Policies

Equality Policy

Fitness Education Online is committed to encouraging equality, diversity and respect for all amongst our workforce and eliminating unlawful discrimination.

This policy applies to all staff at all levels including employees, management, agency workers, and independent contractors.

Purpose
The purpose of this policy is to:

Create a working environment where no staff member is unlawfully discriminated against because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender) and sexual orientation (known as protected characteristics).

Oppose and avoid all forms of unlawful discrimination in the workplace, including in staff’s
interactions with each other, in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities.

Unlawful discrimination
The Equality Act 2010 prohibits the following forms of discrimination:

Direct discrimination: less favourable treatment because of a protected characteristic.
Indirect discrimination: where a provision, criterion or practice is applied to all staff but adversely affects people with a particular protected characteristic more than others, and is not justified.
Harassment: unwanted conduct related to a protected characteristic, which has the purpose or effect of violating someone’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. This includes sexual harassment.
Victimisation: retaliation against someone who has complained or has supported someone else’s complaint about discrimination.
Failure to make reasonable adjustments to alleviate disadvantages caused by a disability.
Discrimination arising from disability: where a disabled person is treated unfavourably not because of their disability but something arising in consequence of it.

Responsibilities of all staff

This policy applies to all staff working for us including employees, agency and casual workers, and self-employed contractors.

All staff are expected to conduct themselves in a professional and considerate manner at all times. Staff must not unlawfully discriminate against or harass other people including current and former staff members, job applicants, clients, customers, suppliers, or visitors.

This responsibility applies in the workplace, outside the workplace (when dealing with customers, suppliers or other work-related contacts), and on work-related trips or events including social events.

This applies in relation to face-to-face behaviour as well as communications by phone, text message, email, social media, and other electronic means. It applies to written, verbal and non-verbal conduct such as disseminating offensive pictures, cartoons, and pornography.

Breaches of this policy
Breaches of this policy will be dealt with in accordance with our disciplinary procedure. Serious cases of discrimination may amount to gross misconduct resulting in dismissal.

Staff who make complaints or who participate in good faith in any investigation must not suffer any form of retaliation or victimisation as a result. However, making a false allegation deliberately and in bad faith will be treated as misconduct and dealt with under our disciplinary procedure. Anyone found to have retaliated against or victimised someone in this way will be subject to disciplinary action under our disciplinary procedure.

If you believe you are being discriminated against

If you believe you are being discriminated against, you may wish to raise the problem informally with the person responsible. Explain the situation and how it has made you feel. It can be helpful to describe the event so the other person is clear about your concerns. Use the opportunity to ask the person to change or stop their behaviour. Alternatively, you may speak to your manager who can provide confidential advice and assistance in resolving the issue formally or informally.

If you do not feel that informal steps are appropriate, or they have been unsuccessful, you should raise the matter formally under our grievance procedure. All complaints will be investigated in accordance with our grievance procedure

If we consider that there is sufficient evidence to suggest you have been discriminated against we will consider the appropriate action to take. If the person accused is an employee, this may include invoking our disciplinary procedure. Whether or not your complaint is upheld, we will consider how best to manage any ongoing working relationship between you and the person concerned.

Recruitment

Fitness Education Online is dedicated to encouraging a supportive and inclusive culture amongst the whole workforce. It is in our best interest to promote diversity and eliminate
discrimination in the workplace.

Our aim is to ensure that all employees and job applicants are given equal opportunity and that our organisation is representative of all sections of society. Each employee will be respected and valued and able to give their best as a result.

This policy reinforces our commitment to providing equality and fairness to all in our employment and not providing less favourable facilities or treatment on the grounds of age, caring responsibilities, disability, family situation, gender expression, gender identity, gender reassignment, marriage and civil partnership, pregnancy and maternity, race including ethnic origin, colour, nationality and national origin, religion or belief, sex, sexual orientation, socio-economic background, the effects of the menopause or trade union activity.

All employees, no matter whether they are part-time, full-time, or temporary, will be treated fairly
and with respect. When Fitness Education Online selects candidates for employment, promotion, training, or any other benefit, it will be on the basis of their aptitude and ability.
All employees will be given help and encouragement to develop their full potential and utilise their unique talents. Therefore, the skills and resources of our organisation will be fully utilised and we will maximise the efficiency of our whole workforce.

Fitness Education Online Commitments:

To create an environment in which individual differences and the contributions of all team members are recognised and valued.

To create a working environment that promotes dignity and respect for every employee.
To not tolerate any form of intimidation, bullying, or harassment, and to discipline those that breach this policy.
To make training, development, and progression opportunities available to all staff.
To promote equity in the workplace, which beliefs are good management practices and make sound business sense.
To encourage anyone who feels they have been subject to discrimination to raise their concerns so we can apply corrective measures.
To encourage employees to treat everyone with dignity and respect.
To regularly review all our employment practices and procedures so that fairness is maintained at all times.

Fitness Education Online will inform all employees that an equality and diversity policy and Equality Act (2010) is in operation and they are obligated to comply with its requirements and promote fairness in the workplace. The policy will also be drawn to the attention of funding agencies, stakeholders, customers, learners, and job applicants.

Fitness Education Online’s equality and diversity policy is fully supported by senior management and has been agreed upon with trade unions and/or employee representatives.

Our policy will be monitored and reviewed annually to ensure that equality and diversity are continually promoted in the workplace.

