p.0

Scotch College Adelaide Change of Ownership / High Managerial Agent

It is the responsibility of the Head of Enrolments to advise the International Quality Unit (CRICOS) as soon as practical in writing of:

I. Any prospective changes to the ownership of the College as soon as practicable prior to the change taking effect, and

II. Any prospective or actual change to a “High Managerial Agent” of the College soon as practicable prior to the change taking effect, or within 10 working days where the change cannot be determined until it takes effect, and

III. Any information on the new owner or high managerial agent, demonstrating they are a ‘fit and proper’ person, as defined by the ESOS Act section 9(6).

Definitions: “High Managerial Agent” is someone responsible for –

The operations of the institution at a senior level Determining, approving and overseeing the implementation of high level

policies in relation to FFPOS Making business decisions relating to the FFPOS programme Representing the institution, with the authority to speak on behalf of the

institution and to sign high level agreements on the institution’s behalf Setting the direction of the institution in relation to international education

activities.

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI001 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team

p.1

Student Contact Officer

The following Staff member(s) is the designated official point of contact for overseas students:

NC DSt6 St 6.5

Tina Gatis International Student Co-Ordinator

These staff members undertake the following roles and responsibilities in relation to overseas students:

NC DSt6

Staff Member in this Role Area of Responsibility for Overseas Students

International Student Coordinator Orientation on arrival

ESL Teacher ESL Support

Heads of House Other tutorial support

Careers Counsellor Academic and Careers Counselling

College Counsellor Personal Counselling

Homestay Coordinator Monitoring of homestay / accommodation /care arrangements

International Student Coordinator Complaints and appeals

Head of Enrolments Visa / Passport issues

Head of Enrolments OSHC

Information about the roles of support services and staff in the School, including how to access services, is given to students:

International Student Handbook

CRICOS Policy Handbook

The following staff member is responsible for keeping details in Section 1 and on the CRICOS website up to date:

Jane Bourne Head of Enrolments

Information in this section should be checked and updated whenever there is a change of staff member in the roles above.

p.2

Scotch College Adelaide Marketing information and practices

Scotch College Adelaide markets its education and training services ethically and in a professional manner to maintain the integrity and reputation of the international education industry. Scotch College Adelaide’s marketing materials do not make false claims or provide misleading information about itself, its courses or course outcomes, including: a) Claims of associations between providers b) Employment outcomes associated with a course c) Automatic acceptance into another course d) Possible migration outcomes Scotch College Adelaide will not actively seek to recruit a student who is already enrolled with another registered provider. Scotch College Adelaide will assess any enrolment enquiry from a student already enrolled with another registered provider according to the requirements of Part D, Standard 7 of the National Code of Practice. The College’s Legal Entity Name and CRICOS Number appear on all School written marketing and other required materials, as below, including in electronic form, as required by the 2007 National Code in the following format: Scotch College Adelaide CRICOS No: 00165B Offers of enrolment can only be made for registered courses that are listed on PRISMS. At this College:

A study period is 2 terms A term is 10 weeks per term

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI002 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team

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Checklist for Marketing information and practices

Ref: NC DSt1, NC DSt2, NC DSt5, NC DSt7, NC DSt8, NC DSt10, NC DSt11, NC DSt13; ESOS Act 2000 s.5,s.7,s.22, s.27

Registered Provider Name (legal entity name as registered on CRICOS) and CRICOS Code are provided on:

school website written marketing materials (printed and electronic) any other materials listed below

NC DSt1

THE FOLLOWING INFORMATION IS PROVIDED TO A STUDENT PRIOR TO ENROLMENT

REQUIREMENT INFORMATION IS GIVEN

REF

□ Requirements for acceptance into a Course

□ Minimum level of English language proficiency

NC DSt2 St 2.1.a

□ Educational qualifications NC DSt2 St 2.1a

□ Advice as to whether course credit is applicable

NC DSt12

□ Course information

□ Course content and duration NC DSt2St 2.1.b

□ Qualification / exit statement offered

□ Modes of study

□ Assessment methods

□ Campus information

□ Campus location(s) NC DSt2 St2.1.c

□ General description of facilities, equipment, learning and library resources available to students

NC DSt2 St 2.1.c

Marketing information is provided to students prior to enrolment and is provided in the following ways:

Enrolment’s Office, Prospectus Pack Website http://www.scotch.sa.edu.au/

Information in this section should be checked and updated whenever there is a change of information in the Checklist, e.g., a change in course registration, in regulations relating to information in the checklist, or when new marketing materials are produced.

MARKETING MATERIALS WERE LAST REVIEWED AND UPDATED BY Jane Bourne ON 19/02/15

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□ Arrangements with other providers

□ Details of any arrangements with another provider to provide the course or part of the course

NC D St 2.1.d

□ Fees information

□ Indicative course-related fees NC DSt2 St 2.1.e ESOS Act 2000 s5 s7 s22 s27

□ Advice for the potential for fees to change during the student’s course

□ Applicable refund policies (see also NC D St 3) including refund provisions in the case of a written agreement, visa refusal and student or provider default

□ Grounds on which a student’s enrolment may be deferred, suspended or cancelled

□ Deferment, suspension and cancellation policy

NC DSt2 St 2.1.f NC DSt13

□ [Optional] Behavioural policy/Code of Conduct

□ Information regarding ‘exclusion from class’ if applicable (see ISCA Transition handbook www.isca.edu.au FAQs for Standard 13)

□ Description of the ESOS framework

□ Description of the ESOS framework (See https://internationaleducation.gov.au/Regulatory-Information/Documents/ESOS%20Framework%20fact%20sheet%20final%20draft%209%20May%202014%20(2).pdf )

□ □ Tuition Protection Brochure for

Students. [See versions in English , Mandarin Chinese Simplified , Hindi , Hangul , Bahasa Indonesia and Vietnamese]

NC DSt2 St 2.1.g

□ Relevant information on living in Australia

□ Indicative costs of living NC DSt2 St 2.1.h

□ Accommodation options

□ Where relevant, schooling obligations and options for dependants, including possibility of school fees

□ Complaints and appeals policy

□ Provided to students prior to enrolment NC DSt8

□ Provided to students again during orientation

□ Internal complaints and appeals policy

□ External complaints and appeals policy providing contact details for Overseas Students Ombudsman: http://www.oso.gov.au/

p.5

□ Welfare and accommodation arrangements

□ Condition for under 18 year old students to maintain adequate welfare and accommodation arrangements

NC DSt5

□ [If school is issuing the CAAW] Advice to under 18 year old students not to travel to Australia before start date of CAAW arrangements

□ Student transfer request assessment policy

□ Policy must be available to staff and students at orientation

□ (NC D St 7.2)

NC DSt7

□ Course Progress and Attendance Policy

□ Documented course progress policy and intervention strategy must be available to staff and students at orientation (NC D St 10.2 & 10.4)

NC DSt10 NC DSt11 □ Documented attendance policy and

procedures must be available to staff and students at orientation (NC D St 11.3)

THIS CHECKLIST WAS LAST UPDATED BY Jane Bourne ON 19/02/15

p.6

Scotch College Adelaide Policy on Entry Requirements for Full Fee Paying

Overseas Students (FFPOS)

1. Scotch College Adelaide will consider enrolment applications from students

wishing to apply for a Student Visa, subject to compliance with minimum requirements and conditions set by the College and with legislative requirements of South Australia and the Commonwealth of Australia, including any requirements to undertake extra tuition to learn English to meet the English language proficiency standard needed to enter mainstream classes.

2. Applications for enrolment must be made by filling out an Application for Admission Form. This must be correctly completed, and must be accompanied by the following documents to support the application:

a) Copies of Student Reports from the previous years of study, including a copy of the current or latest Student Report;

b) A completed Reference Form from the student’s current or most recent school Principal is also required if student reports do not record student behaviour or commitment to studies;

c) A completed Subject Choices Form if appropriate; d) Appropriate proof of identity and age; e) Written evidence of proficiency in English as a second language, such as

AEAS score. f) Photocopy or scanned copy of passport page with name, photo

identification, passport number and expiry date g) Application for Course Credit where applicable.

3. Where the above documents are not in English, certified translations in English are required, with necessary costs to be met by the applicant.

4. An application for enrolment can only be processed when all of the required forms have been received by the Head of Enrolments.

5. Applications from overseas students are processed according to established procedures, and are dealt with on their merits.

6. Assessment procedures include an evaluation of reports from previous schools and of English language proficiency. In cases where report cards are not available or are inconclusive for any reason, the College may require relevant testing of the applicant to assess the application.

7. Procedures are to be reviewed annually by the Head of Enrolments. 8. Understanding a local guardian needs to be appointed, as per Scotch College

Adelaide’s Declaration of Understanding and Scotch College Adelaide’s Accommodation and Welfare Policy for FFPOS.

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Minimum academic and English language requirements are as follows: Academic Requirements 1. Students must provide evidence of satisfactory academic performance

appropriate to entry to the Year level requested on the Application for Enrolment or offered as an alternative point of entry by the school in a Letter of Offer.

a) For Primary School:

i) Evidence of application to school work and age-appropriate achievement in literacy and numeracy areas of the curriculum

b) For Year 7 – 12 students: i) A pass level or “B” grade or better for the majority of core subjects

English Language Proficiency Requirements 1. Scotch College Adelaide requires evidence of sufficient proficiency in English

to successfully meet the curriculum demands of the enrolled course. This is a requirement under the 2007 National Code of Practice, Section D Standard 2.

2. Scotch College Adelaide assesses evidence of English language proficiency presented by a student at the time of application.

Scotch College Adelaide requires results from following test instruments but prefers AEAS.

Year Group AEAS IELTS

Year 7 (Middle School) 40 or above Band 4.5 or above

Year 8 (Middle School) 40 or above Band 4.5 or above

Year 9 (Middle School) 40 or above Band 4.5 or above

Year 10 (Senior School) 46 or above Band 5 or above

Year 11 (Senior School) 57 or above Band 5.5 or above

Year 12 (Senior School) 57 or above Band 5.5 or above

3. If AEAS can not be provided the only acceptable alternative is IELTS. 4. Students should note that if their language proficiency is below that outlined

above, they may be required to undertake an intensive English language course before beginning mainstream studies.

5. Any exception to the above has to be recommended by Head of Enrolments and approved by Deputy Principal/ Head of Campus.

Definitions: “AEAS” – Australian Education Assessment Services

“IELTS” – International English Language Testing System

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI003 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016

p.8

Approved by: Senior Leadership Team

p.9

Scotch College Adelaide Course Credit Policy (SACE)

If a student has completed a full Australian or overseas senior secondary program that is considered the equivalent of Stage 1, they will be granted up to 110 SACE credits at Stage 1. As per current SACE guidelines a student can be granted 70 credits plus:

20 credits for meeting the literacy requirement 10 credits for meeting the numeracy requirement 10 credits against the compulsory Stage 1 Personal Learning Plan

Students who enroll during Year 11 (Stage 1) may apply for some Stage 1 credits. The equivalent of one semester of Stage 1 study will be granted a maximum of 50 credits at Stage 1. Overseas students who begin their Stage 1 studies in Semester 2, or who undertake Stage 2 only, will be granted recognition against the Personal Learning Plan. The SACE Coordinator will apply for course credits on the SACE Application form. The Director of Teaching and Learning is responsible for reviewing and updating the College’s policy and statement about course credit. Information in this section should be checked and updated annually, if there is a demand for course credit demonstrated in student applications and in response to any relevant changes in legislation.

Document owned by: Scotch College Adelaide Author: Teresa Hanel, Director of Teaching and Learning Document Number: CRI004 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team

p.10

Procedure for assessing student’s qualifications, and language proficiency

Ref: NC DSt2 St 2.2

Enrolments Office

Check if placement is available

Check documentation is complete

Request any documentation outstanding

Advise family if no placement available

ESL teacher for assessment of ESL support required if student is from a culturally and linguistically diverse

background

Appropriate Head of Campus and/or Head of Teaching and Learning for assessment of academic history and conduct

Admissions Office

Confirm recommended placement is available

Confirm documentation and consultation process is complete

Follow up any academic or management requests

Finalise documentation

Principal/ Deputy Principal

Application approved

Application not approved

Interview required

Completed enrolment application documents are received.

These include:

Completed enrolment application form

Signed agreement all policies and conditions have been understood and accepted

Completed medical information form

Certified transcripts of academic records from last two years of schooling

Certified evidence of date of birth

Letter of recommendation or statement of student behaviour from previous school principal (if not included with academic records)

Copy of passport details

Copy of English language test/evidence English language proficiency

Completed accommodation application

Completed subject choices form

Application for Course Credit [if applicable]

Create application file

Indicate placements which might be available

Application file circulated for assessment REF: English language and academic entry requirements, [if applicable] granting of course credit

Advise outcome of application and complete enrolment process if application is accepted

THIS DIAGRAM WAS LAST UPDATED BY Jane Bourne ON 16/03/15

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Enrolment Procedure Overview

Refs: NC DSt2, NC DSt3

SCHOOLS SHOULD CHECK THE FOLLOWING HAVE

BEEN PROVIDED PRIOR TO ENROLMENT OR

DURING THE ENROLMENT PROCESS TO MEET

REQUIREMENTS OF THE 2007 NATIONAL CODE:

xvi. ANY RELEVANT INFORMATION PROVIDED TO STUDENTS

UNDER STANDARD 2 (INCLUDING SERVICES PROVIDED

UNDER STANDARD 6) xvii. ANY RELEVANT INFORMATION PROVIDED TO STUDENTS

UNDER STANDARD 3 xviii. REQUIREMENT FOR STUDENTS TO MAINTAIN ADEQUATE

WELFARE AND ACCOMMODATION REQUIREMENTS, AND

IF SCHOOL IS PROVIDING CAAW LETTER, DATES FOR

APPROVAL OF WELFARE AND ACCOMMODATION

ARRANGEMENTS (STANDARD 5 – YOUNGER STUDENTS) xix. TRANSFER POLICY (STANDARD 7 – TRANSFER BETWEEN

REGISTERED PROVIDERS, BUT SEE ALSO QLD LEGISLATION

RE LETTER OF RELEASE) xx. COMPLAINTS AND APPEALS POLICY (STANDARD 8 –

COMPLAINTS AND APPEALS) xxi. SCHOOL’S COURSE DURATION, PROGRESS AND

ATTENDANCE POLICIES (STANDARDS 9, 10 & 11) xxii. ADVICE IF SCHOOL AWARDS COURSE CREDIT (STANDARD

12 – COURSE CREDIT) xxiii. GROUNDS FOR DEFERMENT, SUSPENSION &

CANCELLATION INCLUDING SCHOOL’S BEHAVIOURAL

POLICY/CODE OF CONDUCT (STANDARD 13 –

DEFERRING, SUSPENDING OR CANCELLING THE

STUDENT’S ENROLMENT)

ENROLMENT ENQUIRY MADE DIRECTLY TO SCHOOL OR VIA

*AGENT

SCHOOL PROVIDES

ENROLMENT PACKAGE

ii. ENROLMENT APPLICATION FORM

ix. SCHOOL INFORMATION AND

POLICIES FOR OVERSEAS STUDENTS

x. ADMISSION PROCEDURES

xi. FEES SCHEDULE

a. SEE CHECKLIST FOR TUITION FEES

& NON-TUITION FEES

xii. INFORMATION ABOUT THE

APPLICABLE SCHOOL COURSE AND

OUTCOME OF SACE CERTIFICATE

xiii. A COPY OF THE SCHOOL

PROSPECTUS / HANDBOOK FOR

OVERSEAS STUDENTS

xiv. INFORMATION ABOUT

ACCOMMODATION ARRANGEMENTS

xv. INFORMATION ABOUT OSHC, INCLUDING OSHC IS REQUIRED FOR

DURATION OF VISA

COMPLETED ENROLMENT

APPLICATION AND

DOCUMENTATION SUBMITTED TO SCHOOL

vi. SCHOOL ADVISES

OUTCOME OF

APPLICATION. vii. IF ENROLMENT IS

ACCEPTED, LETTER OF

OFFER, WRITTEN

AGREEMENT, (INCLUDING

CONDITIONS OF

ENROLMENT), ITEMISED

FEES AND PAYMENT

DETAILS, DATES FOR

APPROVAL OF CARE

ARRANGEMENTS (IF

APPLICABLE) ETC., ARE

ISSUED. SIGNED WRITTEN

AGREEMENT IS REQUESTED viii. SCHOOL CHECKS IF SIGNED

AGENCY AGREEMENT IS

CURRENT (IF APPLICABLE).

WHEN WRITTEN AGREEMENT

IS RECEIVED AND FEES ARE

PAID, AN ECOE IS ISSUED FOR

VISA APPLICATION a. THE WRITTEN AGREEMENT MUST BE

SIGNED BEFORE OR AT SAME TIME

AS PAYMENT OF FEES

b. THE ECOE MUST NOT BE ISSUED

WITH A COURSE COST OR DURATION

THAT IS HIGHER THAN WHAT IS

REGISTERED ON PRISMS

SCHOOL AND PARENTS

COMMUNICATE ABOUT

ARRIVAL, PICKUP, ACCOMMODATION, ETC.

