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Our Lady of the Sacred Heart Catholic College International Student Handbook Code of Practice, Information and Policies For International Students Alice Springs Northern Territory Australia Registered CRICOS Provider: 02598D

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Our Lady of the Sacred Heart Catholic College

International Student Handbook

Code of Practice, Information and Policies For International Students

Alice Springs Northern Territory Australia

Registered CRICOS Provider: 02598D

Our Lady of the Sacred Heart Catholic College

PO Box 2508 Alice Springs NT 0871

Telephone: +618 89506400 Facsimile: +61889532624 Email: [email protected] Website: www.olshalice.catholic.edu.au

CRICOS Provider: 02598D

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Contents Forward .......................................................................................................................................................... 3 Introduction..................................................................................................................................................... 3 Our Vision Statement ..................................................................................................................................... 3 Governance .................................................................................................................................................... 3 Our Lady of the Sacred Heart Catholic College – our heritage ..................................................................... 3 Registration .................................................................................................................................................... 4 CRICOS Registration - 02598D ..................................................................................................................... 4 Enrolment of Full Fee Paying Overseas Students (FFPOS) ......................................................................... 4 Courses .......................................................................................................................................................... 5 Transition to Year 4 – Bath Street Campus ................................................................................................... 5

Year 5 – Year 8 – Traeger Campus ............................................................................................................ 6 Year 9 and Year 10 – Sadadeen Campus .................................................................................................. 6 Year 11 and 12 – Sadadeen Campus ........................................................................................................ 7

Course Credit ................................................................................................................................................. 8 Teaching Methods .......................................................................................................................................... 8 OLSH Assessment Methods .......................................................................................................................... 8 Facilities - Equipment and Learning Resources ............................................................................................ 8 Support Services for International Students .................................................................................................. 9 Fees ............................................................................................................................................................... 9 Refund Policy ................................................................................................................................................. 9 Medical Cover ................................................................................................................................................ 9 Outside Providers ........................................................................................................................................... 9 Use of Education Agents .............................................................................................................................. 10 Standard of Academic Ability and Competence in English .......................................................................... 10 Studying for Northern Territory Certificate of Education and Training (NTCET) ......................................... 10

Subject Selection ...................................................................................................................................... 10 Steps to Enrolment ................................................................................................................................... 10

The Enrolment Process ................................................................................................................................ 12 Information on Living in Australia ................................................................................................................. 13 Healthcare .................................................................................................................................................... 13 Preliminary Application to Enrol At Our Lady of the Sacred Heart Catholic College ................................... 15 Written Agreement with Students /Parents /Legal Guardians for Students Studying at OLSH ................... 17 Agreement for International Students Studying at Our Lady of the Sacred Heart Catholic College ........... 20 Accommodation and Guardianship Policy ................................................................................................... 21 Guardian’s Agreement ................................................................................................................................. 22 Accommodation Provider Form ................................................................................................................... 24 International Student Orientation Checklist .................................................................................................. 25 The ESOS Framework ................................................................................................................................. 27 Refund Policy for International Students ...................................................................................................... 29 Procedures for Assessing Student’s Qualifications, Experience and English Language Proficiency ......... 31 Critical Incident ............................................................................................................................................. 32 Policy for Deferment, Suspension or Cancellation of a Student’s Enrolment .............................................. 34 Application for Deferment of Commencement or Suspension of Studies .................................................... 36 Sample Letter of Intention to Suspend or Cancel Enrolment ....................................................................... 37 Course Progress and Attendance Policy ..................................................................................................... 38 Example Correspondence for Unsatisfactory Course Progress .................................................................. 40 Example Correspondence for Unsatisfactory Course Attendance .............................................................. 41 Complaints and Appeals Policy / Grievance Procedures for International Students ................................... 42 Change of Education Provider Procedure ................................................................................................... 43 Application for Student Transfer/Letter of Release ...................................................................................... 44 Change of Premises Policy .......................................................................................................................... 45

OLSH College Privacy Policy ........................................................................................................................ 46

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Forward This booklet has been prepared for prospective International Students of Our Lady of the Sacred Heart Catholic College (OLSH) and their parents with information about the College and requirements for International students. This booklet is to be read in conjunction with the College Parent Information Handbook. Once you have read this booklet and wish to continue with a Preliminary Enrolment Application please complete the form enclosed and return it by post, fax or email to the International Student Officer ([email protected]) Should you require further information or explanation do not hesitate to contact the Principal or the International Student Officer on (08) 89506400. It is hoped that both parents and students will use this book as a handy guide to the various aspects of life at OLSH.

Introduction Our Lady of the Sacred Heart Catholic College is a Catholic Co-educational College that caters for Transition to Year 12 across three campuses. Each campus focuses on the age level of the students attending that campus and provides a systematic approach to learning, co-responsibility, moral and social development.

As a Catholic school Our Lady of the Sacred Heart Catholic College is guided in all it does by Gospel values, and endeavours to support each student’s faith development. All staff, students and their parents/guardians are expected to support and co-operate with the Catholic ethos of the College, no matter their religious persuasion. Employment of a staff member and a student’s enrolment is contingent on affirmation of this key principle.

Our Vision Statement Our Lady of the Sacred Heart Catholic College is a Catholic faith community where the Gospel values of Justice, Love and Peace permeate all that we do.

Our vision for OLSH is to

• foster a safe and friendly environment where everyone is valued and accepted; • nurture the whole person, emphasizing honesty, mutual respect, compassion and tolerance; • educate students to act responsibly and courageously; • develop leadership and encourage initiative; • promote excellence in all areas of education and a life-long love of learning.

Governance Our Lady of the Sacred Heart Catholic College is a systemic school owned by the Diocese of Darwin and governed by the Catholic Education Council and Marist Brothers, under the direction of the Catholic Education Office of the Northern Territory. The College is a member of the Association of Marist Schools of Australia (AMSA).

Our Lady of the Sacred Heart Catholic College – our heritage The Parish of Alice Springs, administered by the Missionaries of the Sacred Heart until 2007, was established in 1929. The Catholic Primary School, in Bath Street, was commenced in 1938, staffed by the Daughters of Our Lady of the Sacred Heart. The Parish has strongly supported Catholic education throughout the intervening years. The Primary school eventually expanded to two sites in 1992, with the second campus at Traeger Park. Following discussions in the parish during 1980, the Marist Brothers were invited to administer the junior co-educational secondary school, Catholic High School, which opened in 1983. In 1994 the High School took on senior classes (Years 11 and 12).

At the beginning of 1995 Bishop Ted Collins announced that OLSH Primary School and Catholic High School would combine to become one College by the beginning of the 1997 school year. He noted that the decision offers the opportunity to maximize Catholic resources and to better prepare the students for the future.

The College is a vibrant community where the lives of nearly one thousand students, and one hundred and thirty staff, interact, across the three separate campuses, on a daily basis, in the classrooms, in the school yards and during major College gatherings.

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Registration Our Lady of the Sacred Heart Catholic College is accredited by the Northern Territory and Commonwealth Governments and the NT Board of Studies and follows the Board of Studies syllabi and regulations.

CRICOS Registration - 02598D Our Lady of the Sacred Heart Catholic College is registered with the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) for the following courses:-

Course Code Primary

052532G Primary - Transition to Year 4

052533G Primary Year 5 to Year 6

052534F Secondary Junior Year 7 to Year 8

052535E Secondary Junior Year 9 to Year 10

052536D Senior Secondary Year 11 to Year 12

Enrolment of Full Fee Paying Overseas Students (FFPOS) An Overview – full details are contained within this handbook

The Commonwealth Department of Education, Science and Training (DEST) and the Department of Immigration and Multicultural Affairs and Indigenous Affairs have, through the Education Services for Overseas Students Act 2000 (ESOS Act 2000), the National Code and the Migration Act 1958, introduced a system for the registration of education and training providers and the regulation of education services provision to overseas students. The Northern Territory Department of Education and Training through its International Services Branch is responsible for ensuring that providers and students comply with the relevant legislation. See attached information document: DEET Information on Administration of the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) in the Northern Territory.

Our Lady of the Sacred Heart Catholic College (OLSH) is registered as an education provider for full fee paying oversees students under the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). Our CRICOS Provider number 02598D appears on all College documents i.e. letterheads, websites and publications in accordance with requirements. Under the regulations Our Lady of the Sacred Heart Catholic College is required to determine the international status of all students applying for enrolment, and to notify the College International Student Officer of any student who may be considered to be an international student. The College registered as an international student education provider to assist families in the College and community who wished to bring extended family members to Australia for the purpose of obtaining an education. The College does not actively pursue these enrolments through the use of international services markets or brokers who facilitate the recruitment of overseas students for educational establishments in Australia. The College does not provide boarding or homestay facilities. All students enrolled in our College who are residing in Australia on temporary resident visas are required to pay full tuition fees, there are some exemptions. The College International Student Officer will consult with the NT International Services Branch in the event that the status of a student is unclear. The College is required to · monitor the welfare, attendance and academic performance of international students · ensure that we comply with the ESOS Act and National Code and provide regular statistical data such student numbers and nationalities to DEST on international students.

