Class Protocol and Policies - South Australia's leading Actors Agency

Class Protocol and Policies

The following policies and protocols ensure a safe learning environment for students and a clear understanding for school operations for parents and students


Lost Property

Actors Ink does not supply lockers for students. Please look after your valuables at all times or leave them at home if possible. Your bag and personal belongings should always be taken into the studio with you and left on the side of the room. Please remember to take everything with you after class. Actors Ink cannot take responsibility for anything left behind. A lost property box is located upstairs in the waiting room. 


Report Cards

Report cards are issued to every student at the completion of semester one. Students receive feedback on performance and progress in class.


General Auditions

Actors Ink conducts in-house general auditions twice a year for all Junior Youth, Youth and Senior Youth students. This is our way of monitoring each and every student’s progress and ability throughout their time here at Actors Ink; thus giving us the ability to assess what work they are suited for within the industry, and put them up for auditions.



Headshots are taken by Actors Ink for all students attending classes. These are taken twice a year to ensure they are current. Students are also informed that if at any time they change their appearance, it is imperative to advise us and to update their photo by sending a new one in. 


Off Site Performance – Term 4

Fourth term is a performance driven term for youth students (All classes 5 – 17 years) Student involvement in the end of year performance at an off-site theatre is encouraged, but not compulsory. There are no additional costs to students for the off-site performance (costs are included in term fees).

Students may be required to provide a simple costume or prop specific to their character / role in the performance. 




Actors Ink does not permit anyone to try out classes, for a number of reasons. It's essential for a students to form a bond and trust each other quickly so they can try new techniques within the class. Casual students, drop in or un familiar people dropping into class distracts students and prevents them trying new skills.

It is a distraction for students attending classes when strangers come in and watch. 

We would also like to think that our reputation is enough to convince new students to book into a class. 


All mobile phones are to be switched off prior to the commencement of class. Filming or photography with a camera, mobile phone or video camera is prohibited, unless the teacher has asked the student to film a piece for educational purposes. There is to be no food or drink, other than water, to be taken into the studios. Your cooperation with teachers/staff requests and directions will help to ensure a safe and enjoyable time for all. 


Actors Ink does not offer make up classes or reimburse fees for classes missed by students for any reason.

Classes cancelled by Actors Ink will be either rescheduled or reimbursed by Actors Ink 

Actors Ink reserves the right cancel / reschedule classes at any time throughout the term / semester.


All students under the age of 18 must fill in the Medical information section of the registration form before attending classes.

It is the student’s responsibility to notify their tutor in the event of injury/medical condition, prior to class.

Basic first aid is available to every student. Due to government regulations we are unable to provide anyone with Panadol or equivalent medication.

In the unlikely event of injury requiring treatment by a doctor, an ambulance will be called to the studio. Any parent opposed to this should advise this on enrolment. Every effort will be made to contact the parent if this situation arises.


5.1 Actors Ink does not exclude or limit –

(a) the application of any provision of any statute (including the Trade Practices Act 1974) where to do so would contravene that statute or cause any part of this policy (Limit Of Liability) to be void; or
(b) direct losses and damages which arise only as a result of Actors Ink’s gross negligence (which means where Actors Ink commits an act or allows an omission to occur in reckless disregard the consequences of the act or omission).

5.2 Except where outlined in the CONSENT POLICY (6.1) applies, Actors Ink excludes all statutory liability, tortious liability (including but not limited to liability in negligence), the general law or statute, liability for all direct, economic, consequential or indirect losses, expenses, damages and costs incurred by you, arising out of or relating to the attendance at class, including, but not limited to, liability for gross negligence and except to the extent where the CONSENT POLICY (6.1) applies, Actors Ink is not responsible or liable for any indirect consequential or economic damages.


6.1 Acting can be a physical activity and the tutor or assistant tutor may have to assist your child’s understanding of an action, posture or position by physical contact e.g. holding hands in a circle; lifting, correcting posture. You consent to employees, sub-contractors, contractors and directors of Actors Ink having contact with your child in this regard.

6.2 Should your child hurt him/herself, you consent to employees, sub-contractors, contractors and directors of Actors Ink to attend to your child whilst Actors Ink staff wait for the nominated guardian to take over.