Quality Assurance Policy

Policy Statement
The management and all who work at Fitness Education Online are committed to providing the highest possible level of service in satisfying the requirements of their customers, suppliers and sub-contractors alike. This level of service is achieved through quality management and the
adoption of a system of procedures that reflect the competence of the Company in all business relationships. In order to ensure that Fitness Education Online achieve excellence in all its activities, Fitness Education Online has implemented a formal quality management system, which satisfies the requirements of BS EN ISO 9001:2008.

Objective
Fitness Education Online’s objectives which underpin the quality management system are:

Working in partnership with customers, suppliers and sub-contractors to ensure that their needs are fully understood so that the right quality service is provided, within the specified time and in line with budget.
To strive to achieve the principle of ‘getting it right the first time, every time.
Providing a first-rate after-sales service that offers customers advice and support when required.
Actively seeking customer feedback to use as a format for continuous assessment and improvement.
The training and development of employees to ensure that they are capable of undertaking the work required to achieve the highest level of customer satisfaction, in accordance with the company’s (and external) Health and Safety, environmental and quality standards.
Appropriate resources are provided in terms of facilities and relevant skills to fulfil the client’s needs.
Progress towards the quality objectives is monitored.

Employer/Employee responsibilities
It is management’s responsibility to ensure that all quality policies and quality objectives adopted have been made known to all employees, as the success of this policy involves all staff and sub-contractors being individually responsible for the quality of their work, resulting in a continually improving the working environment for all.

The directors are responsible for the implementation of a management structure that is based on the experience, quality and commitment of its management team and has specific responsibility for ensuring that the management structure reflects the quality standard, so
that compliance with this Quality Policy is maintained and improved.

Training

In order to provide a quality service, Fitness Education Online requires staff to be suitably trained, supervised and supported. In particular, the directors will support the following;

Each member of staff will have a personal development plan/portfolio in which their training needs are identified and a plan made as to how such needs will be met.
Each member of staff will be offered training to meet regulations and National Standards.

Monitoring
An important element of the improvement process is management follow-up. As such, the quality policy and management system are reviewed and updated regularly to take account of changing circumstances and client requirements.

This can be achieved by:

Establishing a timetable for management review meetings, to review progress and to give a clear signal to customers and staff that management is committed to improvement.
Ensuring that all the improvement tasks are reviewed regularly and relevant action is taken where necessary
Help is given to resolve any problems that are being encountered in achieving any improvement.

Quality Monitoring

Fitness Education Online Quality Monitoring Policy is defined and strongly driven by the following management principles and behaviours:

Build a mutually profitable relationship with our customers/clients, ensuring their long-term success, through the understanding of their needs and the needs of their customers as well.
Achieve our commitments to quality, cost, and schedule.
Enhance the systematic research and use of best preventive practices at all levels and ensure reliable risk management.
Drive continual improvement and innovation based on efficient business processes, well-defined measurements, best practices, and customer surveys.
Develop staff competencies, creativity, empowerment and accountability
Through appropriate development programs and show strong management involvement and commitment.

Fitness Education Online strives to be the best provider of inspection services in the industry. Through the use of these guiding principles, everyone in Fitness Education Online is accountable for fully satisfying our customers/clients by meeting or exceeding their needs and expectations as your course provider, online education and education provider. Our goal is 100% customer satisfaction 100% of the time.

Internal Verification Policy and Procedures

Policy Aim

To ensure there is an accredited Lead Internal Verifier in each principal subject area.
To ensure that Internal Verification is valid, reliable and covers all Assessors and programme activity.
To ensure that the Internal Verification procedure is open, fair and free from bias.
To ensure that there is an accurate and detailed recording of Internal Verification decisions.

To be compliant with the Internal Verification Policy aims Fitness Education Online will ensure that:

Where required by the qualification, a Lead Internal Verifier is appropriately appointed for each subject area, is registered with the Awarding Body and has undergone the necessary standardization processes.
Each Lead Internal Verifier oversees effective Internal Verification systems in their subject area.
Staff are briefed and trained in the requirements for current Internal Verification procedures.
Effective Internal Verification roles are defined, maintained and supported.
Internal Verification is promoted as a developmental process among staff.
Standardised Internal Verification documentation is provided and used.
All assessment instruments are verified as fit for purpose.
An annual Internal Verification schedule, linked to assessment plans, is in place.
An appropriately structured sample of assessment from all programmes, units, sites and Assessors is Internally Verified, to ensure centre programmes conform to national standards.
Secure records of all Internal Verification activity are maintained.
The outcome of Internal Verification is used to enhance future assessment practice.

Purpose and Scope
That assessment is accurate, consistent, current, timely, valid, authentic and to Awarding Body standards.

That the assessment instruments are fit for purpose.
To assure the assessment of all programmes delivered by Fitness Education Online.
To be part of an audit trail of online education achievement records.
To provide feedback to inform Fitness Education Online quality improvement.

Internal Verification (IV) is split into four main sections – sampling, standardisation, monitoring and the development and support of assessors.

IV Sampling Strategy

Internal Verifiers will implement the following sampling strategy. Sampling will include:

All assessors over a 12-month period.
All units for the validity of assessment decisions for each assessor over a 12-month period including Mandatory and Optional units.
The full range of ages, gender, new starters, mid-term trainers and well-established trainers.
The full range of evidence and assessment methods.
The first countersigned decision from each unit.
Interim and summative assessment decisions – Internal Verification will not be an “end” process.

