Student policies and procedures at Canterbury Business College

Link to ESOS

Privacy

ii. The institution will manage your personal information according to the Commonwealth Privacy Act and its Information Privacy Principles, and the NSW Privacy and Personal Information Protection Act 1998. You may request access at any time to information we hold about you and ask us to correct it if you believe it is inaccurate, incomplete or out of date.

iii. Your personal information may be disclosed to Commonwealth and State Government Agencies. In these circumstances, the minimum amount of information required or requested will be disclosed.

iv. In the interest of privacy of individuals/organisation, the staff will ensure that those who have legitimate access and lawful authorisation to do so only access the information.

v. In accordance with the Information Privacy Principles, no further access to your enrolment information will be provided to any other organisation or persons without your written consent unless authorised or required by law.

vi. Your right to privacy is important to CBC and all personal information colected about you is treated as confidential. This statement applies to the collection any personal information we collect on you. We will only disclose your personal information if you request us to do so in writing, or where tha law permits us to do so (Commonwealth and State agencies including VETAB and the Fund Manager of the ESOS Assurance Fund). In these circumstances, the minimum amount of information required or requested will be disclosed.

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Harassment

Harassment is any form of verbal or physical behaviour that is unwanted, unwelcome and unreciprocated that makes the learning environment unpleasant, humiliating or intimidating for the person who is the target of that behaviour. If you consider that you have been harassed you should let the person know that you object to their behaviour and do not want it repeated. If you do not feel comfortable talking to the person or they continue with the behaviour, you should speak to your teacher or any other CBC staff member, for example the Director - Student Services. You can discuss the matter without having to make a formal complaint. All discussions are confidential. You also have the right to lodge a formal complaint of misconduct against the person harassing you.

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Sexual harassment

The Institute understands that staff and students have the right to study and work in an environment free of sex-based harassment. It is the responsibility of all students and staff to contribute to the achievement of a productive, safe and equitable study and work environment by avoiding practices, which lead to, support or condone sex-based harassment.

The Institute does not allow or condone sex-based harassment of staff by other staff, students or other workplace participants nor does it allow or condone sex-based harassment of students by staff or other students. This stance is supported by the Commonwealth Sex Discrimination Act 1984, under which such actions are unlawful.

The Institution will ensure that this policy is implemented, and they will treat any complaint of sex-based harassment / victimisation / bullying seriously and sympathetically. All complaints will be investigated thoroughly, fairly and confidentially. Where appropriate, attempts will be made to conciliate complaints.

Examples of sexual harassment include but are not restricted to:
• Distribution or display of offensive pictures or written material
• Repeated unwelcome requests for social outings or dates
• Offensive comments about a person's appearance, dress or private life
• Unsolicited comments, messages or telephone calls of a sexual nature
• Leering, patting, pinching, touching, indecent exposure and unnecessary familiarity

Disciplinary action will be taken against anyone found to have committed sex-based harassment. Inquiries and complaints about sex-based harassment can be raised with any of the Institute staff.

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Immigration laws

It is the responsibility of all individuals who hold visas to understand and comply with the conditions of their visas. In particular, students should understand their work rights and study obligations. If students have any doubts about the conditions of their student visas, please consult Student Services department immediately. Please remember non-compliance with the conditions of your visa may result in its cancellation.

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Complaints Procedures

Canterbury Business College (CBC) endeavours to maintain a harmonious working environment which is free from intimidation and harassment and which affords equality of opportunity. CBC and its staff members will act on any complaint that can be substantiated.

It is the policy of the Institute to act upon the subject of any complaint found to be substantiated immediately as possible.

Complaints may be a result of issues such as but not limited to:
• Course information, publicity or advertising material
• Course fees information or relating to financial matters
• Programme content or structure
• Equipment, teaching resources or programme delivery
• Entry / selection procedures / Recognition of prior learning
• Staff qualification & skills
• Assessment information or process
• Student support & guidance
• Attendance