6.3 Your child’s enrolment into an Actors Ink class is voluntary and participation in the class and the activities of creative movement, involve numerous risks of injury, including but not limited to muscle strains, sprains and falls and you are aware these are risks for your child as outlined in Limit of Liability policy.

6.4 You must inform Actors Ink administration staff of any injuries, medical conditions and allergies suffered by your child when filling in the Medical section of the registration form.

6.5 Students are not permitted to attend class until a Registration form and has been filled in and received by Actors Ink staff.


7.1 All students must be appropriately dressed for class with the correct footwear and clothes that are un restrictive. All clothing must be appropriate for un restricted movement.

7.2 All students must be appropriately groomed for class.

7.3 Any student dressed or groomed inappropriately will be asked to improve their appearance when next attending.


8.1 This is to clearly define our expectations and guidelines for students engaging in social media that relates to Actors Ink the business, tutors and students.

  • You must be clear and ensure all information is factual and accurate.
  • Any information must respect individuals and the studio.
  • Information must not damage the Actors Ink brand or any tutor or students reputation or bring disrepute in any way.


9.1 Actors Ink does not permit any individual to observe classes due to the safety, security and ease of our students and teachers. It’s essential the students feel comfortable to try new styles, techniques, moves or concepts without distraction from on lookers. 

9.2 Parents are invited to attend the last 15 minutes of their child’s final class in terms 1, & 3.


10.1 Actors Ink will not cancel classes due to hot weather or humidity. Activities in classes on days exceeding 40 degrees will be minimized.

10.2 It is the personal responsibility of students to observe the following guidelines on days over 40 degrees.

            - Be aware of the weather forecast on the day of classes

            - Bring personal supply of water

            - Drink water before, during and after class

            - Wear clothing which allows easy evaporation of sweat

            - Bring spray bottle containing water and / or hand towel to spray on face / body

            - Advise tutors prior to and during activities if you are feeling un well.

            - Withdraw from activities if feeling unusually fatigued, overheated or unwell.

            - Undertake physical activities at a low or moderate intensity level.


11.1 Actors Ink will act as agent for all paid acting / modelling work, Actors Ink  will negotiate all performance fees at or above minimum Award rates. In some cases Actors Ink may when permitted will sign on behalf of the actor, student or talent standard industry contracts and facilitate rollovers where appropriate. Actors Ink is never deemed employer always the agent, and will collect all money on behalf of the student, actor or talent either deducting or adding a commission.

11.2 In some cases the structure of the arrangement between Actors Ink, the End User and the actor / talent / student will require the actor / talent / student to invoice Actors Ink as a Sub Contractor either on a Tax Invoice using your ABN. In some cases where the conditions are compliant with legislation outlined on the ATO website Essential Talent will accept an invoice accompanied by a Hobby Form from the actor / talent / student for payment instead of an ABN. In the case of invoicing as a sub-contractor the agency commission will have been charged to the end user on top of talent fee.

11. 3 Permission GivenBy signing the registration form students, actors and talent acknowledge they have read, understood and agree to all conditions contained in the Representation Policy Statement :

- Sole representation by Actors Ink.

- You consent to the use, storage, maintenance and disclosure of your personal information

- You agree for your photographic image to appear on the Actors Ink website.

- You agree for Actors Ink to email information to you regarding auditions, classes and industry info.

11.4 Students, actors and talent also authorize Actors Ink  by signing the Actors Ink Registration form (AI-Reg- Form)  to disclose your personal information to Advertising Agencies, Production Companies or associated companies operating in the International Film & Television industry In order to receive work in the Film & Television industry we may need.

11.5 Actors Ink Privacy Policy (AI-PP-Privacy) should be read in conjunction with this policy.

11.6 Termination - Students, actors and talent can terminate their representation by Actors Ink at any time. Notification is required in writing or via email [email protected]

11.7 Actors Ink also reserves the right to terminate representation of a student, actor or talent if no contact has been made within a 12 month period. If acting inappropriately on a job, due to inappropriate behavior in classes.

11.8 If contact details  are in correct, phone number disconnected and email address not valid; representation will be terminated immediately

11.9 Duration of Representation - Students under the age of 18 need to be attending classes to recieve representation. If they choose not to continue classes their representation will remain for another 6 month period only.