Standardisation of Assessment Judgements

The Internal Verifier is responsible for ensuring the standardisation of assessment judgements and will:

Ensure that written feedback to assessors contributes on an ongoing basis to the standardisation of assessment decisions.
Plan and implement standardisation meetings with all assessors.

Internal Verifiers must ensure that standardisation meeting:

Focus on any revisions to the standards and how they differ from old standards, areas identified through monitoring where evidence has been difficult to generate, or where monitoring suggests that assessors are taking different approaches.
Focus on validity, sufficiency, currency, and authenticity of the evidence reviewed at the meetings – use actual trainers’ portfolios/evidence; and
Develop a supportive, non-threatening environment where assessors are willing to share issues and concerns in order to ensure that each assessor makes valid assessment decisions.

Monitoring Assessment Practice

The Internal Verifier will monitor the assessment process and will:

Ensure that there is a clear and accurate audit trail of the IV and assessment processes relating to each trainer incorporated within the IV and assessors records as well as the portfolio itself.
Observe at least one assessment for each assessor annually as a minimum. The level of observation may increase depending on changes in assessor experience, trainer group, award standards, and internal procedures. All observations will be recorded.

Reasonable Adjustments and Special Considerations Policy

Scope of the Policy
This policy is provided for Fitness Education Online customers/clients, and employees who are using or delivering courses and qualifications offered by Fitness Education Online.

Review arrangements
Fitness Education Online will review this policy annually in line with self-assessment arrangements. This policy will also be revised as and when necessary, in response to customer and trainer feedback or good practice guidance issued by an awarding organisation or other regulatory body.

Location of the Policy
This policy is available for all employees, third parties and trainers to access.

Communication of the Policy
Every staff member involved in the management, delivery, assessment and quality assurance of qualifications offered by Fitness Education Online, shall be made aware of this policy during their induction period of employment. Trainers undertaking Fitness Education Online qualifications shall be informed of this policy during their induction process.

Policy Statement
This policy is provided for Fitness Education Online employees and trainers to ensure they deal with all reasonable adjustment and special consideration requests in a consistent manner.

Statement of Principles
Fitness Education Online is committed to complying with all current and relevant legislation in relation to the development and delivery of qualifications. Fitness Education Online trainers will have fair access to assessments where practicable.

A reasonable adjustment may be required where a trainer has a permanent disability or specific learning need (s).

Special consideration may be required where a trainer has a temporary disability, medical condition or learning needs or is indisposed at the time of the assessment.

Definition of Reasonable Adjustments
A reasonable adjustment is any action that helps to reduce the effect of a disability or difficulty that places the trainer at a substantial disadvantage during an assessment.

Reasonable adjustments may involve:

Changing usual assessment arrangements, for example allowing a trainer extra time to complete the assessment activity
Adapting assessment materials, such as providing materials
Providing assistance during the assessment, such as a sign language interpreter or a reader
Re-organising the assessment room, such as removing visual stimuli for an autistic trainer
Providing and allowing different coloured transparencies.
Reasonable adjustments are approved or set in place by an awarding organisation before the assessment activity takes place; they constitute an arrangement to give the trainer access to the assessment.

Requesting Reasonable Adjustments
Trainers must make Fitness Education Online employees aware of any reasonable adjustments they require. Fitness Education Online is responsible for applying to awarding organisations for reasonable adjustment requests (when appropriate).

Definition of Special Considerations

Special consideration can be applied after an assessment if there was a reason the trainer may have been disadvantaged during the assessment. Any requests to an awarding organisation for Special Considerations must be made by the Fitness Education Online employees within the set time frame required of the awarding organisation.

Special consideration, if successful, may result in a small post-assessment adjustment to the mark of the trainer. The size of the adjustment will depend on the circumstances and reflect the difficulty faced by the trainer.

All documents relating to reasonable adjustments and special considerations must be saved and stored securely. The awarding organisation must be given access to any information or documents regarding reasonable adjustments and special considerations when requested.

Complaints & Appeal Policy

Policy

Fitness Education Online has a defined and transparent Complaints and Appeals process sufficiently broad to cover its activities. Fitness Education Online will ensure customers’ Complaints and Appeals are recorded, acknowledged and dealt with fairly. The procedure provides the mechanisms for customers to have their Complaints and Appeals addressed efficiently and effectively, and by an independent party if necessary. This Complaints policy is also publicly available.

Policy Statements
Fitness Education Online has a Complaints Policy to manage and respond to allegations involving the conduct of its Trainers / Assessors or other staff and customers enrolled in a training program with the RTO.
Fitness Education Online has an Appeals Policy to manage requests for a review of decisions, including assessment decisions made by Assessors.

Fitness Education Online Complaints and Appeals policy ensures the principles of natural justice and procedural fairness are adopted at every stage of the complaint and appeal process and;

Are publicly available;
Set out the procedure for making a complaint or requesting an appeal;
Ensure complaints and requests for an appeal are acknowledged in writing and finalised within 30 days.

Fitness Education Online will provide the option for review by an appropriate independent party at the request of the individual making the complaint or appeal if the process fails to resolve the complaint or appeal.
Fitness Education Online will securely maintain records of all Complaints and Appeals and their outcomes, identify the potential cause of Complaints and Appeals and takes appropriate corrective action to eliminate or mitigate the likelihood of reoccurrence.

Definitions

Complaints

Complaints arise when a client is not satisfied with any aspect of the RTO for example:

Procedures;
Quality of a product or service provided by Fitness Education Online;
Facilitators, staff or other customers.