CBC encourages students to express concern about assessment/study-related issues and to raise concerns where necessary. Students need to follow CBC’s defined protocol, while addressing their assessment/study-related concern or wishing to make a complaint.
1. The student is expected to first contact their subject tutor to address their work/study-related concern.
2. If the student is not satisfied with the tutor’s response or has difficulty discussing matters with the tutor, he has the right to escalate the matter and discuss with the Manager – Student Services to seek resolution.
3. Every student has an opportunity to formally present his of her case with the Manager – Student Services. The student is welcome to bring a support person if he/she wishes to.
4. If the resolution reached is not to the satisfaction of the student, he has a further right of appeal, which has to be done in writing to the Director – Student Services.
5. The written statement will detail the issue and the outcomes reached by other staff members, including reasons for the decision and a rationale for the appeal.
6. The student needs to include all relevant information within their documented complaint.
7. The student has to submit the documented complaint in a sealed envelope to the Director – Student Services
8. The Director – Student Services will respond to it writing about the appeal outcome including the reasons for the decision within 10 working days from the date of submission. The decision will be reviewed by the Deputy Principal prior to intimating the student.
9. If the complainant is not satisfied with the solution provided, they are advised to take the matter to an independent mediation board, such as LEADR to hear the appeal. (Refer to point 8 of general complaints)
10. Any student who feels that his/her case has not been adequately heard may contact an independent mediator appointed by CBC before a disciplinary action is taken. The mediation / arbitration service details are listed below:

LEADR
Level 1, 13-15 Bridge Street
Sydney, NSW 2000
Telephone: 02 9251 3366
Fax: 02 9251 3733
Freecall: 1800 651 650

Phoenix Compliance Management
1-03 / 5 Celebration Drive
Bella Vista NSW 2163
Telephone: 02 8197 3535
Mobile: 0400300824

New South Wales Department of Fair Trading
1 Fitzwilliam St, Parramatta NSW 2150
Telephone: 13 32 20

A complaint can be about a situation, a process, a person or people, a facility or a service provided by CBC. A complaint is not about an academic result.

(Students appealing academic results or matters – please see “Procedures of academic issues” policy.)

1. A complaint can be lodged in writing by letter or by email or in person. A student can lodge their complaint with any CBC member of staff. Students are encouraged to lodge their initial compliant at the student services office. A written record of the complaint will be kept on file.

2. If the student chooses to access CBC’s complaints processes, their enrolment will be maintained while the process is ongoing.

3. A student will have the opportunity to formally present their case at no cost. A student and the other party may be accompanied and assisted by a support person at any relevant meeting.

4. All CBC staff can respond to a complaint. A student must lodge their complaint with only one member of staff at CBC. If the complaint needs to be escalated, the staff member must follow the complaint policy.

5. CBC will investigate and respond to all complaints lodged by a student. The process will commence within 10 working days of the formal lodgement of the complaint and supporting information and all reasonable measures will be taken to finalise the process in the shortest possible time.

6. CBC treats all complaints in confidence and will seek the permission of the student before discussing the complaint with relevant staff. The student will be given a written statement of the outcome, including details of the reasons for the outcome.

7. If the process results in a decision that supports the student, CBC will immediately implement the decision or preventive action required and advises the student of the outcome.

Copyright

You may only copy materials in accordance with the Copyright Act 1968. The Act also applies to information published on the Internet. The Act requires copyright royalty payments for the reproduction of a considerable amount of published material, notably books. For study and research purposes students are allowed to copy 10% or one chapter of a book or one article per issue of a journal.

You must comply with licenses for the use of intellectual property, including software. All software loaded onto institute computers or provided by the institute is licensed and there is no permission to copy software unless permitted by the license.

If you need further information about your copyright obligations please contact the institute librarian or see the Australian Copyright Council website. (http://www.copyright.org.au/)

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Student Responsibilities

Canterbury Business College recognises that computing and electronic resources are a valuable source of learning and information relevant to educational programs. You are encouraged to make use of these resources for purposes relating to study being undertaken through the Institute. CBC computing and electronic resources are not to be used for purposes other than for program requirements unless otherwise stated.

These guidelines provide information about the acceptable use of computing and electronic resources provided by the Institute. These resources include Internet, email, web browsing, website publication, chat and newsgroups (forums). It is your responsibility to adhere to the guidelines for appropriate use of computing and electronic resources.

