Information appendix

Information appendix

Student Code of Conduct

All boys:

• Must, as a requirement of Visa conditions, remain at the School for a minimum of 6 months: it is also a BGS requirement students must advise the Headmaster in writing giving one term’s notice of withdrawal
• Use technology safely and securely
• Use the educational benefits of technology appropriately
• Are required to attend to their academic studies with commitment and effort. Key academic staff will monitor each boy’s academic progress and failure to complete studies may put at risk a boy’s place at BGS
• Are required to come to School every day and be on time. Attendance must not fall below 85%
• Need to understand and follow all of the School rules. These can be found in the School Record Book. Rules will be discussed during the Orientation Program.
• Are compelled to be involved in the Saturday sports competition
• Need to notify the International Student Liaison Officer if they are unhappy with their Homestay arrangements
• Must not change their address without discussing the matter with the International Student Liaison Officer
• Are required to have a current  Overseas Health Insurance Policy
• Are required to have a current Visa
• Honor the traditions of the School.

Attendance Requirements

The BGS International Student Attendance Policy requires boys are in attendance 85% of scheduled course contact hours

Attendance will be monitored by the Head of School. Student attendance is:
a) Checked and recorded daily
b) Assessed regularly
c) Recorded electronically and calculated over each term

• Late arrival at School is recorded and will be included in attendance calculations
• All absences from School should be accompanied by a medical certificate, an explanatory communication from the student’s carer or evidence that leave has been granted by the Head of School
• Any absences longer than five consecutive days without approval will be investigated by the School
• Student attendance will be monitored every week throughout the semester. The class roll is marked electronically every lesson and a report is sent to Heads of House. A report on an individual student can be viewed at any time to determine satisfactory progress.
• Students at risk of breaching the School’s attendance requirements will be interviewed by the Head of House
• Boys will be counselled and offered necessary support when they have absences reaching 10% of classes missed
• If a student’s absence from classes exceeds 15% the School will advise the boy of its intention to report the student for breach of Visa condition 8202 and the student has 20 working days in which to access the BGS internal Complaints and Appeals process
• The School will notify DEST via PRISMS of the students’ unsatisfactory course attendance as soon as practicable where:
  a) The student does not access the Complaints and Appeals process within 20 days
  b) The student withdraws from the Complaints and Appeals process
  c) The Complaints and Appeals process results in a decision in favour of the School
• Students will not be reported for failing to meet 85% threshold for class attendance where:
  a) The student produces documentary evidence clearly demonstrating compassionate or compelling circumstances. For example, medical illness supported by a medical certificate and
  b) Class attendance is not below 70%
• If the student does not obtain a suspension of studies under the BGS Deferment, Suspension and Cancelation Policy, and falls below the 70% threshold for attendance, the process for reporting the student for unsatisfactory attendance will commence

Completion within the expected duration of study

The School may extend the duration of the students study for the following reasons:
• Compassionate or compelling circumstances, For Example, illness where a medical certificate states that a student was unable to attend classes.
• The School has intervened as a result of the student not meeting satisfactory course progress.
• An approved deferment or suspension of study has been granted under the School Deferment, Suspension and Cancellation Policy.

Transferring between institutions

BGS will not knowingly enrol a student on a subclass 571 Visa who wishes to transfer from another school prior to the student completing six months of his principal course of study.

If you want your son to transfer from BGS to another education provider (school) before he has completed the first six months of his principal course of study at BGS, you must seek permission from the Head of School.

BGS would consider granting a letter of release, at no cost to you:
• If you present a valid letter of offer from your new school, which must be a registered education provider
• If your son is not being cared for by you in Australia, the valid enrolment offer must also confirm the registered provider will accept responsibility for approving your son’s accommodation, support and general welfare arrangements
• If your son is under 18, you or your son’s legal Guardian must provide a letter supporting the transfer
• If you have provided the School with a term’s notice in writing

BGS will reply to your request for transfer within two weeks of receiving the documents required to support your request for transfer.

If BGS does not grant a letter of release, you will be provided with the reasons in writing after the decision has been made.

If you change provider (school) at any time, it is your responsibility to contact DIAC to seek advice on whether a new CoE and student visa is required

Deferring, suspending or cancelling a student’s enrolment

Suspension of enrolment is not necessarily due to misbehaviour – suspension of enrolment may also be initiated by the student.

