St Columban’s College · St Columban’s College | International Student Program Policy Documents...

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St Columban’s College | International Student Program Policy Documents 2

CONTENTS

1. Entry Requirements and Enrolment Policy ………………………………………………………... 3

2. Course Credit Policy ……………….………………………………………………………………... 5

3. Accommodation and Welfare Policy..………………………………………………………………. 6

4. Deferment, Suspension and Cancellation Policy…………………………………………………. 7

5. Course Progress and Attendance Policy…………………….. …………………………………... 10

6. Transfer Request Policy ……………………………………………………………………………. 13

7. Fees and Refund Policy ……………………………………………………………………………..15

8. Complaints and Appeals Policy ……………………………………………………………………. 18

9. The ESOS Framework ……………………………………………………………………………… 20


ST COLUMBAN’S COLLEGE

CABOOLTURE

INTERNATIONAL STUDENT PROGRAM

ENTRY REQUIREMENTS AND ENROLMENT POLICY

Applications received from prospective international students will be assessed according to the following

general academic and English language proficiency requirements. St Columban’s College will also take into

consideration the following factors when assessing a prospective student’s application request:

� behaviour and attitude to school;

� subject selection requests from the applicant;

� any compulsory subjects required for the student to continue studying

� any psychological, medical, personal or other factors

1. ENTRY REQUIREMENTS

a) Academic Levels

i. Applicants are to have successfully completed a minimum of seven years primary education.

ii. Applicants are to have achieved satisfactory academic performance and demonstrated behaviour

appropriate to entry to the year level requested on the Application for Enrolment.

iii. Applicants are to have achieved success in a year level comparable to the year level preceding

that to which they are applying for entry.

iv. The applicant will have completed study in Australia of the year level prior to that for which entry

to St Columban’s College is sought, or successful completion of equivalent study in their own

country.

v. Success is indicated by at least a pass in all subjects or average results as indicated by the home

country grading system.

vi. Applicants are to have shown application to school work and age-appropriate achievement in

literacy and numeracy areas of the curriculum.

vii. To demonstrate the required academic levels for entry the applicant is to provide evidence in

the form of report cards from the previous 2 years of study; if the report cards do not record

student behaviour or commitment to studies a Reference from the applicant’s current or most

recent school Principal is also required.

An applicant who does not meet the academic entry requirements may be considered if:

� he or she meets the English language proficiency requirement, and

� school reports and references indicate he or she has the character/disposition to adjust well to the

secondary school environment

� satisfactory results which demonstrate academic capability from a recognised test (eg AEAS)

b) English levels

i. Applicants are to have studied English as a subject at school or externally for at least the

previous two years

ii. The applicant’s proficiency in English must successfully meet the curriculum demands of the year

level requested on the Application for Enrolment

iii. Applicants must be able to demonstrate basic interpersonal communicative skills in English

appropriate to their age and intended level of study. That is, they must be able to understand and

communicate basic requests, questions and responses in English and perform reading and

writing tasks at the level necessary for the class to which they seek enrolment.


iv. To demonstrate required English language proficiency levels evidence must be provided in

support of the student’s level of English proficiency. This evidence may be presented as

evidence of previous study in English as the medium of instruction, or as results of an acceptable

English language proficiency test. Students may be tested using the IELTS, AEAS, ISLPR or

NLLIA testing systems.

v. Where applicants have undertaken English as a Foreign Language Classes at a previous school

or other institution, information needs to be provided about the following:

• amount of time per week engaged in English instruction

• the level of proficiency achieved

vi. Applicants are expected to have attained at least the standard measured proficiency scores

indicated below.

2. APPLICATIONS

a) St Columban’s College 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 the State of Queensland and the Commonwealth of Australia.

b) Applications for enrolment must be made on the St Columban’s College Application for Enrolment

Form. This must be correctly completed, and must be accompanied by the following documents to

support the application:

• Copies of Student Report Cards from the previous 2 years of study, including a copy of the

latest Student Report;

• A completed Reference from the student’s current or most recent school Principal if student

Report Cards do not record student behaviour or commitment to studies;

• Copy of Birth Certificate;

• Copy of passport page with name, photo identification, passport number and expiry date;

• Written evidence of proficiency in English as a second language;

• Enrolment Application Fee.

