SHARED USE ROOM PROTOCOL Compiled and produced by Air Force Gender Programs, Director General Personnel-Air Force
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From this document you will learn the answers to the following questions:
What is another name for breastfeeding facilities?
What is the purpose of this room?
What should priority access be granted to a breastfeeding employee in the event of a conflict?
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1 SHARED USE ROOM PROTOCOL Compiled and produced by Air Force Gender Programs, Director General Personnel-Air Force JUNE 2014
2 Shared Use Room Protocol This template has been provided to RAAF to be used as a supplement to your breastfeeding policy and to help communicate the protocol for the use of breastfeeding/ expressing facilities which are also used for other purposes. Please add and/or delete, as you need. Further assistance can be gained from your BFW State Consultant. This template is shared with RAAF under your BFW Accreditation application and is for your individual use only. This template must not be shared with a third party without the express permission of the BFW National Manager. This document will assist employees in making use of the provisions that have been set out in the [Breastfeeding Policy, Prayer Room Policy, First Aid Policy or insert the relevant policy name or workplace agreement]. RAAF has set aside the following locations for use by employees as [Delete which is not relevant] breastfeeding/expressing and prayer room/breastfeeding/expressing and first aid room/breastfeeding/expressing and conference room. The following procedures outline the protocol for the shared use of these facilities. Room Location/s [List room location/s including how access is gained some examples are provided below] Example A: Shared use room: [Select all that apply or insert additional uses: breastfeeding/expressing room/prayer room/first aid room/conference room/family room] Location: Lvl 2, 312 Douglas Street, Farmdale VIC Name: First Aid/Breastfeeding Room Example B: Shared use room: [Select all that apply or insert additional uses: breastfeeding/expressing room/prayer room/first aid room/conference room/family room] Location: Lvl 31, 555 Banking St, Melbourne City Name: Breastfeeding Room Priority access for the room RAAF has set aside this room for priority access for breastfeeding/expressing mothers. When scheduling conflicts occur, priority access will be granted to breastfeeding/expressing mothers. : RAAF has set aside this room for equal access by all employees requiring use of the room, except where explicitly specified in this document. Booking procedure for the room: Staff requiring use of the room need to request access through Human Resources. Once access to the room is approved, the employee will be given access to the booking calendar for the room through Outlook. Employees are advised to book the room for their required time(s) up to one month in advance. Where scheduling conflicts exist, employees should contact Human Resources who will liaise with the users of the room to reach a solution. Staff requiring use of the room need to request access through Human Resources and advise the Human Resources team of the approximate time and frequency of use required. Employees requiring use of the room will be advised of the weekly schedule by Human Resources. 2 BREASTFEEDING IN THE AIR FORCE: Shared Use Room Protocol 3 3
3 Staff requiring access to the room should book for the week in advance using the weekly booking sheet located on the door to the room. Where scheduling conflicts exist, employees should contact Human Resources who will liaise with the users of the room to reach a solution. Staff requiring access to the room should contact Reception, who maintain the booking schedule for the room, and can assist you to make a booking. [Insert relevant booking procedure for the room, examples could include: booking sheet on door, first come first serve, etc] express or breastfeed their baby are supported by the RAAF Breastfeeding Policy and Human Resources are aware of their individual needs. For some employees, delaying an expressing or breastfeeding session can result in serious health concerns such as mastitis. As such, priority access may be granted to a breastfeeding employee in the event of a scheduling conflict. The room has been specially equipped to cater for the needs of breastfeeding employees, including RAAF the provision of a suitable chair; table for placing breast pumps; appropriately located power points; sink and other provisions for hand washing and washing of expressing equipment; secure fridge for storage of breastmilk. As such, the use of this room instead of the alternate room is preferable for breastfeeding employees and priority access may be given in the event of a scheduling conflict. The designated room is a shared use room with the first aid needs of employees taking priority. Employees wishing to use the room for other purposes, including prayer or breastfeeding/ expressing, should [insert appropriate booking/notification