STUDENT ARRIVES. SCHOOL PROVIDES: i. Orientation on arrival with information about

i. support services available to assist with transition to life & study in new environment

ii. legal services iii. emergency & health services iv. facilities and resources v. visa conditions relating to course progress and

attendance ii. access to student services

iii. OSHC information iv. introduction to designated student officer who will be official point

of contact for the student and who will have access to up to date details of all of the school’s support services

v. a copy of complaints and appeals processes during orientation

p.12

Enrolment Procedure Checklist

Ref: NC DSt2 St 2.2

1. Respond to enquiry

Request further details Clarify any special requirements or conditions of

enrolment, e.g., additional English language tuition

2. Initial check of school capacity

Check capacity for placement specific year levels if DOB or year level is known

3. Provide Enrolment information and application package to parent / agent

Application Form Prospectus Student handbook / Information Subject Selection Information Enrolment Process Policies and School Information Fees Information Accommodation OSHC Uniforms

4. If using an agent Check agreement is current Check contact details for PRISMS records Check agent is on website

5. Record enquiry details

Date, contact details Follow up as necessary

6. On receipt of application

Check Documentation is complete and follow up if necessary

Create File / Enter details in database

7. Check availability of placement

DOB, Year level capacity Student ratios (for Year 12, if applicable for visa

school classification) Date of entry, length of time for visa application to

be processed Any special support / subjects / activities requested

8. Assess application

Assess Academic requirements according to Entry requirements policy

Assess English language proficiency according to Entry requirements policy

Assess Welfare requirements (is CAAW needed) Confirm if placement is available

9. Advise parents / agent if application is unsuccessful

Student does not meet entry requirements or no place available

Refund any fees owing

10. Create Letter of Offer and individualised

Must include Department of Immigration requirements: Tuition costs

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written agreement if application is successful.

Course duration Course description Education provider code Conditional offer of a place if applicable Also Written agreement to be signed Information re payment of fees, including invoice Information on how to progress the enrolment

form this point

11. When offer of place is accepted

Check Written agreement and any attachments are complete and signed

Check fees have been paid (if applicable) Check / complete OSHC arrangements Confirm receipt of written agreement and fees Create eCoE (and CAAW if applicable) Check course cost or duration on eCoE is not

greater than what is registered on PRISMS Enter fees received in PRISMS Forward eCoE to parents/agent for student visa

application Confirm welfare dates with parents/agent (If

applicable)

12. When advice of visa grant is received

Record details in database Provide pre-arrival information Confirm arrival time and pick up arrangements Activate accommodation placement procedures Ongoing liaison with family until arrival

13. On arrival Check arrival arrangements Confirm arrival with parents / check student has

contacted parents Confirm arrival with relevant school staff Confirm course start date in PRISMS

14. Begin student Orientation

15. Within 14 days of agreed commencement date

Confirm course start date in PRISMS

ONGOING Run PRISMS reports every study period Enter required information in PRISMS within required timelines (see Checklist

of Record Keeping and Reporting Obligations, below). Confirm student contact details every 6 months

THIS SECTION WAS LAST UPDATED BY Jane Bourne ON 19/02/15

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Scotch College Adelaide Refund Policy for Full Fee Paying Overseas

Students (FFPOS)

1. This refund policy applies to all course monies paid to the College and includes any course monies paid to an education agent to be remitted to the College.

2. Fees for services paid to education agents by students (or parent(s)/legal guardian if the student is under 18) are not covered by this refund policy.

3. The entry fee is non-refundable.

4. Payment of Course Fees and Refunds

a) Tuition Fees are payable 6 months in advance, Boarding Fees are payable 12 months in advance, Homestay fees are payable one term in advance.

b) All fees must be paid in Australian dollars c) If the student changes visa status (e.g. becomes a temporary or permanent

resident) he/she will continue to pay full overseas student’s fees for the duration of that calendar year.

d) Refunds will be reimbursedin Australian dollars and the payment sent to the applicant’s home country unless otherwise requested in writing

e) Refunds will be paid to the student or the person specified in the written agreement.

5. All notification of withdrawal from a course, or applications for refunds, must be made in writing and submitted to the Principal, as per the College’s Enrolment Agreement Terms and Conditions.

6. Unsuccessful Enrolment/Visa Rejection

The College will refund within 28 days all course monies (excluding entry fee) paid where the student produces evidence that the application made by the student for a student visa has been rejected by the Australian immigration authorities.

7. Student Default

a. Refunds for student default apply to tuition fees only. b. Tuition and entry fee are non-refundable. Other course monies will be

refunded on a pro rata basis proportional to the amount of time the student was studying in the course, except where a non- refundable payment of behalf of the student has been made.

c. The College will refund within 28 days of the receipt of written notification of withdrawal by the student (or parent(s)/legal guardian if the student is under 18) tuition fees paid by or on behalf of the student in line with notification requirements of clause 6 of “College Fee Payment Policy”.

d. No refund of tuition fees will be made where a student’s enrolment is cancelled for any of the following reasons;

i. Failure to maintain satisfactory course progress (visa condition 8202)

p.15

ii. Failure to maintain satisfactory attendance (visa condition 8202) iii. Failure to maintain approved welfare and accommodation

arrangements (visa condition 8532) [if applicable] iv. Failure to pay course fees v. Any behaviour identified as resulting in enrolment cancellation in

Scotch College Adelaide’s Behaviour Policy/Code of Conduct.

8. School Default.

a. If for any reason the College is unable to offer a course, a full refund of fees paid will be made within 14 days of notification of course cancellation.

b. If for any reason the College is unable to continue offering a course after commencement, a full refund of fees paid, including for the portion of the course already taught will be made within 14 days of notification of course cancellation.

9. This agreement, and the availability of complaints and appeals processes, does not remove the right of the student to take action under Australia’s consumer protection laws.

Definitions: “Course money” – includes tuition fees, any amount received by the College for Overseas Student Health Cover (OSHC) and any other amount the student has to pay in order to undertake the course. “Student Default” – where a student does not start a course or withdraws from a course. Also if the provider of the course refuses to provide or continue providing the course to the student as a result of failure to pay the provider an amount for which they are liable, the student breached a condition of their student visa or misbehavior by the student, as defined in section 27(2) of the ESOS Act. “Course” – PRISMS provider course code for a full one year

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI005 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team

p.16

Fees, refunds and TPS obligations

Ref: NC DSt2 St 2.1.e, NC DSt3 3.1.c & 3.2; ESOS Act 2000 s19, s21, s22, s27, s47B, 47D, s47E, s47H; LIs-ESOS Act 2000 s47; ESOS Reg 2001 2.01.2(b)&(c) , 3.03 & 3.04; PRISMS Provider User Guide.; Recent ESOS Changes FAQs; FAQ - ESOS Amendment Act 2014; Amendments to ESOS Refund Calculations Instrument fact sheet

Scotch College Adelaide collects fees in accordance with requirements under ESOS legislation.

This includes:

Having a written agreement with a student or intending student that sets out the length of each study period and tuition fees for each study period for a student’s course

Not receiving more than 50% of the student’s total tuition fees for a course before the student has begun the course, and

once the student begins a course, not requiring any of the remaining tuition fees for the course to be paid more than 2 weeks before the beginning of the student’s second study period for the course.

NC DSt2 St 2.1.e NC DSt3 St 3.1 ESOS Act 2000 S22 S27 S47B

Providing Information About Fees for a Course

The Head of Enrolments (PRISMS Administrator) is responsible for notifying the National ESOS Authority via PRISMS of the required information about the estimated totals of tuition fees and non-tuition fees payable by the student for the course.

ESOS Reg 2001 2.01.2(b)&(c)

Record Keeping Requirements in Relation to Fees

Refer to Overview and Checklist of Tuition Fees and Non-Tuition Fees, and Recent ESOS Changes FAQs for details about record keeping requirements in relation to fees.

ESOS Act 2000 s19, s21 ESOS Reg 2001 s3.04

Provider Default 1. Notification of Provider Default

The Head of Enrolments (the PRISMS Administrator) is responsible for notifying the National ESOS Authority and the TPS Director via PRISMS within 3 business days of the provider default occurring as required under s46B(2) of the ESOS Act:

Requirements for a notice of provider default For subsection 46B(2), the provider must enter, for each CoE, the information below into the specified fields in PRISMS: o The date of the default

ESOS Act 2000 s46B(2) LI-ESOS Act

p.17

o The reason for the default o The following contact details if known:

Physical address Email address Home phone number Mobile phone number

2000 s46B

2. Payment of Refund

Scotch College Adelaide is responsible for administering refunds owing within 14 days after the default day of provider default (the provider obligation period).

3. Notification of Outcome of Provider Default

The Head of Enrolments (PRISMS Administrator) is responsible for notifying the National ESOS Authority and the TPS Director via PRISMS within 7 days after the end of the Provider Obligation Period as required under s46F of the ESOS Act: Requirements of a notice – Provider default – discharge of provider obligations For section 46F, the provider must enter for each CoE, the information below into the specified fields in PRISMS: (a) If the provider has not met their obligations in accordance with

section 46D, the reasons for this; (b) If the provider has met their obligations in accordance with

section 46D, whether this was under subsections (4) and (5) Arranging alternative courses or under subsections (6) and (7) Providing a refund;

(c) If their obligations were met by arranging alternative courses: i. the date the provider met their obligations; ii. the CoE code of the alternative course accepted by the

student (if known); and iii. confirmation that the provider has evidence of the

student’s acceptance of an offer of a place in an alternative course.

(d) If their obligations were met by providing a refund: i. the amount of the refund; and ii. the date the refund was paid.

ESOS Act 2000 s46D

ESOS Act 2000 s46F LI-ESOS Act 2000 s46F

Student Default

1. Notification of Student Default

The Head of Enrolments (the PRISMS Administrator) is responsible for notifying the National ESOS Authority and the TPS Director via

ESOS Act 2000 s47C

p.18

PRISMS of student default within 5 business days of the student default occurring as required under s47C of the ESOS Act:

Requirements for a notice of student default For subsection 47C (4) the provider must enter, for each CoE, the information below into the specified fields in PRISMS. (a) The date of the default (b) The reason for the default (if known).

LI-ESOS Act 2000 s47C

2. Giving Information about Accepted Students

The Head of Enrolments (the PRISMS Administrator) is responsible for notifying National ESOS Authority via PRISMS within 14 days after the event specified below occurs:

the student does not begin his or her course when expected; any termination of an accepted student’s studies (whether as

a result of action by the student or the provider or otherwise) before the student’s course is completed

For s19.1.f, see ESOS Regulations 2001, Div. 3.1 Information and Records

ESOS Act 2000 s19(1) (c)(d)

3. Payment of Refund

Scotch College Adelaide is responsible for administering refunds owing within the stated timeframes:

Within the provider obligation period of 4 weeks after receiving a written claim from the student for circumstances that are covered by the written agreement

Within the provider obligation period of 4 weeks after the student default day if the student is refused a visa or if the written agreement is not valid.

ESOS Act 2000 s47D ESOS Act 2000 s47E LI –ESOS Act 2000 s46D(7) & s47E(4)

4. Notification of Outcome for Student Default

The Head of Enrolments (the PRISMS Administrator) is responsible for notifying the National ESOS Authority and the TPS Director via PRISMS within 7 days after the end of the Provider Obligation Period as required under section 47H of the ESOS Act: Requirements of a notice - Student default - discharge of provider obligations

For section 47H, the provider must enter, for each CoE, the information below into the specified fields in PRISMS:

ESOS Act 2000 s47D s47E s47H LI-ESOS Act 2000 s47H

p.19

(a) If the provider has not met their obligation under the Act, the reasons for this;

(b) If the provider has met their obligations under the Act and if so whether this was under 47D or 47E

(c) If their obligations were met in accordance with a claim under 47D(4)

(Refund under a written agreement about student default)

(i) The date the student’s claim was received. (ii) The amount claimed by the student. (iii) The amount paid by the provider. (iv) The date the refund was paid. (v) Whether or not the refund was paid in accordance with the written agreement between the provider and the student.

(d) If their obligations were met under 47E

(Refund in other cases) (i) The amount of the refund. (ii) The date of the refund. (iii) Confirmation that the refund amount was calculated

in accordance with the Legislative Instrument made under section 47E (4).

Checklist for tuition fees and non-tuition fees

School documents (Letters of Offer, Written Agreements, Fees Policies, Refund Policies, etc.) distinguish between tuition fees and non-tuition fees.

Definitions or references to tuition fees and other fees in school documents align with ESOS definitions and requirements.

Letters of Offer and Written Agreements include the total amount of tuition fees and non-tuition fees for the entire course.

CoEs include the total amount of course fees for the entire course.

The total amount of course fees on the CoE does not exceed the registered amount on PRISMS.

Written agreements itemise both tuition fees and non-tuition fees, and provide an Estimated Total Course Cost

Written agreements set out the length of each study period for a course and the tuition fees for each study period for a course.

Study periods are not longer than 24 weeks.

The “Estimated Total Course Cost” is the combination of estimated compulsory tuition and compulsory non-tuition fees.

A signed Written Agreement is received prior to or at the same time as Fees.

p.20

Fees invoices do not request payment of more than 50% of a student’s total tuition fees for a course before the student has begun the course.

Fees invoices after a student has started a course do not require any of the remaining tuition fees for the course to be paid more than 2 weeks before the beginning of the student’s second study period for the course.

There is a method of recording all dates and amounts of payment (and non-payment) of tuition fees and non-tuition fees and the period of time covered by each payment for PRISMS reporting purposes and within reporting timelines. See PRISMS Provider User Guide (5.21 How to Manage Payment Details).

Timelines for Reporting Provider Obligations in Case Of Provider Default or Student Default

DA

Y O

F P

RO

VID

ER

DE

FA

ULT

NOTIFY PRISMS and TPS DIRECTOR

3 Business

days

PROVIDER OBLIGATION PERIOD

In the case of PROVIDER DEFAULT, a provider has 14 days to satisfy tuition protection obligations to an affected student, i.e.,

(i) offer the student an alternative place that is accepted by the student in writing

OR

(ii) arrange for the student to be offered a place in an alternate course at the provider’s expense

OR

(iii) refund the unused portion of tuition fees received by the provider for the course.

+

REPORT OUTCOMES

Within 7 days after Provider Obligation Period

DAY S

TU

DE

NT

DE

FA

ULT I

S

CO

NFIR

MED

NOTIFY PRISMS and TPS DIRECTOR

5 Business days

PROVIDER OBLIGATION PERIOD: UNDER A WRITTEN AGREEMENT

REPORT OUTCOMES

p.21

Provider must pay a refund under written agreement to student or person specified in the written agreement, within 4 weeks after receiving a written claim from the student.

+

Within 7 days after Provider Obligation Period

PROVIDER OBLIGATION PERIOD: IF NO VALID WRITTEN AGREEMENT/VISA IS REFUSED

Provider must pay required refund amount prescribed under the Legislative Instrument Education Services for Overseas Students (Calculation of Refund) Specification 2014 within 4 weeks of the student default day if there is no valid written agreement, or if the student has been refused a visa in special cases.

+

REPORT OUTCOMES

Within 7 days after Provider Obligation Period

Entry of any SCVs to be made in PRISMS within 14 days of student

default for whatever reason

Checklist of Record Keeping and Reporting Obligations

­ Notify PRISMS and TPS Director of Provider Default within 3 business days of default occurring.

­ Attend to obligations in case of Provider Default within Provider Obligation Period of 14 days from day of Provider Default.

­ Report how Provider Default obligations have been met within 7 days after Provider

Obligation Period.

­ Notify PRISMS and TPS Director of Student Default within 5 business days of default

occurring.

­ Attend to obligations in case of Student Default within Provider Obligation Period of 28 days from day of Student Default.

­ Report how Student Default obligations have been met within 7 days after Provider

Obligation Period.

­ All changes to PRISMS records must be made within 14 days of the change coming into effect, including student course variations (SCVs). (See SCV Quick Reference

Guide for details.)

­ Details of any payments of tuition fees received in a calendar month must be entered into PRISMS within 14 days of the end of the calendar month.

­ Student contact details (and contact details for a parent / legal custodian if the student is under 18 years of age) must be confirmed in writing and updated as

necessary at least every six months.

p.22

­ Student assessment records must be retained for at least two years after the

student ceases to be enrolled.

­ Student details prescribed under s21(2) of the ESOS Act 2000 must be retained for

at least two years after the student ceases to be enrolled.

­ School Administration should be aware there are serious penalties for failure to meet provider obligations.

The following staff member / department is responsible for reviewing and updating School procedures for Fees, Refunds and TPS Obligations:

Jane Bourne

Head of Enrolments

The following staff member / department is responsible for reviewing and updating the School Refund Policy for Overseas Students:

Richard Stone

Chief Operating Officer

Information in this section should be checked and updated whenever there is a change of fee structure, information about payment of fees or refunds, or in regulations relating to fees or refunds.

THIS SECTION WAS LAST UPDATED BY Jane Bourne ON 19/02/15

General Provider Obligations

ESOS Act 2000 S19, S21 (2) and (3); ESOS Regs 2001 Div 3.1, 3.04

Giving information about accepted students The Head of Enrolments (the PRISMS Administrator) is responsible for notifying the National ESOS Authority via PRISMS within 14 days after the event specified occurs:

Section 19 Giving information about accepted students (1) A registered provider must give the Secretary the following

information within 14 days after the event specified below occurs: (a) the name and any other prescribed details of each person who

becomes an accepted student of that provider; (b) for each person who becomes an accepted student—the name,

starting day and expected duration of the course for which the student is accepted;

(c) the prescribed information about an accepted student who does not begin his or her course when expected;

(d) any termination of an accepted student’s studies (whether as a result of action by the student or the provider or otherwise) before the student’s course is completed;

ESOS Act 2000 s19 ESOS Regs 2001 Div 3.1

p.23

(e) any change in the identity or duration of an accepted student’s course;

(f) any other prescribed matter relating to accepted students.

For s19.1.f, see ESOS Regulations 2001 3.03 Other prescribed matters relating to accepted students: http://www.comlaw.gov.au/Details/F2012C00430/Html/Text#_Toc329254926

Record Keeping The Head of Enrolments (the PRISMS Administrator) is responsible for ensuring required records of student details are kept for at least two years after the student ceases to be enrolled. (However, records to not need to be kept up to date after cessation of enrolment.) ESOS Act s21(2) The records must consist of the following details for each accepted student:

(a) the student’s current residential address; (b) the student’s mobile phone number (if any); (c) the student’s email address (if any); (d) any other details prescribed by the regulations.

