Introduction
The Third-Party Communication Policy was formulated in cognisance 2025 Standards for RTOs, specifically Compliance Requirements Division 3, Section 20, and the Privacy Act 1988, with the commitment of the College to maintaining the privacy and confidentiality of learners’ information.
Scope
This policy applies to all learners, staff, and any third parties seeking to engage in discussions related to the training and assessments of learners at the College.
Overview
The College’s primary purpose is the provision of quality vocational education and training programs to learners.
For all communication regarding training and assessments will only be conducted directly with the learner. Third-party consent for communication is granted at the sole discretion of the college and is subject to strict authorisation procedures.
The College will apply this policy consistently and fairly across all programs and any learner enrolled into a program at the College.
Policy
For all training and assessment related communication with the learner, the College will:
- Direct Communication with Learners
- The College will only discuss training and assessments with the enrolled learner.
- All queries and concerns regarding the learner’s progress, assessment outcomes, and any other academic matters will be addressed directly with the learner.
- Third-Party Authorisation
- Consent for third-party communication must be explicitly granted by the learner through a formal authorisation process.
- Authorisation forms must be completed and signed by the learner, specifying the third party and the nature of the information to be shared.
- Authorisation is granted at the sole discretion of the College and may be revoked at any time by the learner or the College.
- Limitations on Third-Party Communication
- Even with authorisation, the College reserves the right to withhold certain information and limit discussions to protect the privacy and integrity of the learner’s records.
- Third-party communication will not include in-depth discussions of training materials or specific assessment details, for any assessment purposes third party communication will not be acceptable as a piece of assessment, with the exception of where it has been previously approved for Reasonable Adjustment purposes by the College.
- Review and Revocation of Consent
- The College retains the right to review and revoke third-party consent at any time if it is deemed necessary to protect the learner’s privacy or the College’s interests.
- Learners can also revoke their consent for third-party communication at any time through a written request to the College administration.
Procedures
- Request for Third-Party Communication
- Learners wishing to authorise third-party communication must submit a completed Third-Party Consent/Authorisation Form to the College administration.
- The College will review the request and inform the learner of the decision within five business days.
- Revocation of Consent
- To revoke previously granted third-party consent, learners must submit a written request to the college administration.
- The revocation will be processed within three (3) business days, and all third-party communications will cease immediately thereafter.
Enforcement
Violation of this policy may result in disciplinary action against staff members and could lead to the revocation of third-party communication privileges for the involved parties.
Contact
For questions or further information regarding this policy, please contact the College administration office.