4.2.1 Key Security

Key Security

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4.2.1 Key Security Contents Preamble ............................................................................................................................. 3 Management of Keys ....................................................................................................... 3 Summary ............................................................................................................................. 5 Supporting Documents ........................................................................................................ 5 Policies ............................................................................................................................. 5 Forms ............................................................................................................................... 5 Information ....................................................................................................................... 5 NGO Training ................................................................................................................... 5 Legislation ........................................................................................................................ 5 NDIS Practice Standards and Quality Indicators ................................................................. 6 4.2 Client Money and Property ......................................................................................... 6 Human Services Quality Standards ..................................................................................... 7 1 Governance and Management ...................................................................................... 7 4 Safety, Wellbeing and Rights ........................................................................................ 7 6 Human Resources......................................................................................................... 7 Delegation of Authority......................................................................................................... 7 Version Details ..................................................................................................................... 8

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Preamble BigDog Support Services Pty Ltd and Scottvale Health Club Group (BigDog) is committed to ensuring that we have a strong and successful key management policy and procedures in place to prioritise security and establish clear guidelines and protocols for key storage and access. By having this in place we can ensure the safety of our workers, clients, and the community we interact with.

Management of Keys BigDog holds responsibility of the management of keys, codes and drop box access. It is essential that we proactively prevent, identify, and respond to risks to the safety and wellbeing of people using our services. BigDog aims to maintain an effective management of keys system for the protection of our clients, workers, facilities, property and information.

Different types of keys or codes that BigDog manages are as follows: SIL Homes Residential Care Unit Office Buildings Worker Bedrooms Chemical Storage Areas Offsite Storage Buildings Administration Areas Drop Boxes Safes Vehicle Machinery When BigDog holds the responsibility for management of keys, it is vital that a safe key storage and management system is in place to eliminate any potential risks to our workers and clients.

BigDog proactively manages the distribution of keys as follows: All keys are logged into the Key Register which is an online google sheet with restricted access to the following people: o Director; o Operations Manager; o Site Managers; and o Receptionist.

Keys are to be issued and signed out to authorised personnel only. This includes relevant workers who require access to applicable keys in order to perform their work duties. All personnel will be identified and authorised by a designated manager.

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All information must be recorded on the key register; this is for the long-term use of a key. This information will include the following: o The name of the person who has been issued with the key; o The date and time of issue; o The purpose for which the key is required; and o The date and time of return.

The key register will be kept up-to-date and readily available for inspection.

BigDog holds at minimum 2 sets of each key logged in the Key Register to ensure access can be always granted.

Vehicle keys are maintained by the reception staff. Keys are to be stored securely in a designated safe when not in use or loaded into the drop box. The safe and drop box always remain locked when not in use and the key to the safe and drop box will be kept in a separate, secure location.

The safe, drop box and lock boxes to the SIL houses are all situated in a secure area that is accessible only by authorised personnel.

Codes for the drop box are accessible to the applicable workers through their shift notes on CareMaster. The codes will be generated at random to ensure the same code is not consistently used.

Monthly House audits are conducted to ensure that SIL, Worker Bedroom, Safe keys, Chemical storage area keys are accounted for within the SIL house. This is conducted by the relevant worker associated with the SIL. Each Administration member is given an access key to the relevant building and the applicable details are to be recorded in the Key Register.

Each Site Manager is given a copy of all keys required for the relevant building and all details must be recorded in the Key Register.

Regular reviews of the Key Register will be conducted to ensure only authorised personnel have access to relevant keys and all keys are appropriately accounted for.

Any loss or theft of keys must be reported immediately to the designated manager or through CareMaster. The Key Register will be updated accordingly, and the incident will be investigated to prevent any further occurrences.

All workers who have access to keys and codes must receive appropriate training and be aware of this policy. Workers will be informed of the procedures for safe storage of keys and the consequences of non-compliance with this policy.

Regular compliance monitoring will be conducted to ensure that this policy is being adhered to. Any non-compliance should be identified, reported, and resolved immediately.

In a residential care unit, personnel who are responsible for keys will always carry the access keys with them. However, while on duty, their personal keys will be secured in a safe. Additionally, during the handover procedure, worker will pass on the keys to the next person in charge.

