Information for Students

Policies & Procedures
Upon Enrolling to study at the Flemington Reading and Writing Program students are given information about courses and programs as well as a brief summary of our overall philosophy,  policies, and procedures for operation.
FRWP is committed to quality policy and planning procedures and students are welcome to read hard copies of any of the documents here when they visit the office at Farnham St.

The following samples of our policies and procedures relate to matters that directly effect students. If you would like further information about our policies and procedures,please do not hesitate to contact the manager on 9376 1281.

 

Organisation Chart	Selection Process	Fees Refunds	Student Grievance
Recognition of Prior Learning	Privacy Statement	Access, Equity & Diversity	Managing Diversity

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Organisation Chart

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Selection Process for Students
Flemington Reading and Writing program has a policy of providing literacy, numeracy and general education courses to people who have missed out on successful schooling outcomes and who cannot or do not access mainstream courses in large institutions. The selection process is based on the following process beginning with the initial interview and is predicated upon ongoing monitoring of student progress....

1. The initial interview
General background Information
Information gained during initial interview process includes:

- Country of Origin
- Age
- Educational background- includes citing of previous courses completed. This information is recorded on interview form
- Work History
- Life history
- Family details
- Literacy and numeracy skills (using recognized assessment tools)
- Students lifestyle expectations
- Vocational and career pathways

In the case of centrelink intensive assistance clients or others who are being monitored by agencies, a written assessment is provided if a fee is paid for the assessment. The current price is $60 per assessment, which includes follow up activities such as regular reporting back on student progress, separate record keeping procedures and referral to other agencies.

2.Placement:
On the basis of this information students are offered a variety of options for placement in courses based on:

- hours student is prepared to attend
- interest in courses offered
- students needs in terms of anticipated pathways
- availability of places in course
- students are placed on waiting list if place in course is not available

Students are issued with information which is relevant to their particular needs (See student information handouts) These handouts include information about:

- Orientation to classes – confirmation of enrolment
- Courses available
- Timetable
- Fees, charges and refunds
- Privacy
- Philosophy of the program
- Summary of Code of ethics conduct grievance etc procedures
- Reference to website for information
- Publicity brochure

3. Monitoring and assessment

- Throughout the course of the program students progress is monitored and evaluated according to prescribed assessment tools.
- Samples of students writing and work is kept to demonstrate satisfactory performance of competencies
- Student satisfaction surveys are conducted twice yearly.
- Grievance procedures exist for client dissatisfaction
- Tutors are engaged in regular team meetings to discuss curriculum and student progress
- Feedback from tutors about student needs and progress in terms of their expected outcomes.

4. Referral to other agencies

- If FRWP is unable to offer an appropriate course to the student after the initial assessment they are provided with assistance to access another agency, which may meet their needs. This is generally written on the top of their interview form or under recommendations
- If student does not attend classes on a regular basis without a satisfactory explanation they may be referred to another agency if there are other students already on the waiting list.
- If student’s needs are not being met in existing course referral to other courses is offered as an option.
- At the conclusion of the course students are given referrals to appropriate agencies.

5. Exit Assessments

- At the conclusion of each course students progress is assessed using prescribed assessment tools
- Client satisfaction survey is conducted
- Successful outcomes are recorded
- Appropriate certificates are issued as required

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Fees Refunds Policy
Legislative Context: ACFE Ministerial direction on Fees and Charges.

1. Introduction
Flemington reading and writing Program charges fees for courses and for hire of Centre facilities to cover running costs and ensure the continued financial viability of the Centre. As an Adult Community and Further Education (ACFE) provider, FRWP is obliged to follow the Ministerial Directions on Fees and Charges for ACFE funded courses.
2. Policy Statement
FRWP is committed to keeping fees as low as possible to ensure that courses are widely accessible. Fees for classes shall be determined in accordance with external funding available, total course delivery costs and expected class sizes.
3. Principles
The program accepts funding from various sources, which support educational and training programs. In such cases, terms and conditions of funding will be in accordance with the funding FRWP's policies and the funding agreement. Students must be fully informed of all fees and charges for courses. Disadvantage and low income will not be barriers to prospective students undertaking programs and courses.
4. Implementation
Fees and charges are to be set annually and information provided to ensure that prospective course participants and students understand the fees and any other costs applicable.
4.1. Tuition fees for ACFE funded courses:
FRWP will not charge a tuition fee, which is more than the minimum charge for an ACFE, funded course, which is in one of the following categories:

