• Program design
• Grants, GST and acquittals
• Program management
• Community coach placement
• Program monitoring
• Research
• Recognition

Program participation and research consent

Duty of care for participants in the AASC program is the responsibility of each participating schools and Out of School Hours Care Centre (site).

Sites may use their own form or the AASC Participation and Research - Parent/guardian consent form. If a site uses their own form then they will also be required to circulate the AASC Participation and Research - Parent/guardian consent form when they are selected for research.

It is important to recognise that either form constitutes an agreement between parents and schools/OSHCS and is not an agreement between parents or site and the Australian Sports Commission (ASC). For this reason, there is no ASC logo on the form. If sites wish, they can add their own name and details prior to its use.

Completed forms are to be kept on site files.

Research

Parents/guardians are requested to read and sign the AASC Participation and Research - Parent/guardian consent form prior to undertaking research.

This form has a dual purpose:

1. To confirm that the parent/guardian of the child consents to their child partaking in the Active After-school Communities (AASC) program; and
2. To provide parents/guardians with the option of electing to take part in future AASC research related activities.
   

All sites randomly selected for involvement in parent/guardian research receive an information pack from the Australian Sports Commission (ASC) Research team, via their regional coordinator. The pack contains:

• a cover letter explaining school/OSHCS responsibilities in relation to parent consent for research related purposes
• approval letter from their relevant state/territory Department of Education or relevant Catholic dioceses
• enough copies of a parent information letter for distribution to parents of children participating in the AASC program
• * enough copies of the AASC Participation and Research - Parent/guardian consent form for distribution to parents of children participating in the AASC program

Note: *Sites that have used the AASC Participation and Research - Parent/guardian consent form to ‘enrol’ children in their AASC program will not need to circulate this form again, but will be able to provide copies of completed forms to their regional coordinator when requested.

Sites that have used their own participation consent form to ‘enrol’ children in the AASC program will be required to circulate the AASC Participation and Research - Parent/guardian consent form.

Distribution and collection of research consent forms

• Regional coordinator downloads the AASC Participation and Research - Parent/guardian consent form to include in the information pack prior to its distribution
• Site distributes the AASC Participation and Research - Parent/guardian consent form, only when selected for research/media opportunities, or supplies the regional coordinator with photocopies of completed forms on file
• Regional coordinator sends photocopies of the completed consent forms to the ASC Research Unit.
• Site retains original forms on their files. 

Filming/photographic consent and management

Purpose of filming/photographic consent forms

Images taken for the AASC program may be used in a number of mediums including:

• publications and reporting material
• promotional material, including posters and brochures
• events
• broadcast, print and electronic media.

The images of individuals in these photographs or film are treated as personal information under the Privacy Act 1988 where that individual’s identity is clear or can be reasonably ascertained from the image (identifiable individual(s)).

It is, therefore, important that where an individual is to be photographed or filmed, the ASC asks the individual (and/or, where the individual is under 18 years of age, their parent/legal guardian) to complete the ASC filming/photographic consent form for the ASC's use of these images.

It is important to note that although sites identify those children who are allowed to be photographed (through their own internal processes), this consent is not provided to the ASC. Ultimately this means the ASC doesn’t have direct permission from the individuals/parents/guardians to use photos in the mediums mentioned above. 

Types of consent forms

The AASC program has prepared two types of filming/photographic consent forms

• Filming/photographic consent form - for minors (under 18 years of age)
• Filming/photographic consent form - for adults. 

Distribution and collection of forms

• regional coordinators distribute the consent forms to site coordinators prior to any filming or potographs being taken
• coordinators administer the forms and regional coordinators keep them on file.

Frequently Asked Questions

Q: Why can’t the content within the photo consent form be utilised within the parent consent form to cut down on paperwork and administration?

A: The consent provided within the parent consent form is provided to the school or Out of School Hours Care Service (site) and not the Australian Sports Commission (ASC). Furthermore, the parent consent form provided by the Active After-school Communities (AASC) program is not mandatory for a site to use (they may have their own processes), meaning there is no guarantee that each site will use this form.

Q. If an AASC staff member takes a photograph at a site and holds the images on file, is an ASC filming/photographic consent form required for every child/individual in the photo?

A. If an individual’s identity is clear or can reasonably be worked out from that image then there must be a corresponding ASC filming/photographic consent form held for that individual. AASC staff  should make sure of this before a photograph is stored on the corporate records.

Q. If an AASC staff member writes a media release and organises independent local media to take photographs at an AASC session or event, does the AASC staff member need to have ASC filming/photographic consent forms on file even if they do not take any of their own photos?

A. In this instance it is up to the media representative to ensure they have the necessary permissions. However, where relevant, it is a good idea to make the media representative aware that the ASC hasn’t obtained photographic consents from the participants. If the ASC wishes to use any of the photos taken by the media representative within ASC publications, generally the ASC should obtain its own consent from each identifiable individual in the photo. The ASC would also need to make sure that it has the necessary copyright permissions to use the photo.

Q. If the site organises their own media and a local photographer to take photographs at an AASC session/event, do the ASC filming/photographic consent forms need to be completed?

A.The site or their photographers will be responsible for ensuring they have the necessary permissions. However, if the ASC wishes to use any of the photos taken by the site then generally, the ASC should obtain its own consent from each identifiable individual in the photo. The ASC would also need to make sure that it has the necessary copyright permissions to use the photo.

Q. If site coordinators have old AASC consent forms (e.g. not the filming/photographic consent form found in Appendix B) on file for children, can these be used to give consent for the release of images for use in AASC/ASC publications?

A. No. The standard clause within the old AASC consent forms has been removed and the ASC filming/photographic consent form must be completed by parents/guardians for the use of images.

Q. Can the ASC filming/photographic consent form be used more than once for children/individuals?

A . Yes. A single ASC filming/photographic signed consent form for an individual child can be used for multiple AASC sessions/events throughout the year. However the parent or guardian signing the form must be aware of what they are agreeing to. This is done by specifying all events and dates for when filming/photographic consent is required on the one form.

AASC staff have a responsibility for identifying at each event/session being photographed, which children have provided the ASC with consent and which children have not provided consent, and identifying them accordingly with the orange arm band. AASC staff also have the responsibility for ensuring that all corresponding consent forms can be located upon request.

Q. Can AASC staff use old images if they get individuals and parents/guardians to sign the ASC filming/photographic consent form?

A. Yes. However the date that the photograph was taken should be added to the ASC filming/photographic consent form.