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Inappropriate Use

You should not use the computing and electronic resources provided by the Institute for purposes not directly related to the study being undertaken. The following are examples of inappropriate use of Canterbury Business College computing and electronic resources:
• Conducting private business for personal gain or profit, including fee-based or subscription services
• Unauthorised downloading or storage of files and records, which are not for study purposes. Downloading of Software (licensed, shareware, freeware, evaluation or otherwise) including system, application or data files may only occur when approved by the institute and using procedures approved by the institute.
• Accessing of communication and information devices and services such as Internet relay chat, for non-study purposes. All transactions should be conducted in a manner that does not create congestion on the network. For this reason the accessing of Internet chat sites is prohibited. Audio files, movie files and games are not to be played, installed onto computers or downloaded from the Internet.
• Using the Internet to gain unauthorised access to other computers
• Unauthorised use of any password/mailbox is prohibited
• Failing to undertake security precautions when downloading files eg checking for viruses. Any use of the Internet should ensure that there is no possibility of transmission of viruses or programs that may harm data or computer hardware and software. No e-mail attachment should be opened if received from an unknown source or topic. Any suspect e-mail or virus warning from an unsubstantiated source should be forwarded unopened to the institute information technology support officer
• Gaining or attempting to gain access to another user's account or masquerade as another user
• Attempting to intercept, download or electronically read another user's files, transmissions or electronic mail
• Giving an unauthorised person, either intentionally or negligently passwords associated with access to the computing and networking facilities
• Attempting to access any computer system or network without appropriate authority
• Attempting to bypass system restrictions or security mechanisms
• Attempting to change configuration files or settings
• Intentionally damaging or destroying any computer systems or data, or developing or using programs for this purpose
• Exceeding allocated host computer disk space
• Using the computing and electronic resources to intimidate, harass, annoy or stalk another person.

In using the Internet the privacy of others must be respected. You should not:
• Use the computing and networking facilities to infringe on another person's right to privacy.
• Publish personal contact information about other people or include reference to others including names and pictures without their permission.
• Forward a message identified by the sender as private without the permission of the sender

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Recognition of Prior Learning (RPL)

National recognition is the process that recognises qualifications or Statements of Attainment issued by another Registered Training Organisation that are the same as the competencies in the program you are enrolled in.

To receive recognition for previous study, you do NOT need to be enrolled in the program. However you will need to provide certified copies of your qualifications, Statement of Attainment along with your RPL form to the institute to assess your eligibility for RPL. For further information on RPL & Qualification recognition please contact the reception or alternatively email info@canterburybc.com.au

CBC recognises the prior learning of students based on:
• previous training,
• formal study and acquisition of a qualification and statements of attainment from another RTO,
• practical experience in a work environment,
• projects undertaken, and
• Life experiences.

All students are advised of the availability of RPL during the enrolment process. Education consultants advise international students regarding RPL standards during the application process. International students can request RPL forms by emailing to mel@usqsydney.nsw.edu.au. For onshore / local students, RPL form can be also requested from the Director – Student Services office.

All staff (especially trainers and assessors) is to be informed about CBC’s obligation to recognise AQF qualifications and statements of attainment issued by other RTO’s.

Assessments of RPL evidence provided by the applicant will be made against the evidence requirements outlined in the unit of competency.

1. Students will be advised that RPL is available through the Student Handbook, Web site, Marketing brochures and the Induction Program,
2. The Course Coordinator will facilitate the RPL process for requests received. A qualified staff (Delivery & Assessment) will conduct the RPL process.
3. The results of the RPL requested will be reported back to the student within 2 weeks of the applications received.
4. Students who request an RPL assessment will be advised of the evidence required and suggestions of how to obtain it (e.g., supervisor evidence, previous projects, transcripts of qualifications completed, work experience, in-service training, distance education or open learning, community-based learning, or overseas education, training or experience etc.) once the request for RPL has been submitted.
5. Students must complete the RPL form, attach the required evidence, and submit at a date specified by the designated RPL Assessor for assessment.
6. If RPL is approved, the applicant will be marked as “Exempted” rather than “Competent” in the transcript of records.
7. The applicant will be notified in writing of the outcome of the RPL. On the basis of the assessment the student will be advised that:
• the application has been granted or
• the application has been denied or
• further evidence is required
8. If the outcome of the evidential documentation is not sufficient, then the student will be advised to provide further documentation to validate his skills / experience. The course coordinator will set a date for the additional documents to be submitted.
9. If the student fails to furnish the required documents, he / she will have to enrol for the unit in question alternatively if he / she succeed, RPL will be awarded.
10. If the student is not satisfied with the outcome, the matter will be referred to the Principal/Deputy Principal for an independent evaluation and review of the evidence and the assessment process.
11. The student must sign a record of a student’s RPL and a copy placed on the student's file.

