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The Arts Coordination HandbookGeneral Information
The Arts Unit 2020_V1
CONTENTSACCESSING THE PORTAL...............................................................................................................................
ARTS COORDINATION OFFICER SIGNATURE..............................................................................................
WEBSITE ADDRESS ........................................................................................................................................
THE ARTS EDUCATION FRAMEWORK 2014..................................................................................................
THE ROLE OF ARTS COORDINATION OFFICER...........................................................................................
THE STATE ARTS COUNCIL............................................................................................................................
NSW DEPARTMENT OF EDUCATION POLICIES............................................................................................
RECORDS AND POLICY MANAGEMENT........................................................................................................
COMMUNICATION TO SCHOOLS VIA SCHOOLBIZ.......................................................................................
EMPLOYING PERSONNEL FOR SPECIFIC PURPOSES................................................................................
WORKING WITH CHILDREN CHECK...............................................................................................................
Verifying the WWCC.......................................................................................................................................
ADDITIONAL EMPLOYMENT VERIFICATION..................................................................................................
RELIEF DAY PAYMENT PROCEDURES..........................................................................................................
DoE staff from schools other than your own...................................................................................................
DoE staff and your cover from your school.....................................................................................................
LETTER OF AGREEMENT................................................................................................................................
RISK MANAGEMENT........................................................................................................................................
LOCAL ARTS ACTIVITIES - EXCURSIONS......................................................................................................
BEHAVIOUR CODE FOR STUDENTS IN NSW PUBLIC SCHOOLS................................................................
Statement.......................................................................................................................................................
Relevance.......................................................................................................................................................
Behaviour code for students in NSW Public Schools.....................................................................................
COPYRIGHT....................................................................................................................................................
CONTENT OF PERFORMANCES...................................................................................................................
Responsibilities.............................................................................................................................................
Deciding appropriate content........................................................................................................................
MEDIA..............................................................................................................................................................
SPONSORSHIP...............................................................................................................................................
WELCOME TO COUNTRY and ACKNOWLEDGEMENT OF COUNTRY.......................................................
LOGOS............................................................................................................................................................
LETTER OF AGREEMENT..............................................................................................................................
PARENT/CAREGIVER CONSENT FORM.......................................................................................................
ARTS ACTIVITY/PROGRAM COORDINATION CHECKLIST.........................................................................
CONTACTS.....................................................................................................................................................
OTHER WEBSITES.........................................................................................................................................
APPENDIX – SCHOOLBIZ TEMPLATE..........................................................................................................
ACCESSING THE PORTAL
Information and relevant documents in this handbook are accessed via the portal, https://staff.det.nsw.edu.au using your username and password. The portal is a one-stop-shop for information and resources.
Department of Education helpdesk:EdConnect 1300 32 32 32
ARTS COORDINATION OFFICERS
Peter Hayward - ACO (Acting) - Nirimba Education OfficeEmail: [email protected] Phone: 9208 7655
Therese Doyle - ACO - Macquarie Park Education OfficeEmail: [email protected] Phone: 9886 7066
Michelle Murphy - ACO - Riverwood Education OfficeEmail: [email protected] Phone: 9408 8920
Susan Sukkar - ACO (Mon - Wed) - Strathfield Education OfficeEmail: [email protected] Phone: 0430 299 221
Ravenna Gregory - ACO (Relieving Thur - Fri) - The Arts UnitEmail: [email protected] Phone: 8512 1183
Michael Major - ACO (Relieving) - Coffs Harbour Education OfficeEmail: [email protected] Phone: 6656 6616
Heather Williams – ACO - Merewether Public SchoolEmail: [email protected] Phone: 4963 7598
Di Hall - ACO - Tamworth Education OfficeEmail: [email protected] Phone: 6755 5063
Di Reichelt - ACO - Dubbo Education OfficeEmail: [email protected] Phone: 6883 6328
Di Alexander - ACO - Wagga Wagga Education OfficeEmail: [email protected] Phone: 6937 3814
Sue Dawson - ACO - Warilla Education OfficeEmail: [email protected] Phone: 4267 6166
WEBSITE ADDRESS
This booklet and all links to documents are available on our website: http://www.artsunit.nsw.edu.au/localartsopportunities
Activity Coordinator resources
THE ARTS EDUCATION FRAMEWORK 2014
The Public Schools NSW Arts Education Framework 2014 (Framework) outlines how all students and teachers in NSW public schools access opportunities in the arts. A suite of high-quality arts education programs, including performances, exhibitions, camps, workshops and events are delivered at local and state levels. The Framework informs the role of Arts Coordination Officers as they support these programs and their delivery through school-based coordinators. Delivering these activities requires considerable work and dedication from coordinators and committees, largely on a voluntary basis.
