should be worn; however, the Service Medal of the Order of St John should be worn as a Long Service Medal after all other Imperial Long Service awards. Post-nominals within the Order of St John are not recognised as notified in the Governor-General’s media release of 14 August 1982.
4. The Australian Antarctic Medal was known as the Antarctic Medal until 18 December 1997.
5. Clasps to these medals should be worn on the ribbon in order of date of receipt commencing from the bottom of the ribbon.
6. Includes Imperial efficiency and long service awards.
General Notes:
The Unit Citation for Gallantry, the Meritorious Unit Citation and the Group Bravery Citation are not positioned in The Order of Wearing Australian Honours and Awards. For members of uniformed services, they should be worn in accordance with the dress rules of the particular Service concerned. Civilian personnel awarded the Group Bravery Citation should wear the insignia on the left lapel or left breast. Should other honours or awards have been awarded, the Group Bravery Citation should be worn centrally, approx 10mm above these.
The insignia for The Queen’s Commendation for Brave Conduct is worn directly on the coat after any medal ribbons.
The Mention in Despatches is an Imperial award. It is not positioned in the Order of Wearing Australian Honours and Awards. The Department of Defence provides advice on the wearing of the emblem.
5 48
Annex 1 to Schedule on the Order of Wearing Australian Honours and Awards
WAR MEDALS, CAMPAIGN MEDALS, ACTIVE SERVICE MEDALS AND SERVICE MEDALS (1901 onwards)
South African War
Queen’s South Africa Medal King’s South Africa Medal
World War I
1914 Star 1914-15 Star (1*) British War Medal Mercantile Marine War Medal Victory Medal
Naval General Service Medal 1915-62 (2* & 3*) General Service Medal 1918-62 (2* & 3*)
World War II
1939-45 Star Atlantic Star (4*) Air Crew Europe Star (4*) Africa Star Pacific Star (5*) Burma Star (5*) Italy Star France and Germany Star (4*) Defence Medal War Medal, 1939-45 AUSTRALIA SERVICE MEDAL 1939-45
Post-World War II
AUSTRALIAN ACTIVE SERVICE MEDAL 1945-1975 (3*) Korea Medal United Nations Service Medal for Korea (6*)
Naval General Service Medal 1915-62 (2* & 3*) General Service Medal 1918-62 (2* & 3*) General Service Medal 1962 (3*)
VIETNAM MEDAL VIETNAM LOGISTIC AND SUPPORT MEDAL (7*)
6 49
Annex 1 (continued)
AUSTRALIAN ACTIVE SERVICE MEDAL (3*) INTERNATIONAL FORCE EAST TIMOR MEDAL AFGHANISTAN MEDAL IRAQ MEDAL AUSTRALIAN SERVICE MEDAL 1945-1975 (3*) AUSTRALIAN SERVICE MEDAL (3*) RHODESIA MEDAL
Notes:
1*. Recipients of the 1914 Star are not eligible for the award of the 1914-15 Star.
2*. The order of wearing of the Naval General Service Medal 1915-62 and General Service Medal 1918-62 (Army and Air Force) will vary from person to person depending on when the person earned the first clasp. If the first clasp relates to service between World War I and World War II, the medals should be worn immediately after World War I war medals. If the first clasp relates to service after 2 September 1945, the medals should be worn immediately after the United Nations Service Medal for Korea.
3*. Clasps to these medals should be worn on the ribbon in order of date of receipt.
4*. Only one of these three Stars could be awarded to an individual. Should a person have qualified for two of these awards, the Star first earned is worn with the Clasp of the second Star. Only one Star and one Clasp may be worn even if the person qualified for all three Stars.
5*. Only one of these two Stars could be awarded to an individual. Should a person have qualified for both the Pacific Star and the Burma Star, the Star first earned was awarded together with the appropriate Clasp denoting the service that would have qualified for the other Star.
6*. Uniquely, although a foreign award, the United Nations Service Medal for Korea is worn immediately after the Korea Medal. All other foreign awards for which official permission has been given to accept and wear are worn as Foreign Awards.
7*. A person who has been awarded the Vietnam Medal, or who is eligible for the award of the Vietnam Medal, is not eligible for the award of the Vietnam Logistic and Support Medal. These medals are of equal status.
7 50
Annex 2 to Schedule on the Order of Wearing Australian Honours and Awards
CORONATION MEDALS, JUBILEE MEDALS, REMEMBRANCE MEDALS AND COMMEMORATIVE MEDALS (1901 onwards)
KING EDWARD VII’s CORONATION MEDAL KING GEORGE V’s CORONATION MEDAL KING GEORGE V’s SILVER JUBILEE MEDAL KING GEORGE VI’s CORONATION MEDAL QUEEN ELIZABETH II’s CORONATION MEDAL QUEEN ELIZABETH II’s SILVER JUBILEE MEDAL 80th ANNIVERSARY ARMISTICE REMEMBRANCE MEDAL AUSTRALIAN SPORTS MEDAL CENTENARY MEDAL
8 51
CHIEF OFFICER'S MANUAL
for the
NATIONAL MEDAL
FOURTH EDITION JUNE 2011 52
Disclaimer: This Manual has been produced by the Awards and Culture Branch of the Department of the Prime Minister and Cabinet, Canberra, Australia to assist the chief officers of organisations eligible for the National Medal.
The regulations for the National Medal were last amended with effect from 20 April 2011. This Manual should be read in conjunction with those regulations. Nothing in this Manual shall be read as entitling any organisation to be determined for the National Medal or any person to receive an entitlement to the award of the National Medal or a clasp to the National Medal.
For further information, contact the Awards and Culture Branch in the Department of the Prime Minister and Cabinet (see Annex 6).
CHIEF OFFICERS’ MANUAL for the NATIONAL MEDAL
First Edition July 2000 Second Edition November 2001 (Amended) May 2002 (Amended) March 2003 Third Edition December 2006 Fourth Edition April 2011 (Amended) February 2019 53
Table of contents
1 Introduction ...... 1
1.1 Background ...... 1
1.2 History of eligible service ...... 2
2 Approved Organisations for the National Medal ...... 4
2.1 Service Organisations, which meet the criteria of Government Organisations ...... 4
2.2 Approved Government Organisations (Part 3 of the Regulations) .. 4 2.2.1 How Government Organisations become Approved Government Organisations ...... 5
2.3 Approved Voluntary Organisations (Part 4 of the Regulations) ...... 6 2.3.1 How Voluntary Organisations become Approved Voluntary Organisations .....6 2.3.2 Obligations of Approved Voluntary Organisations ...... 8
3 Award of the Medal and clasp...... 10
3.1 Key concepts governing the award of the Medal or clasp ...... 11 3.1.1 Primary Function ...... 11 3.1.2 Eligible service with approved organisations – first date of service or period of service ...... 11 3.1.3 Approval dates for organisations ...... 12 3.1.4 Aggregation of service ...... 12 3.1.5 Award of clasps to the Medal ...... 12 3.1.6 Recommendation of Chief Officer...... 13 3.1.7 Definition of “Eligible Service” ...... 13 3.1.8 Determination of Length of Eligible Service ...... 13
3.2 Periods of Service with the Australian Defence Force ...... 14 3.2.1 Regulation 19: Defence service before 20 April 1982 ...... 15 3.2.2 Regulation 20: Those who have left the Defence Force and joined an approved organisation for the National Medal in a capacity which is eligible service ...... 16 3.2.3 Regulation 21: Election that all efficient/qualifying defence service shall be counted towards the National Medal...... 18 3.2.4 Simultaneous service in the Defence Force and in another approved organisation...... 19 3.2.5 Regulation 23: Service by secondee from foreign service organisation ...... 20
3.3 Service in pre-independence Papua New Guinea ...... 21
4 How to recommend a person for the award of the Medal or clasp .... 22
4.1 Privacy requirements ...... 23 4.1.1 Privacy Declaration ...... 23
5 Cancellation and restoration of awards ...... 24 54
6 Chief Officer's obligations ...... 24
7 Other honours ...... 26
Annexes ...... 27
Annex 1 How to apply to become an Approved Government Organisation 28
Annex 2 How to apply to become an Approved Voluntary Organisation ..... 31
Annex 3 How to submit a Schedule of Nominations for the National Medal or clasp...... 38
Annex 4 Privacy declaration and principles...... 42
Annex 5 Defence Service and the National Medal ...... 45
Annex 6 Important Contacts...... 47
Annex 7 The National Medal insignia, and when and how to wear it ...... 48 55
1 Introduction
1.1 Background
The National Medal was established on 14 February 1975 as one of the original elements of the distinctive Australian system of honours and awards. The Medal recognises long and diligent service in organisations that protect life and property at some risk to their members. Many, but not all, eligible groups are uniformed. The Medal is awarded to persons for long service in eligible organisations who fulfil the „primary function‟ (see 3.1.1, below) and meet other criteria. Fifteen years eligible service is necessary to qualify for the Medal. Clasps are available for each additional 10-year period.
The National Medal replaced a number of long service and good conduct awards issued to the Australian Defence Force (ADF), Australian police forces and fire services under the Imperial system of honours. Imperial long service and good conduct awards are still worn and are recognised in The Order of 1 Wearing Australian Honours and Awards.
The number of civilian groups eligible for the National Medal has gradually increased since the Medal's inception. Service with the ADF, which was originally recognised through the National Medal, is now recognised through distinct defence long service awards. However, in some circumstances, ADF service can still be counted towards the National Medal (see 3.2, below).
The original regulations introduced on 14 February 1975 have been amended on five occasions. The current regulations, approved on 20 April 2011, revoke the old regulations in their entirety but anything lawfully done under previous versions of the regulations is not affected.
This edition of the Chief Officer‟s Manual was produced principally to address the changes to eligibility introduced in 2011 (outlined in 1.2 below). In addition to those changes, the provisions dealing with approval dates were consolidated in regulation 2. This resulted in a re-numbering of regulations from regulation 6 onwards, and this edition of the Manual also takes account of those changes. Officers administering the Medal should carefully check the citation of regulation numbers, particularly those relating to powers to recommend awards and eligibility requirements. Finally, the opportunity was taken to improve the clarity of provisions dealing with the award of clasps (regulation 15) and chief officer arrangements (regulations 2(8), 2(9) and 16).
1 See Commonwealth of Australia Special Gazette No. S. 101 of Thursday, 4 April 2002. Also available through the Australian honours website, www.itsanhonour.gov.au. 56
1.2 History of eligible service
14 February 1975
The Medal was created and the following organisations were recognised: • the ADF • Australian police forces • Australian fire services • Australian ambulance services.
20 April 1982
• The Medal was no longer awarded for purely ADF service. Prior continuous defence service or defence service continuous with other eligible service, prior to 1982, remained eligible provided it had not been used to qualify for a defence long service award. Non-continuous periods of defence service after 1982 were eligible, again, provided it had not been used to qualify for a defence long service award. • Volunteer and part-time service with eligible groups was confirmed as eligible service for the Medal. • The requirement for continuous periods of non-defence service was replaced by a provision allowing separate periods of service to be aggregated.
1 April 1986
• The Australian Protective Service became an eligible service organisation (at that time it became a separate entity to the Australian Federal Police, and service with that separate entity remains eligible service).
30 April 1987
• Correctional services and emergency services became eligible service organisations.
18 June 1999:
• Existing eligible organisations („service organisations‟) continued to be eligible. • Provision was made for government organisations that are similar to service organisations and which meet the standard for the Medal to be determined as approved organisations by the Governor-General on the advice of the Minister. (Part 3 of the regulations.) • Volunteer search or rescue organisations that satisfy the Medal regulations can be determined as approved volunteer organisations by the Governor- General on the advice of the Minister. (Part 4 of the regulations.) 57
• The requirement that ADF service prior to 20 April 1982 be continuous to be counted for the National Medal was removed, allowing broken periods of 2 ADF service prior to that date to be aggregated. • The circumstances allowing Defence service prior to 20 April 1982 to earn both a defence long service award and the National Medal in certain 3 circumstances were codified.
20 April 2011
Provision was made to:
• allow government organisations which do not enforce laws to be approved, 4 e.g. government search and rescue services;
• allow periods of service by any foreign secondee or exchangee, with an approved organisation, to count towards the Medal (previously only service 5 by persons from Commonwealth countries could use such service);
• make clear that psychological trauma alone is sufficient to qualify for the Medal;6 and
• extend eligibility to pre-1973 service by former members of the Field Constabulary of the Royal Papua New Guinea Constabulary (Kiaps), to bring recognition into line with pre-existing eligibility arrangements for 7 former members of the Regular Constabulary.
An up to date list of currently eligible groups is on the National Medal page of the Australian honours website www.itsanhonour.gov.au, under “More Information”.
2 See regulation 19. 3 See regulations 19, 20, 21 and 23. Annex 5 summarises the eligible circumstances. 4 See regulation 5(a)(ii). 5 See regulation 23. 6 See regulations 5(b) and 10(1)(c) and the note following regulation 17(1). 7 See regulation 22. 58
2 Approved Organisations for the National Medal
There are three classifications of approved organisations in which service is eligible for the Medal: service organisations, approved government organisations, and approved voluntary organisations. These are defined below. Only those members of approved organisations who undertake the „primary function‟ and satisfy other eligibility criteria8 qualify for the Medal.
2.1 Service Organisations, which meet the criteria of Government Organisations
Service organisations are defined and specified in regulation 2. They are:
9 • Australian ambulance services • Australian correctional services • Australian emergency services • Australian fire services • Australian police forces 10 • the Australian Protective Service
Only those service organisations which meet the criteria of „government organisations‟11 qualify for the Medal. For example, if a state‟s volunteer rural fire service conforms to the definition of „government organisation‟, its members in the primary function can accrue eligible service for the Medal.
Service by commercial contractors to the government (who provide, for example, fire, ambulance or correctional services) is not eligible service, 12 except where a contractor is itself 100 per cent government-owned. Non-profit organisations operating under an arrangement with a government are eligible to be service organisations; for example, the public ambulance services provided by St John Ambulance Australia under arrangements with 13 state or territory governments.
2.2 Approved Government Organisations (Part 3 of the Regulations)
Persons can earn eligible service in organisations that both meet the test of government organisations and show that their service conditions equate to those of service organisations. The Governor-General can determine, on the
8 See regulation 17. 9 The public ambulance operations of the Priory in Australia of the Order of St John of Jerusalem and of its successor, St John Ambulance Australia, are included in this description, although a different approval date is specified for the latter in regulation 2(3). The public ambulance operations of this organisation only exist in some Australian states and territories. 10 Although the Australian Protective Service was integrated with the Australian Federal Police on 1 July 2004, service with the Australian Protective Service as a separately defined entity is still eligible service. 11 Defined at regulation 2. 12 See paragraph (e) of the definition of „government organisation‟ at regulation 2. 13 See paragraph (d) of the definition of „government organisation‟ at regulation 2. 59
advice of the Minister, that an organisation which meets these criteria is an 14 „approved government organisation‟.
The criteria15 require that the government organisation be similar to a service organisation in that:
(a) the primary function of the organisation is to:
(i) enforce the law in order to protect persons or property; or
(ii) provide in Australia, in times of emergency or natural disaster:
(A) physical assistance to persons through search or rescue; or
(B) physical assistance to protect property or the environment; and
(b) some or all of the members of the organisation are exposed to the risk of death, injury or trauma (including psychological trauma) in the course of performing that primary function.
Those members of an approved government organisation who perform the primary function and meet the other eligibility criteria can count their eligible service towards the National Medal. Service prior to the determination of the 16 organisation may be credited in certain circumstances.
At least some of the members of the organisation must, in the course of performing the primary function, be exposed to the risk of death, injury or trauma. Service of this type is eligible service in all approved organisations. An organisation (or relevant part of it) cannot be approved for the Medal unless at least some of the members meet this criterion.