Appeal
Appeals arise when a client is not satisfied with the decision made as a result of the complaint.
Fitness Education Online recognises the differences between Complaints and Appeals. A quick resolution of the matter is in the best interest of all parties concerned.
Appeals may also arise when a customer is not satisfied with an assessment outcome.

Process
Informal Resolution as the first step
Where possible, non-formal attempts shall be made to resolve the customers’ complaints. Fitness Education Online encourages open communication in an environment of trust. Therefore, any customer with a complaint is encouraged to raise the matter directly with the party concerned in an attempt to resolve the issue mutually.

To ensure a record of the informal complaint is maintained, all details of the informal complaints must be emailed to the General Manager, Operations who will update the Complaints and Appeals Register accordingly. The General Manager, Operations identify the potential causes of the complaint and takes appropriate corrective action to eliminate or mitigate the likelihood of reoccurrence.
Any member of staff can be involved in the informal process to resolve issues but if the customer wishes to place a formal complaint, then the following process must be followed:

Formal Complaints

Any customer, potential customer or 3rd party may submit a formal complaint to Fitness Education Online with the reasonable expectation all complaints will be treated with integrity and privacy. There is no cost for the complaints process unless it is referred to an independent party for resolution.
Complaints are directed immediately to the General Manager, Operations, who either investigates them or refers them to the relevant supervisor if there is any conflict of interest (e.g. if the complaint is about the conduct of the General Manager, Operations then the complaint is referred to the CEO).
A customer or client who wishes to submit a formal complaint can do so by completing the ‘Complaints and Appeals Form’ located on the Fitness Education Online website or they can obtain a copy of the form from the Fitness Education Online office or Facilitator.
Complaints are submitted in writing within 7 days of the occurrence or incident taking place
When appealing an assessment result, the application should occur 14 days after the result is given to the customer.
Fitness Education Online will review complaints or appeals raised within these time periods. If the complaint or appeal is raised outside these timeframes, then the complaint or appeal will be considered only in exceptional or compelling circumstances.
Fitness Education Online staff will conduct separate interviews with the person making the complaint and where necessary the person the complaint is about.

The complaint/appeal must be submitted in writing, it must not be anonymous and it must be forwarded to the General Manager, Operations. All formal complaints submitted must contain as many details as possible:

Date complaint was submitted
Name of complainant
Nature of complaint and a brief description
Date of the event which led to the complaint
A description of a possible desired outcome
Attachments (if applicable)

Once a complaint has been received, the details will be recorded in the ‘Complaints and Appeals Register. This spreadsheet is monitored weekly by the General Manager, Operations. The information included for retention on the register includes:

Date the complaint was submitted
Name of complainant
Description of complaint
The resolution once agreed
Date of resolution

After submission of the complaint, Fitness Education Online will acknowledge receipt and contact the customer/client about the status of the complaint within 10 days of receiving the written complaint.
If required, the relevant staff will be informed and given the opportunity to address the complaint through discussion and negotiation. A written statement by staff may be submitted if required.

The customer has the right to be accompanied by any person of their choice during the complaints or appeals process.
Once a complaint has been logged in the ‘Complaints and Appeals Register’ by the General Manager, Operations, the Director will be notified of the complaint and will be provided with all relevant documentation related to the matter.
The General Manager, Operations and Director shall then refer the matter to the appropriate staff member/s to resolve or make a decision regarding the complaint within 10 working days.

Once a decision has been reached, the General Manager, Operations will notify all relevant parties involved of the outcome of the complaint in writing within fourteen (14) working days where possible from the date the complaint was first received. When notifying the customer of the outcome, the customer will be advised of their right to appeal the decision made by Fitness Education Online. Customers will be referred to the appeals procedure as outlined below.

If necessary, consultation with independent external agencies regarding issues raised will occur and necessary actions to resolve the issues will be taken.

Fitness Education Online agrees to pay the cost of one mediation session of up to two hours and advises that, should the matter require further mediation, it will be at the cost of the complainant or appellant.
In the event of serious breaches to policy, practice or professional conduct, either party, being Fitness Education Online or the affected customer/client, may wish to seek legal advice at either party’s own expense.
The customer will be given a written statement on the outcome, including reasons for the outcome within 30 days of receiving the complaint, in the event, the complaint cannot be resolved within 30 days Fitness Education Online will inform the complainant in writing and include the reason why the matter cannot be resolved.

All documents relating to the complaint will be stored electronically and on the customer’s record.
Copies of all documentation, outcomes and further action required will be placed on the ‘Complaints and Appeals Register’ by the General Manager, Operations and on the customer’s file.
All information gathered during the complaints/appeal will be reviewed by Senior Management, at the quarterly meeting to identify the potential causes of the complaint and takes appropriate corrective action to eliminate or mitigate the likelihood of reoccurrence.

Appeal Process

If the customer is not satisfied with the outcome of the formal complaint, then they have the right to appeal the decision made by Fitness Education Online where reasonable grounds can be established.
The areas a customer may appeal a decision made by Fitness Education Online may include:

Assessment outcomes.
Deferral, suspension or cancellation decisions made in relation to a customer’s subscriptions.
Or any other conclusion/decision made after a complaint has been dealt with by Fitness Education Online in the first instance.

