Provider code 01899K
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Privacy |
Harrassment | Sexual
harrassment | Immigration
laws | Complains
and grievances | Copyright
| Student
responsibilities | Inappropriate
use | Recognition
of prior learning | Fee
and charges | OSHC
| Refunds |
Progress of Studies
| Attendance Policy
| Results and awards
| Academic appeals
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Download CBC Student Policies
and Procedures manual here
Link
to ESOS
Privacy
i. The institute will collect
information from you at enrolment for general student administration.
This information may also be used for planning, communication, research,
evaluation and marketing activities. Your personal information is
stored securely and only authorised institute staff has access to
your information.
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you believe it is inaccurate, incomplete or out of date.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
and Appeal 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
• Assessment review / appeal (also see Academic Appeals)
• Student transfer
• Student leave, course cancellation, suspension or deferment
Procedures of academic issues
& complaints
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 writing by letter, email or person to the Manager– Student
Services or the Principal.
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 or if you want to complaint or appeal this decision,
you can contact the Overseas Students Ombudsman. The Overseas Students
Ombudsman is free and independent. Find out more at www.oso.gov.au
or phone 1300 362 072.
Procedures of general complaints,
appeals & dispute resolution
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 “Academic Appeal Policy”
policy.)
1. 1. A complaint / appeal / dispute can be lodged in writing by letter or by email or in person. A student can lodge their complaint with any CBC staff. Students are encouraged to lodge their initial complaint 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. CBC's Student Services Manager / Principal Administrator can respond to a complaint / appeal / dispute. A student must lodge their complaint with only one member of staff at CBC. If the complaint / appeal need 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 / appeal / dispute 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.
8. Any student
who feels that his/her case has not been adequately heard or if
you want to complain or appeal this decision, you can contact the
Overseas Students Ombudsman.
Overseas Students Ombudsman
GPO Box 442 Canberra ACT 2601
www.oso.gov.au or phone 1300 362 072
The Overseas Students Ombudsman is free and independent .
9. Following
the independent mediator out come if the student remains unhappy
with the findings they may contact other independent mediation/arbitration
services such as the examples listed below: LEADR
Level 1, 13-15 Bridge Street Sydney, NSW, 2000
Telephone: (+61 2) 9251 3366
Fax: (+61 2) 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
If a student is concerned
about the actions of the provider they may approach the State Registration
Authority. In NSW this is the Vocational Education and Training
Accreditation Board's (VETAB). The Director of VETAB has the power
to suspend or cancel the provider's registration or a course if
a breach of the requirements of registration provision is proved.
Concerns about the conduct of the provider should be addressed to:
The Director, VETAB
Postal address: Locked Bag 21, Darlinghurst NSW 1300
Street address: Level 14, 1 Oxford Street Darlinghurst NSW 2010
Contact numbers: Phone: (02) 9244 5335 / Fax: (02) 9244 5344.
Complaints must be made in writing. E (OS) Reg 1998 Section 8 (3)
(a) (b)
Please note that students have to first follow CBC's internal
complaints policy before contacting the State registration body.
The above does NOT apply to academic appeals .
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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.
Procedures
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 semester's tuition fees and overseas student health cover for the total duration of his / her studies.
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.
Student fees are to be paid
as a condition of enrolment at the CBC.
Procedures
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 the student may be sent an Intent to Cancel Enrolment notice.
6. If a student is having difficulties paying fees on time, the student has to make an appointment with the Director-Student Services (DSS) / MSS and discuss his / her position. DSS / MSS 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. 7. If fees are not paid for more than two weeks and the student has not made any genuine efforts to discuss the circumstances with administration or respond to the Intent to Cancel Enrolment notice, the students' enrolment with CBC will be cancelled and this may also result in the cancellation of the student's visa. In this case students are strongly advised to contact DIAC for more information on how this may impact their visa.
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.
Methods of Payment
Fees will be directly deposited
into the CBC’s trust account by following payment methods
• Cash
• Direct Deposit
• Credit card
• Bank draft
• Telegraphic transfer
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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.
There are several companies that provide
health cover.
CBC’s preferred Overseas
Health Cover provider is Worldcare. The cost of health cover through
Worldcare is approximately AUD$420 for 1 year, AUD$840 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$840 for 1 year
and AUD$1680 for 2 years. For further information please refer to
the following website: www.oshcworldcare.com.au
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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:
• Student has provided evidence of medical OR compassionate reasons due to which the student cannot commence the course.
