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POLICIES & PROCEDURES

ABOUT POLICIES & PROCEDURES

Students should familiarise themselves with FCF Policies & Procedures before course commencement.

All policies and procedures on this website should be considered current.

ACCESS & EQITY POLICY

Policy Statement

Footscray City Films at Footscray City College is committed, through the principles of equity, to increasing and enhancing practices and educational opportunities for people with disabilities. This commitment is based on a philosophy of integration, which characterises the Footscray City Film School’s approach to service provision and affirmative action for people with disabilities.

Purpose:

To define Footscray City Films at Footscray City College policy on Students with Disabilities.

Principles

  1. The Film School is committed to providing students and prospective students with disabilities with the opportunity to participate in all Film School activities.
  2. The Film School is committed to providing support services, which increase educational opportunities for people with disabilities.
  3. The Film School is committed to providing students with disabilities the opportunity to perform to their optimum level.
  4. The Film School undertakes to respect the rights of students and prospective students with disabilities to privacy and confidentiality.
  5. The Film School is committed to raising the awareness of its community regarding the needs and rights of people with disabilities.
  6. The Film School will endeavour to ensure that there is no discrimination on the basis of disability.
  7. This policy is subject to the Film School’s Statutes and the availability of resources.

Policy guidelines

One academic standard shall prevail for all students, but flexibility in arrangements can be made in the performance and/or assessment of particular course requirements.

The same educational opportunities will be offered to students with disabilities providing the necessary entry requirements are met.

The Film School will continue to work towards providing safe and convenient access to facilities and services with respect to the resources available.

The Film School will endeavour to provide an appropriate support, teaching and learning environment.

Implementation guidelines

  1. The responsibility for the understanding and implementation of this policy rests with the Head of the Film School, staff and Administrators in consultation with the Head of the Film School.
  2. It is the responsibility of all Film School staff and students to follow the guidelines of this policy.
  3. Costs incurred due to the implementation of this policy will be the responsibility of the Film School.
  4. This policy will be made available to staff, students and prospective students on request.
  5. The Head of the Film School will be responsible for monitoring this policy and will arrange for the review of this policy annually.

Managerial Responsibility:

  1. Head of the Film School
  2. Other Responsibilities:
  3. All Film School Staff and Students.
BULLYING & VIOLENCE POLICY

Policy

Footscray City Films at Footscray City College is committed to providing a healthy and safe environment for work and study that is free from bullying and violence. Footscray City Films recognises that everyone has the right to dignity and respect and to a safe and healthy workplace.

Bullying is unreasonable behaviour directed towards another person that creates a risk to health and safety. Bullying is not a one-off situation; it is behaviour that is repeated. Bullying includes verbal abuse, abusive communications, humiliating someone, threats and violence.

Footscray City Films does not condone or tolerate workplace bullying; such behaviour is deemed to be unacceptable and may be subject to disciplinary action in accordance with Film School Policies and Procedures. Allegations of bullying will be dealt with in a prompt and confidential manner.

We encourage all incidents of bullying to be reported to Head of the Film School and Staff for action. All staff, as far as is practicable, have responsibility to ensure bullying does not take place and to take appropriate action to ensure bullying behaviour ceases and is investigated.

Purpose:

Footscray City Films is committed to providing a healthy and safe environment for all its employees, students and the public. The management of bullying and violence in the workplace encompasses prevention, response and review of policy.

Scope:

The policy is ongoing and applies across Footscray City Films. Every employee, student or visitor has a responsibility under the policy.

Managerial Responsibility

Head of the Film School

Other Responsibilities:

All staff, supervisors, students and visitors

Relevant Legislation

  • Workplace Relations Act 1996 (Clth)
  • Equal Opportunity for Women in the Workplace Act 1999 (Clth)
  • Disability Discrimination Act 1992 (Clth)
  • Sex Discrimination Act 1984 (Clth)
  • Racial Discrimination Act 1975 (Clth)
  • Human Rights and Equal Opportunity Act 1986 (Clth)
  • Occupational Health and Safety Act 1985 (Vic)
  • Equal Opportunity Act 1995 (Vic)
  • Racial and Religious Tolerance Act 2001 (Vic)
  • Information Privacy Act 2000 (Vic)
  • Whistleblowers Protection Act 2001(Vic)
  • Occupational Health and Safety (Issue Resolution) Regulations 1999 (Vic)

OTHER GUIDANCE DOCUMENTS

WorkSafe Victoria Prevention of Bullying and Violence at Work Guidance 

COMPLAINTS & APPEALS POLICY

Footscray City Films is committed to providing a continuous improvement process to all aspects of the lifecycle of a student.

