Victoria’s 3.2.2A: Pass Your Next Food Safety Inspection

Standard 3.2.2A is now being enforced across Victoria. Councils are zeroing in on three essentials: documented food handler training, an appointed Food Safety Supervisor (FSS), and evidence that you control time/temperature for potentially hazardous food. Here’s a clear, practical path from scramble to certainty.

1) The Knock on the Door: New Focus, Higher Stakes

“Can you show me your training records, your Food Safety Supervisor details, and your temperature logs?” That’s the opening line many Victorian food businesses are hearing. Even if your team works clean and your food is safe, if you can’t produce records on the day, expect improvement notices or penalties. All organisations selling food or drink must be registered or notified with a council and ensure the food they sell is safe, and all Victorian food businesses must meet the regulations for their class of premises. The era of ‘trust me’ is over—proof is the new product.

The three inspection non-negotiables

Training documented: Records that every food handler has appropriate skills and knowledge aligned to their role.
FSS appointed: A qualified Food Safety Supervisor on staff at all times, with current certification and contact details.
Time/temperature control: Evidence you keep hot food ≥60°C, cold food ≤5°C, and apply the 2-hour/4-hour rule.

2) Challenge: Training Records That Don’t Exist (On Paper)

You’ve trained people, but certificates live in inboxes, turnover is real, and casuals start mid-shift. When an EHO asks for proof, silence isn’t a strategy.

What councils want to see

Certificates or completion records for food safety and hygiene training aligned to each role.
Documented induction and refresher cycles.
Evidence new hires are assessed for competency before solo work.

Fix it this week

Create a central folder (cloud drive) named “Food Safety—Single Source of Truth”.
Standardise naming: Lastname_Firstname_Role_TrainingDate.pdf.
Use a simple form for staff (including remote or off-site workers) to upload certificates from their phones.
Book 30 minutes to cross-check roster vs. training list; assign gaps.
Mantra: “Document your business or get out”—if it’s not documented, it didn’t happen.

3) Challenge: You Have a Food Safety Supervisor… But Can You Prove It?

It’s a mandatory requirement that hospitality businesses have at least one Food Safety Supervisor on staff at all times. Yet many sites can’t instantly show who it is or produce the certificate.

Minimum evidence to keep on hand

Copy of the FSS certificate (current) and expiry date.
Full name, phone, and email posted in the kitchen and saved in your digital binder.
Backup or acting FSS policy for leave and turnover.

Pro tip

Add the FSS to your onboarding checklist and to your council registration file—so when inspectors ask, you’re two clicks from done.

4) Challenge: Time/Temperature Control That Stands Up to Scrutiny

Verbal claims won’t cut it. You need evidence of holding, cooling, and reheating within limits.

What to log, daily

Hot holding: ≥60°C.
Cold holding: ≤5°C.
2-hour/4-hour rule: Track time out of temperature control and act accordingly.
Probe calibration: Weekly check using ice-slurry (≈0°C) and/or boiling water (≈100°C); record results.

Make it effortless

Place a laminated log at each station with a QR link to a digital form (works for remote or rotating staff across sites).
Use alarms on POS/KDS for scheduled checks.
Spot-audit by the FSS mid-service and after close.

5) Rapid Internal Audit: 60 Minutes to Close the Gaps

Schedule a one-hour audit this week and work the list.

Registration/Notification: Confirm your business is registered or notified with council and details are current.
Class obligations: Verify your premises class and requirements. Class 1 premises must keep a copy of their food safety program on-site and undergo annual audits by an approved auditor.
Training records: Compile certificates, induction checklists, and refresher schedule.
FSS evidence: Certificate, contact details, and backup arrangements.
Time/Temp controls: Hot ≥60°C, cold ≤5°C, 2-hour/4-hour logs, and probe calibration records.
Facilities check (Clause 14): Hand-washing sinks available, accessible, stocked with soap and single-use towels.
Kitchen safety checklist: Use a restaurant/commercial kitchen checklist to identify hazards in kitchen and storeroom.
Policy pack: Cooling, reheating, allergen, cleaning schedules—store in your “Single Source of Truth”.

6) Solution in Action: Your Single Source of Truth

We consolidated everything into one digital binder: policies, logs, certificates, and SOPs. Remote workers and new starters scan a QR code in the prep area to follow the same instructions—no excuses, no variation.

How we operationalised it

One-click access: Staff can find forms on mobile in under 10 seconds.
Version control: Only the current SOP lives in the binder; old versions are archived.
Role-based views: Chefs see temperature logs; managers see training and FSS docs.
Daily rhythm: Open with calibration, mid-service checks, close with sign-off.

“If it’s not in the binder, it’s not in the business.”

7) Outcome: From Risk to Routine

A week later, the inspector visited. We produced the FSS certificate, training records, and temperature logs in under two minutes. No scramble, no stress—just evidence.

What changed

Compliance confidence: Practices matched paperwork, paperwork matched reality.
Faster onboarding: New hires hit standards Day 1.
Reduced risk: Avoided improvement notices and potential penalties.
Audit-ready: For Victoria today—and ready for other jurisdictions (e.g., NSW Food Authority) tomorrow.

8) Your Next Move: Book the Audit, Win the Week

Set aside one focused hour. The goal isn’t perfection—it’s documented, repeatable control. Start with the three inspection essentials, then lock in your single source of truth.

Five actions today

Create your “Food Safety—Single Source of Truth” folder.
Upload all training certificates; schedule refreshers.
Confirm your FSS, add contact details to the binder and kitchen noticeboard.
Start daily temperature logs and a weekly probe calibration check.
Verify registration/notification with council and your premises class obligations.

Do this now and your next inspection becomes a non-event.

Victoria’s 3.2.2A: Pass Your Next Food Safety Inspection