This handbook is to aid program coordinators with guidelines, information and recommendations that will support the organisation and implementation of programs. These best practice recommendations for managing arts programs aim to improve educational outcomes and build rewarding experiences for students and teachers.
THE ROLE OF ARTS COORDINATION OFFICER
Arts Coordination Officers are responsible for supporting and monitoring the implementation of the Arts Education Framework 2014 (Role revised Oct 2016).
This includes: Coordinating the implementation of arts programs, performances and events Facilitating the design and delivery of innovative arts programs that meet the
emerging needs of students and teachers in all art forms Contributing to state-wide arts planning and coordinating local and state arts
projects Training and supporting teachers in all arts forms through the design and delivery
of appropriate professional learning.
THE STATE ARTS COUNCIL
The State Arts Council’s role includes: Assessing and prioritising funding applications for arts education programs that
cater to local needs Assessing and prioritising funding applications for arts education programs and
events that satisfy the consistent delivery model Making recommendations about the allocation of arts grants to the Deputy
Secretary, School Operations and Performance Making recommendations with reference to the Arts Education Framework 2014.
The State Arts Council was selected from an expression of interest. The members include school executive and classroom teachers with art expertise from primary and secondary schools across NSW.
NSW DEPARTMENT OF EDUCATION POLICIES
The Policy Library contains all current operational policies in the NSW Department of Education.
RECORDS AND POLICY MANAGEMENT
Record management for the coordination of local arts programs are the responsibility of managing schools.
All records must be maintained in compliance with the Department’s Policy, Procedures and Standards. Local arts program coordinators should familiarise themselves with the Records Management for Schools information and work closely with the managing school’s principal to make sure that they follow procedures.
For further information, visit the portal intranet and navigate to ‘Inside the department A-Z’ for:
Policy management, planning and reporting for Schools Support for policy managers Records and policy management.
COMMUNICATION TO SCHOOLS VIA SCHOOLBIZ
All information about your local arts program, event or activity must be submitted to the Arts Coordination Officer for inclusion in SchoolBiz.
Please refer to the 2020 SchoolBiz template (see appendix) and the department’s Content Style Guide when writing SchoolBiz articles.
For further information, visit the portal intranet, navigate to ‘Inside the department A-Z’ and select ‘SchoolBiz’ for how to submit articles.
SchoolBiz articles must be approved before they are published.
Local arts activity coordinators must submit material to the Arts Coordination Officer for approval at least three weeks before the desired publication date.
Local arts activity coordinators should consider timelines for sending out information to schools during project planning. Poor planning can hinder the success of programs.
EMPLOYING PERSONNEL FOR SPECIFIC PURPOSES
This could include classroom teachers, casual teachers, SAAS staff, tutors or volunteers.
WORKING WITH CHILDREN CHECK
All employees, including casuals, employees for specific purposes and volunteers, are required to provide a valid Working with Children Check number ‘WWCC number’ and expiry date.The employee is responsible to gain a WWCC number and make sure that the number is current.
There are two types of WWCC approval numbers:‘E’ for Employment, or‘V’ for Volunteers.
Please note that WWCC processes are being updated. This information is current as at 4 March 2020, to be revised mid-Term 1, 2020. https://beta.dec.nsw.gov.au/schoolbiz/draft-items/issues/year-2020-week-2-term-1/revised-wwcc-materials-coming-soon
If you have any WWCC questions, please contact the Probity team via [email protected].
For further information, visit the portal intranet and navigate to ‘Inside the department A-Z’ for:
Human Resources Employment screening (Probity) Working with Children Check.
Verifying the WWCC For all recruitment coordinated by Human Resources (HR), HR will verify the WWCC clearance.
For recruitment of casual teachers arranged by principals, principals are to check the NTBE (Not To Be Employed) list through eCPC and check for a current approval to teach through eCPC.