To enable Footscray City Films to succeed our aim is to provide a pathway which enables students to pursue concerns and grievances, and that the views of each complainant are respected, with individuals not being discriminated against or victimised.

The objective of Footscray City Films’ process is to ensure that all concerns and grievances are resolved fairly, promptly, objectively, with sensitivity and in complete confidentiality.

What is a grievance?

A grievance arises when an individual feels that they have no other avenue of redress available to them under the procedures of Footscray City Films for what they consider to be unfair treatment.

Who can register a complaint / grievance?

A grievance may occur at any time during the lifecycle of a student and this process is available to all potential, current and past students.

What can I make a complaint / grievance about?

Footscray City Films does not place any restrictions on what you can register one for.  Examples are listed however you are not limited to this list.

  • Payment of fees;
  • Access to personal records;
  • Student charges;
  • Enrolment, induction or orientation;
  • Scholarships;
  • Course transfers;
  • Graduation;
  • Personal information;
  • The way you have been treated;
  • Interactions with staff or students;
  • Selection into a course;
  • Progress within a course;
  • Assessment;
  • Curriculum; and
  • Awards within a course

Lodging a complaint / grievance

Footscray City Films has a registered staged framework for the management of complaints and grievances.  These stages are:

  • Informal
  • Formal
  • Appeals

You also need to note that at each stage of the process you have the following available to you:

A written report of the reasons and a full explanation of the decisions and actions taken from that particular sage of the resolution process is available upon request.

At any point you have access to the staff and counsellors within the student support department.

You may also be accompanied by a support person / advocate that is not a legal practitioner.

And that nothing in this procedure limits your rights to take action under the Australian Consumer Protection Laws.

Informal

At this stage you do not need to register your concerns in writing as they are often concerns or queries that can be dealt with verbally between the individual and a member of staff, or if you are not comfortable with this process you can approach a senior member of staff within the department.

If the issue is in relation to a dissatisfied assessment result you do need to raise your concern within 10 working days from the date in which you received your result.

You will receive a response to your concern within 10 working days of when you first notified the staff member, although on occasions an extension of up to 5 days needs to be granted if additional time is needed.

Formal

If you are not satisfied with the outcome of the informal resolution process you may submit a formal grievance in writing, this can be completed via email, letter or by completing Footscray City Films’s complaint / grievance form.

You also have the option of lodging a formal complaint / grievance without completing the informal process.

 

Once you have completed the form you will need to return it to one of the following areas.

In Person:     Tim Spanos, Head of Film & Television

Non-Academic Grievance   Tim Spanos, Head of Film & Television

Email:          film@footscray.vic.edu.au

Mail:             Attn: Tim Spanos Footscray City Films, 1 Kinnear Street, Footscray, 3011

During the formal proceedings your complaint will be assessed by a senior member of staff the information provided will be reviewed and you may need to attend meetings during this process. An outcome will be provided in writing within 10 working days.

Appeals

A complainant has the right to appeal the outcome of a formal review on one or more of the following grounds:

  • the case was not heard on its merits
  • you are able to provide new evidence that was not provided at the time of the formal review
  • a procedural irregularity occurred in the formal proceedings.

If you feel you have grounds for an appeal you will need to lodge your request in writing within 10 working days of receiving the decision from the formal proceedings.

All requests for appeals need to be in writing.

Once completed you can submit as follows:

Academic – Tim Spanos, Head of Film & Television

Non Academic – Tim Spanos, Head of Film & Television

During the appeal proceedings your complaint will be assessed by either the Head of the Film School or the Principal of Footscray City College, the information provided will be reviewed and you may need to attend meetings during this process.  An outcome will be provided in writing within 10 working days.

