STAFF INFORMATION

POLICIES & PROCEDURES

ABOUT POLICIES & PROCEDURES

Below is a list of current Footscray City Films policies and procedures.

All staff should familiarise themselves with these documents

CASUAL GUEST SPEAKER POLICY

At Footscray City Films, sessional staff may be employed to support the high quality of student learning outcomes sought and for the perceptions that students have of their Footscray City Films experience.

For the purposes of this policy, sessional staff is defined as any Footscray City Films teaching staff appointed on a casual basis or engaged in an honorary capacity to undertake a single or specific number of sessions relating to demonstrating, tutoring, lecturing, marking, supervision, academic research assistance, music accompanying with special educational service or other required academic or vocational activity.

Sessional staff includes:  Guest speakers, people from the film and television industry, (this can also include former students employed in the Film and Television Industry)

It must be noted:

Unless Sessional Staff hold the BSZ40198 in Certificate IV in Training and Assessment or equivalent they will be supervised in their role of trainer at all times. At present Sally Christie and Tim Spanos RTO Coordinator at Footscray City College hold the full BSZ40198 in Certificate IV in Training and Assessment and act as supervisors for all Training Packages in Screen. Tim Spanos supervises all training and assessment on a semester basis and makes recommendations accordingly.

Recruiting Sessional Staff

Head of Film School should:

  • Be aware of the proportion of their teaching that is conducted by guest speakers.
  • Have clear procedures for employing guest speakers, including open competition for positions on the basis of merit where possible.
  • Ensure that selection criteria for guest speakers’ appointments include a consideration of teaching ability and performance.
  • Ensure that guest speakers have a clear understanding of their duties and responsibilities, as outlined on the casual employment authority form or letter of honorary appointment.
  • Ensure that casual guest speakers engaged for one semester or greater period are engaged to perform less than 60 per cent of the normal teaching load expected of a full-time employee of similar designation in that academic discipline.

Induction of Sessional Staff

Head of Film School should:

  • Have a point of contact for guest speakers when they require assistance or
    Information.
  • Ensure that guest speakers receives induction that includes information about the Film School, and the course into which they are assisting.
  • Ensure that guest speakers are familiar with College and Film School policies that are relevant to their role, especially those policies relating to Occupational Health and Safety, assessment, student and staff grievances, codes of conduct and plagiarism.
  • Inform casual guest speakers about the information and resources available on the Film School’s website and about how to access other information they may need.
  • Ensure that casual guest speakers are familiar with the standard expected for the unit/s in which they are assisting.
  • Invite casual guest speakers to Film staff meetings and social activities where appropriate.

Staff Development

Head of Film School should:

  • Assist and support new casual guest speakers develop an understanding of their assisting role and of the intended learning outcomes, content and standards associated with the unit/s in which they assist.
  • Ensure that casual guest speakers are adequately prepared for their assisting role, including participation in formal staff development related to assisting for those casual staff with no prior experience.
  • Support casual guest speakers to attend relevant staff development programs and provide casual payment for the time duration involved where this attendance is required or encouraged by the Head of Film School.
  • Invite casual guest speakers to School planning sessions, to discuss validation requirements for those units they assist with, so that they are Industry current.

Access to Facilities and Resources

Heads of Film School should:

  • Ensure that casual guest speakers have appropriate access to facilities and resources required for their role – including office space, library access, email, phone, computer facilities, photocopying, and materials such as text books.
  • Inform casual guest speakers about the various support services they may access and to which they may refer students.

Student Consultation

Head of Film School should:

  • Ensure that casual guest speakers are available for student consultations and that this is included as a formal component of their workload.
  • Inform students about arrangements for consultations with casual guest speakers.

Assessment

Head of Film School should:

  • Ensure that casual guest speakers, who validate outcomes with staff, when they mark students’ work are provided with marking schemes and understand the criteria and standards for assessment.
  • Ensure that there is moderation of assessment when marking is undertaken by more than one person, who holds the Assessment Competencies from TAA04 or equivalent

Evaluation of Teaching

Head of Film School should:

  • Include casual guest speakers in schedules for evaluations / validation of teaching and of units.
  • Include casual guest speakers in discussions to review units for review and validation.

Guest Speaker’s Responsibilities

Guest speaker’s should:

  • Attend Film and Television sessional induction program
  • Work closely with the Head of School to ensure that tutorial content and administration is in line with Film and Television School policy and procedures
  • Advise the Head of School of any issues or concerns regarding students, the material or administration
  • Undertake tutorial and consultation hours as detailed in the engagement profile
  • Ensure that Film and Television School administration has an accurate engagement profile signed by the Head of School
  • Inform reception of consultation hours and location, work patterns and contact numbers
  • Ensure students are aware of contact details and consultation hours
  • Attend to all duties as prescribed on the engagement profile and inform the unit leader of any variation to hours, for example, if sick
CERTIFICATION AND ISSUING OF QUALIFICATION AND STATEMENTS OF ATTAINMENT POLICY

Policy Statement

Footscray City Films (FCF) will, for the delivery of Nationally Accredited Programs, issue qualifications and/or statements of attainment to students who complete the requirements of the Nationally Accredited Programs within the Scope of Registration satisfactorily.