For recruitment of casual school administration and support staff, or volunteers and contractors who need a WWCC, principals are required to check the NTBE list through eCPC and submit the WWCC clearance number for verification. Principals receive approval from HR that the worker can be employed.
Note: If the worker has been engaged by a third party employer (e.g. a paid employee of the P&C, a Special Religious Educator or cleaner) the employer must provide written advice to the principal that the worker’s WWCC clearance has been verified.
ADDITIONAL EMPLOYMENT VERIFICATION
All new employees will also need to complete the following two forms: 1. Salary Deposit/Deductions Notification 2. Tax File Number Declaration Form
Please discuss this process with your Principal and School Administrative Manager and liaise with Human Resources and Employment Screening (Probity) at EdConnect on 1300 32 32 32.
Where applicable, potential employees must have ‘Approval to Teach’. Applications can be made online at Teach NSW.
Applicants needing a casual number should contact EdConnect on 1300 32 32 32 and speak with Human Resources (HR) about procedures.
Note: Clearance of employees can take several weeks. Please submit the relevant forms early in the planning process.
RELIEF DAY PAYMENT PROCEDURES
DoE staff from schools other than your own Contact the relevant principal to request the release of the staff member. An average daily rate has been set for arts programs and must be followed when
providing funds for the release of teaching staff, school administrative support staff and any other school-based staff.
Complete the details on a RELIEF DAY ADVICE and email to the principal to confirm the release of the staff member, dates and reimbursement rate. This also includes details of the payment process.
Keep the email as a record. Enter the details of the RELIEF DAY USAGE as part of the Evaluation sent to you
by your Arts Coordination Officer at the conclusion of your activity.
DoE staff and your cover from your school Confirm days that you will need casual relief with your principal and the staff
member who manages casuals. Your school should be reimbursed the amount based on the average daily rates set for arts programs.
Include these details on the RELIEF DAY USAGE as part of the Evaluation sent to you by your Arts Coordination Officer at the conclusion of the activity.
Please seek advice from your Arts Coordination Officer before employing contractors.
LETTER OF AGREEMENT
No employment can take place without a Letter of Agreement between the employee and the managing school clearly outlining the role, working conditions, and payment details.
This applies to:
a) Departmental staff (e.g. teachers undertaking tutoring roles and school assistants) for employment outside normal conditions of work. Note: refer to the Private and Secondary Employment Policy
b) Casual teachers or miscellaneous staff employed directly to work on the program Negotiate the rate of pay for the service provided Negotiate roles and responsibilities Negotiate the hours/days for the service Draw up the Letter of Agreement Complete the Letter of Agreement Pro Forma.
RISK MANAGEMENT
Arts programs must complete a Risk Management Plan.Risk Management templates used by The Arts Units are available for program coordinators to use.The Department’s Workplace Health and Safety Directorate give advice and tools for risk management.
For further information, visit the portal intranet and navigate to ‘Inside the department A-Z’ for:
Health and Safety Risk Management.
LOCAL ARTS ACTIVITIES - EXCURSIONS
Local arts programs should be coordinated using the Department’s Excursion Policy.
BEHAVIOUR CODE FOR STUDENTS IN NSW PUBLIC SCHOOLS
StatementThe Behaviour code for students participating in arts-based programs, events or activities provides a clear statement of the department’s expectations of students.
RelevanceThe Behaviour code for students apply to students enrolled in NSW government schools, who are selected or nominate to participate in arts-based programs, events or activities relating to their conduct while participating in such programs, events or activities conducted by or for the Department.
The Behaviour code for students has been developed to make sure that all students are safe while participating in arts-based programs. Students must comply with the Behaviour code at all times while participating in the arts-based activity. Any student unwilling to comply with the Behaviour code will not be approved to participate in the arts-based activity.
Behaviour code for students in NSW Public SchoolsStudents participating in programs, events or activities will follow the Behaviour code for students in NSW Public Schools.
Before students participate in a program, event or activity, all must sign an agreement to follow the Behaviour code for students in NSW Public Schools. The agreement must be signed by students over 18 or parents or caregivers of students under 18 ( Parent/caregiver consent form ).