Appeal Decisions

If you are not satisfied with the decision and the grievance remains unresolved you may refer the appeal to the Victorian Registration & Qualifications Authority (VRQA) for an external investigation into the decisions made. More information can be found on the VRQA website here http://www.vrqa.vic.gov.au/complaints

The findings and recommendations of an external review will be submitted to Footscray City Films and you will receive notification of the outcomes and recommended actions to resolve the grievance.

If a grievance still remains unresolved after the external dispute resolution process, you may decide to refer the matter to an external agency such as:

Victorian Ombudsman

Level 2, 570 Bourke Street

Melbourne VIC 3000

T: (03) 9613 6222

T: 1800 806 314

Telephone Interpreter: 131 450

TTY: 133 677 then 03 9613 6222

W: www.ombudsman.vic.gov.au

Dispute Settlement Centre Victoria

4/456 Lonsdale St

Melbourne VIC 3000

T: 03 9603 8370

T: 1800 658 528 (toll free for regional callers)

E: dscv@justice.vic.gov.au

Victorian Equal Opportunity and Human Rights Commission

3rd floor, 380 Lonsdale Street

Melbourne VIC 3000

T: 1300 891 848

TTY: 1300 289 621

F: 1300 891 858

W: www.humanrightscommission.vic.gov.au

Consumer Affairs Victoria

Victorian Consumer & Business Centre

113 Exhibition Street

Melbourne VIC 3000

T: 1300 55 81 81

E: consumer@justice.vic.gov.au

W: www.consumer.vic.gov.au

RECORDS ACCESS PROCEDURE

Procedures on how Students access their Personal Records:

Financial records:

Students can access their financial records by approaching the Administration staff at the Front Office of Footscray City College.

Academic Records:

All Academic records are maintained and can be accessed through the Head of the Film School.

Student files are stored centrally at Footscray City Film school and are secured in a locked location.

Students may request access to any of their own personal documentation related to their enrolment or their studies and these will be made available. All originals must be maintained by the RTO however students may obtain copies.

Footscray City Films maintains a register of qualifications issued containing the student name, qualification issued, unique certificate number and year of issue in a database stored in google drive with copies on external hard drives.

Student data will be entered into VETTRACK within one month of submission and maintained throughout a student’s studies.

Students may request a statement of progress from the student management system at any time throughout the course through the Head of the Film School.

Notes on Records Access

Students should keep staff informed about all changes to name, address and contact details such as phone number, mobile number and email address, so that accounts and correspondence can be kept up to date.

RPL & CREDIT TRANSFER POLICY

Scope

This policy applies to all students enrolled at Footscray City Films, who wish to apply for Recognition of prior learning (RPL) or credit transfer.

Policy Statement

RPL is credit based on informal learning, eg through work or life experiences. Credit transfer is credit based on a student’s previous formal learning, eg completion or partial completion of an accredited course of study with content that is relevant to learning outcomes of the course applied for or enrolled in.

Footscray City Films promotes the principle of recognition of the skills and knowledge that students bring to a formal course of study, regardless of when, where or how they were obtained.

On enrolment, students can apply for RPL or credit transfer to have such skills and knowledge evaluated for credit.

Footscray City Films will endeavour to maximise the recognition of a student’s prior skills and knowledge whilst at all times maintaining the integrity and standards of the defined learning outcomes of the specific course of study. Footscray City Films recognises appropriate qualifications and Statements of Attainment of the Australian Qualifications Framework issued by a registered training organisation or higher education provider in the same, or a related, field or discipline

Benefits of Recognition of Prior Learning and Credit Transfer

RPL and credit transfer offer advantages to Footscray City Films and the individual student.

For Footscray City Films,RPL and credit transfer:

  • increase Footscray City Films ability to meet the training requirements of industry
  • may reduce the cost of training students to the required level of proficiency
  • address issues of social justice and equity.