c) Where the above documents are not in English, certified translations in English are required, with

necessary costs to be met by the applicant.

d) An application for enrolment will only be processed when all of the above documents have been

submitted to the College’s Secretary to the Principal.

e) Applications from overseas students are processed according to established policy and procedures,

and are dealt with on their merits.

f) If an application is assessed as suitable, the applicant for enrolment is to attend an enrolment interview

with their parents and/or guardian as a part of the enrolment process to determine suitability. An

exception would need to be granted by the Principal for an enrolment application to proceed without

such an interview.

g) The applicant will be advised in writing within 14 days from the date of the enrolment interview if their

application has been accepted for enrolment in their requested course.

Year Level IELTS AEAS

ISPLR (4 skills at)

NLLIA (4 scores

at)

Year 8 4 46-52 1+ 4 Year 9 4.5 46-52 2 4+

Year 10 5 53-60 2+ 5 Year 11 5.5 61-65 3 5+ Year 12 6 70+ 3 6


ST COLUMBAN’S COLLEGE CABOOLTURE


COURSE CREDIT POLICY

1. St Columban’s College will assess all applications for entry into the College. Course credit may only

be offered as outlined below:

a) For students transferring from interstate up to year 10, the College does not offer course credit and entry into any course is subject to the assessment of the College.

b) For students transferring from either intrastate or interstate in Year 11 and the beginning of year 12, the student may receive course credit for units completed based on evidence provided of studies undertaken under the relevant state or territory curriculum assessment authority or nationally accredited framework.




ACCOMMODATION AND WELFARE POLICY

1. St Columban’s College does not accept enrolments of international students who are unaccompanied

minors. Unaccompanied minors are defined as students under the age of 18 who are not staying in the

care of parents, legal guardians or nominated relatives.

2. All International students under 18 years of age must live in one of the following approved care

arrangements until completion of their enrolled course:

a) The student must live with a Parent / Legal Guardian as permitted by Department Of Immigration

and Citizenship.

b) The student must live with a suitable nominated relative as defined by the Department of

Immigration and Citizenship. Nominated relatives must be:

I. A grandparent, brother, sister, aunt, uncle, niece or nephew OR a step-grandparent, step-

brother, step-sister, step-aunt, step-uncle, step-niece or step-nephew

II. Delegated in writing by the students’ parents/legal guardians

III. Over the age of 21

IV. Of good character

V. Not themselves an international student.

3. For School vacation periods, students under 18 years of age must remain in the care of a parent /

legal guardian or suitable nominated relative

4. The College must be notified in writing by the parent/legal guardian or suitable nominated relative of

the Queensland address, telephone numbers and email address for the Student and the Parents or

nominated relative , within 7 days of enrolment in the College.

5. All students are required to notify the College of a change of address while enrolled in the course at

least 7days prior to the proposed change, or in the case of an unplanned change, as soon as

reasonably practicable after the change has occurred– it is the parent’s/ legal guardian, nominated

relative’s responsibility to keep the school informed if the student is under 18 years of age.

Parents/Legal Guardians will be contacted if the College is concerned with the welfare of a student outside

school hours and an agreement reached on ways to remove the causes of concern. When required, the

procedures described in Student Protection Procedures, Regulations and Guidelines (Brisbane Catholic

Education 1998) will be followed.




DEFERMENT, SUSPENSION AND CANCELLATION POLICY

1. STUDENT ADVICE

a) 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 and Citizenship for advice.

b) The College is required to notify the Department of Industry, Innovation, Science, Research and

Tertiary Education (DIISRTE) as required under section 19 of the ESOS Act where the student’s

enrolment is deferred, temporarily suspended or cancelled.

2. ASSESSING REQUESTS FOR DEFERMENT OR SUSPENSION OF STUDIES

a) Applications for deferment or suspension of studies will be assessed on merit by the Principal.

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

3. DEFERMENT OF COMMENCEMENT OF STUDY REQUESTED BY STUDENT

a) St Columban’s College will only grant a deferment of commencement of studies for

compassionate and compelling circumstances. 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) The College will notify DIISRTE of the deferment of commencement studies.

