handbook for overseas students · address it to: director marketing and admissions kardinia...

This document provides information that is made available to all overseas students, their parents, marketing agents of the College, homestay parents

and all staff of the College. This document is housed on the College Website and the Intranet of the College.

Overseas students are given a hard copy of this during orientation and are

directed to the link on the Intranet. Overseas students are also given a hard copy of curriculum documents as appropriate during orientation.

Homestay Parents are given a hard copy of the

Document “Homestay Policy’ as contained herein.

HANDBOOK FOR OVERSEAS STUDENTS

CRICOS Registration Number: 01502C 2

TABLE OF CONTENTS

Term Dates and Contact Details 3

Kardinia International College Overview 4

Enrolment Procedure 5

Information and Privacy 5

Criteria for Acceptance and Levels of Entry 5

Levels of Entry 6

Advanced Standing 6

Deferment of Commencement 6

The Secondary Curriculum 7/8

Years 11 and 12 VCE 8

Years 11 and 12 International Baccalaureate 8

Teaching Methods 8

Assessment and Reporting of Student Progress 8

Monitoring of Student Progress 9

Assistance for Students at Risk 9/10

Completion within the expected duration of study 10

Tablet Computers 10

English As Another Language (EAL) 10

Formal Reporting 10

Welfare of Overseas Students 11

Accommodation of Overseas Students 11

The Homestay Program 11/12

The Orientation Program 12

Procedure in the case of a Critical Incident 12/13

Student Attendance Records 13

Suspension or Cancellation of Enrolment 13/14

Grievance Policy 14

The College Medical Centre 15

Airport Pick-up 15

Fee Schedule 16/17

Cost of Living in Geelong 17

Refund Policy 17/18

Terms and Conditions of Enrolment 18

Procedure for Transfer to another School 18

Policy for the Monitor of Homestay Families 19

The Selection and Monitoring of Agents 20

The Homestay Policy 21/22/23

Student Welfare Management and Services 24

Application Form to transfer to a another school 24


2017 Term Dates

Contact details at Kardinia International College

Position Position Description

Name Contact Details

Administration +613 5278 9999 www.kardinia.vic.edu.au CRICOS Registration Number: 01502C

Principal Mr David FITZGERALD

[email protected]

Director of Marketing and Admissions

Overseas International Student enrolments

Ms Sarah MILFORD [email protected]

Deputy Head of Senior School

Coordinates International Student program with the school

Mr Bram McLEOD [email protected]

House Co-ordinators Coordinates Academic and Pastoral needs of students

Students are allocated one of 8 House Co-ordinators

Japanese Liaison Coordinates Japanese students

Ms Hiroko SUZUKI [email protected]

Homestay Co-ordinator

Liaises between School, Homestay Parents and students

Mrs Jenifer TIPPETT

[email protected]

Overseas Student Academic Mentor

Mentors students in English and other academic studies

Ms Monica GOLDING

[email protected]

Semester 1 Semester 2

Term 1 Term 2 Term 3 Term 4

Year 7: Tuesday 31 January – Friday 31 March Year 8-12: Wednesday 1 February – Friday 31 March

Wednesday 19 April-Friday 23 June

Monday 17 July – Friday 22 September

Monday 9 October – Tuesday 5 December

http://www.kardinia.vic.edu.au/

mailto:[email protected]







Kardinia International College Overview Kardinia International College is situated in Geelong, which is in the State of Victoria. This city is approximately 80 kilometres from Melbourne. AUSTRALIA – in brief Population: 23 million Capital City: Canberra Currency: Decimal - Dollars ($) and cents (AUD) GEELONG – in brief Population: 285,000 Climate/Season: Average Temperature Summer (December, January, February) 27 Autumn (March, April, May) 18 Winter (June, July, August) 15 Spring (September, October, November) 22 Geelong is Victoria’s second largest city and port. It is located on the shores of Corio Bay and offers a host of leisure activities such as surf beaches, golf courses, sporting clubs, theatres and yacht clubs. Geelong is a friendly, clean city where young people can go to school and university in complete safety. It therefore has huge advantages over cities such as Melbourne and Sydney. GENERAL INFORMATION ABOUT THE COLLEGE Kardinia International College offers high quality education to both boys and girls from 3 years old to 18 years old from all parts of the world. The College opened in 1996. In its first year the College had 33 students. In 2017 there are approximately 1900 students. It is the fastest growing school in the history of Australia. Of the 1900 students, approximately 60 are from various overseas countries. With a maximum of 16 students from any one country, which helps to integrate overseas students more easily into the College. The College motto is ‘Wisdom Leads to Respect and Friendship’. This encourages friendship between many varied nationalities and respect for different customs, cultures and religions. The school day begins at 9.00am and finishes at 3.20pm, Monday to Friday. Students wear a school uniform each day at school.


ENROLMENT PROCEDURE Complete the College official “Overseas Students Application Form” and send or fax it to the College with a copy of the student’s recent school report. Address it to: Director Marketing and Admissions Kardinia International College PO Box 17 Geelong, Victoria. 3220 Australia Email: [email protected] or Fax: 61 3 5278 9529 The College will consider your application and contact you or your agent with the offer of an interview if we have a vacancy. If you are successful in the interview for enrolment the College will advise you in writing with a provisional Letter of Offer setting out details of fees and Health Cover payable in advance. The College will also provide a link to access all the information presented in this Handbook. When the fees payable are transferred to the Kardinia International College Trust Account, you need to fax a copy of the receipt to the College and a “Confirmation of Enrolment” document will then be sent or electronically transferred to you together with a copy of the receipt. A student visa can then be applied for by presenting the Confirmation of Enrolment document, the receipt, health documents and the student passport to the Visa Office. The College Homestay Co-ordinator will contact you regarding preferences for a homestay family. When the student arrives at Melbourne airport the College will transfer him/her to the College/homestay family free of charge but only within business hours. The College Homestay Co-ordinator will provide a two day induction to every new overseas student. This will include orientation at the College and in the wider Geelong community. Students will be assisted to set-up bank accounts and to purchase the College uniform. INFORMATION AND PRIVACY The primary purpose of collecting the personal information of students and parents is to assist the College in providing education to its students. The information will only be used and disclosed for the purposes for which it was intended or for a directly related secondary purpose, unless agreed otherwise or under law. The College reserves the right to disclose formal academic reports to homestay parents and agents. The College is responsible to provide personal details and contact details to the Australian Government under the requirements of the ESOS Act in relation to the course enrolment, course changes and any suspected breach of student visa conditions. Please refer to the full College Privacy Policy on the College Website. CRITERIA FOR ACCEPTANCE AND LEVELS OF ENTRY