2.2.1 How Government Organisations become Approved Government Organisations
Government organisations may be approved for the Medal by class or on an individual basis. It is expected that in most cases the former will apply, as similar bodies which operate in all states and territories will usually be evaluated together. Determination of government organisations will only be contemplated when supported by the relevant Federal, state or territory minister(s) or by, or on behalf of, a Ministerial Council. When similar bodies operate in all states and territories, it is expected that a single application would be lodged on behalf of them all.
In evaluating an application, consideration is given to how closely the conditions of service in performing the primary function equate to those in service organisations already qualified for the Medal.
14 „approved government organisation‟ is defined at regulation 2. Determinations are made under regulation 4. 15 See regulation 5. 16 See regulations 2(6) and 18(4). 60
It is suggested organisations make preliminary contact with the Awards and Culture Branch (see Annex 6) before they make a submission in the form outlined at Annex 1.
2.3 Approved Voluntary Organisations (Part 4 of the Regulations)
Voluntary organisations17 that are incorporated in Australia and undertake search and/or rescue functions in Australia may be determined by the Governor-General, on the advice of the Minister, as approved voluntary organisations for the purposes of the National Medal.
2.3.1 How Voluntary Organisations become Approved Voluntary Organisations
Voluntary organizations can be determined as „approved voluntary organisations‟ if they have the primary function to provide, in Australia, in times of emergency or natural disaster:
(a) physical assistance to persons through search or rescue; or
18 (b) physical assistance to protect property or the environment.
Those members of approved voluntary organisations who perform the „primary function‟ and meet the other eligibility criteria19 can count their eligible service towards the National Medal. Service prior to the determination of the 20 organisation may be credited in certain circumstances.
Not all of a voluntary organisation needs to be a search or rescue organisation for it to become an approved voluntary organisation. Members who, in performing the search or rescue function, are exposed from time to time to the risk of death, injury or trauma undertake eligible service. It is service by these persons in this part of the organisation that is approved in a determination by 21 the Governor-General.
An appropriate person from the organisation should contact the Awards and Culture Branch (see Annex 6) to discuss the requirements for approval before making a submission in the form outlined at Annex 2. Where an organisation is a member of a peak voluntary rescue association or similar body it may be helpful for it to consult that peak body before submitting an application. It is not necessary for each branch of an organisation to apply for approval. Where an organisation has coverage across a state and operates a local district structure, application for approval should be sought for the organisation as a whole; districts do not need to apply separately. An organisation which is national can apply on behalf of the whole organisation.
17 See the definition at regulation 2. 18 „approved voluntary organisation‟ is defined at regulation 2. Determinations are made under regulation 9. The requirements are specified in regulation 10. 19 See regulation 17. 20 See regulations 2(7) and 18(4). 21 See regulation 10(1)(c). 61
To be eligible a voluntary organisation must:
22 • be a non-profit organisation, and not be a government organisation.
The receipt of a grant-in-aid from a government, sponsorship or fees-for- service does not preclude a voluntary organisation from being eligible to be approved for the Medal so long as its charter is not-for-profit.
23 • have a corporate existence.
The organisation must be registered in Australia as a company, association, society, charity or under a royal charter and must issue an annual report and have audited accounts.
• be recognised by the Commonwealth, or a state or territory government as a voluntary organisation that responds in times of emergency in respect of the functions outlined above.
The home state or territory government is the appropriate body to provide recognition to an organisation. Search or rescue organisations with a national focus should, in the first instance, contact the Awards and Culture Branch for advice. (See Annex 6.)
Recognition by government may vary from formal registration with a state rescue board as in New South Wales (although not all groups registered will necessarily meet the criteria for the Medal) to a formal arrangement with a police force to conduct maritime search or rescue work or participation in a state disaster and emergency planning arrangement. Recognition is an essential pre-requisite for approval for access to the Medal.
• have terms of membership for those performing the primary function that require the organisation or the Commonwealth or a state or territory government to insure, compensate or indemnify those members in respect 24 of the performance of their search or rescue functions.
• maintain a training regime sufficient to ensure that the members who 25 perform the primary function are fit for their duties.
An applicant organisation should be able to demonstrate that a training regime is operative and that records of training are maintained.
22 This is specified in the definition of „voluntary organisation‟ in regulation 2. 23 This is also specified in the definition of „voluntary organisation‟ in regulation 2. 24 See regulation 10(1)(d). 62
26 • have a responsible person to perform the duties of a chief officer.
The chief officer will usually be the chief executive officer or the person occupying the highest office in the organisation. A voluntary organisation may specify another member of the organisation or appoint an external person (for example, a member of a peak voluntary rescue association) to perform this function. In this case, the name of the person discharging the chief officer‟s functions must be notified to the Registrar of National Medals. (See Annex 6.)
The chief officer is responsible for ensuring that the organisation meets and continues to meet the Medal criteria, nominating eligible persons for the Medal and clasp and keeping records of members‟ service. (See 4 and 6, below, and Annex 3.)
• maintain records sufficient for the chief officer to meet the obligations that these regulations place on the organisation.27 (See 6, below).
The records maintained by the organisation must be adequate to enable the chief officer to certify recommendations to the Governor-General for the award of Medals and clasps. Records may be audited to ensure compliance, and recommendations which are not sustained by appropriate records may result in awards being cancelled and place the 28 approval of the organisation at risk.
A voluntary organisation which seeks to become an approved voluntary organisation for the Medal should, after consulting the Awards and Culture Branch (see Annex 6), make a submission to the Branch, providing the information outlined at Annex 2.
The organisation will be advised as soon as possible as to the outcome of its application or if further information is required. Where successful, a determination will be signed by the Minister, recommending to the Governor-General that the organisation be approved. Approved bodies will be gazetted from time to time by the Registrar of National Medals.
2.3.2 Obligations of Approved Voluntary Organisations
Approved voluntary organisations that cease to exist or cease to perform the primary function can be declared as no longer approved.29 Eligible service earned with the organisation while it was approved remains valid. An organisation which changes its name, but otherwise retains its functions and structure, must advise the Awards and Culture Branch (see Annex 6) of such
26 See regulation 10(1)(g). 27 See regulation 10(1)(f). 28 Regulation 10(1)(h) requires an approved voluntary organisation to allow access to its premises and records by the Minister or the Minister‟s delegate. Regulation 24 provides the power for the Governor- General to cancel an award of the Medal. Regulation 28 provides that the Governor-General may revoke a determination for an approved government or voluntary organisation. 29 See regulation 11. 63
a change. A name change can be made without altering the organisation‟s 30 eligibility for the Medal.
Organisations which fail to maintain the standards required to be an approved voluntary organisation or which nominate ineligible persons for the Medal or clasp can have their approval terminated and awards cancelled.31 The Australian Government reserves the right to undertake audits of records to 32 ensure an organisation is meeting its responsibilities as an approved body.
The organisation must notify the Registrar of National Medals of the name of the chief officer if this is other than the head of the organisation.33 The Registrar should be advised when there is a change.
30 See regulation 12. 31 See regulations 24 and 28. 32 See regulation 10(1)(h). 33 See regulation 2(9)(b). 64
3 Award of the Medal and clasp
The calculation of service for a candidate for the Medal or clasp can be complex, especially where the person concerned has service in more than one organisation.
The Awards and Culture Branch or the Registrar of National Medals (see Annex 6) will, upon written request by a chief officer or individual member, provide assistance in calculating a person‟s eligible service, but responsibility for making or not making a recommendation for an award 34 lies with the chief officer.
It is the chief officer‟s responsibility to decide if a person's service meets the requirements of diligence, training and performance of the primary function. The Governor-General cannot override a chief officer's refusal to recommend the award of the Medal or clasp and has no authority to adjudicate disputes about whether service was eligible service. The Australian Honours and Awards Secretariat at Government House (hereinafter referred to as “Government House”) is not, however, obliged to act on a recommendation if there is doubt about the nomination.
A person must meet certain threshold conditions before they can be recommended for an award of the Medal or a clasp. These are set out in regulations 14 and 15, and must be read in conjunction with regulations 17 and 18.
A person can count all of his or her eligible service which occurred on and after the date each of the organisations in which they served became an approved organisation. In addition, a person who serves in an approved organisation on or after the date it is approved can count all their eligible service in that organisation prior to its approval, subject to any determinations that may have been made specifying the first day of service or the period of eligible service for an organisation.35 This is discussed at 3.1.2, below.
A period of service which ended before the approval date of an organisation can be counted only if it is aggregated with a period of service with another organisation which includes at least one day on or after that second organisation‟s approval date. The rule is that at least one day of eligible service in at least one of the organisations a person has served must have occurred on or after that organisation‟s approval date. If this is the case, all service with all organisations on or after the earliest date of service for each organisation can be counted.
The Registrar of National Medals maintains the formal Register of Approved Organisations for the National Medal. 36 A list of currently eligible organisations, and their eligibility dates, is available on the National Medal
34 See regulation 16. 35 See regulation 18(4). 36 See regulation 27. 65
page of the Australian honours website www.itsanhonour.gov.au under “More Information”.
3.1 Key concepts governing the award of the Medal or clasp
3.1.1 Primary Function
The term „primary function‟ refers to that part of the organisation with members who undertake activities that are eligible service for the National Medal.37 It does not necessarily mean that all or even most of the organisation must be devoted to such activities.
The „primary function‟ for service organisations and approved government organisations is defined at regulation 5(a) as follows:
(a) to enforce the law in order to protect persons or property; or
(b) to provide in Australia, in times of emergency or natural disaster:
(i) physical assistance to persons through search or rescue; or
(ii) physical assistance to protect property or the environment.
The „primary function‟ for approved voluntary organisations is defined at regulation 10(1)(a) as follows:
to provide in Australia, in times of emergency or natural disaster:
(i) physical assistance to persons through search or rescue; or
(ii) physical assistance to protect property or the environment.
Members of eligible organisations who do not perform the primary function do not accrue qualifying time for the Medal. This is because they are not trained and duty-bound to perform the tasks and face the hazards that their eligible colleagues do. Examples of ineligible members in eligible organisations include, but are not limited to, administration officers and auxiliary (e.g. fund-raising) members.
3.1.2 Eligible service with approved organisations – first date of service or period of service
Regulation 18(4)(a) allows for a determination of an approved government organisation or approved voluntary organisation to specify the first date on which eligible service can be counted.
Regulation 18(4)(b) allows a period to be specified within which eligible service may be counted. This could apply to an organisation that had ceased to exist before it was approved.38 Generally it will be used where it is
37 See regulations 5(a), 10(1)(a) and 17. 38 This is provided for by regulation 9(2). 66
necessary to approve a predecessor organisation for the Medal. Organisations which have ceased to exist can only be determined if they were still in existence on or after 30 April 1987. Service prior to approval in such organisations may be aggregated subject to any determinations under regulations 4 or 9.
3.1.3 Approval dates for organisations
The approval date for an organisation is one of the factors which determine whether a person is eligible to be awarded the National Medal. At least one day of a person‟s service must be on, or after, the organisation‟s approval 39 date.
The approval dates for the „service organisations‟ are set out in regulations 2(2) to 2(5). They are:
Organisation Approval date an Australian police force 14 February 1975 an Australian fire service 14 February 1975 an Australian ambulance service 14 February 1975 the Australian Protective Service 1 April 1986 an Australian correctional service 30 April 1987 an Australian emergency service 30 April 1987 the ambulance operations of the Priory in Australia 14 February 1975 of the Order of St John of Jerusalem the ambulance operations of St John Ambulance 1 January 1987 Australia
The approval date for approved government organisations and approved voluntary organisations is the date mentioned in the determination or, if no approval date is mentioned, the date of the determination.40 An approval date for these organisations cannot be earlier than 30 April 1987.
3.1.4 Aggregation of service
Regulations 14(a)(ii) and 15(2)(a)(ii) provide for broken periods of service or service in different organisations to be added together and counted towards the Medal or clasp.
3.1.5 Award of clasps to the Medal
Regulation 15 provides that a person who has been awarded the National Medal may be awarded a clasp to the Medal for each 10-year period of service beyond the original 15 years.
39 See regulation 14(b)(ii). Regulation 14(b)(i) also provides that at least one day of a person‟s service must be on, or after, 14 February 1975 (the date on which the National Medal was established). 40 See regulations 2(6) and 2(7). 67
3.1.6 Recommendation of Chief Officer
Regulation 16 provides that only the chief officer of the approved organisation can recommend a person for the Medal or a clasp. Where service in more than one organisation is aggregated to achieve the award, the chief officer who is to make the nomination must be satisfied that the earlier service was 41 eligible service.
Regulation 16(1)(b) allows a recommendation to be made by the chief officer of a successor organisation to that in which the applicant for the award last served. This need might arise where a person seeks recognition some time after completing service, and in the intervening period the organisation has changed its name.
Pursuant to regulation 16(1)(c), an award of the Medal or a clasp under regulation 19 can only be recommended by the Chief of the Defence Force or delegate. Regulation 16(1)(d) makes the same arrangement if required under regulation 21. See the relevant Department of Defence contacts at Annex 6.
3.1.7 Definition of “Eligible Service”
Regulation 17 defines eligible service. Eligible service must be in the performance of the primary function of an approved organisation that meets the Medal regulations and must meet the requirements of training sufficient to perform the primary function.
The regulations previously specified that members must also have maintained fitness and readiness to perform the primary function in order to qualify. It was realised that this was inconsistent with the intention that paid periods of leave due to illness should be able to be counted. The requirements for fitness and readiness have therefore been removed from the „eligible service‟ provisions, but Chief Officers should still consider a member‟s fitness and readiness as part of the 42 assessment of „diligence‟ pursuant to regulation 17(1)(c).
Eligible service may have been rendered on a full-time or part-time basis and 43 may have been paid or unpaid.
3.1.8 Determination of Length of Eligible Service
Regulation 18 sets out the formula for calculating eligible service. Some of this formula is discussed at 3.1.2 above. Regulation 18(1) prevents service that has already been counted for another long service award from being counted for the Medal. There is one exception to this rule, for certain defence service (see 3.2.1, below).
Regulation 18(2) prevents simultaneous service in two or more approved organisations from being counted more than once for the National Medal.
41 See regulation 16(2). 42 „Diligent service‟ is defined at regulation 17(4). 43 See regulation 17(2). 68
Neither regulations 18(1) nor 18(2) prevent a person who simultaneously serves in the ADF and in an approved organisation for the National Medal from earning credit towards both a defence long service award and the National Medal (see 3.2.4, below). However, where defence service is counted towards the National Medal under regulations 20 or 21, it is treated as if it was service in an approved organisation and regulation 18(2) applies.
3.2 Periods of Service with the Australian Defence Force
Long service in the ADF was included in the National Medal from its inception on 14 February 1975. At that time only continuous service could be counted for the National Medal. ADF service alone ceased to earn credit for the National Medal on 20 April 1982 with the introduction of the Defence Force Service Awards (the Defence Force Service Medal, the Reserve Force Decoration and the Reserve Force Medal). On 26 May 1998, a single medal was created to recognise long service in the ADF: the Defence Long Service Medal. Clasps to the Defence Force Service Awards will, however, continue to be issued for some years to ADF members who have previously earned those medals.
There are still circumstances in which ADF service can be used to qualify for the National Medal, and these are explained below. “Fast Facts” boxes are provided, followed by a more detailed description of each relevant regulation and its operation. The chart at Annex 5 is a consolidation of the “Fast Facts” boxes.
For the National Medal, the „Defence Force‟ includes service in the regular 44 and reserve parts of the ADF.
Service with the Australian Defence Force Cadets is not service with the „Defence Force‟, and is not eligible service for the National Medal.
Regulations 19, 20, 21 and 23 cover instances where service in the ADF may be counted towards the National Medal. Under certain circumstances, seconded service with the ADF may be counted. (See 3.2.5, below, and regulation 23.) The National Medal regulations only recognise „DFSA efficient service‟ or „DLSM qualifying service‟ as eligible to be counted in those circumstances where the National Medal regulations allow defence service to be credited towards the National Medal.
