International Students Complaints and Appeals Policy and Procedures
15 Harbour Street Wollongong NSW 2500 TEL 61 2 4228 6011 FAX 61 2 4229 8555 www.stmarys.nsw.edu.au EMAIL stmarys@stmarys.nsw.edu.au ABN 70 309 539 954 Temporary CRICOS PROVIDER NO 01369C CEC
COMPLAINTS AND GRIEVANCES RESOLUTION
It is implicit within the College Mission Statement that a positive working relationship and partnership between the College and families is the basis of our College community. To this end a process to deal with complaints and grievances is crucial in order to provide a fair and just approach to concerns raised. In an organisation the size of St Mary’s College, complaints or grievances may cover a wide range of issues. Parents and other members of the College community may, from time to time, wish to complain about a College matter. It is important that such complaints are dealt with sensitively, confidentially and effectively. The matter must be resolved as soon as possible and in a way which treats all parties with dignity and respect. It is important to note that anonymous complaints will not be accepted or acted upon.
PREAMBLE
The vast majority of concerns which arise from parents and others need never take the form of a formal complaint. The Principal, senior staff and teachers are available to discuss and resolve concerns in more informal ways. If deemed necessary in the professional judgement of the Principal (or another senior staff member), a complaint may be addressed in a more formal manner. It is important that a concern is directed to the correct person. The first point of contact for parents can often be the Receptionist or office staff. These staff members have a responsibility to direct calls to the appropriate member of staff. Calls are noted in order to track the time, source and nature of the call. Issues relating to academic concerns are directed initially to the Subject Teacher and then to the Subject Coordinator. Issues relating to a pastoral or student management issue are relayed to the Tutor Teacher and then to the Year Coordinator. It is also important to note that the Assistant Principals and the Principal are available and can be contacted if a satisfactory response or resolution is not reached through the above channels. In the instance where a complaint is made against a staff member, the staff member concerned must be informed of the complaint. Teachers and other staff members are entitled to know the details of the complaint against them, including the name of the person raising the complaint as well as the specific details of the complaint. The staff member concerned must be given the opportunity to respond prior to any action being taken in response to the complaint. Where there is a meeting of the staff member concerned with the Principal, parents, student/s or other staff member in relation to the complaint, the staff member must be told in advance the purpose of the meeting and who will be attending the meeting. The staff member must be given the opportunity to be accompanied by a staff member of their choice. Where action is taken the staff member must be involved. If a matter is not raised with the staff member involved, then the matter cannot be raised at a later date or as part of another incident, as the staff member has not been given a right of reply. If the complaint is not resolved through the conciliation process, the Principal must make a decision based on the substance of the complaint, all relevant information and any relevant policy. If a complaint is against the Principal, the parent or staff member must put their complaint in writing, addressed to the Chair of the Board of Directors.
15 Harbour Street Wollongong NSW 2500 TEL 61 2 4228 6011 FAX 61 2 4229 8555 www.stmarys.nsw.edu.au EMAIL stmarys@stmarys.nsw.edu.au ABN 70 309 539 954 Temporary CRICOS PROVIDER NO 01369C CEC
COMPLAINTS AND APPEALS - POLICY & PROCEDURES 1
Purpose The purpose of St Mary Star of the Sea College’s Complaints and Appeals Policy is to provide a student or parent(s)/legal guardian with the opportunity to access procedures to facilitate the resolution of a dispute or complaint
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Complaints against other students Grievances brought by a student against another student will be dealt with under the College’s Behaviour Policy/Code of Conduct
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Informal Complaints Resolution a. In the first instance, St Mary’s College requests there is an attempt to informally resolve the issue through mediation/informal resolution of the complaint b. Students should contact the relevant teacher/Year Coordinator/KLA Coordinator in the first instance to attempt mediation/informal resolution of the complaint. The Dean of Pastoral Care and/or Dean of Studies will also be involved at this stage of the mediation process c. All academic issues concerning assessment, School Certificate or HSC information should be directed to the Dean of Studies. The Dean of Studies also deals with appeals which are lodged with the Board of Studies. d. In the instance where a student has a pastoral or other concern, they should seek an appointment with their Tutor Teacher or Year Coordinator to discuss the issue, or where necessary the Dean of Pastoral Care. The Pastoral Counsellor is also available for such discussions. e. If the matter cannot be resolved through mediation, the matter will be referred to Principal and the College internal formal complaints and appeals procedure will be followed
The internal complaints and appeals procedures are conciliatory and non-legal
4 Formal Complaints Handling Procedure a. The process of this grievance procedure is confidential and any complaints are a matter between the parties concerned and those directly involved in the complaints handling process b. At this point, the student should notify the College in writing of the nature and details of the complaint c. Written complaints are to be lodged with the Principal d. Where the internal complaints and appeals process is being accessed because the student received notice that the College intends to report her 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 an appeal e. Each complainant has the opportunity to present his/her case to the Headmaster. Students may be accompanied by a support person f. Internal complaints and appeals processes are available to students at no cost. g. The formal complaints process will commence within 10 working days of the lodgement of the complaint with the Principal h. Once the Principal has come to a decision regarding the complaint, the student will be informed in writing of the outcome and the reasons for the outcome. i. If the complaints procedure finds in favour of the student, St Mary’s College will immediately implement the decision and any corrective and preventative action required
15 Harbour Street Wollongong NSW 2500 TEL 61 2 4228 6011 FAX 61 2 4229 8555 www.stmarys.nsw.edu.au EMAIL stmarys@stmarys.nsw.edu.au ABN 70 309 539 954 Temporary CRICOS PROVIDER NO 01369C CEC
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St Mary’s College 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.
External Appeals Process If the complaints procedure does not find in favour of the student or the student is dissatisfied with the result of the complaints procedure, she can access the Overseas Students Ombudsman who will provide assistance in the external complaints and appeals process at minimal or no cost. Details are available on www.oso.gov.au
Definitions
a.
Working Day - any day other than a Saturday, Sunday or public holiday during term time
b.
Student - a student enrolled at St Mary Star of the Sea College
c. Support person - a friend/teacher/relative not involved in the grievance (It should be noted that lawyers are not acceptable support persons at this stage of the complaints handling process.)
15 Harbour Street Wollongong NSW 2500 TEL 61 2 4228 6011 FAX 61 2 4229 8555 www.stmarys.nsw.edu.au EMAIL stmarys@stmarys.nsw.edu.au ABN 70 309 539 954 Temporary CRICOS PROVIDER NO 01369C CEC