Students will be accepted into a particular year level on satisfying the following requirements:

1. Being within the required age range for the year level

2. Demonstrating an acceptable level of academic achievement based on previous school reports


3. Demonstrating an acceptable level of English Language proficiency

4. A Minimum age of 13 years 5. Interview with the Principal

LEVELS OF ENTRY FOR OVERSEAS STUDENTS

The School is registered to enroll overseas students at all levels, Preparatory to Year 12. In practice, only exceptional students with high scholastic levels and excellent English skills are admitted directly into Year 12. Generally an IELTS score of 6.0 or equivalent is required for entry to year 12. Most senior students commence at Years 8, 9 or 10. Applicants for Year 11 must be of a satisfactory standard with suitable English skills. Generally an IELTS score of 5.0 or equivalent is required for entry into Year 11. Those with borderline passes may not be successful in gaining a place or may be offered a place in Year 10 instead. It should be noted that Forms 1-6 overseas may not be exactly comparable with Years 7-12 in Victoria. This situation can be complicated further by the level of development of a student's English language skills and whether or not English is currently the language of instruction. It may not always be appropriate to simply apply for the next level. If the student's English skills are not particularly strong, it may be better for the student to come to the College at the same or a lower level, accepting some study overlap but gaining an extra year in which to consolidate and develop skill levels in English. Parents and students are urged to consider these factors very carefully when deciding the level of study being applied for at Kardinia International College. The maximum ages at commencement in the Secondary School are as follows: Year 7 14 years Year 10 17 years

Year 8 15 years Year 11 18 years Year 9 16 years

In determining the appropriate year level, the School will be guided by the results of entrance and other tests, school reports, ELICOS reports, the student's age and level of maturity. All applicants must complete an interview with the Principal and Deputy Head of Senior School. The College reserves the right to review a student's level of study in the light of assessment prior to commencement and/or performance after commencement. ADVANCED STANDING Students entering Year 12 may require a determination of advanced standing for Units 1 and 2 VCE in some subjects. The student will need to apply to the VCE Co-ordinator for this determination. DEFERMENT OF COMMENCEMENT If a student has been accepted to commence at Kardinia, but requests a deferment of the commencement date, the request must be put in writing and be signed by a parent. The College Principal will consider the request with consideration of the overall objectives and timing of these objectives in relation to this particular enrolment. If the deferment is accepted, the parent and the student will be informed in writing and DIBP is informed accordingly. If the deferment is not accepted, the reasons for this decision will be given in writing and the parent is referred to the refund and grievance policies.


THE SECONDARY CURRICULUM The entire curriculum for the secondary year levels is a vertical curriculum consisting of a large set of semester units from which students choose an individualised course of study. Every unit in the curriculum has equal status, value and time allocation. The units are at seven levels of difficulty: Level A Level B Level C Level D Level E VCE Units 1 and 2 / IB First Year VCE Units 3 and 4 / IB Second Year

The vertical curriculum offers some very important advantages to students. Students are able to work at levels appropriate to their ability. Very able students can fast track units in some areas. Alternatively, for some students there will be the opportunity to take courses, which allow extra time for consolidation at a more basic level. In fact some students will complete their secondary program in five years while others may take up to seven years. Students are not locked into specific and prescribed ‘year level curriculum’. Students are given a wide choice from a large number of units. Students are able to pursue an area of particular interest while at the same time gaining a balanced and broad education. In any one year up to 250 units will be offered and each student will have their own individual curriculum. Units are chosen with guidance by the student’s House Coordinator, tutor group teacher, overseas student (curriculum monitor) and subject teachers. UNITS OFFERED AT LEVELS A-E A large variety of units are offered covering the following disciplines English, English Literature, English as a Second Language, Mathematics, Japanese, French, Art, Graphics, Music, Drama, Dance, Multi-media, Physical Education, General Science, Horticulture, Forensic Science, Physics, Chemistry, Biology, Psychology, History, Geography, Economics, Business Studies, Food Technology, Information Technology (Computers), Electronics, Robotics, Technology Design and Engineering. To ensure that students choose a program with sufficient breadth, there are rules for the minimum number of units that a student must study in each of the Key Learning Areas from 7-10. These requirements are as follows: KEY LEARNING AREAS NUMBER OF UNITS THAT STUDENTS MUST STUDY OVER FIRST FOUR YEARS

THE ARTS 6 ENGLISH 8

HEALTH/PE 4 LOTE 4 MATHEMATICS 7 SCIENCE 6 HUMANITIES 6 TECHNOLOGY 5


All students in the first four years of Secondary College will have one afternoon session of sport per week. During the first four years of secondary studies, students will study 56 units. As only forty-six (46) of the fifty-six (56) units are allocated as compulsory to the Key Learning Areas, students are able to use the remaining choices to provide either the specialisation or variety which suits their abilities, needs and inclinations.