• Requests for refunds must be made in writing.
• CBC is advised of the cancellation of 28 days or more before course starts and prior to entering into Australia.
• Student enrolled in packaged courses do NOT
qualify for a refund once they commence their ELICOS studies in
Australia.
6. CBC will send the refund to the applicant unless
otherwise instructed and authorized in writing.
7. Tuition fees are not transferable to any other
institution or student, but may be transferred to another course
within CBC.
8. If you withdraw from a course once it has commenced
no refund of fees is given.
9. 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.
10. If you have given misleading information to
CBC approved agent, CBC and / or any commonwealth agencies of Australia,
no refund will be given
11. 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.
12. The normal processing of a refund will be done
within 4 weeks.
13. 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.
14. 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.
15. In the event that CBC defaults, student are
protected by the provisions of the ESOS Act 2000 and the ESOS Regulations
2001
16. Under compassionate circumstances such as bereavement
(e.g. family death) CBC will make the decision of a refund on student’s
application.
17. This agreement does not remove the right to
take further action under Australia’s consumer protection
laws.
18. 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.
Procedures for monitoring Academic
Progress
• Students will have
to maintain a 50% pass rate throughout each term.
• The student pass
rate / competency will be demonstrated at the end of the every term,
once the trainers have submitted the results of the term to the
administration department.
• MSS will review all
students results and identify and contact students via letter /
phone / email who have been marked Not Yet Competent (NYC) to make
an appointment to discuss their academic progress.
• 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 and complete a “Student Counseling”
& “Student Intervention” forms.
• 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 MSS after meeting with the student.
• However if the student
continues to under achieve in the subsequent term and is deemed
NYC, 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 DEEWR DIAC course
progress policy.
• 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. The Principal
will sign off enrolment cancellation decision..
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Attendance
Policy
According to National Code Standard 11 - Registered providers systematically
monitor students' compliance with student visa conditions relating
to attendance. Registered providers are proactive in notifying and
counselling students who are at risk of failing to meet attendance
requirements. Registered providers report students under Section
19 of the ESOS Act who have breached the attendance requirements.
(http://www.aei.gov.au/AEI/ESOS/NationalCodeExplanatoryGuide/PartD/Standard_11.htm)
CBC follows the DEEWR - DIAC Course Progress Policy and Attendance
Policy to monitor the performance and attendance of each student.
RESPONSIBILITY
Principal/CEO
IMPLEMENTATION
Manager Student Services, Academic Course Coordinator and
Teaching staff / Trainers
PURPOSE
This Policy is designed to monitor student attendance to
ensure that each student complies with his/her visa conditions and
enables the College to comply with the requirements of the National
Code of Practice for Registration Authorities and Providers of Education
and Training (“The National Code”).
SCOPE
This Policy/Procedure applies to students enrolled at Canterbury
Business College.
ATTENDANCE POLICY
/ PROCEDURE
1. The attendance of each student enrolled with CBC is
monitored closely to ensure that the student is meeting his/her
visa conditions. CBC believes attendance is necessary for satisfactory
course progress. Students are advised in the orientation program
of the requirement to attend a minimum of 80% of classes.
2. Students are required
to attend at least 80% of classes (including medical related absences).
3. All trainer/assessors
are provided with a weekly attendance sheet at the beginning of
each week of the 10 week term for use in recording attendance. Attendance
sheets include details of the students and the sessions/ days that
they are required to attend classes.
4. The trainer/assessors
are responsible for the accuracy of attendance records taken during
class sessions. It is of paramount importance that clarity and accuracy
be maintained in marking attendance as incorrect information may
lead to student visa cancellations.
5. Following is the key,
for an attendance marking:
a. P (Present) - If a student is present all session / day
b. A (Absent) - If a student is absent all session / day
c. HS (Half Session - If a student turns up after 15 minutes after
the session has commenced.
d. S (Sick) / MED (Medical Certificate) - If a student has called
in sick or has submitted a Medical certificate.
e. E (Excused) - If a student has been excused from class due to
emergency reasons or on compassionate grounds
f. AL (Approved Leave) – If a student is on Approved leave
or gone to overseas due to medical reasons or compelling / compassionate
circumstances.
6. Trainer/assessors are
required to notify the Course Co-ordinator if a student is at a
risk of falling below 80% minimum attendance.
