Task 01:
Develop Policy (Role Play and Written Report)
Submission details
The Assessment Task is due on the date specified by your trainer. Any variations to this arrangement must be approved in writing by your trainer.
See procedure and task specifications below for details.
You must submit a printed copy of your answers.
Submit printed copy of required evidences (your answers) to your Trainer with the -Assessment Cover Sheet- (Filled out and signed appropriately) attached on top of your documents.
The Trainer/Assessor may further prompt and question in order to receive answers of appropriate quality or if further clarification required and to validate authenticity of your submitted work.
Word limit: Word limit for answering this task is minimum 1000 words
Assessment Description:
You have been hired as the new environment officer at Tiny Opera Company. You will need to review the Tiny Opera Company case study including their sustainability policy. You need to determine the shortfalls between the sustainability approach and the practices required of Tiny Opera Company and develop the sustainability policy to reflect those requirements.
You will need to present draft policy documents to the Business Manager (your assessor) to agree on the final policy document.
Procedure
1. Review the case study information provided and determine all legislative and regulatory documents that describe compliance requirements for this company.
2. Research best practice models used by theatres and performance spaces.
3. Develop three options for the direction and focus of the policy and consider the likely effectiveness, timeframe and cost of implementing the option. Write summaries of each option to present in your consultation with the Business Manager (your assessor).
4. Arrange to meet with the Business Manager (your assessor) to consult on the policy options and decide on the preferred option.
5. Draft a sustainability policy for Tiny Opera Company based on your research, the company information provided and your consultation session. Ensure that you:
a. specify the scope of the policy (who it applies to, relevant standards and legislation)
b. outline Tiny Opera Company’s commitment to the policy
c. address areas of sustainability that Tiny Opera Company specifically wants to focus on.
6. Consult with Business Manager (your assessor) to discuss the draft policy and gain approval for your draft.
7. Update your draft policy according to agreements you made in consultation with the Business Manager.
8. Collate your research into legislation and best practice models and the sustainability policy you have developed into an interim report that includes:
a. an explanation of how you developed a sustainability policy that reflects Tiny Opera
Company’s commitment to sustainability
b. descriptions of best practice models that were reviewed and how they informed the sustainability policy
c. strategies for promoting awareness of the sustainability policy
d. strategies for maximising the impact of the policy (training, marketing, stakeholder engagement).
9. Submit the report, and the final version of the sustainability policy, to your assessor. Ensure you keep copies for your records.
Specifications
You must provide:
? three policy option summaries
? draft sustainability policy
? an interim report that includes:
o an explanation of how you developed a sustainability policy that reflects Tiny Opera
Company’s commitment to sustainability o descriptions of best practice models that were reviewed and how they informed the sustainability policy
o strategies for promoting awareness of the sustainability policy
o strategies for maximising the impact of the policy (training, marketing, stakeholder engagement)
? final version of the sustainability policy.
Your assessor will be looking for:
? communication skills to adjust communication to suit different circumstances; to write interim report and to consult and agree on the sustainability policy
? literacy skills to read and evaluate organisational documentation and legislative and regulatory information
? research, analytical and writing skills to research, analyse and present information; to prepare written reports suited to intended audience ? knowledge of:
o best practice approaches to sustainable policy o relevant sustainability regulations and codes of practice o health and safety implications of policy being developed o policy development processes and practices
o principles, practices, tools and techniques of sustainability management o Tiny Opera Company policies and procedures to complete the task o systems and procedures to aid in the achievement of workplace sustainability.
Case Study – Tiny Opera Company
The history of the Tiny Opera Company
Tiny Opera Company operates in a rural NSW town. Colleen Starr started the company after moving to the small town from Sydney in the late 1970s. Colleen wanted to bring the wonder and entertainment of theatre-based performances to rural NSW. Her vision was to create a regional theatre that emulated the Sydney Opera House; making theatre both accessible and valued in her town and the surrounding community. Stella’s idea and passion was shared by a wealthy landowner in the area who donated $2.3 million to support the purchase of a venue and the ongoing operation of the theatre. $1.3 million of this was invested in a trust which has been added to over the years that Tiny Opera Company has generated a profit.
Colleen Starr bought an old town hall that had been built in the early 1900s. The hall is listed on the State Heritage Register in NSW. Basic interior renovations were carried out to the stage, three dressing rooms, kitchen, break room, meeting room, food counter and ticketing booth including:
? painting internal walls
? installing wall-mounted radiators throughout the theatres, dressing rooms and break room ? installing a dishwasher and oven in the kitchen ? installing a wood heater in the meeting room.
Tiny Opera Company has staged regular performances in the theatre from the 1970s onwards.
Ten years ago, the Tiny Opera Company built a small office building to serve the growing number full time staff.