4. SUSPENSION OR CANCELLATION OF STUDY REQUESTED BY THE STUDENT

a) On receipt of application from student to cancel their enrolment, the College will process this

request and notify DIISRTE of the cancellation of studies.

b) Once the student has commenced the course, St Columban’s College will only grant a

suspension of study for compassionate and compelling circumstances. 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)

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.

d) The College will notify DIISRTE of the suspension of studies.

5. EXCLUSION FROM CLASS (1-28 DAYS)

a) St Columban’s College 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 St Columban’s College’s Behaviour Policy/Code of Conduct.

b) 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.

c) 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.

d) Periods of ‘exclusion from class’ will not be included in attendance calculations as per St

Columban’s College’s Course Progress and Attendance Policy.

6. COLLEGE INITIATED SUSPENSION OF STUDIES (28+ DAYS)

a) St Columban’s College 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 St Columban’s College’s Behaviour Policy/Code of Conduct.

b) 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.

c) Students who have been suspended for more than 28 days should contact the Department of

Immigration and Citizenship.

d) 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.

e) The College will notify DIISRTE of the suspension of studies

f) The period of suspension will not be included in attendance calculations.

7. COLLEGE INITIATED CANCELLATION OF ENROLMENT

a) St Columban’s College may cancel the enrolment of a student under the following conditions;

i. Failure to pay Course Fees or any Additional Fees in accordance with Agreement

ii. Failure to maintain approved welfare and accommodation arrangements (visa condition

8532)

iii. Any behaviour identified as a serious breach of St Columban’s College’s Behaviour

Policy/Code of Conduct.

iv. Student fails to meet the Course requirements.

v. Student or Parents provide false or misleading information on the Application Form.

b) St Columban’s College is required to report failure to maintain satisfactory course progress and

failure to maintain satisfactory attendance to Department of Immigration and Citizenship which

will result in automatic cancellation.

8. COMPLAINTS AND APPEALS

a) Student requested deferment and suspension are not subject to St Columban’s College

Complaints and Appeals Policy.


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

c) School initiated suspension, where the DIISRTE is notified of the suspension, and cancellation

are subject to St Columban’s College’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 will determine if participation in studies will be

in class or under a supervised arrangement outside of classes.

e) If students access St Columban’s College’s complaints and appeals process regarding a school

initiated suspension, where DIISRTE is notified of the suspension, or cancellation, the

suspension or cancellation will not be reported to DIISRTE 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 school 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 St Columban’s College 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) If suspension or cancellation of a Student’s enrolment is due to misbehaviour only the College’s

internal Appeals process applies.

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




COURSE PROGRESS AND ATTENDANCE POLICY

1. COURSE PROGRESS

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) The course progress of all students will be assessed at the end of each term of enrolment.

c) Students who have begun part way through a term will be assessed after one full period of attendance.

d) To demonstrate satisfactory course progress, successful completion or demonstrated competency in

50% or more of the course requirements is to be achieved each term.

e) If a student does not demonstrate satisfactory course progress or is identified as at risk of making

unsatisfactory course progress, the Assistant Principal Middle Phase (for students enrolled in Year

8 and 9) or Assistant Principal Senior Phase (for students enrolled in Years 10 – 12) 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. attending counselling

iv. individual case management through Learning Enhancement

v. other intervention strategies as deemed necessary

f) The intervention strategy will be implemented within the first four weeks of the following term or in the

case of the student being identified as at risk of making satisfactory progress as soon as practicable.

g) A copy of the student’s individual strategy and progress reports in achieving improvement will be

forwarded to parents/caregivers.

h) The student’s individual strategy for academic improvement will be monitored over the following term by

the Assistant Principal Middle Phase or the Assistant Principal Senior Phase and records of student

response to the strategy will be kept.

i) If the student does not improve sufficiently academically and achieve satisfactory course progress by

the end of the next term, St Columban’s College will advise the student in writing of its intention to

report the student to the Department of Immigration and Citizenship for breach of visa condition 8202

unsatisfactory progress, and that he/she has 20 working days in which to access the College’s

complaints and appeals process.

j) The College will notify Department of Industry, Innovation, Science, Research and Tertiary Education

(DIISRTE) of the student not achieving satisfactory course progress and issue a Section 20 Notice 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 1a, the school 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 term 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 school 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 St

Columban’s College Deferment, Suspension and Cancellation Policy.

d) Where the school decides to extend the duration of the student’s study, the school will report to the

Department of Industry, Innovation, Science, Research and Tertiary Education via PRISMS within 14

days and/or issue a new Confirmation of Enrolment if required.

