Chief Operations Officer and Human Resources

As a Christian Higher Education provider, the College seeks to honour staff in ways that reflect Christian compassion, gratitude, stewardship, and integrity. The giving of gifts and recognition is one expression of our commitment to pastoral care, community life, and faithful use of resources. This policy provides clear, consistent, and accountable guidance for staff gifts and recognition, including farewells, pastoral care occasions, and compassionate responses to significant life events.

The purpose of this policy is to:

• Provide a consistent framework for gift giving and staff recognition
• Ensure gifts are appropriate, modest, and equitable
• Enable compassionate responses to significant personal circumstances
• Support transparency and responsible stewardship of College resources

This policy applies to:

• All continuing, fixed-term, part-time, and casual staff of the College
• All College-funded gifts, recognition, or hospitality provided to staff

• This policy does not apply to purely personal gifts given by individuals in a private capacity.

Immediate Family Member: A staff member’s spouse,, child (including adopted or step-child), parent, sibling, or another person who is reasonably considered to be a member of the staff member’s immediate household.

Child Event: The birth of a child to a staff member, the birth of a child to a staff member’s spouse or the placement of a child with a staff member through adoption. A child event applies per child, including multiple births (e.g. twins or triplets).

Pastoral Gift: A modest gift or gesture provided by the College as an expression of care, compassion, or recognition, rather than as remuneration or a performance-related benefit.

Guiding Principles
Gift giving and recognition under this policy should:

• Reflect Christian values of generosity, care, and respect
• Be appropriate to the circumstance and role of the staff member
• Be modest and proportionate
• Be applied consistently while allowing pastoral discretion

Approved Gift Categories

1. Farewell Gifts for Concluding Staff
Farewell recognition is provided to staff who are concluding their employment with the College (excluding short-term contractors or agency staff unless otherwise approved).
Tenure is calculated as continuous service.

Category 1: Up to 3 Years’ Tenure (including short-term or part-time employees)

• A farewell card
• A farewell morning tea
• A gift up to value of up to $30

Category 2: Between 3 and 5 Years’ Tenure

• A farewell card
• A farewell morning tea
• A gift to the value of up to $100

Category 3: Between 5 and 10 Years’ Tenure

• A farewell card
• A farewell morning tea
• A gift to the value of up to $150

Category 4: More Than 10 Years’ Tenure

• A farewell card
• A farewell morning tea
• A gift to the value of up to $200
• Plus, a more public recognition, determined on a case-by-case basis (e.g. staff gathering acknowledgement, formal tribute, or other appropriate recognition)

Additional Considerations In all categories, consideration may also be given to the staff members:

• Leadership responsibilities
• Public profile
• Length and nature of service

These factors may inform the manner of farewell and recognition, subject to approval and budget constraints.

2. Compassionate and Pastoral Gifts
The College may provide modest gifts as an expression of care and support in the following circumstances.

a. Death of an Immediate Family Member
In the event of the death of a staff member’s immediate family member (spouse, child, parent, sibling, adopted children or stepfamily), the College may provide:

• A sympathy card
• Flowers or a condolence gift to an appropriate value (generally up to $75), or

b. Hospitalisation, Surgery, or Significant Medical Events
Where a staff member is hospitalised, undergoes surgery, or experiences a significant medical event, the College may provide:

• A card
• Flowers or a care gift of modest value (generally up to $75)

Such gifts are intended as pastoral support rather than compensation.

c. Birth or Adoption of a Child
In recognition of the birth of a child to a staff member, the birth of a staff member’s spouse or child, or the placement of an adopted child, the College may provide:

• A congratulatory card
• A small celebratory gift (generally up to $50)

This recognition applies per child event, including multiple births (e.g. twins or triplets). This recognition aligns with the College’s parental leave framework and is intended as a pastoral expression of care and celebration for the staff member and their family.

3. Other Pastoral or Recognition Gifts
From time to time, the College may approve gifts or recognition for other significant events (e.g. extraordinary service, major life events), provided they:

• Align with the guiding principles of this policy
• Are modest and appropriate
• Receive appropriate approval

Exclusions
The following are not permitted under this policy unless expressly approved:

• Cash gifts or cash equivalents (e.g. gift cards), except where explicitly approved
• Gifts that could reasonably be perceived as inducements or rewards for favourable treatment
• Excessive or lavish gifts

Approval and Funding

• Gifts must be funded from approved College budgets
• Approval must be obtained in accordance with the College’s financial delegations
• Human Resources, in consultation with relevant senior leaders, is responsible for coordinating farewell and pastoral gifts

4. Service Recognition (Work Anniversaries)

The College recognises and honours long-term service as an important expression of commitment, faithfulness, and contribution to the life of the institution.
Recognition may be provided at significant service milestones, based on continuous service with the College:

10 Years of Service

• A congratulatory plaque for years of service
• A gift of $100
• Acknowledgement at a team or College gathering, where appropriate

20 Years of Service

• A congratulatory plaque for years of service
• A gift to the value of up to $150
• Formal acknowledgement at a College gathering or event

30 Years of Service

• A congratulatory plaque for years of service
• A gift to the value of up to $250
• Formal acknowledgement at a College gathering or event

40 Years of Service

• A congratulatory plaque for years of service
• A gift to the value of up to $500
• Formal acknowledgement at a College gathering or event

Additional Considerations Recognition may take into account the staff member’s role, leadership, and contribution to the College community. The form of recognition may be adjusted accordingly, subject to approval and budget constraints.

Responsibilities

Chief Operations Officer

• Oversight of policy implementation and compliance

Human Resources

• Administer this policy
• Ensure consistent application
• Provide guidance on appropriate recognition

Managers and Leaders

• Identify relevant circumstances for recognition or pastoral support
• Seek appropriate approvals
• Ensure staff are treated with care, dignity, and fairness