Students agree to:
a) Comply with instructions given by teachers at all times b) Attend every day required, unless they are legally excused, and be at the
program, event or activity on time and prepared to actively participate and learnc) Maintain a neat appearance, including following program, event or activities
uniform, dress or costume requirementsd) Behave safely, considerately and responsibly, including when travelling to and
from the program, event or activitye) Show respect at all times for program, event or activity coordinators, teachers,
other school staff, tutors, and helpers, including following rules specific to the program, event or activity, speaking courteously and cooperating with instructions and learning activities
f) Treat other students and adults involved in the activity with dignity and respectg) Care for property belonging to themselves, the venue and others.
Note: The Department has a duty of care to all students and provides a safe and secure learning environment for all students, including in activities conducted outside of school.
Behaviour by a student that affects the safety of others, such as harassment, bullying, violence and illegal or anti-social behaviour will not be tolerated. This includes but is not limited to smoking, consumption of alcohol and possession or use of illegal drugs.
The Activity Coordinator, in consultation with the relevant school Principal, may deal with any breaches of this code by imposing appropriate consequences that may include exclusion from the program, event or activity.
Serious breaches of the code may also be subject to discipline in accordance with policies outlined in the Schools Discipline in Government Schools Policy .
As a result of a breach of the Behaviour code for students in NSW public schools, a student may face disciplinary action at their school. In cases of serious misbehaviour by a student, including but not limited to violence or possession of illegal drugs, this may result in suspension or expulsion.
COPYRIGHT
An Activity Coordinator must be aware of copyright requirements for their programs. It is important for both creators and consumers of copyright materials to understand their rights.
When a creator makes a new work–music, film, novel, poem, painting, or photograph–they have rights under the Copyright Act (1968). Anyone using materials, including for performing, communicating, reproducing, publishing or adapting, needs to have the right permission and licence.
For example, you will need permission for: Using music, scripts, images or other copyright works as part of your program Making musical arrangements, adaptations, re-mixes or medleys in your program Performing musical works and sound recordings in public.
The best place for information about copyright in an educational context is the National Copyright Unit and their website: https://www.smartcopying.edu.au/.
This has specific guides for schools: https://www.smartcopying.edu.au/information-sheets/schools.
The Copyright Unit can also be contacted via email for any specific questions about copyright for local arts events: [email protected].
The Department pays for three licences through APRA AMCOS to allow schools to use some of copyright material for specific purposes. There are four main collecting societies that administer copyright on behalf of music creators and publishers in Australia:
AMCOS – Mechanical reproduction of musical workhttp://apraamcos.com.au/
APRA – Public performance of musical workhttp://apraamcos.com.au/
ARIA – Mechanical reproduction of a sound recordingwww.aria.com.au
PPCA – Public performance of a sound recordingwww.ppca.com.au .
The composition and lyrics of the musical work is protected separately to the sound recording.
CONTENT OF PERFORMANCES
As an activity coordinator, it is essential that you are aware of all content being used in your program.
Responsibilities Know the full content of all works being used in the program Ensure that no content is going to deliberately offend any participants or members
of the audience – ranging from preschool to Year 12 students and community members.
This means that all material, content, music, and dress which are inappropriate or offensive to the age of performers/participants and/or the audience MUST NOT be included in the activity.
Careful consideration must also be given to content that addresses race, religion, community issues, drugs, alcohol, death/suicide, sexual roles and stereotypes, and the way in which these are treated.
Deciding appropriate content Consider the appropriate ‘level of maturity’ of the audience/participants for the activity’s content.
In the case of festivals, the audience should be alerted to any pieces that need a ‘Mature Audience Only’ (e.g. where coarse language is used) by completing all points below:o Indicating this in writing on any flyers / promotional materialo Indicating this in writing on the festival programo Verbally, during the introduction at the beginning of the festivalo This must also occur where nudity is an issue, such as a visual arts exhibition.
The audience must also be alerted to the use of production effects including strobe lighting and use of haze.
MEDIA
As an Activity Coordinator, it is recommended you consider the media potential of your activity in promoting public education.
We recommend that you seek advice from your Arts Coordination Officer and the Media Unit: email [email protected], telephone 02 7814 1559.
Communications and engagement intranet is a great resource for checklists and guidelines to help with engaging media in a local arts program.
It also provides advice and documentation relating to authority to publish.
