Fitness Institute Australia Policies

Mission Statement

The purpose of the Fitness Institute Australia is to provide high quality core, specialised and continuing education programs to new and existing members of the health and fitness community. Furthermore, the Institute maintains a member base to provide and disseminate current health and fitness information through journals, fitness summits and fitness forums.

Code of Practice

The FITNESS INSTITUTE AUSTRALIA offers:

High quality teaching and research regarded as amongst the best in the world.
Highly educated and experienced staff that are the most highly trained in the fitness industry.
Education courses that specifically address the needs of the health and fitness industry.
The widest range of ongoing fitness education opportunities
A quality Research Review Journal that reflects the wants of Professional Fitness Instructors.
Fair pricing and marketing strategies that are both ethical and affordable for the Professional Fitness Instructor.
Safe practical programs that are based on sound Exercise Science principles.
Continuing education courses that meet the expectations of the broader allied health fields.
Relevant ongoing evaluation of education courses and services by continually liaising with members of the fitness industry.
A rock solid guarantee that FIA services are the best in the fitness industry.
Staff that enter into the spirit of the Equity and Access policy Management that will lead in the elimination of direct or indirect discrimination.
Programs that promote equal employment and educational opportunities for socially, economically and geographically disadvantaged groups.
A selection process that achieves a balanced participation of minority groups in all education and employment activities.
Policies that increase recognition of inequalities that exists in the community which redress the effects of past discrimination in education and employment

Quality Assurance and Continuous Improvement Policy

The Fitness Institute Australia strives to improve its services and management at all times. The Fitness Institute Australia is committed to producing highly skills graduates in fitness, sport and massage. This can only be done by working in partnership with the student, suppliers, contractors, industry groups, government, Universities and the broader community to provide our students with latest knowledge and skills in the modern workplace as well as the emerging and changing needs of the future.The function of this policy is to continuously review the performance of the Fitness Institute Australia and implement new strategies to correct or review any anomalies and to instigate new initiatives that will improve the institute’s performance.

Information is collected on a variety of the institute’s functions, collated and reported.

Continuous Improvement Measurements Tools

Course Feedback Sheets

Students are given a course review feedback sheet to complete at the end of every course: eg, Cert 3 fitness, Cert IV in Fitness etc. Information is sought on lecturers performance, staff performance, course review, additional course information etc. The information received is collated and reviewed every three months and reported.

Unsolicited Feedback

Any employee/client/student of the FIA has the right to provide unsolicited feedback on the services or operations of the institute.

Website Hits

Information sought from website access is monitored by reviewing website hits. This information gauges the interest in specific courses and tracks the information packs that potential students download. The customer service agents make follow up phone calls and additional information is provided upon request.

Tally Sheets

When an advertising campaign is commenced the customer service agents maintain a log of the interest that it generates. This assists in identifying success or failures of specific advertising promotions.

Enrolment/Completion Data

Students who have enrolled in courses are collated and constantly reviewed with respect to their progress towards completion.

Complaints File

Students that have a complaint to make are required to submit it in writing. The Director initially acts on the complaint with a view to solving the problem. The complaint is investigated with information that is gathered and collated. A record of the complaint and its solution is recorded and maintained and reported.

Annual Internal Audit against AQTF Standards

Dr Paul Batman will conduct an annual internal audit of the AQTF standards.

Profit and Loss Monthly Review

At the end of every month, Dr Paul Batman and Mr Graeme Dickson conduct an analysis of the companies’ monthly profit and loss position. An action plan is devised in the event that changes are required for the following months. A complete review of the previous financial year is completed after the lodgement of the companies tax return.

Learning and Assessment Review

At regular intervals learning and assessment materials is reviewed by Dr Paul Batman and Ms. Wendy Richmond (program development consultant). This is an ongoing process that is monitored throughout the academic year.

Mr Andrew Richardson and Dr Paul Batman are continuously reviewing the FIA on line support, assessment and management systems.

External Reviews of Courses and Delivery

During 2006-2008 the FIA has undergone rigorous peer reviews through VETAB audits (increasing its scope of delivery) and University articulation assessments by the Australian Catholic University, Charles Sturt University (Bathurst) and the Australian College of Physical Education.

Staff Appraisal

Staff is given the opportunity to evaluate their performance through a staff appraisal. This provides the employees with a frame of reference that is an important and ongoing process in establishing and maintaining the expectations and motivations of both the employer and the employee.

The appraisal process is an FIA opportunity to:

Encourage open lines of communication
Maintain and or revive staff motivation
Reward productive employees with more responsibility
Deal with potential challenges proactively
Set shared and reasonable objectives for the future
Assess training needs and opportunities

The FIA performance appraisal is a chance for staff to:

Gain candid feedback and or recognition
Be actively involved in the planning of objectives and career prospects
Identify support and growth opportunities
Resolve grievances

Continuous Improvement Committee Meetings

The Fitness Institute Australia continuous improvement committee consists of Dr Paul Batman, Mrs. Janet Richardson, Mr. Andrew Richardson and Ms. Nicole Barry. This committee meets bi-annually. In the interim Dr Paul Batman meets regularly with committee members on an individual basis to review continuous improvement criteria.

The agenda for this meeting includes:

Course review (Paul Batman)
Website review (Andrew Richardson)
Enquiry review (Nicole Barry)
Enrolments review (Janet Richardson)
Course completion review (Janet Richardson)
Complaints and appeals review (Paul Batman)
Industry review (Paul Batman)
Employee issues (Andrew Richardson)

Maintenance and Replacement Policy

The Fitness Institute Australia is located in Bridgegate House, Surry Hills. The maintenance of the building is the responsibility of the building management. At present the rooms that the Institute uses are cleaned and vacuumed daily. Maintenance of equipment is carried out as the need arises. At the end of every year, an inventory is conducted to evaluate what equipment is to be replaced or repaired.

Equipment will be replaced every 3-5 years. In 2007, all computer facilities and internet connections and software have been replaced and upgraded.

Specific computer software has been written to support the office management system.

In 2003, the Fitness Institute Australia purchased an office suite consisting of 247 sq.m. to conduct its business. This is a strata title suite that has ongoing maintenance that is assessed and carried out by a body corporate.

Facilities

The Fitness Institute Australia campus is located at 505/410 Elizabeth St., Surry Hills (Head Office). This facility consists of 247 sq.m., which is divided into office space, foyer, student recreation area and a lecture theatre. The FIA has access to an additional 237 sq.m on the ground floor of 410 Elizabeth St., Surry Hills, consisting of a board room, lecture rooms, massage clinic and office space.

Practical sessions are conducted at Bayswater Fitness Centre, Kippax St., Surry Hills.

Students are requested to maintain cleanliness and professionalism while completing requirements in general training facilities.

The Fitness Institute Australia has 20 Vocational Skills Centres that assist in providing students with work place training and assessment.

Insurance Policy

The Fitness Institute Australia has Professional Indemnity and Public Liability coverage, Malpractice Insurance, Directors Insurance and Workers Compensation. All members of the FIA lecturing team have their own Professional Indemnity and Public Liability insurance cover. All FIA staff is covered under the Workers Compensation Act.

Marketing, Advertising and Sales Policy

The Fitness Institute Australia’s marketing, advertising and sales promotion activities are
clear, truthful, ethical and accurate. The FIA methods of advertising and selling are professional, ethical and congruent with the Code of Ethics set down by the Media Council of Australia and relevant Codes of Practice.

On Line Policy

The Fitness Institute Australia (FIA Pty Ltd) respects the student’s privacy and gives them as much control as possible over their own personal information. The Fitness Institute Australia neither requires the student to tell them who they are nor request any information about themselves. Should the student choose to provide the FIA with information about themselves (for example, an eMail sent, desiring the FIA to reply or correspond), their information shall be kept confidential. If the student informs the Fitness Institute Australia that they do not want the institute to use this information as a basis for future contact with them the Fitness Institute Australia will respect their wishes.