International Students Code of Ethics

Our Lady of the Sacred Heart College commits to adhere by the Code of Ethics developed by Ministers of the Commonwealth, States and Territories responsible for education matters. This is directed at ensuring visiting students are financially protected from default by providers and otherwise protected from undesirable practices.

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The National Code 2007 sets out guidelines for the ethical conduct of registered providers. The Commonwealth maintains a register of courses available to international students and the organisations approved to provide those courses. The States and Territories advise the Commonwealth on courses and providers to be admitted to the register. Providers will comply with conditions of registration. The Code covers:

Provision of Education and Training Services Marketing of Education and Training Services Providers’ Financial Standards Student Information Student Recruitment and Placement Student Support Services Sanctions

This Code is available to prospective students through the College.

Admission Requirements All applicants are required to meet the criteria laid down by the Australian Government for the issue of a student visa. These requirements are:

• Need to meet English language requirements • Enrolment as a full time student • No outstanding debts to the Commonwealth of Australia • Sufficient financial support to cover all expenses incurred during the stay in Australia • If under the age of 18 years, need to live with parent or legal custodian or a relative over the age of

21 and all persons in household over the age of 15 years must hold a Working With Children Clearance

• Be of good character • Be of good health • Have acceptable health insurance to cover the period of your stay (OSHC) • Agree to return home on completion of studies

It should be noted that each application is assessed on its own merits How do Students Apply to Enrol? Prospective international students or their family/guardians should contact the College with all relevant details on the student wishing to study at the College. The Preliminary Application to Enrol at Our Lady of the Sacred Heart Catholic College should be completed. If the visa / passport or letter issued from immigration granting a visa is in place a readable copy of all relevant pages of the passport and or letter must be attached with the preliminary application form. This information is to be sent to International Student Officer at Central Administration so that verification of study entitlements can be checked through immigration. Once the student is approved to study in Australia or granted a visa to study the full College Enrolment Form must be completed.

Courses

Transition to Year 4 – Bath Street Campus The Bath Street Campus of Our Lady of the Sacred Heart Catholic College caters for the years Transition to Year 4. The curriculum is implemented through the Northern Territory Curriculum Framework. As a Catholic primary school, the Catholic ethos permeates all our primary teaching. Religious Education is taught along with all the key learning areas prescribed through the Department of Education. The key learning areas consist of English - Listening, Speaking, Reading and Writing Mathematics - Spatial Sense, Measurement and Data Sense, Number Sense Health and Physical Education Languages - Japanese Science - Working Scientifically, Concepts and Contexts Studies of Society and Environment - Social Systems and Structures, Environments Technology and Design The Arts - inclusive of performing arts, arts skills, music, media, visual arts

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The NTCF also include the EsseNTial Learnings which promote the teaching and learning of processes that learners should develop for active participation in today's society Students at Bath Street receive four reports each year - a portfolio with annotated and graded pieces of work in Terms 1 and 3, and a formal written report in Terms 2 and 4. Parent Teacher interviews are conducted at the end of Term 1 and upon request either by parent or teacher. Each student at Bath Street will receive tuition in all key learning areas. Children with special needs are catered for through one to one tutoring, small group work, ESL support and special programmes. Bath Street has a number of Indigenous students and Indigenous Perspectives are taught across all curriculum areas. We participate in National Sorry Day activities, Reconciliation Week and NAIDOC Week activities. The children at Bath Street participate in a range of community activities and celebrations including ANZAC

Day, the Bangtail Muster, Keep Australia Beautiful Schools Day and Schools Tree Day. During the year, the

campus participates in Children's Book Week, Literacy and Numeracy Week, Science Week and Catholic

Education Week.

Bath Street Campus is currently involved in becoming a “Kidsmatter” campus – a framework implemented for the social and emotional wellbeing of all students. This is a two year implementation programme and we are currently in the second year.

Year 5 – Year 8 – Traeger Campus

The curriculum taught at Our Lady of the Sacred Heart Catholic College Traeger Campus (Years 5 – 8) is based on the Northern Territory Curriculum Framework (NTCF) which is the approved curriculum framework of the Northern Territory Board of Studies. Traeger Campus operates as a Middle School. In Year 7 and 8 two key teachers are responsible for delivering core curriculum – one to deliver the curriculum English, SOSE and Religious Education and the other to deliver the Mathematics, Science and Technology and Design curriculum. Year 5 and 6 have a single teacher for the core subjects. Japanese (LOTE) is compulsory in Year 5 – 8 and it is then offered to students as an elective in Year 9. For those students who are unable to study a second language, because of major learning difficulties in English, a unit called “Intensive English” is offered. For students who come from an ESL background, extra assistance is available. The campus also caters for students with Dyslexia by running the Beat Dyslexia program and also caters for higher achievers. We offer a comprehensive programme, which covers Years 5 – 8. All students complete one semester of the following subjects: Visual Art, Information Technology, Music and Home Economics. Physical Education is a yearlong subject. These subjects are delivered by teachers specialising in these areas. Students receive four reports throughout the year: an Interim Report at the end of Terms 1 and 3 and a more comprehensive Semester Report at the end of Terms 2 and 4. Parent - Teacher evenings are held in conjunction with the distribution of Interim Reports. Parent-Teacher meeting opportunities are held early in Term 2 and 4.

Year 9 and Year 10 – Sadadeen Campus

The curriculum taught at Our Lady of the Sacred Heart Catholic College Senior Campus caters for students completing their final four years of secondary schooling. At Year 9 and 10 level, it is primarily based on the Northern Territory Curriculum Framework (NTCF) which is the approved curriculum framework of the Northern Territory Board of Studies, but with significant extension opportunities in Vocational Educational Training (VET) and Senior Secondary Studies through the SACE Board of South Australia. Each student in Years 9 and 10 will be taught and respond to various aspects of the NTCF in the following key learning areas: English, Mathematics, Science, Studies of Society and the Environment (SOSE), Health and Physical Education and Religious Education. Year 10 students will undertake the Personal Learning Plan (PLP) – 10 credit NTCET unit. The PLP is designed “to support students to set, implement and review goals for their own learning, personal development, education and training. … It is a subject where students investigate areas that are pertinent to

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the making, implementing, revising and adjusting of personal decisions about learning needs and future pathways”.

The plan must be completed to a satisfactory level by the end of Year 11. It is, however, designed to aid students into their future pathways in the NTCET. At OLSH, the majority of the elements of the plan are already undertaken in the compulsory subjects of the Year 10 syllabus and in our Pastoral Care Program. In addition to the set curricula mentioned above, OLSH Catholic College also offers a comprehensive electives program in which students can choose up to three alternative subjects from the Arts, Music, Media, Drama, Computing, Manual Arts areas. Languages other than English (LOTE) are offered as optional subjects within the timetable of a regular day (ie. they are not additional courses of study). The College currently offers Japanese in this way. For those students who are enrolled at the College with English as their second language (ESL), specialist tuition is available. Students will receive four reports throughout the year: a progressive report at the end of Terms 1 and 3, and a comprehensive Outcomes-based report at the completion of Terms 2 and 4. Parent/Teacher meeting opportunities are held early in terms 2 and 4. For more information regarding subjects offered at Years 9 & 10, please refer to the appropriate Handbook, available via www.olshalice.catholic.edu.au – document downloads or contact the Campus directly.

Year 11 and 12 – Sadadeen Campus

The curriculum taught at Our Lady of the Sacred Heart Catholic College Senior Campus caters for students completing their final four years of secondary schooling. At Year 11 and 12 level students primarily work towards the completion of their Northern Territory Certificate of Education and Training (NTCET) under the auspices of the SACE Board of South Australia. Many students also undertake Vocational Educational Training (VET) and some are in the process of also completing School-Based Apprenticeships.

The Northern Territory Certificate of Education and Training (NTCET)

The NTCET is a completion certificate which covers two or more years of study (normally Years 11 & 12). The Certificate involves two levels of study, referred to as Stage 1 (equivalent to Year 11) and Stage 2 (equivalent to Year 12). Students can also gain credit towards their NTCE for successfully completed VET courses. To qualify for the NTCET, students must achieve in 200 credit units over a period of at least 2 years. Students must achieve satisfactory results in PLP (Yr 10), Literacy (20 credits) and numeracy (10 credits) and a ‘C’ grade or better in 160 credit units.

Subjects available at OLSH include the following:

(Arts/ Humanities/Social Education) (Mathematics/Science/Technology) Religion Studies Accounting Religious Education Health/ Physical Education Art Mathematics (3 varieties) Business Studies Biology Dance Chemistry Drama Physics Music Psychology English (2 varieties) Science Studies ESL Welding Economics Woodwork Legal Studies Information Processing & Publishing History Information Technology Media Studies Politics VET in Schools Tourism Engineering (Welding) Home Economics Construction Work Education Automotive Japanese Childcare Hairdressing Hospitality/Bartending Cookery

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Students will receive four reports throughout the year: a progressive report at the end of Terms 1 and 3, and a comprehensive Outcomes-based report at the completion of Terms 2 and 4. Parent/Teacher meeting opportunities are held early in terms 2 and 4. For more information regarding subjects offered at Years 11 & 12, please refer to the College’s Senior Handbook via www.olshalice.catholic.edu.au – documents download or contact the Campus directly.

