Further guidance for VSBA project officers

What you can do

Refresh your training

The best thing you can do is expand your understanding of Aboriginal and Torres Strait Islander history, culture, traditions, values and experiences. This will help you to work in a culturally informed way.

Get in touch with VSBA Communications to find out about the training opportunities available.

Engage as early as you can

Engaging early improves design outcomes by giving you time to build relationships and respond to recommendations.
The earlier you engage, the more flexibility you have.
Avoid placing restrictions on the engagement scope. Often more can be done than you think, so take the time to work through the recommendations and how they can be included between meetings.
- Common recommendations are about the cultural narrative across the site. This might be represented through built forms, site orientation, materials and finishes, landscapes, planting, colour palettes, artwork and wayfinding.
- While the VSBA cannot implement curriculum at the school or kinder, if we receive a recommendation about this, we should help Traditional Owners and LAECGs establish relationships with relevant staff.
The budget for First Nations design is guided by the recommendations received through engagement. Some elements being delivered will become cultural design features. Although the budget is not fixed, you should be clear of any limitations.

Fostering cultural safety

While questions and curiosity are okay, to create a culturally safe space you should have a basic understanding of:
- the VSBA’s process for First Nations design engagements
- the Country you’re meeting on and a bit about the Traditional Owners (e.g. aspirations and nearby significant sites)
- what Country is (land, water and sky) and what being on Country means (you are always on Aboriginal land in Victoria, whether in the city or rural areas)
- common and acceptable terminology (Traditional Owner/Custodian, RAP, First Nations, Aboriginal and Torres Strait Islander, Koorie, Indigenous, Aunty/Uncle, etc.)
- your responsibility to protect Aboriginal cultural heritage in Victoria (reach out to VSBA Property to learn more about this and state or federal Native Title)
- the difference between an Acknowledgement of Country and Welcome to Country
- how to give a meaningful Acknowledgement of Country
- Aboriginal perspectives on our history
- self-determination and how we can support this through our work
- important dates/weeks for First Nations people.
Respect First Nations diversity
- Don't assume something from another of your engagements is relevant, even if you are working with the same Traditional Owners.
- The way you work with Traditional Owners will differ between groups and evolve along the way.
- Traditional Owner groups have different languages. There is not a common Victorian Aboriginal language.
Create space for First Nations people to tell their story if they choose to and sit comfortably in silence. Really listen and read cues.
- Do not talk over people and, especially when online, make sure you are leaving space for people to finish sharing.
- Learn more by visiting the Koorie Heritage Trust or completing training offered by the department or VSBA.
Be transparent
- The relationship between First Nations Peoples and government in Australia has been one of power imbalance. A lack of clarity can break down trust.
- Be clear about what is in scope for the engagement and what is not, timeframes, whether a project has funding for construction or only planning, potential impacts of the tender outcome and budget (etc.).
- If you receive a recommendation about something you can't implement (e.g. curriculum), make this clear and support connections to relevant parties where possible.
Be aware of how recent our shared history is and the impact that has on First Nations people today
- The Stolen Generations, massacres, past policies to remove First Nations Peoples from their Country, and attempts to ‘ban’ cultural practices and language impacts every generation. Intergenerational trauma is current and relevant. Be mindful of this, especially when working with language and place.
Follow cultural protocols
- Ask Traditional Owners where they would like to meet.
- Know the Country you are on and come prepared to lead with an Acknowledgement of Country (make sure not to say you are "welcoming" attendees).
- Do not ask Traditional Owners or First Nations representatives to do the Acknowledgement of Country. However, if you are organising an on Country meeting, ask the Traditional Owners ahead of time if they would like to do a Welcome to Country.
- Provide adequate time for introductions.
- Always include Yarning time on meeting agendas so First Nations people (Traditional Owners, LAECGs, Marrung Facilitators and sometimes VAEAI) can privately discuss their thoughts before presenting their recommendations.
- Confirm with VAEAI about who should be included in meetings, especially if you want to include someone outside of the usual stakeholder groups.
- Don't assume honorifics (e.g. Aunty or Uncle) but you must use them if someone has one. If you are unsure – ask!
- Balance respect for the allotted time without rushing conversations. Check in with attendees if you need to.
- Confirm your understanding of what you've heard by using reflective language and summarising actions or next steps.
- Always have approval to use language and cultural knowledge in a project.
Seek approval if you need to change something previously agreed
- Sometimes design features need to be changed due to, for example, a poor tender outcome.
- As much as you can, communicate this possibility in advance.
- Any changes to how recommendations will be implemented must be agreed with Traditional Owners and other First Nations stakeholders.

