Enrolment Policy for 2011
Enrolment in Tuition stands for the full term.
Written notice must be provided to withdraw from tuition or the enrolment will continue and invoices will be raised for future terms.
Once written notice of withdrawal is received the student must still complete the term in which they are currently enrolled, before they can withdraw.
ALL fees must be paid within 14 days from the date of an invoice, in advance of the lessons being delivered.
Invoices are sent out at the end of each term, in relation to the following term.
NO LESSONS WILL BE DELIVERED UNTIL FEES HAVE BEEN PAID.
It is possible to negotiate a pre-payment plan with the Conservatorium Business Manager that may suit your circumstances prior to the commencement of lessons. Such negotiations will only be entered
into on a needs basis and may include instalment payment arrangements.
Special consideration of withdrawal in the case of unforeseen circumstances can be negotiated with the Director. Such events may include long-term illness, relocation or unexpected change in
financial circumstances.
MISSED LESSONS
Tutors are under NO OBLIGATION to deliver a makeup lesson if a student does not present for their arranged lesson.
If the tutors themselves miss a lesson, this lesson will be made-up. However, if time constraints prevent the lesson being made-up a credit or refund will be provided.
CONDITIONS OF ENROLMENT
TUITION FEES
Students are accepted for enrolment on the understanding that fees are paid in advance.
GRC ASSOCIATION MEMBERSHIP SUBSCRIPTION
1. Annual membership fee of $30.00 is payable on enrolling. This applies to all students, however only one fee per family is payable.
2. Term fees are payable in advance prior to commencing lessons. Should you be experiencing financial difficulties, alternative arrangements for payment can be negotiated with the Director and Business Manager.
3. Where teacher's times are booked and the student cancels lessons, no refunds will be allowed. Every lesson allocated must be paid for. If the teacher is unable to give a lesson, and 'make-up' the lesson missed on another date, the lesson fee will be credited to your account. No refunds will be made in respect to withdrawals from class or group lessons. However, a refund will be made where a class or group is discontinued due to insufficient enrolments. Refunds or Credits may apply if a teacher misses a lesson or if student absences are due to prolonged illness and accompanied by a doctor's certificate.
4. Every student enrolment is scheduled for one full term and tutor timetables are prepared as such. If a student wishes to withdraw during that term, no refund of fees will be given as the student is expected to complete the term and then formally withdraw in writing. If no written notice of withdrawal is given, the entire term's fees remain payable. If exceptional circumstances cause the need for mid-term withdrawal (eg: long-term illness, unexpected family relocation), this can be negotiated with the Director.
Refund of Fees Policy
FULL REFUND OF FEES: FULL-TIME COURSES OF STUDY
The Conservatorium will make a full refund of tuition fees, in the following circumstances:
1. Program ceases to be provided at any time after it starts but before it is completed;
2. Program does not commence on the agreed starting date;
3. Program is not provided in full because of cancellation
FULL REFUND OF FEES: INSTRUMENTAL TUITION
The Conservatorium may make a full refund of tuition fees, in the following circumstances:
1. Program does not commence;
2. Extenuating circumstances eg. The student moves to another location making attendance of lessons impractical, medical condition, death etc.
PARTIAL REFUND OF FEES
The Conservatorium may make a partial refund of tuition fees in the following circumstances:
1. If written notice of withdrawal is received from the student at least seven days prior to the commencement of the term.
2. Extenuating circumstances eg. The student moves to another location making attendance of lessons impractical, medical condition, death etc.
NO FEE REFUND
If a student withdraws from a program or course at any point of any term, the Conservatorium will not refund any of the fees paid for that program or course for that term. (See conditions of enrolment)
PROCEDURE FOR APPLICATION FOR REFUND
A student who wishes to apply for a refund of tuition fees in accordance with the Conservatorium's refund policy and is located at the Goulburn Regional Conservatorium should do so in writing, addressed to the Director.
REMITTANCE OF REFUND
Where practical, all refunds for which a student is eligible will be forwarded to the student within seven days.