3. COURSE ATTENDANCE

a) Students are expected to attend school every day of the course in which they are enrolled.

b) Parents / Carers are required to contact the College and advise of any absence of the student prior to

9am on the day of the absence.

c) Parents / Carers are to notify the College prior to 9am of any late arrival of the student on the day of the

late arrival.

d) Students are to provide a note from Parents / Carers for any early departure, detailing reason and time

of collection.

e) Students are required to maintain a minimum attendance of 80% of scheduled course contact hours

each term to meet course attendance requirements.

f) Students attendance is

i. checked and recorded daily

ii. reviewed on a monthly basis

iii. required attendance rate of 80% will be calculated over each term

g) Late arrival or early departure at school will be recorded and may be included in attendance calculations

as half day absences at the discretion of the Principal.

h) All absences from school should be accompanied by a medical certificate, an explanatory

communication from the student’s parent / carer, or evidence that the leave has been approved by the

Principal. All absences, including those covered by a medical certificate, are included in student

attendance calculations.

i) Any absence without notification to the College or prior approval will be investigated.

j) Student attendance will be monitored by the relevant Assistant Principal with support from pastoral

coordinators each month and will be assessed as per below:

i. Any period of exclusion from class will not be included in student attendance calculations. (See

standard 13 – Deferring, suspending and cancelling enrolment for an explanation of this item)


ii. Attendance will be calculated: number of school days absent less number of days in (i) above

divided by a number of school days in the month less number of schooldays in (i).

k) Students at risk of breaching St Columban’s College attendance requirements of 80% of scheduled

contact hours for the term or are absent for five consecutive days without approval will be counselled

and offered any necessary support.

l) If the calculation at 3.j.(ii) indicates that the student has passed the attendance threshold for the term,

St Columban’s College will advise the student in writing of its intention to report the student to the

Department of Immigration and Citizenship for breach of visa condition 8202 unsatisfactory course

attendance, and that he/she has 20 working days in which to access the College’s complaints and

appeals process, except in the circumstances outlined in 3.m.

m) The College will notify the Department of Industry, Innovation, Science, Research and Tertiary

Education of the student not achieving satisfactory course attendance and issue a Section 20 Notice 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.

n) Students will not be reported for failing to meet the 80% attendance threshold each term where:

i. the student produces documentary evidence clearly demonstrating compassionate or

compelling circumstances, and

ii. has not fallen below 70% attendance a term.

o) If a student is assessed as having nearly reached the threshold for 70% attendance a term, the

Principal will assess whether a suspension of studies is in the interests of the student as per St

Columban’s College’s Deferment, Suspension and Cancellation Policy.

p) If the student does not obtain a suspension of studies under St Columban’s College’s Deferment,

Suspension and Cancellation Policy, and falls below the 70% threshold for attendance a term, the

process for reporting the student for unsatisfactory attendance (breach of visa condition 8202) will occur

as outlined in 3.k. – 3.l.

Definitions

1. 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

• involvement in or witnessing of an accident

• a crime committed against the student

• the student has been witness to a crime

v. these cases should be where possible supported by police or psychologists’ reports

vi. 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.

2. 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.

3. School day – any day for which the school has scheduled course contact hours.




TRANSFER REQUEST POLICY

If a student requests a transfer between registered training providers within the first six months of their principal

course of study, St Columban’s College will assess these requests on an individual case by case basis in

accordance with our student transfer policy and procedures.

A student has the right to transfer after a 6 month period if they have/can provide a copy of a new enrolment

offer from another provider.

1. ACCEPTING A TRANSFERRED STUDENT

a) St Columban’s College will not knowingly enrol any student wishing to transfer from another

provider prior to completing six calendar months of his or her principal course of study except in the

following circumstances:

i. The registration of the provider of the course in which the student is enrolled is cancelled;

ii. The provider has given the student a letter of release;

iii. A government sanction on the provider’s registration prevents the student from continuing his

or her principal course;

iv. The student’s government sponsor writes to support the change

2. TRANSFERRING A STUDENT TO ANOTHER REGISTERED PROVIDER

a) 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 their principal course of study.