7. Trainers/ assessors are
required to submit completed Attendance Sheets to Reception at the
end of each class (Note: These attendance documents are legal compliance
documents and should not leave the CBC premises at any time.)
8. The Manager - Student
Services (MSS) / Academic Course Co-ordinator (ACC) are responsible
for the checking, monitoring, reporting and collationn of data regarding
attendance on a fortnightly basis.
9. Attendance is updated
on a web based Student Management Program on a fortnightly basis
(e- Minerva). Attendance is also collated on in-house software by
MSS / ACC to aid in monitoring attendance on a term to term basis.
10. The student is informed
verbally if their attendance starts to fall below 85% by the Manager
Student Services or Academic Course Coordinator.
11. If the student’s
attendance is noticed to be on a gradual decrease and sliding below
80%, the Manager Student Services or Academic Course Coordinator
will contact the student. The College endeavors to intervene with
the student to improve attendance by counselling students when their
attendance begins to fall below 80%.
12. If a student is absent
for more than 3 consecutive days without approval, the Administration
staff (MSS / ACC) responsible for entering attendance will contact
the student to confirm his/her safety and be advised to return to
the course immediately or contact the college.
13. In week 5 of a 10 week
term, after analyzing the Accumulative Attendance Sheet students
who fall below 70% are contacted and counseled. A Non-Attendance
letter / Warning Letter-1 is sent out via email / post- clearly
stating their attendance is unsatisfactory and that they need to
contact the college immediately and meet with MSS / ACC to discuss
the matter.
14. Non-attendance and a
lack of response to the college’s requests to explain circumstances
surrounding a student’s absence, or non-attendance at a scheduled
counselling session with the Manager - Student Services and Academic
Course Coordinator may lead to the decision to notify DIAC via PRISMS.
Interventions, counselling support and warning letters support this
process.
15. If at the end of term,
their attendance falls below 70% a student is issued, via post ,
a notification of Intention to Report from CBC outlining the school’s
intention to report to DEEWR-DIAC for failure to maintain satisfactory
attendance.
16. The student has 20 working
days to appeal against the decision. If no appeal is made or if
the appeal is not upheld, the student will be reported to DEEWR-DIAC
for unsatisfactory attendance.
The student may appeal the decision to report them to DEEWR-DIAC
for unsatisfactory attendance on the following grounds:
a. CBC fails to record or calculate a student’s attendance
accurately,
b. There are compassionate or compelling circumstances, or
c. CBC has not implemented its intervention strategy and other policies
according to its documented policies and procedures that have been
made available to the student.
17. CBC may decide, under
limited circumstances, not to report a VET student if his / her
attendance is below 80% if -
a. the student’s attendance is at least 70 per cent;
b. the student is maintaining satisfactory academic performance;
and
c. if there are any compassionate or compelling circumstances.
18. If at the end of 20 working
days period, the student’s appeal has been denied, the MSS
/ ACC will notify the student in writing of the unsuccessful appeal
stating the reasons why the appeal was unsuccessful.
19. If the student’s
appeal has been successful the MSS / ACC will notify the student
in writing of the successful appeal stating the reasons why the
appeal was successful.
20. If the appeal is unsuccessful
Manager Student Services reports the student through PRISMS for
Unsatisfactory Attendance / Non-Attendance at Classes. A Section
20 Notice (Non-Compliance Notification Letter) in mailed to the
student informing his/her to contact DIAC within the 28 days to
explain the reasons for breach of visa conditions.
Leave
The Principal in conjunction with the Manager - Student
Services / Academic Course Coordinator may consider granting the
student special leave for compassionate reasons if evidence is supplied
for approval.
Illness
In cases of illness, students must provide
certified documents (i.e. Medical Certificate) from a registered
Medical Practitioner. The documents must state the reason for a
student’s absence and also the dates he / she were deemed
unfit for class. The document must also clearly state the Medical
Practitioner’s contact details. The student must submit a
copy of the medical certificate as soon as practicable upon re joining
the classes. Students must keep the original documentation in the
event of an audit or appeal.
Results
& Awards
Final Results
Your final results will be issued to you on the completion of study for a competency or group of competencies. If a student only completes a part of the units within a qualification then a "Statement of Attainment" will be issued to the student reflecting the unit completed. It will list the code and name of the competency and the result you achieved. 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.
Assessments resit policy
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 80% 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.
Re-assessment Process:
• 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.
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