44 See the definition in regulation 2. 69
3.2.1 Regulation 19: Defence service before 20 April 1982
Fast facts – regulation 19
Nature of service: ADF only.
Time requirements/restrictions: minimum 15 years DFSA efficient or DLSM qualifying service, completed before 20 April 1982 and including at least one day on or after 14 February 1975.
Who nominates for award? Chief of the Defence Force or delegate.
Who qualifies? Persons with defence service which meets time requirements/restrictions (above).
Which medal? National Medal and either DFSA or DLSM (in practice the DFSA unless an election has been made to receive the DLSM).
Regulation 19 was introduced in 1999 (it was then regulation 21) to codify an unusual entitlement that arose from the conditions for awarding the DFSAs. When they were introduced in 1982, the DFSAs were backdated to 1975. The National Medal had been validly awarded to many ADF personnel who had completed 15 years of qualifying service before 1982. The backdating of the DFSAs meant that these National Medal recipients qualified for a second award for the same service. Regulation 19 preserves this arrangement in case anyone has not yet claimed this entitlement.
A person who reached at least 15 years of qualifying defence service after 13 February 1975 and before 20 April 1982, at least one day of which was on or after 14 February 1975, may have their defence service up to 19 April 1982 counted towards both the National Medal and a defence long service award.
An entitlement is not altered by the date order in which application for the National Medal and the defence long service award is made.
The definition of „defence long service award‟ includes a medal or decoration or clasp under the Defence Force Service Awards or Defence Long Service Medal Regulations or an Imperial defence long service medal or clasp for service in the ADF.45 The prohibition on counting the same service towards more than one long service award (regulation 18(1)) does not apply in this situation.
Regulation 19 allows the 15-year period to be made up of aggregated service.
The Chief of the Defence Force or a delegate recommends persons who may still have an entitlement to the National Medal for ADF service under the terms 46 of regulation 19.
45 „defence long service award‟ is defined, in regulation 2, to include these three classes of awards. 46 This is provided for in regulation 16(1)(c). 70
3.2.2 Regulation 20: Those who have left the ADF and joined an approved organisation for the National Medal in a capacity which is eligible service
Fast facts – regulation 20
Nature of service: ADF followed by eligible civilian service.
Time requirements/restrictions: must have left ADF. Must not have made an election under regulation 21. Must have at least one day‟s eligible service (military or civilian) on, or after, 14 February 1975.
Who nominates for award? Chief Officer of approved civilian organisation.
Who qualifies? Persons with unrecognised qualifying/efficient defence service either insufficient for a defence long service award or in excess of that required for such an award, who subsequently give eligible service in a civilian approved organisation.
Which medal? National Medal only.
Regulation 20 allows a person who has left the ADF (including the Reserves) and subsequently performs eligible service in an approved organisation (for example, as a police constable or bush firefighter) to count efficient/qualifying defence service towards the National Medal, to the extent that that service has not already been counted towards a defence long service award.
Regulation 20 applies to efficient/qualifying defence service whether it occurred before or after 20 April 1982, the date when the National Medal ceased to be the long service award for solely defence service.
Defence service which ceased prior to the National Medal’s inception (on 14 February 1975) may be counted towards the National Medal if:
• it has not been recognised by another long service award; and
• service in an eligible organisation has occurred on or after 14 February 1975; and
• the other conditions of the Medal regulations are met.
A person who is entitled to a defence long service award cannot count the relevant portion of their defence service towards the National Medal. In these circumstances only an „excess‟ efficient/qualifying service may be counted (regulation 20(1)(a)(ii)). A person whose efficient/qualifying defence service was insufficient to earn them a defence long service award may, by use of this regulation, count all of that service towards the National Medal.
Examples of the application of regulation 20 are given below. 71
Example 1: A person who has a period of 4 years of DFSA efficient service can count all such service towards the National Medal, in combination with at least 11 years of service with another approved organisation.
Example 2: A person who has a period of 15 years of DLSM qualifying service must count that period towards the DLSM if they have not already done so. It cannot be counted towards the National Medal under regulation 20.
Example 3: A person who has 16 years of DFSA efficient service must count the period of 15 years towards the DFSA if they have not already done so. The excess period of 1 year can be counted towards the National Medal, in combination with at least 14 years of service with another approved organisation.
Example 4: A person who has 22 or 27 years of DLSM qualifying service must count the period of 20 or 25 years towards the DLSM (and clasp if applicable) if they have not already done so. The excess period of 2 years can be counted towards the National Medal, in combination with at least 13 years of service with another approved organisation.
A person who takes advantage of regulation 20 and subsequently rejoins the ADF cannot then count any defence service used for the National Medal towards a defence long service award unless they elect to do so in writing and 47 surrender the National Medal or clasp earned from that defence service.
Regulation 20 does not restrict a person who serves simultaneously in the ADF and an approved organisation from earning credits towards both a defence long service award and the National Medal for their respective services (see 3.2.4, below). A person in this situation could not take advantage of regulation 20 because regulation 20(1)(b) requires that a person has ceased to be a member of the ADF.
A person who makes an election under regulation 21 (see 3.2.3, below) cannot take advantage of regulation 20.
Persons wishing to have prior uncounted efficient/qualifying defence service taken into account by the chief officer of an approved organisation will need a statement from the Department of Defence showing what portion of their service has not been counted, or is not eligible, for a defence long service award. The applicant for the National Medal should present this statement to the chief officer of the relevant approved organisation. See Annex 6 for details of Department of Defence contacts.
47 See regulations 20(3) and (4). 72
3.2.3 Regulation 21: Election that all efficient/qualifying defence service shall be counted towards the National Medal.
Fast facts – regulation 21
Nature of service: Eligible civilian service then ADF, but regulation allows for any mix.
Time requirements/restrictions: must not have a defence long service award or an entitlement to one. A person who has benefited from regulation 19 cannot make an election under regulation 21. Must have at least one day‟s service on or after 14 February 1975.
Who nominates for award? Chief Officer of organisation most recently served (Chief of Defence Force (or delegate) if defence service was most recent).
Who qualifies? Persons with unrecognised eligible civilian service who join the ADF and undertake qualifying/efficient defence service.
Which medal? National Medal only (cannot be awarded a defence long service award).
Regulation 21 enables a person who has not received, and is not entitled to, a defence long service award to make a once-only election to have all of their efficient/qualifying defence service counted for National Medal purposes. They cannot subsequently earn a defence long service award. A person who has made an election and who at any time simultaneously serves in both the ADF and in an approved organisation would be serving in two approved organisations for the National Medal and regulation 18(2) would apply to this service (service is only counted once, see 3.1.8, above). A person making an election must still meet the requirements of regulation 14 to be awarded the Medal. They must have at least one day‟s eligible service (civilian or military) on, or after 14 February 1975.
Example 1: A person who serves in a police force for 10 years (and has therefore not undertaken sufficient service to earn the National Medal) resigns and then joins the ADF and performs efficient/qualifying service. They can elect to have all their efficient/qualifying defence service counted towards the National Medal. This would allow the person to receive the National Medal after 5 years in the ADF (10 years police service plus 5 years defence service). 73
Example 2: A person with 17 years of eligible police service has earned the National Medal (15 years) and then joins the ADF. They can elect to have all of their efficient/qualifying defence service counted towards the National Medal. This would enable them to add their efficient/qualifying defence service to the „excess‟ 2 years of service with the police towards their first clasp to the National Medal. They would therefore be eligible to receive the first clasp after 8 years of efficient/qualifying service with the ADF. If they did not take advantage of this option they would have to undertake 15 years of defence service to earn a defence long service award and their two years „excess‟ service with the police force would remain unrecognised by any award.
Persons wishing to make an election should contact the Department of Defence (see Annex 6).
If the person most recently served the ADF, the Chief of the Defence Force or a delegate makes recommendations for the Medal or a clasp under this 48 provision.
3.2.4 Simultaneous service in the ADF and in another approved organisation
Fast facts – simultaneous service (no specific regulation)
Nature of service: Eligible civilian service at the same time as ADF efficient/qualifying service.
Time requirements/restrictions: As per each award
Who nominates for award? Chief Officer of approved civilian organisation served and, if applicable, Chief of Defence Force (or delegate).
Who qualifies? Persons simultaneously serving an approved civilian organisation and the ADF.
Which medal? National Medal and DFSA or DLSM – but National Medal only if person has benefited from either regulation 20 or 21 (in which case the ADF is deemed an approved organisation for the National Medal, and the prohibition on double-counting under regulation 18(2) applies).
A person who has not made an election under either regulation 20 or 21 and who is simultaneously undertaking efficient/qualifying service as a member of the ADF (usually the Reserves) and in another approved organisation (e.g. a volunteer fire service) is in two „medal streams‟: a defence long service awards stream and the National Medal stream. Such a person can count the simultaneous periods of service for an award in each respective medal stream.
48 See regulations 16(1)(a) and (d). 74
Persons who use the provisions of regulation 20 (have left the ADF and do not qualify for a defence long service award, or have service in excess of that required) and gave eligible service in another organisation simultaneous with their unrecognised defence service, are in a single medal stream. This is because their ADF service is treated as if it was given to an approved organisation for the National Medal. Regulation 18(2) would apply to the unrecognised portion of the defence service, i.e. simultaneous periods of eligible service in approved organisations count as a single period of service.
A person who elects to have all of their defence service recognised through the National Medal under regulation 21 is also treating all their defence service as if it occurred in an approved organisation, hence they are in a single medal stream, and this service is also subject to regulation 18(2) – service in both organisations may only be counted once.
3.2.5 Regulation 23: Service by secondee from foreign service organisation
Fast facts – regulation 23
Nature of service: Member of a foreign equivalent to a service organisation or the ADF is seconded to an Australian organisation (limited by regulation 23(2) to a service organisation or the ADF).
Time requirements/restrictions: After secondment the person must join (not necessarily immediately) the ADF or an Australian service organisation.
Who nominates for award? Chief Officer of approved civilian organisation or Chief of Defence Force (or delegate).
Who qualifies? Persons with seconded service with the ADF or a service organisation who subsequently join the ADF or a service organisation.
Which medal? National Medal for person who subsequently joins a service organisation. National Medal for person who subsequently joins the ADF only if relevant under regulations 19, 20 or 21.
Regulation 23 allows a person who is seconded to the ADF or an Australian service organisation from any country and who subsequently (not necessarily, immediately) joins the ADF or a service organisation, to have their seconded service taken into account for the Medal. It restricts the use of seconded service to selected service organisations and the armed forces so as to maintain the intent of the original regulations. It does not apply to seconded service in approved government organisations or approved voluntary organisations, nor do es it apply to subsequent service in such organisations. 75
Example 1: A member of London‟s Metropolitan Police Force is seconded to Victoria Police for 2 years. Some years later the person becomes a member of the Australian Federal Police (AFP). The person could count the 2 years of seconded service toward the award of the National Medal, which could be earned after 13 years with the AFP.
Example 2: A member of the Royal New Zealand Air Force is seconded to the Royal Australian Air Force for 3 years. Subsequently the person becomes a member of the Queensland State Emergency Service (SES). The person could count the 3 years of seconded service toward the award of the National Medal, which could be earned after 12 years with the SES.
3.3 Service in pre-independence Papua New Guinea
Regulation 22 allows certain service in Papua New Guinea prior to 1 December 1973 to be aggregated with later eligible service in Australia. Even though independence was declared in November 1975, the Australian Government handed over administrative control on 1 December 1973, which is why that is the date from which service can no longer be counted. The regulations specify two broad categories of service:
• as an officer of the Royal Papua New Guinea Constabulary (RPNGC); and
• in an organisation under the PNG Administration in a capacity which is the equivalent of eligible service in an Australian service organisation (as defined in regulation 2).
Service in any branch of the RPNGC except for the Voluntary Branch may be counted under regulation 22.
The PNG service must meet the other eligibility criteria for the Medal.49 The person must also have at least one day of eligible Australian service on, or after, 14 February 1975 in at least one Australian approved organisation, on or after its approval date50 before they can count any PNG service towards the Medal.
Chief Officers should sight documentation satisfying the requirements of the National Medal regulations before allowing pre-Independence PNG service to be aggregated. If the member is unable to provide satisfactory documentation Chief Officers may seek research assistance from the Awards and Culture Branch (see Annex 6).
49 That is, the criteria set out under regulation 17. 50 See regulation 14. 76
4 How to recommend a person for the award of the Medal or clasp
The Governor-General makes an award of the Medal or a clasp to the Medal only on the advice of the chief officer of an eligible organisation. When service from several organisations is being aggregated the chief officer of the organisation which the person is currently serving, or most recently served, 51 makes the recommendation.
The chief officer must be satisfied that the person has met the time requirements and that the service has been diligent.52 This should be based on an examination of records and any relevant discharge certificates. Details of all eligible service and dates must be provided to the Registrar of National Medals in the form at Annex 3. Information should also be provided electronically – this can be by e-mail if desired. The e-mail address for sending electronic versions of schedules is [email protected]. The e-mail versions should be in Microsoft Word or Excel format for ease of transferring data.
A person who wishes to have earlier unrecognised service with the ADF taken into account (under regulation 20) should obtain a statement from the Department of Defence (see Annexes 5 and 6) confirming that they have left the ADF and outlining what part of their service has not been recognised for a defence long service award. The chief officer should sight this information before making a recommendation for an award of the National Medal or clasp.
It is the chief officer‟s responsibility to decide if a person's service meets the requirements for eligible service.53 While the Governor-General is not obliged to approve every recommendation, it is not open to Government House or the Australian Government to compel any chief officer to recommend an award where the chief officer is not satisfied that the requirements have been met.
Where requests from chief officers or members are received in writing the Awards and Culture Branch is available to advise on the interpretation of the regulations, and the Registrar of National Medals can advise on the current application of the regulations. (See Annex 6 for contact details.)
It would normally be expected that an organisation with a devolved structure would channel all recommendations for Medals and clasps through a single point in the organisation.
Schedules should be set out in accordance with the provisions of Annex 3 and forwarded to the Registrar of National Medals under a covering letter along the lines of that also provided in Annex 3. Schedules should not contain more than 200 names.
51 See regulation 16(1)(a). 52 Criteria for assessing a person‟s diligence are set out in regulation 17(4). 53 That is, the requirements of diligence, training and performance of the primary function set out under regulation 17. 77
The Registrar of National Medals checks the schedule and, if satisfied, seeks the Governor-General's approval. Following the Governor-General‟s approval, the necessary Medals are engraved with the recipients‟ names. Medals and clasps, as the case may be, are dispatched by the Registrar of National Medals to the chief officer for distribution. Chief officers are encouraged to arrange appropriate ceremonies to present Medals and clasps.
4.1 Privacy requirements
Commonwealth privacy law requires that a person must be informed about how their personal information will be used and distributed by an agency collecting such information. This applies to nominations for the National Medal or a clasp to the Medal. Section 14 of the (Commonwealth) Privacy Act 1988 sets out the principles for handling personal information.
Members recommended for the award of the Medal or clasp should be advised that their personal information will be disclosed to Government House in order to seek the Governor-General‟s approval of the award, and to the Department of the Prime Minister and Cabinet, for publication of information about the award on the Australian honours website www.itsanhonour.gov.au. Information published on the website is limited to the name of the recipient, the name of the award and the date of the award.
4.1.1 Privacy Declaration
The safest way for organisations to ensure they have complied with relevant privacy law is to have members sign a declaration that they have been advised how their personal information will be used, and that they have read and understand the relevant Information Privacy Principles (IPPs). A model declaration for this purpose is provided at Annex 4, as are the relevant IPPs 1, 2, 3, 10 and 11.
If an internal application form is used to initiate Medal recommendations, the privacy declaration can be attached to, or made part of, the application form. If recommendations are initiated without the member‟s involvement, the member will need to be advised that a recommendation is being prepared, informed what personal information is to be disclosed in the recommendation and the government agencies which will handle their information, and asked to sign a privacy declaration.