Course Credit OLSH Catholic College does not offer course credit and entry into any course is subject to the assessment of the school. This also applies to on-shore school transfers, either within the state or territory or from interstate, with the exception of students who transfer in Year 11 and are able to carry on previous subject choices with no alterations.

Students who believe that they have undertaken studies equivalent to Stage 1 or Stage 2 of the SACE may

apply for a Record of Achievement which will be assessed by the SACE Board of SA. If approved, the

recognition will be recorded on the Record of Achievement as a credit value.

Teaching Methods Courses are approved with Northern Territory Board of Studies and follow Board of Studies syllabi and regulations. The Northern Territory Board of Studies (NTBOS) develops and provides high quality curriculum, assessment, reporting and certification to students in the Northern Territory from Preschool to Year 12. Student achievement in the senior secondary years is recognised through a comprehensive framework of certification that aims to ensure that every young person leaves school with appropriate documentation.

National Assessment Program

Student achievement in the early years through to middle years of schooling is assessed by classroom teachers and reported against the Northern Territory Curriculum Standards described in the Northern Territory Curriculum Framework. The National Assessment Program measures and monitors student achievement against national and international standards. It includes:

National Assessment Program — Literacy and Numeracy (NAPLAN)

three-yearly NAP Sample Assessments

in Science Literacy, Civics and Citizenship, and Information and Communication Technology (ICT) Literacy

International sample assessments such as PISA and TIMSS. Staff use a range of face-to-face teaching methods including research (text books, CD’s Internet), practical lessons, oral, listening and writing lessons, camps, tutorials, lectures, field trips etc. Students learn as individuals or through group learning exercises. The number of students in a class varies from around 6 (subject classes for senior students) to 28.

OLSH Assessment Methods Staff use a range of assessment methods which satisfy the NT Board of Studies outcomes, including, but not limited to, exams, assignments, oral presentations, practical assessments and computer based assessment tasks.

Facilities - Equipment and Learning Resources Our Lady of the Sacred Heart Catholic College has three campuses: Bath Street Campus, Traeger Campus and Sadadeen Campus. Our Lady of the Sacred Heart Catholic College teachers use a wide range of equipment and resources. At all times, equipment and resources are updated to enable the best possible learning environment for students. Resources include textbooks, video cameras, sport equipment, musical instruments, computers, electronic white boards, chalk boards, white boards, PowerPoint presentations etc. Audio-visual outlets are available in most classrooms, listening posts (tape recorders etc) posters, magazines and other printed materials. Each campus has a well equipped library that all students can access. Students in Transition to Year 4 attend the Bath Street Campus, which provides a wide curriculum with computer and library facilities. Students commencing transition are accepted in January of each year if they

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turn 5 years of age by the end of June that year. A Sensory Motor Programme, Computer, Library, Music and Art facilities are provided. Bath Street also houses the After School Care Program for the College. Traeger Campus, our Middle School, caters for students from Year 5 to Year 8, forming a bridge between traditional primary and secondary education. Traeger Campus facilities include Science Laboratory, Computer Laboratories, Music/Drama Room, Home Science, Art, Library and a Hall. Students from Year 9 to Year 12 attend the Sadadeen Campus. The facilities at the Sadadeen Campus provide for the needs of students completing their senior years of education. Extensive classroom facilities, Computer Labs, Science facilities, Library, Media, Music, Drama, Dance, Home Economics, Art, Photography, Woodwork/Metalwork, Physical Education facilities Students are able to access all areas of education as well as VET courses, school-based apprenticeship and on-line correspondence courses. Computers in the classroom and in labs has seen a significant upgrade to our teaching and learning over recent years with an ongoing programme to give even greater students access to this technology. The College also has the Marian Centre where classes from across the College are able to access facilities that include, classrooms, indoor sports, stage facilities for productions. The College holds its Opening Mass and Presentation Night at the Marian Centre which is located on the grounds of the Sadadeen Campus.

Support Services for International Students Enquiries unique to overseas students and their families can be addressed by contacting our College Secretary (61 8 89506400) or via email [email protected] Settling into a new home and school environment can take some time. The Year Group Coordinator, Homeroom Teacher, Special Education Coordinator, Health and Wellbeing Coordinator, School Counsellor, Curriculum Coordinator and Careers Adviser are all very experienced staff that is able to assist with answers to questions students may have as they settle in. The College Secretary will take you through your initial orientation. The Special Education Coordinator will check your academic progress and attendance throughout the time you are studying at OLSH Catholic College. If you have any concerns your Head of Campus should be your first point of contact. He/she may refer you to one of the other staff above depending on your needs.

Fees Fees are published annually. For current fees families should refer to the International Student Fee and Uniform Information booklet. Fees charged to International Students cover tuition and resources only. There will be additional costs for stationary, subject requirements, camps and excursions. Fees are subject to change from time to time (usually at the beginning of each school year) and written confirmation will be provided to current students when fees are updated. Applicants are required to pay the following fees:

Following receipt of Letter of Offer and confirmation of a place, the following fees are payable: Refundable Deposit of AU$1,000 First Term fees payable in advance

Refund Policy Students are required to give one term’s notice IN WRITING should they wish to withdraw from OLSH Catholic College prior to the end of their agreed course. See Refund Policy page 27 for a more detailed explanation of refunds and students rights and obligations.

Medical Cover All Overseas Students are required to provide proof International Student Health Cover (OSHC) has been purchased. The parent and/or guardian must ensure that International Student Health Cover payments are maintained for the period the student is enrolled at OLSH Catholic College.

Outside Providers OLSH Catholic College uses an outside provider to supply some education components, notably Vocational Education Training courses.

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All outside providers are registered with NT Department of Education and Training. The College has an agreement with Charles Darwin University to provide VET courses to students who apply to access this facility.

Use of Education Agents OLSH Catholic College does not enter into separate agreements with Education agents. Should you wish to use an agent to assist you in your application process, we will be happy to work with them to complete the enrolment process. However, we will not pay any fees to agents. Any agents’ fees are the responsibility of the student. Our present students have successfully applied to our school without the use of an agent, and we will provide you with the paperwork (Letter of Offer, Confirmation of Enrolment and Confirmation of Welfare Arrangements) to support your Visa application should you wish to apply to the Department of Immigration and Citizenship direct.

Standard of Academic Ability and Competence in English International Students must demonstrate that they have studied their preferred subject choices in their school of origin and have achieved at a high level in their home countries prior to entry into OLSH Catholic College. Generally, International Students will have continuity of study for the years at home as well as in Australia. International Students must also be able to demonstrate competence in English. Most International Students are required to have studied English prior to coming to Australia or be able to demonstrate that they have access to Intensive English classes upon arriving in Alice Springs. The College has an ESL component for students who have a language other than English. Appropriate assessment of student’s language skills can be accessed by students sitting for language testing through Australian Educational Assessment Services (AEAS). Information about testing can be found at www.aeas.com.au. Testing can be undertaken in most Asian countries as well as agencies within Europe and the Middle East. Results will be provided to OLSH Catholic College for review. It is OLSH Catholic College’s expectation that students will enter school with at least some conversational English and comprehension in the early years of schooling. Students entering Years 9-12 will be required to have sufficient competency in English to participate in all chosen subjects to succeed in their studies in Australia. In assessing applications, a rigorous review of student information is undertaken. Any files that are incomplete will not be assessed. Please refer to the attached assessment process for further information.

Studying for Northern Territory Certificate of Education and Training (NTCET) OLSH Catholic College highly recommends that, where possible International Students enrolling for entry into Senior Secondary classes enter at Year 10. Entry at this level enables students to take the necessary time to settle into their new school before attempting the more difficult senior secondary workload unless there is sufficient academic evidence of the student’s prior studies and capabilities.

Subject Selection

We are able to offer subjects that are outlined in the subject selection information provided to students prior to assessing applications. Please note the following:

• Students at OLSH Catholic College, as well as the minimum prescribed units, are also required to take Religious Studies up to the completion of Year 11.

• For International Students, subject selection will be based on availability of courses at the time of Interview. Students may be given entry tests in some subjects to determine which level is appropriate.

• Students will have the opportunity to discuss their choices with the Head of Curriculum and Careers Adviser for secondary students, before making final subject choices.

Steps to Enrolment

It is most important that every student can satisfactorily cope with the academic programme as well as participate fully in the life of the College. There are four pre-requisites which must be fulfilled:

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a) Appointment of a Guardian in Australia

Irrespective of his/her age, every student must have a responsible adult appointed by his/her parents as the student’s guardian. In meeting the stringent requirements of the ESOS framework, Department of Immigration and Citizenship will only accept the following as suitable relatives for supervision of students under 18 years of age:

• 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, and is

• nominated by a parent of the applicant or a person who has custody of the applicant, and is • aged at least 21, and is • of good character.

