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Help for non-English speakers If you need help to understand the information in this policy, please contact the school on 9311 9325 |
PURPOSE
To explain to parents/carers how Western English Language School will collect, use and disclose photographs, video and recordings of students, how parent/carer consent can be provided and how it can be withdrawn.
SCOPE
This policy applies to the general collection, use and disclosure of photographs, video and recordings (images) of students. It does not cover the use of Closed Circuit Television (CCTV).
POLICY
This policy outlines the practices that Western English Language School has in place for the collection, use and disclosure of images of students to ensure compliance with the Privacy and Data Protection Act 2014 (Vic). It also explains the circumstances in which Western English Language School will seek parent/carer consent and how consent can be provided and/or withdrawn.
As a general rule, use relates to images which are shared and distributed only within the school for school purposes (i.e. ID photos, Compass), whilst disclosure is used for images which are shared and distributed outside of the school staff and are available to other students, parents/carers and the wider school community.
Western English Language School will ensure that parents/carers are notified upon enrolment and at the commencement of each school year of the ways in which our school may use images of students. There are many occasions during the school year where staff photograph, film or record students participating in school activities or events, for example, classroom activities, sports events, concerts, excursions and camps. We do this for many reasons including to celebrate student participation and achievement, showcase particular learning programs, document a student’s learning and communicate with our parents/carers and school community.
Western English Language School will use student images reasonably, appropriately and sensitively, consistent with our obligations under the Child Safe Standards and our school’s Child Safety Policy. If at any time a parent/carer or student has a concern about the use of any images they should contact the Principal on 03 9311 9325.
In addition to the processes outlined below, parents/carers can contact the school on 03 9311 9325 or via email on western.english.tott.ls@education.vic.gov.au at any time to withdraw their consent for any future collection, use or disclosure of images of their child. However:
- if the images have already been published and are in the public domain, it may not be possible for consent to be withdrawn.
- There may be occasions when the school will record whole of school or large group events, such as sports events, and if your child participates, they may appear in these recordings which will be available to the whole school community.
- The school can still collect, use and disclose images in circumstances where consent is not required (see below for more information).
Images for use and disclosure within the school community and ordinary school communications
School staff may use their own personal devices to capture images of students for reasonable and legitimate educational purposes. If this occurs, staff are expected to upload the images to the school database and delete the images from their device within a week of the images being captured.
From time to time, Western English Language School may photograph, film or record students to use within the school community, including:
- in the school’s communication, learning and teaching tools (for example, emails, classroom blogs or apps that can only be accessed by students, parents or school staff with passwords e.g. Google Classroom and SRMS.
- for display in school classrooms and on notice boards
- in the school’s newsletter
- to support student’s health and wellbeing (eg photographs of pencil grip to assist in OT assessments)
An Annual Consent Form and Collection Notice will be distributed to parents/carers on enrolment and also at the beginning of each school year.
Images to be used or disclosed outside the school community
External use or disclosure by the school
Photographs, video or recordings of students may also be used in publications that are accessible to the public, including:
- on the school’s website [including in the school newsletter which is publicly available on the website
- in the school magazine
The Annual Consent Form and Collection Notice also covers these types of uses and will be distributed to parents/carers on enrolment and also at the beginning of each school year. We will notify you individually if we are considering using any images of your child for specific advertising or promotional purposes.
Media
The media, or the Department of Education and Training’s media team, may seek to photograph, film or record students for a news story or school event. This may include broadcast media, online or social media or print media, including newspapers and magazine publications.
When our school receives such requests Western English Language School will:
- provide parents/carers with information about the organisation involved and when/for what purposes the photography, filming or recording will occur
- seek prior, express parent/carer consent in writing.
Students will only be photographed, filmed or recorded by the media at school if express consent is provided for that specific media event. Neither the school nor the Department own or control any photographs, video or recordings of students taken by the media.
Other external collection, use or disclosure
If there is a situation which will involve the collection, use or disclosure of images of students by or to third parties which is not otherwise covered by this policy, Western English Language School will:
- provide parents/carers with information about the event or activity, the organisation involved and when the photography, filming or recording will occur
- seek prior, express parent/carer consent in writing.
School performances, sporting events and other school approved activities
Western English Language School endeavours to respect the privacy of all members of our school community and requests that parents/carers, students and invited guests not photograph, film or record school performances, sporting events and other school-approved activities.
Neither the school nor the Department own or control any images of students taken by parents/carers, students or their invited guests at school activities.
Images to manage student behaviour or fulfill our school’s legal obligations
On occasion it may be necessary for school staff to photograph, film or record students when necessary to:
- fulfill legal obligations, including to:
- take reasonable steps to reduce the risk of reasonably foreseeable harm to students staff and visitors (duty of care)
- provide a safe and suitable workplace (occupational health and safety law)
- for identification purposes, when necessary to implement discipline and/or behaviour management policies.
Western English Language School does not require or obtain consent from parents/carers or students to photograph, film or record students for these reasons. However, when Western English Language School photographs, films or records a student for any of these purposes, staff will only collect and use such images in a way that is reasonable and appropriate in the circumstances.
Staff use of personal devices
School staff may use their own personal devices to capture images of students for reasonable and legitimate educational purposes. If this occurs, staff are expected to upload the images to the school database and delete the images from their device within a week of the images being captured.
COMMUNICATION
This policy will be communicated to our school community in the following ways:
- Available publicly on our school’s website
- Included in staff induction processes and staff training
FURTHER INFORMATION AND RESOURCES
The Department’s Policy and Advisory Library:
POLICY REVIEW AND APPROVAL
| Policy last reviewed | 15 June 2023 |
| Approved by | Acting Principal |
| Next scheduled review date | June 2026 |
This policy has a mandatory review cycle of 3-4 years.