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

However, if a student is under 18 years of age, conditions apply.

c) Students under 18 years of age MUST also have:

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

ii. 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 / legal guardian or a suitable nominated relative

iii. Evidence that the student is always in Department of Immigration and Citizenship approved

welfare and accommodation arrangements

d) St Columban’s College will provide a letter of release to students prior to completion of their principal

course in the following circumstances:

i. The student has changed welfare and accommodation arrangements and is no longer within a

reasonable travelling time of the College.

ii. It has been agreed by the College the student would be better placed in a course that is not

available at St Columban’s College.

iii. Any other reason stated in the policies of St Columban’s College.


e) St Columban’s College will NOT provide a letter of release to students prior to completion of their

principal course in the following circumstances:

i. The student’s progress is likely to be academically disadvantaged

ii. St Columban’s College is concerned that the student’s application to transfer is a consequence

of the adverse influence of another party

iii. The student has not had sufficient time to settle into a new environment in order to make an

informed decision about transfer

iv. The student has not accessed school support services which may assist with making

adjustments to a new environment, including academic and personal counselling services

f) In order to apply for a letter of release, all students must first have a letter of offer from the

receiving provider.

g) Applications to transfer to another registered provider may have visa implications. The student is

advised to contact the Department of Immigration and Citizenship office as soon as possible to

discuss any implications.

h) It is a requirement under Queensland legislation that the intention of a ‘Letter of Release’ act as an

Information Notice from the releasing provider to the receiving provider and provide details on

whether or not the student:

a) has demonstrated a commitment to their studies;

b) has good attendance, and

c) has paid all relevant fees.

i) All applications for transfer will be considered within 10 working days and the applicant notified in

writing of the decision.

j) Students whose request for transfer has been refused may appeal the decision in accordance with

St Columban’s College’s complaints and appeals policy.

Definitions

Six months – refers to six calendar months of the principal course of study from the date that the student commences the course.




FEES AND REFUND POLICY

1. COURSE FEES

a) Fees are charged in accordance with Government requirements and reflect the full average cost of

education services for each student. They are reviewed annually.

b) Unless, otherwise agreed in writing, the Parents / Carers must pay, on behalf of the student, the Fees

to St Columban’s College for the provision of the Program to the Student.

c) Parents /Carers must pay the amounts specified in each invoice issued.

d) All Fees must be paid in Australian dollars.

e) If the Program is:

i. less than 24 weeks in duration, fees are required to be paid in full before the student commences

the course of study.

ii. 24 weeks or longer in duration, 50% of total fees are payable before the student commences the

course of study; the remainder of fees payable will be invoiced and payment required 2 weeks

before the student begins their second term of study.

iii. A study period refers to a school term. 4 school terms constitute 1 school year.

f) If the Student, during the course of enrolment, selects an optional subject, activity or program, the

Parents / Carers must pay any Additional Fees. The Additional Fees are to be paid by the Parents /

Carers within 14 days of notice of the Additional Fees.

g) The Parents /Carers must reimburse St Columban’s College for all reasonable costs incurred by the

College in organising or obtaining any medical assistance for the student. The payment of the

reimbursed medical costs is to be paid by the Parents / Carers within 14 days of notice of the amount

of medical costs being provided to the Parents /Carers by St Columban’s College.

h) If fees are not paid automatic cancellation of enrolment will occur as per the College’s Deferment,

Suspension and Cancellation Policy. The College will notify the Department of Industry, Innovation,

Science, Research and Tertiary Education of the cancellation of the student’s enrolment as required

under section 19 of the ESOS Act.

2. REFUNDS

a) This refund policy applies to all course monies paid to the College.

b) Refunds will be reimbursed in Australian dollars.

c) Refunds will be paid to the person who enters into the written agreement unless the College receives

written advice from the person who enters the written agreement to pay the refund to someone else.

d) The application fee of $100 is non-refundable.

2.1 VISA REJECTION / CHANGE IN VISA STATUS

a) The College will refund within 28 days any unspent pre-paid Tuition Fees and unspent pre-paid Non-

Tuition Fees received on behalf of the student less an administrative fee of $150 where the student


produces evidence that the application made by the student for a student visa has been rejected by

the Australian immigration authorities.

b) If the student is granted permanent Australian resident status while undertaking the Program, he/she

will continue to pay full overseas student’s fees for the duration of that year.

