The Code of Practice sets standards, policies and procedures that are fundamental to the way we work together. It also gives details of College facilities, sources of help and channels of communication. Its aims are to ensure that students and staff are treated fairly and equally, to maintain ethical and legal business and educational practices, to protect the good name of the College and its student body, and to ensure the smooth running of the College. All College staff and students are bound by the Code.

0.1 Code changes and improvements

The Code of Practice is a living, working document, subject to regular review and change by all that use it – staff and students. Anyone may recommend changes that will improve the Code. Students should recommend changes through their Student Council, and staff through routine meetings. All changes are subject to final decision by the Academic Board, which is made up of representative managers and Board Members of the College.

The current version of the Code of Practice is available on the College Intranet. Formal changes to the code are notified in the What’s New section of the College Intranet. A printed version of the code is issued in the College Diary printed at the beginning of each calendar year. Any changes since the last printed version are listed below. It is the responsibility of all staff and students to monitor What’s New, and to be aware of, and abide by, amendments to the Code.

The following sections have been amended since 1 January 2005, the date of the version of the Code available in the College Diary:

1.3 Privacy. Formalising method of student access to personal records.

6.5 Exemptions and recognition of prior learning. Clarification of credit transfer rules.

6.7 Subject outlines. New section

6.14 Assessment appeals procedure. Amendments

9 Grievances, Code breaches and appeals. Amendments

1 Fundamentals

1.1 College mission

To strive for excellence in business education, encouraging students to achieve their personal best;

To provide personalised tuition through experienced, qualified and dedicated staff;

To keep abreast of improvements and advances in technology, and offer programs relevant to current employment market standards.

1.2 Access and Equity

It is the policy of the College to provide equal opportunity for all persons regardless of race, national or ethnic origin, sex, marital status, family responsibilities, disability, age, or sexual, political, or religious beliefs. The College recognises that, by providing a learning environment and related support mechanisms which encourage all students to achieve their personal best, regardless of their background and personal circumstances, it will enrich the quality of its intellectual output and make it more relevant to society as a whole.

All staff and students at the College have responsibilities in fostering access and equity principles, many of which are required by legislation. For example:

Directors and Managers are responsible for fostering the implementation of best practice in access and equity matters by driving the goal and policy setting process, identifying barriers and strategies to overcome them, and developing and maintaining awareness of and participation in access and equity issues among staff and students.

Teachers, students and administrative staff are responsible for ensuring that they understand and implement the policies, and behave in a courteous, sensitive and non‑discriminatory manner when dealing with other staff, students and clients.

The College has long recognised the barriers that prevent or hinder various groups of people from achieving their full potential, and has established formal methods to address these.

1.2.1 Legal Framework

The College management, staff and students acknowledge their obligations under the following laws and charters, which are hyperlinked in the version of the Code on the Intranet:

The NSW Anti-Discrimination Act 1977;

The Commonwealth Racial Discrimination Act 1975;

The Commonwealth Sex Discrimination Act 1984;

The Commonwealth Disability Discrimination Act 1992;

The NSW Occupational Health and Safety Act 2000;

The NSW Charter for Equity in Education and Training;

The NSW Charter of Principles for a Culturally Diverse Society;

The Commonwealth Privacy Act 1988.

1.2.2 Formal mechanisms within the College

1 The College provides a variety of forms of access to all its courses through scholarships, bursaries, assistance with financial problems; deferred loans, mature age entry, flexible scheduling, recognition of prior learning, and credit transfer.

2 The College provides appropriate forms of support to facilitate the academic success and promote employment opportunities commensurate with the achievements of all students, regardless of background.

3 The College responds to the needs of students with disabilities by providing appropriate counseling, by endeavouring to ensure that facilities are accessible, and by making appropriate variations to teaching and assessment strategies.

4 Academic managers monitor, counsel and assist students at risk of not achieving the qualification or program in which they are enrolled.

5 Teachers provide additional counseling and/or tutorials to assist any student experiencing academic difficulties.

1.3 Privacy

All dealings between a student and the College are considered confidential. The College shall not disclose any identifiable information verbally or in writing to any party unless the student has given prior written authorisation to the College, or unless required by law.

A student may elect to sign a Confidentiality Declaration permitting the College to release academic, personal and any disciplinary information upon request by a parent, guardian or other nominated person. Confidentiality Declaration forms are available from Student Services at the time of enrolment, at Orientation, or at any time from Reception.

Students may access their personal records within a reasonable time by making a written request to the Registrar. Personal records comprise the Student Information System master, results and accounts files, rolls and student drop files.