Should there be no relative able to provide care for a student under the age of 18 years, the School will also consider a person, who meets the above criteria but is NOT a relative. This person must be nominated by the parents. All persons who accept the responsibility as guardian of the International Student will be required to hold a Working With Children Clearance (Ochre Card) http://www.workingwithchildren.nt.gov.au/ This person will be the nominated guardian and is authorised by the parents to act as parents in all matters relating to the school policy, order and discipline. Please note that even when a student is 18 years of age or older the school still requires the same parental/guardian supervision and approvals as for all other students. Guardians and Students are both asked to sign separate agreements confirming that they understand their responsibilities in accepting the place offered by the School. Copies of these agreements are annexed for your information, as in the Accommodation and Guardianship Policy of the School. Please note entry into the early primary years of schooling will only be allowed if the student is going to be living with one or both of his/her parents. Discussion with the Head of Campus will be required if there are extenuating circumstances for any change to this ruling.

b) Definite Accommodation

The student is expected to live in the same house as, and under the direct supervision of, his/her guardian/parent. The accommodation should be within a reasonable distance from the school and provide adequate facilities and room for a student to be able to study without distraction.

c) Competence in English

Applicants must submit verified copies of their last two school reports plus gain a satisfactory level in the AEAS test before they will be permitted to start at the school. It is also expected that all applicants will commence at the school at the beginning of the academic year which is usually near the end of January. In special cases approval may be given for a student to enrol during the academic year. However, due to the importance of the foundation work and the volume of the work to be completed in Years 11 and 12 for the Higher School Certificate, applicants for entry into Year 11 will not be permitted to enrol after the beginning of Term 1. Students will not generally be granted enrolment directly into Year 12 due to NTCET REQUIREMENTS.

d) Satisfactory Academic Achievement

It is essential that the student has successfully achieved the necessary academic background to enable him/her to commence the course for which he/she wishes to enrol.

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The Enrolment Process Step 1 – Application for Admission Your APPLICATION FOR ADMISSION must include the following documents:

1. Completed Preliminary Application to Enrol as an International Student 2. Copy of Subject choices for year of entry (Year 9 to11 entry only) 4. Certified transcripts of academic records from last two years of schooling 5. Certified evidence of date of birth 6. Letter of recommendation (from previous school principal) confirming suitability of student to

attend OLSH Catholic College (if not included with academic records) 7. Copy of passport details 8. Copy of English language test/evidence English language proficiency (if not held already) 9. Recent passport sized photograph

Step 2 – Offer of Enrolment Your Application for Admission will be assessed. If all reports and documents are in order and satisfactory, and there is an appropriate vacancy, you will receive an Offer of Enrolment letter and a Confirmation of Enrolment from DIMIA to support your Visa Application. You will also receive a written agreement for completion by your parent/guardian to return to the school. Step 3 – Your Acceptance of Offer of Enrolment To accept your offer of a place in the School you must send to the School the following payments after notification that you’re Visa has been issued:

First Terms fees payable in advance Refundable Deposit*

As fees will be reviewed annually please see current “Fee and Uniform Information booklet - International Students”. * The Deposit is refunded upon completion of their studies at Our Lady of the Sacred Heart Catholic College and there are no outstanding school fees and all school items, e.g. textbooks, have been returned. A copy of your Visa is also required at this time. This should be accompanied by the Parents/Guardian’s agreement sent to you with your letter of Offer. A copy of a blank agreement is on page 16 of this handbook for your information. A completed form will be sent to you with your Letter of Offer. Step 4 – Issue of International Student Acceptance Advice and Health Cover On receipt of your fees, the School will send you a letter confirming your start date and place in the School. All Overseas Students are required to provide proof International Student Health Cover (OSHC) has been purchased. The parent and/or guardian must ensure that International Student Health Cover payments are maintained for the period the student is enrolled at OLSH Catholic College. Step 5 – Information about Preparing for School You will be sent a letter giving detailed information about:

1. School dates and vacations. 2. Orientation Procedures 3. Purchase of school uniform. 4. Uniform regulations. 5. Stationery requirements.

Step 6 – Commencing School All International Students should have been interviewed by the Principal before the beginning of term and should be settled into their accommodation in Australia and have purchased all uniforms and stationery required.

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Following are details of policies for the care and management of International Student issues which you should read carefully, as they will assist you with:

• accommodation, • attendance, • academic performance and intervention strategies, • legal services, • complaints and appeals processes, • transferring from one Provider to another • deferment, suspension or cancellation of enrolment

We look forward to you joining us at Our Lady of the Sacred Heart Catholic College for an exciting and successful time during your school years, in preparation for a successful and challenging future.

Information on Living in Australia (Alice Springs) and Accommodation Options for International Students Our Lady of the Sacred Heart Catholic College is located right in Alice Springs, (population 27,000), with each campus about five minutes drive apart. Alice Springs is an Outback Regional Centre with a quality lifestyle and facilities far in excess of other regional centre’s of comparable size. It is the hub of Central Australia and a perfect place to live. Living is easy, either in tree lined streets in the older parts of the town or in modern suburbs which are equal to any new residential area in any major city. From shopping to the arts, to sport and recreation, the people of Alice enjoy a range of leisure activities. All forms of sport including cycling, swimming, and bushwalking. Our golf course is rated one of the top ten desert courses in the world with its grass fairways and greens. Alice has a significant cultural precinct which includes a 500 seat theatre, art galleries, museums and craft centre’s. The stunning MacDonnell Ranges and surrounding countryside is a photographer and artists delight. All students who are enrolled at OLSH Catholic College must have a Parent or Guardian appointed as the main contact for the school. Students under the age of 18 must also have appropriate accommodation and welfare arrangements approved by the School. OLSH Catholic College is not a boarding school, so international students who come to our school live with a relative or friend of the family (who has been approved by the School and holds an Working with Children Clearance - Ochre Card). This is to ensure that students are cared for and supported during their time studying at the school. Please note for entry into the Junior School students must be living with one or both parents. DIAC has defined a ‘suitable relative’ as a person who is:

• 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

• nominated by a parent of the applicant or a person who has custody of the applicant • aged at least 21 • of good character.

If you do not have a suitable relative, but perhaps have a family friend who will allow you to live with them. Regulations require that all members of a homestay family over the age of 15 years obtain a Working with Children Clearance and that the home provided satisfies all requirements.

Healthcare All Overseas Students are required to provide proof International Student Health Cover (OSHC) has been purchased. The parent and/or guardian must ensure that International Student Health Cover payments are maintained for the period the student is enrolled at OLSH Catholic College. Australia has a comprehensive healthcare system and access to doctors and medical centre’s is easy to arrange.

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Other helpful websites regarding living and studying in Australia are: http://studyinaustralia.gov.au/ This is an Australian Government website that has options for language translation. There is a great deal of information here about course types, study options, living in Australia and applying for Visas http://www.australia.com/ This is the Tourism Australia website and gives you more information about the country as a whole.

Our Lady of the Sacred Heart Catholic College PO Box 2508

Alice Springs, NT 0871 AUSTRALIA

CRICOS Provider 02598D

PRELIMINARY APPLICATION TO ENROL AT OUR LADY OF THE SACRED HEART CATHOLIC COLLEGE Return to: OLSH Catholic College

Attention: International Student Coordinator Phone: +61 8 89506400 Fax: +61 8 89524607

Email: [email protected]

PERSONAL DETAILS Name as it appears in your passport: (underline your family name)

Preferred Name Female

Date of Birth Day Month Year

Citizenship Passport Number Expiry Date

Name of Father Occupation

Name of Mother Occupation

Home address

Telephone (home) Facsimile

Telephone (father’s workplace) Facsimile

Telephone (mother’s workplace) Facsimile

Name of contact in Australia (if available)

Address

Telephone

EDUCATION DETAILS

What is the highest level of education you have completed?

Name and address of your last school

Have you studied English before? No

If yes where did you study?

How long have you studied?

Have you studied for an English competency test? No

If yes, attach copy of certificate

Test Score Date of test

Are you studying in Australia already? No

If yes, at what school?

When does your course end?

When does your visa expire?

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COURSE DETAILS

What course are you applying for?

Proposed Enrolment Year: Proposed Start Date:

Preferred subjects

ACCOMMODATION DETAILS

Details of who you will be staying with during your study period.

Name

Address

Telephone

Relationship to student:

PLEASE INCLUDE THE FOLLOWING DOCUMENTS:

Enrolment deposit AU$1,000.00 Copy of subject choices for year of entry (Year 9 to 11 entry only-attached) Certified transcripts of academic records from last two years of schooling (in English) Certified evidence of date of birth (in English) Letter of recommendation (from previous school Principal) confirming suitability of student to attend

OLSH Catholic College (if not included with academic records) Copy of passport details Copy of English language test/evidence English language proficiency (if not held already)

Recent passport sized photograph

DECLARATION AND AGREEMENT

I _________________________________ (blocked letters) understand that if I enrol in Our Lady of the Sacred

Heart Catholic College it is my responsibility to

Attend school in accordance with Australian government visa regulations

Make satisfactory progress in my studies and to complete my course

Pay the tuition fees as required by the College

Ensure adequate finances are available for my living expenses and airfares

Take out appropriate travel insurance if my stay is to be less than 6 months.

(Application’s signature) ____________________________ date _____________________________

(Parent’s signature) ____________________________ date _____________________________

Please Note: Once the initial application to enrol as an International Student at Our Lady of the Sacred Heart

Catholic College has been approved the standard enrolment form must be completed.