Delivery project officer checklist for engagements

- Refresh your training if you completed it more than a year ago (DE's cultural safety training and VSBA eLearns).
- Plan around significant dates for First Nations people.
- Consider how you can streamline your engagements for Traditional Owners across your, or your team's, projects.
- Review the Best Practice Guide in case there have been process changes since your last engagement.
- Check if there are any Native Title or cultural heritage considerations, as there may be extra engagement requirements:
- Reach out to VSBA Communications if you need support.
- Submit the intake form to VAEAI when you are ready, or almost ready, to start engaging.
  - You can include multiple projects on the form, if needed.
- VAEAI will process the intake form within 2-3 business days and tell you who needs to be included in the engagement meetings.
  - Some projects may have multiple Traditional Owner groups or run slightly differently depending on staff availability.
- Only make contact with Traditional Owners and other First Nations participants after VAEAI have processed the intake form.
- Invite Traditional Owners to engage.
  - Allow time for a response. Traditional Owners and LAECGs are typically booked out weeks in advance, as they work across all levels of government and with the private sector.
  - Expect your first meeting to occur a minimum of 4-6 weeks from when you get in touch.
  - Traditional Owners decide if they want to participate.
  - Ask where Traditional Owners would like to meet; an on-Country walk is often requested for the first meeting.
  - Note any cultural heritage and state or federal Native Title overlays.
  - Confirm with Traditional Owners about what the presentation in the first meeting should cover. For example, some Traditional Owners prefer that the project team do not present First Nations design elements options, or the findings of their cultural heritage and values research.
- Organise confidentiality agreements for external stakeholders if your project is not publicly announced.
- Set up 2-3 meetings (depending on your project type) with Traditional Owners, VAEAI, LAECGs and architects.
  - Meeting 4 can also be scheduled now, or later in the project.
  - Request a quote or schedule of fees from Traditional Owners.
  - Booking multiple meetings in advance helps the engagement run on schedule by ensuring attendees' availability.
- Send calendar invitations and ensure Traditional Owners, VAEAI, LAECG and Marrung Facilitators are included.
  - Note that some Traditional Owners prefer to send calendar invitations. You should also check all relevant attendees are included.
  - Be mindful of the number of project team members attending engagement meetings. Ideally, only one or 2 VSBA staff attend and one person per external organisation (e.g. architects). Fewer project team attendees will support the flow of discussion.
  - VAEAI will coordinate LAECG and Marrung Facilitator attendance.
- Talk to VSBA Communications about accommodating Traditional Owners' requests for adjustments to the engagement process (as required).
Meetings 1-4 (and any others)
- From the start, be transparent about:
  - the scope of the engagement vs the scope of the project
  - timelines
  - phasing
  - funding type (e.g. planning vs construction)
  - base scope vs tender options.
- Prepare and share an agenda (along with the architect's presentation) with attendees a few days before the meeting.
  - The VSBA and VAEAI must review the architect's presentation before distributing.
- Facilitate the meeting following the format in this guide (including meetings held on Country or on site).
  - Give a meaningful Acknowledgement of Country. (Ask VSBA Communications for advice.)
  - Introductions are an important part of the meeting and should not be skipped. It is respectful to invite any Elders or Traditional Owners to introduce themselves first.
  - Yarning time is not always used but should always be offered so that First Nations stakeholders (e.g. Traditional Owners, LAECGs, VAEAI, Marrung Facilitators) can privately discuss their thoughts before presenting their recommendations in the meeting.
- Take minutes (or organise someone else to) and share with all attendees ASAP after the meeting.
  - Minutes are also required for any on-Country meetings.
- VAEAI will prepare and distribute recommendations based on discussion.
  - This is typically done after meeting 1.
  - VAEAI will update the recommendations as needed, based on subsequent discussions.
  - The recommendations must be endorsed by Traditional Owners and LAECGs before being implemented (see Sign off of cultural design section below).
- After meetings, progress agreed actions and the development of the First Nations design proposal.
- Ensure cultural heritage and state or federal Native Title overlays are discussed (raise in meeting 1).
- Ensure ICIP has been discussed and agreed with Traditional Owners.
  - This should be initially raised in meeting 1 or 2.
  - There may be processes and related fees.
- First Nations stakeholders should be notified of project milestones (e.g. builder appointment) out-of-session, if a meeting isn't scheduled around that time.
- When reporting back on the First Nations design and social procurement outcomes (typically in meeting 4), you should also ask for feedback on the engagement process.
  - Share this with VSBA Communications so processes and guidance can be refined.
- After your meetings have concluded:
  - send a thankyou letter to First Nations design engagement participants
  - work with the VSBA Events team to coordinate invitations to opening events for Traditional Owners, VAEAI, LAECGs and Marrung Facilitators.
- You must seek verbal endorsement of the First Nations design proposal from Traditional Owners and LAECGs (typically in meeting 2 or 3).
- Once received, you will also need to fill out the recommendations and endorsement form with an explanation of how you’ll implement each recommendation.
  - Next, you and your manager sign the form (you can access the form via the Resources section).
  - You coordinate signing by Traditional Owners before sending the form to VAEAI, who will organise for LAECGs to sign.
  - You require written sign-off before implementing the recommendations.
- Update First Nations stakeholders, and seek their endorsement, if you need to make any changes to how recommendations are implemented.

Updated 22 January 2026