Qualifications and statements of attainment will include the following information:

  1. The name of the provider (Footscray City College) shown on the Certificate of Registration.
  2. The Footscray City College’s National provider number shown on the Certificate of Registration.
  3. The name of the person receiving the qualification.
  4. The name of the course qualification as shown on the scope of registration (or, in the case of a statement of attainment, the name of the session/unit).
  5. A list (and/or attached list) of competencies (or modules where no competencies exist) including the national code for each unit of competency;
  6. The date issued.
  7. The authorised signatory of the College.
  8. The “Nationally Recognised Training” logo, where courses / qualifications are nationally recognised. Identification of competency achieved on any certification issued in relation to courses based on national competency standards.

In addition, statements of attainment will include:

  1. Contact details for enquiries relating to the Statement of Attainment.
  2. The Statement of Attainment may also include the Nationally Recognised Training logo and the National Training Authority logo.
  3. The words “This Statement of Attainment is recognised within the Australian Qualifications Framework”.

Qualifications and statements of attainment will be issued within one month of the date of the student’s passing the final assessment.

Footscray City College accepts and mutually recognises the qualifications and statements of attainment awarded by any other Registered Training Organisations.

Footscray City College acknowledges that qualifications and statements of attainment must only be issued for qualifications, accredited courses and/or units of competency that are within its scope of registration.

Footscray City College will maintain a record of all Qualifications issued for accredited training for a period of 30 years.

Responsibility

All policies on issuing qualifications and statements of attainment are the responsibility of the Head of the Film School.

EMPLOYEE QUALIFICATION VALIDATION POLICY

Introduction:

As an academic institution, the Footscray City College is committed to ensuring the integrity of all professional positions and services within the RTO, through the verification and validation of employee qualifications and/or registrations, certificates, memberships and licences. Hence, offers of employment for roles, which stipulate a requirement for particular credentials will be made subject to their verification and validation.

Definitions:

Validate – prove the validity of claimed qualifications/registrations/certificates/memberships /licences. For example, validation can be achieved by contacting the awarding institution.

Verify – confirm the existence of the qualifications/registrations/certificates/memberships /licence. For example, verification can be achieved by sighting the original or certified copy of the qualification/ registration/ certificate/ membership/ licence.

Qualifications – in general, a secondary or tertiary qualification including but not limited to, certificates, diplomas, and degrees. Generally requires a pass of an examination or an official completion of an approved course of study.

Registrations – enlistment into a formal system governed by an external professional body to ensure that minimum quality standards and codes of ethics are adhered to for a wide range of professions such as teachers and health care professionals.

Certificates – an official document affirming a specific fact, or identifying the holder as being certified to carry out some business or trade-related activity (e.g. birth certificate, practicing certificate, trade certificate).

Memberships – evidence of belonging to a professional association to facilitate peer and professional networking and to receive professional contact, support and services.

Qualifications & Credentials

Licences – a licence or permit from a government or other agency identifying the holder as being authorised to practice, to perform, or to carry out some business or trade-related activity (e.g. practicing certificate, driver’s licence, trade certificate etc.).

Human Resources Staff – includes all staff employed by the Human Resources Department.

Policy Statement:

This policy acknowledges the importance of ensuring the integrity and credibility of all professional positions and services within the RTO, and of all RTO publications including staff qualifications and/or registrations, certificates, memberships and licences. This will be achieved by ensuring that:

  1. All job candidates being interviewed for roles which require qualifications and/or registrations, certificates, memberships and licences will have such qualifications/ registrations/certificates/memberships/licences verified at the time of their job interview;
  2. The preferred candidate for a role which requires qualifications and/or registrations, certificates, memberships and licences will have such qualifications/registrations/certificates/ memberships/licences validated prior to commencing employment;
  3. Offers of employment for roles which require qualifications and/or registrations, certificates, memberships and licences will be made subject to verification and validation of such qualifications/registrations/certificates/ memberships/licences;
  4. Where existing employees gain new or additional qualifications and/or registrations, certificates, memberships and licences which are required to be recognised and recorded for official purposes, these qualifications/registrations/certificates/ memberships/licences will be verified at a minimum (degreed qualifications to be verified and validated) to ensure their legitimacy prior to an official record being made;
  5. Where a new or potential employee’s qualifications are not able to be verified and validated, and where these qualifications/registrations/certificates/memberships/licences are a requirement of the role, the RTO reserves the right to rescind any offer of employment that may have been made.