FOR OFFICE USE ONLY

Student’s application approved Yes

Recommendations

Principal or Delegate:

Date

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Written Agreement with Students /Parents /Legal Guardians for Students

Studying at OLSH

____________________________________________________________________________

STUDENT DETAILS Surname ___________________ First name/s ___________________ Preferred name ___________________ Student home address __________________________________________________________ Telephone number ___________________ Fax number ___________________ Date of birth ___________________ PARENT(S) LEGAL GUARDIAN DETAILS Parent 1 Surname ___________________ First name/s ___________________ Address __________________________________________________________ Telephone number ___________________ Fax number ___________________ Email __________________________________________________________

Mobile Number ___________________ Parent 2

Surname ___________________ First name/s ___________________ Address __________________________________________________________ Telephone number ___________________ Fax number ___________________ Email __________________________________________________________ Mobile Number ___________________

COURSE ENROLMENT

Course Code

Primary Year Level Start Date End Date

052532G Primary Year Transition to Year 4

052533G Primary Year 5 to Year 6

052534F Secondary Junior Year 7 to Year 8

052535E Secondary Junior Year 9 to Year 10

052536D Senior Secondary Year 11 to Year 12

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Conditions of enrolment/preliminary requirements: eg Language study, Accommodation arrangements etc

Course fees

First year Per Term

Refund Policy - attached

WELFARE AND ACCOMMODATION ARRANGEMENTS

Students under the age of 18 are required to maintain adequate welfare and accommodation requirements as a condition of their student visa. Where a student under the age of 18 is not in the care of a parent or suitable relative, as defined by the Department of Immigration and Citizenship, their accommodation arrangements must be approved by the school.

Is the student in the care of a parent or suitable relative? Yes / No

If no, Advise accommodation approved for the student

Name of Person Providing Accommodation for student

Details of accommodation arrangements

Change of Address

The student is obliged to notify the school of a change of address while enrolled at the school. This is to ensure that any notifications sent to the student advising student updates or visa breaches are sent to the student’s current address.

Privacy

Information is collected on this form and during your enrolment in order to meet our obligations under the ESOS Act and the National Code 2007; to ensure student compliance with the conditions of their visas and their obligations under Australian immigration laws generally. The authority to collect this information is contained in the education Services for International Students Act 2000, the Education Services for International Students Regulations 2001 and the National Code of Practice for Registration Authorities and Providers of Education and Training to International Students 2007. Information collected about you on this form and during the enrolment can be provided, in certain circumstances, to the Australian Government and designated authorities and, if relevant, the Tuition Assurance Scheme and the ESOS Assurance Fund Manager. In other instances information collected on this form or during your enrolment can be disclosed without your consent where authorised or required by law. For more information on privacy, please refer to OLSH Catholic College’s Privacy Policy.

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School Policies

As a condition of enrolment, the student agrees to abide by all school policies for the duration of their enrolment [include all relevant school policies].

These are • Accommodation Policy • Complaints and Appeals Policy • Course Progress and Attendance Policy • Code of Conduct • Student Transfer Request Assessment Policy • Deferment, Suspension and Cancellation Policy.

These policies have all been provided to me in the International Student Handbook and available in the Parent Handbook and School Organiser.

Declaration

All students and parent(s)/legal guardian (if student is under 18 years of age) must read and sign this

written agreement.

• I confirm I have received information from the school about: - conditions on enrolment in the course(s) - all course and course-related fees - OLSH Catholic College’s Refund Policy - the sharing of personal information - change of address obligations

• I hereby declare that the information supplied by me is true and correct • I agree to pay all fees owing and by the due date • I have read, understood and agree to be bound by the above conditions of enrolment

Signed by student Date:

Signed by parent/s/legal guardian Date:

PLEASE SIGN AND RETURN TO: Principal

OLSH Catholic College

PO Box 2508

Alice Springs NT 0871

Australia

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Agreement for International Students Studying at Our Lady of the Sacred Heart

Catholic College

I, the undersigned agree to abide by the following: 1. Change of address/phone/guardian details I agree to make an interview with the school Registrar to discuss any of the above changes prior to that change. 2. Attendance I agree to abide by the immigration rules regarding attendance at school: I will supply a doctor’s certificate when I am absent for more than two consecutive days due to illness. I will ask permission from the Head of Campus for any other absences based on Compassionate

reasons. I agree that lateness without permission is not acceptable. 3. Subject Choices I agree that the school will determine with me the appropriate level of subjects studied. I realise that there may be entrance testing in some subjects. 4. Behaviour: I agree to abide by the school’s code of Conduct and Uniform as outlined in the school diary. 5. Immigration

I am aware that information I supply to OLSH Catholic College can be made available to Commonwealth and State government agencies.

6. Payment of Fees: I agree to pay fees promptly upon receiving fee statements each term. 7. Medical Insurance:

All Overseas Students are required to provide proof International Student Health Cover (OSHC) has been purchased. The parent and/or guardian must ensure that International Student Health Cover payments are maintained for the period the student is enrolled at OLSH Catholic College.

8. Refunds: Students are eligible to receive their Deposit at the end of their schooling. If at student leaves before the end of their course, the guardian/parents must inform the Principal, in writing, one full term before the student leaves.

_____________________________________ _____________________________________ Name Signature _____________________________________ Date

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Accommodation and Guardianship Policy

OLSH Catholic College is registered as a provider of education services for International Student through CRICOS (Commonwealth Register of Immigration and Multicultural Affairs). A part of this registration requires the school to confirm that accommodation arrangements for students under 18 are appropriate. OLSH Catholic College policy for approval of accommodation for students follows:

1. All students must have a guardian regardless of their age.

2. Students will reside with their guardian as arranged by their family.

3. Unless the student lives with an immediate family member, OLSH Catholic College requires that any person over the age of 15 years that students live with will hold a current Working with Children Clearance.

4. OLSH Catholic College is required to carry out checks and inspections to ensure that accommodation is satisfactory.

5. Should the student wish to change to another residence, they may not do so until the next residence is also fully checked and confirmation received that it is satisfactory.

6. While the student remains at OLSH Catholic College, the School must be advised of all holidays and other activities undertaken by the student. Parents/Guardians must give written permission for the student to go on any vacation break that involves them living away from their homestay address. However, the School is not obliged to authorise ANY such vacation, if it considers the venue or activity to be unsuitable.

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Guardian’s Agreement

I, __________________________________________________________________________

Of__________________________________________________________________________

acknowledge the following in accepting the position of Guardian for

(Student’s full name)

1. As Guardian I am to take the place of the student’s parents while she remains in Australia.

2. In order to fulfil this role I agree to the following: • I will ensure that the student has appropriate accommodation and will certify such to Department of Immigration, if required. • I will have contact with the student at least once a week and preferably in person to ensure his/her well being. • I will advise the school IMMEDIATELY of any change of address or circumstances that

relate to my role as guardian for this student. This includes advice of an alternate contact should I be out of Alice Springs for any period of time, or unavailable for contact. This advice will be in writing and will include: duration of travel, name of alternate contact, address of alternate contact, all relevant telephone and mobile phone numbers.

• I will advise the school IMMEDIATELY of any change of telephone number or contact details. • I will sign all absence notes for the student and ensure that each absence is legitimate. • I will ensure that each absence of more than two days is confirmed with a Doctor’s Certificate from a registered General Practitioner. • I will attend parent/ teacher interviews as required to ensure the student’s progress. • I will communicate with the student’s parents honestly and accurately, especially in relation to school requests. • I will ensure that the student attends the school for the full academic year which includes the first day of each school Term. I will attend all functions as necessary during my period as guardian. • I will at all times encourage the student to participate fully in school activities and to satisfy all school requirements, both academic and behavioural. • I will communicate in English at all times when in contact with the School (both in verbal and written form). If necessary I will arrange translations to ensure that communication between the school and myself is clear and understood.

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3. I understand that in accordance with Department of Immigration provisions the student

must be in attendance at the school for no less than 80% of the year, and that any absences must be for legitimate illness as referred to above. Any other period of absence must be approved by the Principal PRIOR to the period of absence to avoid the matter being referred to Department of Immigration.

4. I certify that I am not related in any way to any agent who has referred this student to OLSH Catholic College and that I act in my capacity as guardian with the best interests of the student as my first intention.

5. I understand that if at any time OLSH Catholic College believes that I am not fulfilling these obligations, or if this statement is incorrect in any way, OLSH Catholic College will contact the student’s parents and advise them that I am unsuitable for the role of guardian. As a result of such contact, I understand that I must be replaced by another guardian within 30 days of this advice to the student’s parents. If no suitable guardian can be found then the student may then be referred to the Department of Immigration for appropriate action.