Each person‟s declaration should be retained by the recommending organisation. When recommending awards, Government House should be advised whether each member has completed a privacy declaration. A column in the sample schedule at Annex 3 allows processing officers to simply record a Y/N response to this prompt. Non-completion of a privacy declaration will not prevent an award being made, but Government House needs to know whether it can allow the details of an award to be available through the Australian honours website. 78
5 Cancellation and restoration of awards
Regulation 24 provides that a chief officer or the Minister may recommend cancellation of an award and the reinstatement of a cancelled award. Usually, such recommendations are made by the chief officer of the approved organisation that recommended the award or most recent clasp. Chief officers contemplating the cancellation of an award should contact the Registrar of National Medals for guidance on the necessary procedures (see Annex 6 for contact details).
6 Chief Officer's obligations
The provisions of the following regulations comprise the chief officer‟s obligations:
Regulation Obligation 2(8) and 2(9) to advise the Registrar of National Medals where a person other than the director of an approved organisation is performing the duties of chief officer for the purpose of the regulations and advising any change 3(1) to advise where a service organisation ceases to be a service organisation 6(1) to advise the Awards and Culture Branch where an approved government organisation changes its primary function in such a way that it no longer satisfies the Medal regulations 7(1) to advise the Awards and Culture Branch where an approved government organisation changes its name 8(1) to advise the Awards and Culture Branch where an approved government organisation ceases to exist 10(1)(d) to ensure that a scheme of insurance, compensation or indemnity is in place in an approved voluntary organisation 10(1)(e) to maintain a training regime in an approved voluntary organisation 10(1)(f) to maintain appropriate records in an approved voluntary organisation 10(1)(h) to allow the Minister or a delegate access to the premises and records of an approved voluntary organisation or a voluntary organisation seeking to become an approved voluntary organisation 79
Regulation Obligation 11(1) to advise the Awards and Culture Branch where an approved voluntary organisation changes its primary function in such a way that it no longer satisfies the Medal regulations 12(1) to advise the Awards and Culture Branch where an approved voluntary organisation changes its name 13(1) to advise the Awards and Culture Branch where an approved voluntary organisation ceases to exist 16(1) to recommend awards of the Medal and clasp 16(2) to satisfy him or herself that an applicant‟s prior service is eligible before taking it into account for the Medal or clasp 17 to satisfy him or herself that service has been eligible service 18 to determine the length of eligible service 19 to nominate a person for the Medal (only applies to the Chief of the Defence Force or a delegate of the Chief of the Defence Force) 20 to satisfy him or herself that an applicant‟s prior service in the ADF is eligible service before taking it into account for the Medal 21 to receive an election to have all ADF service counted towards the National Medal (only applies to the Chief of the Defence Force or a delegate of the Chief of the Defence Force) 22 to satisfy him or herself that an applicant‟s prior service in Papua New Guinea is eligible service before taking it into account for the Medal 23 to satisfy him or herself that an applicant‟s prior service whilst seconded to the ADF or a service organisation was efficient or qualifying service before taking it into account for the Medal 24 to make recommendations for the cancellation and reinstatement of awards
Chief officers should also consider establishing a system whereby they sign discharge certificates for persons who leave the organisation after performing eligible service. This will assist former members if they need to substantiate their service record when aggregating service for the award of the Medal. 80
7 Other honours
There is a series of distinguished service awards of interest to persons who serve in groups which qualify for the National Medal. These are:
Name of award Post-nominal54 Public Service Medal PSM Australian Police Medal APM Australian Fire Service Medal AFSM Ambulance Service Medal ASM Emergency Services Medal ESM
Information about the background and eligibility for these awards can be found on the honours website www.itsanhonour.gov.au. Nominations for these awards are made by the Commonwealth, state and territory governments. The number of awards made is limited by quota.
The Australian Bravery Decorations are available to recognise acts of bravery. The awards in descending order are:
Name of award Post-nominal Cross of Valour CV Star of Courage SC Bravery Medal BM Commendation for Brave Conduct (none) Group Bravery Citation (none)
Nominations for a bravery decoration can be made to Government House for subsequent submission to the Australian Bravery Decorations Council, which makes recommendations to the Governor-General. (See Annex 6 for contact details.)
54 The letters which awardees are entitled to use after their names. 81
Annexes
82
Annex 1 How to apply to become an Approved Government Organisation
A submission should be forwarded to the Assistant Secretary of the Awards and Culture Branch by, or on behalf of, the relevant Commonwealth, state and territory ministers or Ministerial Council. Although it need not precisely follow the format below, doing so assists the assessment process. In any case, submissions should include all the information outlined.
The organisation(s) (or relevant parts) must meet the primary function as described in regulation 5 and only persons performing this function and meeting the criteria of regulations 5 and 19 earn eligible time for the Medal.
A Contact information
1. Name(s) of organisation(s) or class of organisations seeking to become an approved organisation.
2. Which minister(s), government(s) or Ministerial Council is/are making this submission?
3. Name, title, address, telephone number (including area code) and e-mail address (if available) of an officer who can be contacted for further information about the application.
B The organisations
1. For each organisation, identify the relevant national, state or territory jurisdiction and the structure of the organisation; that is, department, statutory authority and so on. If any are „non-profit organisations operating under an arrangement with the Commonwealth, a State or Territory‟, identify the arrangement. If any are incorporated companies all the shares of which are owned by the Commonwealth, a State or Territory, identify the corporate arrangements in force and the shareholdings and which ministers control 55 these.
C History
1. The date(s) the organisation(s) was/were established.
2. The date(s) the organisation(s) began meeting the functions described at regulation 5.
55 See the definition of „government organisation at regulation 2. 83
D Nature of organisation
1. Is the organisation(s) (or parts of them) an organisation of the type described in regulation 5(a)?
Provide details, including the laws enforced and/or the powers, duties and responsibilities of the persons enforcing them.
2. Are members performing the primary function exposed from time to time to 56 the risk of death, injury or trauma? Give details.
3. What occupational categories of the organisation(s) meet the criteria and on whose behalf this application is made?
4. Do the organisation(s) have other functions besides those described in regulation 5(a)?
5. If the answer to 4, is „yes‟, identify the part(s) of the organisation(s) for which approval is sought.
Identify the part or aspect of the organisation(s) that undertake(s) the primary function, or those members who undertake this function in addition to the other roles. Identify the occupational categories for which the application seeks recognition for the Medal.
6. Provide the latest year statistics for the number of members of the organisation(s) as a whole and the number who undertake the primary function and are in the occupational categories identified at 5.
Provide sufficient detail to give a clear picture of the role of personnel, how they operate, the duties performed and the risks they face. Where personnel perform functions in addition to the primary function, outline how this works, the proportion of persons involved and the percentage of time performing their respective roles.
7. Compare the performance of the primary function with one or more of the eligible service organisations in terms of powers exercised, statistics on death or injury, value of property protected, responsibilities held and hazards faced.
8. If the organisation(s) are approved, how many members do you expect to nominate for the Medal in the first year?
This information has no bearing on the outcome of the application; it is solely to assist the Registrar of National Medals to plan forward orders for Medals.
56 See regulation 5(b). 84
E Training and fitness
1. Do the organisation(s) maintain a mandatory training regime to ensure the members performing the primary function are fit to fulfil their respective roles? 57 Provide details of the training system in operation.
2. Are members trained before joining or trained externally or within the organisation? Give details.
3. Are there competency levels that are subject to assessment?
4. Are physical fitness standards applied? If so, give details.
F Records
1. Are sufficient records maintained to enable the chief officer(s) to meet the 58 requirements of nominating eligible persons for the Medal or clasp?
G Action
The application should be signed by a responsible officer on behalf of the parties making the submission and be addressed to the Assistant Secretary, Awards and Culture Branch (see Annex 6).
57 See regulation 17(1)(b). 58 See regulations 14, 15 and 17. 85
Annex 2 How to apply to become an Approved Voluntary Organisation
It is not necessary for each element of a voluntary organisation to apply to become an approved voluntary organisation. Organisations with wide coverage but with a local branch structure should seek approval for the organisation as a whole; districts do not need to apply separately. A search or rescue body with a national charter can apply on behalf of its whole national organisation.
The head of the voluntary organisation should forward a submission to the Assistant Secretary of the Awards and Culture Branch (see Annex 6) presenting information using the headings and question numbers provided below.
The organisation must provide, in Australia, in times of emergency or natural disaster:
physical assistance to persons through search or rescue; or
59 physical assistance to protect property or the environment.
This is known as the “primary function”, although it does not need to be the focus of the organisation‟s activities. Only persons performing this function and satisfying other eligibility criteria60can be awarded the Medal. Heading “H”, below, seeks specific confirmation of this function.
A Contact information
1. Full registered name of the organisation.
2. Physical address of the head office.
3. Postal address of the head office.
4. Telephone number of the head office (including area code).
5. Facsimile number of the head office (including area code).
6. Name and title of the head of the organisation.
7. Name, title, telephone number (including area code) and e-mail address (if available) of an officer who can be contacted for further information about the application.
59 This requirement is specified in regulation 10(1)(a). 60 See regulations 10(1)(c) and 17. 86
B Corporate structure
The Regulations define voluntary organisation, in part, to mean an organisation incorporated in Australia. Therefore, to become an approved voluntary organisation for the Medal, an organisation needs to be incorporated. The following information will need to be provided.
1. Method of incorporation and Australian Securities and Investments Commission number (if relevant).
2. State or territory of incorporation.
Incorporation must be in Australia and can be as a company, association, society, charity or under a royal charter.
A copy of the organisation‟s articles of association or constitution and a copy of the most recent annual report and statement of audited accounts should be provided with the application.
3. Has the organisation ever been prosecuted by a regulatory body for being in breach of any requirements of the legislation under which it is incorporated? If „no‟, this must be stated. If „yes‟, provide details.
C Voluntary status
The Regulations also define voluntary organisation, in part, to mean an organisation that is not a government organisation61 and is not operated for profit. The following information will need to be provided.
1. Is the organisation a „voluntary organisation‟ as defined at regulation 2?
2. Are government grants received? If so, provide details.
3. Are fees for service earned? If so, provide details.
4. Are sponsorships received from non-government sources? If so, provide details.
Grants, fees for service and sponsorships do not preclude approval so long as the organisation is a voluntary, non-government, non-profit organisation. The above details will assist the evaluation of the organisation‟s role and structure. It is not necessary to specify the value of grants, fees or sponsorship.
D Relationship with home state or territory government
1. Is the organisation recognised by a department or agency of the Commonwealth government, or a state or territory government as an organisation of the kind described in regulation 10(1)? Give details.
61 “government organisation” is defined in regulation 2. 87
2. Which Commonwealth, state or territory organisation recognises the organisation?
3. Is the organisation called upon by police or other agencies, for search or rescue? Give details.
4. Is the organisation part of a state or territory disaster plan? Give details.
5. Does a government body such as a state rescue board register the organisation? Give details.
The organisation should seek an authoritative reference from the appropriate government authority. This authority would normally be the government agency responsible for emergency services with which the organisation works or which calls upon it to provide its search and rescue services. This reference should indicate that the state or territory government recognises and regards the organisation as a bona fide search or rescue organisation. The reference should accompany the application.
E Peak bodies
1. Is the organisation a member of a peak rescue association; for example, the Volunteer Rescue Association of NSW? If so, provide details.
F History
1. When was the organisation established (exact date)?
2. When did the organisation commence providing physical assistance in search or rescue activities, if not at the time of its establishment (exact date)?
Full details, including dates, should also be provided if the organisation previously provided physical assistance in search or rescue under different names. The organisation may also be approved under its earlier names, enabling eligible service during the earlier period(s) to count towards the Medal. Defunct organisations must have been in existence on, or after, 30 April 1987, to be eligible.
G Geographical extent
1. Does the organisation operate nationally or in a particular state or territory or locality?
Advise whether local branches are operative and, if so, where they are located. 88
H Nature of search or rescue functions
1. Does the organisation (or a part of it) provide in Australia in times of emergency or natural disaster:
(a) physical assistance to persons through search or rescue; or
(b) physical assistance to protect property or the environment?
2. What type of search or rescue functions does the organisation undertake?
For example, “marine rescue in New South Wales”. Give details.
3. What type of physical assistance in search or rescue does the organisation provide?
For example, “rescue by boat, salvage, search and patrol operations”. Give details.
4. Are members performing the primary (search or rescue) function exposed from time to time to the risk of death, injury or trauma?62 Give details.
5. What occupational categories of the organisation meet the criteria (i.e. on whose behalf is this application being made)?
6. Does the organisation have other functions besides search or rescue?
7. If the answer to 6, is „yes‟, identify the part of the organisation for which approval is sought.
Identify the component or aspect of the organisation that undertakes search or rescue or, if members undertake search or rescue in addition to the other roles of the organisation, identify these (for example, recreational sailing). Identify the occupational categories which the organisation believes should be eligible service for the Medal.
8. Provide the latest year statistics on the numbers of members of the organisation as a whole and details of the number who undertake the primary function and are in the occupational categories identified at 5; that is, those which provide physical assistance (for example, rescue by boat) as opposed to support operations (for example, radio operation) or other activities.
62 See regulation 10(1)(c). 89
Provide sufficient detail to clearly illustrate the role of personnel, how they operate, the duties performed and the risks faced. Where given personnel perform, over time, both the primary function and support roles, outline how this works and the proportion of persons and percentage of time in the respective roles. Advise how often members who perform the primary function are expected to be on call, undertake training and so on, to be regarded as active members whose time would be counted as eligible service.
9. Provide statistics on how often and how many members performing the primary function were called out and the number of rescues or searches in the most recent year.
10. If the organisation is approved, how many members do you expect to nominate for the Medal in the first year?
This information has no bearing on whether an organisation will be approved. It is solely to assist the Registrar of National Medals to plan forward orders for Medals.
I Insurance, compensation or indemnity
The Regulations also define voluntary organisation, in part, to mean an organisation that is not a government organisation and is not operated for profit. The following information will need to be provided.
1. What scheme of insurance, indemnity or compensation operates for 63 members performing the primary function?
2. Is it the organisation or the home state or territory government which operates this scheme?
3. Is it a government requirement?
4. Are records maintained in respect of insurance, compensation or 64 indemnity? Who keeps the records?
5. Provide statistics of the numbers of persons killed or injured in the latest year as a result of performing the primary function and the numbers of claims made under the scheme of insurance, compensation or indemnity.
J Training and fitness
1. Does the organisation maintain a mandatory training regime to ensure members performing the primary function are fit to fulfil their duties? Provide 65 details.
63 See regulation 10(1)(d). 64 See regulation 10(1)(f). 65 See regulations 10(1)(e) and 17(1)(b). 90
2. Are members trained before joining or trained externally or within the organisation? Give details.
3. Are there assessed competency levels; for example, for marine rescue? Give details.
66 4. Are records maintained of members‟ training?
67 5. Are physical fitness standards applied? If so, give details.
K Records
1. Are sufficient records maintained to enable the chief officer to meet the 68 requirements of nominating eligible persons for the Medal or clasp?
Regulation 17(1) establishes that service is “eligible service” if it is in the primary function, throughout the period of service a person has maintained a level of training sufficient to perform the primary function, the member has served diligently. An assessment of diligence should include consideration of a person‟s physical fitness and availability. Records of the organisation must be sufficiently detailed to support the conclusion that a person has met these requirements.
2 Are records kept of each search and rescue incident in which the organisation was involved and the names of individual members who attended?
L Chief Officer
1. Does the organisation have a chief officer for the purposes of the 69 regulations?
The chief officer would usually be the chief executive officer or the person occupying the highest office in the organisation, for example, the President. An organisation may specify another person to perform the duties of chief officer on its behalf; for example, a member or an officer of the organisation‟s peak body.
