Terms and conditions of enrolment

Terms and Conditions of Enrolment for International Students

1. Enrolment

APPLICATION PROCESS

To apply for a place at Wesley College, the following must be submitted:

a) Application for Enrolment form
b) Non-refundable Application Fee
c) Notarised copy of the student’s most recent school report (original and translated); students applying to enter a specific year level must have successfully completed the year prior to entry or equivalent
d) Copy of the student’s birth certificate or passport
e) Results of Australian Education Assessment Services (AEAS) assessment*

*All students applying for a place at Wesley College who do not have English as their first language are required to sit an AEAS assessment test.

This test can be completed either in Australia or in the student’s country of origin. To view AEAS test venues and dates, please contact:

AEAS (Australian Education Assessment Services)
Tel: + 61 3 9645 0077 or email: admin@aeas.com.au www.aeas.com.au

When the College has received the required application documentation, the application will be reviewed by the International Admissions Manager, Head of School (or delegate), Head of Boarding (if applicable) and Head of English Language Preparation Program.

INTERVIEW

Selected students who satisfy the College entry requirements may be invited to attend an interview with the Head of School (or delegate), Head of Boarding (if applicable) and Head of the English Language Preparation Program (if applicable) prior to a letter of offer being issued. This interview may take place online or in person.

During this interview, the Head of School (or delegate) will confirm the student’s suitability to enrol at the College.

OFFER OF ENROLMENT

If the application is successful, a formal offer of enrolment will be made in writing and may be subject to conditions as outlined in your letter.  These conditions may include satisfactory completion of a Wesley-approved English language preparation or ELICOS course (EAL students only).

To accept this offer, the tuition fees and other costs as outlined in the offer of enrolment  must be paid by the due date, and all documentation in the offer returned to Wesley College to confirm the student's enrolment. If payment is not received by the due date, along with all required documentation, the offer may be withdrawn.

On receipt of the tuition fees, the College will issue Confirmation of Enrolment (COE) and if Wesley College is accepting responsibility for the students Welfare and Accommodation, a Confirmation of Accommodation and Welfare (CAAW) document will be issued. These are required to obtain a student visa.

Before issuing a CAAW letter, the College will ensure that the student will be at least 13 years of age. Students under 13 years of age must live with a Department of Home Affairs (DHA) approved guardian.

Where the College has issued a CAAW letter accepting responsibility for approving the accommodation and general welfare of a student under the age of 18, the College will not delegate, outsource nor contract out this responsibility.

Wesley College requires that all students, irrespective of age, either lives with a Department of Home Affairs (DHA) approved guardian, or in Wesley's Learning in Residence (boarding) or lives with a family preapproved by the College (only in exceptional circumstances).

If a student defers enrolment or is suspended by the College, this may impact upon the student visa end date.

Any student who fails to meet the condition(s) of their offer, the offered place may be withdrawn and the student required to find another school.

ENGLISH LANGUAGE PREPARATION PROGRAM

Students applying for a place at Wesley College who do not have English as their first language may be required to attend an English preparation course in accordance with the letter of offer. The AEAS test results will recommend the minimum length of time required to improve a student’s English level to be competent in the desired year level. Students must attain a satisfactory level of English to ensure they have a good understanding of the language used in the mainstream courses studied at the College.

ACADEMIC PERFORMANCE AND PROGRESS

It is important that the student maintains an excellent academic performance and attendance in the ELPP or ELICOS program to ensure readiness for entry to mainstream schooling at Wesley College.

OUR FEES

Students will be billed for additional charges upon commencement and charges will be pro rata if the student does not commence at the beginning of the school year. These include:

• Consolidated Charge
• Infrastructure Levy
• International Student Levy
• Residential boarding fees (if applicable)

Please refer to the International: Wesley College Fees and Expenses, International Students document.

DISCOUNTS

Family Discounts
At Wesley, coeducation is central to our vision for learning, as is our commitment to keeping children in one family together.