Overseas students should note that the College is obliged to release information provided by them to Commonwealth and State Agencies.

1.4 Health and Safety

While accountability for health and safety at the College lies with the Board and Management, it is a shared responsibility of all staff and students, and is dependent on their commitment and co‑operation. The College ensures the health, safety and welfare of all staff, students and visitors by incorporating health and safety into all management systems and processes with the assistance of the College Occupational Health and Safety Committee. It gives priority to the allocation of resources to eliminate or minimise risk.

A summary of Occupational Health and Safety legislation relevant to the College is located here.

1.5 Emergency Evacuation

If there is a need to evacuate the building, students will be given directions by their teachers. You must use the stairs, not the lifts, and assemble at the North Sydney Oval grandstand. Do not leave the area until you are accounted for and advised of what action to take by a member of staff. Please study the evacuation floor plans on the notice boards.

1.6 First Aid

If you need first aid, or are feeling unwell, see Reception.

1.7 Suggestions and Feedback

The College routinely seeks feedback from students to improve its services, and your input will be important to the College. However, if you have suggestions for improving any aspect of College life at any time, or if you have a difficulty that normal methods don’t seem to be able to fix, send an e-mail to the Director, Mr Laurier Williams, at lwilliams@williams.edu.au. He will treat all messages in strict confidence.

2 College environment

We have worked hard to make your learning environment pleasant and tidy.

2.1 Toilets

Locations will be pointed out to you during orientation. Please use bins provided and clean up your spillages around sinks.

2.2 Eating and Drinking

Food and drink, other than bottled water, must not be taken into computer labs or classrooms. However, eating and drinking is allowed in the student common room at any time, and in rooms 1.2, 1.3 and 2.8 during lunchtime only.

2.3 Smoking

Smoking is not permitted anywhere inside the College building, or in the forecourt at the main entrance to the College building. Smoking is allowed at any time on the balcony off the student common room, and during lunchtime on the balconies off rooms 1.2, 1.3 and 2.8. Cigarette butts are to be disposed of in the trays provided, not in the flowerbeds.

2.4 Mobile Phones

Must be turned completely off during classes.

3 Standards of attendance, dress and behaviour

3.1 Attendance and Punctuality

Our College manages learning using the following competency-based methods:

On- and off-campus coursework: Class lectures, discussion, syndicate and practical work held on campus or at specially arranged external locations. Important elements in most subjects are participation in face-to-face group interaction, and informal assessment tasks undertaken individually or in a group.

External coursework: reading and research, assignments, projects, and a range of individual or group tasks.

Formal assessment tasks: formal tests, examinations and assessment tasks, including some group tasks, at least part of which must be carried out in the presence of the teacher or another assessor.

This method of teaching emphasises face-to-face and personal communication. It also means that your on-time, regular attendance is essential for your success and the formation of a good learning environment for you, your group and your teachers.

If you arrive late to a session, you create a disruption to other students and the lecturer. If you miss more than an isolated session, you will not be able to give your teacher the evidence needed to assess your competence – not just assessments and tasks, but also observation of your performance in class discussion, syndicate, practical and group work.

Your Director of Studies will counsel you if your attendance endangers your program of study. If you are having problems that are causing you to miss or be late for classes, you should take the initiative and make an appointment with your Director of Studies immediately to discuss the situation and work out a solution.

3.1.1 Attendance Requirements

Each subject teacher keeps a roll showing session time missed to the nearest 5 minutes. Time missed includes time late as well as part or whole sessions missed. If you miss more than 20% of the total class time in any subject, you will only be able to receive a Pass in that subject in the special circumstances given below. You cannot be awarded a Credit or Distinction grade. You will receive a letter warning you to monitor your attendance carefully if you miss more than 10%.

If you miss more than 20% of the total class time in any subject, you may only gain a Pass grade if you:

complete all assessment tasks, assignments and examinations satisfactorily, as determined by the teacher, and

are not excluded from the subject (see below).

3.1.2 Exclusion

A teacher may recommend for exclusion a student who is repeatedly absent or late if the teacher believes that

the student will not reasonably be able to catch up with the group, or

the continuing inclusion of the student will adversely affect the management of the group.

The recommendation will be determined by the Director of Studies and the College Director

3.1.3 Exceptional Circumstances

The College recognises that there are circumstances in which attendance is out of your control.

If you miss class time as a result of illness, you should submit a medical certificate. It must be signed by each teacher whose sessions you have missed at the first lesson after your return, before finally being handed in to Reception.

NOTE: Wherever possible, medical or dental appointments should be scheduled outside class hours or on Fridays, or in holiday times when classes are not held.