2.2 STUDENT DEFAULT

a) All notification of withdrawal from a course, or applications for refunds, must be made in writing and

submitted to the Principal.

b) 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) any unspent pre-paid Tuition Fees and unspent

pre-paid Non-Tuition Fees received on behalf of the student less the amounts to be retained as

agreed and detailed below.

i. Student default prior to commencement of the first Study Period, the College will be entitled to

retain an administrative fee of $400.

ii. Student default after the first Study Period has commenced, the College will be entitled to retain

an administrative fee equivalent to one term of Tuition Fees.

c) The College will notify the Department of Industry, Innovation, Science, Research and Tertiary

Education and the Tuition Protection Service of any student default within 5 business days.

d) The Student may access the College’s Complaints and Appeals process before any student default

is confirmed.

e) The College will notify the Department of Industry, Innovation, Science, Research and Tertiary

Education and the Tuition Protection Service of the default outcome within 7 days of the provider

obligation period.

2.3 SCHOOL DEFAULT

a) In the unlikely event that St Columban’s College is unable to deliver the enrolled course in full, you

will be offered a refund of any unspent pre-paid Tuition Fees and unspent pre-paid Non-Tuition Fees

received for Student. The refund will be paid within 14 days of the day on which the course ceased

being provided. Alternatively, you may be offered enrolment in a suitable alternative course at no

extra cost. You have the right to choose whether you would prefer a refund unspent pre-paid fees,

or to accept a place in another course. If you choose placement in another course, we will ask you

to sign a document to indicate that you accept the placement.

b) The College will notify the Department of Industry, Innovation, Science, Research and Tertiary

Education and the Tuition Protection Service of a school default within 3 business days.

c) The College will notify the Department of Industry, Innovation, Science, Research and Tertiary

Education and the Tuition Protection Service of the default outcome within 7 days of the provider

obligation period

This policy, and the availability of complaints and appeals processes, does not remove the right of the

Student and Parents / Guardians to take action under Australia’s consumer protection laws.

Definitions

1. Course money – includes tuition fees and any other amount the student has to pay in order to undertake the course.

2. Program – means the educational program that the student is enrolled in at the College

3. Tuition Fees – all compulsory tuition, including English as a Second Language (ESL) support, if the student is assessed as

requiring this service as set out in the Financial Information Summary relating to the tuition component of the Program. Fees

do not include excursion costs and non-compulsory activities.




COMPLAINTS ANS APPEALS POLICY

1. PURPOSE

a) The purpose of St Columban’s College’s Complaints and Appeals Policy is to provide a student or

parent(s)/legal guardian with the opportunity to access procedures to facilitate the resolution of a

dispute or complaint.

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

2. INFORMAL COMPLAINTS RESOLUTION

a) In the first instance, St Columban’s College requests there is an attempt to informally resolve the

issue through mediation/informal resolution of the complaint.

b) If the issue relates to an academic /study problem students should contact their:

i. Classroom Teacher

ii. Academic Coordinator

iii. Learning Enhancement Teacher

iv. Middle/Senior Phase Assistant Principal

c) If the issue relates to a personal problem or problem adjusting to a new environment the student

should contact their:

i. Pastoral Care Teacher

ii. House Coordinator

iii. College Counsellor

iv. Campus Minister

d) If the matter cannot be resolved through mediation, the matter will be referred to the Principal and

St Columban’s College’s internal formal complaints and appeals handling procedure will be

followed.

3. 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 or parent/guardian must notify the College in writing of the nature and details of the

complaint or appeal.

c) Written complaints or 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 working days from the date of receipt of notification in which to lodge a written appeal.

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

f) The student and / or the parent / guardian may nominate a support person to assist and

accompany them at any stage of the complaints and appeals process.


g) The formal grievance process will commence within 10 working days of the lodgement of the

complaint or appeal with the Principal.

h) The College Principal will:

i. Investigate the complaint; and

ii. 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, and a copy will

be retained on the student’s file.

i) If the grievance procedure finds in favour of the student, St Columban’s College will immediately

implement the decision and any corrective and preventative action required, and advise the

student of the outcome.

j) St Columban’s College undertakes to finalise all grievance procedures within 10 working days.

k) For the duration of the appeals process, the student’s enrolment and attendance must be

maintained.

l) If upon receipt of a written complaint, the Principal is of the view that the complaint or appeal

should be immediately referred to the Executive Director of Brisbane Catholic Education, then the

Principal may refer the matter.