While FIA Pty Ltd does keep track of the domains from which visitors view the site ( www.fia.com.au ), the FIA only analyzes this data for trends and statistics. Note that FIA Pty Ltd does not sell, trade, or give away any domain information. Such information is used strictly for internal purposes to provide better service for the student. The FIA Pty Ltd web site (www.fia.com.au), may contain links to other web sites. Please be advised that the FIA privacy policy does not pertain to these linked sites. The FIA encourages the student to review others' privacy statements whenever accessing another site.

Conditions of Website Use

Representations

The student represents that:

(a) they have read and agree to be bound by the terms
(b) they will comply with any Australian law, regarding the transmission of any data obtained from www.fia.com.au in accordance with the terms
(c) they will not use www.fia.com.au for illegal purposes, and
(d) they will not interfere or disrupt any network connected to www.fia.com.au.

Intellectual Property

www.fia.com.au , including, but not limited to text, content, photographs, and graphics, is protected by copyrights, trademarks, service marks, international treaties, and/or other proprietary rights and laws of Australia and other countries. www.fia.com.au is also protected as a collective work or compilation under Australia copyright and other laws and treaties. The student agrees to abide by all copyright notices or restrictions contained within www.fia.com.au .

Restrictions on Use

The student may not use www.fia.com.au for any illegal purpose or in any manner that is not consistent with the terms. The student must agree to use www.fia.com.au solely for their own non commercial use and benefit, and not for resale or either transfer or disposition to, or use by or for the benefit of, any other person or entity. The student agrees not to use, transfer, distribute, or dispose of any information contained within www.fia.com.au in any way that would compete with the business of the www.fia.com.au.

The student acknowledges that FIA Pty Ltd web site (www.fia.com.au ), has been developed, compiled, prepared, revised, selected and arranged by FIA Pty Ltd and others, through the application of various methods and judgement standards, developed and applied by spending substantial time, effort and money and constitutes valuable intellectual property and trade secrets of FIA Pty Ltd and such others. The student agrees to protect the proprietary rights of FIA Pty Ltd and all others having rights in FIA Pty Ltd during and after the term of this agreement and to comply with all reasonable requests made by FIA Pty Ltd. or its suppliers of content, equipment or otherwise ("suppliers") to protect theirs and others' contractual, statutory and common law rights in FIA Pty Ltd. The student agrees to notify FIA Pty Ltd. Promptly upon becoming aware of any unauthorised access or use of www.fia.com.au, by any party or of any claim that FIA Pty Ltd infringes upon any copyright, trademark, or other contractual, statutory or common law rights.

The student must not copy, reproduce, recompile, decompile, disassemble, distribute, publish, display, perform, modify, upload to, create derivative works from, transmit, or in any way exploit any part of www.fia.com.au , except that they may download material from www.fia.com.au and/or make one print copy for their own personal, non commercial use. The analysis and presentation included in www.fia.com.au may not be recirculated, redistributed or published by you without FIA Pty Ltd, prior written consent.

Modification of www.fia.com.au content would be a violation of FIA Pty Ltd copyright and other proprietary rights. Additionally, the student may not offer any part of www.fia.com.au for sale or distribute it over any other way, including, but not limited to, a hyperlink frame, or a computer network.

www.fia.com.au and the information contained within the site may not be used to construct a database of any kind. www.fia.com.au may not be stored (in full or in any part) in databases for access by students or any third party or to distribute any database services containing all or part of the service. The student must not use www.fia.com.au in any way to improve the quality of any data sold or contributed by them to any third party. They may not use any of FIA Pty Ltd trademarks, trade names, or service marks in any manner which creates the impression that such names and marks belong to, or are associated with them, or are used with FIA Pty Ltd consent and the student acknowledges that they have no ownership rights, in and to any of these names and marks.

License

The student has no rights or licenses in or to FIA Pty Ltd and materials contained on the FIA Pty Ltd web site (www.fia.com.au), other than the limited right to use www.fia.com.au in accordance with the terms. In the event that the student chooses to download content from www.fia.com.au, they must do so in accordance with the terms. Such download is licensed to the student by FIA Pty Ltd only for their own personal, non commercial use in accordance with the terms and does not transfer any other rights to you

Rights Reserved

All present and future marks in and to trade secrets, patents, copyrights, trademarks, service marks, and other proprietary rights of any type under the laws of any governmental authority, domestic or foreign, including rights in and to all applications and registrations relating to www.fia.com.au (the "intellectual property rights") shall remain the sole and exclusive property of FIA Pty Ltd.

All present and future rights in and title to www.fia.com.au are reserved to FIA Pty Ltd, for its exclusive use. Except as permitted by the terms, the student may neither:

copy or make any use of www.fia.com.au or any portion of it, nor
use the trademarks, trade names, service marks, trade dress, logos or titles of FIA Pty Ltd. Or FIA Pty Ltd, or the names of any individual participant in, or contributor to, FIA Pty Ltd , or any variation of www.fia.com.au, for any purpose, without FIA Pty Ltd prior written consent.

Disclaimer and Limitation of Liability

The student agrees that their use of www.fia.com.au is at their sole risk and acknowledge that www.fia.com.au and anything contained thereon, including, but not limited to, content, services, goods, or advertisements ("related materials") are provided "as is", and that FIA Pty Ltd, makes no warranty of any kind, express or implied, as to the related materials, including, but not limited to, merchantability, non infringement, title or fitness for a particular purpose or use of www.fia.com.au does not warrant that www.fia.com.au is free of errors, viruses, or other potentially damaging forces and is not liable for any damage that you may suffer as a result of these or other forces.

The student agrees that the FIA Pty Ltd shall have no responsibility or liability for:

any injury or damages, whether caused by negligence of FIA Pty Ltd its employees, agents, subcontractors, or otherwise arising in connection with www.fia.com.au and shall not be liable for any lost profits, losses, punitive, incidental or consequential damages or any claim against FIA Pty Ltd by any other party or
any fault, inaccuracy, omission, delay or any other failure in www.fia.com.au caused by the student’s computer equipment or arising from their use of www.fia.com.au on such equipment. The content of other web sites, services, goods, or advertisements that may be linked to www.fia.com.au is not controlled or maintained by FIA Pty Ltd and as such, FIA Pty Ltd is not responsible for the accuracy, content, or availability of other web sites, services or goods that may be linked to, or advertised on www.fia.com.au.

FIA Pty Ltd does not:

make any warranty, express or implied, with respect to the use of the links provided on www.fia.com.au
guarantee the accuracy, completeness, usefulness or adequacy of an other web sites, services, goods or advertisements that may be linked to www.fia.com.au, or

make any endorsement, express or implied, of any other web sites, services, goods or advertisements that may be linked to www.fia.com.au. FIA Pty Ltd is not responsible for the reliability or continued availability of the telephone lines and equipment that you use to access www.fia.com.au. FIA Pty Ltd and/or contributors to www.fia.com.au may choose at any time to inhibit or prohibit their content from being accessed under the terms.

The student acknowledges that:

FIA Pty Ltd includes information taken from various sources and
FIA Pty Ltd does not guarantee the accuracy, completeness, or timeliness of www.fia.com.au. FIA Pty Ltd its officers and employees, affiliates, and third-party agents shall not, directly or indirectly, be liable, in any way, to you or any other person for
any inaccuracies or errors in or omissions from www.fia.com.au,

any delays, errors or interruptions in the transmission or delivery www.fia.com.au or
any loss or damage arising there from, or by any reason of non performance.

Limitation of Liability

Under no circumstances, including but not limited to negligence, shall FIA Pty Ltd, its suppliers and its third party agents be liable to the student for direct, indirect, incidental, consequential, special, punitive or exemplary damages, even if a FIA Pty Ltd authorised representative has been advised specifically of the possibility of such damages, arising from use of or inability to use www.fia.com.au, or any provision of the terms, such as, but not limited to, loss of revenue or anticipated profits or lost business. Applicable law may not allow the limitation or exclusion of liability or incidental or consequential damages.