Procedures:

  1. Verify and validate credentials of job candidates during the recruitment and selection process*

*This procedure is to be used when a position has specific qualification/registration/ certificate /membership and/or licence requirements (see the Human Resources Recruitment and Selection Policy for determination of requirements).

1.1 Candidates applying for a role for which qualifications and/or registrations, certificates, memberships and licences are required, must:

  • complete the Footscray City College Application for Employment Form, including details of qualifications/registrations/certificates/memberships and/or licences held, sign or accept the Declaration and Consent stating that the information provided is correct; and
  • bring all original documents and photocopies of original documents to the job interview for verification.

1.2 During the recruitment process for roles which require qualifications/registrations/ certificates/memberships and/or licences, HR Staff or the Hiring Manager/Head must:

  • verify all photocopied documents against the original documents provided for each interviewed
  • candidate at the job interview stage; and sign and date these copies, and place with the candidate’s other job application data;
  • arrange for all qualifications/registrations/certificates/memberships/licences required for the role to be validated for the preferred candidate prior to that candidate commencing employment;
  • ensure the offer of employment is made subject to validation of the required qualifications/registrations/certificates/memberships/licences.
  • Verify and validate new or additional qualifications/registrations/certificates/ memberships/licences of existing employees*

*This procedure is to be used when qualifications/registrations/certificates/memberships/ licences are a requirement of the position, or if the Manager or Employee wish to publish the qualifications/registrations/certificates/memberships/licences attained in a RTO Calendar or other official RTO records.

2.1 Employees who gain new or additional qualifications/registrations/certificates/ memberships/licences while in the employment of the Footscray City College which are a requirement of the position or which they wish to have published in official RTO records, must:

  • complete and sign the Change to Personal Data Form;
  • provide all original (or certified copies of the original) documents to the relevant Human Resources Staff, for verification.

2.2 Human Resources Staff are responsible for verifying and arranging for the validation of new or additional qualifications/registrations/certificates/memberships/licences produced by existing employees where these qualifications/registrations/certificates/ memberships/licences are a requirement of the role, or where they wish to have them published in official RTO records or publications, including:

  • collecting the Employee’s signed Change to Personal Data Form; and
  • sighting all original (or certified copies of the original) documents; and
  • photocopying all original documents, signing and dating these copies;
  • filing the Change to Personal Data Form and signed copies of the documents on the employees
  • personnel file; and
  • updating the employee’s record in the appropriate Human Resources Information Database.
EQUAL EMPLOYMENT OPPORTUNITY POLICY

Footscray City Films at Footscray City College is guided by the principle of equal opportunity in all of its activities.

The Film School aims to create a positive and equitable work and study environment, where all staff and students are treated fairly. The Film School celebrates the diversity of its community and recognises the rights and responsibilities of all its members.

Equal Employment Opportunity

The Film School is responsible for ensuring that equal employment opportunities exist for all current and future employees. Staff will be selected or promoted according to merit with major importance being placed on the expected future performance of the staff member, irrespective of irrelevant personal attributes.

The Film School acknowledges there are imbalances in the representation of certain groups of people in different areas of the Film School. This may be from past or continuing disadvantage or discrimination in employment. These (target) groups may include women, Indigenous Australians, members of racial, ethnic and ethno-religious minority groups and people with disabilities.

The Film School is committed to identifying and eliminating the barriers that may be encountered by above group members, including the elimination of discriminatory selection criteria, access to training and development, support and mentoring.

Discrimination and Harassment

The Film School is committed to eliminating unlawful discrimination against or harassment of all members of the Footscray City Film School community in line with the expectations of relevant State and Federal legislation. The Film School has an anti-discrimination policy and a Sexual Harassment policy and procedure.

Affirmative Action

Affirmative Action is the systematic approach to the identification and elimination of barriers encountered by target group members (as defined above). Whilst the Film School continues to promote and employ people based on merit, the development of programs to allow staff equal access to all employment opportunities and remove discriminatory barriers is essential to ensuring equal employment opportunities.

Equal Opportunity in Education

Footscray City Films will continue to develop and extend programs for the admission of disadvantaged groups and take positive steps to provide support for members of disadvantaged groups once they are admitted to the Film School. This will include encouraging the increased participation of women, Indigenous Australians, members of racial, ethnic and ethno-religious minority groups and people with disabilities and other underrepresented groups of students in all aspects of Film School life. The Film School will maintain and develop programs to accommodate disadvantaged or disabled students, adjusting where necessary the learning environment or procedures

Responsibilities

The Footscray City Film School staff promulgates this policy as integral to the management of Footscray City Films. The responsibility for implementing this policy is a routine part of all staffs’ positions at the Film School.