For individual students,RPL and credit transfer:

  • give fair recognition of current skills and knowledge
  • reduce the time and cost required to achieve the learning outcomes of a course of study (and hence a formal qualification)
  • provide an added incentive to undertake further and formal courses of study
  • promote a sense of worth and self esteem for skills and knowledge gained through life and work activities.

Principles

Footscray City Films endorses and adopts the following guiding principles for the recognition of prior learning and credit transfer:

Principle 1: Competence The recognition of prior learning and credit transfer must focus on the skills and knowledge gained as a result of formal and informal training, not how, when or where the learning occurred.

Principle 2: Currency Recognition of prior learning and credit transfer must assess an applicant’s current skills and knowledge.

Principle 3: Commitment Footscray City Films will demonstrate its commitment to recognising prior learning by developing and promoting clear and concise guidelines and procedures for gaining recognition.

Principle 4:  Access Recognition of prior learning and credit transfer will be available to all potential applicants.

Principle 5:  Fairness Recognition of prior learning and credit transfer will involve processes that are fair to all parties involved.

Principle 6: Support The recognition of prior learning and credit transfer will involve the provision of adequate support to potential applicants.

Procedure

Enrolment

Before being eligible to apply for RPL or credit transfer a student must be enrolled in a course of study that includes those units for which RPL/credit transfer is to be sought.

Application Process

Applications for credit follow the process:

  1. Applicants complete an Application for Credit form
  2. Applicants submit the form to the Head of The Film School with supporting evidence
  3. Evidence is verified
  4. Credit is granted or denied
  5. Applicants complete their Study Plan
  6. Appeals application completed if required

Fees and Charges

There are no fees or charges for applying for credit transfer or RPL

National Recognition

In accordance with the Australian Quality Training Framework, Footscray City Films recognises the AQF qualifications and Statements of Attainment issued by other Registered Training Organisations (RTOs).

All students are made aware of the ability to apply for course credit via a RPL/ Credit Transfer application throughout the enrolment and induction process of the course. This is supported with information provided in the ‘Student Handbook” and the orientation.

Students are advised of RPL possibilities prior to enrolment and encouraged to submit documentation when enrolling. Students who have completed a Nationally Recognised qualification / unit that have the exact same code as a unit currently enrolled will be eligible for credit transfer for the particular unit(s).

Evidence for Credit Transfer

Applicants should complete an Credit Transfer Application Form for the units for which credit is sought.

Where the application is for an identical unit of work at another institution:

  • Verified documentary evidence such as Statements of Attainment/Testamurs and transcripts in support of the application must be provided.

Where the application is for a comparable unit of work at another institution:

  • Verified Statements of Attainment/Testamurs or transcripts of results from the institution;
  • copies of unit or subject descriptions from the other institution’s handbooks;
  • examples of projects or assignments set in the unit;
  • examples of work completed in the unit. Where the application is for extended professional experience:
  • an authorised copy of the position description from the employer and a statement as to the number of years served in that position;
  • a statement from the employer which describes in detail the nature of the professional experience and how closely that experience satisfies competency standards in the unit curriculum.

Assessment and Recording of Results

Assessment of applications will be undertaken by the Head of The Film School. Assessment will be based on the unit descriptions and learning outcomes/objectives of the units for which RPL/credit transfer is being sought.

Processing of Results

Results for RPL/credit transfer assessments will be processed in the same manner as results for all other assessments. The grade will be recorded as ‘CT’ (Credit Transfer);

SPECIAL CONSIDERATION POLICY

Purpose

To outline the rationale for assessing and granting Special Consideration to students in Higher Education programs of study.

Scope

Applies to all Footscray City College Higher Education staff (academic and administrative) and students.

Eligibility

A student may make an application for special consideration in the following instances:

  1. their work at any time during the academic year has been affected to a significant degree by illness or other cause;
  2. they have been prevented from preparing or presenting all or part of an assessment by disabling or serious illness or other significant cause; or
  3. they were adversely affected during the performance or completion of an assessment as a result of illness or other cause.

Acceptable grounds for the awarding of special consideration include:

  1. Medical reasons – including temporary disability;
  2. Loss or bereavement – death of a close family member or friend, relationship breakdowns; or
  3. Hardship / Trauma – recent victim of crime, severe disruption to domestic arrangements, sudden loss of income or employment.