In no event shall FIA Pty Ltd 's total liability to students for all damages, losses, causes and action (whether in contract or tort, including but not limited to negligence) exceed the amount paid by the student, if any, for accessing this site.

Indemnification

The student agrees, at their own expense, to indemnify, defend, and hold harmless FIA Pty Ltd and its employees, representatives, suppliers, and agents, against any claim, suit, action, or other proceeding brought against FIA Pty Ltd its employees, representatives, suppliers, and agents, by a third party, to the extent that such claim, suit, action or other proceeding brought against FIA Pty Ltd its employees, representatives, suppliers, and agents is based on or arises in connection with www.fia.com.au, including but not limited to:

the student’s use (or someone using your computer) of www.fia.com.au
a violation of the terms by the student or anyone using their computer

a claim that any use of www.fia.com.au by the student or someone using their computer infringes any intellectual property right of any third party, or any right of personality or publicity, is libellous or defamatory, or otherwise results in injury or damage to any third party
any deletions, additions, insertions, or alterations to, or any unauthorised use of, www.fia.com.au by the student or someone using your computer

any misrepresentation or breach of representation or warranty made by the student contained herein or
any breach of any covenant or agreement to be performed by the student here under. The student agrees to pay any and all costs, damages, and expenses, including, but not limited to, reasonable legal fees and costs awarded against or otherwise incurred by or in connection with or arising from any such claim, suit, action or proceeding attributable to any such claim.

Right to Terminate

Either the student or FIA Pty Ltd may terminate the terms with or without cause at any time and effective immediately. The student may terminate the terms by discontinuing use of www.fia.com.au. These terms will terminate immediately without notice from FIA Pty Ltd. If the student, in FIA Pty Ltd sole discretion, fail to comply with any provision of these terms. Upon termination by the student, or upon notice of termination by FIA Pty Ltd the student must destroy promptly all materials obtained from www.fia.com.au and any copies thereof. Sections two through eight (2-8) and ten (10) shall survive any termination of the terms.

Governing Law

This agreement between the FIA and the student shall be governed by and construed in accordance with the laws of Australia without reference to any conflicts of law principles. The student agrees to submit to the relevant state and federal courts with respect to any legal proceedings that may arise in connection with FIA Pty Ltd or from a dispute as to the interpretation or breach of the terms.

Use of www.fia.com.au outside Australia

FIA Pty Ltd does not represent that materials in www.fia.com.au are appropriate or available for use in countries outside Australia if the student chooses to access www.fia.com.au from outside Australia, they are responsible for compliance with foreign and local laws.

Content Changes

The student accepts that FIA Pty Ltd in its sole discretion has the right to change the content or technical specifications of any aspect of www.fia.com.au at any time. They further accept that such changes may result in their being unable to access www.fia.com.au.

Severance

If any provision of the terms is found invalid or unenforceable, that provision will be enforced to the maximum extent permissible, and the other provisions of this agreement will remain in force.

Contact Information

Should the student have any questions concerning this agreement contact the Fitness Institute Australia.

Copyright, Trademark Policy

All Fitness Institute Australia materials cannot be reproduced or transmitted in any form or by any means, electronic or mechanical including photocopying, recording or by any information storage and retrieval systems without prior permission in writing from the Fitness Institute Australia. In the event that copyright or trademark is infringed, the perpetrators will be prosecuted. This will apply in all countries in which these materials are distributed.

Financial Management Policy

The Fitness Institute Australia retains Northside Accounting (Mr. Graeme Dickson) to manage its finances. Mr. Dickson is a Certified Practising Accountant and is responsible for providing all financial services.

Recognition of Prior Learning Policy

The RPL process recognises the students’ skills and knowledge through formal training, informal learning, work experience or life experience. The following details the types of evidence required to demonstrate RPL:

Employment related documents such as copies of pay slips, resumes, performance appraisals, job descriptions
Diaries and business books
Samples of completed work such as documents, reports, newsletters or newspaper articles
References from current or past employers, supervisors and colleagues
Testimonials from persons holding relevant qualifications in the areas being assessed
Certificates from training that is not eligible for direct credit transfer
Photographs or videos of completed work certified by a referee or accompanied by a statutory declaration
Recognised courses completed
In the case of self employed applicants, evidence that they have carried on business using the competencies claimed
Challenge examinations

RPL Process

Student will request the RPL information by either downloading or contacting the FIA office
The student will complete the application form and include a portfolio of evidence to support the application
On receipt of the application the FIA Education Manager will map the student’s application against the competencies of the course
The FIA will notify the applicant as to the success of their application based on the evidence submitted
The student has the right to appeal the decision of the Education Manager
To assess the knowledge that underpins many of the competencies the student might be required to challenge the examinations for any of the subject areas.

The student must apply for Recognition of Prior Learning by lodging an application with the Education Manager at least 14 days prior to the beginning of the subject/course for which the student is seeking credit.

If in the event the student receives the course materials and they decide to then apply for RPL, advanced standing will not be considered and the student will be required to complete all requirements for this subject/course.

Mutual Recognition Policy

The Fitness Institute Australia recognises statements of attainment and statements of competency from all Registered Training Organizations that are currently registered and have the course in question on their scope of delivery.

Prior to enrolment prospective students are made aware of their right to present AQF qualifications from another RTO and expect advanced standing in the same units offered under the FIA scope of registration. Applicants must present the original qualification for verification by the FIA Education Manager.

Terms and Conditions Policy

Prior to enrolment in any course the student is provided with all the course information, course costs and the terms and conditions. As proof that they have read and accepted the terms and conditions and acknowledged their obligation at the time of enrolment the student will sign the agreement. This will be signed at the time of enrolment and prior to the commencement of the course.

A deposit of 50% of the program fee is required to secure a place in all Fitness Institute Australia programs. Payment in full is required prior to the commencement of the program. Requests for refunds will be required in writing up to 7 days prior to the commencement of the program. Cancellations submitted in writing less than 7 days prior to the program will incur a $100.00 administration fee. If no prior notice is given, refunds will not be permitted.

Where an applicant is prevented from completing a program due to illness or misadventure (medical certificate is required) or any other reason deemed reasonable by the Fitness Institute Australia, they will be awarded a pro rata refund minus an administration fee of $100.00. Refund payments will be made within 14 days of written notice. Transfers from more than one program will incur a $25.00 administration fee.

Where a student is prevented from completing a course due to illness (doctors certificate required) or any other reason deemed reasonable by the Fitness Institute Australia, he/she will be awarded a pro rata refund minus the administration fee of $50.00 per subject or course. This applies up to week 2 of the enrolled term for any subject, after which there will be no refund, but the student may be able to transfer to same subject at a letter date. There are no refunds on additional course materials that are purchased.

If the Fitness Institute Australia is found to be at fault in the delivery of any of its training programs, a full refund may be granted.

The Fitness Institute Australia reserves the right to change course dates and venues, or to cancel courses if necessary. In the event of a program being cancelled, every effort will be made to avoid inconvenience by transferring attendees to other schedules programs or awarding a full refund if requested.

Equity and Access Policy

Access, equity and client services that are non-compliant will be corrected by Dr Paul Batman and Ms Janet Richardson.

Fitness Institute Australia is committed to ensuring an equitable environment for all people at all times and especially in the workplace. The FIA commitment to equity is not simply because it is good business sense but also because the fundamental principles upon which Fitness Institute Australia functions are freedom, fairness and the fulfilment of our potential as individuals. This policy applies to all members of the Fitness Institute Australia including visitors, contractors, work experience personnel, volunteers and the general public.

The Fitness Institute Australia as an employer, registered training organization and community leader recognises the rights of all students, staff and community members to be treated fairly and with respect at all times in an environment free form harassment and discrimination.

The Fitness Institute Australia encourages a mix of students from minority groups that have traditionally been under represented.