Whilst the Head of the Film School and all staff with people management responsibilities have special responsibility under this policy, all staff and students also have a responsibility to ensure that equal opportunity is actively promoted on our campus, including:

  • Creating and maintaining an environment that is free from harassment and discrimination
  • Developing policies that are guided by Equal Opportunity principles
  • Ensuring that teaching and research processes are inclusive and accessible
  • Implementing strategies and plans that actively support equal opportunity for all, including those that are underrepresented in particular areas of employment e.g. Management
  • Developing programs that aim to remove barriers and encourage equal opportunities for all groups of people in all activities of the Film School
  • Promoting equal opportunity awareness at the Film School
  • Ensuring all staff have access to effective complaint resolution process

Especially in regards to employment, all staff are expected to be actively involved in promotion of equal opportunity and removing barriers to those groups that may be under represented in employment areas or that have experienced discrimination.

 

Complaint Resolution

The Film School recognises the right of staff and students to raise complaints. Comprehensive procedures for dealing with allegations of unfair treatment unlawful discrimination or sexual harassment are attached to the relevant policies.

Managerial Responsibility:

Head of the Film School

POLICIES & PROCEDURES FLOWCHART

Policy development follows a staged approach. The steps in each stage are defined in the following policy development flowchart.

Needs Analysis

Identify specific issues that could trigger the need for a policy review or new policy development, such as a review date of an existing policy or an identified policy gap.

Contact the appropriate Governance and Academic Board members for advice and assistance as well as support to proceed with research and analysis of the policy issue.

Research

Obtain and analyse relevant information that could inform the policy development/review.

Give consideration to the impact of the issue on other policies, stakeholders, administrative capability or systems development.

Assemble a policy development and review team

Research and analyse the policy Issue

 

Development of Draft Policy or Discussion Document

Refer to the Policy Framework for policy definitions and other critical information

Draw on the policy templates when amending an existing policy or drafting a new policy

Ensure any associated policies can be altered or modified as required

Consultation

Consult with identified stakeholders

Alert staff with regard to the policy development and review process

Document consultation and feedback

Approval

Submit the final draft of the policy for approval at a Governance meeting or otherwise at an School Council Meeting when the policy pertains to or impacts on academic issues

Archive policy approval and all associated documentation.

Communication and Implementation

Plan for effective communication and implementation

Publish the policy on the FCF website and inform FCF staff about the policy

Draw on supporting documentation where necessary to assist with implementation, for example, frameworks, forms, templates, instructions etc.

Review

Establish the date for review of the policy

Obtain feedback from stakeholders/users on effectiveness of policy

Measure outcomes and compliance

INDUSTRY ENGAGEMENT POLICY

Policy Statement

At Footscray City College we will engage with industry representatives as a key element to developing training and assessment strategies to ensure our resources accurately reflect the needs of industry and the expectation of employers

Purpose:

To meet the requirements of:  

  • National Vocational Education and Training Regulator Act 2011  
  • Standards for Registered Training Organisations 2015

Scope

The scope of this policy covers all Footscray City College clients, employees and/or third parties acting on behalf of Footscray City College.

The policy relates to all units of competency, training package qualifications, and accredited courses delivered by the College or any of its teaching partners.

Objective

The purpose of this policy is to ensure that Footscray City College maintains a strong relationship and currency with the industry it serves

Policy Details

Footscray City College will apply a number of ways to seek industry feedback on the appropriateness of training and assessment strategies and resources. These will include; surveys, direct engagement, general communications and engaging with industry members to contribute to assessment evidence as appropriate.

Direct Industry Engagement

Footscray City College will also undertake direct industry engagement. The outcomes of direct engagement are to be recorded and maintained by Footscray City College. The information gathered as a result of direct engagement acts as a point of reference for future activities and quality compliance. Footscray City College is committed to delivering training programs that build industry capacity. Training and assessment strategies applied by Footscray City College will be developed in direct consultation with employers and the wider industry and other stakeholders as appropriate.

Implementation Guidelines & Strategies

The RTO employs the following strategies

  1. Consult with all guest speakers and trainers about the industry and gather feedback on facilities, equipment and the development of training and assessment.
  2. Consult with all guest speakers and trainers to determine the appropriateness of the skills and knowledge of trainers and assessors for Screen and Media.
  3. Regularly consult with current working Cinematographers, Editors, Sound Recordist, Sound Designers, Producers, Distribution and Exhibition guest speakers, as well as Industry speakers who have sat on Boards for the Film and Media Industry. Discussions include emails, phone calls and face to face discussions.
  4. Mapped industry consultation against course timetables.
  5. Use industry validate the assessment systems for all qualifications on its scope.