Tiny Opera Company today
The staff at Tiny Opera company currently include:
? Stage Manager (part-time)
? Director of Programming
? Resident Designer (funded by a grant for three years)
? Business Manager
? Marketing Communications Manager (part-time)
? Project Officers x 3 (part-time)
? Customer Service Representatives x 2 (part-time).
This year, the Tiny Opera Company has added a position for a new environment officer. You have been hired as the new environment officer at Tiny Opera Company after responding to the following job advertisement.
Sustainability project officer position
Tiny Opera Company is taking a new direction to become a leading practitioner of sustainable practices in the performing arts industry. As part of this direction, Tiny Opera Company has created an exciting new position for a sustainability project officer. You will be motivated, enthusiastic about sustainability and ready to bring an innovative approach to Tiny Opera Company practices.
You will work within our small team at Tiny Opera to review work practices, especially the use of costume, props, lighting and facilities, as well as communications, and equal employment opportunity practices. You will be required to develop best practice models to increase sustainability practices across the organisation. This may involve training and educating staff through professional development, company newsletters and other similar approaches.
We are looking for a highly skilled individual capable of reviewing technical documents and legislation in order to develop plain language policy, internal memos and external publicity materials.
The project officer is also required to develop materials to inform and educate audiences about Tiny Opera Company’s sustainable activities and encourage participation in activities and practices that lead to better environmental outcomes.
You are inducted by Nic Tan, the Business Manager of Tiny Opera Company, who gives you an overview of how the company wants to approach sustainability.
In the last six months, Tiny Opera Company has been focusing on becoming a more sustainable operation. Nic Tan has reviewed some of the organisation’s operations and has observed that resource use in the theatre is not aligned with sustainable work practices being promoted at Tiny Opera Company.
Nic realises that this is at least partly due to the policy and procedure documents not reflecting industry requirements or reflecting Tiny Opera Company’s aim to increase sustainability across its operations. Nic wants you to update the sustainability policy to specifically reflect the sustainability aims of the business. Nic wants to focus on the following areas:
? minimising resource use
? reducing toxic material and hazardous chemical use
? employing life cycle management approaches
? implementing a sustainability continuous improvement strategy.
Nic Tan also mentions that they need something in the policy that talks about measuring resource use and reviewing resource records periodically because that’s the main way that Tiny Opera Company will be monitoring their progress towards minimising resource use.
Tiny Opera Company has made an effort to improve sustainability by pursuing some new sustainability initiatives:
? programming of all reverse-cycle air conditioners in the office to automatically switch off at
4.45 pm every day:
o currently air-conditioners are manually switched off
o it is the responsibility of the last staff member leaving each day to turn them all off – this is rarely done, and most commonly all air-conditioners are left running 24 hours per day.
? better sorting of recyclable paper from general rubbish
? using low VOC (volatile organic compound) paint when painting sets for performances to protect the health and safety of workers.
Tiny Opera Sustainability Policy
Tiny Opera has a commitment to minimising environmental impact by:
? using resources wisely
? encouraging visitors to consider sustainability
? focusing on appropriate management principles.
We seek to improve social, economic, cultural and environmental benefits in our decisionmaking.
Nic Tan provides you with the budget for the previous few years as well as projections for next year. Nic points out that the marketing budget has already been increased to allow for marketing the new Tiny Opera Company sustainability initiatives. Nic Tan envisages that you will create sustainability policy options that fit within amount that is currently being generated as profit. Nic Tan points out that there is quite a fluctuation in the amount of profit generated, so you should use it as a rough guide. ‘Who knows’, says Nic Tan, ‘with an innovative sustainability plan, maybe you’ll even be able to generate some additional income by bringing bigger audiences to the Tiny Opera Company in support of our new, sustainable direction’.
Sustainability is a long-term goal at Tiny Opera Company, but Nic would like to see a couple of actions implemented within the next 12 months.
Tiny Opera Company
2 years ago Last year This year Next year (projected)
$ $ $ $
Income
Sales of goods and services 111,500 117,750 112,000 115,000
Venue hire 25,600 24,300 24,700 24,000
Grants 35,000 70,000 85,000 80,000
Philanthropy 75,500 74,750 72,000 72,000
Fundraising 3,300 6,500 5,800 4,500
Corporate partners 70,000 87,000 85,000 80,000
Investing activities 65,400 68,000 72,300 73,300
Total income 386,300 448,300 456,800 448,800
Expenses
Wages and salaries 275,000 303,000 358,000 358,000
Utilities 7,672 8,472 8,672 8,800
Maintenance 1,825 869 765 1,000
Accounting expenses 1,500 1,500 1,750 1,750
Marketing 4,270 4,320 5,245 8,200
Performance costs 58,000 47,700 53,670 55,000
Miscellaneous 2,500 3,200 1,275 2,000
Total expenses 350,767 369,061 429,377 434,750
Profit/loss 35,533 79,239 27,423 14,050