Where expert assessors are required, the Deputy Principal will contact the relevant industry-training organisation (ITO) and identify a recognised assessor. Only qualified assessors will be contracted in this case, as recommended by their ITO. RPL assessors should have:
• An understanding and ability to carry out a wide range of assessment techniques;
• The ability to judge diverse evidence fairly and accurately;
• The ability to draw inferences based on the evidence presented;

If CBC grants the student RPL prior to the student being granted student visa, CBC will indicate the actual net course duration (as reduced by course credit) in the confirmation of enrolment (COE) issued for that student for that course, OR

If the RPL is granted after the student visa is granted, CBC will report the change of the course duration via PRISM under section 19 of the ESOS Act.

Where RPL is granted, the student's training and assessment program will be reviewed so that student has a full-time load to ensure that full-time study requirements are being met.

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Fees & Charges

The following guidelines apply in relation to tuition fees:

i. Students are required to pay in advance one year’s tuition fees and minimum of 1-year overseas students health cover.

ii. Re-assessment fee may be applicable.

iii. If you repeat a subject and this falls into another semester after the course completion date, you will be charged part of the tuition fees for that semester.

iv. If you have outstanding fees at the end of the semester or at the end of your course your results and qualification will be withheld till all fees have been paid in full.

v. If CBC grants the student RPL, CBC will issue an offer letter with the pro-rata fees only for the units the student will be studying at CBC.

vi. The Institute reserves the right to vary fees without notice.

1. CBC will invoice students per semester.
2. Student fees are due before the commencement of each term.
3. If students are unable to meet this dead line they are to see the Director - Student Services to determine a fee schedule.
4. If students are more than one week late with their fee schedule payment, a letter of notice will be sent.
5. If fees are more than two weeks late Non-Compliance form will be sent to Immigration.
6. If a student having difficulties paying fees on time, the student has to make an appointment with the Director-Student Services (DSS) and discuss his / her position. DSS will assist in resolving the student’s fee problem and propose a plan to the student. If the student is not satisfied with the proposed plan he will be required to apply to the Deputy Principal (DP) stating his issues and concerns with regards to the paying his outstanding fees. The DP will discuss the matter with the student and will make arrangements for payment of fees.
7. If fees are not paid for more than two weeks and the student have not made any genuine efforts to discuss the circumstances with administration the CBC student services will contact the Department of Immigration (DIAC) with regards to Non-Compliance through PRISMS. In this case student’s enrolment with CBC will be cancelled.
8. If CBC grants the student RPL, CBC will issue an offer letter with the pro-rata fees only for the units the student will be studying at CBC.

Fees will be directly deposited into the CBC’s trust account by following payment methods
• Cash
• Direct Deposit
• Credit card
• Bank draft
• Telegraphic transfer

Overseas Student Health Cover (OSHC)

It is an Australian Government requirement for overseas students and their dependants to maintain self-funded medical and hospital cover for the duration of their study in Australia.

CBC’s preferred Overseas Health Cover provider is Worldcare. The cost of health cover through Worldcare is approximately AUD$390 for 1 year, AUD$780 for 2 years for single applicants. These prices are to be used as a guide only. You must pay the appropriate premium to CBC before leaving your home country. If you are accompanied by a spouse and/or dependant children, you will need to pay a family premium, AUD$780 for 1 year and AUD$1560 for 2 years. For further information please refer to the following website: www.oshcworldcare.com.au

Refunds

It is the policy of CBC to have a refund policy that is both fair and reasonable to the students and CBC.