M Responsibility
The following statements should be typed at the end of the application and signed by the responsible officer (normally the head of the organisation):
1. „I certify the accuracy of the information in this application for approval of [name of organisation] for the National Medal‟;
2. „I confirm on behalf of [name of organisation] that both before approval and, if granted, after approval, the organisation agrees to give the Minister or a
66 See regulation 10(1)(f). 67 See regulations 10(1)(e). 68 See regulations 14, 15 and 17. 69 See Chief Officers‟ Obligations at section 6 of this Manual. 91
delegate of the Minister access to its premises and records maintained on its behalf and that this commitment extends to an external person if nominated to 70 act as chief officer‟;
3. „I confirm on behalf of [name of organisation] that written advice will be provided promptly to the Awards and Culture Branch of (i) any material change to the organisation which could lead to it no longer meeting the criteria to remain an approved voluntary organisation and (ii) of any change of name‟;71 and
4. „I agree on behalf of [name of organisation] that in assessing this application, the Awards and Culture Branch may make such inquiries as are deemed necessary, including, but not restricted to, governments, regulatory authorities and voluntary associations.‟
WARNING: The provision of false or misleading information may lead to the organisation having its approval revoked and to the cancellation of awards (regulations 24 and 28).
The organisation will be advised as soon as possible as to the outcome of its application or if further information is required. Where successful, the Minister (that is, a member of the government) will make a recommendation to the Governor-General that the organisation be approved. Approved bodies will be gazetted from time to time.
Before sending your submission, check that the following documents are enclosed:
• articles of association; • most recent annual report and statement of audited accounts; and • reference from the relevant government authority.
70 See regulation 10(1)(h). 71 See regulations 11, 12 and 13. 92
Annex 3 How to submit a Schedule of Nominations for the National Medal or clasp
Schedules may be submitted as frequently as an organisation wishes. Not more than 200 names per schedule should be submitted but there is no minimum requirement. See the next page for an example of the covering letter which should accompany the schedule. Examples of schedules follow immediately after the covering letter. Each schedule should be accompanied by an electronic copy of the schedule in text only format. Contact the Registrar of National Medals for details of the required format and for any other information on how to submit a schedule (see Annex 6).
Abbreviations used in schedules:
SS = still serving Dec = deceased. 93
Example of covering letter
Registrar of Awards Australian Honours and Awards Secretariat Government House CANBERRA ACT 2600
Dear Registrar
Applications have been received for the award of the National Medal and/or clasp to the Medal from members of the [name of organisation] and they are specified in the attached schedule[s].
Each member has satisfied the eligibility criteria for which they have been nominated. Members‟ dates of service with other eligible organisations have been confirmed. I recommend to the Governor-General that these persons be awarded the National Medal and/or clasp [alter as appropriate].
Members have completed privacy declarations as indicated in the schedule[s].
Should any of the recommendations require clarification, please contact [name of contact] of this office on [telephone/email]. An electronic copy of the schedule[s] has been provided [say how provided].
Yours sincerely
Chief Officer‟s name Position/Appointment 94
RECOMMENDATION FOR AWARD OF NATIONAL MEDAL
NSW Something or Other Authority Schedule 03 of 2011 Number of Medals on Schedule = 3 Page 1 of 2
National Medal
Service Surname Given Names Occupational Date of Sex Dec Privacy? Qualifying Service Qualifying Remarks/ No Category / Rank Birth (Y/N) Date Previous (see note 1) (see note 2) Awards 0145 ADAMS Stephen Mark Control Officer 13/06/38 M N Y 31/12/54 – SS 31/12/79 NM 31/12/79 9766 BROWN Allan Ernest Superintendent 12/04/47 M N Y 30/04/69 to 12/05/71 23/09/98 ARMY 29/08/73 to 19/04/82 DOCS 23/05/94 to present 1623 CASHMAN Lionel Emergency 10/06/37 M N Y 05/01/54 to 03/02/58 05/03/76 ARMY Service Officer 03/04/65 to present Bush Fire Serv 01/03/78 to present State Emer Serv
Note 1: If the nominee is no longer serving please enter the highest occupational category or rank achieved. Please do not enter “Former Member”. Note 2: Indicate whether the member has signed a privacy declaration (see Annex 4).
40 95
RECOMMENDATION FOR AWARD OF NATIONAL MEDAL
NSW Something or Other Authority Schedule 03 of 2011 Number of Medals on Schedule = 2 Page 2 of 2
st 1 Clasp to the National Medal (see note 1)
Service Surname Given Names Occupational Date of Sex Dec Privacy? Qualifying Service Qualifying Remarks/ No Category / Rank Birth (Y/N) Date Previous (see note 2) (see note 3) Awards 0145 ADAMS Stephen Mark Control Officer 13/06/38 M N Y 31/12/54 – SS 31/12/79 NM 31/12/79 1623 CASHMAN Lionel Emergency 10/06/37 M N Y 05/01/54 to 03/2/58 05/03/86 NM 05/03/76 Service Officer 03/04/65 to present 01/03/78 to present
Note 1: As applicable, 1st, 2nd or 3rd Clasps, etc. Please keep clasp levels separate within each schedule. Do not mix different clasp levels in the same page.
Note 2: If the nominee is no longer serving please enter the highest occupational category or rank achieved. Please do not enter “Former Member”.
Note 3: Indicate whether the member has signed a privacy declaration (see Annex 4).
41 96
Annex 4 Privacy declaration and principles
Privacy declarations completed by members prior to their recommendation for the award of the National Medal or clasp should take the following form.
Members must be provided with the Information Privacy Principles (see over) at the same time as they are asked to complete such a declaration.
Declaration
Information provided in your recommendation for the National Medal (the Medal) will be disclosed to the Australian Honours and Awards Secretariat at Government House, Canberra, as part of the approval process. If approved, details of the award will be provided to the Department of the Prime Minister and Cabinet and your name, award and date of award will be made available through the searchable database on the Australian honours website www.itsanhonour.gov.au. Once this information appears on the internet the Department of the Prime Minister and Cabinet has no control over its subsequent use and disclosure. Use and disclosure of your personal information is in accordance with the attached Information Privacy Principles 1, 2, 3, 10 and 11 under the (Commonwealth) Privacy Act 1988.
I declare that:
a. I have been advised how my personal information will be used to recommend me for the award of the National Medal or clasp; and
b. I have read and I understand the attached Information Privacy Principles 1, 2, 3, 10 and 11.
......
Please print your full name Please sign
Date ...... / ...... / ......
42 97 4th Edition Annexes National Medal Chief Officer’s Manual
Information Privacy Principles (section 14 of the Privacy Act 1988)
IPP 1 - Manner and purpose of collection of personal information
The information must be necessary for the agency’s function and collected fairly and lawfully.
1. Personal information shall not be collected by a collector for inclusion in a record or in a generally available publication unless:
(a) the information is collected for a purpose that is a lawful purpose directly related to a function or activity of the collector; and
(b) the collection of the information is necessary for or directly related to that purpose.
2. Personal information shall not be collected by a collector by unlawful or unfair means.
IPP 2 - Solicitation of personal information from individual concerned
This is often called an IPP 2 notice. The agency must tell you the purpose of the collection, any laws which give them authority to collect the information and who they usually disclose or give the information to.
Where:
(a) a collector collects personal information for inclusion in a record or in a generally available publication; and
(b) the information is solicited by the collector from the individual concerned; the collector shall take such steps (if any) as are, in the circumstances, reasonable to ensure that, before the information is collected or, if that is not practicable, as soon as practicable after the information is collected, the individual concerned is generally aware of:
(c) the purpose for which the information is being collected;
(d) if the collection of the information is authorised or required by or under law - the fact that the collection of the information is so authorised or required; and
(e) any person to whom, or any body or agency to which, it is the collector's usual practice to disclose personal information of the kind so collected, and (if known by the collector) any person to whom, or any body or agency to which, it is the usual practice of that first mentioned person, body or agency to pass on that information.
IPP 3 - Solicitation of personal information generally
The information must be relevant, up to date and complete. The collection of the information must not be unreasonably intrusive.
Where:
(a) a collector collects personal information for inclusion in a record or in a generally available publication; and
(b) the information is solicited by the collector:
the collector shall take such steps (if any) as are, in the circumstances, reasonable to ensure that, having regard to the purpose for which the information is collected:
(c) the information collected is relevant to that purpose and is up to date and complete; and
(d) the collection of the information does not intrude to an unreasonable extent upon the personal affairs of the individual concerned.
43 98 National Medal Chief Officer’s Manual Annexes 4th Edition
IPP 10 - Limits on use of personal information
Outlines the rules about keeping accurate, complete and up to date personal information; using information for a relevant purpose; and only using the information for another purpose with your consent unless special circumstances apply such as health and safety or law enforcement.
1. A record-keeper who has possession or control of a record that contains personal information that was obtained for a particular purpose shall not use the information for any other purpose unless:
(a) the individual concerned has consented to use of the information for that other purpose;
(b) the record-keeper believes on reasonable grounds that use of the information for that other purpose is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or another person;
(c) use of the information for that other purpose is required or authorised by or under law;
(d) use of the information for that other purpose is reasonably necessary for enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue; or
(e) the purpose for which the information is used is directly related to the purpose for which the information was obtained.
2. Where personal information is used for enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue, the record-keeper shall include in the record containing that information a note of that use.
IPP 11 - Limits on disclosure of personal information
Sets out when an agency can disclose personal information about you to someone else, for example another agency.
1. A record-keeper who has possession or control of a record that contains personal information shall not disclose the information to a person, body or agency (other than the individual concerned) unless:
(a) the individual concerned is reasonably likely to have been aware, or made aware under Principle 2, that information of that kind is usually passed to that person, body or agency; (b) the individual concerned has consented to the disclosure; (c) the record-keeper believes on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or of another person;
(d) the disclosure is required or authorised by or under law; or
(e) the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue.
2. Where personal information is disclosed for the purposes of enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the purpose of the protection of the public revenue, the record-keeper shall include in the record containing that information a note of the disclosure.
3. A person, body or agency to whom personal information is disclosed under clause 1 of this Principle shall not use or disclose the information for a purpose other than the purpose for which the information was given to the person, body or agency.
* * *
44 99
Annex 5 Defence Service and the National Medal
Defence service and the National Medal Regulation No Nature of service Time requirements Who nominates Who qualifies? Which medal(s)? or restrictions? for Medal? 19 ADF • Minimum 15 Chief of the Persons with ADF service which National Medal and either DFSA or years DFSA Defence Force or meets “Time requirements or DLSM. (In practice, would have DFSA efficient service delegate restrictions.” unless an election has been made to or DLSM receive the DLSM) qualifying service before 20/4/1982 and • at least one day of that service on, or after, 14/2/1975 20 ADF then eligible Must have left the Chief Officer of Persons with National Medal civilian service. ADF. civilian approved unrecognised qualifying/efficient (If subsequent to using this regulation the organisation. ADF service person rejoins the ADF and wants ADF Must not have made (i) insufficient for a defence long service which has been counted for the an election under service award or (ii) who received National Medal or clasp by use of this regulation 21 defence long service award(s), but regulation to be counted for a defence have excess service which was long service award, then the person must Must have at least one insufficient for a clasp and who surrender National Medal or clasp earned day’s eligible service subsequently undertake eligible as a result of using this regulation. On (ADF or civilian) on, service in civilian approved return to ADF, the person is not obliged to or after 14/2/1975. organisation(s) for the National have that part of prior defence service Medal. which has been counted under regulation 20 re-credited to defence long service Can count all of (i) or excess at (ii) award, but cannot count it for both for National Medal. awards.)
Service so counted is treated as if eligible service in an approved organisation.
45 100
Annex 5 (cont)
Regulation No Nature of service Time requirements Who nominates Who qualifies? Which medal(s)? or restrictions? for Medal? 21 Intended to apply to Person must not have Chief Officer of Persons with unrecognised eligible National Medal eligible civilian a defence long service current or most civilian service who join the ADF (Cannot be awarded a defence long service, then ADF, award or an recent organisation, and undertake qualifying/efficient service award, all defence service is but can have any entitlement to one. which may be Chief defence service. counted towards the National Medal. mix, except that it of the Defence Cannot change once election is made.) will all be counted A person who has Force or delegate. for the National benefited from Medal. regulation 19 cannot make an election.
Must have at least one day’s eligible service (ADF or civilian) on, or after 14/2/1975. 23 Member of a After secondment the Chief of the Defence Persons with seconded service with National Medal for service organisation. foreign military, person must join (not Force or delegate or the ADF or a service organisation National Medal for ADF only if relevant naval or air force or necessarily Chief Officer of who subsequently join the ADF or under regulations 19, 20 or 21. service organisation immediately) the civilian approved a service organisation. is seconded to the ADF or an Australian organisation. ADF or an service organisation. Australian service organisation. No specific ADF and eligible As per each award. Chief of the Defence Persons with simultaneous service National Medal regulation needed civilian service Force or delegate for in the ADF and in approved civilian DFSA or DLSM simultaneously. DFSA/DLSM. organisation(s) during one period Civilian Chief can count this towards 2 medals Officer for National Medal
ADF = Australian Defence Force DFSA = Defence Force Service Awards DLSM = Defence Long Service Medal “defence long service award” = a medal or decoration or clasp under the DFSA regulations or a medal or clasp under the DLSM regulations or a long service award in the Imperial system of honours for service in the ADF. “defence service” = service with the ADF which is DFSA efficient service or DLSM qualifying service. 101 4th Edition Annexes National Medal Chief Officer’s Manual
Annex 6 Important Contacts
National Medal enquiries:
Honours and Symbols Department of the Prime Minister and Cabinet PO Box 6500 CANBERRA ACT 2601
Tel: (02) 6271 5601 E-mail: [email protected]
The Registrar of Awards Australian Honours and Awards Secretariat Government House CANBERRA ACT 2600
Tel: (02) 6283 3533 (Switch) (02) 6283 3663 (Medals and Awards Officer Fax: (02) 6283 3620 E-mail: [email protected]
Australian Bravery Decorations enquiries:
Australian Honours and Awards Secretariat Government House CANBERRA ACT 2600
Tel: 1800 552 275 (Freecall) (02) 6283 3606 Fax: (02) 6283 3620 E-mail [email protected]
Defence-related enquiries
Enquiries by current or former ADF members seeking to use the provisions of regulations 19, 20, 21 or 23.
Directorate of Honours and Awards Department of Defence T - 4 CANBERRA ACT 2600.
Tel: 1800 111 321 (Freecall) Fax: (02) 6266 1065 102 National Medal Chief Officer’s Manual Annexes 4th Edition
Annex 7 The National Medal insignia, and when and how to wear it
Description of National Medal insignia
The National Medal is a circular bronze medal, 38 millimetres in diameter, ensigned with the Crown of Saint Edward in bronze, containing the Arms of The Commonwealth of Australia within a rim carrying the inscription “The National Medal: For Service” and suspended by means of a bar from a riband, 32 millimetres wide and having 15 alternating gold and blue vertical stripes (see illustration on p.40). The Medal shall be worn on the left breast on all occasions when full size orders, decorations and medals are worn.
A miniature of the National Medal, being a replica one half of the size of the National Medal, suspended from a miniature riband, shall be worn on all occasions when miniatures of order, decorations and medals are worn.
The award of a clasp to the National Medal is recorded by a bar 5 millimetres wide and having along its surface 10 raised hemispheres.
When the ribbon bar is worn alone, the award of a clasp is indicated by the addition of a representation of the National Medal, 5 millimetres in diameter.
Wearing of the National Medal
Everyday Use
The ribbon bar may be worn with all forms of dress at the discretion of the holder. However, it should not be worn at the same time as full-size or miniature medals.
Day Functions
When attending day functions such as Anzac Day or Remembrance Day ceremonies the full- size insignia is worn on the left breast.
