FIA 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

Vocational Education and Training Accreditation Act 1990 (VETA act)

The Fitness Institute Australia complies with all relevant state and territory laws by recognizing the VETA act (1990) and integrating regulatory requirements into its policies.

The objects of the VETA act are:

• To accredit vocational courses
• To register education or training providers to conduct vocational courses
• To approve education and training providers to provide courses to overseas students
• To establish guidelines for the accreditation of vocational courses and for the registration and approval of education or training providers
• To advise the Minister for Education and Training on matters concerning the accreditation of vocational courses and the registration and approval of education or training providers
• To liase with licensing authorities and other bodies (both in NSW and elsewhere) in connection with the accreditation of vocational courses and the registration and approval of education or training providers
• To investigate, and to report on, matters concerning the accreditation of vocational courses and the registration or approval of education or training providers

AQTF Standards

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 standards. 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.

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If any AQTF standard is non-compliant the following procedures will be actioned:

• Standard 1 “Systems for Quality Training and Assessment” of the Fitness Institute Australia that are non-compliant will be corrected by Dr Paul Batman.
• Standard 2 “Compliance with Commonwealth, State/Territory Legislation and Regulatory Requirements” that are non-compliant will be corrected by Dr Paul Batman
• Standard 3 “Effective Financial Management” that are non-compliant will be referred to Mr. Graeme Dickson, the Fitness Institute Australia accountant and auditor for correction.
• Standard 4 “Effective Administrative and Records Management Procedures” that are seen as non-compliant will be addressed by Ms Janet Richardson and Mr Andrew Richardson.
• Standard 5 “Recognition of Qualifications Issued by other RTOs” will be monitored by Dr Paul Batman
• Standard 6 “Access, Equity and Client Service’ that are non-compliant will be corrected by Dr Paul Batman and Ms Janet Richardson.
• Standard 7 “The Competence of RTO staff” that are non-compliant will be corrected by Dr Paul Batman, Mr Andrew Richardson and Ms. Janet Richardson.
• Standard 8 “RTO Assessments” that are non-compliant will be corrected by Ms. Wendy Richmond.
• Standard 9 “Learning and Assessment Strategies” that are non-compliant will be corrected by Ms. Wendy Richmond. If any educational or curriculum non-compliances are observed they will be discussed and corrected by Dr Paul Batman, Mr Andrew Richardson and Ms. Wendy Richmond.
• Standard 10 “Issuing AQF Qualifications and Statements of Attainment” that are non-compliant will be corrected by Ms. Janet Richardson and Mr. Andrew Richardson.
• Standard 11 “use of national and State/Territory Logos” that are non-compliant will be corrected by Mr. Andrew Richardson.
• Standard 12 “ Ethical Marketing and Advertising” that are non-compliant will be corrected by Ms. Janet Richardson.

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.

Competency Based Training and Assessment

The Fitness industry has evolved from an unregulated and under skilled industry to one which is now striving to present a high quality product. Changes have happened over the past two decades, however, there has been an acceleration of diversification in the last ten years. As society evolves, and leisure, health and well being become more achievable and important to all individuals, the fitness industry has adjusted to meet the demands.

Other factors that have impacted on the fitness industry include an increase in regulation of the industry by government bodies, an increase in litigation and public awareness of litigation procedures, the introduction of industry traineeships and the introduction of new training packages.

Fitness instructor training programs have been restructured and refined in response to these factors. By completing these new programs today’s fitness instructor is able to demonstrate competency in a much wider range of skills than their predecessors.

Industry Regulation

In order to facilitate and encourage growth and development of the fitness industry, several industry bodies have been formed. These include for example, Fitness Australia, Active Australia, VETAB, ITAB and various Training Advisory Bodies. These bodies ensure that standards of performance are met, both from individual fitness professionals and from fitness centres and training providers. They provide guidelines for training and registration of fitness instructors. The role played by these bodies has become more visible as the consumer demands for quality product and fair trading practices have increased.

To the instructor, the introduction of industry regulation has:

• created a registration process
• created the need for ongoing training and education in order to remain registered
• increased the standard of professional conduct
• elevated community’s awareness of fitness products

To the training provider, the impact of regulatory bodies has been:

• introduction of new training packages
• increased opportunity for professional development in the fitness industry
• increased the use of on the job training
• necessitated a review of training methods and course content
• increased the scope for flexible delivery of programs and program assessments

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The National Training Reform Agenda

To be competitive in today’s market the workplace has changed from one where instructions were issued and followed, and where employees were specialists in one field to one with a multi-skilled labour force and employees capable of doing a wide variety of tasks.

Work patterns have been rearranged. Employees were once specialists in their area of expertise, however, in the current workplace climate, they must now become multi-skilled. While specialisation in one area is still an option, the employee must also be competent in a broad range of other skills.