As an equal Opportunity Employer the FIA is committed to eliminating discrimination in its recruitment and employment practices in particular race, pregnancy, marital status, physical or intellectual impairment, sexual preference, political or religious beliefs.

The FIA supports and abides by the legislation requirements of:

Racial discrimination Act 1975
Sex Discrimination Act 1984
Disability Discrimination Act 1992
Affirmative Action Act (Equal Employment for Women) Act 1986
Human Rights and Equal Opportunity Commission Act 1986
Anti-Discrimination Act 1977

All FIA staff is responsible for maintaining standards of behaviour and conduct in the workplace.

FIA Principles

Freedom

For Fitness Institute Australia freedom of opinion and action is to be confined only by the necessity of ensuring the same degree of freedom to other people. All Fitness Institute Australia staff, no matter what position they hold in the company, are free to propose their opinion and have their ideas considered. They are also free to work in any manner they wish provided they meet their outcomes and where it can be shown that their activity improves our work environment and/or prosperity.

Fairness

No individual is to be treated unfairly for any reason whatsoever. We cannot be respected if we do not respect; we cannot be prosperous if we do not ensure the prosperity of others; we cannot gain opportunity if we do not fight to create opportunity for everyone with whom we deal.

Fulfilment

All individuals are to be allowed to fulfil their need for physical, emotional and spiritual well-being. Clients will receive the service for which they have paid and/or being financially paid for their contribution, by having their contribution openly acknowledged, and by being given the opportunity to express their opinions in an atmosphere free from censure.

The Equity and Access policy of the Fitness Institute Australia has five major objectives:

To ensure that staff of the Fitness Institute Australia enter into the spirit of the Equity and Access policy
To eliminate direct or indirect discrimination

To promote equal employment and educational opportunities for socially, economically and geographically disadvantaged groups
To achieve a balanced participation of minority groups in all education and employment activities

To encourage an increasing recognition of inequalities that exists in the community that redress the effects of past discrimination in education and employment. (These groups include women, Aboriginal and Torres Strait Islander people, those with disabilities, and those from non-English speaking backgrounds.

Courses Oversight Committee

Fitness Institute Australia has a Courses Oversight Committee charged with ensuring that the principles set out in this document are implemented and policed. The Committee is the final arbitrator of all disputes within the company and can seek guidance and advice from bodies outside the company.

The Courses Oversight Committee reports directly to the Directors and its decisions are binding upon Fitness Institute Australia.

Membership of the Courses Oversight Committee

Membership of the Committee includes a member of the Fit ness Institute Australia Board, the Technical Director of Fitness Institute Australia, two elected staff representatives and an independent chairperson.

Independent Chairperson:

Fitness nsw Representative, Dr. Gail Trapp, PhD
FIA Advisory Board Member: Mr. John Schell
Technical Director:   Dr. Paul Batman
Staff Representative:   Ms. Fiona Leard
Staff Representative:    Mr. Andrew Richardson

The independent Chairperson for 2007-2008 is Dr. Gail Trapp, Lecturer in Exercise Science, University of New South Wales.

The Courses Oversight Committee has jurisdiction over all formal complaints made to Fitness Institute Australia regarding the treatment of clients, trainees, students or staff. This jurisdiction includes disputes arising over the issuing of certificates or qualifications or the refunding of fees and charges paid to Fitness Institute Australia by trainees, students or clients. The Committee does not have jurisdiction over disputes involving commercial agreements made by the Board nor complaints involving staff remuneration levels, except where an issue of harassment or unfair discrimination is perceived.

Harassment Policy

Fitness Institute Australia is obligated by choice and by law to provide a workplace free from all harassment for any reason whatsoever. This obligation includes the provision of a workplace where competency in their work and behaviour towards others forms the only grounds for discrimination between individuals.

The FIA will not tolerate, either passively or actively, any discrimination against any individual for any reason other than that of their demonstrated competency in a job and their behaviour towards others. No individual shall be denied access or opportunity because of race, colour, sex, creed, class, opinion, disability or because of past behaviour. It also means that the FIA is obligated to actively endeavour to provide a workplace and community where individuals can live free of harassment from co-workers, management and by the members of our society.

Harassment in this context is defined as being any action, either active or passive, which causes discomfort or distress to any other individual after that individual has alerted management to their discomfort or distress. It can take the form of repeated name calling, teasing, ridicule and practical jokes and other conduct which is intended to, or likely to upset, intimidate, discomfort or embarrass those against whom it is directed: implied or actual threats against an individual’s person or property: abusive or demanding conduct directed at another’s social or national background, physical appearance, perceived or actual impairment, medical condition or age.

Discrimination or harassment may occur without conscious or malicious intent. When students or staff indicate that they are offended by another person’s behaviour, the situation will be treated seriously. It is important to be aware that while certain behaviour may be considered trivial or humorous by one party, it may be offensive, humiliating to another party.

It is unlawful for any member of the Fitness Institute Australia to harass any other staff member.

Fitness Institute Australia members are not to engage in conduct that:

Implicitly or explicitly becomes a term or condition of a person’s selection into a course or admission or staff recruitment
Has the purpose or effect of interfering with a person’s academic or work performance
Creates an intimidating, hostile or offensive learning or working environment
Causes distress or embarrassment to staff or students
Reflects adversely on the integrity and standing of the Fitness Institute Australia
Has the intention of affecting favourably or unfavourably a person’s academic evaluation or conditions of employment, promotion or salary

Sexual harassment is deemed to have occurred by:

Making unwelcome comments orally or in writing or displaying graphic material with sexual connotations
Making unsolicited gestures or actions with sexual implications in the presence of another person
Subjecting a person to unwanted and deliberate physical contact or to any act of physical intimacy or to subtle or explicit demands for or offers of sexual desires.
The Fitness Institute Australia’s computer systems may not be used for anything other than legitimate academic purposes. No one using the FIA’s computer systems will enter sexually explicit, racially or religiously intolerant offensive material.

Employee Obligation

The FIA adherence to the principles of freedom, fairness and fulfilment does not confer rights on anyone, it imposes obligations on everyone to act as individuals.

These obligations are:

Each one of us is to treat all other individuals as being of merit.
Each one of us is to actively resist unfairness and harassment whether it is directed
against ourselves or against any other individual.
Each one of us will treat all other individuals as we would expect to be treated ourselves.
Each one of us is to judge behaviour in individuals and not the individuals themselves.
That we not tolerate, either actively or passively, any harassment or unfairness in our dealings with others.

Student Obligation

All students enrolled in courses at the Fitness institute Australia must respect FIA administration staff, technical staff, lecturing staff as well as other course participants.

At no time will disruptive, abrasive, disrespectful or unsociable behaviour be tolerated. Any student who displays this type of behaviour will be asked to leave the session or be withdrawn from the course.

Examples of unacceptable behaviour may include:

Continuous interruptions or harassment to the lecturer whilst delivering course content
Smoking in non-smoking areas
Demonstrating disrespectful behaviour to other course participants
Harassing FIA administration staff
Sexual harassment
Wilfully damaging institute property
Using offensive language
Acting in an unsafe manner placing themselves and others at risk
Refusing to participate where required in the course content
Continual absence from face to face classes
Sharing confidential information about students and staff members
Copying or using files from other users without their permission
Disclosing a password or using others passwords

Appeals and Grievance Policy

It is the intention of Fitness Institute Australia is never to have a complaint of unfairness levelled against it.

Despite the FIA outcome being that there are to be no complaints Fitness Institute Australia has to recognise there will always be a risk of a complaint or grievance arising. Fitness Institute Australia therefore needs to plan so that all complaints and grievances can be dealt with quickly, in a fair and open manner, so that the matter is settled to the satisfaction of the complainant. A complaint of discrimination or harassment should be made as soon as possible, but no later than twelve months after the date on which the incident was alleged to have occurred.

Serious offences such as sexual attack or rape will be reported immediately to the Police.

