VITs LanguageLoop- Who We Are and What We Do

VITs LanguageLoop is a Victorian Government Business Enterprise that delivers language services to government and private sector entities. Our mission is to facilitate communication to support equitable participation and access for people with limited English proficiency for all aspects of a diverse Australian society. LanguageLoop supports the Multicultural Affairs portfolio.

Documents that We Create and Hold

LanguageLoop creates, collects and publishes a range of documents and data as a result of its work. LanguageLoop uses a number of electronic records management systems to classify and store a broad range of documents.

Under section 7 of the Freedom of Information Act 1982, an agency must publish a statement of the categories of documents it maintains. This statement broadly describes the documents held by the LanguageLoop.

LanguageLoop produces many documents in the course of its work, including:

• policy, procedures and standards:
  • administrative materials – corporate/operational, boards, committees
  • compliance materials – reports, responses
  • instructional materials – standards, policies, procedures, guidelines
  • program materials – initiation, operations, evaluation
  • project materials – initiation, governance, management
  • training and educational material
• briefings and reports:
  • for example, briefs to relevant Ministers, the Secretary and Deputy or Associate Secretaries
• registers:
  • compliance and operational
• correspondence:
  • corporate and Ministerial
  • emails or letters
• meeting records:
  •  meeting minutes and agendas
• financial records:
  • grants
  • remuneration and salaries
  • procurement materials – tenders, Expressions of Interest, contracts
• human resource management:
  • recruitment, payroll, employee records, HR data/statistics

The above examples are not an exhaustive list and provide a snapshot of information available. To request further information, contact LanguageLoop.

Freedom of Information-Access to Documents

Under the Freedom of Information Act 1982, all members of the public have the right to request access to documents held and produced by LanguageLoop, subject to certain exceptions and exemptions.

How to make an FOI request to LanguageLoop

To make a valid request for access to documents held by LanguageLoop, the request must:

• Be in writing
• Describe the documents to which you are seeking access as clearly and specifically as possible (please note the categories of documents above; it may be useful to refer to the type of document being sought to ensure accuracy and completeness of information)
• be accompanied an application fee of $30.10 or evidence that paying the application fee would cause you hardship (for example, a scanned copy of a Centrelink Health Care Card or Pensioner Concession Card)

Section 25A of the Act allows an agency to refuse access to documents on the grounds that fulfilling the request would be ‘too voluminous’. This arises where the work involved in processing the request would substantially and unreasonably divert the resources of the agency from its other operations. To avoid an agency invoking section 25A, it can be useful to include a date range, to specify the categories of documents (as discussed above) and to be as specific as possible.

If you are requesting documents about your personal affairs information, certified photo identification should be provided.

A request for access to information can be made online or via post to the following address:

Freedom of Information Unit
VITS LanguageLoop
Level 16/607 Bourke Street
Melbourne VIC 3000

Alternatively, a request can be made via email to: help@languageloop.com.au

The Making a Freedom of Information Request webpage provides further information about requesting access to documents.

Once LanguageLoop’s Freedom of Information unit receives the request, it will be assessed for validity under section 17 of the FOI Act. In reaching a decision, the department is obliged to consider the relevant exemptions that may apply under the legislation. These are primarily located in Part IV of the Act, sections 28 to 38.

Access charges may apply for the search, photocopying, retrieval or creation of documents. The department’s Freedom of Information unit will inform you of any access charges that may apply to your request and can offer options for paying, waiving or reducing the charges. 

Where the document requested is subject to an exemption, either in full or in part, an accompanying decision letter will be provided to explain the reason for exemption.

OVIC is an independent regulator with combined oversight of information access, information privacy, and data protection. If you wish to seek more information about Freedom of Information in Victoria, or wish to make a complaint, or seek a review of a Freedom of Information decision visit OVIC’s website.

Before You Make a Request for Access

You are encouraged to check if the information or document you are seeking is already publicly available, such as in our annual report, on the LanguageLoop Website or via the Discover and Access Victorian Government open data webpage.

If you cannot find the information or document you are seeking, please contact us and ask if the information or document is available or can be provided to you. In many instances we will be able to provide you with the information without requiring you to make a formal request for access.

Publications

LanguageLoop produces a wide range of publications, many of which can be accessed on our Resources page.

For Further Information

To request further information, contact LanguageLoop here

Rules, Policies and Procedures

There are rules, policies and procedures in place to govern the daily operations of LanguageLoop, for example:

• procedure manuals
• policies, guidelines and protocols
• plans, programs and projects
• codes of conduct.

For information on our privacy policy, see the Privacy Policy webpage.

For information about how to make a complaint about LanguageLoop, download the Freedom of Information Policy at the top of this page.

Governance and Reporting

LanguageLoop publishes final versions of reports and records of decisions relating to policy.

Annual reports

LanguageLoop’s annual reports detail how LanguageLoop has met its objectives and highlights key achievements for the reporting period. Each report is tabled in parliament in accordance with the provisions of the Financial Management Act 1994.

Published annual reports for the department are available on the LanguageLoop Website.

For Further Information

To request further information, contact LanguageLoop

• (+613) 9280 1941 (local calls free within Victoria, except mobile phones)
• Mobile phones are charged at standard mobile call rates.