The reasons that BGS may defer, suspend (studies put temporarily on hold) or cancel your son’s enrolment may include:

• Inability to begin studying on the course commencement date due to delay in receiving a student visa
• Failure to pay fees
• Failure to meet attendance requirements
• Failure to comply with school rules
• On the grounds of compassionate on compelling circumstances, for example illness or bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided)
• Illness, where a medical certificate states that the student was unable to attend classes
• Moving from their Homestay without seeking approval of the School
• The School’s discipline policy is contravened (misbehaviour)
• Deferment, suspension or cancellation of enrolment may affect your son’s student visa. The School has an obligation to inform the Department of Education, Employment and Workplace Relations (DEEWR) via provider registration and International Student Management Systems (PRISMS) when a student’s enrolment has been deferred. Suspended or cancelled.
• The period of suspension will not be included in attendance calculations.
• Students will be informed to contact the Department of Immigration for advice on how this will affect their subclass visa 571.

Complaints and Appeals


• The purpose of the BGS Complaints and Appeals policy is to provide a student the opportunity to access procedures to facilitate the resolution of a dispute or complaint.
• The internal complaints and appeals processes are conciliatory and non legal

Complaints against other students

• Grievances brought by a student against another student will be dealt with under the School’s Code of Behaviour.

Informal complaints resolution

• In the first instance BGS requests that there is an attempt to informally resolve the issue through mediation/informal resolution of the complaint.
• Students should contact their House Tutor in the first instance to attempt mediation/informal resolution of the complaint
• If further consultation is required to resolve the issue, the matter can be referred to the Head of House, Head of School or, when necessary the Headmaster. In these circumstances the BGS formal complaints and appeals handling procedure will be followed.

Formal complaints handling procedure

• The process of this grievance procedure is confidential and any complaints or appeals are a matter between the parties concerned and those directly involved in the complaints handling process.
• The student must notify the School in writing of the nature and details of the complaint or appeal
• Written complaints or appeals are to be lodged with the Headmaster
• Where the internal complaints and appeals process is being accessed because the student has received notice from the School that the School intends to report him for unsatisfactory course attendance, unsatisfactory course progress or suspension or cancellation of enrolment, the student has 20 days from the date of notification in which to lodge a written appeal
• Internal complaints and appeals processes are available to students at no  cost
• Each complainant has the opportunity to present his case to the Headmaster.
• Students may be accompanied and assisted by a support person at all relevant meetings
• The formal grievance process will commence within 10 working days of the lodgement of the complaint or with the Headmaster
• Once the Headmaster has come to a decision regarding the complaint or appeal, the student will be informed in writing of the outcome and the reason for the outcome
• If the grievance procedure finds in favour of the student, BGS will immediately implement the decision and any corrective and preventative action required
• BGS undertakes to finalise all grievance procedures within 20 working days
• For the duration of the appeals process, the student is required to maintain enrolment and attendance at all classes as normal

In the event that no resolution is possible using the resources within the School, the Headmaster will pass the complaint to an independent Appeals Body. If this situation arises a student has access to legal aid for arbitration of the issues.

Further assistance may be sought from:

Dispute Resolution Centre of Victoria 235 Queen Street, Melbourne, Vic 3000

Tel: 9603 8370

Refund of course monies

The BGS refund policy applies to all course monies paid to the School and includes any course monies paid to an Education Agent to be remitted to the School.

In the event of a course not being delivered, all prepaid course monies for that course will be refunded in full. Notification of withdrawal from a course, or applications for refunds, must be made in writing and submitted to the Director of Admissions.

The School will refund within 28 days all course monies paid where the student’s application for enrolment is refused by the School or the student produces evidence the application made by the student for a student visa has been rejected by the Australian immigration authorities.

Refunds will be reimbursed in Australian dollars and the payment sent to the applicant’s home country unless otherwise requested in writing. Refunds will be paid to the student or the person specified in the written agreement.

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

• Failure to maintain satisfactory course progress (Visa condition 8202)
• Failure to maintain satisfactory attendance (Visa condition 8202)
• Failure to maintain approved welfare and accommodation arrangements (Visa condition 8532) [if applicable]
• Failure to pay course fees
• Any behaviour identified as resulting in enrolment cancellation in the BGS Behaviour Policy/Code of Conduct

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

Privacy Policy

BGS complies with National Privacy Principles guidelines. Some of your personal information may be made available to Commonwealth and State Agencies. The BGS privacy policy is available from the Business Office.

Privacy statement

Information is collected 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 the Australian immigration laws generally.

That authority to collect this information is contained in the Education Services for Overseas Students Act 2000, the Education Services for Overseas Students Regulations 2001 and the National Code of Practice for Registration Authorities and Providers of Education and training to overseas Students 2007.

Information collected about you on this form and during your 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.