The fitness industry has increased the scope of services provided of in response to the changing operating environment. Many fitness centres have expanded their facilities and employees are now multi-skilled people who are able to handle sales and reception as well as be competent in areas of specialisation such as nutrition, exercise programming or fitness class instruction. This type of multi-skilling has led to a demand for revision of training so that it more closely matches the needs of the workplace.

The National Training Reform Agenda (NTRA) is an agenda, which is striving to show business that training is a management tool rather than an expense. This agenda is aimed at providing vocational education and training that is responsive to industry needs and demands that arise from technological and structural change. The focus is on improving the quality, quantity and national consistency of vocational and educational training. The agenda aims to make training accountable.

To be accountable, training must demonstrate that it works. Learning outcomes are expected to be able to be translated into specific skills ie. demonstrate that the training has worked. Rather than focus on theoretical assessment, NTRA has shifted the focus to an assessment of competency in workplace skills necessary to perform a job.

The NTRA has become a vehicle that steers training towards a competency based training (CBT) rather than the more traditional theory based approaches. The differences between the two systems are noted in the table below.

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The characteristics of Competency Based Training are:

• Focus on specific useable skills
• Recognition of prior learning - if the student can demonstrate competency then regardless of how learning occurred they are competent.
• Multiple entry and exit points - individuals need only learn what they cannot do
• Modular training - training divided into smaller modules relating to competencies
• Criterion referenced - based on standard of performance of specific skill
• Personalised
• Immediate application - skills can be applied when module is complete, rather than after a whole course is complete
• Flexible delivery - training delivered on or off the job

A recent survey of training needs in the Fitness sector carried out by NSW Sport and Recreation ITAB 1998 has highlighted areas where the NTRA should impact on training in the fitness workplace. The survey indicates that Fitness Instructor training should occur over a minimum period of one year, with a significant proportion delivered on the job. Employers indicated that program design needs to take into account such topics as program design, health and well-being, technical skills and customer service skills. Some of the competencies that a fitness instructor should demonstrate include interaction with clients, organization and provision of information to facilitate communication flow and provision of advice in order to meet current and anticipated client requests.

The broad aim of NTRA is to increase the level of skills and variety of skills in the workplace. As the demands of the consumer impact on the Fitness Industry, the competencies and skills of the instructors must change. The NTRA has the framework to respond the this type of dynamic environment and has made significant progress in a number of training areas by helping to implementing competency based training relevant to the Fitness sector.

Types of Fitness Instructor Training

Fitness Instructor Training is about change - in attitude, in knowledge, in behaviour, in skill and thoughts. Instructors come into training with a wide array of experiences and knowledge. Instructors have a choice to either continue to learn or to allow skills and knowledge to slide into obsolescence.

Instructor training is :

• a commodity which leads to more efficient instructors
• an opportunity to make more money
• a cognitive and behavioural process
• a transitional into new technology and levels of knowledge.
• a process of discovery

Generally training is divided into three main categories, cognitive, psychomotor and affective. Cognitive training involves the development of knowledge. It is the aspect of learning which most adults are familiar with. Learning is a rational, intellectual activity. To an instructor in the fitness industry this could include anatomy, physiology, legal studies, statistics or biomechanics.

Psychomotor training is the development of practical skills - the physical component of learning. Teaching aerobics classes, performing fitness assessments, teaching weights programs, maintaining equipment and sound systems or simply performing body fat estimations are a few relevant examples of skills required in the fitness industry which involve this type of learning.

Affective training is less tangible than the previous categories and includes emotional, spiritual, relational and intuitional aspects of learning. It usually results in changes, modifications or development of attitudes. A fitness instructor may find this type in learning in areas such as conflict resolution, client interaction, communication skills or motivational methods.

It is often difficult to isolate training experiences into a single category. Most good training involves two or more of the types mentioned above. The Certificate IV in Fitness (SRF40204) conducted by the FIA includes training in all three categories.

The Impact of Training Packages on Instructor Training and Assessment

A training package is a learning program that consists of endorsed and non-endorsed components.

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Endorsed Component

This provides a common industry developed basis for training and assessment and includes:-

National competency standards that define the full range of workplace requirements across those industry sectors covered by the training package

Assessment guidelines - assessor qualifications, strategies to assess fairly if a worker has the competencies to do the job, riles for assessment procedures.

National Qualifications- a range of national qualifications based on a combination of competency units.

Non endorsed Component

This supports the delivery of the training package and includes:

Learning Strategy - information on how training packages may be organised and delivered in workplaces and training institutions.

Assessment resources - provides resources to assist assessors develop a fair and even approach to assessment

Professional development- material designed to assist teachers and other users of the training package.

It is evident that the introduction of training packages had improved course delivery, assessment, and content and created a means to provide fitness instructors with nationally endorsed qualifications.

Competency Based Assessment

Competency based assessment is an assessment of a instructor’s competency against prescribed standards of performance.