Complaint Procedures

Fitness Institute Australia prides itself on being a provider of high quality training and education. An integral part of providing high quality service is that the customer is always right until proven otherwise. Thus Fitness Institute Australia policy on general grievances is that all are to be treated as important and valid, and they are to be dealt with as quickly as possible to the complete satisfaction of the complainant.

Fitness Institute Australia’s policy on refunds is for a full refund to be made where the trainee/student has proved that such a refund is fair and just. However, Fitness Institute Australia reserves the right to withdraw or withhold certifications or qualifications for training received when a refund is made. Where a refund is made and it is established that the trainee/student complaint is justified Fitness Institute Australia will not withdraw or withhold certification.

Fitness Institute Australia policy is that no trainee/student will suffer a penalty where a client defaults on payment of fees and charges to Fitness Institute Australia. Thus where training is delivered to a group of trainees/students on behalf of a defaulting client Fitness Institute Australia will issue certificates or qualifications to the individual students who have completed or partially completed the training whilst taking action against the client.

Rights during the Complaints Procedure

The complainant has the right to:

Have the complaint treated promptly and seriously
To express views and opinions without intimidation or victimisation for having made the complaint
To insist that no further action take place without their consent
To provide specific details of any allegation and to ensure that false or deliberately misleading claims are not lodged
To maintain confidentiality as far as possible throughout the procedure
To formally present his or her case to the Managing Director or an independent panel consisting of the FIA Courses Oversight committee, which will include a current member of Fitness nsw
Be presented a written statement of the appeals outcome with reasons for the final decision

The respondent has the right to:

To natural justice in the procedures used to pursue the complaint
Not to be defamed or to be the subject of unfounded or malicious complaints
Not to be punished as far as possible throughout the circumstances

Procedure Following Receipt Of A Complaint

On receipt of a complaint about Fitness Institute Australia or a staff member or contractor the following procedure is to be followed without exception.

All reports are to be formally recorded and forwarded to the Managing Director.
The Managing Director is to attempt to resolve the matter to the satisfaction of the complainant.
If the grievance/complaint cannot be resolved it is to be formally noted and passed to the Courses Oversight Committee and the Managing Director is to appoint an investigator who is to formally interview the complainant and take a written statement. This statement is to be forwarded to the Courses Oversight Committee.
The Courses Oversight Committee is to consider the complaint within 20 working days from the time it receives written notification of the complaint.
The decision of the Courses Oversight Committee is to be made available to the complainant who can, if they wish, appear before it. The decision of the Courses Oversight Committee is to be binding upon Fitness Institute Australia.

On general complaints the Courses Oversight Committee has the power to order Fitness Institute Australia management to:

Provide full recompense of moneys in line with the policy statement above,
Make a full and public apology,
Provide Fitness Institute Australiastaff with counselling and training on the matter which formed the basis of the complaint,
Order Fitness Institute Australia management to dismiss an employee or terminate a sub-contractor in accordance with the processes established in law, and
Accept full responsibility for the situation.
Provide a written statement to each appellant stating the outcome of the complaint and a justification of the decision.

If a situation arises where an Fitness Institute Australia staff member/s is/are the subject of a second complaint on a similar matter then:

The matter will be formally investigated and reported as above,
The staff member/s is/are to be formally counselled and warned in writing that their actions have been inappropriate,
The staff involved are to be provided with further information and education, and, where necessary, provided with a contact number where they can seek assistance, and
Fitness Institute Australia management shall take full responsibility for the situation having occurred and will undertake a thorough review of company policy and attitudes before taking action to correct problems in policies and procedures.

On a third occasion where a staff member or members are the subject of a similar complaint then:

The action for a second occurrence is to be repeated in full,
The member is to be placed under the authority of the Courses Oversight Committee,
The member is to be formally warned for dismissal by management
They are to be placed on six months probation and a supervising officer appointed to oversee their performance. This officer will then report directly to the Courses Oversight Committee.
If the behaviour is repeated a third time the member is to be dismissed with minimum entitlements under law and advised of their options, and
Fitness Institute Australia management is to take full responsibility for the situation having arisen and is to also undertake a substantial review of Fitness Institute Australia policies, procedures and own actions in the matter. This review is to be tabled for consideration by the Courses Oversight Committee, which is to provide management with recommendations for change.

Unjustified Complaint

Where it is found by the Courses Oversight Committee that Fitness Institute Australia does not have a case to answer the complainant is to be given a full explanation of why and how this finding was arrived at and they are to be provided with information on where they may obtain further assistance.

Where a refund of fees or charges is demanded by an individual complainant then a full refund is to be made whether the complaint is justified.

Where the Courses Oversight Committee finds that a complaint made by a corporate client is unjustified then the matter is to be handed over to the Board of Management and Fitness Institute Australia legal advisors for action.

Action Following a Complaint of Harassment

It is the intention of the Fitness Institute Australia is never to have a complaint of harassment or unfairness made against it or one of its staff.

Where a complaint about Fitness Institute Australia is received the following course of action is to be taken without exception.

All reports are to be formally recorded and forwarded to the Courses Oversight Committee and to the Technical Director. The Technical Director is to appoint an investigator who is to formally interview the complainant and take a written statement. This statement is to be forwarded to the Courses Oversight Committee and the technical Director.

Where it is found that Fitness Institute Australia has a case to answer the following action is to be taken:

Full recompense is to be made
A public apology will be immediately given
The Fitness Institute Australia staff involved are to be counselled and provided with instruction and education on the matter which formed the basis of the complaint, and
Fitness Institute Australia management is to accept full responsibility for the situation.

Where a situation arises where an Fitness Institute Australia staff member/s is/are the subject of a second complaint on a similar matter then:

The matter will be formally investigated and reported as above,
That/those staff member/s are to be formally counselled and warned in writing that their actions have been inappropriate,
The staff involved are to be provided with further information and education, and, where necessary, provided with a contact number where they can seek assistance, and
Fitness Institute Australia management shall take full responsibility for the situation having occurred and will undertake a thorough review of company policy and attitudes before taking action to correct problems in policies and procedures.

On a third occasion where a staff member or members are the subject of a similar complaint then:

The action for a second occurrence is to be repeated in full,
The member is to be placed under the authority of the Courses Oversight Committee,
The member is to be formally warned for dismissal by management
They are to be placed on six months probation and a supervising officer to oversee their performance will be appointed by the Courses Oversight Committee,
If the behaviour is repeated then the member is to be dismissed with minimum entitlements under law and advised of their options, and
Fitness Institute Australia management is to take full responsibility for the situation having arisen and is to also undertake a substantial review of its policies, procedures and own actions in the matter. This review is to be tabled for considered by the Courses Oversight Committee, which is to provide management with recommendations for change.

Unjustified Complaint

Where it is found that Fitness Institute Australia does not have a case to answer the complainant is to be given a full explanation of why and how this finding was arrived at and they are to be provided with information on where they may obtain further assistance or of further avenues of action that they make take.

Privacy Policy

The Fitness Institute Australia supports the Privacy Act, by protecting the privacy and the confidentially of the student’s personal information as it is regarded as fundamental to the way the company conducts its business.

The type of information collected by the Fitness Institute Australia on the student enrolment form includes name, address, contact telephone number, occupation, e mail address and any pervious education you have undertaken. This information is only used to identify the student and is not released to any third person or released for any other reason. This information is stored in the student file and cannot be accessed by any other staff member other than the Office Manager or Director.

Students are under no obligation to disclose a disability unless special considerations are required in training venues, equipment or procedures. In this event the FIA is bound by confidentiality but may disclose information to the relevant lecturer/staff in order to make the necessary adjustment for the student’s disability.