YEARS 11 AND 12 THE VICTORIAN CERTIFICATE OF EDUCATION The VCE is a two year course for Year 11 and 12 students. Students are offered the following VCE subjects: English, English Literature, French, Japanese, Mathematics (Specialists, Methods, Further) Physics, Chemistry, Biology, Psychology, History, International Studies, Legal Studies, Philosophy, Economics, Accounting, Studio Art, Visual Communication, Physical Education, Health and Human Development, Dance, Music Performance, Theatre Studies, Information Technology, Design Technology in Materials, Food, Environmental Science and Systems (Electronics). THE INTERNATIONAL BACCALAUREATE DIPLOMA Kardinia International College offers the International Baccalaureate Diploma as an alternative program to the VCE for Senior Students. This is an internationally recognised qualification and is recognised by universities across the world. It is a renowned worldwide program of the highest quality. Students in this program are offered the following subjects: English, French, Japanese, French Ab Initio, Spanish Ab Initio, History, Economics, Psychology, Biology, Physics, Chemistry, Maths Higher Level, Maths Standard Level. Maths Studies, Sport Exercise and Health Science, Visual Arts, Theatre Studies and Music. ENTRANCE TO UNIVERSITY The VCE or IB provides students with a direct avenue to university studies. TEACHING METHODS All teachers at Kardinia are fully qualified and use cutting edge teaching methods embracing technology and active student involvement which promotes independent research wherever possible. ASSESSMENT AND REPORTING OF STUDENT PROGRESS At the beginning of each semester, teachers will provide students with a written statement of the expectations of the unit, including the assessment required for satisfactory completion. Assessment methods will include examinations, oral presentations, assignments, research projects, essays and experimental reports. Normal expectations are that students will satisfactorily complete all units. In order to proceed to VCE, it is expected that students will have satisfactorily completed at least forty-eight units. Parent Interviews are conducted mid semester (Terms 1 and 3), progressive reporting and formal reports are presented at the end of each semester. Kardinia International College benefits from the enrichment and diversity that our overseas students bring to the College community. To do justice to them and to protect their visas, it is important that the College abides by the rules and legally binding regulations that govern the administration of their studies. Once a student from overseas is enrolled, there are several fundamental requirements –

1. The College must monitor, record and assess the academic progress of each student.

2. The College must provide an intervention strategy to assist those students who are at risk.


Monitoring Student Progress

1. Upon enrolment students will be guided in developing a course of study which will enable

them to successfully move on to complete VCE or IB. Previous academic results, ELICOS

course results and the results of school testing will be used in the process.

2. At the beginning of each unit of study, teachers will provide a course outline that explains the

course content, assessment and the requirements for successful completion.

3. Throughout the semester each unit will have several assessment tasks. If a student does not

reach a satisfactory level on an assessment task, the teacher will speak to the student to be

sure that expectations are understood and a Redemption Task will be set. Homestay parents

will be notified of this by letter.

4. Where necessary some unit course work will be modified to accommodate the student’s level

of English language skills. Such modifications will be indicated in progressive reports provided

for each unit assessment.

5. Each unit of study will have an examination at the end of the semester. In Years 7-10 this may

be modified to make allowances for the language limitation of some students.

6. Parents will receive summative updates of their child’s progress at the end of the first five

weeks of their enrolment. These will be translated by the relevant agent.

7. All aspects of each student’s progress will be closely monitored by the Overseas Student

Academic Mentor and the student’s House Co-ordinator. When a student is not progressing

satisfactorily parents will be informed and strategies for supporting the student will be

implemented.

8. Students have a strong support network at the College which includes:

• Subject teachers

• Tutor teachers

• House Co-ordinator

• Deputy Head of Senior School

• Head of Senior School

Students may approach any one of these people for support with a problem or redress of an

issue.

There are also formal internal and external appeals process which students can access in

relation to school decisions affecting them.

Assistance for Students at Risk

• Teachers will provide support to students at risk with extra one-on-one instruction, models and

pre-assessment tasks in conjunction with the Overseas Student Academic Mentor. Homestay

parents may be contacted. The House Co-ordinator will co-ordinate academic and pastoral

issues.

• The House Co-ordinator will speak with the teacher, the student and, if not already contacted,

the Homestay parent. The Overseas Student Curriculum Mentor will also be informed.

• The Overseas Student Curriculum Mentor will speak to the teacher to find what can be done

to help the student and then speak with the student. If skills are the problem and extra help from


the teacher is not enough, a tutor may be suggested. If language is the problem the student will

be encouraged to work on learning the vocabulary of the subject, ask questions of the subject

teacher and come to the extra language sessions that are offered at lunchtime. The lunchtime

sessions are also useful for students who are disorganised or lacking motivation.

• If a student has been assessed as not achieving satisfactory course progress, Kardinia

International College must notify the student in writing of its intention to report the student for

not achieving satisfactory course progress. The written notice will inform the student that he or

she is able to access the grievance policy as contained herein and that the student has 20

working days in which to do so.

• Where the student has chosen not to access the complaints and appeals processes within

the 20 working day period, withdraws from the process, or the process is completed and results

in a decision supporting the College, the College will notify the Secretary of DEEWR through

PRISMS of the student not achieving satisfactory course progress as soon as practicable.

COMPLETION WITHIN THE EXPECTED DURATION OF STUDY 1. Kardinia International College will only extend the duration of the student’s study where it is

clear that the student will not complete the course within the expected duration, as specified on the student’s CoE, as the result of: a. compassionate or compelling circumstances (e.g. illness where a medical certificate

states that the student was unable to attend classes.) b. Kardinia International College implementing its intervention strategy for students who

were at risk of not meeting satisfactory course progress; or c. an approved deferment or suspension of study has been granted.

2. Where there is a variation in the student’s enrolment load which may affect the student’s expected duration of study in accordance with 1 above, Kardinia International College will record this variation and the reasons for it on the student file. Kardinia International College will correctly report the student via PRISMS and/or issue a new CoE when the student can only account for the variation/s by extending his or her expected duration of study.

TABLET COMPUTERS All secondary students at Kardinia International College are required to have a tablet computer. Overseas students are required to lease a computer from the College. The teaching and learning process is computer orientated and throughout the College is a wireless network, students have access to the Internet, Fileserver, Intranet and printers from anywhere in the Senior School. Computers are arranged on arrival at the school. An induction process is also offered on arrival.