A family discount applies to Tuition Fees only, where three or more children are at Wesley College, and the discount is 20% for the third child and 50% for the fourth and any subsequent children.*

A 10% discount for a second child is also available when a third child has commenced and enrolments are concurrent.
If you are eligible for the discount, it is automatically applied to your account. The family discount does not apply to the Consolidated Charge, Learning Technology Fee or any other fees and charges that are billed to your account. Families who have been granted other forms of fees assistance will not be entitled to family discounts.

Early Payment Discount
A 2.5% early payment discount may be available if you pay the full year’s Tuition Fees in advance.
Some conditions apply. For further information, contact Admissions or the College Accounts Department

NOTICE OF WITHDRAWAL

International students are restricted from transferring from Wesley College to another education provider for a period of six months from commencement.

After this initial six-month period, one full term’s notice in writing to the Head of Campus is required, advising the withdrawal of a student from the College, otherwise a charge equivalent to one term’s fees will apply.  For year-end leavers, this means that notice is required by the end of Term 3. If the required notice is not received, a fee equivalent to one term's fees will be payable. This procedure also applies to requests of withdrawal from Learning in Residence (boarding).

2. Refunds

Application and Confirmation Fees are not refundable if a student application is cancelled.

Application and Confirmation Fees, Health Insurance and Tuition Fees are refundable in full if a visa application is rejected.

A Cancellation Fee of $1000 will be charged if the student cancels less than 30 days before the proposed commencement date.

After commencement at the College, and where a term’s notice of withdrawal is not given, a penalty equivalent to one term’s fees will apply.

All refunds will be made in Australian dollars payable to the party making the original payment.

The College will consider the reasons for cancellation or withdrawal of a student in the operation of the refund policy.

This agreement does not remove the right to take further action to collect fees under Australia’s consumer protection laws.

To claim a refund, the student must notify the Admissions Office in writing of their intention to cancel enrolment and claim a refund. The letter must provide the Admissions Office with payment details including a nominated recipient and account details or preference for a cheque to be drawn. After the Admissions Office has received your request, the refund will be processed and finalised within four weeks of this date.

3. Cost of living

It is estimated that each student will require approximately AU$100 - AU$150 to cover mobile phones, public transport and items such as haircuts, clothing, and entertainment.

Further costs will be incurred for the purchase of a uniform (approximately AUD$600–AUD$1,000), books and stationery (approximately AUD$500), and any sports equipment required.

4. Local Support Person

Whilst the College has responsibility for international students, in order to assist us to oversee student’s welfare, we require that each overseas student, irrespective of age, has a person appointed as Local Support Person, who is living in Melbourne.

The local support person must be approved by the College and may be appointed by the parents or the College. They provide support to the student during their time at the school. They should be a mature adult, and should act as necessary in such matters as discipline, attendance, academic progress and accommodation for the student. A local support person should attend school functions that would usually be attended by a parent, such as information evenings or student review meetings and parent-teacher interviews

With the parents, the local support person should oversee student’s travel between their home country and their accommodation in Australia. A local support person should assist the student moving to new accommodation and monitor the student’s activities during weekends and holiday periods. We do not recommend that students sign long-term agreements with a guardianship agency prior to commencing at Wesley College

Local support person is required to:

• Must be 25 years or over
• Live in metropolitan Melbourne
• Be contactable by both email and phone 7 days/week
• Must be committed to providing ongoing and regular support to the student
• Must nominate a school approved replacement person if they are going to be away for an extended period of time
• Must obtain a Working with Children Check (WWCC) and Victorian Police Check, provide proof of identity and suitable references, and complete annual Child Safe training

5. Welfare and accommodation arrangements

In accordance with the Education Services for Overseas Students (ESOS) Act, the National Code of Practice 2018 and the Victorian Registration and Qualifications Authority (VRQA) Guidelines for the Enrolment of Overseas Students Aged Under 18 Years, Wesley College is responsible for the welfare and accommodation arrangements of students studying at the College on a student visa for the entire period the student is enrolled at the school.

As a condition of the student visa, students under 18 years of age are required to have suitable accommodation and welfare arrangements and these must be approved by the College.