The student is also asked to complete a health risk screening questionnaire at the beginning of the course for which they are enrolled. The purpose of this questionnaire is to ensure that the student is able to participate in all practical sessions without endangering their health and well being. Questions asked in stage 1 include name, age, gender, height, weight, address, contact telephone number, profession. Stage 2 questions include those that relate to any signs and symptoms that the student may have that will affect their exercise performance. Stage 3 are cardiac risk questions that evaluate their ability to undertake exercise without contributing or producing a cardiac episode. Stage 4 questions assess their current exercise habits.

The information obtained is treated as confidential and will not be released to any person without the student’s written consent.

At no time is information sought on the student’s race or ethnic origin, religion, political association, sexual preference or criminal record.

The personal information collected is only to be used by the Fitness Institute Australia to provide the services for which the student has paid and also to manage its internal business operations.

The Fitness Institute Australia will only disclose information for the purpose for which it was collected, and where appropriate after obtaining the necessary consent from the student.

The Fitness Institute Australia may be required to disclose personal information where the law requires such disclosure.

At any time the student may access your own personal information by contacting the Office Manager in writing or by accessing the office management system on the website which is password controlled. This information will not be given to a third person where the Fitness Institute Australia is not satisfied as to the identity of the person requesting the information. A record of any complaints made and changes made to rectify the complaint will be filed.

If at any time the student feels that their personal information has been compromised they are entitled to complain to the Director of the Fitness Institute Australia who will initially investigate the claim. All complaints must be writing and identify the conduct that is the basis for the complaint.

If the student finds that their personal information is inaccurate, incomplete or dated please contact the FIA and it will be corrected at the earliest convenience.

The Fitness Institute Australia is committed to maintaining a secure environment for all personal information collected. The Fitness Institute Australia will take all reasonable precautions to protect student data from loss, misuse, unauthorised access or disclosure, alteration or destruction.

Hard copy records containing personal information is filed in locked filing cabinets. Computer based records are maintained in a secure environment that require user log in and passwords to access. These records can only be accessed by the FIA Director or FIA Office Manager.

Children’s Information

Information will not be collected on children under 16 years of age.

Records Policy

Records form a fundamental building block of the work completed by the Fitness Institute Australia. All students have a right to accurate and up-to-date records that can be easily accessed by authorised personnel.

Access to Trainee/Student Records

All student records are to be maintained in strict confidence. Only the Operations Manager or Director and, where appropriate, the relevant Courses Advisory Committee have access to a student’s records.

The only person who has blanket access to trainee/student records is the System Manager for the computer system.

The Director, Course Advisory Committee have access to a student ‘s record where they are required to make a decision on the granting of RPL, or qualification, or on the resolution of a dispute in relation to that trainee or student.

Information regarding a student’s qualification or certificate details may be released to a third party only upon receipt of a request from the student.

No information regarding a student is to be released to any person without the permission of that student. Where no such permission is given, information regarding students will only be released upon the serving of a court order.

Information regarding the qualifications gained by a student will be released to third parties who have contacted Fitness Institute Australia. However, these third parties have no access to confidential reports or grading given to trainees or students during the training.

Security of Records

All Fitness Institute Australia records are the property of Fitness Institute Australia and are to be treated as confidential. All soft-copy records are to be protected by alpha-numeric passwords changed on a monthly basis. No real names or logical number sequences are to be used.

Unauthorised access to a password is to be reported and the password immediately changed.

Where unauthorised access to records is detected the staff member responsible is to have all computer privileges withdrawn and is to be disciplined in accordance with Fitness Institute Australia policy.

All soft-copy records are to be triplicated. Duplicate records are to be maintained on-site with a third soft-copy record maintained in a secure off-site location.

Hard-copy records are to be maintained on-site where applicable.

After 12 months of storage archives are moved to a permanent archive for a period of 30 years.

On line Records

Students can access and update their own personal details on the Fitness Institute Website at “manage account on line”. They can also view their academic history at any time via password and log in at “academic history on line”. The Fitness Institute Australia is a secured website. These details are secured and can only be access by log in and password.

Retention of Records

All student records are to be maintained for the period of qualification that is limited by government regulation. For all other qualifications records are to be maintained for 30 years.

Where Fitness Institute Australia ceases to operate all student records will be passed or sold to the relevant VETAB accredited training provider.

Client Welfare Policy

The Fitness Institute Australia supports all students to the completion of their chosen qualification. Fitness Institute Australia programs are flexible to provide students with the maximum access and where possible are changed to meet their needs. Students have free and open access to senior management and lecturing staff who will act immediately on any student concern without prejudice to the student. Issues arising from any student concern or from course feedback will be addressed at the earliest convenience. Where necessary, feedback will be given back to course participants.

Students who have learning, literary or numeracy problems will be assisted by the FIA with the provision of a reader for all assessments. The FIA has provided assistance for wheelchair bound students, blind students, students with religious requirements, physical disabilities so that they might complete their course.

The FIA is committed to providing a learning and working environment free from discrimination on the grounds of disability by providing support systems and special equipment, aids and modifications wherever possible.

The FIA recognises that disadvantaged groups have been identified as requiring special consideration, including but not limited to groups such as women, personals with disabilities, persons from non-English speaking backgrounds, Aboriginals and Torres Strait islanders, long term unemployed and sole supporting parents.

Occupational Health and Safety Policy

Within the Fitness Institute of Australia (FIA) Occupational Health and Safety (OH&S) is regarded as of paramount importance. It is the policy of FIA that no individual will suffer an injury or illness because of the operation of Fitness Institute Australia.

As a result, all staff and trainees are made aware of Fitness Institute Australia and their own responsibility and obligations in achieving the outcome set above. To assist in achieving this outcome Fitness Institute Australia will provide OH&S training to all staff and will provide information to all trainees in relation to OH&S within the institute.

The Fitness Institute Australia will abide by safe practice as laid down in the FIA OH&S policy which constitutes grounds for training and retraining of staff and students. A continued Fitness Institute Australia directive is to abide by safe working practices, which may result in disciplinary action including, where the behaviour continues after counselling and training, dismissal.

A staff member or trainee may be suspended from duty or training at anytime if they breach OH&S guidelines. Where an individual is suspended and it is a first offence then they will be suspended with no loss of benefit, including pay. Such a suspension is only to last from the time of the suspension until the first opportunity that Fitness Institute Australia provides for counselling and further training. A refusal to attend the counselling or training will immediately result in the full suspension of the individual with the loss of all benefits until such time as the individual does undertake the counselling and training.

Staff will be familiar with the Occupational Health and Safety Act that covers every place of work in New South Wales and as such must be met by all work environments.

“Every employer shall ensure the health, safety and welfare at work for all his employees”.

Section 15.1 Occupational Health and safety Act 1983
“Every employer shall ensure that persons not in his employment are not exposed to risks to their health or safety arising from the conduct of his undertaking whilst they are at his place of work”.

Section 16.1 Occupational Health and safety Act 1983
The occupational Health ad Safety Act 1983 requires that every employee while at work shall:

Take responsible care for the health and safety of persons at their place of work, and
As regards any requirement imposed in the interests of health, safety and wekfare on his employer, co-operate with him so far as is necessary to enable that requirement to be complied with.

The FIA must ensure the health, safety and welfare of its employees by:

ensuring that premises are monitored by an employee allowing other employees to work in a safe environment from risks to health and safety
providing or maintaining equipment and systems of work that are safe and without risk to health
providing instruction, information, training and supervision necessary to ensure the health and safety at work of employees
maintaining work places under their control in a safe condition and providing and maintaining safe entrances and exits.