ENGLISH AS ANOTHER LANGUAGE (EAL) This department caters for overseas students who wish to study in Australia, whether for one year or long term VCE studies in preparation for university. Students are assessed as to their needs and programs are designed to suit individuals in speaking, writing, reading and listening to English. Students are prepared for entry into mainstream classes. International students are encouraged to speak English whenever possible. It is appreciated that for students with limited English skills, this can be an exhausting process. We recognise that it is also important for students to have time speaking their own language with newly gained friends from their own country. Most of the time; however, students are obliged to speak English. In addition to formal EAL classes, lunchtime help is available each day at school. FORMAL REPORTING Close monitoring of international students occurs throughout the year. There are four formal evaluation periods. During Terms 1 and 3 parent teacher interviews are held where at least one of the


Homestay parents are expected to attend. At the end of Terms 2 and 4, a written report from each subject teacher details student’s marks and comments on the student’s participation and attitude. This is sent to parents and agents. COMMITTEES, CLUBS, SPORTS TEAMS AND ACTIVITIES Kardinia International College has a large number of activities during the school year ranging from competitive sports such as basketball, tennis, rowing, table tennis, judo, and horse riding to mention just a few. The College also has an extensive music program and students can learn instruments and join the College orchestra, choir, jazz band and many ensembles. There are many clubs and other activities such as Judo, Chess, Debating etc. There are also a variety of committees that students can join or be elected to where students’ views and ideas are welcomed. WELFARE OF OVERSEAS STUDENTS As indicated clearly in its philosophy statement, Kardinia International College is strongly committed to creating an environment where overseas students are warmly welcomed and well-looked after. The primary objective is to integrate overseas students fully into the life of the College. Overseas students are to follow the Homestay Policy in the out of school hours’ situation. This is carefully monitored by the Homestay Co-ordinator and Deputy Head of Senior School. Within school and associated activities, overseas students are to follow all rules and procedures as regulated in the document “Student Wellbeing, Management and Services” However from time to time particular issues arise with overseas students. To this end the College appoints an Overseas Students Academic Mentor whose role it is: • to conduct regular group meetings with overseas students. • to ensure that overseas students have ready access to assistance with study skills, to career and

tertiary study counselling. • to work in close association with the Homestay Co-ordinator and Deputy Head of Senior School. • to work in close association with the Head of Senior School and the student’s House Co-ordinator.

Please refer to the document “Student Welfare Management and Services”. See Appendix B • to continually check the academic progress and social welfare of each overseas student. If there is

doubt regarding satisfactory progress of a student, the Overseas Student Co-ordinator will convene a meeting of Deputy Head of Senior School, The Head of Senior School, the House Co-ordinator, The Homestay Co-ordinator and the Overseas Student Academic Mentor and the student to determine and document an appropriate course of action.

• to refer an overseas student to the ‘Grievance Policy’ as below if required. ACCOMMODATION OF OVERSEAS STUDENTS

Most of our overseas students will be living in our organised Homestay accommodation. If a student wishes to live with a close relative. The College must have accurate contact details for the relative. The student must notify the College if they change their address whilst enrolled in a course at the College. The College will not agree to secondary students living alone or sharing with other students without adult supervision approved by the school. THE HOMESTAY PROGRAM Kardinia International College has a fully monitored and co-ordinated Homestay Program where the international students live with a local family. The College has appointed a full time Homestay Co-ordinator whose sole responsibility is the welfare of overseas students in the Homestay Program. There is a strong College support system between the student, family and College. This support involves:

• An orientation program for homestay students.

• Regular meetings with the Homestay Co-ordinator who communicates regularly with homestay families and the student’s parents and agents overseas.


• Cultural outings during the school year and some holidays for overseas students.

• The Homestay Co-ordinator has had extensive experience with overseas students in boarding schools and Homestay Programs.

• The Homestay Co-ordinator will visit homes on a regular basis.

• Please refer to “The Homestay Policy” Appendix A All overseas students accepted at Kardinia International College have a minimum age of 13 years. ORIENTATION PROGRAM Overseas students are required to arrive at the College two days prior to the commencement of school. a) On arrival, overseas students will receive an Information Kit which will include:

• an outline of the Orientation Program. • a map of the College facilities. • information on Geelong and Australia. • a booklet on school rules and regulations. (Student Wellbeing Management and Services) • A copy of this document.

b) On the first day of the orientation program the overseas students will: • be welcomed by the Head of Senior School, the Overseas Student Curriculum Mentor and

Homestay Co-ordinator. • be involved in a variety of activities that will help students “feel at home”. • have a tour of the school – including canteen, Student Services, the Computer Services

Centre etc. • be fitted for College and Sports uniforms. • have an English test so that EAL classes can be chosen accordingly. • Computer and Network induction program.

c) On the second day of orientation overseas students will be interviewed individually to discuss academic plans and goals and to explore any difficulties with regard to language. Bank Accounts will be established.

d) From the beginning of schooling overseas students will be part of the normal school program. The Overseas Students Curriculum Mentor and the Homestay Co-ordinator will be assigned to assist any overseas students having difficulty with the first few days of school. The aim of the College is to integrate all students into one unified student community as quickly as possible.

PROCEDURE IN THE CASE OF A CRITICAL INCIDENT INVOLVING AN OVERSEAS STUDENT. In this context, a critical incident refers to a situation where there is serious concern about the immediate health or safety of the overseas student e.g. a serious accident, the student has gone missing etc. In a situation where the incident occurs out of school hours the following is to apply

(a) The Homestay parent will contact the Homestay Co-ordinator immediately. (b) the Homestay Co-ordinator will contact Deputy Head Senior School (OS Student Co-

ordinator) who will then discuss the situation with the Principal, Deputy Principal and/or Head of Senior School immediately.

(c) A conference will be held to determine:

• the most appropriate course of action

• the possible requirement of services e.g. police, immigration, counselling etc

• the appropriate communication with parents and homestay parents

• the appropriate communication with media (d) a written report will be compiled by the Principal (e) The services of counsellors will be engaged if required.

Decisions will be made consistent with to the following policy documents

a) Response to Risk


b) Student Well Being Policy In a situation where the incident occurs in school hours the following is to apply:

(a) The Head of Senior School / House Co-ordinator / Deputy Head of Senior School will be notified and immediately notify the Principal and Deputy Principal

(b) The Deputy Head of Senior School will contact the Homestay Co-ordinator. (c) A conference with the Head of Senior School, Deputy Head of Senior School, the Principal

and the Homestay Co-ordinator will be held to determine:

• the most appropriate course of action

• the possible requirement of services e.g. police, immigration, counselling etc

• the appropriate communication with parents and homestay parents

• the appropriate communication with media (d) a written report would be compiled by the Principal (e) The services of counsellors would be engaged if required.