Managerial Responsibility

  • Head of the Film School
  • RTO Manager

Other Responsibilities:

  • All Film School Staff, All Footscray City College Staff
MANAGING TRANSITION POLICY

Purpose

The purpose of this policy and procedure is to manage the transition from superseded or deleted Training Package qualifications and units of competency, and expired accredited courses. It will also describe arrangements to ‘teach-out’ students enrolled in superseded or deleted qualifications or expired accredited courses.

It will also ensure that a Learning and Assessment Strategy is developed for each qualification / course / unit on its Scope of Registration as per Standard 1 (Clauses 1.26-1.27) of the Standards for RTOs 2015

Related Standard

Standard 1 – Clauses 1.26-1.27

Responsibility

The RTO Manager is responsible for the implementation of this policy and procedure and to ensure that staff are aware of its application and implement its requirements.

Policy Requirements

Footscray City College will ensure that:

  1. where a course or a qualification on its scope of registration is superseded, all students’ training and assessment is completed and the relevant AQF certification documentation is issued or students are transferred into its replacement, within a period of one year from the date the replacement training product was released on the National Register
  2. where an AQF qualification is no longer current and has not been superseded, all students’ training and assessment is completed and the relevant AQF certification documentation issued within a period of two years from the date the AQF qualification was removed or deleted from the National Register
  3. where a skill set, unit of competency, accredited short course or module is no longer current and has not been superseded, all students’ training and assessment is completed and the relevant AQF certification documentation issued within a period of one year from the date the skill set, unit of competency, accredited short course or module was removed or deleted from the National Register, and
  4. a new student does not commence training and assessment in a training product that has been removed or deleted from the National Register.

The requirements above do not apply where a training package requires the delivery of a superseded unit of competency.

MANAGING TRANSITION PROCEDURE

Purpose

The purpose of this procedure is to manage the transition from superseded or deleted Training Package qualifications and units of competency, and expired accredited courses. It will also describe arrangements to ‘teach-out’ students enrolled in superseded or deleted qualifications or expired accredited courses.

It will also ensure that a Learning and Assessment Strategy is developed for each qualification / course / unit on its Scope of Registration as per Standard 1 (Clauses 1.26-1.27) of the Standards for RTOs 2015

Related Standard

Standard 1 – Clauses 1.26-1.27

Responsibility

The RTO Manager is responsible for the implementation of this policy and procedure and to ensure that staff are aware of its application and implement its requirements.

Procedure

Training Package Requirements

  1. RTO Manager checks TGA (http://www.training.gov.au) for updates quarterly – January, April, July, October
  2. RTO Manager to keep up to date with Training Package information using Training Support Network website (http://trainingsupport.skills.vic.gov.au) to ensure all training package releases are identified.

Training Package Release

When there is a new release or revision of a Training Package that relates to qualifications / courses / units on Scope of registration, the following must occur:

  1. Purchase the Training Package immediately from relevant organisation (Industry Skills Council (ISC) or TGA will be able to provide this information)
  2. Licensing Services Division requirements have been identified and understood.
  3. Establish which qualifications are required on FCC’s Scope of Registration
  4. Complete a Training and Assessment strategy for each of the new qualifications / courses / units.
  5. Map current training and assessment materials to revised Training Packages.
  6. Obtain new training and assessment materials for revised Training Package where gaps have been identified and map learning and assessment materials to revised Training Package.
  7. Identify the required process for adding the course to your Scope of Registration

N.B: Some of the qualifications may be granted automatically to FCC’s Scope of Registration while others will require an application to ASQA.

Placing new Training package on Scope of Registration

  1. RTO Manager to identify timeline for new Training Package to be placed into Scope of registration.
  2. Review Purchasing Guide when released.
  3. Ensure all learning materials, assessments, and trainers have been sourced for the new Training Package.
  4. Initiate process for the new Training Package to be implemented including Learning & Assessment strategies that can be implemented.

Transition of Superseded Training Package and Teach-out provisions

  1. Footscray City College will follow the procedures for ‘Transition and teach out arrangements’ as outlined in ASQA’s “General Direction – Transition and Teach Out” (released 01/01/2014)
  2. Footscray City College will transfer continuing students of a superseded qualification into the replacement qualification as soon as practicable.
  3. Footscray City College will continue to deliver training and assessment services and issue awards to current students of the superseded qualification where students would be genuinely disadvantaged if required to transfer to the replacement qualification, for up to 6 months after the expiry of the transition period for its replacement.
  4. Students who have not completed the superseded qualification during this timeframe will be transferred to the new qualification.