Refund Policy
1. As per ESOS Act 2000 and the ESOS Regulations 2001, a student will be given a full refund if CBC is unable to offer the course.
2. In event of visa refusal, Application fees ($150) are not refundable.
3. Refund on the basis of visa rejection will require a copy of the visa rejection notification from the Australian Embassy/High Commission/DIAC and your official CBC receipt.
4. Accommodation Deposit and Airport Pick up fees are refundable if Visa is not granted.
5. Tuition Fees, Overseas Students Health Cover are Refundable in full where:
• CBC is advised of the cancellation 28 days or more before course starts and prior to entering into Australia..
• Australian Embassy rejects a Visa application.
6. Requests for refunds must be made in writing.
7. Student enrolled in packaged courses do NOT qualify for a refund once they commence their ELICOS studies in Australia
8. CBC will send the refund to the applicant unless otherwise instructed and authorized in writing.
9. Tuition fees are not transferable to any other institution or student, but may be transferred to another course within CBC.
10. If you withdraw from a course once it has commenced no refund of fees is given.
11. In the unlikely event that CBC is unable to deliver your course in full, you will be offered a full refund of the tution fees you have paid.
12. If you have given misleading information to CBC approved agent, CBC and / or any commonwealth agencies of Australia, no refund will be given
13. All refunds will be payable in the same currency in which the fees were paid. CBC will forward the refund to the applicant in his / her country of origin unless otherwise authorized in writing
14. The normal processing of a refund will be done within 4 weeks.
15. All approved refunds in those cases where fees are paid from overseas are made payable to and sent to the student in his/her country of origin.
16. A student dissatisfied with the refund decision handed by CBC has the right to pursue other legal remedies, which includes independent complaints & appeals handling services provided by a mediation company appointed by CBC.
17. In the event that CBC defaults, student are protected by the provisions of the ESOS Act 2000 and the ESOS Regulations 2001
18. Under compassionate circumstances such as bereavement (e.g. family death) CBC will make the decision of a refund on student’s application.
19. This agreement does not remove the right to take further action under Australia’s consumer protection laws.
20. CBC will give the student a refund statement that explains how the amount has been worked out.
Students will be advised of this policy before any payment is given to CBC. CBC will not accept any payments from an overseas student or intending overseas student unless the student has received a copy of this refund agreement.

Requests for refunds must be made in writing. CBC will forward refunds to applicant in his or her country of origin unless otherwise authorized in writing.

As per ESOS Act 2000 and the ESOS Regulations 2001 a student will be given full refund if:
• The training and assessment program does not start on the agreed starting day, or
• The training and assessment program ceases to be provided before it is completed.
• The training and assessment program is not provided in full to the student

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Academic Progress

CBC will maintain and monitor student’s academic progress throughout the duration of the qualification. CBC will put in place all required student support services to assist them in achieving the desired results. Students are expected to achieve a minimum of 50% pass rate in every term.
Student failing to do so will be counselled and warned before they are directed to re-enrol into the course or their enrolment cancelled. Students will not be given any extension at the end of the qualification if they have not completed all the required units of competencies.

• Students will have to maintain a 50% pass rate throughout each term.
• As CBC offers its qualification in a cluster based delivery and assessment method, a minimum of 50% pass rate would be ascertained on the basis of the student achieving 50% competency in the assessment for the clusters delivered within that particular term.
• However if CBC identifies that a student is at risk of making unsatisfactory course progress before the end of the term, MSS will implement CBC’s intervention strategy as early as practicable.
• MSS will invite the student to a personal interview / counselling session to understand the reasons causing low academic progress. MSS will make recommendation / propose solutions to the students to improve their performance.
• MSS will make notes of the meeting in the student management (E-minerva) system for future reference.
• Students failing to maintain the minimum course progress standard will be issued with a letter of concern, which is warning letter -1. The student will be initially given an opportunity to discuss their reasons / problems with the Manager Student Services (MSS), for their failure to achieve the minimum academic progress. This letter provides an opportunity to the student to discuss his/her situation with MSS. The MSS will counsel the student and seek clarity on the issues and address any of their concerns. This is an intervention strategy, where the DSS/MSS discusses the issues revolving around student’s failure to meet minimum academic progress requirements. MSS also informs the student that he/she will run a risk of his/her enrolment being cancelled and being reported to DIAC via PRISM.
• CBC does not offer professional counselling service to students. The Manager / Director – student services (MSS/DSS) acts as a point of contact and offers initial and basic support to students on matters and issues that fall within his/her capacity. However if MSS/DSS consider the need of professional counselling or support services for the student, then CBC will seek or recommend professional counselling agency to the student.
• MSS will execute measures to rectify the issues to the best of his/her ability and monitor student’s progress in the following term. This will be recorded in “Student Support / Counselling Form”, which will be completed by the DSS/MSS after meeting with the student.
• However if the student continues to under achieve in the following term, despite attempts by the institution to assist him/her in his/her learning, MSS will issue the student an “Intent to report to DIAC” letter. This letter will state that the student’s pass rate is lower than 50% in the current term and he/she does not meet the minimum requirement as prescribed by DIAC.
• Students will have the opportunity to access CBC’s complaints and appeal process within the next 20 working days of the “Intent to report to DIAC” letter being issued to explain the reason why this decision should not be imposed by CBC.
• If the student does not appeal within 20 working days of the “warning letter” issue date, he / she will be reported to DIAC via PRISM. Enrolment cancellation decision will be signed off by the DSS / PEO.