ADULTS – Adults are guaranteed 12 months of active representation, beyond this point contact with the agency must be maintained as representation will be down graded to inactive after a 12 month period of no contact.

CHILDREN – Actors Ink will only represent children attending classes. Representation will extend 6 months beyond the final class attended. Children’s skill level and appearance change continuously rendering headshots and Actors Ink consultants knowledge of ability out of date.


12.1 Actors Ink will ensure it respects the privacy of staff, students, clients and users by implementing the National Privacy Principles.

12.2 The National Privacy Principles (NPPs) in the Privacy Amendment (Privacy Sector) Act 2000 sets out how private sector organisations should collect, use, keep secure and disclose personal information. The principles give individuals a right to know what information an organisation holds about them and a right to correct that information if it is wrong.

12.3 Actors Ink will ensure it operates consistently with the National Privacy Principles and only collects the personal information that is necessary for the conduct of its business, and that it will use that information in the manner for which it was intended.

12.4 Personal Identification Information - Actors Ink may collect personal identification information from users, students, staff & clients in a variety of ways, including, but not limited to, when “Users” visit the site, register on the site, subscribe to the newsletter, respond to a survey, fill out a form, and in connection with other activities, services, features or resources made available on the “Site”. Users may be asked for, as appropriate, name, email address, mailing address, phone number. Users may, however, visit the Site anonymously. Actors Ink will collect personal identification information from users , students, clients & staff only if they voluntarily submit such information. users, students, staff & clients can always refuse to supply personal identification information, except that it may prevent them from engaging in certain Site related activities.

12.5 Purpose of Information Collected - Actors Ink collects personal information solely for the purpose of operating as a Training Organisation or for representation to the film/ television / entertainment industry.

The type of information Actors Ink collects and holds includes (but not limited to) personal information, including sensitive information, about: Students and parents and/or guardians before, during and after the course of a student’s enrolment, Job applicants, Staff members and contractors; and other people that come into contact with Actors Ink.

12.6 How we protect your information - We adopt appropriate data collection, storage and processing practices and security measures to protect against un authorised access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored .


12.7 Release of Information - Actors Ink must have permission in writing from students, staff, user or client with reference to release of information,  a form titled “Registration Form” (AI-Reg- Form) will need to be signed prior to activation of registration or use of individuals personal details.

12.8 Actors Ink a “Registration Form” to be completed and signed before file activation. (See Representation Policy) by signing the “Registration Form” the student, client, staff or user giving Actors Ink permission to release of information as detailed in the “Representation Policy”

12.9 Access to Information - Under the National Privacy Principles the student, user, client  or staff member can access his/her personal information and may correct inaccurate or outdated information about them.

12.10 Storage of Information - Students will have access to all information held on them. Actors Ink will store and use the information appropriately and limit access to only those who have a legal reason to have access to that information, or whom the student, client, user or staff has given permission.

12.11 Students, clients, staff or users who request access to their information will be given full access to the details they want. No cost will be charged for them accessing their information whilst they are enrolled or registered with Actors Ink. For access to records, the student, client, user or staff must apply via email to [email protected]

12.12 Privacy Principles - Actors Ink abides by the National Privacy Principles and will not pass on students, users, client or staff member’s information to anyone in any way that may be considered as breaching the Privacy Principles unless specific authority has been obtained.


13.1 There are limited criteria under which a refund may be granted. Refunds will not be approved automatically. Students are expected to be aware of work and personal commitments prior to enrolling. Students wishing to apply for a refund must do so via email stating why the cause of withdrawal could not be reasonably anticipated before enrolment.  

13.2 Cancellation prior to commencement of term - Students who cancel their class up to 2 weeks prior to class commencement will receive a full refund of fees paid.

Refunds must be requested in writing to [email protected]

13.3 Main Stream Classes -  Cancellation of  after commencement of term - Refunds for Students who cancel classes after the commencement of term will be considered only for the following circumstances. 

A refund may only be approved (less administration fee and classes attended on a pro rata basis) in the following circumstances: 

-  sickness (verified by a medical certificate) 

- personal circumstances beyond your control is decided upon at the discretion of the managing director 

Refunds must be requested in writing to [email protected]  

13.4 Cancellation of specialized classes

ELITE & PERFORMANCE TROUPE – These classes are by audition process only & run by the semester – There is no refund for these classes once term has commenced as the position cant be filled till next semester. 