a) Basic Adult Education courses, or
b) Literacy or numeracy courses, or
c) English as a Second Language courses, or
d) Stream 2000 courses, where the principal purpose of the course is related to a) to c) above, or
e) Programs that specifically target one or more of the following groups:
i) Women, where the program is designed to redress past disadvantage of women in relation to education, training or employment
ii) People who have been unemployed for the preceding twelve months
iii) Old-age pensioners
iv) People with disabilities.
In line with ACFE requirements, FRWP will not charge a person who receives a government benefit, pension or allowances (listed below) or his/her dependent spouse or dependent child, a tuition fee that is more than "the minimum charge”:
a) Age Pension
b) Veterans Affairs Service Pension (Age)
c) Carer's Pension
d) Additional Family Payment
e) A Formal Training Allowance paid by the Commonwealth Department of Employment, Education and training
f) Disability Support Pension
g) Veterans' Affairs Service Pension (Invalid)
h) Job Search Allowance
i) Mature Age Allowance
j) Rural Adjustment Scheme
k) Sickness Allowance
l) Sole Parent's Pension
m) Special Benefit
n) Newstart Allowance
o) Widow's Pension
p) Youth Training Allowance
q) Partner Allowance.

The "minimum charge" applicable means

- For total enrolments of 40 or more enrolled subject hours duration, the sum of $40;
- For total enrolments of less than 40 enrolled subject hour’s duration, an amount equal to $1 per enrolled subject hour.
FRWP will recover the actual costs of
- Providing goods or materials to be retained by a student as his or her personal property
- An excursion or field trip which is not a requirement of an accredited course
- Assessment of prior learning for the purpose of the course, if the assessment is conducted at the request of or with the consent of the student.

Hardship considerations:
Students who are experiencing "particular hardship" can be exempt from tuition fees in funded courses. Particular hardship is understood to include:

- Asylum seekers
- People with no income
- Extenuating circumstances

In such cases, FRWP may obtain a referral from a welfare or charity FRWP attesting to their hardship.Refunds:
A student who wishes to withdraw from an ACFE-funded course may do by writing a request up to four weeks after the commencement of the course. The student will be refunded the tuition fee and any other fees and charges paid by or on behalf of the student.
If a course is cancelled at any time during the period of the student's enrolment, FRWP will refund the full tuition fee, the prorata portion of any compulsory non-academic fee, subscription or charge and any fees for materials, which have not been used prior to the date of cancellation.

Procedures

Course fees: information about fees should be clearly visible on all advertising material and brochures, and displayed at the Centre. Details of the Ministerial guidelines regarding ACFE funded courses should be explained to students on enrolment.
All students will be given receipts detailing payments or part payments made, the course name, date and student name.
Generally, payment for courses must be made in advance. In the case of any hardships, the matter should be discussed with the Manager who has discretion to vary the payment schedule in special circumstances.
Students will be issued with a receipt. Monies will be paid into bank account fortnightly at the beginning of each term until all monies are collected and clearly marked “Fees’ and the period of the receipt books they cover for ease of auditing.
Tutors will mark on roll that student fees have been paid.

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Student Grievance Policy

Aims:
• To provide students with the opportunity to raise issues of concern.
• To ensure that all students are aware of the grievance procedure
• To determine whether any complaints are justified
• To give students a clearly identified appeal process
• To make provision for the student to appeal to independent authorities and identification of these
• To ensure that students have confidence in the process.

Process:
We try to deliver the very best courses and services that we can in the most professional manner but sometimes things go wrong. You may have a problem with another student, the teacher or the course you are studying. If you are unhappy about something the best thing to do is:

1. Try talking to your teacher or supervisor
• Be clear about what you are unhappy about
• Suggest some ways that we can help.
• Be open minded

2. If you are still unhappy make an appointment to speak to the co-ordinator
• Explain why you are unhappy with the way your teacher dealt with the problem
• Be clear about what you are unhappy about
• Say what you think could help solve the problem
• Be prepared to try different options

3. If you are unhappy with the co-ordinators suggestions or actions, put your problem or concern in writing and send it to the Committee of Management, addressed to the Chairperson. You will receive a written response.

4. If you are unhappy with the committee's response you can appeal and have external assistance.

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Recognition of Prior Learning (RPL)

The assessment procedures for Flemington Reading and Writing take account of a students work, educational and life experiences. (see policy Selection procedures) Generally students only enrol for those modules of the CGEA or CSWE that the assessor deems relevant for the person relative to the individuals performance with assessment tasks set during the initial assessment. However the co-ordinator has undertaken RPL training and is aware of the RPL process. This policy seeks to clarify how RPL is applied in the context of Language, literacy and general education as delivered at FRWP...

Information about RPL
In the initial interview students will be supplied with information about the RPL process and given a copy of the magazine "Recognition of Prior Learning - A Practical Guide for Women" for inspection. The assessor will offer the student the option of applying for RPL and explain the process and show them a sample of the forms that need to be completed. The student will be given information about how RPL works. If the student wishes to proceed the assessor will issue relevant forms and inform the student that they may bring a support person to the interview. Students will be given adequate time to fill out relevant forms and gather documentation.

