Employee Assistance Program

The College provides an Employee Assistance Program (EAP) to support staff experiencing personal or work-related challenges that may affect their wellbeing, conduct, relationships, or capacity to work effectively. The EAP offers limited financial support for counselling and reasonable paid time away from work to attend approved sessions.

Participation in the EAP is voluntary, and all information relating to its use is treated as strictly confidential.

1. Eligibility and Appropriate Use of the EAP
The Employee Assistance Program (EAP) may be accessed by staff seeking support in relation to a broad range of work-related or personal matters that may affect wellbeing, relationships, or vocational effectiveness.
The EAP may be used for assistance including, but not limited to:
a. workplace conflict or relational difficulties;
b. concerns relating to work performance or effectiveness;
c. stress, pressure, or sustained demands of work and life;
d. experiences of anxiety, low mood, depression, or emotional distress;
e. personal trauma, loss, or grief;
f. financial or legal concerns impacting personal wellbeing;
g. difficulties relating to alcohol use, substance misuse, or gambling;
h. child, parenting, or family-related concerns; and
i. marital or other significant relationship difficulties.
Accessing the EAP does not imply misconduct, weakness, or failure. Seeking assistance is recognised as a responsible and appropriate step toward the care and stewardship of one’s health, relationships, and vocational responsibilities.
To access the EAP, staff are to contact Human Resources, either in writing or through discussion, to request support. Approval for EAP access will be determined by Human Resources and/or the Chief Operations Officer in accordance with this policy.
Where urgent support is required, staff may access counselling prior to formal approval but should seek approval as soon as practically possible.
Where matters extend beyond the scope of the EAP, staff may be encouraged to seek additional professional, medical, or pastoral support as appropriate.

2. EAP Entitlement

2.1 Counselling Support

• Employees are eligible for up to $750 (inclusive of GST) per calendar year in reimbursement for counselling services.
• Counselling must be provided by a properly qualified and recognised professional, such as a registered counsellor, psychologist, social worker, or equivalent.
• Counselling may address personal, family, spiritual, emotional, or work-related matters consistent with Section 4 of this policy.

2.2 Medicare Rebates (GP Referral)

• Employees may be eligible to receive a Medicare rebate (often covering up to approximately 50% of the cost) for mental health care where access is arranged through a GP referral under an appropriate mental health care arrangement.
• Employees are strongly encouraged to consult their GP to determine eligibility for Medicare-supported mental health care, as this may reduce personal costs and allow access to additional such sessions beyond those covered by the College’s EAP.
• Any Medicare rebates are administered by Medicare and depend on individual eligibility and current government arrangements.

2.3 Use of EAP in Conjunction with Medicare

• Where eligible, an employee may access Medicare rebates alongside the College’s EAP reimbursement, provided the combined assistance does not exceed the actual cost of the mental health care.
• The College’s contribution remains capped at $750 per calendar year, regardless of Medicare eligibility.

2.4 Time Away from Work

• Employees may access reasonable paid time away from work to attend approved counselling sessions where appointments cannot reasonably be arranged outside working hours.
• Such time must be discussed and agreed in advance with the employee’s manager and Human Resource while balancing operational requirements.
• Managers are expected to act with sensitivity, discretion, and professionalism when supporting staff access to the EAP.

3. Confidentiality

• Counselling conversations and personal matters are strictly confidential between the staff member and the counsellor.
• The College will not seek or receive information regarding the content of counselling sessions.
• Reimbursement documentation will be handled discreetly and only for legitimate administrative purposes.

4. Reimbursement Process
To access reimbursement under the EAP, the employee must:

1. Pay the counselling provider directly in full.
2. Submit a reimbursement claim with a valid tax invoice or receipt showing:
   • Provider name and qualifications
   • Date of service
   • Amount paid.
3. Submit the claim in accordance with internal finance procedures.

Reimbursements are limited to $750 per calendar year and do not accumulate or carry forward.

5. Responsibilities of Managers
Managers are responsible for:

• Encouraging a workplace culture marked by care, respect, and discretion
• Supporting reasonable access to counselling and time away from work
• Maintaining confidentiality at all times.

Managers must not require staff to disclose personal or counselling details.

6. Responsibilities of Staff
Staff accessing the EAP are expected to:

• Use the program responsibly and in good faith.
• Select an appropriately qualified counselling provider.
• Consider seeking a GP referral to maximise available support.
• Follow workplace procedures when requesting time away from work.
• Submit accurate and timely documentation for reimbursement.

7. Pastoral Care
The College recognises the value of prayer, pastoral counsel, and pastoral care. Staff may choose to seek pastoral support through their pastor, fellow staff members and/or those in leadership. Pastoral care does not replace professional counselling where specialised or clinical support is requested by staff.

8. Review and Governance
This policy will be reviewed periodically to ensure it remains faithful to the College’s Christian mission and compliant with applicable workplace requirements.