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Summary The safe storage of keys is essential to ensure that the property of BigDog and BigDog’s clients is kept secure, and unathorised access to client personal information is prevented.

BigDog aims to ensure that all keys are stored securely and access to keys and codes is limited to authorised personnel only. This policy will provide protection to BigDog’s clients, workers, facilities, property and information. All workers who have access to keys or access codes, are to sign a Key Register, retain the keys in a secure location, and return unused keys promptly. In the event of loss or theft, the incident must be reported immediately to our office or through CareMaster. Any non-compliance with this policy will be identified and resolved as soon as practical.

Supporting Documents Policies 1.0 Rights and Responsibilities 1.3 Privacy and Dignity

Forms Incident Report Form Incident Report Register Key Register (Google Sheet)

Information Emergency Contact Numbers Emergency Planning – Department of Emergency Services Human Services Quality Framework October 2021 Version 8.1 Incident Flowchart NDIS Practice Standards November 2021 Version 4

NGO Training Child Safety Critical Incidents Child Safety Major Incidents Handling Hazardous Materials Workplace Health and Safety Induction

Legislation Child Protection Reform and other Legislation Act 2022 (QLD) Disability Services Act 2006 (QLD) Disability Services and Inclusion Act 2023 (Cwth) National Disability Insurance Scheme Act 2013 (Cwth) NDIS (Provider Registration and Practice Standards) Amendment Rules 2021 4.2.1 Key Security

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NDIS Practice Standards and Quality Indicators BigDog Support Services Pty Ltd (BigDog) is a registered NDIS provider and is required to apply the scheme’s practice standard and quality indicators.

The standards have been developed to create an important benchmark to assess provider performance and ensure that high quality and safe supports and services are provided to NDIS participants.

The four core modules are: 1.0 Rights and Responsibilities; 2.0 Governance and Operational Management; 3.0 The Provision of Supports; and 4.0 The Support Provision Environment.

The supplementary modules cover: 5.0 Specialist Support 5.1 High intensity daily personal activities.

5.3 Implementing behaviour support plans.

4.2 Client Money and Property 4.2.1 Where the provider has access to a client’s money or other property, processes to ensure that it is managed, protected, and accounted for are developed, applied, reviewed and communicated. Clients’ money or other property is only used with the consent of the client and for the purposes intended by the client.

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Human Services Quality Standards 1 Governance and Management Sound governance and management systems that maximise outcomes for stakeholders.

1.4 BigDog’s management systems are clearly defined, documented, monitored and (where appropriate) communicated including finance assets and risk.

4 Safety, Wellbeing and Rights The safety, wellbeing and human and legal rights of people using services are protected and promoted.

4.2 BigDog proactively prevents, identifies and responds to risks to the safety and wellbeing of people using services.

6 Human Resources Effective human resource management systems, including recruitment, induction and supervisory processes, result in quality service provision.

6.1 BigDog has human resource management systems that are consistent with regulatory requirements, industrial relations legislation, work health and safety legislation and relevant agreements or awards.

6.3 BigDog provides people working in BigDog with induction, training and development opportunities relevant to their roles.

Delegation of Authority Name

Position

Details

Courtney Carroll

Director

Authorise review and implementation

Ann Paull

Company Secretary

Manage Finances

Peter McGrath

Operations Manager

Ensure information dissemination

Monique Paull

HR Lawyer

Ensure compliance by workers

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Version Details This policy will be reviewed every twelve (12) months unless circumstances deem it necessary to review earlier. The review process will involve an analysis of the usefulness of the policy and to note any changes which are required to improve the policy.

If minor changes are made in wording or to clarify the intent, the version number will indicate this by adding a ‘point’ i.e. Version 1.0 indicates the original version and 1.1 with the first round of minor changes made. A significant change or intent of the policy will be indicated by a whole new number i.e. Version 2.0.

The following rules also apply in interpreting this policy: • Headings are for convenience only and do not affect interpretation.

• A singular word includes the plural and vice versa.

• A word that suggests one gender includes the other genders.

Date

V

March 2023

6.0 New policy

January 2024

6.1 Disability Services Act 1986 replaced with Disability Services and Inclusion Act 2023 and policy review process included.

June 2025

6.2 Scottvale Health Club included in policy Steven Paull has retired, responsible officers updated

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