To activate the appeals process, the customer can complete the ‘Complaints and Appeals Form’ located on the Fitness Education Online website or they can obtain a copy from the office or a Facilitator
The customer will summarise the basis of the appeal and the reason why they feel the initial decision was unfair within fourteen (14) working days from the time they received the outcome of their initial complaint using the Complaints and Appeals Form. Help and support with this process can be gained from a Fitness Education Online representative.
Once the appeal has been received, the General Manager, Operations will determine the validity of the appeal and where necessary organise a meeting with all parties involved in the matter to attempt to seek resolution where appropriate.
The process for all formally lodged appeals will commence within seven (7) working days from the date of the appeal lodgement.
Where an appeal has been lodged it will be defined into one of the following categories and processed accordingly:

A customer has appealed a decision or outcome of a formal complaint and notified Fitness Education Online of their appeal within seven (7) working days from the time they received the initial outcome of their complaint.
The appeal is lodged through the General Manager, Operations who will ensure the details of the appeal are documented on the ‘Complaints and Appeals Register.
The General Manager, Operations will review the initial documentation associated with the complaint and shall make a decision based on the grounds of the appeal.
The customer shall be notified in writing of the outcome of the appeal within twenty (20) working days from the date of appeal lodgement, and the ‘Complaints and Appeals Register’ is updated. The customer will also be provided with the option of activating the external appeals process if they are not satisfied with the outcome.

Internal Appeal
If a customer wishes to appeal an assessment decision they are to notify their Assessor in the first instance. Where appropriate the Assessor may decide to re-assess the customer to ensure a fair and equitable decision was made. The Assessor will complete a written report regarding the re-assessment outlining the reasons why the assessment was or was not competent.
If the customer is not satisfied, the individual can lodge a formal appeal by completing and submitting the ‘Complaints and Appeals Form’ to the General Manager, Operations who will document the information in the ‘Complaints and Appeals Register.
The General Manager, Operations shall seek details from the Assessor involved and any other parties. A decision will be made regarding the appeal, either indicating the assessment decision stands or requesting a re-assessment by a suitably qualified ‘third party’ appointed by Fitness Education Online.

The customer will be notified in writing within twenty (20) working days from the initial lodgement of their appeal regarding the outcome and the reasons for the decision; the ‘Complaints and Appeals Register’ is updated. The customer will be provided with the option of activating the external appeals process if they are not satisfied with the outcome.

External Appeals

At the completion of the internal resolution process, if a customer is dissatisfied regarding the outcome of the appeal Fitness Education Online has provided, they may wish to refer the matter to an external/independent/third party for mediation.
Appeals can relate to assessment decisions or other decisions such as the decision to exclude a customer from a training. Customers are encouraged to resolve Complaints and Appeals through the Fitness Education Online complaint mechanism.
If the customer is not satisfied with the complaints and appeal outcome, they can contact other suitable mediators Fitness Education Online can provide to customers include:

Australian Mediation Association : Commercial and Business Mediation Ama.asn.au/commercial-and-business-mediation
The State Ombudsman Offices are available from the websites below : Ombudsman.vic.gov.au
Department of Fair Trading : for issues involving monies, service or product agreements.
Industry Associations : for judgement on course content and learning outcomes

Responsibilities
All staff and clients adhere to Fitness Education Online Policies and Procedures. The General Manager, Operations with direct access to the CEO, has the responsibility to ensure that the RTO complies with all of the statements and processes included in this document and maintains these standards across all of the areas of operation of the RTO.

Safeguarding Policy

PURPOSE
Fitness Education Online acknowledges its duty of care to protect and promote the welfare of any persons it comes into contact with through its work.

Fitness Education Online recognises that unequal power dynamics in relationships, particularly gender inequality, can lead to increased vulnerability. Fitness Education Online commits to creating a safeguarding environment where potential risks are identified, considered and minimised with clear processes and procedures in place for redress.

This Policy lays out the commitments made by Fitness Education Online, and informs staff, non-staff personnel, consultants, contractors, and partner organisations and institutions of their responsibilities, in relation to safeguarding.

POLICY STATEMENT

Fitness Education Online values and maintains an organisational culture that is respectful, ethical and fair.

Fitness Education Online commits to treating everyone equally, irrespective of sex, age, race, national or ethnic origin, colour, religion, sexual orientation, gender identity or expression, or disability.

Fitness Education Online has zero tolerance towards any form of harm, including, but not limited to, sexual exploitation, sexual abuse, sexual harassment, child sexual exploitation, child abuse or child labour, and will take all reasonable steps to safeguard any person linked to the delivery of its work, either by its staff, non-staff personnel, contractors, consultants, or by any partner organisation or institution, from any form of sexual exploitation, abuse and harassment.

Safeguarding in this Policy means the steps that Fitness Education Online takes to keep all persons with whom it works and comes into contact through its activities (including children and at-risk adults) safe from sexual exploitation, abuse, harassment and other forms of harm caused by the misuse of power. It includes actions for raising awareness as well as preventing, responding to and reporting on the harm caused by staff, non-staff personnel, contractors, consultants, and partner organisations and institutions.

DEFINITIONS

Sexual exploitation – actual or attempted abuse of a position of vulnerability, power or trust, for sexual purposes, including but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.
Sexual abuse – the actual or threatened physical intrusion of a sexual nature whether by force or under unequal or coercive conditions.