Students accompanied by a Department of Home Affairs (DHA) approved guardian staying in Australia on a Guardian visa do not require approval for accommodation arrangements. All students under 13 years of age must live with a parent or a DHA approved guardian.

Wesley College requires that all students, irrespective of age, either lives with a Department of Home Affairs (DHA) approved guardian, or in Wesley's Learning in Residence (boarding) or lives with a family preapproved by the College (only in exceptional circumstances).

Students are obliged to notify the College of any change of address while enrolled at the school.

Where the College has approved the students’ welfare and accommodation arrangements and issued a CAAW letter the student must seek both the College’s and their parent’s prior approval for any change to welfare and accommodation arrangements.

During term, no student issued a CAAW letter under the age of 18 years is permitted on overnight stays unless they have parental approval. During term breaks, international students residing in Learning in Residence must return home to their parents, or stay with their Local Support Person.

6. Health and wellbeing

Students who have been suffering from a notifiable infectious disease, or who have been in contact with anyone so suffering, must not return without a statement from their doctor stating that they are free from infection.

7. Medical history

A medical history form must be completed and returned prior to a student’s initial interview with the Head of School. This information must be updated annually.

8. Insurance

The Australian Government requires that all international students applying for student visas must have. Overseas Student Health Cover (OSHC) for the entire period of their study in Australia. Please refer to the Department of Home Affairs website https://www.homeaffairs.gov.au for all the relevant information. It is the responsibility of applicants to purchase OSHC prior to commencing the online visa application.

Wesley College prides itself on being a school with a caring environment, a factor which is particularly important for international students where there is no immediate family support system. The school has clear guidelines in relation to the selection and care of international students, thus ensuring their happiness and success while at Wesley College.

9. Pastoral care program

Pastoral care – or the personal, social and academic well-being of each student – is regarded as extremely important at Wesley College. Accordingly, there exists a carefully coordinated administrative structure to provide counsel and support. Apart from the Head of Campus and the Heads of Schools, there are the campus chaplains, the school counsellors, level coordinators and Homeroom teachers or tutors, all of whom are involved in helping students grow and develop, and cope with the various stages on their road to adulthood. In addition, the International Student Coordinator takes care of the specific needs, both academic and personal, of the students who are living away from home.

A number of people take responsibility for caring for international students and act as required:

At Wesley College the pastoral care structure ensures that there are few discipline problems, chiefly because frequent contact, friendly relationships, good communication and a climate of trust prevent minor matters from developing into major concerns.

The College firmly believes in working together with parents/primary carers to ensure that students in difficulty are identified and helped, and hence regular contact with parents/primary carers is a vital aspect of the pastoral care system.

There are information evenings concerning subject choice, tertiary selection, careers and other topics as appropriate. Advice on careers and tertiary courses is always available from the school counsellors and careers advisers.

The pastoral care program of the College is such that it embraces the care of the individual student with special needs and utilises the services of its trained Special Education staff and other teaching staff in organising and reviewing individual programs designed to encourage students in the development of skills and self-esteem. School assemblies and chapel services, as well as the overall school climate, serve to present to students the ethos, expectations and moral and spiritual values of the College.

The College will seek to provide appropriate care for all international students attending the College.

10. Student expectations

Wesley College students are expected to use their common sense at all times. They are regarded as being under College discipline when they are on campus or at any official College function, or when they are wearing the College uniform or part thereof.

It is an obligation on all students of the College that they should not infringe the rights of others, nor bring discredit through their actions on themselves or the College.