STUDENT ATTENDANCE RECORDS The document “Student Wellbeing Management and Services” outlines the process for the monitor of student attendance. There is a visa attendance requirement for overseas students. The following should be noted. Student attendances are recorded electronically at 9.00am and during each of the six periods during the day. The relevant House Co-ordinators are informed by Student Services of any extended absences. Every day the eight House Co-ordinators phone the home of every unexplained absence. A fortnightly crystal report from Synergetic provides this information. This report is supervised by the Overseas Student Curriculum mentor. Any situation leading to the 80% attendance requirement being an issue is brought directly to the attention of the Head of Senior School or Deputy Head of Senior School. The Head of Senior School or Deputy Head of Senior School and House Co-ordinator will discuss the attendance issue with the student and provide counselling. In addition, the Homestay Co-ordinator requires all homestay families to inform her of illness that results in more than two days absence from school. When a student is deemed to not satisfy course attendance requirements the College will notify the student and the student’s parents of its intention to report the student to the relevant authority. This will be done in writing. The written notice will inform the student that he or she is able to access the Grievance Policy contained herein and that the student has 20 working days in which to do so. Where the student has chosen not to access the complaints and appeals processes within the 20 working day period, withdraws from the process, or the process is completed and results in a decision supporting the college, Kardinia International College will notify the Secretary of the Department of Immigration through PRISMS that the student is not achieving satisfactory attendance as soon as practicable. Kardinia International College will only decide not to report a student for breaching the 80 per cent attendance requirement where:

(a) the student produces documentary evidence clearly demonstrating that compassionate or compelling circumstances apply; (e.g. illness where a medical certificate states that the student is unable to attend classes)

(b) that decision is consistent with its documented attendance policies and procedures; and (c) it is confirmed that the student is attending at least 70 per cent of the scheduled course contact

hours for the course in which he or she is enrolled.

SUSPENSION OR CANCELLATION OF ENROLMENT In the case of a serious breech of School or Homestay regulations a student’s enrolment may be suspended or cancelled by the Principal. In either case the parents will be informed in writing and also referred to the grievance policy for overseas students.


In the case of an extended suspension or cancelation of enrolment, the Director of Marketing and admissions who will a. inform the student that deferring, suspending or cancelling his or her enrolment may

affect his or her student visa; and b. notify the Secretary of Department of Immigration via PRISMS as required under

section 19 of the ESOS Act where the student’s enrolment is deferred, temporarily suspended or cancelled.

The College will inform the student of its intention to suspend or cancel the student’s enrolment where the suspension or cancellation is not initiated by the student and notify the student that he or she has 20 working days to access the registered provider’s Grievance Policy. If the student accesses the College’s internal complaints and appeals process, the suspension or cancellation of the student’s enrolment cannot take effect until the internal process is completed, unless extenuating circumstances relating to the welfare of the student apply. CANCELLATION OF COURSES In the event that Kardinia International College is unable to provide the Primary School or High School courses, a full refund will be given for any fees paid beyond the cancellation date. GRIEVANCE POLICY Overseas students are expected to follow all the published regulations and procedures of the school including the homestay policy.

INTERNAL COMPLAINTS APPEALS / GRIEVANCE PROCESS All grievances will be responded to in accordance with the College Grievance Policy. House Co-ordinators, the Overseas Student Academic Mentor and Deputy Head of Senior School are available to help students become familiar with, and understand the School's expectations, regarding attendance and conduct, and to listen to their concerns and to resolve difficulties, where possible. In cases where rules have been breached, staff will apply penalties fairly and without favour. Where students believe they have not been treated fairly, they may formally appeal to the Principal, for a determination of the dispute. The process will commence within 10 working days of the formal lodgement of the complaint. The complainant, with the support of a nominee if so chosen or appellant has the opportunity to present his/her case. A written record will be kept of the complaint. The complainant or appellant is given a written detailed statement of the outcome. If the result is unsatisfactory to the complainant, the Principal will explain that an independent mediation may be sought. EXTERNAL COMPLAINTS APPEALS PROCESS Where the student is not satisfied with the outcome in the internal process as above the following procedure will occur: - the student requests an independent hearing in writing - the Principal will obtain the services of an independent solicitor in Geelong to hear the dispute and make a ruling. The criteria for any such determination will be as per the written documentation in relation to expectations and regulations of the College. This dispute resolution process does not circumscribe other legal remedies. Throughout either process, the student’s enrolment will be maintained. If the process results in a decision that supports the student the college will immediately implement any such decision and will advise the student accordingly.


Please Note: This agreement, and this availability of complaints and appeals does not remove the right of the student to take action under Australia’s consumer protection laws. The student can access the free service of the International Student Ombudsman. www.oso.gov.au The College Medical Centre The College has two Registered Nurses and a well-equipped centre where students can go during the day if necessary. Airport Pick-up An arrival service is provided at no charge for first time arrivals if during normal business hours. If not, a fee of approximately $140 is payable to a certified driver organized by Kardinia International College.


Kardinia International College 2017 FEES FOR OVERSEAS STUDENTS (ALL COSTS ARE QUOTED IN AUSTRALIAN DOLLARS UNLESS OTHERWISE STATED)

APPLICATION FEE: Free of Charge. TUITION FEES (including school bus fees) $20,000 per year, payable in advance – (Senior) $17,600 per year, payable in advance – (Primary) **Sibling discount is available, please contact the Principal. * Fees are subject to change in so far as they are set by the Board each year. MEDICAL INSURANCE (compulsory Australian Government requirement) In accordance with Australian Government Regulations, students must pay for medical insurance for the duration of their visa. Kardinia International College organises medical insurance for overseas students with Medibank Private. Costs are approximately $595 per year. HOMESTAY PROGRAM $350 per week, payable in advance for each term. This fee covers accommodation, meals and laundry. A hot lunch is provided at school once a week. Other lunches and meals are provided by homestay families. GUARDIAN ARRANGMENT FEE Free of charge. HOMESTAY PLACEMENT FEE Free of charge. FOUNDATION LEVY $500 - this cost includes ICT Levy, Building Levy, school year book and Founder’s Day celebrations. AIRPORT PICKUP First time arrival – free of charge if during working hours, otherwise a cost of approximately $140 is incurred can vary depending on distance. OTHER COSTS: UNIFORM (First year only) GIRLS BOYS School uniform: $800 (approx.) $700 (approx.) Sports uniform: $300 (approx.) $300 (approx.) Note: Some of the boys’ uniform can be brought from overseas eg. business shirts and trousers Year 11 and 12 students will not require the full Sports Uniform. For VCE students there are two further costs: 1) VCE text books. 2) VCE BOARD OF STUDIES fee for overseas students – approximately $250 for Year 11 and


$450 for Year 12 + $64 GAT (General Achievement Test) – this is a government test.