I declare and affirm that I will uphold the requirements of this agreement. Signed: ____________________________________ Date: _______________________ Name: ______________________________________________________________________ Witness ____________________________________ Date: _______________________ Name: ______________________________________________________________________

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Accommodation Provider Form

The College registered as an international student education provider to assist families in the College and community who wish to bring extended family members to Australia for the purpose of obtaining an education. The College does not actively pursue these enrolments through the use of international services markets or brokers who facilitate the recruitment of overseas students for educational establishments in Australia. The College does not provide boarding or homestay facilities. Student Details Surname _________________________________ Given Name/s __________________________

Date of Birth _______________________________

Proposed Accommodation Details

Title (Mr. Mrs. Ms. etc) ______ Surname __________________ Given Name ___________________

Title (Mr. Mrs. Ms. etc) ______ Surname __________________ Given Name ___________________

Address ___________________________________________________________________________

Telephone Number: __________________________ Mobile Number ___________________________

Name, Age and Sex of People Residing at the Same Address

Name ____________________________________ Age _________ Male Female

Name ____________________________________ Age _________ Male Female

Name ____________________________________ Age _________ Male Female

Name ____________________________________ Age _________ Male Female

Name ____________________________________ Age _________ Male Female

Name ____________________________________ Age _________ Male Female

The College is required to conduct an inspection of the premises that the student resides. The date and time will be arranged as mutually agreed. All persons over the age of 15 years residing at the same place as the International Student is required to have a Working With Children Clearance (Ochre Card). Copy of the Ochre Card is to be supplied to OLSH Catholic College. Guardian Signature: __________________________________ Date: __________________________

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International Student Orientation Checklist

Student name: ____________________________________________________________ Grade: ______________________________________________________________ Arrival date: ______________________________________________________________ Week 1 checklist Orientation and School Tour Week 1, Day 1 Student has been introduced to:

Principal Head of Campus School Counsellor Curriculum Coordinator Homeroom Teacher ESL Teacher Year Adviser (if applicable)

Student Buddy for Week 1 ___________________________________________

Staff Member ___________________________________________ Date ___________________________________________ Student has / understands:

Mobile phone or how to use pay phone School contact number Accommodation contact number Emergency number for fire, police etc is 000 in Australia How to travel to and from school All school uniform requirements How to seek assistance on and off campus

Staff Member ______________________________________________ Date ______________________________________________

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Student has received information about:

OSHC – Medical Cover Complaints and Appeals Processes Student visa conditions relating to course progress and attendance Grounds for suspension or cancellation of enrolment School calendar School Rules and Code of Conduct Subject selection, textbooks, etc Assessment policies and requirements Extra-curricular activities, clubs, etc

Staff Member ___________________________________________ Date ___________________________________________

Other Information/Activities:

Information about Cultural Awareness/Culture Shock/Adjusting to life in a new environment

Orientation to local area – shops, recreational areas, etc

Staff Member __________________________________________ Date __________________________________________

Student interviews to check adjustment:

End of Week 2 End of Week 4 End of Week 6 End of Week 8 End of Week 12

Staff Member __________________________________________ Date __________________________________________

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The ESOS Framework

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Refund Policy for International Students

This refund policy applies to tuition fees only.

Fees are payable in advance, there are three billing periods per year. Accounts will be forwarded to the person who enters into the written agreement as well as the student’s guardian three times a year. If a student withdraws from the course more than 14 days before the commencement of the course he/she is entitled to a full refund less 15% processing fee.

This policy is determined in accordance with the Education Services for Overseas Students (ESOS) Act 2000 and the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students (the National Code 2007).

This Refund Policy applies to those students who are ‘overseas students’ as defined in the National Code. This Refund Policy does not apply to Domestic Students.

Except as provided by law, a refund of Tuition fees will only be granted in accordance with this Refund Policy.

Each Student acknowledges and agrees to the terms and conditions of the Refund Policy & Procedures on signing the College Enrolment Agreement.

The terms and conditions set out in this Refund Policy & Refund Procedures apply equally to commencing and continuing Students unless otherwise specified.

The College reserves the right to amend these terms and conditions at any time to ensure compliance with applicable State and Federal laws and/or to amend the non-refundable Administration fee.

The College is obliged to inform the Department of Immigration and Citizenship (DIAC) of any change of status where a Student who holds a student visa completes his or her course early, transfers to another provider, is excluded on academic grounds and fails to meet his or her visa conditions, defers or suspends his or her study or otherwise changes the expected duration of his or her study. The funds paid for the Tuition fees must be cleared at the time that an Application for Refund is made by the Student and all debts to the College must be paid before any refund to the Student can be made. The College may in its absolute discretion, refund to the Student some or all Tuition fees where it determines that there are extenuating or compassionate circumstances. All notifications of withdrawal from a course must be made in writing to The Principal. Notification of withdrawal after commencement of the course may requires 1 full school term’s notice. Where insufficient notice is provided, there may be a penalty payable equal to one terms fees in lieu of notice. All fees must be paid in Australian dollars. Refunds will be reimbursed in Australian dollars and the payment sent to the applicant’s home country or to the person who agrees to be responsible for fee payment.

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The school will refund within 28 days all tuition fees paid where the student’s application for enrolment is refused by the school. [Only applicable where the written agreement is the application form and payment of fees has accompanied lodgement of the application form.] The school will refund within 28 days all tuition fees paid where the student produces evidence that the application made by the student for a student visa has been rejected by the Australian immigration authorities. Where a student’s enrolment is cancelled for any of the following reasons, a cancellation fee of 100% of the current term fee is applicable.

a) Failure to maintain satisfactory course progress b) Failure to maintain satisfactory attendance c) Failure to maintain approved welfare and accommodation arrangements d) Failure to pay course fees e) Any behaviour identified as resulting in enrolment cancellation in OLSH Catholic College’s Code of Conduct, or as may be determined by the Principal from time to time.

Any default by the school will be covered by the provisions of the ESOS Act 2000 and the ESOS regulations 2001 (as amended). These include:

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

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

This policy, the Student Agreement and the availability of complaints and appeals processes, do not remove the right of Students to take action under Australia's consumer protection laws.

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Procedures for Assessing Student’s Qualifications, Experience and English

Language Proficiency

Admissions Office Check if placement is available, advise family if no suitable placement available Check documentation is complete - request any documentation outstanding Confirm if AEAS testing is being arranged.

On receipt of AEAS results, consider how much assistance the student will require from our ESL staff.

Consider non verbal results of AEAS testing in reference to student’s academic reports – do the reports and testing indicate sufficient academic ability to transition successfully to the year requested? Would starting in a more junior year be of benefit? Discuss with Curriculum Coordinator in conjunction with Head of Campus.

Advise family of most suitable placement.

Admissions Office Confirm recommended placement is available Confirm documentation and consultation process is complete Follow up any academic or management requests Finalise documentation

Completed enrolment application documents are received. These include: Completed International Student Application Copy of subject choices for year of entry Completed school entry survey Signed agreement all policies and conditions have been understood and accepted Certified transcripts of academic records from last two years of schooling Certified evidence of date of birth Two letters of recommendation (including one from previous school principal) confirming

suitability of student to attend OLSH Catholic College (if not included with academic records)

Copy of passport details Copy of English language test/evidence English language proficiency (if not held

already)

Principal

Application approved/Application not approved Interview arranged Confirmation of Enrolment and Letter of offer provided to student to support Visa

application.

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

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Critical Incident

The College has an overarching policy that is provided by the Catholic Education Office, Darwin Critical Incident Response Guidelines and Procedures for Northern Territory Catholic Schools

“We hope that principals, staff and students in Territory Catholic schools would never have to face a major crisis or critical incident. The following policy document is designed to help you should a critical incident occur.” . DEFINITION OF A CRITICAL INCIDENT Definition: A critical incident is any event or circumstance that causes people to experience uncharacteristically strong emotional or psychological distress which has the potential to interfere with their ability to function either at the time of the event or later.

Critical Incident Plan Injury to International Student If a student is injured at school, first aid procedures will be followed in accordance to the school’s

occupational health and safety policy. Each campus has designated and accredited first aid officers.

1) Immediate Action (within 24 hours) a) Identify the nature of the critical incident b) The person, who is initially notified of the incident, be that the College Secretary or

International Student Co-ordinator, should get as much information as possible regarding the nature of the critical incident.

i) Where did the injury occur? On or off campus? ii) How severe is the nature of the injury? iii) Where is the student now? iv) Is the student in hospital? v) Has an ambulance been called? vi) Is an interpreter required?

c) The information should be documented for further reference. d) Report the incident to the Principal. In the absence of the Principal, the Deputy Principal and OH&S Coordinator should be advised. e) The OH&S Coordinator will convene a Critical Incident Management Team meeting. The

Committee comprises the Principal and senior members of staff. Other staff may be included if appropriate. The Committee will assess the immediate needs and implement the appropriate management plan or action strategy. This may include any or all of the matters listed below:

- Provide first aid where necessary - Ascertain seriousness of injury - Call ambulance if required - If ambulance is required, accompany student to hospital - Ascertain seriousness of injury from hospital staff - If ambulance is not required accompany student to relevant medical service e.g. doctor

If the student has already been taken to hospital

- Go to hospital - Ascertain seriousness of injury from hospital staff - Other actions as may be deemed appropriate by the Response Committee

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f) Dissemination of information to parents and family members

i) When there are a number of people to contact such as when a student is in a homestay, the school should attempt to simultaneously contact all parties. ii) Contact the parents/legal guardian of the student iii) Contact the carer of the student e.g. they may be living with a relative iv) Contact the homestay family of the student v) Completion of a critical incident report

g) Media response if required will be the responsibility of the Principal. h) Assess the need for support and counselling for those directly and indirectly involved i) If the student is seriously injured or requires hospitalisation, the school should enlist aid of

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

j) The school should assess whether other staff and students have been affected by the incident and provide support and counselling as required.

k) The school should also contact DIAC and inform them of the incident.