The Department of Employment, Education and Training (DEET) Assessment Technical Manual (1994) defines competency as the “ specification of knowledge and skill and the application of that knowledge and skill to a standard of performance required in employment.”

Competency may include:

performance of an acceptable level of skill

organising tasks

responding appropriately when things go wrong

fulfilling a role at work

application of skills to new situations or transferring of skills and knowledge.

DEET further defines assessment as “ the process of collecting evidence and making judgements on the extent and nature of progress towards the performance requirements set out in a standard or a learning outcome. Assessment in a competency based system determines if the instructor can demonstrate the prescribed competency level required for entry into the corresponding area of the fitness industry.

FIA Equity and Access Policy

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 likes to encourage a mix of students from minority groups that have traditionally been under represented.

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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

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 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 beliefs, physical disabilities so that they might complete their course.

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FIA 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.

Discrimination or harassment may occur without conscious or malicious intent. When students or staff indicate that 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 which:

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.

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FIA Appeals and Grievances 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.

FIA Complaints Policy and Procedure

Fitness Institute Australia prides itself on being a provider of high quality training. An integral part of providing high quality service is that the customer is always right. 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.

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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 Australia staff 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 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.

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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.

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FIA 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 FIA.

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

It is also the policy of FIA to abide by safe practice as laid down in the FIA OH&S manual which constitutes grounds for training and retraining of staff and students. A continued FIA 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 FIA 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 (2000) that covers every place of work in New South Wales and as such must be met by all work environments.

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.

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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 hazards

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 (2000)

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.

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Accidents or Near Miss

The NSW Occupational health and safety Act 2000 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.

FIA Mutual Recognition Policy

Students who have completed a statement of attainment for or towards a certificate program from a Registered Training Organization, will be accorded all the privileges of that award. 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.

FIA Privacy Policy

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

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Personal Information Collected

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 person as a student and is not released to any third person or released for any other reason. This information is stored in the student’s or member’s file and cannot be accessed by any other staff member other than the Office Manager or Director.

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.

Use and Disclosure of Personal Information

The personal information collected is only to be used by the Fitness Institute Australia to provide the services for which you have 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 their own personal information by contacting the Office Manager in writing. 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.

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Security of Personal Information

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 accessed by the Director or Office Manager. FIA

Records Policy

Records form a fundamental building block of the work done 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 Office Manager or Director and, where appropriate, the relevant Courses Advisory Committee have access to a trainee’s records.

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

The Director, Course Committee and Equity 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 trainees or 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 contracted Fitness Institute Australia to provide the training to the students. However, these third parties have no access to confidential reports or grading given to trainees or students during the training.

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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.

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 50 years.

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

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FIA 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.

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FIA Recognition of Prior Learning Policy (RPL)

In accordance with the principles of competency based training, the Fitness Institute Australia has a policy of fully recognising prior learning.

Claims for the recognition of prior learning can be initiated by a trainee/student or by a trainer on behalf of a student. However, the compiling of evidence to support any such claim is the sole responsibility of the student, although the FIA will provide guidance and advice where necessary.

All claims for recognition of prior learning must be put in writing and be supported by a portfolio of evidence that is to be prepared and submitted by the student.

RPL recognises the fitness trainers’ skills and knowledge through formal training, informal learning work experience or life experience. The following list details the type of evidence required to demonstrate RPL:

Employment related documents such as copies of pay slips, resumes, performance appraisals, job description

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

In the case of self employed applicants, evidence that they have carried on business using the competencies claimed

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Procedure for Claiming Recognition of Prior Learning

All claims for RPL will be resolved within 30 working days from receipt of the claimant’s portfolio of evidence. All claims for RPL must be submitted at least 14 days prior to attendance or prior to enrolment in the course/program they are are making an RPL application for.

All claims for recognition of prior learning (RPL) are to be placed before the relevant Course Advisory Committee that considers the applicant’s case and is authorised to grant full or partial RPL following ratification by the Managing Director. All decisions regarding the granting of RPL are to be fully documented and a written report on all cases is to be provided to the Managing Director who is to table these at the next meeting of the Course Committee.

Each claim for RPL is to be dealt with by a Courses Advisory Committee within 15 working days from the receipt of the written application and portfolio of evidence. All instances where this time limit is exceeded are to report in writing to the Managing Director who may order the matter to be resolved within 5 working days.

The Managing Director has the authority to remove a claim for RP from the authority of a Courses Advisory Committee and to place it before the Course Committee.

All claims for RPL are to be placed before the Managing Director for ratification. The Managing Director can refuse to ratify the decision of a Courses Advisory Committee. Where such a refusal occurs then the matter must be placed before the Course Committee for a final decision.

The Course Committee must consider all disputes regarding RPL within 10 working days of the matter being tabled.

The decision of the Course Committee is final but can be challenged by the RPL applicant before the Equity Committee.

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