Child sexual exploitation includes sexual relations with a child, in any context, defined as a human being below the age of 18 years. Child sexual exploitation and abuse constitute acts of serious misconduct and are therefore grounds for disciplinary action up to and including termination, and may result in criminal proceedings

Sexual harassmen – any conduct, comment, gesture, or contact of a sexual nature, whether on a one-time basis or in a continuous series of incidents:
that might reasonably be expected to cause offence or humiliation to the individual; or
that might reasonably be perceived by the individual as placing a condition of a sexual nature on employment or on any opportunity for training or promotion.

Child abuse – child abuse includes all forms of physical and emotional ill-treatment, sexual abuse, neglect or negligent treatment, and commercial or other exploitation resulting in actual or potential harm to the child’s health, survival, development or dignity in the context of a relationship of responsibility, trust or power.
Child labour – child labour is work that deprives children of their childhood, their potential and their dignity, and that is harmful to physical and mental development. It refers to work that is mentally, physically, socially or morally dangerous and harmful to children and interferes with their schooling by depriving them of the opportunity to attend school, obliging them to leave school prematurely or requiring them to attempt to combine school attendance with excessively long and strenuous work. Whilst child labour takes many different forms, the worst forms of child labour Include:

all forms of slavery or practices similar to slavery, such as the sale and trafficking of children, debt bondage and serfdom and forced or compulsory labour, including forced or compulsory recruitment of children for use in armed conflict;
the use, procuring or offering of a child for prostitution, for the production of pornography or for pornographic performances;
the use, procuring or offering of a child for illicit activities, in particular for the production and trafficking of drugs as defined in the relevant international treaties;
work which, by its nature or the circumstances in which it is carried out, is likely to harm the health, safety or morals of children.

Examples of a safeguarding concern or allegation can include but are not limited to:

Sexual exploitation, abuse and harassment–this includes rape, sexual assault, indecent exposure, forcing a person to engage in prostitution or pornography, inappropriate looking or touching

Online or cyberbullying
Abuse of trust
Psychological and emotional abuse
Modern slavery
Child labour

If a potential safeguarding concern under this Policy involves workplace bullying or harassment, including workplace sexual harassment, Fitness Education Online staff should first report the behaviour in accordance with Fitness Education Online’s Harassment and Discrimination Policy.

SCOPE OF THE POLICY

Fitness Education Online will:

Ensure all staff, non-staff personnel, contractors, consultants, and partner organisations and institutions have access to, are familiar with, and know their responsibilities within this Policy.
Implement appropriate safeguarding procedures when recruiting, managing and deploying staff, non-staff personnel, contractors and consultants.
Provide its staff with the appropriate level of training and/or learning opportunities to help recognise, and respond to signs of sexual exploitation, abuse, harassment and other forms of harm. Fitness Education Online will also take steps to ensure that all staff understand their roles and responsibilities with respect to safeguarding individuals, what is acceptable and unacceptable behaviour, and their role in safeguarding the persons they come into contact with through the course of their work.
Raise awareness among its non-staff personnel so they understand their role under this Policy and in order to minimise the risk that Fitness Education Online’s programmes might pose to the persons associated with these programmes, including the persons the programmes are meant to serve.
Follow up on reports of safeguarding concerns promptly and according to due process.

Fitness Education Online staff, non-staff personnel, contractors and consultants will be expected to:

Contribute to creating and maintaining an environment that prevents sexual exploitation, abuse/harassment, and other safeguarding violations and promotes the implementation of this Policy.
Report any concerns or suspicions to Fitness Education Online regarding any suspected or alleged violations of this Policy, in accordance with the reporting procedures set out below.

Fitness Education Online partner organisations and institutions will be expected to:

Ensure that their staff adhere to this Policy (or, by prior agreement, their own substantially similar safeguarding policy) when delivering activities and services on behalf of Fitness Education Online.
Take all reasonable steps to safeguard the persons they come into contact with through the course of their work for Fitness Education Online and keep Fitness Education Online informed of any decisions or actions taken with respect to the enforcement of this Policy.

POLICY ACTIONS
Fitness Education Online will make every reasonable effort to minimise the risk that the operation of Fitness Education Online’s programmes could pose by preventing harm through:

Leadership : appropriate safeguarding skills, oversight and accountability are built into the roles and responsibilities of staff at different levels.
Discussion : open discussion of safeguarding issues is encouraged within teams and programmes on a regular basis.
Assessment : Staff with programme responsibility will regularly assess programme areas to identify situations that might put an individual at risk and develop mitigation strategies to reduce and/or manage the risks.
Safe recruitment : measures are in place to prevent the employment of staff that pose a safety risk, including a criminal record or another background check, in accordance with Fitness Education Online requirements, for example, in direct contact with children or at-risk adults.
Public communications : ensure Fitness Education Online’s public presence does not inadvertently put persons at risk through the unintended use of digital images or of other communications material.
Privacy protection : Personal information of its stakeholders will be treated with the highest level of confidentiality.

Fitness Education Online will maintain robust reporting and follow-up mechanisms to address any reports of concerns, incidents and allegations of a safeguarding nature.

Complaints mechanism : Staff, non-staff personnel, contractors, consultants, staff of partner organisations and institutions, and individual stakeholders of Fitness Education Online’s work may make a confidential report as per the Reporting Procedure below.
Timely reporting and response : All reports of suspicions and allegations of sexual exploitation, abuse, harassment, and other forms of harm will be taken seriously and responded to swiftly and appropriately, including formal reporting to official authorities as appropriate. Fitness Education Online may make use of independent external experts to investigate complaints, at its discretion.
Confidential records : Confidential, detailed and accurate records of all safeguarding matters will be logged, maintained and securely stored.