2) Additional Action (48 – 72 hours) a) Assess the need for support and counselling for those directly and indirectly involved

(ongoing) b) Provide staff and students with factual information as appropriate

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

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

3) Follow-up – monitoring, support, evaluation a) Identification of any other people who may be affected by critical incident and access of support

services for affected community members i) The effects of traumatic incidents can be delayed in some people; the school

i. needs to be aware of any emerging need for support and/or counseling b) Maintain contact with any injured/affected parties c) If the student is in hospital for some time, the school needs to maintain contact with the student

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

i. for the student to enable them to remain in touch with school activities iii) Discuss with the family any required changes to the enrolment of the student

i e.g. suspension or cancellation of enrolment and make any changes required on PRISMS

d) Evaluation of critical incident management i) The critical incident supervisor should evaluate the critical incident report and the ii) Effectiveness of the management plan and to make modifications if required.

e) Be aware of any possible longer term effects on the school and student well-being e.g. inquests, legal proceedings.

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Policy for Deferment, Suspension or Cancellation of a Student’s Enrolment

Purpose To document the College’s policy for the deferment, suspension and cancellation of Inbound International Student enrolments in accordance with Standard 13 of the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007. Scope This procedure applies to all Inbound International Students enrolled at Our Lady of the Sacred Heart Catholic College and, in the case of deferment, all students who have been issued with a confirmation of enrolment (CoE) by the College. It also applies to all employees dealing with deferment, suspension or cancellation of enrolment for inbound international students. Policy International students are able to defer the commencement of their studies at the College or temporarily suspend their studies during their course through formal agreement in certain limited circumstances. Students may also have their enrolment suspended or cancelled due to misconduct or non-payment of fees. Students have the right to appeal a decision taken by the College to suspend or cancel their enrolment. Where enrolment is suspended or cancelled, the Commonwealth Department of Immigration and Citizenship (DIAC) will not be notified of a change to the enrolment status until any internal grievance or appeal processes instigated by the student have been completed. In the case of students of under the age of 18, deferment or suspension of studies initiated by the student will only be approved with the permission of the student’s parent or guardian. Where a decision is taken by the College to suspend a student who is under 18, appropriate welfare arrangements will be put in place for any student who is suspended. Definitions: Deferral means to delay commencement of studies. Suspension of enrolment or Leave of Absence is to put studies on hold for a specified period. Cancellation is where enrolment is terminated. Compassionate or compelling circumstances are generally those beyond the control of the students and which have an impact on the student’s course progress or wellbeing. These include but are not limited to: serious illness, death in the family, major political upheaval or natural disaster in the home country which requires the student to return home or a traumatic incident.

Our Lady of the Sacred Heart Catholic College

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A Formal Grievance is a complaint made in writing about a process, decision or provision of service at the College. A Confirmation of Enrolment (CoE) is the document issued by the provider on PRISMS that is the accepted evidence of enrolment by DIAC for processing a student visa or for the change of providers. DIAC is the Commonwealth Department of Immigration and Citizenship. DEEWR is the Commonwealth Department of Education, Employment and Workplace Relations. Misconduct is as defined in the Student Conduct Management Policy and can be of a general nature or relate to academic misconduct. PRISMS is DEEWR’s Provider Registration and International Students Management System. Code of Conduct All staff and students are expected to adhere to the College Code of Conduct and College policies and procedures. Responsibilities International Student Services Staff are responsible for:

receiving assessing and recording applications from students for deferral or leave of absence,

documenting the evidence to support such requests on the student file,

advising student of the impact of a deferral on their VISA,

referring applications to the Principal for approval,

recording details of deferrals and decisions taken on the student’s file, and where required by the nature of the deferral, referring a student to DIAC, informing DIAC of deferrals and recording details of deferrals in PRISMS.

The Coordinator of International Student Services is responsible for: ensuring that any employee assigned to dealing with requests for leave of absence fully understands the requirements of the ESOS Act and the National Code as it applies to this process, and approving all deferrals, suspensions and cancellations.

International Students are responsible for: paying fees within the required time-frame, informing the International Student Services Office of their intentions to defer or continue studies, providing reasons to support requests for deferral, and if required, providing a medical or other clearance to resume studies.

Records Our Lady of the Sacred Heart Catholic College must keep records of requests for deferments and all records associated with the circumstances in which the student’s enrolment has been suspended or cancelled. References and Compliance Requirements Education Services for Overseas Students Act 2000 (ESOS Act 2000) National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007 (The National Code 2007) Our Lady of the Sacred Heart Catholic College Student Code of Conduct

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Application for Deferment of Commencement or Suspension of Studies

Please read the Deferment, Suspension and Cancellation Policy before filling out this form to see if you meet the requirements to be granted a deferment of commencement or suspension of studies. Student name __________________________________________________ Grade __________________________________________________ Current Address in Australia ___________________________________________________ Address in home country ___________________________________________________ Phone no ___________________________________________________ Mobile Ph ___________________________________________________ Email address ___________________________________________________ I am applying for

A deferment of commencement of studies A suspension of studies

Please state why you wish to defer/suspend your studies.

_________________________________________________________________________________ Attachments: Attach any relevant supporting documentation. This form will be assessed once all documentation has been received. The school may ask for more documentation if required. Deferment and suspension of enrolment can have an effect on a student’s visa as a result of changes to enrolment status. Please contact the Department of Immigration on 131 881 or contact the local DIAC office to see if this will affect you. Students who have not yet commenced their studies at OLSH Catholic College will also need to contact DIAC in case there is any effect on their student visa as a result of changes to enrolment or CoE status. Student’s signature _________________________________________________________ Date ________________________________________________________

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Sample Letter of Intention to Suspend or Cancel Enrolment

Student name __________________________________________________ Grade __________________________________________________ Current Address in Australia ___________________________________________________ Phone no ___________________________________________________ Mobile Ph ___________________________________________________ Email address ___________________________________________________ This letter is to inform you that OLSH Catholic College intends to:

Suspend your enrolment for ____ days/weeks/months

Cancel your enrolment This is due to: (insert reason for cancellation) _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________

Deferment, suspension and cancellation of enrolment can have an effect on a student’s visa as a result of changes to enrolment status. Please contact the Department of Immigration on 131 881 or contact the local DIAC office to see if this will affect you. You have 20 working days in which to appeal the school’s decision in accordance with the school’s Complaints and Appeals Policy provided in your Student Handbook.

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Course Progress and Attendance Policy

NOTE: 80% attendance requirement

1) Course Progress a) The school will monitor record and assess the course progress of each student for the

course in which the student is currently enrolled. b) The course progress of all students will be assessed at the end of each semester of

enrolment. c) Students who have begun part way through a semester will be assessed after one full

period of attendance. d) To demonstrate satisfactory course progress, students will need to achieve

competency in at least 50% of units in any study period e) If a student does not achieve competency in at least 50% of units studied in an

assessment period, the International Student Mentor and Curriculum Coordinator will meet with the student to develop an intervention strategy for academic improvement. This may include;

i) additional supervised study periods ii) tutorial assistance iii) other intervention strategies as deemed necessary

f) A copy of the student’s individual strategy and progress reports in achieving improvement will be forwarded to parents and guardian.

g) The student’s individual strategy for academic improvement will be monitored over the following semester by the International Student Mentor and records of student response to the strategy will be kept.

h) If the student does not improve sufficiently academically and achieve satisfactory course progress by the end of the next assessment period, OLSH Catholic College will advise the student in writing of its intention to report the student for breach of visa condition 8202, and that he/she has 20 working days in which to access the school’s internal complaints and appeals process.

i) The school will notify DEST via PRISMS of the student not achieving satisfactory course progress as soon as practicable where

i)the student does not access the complaints and appeals process within 20 days, or

ii) withdraws from the complaints and appeals process, or iii) the complaints and appeals process results in favour of the school

1. Completion within expected duration of study (course progression)

a) As noted in 1.a., 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 semester will include an assessment of whether the student’s progress is such that they are expected to complete their course within the expected duration of the course.

c) The 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:

d) compassionate or compelling circumstances e) student participation in an intervention strategy as outlined in 1.e. f) an approved deferment or suspension of study has been granted in accordance with

the College’s Deferment, Suspension and Cancellation Policy. g) Where the school decides to extend the duration of the student’s study, the school will

report via PRISMS and/or issue a new CoE if required.

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3. Course attendance a) Satisfactory course attendance is attendance of 80% of scheduled course contact hours. b) Student attendance is:

i. checked and recorded daily ii. assessed regularly iii. recorded and calculated over each semester.

c) Late arrival at school will be recorded and will be included in attendance calculations. d) All absences from school of more than two days should be accompanied by a medical

certificate, an explanatory communication from the student’s carer or evidence that leave has been approved by the Principal/Deputy Principal.

e) Any absences longer than 5 consecutive days without approval will be investigated. f) Student attendance will be monitored by the International Student Mentor regularly g) Calculating the number of hours the student would have to be absent to fall below the

attendance threshold for a semester e.g. number of study days x contact hours x 20% [For example, a ten week term would equal 336 contact hours. 20% of this is 67.2 hours.]