procedure]. Should the room be needed for first aid while it is in use for other purposes, the first aid officer should consult the booking schedule to assess when it will be available. A decision can then be made on whether to interrupt the booked user, based on the urgency of the first aid situation. If the room is needed urgently for first aid while it is in use for other purposes, the first aid officer may telephone the person using the room and advise that the room is urgently needed and to please vacate the room as soon as possible. A first aid officer may also knock on the door and request the room be vacated. Vacating the room will only be requested in urgent situations. Employees will be invited to use an alternative suitable room. If the room is being used for first aid when an employee needs to express/breastfeed, an alternative room has been identified for use. The alternative room for expressing/breastfeeding is (Insert meeting room name). It has been chosen as it is fitted with a lock and curtains for privacy. Employees may also choose to delay their use of the shared use room. Alternative room In the event of a scheduling conflict, the following room is available as an alternate back up room. Please note that this room is also used as a meeting room, so availability cannot be guaranteed at all times. If an employee believes they will require use of the alternative room, they are encouraged to book the room through the Outlook meeting room booking system. Location: Lvl 2, 312 Douglas Street, Farmdale VIC Name: Meeting Room A The following information regarding the use of the shared use room may or may not be relevant to your organisation. Please delete or add additional detail as necessary. First aid/emergencies: This room is also used as a first aid room. As per the First Aid policy, employees should not use the first aid facilities (including use of the day bed in the event of illness) without consulting a first aid officer. The first aid officer will take appropriate action, including access to the room in the case it is occupied. In the event that the room is in use when first aid is needed, the first aid officer should consult the booking calendar for the room to discover the approximate time when the room will be free. If necessary, the first aid officer may deem it appropriate to notify the user of the room that first aid is needed, and request temporary access to the room. In the event of an emergency, the first aid officer should always call Emergency 000. Breastfeeding/expressing room: This room is also used as a breastfeeding/expressing room. The needs of breastfeeding mothers vary with the age of their baby, their work schedule, and their individual milk supply. As such, some employees may require use of the room to breastfeed or express frequently for short periods throughout the day. Others may require the room only once or twice a day for a longer period. All employees wishing to In the event that a regular user of the room finds the room being used for first aid purposes during their scheduled time, the employee should approach the first aid officer and make the officer aware of their need to use the room. The first aid officer will advise the employee of the approximate time before the room will be available and if necessary, the employee should use the alternate room. 4 BREASTFEEDING IN THE AIR FORCE: Shared Use Room Protocol 5 5
4 Prayer room use: This room is used throughout the day as a prayer room. The room is available for members of all religions to pray. Employees should be aware that members of some religions pray several times a day for a short period. As such, if you find the room in use during your scheduled time, please wait for a few minutes before disturbing the occupants, as they may vacate the room in this time. If regular scheduling conflicts become apparent, please contact Human Resources who will liaise with the users of the room to resolve the conflict. Meeting room use: This room may be used throughout the day as a meeting or conference room. The room should only be used as a back-up meeting room, when all other meeting rooms are booked. If an employee finds they are unable to access the room due to meetings being scheduled in the room throughout the day, please contact Human Resources immediately, who will assist you to gain access to the room. Other information particular to your organisation: Further Support and Information [Please insert the name, title and contact information for the relevant ganisation s contact that employees can speak to about the policy & procedure] Human Resources are available to consult regarding an employee s use of the shared use room. Human Resources are willing to assist any employee experiencing difficulty accessing the room at their desired time. Please contact the HR team with any questions, feedback or concerns about the shared use room. Royal Australian Air Force is a 6 BREASTFEEDING IN THE AIR FORCE: Shared Use Room Protocol 7 7
5 8 BREASTFEEDING IN THE AIR FORCE: Shared Use Room Protocol DPS MAY051-14
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