SHOWREEL & MASTER CLASSES– These classes are by invitation only– There is no refund for these classes once term has commenced due to the high cost to run the class and the material as the position cant be filled.

13.5  Refunds must be requested in writing to [email protected]  

13.6 Program Cancellation by Actors Ink  - If a program or subject is cancelled by Actors Ink, a full refund will apply. 

13.7 Rollover of fees to another term - Fees rolled over or credited to students’ account and are held for a period of twelve months, after which the monies will be forfeited.

13.8 Expulsion - Students excluded from Actors Ink classes for disciplinary reasons will forfeit all fees.

13.9 Refund Policy pertaining to Electronic Payments - All requests for electronic refunds must be made in writing and should quote the transaction number 



14.1 All students attending class do so at their own risk. 

14.2 All classes can involve the risk of personal injury through movement based exercises. While Actors Ink takes all reasonable care in the conduct of its classes, it acknowledges no accountability for injury or loss caused during classes or whilst participants are waiting before or after class whilst in or near studios or on school property.

14.3 You are responsible for ensuring that you are physically and medically fit for the class and during the class you must take care of your own personal safety at all times.

14.4 Actors Ink will not be liable for any loss or damage to property, or injury sustained by any person whilst attending classes



Actors Ink & Essential Talent Performing Arts Academy is committed to providing a child safe environment that protects children from abuse and harm. This policy explains how Actors Ink & ETPAA demonstrates compliance with the Children and Young People Act 2017 (SA), and the Child Safe Environments: Principles of Good Practice and the Standards for dealing with information obtained about the criminal history of employees and volunteers who work with children.


This policy applies to all Actors Ink & Essential Talent staff and contractors.


Abuse/neglect refers to sexual, physical or emotional abuse, which causes or puts the child at risk of serious physical, psychological or emotional harm.

Act refers to the Children and Young People Act 2017(SA).

Child refers to a person aged under 18 years.

Criminal history assessment refers to a decision about whether a person is suitable to work with children based on any relevant criminal history and the assessed risk of harm to children who receive the service.

Direct supervision refers to a supervisor's ongoing physical presence.

Exempt parties or activities refer to exemptions specified in the Act that limit its applicability.

Harm to children is a result of abuse or neglect. It includes serious harm to physical, psychological or emotional well-being.

Mandatory notification refers to the process of reporting suspected abuse/neglect of a child, supported by reasonable suspicions.

Natural Justice refers to a set of principles designed to promote fairness. The principles include:

- all parties to a dispute must be given an the opportunity to present their case;

- a respondent to allegations must receive proper notice of and information about the allegations; and

- a reasonable time?frame within which to respond;

- the decision maker must declare any conflict of interest, act

fairly and without bias, and consider and base any decision on the information before him/her;

- all parties must be informed of the decision maker's decision and the reasons for the decision.

Prescribed function refers to:

- regular contact with children or regular work in close proximity to children without direct supervision; or

- supervising or managing persons in positions that involve regular contact or close proximity with children; or

- accessing education records relating to children.

Prescribed position refers to a position, the duties of which include a prescribed function.

Risk assessment refers to a process of evaluating potential risks of harm to children or an individual child.

Staff refers to a person performing work for Actors Ink & Essential Talent under a contract of service or as a volunteer and extended to include an independent contractor performing work for Actors Ink & Essential Talent under a contract for services or any other person engaged in providing retail or other services to the Actors Ink & Essential Talent or to members of the public within the Actors Ink & Essential Talent premises.

Policy and Procedures

15.1 Responsibilities

1.1 The Office Manager is the Responsible Officer for ensuring that Actors Ink & Essential Talent complies with the Act. Where the Office Manager position is vacant, the Responsible Officer will be any person authorised by the Managing Director (Richard Laidlaw) to undertake that role.

15.2 Legislative Obligations

1.2.1 The Act applies to Actors Ink & Essential Talent as an organisation that provide entertainment, tuition or recreational services. While Actors Ink & Essential Talent does not provide services wholly to children, many of its activities include interaction with children.