Child and Young Person Protection Policy
Introduction
The GRC is dedicated to the emotional, physical, educational and musical well-being of children under its care. Consequently, as a major strategic concern, the GRC is committed to the development and management of policy that governs the safety of students within its care and for the teaching, administrative and auxiliary staff employed by the GRC, and is outlined herein:
Child and Young Person Protection in general GRC Child and Young Person Protection Reporting Procedures
GRC Actions in response to allegations against Employees – Non-reportable, inappropriate conduct with children or young persons
GRC Actions in response to allegations against Employees – Reportable Conduct
Equity and Confidentiality
Roles and Responsibilities
Relevant Legislation
Ombudsman Act 1974
Commission for Children and Young People Act 1998
Child and Young Persons Protection (Prohibited Employment) Act 1998
Children and Young Persons (Care and Protection) Act 1998
Crimes Act 1900
Privacy Act 1988
Freedom of Information Act 1982
Children Legislation Amendment (Wood Inquiry Recommendations) Act 2009.
Copies of legislation are available at
http://www.austlii.edu.au/au/legis/nsw/consol_act
The GRC Child and Young Person Protection Policy is nested within this State legislative and regulatory framework. The chief resources for the articulation of this Policy and for its implementation are the following manuals:
NSW Ombudsman, Child and Young Person Protection in the Work Place, and
NSW Commission for Children and Young People, Working with Children Check Guidelines.
These manuals are to be kept in a known and accessible place in the GRC Office.
The Director has responsibility to ensure that all GRC staff are adequately trained in the application of the provisions of these manuals, and that updating training occurs as may be necessary to maintain currency in the application of these provisions.
This policy should be read in conjunction with the following GRC policies and contracts:
GRC Risk Management Policy
GRC Studio Risk Management Policy
GRC Employment Contracts
Definitions
External organisation: Refers to any organisation including government and non-government primary school, secondary school or pre-school. External organisations also include tertiary institutions, churches or any other organisation where children are engaged. External organisations are also defined as being beyond the administrative or legal control of the GRC.
Personnel: refers to any employed, volunteer or visiting person engaged by the GRC specifically to work with children or young people. Where personnel are specifically related to the GRC they are referred to within this policy as GRC personnel.
Child and Young Person Protection Employment Requirements
The GRC requires that all activities conducted by the GRC or in conjunction with the GRC including, but not restricted to, teaching, excursions, conducting, recitals, examinations and performance programs in government and non- government schools or other external organisation conform to the GRC's Risk Management policies and procedures regarding Child and Young Person Protection and OH&S.
Accordingly:
1. All personnel involved with children and young persons under the auspice of the GRC will be required to complete a Working with Children Consent form and will be subject to a police background check which may be conducted annually.
2. All personnel engaged with the GRC will be required to adhere to the GRC Code of Conduct.
3. Child and Young Persons Protection training is a fundamental requirement of GRC employment. Training in Child and Young Person Protection is a legislative requirement and applies to all GRC personnel. Training in Child and Young Persons Protection is mandatory and will be provided at the GRC's expense.
4. All teaching venues must adhere to the GRC's Teaching Studio Risk Management Policy. Offsite teaching studios may not be utilised except where written approval from the GRC Director. Schools where GRC programs are in operation will be required to assist the GRC in the management of the GRC Teaching Studio Risk Management Policy.
5. At the commencement of duties and annually thereafter this policy and training will be updated and signed off by all GRC staff as being read and understood.
GRC Child and Young Person Protection Reporting Procedures
1. When allegations have been made against GRC staff to the GRC
The GRC will treat all reports in strict confidentiality and protect the professional reputation of staff at all times. The GRC will operate all Child and Young Person Protection matters on an allegation basis.
In the first instance, the Director shall undertake a preliminary investigation of the allegation to see whether a prima facie case is indicated or not.
The Director shall brief in confidence the GRC Risk Assessment Committee on his preliminary investigation. The Committee may make a decision to be implemented by the Director for the relevant staff member to continue under present conditions or under specified conditions (for example, modification of the public space arrangements, or behaviour modification, etc.); or may request the Director to seek the agreement of the staff member to “stand aside” while the investigation of the allegations proceed; or may direct the Director immediately to suspend the GRC activities of the relevant staff member until the investigation process is completed. This process is to be carefully documented. Following the preliminary investigation, no internal investigation will be undertaken that is contrary to the investigation procedures of the relevant external organisation and/or the NSW authorities involved in a reportable allegation. The GRC Risk Assessment Committee shall consist of the Director, the Chairman of the Board and at least one other member with familiarity with the relevant legislative and regulatory framework and its implementation.
All GRC personnel are mandated to report any matter pertaining to the protection of children under this policy.
All GRC personnel are mandated to report any Child and Young Person Protection matter to the GRC Director or his/her nominee within three days of the incident occurring.