If you miss class time as a result of exceptional circumstances over which you had no control, you should explain the situation in writing on the day you return to the Director of Studies. If accepted, the Director of Studies will issue a letter of approval that acts in the same way as a medical certificate. It must be signed by each teacher whose sessions you have missed at the first lesson after your return, before finally being handed in to Reception..

If you miss more than 20% of the total class time in any subject as a result of these two circumstances, you may still gain a Pass grade provided you work co-operatively and proactively with the teacher and Director of Studies in following any alternative requirements set to allow you to complete the subject.

In exceptional circumstances, you may apply in writing for leave of absence or deferment of studies.

3.1.4 Special Rule Governing Overseas Students

If you are an overseas student, you must, under Immigration Department rules, average at least 80% attendance overall in order to continue in your course of study, or to be eligible to undertake any subsequent course of study in Australia.

3.2 Dress and Conduct

We expect you to dress and conduct yourself as you will in employment, whether in the College or nearby public areas. We share our building and locality with many other businesses. Your employment prospects are enhanced by the local business community being favourably impressed by your attitude, appearance and behaviour. These three measures – attitude, appearance and behaviour – will obviously form an important part of any recommendations we make to employers.

DRESS: We encourage you to develop a “dress sense” that is appropriate to a position in the area for which you are studying. The College dress code is simply that you dress as you would in business: as a minimum, that means collared shirt, trousers and business shoes for men (ties are optional) and appropriate dresses, skirts, business pants, blouses, and suitable shoes for women. The College will refuse students entry if they are unsuitably dressed. Unsuitable dress includes, but is not limited to, denim clothing, caps, shorts, runners, thongs, and beachwear.

CONDUCT: The following are prohibited at College:

Alcohol and drugs, other than drugs used medicinally;

Smoking, except in designated areas;

Loitering along the corridors or stairs while classes are going on;

Excessive, noisy or disruptive behaviour;

Delaying or misusing lifts (it is quicker to use the stairs!);

Entering premises in the building other than the College floors except on business;

Causing willful damage or littering;

Inappropriate use of Internet and Email.

A student suspected of misconduct will be suspended and reported to the Director for further action. A student causing willful damage or littering will also be responsible for costs of repair and/or cleaning.

3.3 Computer lab policies

3.3.1 Hours of use

1. Mondays to Fridays 8.30 am to 5.30 pm

2. Access may be available on Tuesday and Wednesday evenings when the College is being used for classes.

3. When a lab is in use by a scheduled class, students who are not part of the scheduled class may not use the lab.

4. A notice showing the availability of a lab will be posted on each lab door at the beginning of term.

3.3.2 Conduct in labs

5. Students must follow the direction of the teacher or supervisor of the lab.

6. Any student whose behaviour is considered damaging or dangerous to any equipment will be asked to leave the room. This includes taking food or liquids into the labs. Students may be liable for wilful damage to College equipment.

7. Any student whose behaviour is considered disruptive or inconsiderate of other students using the room will be asked to leave.

8. Any attempt to use the College computer system to harass others, either inside or outside the College, will result in the student’s program being suspended and/or police involvement, and locking of relevant files for further investigation.

3.3.3 Use of the Labs

9. Students using the lab for College-related tasks have priority over those using it for personal tasks.

10. Material inappropriate to a business environment shall not be viewed, stored or transmitted at any time on any computer.

11. Any attempt to access material for which a student is not authorised will result in the student’s education program being suspended.

12. No software is to be installed on any computer, nor modifications made which affect the operation or usability of the computers.

13. Individual folders are to be cleared out at the end of each college term unless needed for the following term’s work. A student’s folder is not to exceed 20mb.

14. Students with unreasonably large download rates, including unreasonably large email attachments, or using excessive paper when printing will be cautioned and may be charged for subsequent excess bandwidth or paper usage.

15. Students may not lock their computers for longer than 10 minutes.

16. Students undertaking activities that may run into the next period (e.g. downloading to their hard disks) must seek special permission from the teacher before starting the activity.

4 Support facilities

4.1 E-mail

All students are given a College e-mail address soon after they start. It is in the form: firstnamefamilyname@williams.edu.au. The e-mail address for John Smith would be: johnsmith@williams.edu.au. You will be shown how to access your e-mail, either at College or from home, during Orientation. We use e-mail to contact you rather than using paper memos or trying to find you in class, so please check your e-mail every day you are at College. You can also use e-mail to contact any College teacher or staff member.

4.2 Fees Payment

Fees may be paid by mail, or handed to reception. Cash, EFTPOS, personal cheques, Australia Post money orders, MasterCard, Bankcard or Visa are acceptable.