1.2.2 The Act requires Actors Ink & Essential Talent to ensure that a criminal history assessment is undertaken before a person can occupy or be appointed to a prescribed position. In the first instance, all positions are considered to be prescribed positions by Actors Ink & Essential Talent, unless evaluated by the Responsible Officer and subsequently approved by the Richard Laidlaw as a non prescribed position.

1.2.3 The Act provides that Actors Ink & Essential Talent may require a criminal history assessment to be undertaken at any time for any person who is occupying a prescribed position or undertaking prescribed functions.

1.2.4 The Act requires Actors Ink & Essential Talent to implement a procedure for reporting child abuse or neglect.

1.2.5 The Act requires Actors Ink & Essential Talent to establish and maintain child safe environments.

15.3 Training and Awareness

1.3.1 Actors Ink & Essential Talent will provide child protection training and/or information to ensure that the facility is a child safe environment. Training may be provided in various ways, including under a general induction program, internal communication, or external providers.

1.3.2 From time to time, staff and volunteers may be directed to attend training. This may include Responding to Abuse and Neglect – Education and Care training (RAN?EC).

1.3.3 All Actors Ink & Essential Talent staff should actively participate in training that is relevant to their role.

15.4 Notification of abuse or neglect

1.4.1 While mandatory reporting applies only to parties in prescribed positions, a shared moral responsibility to contribute to a child safe environment applies to all employees and contractors working for Actors Ink & Essential Talent .

1.4.2 If, in the course of carrying out their work, a Actors Ink & Essential Talent staff member forms a reasonable suspicion that a child is being or has been abused or neglected, that person must report their suspicion to the Families SA Child Abuse Report Line as soon as possible by telephoning 13 14 78 or submitting an online report.

1.4.3 The report must include a statement of observations, information and opinions on which the person's suspicion is based.

1.4.4 The person must also report their suspicions to the Office Manager if the suspicions relate to another Actors Ink & Essential Talent staff member. Actors Ink & Essential Talent may take action in accordance with relevant policies or instruments as applicable.

1.4.5 Actors Ink & Essential Talent also ensure that employees have access to relevant information resources such as:

We ensure that support is also available for the employee making the report, particularly where an ongoing service is provided to the child, young person and their family. 

15.5 Criminal history assessments

1.5.1 Where Actors Ink & Essential Talent is required to obtain information about a person's criminal history and no exemptions apply, it will do so by obtaining a criminal history assessment and letter of clearance from the Department of Communities and Social Inclusion screening unit or other accredited agency.

1.5.2 The criminal history assessment may include information about charges or convictions for offences committed in South Australia or elsewhere. The authorised screening unit may use this information to notify Actors Ink & Essential Talent of the relevant person's suitability for child?related employment.

1.5.3 In lieu of undergoing a criminal history assessment, Actors Ink & Essential Talent may accept a criminal history assessment conducted within the preceding three years by another organisation. The criminal history assessment must have been obtained for the purpose of working with children in a comparable role. Actors Ink & Essential Talent may also elect to obtain a criminal history report and conduct the assessment itself. If these alternative methodologies are used, the assessment process will be consistent with the requirements of the Families SA document entitled Child Safe Environments: Standards for dealing with information obtained about a person’s criminal history.

15.6 Recruitment

1.6.1 It will be a condition of appointment to a position at Actors Ink & Essential Talent for a person to undergo a criminal history assessment. The requirement to undergo a criminal history assessment will be clearly stated in the position description, advertisement, selection process, or employment contract.

1.6.2 When deciding whether to appoint a person to an available position, Actors Ink & Essential Talent will consider the level of risk of harm to children posed by an adverse criminal history assessment. Actors Ink & Essential Talent will also take into account personal, contextual, and situational factors when determining the risk of harm. The criminal history assessment will be undertaken at the final stage of the recruitment process.

1.6.3 If a criminal history assessment cannot be obtained prior to making an offer to appoint, the preferred candidate will be required to sign a statutory declaration relating to their suitability to work with children. The candidate may then be appointed, but will be prohibited from carrying out any prescribed functions until the criminal history assessment has been received. If the assessment is adverse to the candidate, the appointment may be terminated immediately without notice on the basis that the candidate provided false or misleading information under his or her statutory declaration.