The GRC will report immediately to DOCS in accordance with the NSW Ombudsman's Act 1974 and Children Legislation Amendment (Wood Inquiry Recommendations) Act 2009.
In accordance with legislation, the GRC will report any allegation of child abuse without initial reference to the personnel to DOCS and the Ombudsman's Office. Under the legislation, the GRC will not investigate the matter further until formal investigations by relevant external organisation are complete.
In order to protect the reputations of staff members from wrongful allegations, all allegations will be treated as highly confidential.
2. When a school has lodged an allegation regarding GRC staff
Where allegations are made against any GRC personnel within the jurisdiction of an external organisation including schools, the GRC will take advice from that organisation and the relevant Child and Young Person Protection agency attached to that organisation.
Where allegations relate to reportable conduct, the GRC Director will report the matter independently to the external organisation to DOCS and/or the police where appropriate.
3. Allegation management of non-GRC staff
Where allegations are made to the GRC relating to persons who are not GRC Personnel, the GRC will report any allegation of abuse according to legislative requirements as detailed in the CCYP Act 1998. Where abuse is alleged to have occurred within the jurisdiction of an external organisation, the GRC will act in accordance with the legislation and consult with the Child and Young Person Protection Agency attached to the external organisation.
All allegations will be held in the strictest confidence in accordance with the Privacy Act 1988.
4. Equity and Confidentiality
The GRC will treat all allegations in the strictest of confidence under the Privacy Act 1988 and the Freedom of Information Act 1982.
The GRC will provide wherever possible emotional and medical support to any child or adult who has been the recipient of abuse while in the care of the GRC at the time of the abuse or where the abuse was inflicted by GRC personnel.
Any GRC personnel who are the subject of an allegation of abuse will be offered whatever emotional support and formal counselling as be required to assist them through the investigative process.
All GRC personnel are required to maintain strict confidentiality relating to all aspects of this policy or any case/ situation/ investigation falling under this policy. Any breach of confidentiality in relation to any case/ situation/ investigation falling under this policy will be regarded as serious and will attract disciplinary action or, where appropriate and in conjunction with legal advise, termination of contract.
Roles and Responsibilities
GRC Personnel
All GRC Personnel are required to make themselves available for Child and Young Person Protection Training as provided or required by the GRC's Child and Young Person Protection Policy. All GRC Personnel must wear GRC identification lanyards whilst on GRC business in order to make them easily identifiable as staff members
All GRC Personnel are bound by the NSW Ombudsman's Act 1974 to report any incident of Child Abuse within the context of the GRC and this policy to the GRC Director within three days of the receipt of the allegation. A failure to report an allegation of abuse within this time frame may result in disciplinary action or termination of contract depending upon the nature of the allegation.
GRC Director
The GRC Director will manage the GRC's Child and Young Person Protection Policy and ensure that all GRC personnel are trained in Child and Young Persons Protection.
The GRC Director will report all reportable allegations of abuse to DOCs and CCYP within three days of receipt of the allegation. A failure to report in accordance with legislative requirements may result in disciplinary action or termination of employment.
The GRC Director will advise and consult with the GRC OH&S Officers in the management of the GRC Risk Management Policy and the relevant linking of policies to Child and Young Person Protection.
The GRC Director will inform, under the confidentiality conditions of this policy, the Chair of the GRC Board of Management any allegations made against GRC Personnel.
The GRC Director will, upon consultation with the GRC Board of Management, enact any component of this policy as required. The GRC Director is required to ensure the GRC Board of Management is made aware of all allegations against GRC Personnel in relation to risk management. The GRC Director is not entitled to disclose confidential aspects of any allegation to the Board of Management beyond that which is required to manage risk. The GRC Board of Management must treat all matters falling under this policy as strictly confidential under the relevant legislation.
The GRC Director is required at the completion of any employment proceedings in relation to this policy to notify CCYP under attachment 8 of the Working with Children Check Guidelines. The GRC Director will in accordance with Attachment 10 of the guidelines notify the personnel involved with the notification of any relevant notifications utilising the pro-forma documents provided by CCYP.
GRC Board of Management
The GRC Board of Management will provide oversight on all aspects of this policy.
The GRC Board of Management, at the Chair's discretion, will meet as required in order to ensure all aspects of this policy have been managed in accordance with policy and legislative requirements by the GRC Director and personnel.