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Results & Awards

Final Results

Your final results will be issued to you on the completion of study for a competency or group of competencies. It will list the code and name of the competency and the result you achieved.
All students leaving the Institute will be provided with Statement of Attainment. Students are requested to apply for this before leaving.

Interim academic transcripts

You can apply to receive an Interim Transcript (charges apply) anytime during your course. It will list the code and name of the competency and the result you achieved. Interim transcript cannot be used as a proof of academic achievement.

Issuing of Awards

A completion "Certificate" & Transcript" of units completed is issued upon successful completion of your course.
Your award will be issued within 21 days of the institute becoming aware that you are eligible to receive the award.

Cancellation of Qualification or Statement of Attainment

i. The Institute may cancel an award if it was issued in error or it was found that the award was based on false or misleading representations.

ii. If the Institute cancels your award, you will be advised in writing.

iii. You must return the cancelled award to the institute within 21 days of receiving written notice from the institute. You have the right to appeal this decision through the Director - Student Services.

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Academic Appeals

If a student at Canterbury Business College is not happy with his/ her results, the student may appeal against their result via a written letter, clearly stating the grounds of appeal to the Deputy Principal. This should be submitted after completion of the subject and within 14 days of commencement of the new term.

• If the student is dissatisfied with the outcome of the assessment marking process, he/she has a right to appeal the assessment results.
• The notice of appeal should be in writing addressed to the Deputy Principal and submitted within seven days of notification of the assessment results.
• If the appeal is not lodged in the specified time, the result will stand as marked.
• In emergency circumstances, such as in cases of serious illness or injury, the student must forward a medical certificate in support of a deferred appeal. The notice of appeal must be made within three working days of the concluding date shown on the medical certificate.
• The decision of Deputy Principal will be discussed with the PEO and will be final.

All students will be offered an opportunity to RESIT their failed assignment only once. If the student still does-not succeed after the re-submission the student has to then pay $150 reassessment fee for every subsequent attempt.
Students do-not qualify for an automatic re-sit:
1. If they are absent on the assessment due date without prior approval from the trainer / Principal.
2. Do-not meet the minimum 50% attendance requirement.
CBC will decide the dates of re-submissions / resit and inform the student. CBC will consider student request for late-submission / extension / reassessment to assessment due dates on a case-by-case basis based on genuine reasons and evidence provided by the student.

• An appeal in writing is made to the Deputy Principal providing reasons for re-assessment /appeal.
• Deputy Principal will delegate another faculty member of CBC to review the assessment.
• The student will be advised of the review result done by another assessor.
• If the student is still not satisfied and further challenges the decision, then a review panel is formed comprising the lecturer/trainer in charge, the Deputy Principal and the Director of Student Services OR if need be an external assessor.
• The Institute will advise the student of the appeal decision within 14 days from the submission date of the appeal. The decision of the panel will be deemed to be final.
• If the student is still not satisfied with the result, the he / she has the right to seek independent advice or follow external mediation option with CBC’s nominated mediation agency.
• Any student who fails a compulsory subject or appeals unsuccessfully will be required to re-enrol in that subject.

The cost of reassessment will be borne by the Institute. The external assessor will base his/her judgement based on principles of assessment. These principles require assessment to be reliable, fair, practical and valid.

Student would then have the right to pursue the claim through an independent external body as detailed in the students’ complaint / appeal policy.