Evening Functions
Holders of long service medals wear miniature medal(s) on the left breast of their uniforms, evening dress or lounge suits on such occasions as official receptions and dinners; or an evening event arranged for the investiture of others with their insignia of the National Medal. Ribbon bars are not worn. 103 1 4 h Edition Annexes National Medal Chief Officer's Manual
Illustration of the National Medal
Full Size 1Omm Miniatures 5mm (Minimum dimension)
: Full Size 1Omm Miniatures 5mm
t
Full Size 1Omm Miniatures 5mm
t
Full Size 1Omm Miniatures 5mm
104 A.C.T. STATE EMERGENCY SERVICE
POLICY DOCUMENT Number 2
POLICY NAME: VEHICLE USE VERSION: 2.0 DATE EFFECTIVE: 10 November 2009 REVIEW BY: 10 November 2012 APPROVED BY: Chief Officer – ACT State Emergency Service CONTACT: Deputy Chief Officer T. 02 6205 2553 • RELATED ACT Emergencies Act 2004 • POLICIES & Emergency Services Authority Guidelines Relating to Donations • DOCUMENTS: ACTSES Dispute and Grievance Policy • ACT Public Sector Management Act 1994
1. Table of Contents 1. Table of Contents...... 1 2. Purpose and Principles ...... 2 3. Definitions ...... 2 4. General Principles...... 3 5. Licence Requirements ...... 4 6. Appointment, Suspension and Revocation of Drivers at a Unit...... 5 7. Mobile Phones ...... 6 8. Driving Infringements ...... 6 9. Selection of Vehicles...... 7 10. Cleanliness and Operational Preparedness...... 8 11. Official and Private Use of ACTSES Vehicles...... 8 12. Use of Vehicles for Training ...... 8 13. Consumption and Carriage of Alcohol...... 9 14. Carriage of Passengers ...... 9 15. Smoking In ACTSES Vehicles ...... 10 16. Advising COMCEN of Vehicle Movement ...... 10 17. Garaging of Vehicles...... 10 18. Interstate Use of Vehicles ...... 11 19. Signwriting and Badging ...... 11 20. Provision and Installation of Standard Equipment...... 12 21. Provision and Use of Fuel Cards ...... 13 22. Urgent Duty Driving (UDD)...... 13 23. Use of Warning Devices (Lights and Sirens)...... 14 24. Use of Hubs ...... 14 25. Parking and Securing...... 15 26. Connection of Trailers to ACTSES Vehicles ...... 15 27. Reversing with Trailer Attached ...... 15 28. Logbooks and Logbook Entries...... 16 29. Wearing of Uniform ...... 16 30. Vehicle Key Allocation...... 16 31. Standard Equipment to be Carried...... 17 32. Carriage of Passengers and Goods in ACTSES Vehicles ...... 17 33. Mechanical and Electrical Repairs, Maintenance, Additions or Alterations...... 18 34. Damage and Accidents...... 19 Attachment A (Refer s.6)...... 21 Attachment B (Refer s.6.5)...... 22 Attachment C (Refer s.6.6)...... 23 Attachment D (Refer s.27)...... 24
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2. Purpose and Principles 2.1. This policy is provided to establish a clear and consistent framework in the ACT State Emergency Service (ACTSES) for the selection, fitout and use of vehicles within the Service. It also provides volunteer Units with a basis for establishing their own internal policies and procedures that are consistent with and support this policy.
2.2. The ACTSES depends upon the use of vehicles to achieve its legislative requirements as defined under the ACT Emergencies Act 2004. Vehicles are critical for the safe and effective carriage of personnel, goods and equipment for operational, training or administrative purposes.
2.3. Vehicles also provide visibility to ACTSES and the activities being undertaken by the staff, Units and Unit members. It is therefore necessary for the ACTSES to establish clear requirements for the use of its vehicles.
2.4. The specific objectives of this policy are to define the:
2.4.1. Requirements and procedure for the appointment of drivers;
2.4.2. Process required for the selection and fitout of ACTSES vehicles;
2.4.3. Requirements for the use of ACTSES vehicles and carriage of passengers and other goods;
2.4.4. Requirements for the use of warning devices;
2.4.5. Requirements for the provision, use and maintenance of vehicles in the ACTSES by staff and Unit members;
2.4.6. Process for repairing and maintaining vehicles; and,
2.4.7. Procedures to follow in the event of an accident or damage to an ACTSES vehicle.
3. Definitions 3.1. ComCen refers to the Communications Centre of the ACT Emergency Services Agency (ESA).
3.2. Commander refers to the Unit member that occupies the position of Commander within a Unit.
3.3. Delegate refers to someone nominated by the Commander to act on their behalf in relation to a matter contained within this policy.
3.4. The driver refers to the person responsible for the operation of the vehicle.
3.5. Garaged means the overnight storage location or usual place that the vehicle is parked when not in use.
3.6. GVM means gross vehicle mass which is the maximum laden weight of the vehicle as specified on the vehicle compliance plate.
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3.7. Home garaged means the garaging of the vehicle at a private residence.
3.8. LED means light emitting diode.
3.9. L & RC refers to the member of staff in the Logistics and Resource Coordinator role.
3.10. May refers to something that is discretionary.
3.11. Must or shall refers to something that is mandatory.
3.12. OCC refers to the member of staff in the operations and Capability Coordinator role.
3.13. Should refers to something that is strongly recommended but not mandatory.
3.14. Staff refers to paid employees of the ACT State Emergency Service.
3.15. Unit refers to a local volunteer Unit of the ACT State Emergency Service.
3.16. Unit member refers to a volunteer member of the ACT State Emergency Service.
3.17. Urgent Duty Driving (UDD) refers to the use of a vehicle with warning devices operating where particular road rules may be breached.
3.18. Vehicle includes any car, truck, or four wheel drive operated or used by any staff or Unit member of ACTSES.
3.19. Warning device refers to red or blue lights/beacons/LEDs (a visual warning device) and/or a siren (an audible warning device) which are fitted to the vehicle after manufacture to identify the vehicle as an emergency vehicle.
4. General Principles 4.1. This policy:
4.1.1. Is issued by the Chief Officer ACTSES as a directive to all staff and Unit members in accordance with the functions and powers of a Chief Officer under the Act 1.
4.1.2. Replaces all previous policies, standard operating procedures and instructions issued by the ACTSES, ACT Emergency Service and ACT Bushfire and Emergency Services relating the use of SES vehicles.
4.1.3. Will be reviewed 12 months after its initial date of release, and then every 3 years after that or as the need arises. Any variation or amendment to this policy requires Chief Officer (CO) ACTSES endorsement.
1 ACT Emergencies Act 2004 - section 35 (Directions by Chief Officer to Service members)
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4.2. All ACTSES vehicles are the property of the ACT Government. The CO may direct to be changed or change any policy, practice or procedure of the ACTSES, Unit, Unit member or driver in relation to the use of vehicles.
4.3. Only Unit members that have been appointed as a driver in accordance with section 6 of this policy are permitted to operate ACTSES vehicles or those members endorsed by a staff member from time to time.
4.4. Drivers of ACTSES vehicles accept full responsibility for:
4.4.1. Operating the vehicle in a professional and ethical2 manner and in accordance with all applicable ACTSES, ESA and ACT Public Service policies and codes of practice;
4.4.2. Operating the vehicle in a manner that upholds the values of the ACT Public Service3 and public perception of the ACTSES and ESA;
4.4.3. Operating the vehicle in compliance with all road/traffic and parking laws, rules and regulations applicable within the state or territory that the vehicle is being operated in;
4.4.4. Making good any penalty imposed including the payment of fines following any infringement or breach of a road or parking law, rule or regulation;
4.4.5. Ensuring the overall safety and security of the vehicle, passengers, on- board equipment or trailers attached to the vehicle; and,
4.4.6. Ensuring that the vehicle is in a roadworthy, registered, mechanically sound and fully equipped state prior to operation and that deficiencies are reported and/or rectified before the vehicle is used.
4.5. The CO, Deputy Chief Officer ACTSES (DCO) or Duty Officer ACTSES (DO) may relocate Unit vehicles as required to meet any specific standby, operational or training requirements of the ACTSES or other agency. This may be for a short or long-term basis.
5. Licence Requirements 5.1. Drivers of ACTSES vehicles must hold a current and full state or territory driver’s licence of suitable class for the vehicle. Learner or provisional licence holders are not permitted to operate ACTSES vehicles.
5.2. Drivers of ACTSES vehicle must carry their licence with them at all times.
5.3. Appointed drivers of ACTSES vehicles must advise their supervisor immediately of any change to their licence condition or status that legally prevents them from driving the vehicle.
5.4. The Commander must ensure that prior to appointing a Unit member as a driver, the member’s licence is visually inspected by the Commander to ensure that it meets all of the requirements of section 5.1 above.
2 ACT Public Service, Chief Minister’s Department – Code of Ethics 3 ACT Public Sector Management Act 1994, Section 6 – Values and General Principles
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6. Appointment, Suspension and Revocation of Drivers at a Unit 6.1. The Commander is responsible for the appointment of Unit members within their Unit as a driver. The appointment of Unit members as drivers will remain valid until suspended or revoked by the Commander, CO, DCO or the member leaves the Unit or Service.
6.2. The Commander may elect to include themselves in the list of appointed drivers providing that they have met the requirements of sections 5 and 6.4 of this policy.
6.3. To formally appoint a Unit member as a driver, the Commander must use the template provided in attachment A of this policy. This template must be completed and signed by the Commander and the Unit member and the original stored by the Commander or delegate.
6.4. In appointing an ACTSES member as a driver, the Commander must ensure that the member:
6.4.1. Receives a copy of this policy and understands their obligation to comply with its requirements;
6.4.2. Has current vehicle operation skills or undertakes training at a Unit or Service level that covers all aspects of vehicle preparation driving and operation applicable to that vehicle;
6.4.3. Is provided with adequate opportunity to maintain their knowledge and skills in vehicle operation;
6.4.4. Understands and complies with any specific Unit policies or procedures in relation to the operation of ACTSES vehicles; and,
6.4.5. Is advised of all changes to vehicle operational policies, procedures or requirements of the ACTSES or individual Unit.
6.5. The Commander must maintain a formal record of all members within the Unit that have been appointed as a driver (refer attachment B). The record must contain the following details of each appointed driver, and, a copy shall be provided to staff as requested to assist in Service level planning and operations:
6.5.1. Name;
6.5.2. Date of birth;
6.5.3. Licence number, state/territory of issue and date of expiry;
6.5.4. Licence class; and,
6.5.5. The name of the Commander that made the appointment and the date the member was appointed as a driver.
6.6. The Commander must ensure that the record of appointed drivers as required in section 6.5 is displayed within the Unit with the exception of the drivers details specified in section 6.5.2 and 6.5.3 (refer attachment C).
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6.7. Mutual recognition will exist between Units in relation to the appointment of drivers. Once appointed as a driver, Unit members may operate any vehicle that they are licenced and qualified for across the Service.
6.8. A member who transfers from one Unit to another will need the endorsement of the receiving Commander to continue as a Service endorsed driver.
6.9. The Commander may suspend the appointment of a Unit member within their Unit as a driver for a maximum of three months. The suspension of a Unit members’ appointment as a driver may occur either verbally or in writing (refer attachment A).
6.10. The Commander may revoke the appointment of a Unit member within their Unit as a driver. A revocation must be issued to the Unit member in writing (refer attachment A). A Unit member whose appointment as a driver has been suspended or revoked by the Commander may appeal to the CO or DCO in accordance with the ACTSES Dispute and Grievance policy.
6.11. The CO or DCO may suspend or revoke the appointment of any ACTSES Unit members’ appointment as a driver. Any suspension or revocation issued by the CO or DCO will be issued in writing and may be appealed to the CO in accordance with the ACTSES Dispute and Grievance policy.
7. Mobile Phones
Members of the ACTSES are not permitted to use a mobile phone whilst under control of an SES vehicle unless they are using a hands free kit suitable to that phone.
8. Driving Infringements 8.1. The driver of the vehicle at the time it was parked or in operation when an infringement was issued is responsible for the payment of the fine and any loss of points against their licence (refer 4.4.4).
8.2. A driver that has been issued with an ‘on-the-spot’ infringement for parking or driving when operating an ACTSES vehicle must advise their Commander within 24 hours of the infringement being issued. The driver must advise the Commander of the circumstances surrounding the infringement, and, these details passed on to the DCO by the Commander or delegate by the next working day. The DCO may investigate the matter and may take action as described in section 6.11 of this policy if there is evidence of negligence or a failure of the driver to operate the vehicle in accordance with section 4.4 of this policy.
8.3. Where the ACTSES is notified that a red light and/or speed camera infringement has been issued against an ACTSES Unit vehicle, the DCO will notify the Commander of the details of the infringement. The Commander shall investigate the matter within their Unit, and provide the DCO within three working days the following details of the driver responsible so that the infringement can be attributed accordingly:
8.3.1. Driver’s name;
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8.3.2. Licence number and state/territory of issue; and,
8.3.3. Date of birth.
8.4. Drivers of ACTSES vehicles that suspect they will receive a red light and/or speed camera infringement must notify the Commander of the potential for an infringement along with the details of the date, time and location. The Commander shall maintain a record these details for future reference if required.
9. Selection of Vehicles 9.1. The CO is responsible for determining the make, model and number of vehicles that are allocated to ACTSES staff and Units.
9.2. The CO will determine whether the vehicles are leased or purchased outright subject to the financial requirements of ESA and the ACTSES. The CO will determine the length of the lease, or the length of time that the vehicle will be maintained if purchased outright in accordance with ESA asset management and vehicle replacement arrangements.
9.3. In determining the type of vehicles that are provided to staff and Units, the CO will consider each of the following factors to assist in the identification of suitable vehicles:
9.3.1. Operational demands and requirements;
9.3.2. Personnel and equipment carrying capacity;
9.3.3. Passenger comfort and occupational health and safety issues;
9.3.4. Towing capacity;
9.3.5. Engine type and capacity;
9.3.6. On and off road use capability;
9.3.7. Lease or purchase costs;
9.3.8. Running and maintenance costs;
9.3.9. Reliability;
9.3.10. Fairness and equity; and,
9.3.11. Any recommendation provided by ESA Procurement and Fleet Management (P&FM) unit or similar group.
9.4. The CO will consult with staff and Unit members prior to determining the types and quantity of vehicles to be allocated to staff and Units.
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10. Cleanliness and Operational Preparedness 10.1. The Commander is responsible for ensuring that the vehicles assigned to their Unit are maintained in a clean, presentable and operationally prepared condition that complies with the requirements of this policy.
10.2. The Commander may create and nominate a Unit member to the position of “Transport Officer” to assist in managing the Unit’s vehicle preparedness, cleanliness and maintenance requirements.
10.3. The Commander must establish and implement specific internal operating policies and procedures that support this policy to ensure that the vehicles are prepared and maintained. As a minimum, the driver must ensure that the following items are checked every time the vehicle is deployed for an activity, callout or shift:
10.3.1. General roadworthiness, cleanliness and preparedness;
10.3.2. All fluid levels;
10.3.3. Tyre condition; and,
10.3.4. Operation of all lights and warning devices.
10.4. Vehicle cleaning products that are required by the Unit will be ordered by the Commander or Equipment Officer using an ESA Stores Voucher form submitted to the Logistics and Resource Coordinator ACTSES (L&RC).
10.5. The Commander or delegate must advise the L&RC, Operations and Capability Coordinator ACTSES (OCC) or DO immediately if any circumstance or condition will prevent the use of the vehicle for operational reasons.
11. Official and Private Use of ACTSES Vehicles 11.1. ACTSES vehicles must only be used for carrying out the official business of the ACTSES, individual Unit or ESA.
11.2. Vehicles must not be used for unofficial, unauthorised, private or business use not related to ACTSES, individual Unit or ESA4. Any requirement to use the vehicle for purposes other than section 10.1 of this policy must be approved by the CO or DCO.