For further information, visit the portal intranet and navigate to ‘Inside the department A-Z’ for Communication and Engagement.
SPONSORSHIP
Business Engagement and Development gives guidance for seeking and managing sponsorship relationships with organisations, individuals and business to support public education.
For further information, visit the portal intranet and navigate to ‘Inside the department A-Z’ for Business Engagement and Development.
WELCOME TO COUNTRY and ACKNOWLEDGEMENT OF COUNTRY
Please see the following Guidelines and protocols for NSW Public Schools.
LOGOS
Please refer to the NSW Department of Education Logo Style Guide.
You may choose to click on a current logo, copy and paste into document as required. ORThe default position for the logo is the top left hand corner. The minimum height of the logo is 10mm. The width should scale in proportion. There should be clear space around the logo.
Attention:
Principal: _______________________________________________________________
School: ________________________________________________________________
Fax Number: _________________________ Date: ______________________
From: _________________________________________________________________
Total Pages: _____
LOCAL ARTS ACTIVITY
CASUAL RELIEF DAY ADVICE
Thank you for approving the release of _________________________ for the following event _____________________________
Date/s of activity ____________________________________________
For this purpose _______ relief days @ $506.00 per day, which includes the 18.18% on-costs is available to your school (standard rates for calendar year 2020).
Total amount $__________________________
Funds will be journalled to the school through SAP for the total amount listed above after completion of program requirements.
ENQUIRIES TO:
Program Coordinator: ____________________________________________
Telephone: _______________________ Email: _________________________
Arts Coordination Officer: _________________________________________
Telephone: __________________ Email: ______________________________
LETTER OF AGREEMENT Item 1. Parties
Department Service provider
The State of New South Wales by its Department of Education (NSW DoE) and [insert name of program]
Full name: [insert]A.B.N: [insert]
Address Address
Contact person Contact person
Phone Phone
Email Email
Item 2. Services
[Insert the description and requirements of the services. Any specific cooperation and reporting requirements should be set out here.]
Services period [Insert term of the agreement]
Item 3. Pricing and Payment
Pricing (ex-GST) [Insert price.]
Payment timing [Insert how and when the payment is to be made)
Item 4. Specified personnel
[Insert the names of any specified personnel (if any) and their role].
Item 5. Additional agreement details
[Insert any additional contract details that apply to the services. For example, if relevant, you could refer to:Any special conditions such as WWCC, mandatory training required, conditions re cancellations, any special IP conditions or delivery conditions.
Signed:Signed for the Department by: Signed for the Contractor by:
Delegate Authorised representative
Name: [insert Delegate name] Name: [insert authorised representative name]Date: Date:
PARENT/CAREGIVER CONSENT FORM
MUST BE COMPLETED AND SIGNED BY PARENTS/CAREGIVERS BEFORE PARTICIPATION IN PROGRAMS, EVENTS OR ACTIVITIES. Please complete all information (print).
Activity name: ………………………………………………………………………………….….
Name of student: ………………………………………………………………………………...
Age: ……………… Date of birth: …………………….…… Gender: …………..…
School: ……………………………………………Telephone (School): ………..........................
Home address: ………………………………………………………………………………………..
…………………………………………………………………………………………………….……..
Post code: ……………………………………………………………………………………………
Name of parent (in full): ………………………………………………………………………………..
Telephone: Home: ……………….. Parent’s work: ………..……….. Mobile: ……..……………
Other contact person (if parent/caregiver is unavailable): ……………….…………………….………
Telephone: ……………………………………………………………………………………………
PARENT/CAREGIVER ACKNOWLEDGEMENT
I agree to my child’s attendance at the program, event or activity. I have read the behaviour code for students and agree that my child will comply with the behaviour code for students at all times while participating in the event.
I agree that my child may be excluded from further participation in this program, event or activity if my child does not adhere to the behaviour code for students.
I agree that where my child is excluded from further participation in the program, event or activity, the Department may, at its discretion, arrange for my child to be returned to his or her school or our home.
I acknowledge that I have explained the behaviour code for students to my child in relation to this activity, and the consequences that may arise should they fail to comply with the behaviour code for students.
