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Student Records

Student records and management
Details of Student Record System

Comprehensive student files are maintained by the Registrar for all students during their time at College. Files are comprised of forms relating to the student’s participation at College (e.g. application form, pastoral reference, records of interviews and academic transcripts).

Student files are stored in both hard copy and computerised form.

Computer Files are stored on the CollegeWorx Student Portal database and relevant documents uploaded there. These are backed-up regularly by the Technology Services Department:

  • Each night, weekly and monthly
  • Offsite monthly (on the network server at the other campus)
  • Hard copy files are stored on location at Hillsong College Head office and non-current student files are archived at the College’s archive storage facility.

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WWCC

Working with Children (Child Protection)

The Child Protection (Working With Children) Act 2012 makes it an offence for a person convicted of a serious sex offence (a prohibited person) to apply for, undertake or remain in, child related employment whether paid or unpaid.

Therefore, it is a requirement by the College that all Staff, volunteers and students undergo this screening process. This will be done by filling the Working with Children Form – Prohibited Employment Declaration and Working with Children Form – Background Check Consent at Enrolment and at Staff induction or when a volunteer commences work at the College. In addition individuals will need to comply with the state requirements for a Working With Children Check (NSW, VIC, QLD) where a background check is conducted by the required authority. A Police Check application form will need to be submitted before providing the required formal identification to the Roads & Maritime Service.

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Feedback

Feedback on these Policies

Feedback is formally taken:

  • From students – on their classes at the end of each term
  • From students – on the College at the end of each term (primarily via the Head Students)
  • From students – on the Executive Team and Faculty at the end of each year.

This feedback is reviewed and changes implemented where required.

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Clarity of Contracts

Clarity of Contracts

The College provides complete disclosure of the conditions of contracts entered into with the students upon entrance into Courses. This is provided via the College Prospectus, Acceptance Pack and Student Handbook when students are accepted by the College. Also clear details of course costs, standards of conduct, and program requirements are stated in the College prospectus prior to acceptance and enrolment.  This includes financial and ministry related obligations such as weekend ministry, small group involvement, and other College involvement.

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Relocation of Premises

Relocation of Premises

In the event of a relocation or addition of premises for classes, students will be notified in writing by the Principal a minimum of 3 weeks prior to the relocation occurring. The Compliance Manager will notify ASQA in the event of venue relocation through the appropriate channels.

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Dissemination of Policies

Dissemination of Policies

Students are informed of relevant policies, procedures and programs that include policies and procedures for handling appeals and complaints through the Student Handbook. Students are kept aware of updates on these policies through the orientation programs and student information sheets. Daily Chapel times are also used to give announcements relating to College policy as the need arises.

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Student’s Rights & Treatment

Students’ Rights and Treatment

The College is committed to protecting the rights and treatment of students. The College policy relating to managing students is outlined in the Staff Code of Conduct. All faculty and support staff are required to treat all students fairly, consistently and without discrimination.

Students are expected to adhere to the certain behavioural standards as outlined in the Student Handbook. In cases where standards are contravened, the Disciplinary Policies apply to ensure consistency and fairness in the carrying out of discipline. Students are also given opportunity to voice their complaints and concerns according to the Complaints and Appeals Policy.

Students are informed of relevant policies, rights and responsibilities through the College Prospectus, the Application Acceptance Pack and the Student Handbook. Students are kept aware of updates on these policies through the orientation programs, the Head Students and student information sheets.

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