Update Internal Paperwork / Systems

  1. Update internal paperwork with new titles, codes and descriptions of qualifications / courses / units including:
  • All internal Documents
  • Client/Student Handbook(s)
  • Marketing Material (including website if applicable)
  • Student records management system
  • Learning Materials
  • Assessment tools

Staff Professional Development

  1. RTO Manager to ensure relevant staff attends Industry based run workshop(s) if applicable.
  2. Map current staff qualifications and experience to the revised Training Package.
  3. Conduct Professional Development with trainers and assessors who will be delivering the revised Training Package.
  4. Validate learning and assessment materials to ensure they meet the needs of the new Training Package.
  5. Ensure staffs have a planned professional development approach as identified in the staff appraisals and Professional Development policy and procedure.

6.0 Related documents

ASQA’s “General Direction – Transition and Teach Out” (released 01/01/2014)

MARKETING & ADVERTISING POLICY

The Marketing and Public Relations function is to manage all communications and marketing aspects of the Film and Television School. The overall goal is to build comprehensive, integrated communications and marketing in support of the mission of the Film and Television School and to provide the highest quality of communications and marketing support possible.

At Footscray City Film and Television School, the Marketing and Public Relations goal is to create an awareness of the existence and quality of the Film and Television School, with accuracy and integrity, including, but not limited to, academic and non-academic programs, projects and activities.

Policy on Marketing

FCF is committed to the full and accurate disclosure of information to its clients and prospective clients. It is also aware that, in common with all businesses, it must comply with the requirements of Trade Practices Law. It will, therefore:

  • Promote courses within the Scope of Registration with integrity, accuracy and professionalism, avoiding vague and ambiguous statements. No false or misleading comparisons will be drawn with any other provider or course.
  • Not state or imply that courses other than those within the Scope of Registration are recognised by the relevant training board.

Policy on Branding

At FCF our brand is our promise—to our external publics as well as our current students and staff. The College brand is a manifestation of our vision to be a leading creative arts institution in engaging and empowering individuals.

The Film and Television School provides both guidance and creative opportunities and assists with the Film and Television School in the preparation of all communications materials to maintain a strong presence in a useful, unified and visually appealing way.

Graphic standards: Use of National Recognised Training Logo

The Film and Television School must use the Nationally Recognised Training (NRT) logo on all AQTF qualifications and statements of attainment it issues. Logo use must be in accordance with the current NRT Logo Specifications.

The Footscray City Films Film and Television School may use the NRT logo in advertisements only where it complies with the requirements of the NRT Logo Specifications.

The Footscray City Films Film and Television School may use the following statements in advertisements only in respect of training and/or assessment within its scope of registration:

  • Nationally Recognised Training”; and/or
  • “Registered by (the registering body) to issue the following qualifications…”

Publicity

Film and Television School will ensure that it obtains prior written permission from any person or organisation for use of any marketing or advertising material, which refers to that person or organisation, and must abide by any conditions of that permission.

Responsibility

The College will ensure its marketing and advertising of training and assessment is ethical and accurate and has been approved by the director of education. That all marketing is consistent across all platforms and is checked against the regulations of the government.

The RTO has a marketing policy in place and provides a checklist to ensure the ongoing compliance of all marketing materials, including the website.

The RTO publishes the latest registration audit.

The RTO has published the quality indicator data on its website.

The RTO publishes the fees and charges of the organisation. The published fees & charges comply with the contractual obligations.  The schedule is available on the website.

In any promotional publication, report, signage or other material prepared by (or on behalf of) the RTO relating to the Training Services, the RTO:

  1. acknowledges in a prominent way that the Training Services are provided to Eligible Individuals with Funds made available by the Victorian and Commonwealth Governments ( for example, by stating “This training is delivered with Victorian and Commonwealth Government funding”;
  2. not, without prior written approval of the State or the Department, use any logo or trademarks of the State or the Department.
  3. ensure that such materials meet the requirements of the Equal Opportunity Act 2010 and related laws, including the provision of materials encouraging individuals with disabilities to access government subsidised training.
  4. ensure marketing and advertising of the Training Services to prospective clients is ethical, accurate and consistent with the requirements under this VET Funding Contract and at law; and
  5. identify the RTO legal entity and/or trading name and TOID.
PRE-TRAINING REVIEW POLICY & PROCEDURE

Purpose

The purpose of this policy is to enable Footscray City Films (FCF) to identify any existing competencies including language, literacy and numeracy skills. It is in place to ensure that all applicants seeking entry into a nationally accredited course with FCF have the appropriate level of foundation/LLN skills in order to achieve the competencies of the vocational course. This policy also ensures that the staff and applicants make informed decisions about the suitability and relevance of the course the applicant is undertaking with FCF and ensures adequate support services are available to those in need.