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

h) Students at risk of breaching OLSH Catholic College’s attendance requirements will be counselled and offered any necessary support when they have absences totalling 40 hours during any assessment period.

i) If the calculation at 3.f. indicates that the student has failed the attendance requirements for the study period, OLSH Catholic College will advise the student of its intention to report the student for breach of visa condition 8202, and that he/she has 20 working days in which to access the school’s internal complaints and appeals process except in the circumstances outlined in 3.j.

j) The school will notify DEST via PRISMS of the student not achieving satisfactory course attendance as soon as practicable where:

i) the student does not access the complaints and appeals process within 20 days ii) withdraws from the complaints and appeals process iii) the complaints and appeals process results in a decision for the school.

k) Students will not be reported for failing to meet the 80% threshold where: i. the student produces documentary evidence clearly demonstrating

compassionate or compelling circumstances e.g., medical illness supported by a medical certificate, and has not fallen below 70% attendance.

l) If a student is assessed as having nearly reached the threshold for 70% attendance, the Principal will assess whether a suspension of studies is in the interests of the student as per OLSH Catholic College’s Deferment, Suspension and Cancellation Policy.

m) If the student does not obtain a suspension of studies under the OLSH Catholic College’s Deferment, Suspension and Cancellation Policy, and falls below the 70% threshold for attendance, the process for reporting the student for unsatisfactory attendance (breach of visa condition 8202) will occur as outlined in 3.h. – 3.i

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Example Correspondence for Unsatisfactory Course Progress

Student name __________________________________________________ Grade __________________________________________________ Current Address in Australia ___________________________________________________ Phone no ___________________________________________________ Mobile Ph ___________________________________________________ Email address ___________________________________________________ This letter is to inform you that under section 20 of the Education Services for Overseas Students Act 2000 (ESOS Act), OLSH Catholic College intends to report you to the Department of Immigration and Citizenship for unsatisfactory course progress. Under the Migration Act 1958, student visa condition 8202 requires student visa holders to:

• maintain enrolment in a ‘registered course’ • attend classes, and • achieve a satisfactory academic result

According to our records, you have not achieved satisfactory course progress as defined in the National Code of the ESOS Act and the school’s course progress policies and procedures provided in your Student Handbook. You have 20 days in which to appeal the school’s decision in accordance with the school’s Complaints and Appeals Policy also provided in your Student Handbook. Date

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Example Correspondence for Unsatisfactory Course Attendance

Student name __________________________________________________ Grade __________________________________________________ Current Address in Australia ___________________________________________________ Phone no ___________________________________________________ Mobile Ph ___________________________________________________ Email address ___________________________________________________ This letter is to inform you that under section 20 of the Education Services for Overseas Students Act 2000 (ESOS Act), OLSH Catholic College intends to report you to the Department of Immigration and Citizenship for unsatisfactory attendance. Under the Migration Act 1958, student visa condition 8202 requires student visa holders to:

• maintain enrolment in a ‘registered course’ • attend classes, and • achieve a satisfactory academic result

According to our records, you have not achieved satisfactory course attendance as defined in the National Code of the ESOS Act and the school’s Course Progress and Attendance Policy provided in your Student Handbook. You have 20 days in which to appeal the school’s decision in accordance with the school’s Complaints and Appeals Policy also available in your Student Handbook. Date

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Complaints and Appeals Policy / Grievance Procedures for International Students

The purpose of Our Lady of the Sacred Heart Catholic College 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. These internal procedures are a conciliatory and non-legal process. Every effort should be made to resolve any difficulty at the school level. An international student with a grievance about their schooling in the Northern Territory should try to resolve the difficulty utilising the following methods

the student should discuss the problem first with the teacher, the international Student Focus Person, a school or other person concerned directly.

the student may meet with the school if further action is needed and the student's parents will be contacted using an interpreter if necessary

if the matter has not been resolved at the school level and all school-based avenues are exhausted, the student may wish to take up the matter with the Pastoral Care Coordinator

a decision will be reached by the Officers, in consultation with the school-based officers involved and the parent or guardian of the student

where matters cannot be resolved through this process, the matter will be referred to the Principal

a student will be encouraged to have a friend or relative to assist at any time during the grievance procedure.

International students who are under 18 years of age must have a guardian living in the Northern Territory. If a dispute arises for one of these students, the school should contact the guardian when the matter is taken to the Principal. Homestay issues should be referred to the Pastoral Care Coordinator in the first instance.

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Change of Education Provider Procedure

Student Transfer Request Assessment Policy

1. Overseas students are restricted from transferring from their principal course of study for a period of six months. This restriction also applies to any course(s) packaged with their principal course of study.

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

3. OLSH Catholic College will only provide a letter of release to students in the first six months of their principal course in the following circumstances:

4. The student has changed welfare and accommodation arrangements and is no longer a. within a reasonable travelling time of the school

5. It has been agreed by the school the student would be better placed in a course that is not a. available at OLSH Catholic College.

6. Any other reason stated in the policies of OLSH Catholic College 7. OLSH Catholic College will NOT provide a letter of release to students in the first six months

of their principal course in the following circumstances: a) The student’s progress is likely to be academically disadvantaged b) OLSH Catholic College is concerned that the student’s application to transfer

is a consequence of the adverse influence of another party 8. Students under 18 years of age MUST have;

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

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

9. Evidence that the student is always in DIAC approved welfare and accommodation arrangements

10. All applications for transfer will be considered within 10 working days and the applicant notified of the decision.

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Application for Student Transfer/Letter of Release

Student name __________________________________________________ Grade __________________________________________________ Current Address in Australia ___________________________________________________ Address in home country ___________________________________________________ Phone no ___________________________________________________ Mobile Ph ___________________________________________________ Email address ___________________________________________________

Please state why you wish to transfer to another school _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Attachments:

• Attach a letter of offer from the institution to which you wish to transfer. If you are under 18 years of age and not in the care of a parent or suitable nominated relative, the letter of offer must also show that the institution will accept responsibility for approving your accommodation, support and general welfare arrangements.

• If there are any gaps between school approved accommodation, support and general welfare arrangements please detail any DIAC approved interim arrangements.

• If you are under 18 years of age, please attach a letter from your parents to indicate that you have their permission to transfer.

• Attach any relevant supporting documentation. This application will be assessed once all documentation has been received. The school may ask for more documentation if it requires it. Applications are usually processed in 10 working days. Student signature _______________________________________________________ Date ___________________________

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Change of Premises Policy

Purpose:

The purpose of this policy is to manage the change of premises if any and minimise the impact on students. Premises imply head office and campus locations. It does not refer to change of training rooms within the same campus.

Policy Statement:

Our policy is to advise students in advance of any change of premises. All students including those who have been issued a CoE whether in country or out of country will be notified by any change of premises if applicable.

Procedure:

Identify any proposed changes. Identify impact on students. The College will do a risk assessment. Notify students by email and on notice boards of any relocation within 20 working days.

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OLSH College Privacy Policy

PROTECTING YOUR PRIVACY

Our Lady of the Sacred Heart Catholic College

1. The School collects personal information, including sensitive information about pupils and parents or guardians before and during the course of a pupil's enrolment at the School. The primary purpose of collecting this information is to enable the School to provide schooling for your son/daughter.

2. Some of the information we collect is to satisfy the School's legal obligations, particularly to enable the School to discharge its duty of care.

3. Certain laws governing or relating to the operation of schools require that certain information is collected. These include Public Health [and Child Protection]* laws.

4. Health information about pupils is sensitive information within the terms of the National Privacy Principles under the Privacy Act. We ask you to provide medical reports about pupils from time to time.

5. The School from time to time discloses personal and sensitive information to others for administrative and educational purposes. This includes to other schools, government departments, Catholic Education Office, the Catholic Education Commission, your local diocese and the parish, medical practitioners, and people providing services to the School, including specialist visiting teachers, [sports] coaches and volunteers.

6. If we do not obtain the information referred to above we may not be able to enrol or continue the enrolment of your son/daughter.

7. Personal information collected from pupils is regularly disclosed to their parents or guardians. On occasions information such as academic and sporting achievements, pupil activities and other news is published in School newsletters, magazines and on our website.

8. Parents may seek access to personal information collected about them and their son/daughter by contacting the School. Pupils may also seek access to personal information about them. However, there will be occasions when access is denied. Such occasions would include where access would have an unreasonable impact on the privacy of others, where access may result in a breach of the School's duty of care to the pupil, or where pupils have provided information in confidence.

9. As you may know the School from time to time engages in fundraising activities. Information received from you may be used to make an appeal to you. It may also be disclosed to organisations that assist in the School's fundraising activities solely for that purpose. We will not disclose your personal information to third parties for their own marketing purposes without your consent.

10. We may include your contact details in a class list and School directory. If you do not agree to this you must advise us now.

11. If you provide the School with the personal information of others, such as doctors or emergency contacts, we encourage you to inform them that you are disclosing that information to the School and why, that they can access that information if they wish and that the School does not usually disclose the information to third parties.

* If appropriate