Signature of parent/caregiver: _______________________________________ Date: ___/___/___
ARTS ACTIVITY/PROGRAM COORDINATION CHECKLIST
Arts Program name: ……………………………………………………………………
Activity Coordinator – USE ONLY
Task Done N/A
1. Planning
a. Arts Coordinator’s Handbook, read and understood (clarification sought where required)
b. Project scope completed with objectives clearly outlined and inclusive of all students
c. Expression of interest process for committee members
d. Timeline made with key due dates
e. Venue booked (accessible where possible)
f. Equipment booked
g. Dates confirmed with the Arts Coordination Officer
h. Grant money allocated to program
i. Nomination Form/Information Flyer prepared for publication in SchoolBiz
j. Expression of Interest for specialised tutors, production staff or VET Work Placement prepared for publication in SchoolBiz
k. Information package with permission forms prepared for schools/participants
2. Risk management
a. Risks for the activity/event/program identified
b. Coordinating staff have current: CPR/ Emergency Care/ Anaphylaxis certification, Child Protection Training, Working with Children Approval
c. Venue inspections completed
d. Venue and contractor Risk Management Plans obtained
e. Department of Education Risk Management Plans completed
f. Risk Management Plans submitted to the Arts Coordination Officer for approval
g. Approved Risk Management Plans communicated to key stakeholders, staff and participating schools
h. Health Care Plans obtained where necessary
3. SchoolBiz
a. Information forwarded to Arts Coordination Officer three weeks before the publication date
b. Information approved by The Arts Unit
c. Information published in SchoolBiz
4. Participation Information
a. Information package for school/participants distributed
b. Parental consent and school approval forms completed, confirmed and checked
c. Medical information forms completed, returned and checked. Online forms completed where applicable. Identify health care needs including Asthma, anaphylaxis and wellbeing and action where necessary.
d. Information about students with disabilities, rural and remote, EAL/D or Aboriginal and Torres Strait Islander students collected and relevant action taken to support inclusion
e. Publicity consent forms completed, returned and checked
f. Participation fee received and deposited into managing account
5. Employing Staff
a. Department teachers – requiring casual relief
Teacher’s availability checked with principal
Activity/event/program commitments and casual relief reimbursement communicated in writing to the principal
b. Non-department staff (or department staff not requiring casual relief)
Casual DoE Employment preferred over contract (check points for employing)
Working with Children Check/s (WWCC number supplied and verified)
Salary Deposit form completed
Tax File Number Declaration form/s completed
Details communicated to Human Resources 1300 32 32 32
6-digit employee number/s received
Letter/s of agreement completed
c. Staff roles and responsibilities identified and communicated in writing
6. Media
a. Media Unit informed of upcoming event
b. Information for publicity purposes prepared and sent to Arts Coordination Officer and Communication and Engagement.
7. Invitations
a. VIPs as appropriate invited to attend concert/exhibition. Consider local Directors and key stakeholders relevant to your program.
b. Principals and coordinating teachers of participating schools invited to attend concert/exhibition
8. Program
a. Prepare activity/event program as per DoE template requirements
b. Acknowledgement from Executive Director/Director delegates or the Activity Coordinator as appropriate
c. Acknowledge participating schools, teachers, students and sponsors where appropriate
d. Program layout design and logos adhere to DoE guidelines
e. Program proofread by organising committee
f. Draft program submitted to the Arts Coordination Officer for editing and approval
g. Approved program sent to the printers
9. Budget
a. Budget completed in planning phase
b. Participation fees received by the school before the activity/event/program starts
c. Budget monitored throughout the activity/event/program
d. Invoices and staff paid within 30 days of the activity/event/program
e. DoE Casual salary claims submitted for payment within the fortnightly pay cycle
f. Financial account reconciled and an actuals budget completed
EVENT CHECKLIST (General)
Note that this is a generic list and some points may not apply to your event, program or activity.