Scope

This procedure applies to all prospective students of Footscray City Films

Responsibilities

The Head of Footscray City Films and the RTO manager have overall responsibility for ensuring compliance with this procedure.

It is the responsibility of all trainers to comply with the requirements of this procedure.

Policy

FCF management and staff are committed to providing enrolling and enrolled students with Language Literacy and Numeracy (LLN) Needs and/or learning differences, with advice and support intervention options to assist with a student’s ongoing learning and progress through FCF courses.

A Pre-Training review is conducted for all the eligible students enrolling in Footscray City Films courses to capture current competencies including language, literacy and numeracy.

The outcome is recorded for development of training plan.

The pre training review enables the student as well as FCF to understand the requirements of the course and to ensure that the proposed course is relevant to student’s current competencies, experience and future requirements.

The Pre-Training Review will:

  • explain, identify any competencies previously acquired (Recognition of Prior Learning (RPL), recognition of Current Competency (RCC) or Credit Transfer);
  • ascertain the most suitable qualification for that student to enrol in, based on the individual’s existing educational attainment, capabilities, aspirations and interests and with due consideration of the likely job outcomes from the development of new competencies and skills; and
  • ensure that the proposed learning strategies and materials are appropriate for that individual.
  • ensure that the applicant’s current competencies including literacy and numeracy skills are adequate for the entry level for this qualification.

FCF’s Pre-Training Review Policy and Procedures will be made available to the Department of Education and Training (or persons authorised by the Department) for audit or review purposes.

FCF will not enrol an eligible individual in a course or qualification that is at an inappropriate level for that student.

Procedure

Pre Enrolment / Interview

 

  • All prospective students who apply to undertake a course at Footscray City Films will be required to complete an an interview and a Pre Training Review.
  • During the Interview process the trainer will provide the prospective student all the information in terms of course, student support, fees, refund policy and procedure, complaints and appeals procedure, and student life at Footscray City Films.  
  • During the interview process the trainer will identify the reasons why somebody would like to undertake the course and what job outcome are they looking at as well as specify the motivation or reasoning of choosing the course and the institute
  • The Pre Training Review will be completed when the prospective student attends an interview with the trainer and the outcomes of this review recorded on the Pre Training Review form.
  • Prospective students must be fully informed before commencement of the Pre Training Review of the purpose of the review. As part of the Pre Training Review a Language, Literacy and Numeracy (LLN) Skills Assessment will also be conducted.
  • Through the Pre Training Review process the trainer will identify the most appropriate course for the prospective student to undertake. The trainer will also determine if the proposed training and assessment strategies and materials are appropriate for that individual or if reasonable adjustments are required. A Training Plan (Training Plan / Training Plan Trainees) will be developed and provided for each student.
  • In addition the trainer must also identify areas of competency previously acquired and ensure that all eligible students are offered Recognition of Prior Learning and Credit Transfer before commencement of structured training.

Step 1 – Student applies via the supplementary application form on the Footscray City Films website and attaches supporting material as listed on website. (FORM: Supplementary Application Form http://footscrayfilms.com.au/supplementary-information-form/ )

Step 2 – Head of Film school then contacts prospective student via phone and set up a time for an interview and confirms student interview requirements.

Step 3 – Interview takes place via phone, skype or in person (FORM: Interview Questions for Prospective Students http://footscrayfilms.com.au/wp-content/uploads/2017/11/interviewquestionsforprospectivestudents.pdf )

Pre Training Review form is commenced. (FORM: Pre-Training Review Form http://footscrayfilms.com.au/wp-content/uploads/2017/11/pre-trainingreviewform.pdf )

Prospective Students are supplied with RPL & Credit Transfer Form (FORM: http://footscrayfilms.com.au/wp-content/uploads/2017/11/rpl-credit-transfer-application.pdf and Enrolment Terms & Conditions (FORM: https://docs.google.com/document/d/1_a1IXq572e9HRHKyK1z_KErfMM2zUMkn7nX91_Ma5hA/edit?usp=sharing )

Step 4 – Prospective Students are contacted via mail or email in december with a letter containing the dates for registration day and completion of the pre-training review

Step 5 – Students attend registration day and complete the LL&N form and complete the pre-training review form.

Step 6 – The Head of the Film School then assesses all prospective students pre-training review information and determines suitability of course.

Step 7 – Enrolment paperwork is completed, Training plans are issued and signed.

Step 8 – Students are provided with the student handbook (FILE: http://www.footscray.vic.edu.au/wp-content/uploads/2017/11/FCF-Student-Orientation-Handbook.pdf ) and sign off on understanding of policies & procedures as listed on the website. (PAGE: http://footscrayfilms.com.au/downloads/ )

Post Enrolment  

Following enrolment all Footscray City Film’s training staff will be available by appointment to provide Learner Support to enrolled students.