Employees should:

comply with occupational health and safety instructions
take action to avoid, eliminate or minimise risks
report hazards to the office manager or director
make correct use of safety devices or personal protective equipment
seek advice or additional information where necessary, particularly prior to carrying out unfamiliar work
wear appropriate clothing or protective equipment
inform management of any concerns that they may have regarding potential hazard
be familiar with emergency and evacuation procedures

Employees should not:

interfere with or misuse things provided for the health, safety or welfare of other employees at work
obstruct attempts to give aid or attempts to prevent a serious risk to the health and safety of other employees at work
refuse a reasonable request to assist in giving first aid or preventing a risk to health and safety
deliberately create a risk to health and safety of other employees at work with the intention of causing a disruption of work

FIA management should:

provide leadership and set a good example
ensure that safe working practices are developed and maintained at all times
review reports of incidents or accidents to ensure that appropriate measures are taken to prevent any recurrence
understand the employer responsibilities and the powers and rights of the Occupational Health and Safety Act (2006)
ensure that good housekeeping standards are developed and maintained in the areas under their control

All contractors that the FIA employs are required to follow the FIA occupational health and safety policy.

Accidents or Near Miss

The NSW Occupational Health and Safety Act requires that staff, students and visitors report all accidents and incidents.

In the event of an accident the Director should:

ensure that the person has received first aid
seek medical help as soon as possible if the injury is deemed serious
ensure that the person involved in the accident is given an FIA Accident Incident Report form
investigate the accident within a 48 hours period or as soon as possible after the accident
take action to prevent the injury from happening again

All accidents or near miss must always be reported and the Director must take action accordingly.

If an employee sustains an injury as a result of the duties of the job or the work environment, notice of the injury should be given to the Fitness Institute Australia as soon as is practicable after the injury occurred. The notice may be given orally, or in writing to the Fitness Institute Australia or any person designated by the institute. The notice will give the name and address of the injured employee and in simple language explain the circumstances of the injury.

Accidents or Near Miss

The NSW Occupational health and safety Act requires that staff, students and visitors report all accidents and incidents.

In the event of an accident the Director should:

ensure that the person has received first aid
seek medical help as soon as possible if the injury is deemed serious
ensure that the person involved in the accident is given an FIA Accident Incident Report form
investigate the accident within a 48 hours period or as soon as possible after the accident
take action to prevent the injury from happening again

All accidents or near miss must always be reported and the Director must take action accordingly.

If an employee sustains an injury as a result of the duties of the job or the work environment, notice of the injury should be given to the FIA as soon as is practicable after the injury occurred. The notice may be given orally, or in writing to the FIA or any person designated by the FIA. The notice will give the name and address of the injured employee and in simple language explain the circumstances of the injury.

Non-Smoking Institute

The Fitness Institute Australia is a non-smoking institution as is the building that it conducts its business within. The risks of smoking are direct in the case of the smoker and indirect in the case of those who inhale passive smoke side stream.

Fire Safety

Fire safety regulations are governed by the body corporate. Fire safety information and practice drills are conducted on a regular basis by the building management.

Security

The security of the building is maintained by building management. All toilets and bathrooms have a code that is required to access the facility. Between 5.30pm-8am the building is secured by security doors that can only be accessed with the relevant key card.

Infectious Diseases

Given the nature of fitness, massage and sport there will be times when employees and students might be exposed to infectious diseases that might require appropriate adjustments. The Fitness Institute Australia will honour its obligations to not discriminate against an employee or student subject to the consequences of any such exposure.

To assist employees and students in minimizing their risk of exposure special arrangements such as rearrangement of duties, exchange of teaching or administration duties, taking leave, transferring courses etc will be considered in the best interests of the individual.

Risk Management

A risk is defined as an event that will impact upon the objectives of the Fitness Institute Australia. It is measured in consequences and likelihood.

It is the responsibility of the Fitness Institute Australia to make the work environment safe and risk free. A risk analysis must be conducted in all environments of the Fitness Institute Australia.

The steps in Risk Management are:

Identify the risk

These may include: noise, electrical, slips, trips and falls, air quality and temperature, workstations or furniture, office equipment, outside areas, resistance training equipment, showering and bathroom facilities,

Assess the Risks

Once the risk has been identified the level of risk must be assessed. This assessment is based on the consequence of the risk and the likelihood of the accident occurring.

Control the Risk

Once the level of risk is established a series of strategies must be developed to control the risk. Appropriate procedures will be made public to prevent any harm form occurring.

AQTF Standards Policy

The Fitness Institute Australia is assessed by the Vocational Education Accreditation Board against the Australian Quality Training Framework Standards for Registered Training Organisations.

Risk Management against AQTF Compliance

During the first week of November of every year Dr Paul Batman will undertake an internal self-assessment audit of the Fitness Institute Australia against the AQTF essential standards and conditions of registration. While Dr Paul Batman is responsible for the overall AQTF compliance, a Planning and Policy committee of staff will assume a supporting role in correcting non-compliances that are within their scope of expertise. Dr Paul Batman will chair this committee and will allocate duties to staff members who will action the corrections. All corrections of any non-compliance will be corrected within 14 days of notification. When all corrections are made, a follow up internal audit will be conducted against the AQTF standards for those standards found to be non-compliant.

Essential Standards

If any AQTF essential standard or standards for registration is non-compliant the following procedures will be actioned:

Standard 1
The RTO provides quality training and assessment across all areas of its operation.

Action: Any non-compliance will be corrected by Dr Paul Batman

Standard 2
The RTO adheres to principles of access and equity and maximises outcomes for all its clients.

Action: Any non-compliance will be corrected by Dr Paul Batman

Standard 3
Management systems are responsive to the needs of clients, staff and stakeholders, and the environment in which the RTO operates.

Action: Any non-compliance will be corrected by Mrs Janet Richardson and Mr Andrew Richardson

Conditions of Registration

Interactions with the registering body

Action: Any non-compliance will be corrected by Dr Paul Batman

Compliance with registration

Action: Any non-compliance will be corrected by Dr Paul Batman

Insurance

Action: Any non compliance will be corrected by Dr Paul Batman

Financial management

Action: Any non-compliance will be corrected by Mr Graeme Dickson

Certification and issuing of qualifications

Action: Any non-compliance will be corrected by Mrs Janet Richardson and Mr Andrew Richardson

Recognition of qualifications issued by other RTOs

Action: Any non-compliance will be corrected by Dr Paul Batman

Use of logos

Action: Any non-compliance will be corrected by Mrs Janet Richardson and Mr Andrew Richardson

Accuracy and integrity of marketing

Action: Any non-compliance will be corrected by Mrs Janet Richardson and Mr Andrew Richardson

Transition to training package/expiry of accredited courses

Action: Any non-compliance will be corrected by Dr Paul Batman

During the year when significant changes are made to the operation of the Fitness Institute Australia (for example: addition to scope) Dr Paul Batman will be responsible for compliance to the AQTF standards.

Payment, Management and Refund of Course Fees Policies

The Fitness Institute Australia will provide highest levels of protection to fees paid in advance by clients, students and trainees.

Payment of course fees is completed in the following way:

Students must secure their place in a course by paying a 50% deposit prior to the beginning of the course. On the first day of the course the students are undertaking the remaining outstanding balance is due.

Declaration of Fees

All course fees include all theory and practical sessions, professional instruction and a comprehensive workbook and study guide. Students are also informed of any other costs at the time of enrolment.

Refund Policy

Where a student is prevented from completing a course due to illness (doctors certificate required) or any other reason deemed reasonable by the Fitness Institute Australia, he/she will be awarded a pro rata refund minus the administration fee of $50.00 per subject or course). This applies up to week 2 of any subject, after which there will be no refund, but the student may be able to transfer to the same subject at a latter date. There are no refunds on additional course materials that are purchased.

If the Fitness Institute Australia is found to be at fault in the delivery of any of its training programs, a full refund may be granted.

Assessment and Student Progression Policy

Assessment Methods

Subject assessments include oral questioning, short answer written examinations, observation, oral questioning, projects, open book examinations, practical presentations, essays, reports, case studies, home study, on line tutorials and work placed assessments. If a student disputes a result, a second assessor will provide an additional assessment.

Where a student has difficulty in reading assessment items, a reader will be provided. In the case of written assessments completed off campus, assistance will be given through student / staff interviews over the phone, email or at the Fitness Institute Australia. Where a student is disadvantaged by a language difficulty, oral assessments will be provided.