11. General rules

• It is a condition of the enrolment of a student at Wesley College that the parent/primary carer, on their own behalf and on behalf of the student, are aware of the content of the College rules and have agreed to abide by them
• Wesley College, through the Principal, retains the right to discipline, suspend or dismiss from the College any student on the grounds of the student’s unsatisfactory conduct or performance, or failure to observe any College rule
• No student may leave the campus between morning arrival and the afternoon dismissal without special permission
• No student may drink intoxicating liquor, smoke, gamble, or have any dealings with addictive drugs while under College discipline (please refer to the Wesley College Drug Education and Support Program Policy)
• Students must not engage in any action which endangers life, limb or property
• Students’ lockers and bags may be searched by Wesley staff at any time, in the relevant student’s presence
• A note sent by the parent or primary carer is required to excuse a student for absence, lateness, or non-preparation of work
• If a student knows that he or she will be absent or late or will need leave for part of the day, e.g. to attend a medical appointment, a note should be brought from home or written in the record book requesting prior permission
• Students must attend all subjects and periods timetabled for them
• Students are not permitted to buy or sell books, clothing or any other articles among themselves without permission
• Students are not permitted to ride motor-cycles or scooters while travelling to or from school or any official school function
• Students may ride bicycles to school provided they have permission from the Head of School and provided they wear protective headgear. Such permission will only be given following a written request, signed by a parent or primary carer, that outlines the route to be followed. Because of the dangers arising from road traffic, parent/primary carers are advised not to send children to St Kilda Road campus on bicycle
• Students who wish to drive a car to school or students who wish to travel to school as a passenger in a car driven by another student must first seek permission from the Head of Campus. No parking is available on campus for students
• Students must familiarise themselves with and adhere to College policies which may apply from time to time, such as the Anti-Harassment Policy.

12. Personal belongings

Students (and their parent/primary carers) are advised that responsibility for the care of personal property, including notebook computers, belongs to the student and that the College cannot assume responsibility for equipment which has been damaged, lost or stolen. Teachers will do their best to assist students in the care of their property, and to assist with this it is essential that all equipment and clothing should be clearly named. Valuable property, which is not needed at school, such as personal electronic devices should not be brought to school.

It is expected that all students will show respect for the property of others including the property of the College itself. Students who wilfully contribute to the damage or loss of another’s property may be asked to contribute to the cost of replacing that property. Theft is a crime, and students who are guilty of theft may be suspended or dismissed from the College.

In the interests of safety and hygiene and to prevent damage to the buildings or interference with the rights of others, certain areas of the school have a restricted use. Students are not permitted in such areas without prior permission.

13. Notebook computers

Wesley College provides notebook computers to students in Years 5–12 as part of the normal educational offering. With the rapid change to computer technology, it is the College’s view that this scheme is the most practical method to ensure that students continually have access to information technology appropriate to the expected learning outcomes appropriate to the level of schooling. Participation in the scheme is compulsory and forms an integral part of the curriculum of the College.

• A Notebook Usage Agreement must be signed by the student and their parents/primary carers prior to collection of the notebook computer
• All notebooks issued to students are covered by an insurance policy against the risk of accidental damage and theft
• Notebooks are provided on a lease basis, for the time a student is at Wesley College

14. Complaints and appeals policy

The purpose of Wesley 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. These internal procedures are a conciliatory and non-legal process.

• In the first instance, the College requests there is an attempt to informally resolve the issue. If this is unsatisfactory or does not result in a resolution of the matter, the College’s internal formal complaints handling procedure will be followed.
• 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.
• If the student or parent(s)/legal guardian remains dissatisfied with the outcome, the College will advise of access to an independent external appeals process.
• Grievances brought by a student against another student will be dealt with under the College’s Behaviour Policy/Code of Conduct.
• For conditions which apply to handling of a complaint or appeal arising from the College’s suspension or cancellation of a student’s studies, please refer to the College’s Deferment, Suspension and Cancellation Policy

15. Use of personal information

Information is collected during your enrolment in order to meet our obligations under the ESOS Act and the National Code 2018, to ensure student compliance with the conditions of their visas and their obligations under Australian immigration laws. The authority to collect this information is contained in the Education Services for Overseas Students Act 2000, the Education Services for Overseas Students Regulations 2001 and the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2018. Information collected about you on this form and during your enrolment can be provided, in certain circumstances, to the Australian Government and designated authorities and, if relevant, the Tuition Assurance Scheme and the ESOS Assurance Fund Manager.

In other instances information collected on this form or during your enrolment can be disclosed without your consent where authorised or required by law. In signing the enrolment form the student and parents agree that Wesley College has the right to contact and send information to the parents concerning their child even after the student is 18 years of age.