Special consideration will not normally apply in the following instances:

  1. Missing an examination due to having misread the exam timetable or inadequate planning for travel to the assessment venue, including allowance for delays;
  2. Submitting an assignment late or incomplete due to having misread the assessment requirements;
  3. Inability to cope with enrolled workload;
  4. Conflicting employment or social commitments;
  5. Computer failure or related problems; or
  6. Lack of familiarity with the English language or discipline specific concepts.

Types of special consideration

The following types of special consideration can be granted:

  1. Deferred examination
  • A student, who is unwell or experiencing hardship in the lead up to an examination and is aware that they will not be able to attend, can submit a request to defer the examination to a later date.
  • Where possible, the new examination date must occur within the semester in which the initial examination was to be held.
  • An examination comparable in standard to the original must be used for this purpose to ensure the integrity of the subject’s learning outcomes.
  • A request for a deferred examination must be received at least one week prior to the date of the examination.
  1. Special Assessment
  • A student, who is unwell or experiencing hardship in the lead up to or on the day an assessment item or examination is scheduled can make a request for special assessment.
  • The request must be received no more than 3 working days after the date of the initial assessment task or examination.
  • If awarded, the special assessment task must be comparable in standard to the original and where possible, must be completed within the same academic semester that the original assessment task was scheduled.

Applying for special consideration

Before applying for special consideration, students should discuss their circumstances with the relevant academic staff / Faculty to determine if this is an appropriate option.

Students should be aware that submitting an application for special consideration does not guarantee that special consideration will be granted.

All requests for special consideration must be submitted using the appropriate form Application for Special Consideration

All applications for Special Consideration must be accompanied by documentation that verifies the circumstances cited by the applicant and that these are eligible grounds for the application.

Students who do not supply sufficient supporting evidence in their application will be asked to supply further documentation and given ten working days in which to provide this. Failure to supply sufficient additional documentation in this time will result in rejection of the application.

Supporting evidence requirements are provided below:

Medical Reasons

Applications for Special Consideration on medical grounds must be accompanied by a medical certificate or report from a registered medical, dental, psychological or allied health practitioner.

Loss / Bereavement or Hardship / Trauma Reasons

Applications for special consideration on grounds of loss / bereavement or hardship / trauma must be accompanied by:

  1. A supporting statement detailing the exceptional circumstances and their effect on the student’s capacity to undertake assessment and / or complete assignments on the specific date(s) for which special consideration has been applied; and
  2. Documentary evidence from at least one independent source that corroborates the applicant’s circumstances described in their supporting statement.

Applications for special consideration must be received within the following timeframes:

Examination Deferment

Applications must be received at least one week prior to the original date.

Special Assessment

Applications must be received no later than three (3) working days after the original date.

In normal circumstances, any applications received after these timeframes will not be accepted, unless exceptional circumstances exist or alternative arrangements have been agreed to.

Applications must be submitted in writing to the relevant Course Administrator for the Faculty. Once received and logged, the application will be forwarded to the Head of the Film School or Senior Lecturer (SL) for review.

All personal information contained within an application for special consideration will be managed in accordance with the relevant information privacy policy.

Records of applications for special consideration and their outcomes should be retained in accordance with Footscray City Film’s record management policy.

Deciding Special Consideration Applications

Decision making in regard to special consideration applications should be:

  1. Equitable;
  2. Consistent;
  3. Procedurally fair; and
  4. Timely.

The Head of the Film School has discretion for deciding the outcomes of applications for special consideration.

Advice should be sought from the relevant Subject Coordinator or Trainer to assist in the assessment of the application.

Decisions regarding special consideration applications will take into account the following elements:

  1. Whether the application meets the eligibility criteria and includes adequate supporting documentation;
  2. The student’s academic standing in other subjects, academic progress and any previous applications for special consideration; and

Other considerations that may be relevant to deciding the outcome of the application.

A decision regarding the outcome of an application for special consideration must be finalized within five (5) working days of receipt of the application.

If special consideration is granted, the outcome must be determined at the time of the application.

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