For IB students there are two further costs: 1) IB text books. 2) IB Exam fee US$820 + $70 GAT (General Achievement Test) – this is a government test. TABLET COMPUTERS It is compulsory for all new students, both local and overseas to rent a tablet computer from the College. The College will purchase it and each student will use it for school work and at home. Students will be allowed to take it back to their home country during holidays. The computer is issued to the student on arrival and students undertake a network induction program when they first arrive. Costs: $380 per semester or $760 a year. The cost includes specialised software and most importantly an extended warranty and repair program with onsite servicing.

VOLUNTARY EMERGENCY PAYMENT $500 – Each student, will be charged $500 on their first account as an emergency fund to be used by the student for special needs. For example, dental costs or medical accounts. Any funds not used will be repaid upon leaving the college.

THE COST OF LIVING IN GEELONG 1. The cost of living in the city of Geelong and surrounding areas is very similar to that of Melbourne

in relation to the cost of food, entertainment and transport. 2. When in homestay accommodation, a Kardinia student will generally have all meals provided

including a made lunch to take to school. 3. Homestay students may be driven to school, or some may walk to school and some may take a

Kardinia bus. The bus fee is included in the tuition fee. Hence there should be no day to day costs for transport to and from school.

4. Homestay students will have their laundry done within the homestay house. This service is included in the homestay fee.

5. Other living expenses an overseas student may have are as follows: ▪ occasional snacks (ice creams, soft drinks etc) ▪ occasional outings with friends, maybe the movies, maybe a meal ▪ occasional visits to Melbourne with friends (only with the school’s permission as per the

Homestay Policy Document) ▪ purchases of personal items such as tooth paste, make up, hair appointments, stationary etc

6. Generally medical and dental appointments will be charged and paid for from the $500 contingency deposit left with the College.

REFUND POLICY Part or whole of the tuition fees is refundable under the following circumstances:

• if a student visa is rejected. Proof of visa rejection is needed for full refund. • if a student is withdrawn by the parent, for any reason prior to the proposed commencement

at the College, a deduction equal to 20 per cent of the whole of the relevant annual fee payable (whether the whole or only part of the relevant annual fee has been paid) will be made to cover administration costs and charges.

• if a student is withdrawn by the parent, for any reason after the student’s commencement at the College, the parent must give at least one term’s notice in writing and request a refund. A refund shall only be given for fees relating to any term’s tuition that has not commenced after the expiration of one term’s written notice. In addition, a deduction equal to 20 per cent of


the whole of the relevant annual fee payable (whether the whole or only part of the relevant annual fee has been paid) will be made to cover administrative costs and charges.

Tuition fees are not refundable:

• if a student fails to comply with the performance conditions of the College and is asked to leave the College.

• if a student fails to meet the visa requirements imposed by the Australian Government. TERMS AND CONDITIONS OF ENROLMENT

• All students must abide by the rules and regulations of Kardinia International College and parents agree to ensure and accept responsibility for the child’s compliance with the rules, which the college may establish from time to time for the good conduct of the College and its students. Parents acknowledge and agree that the College may be required to act from time to time in a manner deemed by the College to be appropriate and without consultation with the parents, particularly in circumstances where the College rules have been breached.

• All fees and charges (detailed on account of fees) must be paid in full before a Confirmation of Enrolment (CoE) can be issued.

• Parents agree to the conditions of student’s attendance at the College and undertake to make payment of tuition and homestay accommodation fees and other costs when required to do so. If fees and expenses are not paid in accordance with the College’s requirements, the College may refuse to allow the child to attend, or may remove him/her, from the College. Unpaid fees and expenses shall accrue interest from the date of default in payment at the rate determined by the College and the College may impose an administration charge.

• Parents will ensure that their child will return to school on the dates fixed for resuming and will not leave the College at the end of the term until the recognised closing dates.

• Parents give permission for their child to receive medical assistance if the College authorities consider it advisable, and thus agree to pay the expenses incurred.

• Parents agree that the College shall not be held responsible or liable for any loss of personal property by their child for any reason whatsoever.

PROCEDURE FOR TRANSFER TO ANOTHER SCHOOL 1. Kardinia International College will not knowingly enrol a student wishing to transfer from another

registered provider’s course prior to the student completing six months of his or her principal course of study except where:

(a) the original registered provider has ceased to be registered or the course in which the student is enrolled has ceased to be registered

(b) the original registered provider has provided a written letter of release (c) the original registered provider has had a sanction imposed on its registration by the

Australian Government or state or territory government that prevents the student from continuing his or her principal course, or

(d) any government sponsor of the student considers the change to be in the student’s best interest and has provided written support for that change.

2. Students who wish to transfer to another school need to

• Meet with the Deputy Head of Senior School and House Co-ordinators to discuss the plan. The school will generally grant a transfer to any student wishing to do so.

• Obtain written consent from parents or agent approving this application to transfer.

• Complete the form “Application to Transfer to Another School” See Appendix C and submit to the Overseas Students’ Co-ordinator.

• Obtain a letter of offer from the school to which the student is transferring.

• Meet with the Director of Marketing to finalize DIBP procedures.


• Once all of the above have been completed a Letter of Release will be issued within two working days. This Letter of Release will be at no cost to the student.

3. If Kardinia International College does not grant a letter of release, the student will be provided with written reasons for refusing the request and will be informed of his or her right to appeal the decision in accordance with the Grievance Policy contained herein.

4. Kardinia will maintain records of all requests from students for a Letter of Release and the assessment of, and decision regarding, the request on the student’s file.

POLICY FOR THE MONITOR OF HOMESTAY FAMILIES Preamble Kardinia International College generally has between 30 and 50 overseas students in the Homestay program. A Homestay Co-ordinator is employed full time by the College to administer the Homestay Program in consultation with Deputy Head of Senior School. The following policy is designed to establish a high standard of quality control for the program.