REPORTING
Individuals should immediately report incidents of actual or suspected sexual exploitation, abuse or harassment relating to this Policy to:

Fitness Education Online’s Director: Finance, Administration & Human Resources (the “HR Director”) at:

a secure email address for raising all concerns support@fitnesseducationonline.com.au or
by calling the confidential line of the HR Director at +61 411 810 131
by writing to Fitness Education Online Director: Finance, Administration & Human Resources at 21 Chivalry St, Bray Park QLD 4500, Australia, with the correspondence marked as ‘Confidential’

INVESTIGATION
The HR Director (or the President & CEO or Chair, if applicable) will assess whether the complaint discloses a matter that is covered under this Policy. If it does, then the HR Director (or the President & CEO or Chair) will review the information provided and either escalate the matter to an internal investigator (or committee) to investigate the complaint or designate an appropriate external investigator to conduct the investigation in accordance with this Policy as follows:

The investigator(s) will determine the process and timeline but will endeavour to complete the investigation as quickly as practicable within a six-week timeframe from the date the incident was reported.
Once the investigation is concluded, based on the findings, the HR Director (or the President & CEO or Chair) will provide any investigation report to the parties for further action, if necessary, as determined at the discretion of Fitness Education Online.
Once an investigation has been completed, and subject to privacy and other legal obligations, the HR Director (or the President & CEO or Chair) will notify the reporting individual of the results of the investigation.
If a complaint indicates that illegal activity has occurred, the HR Director (or the President & CEO or Chair) may bring the complaint directly to the police or other law enforcement or regulatory agency, as appropriate.
The above procedure and any investigation carried out are intended to be flexible in order to respond to the specific circumstances at issue. The intent is that a complaint of a safeguarding concern will be managed by a person or committee of people within Fitness Education Online who are not personally involved or otherwise in a conflict of interest with respect to the matter, recognising that Fitness Education Online is a small organisation with limited human and financial resources. Fitness Education Online reserves the right to engage in a different procedure as deemed appropriate in any given circumstance.

ACTIONS
A finding of non-compliance with this Policy by staff, non-staff personnel, contractors and consultants, or partner organisations and institutions may result in disciplinary action up to and including termination of employment in the case of a Fitness Education Online staff member, and termination of the engagement or contractual arrangements or other appropriate action in the case of non-staff, contractors, consultants, or partner organisations and institutions.

The making of false, malicious, bad faith or baseless allegations under this Policy may result in disciplinary action up to and including termination of employment in the case of a Fitness Education Online staff member, and termination of the engagement or contractual arrangements or other appropriate action in the case of non-staff personnel, contractors, consultants or partner organisations and institutions.

The Audit Committee of Fitness Education Online will be informed of all reported incidents, with the identity of individuals protected. Fitness Education Online reserves the right to report incidents to other parties as may be required.

CONFIDENTIALITY & ANONYMITY
Given the technical and logistical requirements of investigating a complaint, anonymous complaints may be difficult to resolve when additional information is required. Whistleblowers will be encouraged to co-operate with an investigation and to provide their identity and contact information when making a Complaint in order to allow for a proper investigation, if necessary.

NO RETALIATION
No individual who in good faith reports a complaint under this Policy or participates in an investigation shall suffer harassment, retaliation or adverse consequences.

Anyone who is found to have retaliated against a person for making a report under this Policy or for participating in an investigation under this Policy in good faith will be subject to corrective action as necessary, including discipline up to and including termination of employment in the case of a Fitness Education Online staff member, and termination of the engagement or contractual arrangements or other appropriate action in the case of non-staff personnel, contractors, consultants, or partner organisations and institutions.

Data Protection Policy

This Privacy Policy describes how your personal information is collected, used, and shared when you visit or make a purchase from Fitnesseducationonline.co.uk (the “Site”).

PERSONAL INFORMATION WE COLLECT
When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically-collected information as “Device Information.”

We collect Device Information using the following technologies:

“Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
“Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
“Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse the Site.

Additionally, when you make a purchase or attempt to make a purchase through the Site, we collect certain information from you, including your name, billing address, shipping address, payment information (including credit card numbers), email address, and phone number. We refer to this information as “Order Information.”

When we talk about “Personal Information” in this Privacy Policy, we are talking both about Device Information and Order Information.

HOW DO WE USE YOUR PERSONAL INFORMATION?
We use the Order Information that we collect generally to fulfil any orders placed through the Site (including processing your payment information and providing you with invoices and/or order confirmations). Additionally, we use this Order Information to:
Communicate with you;

Screen our orders for potential risk or fraud; and
When in line with the preferences you have shared with us, provide you with information or advertising relating to our products or services.
We use the Device Information that we collect to help us screen for potential risk and fraud (in particular, your IP address), and more generally to improve and optimize our Site (for example, by generating analytics about how our customers browse and interact with the Site, and to assess the success of our marketing and advertising campaigns).

SHARING YOUR PERSONAL INFORMATION
We share your Personal Information with third parties to help us use your Personal Information, as described above. We also use Google Analytics to help us understand how our customers use the Site. You can also opt out of Google Analytics here: Tools.google.com/dlpage/gaoptout.
Finally, we may also share your Personal Information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or another lawful request for information we receive, or to otherwise protect our rights.

DO NOT TRACK
Please note that we do not alter our Site’s data collection and use practices when we see a Do Not Track signal from your browser.