ESOS Reg 3.04 Details of which a registered provider must keep records For subsection 21 (2) of the Act, the records of each accepted student who is enrolled with a provider or who has paid any tuition fees for a course provided by the provider must include the following details: (a) the amount of money that the student has paid to the provider,

including the separate identification of tuition fees and non-tuition fees;

(b) for an amount of tuition fees that the student has paid to the provider for a course:

(i) whether the amount was paid for the full course or part of the course; and (ii) if the amount was paid for the full course, the duration of the course; and (iii) if the amount was paid for part of the course, the duration of

that part of the course;

(c) copies of written agreements to which the provider and student are parties; (d) any amounts that:

(i) have become payable, directly or indirectly, to the provider by the student for the student to undertake a course; and

(ii) have not been paid;

ESOS Act 2000 S21 (2) & (3) ESOS Regs 2001 3.04

p.24

(e) the amount that a student will be charged to access the student’s records.

See also Checklist of Record Keeping and Reporting Obligations

THIS SECTION WAS LAST UPDATED BY Jane Bourne ON 19/02/15

Policy and procedures for deferring, suspending or cancelling a student’s enrolment

Ref: NC DSt2 St 2.1.f, NC DSt5, NC DSt8, NC DSt13; ESOS Act 2000 s19, s47C, s47D, s47H(2-4); LI-ESOS Act 2000 s47H; ESOS Regs 2001 Div. 3.1

Scotch College Adelaide provides information to intending students about the grounds on which an enrolment can be deferred, suspended or cancelled prior to enrolment.

The Policy for deferring, suspending or cancelling a student’s enrolment is referred to in School documentation in:

a) Scotch College Adelaide CRICOS Policy Handbook b) Scotch College Adelaide International Student Handbook

NC DSt2 St 2.1.f

Staff Member Action REF

Deputy Principal Assess student application for deferment or suspension of study.

NC DSt13 St 13.1

Deputy Principal Approve or reject student application for deferment or suspension of study.

NC DSt13 St 13.1

Deputy Principal Record and advise the student of the outcome of the Student application for deferment or suspension of study, and if the student request is granted, advise the student deferring or suspending his/her enrolment may affect his/her student visa.

NC DSt13 St 13.1 St 13.3

Head of Enrolments

Notify the National ESOS Authority via PRISMS as required under s19 of the ESOS Act where the student’s enrolment is deferred or temporarily suspended. The notification is to be made within 14 days of suspension or deferment.

NC DSt13 St 13.3.b ESOS Act 2000

p.25

s19 ESOS Regs 2001 Div 3.1

Deputy Principal Ensure all records for all steps above are kept on the student’s file.

NC DSt13 St13.1

It is the role of the following staff members to undertake these steps in the event of a School – initiated suspension or cancellation of enrolment. There are two options here, depending on whether or not there are extenuating circumstances.

Staff Member Action REF

Deputy Principal FIRST STEP

Make the decision to suspend or cancel a student’s enrolment as per the school’s behaviour policy/Code of Conduct provided in pre-enrolment information to the student, and assess if there are extenuating circumstances.

NC DSt2 St 2.1f NC DSt13 St 13.4

Deputy Principal OPTION 1

If there are not extenuating circumstances, inform the student in writing

o the School intends to suspend or cancel his/her enrolment

o the student has 20 days to access the School’s internal complaints and appeals process

o deferment or suspension of enrolment may affect the student’s visa.

NC DSt13 St 13.4 St 13.3

Deputy Principal Supervise the student’s conditions of continuing enrolment and care arrangements, and process student’s appeal.

NC DSt5 NC DSt13

p.26

St 13.4 NC DSt8 St 8

Deputy Principal Advise the student in writing of the outcome of the appeal process including reasons for the outcome.

NC DSt13 St 13.1 NC DSt8 St 8.1.d

Deputy Principal If the outcome of the appeal favours the student, the School will also comply with NC D St 8.5.

NC DSt8 St 8.1.d St 8.5

Head of Enrolments If the outcome of the appeal upholds the School’s decision, the School then notifies Department of Immigration via PRISMS within 14 days of this outcome that the student’s enrolment is suspended or cancelled and continues to check suitability of care arrangements until one of the criteria in NC D St 5.3a-d is met.

NC DSt13 St 13.3 NC DSt5 St 5.3a-d

Head of Enrolments OPTION 2

If there are extenuating circumstances relating to the welfare of the student, the School contacts Department of Immigration to discuss the situation, or report suspension or cancellation of enrolment of the student via PRISMS with an explanation, or both, depending on the severity of the situation. (The student may still access the School’s Complaints and Appeals Process, but this can be done from offshore if necessary.)

NC DSt13 St 13.4 St 13.3.b

Head of Boarding Continue to check the suitability of the student’s care arrangements (if necessary) as per the conditions in NC Standard 5.3, unless it is necessary to advise Department of Immigration via

NC DSt5 St 5.3

p.27

PRISMS that the School can no longer approve the care arrangements for the student.

Deputy Principal If the student accesses the School’s complaints and appeals process, advise the student in writing of the outcome of the appeal process, including details of reasons for the outcome.

NC DSt13 St 13.1 NC DSt8 St 8.1.d

Deputy Principal IN ALL CASES

Record all outcomes and ensure all records for all steps above are kept on the student’s file.

NC DSt13 St 13.1 NC DSt8

Deputy Principal In the case of a school-initiated suspension for longer than 28 days, inform the student that this may affect their visa and contact Department of Immigration

It is the role of the following staff members to undertake the these steps in the event of any cancellation of student enrolment, whether this be Student – initiated or School – initiated, as any cancellation of enrolment is considered as Student Default

Staff Member Action REF

Head of Enrolments Notify the National ESOS Authority / TPS Director via PRISMS

1. as required under s47C of the ESOS Act where the student’s enrolment is cancelled. The notification is to be made within 5 business days of cancellation.

2. as required under s19 of the ESOS Act where the student’s enrolment is cancelled. The notification is to be made within 14 days of cancellation.

NC DSt13 St 13.3.b ESOS Act 2000 s47C s19

Head of Enrolments Arrange for any refund of course fees (tuition fees and non-tuition fees) to be paid as per the school’s written agreement

NC DSt3 St 3.2

p.28

(See also Sample School Refund Policy)

and refund policy within timelines required for provider or student default. ( See Timelines for Reporting Provider Obligations in Case Of Provider Default or Student Default.)

ESOS Act 2000 s47D

Head of Enrolments Notify the National ESOS Authority / TPS Director via PRISMS within 7 days after the end of the Provider Obligation Period as required under s 47H(2) of the ESOS Act Refund under a written agreement about student default :

i. Whether a refund had been provided ii. Details of the student the refund has

been provided to iii. Details of the amount of the refund

provided and

iv. The date the student’s claim was received.

v. The amount claimed by the student. vi. The amount paid by the provider. vii. The date the refund was paid. viii. Whether or not the refund was paid in

accordance with the written agreement between the provider and the student.

ESOS Act 2001 s47H (2-4) LI-ESOS Act 2000 s47H

Administrative documents relating to the School’s policy on deferring, suspending or cancelling a student’s enrolment are:

Student application for deferment of commencement or suspension of studies

School letter for informing student of intention to suspend or cancel enrolment

School letter for informing student of intention to suspend or cancel enrolment in the case of extenuating circumstances.

See copies of administrative documents below.

The following staff member / department is responsible for reviewing and updating the Policy on deferring, suspending or cancelling a student’s enrolment and related administrative documents:

Enrolments Head of Enrolments

p.29

Information in this section should be checked and updated whenever there is a change in regulations about Standards 8 and 13, or when existing policies need to be adapted or strengthened.

THIS SECTION WAS LAST UPDATED BY Jane Bourne ON 19/02/15

Scotch College Adelaide Deferment, Suspension and Cancellation Policy

1) Deferment of commencement of study requested by student

a) Scotch College Adelaide will only grant a deferment of commencement of studies for compassionate and compelling circumstances, in response to a “Student Application for Deferment of Commencement of Studies”. These include but are not limited to: i) Illness, where a medical certificate states that the student was

unable to attend classes ii) Bereavement of close family members such as parents or

grandparents (where possible a death certificate should be provided) iii) Major political upheaval or natural disaster in the home country

requiring emergency travel that has impacted on studies iv) A traumatic experience which has impacted on the student (these

cases should be where possible supported by police or psychologists’ reports)

b) The final decision for assessing and granting a deferment of commencement of studies lies with the Principal.

c) Deferment will be recorded on PRISMS depending on the students CoE status.

2) Suspension of study requested by student

p.30

a) Once the student has commenced the course, Scotch College Adelaide will only grant a suspension of study for compassionate and compelling circumstances, in response to “Student Application for Suspension of Studies”. These include but are not limited to; i) Illness, where a medical certificate states that the student was

unable to attend classes ii) Bereavement of close family members such as parents or

grandparents (where possible a death certificate should be provided) iii) Major political upheaval or natural disaster in the home country

requiring emergency travel that has impacted on studies iv) A traumatic experience which has impacted on the student (these

cases should be where possible supported by police or psychologists’ reports)

b) Suspensions will be recorded on PRISMS. c) The period of suspension will not be included in attendance calculations. d) The final decision for assessing and granting a suspension of studies lies

with the Principal or Deputy Principal 3) Assessing Requests for Deferment or Suspension of Studies

a) Applications will be assessed by the International Student Coordinator and will be approved on merit by Principal.

b) All applications for deferment or suspension will be considered within 10 working days.

4) Exclusion from Class (1 – 7 days)

a) Scotch College Adelaide may exclude a student from class studies on the grounds of misbehaviour by the student. Exclusion will occur as the result of any behaviour identified as resulting in exclusion in Scotch College Adelaide’s Behaviour Policy/Code of Conduct.

b) In the first instance an internal exclusion from class no greater than two days is applied. In the second instance an external exclusion no greater then one week is applied. If a student is to be excluded for a longer time period, the Deputy Principal will discuss the student’s continuing enrolment with the family.

c) Excluded students and parents will receive a letter detailing the reasons for this exclusion.

d) Excluded students must abide by the conditions of their exclusion from studies which will depend on the welfare and accommodation arrangements in place for each student and which will be determined by the Principal or Deputy Principal.

e) Any cost associated by suspension will be borne by the parents. f) Where the student is provided with homework or other studies for the

period of the exclusion, the student must continue to meet the academic requirements of the course.

g) Exclusions from class will not be recorded on PRISMS.

p.31

h) Periods of ‘exclusion from class’ will not be included in attendance calculations as per Scotch College Adelaide’s Course Progress and Attendance Policy

5) School Initiated Suspension of Studies (1-7 days)

a) Scotch College Adelaide may initiate a suspension of studies for a student on the grounds of misbehaviour by the student. Suspension will occur as the result of any behaviour identified as resulting in suspension in Scotch College Adelaide’s Behaviour Policy/Code of Conduct.

b) In the first instance an internal suspension no greater than two days is applied. In the second instance a external suspension no greater then one week is applied. If a student is to be excluded for a longer time period. The Deputy Principal will discuss the student’s enrolment with the family.

c) Suspended students must abide by the conditions of their suspension from studies, which will depend on the welfare and accommodation arrangements in place for each student and which will be determined by the Principal or Deputy Principal.

d) Any cost associated by suspension will be borne by the parents. e) Students who have been suspended for more than 28 days are required

to return to their home country by DIBP unless special circumstances exist (ie student medically unfit to travel).

f) If special circumstances exist, the student must abide by the conditions of his or her suspension, which will depend on the welfare and accommodation arrangements in place for each student and which will be determined by the Principal or Deputy Principal.

g) Suspensions will be recorded on PRISMS. h) The period of suspension will not be included in attendance calculations.

6) Cancellation of Enrolment

a) Scotch College Adelaide will cancel the enrolment of a student under the following conditions; i) Failure to pay course fees; ii) Failure to maintain approved welfare and accommodation

arrangements (visa condition 8532); or iii) Any behaviour identified as resulting in cancellation in Scotch College

Adelaide’s Behaviour Policy/Code of Conduct. iv) Any breach of visa conditions as defined by the DIBP.

b) Scotch College Adelaide is required to report failure to maintain satisfactory course progress and failure to maintain satisfactory attendance to DIBP, which will result in automatic cancellation as per “Scotch College Adelaide’s Course Progress and Attendance Policy”.

7) Complaints and Appeals

a) Student requested deferment and suspension are not subject to Scotch College Adelaide’s Complaints and Appeals Policy.

b) Exclusion from class is subject to Scotch College Adelaide’s Complaints and Appeals Policy.

p.32

c) School initiated suspension, where the suspension is to be recorded in PRISMS, and cancellation are subject to Scotch College Adelaide’s Complaints and Appeals Policy.

d) For the duration of the appeals process, the student is required to maintain enrolment and attendance at all classes as normal. The Principal or Deputy Principal will determine if participation in studies will be in class or under a supervised arrangement outside of classes.

e) If students access Scotch College Adelaide’s complaints and appeals process regarding a school initiated suspension, where the suspension is recorded in PRISMS, or cancellation, the suspension or cancellation will not be reported in PRISMS. Until the complaints and appeals process is finalised, unless extenuating circumstances relating to the welfare of the student apply.

f) Extenuating circumstances include: i) the student refuses to maintain approved welfare and

accommodation arrangements (for students under 18 years of age); ii) the student is missing; iii) the student has medical concerns or severe depression or

psychological issues which lead the College to fear for the student’s wellbeing;

iv) the student has engaged or threatened to engage in behaviour that is reasonably believed to endanger the student or others;

v) is at risk of committing a criminal offence; or vi) the student is the subject of investigation relating to criminal

matters.

g) The use of extenuating circumstances by Scotch College Adelaide to suspend or cancel a student’s enrolment prior to the completion of any complaints and appeals process will be supported by appropriate evidence.

h) The final decision for evaluating extenuating circumstances lies with the Principal.

8) Student Advice

Deferment, suspension and cancellation of enrolment can have an effect on a student’s visa as a result of changes to enrolment status. Students will be informed to contact the Department of Immigration for advice.

Definitions “Day”: means “any day including weekends and public holidays in or out of term time”. “DIBP” – Department of Immigration and Border Protection

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI006 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team

p.33

p.34

Sample Student application for deferment of commencement or suspension of studies

Please read the attached Deferment, Suspension and Cancellation Policy before filling out this form to see if you meet the requirements to be granted a deferment of commencement or suspension of studies.

Student name:

Grade:

Current Address in Australia:

Address in home country:

Phone no:

Mobile no:

Email address:

I am applying for A deferment of commencement of studies A suspension of studies Please state why you wish to defer/suspend your studies:

Attachments: Attach any relevant supporting documentation. This form will be assessed once all documentation has been received. The school may ask for more documentation if required. Applications are usually processed in 10 working days. Students are required to maintain the condition of their visa, including maintaining enrolment in a registered course of study. Deferment, suspension and non-commencement of enrolment can have an effect on a student’s visa as a result of changes to enrolment status. The Department of Immigration Website www.immi.gov.au provides further detail regarding the conditions of the visa and obligations of students.

p.35

Students who have not yet commenced their studies at Scotch College Adelaide will also need to contact Department of Immigration in case there is any effect on their student visa as a result of changes to enrolment or CoE status. Student signature Date THE PRO FORMA STUDENT APPLICATION FOR DEFERRING, SUSPENDING OR CANCELLING ENROLMENT WAS LAST UPDATED BY Jane Bourne ON 19/02/15

p.36

Sample School letter for informing student of intention to suspend or cancel enrolment

Student name:

Grade:

Current Address in Australia:

Address in home country:

Phone no:

Mobile no:

Email address:

This letter is to inform you that Scotch College Adelaide intends to Suspend your enrolment for X days/weeks/months Cancel your enrolment This is due to:

Students are required to maintain the condition of their visa, including maintaining enrolment in a registered course of study. Deferment, suspension and non-commencement of enrolment can have an effect on a student’s visa as a result of changes to enrolment status. The Department of Immigration Website www.immi.gov.au provides further detail regarding the conditions of the visa and obligations of students. You have 20 working days in which to appeal the school’s decision in accordance with the school’s Complaints and Appeals Policy attached. [Insert copy of Complaints and Appeals Policy]

Scotch College Adelaide

THE PRO FORMA ENROLMENT SCHOOL LETTER FOR INFORMING STUDENT OF INTENTION TO SUSPEND OR CANCEL WAS LAST UPDATED BY Jane Bourne ON 19/02/15

p.37

Sample School letter for informing student of intention to suspend or cancel enrolment in the case of extenuating circumstances

Student name:

Grade:

Current Address in Australia:

Address in home country:

Phone no:

Mobile no:

Email address:

This letter is to inform you that Scotch College Adelaide intends to

Suspend your enrolment for X days/weeks/months Cancel your enrolment

This is due to:

Suspension and cancellation of enrolment can have an effect on a student’s visa as a result of changes to enrolment status. Please contact the Department of Immigration on 131 881 or contact the local Department of Immigration office to see if this will affect you. Students are required to maintain the condition of their visa, including maintaining enrolment in a registered course of study. Deferment, suspension and non-commencement of enrolment can have an effect on a student’s visa as a result of changes to enrolment status. The Department of Immigration Website provides further detail regarding the conditions of the visa and obligations of students. You have 20 working days in which to appeal the school’s decision in accordance with the College’s Complaints and Appeals Policy attached/ attached. [Insert copy of Complaints and Appeals Policy] . However, Scotch College Adelaide has determined that extenuating circumstances apply in this case. [Insert details] For this reason your enrolment will be suspended / cancelled immediately. This will not affect your ability to access the complaints and appeals processes of the school. Scotch College Adelaide

THE PRO FORMA SCHOOL LETTER FOR INFORMING STUDENT OF INTENTION TO SUSPEND OR CANCEL ENROLMENT IN THE CASE OF EXTENUATING CIRCUMSTANCES WAS LAST UPDATED BY Jane Bourne ON 19/02/15

p.38

Transfer policy

Ref: NC DSt5, NC DSt7, NC DSt8

Scotch College Adelaide provides information to overseas students about the School’s transfer policy.

