Our engagement process

Our approach

We are guided by First Nations people about how to include their perspectives in schools and kinders.

We believe that good engagement is based on:

supporting self-determination
respect for First Nations perspectives, priorities and intellectual property
timely, useful and culturally safe communication with the right people
a shared understanding of when the engagement will happen and what it is about
supporting relationships between Traditional Owners and the school, kinder and community
meeting our commitments
learning from previous consultations and building capability in our staff.

Our engagement meetings typically include Traditional Owners, LAECGs, VAEAI staff, Marrung Facilitators, VSBA Delivery project officers and the project architects. School principals or kinder directors may attend engagement meetings, if Traditional Owners are supportive. VSBA Communications advisers lead engagement meetings for new schools.

How the meetings run

VSBA Delivery project officers facilitate the meetings, unless Traditional Owners request otherwise. Meetings usually run for one hour and follow this format:

Acknowledgement of Country
introductions and meeting purpose
presentation on the project and First Nations design proposal
comments and questions
private Yarning time for First Nations attendees
feedback from First Nations attendees
next steps.

Note: VSBA Delivery project officers facilitate all engagement meetings, except for new schools, which are facilitated by VSBA Communications advisers.

Yarning time

Time is set aside in design engagement meetings for First Nations attendees to privately discuss their thoughts before presenting their recommendations. This time is not always used but should always be offered, even if meeting on Country.

Before Yarning time begins, project team representatives should leave the room when meeting in person, or log out when meeting online. Typically Yarning time takes 10-15 minutes. Some Traditional Owners may request longer.

Engagement steps

The table below outlines our First Nations design engagement process at typical school or kinder project milestones.

Project milestone	First Nations engagement process
State budget (or other announcement)	Projects are announced. Most school projects are announced in the Victorian state budget. Some projects, often kinders, are announced in tranches on a needs basis. We tell the Victorian Aboriginal Education Association Incorporated (VAEAI) and/ or Traditional Owners about upcoming projects.
Architect is appointed	We tell VAEAI when we are ready to start engaging by submitting the intake form. VAEAI confirm who the Traditional Owners are and who should be included in the engagement. We invite Traditional Owners to engage with us on one or more projects. We engage on school and kindergarten projects separately (excepting new schools with a co-located kinder or Early Learning Victoria centre). Traditional Owners confirm if they want to engage with us.
Schematic design (or as early as possible)	We schedule up to 3 meetings with Traditional Owners, VAEAI, LAECGs and Marrung Facilitators. For 'new builds' like new schools and ELV centres, at least 3 meetings are normally required, plus the meeting to report back. For other projects, at least 2 meetings are required, plus the meeting to report back. We schedule multiple meetings at the start to ensure stakeholders' availability. Meeting 1 (often on Country): We present the project, engagement scope, our understanding of relevant cultural values and heritage, and ask for feedback on potential First Nations design elements. (Traditional Owners may have different preferences about what we present. Read more in the Delivery project officer checklist for engagements.) Traditional Owners, VAEAI, LAECGs and Marrung Facilitators share their directions for the First Nations design. We may have an initial discussion about Traditional Owners' Indigenous Cultural and Intellectual Property (ICIP) practices. After the meeting, VAEAI prepare a list of recommendations on behalf of Traditional Owners, LAECGs and Marrung Facilitators. Meeting 2 (often online): We share what we heard in meeting 1 and present our proposal for implementing the First Nations design recommendations. Traditional Owners, VAEAI and LAECGs give us feedback on our proposal. If not completed in meeting 1, we will have a discussion of Traditional Owners' ICIP practices. We confirm if a third meeting is required. If it is not, Traditional Owners and LAECGs endorse the design and the engagement concludes (for now). Remaining matters are addressed by phone or email. Endorsement of the First Nations design proposal is also required in writing via the recommendations and endorsement form (you can find the form in the Resources section).
Design development	If a third meeting is required, it typically happens during the design development phase. Meeting 3 (often online, as needed): We give a further update on our First Nations design proposal, following feedback from meeting 2. If holding a third meeting, we complete the endorsement step noted under meeting 2 now instead.
Builder appointment and/ or construction	We notify participants of the contract award and any changes following tender. Additional meetings may be required if the tender outcome affects design features, or to finalise ICIP agreements.
Practical completion	We schedule a final meeting. This is typically after practical completion, but could also be during the later construction phase. Meeting 4 (on Country or online): This may be meeting 3 for some projects. We report back on the outcomes of engagement. This includes how the recommendations were implemented and confirmation of our social procurement outcomes, particularly regarding Aboriginal-owned businesses. We ask for feedback on the engagement process. We send a thankyou letter to Traditional Owners, VAEAI, LAECGs and Marrung Facilitators.
School or kinder opening	We invite Traditional Owners, VAEAI, LAECGs and Marrung Facilitators to the opening event of the project (if there is one). The school or kinder may also engage Traditional Owners for Ceremony.

Engagement costs

There is no fee for consulting with VAEAI and LAECGs.
Traditional Owners, including RAPs, offer different services and determine their own engagement fees.
- Costs should be discussed with Traditional Owners at the start of your engagement.
- Common costs are for engagement meetings, artist EOIs and Aboriginal language requests (separate to the cost of physical cultural design elements, including artwork).

For advice on procuring artworks that protect the cultural and intellectual property of the artist, VSBA project officers should contact the department's Koorie Outcomes Division at marrung@education.vic.gov.au.

Updated 22 January 2026