1. Approval for event2. Book venues3. Complete and maintain budget4. Draw up a schedule/time-line 5. Council requirements – Local Government Act 1993 - Section 686. Waste management7. Sound/lighting/stage requirements8. Public Liability Insurance DoE Certificate of Currency (on Intranet)9. Contact Security Unit, Police, Fire Brigade10.Food Management NSW Food Authority Notification (Register online)11.Reply to clients requesting letter/stated quote12.Production Manager appointed (if required)13.Establish a creative/production team - Expression of Interest/Applications released 14.Contact lists established – phone, email, mobile, address etc.15.Running order/musical content decided upon16.Students with disabilities – considerations should be given to this before venue is
booked17.Stage management plan18.Contact principals/schools regarding event19.Send information to students/schools20.Distribute publicity/consent pro forma to schools21.Stage designer appointed (if required)22.Resource officer to assist on the event23.Audio engineer appointed (if required)24.Design/logo for the event25.Teacher relief determined (forms completed)26.Complete casual forms/contracts of agreement for approval (where required)27.Overtime requirements e.g. clerical28.Complete overtime form for approval (where required)29.Risk Management Plans completed (contact venue for their documents as well)30.Evacuation procedures for venue31.Compere and script32.Stage management team identified33.Stage crew sourced (it is recommended to use VET Entertainment Industry students)34.Props 35.Wet weather contingency plan
36.Copyright completed/considered37.Site inspection38.Site/venue meeting39.Transport for students approved and booked40.T-shirt/merchandise suppliers sourced41. Item order list completed42.Program 43.Ticketing44. Invites to VIPs45. Invites to local nursing homes etc. 46.Accommodation approved and booked (where required)47.Fights approved and booked (where required)48.Catering approved and ordered49.Work vehicle for the event booked from DoE Office (where required or available)50.Mobile phone (if required)51.First aid52.Truck organised for equipment53.Auditorium booked (bump in-bump out)54.Video recorder/CD/backing CDs/USB 55.Audition videos loaded to YouTube56.Child protection policy documents distributed (Working with Children Checks)57.Production booklet/plot books 58.Audio plots59.Protocol issues considered e.g. Welcome to Country/Acknowledgement of Country60.Public Relations - Contact Communications and Engagement Unit and other media
outlets to publicise event61.Catering for students/teachers/crew62.Security passes for staff/students63. Invoices distributed64.Thank you letters65.Reimburse individual performers at special events 66.Event report distributed, completed-evaluation67.Others (If you would like to add to this list – please advise your Arts Coordination
Officer)
CONTACTS
Arts Coordination Officer – See page 2
Marianne Powles, Arts Planning & Strategy CoordinatorTelephone: 02 8512 1108 Email: [email protected]
The Arts Unit https://www.artsunit.nsw.edu.au/contactTelephone: (02) 8512 1100
Records Management Telephone: (02) 8633 1044
APRA/AMCOS Telephone: (02) 9935 7900
National Copyright Unit – SmartcopyingTelephone: (02) 9561 1204 http://www.smartcopying.edu.au/home
Schools Finance (Learning & Business) – Ed Connect Telephone: 1300 32 32 32
OTHER WEBSITES
NSW Department of Education - The Arts Unithttps://www.artsunit.nsw.edu.au/https://www.facebook.com/TheArtsUnit/
Schools Spectacularwww.schoolsspectacular.com.au
Talent Development Projectwww.talentdevelopmentproject.org.au
APRA/AMCOS www.apraamcos.com.au
Australian Copyright Council www.copyright.org.au
NSW Department of Education Copyright UnitFor further information, visit the portal intranet and navigate to ‘Inside the department A-Z’ for Copyright.
APPENDIX – SCHOOLBIZ TEMPLATEPlease ensure the article is approved by your director prior to submission.Indicate the content section of SchoolBiz in which you would like this item included.
DOC20
Content section Description
Critical readingInformation of the highest priority. It is reserved for compulsory operational matters and for the attention of school principals or executive staff. It may contain, but is not limited to, memos.
Important dates
Items that schools must action and are of importance for the school calendar in the coming weeks. They are displayed in calendar format with the date indicating the final date for action; that is, closing date for registering for an event initially, not the date of the actual event. Dates can appear in the calendar more than once.
Professional learning & development, events & resources
Provides details on conferences and on current professional development and learning resources.
School administration & management
School administration and management contains day to day school management issues which will be provided here.
Program updatesNew developments in major Department initiatives which will be highlighted here; for example, SAP, DER, BER, Human Resources, LMBR, asset management, and so on.
Curriculum and co-curricular Information on new resources and ideas to develop teaching and extra-curricular activities.