Statements of attainment
Where students wish to be awarded a statement of attainment for modules they do not want to complete but believe they possess the requisite skills the assessor and the client will negotiate the completion of additional tasks as evidence of achievement of competency.

Certificates
Where students wish to be awarded a certificate without attending classes a more rigorous set of assessment tasks which cover the range of competencies required by the relevant certificate will be devised. Clients will receive a hour consultation regarding the RPL process, be issued with the booklet. Part of the assessment will involve completing the RPL self assessment booklet issued by the Recognition and Assessment Centre for Kangan TAFE.

Referral to TAFE Colleges
Where students wish to access TAFE courses upon exiting FRWP courses, their tutors or the co-ordinator will issue them with information about RPL including the magazine specically designed for women. Preliminary contact will be made to ensure that the student is referred to the right place and people to access RPL procedures for the course of their choice.

Information to the general Public
The centre will prominantly display posters and information about RPL procedures and be available for general enquiries.

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Privacy Statement

Flemington Reading and Writing Program provides a range of courses for those in the community wanting to develop their skills for further study, employment and enjoyment. We ask you for information about yourself and your previous training so that we can provide the most suitable course for you. If you have any concerns about providing the information requested please call/email the manager who will be able to assist you. Please be assured that any information provided to us is kept confidential and any concerns you may raise about the way we handle your information will also be kept confidential.

We may verify information about your qualifications by seeking information from the training body that you obtained the qualification from. We ask you about your ethnic origin/gender/age/employment status so that we can understand how responsive this program is to people from diverse backgrounds/of different gender/according to their age/in relation to their current employment. This information is kept separate from general application information. We use this information only for research purposes and never identify an individuals person’s ethnic origin/gender/age/current employment (etc) in our reports on this program. The health information you provide is used only to assess what services you may require. It is not disclosed to any one else without your consent.

Some of the information we ask you for, such as your country of birth, the language you speak at home or your current receipt of benefits such as Centrelink payments is used only for funding and planning purposes. Your name and address are not disclosed when we send this information to relevant bodies. There are some circumstances when we are required to disclose personal or health information about you. If a law requires a disclosure we will let you know.

It is important that your information is accurate and up to date. If you think that any information we hold on you requires correction or updating please call 9376 1291

The information about you that you give us is kept secure and treated as confidential. We respect your right to privacy and will release information about you only with your consent. Please call/email if you want access to any information we hold about you. f you choose to not tell us something that we need to assess the services you require, we may be unable to provide you with the services, which you seek. All forms used to collect personal or health information will require a privacy notice that can be read before this information is collected.

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Access, Equity and Cultural Diversity Policy

Purpose:
Flemington Reading and Writing Program aims to ensure that individuals have equal opportunities to participate effectively in programs and services whatever their age, gender, indigenous culture, ethnic origin, (dis)ability, economic circumstance, religious or political affiliation, and whatever their literacy or numeracy skills.

By providing accessible, equitable and equal opportunity programs, training and services to the community we aim to enhance life and work opportunities for people in our local community. This policy seeks to encapsulate the more detailed policies of the organization: Disabilities, No bullying, managing diversity, Code of conduct, code of Ethics amongst others.
It is an attempt to summarize the overall principles guiding the organization

Broad Guidelines:

• This policy is in keeping with our undertaking as an organisation to deliver the highest quality services and products – a policy declaring our position on cultural diversity and accessibility.
• Staff are encouraged to be pro-active in improving all aspects and quality of the service provision.
• Services to the disabled have been implemented over past years with the view to possible expansion, as needs are perceived.
• Diversity in our community is reflected in the management and service provision of the organisation
• Inclusiveness is the key focus to managing diversity in program and service provision, and where necessary, affirmative strategies are implemented to increase participation of individuals and specific communities;
• Quality education programs and services which increase the capacity of individuals to participate in work community life, further education and/or community activities will be delivered by the organisation for the community.
• Flemington Reading and Writing Program will develop and implement a range of strategies in its management and delivery of educational services, support services and child and family services to diverse groups in the community.