4.3 Identification Letters and Attendance Certificates

Letters of identification stating your name, address, program, start and finish dates may be requested from Reception for collection the next working day. Attendance Certificates for visa renewals can also be requested from Reception.

4.4 Intranet

Like most businesses, the College makes extensive use of its Intranet. We are progressively transferring most of our subject and information resources onto the Intranet, making them easier for everyone to access and much easier to keep up to date. You will be given the access password and shown how to access the Intranet, either at College or from home, at Orientation.

When you log on to the Intranet, always check the “What’s New” section first. Changes or additions to the Intranet and all important College information is summarised here, with links to more detailed information.

4.5 Lockers

Lockers are available for a charge of $15 per semester, including GST, and a key deposit of $30 per key. Two people may share a locker at no additional charge. Lockers must be vacated and left clean and the keys returned to Reception by the last day of the hire period.

Apply at the College shop on level 2 at lunchtime during the first week of each term.

4.6 Noticeboards

Noticeboards are located on each level and you should check the board appropriate to you for new information each day.

If you wish to place a notice on the board, you may use the Student Notices section of the boards. You do not need approval to do this but your notice must be in English, be inoffensive, and carry the date you put it up. Staff will periodically clear old and undated notices to keep the board current and interesting.

4.7 Phone, Faxes, Messages and Mail Telephone Messages

Telephone messages. Please note that urgent messages from relatives or employers will be passed on, but not social calls.

Country and overseas students may use the College as their mailing or fax address while they are settling in or finding permanent accommodation. Mail and faxes are held at Reception.

The College will send faxes for students. The fee is $1 for the first page and 50 cents per page thereafter for local faxes and $2 for the first page and $1 per page thereafter for international faxes, and will be sent as soon as practicable. If you wish to send a fax, please contact Reception.

4.8 Student ID Cards

You will be issued with your student ID card soon after you commence your program.

As well as for internal college use, your student ID card is also useful to you in obtaining student discounts, so you should carry it with you at all times. Your student ID card also carries your student number, which is used instead of your name on notice boards and in Intranet announcements to maintain privacy.

If you lose your ID card, you should notify the College immediately by reporting it to Reception and applying for a further card at a cost of $5.00.

4.9 Textbooks

Textbooks for each semester, or level, of your program are normally sold to you as a complete kit at the beginning of each six-month period of your program. You will be shown how this works at Orientation.

4.10 Transport Concessions

Transport concessions for public and private transport are available for full time students who are permanent Australian residents.

The College will issue the concession forms at Orientations and you will receive the concessions with your completed ID card.

4.11 Youth Allowance, Austudy and Abstudy

Youth Allowance, Austudy and Abstudy are available for eligible Australian residents. Information is available from Student Services at the College.

5 Student Council and student meetings

We have an active Student Council. Student Council representatives and weekly student meetings are a vital part of the College’s communication network, and important in managing the social side of College life.

WEEKLY STUDENT MEETINGS last about 20 to 30 minutes and will be used by your Director of Studies, Teachers and Student Council Representatives to discuss and take questions, make suggestions and contribute to College life, as well as to find out what’s going on. You will be advised of the time and place at Orientation.

THE STUDENT COUNCIL is made up of representatives from cohorts within each School of Study. Representatives are elected by secret ballot in the Home Room meetings at the beginning of each semester.

The objectives of the Student Council are to establish a clear working line of communication between College staff and students, to relay student problems and questions and to organise communication, student social functions and fund‑raising for facilities.

5.1 Student Council Constitution:

1. Objectives

1.1. To facilitate communication with College management and staff to represent the interests of students in all aspects of College life

1.2. To organise student social functions, fund-raising activities for approved purposes, and such other activities as are beneficial to the College and its student body.

2. Composition

2.1. The composition of the Council will be determined prior to each semester by the Academic Board, based on a fair distribution of representatives among the different cohorts within the student body.

3. Election

3.1. An election will take place at the first Home Room Meeting after the start of each College semester.

3.2. The Director of Studies, or his/her nominee, will conduct the election and act as Polling Officer. The meeting will elect one student to act as Scrutineer, and assist the Director of Studies

3.3. The Director of Studies will announce the number of Representative positions to be filled for six month terms. If the number of nominations exceeds the number of positions to be filled, there will be a secret ballot conducted as follows:

3.3.1. Voters will write the names of all nominees on a ballot paper and place their numbered preference votes (1, 2, 3…) beside the names;

3.3.2. The Director of Studies, or his/her nominee and Scrutineer will total the preference numbers for each nominee;

3.3.3. The available positions will be filled by those nominees receiving the lowest totals;

3.3.4. A tie-breaker ballot will be held if equal totals are received by nominees in a deciding position

3.4. The result of the election will be posted on the relevant noticeboards and the Intranet as soon as the counting is completed.