Letters of Release are issued if students comply with required conditions in the first six months of a principal course. Under NC D St 7.3 (b), if a student is under 18 years of age, there must be written confirmation that the parent or legal guardian supports the transfer, and the receiving provider’s Letter of Offer must confirm acceptance of welfare responsibilities under Standard 5 (if applicable). The Transfer Policy appears in

a) Scotch College Adelaide CRICOS Policy Handbook b) Scotch College Adelaide International Student Handbook

See below for a copy of the School’s transfer policy, flow chart and letters for St. 7

CHECKLIST FOR STUDENT TRANSFER POLICY NC DSt5 NC DSt7

a. For student transferring FROM Scotch College Adelaide TO another provider and the student has NOT completed his/her course (NC D St7)

Advise circumstances in which a transfer will be granted. (NC D 7.2. a)

Advise circumstances considered as reasonable grounds for refusing student’s request, including when a transfer can be considered detrimental to student. (NC D 7.2. c)

Advise that a student under 18yo cannot be given a letter of release for transferring from the principal course of study or preliminary packaged courses for a period of six months and conditions unless the criteria in NC D St 7.3 (a) and (b) are met. (NC D St 7.3)

Sight a letter of offer from other provider

if the student is under 18, check the student has written permission from a parent / legal guardian

if the student is under 18, and if applicable, check the other provider has confirmed responsibility for approving welfare arrangements and there is no gap in welfare dates

Timeframe for assessing and responding to request for transfer, keeping in mind the 6 months restriction in St. 7 (NC D St 7.2.c)

Letter of release must be issued at no cost to the student. (NC D St 7.4)

p.39

Letter of Release given to student may provide information about whether or not the student

demonstrated a commitment to studies during the course

had a good attendance record for the course

paid all fees for the course.

Advise the student he/she must contact Department of Immigration to ask whether a new visa is required. (NC D St 7.4) and provide Department of Immigration contact details: http://www.immi.gov.au/contacts/australia/index.htm.

All records for requests for transfers and letters of release and outcomes to be kept on student’s file. (NC D St 7.6)

b. For student transferring TO Scotch College Adelaide FROM another provider, and the student has NOT completed the course (NC D St.7)

A student who is currently enrolled in another registered provider’s course may be enrolled at Scotch College Adelaide prior to completion of enrolment in the first six months of enrolment in a principal course of study if :

□ The original provider has provided a Letter of Release

□ the original registered provider / course has ceased to be registered,

□ the original registered provider has had a sanction imposed by a relevant registration authority that prevents the student from continuing enrolment in the principal course, or

□ any government sponsor of the student provides written support for a change of course to be in the student’s best interests.

Check in PRISMS if a student is currently enrolled with another provider (the School will need to give a Letter of Offer for the student to take to current provider to obtain a Letter of Release. (If student is under 18yo, an undertaking to take over welfare must be included with the Letter of Offer.) Scotch College Adelaide MUST NOT create CoE until a Letter of Release from other provider is provided (NC D St 7.1.b)

Letter of Release from current course is provided to the School.

c. In the event a student has completed another course, the School should seek to be satisfied that the student has demonstrated a commitment to studies during the course, had a good attendance record for the course, and paid all fees for the course.

(*NB: If the student is transferring from another state, the information required under state legislation may not automatically be included.)

It is the role of the following staff members to undertake these steps in the event of a student requesting to transfer FROM the School:

p.40

Staff Member Action REF

Head of Enrolments

Assess student application for transfer against Scotch College Adelaide within stated timeframe.

Check documentation is complete (there is a Letter of Offer from new registered institution, as well as any other requirements under NC D St 7.3 if student if under 18yo).

NC DSt7 St 7.3

Head of Enrolments

If request is denied, provide letter giving grounds for refusal, based on transfer policy, and advise student he/she can access complaints and appeals process.

NC DSt7 St 7.2 St 7.5 NC DSt8

Head of Enrolments

Check if refund is applicable.

Head of Enrolments

If request is granted,

Provide Letter of Release at no cost with required information and advise student to contact Department of Immigration and provide Department of Immigration contact details: http://www.immi.gov.au/contacts/australia/index.htm.

Fulfil all reporting refund and reporting obligations as required for cancellation of student enrolment.

NC DSt7 St 7.4

Head of Enrolments

File all documents relating to transfer request on student’s file.

NC DSt7 St 7.6

It is the role of the following staff members to undertake these steps in the event of a student requesting to transfer TO the School:

Staff Member Action REF

Head of Enrolments

Check via PRISMS if student is already enrolled with another provider. Provide a Letter of Offer (and an undertaking to take over welfare student is under 18yo) if School agrees to accept student.

NC DSt7

Head of Enrolments

Create CoE ONLY AFTER Letter of Release is received (NB: A Letter of Release is not required if NC St 7.1 a, c or d apply.)

NC DSt7 St 7.1

p.41

Head of Enrolments

If student is from interstate, lodge Interstate Student Data Transfer Note

Head of Enrolments

File all documents relating to transfer request on student’s file.

NC DSt7 St 7.6

Administrative documents relating to the College’s policy on student transfer are:

Transfer request assessment flowchart.

Student application for Transfer (over 18 years of age must include Letter of Offer from new registered institution; under 18 years of age must include all three attachments:

Letter of Offer from new registered institution

permission from parent / legal custodian

confirmation new school/institution will undertake welfare).

School’s letter to advise request is denied, giving grounds for refusal and advising of student’s right to appeal.

School’s Letter of Release, with

advice the student must contact Department of Immigration to ask whether a new visa is required and provide Department of Immigration contact details: http://www.immi.gov.au/contacts/australia/index.htm.

See below for copies of administrative documents.

The following staff member / department is responsible for reviewing and updating the Transfer Policy:

Enrolments

Head of Enrolments

Information in this section should be checked and updated whenever there is a change to regulations.

THIS SECTION WAS LAST UPDATED BY Jane Bourne ON 19/02/15

p.42

Scotch College Adelaide Student Transfer Request Assessment Policy for

Full Fee Paying Overseas Students (FFPOS)

1. Overseas students are restricted from transferring from their principal course of

study for a period of six months. This restriction also applies to any course(s) packaged with a student’s principal course of study.

2. Students can apply for a letter of release to enable them to transfer to another education provider.

3. Scotch College Adelaide will only provide a letter of release to students in the

first six months of their principal course in the following circumstances: a) The student has changed welfare and accommodation arrangements and

is no longer within a reasonable travelling time of the College b) It has been agreed by the College the student would be better placed in a

course that is not available at Scotch College Adelaide c) Any other reason stated in the policies of Scotch College Adelaide

4. Scotch College Adelaide will NOT provide a letter of release to students in the first six months of their principal course in the following circumstances: a) The student’s progress is likely to be academically disadvantaged b) Scotch College Adelaide is concerned that the student’s application to

transfer is a consequence of the adverse influence of another party 5. In order to apply for a letter of release, students must have a letter from the

receiving provider that a valid offer of enrolment has been made. 6. Students under 18 years of age MUST also have;

a) Written evidence that the student’s parent(s)/legal guardian supports the transfer

b) Written confirmation that the new provider will accept responsibility for approving the student’s accommodation, support, and general welfare arrangements where the student is not living with a parent(s)/legal guardian or a suitable nominated relative

c) Evidence that the student is always in DIAC approved welfare and accommodation arrangements

7. All applications for transfer will be considered within 7 working days and the applicant notified of the decision.

8. Students whose request for transfer has been refused may appeal the decision in accordance with Scotch College Adelaide’s complaints and appeals policy within 20 working days.

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI007

p.43

Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team

p.44

Student transfer request assessment flowchart

THE STUDENT TRANSFER REQUEST ASSESSMENT FLOWCHART WAS LAST UPDATED BY Jane Bourne ON 19/02/15

The student is granted a letter of release and advised to contact Department of

Immigration. Letter of Release must have prescribed information. All documentation

kept on file. Updates made to PRISMS as for Student Cancellation and Default.

The provider must document the decision, provide a letter informing the student of its

decision and advise of his or her right to appeal.

The request is assessed by the provider in accordance with its transfer request policy

Transfer request is granted Transfer request is denied.

Student fills in transfer request before completing

the first six months of study of the principal

course

If the student is under 18 they must also provide permission from their parent/legal guardian and, if

applicable, a valid enrolment offer from the receiving provider stating that they will accept responsibility for the

student’s accommodation and welfare arrangements

Student appeals

Appeal successful

No change to enrolment. All documentation kept on file.

Appeal is unsuccessful

Student does not appeal

p.45

Application for student transfer/letter of release

Student name: Grade: Current Address in Australia: Address in home country: Phone no: Mobile Ph: Email address: Reason for transfer: Please state why you wish to transfer to another school. Attachments: Attach a letter of offer from the institution to which you wish to transfer. If you are under 18 years of age and not in the care of a parent or suitable nominated relative, the letter of offer must also show that the institution will accept responsibility for approving your accommodation, support and general welfare arrangements. If there are any gaps between school-approved accommodation, support and general welfare arrangements please detail any Department of Immigration approved interim arrangements. If you are under 18 years of age, please attach a letter from your parents to indicate that you have their permission to transfer. Attach any relevant supporting documentation. This application will be assessed once all documentation has been received. The school may ask for more documentation if it requires it. Applications are usually processed in 10 working days. Student signature Date

p.46

THE APPLICATION FOR STUDENT TRANSFER/LETTER OF RELEASE WAS LAST UPDATED BY Jane Bourne ON 19/02/15

Letter of release

Student name:

Grade:

Current Address in Australia:

Address in home country:

Phone no:

Mobile Ph:

Email address:

We have received your application for a letter of release. As the reasons stated in your application fall within the school’s Student Transfer Request Assessment Policy, the school is pleased to grant your request. While studying in [enter course name/ Year levels] at Scotch College Adelaide from --/--/-- until --/--/-- , [name of student]

a) [give statement about whether or not student demonstrated a commitment to his/her studies]

b) [give statement about whether or not student had a good attendance record]

c) [give statement about whether or not student paid all fees for course] You should be aware that your decision to transfer to a different education provider may have visa implications and you should contact the nearest Department of Immigration office as soon as possible to discuss this with them. [insert appropriate address of Department of Immigration Office – available at http://www.immi.gov.au/contacts/australia/ ] If you wish to seek a refund of fees, please refer to the school’s Refund Policy provided in the CRICOS handbook and International Student Handbook and follow the appropriate procedure. [Optional: Please note Scotch College Adelaide’s responsibility for your welfare and accommodation arrangements will cease as of --/--/-- and your new provider will be responsible for approving these arrangements after this date.] Scotch College Adelaide Date:

THE SCHOOL LETTER OF RELEASE WAS LAST UPDATED BY Jane Bourne ON 19/02/15

p.47

Letter of refusal to release

Student name:

Grade:

Current Address in Australia:

Address in home country:

Phone no:

Mobile Ph:

Email address:

We have received your application for a letter of release. As the reasons stated in your application did not meet the school’s Student Transfer Request Assessment Policy, regrettably the school has refused to grant your application for the following reason/s: [Insert reason/s] You have the right to appeal the school’s decision in accordance with the school’s Complaints and Appeals Policy which is attached/available in Scotch College Adelaide’s International Student Handbook. If you choose to appeal, until the process is complete, you must continue to maintain your enrolment and attendance at all classes as normal. Scotch College Adelaide Date:

THE SCHOOL LETTER OF REFUSAL TO RELEASE WAS LAST UPDATED BY Jane Bourne ON 19/02/15

p.48

Scotch College Adelaide Complaints and Appeals policy

Ref: NC DSt5, NC DSt7, NC DSt8, NC DSt10, NC DSt11, NC DSt13

Scotch College Adelaide has a Complaints and appeals process, which complies with Commonwealth requirements. Access to this process is available to an overseas students at any time, but is has prescribed conditions under Standards 10, 11 and 13. If the School’s Complaints and appeals process is invoked under any of these standards, provisions under Standard 5 will also be applicable if the student is under 18 years of age and the School has approved accommodation, support and welfare arrangements.

NC DSt5 NC DSt7 NC DSt8 NC DSt10 NC DSt11 NC DSt13

Copies of Scotch College Adelaide Complaints and appeals policy are provided to students prior to enrolment and are again provided to students after commencement of studies.

Parents/students acknowledge that they have read this policy as part of the written agreement

The Complaints and appeals policy is provided to students

a) Scotch College Adelaide CRICOS Policy Handbook b) Scotch College Adelaide International Student Handbook

It is the role of the following staff members to undertake these steps in the event of a student accessing the School’s Complaints and appeals process.

Staff Member Action REF

Attempting informal resolution of the problem NC DSt8 St 8.1.a

To discuss academic / study problems 1. House Mentor 2. Classroom teacher 3. ESL teacher 4. Year Level Co-ordinator 5. School Careers

Counsellor

To discuss personal problems or problems adjusting to a new environment 6. International Student

Coordinator 7. Head of House 8. School Counsellor

To discuss accommodation problems 9. Head of Boarding 10. Homestay Co-

ordinator

International Student Coordinator

I. If the problem is not resolved informally, advising the student to access the School’s internal complaints and appeals process

NC DSt8 St 8.1.a

International Student Coordinator

II. Overseeing the School’s internal process as per the School’s policy and within required timelines

NC DSt8 St 8.1- 5

p.49

International Student Coordinator

III. Maintaining and monitoring the student’s enrolment (and care arrangements if under 18 years of age) whilst the complaints and appeal process is ongoing and making the student aware of the School’s obligation to do this.

IV. (See also 12. Policy and procedures for deferring, suspending or cancelling a student’s enrolment.)

NC DSt8 St 8.4 NC DSt5

International Student Coordinator

a) If the student is not satisfied with the result or conduct of the internal complaints or appeals process, advising the student of his/her right to access the external appeals process provided by the Overseas Students Ombudsman at minimal or no cost

NC DSt8 St 8.3

International Student Coordinator

b) If necessary, overseeing the external process as per the School’s policy and within stated timelines

NC DSt8 St8.1

In the case of

1. Notifying students who have been refused transfer to another registered provider (Standard 7)

2. notifying students who are at risk of failing to meet course progress requirements (Standard 10)

3. notifying students who are at risk of failing to meet attendance requirements (Standard 11)

4. suspending or cancelling a student’s enrolment (Standard 13) it is the role of the following staff members to undertake these additional steps:

NC DSt10 NC DSt11 NC DSt13

International Student Coordinator

i. When notifying the student of the school’s decision to refuse a transfer to another registered provider under Standard 7, advise the student to access the complaints and appeals process.

ii. When notifying the student of the School’s intention of to report the student the National ESOS Authority as per requirements under Standards 10 and 11 of the NC, also advising the student he /she has 20 working days to

NC DSt7 NC DSt10 St 10.6 NC DSt11 St 11.6 NC DSt13 St 13.4

p.50

access the School’s Complaints and appeals process.

In the case of b) and c) above, notifying the student if he/she intends to access the school’s external appeals process, this must be done within [e.g., two weeks] of receiving written advice of the outcome of the internal process.

iii. When notifying the student of the school’s intention to suspend or cancel enrolment under Standard 13, advise the student that he/she has 20 days to access the complaints and appeals process.

International Student Coordinator

iv. In the case of a), enrolment will be maintained by the school unless the internal appeals process finds in the student’s favour.

v. In the case of b) and c) above, if the student does not access the School’s Complaints and appeals process, withdraws from the process or the process is completed and results in a decision which supports the School, notifying the National ESOS Authority via PRISMS as soon as is practicable.

NB: in the case of b) and c) above, if the internal or external appeals process is accessed, the student’s enrolment must be maintained until this process is completed, including welfare arrangements if applicable.

vi. In the case of d) above, see reporting obligations in Section12. Policy and procedures for deferring, suspending or cancelling a student’s enrolment.

NC DSt7 St 7.5 NC DSt10 St 10.7 NC DSt11 St 11.7 NC DSt13 St 13.3, 13.4 NC DSt8 St 8.4 NC DSt5 St 5.2

IN ALL CASES

vii. Keeping written records of the complaint and all steps taken, and filing these on the student’s file, including:

o copy of written complaint

o copy of Letter of intention to report under Standards 10, 11 and 13 (if applicable)

o copy of outcomes in writing, with reasons, provided to student (including outcomes for Standards 7, 10, 11 and 13)

NC DSt7 St 7.5 & 7.6 NC DSt8 St 8.1.a & d St 8.5

p.51

o evidence of preventative or corrective action taken by the School (as necessary).

Further information is available on processes for handling complaints and appeals and timelines for reporting of students via the website of the Overseas Students Ombudsman (www.oso.gov.au). In particular, see the Best Practice Complaints Guide and FAQs at http://www.oso.gov.au/frequently-asked-questions/for-private-education-providers. Specifically, see:

a) Do providers have to wait for the Ombudsman complaint process to be completed, before reporting a student for failing to meet course progress or attendance requirements (standards 10 and 11)?

b) Do providers have to wait for the Ombudsman complaint process to be completed, before cancelling a student’s enrolment for a reason other than unsatisfactory course progress or attendance (i.e. under standard 13)?