YOUR RIGHTS
If you are an Australian resident, you have the right to access the personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.

Additionally, if you are an Australian resident we note that we are processing your information in order to fulfil contracts we might have with you (for example if you make an order through the Site), or otherwise to pursue our legitimate business interests listed above. Additionally, please note that your information will be transferred outside of Australia, including to New Zealand

DATA RETENTION
When you place an order through the Site, we will maintain your Order Information for our records unless and until you ask us to delete this information.

MINORS
The Site is not intended for individuals under the age of [[INSERT AGE]].

CHANGES
We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

CONTACT US

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at support@fitnesseducationonline.com.au or by mail using the details provided below:

37 Stuart St. NSW 2221, Australia

Policy for Information Recording

Purpose : The purpose of this policy is to establish guidelines for the collection, use, and retention of information provided by individuals to the organization.
Information Collected : The organization may collect the following information from ndividuals: name, address, email address, phone number, date of birth, gender, occupation, education level, and other related information.
Use of Information : The organization may use the collected information for the following purposes: communicating with individuals, providing services or products, sending promotional materials, improving products or services, conducting research, and complying with legal obligations.
Retention of Information : The organization will retain the collected information for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable laws and regulations.
Protection of Information :The organization will take reasonable measures to protect the collected information from unauthorized access, use, or disclosure. The organization will not sell or rent the collected information to any third party without the explicit consent of the individual.
Access to Information : Individuals have the right to access, modify, or delete their personal information held by the organization. Individuals may request access to their personal information by contacting the organization’s privacy officer.
Consent :The organization will obtain the explicit consent of individuals before collecting, using, or disclosing their personal information, except where permitted or required by law.

Malpractice Policy

Malpractice consists of those acts which undermine the integrity and validity of the assessment, the certification of qualifications and/or damage the authority of those responsible for conducting the assessment and certification. Fitness Education Online has a duty to ensure that the highest standards are maintained in the conduct of the assessment. The proper discharge of this duty is essential in order to safeguard the legitimate interests of its customers/clients and Fitness Education Online’s reputation.

Malpractice is taken very seriously. Fitness Education Online will take action against any customers/clients/competitors who contravenes the policy through negligence, foolishness or deliberate intent. Furthermore, Fitness Education Online does not tolerate actions (or attempted actions) of malpractice by its customers/clients/competitors or employees.

Malpractice
Examples of what amount to malpractices are provided below. Please note that the list is not exhaustive.

Plagiarism by copying and passing off, as the customers/clients/competitors own, the whole or part(s) of another person’s work, including artwork, images, words, computer-generated work (including Internet sources), thoughts, inventions and/or discoveries whether published or not, with or without the originator’s permission and without appropriately acknowledging the source.
Collusion by working collaboratively with other customers/clients to produce work that is submitted as an individual. Customers/Clients should not be discouraged from teamwork, as this is an essential key skill for many sectors and subject areas, but the use of minutes, allocating tasks, agreeing on outcomes, etc are an essential part of teamwork and this must be made clear to the customers/clients.
Impersonation by pretending to be someone else in order to produce the work for another or arranging for another to take one’s place in an assessment/examination/test.
Fabrication of results and/or evidence failing to abide by the instructions or advice of an assessor, a supervisor or an invigilator in relation to the assessment rules, regulations and security.
Misuse of assessment/examination material.
Introduction and/or use of unauthorised material contrary to the requirements of supervised assessment conditions.
Obtaining, receiving, exchanging or passing on information that could be assessment related (or the attempt to) by means of talking or exchanging written papers or notes during supervised assessment conditions.
Behaving in a way as to undermine the integrity of the assessment.
The alteration of any results document, including certificates, as well as cheating to gain an unfair advantage.

Penalties
Where the decision of the ADC is that the allegation of malpractice has been proven, the penalties that can be applied will depend on the severity of the malpractice incident and therefore will vary in nature.

The following represents the type of penalties that may be imposed on the person, which must be commensurate with the gravity of the malpractice if proven. Please note that the penalties and the criteria for them highlighted below are not exhaustive, but only serve as a benchmark.

Where the malpractice is a minor breach and does not affect the integrity of the assessment, the penalty may be a written warning about future conduct.
Where the malpractice is a significant breach that affects the integrity of the assessment for one task only, the penalty will result in the assessment task being declared void.
Where the malpractice is a significant breach of the examination regulations that affect the integrity of the assessment of the task, the penalty will be a declaration of the assessment result as void.
Where the malpractice involves a staff of Fitness Education Online, the person will

be subject to Fitness Education Online’s disciplinary procedures for staff, the outcome of which may result in a written warning being issued to the staff against future conduct or a complete withdrawal of the staff from all assessments processes, depending on the severity of the proven malpractice.

Appeals
Customers/Clients are entitled to appeal to the Chief Executive of Fitness Education Online against the decision of the ADC in cases where malpractice has been proven.

Customers/Clients must submit a written request to the Chief Executive for an appeal within 20 working days of the date of ADC’s decision.
The request for appeal must be forwarded to the Chief Executive of Fitness Education Online, who will consider the request and make a decision within 30 working days of the date of receiving the written request from the customers/clients.
The Chief Executive will consider only credible evidence that could not reasonably have been provided for the consideration of the ADC or that has the capability of affecting the decision of the ADC.

When the Chief Executive has concluded his consideration of the appeal, he may decide to confirm or vary the decision of the ADC or in the alternative; he may request the ADC to reconsider its decision.