Expressions of Interest
Must include an about the role section, the statement of duties/role description, period of appointment, details on how to submit the EOI, and an application form. The Expression of Interest template can be used as a guide on what to include in the contents of this submission. Statement of duties or role descriptions must not be amended without a GSE, or an approval form submitted to the ED. EOIs should only be submitted to your local educational services area. School based positions are not for state-wide distribution. There may be a specific need for an EOI to be targeted across more than one area, but this should be discussed with your director.
Anniversaries and celebrationsConsider the audience and school type for your submission. Remember readers can access all articles. It is important to the reader that articles relevant to their role and school type are only categorised under their role and school type.
SchoolBiz is published at 12pm each Friday during the school term. Please check the dates of publication and ‘submit by’ dates in the help section of SchoolBiz.
Once this form is complete and endorsed by your director, it will be uploaded for publication. The cut off for approval from your line manager before it is sent to the Director is Friday prior to the ‘submit by’ date.
Once approved by the director, the team will upload the article to SchoolBiz (after discussing any edits with the author). If you would rather upload the article to SchoolBiz yourself, please state this when submitting the article to your line manager.
Complete all sections*The eye icon indicates those sections visible to teachers/staff when published online.
Section Details
Author name [Arts Coordination Officer/TAU Staff name]
Business unit Arts, Sports & Initiatives
Author contact details Telephone [email protected]
Director name Rosemary Davis
Director contact details Telephone0406 509 352
Submission title(Maximum 50 characters including spaces)
Summary description(Maximum 100 characters including spaces)
For professional learning only
Event dateClick or tap to enter a date.
Registration dateClick or tap to enter a date.
Include in publication issue Term Choose a term. Week Choose a week.
Content details(Maximum 4,000 characters including spaces. The only formatting options in Schoolbiz are bold, bullet points, numbered lists, and hyperlinks. All text should be Arial 11pt.)
First paragraph (1-2 short sentences max.)[Who] is offering [what] for [whom] on [date] at [location].orApplications/entries are open on [date] for [what] for [whom].e.g. Applications are open for [XXXX event] on [date of event] for Stage [X] public school students.
Second paragraph – key information (1-2 short sentences)Description/details of course/workshop/competition/event – this can also include the following:E.g. Students will have the opportunity to [XXXX].Venue:Date:Times: Cost: [including food, accommodation etc.]e.g. $[X] per student. Free for accompanying teachers. Schools are responsible to supply any relief, travel, meals and accommodation.
Third paragraph – what action does the reader need to take?For example:
Applications are due 5:00pm, Monday [XX] [Month] 2020.
Apply by completing the following google form: [insert link in full].
For further information, please see [website link] or contact [X name], [role/location/school, as required]. Email: [link in full, using department email]Telephone: [in form, 02 XXXX XXXX or 04XX XXX XXX with spaces between digits]
Target audience, school type and operational directorate
Indicate the target audience by filling one or more of the following
☐ Principal ☐ Executive ☐ Admin ☐ Teachers
☐ All
Indicate the type of school to which this information is addressed by filling one or more of the following
[What is the name of the event/program/course?]
[e.g. Applications are open for [event] on [date of event], or, Student learning opportunity in [X]
☐ Preschool ☐ K – 6 ☐ 7 - 12 ☐ All
Indicate the publication destination to which this information is addressed by filling one or more of the following
☐ Metropolitan North ☐ Metropolitan South ☐ Rural North ☐ Rural South and West
☐ Regional North ☐ Regional South ☐ All
PLEASE DELETE THE BELOW GUIDE BEFORE SUBMISSION Generally, TAU uses ‘Important dates’ or ‘Professional learning’.
Author is the ACO/TAU Staff.
Director is Rosemary Davis.
Target audience:
o All
Type of school this submission is addressing:
o Select relevant group/s
Destination:
o Select All (seek advice from ACO/TAU staff if unsure)
Insert link to relevant website (if available) in last paragraph, contact section.
FORMATTING AND LANGUAGE Please use Arial font, size 11. Can sometimes use bold for emphasis. No italics.
Use dot points if possible.
Plain English:
Short (sentences, word count)
Simple (few words as possible, easy-to-understand process, direct links in text)
Clear (what action should the reader take? Who/what/where/when?).
PUBLISHED EXAMPLE:
Arts Sports and InitiativesThe Arts UnitLocked Bag 1500PETERSHAM NSW 2049
© State of New South Wales Department of Education, March 2020