12. Use of Vehicles for Training 12.1. ACTSES vehicles may be used at any time as required to support Unit or Service training activities apart from four-wheel drive activities that require special consideration and planning.
12.2. The ACTSES recognises the need for drivers to maintain and develop their four-wheel drive and recovery skills in realistic off-road environments. However due to the risks that are present during these activities, the Commander or delegate must:
4 ACT Public Sector Management Act 1994, Section 9 – General Obligations of Public Employees
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12.2.1. Submit an exercise plan to the ACTSES Learning and Development Coordinator at least three working days prior to the exercise being conducted. The plan as a minimum must include the objectives of the exercise and how it will be conducted, the dates and times of the exercise, the exercise location, the names of the participants, names of the exercise director and safety officer and contact information;
12.2.2. Modify the exercise plan as required and/or comply with any direction or request from staff;
12.2.3. Seek approval as required from land management agencies before entering non-public land; and,
12.2.4. Amend the exercise plan as required during the activity to minimise hazards and risks.
12.2.5. When starting the exercise call COMCEN and advise the exercise is running and request a CAD number be made up. Upon completion advise COMCEN that all vehicles have returned.
13. Consumption and Carriage of Alcohol 13.1. A driver must not operate an ACTSES vehicle if they are under the influence of alcohol.
13.2. Under no circumstance is a driver or passenger to consume alcohol within an ACTSES vehicle5.
13.3. Alcohol may only be carried in an ACTSES vehicle following the approval of the CO or where the alcohol was received in accordance with the ESA’s “Authority Guidelines Relating to Donations” as a gift or present6. In such cases the alcohol must be removed from the vehicle immediately upon returning to its garage.
14. Carriage of Passengers 14.1. Only members of the ACTSES, ESA, ACT Government or another emergency services organisation may be carried in ACTSES vehicles.
14.2. Unit members, drivers or staff wishing to carry personnel not described in 14.1 must receive approval beforehand from the CO or DCO. Where possible, all requests should be submitted in writing and any approval issued must specify the time for which the approval is valid.
14.3. For specific operational requirements of an immediate nature, the CO, DCO or DO may provide verbal approval to carry personnel not described in 14.1.
14.4. In an emergency situation, personnel not described in section 14.1 may be carried at the discretion of the driver for the purposes of protecting life, property and the environment.
5 ACT Public Sector Management Standards, Standard 1 - Ethics 6 ACT Public Sector Management Standards, Standard 1 - Ethics
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15. Smoking In ACTSES Vehicles 15.1. Smoking is not permitted in any vehicle under the control of or hired by the ACT Government7/8 which includes vehicles operated by ACTSES staff or Unit members.
16. Advising COMCEN of Vehicle Movement 16.1. All movement of Unit vehicles to and from their normal place of garage must be reported to ComCen by the driver or passenger in accordance with Service communications policy and procedure.
17. Garaging of Vehicles 17.1. ACTSES vehicles must always be garaged at a recognised ACTSES or ESA premises unless home garaging has been approved in accordance with section 17.3 of this policy.
17.2. When garaging an ACTSES vehicle, the driver must ensure that it is parked and secured safely and effectively and under cover where possible. Where a battery isolator is fitted, this must be left in the open position.
17.3. Home garaging of Unit vehicles is not permitted under any circumstances unless:
17.3.1. The CO, DCO or DO has either verbally or in writing approved a short term request (periods not exceeding 24 hours) received from the Commander for a special operational, training or administrative requirement;
17.3.2. The ACTSES has issued a severe weather or thunderstorm warning via pager or phone. In this situation the Commander or Unit Duty Officer is permitted to home garage the Unit command vehicle (61) and use the vehicle for travel to and from the normal place of work. All other requirements of this policy must be applied and the vehicle must be returned to the normal place of garage within 12 hours of the severe weather or thunderstorm warning ending. This provision to home garage the command vehicle does not extend to any other vehicle other than the command vehicle; or,
17.3.3. The CO has approved the vehicle to be home garaged by the Commander or other Unit member on a long term basis and has completed and signed the ACT Government Authority to Home Garage for each individual.
17.4. Where approval has been received to home garage a vehicle in accordance with 17.3.1, 17.3.2 or 17.3.3, the vehicle must be parked so that it is:
17.4.1. Readily available and accessible for use; and,
7 ACT Public Service, Occupational Health & Safety Policy (No. P-04) – Smoke Free Workplaces (1991) 8 ACT Smoke-free Areas (Enclosed Public Places) Act 1994 – Schedule 1
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17.4.2. Parked within the property boundary (not on the street or property verge).
18. Interstate Use of Vehicles 18.1. With the exception of a radius of 25klm from the ACT , ACTSES vehicles must not be driven outside of the Australian Capital Territory unless authorised by the CO.
18.2. Where there is a requirement to operate an ACTSES vehicle outside of section 18.1, the driver must ensure that an ESA Travel Form is completed, submitted and authorised by the CO for themselves and each passenger a minimum of three business days prior to departure.
18.3. In exceptional and immediate operational circumstances, ComCen, the CO or DCO may verbally authorise travel outside of section 18.1.
19. Signwriting and Badging 19.1. All ACTSES vehicles will be signwritten so that they are identifiable as an ACTSES vehicle unless specifically excluded by the CO. The purpose of signwriting is to enhance the visibility of the vehicle for safety purposes, and to promote and provide exposure to the ACTSES in the community.
19.2. The application and the removal of signwriting from a vehicle may only occur with the approval of the CO, DCO or L&RC.
19.3. ACTSES vehicles will be signwritten in accordance with the following general specifications:
19.3.1. One row of four-row orange checker on white background reflective tape running the full length of the vehicle on each side at a suitable position beneath the window line;
19.3.2. One row of two-row orange checker on white background reflective tape across the rear of the vehicle at a suitable position below the rear window;
19.3.3. A row of two-orange high visibility tape that runs above and below the four row orange checker on the sides of a vehicle; the tape will also be applied to the front and rear of vehicles in an appropriate location;
19.3.4. One ACTSES reflective roundel of minimum 200mm in diameter placed in the forward bottom corner of the driver and front passenger doors;
19.3.5. One national SES rectangular logo placed on either side of the vehicle between the rear wheel arch and the rear of the vehicle;
19.3.6. Blue reflective sentence case text reading “A.C.T. STATE EMERGENCY SERVICE” of 70mm in height placed behind each ACTSES roundel with the base in line with bottom edge of the roundel and running parallel to the lower door edge;
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19.3.7. A maximum five character alpha-numeric callsign identifier of the vehicle in 50mm uppercase blue reflective tape on either side of the vehicle forward of the side mirrors and beneath the window line;
19.3.8. A maximum five character alpha-numeric callsign identifier of the vehicle in 50mm uppercase blue reflective tape on the rear left of the vehicle between the reflective tape and window line; and,
19.3.9. A three character “SES” identifier located on the bonnet of maximum size to be sufficiently visible to overhead aircraft; and
19.3.10. A 132500 banner will be fitted to the rear quarter panels of the vehicles.
19.4. Vehicles not permanently sign written as ACTSES vehicles shall be fitted with or carry the following to ensure the vehicle can function as an operational vehicle:
19.4.1. Two (2) magnetic reflective ACTSES roundels of minimum 200mm in diameter for affixing to the centre of the driver and front passenger doors;
19.4.2. Three magnetic maximum five character alpha-numeric callsigns in 100mm blue reflective tape for affixing to either side of the vehicle adjacent to the side mirrors, and to the rear of the vehicle; and,
19.4.3. One magnetic maximum five character alpha-numeric callsign in uppercase ~300mm blue reflective tape for affixing to the bonnet of the vehicle.
20. Provision and Installation of Standard Equipment 20.1. The ACTSES requires that vehicles be fitted with a range of equipment and warning devices to ensure the capability and safety of the vehicle and members at an incident site. This equipment and warning devices excludes any equipment or tools installed or provided by the vehicle manufacturer.
20.2. The specific fitout requirements for each ACTSES vehicle will be determined by the CO to meet operational requirements of that vehicle. Unit members through the Commander or Unit Equipment Officer are encouraged to advise the OCC of equipment additional to that listed in 19.3 that may be useful within a vehicle:
20.3. SES vehicles will be,, where appropriate fitted with the following: battery isolator, bulbar, driving lights, dual battery system, equipment drawers, fuel card, radios, roof racks, towbar, towhook, trailer plug, warning devices, work lights, winch.
20.4. Units may request the installation of additional equipment purchased by the Unit to support their operational requirements but must do so in accordance with section 33 of this policy (Mechanical and Electrical Repairs, Maintenance, Additions or Alterations).
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21. Provision and Use of Fuel Cards 21.1. Fuel cards will be issued to each ACTSES vehicle.
21.2. Fuel cards must be stored in a secure and accessible location within the vehicle at all times.
21.3. Fuel cards should only be used for the vehicle they are registered to. At the time of refuelling the vehicle the odometer reading of the vehicle and the PIN number of the fuel card must be provided to the service station console operator.
21.4. The default pin number issued with a fuel card must not be changed without the approval of the L&RC and Procurement and Fleet Management (P&FM) unit.
21.5. Fuel cards may also be used to purchase small quantities of supplies to ensure the operational status of the vehicle or Unit equipment. These include but are limited to:
21.5.1. Standard unleaded fuel;
21.5.2. Engine oil or two stroke oil; or,
21.5.3. Swap and Go LPG gas cylinders for catering trailers.
21.6. The Commander or delegate is responsible for the collection and storage at the Unit of fuel card purchase receipts. Receipts must be retained for three months from the date of purchase and may be examined or requested for audit or other purposes at any time by staff of the ACTSES, ESA or ACT Government.
21.7. Lost or misplaced fuel cards must be reported to the L&RC upon detection by the Commander with an explanation of the details surrounding the loss or misplacement.
22. Urgent Duty Driving (UDD) 22.1. ACTSES vehicles that do not have an operational siren box and roof, front and tail warning lights as a minimum are not permitted to undertake UDD.
22.2. Drivers of ACTSES vehicles must not undertake UDD unless:
22.2.1. They have received training or instruction in UDD as determined by the CO; and,
22.2.2. They have been appointed in writing as a UDD authorised driver by the CO; and,
22.2.3. They have received specific instruction to respond under UDD by ComCen or the CO.
22.3. UDD authorised drivers must comply with any ACTSES specific policy issued for urgent duty driving when operating under UDD.
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23. Use of Warning Devices (Lights and Sirens) 23.1. Warning devices may be fitted to ACTSES vehicle to indicate the others that the vehicle is an emergency vehicle and that a hazardous, dangerous or emergency situation is present.
23.2. Visual warning devices that are fitted to ACTSES vehicles must only be activated when there is a need to alert others to:
23.2.1. A hazard or danger on a roadway or public area such as an obstacle or road block;
23.2.2. Unit members working on or nearby a roadway;
23.2.3. The location or movement of the vehicle on a fireground;
23.2.4. The location or movement of the vehicle at an incident site or staging area following the approval of the incident management team. This may include at a search where the AFP believe that the use of the visual warning devices would assist in locating the missing person; or,
23.2.5. The movement of the vehicle whilst inside of the perimeter of the Canberra Airport.
23.3. Visual warning devices must not be used to clear a path through pedestrians or traffic.
23.4. Audible warning devices may only be activated when:
23.4.1. The vehicle is operating under UDD; or,
23.4.2. The use of the siren may be useful to attracting public attention during an emergency situation such as during a search when the AFP have authorised the periodic use of the siren.
24. Use of Hubs 24.1. Unnecessary use of ACTSES vehicles with the front hubs in the locked position contributes to increased fuel consumption and increased wear on the tyres, transmission and differential.
24.2. All ACTSES vehicles must operate with the front hubs in the “UNLOCKED” position unless:
24.2.1. Operating on a road, track or other off-road surface with low traction where the use of four wheel drive may be required;
24.2.2. Using four wheel drive to provide the vehicle with greater traction during a winching or recovery operation.
24.3. The Commander or delegate should ensure that the vehicle is periodically driven for a short distance with the hubs in the “LOCKED” position to lubricate the hub. If this is being carried out on sealed or hard standing roads, 4WD is not to be engaged.
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25. Parking and Securing 25.1. The driver must park the vehicle in accordance with local parking regulations (refer 4.4.3).
25.2. When parking at an incident scene, the driver must ensure that the vehicle is:
25.2.1. Parked in a fashion that does not obstruct or block the movement of other vehicles unless there is a specific safety requirement to do so;
25.2.2. Left unlocked with the keys in the ignition unless specific security concerns exist;
25.2.3. Reversed in where possible to permit easy exit and departure;
25.2.4. Left with the windows and doors closed, particularly at a storm or fireground incident; and,
25.2.5. Left with the engine running at a higher engine idle where possible if there is a requirement to leave vehicle lights or visual warning devices operating.
26. Connection of Trailers to ACTSES Vehicles 26.1. Only trailers owned by the ACTSES, leased by SES or ESA, ESA or ACT Government or Unit (copy of registration must be supplied to the L&RC) are to be connected to ACTSES vehicles.
26.2. The driver has full and final responsibility for ensuring the safety of the vehicle and the trailer when attached. The driver must ensure that when operating an ACTSES vehicle with a trailer attached:
26.2.1. The trailer has been fully checked before use, and that it is registered and in a roadworthy condition;
26.2.2. The trailer has been fully and properly connected to the vehicle including the coupling, safety chain/s and electrical plug;
26.2.3. All doors and lockers on the trailer are properly closed and secured;
26.2.4. All items affixed to or within the trailer are properly and appropriately secured; and,
26.2.5. The vehicle is operated in a manner to account for the connected trailer.
27. Reversing with Trailer Attached 27.1. Where reversing an ACTSES vehicle with a trailer attached, the driver should utilise the assistance of an observer at the rear of the vehicle to ensure the safety of the operation if available.
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28. Logbooks and Logbook Entries 28.1. Unless excluded by the CO, all ACTSES vehicles must carry logbooks for the purposes of recording the details when an ACTSES vehicle has been used.
28.2. Logbooks should replicate the logbook sheet as shown in attachment D. All logbooks must be stored within the vehicle and be readily accessible to the driver.
28.3. The following details are the minimum that must be recorded by the driver when using a ACTSES vehicle:
28.3.1. Drivers name;
28.3.2. Starting date and time of the trip;
28.3.3. Starting odometer reading;
28.3.4. End date and time of the trip;
28.3.5. Ending odometer reading;
28.3.6. Details or purpose of the trip; and,
28.3.7. Driver’s initial.
28.4. The driver must ensure that they enter the date, their name and the starting time and odometer reading in the logbook before commencing the journey. At the conclusion of the journey the driver must complete all remaining entries in the logbook and ensure they are done so in an honest and accurate fashion.
28.5. Vehicle logbooks or the vehicle odometer readings may be examined or requested for audit or other purposes at any time by staff of the ACTSES, ESA or ACT Government. Vehicle odometer readings are to be submitted to the L&RC at the beginning of each calendar month.
29. Wearing of Uniform 29.1. The driver shall wear a uniform that complies with ACTSES uniform policies and procedures at all times when operating an ACTSES vehicle.
29.2. The driver must ensure that all passengers within the vehicle are wearing a uniform that complies with ACTSES uniform policies and procedures other than those passengers referred to in Section 14.1, 14.3 or 14.4
30. Vehicle Key Allocation 30.1. By default, three sets of keys for each ACTSES vehicle will be produced and allocated as follows:
30.1.1. One set to the Unit or staff member;
30.1.2. One set to ESA P&FM unit; and,
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30.1.3. One set to be kept within the SES Duty Office.
30.2. Units may copy additional vehicle keys for their own purposes. Any additional keys produced will be at the Unit’s expense and must be stored securely and returned when the vehicle is disposed of.