Administrative documents relating to the School’s Complaints and appeals process are: [as applicable]

Proforma for recording responses and actions in relation to student complaints

Letter advising student to access School’s internal Complaints and appeals process

Letter advising student of outcomes of Complaints and appeals process, reasons for decisions made and advice about external appeals.

Letter giving student information about accessing the School’s external Complaints and appeals process (stand-alone alternative).

See below for a copy of the School’s Complaints and appeals policy.

The following staff member / department is responsible for reviewing and updating the Complaints and appeals policy and processes:

Jane Bourne

Head of Enrolments

This policy should be checked and updated whenever there is a change in regulations about NC Standards 8 or related Standards (10,11 or 13), or when existing policies need to be adapted or strengthened.

THIS SECTION LAST UPDATED BY Jane Bourne ON 16/03/15

p.52

COMPLAINTS APPEALS

Student has a Complaint NC St 7 NC St 10, 11

NC St 13

Student is appealing school’s

decision not to grant

transfer to another provider.

Student is appealing school’s

intention to report for breach of

visa conditions.

Student is appealing school’s

intention to suspend or cancel their enrolment.

Student accesses informal internal C&AP I. COMPLAINT PROFORMA generated,

II. Action & outcome recorded and filed.

Issue is resolved internally and informally.

No internal informal

resolution

Student advised to access internal formal C&AP

III. LETTER generated and filed. IV. NC D St 8.1 & 8.4 applies. V. C&AP begins within 10 working days of

lodgement and finalised as soon as possible. VI. Student enrolment must be maintained

during C&AP. VII. If applicable, welfare arrangements must be

maintained during C&AP.

SCHOOL ADVISES STUDENT TO ACCESS INTERNAL FORMAL C&AP

VIII. LETTER generated and steps taken to ensure student received letter.

IX. Student has 20 working days from day of receipt of letter to access C&AP.

X. School undertakes to finalise process as soon as possible.

XI. Student enrolment must be maintained throughout C&AP.

XII. If applicable, welfare arrangements must be maintained during C&AP (“unless extenuating circumstances relating to the welfare of the student apply” under St 13.4).

School provides student with WRITTEN STATEMENT OF OUTCOME AND REASONS within policy timeframe.

a) Student complaint or appeal is resolved internally and formally.

b) Any remedial or corrective action undertaken. c) All records filed. d) Student enrolment continues.

Student complaint or appeal is not resolved by internal formal

C&AP.

Diagrammatic Overview of Complaints and Appeals Processes (C&AP) St 8 This diagram should be checked and updated whenever there is a change in regulations about NC Standards 8 or related Standards or when existing policies need to be adapted or strengthened.

p.53

Student is ADVISED TO ACCESS EXTERNAL C&AP via OSO www.oso.gov.au within stated timeframe. (See detailed information in Explanatory Guide for NC D for St 7, 8, 10 11 and 13.)

XIII. If a student appeals the school’s decision not to grant transfer (St 7), the student must maintain their enrolment at the school (and welfare arrangements if applicable) until the completion of the external appeals process.

XIV. If a student appeals the school’s decision to report under St 10 and 11, the school must maintain the student’s enrolment (and welfare arrangements if applicable) until completion of the external appeals process.

XV. If a student appeals the school’s decision to suspend or cancel a student’s enrolment because of misbehaviour under St 13, the school does not need to await the outcome of the external appeals process before changing the student’s enrolment status in PRISMS.

External C&AP finds in favour of school. School takes appropriate action and keeps all records of process on file.

External C&AP finds in favour of student. School immediately implements any decision and/or corrective or preventative action required and advises student of the outcome as per NC St 8.5 and keeps all records of process on file.

p.54

Scotch College Adelaide Complaints and Appeals Policy

1. Purpose

a) The purpose of Scotch College Adelaide’s Complaints and Appeals Policy is to provide a student with the opportunity to access procedures to facilitate resolution of a dispute or complaint.

b) The internal complaints and appeals processes are conciliatory and non-legal.

2. Complaints against other students grievances brought by a student against

another student will be dealt with under the College Behaviour Policy/Code of Conduct.

3. Informal Complaints Resolution

a) In the first instance, Scotch College Adelaide requests there is an attempt to informally resolve the issue through mediation/informal resolution of the complaint.

b) Students should contact the International Student Coordinator in the first instance to attempt mediation/informal resolution of the complaint.

c) If the matter cannot be resolved through mediation, the matter will be referred to the Deputy Principal and Scotch College Adelaide’s internal formal complaints and appeals handling procedure will be followed.

4. Formal Complaints Handling Procedure

a) The process of this grievance procedure is confidential and any complaints or appeals are a matter between the parties concerned and those directly involved in the complaints handling process.

b) The student must notify the College in writing of the nature and details of the complaint or appeal.

c) Written complaints are to be lodged to the Deputy Principal and appeals are to be lodged with the Principal.

d) Where the internal complaints and appeals process is being accessed because the student has received notice by the College that the College intends to report him/her for unsatisfactory course attendance, unsatisfactory course progress or suspension or cancellation of enrolment, the student has 20 days from the date of notification in which to lodge a written appeal.

e) Internal complaints and appeals processes are available to students at no cost.

f) Each complainant has the opportunity to present his/her case to the Principal.

g) Students may be accompanied and assisted by a support person at all relevant meetings.

h) The formal grievance process will commence within 10 working days of the lodgement of the complaint or appeal with the Principal.

p.55

i) Once the Principal has come to a decision regarding the complaint or appeal, the student will be informed in writing of the outcome and the reasons for the outcome.

j) If the grievance procedure finds in favour of the student, Scotch College Adelaide will immediately implement the decision and any corrective and preventative action required.

k) Scotch College Adelaide undertakes to finalise all grievance procedures within 10 working days

l) For the duration of the appeals process, the student is required to maintain enrolment and attendance at all classes as normal, unless the Principal indicates alternate arrangements.

5. External Appeals Process

a) If the complaints procedure does not find in favour of the student or the student is dissatisfied with the result of the complaints procedure, he/she will be informed of the external complaints and appeals process available to them at minimal or no cost.

b) The external body used for Scotch College Adelaide external complaints and appeals processes is the Overseas Students Ombudsman (www.oso.gov.au)

6. Definitions

a) Working Day – any day other than a Saturday, Sunday or public holiday during term time

b) Student – a student enrolled at Scotch College Adelaide or the parent(s)/legal guardian of a student where that student is under 18 years of age

c) Support person – a friend/teacher/relative not involved in the grievance. Please note that lawyers are not acceptable support persons at this stage of the complaints handling process.

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI008 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016

p.56

Approved by: Senior Leadership Team

p.57

Proforma for recording responses and actions in relation to student complaints

STUDENT DETAILS

Student name:

Grade:

Current Address in Australia:

Parent Name:

Address in home country:

Phone no:

Mobile Ph:

Email address:

COMPLAINT DETAILS

Date:

□ Complaint is INFORMAL Description:

□ Complaint is FORMAL Written Complaint is attached.

Details of Remedial Action 1:

Details of Response to

Remedial Action 1:

Details of Remedial Action 2:

Details of Response to

Remedial Action 2:

RESOLUTION PROCESS OUTC ME

□ COMPLAINT RESOLVED □ NO FURTHER ACTION

□ DOCUMENTION FILED

□ COMPLAINT NOT RESOLVED

□ ADVICE FOR NEXT STEP PROVIDED HAS BEEN PROVIDED

[Enter details]

SIGNED NAME: DATE:

THE PROFORMA FOR RECORDING RESPONSES AND ACTIONS IN RELATION TO STUDENT COMPLAINTS WAS LAST UPDATED BY Jane Bourne ON 16/03/15

p.58

Checklist and Sample wording relating to the School’s Complaints and appeals processes

CHECKLIST: 1. All letters should be addressed to the student directly and contain relevant

contact details for follow up and student records. 2. Where relevant, letters should reference

a. the issue of concern b. previous steps or remedies c. details of and timelines for any steps or processes the student may wish to

or is entitled to take d. details of and timelines for any steps the school will take e. actions being taken or outcomes of investigations by the school and

reasons for actions or outcomes f. the ability of students to access the external complaints and appeals

process via the Overseas Students Ombudsman www.oso.gov.au if they are dissatisfied with the internal School complaints and appeals process.

3. If necessary, the School should advise the student of the progress of their complaint, particularly if there is a delay in processing a complaint or appeal.

SAMPLE WORDING below, as well as that shown in the template letters for complaints and appeals processes, should be always customised for purpose.

Scotch College Adelaide

CRICOS Provider No: 00615B

Student name:

Grade:

Current Address in Australia:

Address in home country:

Phone no:

Mobile Ph:

Email address: Date:

We are advised by [insert name and role of person] that the issue of [describe issue/concern/complaint] that you first raised on [insert date] has not been satisfactorily resolved. [Provide further details or summary of process if applicable.] If you wish to pursue this matter further, we invite you to follow Scotch College Adelaide’s Formal Complaints Handling Procedure, as per our Complaints and Appeals Policy, attached. As a first step in this process, please notify [the Principal / other person / + contact details if applicable] in writing of the nature and details of your concerns.

p.59

The [Principal / other person] will consider your concerns within 10 working days and will [insert as applicable, e.g., arrange a meeting with you / respond to you in writing]. You will be notified of the outcome of your request, and the reasons for any School decisions.

We wish to advise there has been a delay in the processing of your complaint. The reason is [insert details]. We will contact you again [insert timeframe, e.g., as soon as this matter is resolved or within …. working days]. In response to your written concerns of [insert date ../../.. ], Scotch College Adelaide advises the outcome of your request is [insert details of outcome] The reasons for this decision is as follows: [insert reason(s)]. [If decision is in student’s favour, insert details of remedy] [If decision is in school’s favour, advise of action school will take and advise the student ] If you wish, you may seek external advice or redress through the Overseas Students Ombudsman www.oso.gov.au. The Overseas Students Ombudsman offers a free and independent service for overseas students. Please see: www.oso.gov.au or phone 1300 362 072 for more information.

NOTES 1. There is no cost to you for taking part in Scotch College Adelaide’s dispute

resolution process. 2. A support person for either party may be present at any meetings

arranged to assist resolve this issue. Please see our policy attached for the definition of “support person”.

3. Copies of all relevant documents and meeting notes will be retained on your file.

4. If your case is supported by the Scotch College Adelaide, immediate corrective or preventative action will be taken, and you will be advised in writing of the outcome of any action taken.

5. If your case is not supported by Scotch College Adelaide, you will be advised of the reasons for this decision in writing, and you are liberty to seek redress through the office of the Overseas Students Ombudsman (www.oso.gov.au ). [If the student is appealing a decision to report under SNC Standards 10 or 11, add a timeframe for doing this.]

6. If you choose to appeal, until the process is complete, you must continue to maintain your enrolment and attendance at all classes as normal.

p.60

Sample Letter 1 Advising student to access School’s internal Complaints and appeals process

Scotch College Adelaide

CRICOS Provider Code:

Insert date Student name: Insert student name Year level: Insert year level Current address : Insert address cc. Insert parent’s names Insert parent’s address Dear student This letter is to inform you that in relation to [specify grievance] Scotch College Adelaide advises that in order to [resolve this complaint / lodge an appeal], you should now follow the internal complaints process, as outlined in the Complaints and Appeals Policy (please see attached). [Attach copy of Complaints and appeals policy] The formal internal [complaints/appeals] process will commence within 10 working days of the lodgement of the [complaint/appeal] with the Deputy Principal. The College undertakes to finalise the process as soon as practicable. You may be accompanied and assisted by a support person of your choice at any relevant meetings. Scotch College Adelaide will maintain your enrolment for the duration of the [complaints/appeals] process and it is expected that you will attend all classes as normal. Yours sincerely Name Position Scotch College Adelaide Carruth Road TORRENS PARK SA 5062

SAMPLE LETTER 1 ADVISING STUDENT TO ACCESS SCHOOL’S INTERNAL COMPLAINTS AND APPEALS PROCESS WAS LAST UPDATED BY Jane Bourne ON 16/03/15

p.61

Sample Letter 2 advising student of outcomes of complaints and appeals process, reasons for decisions made and advice about external appeals

Scotch College Adelaide

CRICOS Provider Code:

Insert date Student name: Insert student name Year level: Insert year level Current address : Insert address cc. Insert parent’s names Insert parent’s address Dear student This letter is to advise you of the outcome of your formal internal [complaint/appeal] regarding [insert summary of grievance details]. [Insert details of and reasons for outcome] OUTCOME 1 - the complaint/appeals process results in a decision that supports the student Scotch College Adelaide will immediately implement this decision and/or take the following corrective and preventative actions. [Specify actions to be taken]. You will be advised in writing of the outcome of these actions. OUTCOME 2 - the complaint/appeals process results in a decision that supports the school If you choose, you may now access the external [complaints/appeals] process as outlined in the Complaints and Appeals Policy (please see attached). [Attach copy of Complaints and appeals policy] Any external [complaint/appeal] should be lodged with the Overseas Student Ombudsman within 10 working days from the date of this letter. The Overseas Student Ombudsman offers a free and independent service for overseas students. Please see www.oso.gov.au or phone 1300 362 072 for more information. [If the complaint/appeal is in regards to course progress or attendance (NC St 10 or 11) include the following] If you now choose to lodge an external appeal with the Overseas Student Ombudsman, Scotch College Adelaide will maintain your enrolment for the duration of the complaints and appeals process and it is expected that you will attend all classes as normal.

p.62

[If the complaint/appeal is in regards to suspension or cancellation of enrolment in accordance with NC St 13, you could include the following] Please be advised that if you now choose to lodge an external appeal with the Overseas Student Ombudsman, Scotch College Adelaide is not required to maintain your current enrolment status throughout this process. As such, your enrolment will be [suspended/cancelled] as at [insert date]. Yours sincerely Name Position Scotch College Adelaide Carruth Road TORRENS PARK SA 5062

SAMPLE LETTER 2 ADVISING STUDENT OF OUTCOMES OF COMPLAINTS AND APPEALS PROCESS, REASONS FOR DECISIONS MADE AND ADVICE ABOUT EXTERNAL APPEALS WAS LAST UPDATED BY Jane Bourne ON 9/2/2015

p.63

Sample Letter 3: Stand-alone letter giving student information about accessing the school’s external Complaints and appeals process

Scotch College Adelaide

CRICOS Provider Code:

Insert date Student name: Insert student name Year level: Insert year level Current address : Insert address cc. Insert parent’s names Insert parent’s address Dear The College acknowledges your letter dated xx/xx/20xx advising that you are not satisfied with the outcome of the decision made in relation to your internal [complaint/appeal]. [Insert summary of grievance details.] You may lodge an external [complaint/appeal] with the Overseas Student Ombudsman at no cost to yourself. The Overseas Student Ombudsman offers a free and independent service for overseas students. Please see www.oso.gov.au or phone 1300 362 072 for more information. [If the complaint/appeal is in regards to course progress or attendance (NC St 10 or 11) include the following] If you now choose to lodge an external appeal with the Overseas Student Ombudsman, Scotch College Adelaide will maintain your enrolment for the duration of the complaints and appeals process and it is expected that you will attend all classes as normal. [If the complaint/appeal is in regards to suspension or cancellation of enrolment in accordance with NC St 13, you could include the following] Please be advised that if you now choose to lodge an external appeal with the Overseas Student Ombudsman, Scotch College Adelaide is not required to maintain your current enrolment status throughout this process. As such, your enrolment will be [suspended/cancelled] as at [insert date]. Yours sincerely Name Position Scotch College Adelaide

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Carruth Road TORRENS PARK SA 5062

SAMPLE LETTER 3: STAND-ALONE LETTER GIVING STUDENT INFORMATION ABOUT ACCESSING THE SCHOOL’S EXTERNAL COMPLAINTS AND APPEALS PROCESS WAS LAST UPDATED BY Jane Bourne ON 16/03/15

Welfare and accommodation policy

Ref: NC DSt5 , NC DSt2 2.1.h.ii, NC DSt3 ; ESOS 2000 Act s21; www.immi.gov.au

The 2007 National Code requires that intending students are provided with relevant information about accommodation options prior to enrolment.

NC DSt2 St2.1.h.ii

If a student is under 18 years of age, the following visa condition applies:

(http://www.immi.gov.au/students/visa-conditions-students.htm)

No. Subclasses

Description

8532 All (except 576)

If you have not turned 18 you must maintain adequate arrangements for your accommodation, support and general welfare for the duration of your stay in Australia.

To maintain adequate arrangements for welfare you must stay in Australia with:

your parent or legal custodian

or

a relative who has been nominated by your parents; or

custodians who is aged over 21 and is of good character

or

accommodation, support and general welfare arrangements that have been approved by your education provider.

Note: You must not change those arrangements without the written approval of your education provider.

If your welfare arrangements are approved by your education provider you must not travel to Australia

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until your welfare arrangements are due to commence.

See also: http://www.immi.gov.au/Business/Pages/education-providers/roles-responsibilities.aspx >> Responsibilities for under 18 year old students) Scotch College Adelaide provides information about approved accommodation options to students in the form of a Welfare and accommodation policy.

NC DSt5 St 5 NC DSt2 St 2.1.h.ii

See below for a copy of the College’s Welfare and accommodation policy

Information about Scotch College Adelaide’s Welfare and accommodation policy is provided to students in Pre-enrolment information

a) Scotch College Adelaide CRICOS Policy Handbook b) Scotch College Adelaide International Student Handbook

NC DSt2 St 2.1.h.ii NC DSt3 St 3.1.e

Scotch College Adelaide keeps up to date records of students’ current addresses as required.