(a) Advertisements for suitable Homestay families are placed in the local press when required

(b) Families who enquire are required to complete the appropriate Application Form.

(c) The application is considered and the house is observed from the street

(d) References are checked, a copy of the Homestay Booklet is sent to parents and

conversations take place regarding the booklet and any questions are answered by the

Homestay Co-ordinator

(e) If the decision is made by the Homestay Co-ordinator to engage the family in the Homestay

Program a home meeting will take place

a. To formalise the arrangements

b. To request a Working with Children Check (WWCC) for all people over 18 years of age

who live on the premises

c. To provide the family with a College Prospectus, this document, Student Well Being

policy, Homestay Policy (Appendix A Homestay Policy) and Child Safe Standards.

On arrival Overseas Students are also taken through the Homestay Policy and Child

Safe Standards during the school induction process

(f) Where possible students and homestay parents are encouraged to communicate with each

other via Skype, Facetime or email.

(g) When a student is assigned to a homestay family, the Homestay Co-ordinator will take the

student or arrange for the student to be taken to the family and will work through the

Homestay Policy with the homestay parents.

(h) Once the new student has arrived with their homestay family the Homestay Co-ordinator will

make contact with the homestay parent/s within a short period of time to check how the

student has settled into routine and answer any questions the parents may have.

(i) The Homestay Co-ordinator will physically visit the homestay family at least once a semester

and ring on a regular basis.

(j) The homestay parents will be encouraged to keep in constant contact with both the Homestay

Co-ordinator and the College at all times.

(k) A Homestay Family welcome is undertaken at the beginning of each year where the

school’s policies are discussed including WWCC, Child Safe Standards and Need

Somebody to talk to? (English / first language). Homestay families who enter the

program during the year are briefed on an individual basis.

(l) The Homestay Co-ordinator will discuss with the Deputy Head of the Senior School any

significant homestay issues and the Deputy Head of Senior School and the Homestay Co-

ordinator will together monitor the ongoing suitability of each Homestay family within the

program.


(m) If parents wish to ask further questions they are to contact the Homestay Co-ordinator or for

general program questions the Deputy Head of Senior School.

THE SELECTION AND MONITORING OF AGENTS

1. The policy of Kardinia International College is to engage only a small number of agents from any one country. Usually two or three.

2. An agent will be only engaged after a positive visit to the agent’s office by the Principal and/or the Director of Public Relations and Marketing. The purpose of this visit is to provide the agent with a full understanding of the College and the conditions under which we will enter an agreement. These conditions are essentially all the requirements of the DIBP regulations. The second purpose of the visit is to gain a confidence in the integrity and professionalism of the agent.

3. A contract is prepared and signed by both parties and includes the following information: Kardinia International College will not accept students from an education agent or enter into an agreement with an education agent if it knows or reasonably suspects the education agent to be:

(a) engaged in, or to have previously been engaged in, dishonest practices, including the deliberate attempt to recruit a student where this clearly conflicts with the obligations of registered providers under Standard 7 (Transfer between registered providers);

(b) facilitating the enrolment of a student who the education agent believes will not comply with the conditions of his or her student visa;

(c) using Provider Registration and International Students Management System (PRISMS) to create Confirmations of Enrolment for other than bona fide a student; or

(d) providing immigration advice where not authorised under the Migration Act 1958 to do so.

4. The Principal and the Director of Marketing together monitor the performance of all agents so engaged by: a. Recording anecdotal instances of questionable practice and reporting if appropriate b. Conducting a formal interview every alternate year with each overseas student to obtain

feedback from the student and/or their parents. Any relevant information will be documented and considered.

5. Kardinia International College will take immediate corrective and preventative action if we become aware of the education agent being negligent, careless or incompetent or being engaged in false, misleading or unethical advertising and recruitment practices, including practices that could harm the integrity of Australian education and training. The College will put any concerns in writing to the agent and seek both clarification and if necessary agreement on remedies.

6. Where Kardinia International College becomes aware of the agent acting as described in number 3 above, Kardinia will terminate the agreement.

Procedure for Guardian and Third Party Working With Children Check The College maintains a list of guardians WWCC’s for external providers such as guardians and external transportation providers. This information is stored and kept with the Homestay Coordinator.

1. Guardians are asked to provide evidence of a current Working With Children Check 2. Guardians are also asked to supply referee’s which are also checked and filed. The referee is

checked by the Homestay Coordinator. 3. Third party transport companies supply evidence of procedures and WWCC certificates to the

school which are also kept on file 4. All guardians and homestay parents are expected to attend the Child Safe training session

offered at the beginning of the year


APPENDIX A

KARDINIA INTERNATIONAL COLLEGE CRICOS Registration Number 01502C

HOMESTAY POLICY

The Kardinia International College Homestay Program is a vital part of the overall program for overseas students at the College. The reason for this policy is to enable Kardinia International College to provide a quality program so that overseas students: - will be able to live in an Australian family and be helped to learn English more quickly and

experience first hand the Australian culture. - will be encouraged to make friends with students from Australia or a culture different from their

own so that their English development is helped to progress faster.

Our primary objective is to ensure that every overseas student is happy and feels secure. Role of the Homestay Family The Homestay Family will:

• provide a safe, secure and caring living environment for the student.

• provide the student with all meals, bed linen and regular laundry service.

• ensure that students have their own bed room.

• arrange for the use of an internet service to be used according to both family rules and college guidelines.

• monitor the progress of the student (both academic and welfare) and communicate any matters to the House Co-ordinator, the Homestay Co-ordinator or if appropriate Deputy Head of Senior School

• attend Parent/Teacher interviews

• provide transport for the student including drop offs and pick-ups from the train station, Geelong town, extra-curricular activities and Gull bus.

The following personnel are directly involved in the life of overseas students.

1. The Director of Marketing and Admissions Some specific roles are as follows:

• Director of Marketing and Admissions is initially involved with the new overseas student through the marketing ventures and the enrolment process.

• Director of Marketing and Admissions will assist the new student (usually through an agent) to obtain a student visa.

• Director of Marketing and Admissions will at times meet with overseas students and parents when marketing overseas.

• Director of Marketing and Admissions will have direct input into elements of the Homestay program in relation to any marketing issues.