Assessment Procedures

All assessment items must be submitted to the assessor on the date due. All assessments become the property of the FIA at the time of presentation. Students should keep a copy of all work submitted. Hard copy assessments are handed back to the student within 14-21 days.

Assessors will provide feedback on assessments through discussion and written comments on FIA Assessment feedback sheets, which are attached with every hard copy assessment.

In the event that the student is assessed as NYC “not yet competent”, the student will be required to re submit the materials requested. This will be processed at no cost. If the situation arises where the student assessed as “not yet competent” a second time in the same subject they will be charged an administration fee of $20.00 AUD. If the student is “as not yet competent” a third time in the same subject the student will be awarded a fail grade and be required to repeat the subject.

If at anytime the student feels that they require additional assistance with language, literacy or numeracy skills in any assessment items, the FIA will provide them with a reader or interpreter for the duration of the assessment.

Assessment Appeals

Students have the right to appeal all decisions of the Fitness Institute Australia that they consider puts them at a disadvantage. Initially, appeals should be directed in writing to the Director. If the student is dissatisfied with any decision by the Director they can direct an appeal to the FIA Course Advisory Committee.

Marking

Student assessments are marked by a qualified assessor (Certificate IV in Assessment and Workplace Training or Certificate IV in Training and Assessment) against set criteria that addresses the information required. All answers are marked individually. The student will be provided with extensive and comprehensive feedback.

Grading

Students are graded as Competent (C), Competent with Review (CR) or Not Yet Competent (NYC) or fail (F) in each subject area.

A Competent (C) grade indicates a cumulative pass mark of 70% for each subject. In the event of a student receiving a Not Yet Competent (NYC) grade they will be given an opportunity to convert this grade to a competent (C) grade. If this is not attained the student will be issued with a failure (F) grade and be required to re-enrol in the subject.

Competent (C) indicates successful completion and a high level of understanding of a subject assessed on a competent/NYC/fail basis, indicating a significant understanding of course content; significant development of relevant skills; significant interpretive and analytical ability and achievement in all major objectives of the subject.

Competent with Review (CR) indicates satisfactory completion of the subject requirements with a review of some aspects of the course content. No further assessments are required to upgrade to a competent grade.

Not Yet Competent (NYC) indicates successful completion of many aspects of the subject but an inadequate understanding of other elements of the subject that require further revision. Students are given the opportunity to up skill to a competent grade.

Fail (F) indicates an inadequate understanding of the basic course content; failure to develop relevant skills; insufficient evidence of interpretive and analytical ability; and failure to achieve some or all major and minor objectives of the course.

Withdraw with Failure (WF) Indicates a cancelled enrolment in the course after the final date for withdrawal without failure.

When a student has completed all the required units of competency for the qualification they will be admitted to the qualification. Qualifications, Statements or results will be issued within 21 working days of successful completion of the course.

When a student demonstrates competency in specific units of a qualification, but fails to satisfy the full required units, a Statement of Attainment will be issued outlining the units of competency achieved.

Hard Copy Assessments

At the time the student receives the curriculum package for the subject they will be given a date for their assessments to be submitted. The student will be given 10 weeks (one term) to complete the subject that they have enrolled in. If the situation arises where an extension is required the student will be required to contact the FIA office as soon as possible for confirmation. The student will need to refer to the FIA assessment extension policy.

When the student has completed all assessment items they will submit their assessments for marking (end of the term). The assessments will be returned within 14-21 days of receipt. A comprehensive examination (completed as an open book examination) may at some stage also be required. When a student submits their assessment they must also include a stamped address envelope for its return.

Assessment will be NOT be accepted by fax or email. Assessments are too comprehensive to be faxed and have the potential for problems with missing information and illegible printing.

Students must complete the Assessment Declaration at the end of every assessment before submitting for marking. If this is not completed it is possible the assessment will be returned unmarked.

It is good policy for students to always keep a copy of all assessments submitted for marking, in the event of any problems with the postal system.

On Line Assessments

On line assessments in the form of tutorials and multiple choice examinations are completed via access to the Fitness Institute Australia website. Entry into “students on line” is via password and log in. Feedback will be given immediately upon completion of the on line tutorial assessment items.

Multiple choice open book examinations will be completed and assessed on line during a limited defined period (14 days).

Students must complete the Assessment Declaration at the end of every assessment before submitting for marking. If this is not completed it is possible the assessment will not be accepted for marking.

Academic Records

Records form a fundamental building block of the work undertaken at the Fitness Institute Australia. Students have a right to accurate and up-to-date records that can be easily accessed by authorised personnel. Students can access and update their own personal details on the Fitness Institute Website at “manage account on line”. They can also view their academic history at any time via password and log in at “academic history on line”. The Fitness Institute Australia is a secured website.

Assessment Extension Policy

All assessment items must be submitted to the assessor by the due date. All assessments become the property of the FIA at the time of presentation. Hard copy assessments are returned to the student within 14-21 days of receipt.

Requests for extensions regarding written assessments must be made to the Director, personally or in writing at least three (3) days before the due date. If no assessment is submitted, no credit will be given for this subject.

The Director/s may grant a deferred assessment if the student is unable to complete an assessment due to illness, misadventure, official leave or by situations beyond their control. Applications for deferred assessment should be lodged with documentary evidence no later than seven (7) days following the date of assessment.

Assessors will provide feedback on assessments through discussion and written comments on FIA Assessment feedback sheets, which are attached with every hard copy assessments.

Academic Cheating and Plagiarism

Students must sign an assessment declaration stating that the assessments they are submitting is their original work and not the work or assessments of other student or a third party. In the event that submitted assessments appear similar to the work of others, the student in question will be given an opportunity to “show cause” and explain the similarities. If the student is unable to explain the similarities and has cheated or plagiarized they will be a given a “fail grade” for the subject and be required to repeat the subject/course.

Plagiarism can take the form of but is not limited to the following:

Buying, stealing or borrowing assessment submissions
Hiring someone to produce the assessment submission
Building upon someone’s idea without citation
Copying from another source without citing
Using resources too closely when paraphrasing

Assessment Validation

Assessments are validated on currency, consistency, fairness and flexibility by using a range of variables including:

Review of assessments by verifiers and subject assessors
Seeking feedback from industry regarding the performance of students while on internships
Seeking feedback from students on assessment formats, language, literacy etc
Curriculum and assessment reviews conducted by Dr Paul Batman and Ms Wendy Richmond on an ongoing basis

Version Control Policy

All documents and materials written and used in the delivery of FIA services must be managed under the version control policy. Its purpose is to ensure that all parties have access to current and accurate information that has been approved for release and use in the delivery of services.

All versions of a new document must be approved by the FIA Director before circulation.

When the new or revised document is approved and issued the FIA manager will notify all staff of the change of issue.

All curriculum packages are under constant revision to reflect the changing pattern of fitness, sport and massage education. All curriculum materials and assessments are constantly reviewed and re written where necessary.

Copyright procedures apply to all FIA written and on line materials. Students are not permitted to use course materials for their own personal training/assessment and they must not be sold to any other commercial enterprise.

Transition Policy (Update training packages)

Transition to reviewed training package must be achieved by the Educator Director within 12 months of their publication to meet the stated transitioning arrangements set out by the NSW Vocational Education and Training Board.

Regular dates must be set aside at six monthly intervals to perform a scan and review of the status of the training packages used within the scope of registration, to identify any changes, or planned changes.

It is expected that any changes that occur within these review dates will also be accounted for within their calendar. The Educator Director must include milestone dates to complete any review requirements for transition to new training packages within their ‘annual management calendar ‘, which also indicates the roles support staff must play in the transition.

This will include:

Consultation with appropriate industry personnel to ensure relevance
Review and rewriting assessment tools
Review and rewriting learning materials
Updating of learning and assessment strategy
Training or up skilling of the trainers to the new course
Writing of a new trainers matrix