4. Student Council Executive

4.1. The Student Council Executive will consist of a President, Vice President, Secretary and Treasurer

4.2. The Executive will be elected at the first Student Council meeting after each Election

4.3. The Director of Studies, or his/her nominee, will conduct the election and act as Polling Officer. The meeting will elect one representative to act as Scrutineer

4.3.1. The Director of Studies will call for nominations. If more than one nomination is received for any position, there will be a secret ballot conducted under the rules in 3.3 above

4.4. The result of the election will be posted on the relevant noticeboards and Intranet as soon as the counting is completed.

5. Responsibilities

5.1. Student Representatives shall have the following responsibilities

5.1.1. To represent the students in their School of Study at Council meetings each week of term.

5.1.2. To participate in School Meetings once a week to relay Council information and discuss any matters arising from the Council meeting

5.1.3. To complete in the agreed time Council tasks and projects they agree to undertake

5.1.4. To maintain an open line of communication with their Director of Study and other College staff

5.1.5. To behave appropriately to their position as a role model to their peers

5.2. The President is responsible for maintaining the positive motivation and direction of the Council, ensuring it works within this Constitution. S/he will work collaboratively with the Executive, the Council and relevant College staff to set the agenda, conduct meetings and achieve the Council's objectives.

5.3. The Vice President will assist the President, and represent him or her when the President is unavailable.

5.4. The Secretary will keep written minutes of each Council meeting in a minute book, ensure that copies of the minutes are passed to the Director of Studies, for the distribution to the Academic Board. S/he will perform other administrative tasks as determined by Council.

5.5. The Treasurer will keep account of Council finances, presenting a statement of income and expenditure to the Council and the College Bursar once a month, and presenting the books of account to the Bursar for audit at the end of each term.

6. Removal from Council

6.1. A representative missing more than two meetings in a row without a reason that is acceptable to both a majority of Council and the Director of Studies will be replaced at an election to be held at the next available Home Room meeting.

6.2. Any member of the Executive may be removed by a two-third majority of Council

6.3. Any vacancy occurring on Council or the Executive will be filled by ballot as in clause 3 or 4 above at the first available meeting.

7. Approval for activities

7.1. The Council requires approval from the Academic Board for the following activities:

7.1.1. Those that involve the expenditure of Council funds

7.1.2. Those that will be conducted outside the College campus

7.1.3. Those that impact on College timetables or organisation

7.2. Other activities are to be arranged in consultation with the Director of Studies or his/her nominee.

7.3. The Council, not being a legal entity, shall make all contracts with outside parties through the College

8. Changes to the Constitution

8.1. Changes to this constitution may be made at any time with the agreement of a majority of Council and the Academic Board.

6 Academic standards and arrangements

6.1 What these standards cover

The standards and arrangements in this section apply to all Williams programs with the exception of the joint WBC/University of Canberra program. The WBC/UC program is conducted under arrangements detailed in the UC Handbook and related documents provided to students in the program.

6.2 Monday to Thursday Timetables

The College year is divided into four terms each of 10 weeks. Lectures and classes for core subjects are scheduled Mondays to Thursdays, and are taken and completed in one term. Some shorter subjects only take half a term, or 5 weeks. This means that timetables change completely at the beginning of each term, with a second, smaller change halfway through the term.

The Monday timetable is usually repeated on Wednesday, and the Tuesday timetable is usually repeated on Thursday. Subjects may be timetabled any time between 9am and 5pm Monday to Thursday and you may have two or more free study periods in your timetable. Individual draft timetables for each student are posted on the Intranet before the beginning of each term. You should check your draft timetable as soon as possible, and fill out a Timetable Query form available at Reception if you have any questions or problems. The final printed timetables are issued to you at Reception on the first day of each term or half-term.

6.3 Fridays

Fridays provide a free space during the otherwise fully-timetabled week for a variety of activities, such as:

Consultation between teachers and students where difficulties have arisen in a subject, or additional work is needed. If you are experiencing difficulties with subjects, your teacher will use Fridays to help you catch up.

Assignment and group project work

Work Experience.

Electives, Career Strategy seminars, and other College activities.

Teacher and staff professional development, curriculum development and subject preparation.

6.4 Degree subjects and Electives

Degree level subjects are usually timetabled between 6 and 9pm on week nights and between 9am and 4pm on Saturdays. Electives are usually timetabled on Fridays or between 6 and 9pm on weeknights.