Implementation process

Flemington Reading and Writing Program will develop and sustain programs, practices and services that are responsive to the needs of diverse and evolving community by:

• Valuing and responding to the diversity of the local community;
• Providing accessible and flexible programs and services;
• Offering choice to participants;
• Responding to members of the local community with special needs;
• Ensuring that polices and procedures within Flemington Reading and Writing Program are open to public scrutiny and demonstrate a clear commitment to equity and access for all groups within our community;
• Identifying and breaking down potential barriers to participation.
• Promoting the recognition and understanding of the difference between and within cultural groups, all staff and volunteers will be provided with cross-cultural training;
• Induction of new staff to include all appropriate information and training;
• In providing information in English, ensure that only plain English is used;
• Networks to be established with ethno specific groups in the community to pinpoint service needs;
• Ensure the Flemington Reading and Writing Program is accessible & provides specific services to people with disabilities;
• Actively pursue funding available to provide these services;
• Educating staff and volunteers to help people access translation and interpreting services;
• Advertising in ethnic news media and cultural groups’ newsletters;
• Networking with community groups providing support to people with disabilities to form partnerships and joint ventures;
• Promoting programs and services to the community in a manner that includes
  and reflects the diverse client population to ensure that all prospective participants are well informed on the options available to meet their individual needs;
• Providing an effective range of programs and services to meet community needs and expectations;
• Undertaking to eliminate policies, practices, structures, assumptions and behaviours that may contribute to the disadvantages suffered by under-represented groups in the community.

Practices and procedures

• To facilitate maximum participation for all individuals, specific information about special needs is requested on the enrolment form
• Enrolment in class is dependent on resources, class size, availability of appropriate support, and ability to meet class pre-requisites.
• Where the participant requires the assistance of a support person, the role of the support person will be to maximise the individual's ability to participate in the class. This may include:

a) Simplifying / explaining tasks instructions where necessary
b) Allowing the individual to complete as many tasks and make as many decisions as are realistic.
c) Participating in activities with the group
d) Regularly liaising with tutor and Manager on how adequately the particular program is meeting the needs of the individual.
e) Consulting with the Manager and class tutor about any changes.

Special considerations:Legislative Obligations

Flemington Reading and Writing Program acknowledges its legal obligations under State and Federal Equal Opportunity law, the Technical and Further Education Act and the Occupational, Health, Safety and Welfare Act, to ensure that our working and teaching practices are fair and equitable, and our working and learning environment non-discriminatory.

Refer:

Health and Safety Policy
Bullying Policy
Grievance policies
Discipline procedures

Strategies
To effectively recognise, value and enrich the diversity of our local community, Flemington Reading and Writing Program will:

• Know its local community and the make-up of demographics;
• Provide affordable flexible programs accessible to all;
• Participate in planning and professional development that enables us to better understand the needs of our local community and deliver accessible services;
• Develop managing and delivery strategies which address managing diversity principles;
• Actively promote the learning needs of diverse communities in this locality through development of information sharing and innovative approaches;
• Be aware of legislative requirements and government policy;
• Develop resourcing strategies to enable us to meet the needs of our diverse community
  

Managing Diversity Implementation Plan for 2000 - 2005

General
Whole- organisational inclusiveness approach through small groups, flexible time tabling, flexible approaches to program and service delivery, low cost fees for programs, support services, participant involvement in planning and management of organisational activities, services and programs;

See Managing Diversity policy - Possible strategies

• Increased provision of ESL/ ESL literacy classes to cater for range of levels;
• Provision of quality affordable childcare to maximise participation of women with young children;
• Timetabling of classes to fit in with care needs of women;
• Providing language and literacy support in all programs;
• Providing low cost accessible computer classes targeting older adults, and those with language and literacy needs;
• Providing accredited and non-accredited courses

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Managing Diversity Policy

Flemington Reading and Writing Program is committed to meeting the needs of participants irrespective of age, gender, ethnicity, disability, religion or any other disadvantage.
Access and equity issues are addressed in all policy documents to ensue that the program aims and philosophy are met...

Strategies for Managing diversity

• Develop curriculum which allows students to explore and discuss issues of difference.
• Foster respect for difference within the classroom.
• Provide students with information about the programs access and equity policy (see 'Being Here')
• Provide tutors with professional development activities about particular learner needs
• Foster networks with community groups that meet the needs of different learner groups
• Provide special classes and individual assistance to clients who might not otherwise access the program
• Ensure that all events and excursions are organized in such a way as to show respect for differences of age, gender,ethnicity, religious practice or disability
• Ensure that the Fees and Charges policy does not provide a barrier to access due to disadvantaged socio-economic circumstances
• Ensure that people with disabilities are able to access all programs especially computer Lab.

RESPONSIBILITY

• The program manager is responsible for the implementation of the managing diversity policy
• It is a requirement of all tutors and workers to adhere to the managing diversity policy

Refer:

Access, Equity and Diversity policy
Code of ethics
Code of practice
Equal Opportunity

Farnham Street Neighbourhood Learning Centre -  ABN: 30 202 169 571
28 Farnham Street Flemington Victoria 3031 Australia 
Tel: 03 9376 9088    Fax: 03 9376 7739  
Email:  info@fsnlc.org
Web: www.fsnlc.org