It is the role of the following staff member (s) to undertake these steps in updating and keeping written records of contact details for students

NC DSt3 St 3.1.e

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and where applicable parent(s) / legal custodian (s) at least every six months:

ESOS 2000 Act s21

Staff Member Action REF

International Student Coordinator

Each semester request that student / parent(s) / legal custodian (s) confirm in writing that contact details in school records are:

i. current

ii. complete

ESOS Act 2000 s.21

ESOS Reg. s3.04

Head of Enrolments Update records where necessary and file details of changes made

For each full fee paying 571 visa subclass student under 18 years of age for whom the School has undertaken to approve accommodation, support and general welfare arrangements, there is a requirement to have documented procedures for checking the suitability of these arrangements.

Further information about Scotch College Adelaide administration of accommodation options and obligations for full fee paying 571 visa subclass student under 18 years of age can be found as follows

NC DSt5 St 5.1.c

Accommodation Options (See Scotch College Adelaide’s Accommodation and Welfare Policy)

REF NC DSt5

It is the role of the following staff members to undertake these steps in administering the School’s welfare and accommodation policies and procedures:

IF STUDENT IS LIVING WITH ADULT RELATIVE APPROVED BY DEPARTMENT OF

IMMIGRATION

Staff Member Action REF

Head of Enrolments

Provide information about school requirements to student guardian as per Procedures if student is living with a student guardian approved by Department of Immigration (below),and administer any requests to approve alternative arrangements if the approved adult wishes to depart the country for compassionate or compelling reasons

NC DSt3 St 3.1.e www.immi.gov.au

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IF THE SCHOOL IS CONFIRMING APPROVAL OF APPROPRIATE ACCOMMODATION

AND WELFARE (I.E., PROVIDING THE CAAW LETTER FROM PRISMS)

Staff Member Action REF

Head of Enrolments or Guardian/Welfare Services

Create the CAAW in PRISMS and advise student he/she cannot enter the country before the start date of approved arrangements

NC DSt5 St 5.1.a,b

Head of Enrolments

* If a student under 18 years of age is changing or has changed living arrangements and the School has concerns about approval of the arrangements, where possible contact Department of Immigration asap for further advice prior to reporting via PRISMS that the school no longer approves

NC DSt5 St 5.1.d

Head of Enrolments

Boarding House Staff

Homestay Coordinator

Check suitability of student’s accommodation, support and general welfare arrangements, including in the case the student’s enrolment being suspended or cancelled by the School, as per requirements in Standard 5.3, i.e., until

i. welfare is accepted by another provider, or ii. the student leaves the country, or iii. other arrangements are made that satisfy

Migration Regulations, or iv. the School reports it can longer approve

arrangements*

NB, If approving homestay or other accommodation arrangements, state legislative requirements for child protection also apply.

NC DSt5 St 5.1.c St 5.3 www.bluecard.qld.gov.au

Head of Enrolments

When a student’s enrolment ceases, also update CAAW records in PRISMS. Cancelling a CoE does not automatically cancel welfare responsibilities.

If the student transfers to another provider or leaves the country prior to completion of course, record this in the “Comments” field under the Welfare Tab in the student’s CoE, and click on the change of accommodation/welfare link. It will be possible to print a copy of the updated record. (A PRISMS alert that there is a clash of arrangements with another provider is also a signal to update this information in PRISMS.)

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Scotch College Adelaide Accommodation and Welfare Policy for Full Fee Paying Overseas Students (FFPOS)

Scotch College Adelaide’s FFPOS Accommodation and Welfare Principles:

I. At Scotch College Adelaide all FFPOS students are required to have an appointed local parent guardian. If you are unable to appoint one the College can help appoint one for you.

II. In the case of a FFPOS student living with an approved relative/guardian as defined by DIBP a Confirmation of Appropriate Accommodation and Welfare form (CAAW) is not required as the College is not responsible for the student’s welfare.

III. Short-term homestay fees are $50 per night but have the same requirements as outlined by the Homestay Policy.

IV. All Homestay fees must be payable to the College one term in advance.

We recommend a parent appointed local guardian:

Be responsible for the support and general welfare of the student.

Liaise with the student concerning any grievances the student in relation to the student’s accommodation facility.

Maintain regular contact with the student, specifically the guardian will have a personal contact with the student within 48 hours of arrival at the accommodation location of the student.

Liaise on behalf of the parent, including signing excursion forms on behalf of the parents.

Attend Parent/Teacher Interviews and other relevant information sessions if possible.

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Liaise with the International Student Coordinator to monitor the student’s health, academic performance and attendance.

FFPOS studying with Scotch College Adelaide have 3 accommodation options:

a) Live with parent/guardian or Department of Immigration and Border

Protection (“DIBP”) approved relative (no welfare responsibility by the College)

b) Scotch College Adelaide Boarding House c) Scotch College Adelaide approved Homestay

1) Living with parent / guardian or DIBP approved relative

a) At the time of enrolment, all FFPOS students are required to provide the

College with details of their nominated Parent/Local Guardian. The

appointment of the nominated relative is the responsibility of the

student’s parents but must meet the following DIBP criteria:

i) nominated relative must be one of the following: brother, sister,

stepbrother, stepsister, step‐ parent, grandparent, step‐ grandparent,

aunt, uncle, step‐ aunt, step‐ uncle, niece, nephew, step‐ niece, step

nephew or spouse.

ii) DIBP requires this guardian to be over 21 years old, an eligible relative and of good character.

b) In the case of a student living with an approved relative/guardian as

defined by DIBP a Confirmation of Appropriate Accommodation and

Welfare form (CAAW) is not required as the College is not responsible for

the student’s welfare. If the College has any concerns about the welfare

of a student it will contact the parents/guardians in the first instance. If

the College believes the student is in some kind of danger it will contact

DIBP as a matter of urgency.

c) Where the parent/s of a student has been granted a Guardian Visa (or

similar) for the purpose of caring for a student attending the College as

a day student, the following visa conditions apply:

(http://www.immi.gov.au/students/student_guardians/580/obligations‐

student‐ guardians.htm)

i) It is essential that the parent or nominated guardian:

resides with that student at all times.

must hold an appropriate visa enabling them to remain in

Australia until the student is 18 years of age.

provides the College with a copy of the parent’s passport photo and visa page prior to the student commencing.

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advises the College of the student’s and the parent’s residential details, phone and email prior to the student commencing and thereafter within seven days of any change in these details.

ii) Parents / guardians are not permitted to depart Australia without

the student for who they are the guardian unless they have

provided the department evidence that: There are compassionate or compelling circumstances to leave the

country, and

Alternative arrangements have been made for the student's

accommodation, general welfare and support until the

parent/guardian’s return that fit within the rules provided by

DIBP. Note that if the student is less than 18 years, the

alternative arrangements must be approved by the education

provider subject to DIBP conditions. In this situation the Head of

Enrolments must be notified.

2) Accommodation with Scotch College Adelaide Boarding House

a) Scotch College Adelaide offers an excellent Boarding Programme, which is also available to FFPOS, who will not be residing with a parent during their enrolment at the College. Boarding is offered from Year 7 to Year 12.

b) In this instance, the College will provide a letter confirming approval of

appropriate accommodation and welfare (CAAW letter) with the Confirmation of Enrolment created in PRISMS. Students may not enter the country prior to the starting date of the approved welfare arrangements.

c) The College must also approve any changes to arrangements agreed with

parents of FFPOS. This includes any requests by students under 18 years of age to attend “Schoolies Week” on completion of Year 12.

d) Boarding students must return home during each holiday period or

alternatively stay in short term homestay accommodation locally approved by the College. They may also spend this time with friends or family as long as this arrangement is approved by the parents and College.

3) Accommodation with Scotch College Adelaide Approved Homestay

a. In accordance with the Scotch College Adelaide Homestay

Agreement all adults residing with an FFPOS (i.e. homestay family

members) are required to provide the College with a current Police

Check.

b. The College as the Educational Provider must sign a CAAW Letter,

however the appointed local guardian or approved guardianship

service has responsibility for the FFPOS student.

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c. The College will monitor arrangements and seek feedback from

students/parents/guardians. This is to ensure they were happy and

that their homestay host provided care and service, which meets the

expectations of their family and the College.

d. Legislation requires that students notify Scotch College Adelaide of their address, phone and email prior to commencement and within 7 days of any changes when enrolled. The Homestay Coordinator must approve any changes to homestay arrangements before the changes take place. If necessary, the Homestay Coordinator will help the student find appropriate alternative accommodation.

e. If a student changes his/her accommodation arrangements without the approval of the College, or he refuses to move to appropriate accommodation if his current situation is deemed inappropriate, the College will first contact the parent/guardian and then a report may be made to DIBP outlining the fact that Scotch College Adelaide no longer approves of the student’s arrangements. Such a report can lead to the cancellation of a student's enrolment as per our School Rules under Standard 13 of the National Code and DIBP visa conditions.

Homestay Policy

Scotch College Adelaide Homestay programme strives to create a safe and friendly environment for Homestay students. Through regular meetings with the Homestay Coordinator and the International Coordinator the School remains fully informed of the welfare of the students, and regular meetings with the students reflect their level of satisfaction with their Homestay Families

Guidelines for selecting the Homestay family

Above all, the most important criteria are the ability of the Homestay Parent to care for the student in a safe and secure environment, and to provide age appropriate support and supervision for a child or adolescent attending school and adjusting to living in a new environment.

Once an application to be a Homestay Parent has been completed, site visits are made to the home to check the accommodation services and to interview the Homestay Parent.

The Homestay Parents Responsibilities are:

The Homestay Parent will provide a safe, secure, private bedroom for the student’s sole use with suitable storage space for clothes, personal effects and study materials, and suitable facilities including a desk, a chair and adequate lighting for study purposes.

The Homestay Parent and any adult person living or staying in the host home must have a current Police Clearance with specific reference to working with children.

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The Homestay Parent will ensure the home is clean and has appropriate furnishings suitable for a family and the students.

The Homestay Parent will ensure the student has access to a shared or private bathroom, with reasonable time allowed for showers.

The Homestay Parent will ensure there is access to kitchen, living areas, laundry facilities and shared areas of the home.

The Homestay Parent will ensure there is some form of heating in winter if required and some means of cooling in summer.

The Homestay Parent will provide the student with any keys, alarms or passwords required to have reasonable free access to the homestay residence.

The Homestay Parent will wash the student’s clothing. It is the student’s responsibility to place all clothes requiring washing in the basket provided every day.

Clean bed linen and towels will be provided by the Homestay Parent, but the student will be expected to make their own bed.

If the student is sick and unable to attend school, the Homestay Parent must contact the College and make suitable arrangements for supervision. Emergency support may be available through guardianship services.

The Homestay Parent will assist the student to access any necessary medical, dental, hospital or other health-related services, including making appointments and, where necessary, accompany the student to those appointments and if required advise the College / Homestay Coordinator of any medical issues.

The student’s breakfast, lunch and evening meal will be provided and also snack foods between meals (as required). (The Homestay Parent will discuss meal times with you when you arrive, and also your likes and dislikes.)

The Homestay Parent will provide an environment that will encourage students to experience life as a member of the family and, where suitable, include students in family related activities.

The Homestay Parent will provide an orientation within the family home, the use of facilities and security. This should include household protocols and safety rules about access and the use of shared areas or facilities such as swimming pools, internet, telephone, mealtimes, visitors and appropriate times to return home during the week and on weekends.

The Homestay Parent will orientate students to the local area including public

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transport and getting to and from college; the location of shops, doctors or medical facilities; and recreation areas.

The Homestay Parent will ensure the student is aware of emergency numbers including 000, location of police stations and Australian laws pertaining to under 18 year olds.

The Homestay Parent will grant full access to all areas of the host home to the Homestay Coordinator.

The Homestay Parent will ensure that students are appropriately supervised at all times throughout the duration of residing in the homestay including:

maintaining suitable supervision of students outside of college hours

monitoring the student’s general welfare including the students’ social activities

The Homestay Parent will attend interviews with College staff, at enrolment, parent meetings and as required by the College.

The Homestay Parent will contact the College regarding any student welfare, academic progress and attendance issues. Similarly the Homestay Parent will communicate in a timely manner when contacted by the College on any matters related to the student’s welfare.

The Homestay Parent will notify the Homestay Coordinator two weeks in advance, or as soon as practicable if this is not possible, of any change of circumstances in the household including:

if the Homestay Parent proposes to materially change the homestay residence in such a way that will affect their ability to meet the homestay residence standards listed above

if the Homestay Parent is temporarily unable to provide accommodation or suitable supervision for periods of holidays or other periods

if the Homestay Parent intends to change address or contact details

The Homestay Parent will ensure the student resides in their approved address at all times and notify the Homestay Coordinator and the College immediately if the student fails to do so or intends to move.

The Homestay Parent will meet with the International Student Coordinator or Homestay Coordinator, as required by the College.

The Homestay Parent will assist the student to access any necessary medical,

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dental, hospital or other health-related services, including making appointments and, where necessary, accompany the student to those appointments and if required advise the College / Homestay Coordinator of any medical issues. The Homestay Coordinator must be informed of any serious medical matters.

The Homestay Student Responsibilities are:

The student is expected to keep his or her own room clean and tidy. Meals are not to be eaten in your room.

Ironing, dry cleaning and hand washing are the student’s responsibility (exceptions may be made in discussion with host parent).

Student is required to demonstrate due care with linen supplied and any other items or furniture owned by the Homestay Parent.

Showers must be short, as others also need to use the bathroom and water is expensive.

No alcohol or drugs are permitted at any time. Smoking is not allowed in the house.

If a student wishes to invite a friend for a meal or longer period, this must be organised with the Homestay Parent in advance.

Students are generally responsible for their own transport to and from school and outside school hours. However, the Homestay Parent will assist whenever possible and agreed in advance.

If a student wishes to go out in the evening or on the weekend, this must be in agreement with the Homestay Parent. The Homestay Parent must be informed of where the student is going, and return times agreed upon in accordance with the wishes of the student’s parents.

Student is responsible for any significant damage beyond normal wear and tear in the home (e.g. unremovable carpet stains etc) they will be expected to take responsibility for cost incurred (unless such damage is covered by the Homestay Parent’s insurance policy).

Student will not be permitted to sleep at another house unless the Homestay Parent is certain that responsible adult supervision will be provided and the Homestay Parent approves the stay in advance.

If the student will not be at home for any meal, the Homestay Parent must be notified in advance.

The student will make sure they turn off all lights after use and be sure door

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of the home is locked when leaving the residence and when at home if required by the Homestay Parent.

At the end of the homestay the student must return any keys issued and / or any items that belong to the Homestay Parent. The Homestay Coordinators Responsibilities are:

The Homestay Coordinator will ensures that all adults residing at any homestay premises have current National Police Checks (or equivalent) and clearances for working with children as required by the appropriate State or Federal regulatory body.

The Homestay Coordinator will conduct assessments of the homestay with access to all areas of the homestay premises for the purposes of checking compliance with the homestay standards required by the education provider. Reasonable notice (ie 24 hours) must be provided unless the Homestay Coordinator has a reasonable suspicion that the student’s well being may be in jeopardy.

The Homestay Coordinator will ensure host families have appropriate insurance policy cover for students residing in their home.

The Homestay Coordinator will ensures there is a 24 hour emergency number that all stakeholders can contact in the event of an emergency.

The Homestay Coordinator will maintain regular contact with host families, students and College staff as required.

The Homestay Coordinator will email the students timetables to the Homestay Parents at the beginning of each semester.

The Homestay Coordinator will email the Term Dates, Uniform Policy and Uniform Price List to the Homestay Parents at the beginning of each year. The Payment of Homestay money is as follows:

The student must make payment of $290.00 per week to the Homestay Parents.

When the student is away on holidays the following holding fees must be paid:-

1 week = $290.00 total 2 weeks = $330.00 total 3 weeks = $380.00 total 4 weeks = $430.00 total 5 weeks = $480.00 total 6 weeks = $530.00 total 7 weeks = $580.00 total

If a student wishes to move from a ‘homestay’ situation 2 weeks notice should be given unless the Homestay Coordinator has a reasonable belief that the student’s well being is at risk. If notice given is less than 2 weeks, then 2

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weeks fees are payable from the end of the week of the date that notice is given unless the removal is approved by the Homestay Coordinator as being to protect the student’s well being.

Homestay Parents cannot take responsibility for the student’s personal property. (Therefore, we suggest that if you have valuable items it would be wise for the student take appropriate insurance.)

‘Homestay’ money does not include personal spending money, for example:- entertainment, personal items, clothing. Therefore the student should have access to a bank account in Australia into which the student’s parents can deposit personal spending money.

Internet usage is charged at a rate of $10.00 per week. Notes and Example of Daily Routine

Families with whom students are placed, wish the student to become a part of their family. There will therefore be negotiation with the student to ensure the most satisfactory conditions for both parties.

Students are expected to give proper respect to the host family, to obey their guidelines and fit in with the family routine. They, in turn, will treat the student as they would treat their own child. This will produce harmony and a happy environment.

If a student continuously disregards the agreed expectations of the Homestay Parents or the College, the College may dismiss the student and return them to their home country at the and any ‘homestay’ money prepaid (maximum 4 weeks) to the host family will not be refunded.

If a student and host family are not compatible (not as a result of refusal to comply with rules) the College will attempt to find another family for the student. In this situation, host families will continue to host the student until another host family is found.

Students should always attempt to speak English when they, and their friends, are with the host family.

5) Termination, Suspension or Cancellation of Enrolment

a) In the case of termination, suspension or cancellation of enrolment,

the student must reside in the Scotch College Adelaide Boarding

House, an approved homestay or parent/guardian until the enrolment

status of the student is finalised.

i) When a student enrolment is terminated, suspend or cancelled,

Scotch College Adelaide will notify the parent or approved relative,

the Homestay and the Welfare Guardian in writing of this revised

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enrolment status. Scotch College Adelaide will maintain on going

contact with these parties, including visits to the homestay, to ensure

that the conditions of standard 5 of the National Code are being met. ii) If during this revised enrolment status period, a student elects to reside with their parent or approved relative in Australia, the parent or approved relative must collect the student from the Scotch College Adelaide campus, provide written details of residential address while living in Australia and agree to meet with a Scotch College Adelaide staff member in the residence at prescribed intervals until the enrolment status of the student is finalised.