6.5 Exemptions and Recognition of Prior Learning

If you wish to claim an exemption in a subject, you may do so by either claiming credit transfer or recognition of prior learning (RPL).

Credit transfer occurs when you can provide evidence that you have completed a subject equivalent to the one from which you are requesting exemption. You must provide both results documentation and a subject outline that establishes that you have the competencies covered by the Williams subject.

If you provide an AQTF qualification, you will automatically be granted an exemption for that qualification level. However, you may still be required to do subjects at or below your level of qualification if you do not have the underpinning competencies they contain that are prerequisite for higher level subjects.

If you provide a Statement of Attainment, you will automatically be granted an exemption for the relevant competencies. However, to be granted exemption for a whole subject you must establish that you have all the competencies covered by the subject, excluding lower-level foundation competencies.

Recognition of Prior Learning occurs when you have gained the competencies covered by a Williams subject other than by formal study, or when your formal study evidence isn’t detailed enough to provide evidence that you satisfy the performance criteria of our subject.

6.5.1 How to apply for exemptions

If you think you may be entitled to exemptions, you should go through the subject descriptions on the College website at http://www.williams.edu.au or at the back of the College Handbook and make an initial assessment of those from which you believe you may be exempt. Then tick the appropriate "yes" box on the enrolment application form to receive an Exemption Application Form.

Exemptions take time and effort to work out and should be applied for when you enrol. If you apply for exemptions after you enrol, or if you enrol within two weeks before your program commencement, the following rules apply:

Subjects in your first term at College: The College will accept an application for exemptions in any subject that starts at the beginning of your first term up to two working days before your program begins, but you must attend any subject for which you’ve applied for exemption until your exemption is determined. It may take up to two weeks to determine an exemption depending on the complexity of the issues involved. The Director of Studies will discuss these with you after application for exemption has been made. There is no reduction in fees for subjects exempted unless application is made at the time you enrol.

Subjects taken in subsequent terms: The College will accept an application for exemptions in any subject that begins after your first term of study only if your application is made at least four weeks before the term in which the subject is scheduled. There is no reduction in fees for subjects exempted in these circumstances.

6.6 Assessment

The College delivers its programs and assesses its students up to Advanced Diploma level using competency-based methods. This means that assessment of your levels of skill and knowledge is a continuing process through most of the subject you take. Assessment is by a combination of methods including assignment, project and group project work, observation and open and closed book assessments, so that the assessment process is spread over a period of time and a number of tasks. This helps you to identify those parts of a subject, which are giving you trouble, and get the feedback and direction you need to succeed in them.

In each subject, you must demonstrate that you meet the performance criteria and knowledge base needs that are spelt out in the subject outline. The outline also explains how the assessment process will work in that subject, and any special rules and deadlines that apply. The College’s general assessment rules are given below.

For their part, teachers will provide ample feedback on your development and advice and direction on how to gain your competencies, or gain higher Credit or Distinction levels over and above the standard Pass. The College grades its results, so that students who show talent and put in extra effort can have it formally recognised.

6.7 Subject outlines

A subject outline is issued at the beginning of each subject. It contains essential details of the subject content, depth and the competencies covered, and should be retained along with your final transcript and competency statement as proof of the work you have covered. Many educational institutions, especially universities, require copies of your subject outlines along with transcripts and competency statements if you apply for exemptions or advanced standing. The College charges a fee of $4.40 for the reissue of each subject outline.

6.8 Plagiarism

Plagiarism (comes from the Latin word plagiare, ‘Kidnap’) is any unacknowledged use of someone else’s writing or ideas, including published and unpublished material. It includes the use of any other student’s work, or work that a student has previously submitted for marking.

The College will not accept any work that is plagiarised. All material taken from other sources must be acknowledged through proper referencing. An assessment task that contains small quantities of plagiarised material will be returned to you unmarked for resubmission, and the maximum grade you can achieve will be a Pass. An assessment task that contains greater quantities of plagiarised material will be failed.

6.9 Late Submissions

Application for late submission of an assessment task should be made in writing and addressed to your teacher. You are required to state the reason/s for late submission of an assessment task and attach any supporting documentation.
Assessment tasks submitted after the due date and without proper approval will be subject to the following penalties:

Days Overdue		Penalty	Maximum Achievable Result
One	(1)	5%	95%
Two	(2)	10%	90%
Three	(3)	15%	85%
Four	(4)	20%	80%
Five	(5)	25%	75%
Six	(6)	30%	70%
*Seven (7) or more*		*Automatic Assessment Failure*	0%

Please note that Saturdays, Sundays and Public Holidays are counted within the penalty schedule above.