2. Overseas Student Academic Mentor

• Overseas Student Academic Mentor will arrange for any testing as required when the overseas student first arrives at Kardinia. Overseas Student Academic Mentor and the Director of Instructional Programs will then meet with the student to organize the student’s timetable.

• Overseas Student Academic Mentor will monitor the student’s academic progress on a daily basis and will produce an interim report to parents and homestay parents after the first four weeks of the student starting at Kardinia.

• Overseas Student Academic Mentor will meet with overseas students once each term to monitor progress.


• Overseas Student Academic Mentor will deal daily with academic concerns for overseas students.

3. In addition the welfare of the overseas students will be monitored by the student’s

Tutor Teacher, the Deputy Head of Senior School. As with any students the House Co-ordinator will be responsible for the overall welfare of the overseas student.

4. The Homestay Co-ordinator The College employs The Homestay Co-ordinator as a full time Homestay Co-ordinator whose responsibility it is to co-ordinate all homestay arrangements and monitor the “out of school” welfare of all students in the homestay program. In particular the Homestay Co-ordinator will:

• Prepare prospective Homestay families for taking students within Kardinia International College guidelines.

• Ensure the parents of homestay students have submitted the Homestay application form and signed the Homestay agreement.

• Ensure all Working with Children Checks are valid.

• Communicate with the Homestay family twice each term to discuss any issues that may require attention.

• Generally be available to meet with overseas students in the “Homestay Co-ordinator’s Office” Monday to Friday from 9.00am to 2.00pm, or as otherwise organised.

• Communicate with parents of overseas students with regard to any homestay issues and airflights and airport transfers.

• Ensure that all overseas students’ passports are kept at all times in the College safe.

• Organise all airflight arrangements for overseas students.

• Act as a guardian for those overseas students needing a local guardian. This service is provided free of charge.

• Meets with the Deputy Head of Senior School on a regular basis.

• Helps coordinate with Deputy Head of Senior School the Homestay Welcome at the beginning of each year

5. The Japanese Liaison assists the above staff by:

• Ensuring that on arrival all overseas students are covered by Bupa Medical Insurance.

• Monitoring the currency of student visas and passports whilst at Kardinia.

6. Deputy Head of Senior School

• Co-ordinates the Homestay Co-ordinator and Overseas Student Academic Monitor

• Deals with questions regarding operation of staff on behalf of the school

FINANCE All fees, including those for homestay accommodation are to be paid twice yearly, prior to the commencement of Semester 1 (December) and Semester 2 (June). Payments are to be paid directly into the College bank account, not to the student. The homestay account for the next semester will be for the number of school weeks the students will be attending Kardinia plus any extra homestay time owing from the previous semester. There is no refund on the homestay for the school weeks if the student leaves several days early. Payment not made by the due date will incur a late payment fee of $80 plus interest charged at commercial rates. Airfare payment will be invoiced separately and must be paid 6 weeks prior to departure.


Payment for the rental of a tablet computer will be invoiced and must be paid at the time of ordering the computer on a semester basis.

Signed Agreement Overseas students are to understand and accept the following signed agreement of the overseas students in the Kardinia International College Homestay Program

1. Overseas students are to agree and commit to being part of the Homestay Family. There must be a genuine willingness to join in the activities and life of the family. For example, it would not be acceptable for students to stay in their room away from the family for long periods of time (e.g. on the internet for many hours).

2. Overseas students are to agree and commit to an attitude of full mutual co-operation. In particular, overseas students are to:

- always inform the homestay parents of any situation when they may be delayed in returning home.

- always ask homestay parents well in advance of any change in arrangements (e.g. going to a movie, going to Melbourne etc).

- only use the internet at agreed times. - only use the family phone with permission and pay for such use.

3. Long term students will return home for the December/ January holiday and the three week June/July break. This is to give Homestay parents and the Homestay Co-ordinator an important break. There may be exceptions for Year 12 students in the mid-year break with the approval by The Principal.

Overseas students are required to obtain a tablet computer through the College provider (the standard provider for Kardinia students). Students are not able to bring a computer from overseas for school use as this does not allow the wireless connection to the extensive College intranet and internet. Servicing and repairs are virtually impossible on computers from overseas.

4. Overseas students are able to make occasional trips to Melbourne but only with the permission of the Homestay parents and the Homestay Co-ordinator.

5. Overseas students are not permitted to obtain their Driving Licence whilst a student at Kardinia International College.

6. During term holidays, overseas students may sometimes undertake a holiday with relatives or acquaintances but only with the written permission of their parents and with the college approval of the adult supervision arrangements.

7. When groups of students are returning home for a holiday break the air tickets and airport transfers will be organised by the Homestay Co-ordinator three months in advance.. Air tickets will need to be paid for 6 weeks prior to departure.

8. When an overseas student experiences some difficulty with regard to Homestay it is essential that the student first contacts Home-stay Co-ordinator about the problem. The first step will be for everyone (the student, the parents, the Homestay parents and Homestay Co-ordinator) to work co-operatively and patiently to resolve the problem. Only after there has been a genuine effort by the student to solve the problem will consideration be given to a change in Homestay Accommodation.

This agreement is to be signed and dated by the student and parent/guardian and returned to the College. This agreement is accepted and endorsed by: Name of Student: Name of Homestay Parent:

……………………….…………….…………….. ……………………….………………………………. Signature: ……………………………..………… Signature: ……………………..……………………. Date: ……………………………………………… Date: …………………………………………………. David Fitzgerald PRINCIPAL


APPENDIX B The document “Student Wellbeing, Management and Services” is posted on the College Portal and website. All students new to the College are provided with a hard copy as part of the induction process.

APPENDIX C Application to transfer to another School Please complete this form, submit to the Deputy Head of Senior School and arrange a time to meet with him. Name of Student:…………………………………………… Year Level: ……………...………… Name of School you are applying to ………………………………………………………………… Have you asked your parents or agent for a letter regarding this application? Yes No When will we receive this letter from your parents/agent? (day)…….…(month)………(year) ………… Reasons for the transfer application …………………………………………………………………………. …………………………………………………………………………………………………………………….. ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………

handbook for overseas students · address it to: director marketing and admissions kardinia...

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