6) Review

Scotch College Adelaide will ensure continued compliance with the Standard 5 of

the National Code, annually. Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments and Meredith Ridgeway, Homestay Coordinator Document Number: CRI009 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team

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About education agents, providing up to date materials and listing education agents on school website

Ref: NC DSt4; ESOS Act 2000 s21A

Education agents are engaged to formally represent Scotch College Adelaide under the conditions outlined in the following policy.

The College responds to all enrolment enquiries and to applications for enrolment according to established procedures.

The currency of the Agent’s list on the website will be the responsibility of The Head of Enrolments. This list will be reviewed every 3 months, unless changes occur more often. Our Digital Communications Officer will update the website accordingly.

If the College policy with regard to use of education agents changes in the future, the School is aware of its obligations under Standard 4 of the National Code of Practice for Providers of Education and Training to Overseas Students 2007, and will at that time implement appropriate policies, procedures and agreements as required under the National Code.

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Scotch College Adelaide Education Agents Policy

Scotch College Adelaide’s Agents Agreement reinforces Scotch College Adelaide’s Education Agents Policy. Education agents are engaged to formally represent Scotch College Adelaide under the following conditions:

a) The education agent agrees to comply with the requirements of Standard 4 in the 2007 National Code

b) The education agent signs and abides by the conditions of the Scotch College Adelaide’s written agency agreement

c) The education agent responds appropriately to College monitoring activities and corrective and preventative action, and understands the grounds for termination of agreement as outlined in Standard 4.4 of the 2007 National Code

d) The education agent accurately promotes the services and facilities provided by the College and uses up-to-date marketing materials as supplied by the College on a regular basis.

Scotch College Adelaide will not accept a student from an education agent if it is known or suspected at any time that the agent

a) Engages in or has previously engaged in dishonest practices; b) Deliberately attempts to recruit a student within the first six months of

that student’s study in their principal course with another provider; c) Facilitates the enrolment of a student he/she believes will not comply

with visa conditions, or is not a bona fide student, or d) Provides immigration advice where he/she is not authorised to do so

under the Migration Act 1958

Scotch College Adelaide may receive a student enrolment application from an education agent on behalf of the parent. As the education agent has not been engaged by the College to formally recruit students on the school’s behalf, such an agent would fall outside the scope of NC St 4.

A list of education agents with whom the school has a formal written agreement are listed on the home page of Scotch College Adelaide’s website and is readily available to students and regulators.

Information provided about education agents includes at a minimum are agency name, name of principal agent, legal entity of agency and street addresses of agency. The Head of Enrolments will review this list every 3 months, unless changes occur more often. Our Digital Communications Officer will update the website accordingly.

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI0010 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016

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Approved by: Senior Leadership Team

Website List of Education Agents

List of Education Agents with whom Scotch College Adelaide has a written agreement is posted on school website at http://www.scotch.sa.edu.au/information-for-o-s-parents-and-agents.html

THE WEBSITE LIST OF EDUCATION AGENTS WAS LAST UPDATED BY Jane Bourne - Head of Enrolments ON 10/02/2015

It is the role of the following staff members / department to undertake the following activities regarding education agent management:

Action When REF

The Head of Enrolments

Undertake due diligence

When new agent enquiry is received

NC DSt4

The Head of Enrolments

Keep updated records of written agency agreements and of communications with agents

Written agreements are reviewed annually

Operational communications are recorded and filed

NC DSt4 St 4.1.a

The Head of Enrolments

Keep updated list of agents used (i.e., with whom the school has a formal written agreement) available on or clearly searchable from the school home webpage, and to be able to enter details in PRISMS when prompted.

The Head of Enrolments will view the list every 3 months to ensure that it is a true and proper reflection of Scotch College Adelaide’s current agent’s list

ESOS Act 2000 s21A.

The Head of Enrolments

Monitor agency activities on a regular basis

Agents are contacted by email for feedback every 6 months

Agents are visited as appropriate

Agents are otherwise emailed/ called as required

NC DSt4 St 4.1.a St 4.3

The Head of Enrolments

Take corrective or preventative action, or terminate agreements

As required NC DSt4 St 4.4 St 4.5

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The Head of Enrolments

Provide agent access to updated and accurate marketing materials and school information

Updated materials are posted/sent electronically annually.

Updated fees lists are provided in December every year

NC DSt4 St 4.2 NC DSt1 NC DSt2

See Section 3. Checklist for Marketing Information and Practices above for list of marketing materials.

See also Processes for monitoring activities of Education agents below.

This policy should be checked and updated whenever there is a change in regulations about NC Standard 4 or in Department of Immigration regulations about activities of education agents, or when existing School policies regarding education agents need to be adapted or strengthened.

THE POLICY ON EDUCATION AGENTS WAS LAST UPDATED BY Jane Bourne ON 19/02/15

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Processes for monitoring activities of education agents

Ref: NC DSt4 Scotch College Adelaide practices due diligence in responding to agent enquiries by requesting comprehensive information about the agency and references from reputable sources.

NC DSt4 Agents with whom Scotch College Adelaide has a formal written agreement are listed on the home page of the school website. Prospective agents are requested to provide as much of the following information as is possible:

Company profile 1) Details of principal’s background and qualifications 2) Number of staff 3) Details of key staff members and/or school consultants 4) Number of years in existence 5) Services provided by the company 6) Location and details of offshore offices 7) Location and details of sub-contractors 8) Location and details of any off-shore partners

Company registration details

Details of past and present experience recruiting students 9) For Australian schools 10) Number of students

Familiarity with Australian education industry 11) Knowledge of ESOS Act 12) Knowledge of National Code

Experience in 13) Education industry generally 14) Any other major business areas

Details of markets from which recruit 15) Geographical area 16) Characteristics of potential market

Names of any professional organisations of which the agent is a member

Outline of services to be provided

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Written references, dated and with contact details from two sources

17) An Australian Government Officer or Agency 18) An Australian school A referee of the agent’s choice Agent activities are monitored on a regular basis through tracking of the following:

19) Number of enquiries overall 20) Ways enquiries are followed up 21) Reasons applications were not lodged following an enquiry 22) Number of applications lodged overall 23) Number of applications accepted 24) Reasons applications were rejected 25) Timelines for - date of enquiry - lodgement of application - application decision - receipt of commission invoice - payment of commission

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The ESOS framework—providing quality education and protecting your rights

The Australian Government wants overseas students in Australia to have a safe, enjoyable and rewarding place to study. Australia’s laws promote quality education and consumer protection for overseas students. These laws are known as the ESOS framework and include the Education Services for Overseas (ESOS) Act 2000 and the National Code. Protection for overseas students As an overseas student on a student visa, you must study with an education provider and in a course that can be found on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) at http://cricos.dest.gov.au. CRICOS registration guarantees that the course and the education provider at which you study meet the high standards necessary for overseas students. Please check carefully that the details of your course − including its location − match the information on CRICOS. Your rights The ESOS framework protects your rights, including:

your right to receive, before enrolling, current and accurate information about the courses, fees modes of study and other information from your provider and your provider’s agent. If you are under 18, to ensure your safety, you will be granted a visa only if there are arrangements in place for your accommodation, support and welfare.

your right to sign a written agreement with your provider before or as you pay fees, setting out the services to be provided, fees payable and information about refunds of course money. You should keep a copy of your written agreement.

your right to get the education you paid for. The ESOS framework includes consumer

protection that will allow you to receive a refund or to be placed in another course if your provider is unable to teach your course.

your right to know: - how to use your provider’s student support services; - who the contact officer or officers are for overseas students; - if you can apply for course credit; when your enrolment can be deferred,

suspended or cancelled; - what your provider’s requirements are for satisfactory progress in the courses

you study; - if attendance will be monitored for those courses; - what will happen if you want to change providers; and how to use your

provider’s complaints and appeals process

p.85

Scotch College Adelaide Critical Incident Policy

1) Scotch College Adelaide recognises the duty of care owed to its students and that

planning for the management of a critical incident is essential. 2) A critical incident is a traumatic event, or the threat of such (within or outside

Australia) which causes extreme stress, fear or injury. This may include but is not limited to: a) Serious injury, illness or death of a student or staff b) Students or staff lost or injured on an excursion c) A missing student d) Severe verbal or psychological aggression e) Physical assault f) Student or staff witnessing a serious accident or incident of violence g) Natural disaster e.g. earthquake, flood, windstorm, hailstorm or extremes of

temperature h) Fire, bomb threat, explosion, gas or chemical hazard i) Social issues e.g. drug use, sexual assault

3) Critical Incident Committee

a) Scotch College Adelaide has a Critical Incident Committee to assist the Principal in the prevention and management of critical incidents at the school, or off campus in the case of an overseas student for whom the school has undertaken care responsibilities.

b) The Principal is the critical incident team leader.

c) The Principal may choose to delegate this responsibility.

d) The Critical Incident Committee also includes:

i) The Deputy Principal ii) Relevant Head of Campus iii) Director of Human Resources iv) Director of Student Wellbeing v) Chief Operating Officer vi) Director of Advancement

When relevant:

i. Director of Boarding ii. Staff nominated by Chair iii. Parent nominated by Chair

e) The responsibilities of the committee include:

i) risk assessment of hazards and situations which may require emergency action

ii) analysis of requirements to address these hazards

p.86

iii) establishment of liaison with all relevant emergency services e.g. police, fire brigade, ambulance, hospital, poisons information centre, community health services

iv) 24 hour access to contact details for all students and their families (for schools with overseas students this will also include agents, homestay families, carers, consular staff, embassies and interpreting services if necessary)

v) 24 hour access to contact details for all relevant staff members needed in the event of a critical incident e.g. school counsellor, welfare officer, legal services, school security

vi) development of a critical incident plan for each critical incident identified vii) dissemination of planned procedures viii) organisation of practice drills ix) regular review of the critical incident plan x) assisting with implementation of the critical incident plan xi) arranging appropriate staff development xii) budget allocation for emergencies

4) Critical Incident Plans

a) All critical incident plans assign responsibilities among relevant staff members; cover all the actions to be taken and timelines for doing so.

b) Immediate Action (within 24 hours)

i) Identify the nature of the critical incident ii) Notification of the critical incident committee/team leader iii) Implement the appropriate management plan or action strategy iv) Assignment of duties and resources to school staff v) Seeking advice and help from any necessary emergency

services/hospital/medical services vi) Dissemination of information to parents and family members vii) Completion of a critical incident report viii) Media response if required (see below) ix) Assess the need for support and counselling for those directly and indirectly

involved

c) Additional Action (48 – 72 hours) i) Assess the need for support and counselling for those directly and indirectly

involved (ongoing) ii) Provide staff and students with factual information as appropriate iii) Restore normal functioning and school delivery

d) Follow-up – monitoring, support, evaluation

i) Identification of any other people who may be affected by critical incident and access of support services for affected community members

ii) Maintain contact with any injured/affected parties

p.87

iii) Provision of accurate information to staff and students where appropriate iv) Evaluation of critical incident management v) Be aware of any possible longer term disturbances e.g. inquests, legal

proceedings

5) Resources

a) The nature of critical incidents is such that resources cannot always be provided in anticipation of events. The critical incident committee uses its discretion to provide adequate resources – both physical and personnel – to meet the needs of specific situations. Staff will be reimbursed for any out-of-pocket expenses.

6) Managing the Media

a) Manage access of the media to the scene, and to staff, students and relatives b) The Principal should normally handle all initial media calls c) Determine what the official school response will be d) All facts should be checked before speaking to the media e) If accurate information is unavailable or the issue is of a sensitive nature, explain

that questions cannot be answered at this time f) Avoid implying blame or fault for any part of the incident as this can have

significant legal implications g) The Principal may delegate media liaison to another member of staff

7) Evaluation and review of management plan

a) After every critical incident, a meeting of the critical incident committee will be held to evaluate the critical incident report and the effectiveness of the management plan and to make modifications if required. If appropriate this process will incorporate feedback from all staff, students and local community representatives.

Scotch College Adelaide Critical Incident Plan - injury to overseas student 1) Immediate Action (within 24 hours)

a) Identify the nature of the critical incident b) The person, who is initially notified of the incident, be that the school secretary

or Homestay co-ordinator or International Student Coordinator, should get as much information as possible regarding the nature of the critical incident. i) Where did the injury occur? On campus or off? ii) How severe is the nature of the injury? iii) Where is the student now? iv) Is the student in hospital?

p.88

v) Has an ambulance been called? vi) Is an interpreter required?

c) The information should be documented for further reference. d) Notification of the critical incident committee/team leader

e) The person who is initially notified of the incident should notify the critical

incident team leader immediately.

f) Assignment of duties to school staff i) The critical incident team leader will identify the staff member responsible

for any immediate action. ii) The incident will then be referred to the identified staff member. iii) The responsible staff member should keep in close contact with the critical

incident team leader and any other staff members as required.

g) Implement the appropriate management plan or action strategy i) If the student is on campus

- Ensure appropriate intervention to minimise additional injury - Provide first aid where necessary - Ascertain seriousness of injury - Call ambulance if required - If ambulance is required, accompany student to hospital - Ascertain seriousness of injury from hospital staff - If ambulance is not required accompany student to relevant medical

service e.g. doctor

ii) If the student is off-campus - If situation appears serious, call an ambulance and either meet the

ambulance at the student’s location or at the hospital - Otherwise go to location of student - Provide first aid where necessary - Ascertain seriousness of injury - Call ambulance if required - If ambulance is required, accompany student to hospital - Ascertain seriousness of injury from hospital staff - If ambulance is not required accompany student to relevant medical

service e.g. doctor iii) If the student has already been taken to hospital

- Go to hospital - Ascertain seriousness of injury from hospital staff

h) Dissemination of information to parents and family members

p.89

i) When there are a number of people to contact such as when a student is in a homestay, the school should attempt to simultaneously contact all parties.

ii) Contact the parents/legal guardian of the student iii) Contact the carer of the student e.g. they may be living with a relative iv) Contact the homestay family of the student

i) Completion of a critical incident report j) Media response if required

k) Inform critical team leader of any relevant factual information to be conveyed to

the media liaison.

l) Assess the need for support and counselling for those directly and indirectly involved

m) If the student is seriously injured or requires hospitalisation, the school should

enlist aid of overseas consular staff to assist the family if they are travelling to Australia, with interpreting services to aid in communication with the relevant medical services and with counselling services if required.

n) The school should assess whether other staff and students have been affected by

the incident and provide support and counselling as required.

o) The school should also contact DIAC and inform them of the incident. 2) Additional Action (48 – 72 hours)

a) Assess the need for support and counselling for those directly and indirectly involved (ongoing)

b) Provide staff and students with factual information as appropriate

i) Depending on the nature of the incident, it may be appropriate for the principal to address the school and inform them of the facts of the incident and the condition of the student concerned.

c) Restore normal functioning and school delivery

i) Where the incident occurred on school premises, there will be other procedures to follow in relation to any possible safety issues and the school’s legal obligations. The critical incident committee should identify the appropriate staff member to follow up these issues.

3) Follow-up – monitoring, support, evaluation

a) Identification of any other people who may be affected by critical incident and access of support services for affected community members

p.90

i) The effects of traumatic incidents can be delayed in some people; the school needs to be aware of any emerging need for support and/or counselling.

b) Maintain contact with any injured/affected parties c) If the student is in hospital for some time, the school needs to maintain contact

with the student and their family. i) Support and assistance for the student and family ii) Depending on the condition of the student, the school could provide school

work for the student to enable them to remain in touch with school activities

iii) Discuss with the family any required changes to the enrolment of the student e.g. suspension or cancellation of enrolment and make any changes required on PRISMS

d) Provision of accurate information to staff and students where appropriate

i) Depending on the nature of the incident, it may be appropriate for the principal to address the school and inform them of the facts of the incident and the condition of the student concerned.

e) Evaluation of critical incident management

i) The critical incident committee should be held to evaluate the critical incident report and the effectiveness of the management plan and to make modifications if required.

f) Be aware of any possible longer term effects on the school and student well-

being e.g. inquests, legal proceedings

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI0011 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team

p.91

Scotch College Adelaide Critical Incident Report

To be completed after all critical incidents. Date: Action Officer: Position: Brief summary of incident: include where, when, who, and why as appropriate. Further information/documentation may be attached. Immediate action taken: Further action required: Persons or staff notified and time & date Signature Date

p.92

Name of Staff Member(s) (or could be Critical Incident Management Committee)

Area of Responsibility

Critical Incident Management Team

risk assessment of hazards and situations which may require emergency action

Critical Incident Management Team

analysis of requirements to address these hazards

Critical Incident Management Team

establishment of liaison with all relevant emergency services e.g. police, fire brigade, ambulance, hospital, poisons information centre, community health services

Critical Incident Management Team

24 hour access to contact details for all students and their families (for schools with overseas students this will also include agents, homestay families, carers, consular staff, embassies and interpreting services if necessary)

Critical Incident Management Team

24 hour access to contact details for all relevant staff members needed in the event of a critical incident e.g. school counsellor, welfare officer, legal services, school security

Critical Incident Management Team

development of a critical incident plan for each critical incident identified

Critical Incident Management Team

dissemination of planned procedures

Deputy Principal organisation of practice drills

Critical Incident Management Team

regular review of the critical incident plan

Critical Incident Management Team

assisting with implementation of the critical incident plan

Deputy Principal arranging appropriate staff development

Chief Operating Officer budget allocation for emergencies

p.93

The following staff member / department is responsible for reviewing and updating the School Critical incident policy and procedures:

Finance and Administration

Chief Operating Officer

This policy should be checked and updated whenever there is a change in regulations about NC Standard 6, or when existing policies need to be adapted or strengthened.