1.6.4 At any time before or after appointing a person to a prescribed position, SAISF may request further information about the person's criminal history assessment from the person or the organisation that provided the assessment. If this further information changes the perceptions about risk of harm to children, SAISF may terminate the appointment.

1.6.5 Any decision to terminate an appointment based on receipt of an adverse criminal history assessment will be made subject to the principles of natural justice.

1.6.6 While evidence of criminal history unrelated to a risk of harm to children will not

automatically preclude a person from obtaining or maintaining employment at Actors Ink & Essential Talent, The management of Actors Ink & Essential Talent reserves the right to decide whether or not to engage or retain an individual to work with children or at all.

15.7 Transitional Arrangements

1.7.1 Where an existing staff member is required to undergo a criminal history assessment and the results of that assessment are adverse to the staff member, the staff member will be provided with an opportunity to respond, in accordance with the principles of natural justice.

1.7.2 If the Management determines that the adverse assessment means that the staff member is not suited to perform his or her position, the Office Manager will determine the appropriate action to take, in accordance with any applicable procedures under the relevant industrial agreement.

1.7.3 Existing staff who refuse to undergo a criminal history assessment may not continue in a prescribed position or move to a different prescribed position. Duties of these staff will be prescribed and designed by the Office Manager such that there will be no unsupervised contact between the staff member and a child or group of children. The Office Manager will consider then provide recommendations to the Managing Director on available industrial options to resolve the matter.

1.7.4 Existing staff who do not have a current criminal history assessment must arrange to have one undertaken within 1 week of being advised by the School Administrator, Agency Directors or a person authorised by Richard Laidlaw. In these circumstances, the Office Manager may elect to receive the national police checks and perform the criminal history assessment his / herself.

15.8 Changes to Duties/Functions

1.8.1 From time to time, a position that is was evaluated and approved as a non?prescribed position may attract new compliance obligations under the Act. Staff should notify the Office Manager if they are involved in any work that may require proximity to, contact with, or access to information about children, and comply with any directions subsequently given.

15.9 Costs

1.9.1 Criminal history assessments remain current for a period of three (3) years. Staff are required to meet the costs of and undergo further criminal history assessments at intervals no later than three years from the date an assessment was last obtained, to maintain their currency. Where a criminal history assessment is being requested for the first time under this policy, Actors Ink & Essential Talent will meet costs for staff on salary and volunteers but not sub contractors.

1.9.2 The following criminal history assessment costs must be met by the person concerned, and will not be met by Actors Ink & Essential Talent:.

a) assessment required as a condition of a person's professional registration;

b) assessment required for successful appointment to a prescribed position at Actors Ink & Essential Talent.

15.10 Record Keeping

1.10.1 Criminal history assessment records are stored in a secured location for a maximum period of three months, and can be accessed only by authorised staff. After three months, assessment reports are destroyed.

1.10.2 Actors Ink & Essential Talent retains confirmation that a criminal history assessment has been obtained for relevant positions, a statement of how an individual's criminal history assessment affected decision?making about that person's suitability to work with children, and applicable statutory declarations.

1.10.3 Staff must notify Actors Ink & Essential Talent of changes to the currency of their criminal history assessment as soon as practicable.

15.11 International Applicants

1.11.1 International applicants must comply with any directions given by Actors Ink & Essential Talent Management for providing evidence that demonstrates suitability to work with children that could be used in lieu of a criminal history assessment.

15.12. Exempt parties

1.12.1 The Regulations under the Act exempt certain persons from the requirement to

undergo a criminal history assessment. Actors Ink & Essential Talent requires evidence of exempt status:

The exemptions and evidence accepted by Actors Ink & Essential Talent include:

1. a person who undertakes work on a voluntary basis to provide a service and who is under 18 years of age (proof of age);

2. a person who undertakes work in the course of, or for the purposes of, an event or activity that takes place over a period of not more than 10 consecutive days or not more than 1 day in any month (registered member of recognised Association or


3. a person appointed as a police officer (evidence of currency of appointment);

          4. a person who is a registered teacher (within the meaning           of the Teachers

Registration and Standards Act 2004) (registration evidence);