31. Standard Equipment to be Carried 31.1. ACTSES vehicles are identifiable to the public as emergency vehicles. As a consequence there is likely to be the public expectation that these vehicles carry equipment that can be used to provide assistance during an emergency or other situation.
31.2. The following table lists the equipment that must be carried in all ACTSES vehicle as a minimum at all times:
Item Qty.
UBD map of current edition 1
1kg or 2kg dry chemical fire extinguisher (subject to space available) 1
ACTSES “Infectious Waste Management Kit” 1
First aid kit (box or soft-kit type) 1
Woollen blanket 1
Torch 1
Four wheel drive recovery kit (for 4wd vehicles) 1
Strobe light kit 1
Day/Night compliant safety vest 2
Accident reports forms 2
Traffic wands 2
ESA Operational Atlas set 1
31.3. Units may elect to carry additional equipment to support their preparedness and operational policies and procedures providing they are stored in accordance with section 32 of this policy.
32. Carriage of Passengers and Goods in ACTSES Vehicles 32.1. The driver is responsible for ensuring the safety and security of passengers, personal luggage and other goods carried in or on ACTSES vehicles. Dangerous or inappropriately restrained items or goods within ACTSES vehicles may present as a hazard to the driver, passengers or other road users.
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32.2. All ACTSES vehicles will be fitted with cargo barriers unless they are not applicable to the type of vehicle, or will severely restrict egress of passengers from the vehicle in the event of an accident.
32.3. The driver must make an assessment of the purpose, nature and priority of the journey and take all reasonable and practicable steps to eliminate, isolate or control any item that may present as a hazard to passengers within the cabin or passenger compartment. Examples of reasonable and practicable steps that may eliminate, isolate or control a hazard within a vehicle include:
32.3.1. Placing and securing the item in the glove compartment or other fixed bin, pocket or storage area within the vehicle;
32.3.2. Placing the item behind a cargo barrier, in a equipment drawer or other storage area;
32.3.3. Placing the item on the floor of the vehicle, or underneath or behind a seat;
32.3.4. Restraining the item;
32.3.5. Removing the item from the vehicle and placing it on the roof or in a trailer as appropriate; or,
32.3.6. Minimising the number of passengers present.
32.4. The driver must ensure that goods carried on the roof of the vehicle or in trailers are properly restrained, secured and carried in accordance with road laws and regulations (refer 4.4.3).
32.5. Items that should not be carried within the passenger compartment of an ACTSES vehicle includes:
32.5.1. Fuel containers of any description;
32.5.2. Motorised equipment (filled with fuel); and,
32.5.3. Rack (Hi-Lift) jacks.
33. Mechanical and Electrical Repairs, Maintenance, Additions or Alterations 33.1. All mechanical or electrical repairs, maintenance, additions or alterations to ACTSES vehicles and trailers must be carried out by ESA Workshops or authorised agent. This is to ensure the safety, integrity, legality and effectiveness of the repair, maintenance, addition or alteration.
33.2. ESA Workshops or authorised agent shall take any necessary action to correct any unauthorised mechanical or electrical repair, maintenance, addition or alteration to an ACTSES vehicle.
33.3. The driver, through the Commander or delegate, is responsible for notifying the L&RC of any repair, maintenance or addition or alteration to an ACTSES vehicle that was not performed by ESA Workshops or authorised agent.
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33.4. Units considering special mechanical or electrical repairs, additions or alterations to Unit vehicles must discuss their requirement with the ACTSES OCC. Where a positive benefit to the operation or safety of the vehicle or occupants can be established, the requirement will be discussed with the ACTSES L&RC and the Manager ESA Workshops to determine suitability, safety and any costs involved.
33.5. The Commander or delegate is responsible for:
33.5.1. Ensuring that Unit vehicles are serviced in accordance with their schedule and for notifying the L&RC when a service is due; and,
33.5.2. Notifying the L&RC of any requirement to repair, alter or add to a Unit vehicle and for relocating the vehicle to the place of service following negotiation with the L&RC.
34. Damage and Accidents 34.1. All damage to or accidents involving ACTSES vehicles regardless of how minor must be reported to the Commander and the DO or L&RC.
34.2. Where the damage suffered to an ACTSES vehicle is minor and does not involve another vehicle or an injury to a passenger, the driver must complete and submit an ACT Government Accident Report and ESA vehicle accident report form to the L&RC within two working days of the accident.
34.3. Where the damage to an ACTSES vehicles is moderate to extensive, has involved another vehicle or property, or has resulted in the injury to the driver, passenger or another road user, the driver must:
34.3.1. Seek the assistance of the police, fire and/or ambulance as required;
34.3.2. Not admit liability;
34.3.3. Seek the details of other parties involved in the accident (including witnesses) and gather their vehicle, licence and contact details;
34.3.4. Notify the DO and the Commander of the accident immediately;
34.3.5. Complete and submit a motor vehicle accident report form within 24 hours at a police station; and,
34.3.6. Complete and submit an ACT Government Accident Report and ESA vehicle accident report to the L&RC within two working days of the accident.
34.4. Following any report of damage or accident to an ACTSES vehicle, the driver may:
34.4.1. Be directed by their Commander or ACTSES staff to provide further details to support any investigation into the damage or accident;
34.4.2. Be required to undertake corrective or remedial training; and/or,
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34.4.3. Have their appointment as a driver suspended or revoked in accordance with sections 6.9, 6.10 or 6.11 of this policy.
POLICY STATEMENT ENDS
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Attachment A (Refer s.6) APPOINTMENT, REVOCATION OR SUSPENSION OF AN ACTSES UNIT MEMBER AS A DRIVER
I, …………………………………………...….. (insert name),
Commander of …………………………….……...... (insert Unit name)
hereby APPOINT / SUSPEND / REVOKE (delete as applicable)
……………………………………………...….. (insert name of Unit member)
as a driver with the ACT State Emergency Service in accordance with section 6 and all its subsections of the ACTSES Vehicle Use Policy (v. 1.0):
Date of Effect:
Conditions:
Signed:
Date:
DRIVER ACKNOWLEDGEMENT
I, …………………………………………...….. (insert name), hereby acknowledge my
appointment, revocation or suspension as applicable as a driver with the ACTSES and understand my obligation to comply with the appointment, suspension or revocation in accordance with the ACTSES Vehicle Use policy that I have received, read and understand:
Signed:
Date:
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Attachment B (Refer s.6.5) UNIT MASTER RECORD OF DRIVER APPOINTMENTS
Unit Name:…………………………………
NAME OF APPOINTED DRIVER LICENCE DATE OF STATE / TERRITORY LICENCE LICENCE NAME OF COMMANDER MAKING DATE OF SIGHTED BIRTH OF ISSUE AND CLASS EXPIRY DATE APPOINTMENT APPOINTMENT (Y/N) NUMBER
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Attachment C (Refer s.6.6) UNIT LIST OF DRIVER APPOINTMENTS
Unit Name:…………………………………
NAME OF APPOINTED DRIVER LICENCE CLASS NAME OF COMMANDER DATE OF APPOINTMENT
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Attachment D (Refer s.27)
UNIT NAME: VEHICLE TYPE: VEHICLE REGO: VEHICLE LOG
DRIVERS’S NAME START START START END DATE END TIME END TRIP PURPOSE INITIAL OF DATE TIME ODOMETER ODOMETER DRIVER
Policy: Vehicle Use v.2.0 –23/10/2009 24 of 24 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 8. MANAGING TREE AND LIMB HAZARDS AT FIRE OPERATIONS (INCLUDING HAZARD REDUCTION ACTIVITIES)
8.1.1 PURPOSE x Ensure that all fire personnel have an acute awareness of the extreme risk posed by tree and limb hazards in fire operations and fuel management activities. x Provide a consistent approach for identifying and managing tree and limb hazards
8.1.2 CONSISTENCY This policy is based upon, and consistent with the management of tree and limb hazards across neighbouring NSW agencies including NSW NPWS, Forest Corp and the NSW RFS. It has also been adopted by ACT RFS and ACT F&R.
This checklist will assist in complying with the Work Health and Safety Act 2011, and Work Health and Safety Regulations 2011. All assessments will be consistent with TAMS Risk Management Framework.
8.1.3 TREE AND LIMB HAZARDS x Tree hazard characteristics are the features of a tree which singularly, or in combination, compromises the structure of the tree and increases the risk of the tree partly or totally falling. These characteristics may PCS Fire Notebook Rev. 5, 2016 Page 82 163 include, but are not limited to, previous ringbarking, large external scars, hollows, fire damage, dead limbs, and advanced decay. x External factors that may compromise a tree’s stability may include, but are not limited to, wind, soil saturation, fire, damage/ground disturbance associated, with line construction or harvesting, the movement of machinery and aerial water bombing during fire operations.
8.1.4 PROCEDURE x All personnel, volunteers and contractors undertaking fire operations and fuel management activities in PCS managed forested / wooded sites must wear the appropriate PPE including helmets. x Inspections and assessments of firegrounds and work areas should be undertaken by Advanced Chainsaw Operators or other suitably qualified / experienced staff as approved by the IC / DivCom / works supervisor. x Rapid visual assessment of all trees within the Drop Zone (2 tree lengths) of the proposed work area where crews may be located. Assessment should be at commencement of deployments or fuel management activities to that area and look at soundness and structural integrity. x Work areas include control lines, briefing areas, safety zones, helipads, water points, turnaround points and any area where crews are likely to congregate, spend time etc x If the rapid visual assessment identifies a possible issue, further assessment is undertaken of specific hazardous
PCS Fire Notebook Rev. 5, 2016 Page 83 164 trees/ limbs, taking into account the “Common Features of Dangerous Trees” tabled on the ”Hazardous Tree Field Recording Form”. Utilise the TAMS Risk Management Framework - ask “What is the most likely consequence that this risk would present in its current form?”, and then consider “What is the likelihood of that consequence?” x Use attached ”Hazardous / Cultural Tree Field Recording Form” and record the location of tree and limb hazards (using Lat/Long Coordinates and 8 digit grid reference) x Mark identified high risk hazardous trees/limbs in the field with pink paint using the following symbol. Ø x If the tree is unsafe to approach place the symbol on another nearby tree or on the road with an arrow (and distance) pointing from the symbol to the feature. Use red and white safety tape for marking exclusion areas around tree/limb hazards. x Provide the completed Hazardous / Cultural Tree Field Recording Form” to the IC / IMT to ensure that it is then placed on future IAPS and operational maps. x If work is to be undertaken on any identified hazard and persons or machinery will be within the Drop Zone of the tree, then controls must be applied.
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8.1.5 HIERARCHY OF CONTROL The following hierarchy of control options for managing risks is to be used in managing dangerous trees / limbs:
x Eliminate the hazard - Removing the tree x Substitution - Move activities to another site x Isolation - Keep people away from hazards or guard the site x Administration - Provide information, instruction, supervision and/or training x The IC / DivCom will approve appropriate control action to manage the identified risks. x Only advanced chainsaw qualified operators are to remove tree and limb hazards on firegrounds and those operators should only fell a tree if it is within their capability and experience. x Areas not assessed for hazardous trees/limbs should also be identified on maps and the task of assessing those sites allocated by the IC / IMT x Ensure that information and warnings about the management of tree and limb hazards is included in Incident Action Plans for fire operations in forested areas. x Brief all fire personnel, including personnel from other agencies and jurisdictions on the location (if known) and proposed management strategies of tree and limb
PCS Fire Notebook Rev. 5, 2016 Page 85 166 hazards in the area of operations prior to deploying personnel to that area. x Regularly review and assess tree and limb hazards as conditions change. Reviews and re-assessments must be undertaken following defined events including: x fire, x high winds, x overhead helicopter use, x water bombing operations, x tree felling operations, x root disturbance (eg line construction using heavy plant)
The IC / IMT is responsible for tasking for reassessments following defined events
PCS Fire Notebook Rev. 5, 2016 Page 86 167
8.1.6 SCAR TREES AND TREES WITH HIGH CONSERVATION VALUE Scar trees are culturally significant and all aboriginal places and artefacts are protected .
Trees provide essential habitat for native fauna, and it is the preferred option to protect and retain trees wherever possible. High conservation value trees include roosting trees of threatened species and those with nesting hollows.
Actions required: x Immediately notify the occurrence up through the chain of command, especially if this was not already marked on any incident map, x Record the tree’s location and its condition x Wherever possible prevent further disturbance; particularly from fire control line construction or fire suppression operations.
Flag the tree with YELLOW FLAGGING TAPE.
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8.2 RESPONSIBILITY
Who is responsible? Responsible for IC, DivCom, Task Force Providing strong leadership on awareness and pro-active Leaders, Sector Leaders, management of Tree and Limb hazards in fire operations. Crew Leaders IC, DivCom, Task Force Tasking of inspection/assessment/marking of Tree and Limb Leaders, Sector Leaders, hazards in fire affected work areas prior to deployments. Crew Leaders IC, DivCom, Task Force Delivering pre-operational briefing including the Leaders, Sector Leaders, management of Tree and Limb hazards. Crew Leaders Planning Officer Including warnings and advice on the management of Tree and Limb hazards in IAP. Map all hazardous trees, along with areas that are yet to be assessed IC / DivCom Approve proposed management of tree / limb hazard
PCS Fire Notebook Rev. 5, 2016 Page 88 8.3 CONSUMABLES 169 Flagging tape and marker paint are to be supplied to all fire vehicles Tankers, light units and officer vehicles) as well as Fire Management Unit crew vehicles.
The Fire Management Unit will be responsible for purchase and supply. Crew leaders are responsible for maintaining adequate supply of consumables and ordering replacements. Suppliers of consumable materials:
PCS Fire Notebook Rev. 5, 2016 Page 89 Description Manufacturer Part Number Known Suppliers Supplier Part 170Number Pink Forestry & DyMark 37023529 Blackwoods 00304317 Plantation Marking Paint Barrier Tape - unknown Blackwoods 00058378 Danger - Red/White Diagonal Stripe 75mm x 50m Economy Brady 834580 Blackwoods 05006558 Barricade Tape – Danger 75mm Barrier Tape - unknown Blackwoods 00678259 Red/White
Diagonal Stripe 75mm x 50m
Red and white tape with the word “Danger” is preferred, although plain red and white is acceptable.
PCS Fire Notebook Rev. 5, 2016 Page 90 8.4 CODES OF COMMON FEATURES OF DANGEROUS TREES (LIST IS NOT EXHAUSTIVE) 171 x Widow makers x Excessive rot content x Dry side x Scars x Hollows x Burnt out tree butt, trunk or limb x Tree trunk with substantial damage x Defective tree located within 2 lengths of tree to be felled x Storm or snow damage x Tree’s root system likely to uproot due to its location or size (slope, wet area) x Tree with exposed root system x Tree with excessive lean x Trees larger than the capacity of the felling machine x Thick undergrowth located at the tree’s base which cannot be cleared x Interlocking limbs x Location which restricts faller’s safe movements (boulders, steep banks, road fill) x Inadequate holding wood to ensure safe directional control of tree x Dead tree x Burning tree x Another tree has been lodged in the tree to be removed PCS Fire Notebook Rev. 5, 2016 Page 91
172 8.4.1 HAZARD CONTROL
x Elimination: Removal or felling of tree or limb
x Isolation: Mineral earth break, fire or work exclusion zone, post a guard at site
x Substitution: Move activities to another site
x Administration: Provide information, instruction, supervision and/or training
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8.5 HAZARDOUS / CULTURAL TREE FIELD RECORDING FORM BOP / FIRE ID: Cultural Tree Yes / No Hazardous Tree Yes / No
Tree Location (GPS Lat/Long Coordinates and 8 digit grid Reference): ______
Method of Identification (flagging tape, road side marking, etc.): ______
Common Tree Hazard Feature Code: ______
Recommended method of hazard control (elimination, isolation, substitution or administration):
______Other Notes: ______
PCS Fire Notebook Rev. 5, 2016 Page 93