6.10 Class Participation

In every subject it is expected that all students will endeavour to participate and give their own input. This helps you to develop in the subject, and assists others by learning from your experiences. In some subjects, your class participation and contribution to discussions and activities will also be used as a measure of your performance by your teacher and is part of the performance criteria.

6.11 Private Study

All programs require students to do additional study, at home and/or at College on Fridays. The amount per week will vary according to the needs of each subject and your needs as an individual. By monitoring your own progress and by taking note of feedback and your own “feel” of each subject, you should be able to assess how much private study is needed, and which subjects require more time than others. You should discuss your private study patterns with your teachers, and make arrangements to see them periodically during their consultation times. As general rules, you should be spending more time on your “difficult” subjects than your easy ones, and total private study time during term should be between 5 and 15 hours per week.

6.12 Grades

Subject assessments are graded according to your performance. If you satisfy all your performance criteria, you are given a Pass (P) grade. A Credit [C] grading indicates above average performance and a Distinction (D) denotes exceptional performance. The criteria for Credit and Distinction grades vary from subject to subject and are given in the subject outline.

If you begin a subject but have not achieved a Pass or better grade by the time all the assessment tasks for the subject have finished, you will be given an Awaiting Result (Z) grading. This is a temporary grading that you and your teacher must resolve how to handle. There are three possible resolutions:

If you have shown evidence that you are competent in most areas, you can work with your teacher to undertake additional tasks, including assessment tasks, including assessment tasks, to gain a Pass grade. It is not possible to gain a Credit or Distinction after being given an Awaiting Result grade.

If you have had substantial difficulties with a subject, you will meet with the Director of Studies to determine the best way forward. This may be to repeat the subject, or, in some circumstances, to undertake a different subject that will allow you to satisfy your qualification requirements.

If you choose to do nothing, or if you are unsuccessful with the first two options, the subject will show a Fail (F) grading.

Other grades you may see are:

Exempt (E) = A subject exemption has been granted.

Incomplete (I) = The subject was begun but not completed.

Awaiting external mark (A) = All or part of the assessment is an external assessment for which the results have not yet been received.

Fail awaiting post (W) = You have failed your final assessment by a narrow margin and may undertake a second attempt (or post) assessment at the next available post examinations (normally held in weeks 2 and 7 of each term.)

6.13 General assessment rules

Assessment allows you to produce evidence that you have met the competency standards set down by industry so that the College can issue you with proof of that fact. As a result, the rules for assessment are similar to the rules of evidence in law; the evidence must be valid, reliable and all your own work.

It is important that you understand and follow these rules, as any breach of them during an assessment will result in a Fail grading. In addition, a student who appears to be deliberately breaking the rules will be suspended, and the Breach of Regulations section below invoked.

The assessor of any subject has authority to take such actions as are necessary to ensure the validity of the assessment.

A person may not undertake an assessment for another person, or allow another person to undertake an assessment for him or herself.

The work produced in an assessment task must be entirely that of the person being assessed. The work or input into the assessment task of any other parties must be explicitly acknowledged. Material from other sources, such as the internet or publications, must be referenced with author and site or publication name. Input from other students, as in a group project must be acknowledged and detailed.

The following rules apply in designated Desk Assessments. A Desk Assessment is a written assessment, conducted using paper or a computer.

In a paper based assessment, only paper, pens, pencils, rulers, calculators, erasers, liquid paper and any specifically permitted materials may be within your reach. When you provide your own paper or materials, they must be in original condition at the commencement of the assessment, with no other marks or writing on their surfaces. Dictionaries may be made available by the College for some assessments. No other resources, including electronic dictionaries, may be used.

In a computer based assessment, only the computer and such materials and software are permitted by the rules for the assessment may be within your reach.

You must have no other articles on your person or accessible which would assist in the exam unless specifically permitted by the assessor.

The assessment officially begins when the assessor begins to distribute the assessment papers. There must be no talking, communication or transmission between students from that time until all papers are collected or computer documents closed and the assessor announces that the assessment has concluded.

Reading of assessment papers, and writing or doing assessment work, may not begin until the instruction is given.

You may not leave the assessment room during the first or last 15 minutes of the assessment time, as this distracts other students at a critical time. If you leave the room at any time during the assessment you must hand in your work and may not return.

If you have any question during the assessment, you must signal the assessor by raising your hand. Unless provided for in the assessment rules, the assessor may not answer any questions about the assessment.

The penalty if found cheating during an examination will be an automatic fail in the subject.