THIS SECTION LAST UPDATED BY Jane Bourne ON 19/02/15

Monitoring Course Duration, Course Progress and Attendance and Monitoring of course progress to complete course within expected duration

Ref: NC DSt8, NC DSt9, NC DSt10, NC DSt11; ESOS Act 2000 s 19, ESOS Act 2000 s47D, ESOS Reg 2001 3.1

It is required under the National Code 2007 that Scotch College Adelaide must:

a. monitor the enrolment load of students to ensure they complete the course within the duration specified in their CoE and do not exceed the allowable portion of online or distance learning, and ensure that any extensions granted to duration of study comply with conditions under Standard 9

b. systematically monitor students’ course progress and attendance c. be proactive in notifying and counselling students at risk of failing to meet

require course progress and / or attendance requirements, and d. notify students assessed as not meeting satisfactory course progress or

attendance requirements in writing of the school’s intention to report them, and advising students they have 20 working days in which to access the school’s complaints and appeals process. NB: Further information is available on processes for handling complaints and appeals and timelines for reporting of students via the website of the Overseas Students Ombudsman (www.oso.gov.au). In particular, see the Best Practice Complaints Guide and FAQs at http://www.oso.gov.au/frequently-asked-questions/for-private-education-providers. Specifically, see:

c) Do providers have to wait for the Ombudsman complaint process to be completed, before reporting a student for failing to meet course progress or attendance requirements (standards 10 and 11)?

e. report students who have breached course progress and / or attendance requirements under Section 19 of the ESOS Act, even if the student cancels enrolment after being notified of the school’s intention to report breach of visa condition under Standards 10 or 11, and

p.94

f. meet any necessary refund and reporting obligations in event of a cancellation of student enrolment as a consequence of requirements under NC Standards 10 and 11. See Timelines for Reporting Provider Obligations in Case Of Provider Default or Student Default and Checklist of Record Keeping and Reporting Obligations.

Scotch College Adelaide’s Course progress and attendance policy combines all requirements of Standards 9, 10 and 11 of the National Code 2007. This policy is available to staff and to students. See below for a copy of Scotch College Adelaide’s Course Progress and Attendance Policy

When a student is identified at risk of not meeting course progress requirements, one or more of the following intervention strategies will be activated by depending on the year level and support needs of the student:

Strategy Contact for Junior School Students

Contact for Middle School Students

Contact for Senior School Students

Subject tutorial support in class time

Subject Teacher

Subject Teacher

Subject Teacher

After hours tutorial support

As required Boarding House Staff

Boarding House Staff

Mentoring Class Teacher

House Mentor

House Mentor

Additional ESL support ESL Teacher ESL Teacher ESL Teacher

Change of subject selection, or reducing course load (without affecting course duration)

Year Level Coordinator

Head of Teaching and Learning

Head of Teaching and Learning

Counselling -academic skills

Student Support Services

Student Support Services

Student Support Services

Counselling – time management

Student Support Services

Student Support Services

Student Support Services

Counselling - personal School Counsellor

School Counsellor

School Counsellor

Other

p.95

Information about compliance with student visa conditions is provided to School staff and to students in these ways: on website, in enrolment information package, staff induction, International Student Handbook Information about School policy requirements, intervention and support processes is provided to students and staff in the following ways: on website, in enrolment information package, staff induction International Student Handbook

To achieve satisfactory attendance at Scotch College Adelaide a student must:

Satisfactory course attendance is attendance of 80% of scheduled course contact hours

When a student is identified at risk of not meeting attendance requirements, one or more of the following intervention strategies will be activated by the International Student Coordinator depending on the year level and support needs of the student:

Strategy Contact for Junior School Students

Contact for Middle School Students

Contact for Senior School Students

Counselling -academic skills

Student Support Services

Student Support Services

Student Support Services

Counselling – time management

Student Support Services

Student Support Services

Student Support Services

Counselling - personal School Counsellor

School Counsellor

School Counsellor

Seeking medical opinion

School Nurse School Nurse School Nurse

Interview with accommodation provider

Boarding Staff Homestay Coordinator

Boarding Staff Homestay Coordinator

Boarding Staff Homestay Coordinator

Change of subject selection, or reducing course load (without affecting course duration)

Year Level Coordinator

Head of Teaching and Learning

Head of Teaching and Learning

Other

Information about compliance with student visa conditions is provided to School staff and to students in these ways: Staff induction International Student Handbook Information about School policy requirements, intervention and support processes is provided to students and staff in the following ways: Staff induction International Student Handbook

p.96

Administrative documents relating to the School’s policies and procedures related to course progress and attendance, including monitoring, intervention and reporting instances of non-compliance are

Overseas student Referral Form for Intervention Letter of intention to report for unsatisfactory course progress Letter of intention to report for unsatisfactory attendance

See below for copies of these documents

p.97

Diagrammatic Overview of School Monitoring Activities Standards 9, 10 & 11.

Attendance is checked and recorded daily, assessed for compliance at regular intervals and calculated over each study period

If attendance drops below 70 percent for the study period, student is deemed at risk of not attending for 80% of scheduled course contact hours for the study period and is contacted and counselled / offered support

Student is advised of attendance requirements and is contacted and counselled if absent for more than 5 consecutive days without approval , or if at risk of not meeting attendance requirements

Course progress is checked at the end of each study period

Student must at all times be in a position to complete the course within the expected duration specified in their CoE and not exceed the allowable amount of online or distance learning. Extension of duration of study can only occur in given circumstances. Ref. Standard 9 for details (not usually a need for this in a school setting.)

Student is advised of Course

progress requirements and results

are checked at end of each study period

If student is assessed as not meeting School’s course progress requirements, the School’s intervention strategy is activated, aimed at assisting student to meet satisfactory course progress requirement by the end of the next study period

At a minimum, the intervention strategy must be activated where the student has failed or is deemed not yet competent in 50% or more of the units attempted in any study period. The strategy can be activated before this point but not after this point.

If the student is assessed as not meeting course progress or attendance requirement, the School notifies the student in writing of its intention to report, and advises there are 20 working days to access the School’s complaints and appeals process. (Notice of the timeframe to access the external appeals process should also be given – see also Section14. Complaints and appeals policy)

If the student has chosen not to access the complaints and appeals processes, or the process is completed and results in a decision supporting the School, the School notifies National ESOS Authority via PRISMS asap that the student is not achieving satisfactory attendance or course progress, even if the student has cancelled enrolment following notice of intention to report. N.B. If the student is under 18 y.o., and if the school has undertaken responsibility for approving care and welfare arrangements for the student, provisions under Standard 5.3 apply.

MONITORING AND INTERVENTION OF STUDENT ATTENDANCE, COURSE PROGRESS AND COURSE DURATION

FOR COURSE PROGRESS AND ATTENDANCE, IF INTERVENTION FAILS,

NOTIFICATION OF INTENTION TO REPORT,

ACCESS TO APPEALS PROCESS, REPORT VIA

PRISMS IF NECESSARY

p.98

It is the role of the following staff members to undertake these actions in administering the School’s Course duration , progress and attendance policies and procedures

Staff Member Action Time frame REF

FOR COURSE DURATION (St 9)

International Student Coordinator

Monitor the student’s course duration to ensure they will not need additional time in order to complete their course, and meet any other requirements under Standard 9

At the end of each study period

NC DSt9 St 9.1-5.

FOR COURSE PROGRESS (St 10)

International Student Coordinator/ Head of Student Wellbeing

Determine staff roles and responsibilities for implementing School course progress policy, including requirements for achieving satisfactory course progress, activating intervention strategies and determining the point at which the student has failed to achieve satisfactory course progress

At time of policy creation, and when staff changes occur.

NC DSt10 St 10.1 St 10.2

International Student Coordinator/ Head of House

Checking school reports in each subject/unit to determine if student is meeting requirements as per School policy and advising Deputy Principal if student is at the point of needing intervention

At the end of each study period

NC DSt10 St 10.1 St 10.3

p.99

International Student Coordinator

Counselling student and arranging intervention strategies for student as needed to assist student meet course progress requirements.

Advising parent (s) of action taken and enrolment implications of failing to meet course progress requirements.

When school reports have been checked and student identified as being at risk

NC DSt10 St 10.4 St 10.5

International Student Coordinator

Monitoring student response to intervention strategies

When the School policy requirements trigger intervention and no later than when the student fails or is deemed not competent in 50% or more of subjects/units studied during the study period and throughout the following study period

NC DSt10 St 10. 5

International Student Coordinator

Deputy Principal

Head of Enrolments

Assessing whether student is meeting visa condition for satisfactory course progress, and if not, notifying the student in writing of

a) School’s intention to report

b) Timelines for accessing the

When the student is assessed as not being able to meet course progress requirements as per Standard 10, after the intervention strategies have

NC DSt10 St 10.6

p.100

school’s internal and external appeals processes:

i. access to school’s internal appeals process must be within 20 working days

ii. access to the external appeals process must be within 10 working days

been activated and progress re-assessed

NB: If the student accesses the external appeals process, the school must await the outcome of this process before changing the student’s enrolment status in PRISMS. If the school has issued a CAAW for a student, welfare provisions under NC St 5.3 are applicable until a prescribed alternative is in place.

Head of Enrolments

Notifying the National ESOS Authority via PRISMS that the student is not achieving satisfactory course progress

As soon as practicable at the point when

o the student has chosen not to access the School’s complaints and appeals process within the 20 day working period, or

o withdraws from the process, or

o the process is

completed and results in a decision

NC DSt10 St 10.7

p.101

favouring the School

FOR COURSE ATTENDANCE (St 11)

Deputy Principal

Determine staff roles and responsibilities for implementing School attendance policy, including method and frequency of attendance calculations, and point of intervention

At time of policy creation, and when staff changes occur.

NC DSt11

Student Services Officer

Recording attendance and advising Deputy Principal if student is absent more than 2 consecutive days without approval.

Daily, in accordance with school procedures

NC DSt11 St 11.1 St 11.3.b St 11.4 St 11.5

Head of Student Wellbeing

Calculating percentage attendance for each overseas student and advising Deputy Principal if student is approaching point of intervention

Every 2 weeks during term time

NC DSt11 St 11.3 St 11.5

International Student Coordinator

Contacting and counselling student where he/she has not attended for 2 consecutive days, and / or if he/she is at risk of not meeting attendance requirements, and arrange any necessary support and/or follow up.

Advising parent(s) of absence and reason provided for absence and of any implications for enrolment. (if applicable)

When the prescribed intervention points or no. of consecutive absences have been reached

NC DSt11 St 11.3 St 11.4

Deputy Principal/ Head of Enrolments

Assessing whether student is meeting visa condition for satisfactory attendance, and if not, whether under school

When the student is assessed as not being able to meet attendance requirements as per Standard 11.

NC DSt11 St 11.3 St 11.6 St 11.9

p.102

policy the provisions under St 11.9 apply. If St 11.9 provisions do not apply, notifying the student in writing of

a. School’s intention to report

b. Timelines for accessing the school’s internal and external appeals processes:

i. access to school’s internal appeals process must be within 20 working days

ii. access to the external appeals process must be within 10 working days

NB: If the student accesses the external appeals process, the school must await the outcome of this process before changing the student’s enrolment status in PRISMS. If the school has issued a CAAW for a student, welfare provisions under NC St 5.3 are applicable until a prescribed alternative is in place.

Head of Enrolments

Notifying the National ESOS Authority via PRISMS that the student is not achieving satisfactory attendance

As soon as practicable at the point when

o the student has chosen not to access the School’s complaints and appeals process within the 20 day working period, or

o withdraws from the process, or

o the process is

completed and results in a decision favouring the School

NC DSt11 St 11.7

FOR COURSE PROGRESS (ST 10) and COURSE ATTENDANCE (St 11)

Head of Enrolments/ Chief Operating Officer

Giving refunds (if applicable) and meeting reporting obligations in the event of a student being reported for

See Timelines for Reporting Provider Obligations in Case Of Provider Default or Student Default and Checklist of

ESOS Act 2000 s19 ESOS Act 2000 s47A-H ESOS Reg 2001 3.1

p.103

breaching visa requirements under NC Standards 10 and 11.

Record Keeping and Reporting Obligations.

Scotch College Adelaide Course Progress and Attendance Policy

1) Course Progress

a) Scotch College Adelaide will monitor, record and assess the course progress of each student for the course in which the student is currently enrolled.

b) The course progress of all students will be assessed at the end of each semester

of enrolment.

c) Students who have begun part way through a semester will be assessed after one full period of attendance.

d) To demonstrate satisfactory course progress in Senior Secondary, students will

need to achieve competency at least at ‘C’ grade level or above in at least 10 units, two of which must be English or ESL.

e) If a student does not achieve competency in at least 80% of units studied in an

assessment period, the International Student Coordinator will meet with the student to develop an intervention strategy for academic improvement. This may include; i) additional supervised study periods ii) tutorial assistance iii) other intervention strategies as deemed necessary

p.104

f) A copy of the student’s individual strategy and progress reports in achieving

improvement will be forwarded to parents.

g) The student’s individual strategy for academic improvement will be monitored over the following semester by International Student Coordinator and records of student response to the strategy will be kept.

h) If the student does not improve sufficiently academically and achieve satisfactory

course progress by the end of the next assessment period, Scotch College Adelaide will advise the student in writing of its intention to report the student for breach of visa condition 8202, and that he/she has 20 working days in which to access the College’s internal complaints and appeals process.

i) The College will notify DEST via PRISMS of the student not achieving satisfactory

course progress as soon as practicable where i) the student does not access the complaints and appeals process within 20

days, or ii) withdraws from the complaints and appeals process, or iii) the complaints and appeals process results in favour of the College

2) Completion within expected duration of study (course progression)

a) As noted in 1.a., the College will monitor, record and assess the course progress of each student for the course in which the student is currently enrolled.

b) Part of the assessment of course progress at the end of each semester will

include an assessment of whether the student’s progress is such that they are expected to complete their course within the expected duration of the course.

c) The College will only extend the duration of the student’s study where the

student will not complete their course within the expected duration due to: i) compassionate or compelling circumstances ii) student participation in an intervention strategy as outlined in 1.e. iii) an approved deferment or suspension of study has been granted in

accordance with Scotch College Adelaide’s Deferment, Suspension and Cancellation Policy.

d) Where the College decides to extend the duration of the student’s study, the

College will report via PRISMS and/or issue a new COE if required. 3) Course attendance

a) Satisfactory course attendance is attendance of 80% of scheduled course contact hours.

b) Student attendance is: i) checked and recorded daily ii) assessed regularly iii) recorded and calculated over each semester.

p.105

c) Late arrival at College will be recorded and will be included in attendance

calculations.

d) All absences from school should be accompanied by a medical certificate, an explanatory communication from the student’s carer or evidence that leave has been approved by the Deputy Principal.

e) Any absences longer than 2 consecutive days without approval will be

investigated. f) Student attendance will be monitored by Head of Wellbeing over a semester to

assess student attendance using Scotch College Adelaide’s learning management system. i) Calculating the number of hours the student would have to be absent to fall

below the attendance threshold for a semester e.g. number of study days x contact hours x 20%.[For example, an eight week semester with 5 contact hours a day would equal 200 contact hours. 20% of this is 40 hours.]

ii) Any period of exclusion from class will not be included in student attendance calculations.

g) Students at risk of breaching Scotch College Adelaide’s attendance requirements

will be counselled and offered any necessary support when they have absences exceeding 20% of course attendance during any assessment period.

h) If the calculation at 3.f. indicates that the student has passed the attendance

threshold for the study period, Scotch College Adelaide will advise the student of its intention to report the student for breach of visa condition 8202, and that he/she has 20 working days in which to access the College’s internal complaints and appeals process except in the circumstances outlined in 3.j.

i) The College will notify EECS via PRISMS of the student not achieving satisfactory

course attendance as soon as practicable where: i) the student does not access the complaints and appeals process within 20

days ii) withdraws from the complaints and appeals process iii) the complaints and appeals process results in a decision for the College.

j) Students will not be reported for failing to meet the 80% threshold where: i) the student produces documentary evidence clearly demonstrating

compassionate or compelling circumstances e.g., medical illness supported by a medical certificate.

k) If the student does not obtain a suspension of studies under the Scotch College Adelaide’s Deferment, Suspension and Cancellation Policy, and falls below the 80% threshold for attendance, the process for reporting the student for unsatisfactory attendance (breach of visa condition 8202) will occur as outlined in 3.h. – 3.i

p.106

4) Definitions

a) Compassionate or compelling circumstances - circumstances beyond the control of the student that are having an impact on the student’s progress through a course. These could include: i) serious illness, where a medical certificate states that the student was

unable to attend classes ii) bereavement of close family members such as parents or grandparents iii) major political upheaval or natural disaster in the home country requiring

their emergency travel that has impacted on their studies iv) a traumatic experience which has impacted on the student (these cases

should be where possible supported by police or psychologists’ reports) v) where the school was unable to offer a pre-requisite unit vi) inability to begin studying on the course commencement date due to delay

in receiving a student visa

For other circumstances to be considered as compassionate or compelling, evidence would need to be provided to show that these were having an impact on the student’s progress through a course.

b) Expected duration – the length of time it takes to complete the course studying

full-time. This is the same as the registered course duration on CRICOS.

c) School day – any day for which the school has scheduled course contact hours

Document owned by: Scotch College Adelaide Author: Jane Bourne, Head of Enrolments Document Number: CRI0012 Last Updated: 27 February 2015 Date to be reviewed: 27 February 2016 Approved by: Senior Leadership Team