RECORDS MANAGEMENT POLICY

Policy

Records are maintained of course development, course delivery, students, human and physical resources, and financial and management activities. Records are kept accurate and up-to-date.

All on-site records are kept in a secure and confidential environment. Access to files is limited to staff involved in their maintenance and appropriate course personnel. Students have access to their records and can provide written authorisation to allow other people access to their records. Footscray City Films reserves the right to provide access to student records as required by legislation.

Physical records are archived systematically and consistently, and stored in a secure location off-site. Electronic records are backed up and copies maintained in a secure location off-site. Archives are stored for the statutory period.

Managerial Responsibility

Head of the Film School

STAFF WHS INDUCTION CHECKLIST

Download WHS Checklist

On the first day have you: Yes N/A
Emergencies
Shown the new staff member the locations of nearest fire exits?  Yes  N/A
Explained the location of the emergency assembly point?  Yes  N/A
Explained the emergency alarm system for the building (alert, evacuation tones, etc.)? Yes  N/A
Provided contact details for Nominated First Aid Officers in the building?  Yes  N/A
Provided contact details for Security Services?  Yes  N/A
Explained incident, injury and illness reporting requirements?  Yes  N/A
Explained procedures for reporting hazards and security threats?  Yes  N/A
Provided contact details for the Campus Property and Services Service Desk? Yes  N/A
General OHS Responsibilities
Explained general WHS responsibilities of all staff outlined in the School’s WHS Policy and Guide for Staff?    Yes  N/A
Explained the requirement to comply with local WHS rules and procedures?  Yes  N/A
Location/Department Specific OHS Matters
Provided contact details for Departmental Safety Officer, Zone WHS Committee, other relevant WHS contact people, e.g. hazardous waste, radiation safety, etc.? Yes  N/A
Explained local consultation arrangements for WHS matters, e.g. staff meetings, departmental committees? Yes  N/A
Provided information about any high hazard or restricted access areas such as laboratories, workshops, clinics, etc.? Yes  N/A
In the first week have you: Yes N/A
Job Specific WHS Matters
Discussed the main WHS risks associated with the job?  Yes N/A
Provided information about safe work procedures relevant to the job?  Yes  N/A
Directed the new staff member to WHS resources including WHS & Injury Management website?  Yes  N/A
Had the staff member check ergonomic set up of their work locations per office ergonomics checklist?  Yes N/A
Explained local procedures for minimising manual handling risks?  Yes  N/A
Explained incident, injury and illness reporting requirements?  Yes  N/A
Explained procedures for reporting hazards and security threats?  Yes  N/A
Provided contact details for the Campus Property and Services Service Desk?  Yes N/A
General OHS Responsibilities
Explained general WHS responsibilities of all staff outlined in the School’s OHS Policy and Guide for Staff?    Yes N/A
Explained the requirement to comply with local WHS rules and procedures?  Yes  N/A
Location/Department Specific WHS Matters
Provided contact details for Departmental Safety Officer, Zone WHS Committee, other relevant WHS contact people, e.g. hazardous waste, radiation safety, etc.?  Yes N/A
Explained local consultation arrangements for WHS matters, e.g. staff meetings, departmental committees, etc. as per WHS Program?  Yes  N/A
Provided information about any high hazard or restricted access areas such as laboratories, workshops, clinics, etc.?  Yes  N/A
WHS POLICY

POLICY

The teaching staff and employees of Footscray City Films at Footscray City College are committed to providing and maintaining a safe working environment that places no individual or group to a minimal risk to their health or safety.

To this end, the requirements and provisions of the relevant Workplace Health and Safety, Health, Labour and other Acts concerning safe work practices will be complied with in all areas of the business.

The Head of the Film School and staff is responsible for providing and maintaining:

  • A safe working environment and safe systems of work.
  • Protective equipment and ensure it is properly used.
  • Ensure safety instruction and training is provided to all employees.

Employees have a duty to the Film School, themselves and their workmates to:

  • Take all reasonable care to protect their own health and safety.
  • Not endanger another person.
  • Use safety equipment provided in its correct manner.
  • Make recommendations to avoid, eliminate or minimise any hazards.

GUIDELINES

Footscray City Films are determined to ensure safe working practices and ensure that all staff and students are not harmed by any of the Film School’s activities.

It will be the responsibility of each employee to notify any suspected breach of Film School or other regulations to the Head of the Film School.

Rectification of OHS shortfalls shall be by consultation between the OH&S manager at Footscray City College and all personnel concerned to effectively regain a safe operational area

FOLLOW FOOTSCRAY CITY FILMS ONLINE

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