4. EXTERNAL APPEALS PROCESS

a) If the student and parent/guardian is dissatisfied with the conduct or result of the complaints

procedure, they may initiate independent mediation of the conduct and process followed by the

College in the handling of the complaint.

b) If the appeal is in relation to the suspension or cancellation of a student’s enrolment due to misbehaviour only the College’s internal appeals process applies. There is no external appeal process for behavioural matters.

c) To initiate an independent mediation or external appeal about a decision made by the College, the

parent/guardian and/or student must, within five working days of being notified of the outcome of

the complaint, contact the Overseas Students Ombudsman. The Overseas Students Ombudsman

offers a free and independent service for overseas students who have a complaint or want to lodge

an external appeal about a decision made by their private education or training provider.

Overseas Students Ombudsman

GPO Box 442

Canberra ACT 2601

Website: www.oso.gov.au

Email: [email protected]

Telephone: 1300 362 072

c) If a student or parent/guardian is concerned about the actions of the College at any time during the

student’s enrolment they may lodge a written complaint to the State Authority for CRICOS

Registration, International Quality (CRICOS) Unit, Department of Education, Training and

Employment. The State Registering Authority may cancel the registration of a provider or course.

Complaints should be addressed to:

International Quality (CRICOS) Unit

Department of Education, Training and Employment

LMB 527

BRISBANE QLD 4001


OR

Emailed to: [email protected]

e) The College reserves the right to refer the matter to legal authorities at any stage of Dispute

Resolution.

f) The availability of this complaints and appeals process, does not remove the right of the student or

parent/guardian to take action under Australia’s consumer protection laws. Furthermore, this

policy does not prevent an international student from exercising their rights to other legal remedies.

A copy of this policy is to be provided to the student (or parent(s)/legal guardian if the student is

under 18) at a reasonable time prior to a written agreement being signed or an amount is paid for a

registered course, whichever happens first, and again within 7 days of the commencement of student

attendance of the enrolled course.


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 they include the Education Services for Overseas (ESOS) Act

2000 and the National Code 2007.

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.deewr.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.

The ESOS framework sets out the standards Australian education providers offering education services to overseas students must obey. These standards cover a range of information you have a right to know and services that must be offered, including:

� orientation and access to support services to help you study and adjust to life in Australia

� who the contact officer or officers is 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 course you study and what support is available if you are not progressing well If attendance will be monitored for your course, and

� a complaints and appeals process.

One of the standards does not allow another education provider to enrol a student who wants to transfer to another course, but has not completed six months of the final course of study you plan to undertake in Australia. If you want to transfer before hand you need your provider’s permission. 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 RESPONSIBILITIES

As an overseas student on a student visa, you have responsibilities to:

� satisfy your student visa conditions

� maintain your Overseas Student Health Cover (OSHC) for the period or your stay

� meet the terms of the written agreement with your education provider

� inform your provider if you change your address

� maintain satisfactory course progress

� if attendance is recorded for your course, follow your provider’s attendance policy, and

� if you are under 18, maintain your approved accommodation, support and general welfare arrangements.

CONTACT DETAILS

WHO? WHY? HOW?

Your provider For policies and procedures that

affect you • Speak with your provider

• Go to your provider’s website

Department of Industry, Innovation,

Science, Research and Tertiary

Education (DIISTRE)

For your ESOS rights and

responsibilities • ESOS Helpline

+61 12 6240 5069

• Online enquiry form

www.aei.gov.au

Department of Immigration

and Citizenship (DIAC)

For visa matters • www.immi.gov.au

• Phone 131 881 in Australia

• Contact the DIAC office in your

country

St Columban’s College is registered on the Commonwealth Register for Institutions and Courses for Overseas

Students (CRICOS) as a registered provider of Secondary Education to international students. As a

registered provider, St Columban’s College must comply with the provisions of the Education Services of

Overseas Students (ESOS) Act 2000 and the National Code of Practice for Registration Authorities and

Providers of Education and Training to Overseas Students 2007, known as the ESOS Framework.

St Columban’s College · St Columban’s College | International Student Program Policy Documents...

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