6.14 Assessment Appeals Procedure

If you are given a Fail grading or are refused an exemption in a competency or subject for which you believe you can provide evidence that you are competent, you may appeal the assessment. Grounds for review exist where a student considers that a fail result or refusal to grant exemption was caused by either:

Failure of teaching staff to follow the requirements set out in the Subject Outline or Code of Practice, or
The subject Outline and/or other materials and instruction made available not providing adequate information to the student.

Students may not challenge results based on the grounds of academic judgement. An example of academic judgement includes judgements about marks allocated to students for particular assessment items.

There are three stages to the review process:

Stage 1: Initiation

A student should consult with the subject teacher and arrange to see and obtain feedback on the assessment. This stage ensures the student is aware of the relationship of the assessment to the Outline and any relevant competencies, and the rational behind the marking and the marking scheme.

Stage 2: Mediation

If after consultation and discussion with the teacher, the student wishes to take the matter further, the student needs to complete a Student Appeal Assessment Application. This application may be collected from Reception.

After completing the application form, the student lodges the form with the Director of Studies, who will then mediate between the teacher and student and decide either that the fail result stands or that the student may be reassessed and the conditions of that reassessment.

Stage 3: Appeal Review Panel

If the student is dissatisfied with the outcome of the mediation process, the student may lodge a request for an Appeal Review Panel to consider the case. Written notice should be given to the Director of the College, stating the reasons for the appeal and providing a summary of evidence upon which the appeal is based. The appeal will be heard within 10 working days by an Appeal Review Panel comprising the Director, an independent qualified vocational assessor and trainer qualified to teach in the subject or competency the assessment for which is being appealed, and an independent professional dispute resolution mediator. The Panel will take evidence from the student and parties brought by the student, and may call for evidence from any other parties it thinks fit. The costs of the independent assessor/trainer and the mediator will be paid by the appellant and/or the College as determined by the mediator. The mediator’s written decision will be final and binding on all parties.

6.15 Transcripts

A transcript is a document listing the subjects you have undertaken and the grades achieved. A final transcript of your results will be issued to you automatically after you complete your program. Final transcripts are normally issued during the second week after program completion, but will take longer if external assessment marks have to be included, or if any subjects are still Awaiting Results.

A record of your results and the status of your subjects are available on the Intranet and a final, formal transcript is issued automatically on completion of your program. Formal interim transcripts, or the reissue of a final transcript, may be applied for at Reception or in writing for a fee of $5.00 per transcript.

6.16 Competency Statements

A Competency Statement details the competencies you have achieved from all your subjects passed, and will be issued automatically with your final transcript. In most cases, one subject is made up of a number of related competencies. The Competency Statement gives only the official code and title of each industry-based competency you have achieved. These competencies are nationally recognised by employers and other education institutions. Reissue of a final competency statement may be applied for at Reception or in writing for a fee of $5.00 per statement.

6.17 Qualifications

A qualification is the Certificate, Diploma or Advanced Diploma you are awarded upon successful completion of a program. The requirement for the issue of any qualification is that you prove your competence in a Package of competencies set down by the relevant Industry Training Body. The College, as a Registered Training Organisation, uses the Packaging Rules of the Industry Training Body to develop the subjects that make up your qualification. Details of the Industry Training Bodies, packaging rules and competencies are available on the Net at the National Training Information Service at http://www.ntis.gov.au/. Qualifications relevant to your program are issued automatically upon successful completion. Reissue of these documents may be applied for at Reception or in writing for a fee of $30.00.

6.18 Progress Reports

A report on the current status of your subjects, including results, is available on the intranet on the Your subjects link. Where the fees for your program are paid by another person, a paper copy of this report may be posted to them after the end of each term if you have given us a signed Confidentiality Declaration. You and your fee-payer are encouraged to discuss your report with the Director of Studies.

6.19 Graduation Ceremonies

The College pays tribute to its departing students at Graduation Ceremonies held each semester. All graduating students will be invited to attend, and may invite a limited number of friends and relations to attend this important event in their education. In addition to the presentation of qualification awards, presentations are made of awards for outstanding effort and Study Awards. Details of Graduation Ceremonies will be posted on all notice boards and the Intranet.

7 Changes from the standard program

A standard program is one, which is delivered exactly as specified in the College Handbook or on the College Website. This is the program the College contracts to deliver to you. However, variations are often needed or desirable. The variations are listed here. In all cases, unless otherwise noted, your first step is to discuss the change with the Director of Studies, after which a form must be completed to formally request the change.

7.1 Second and Subsequent Programs

Students may study a second or subsequent full time program with the College, and special fees are available for such programs. Where an earlier program was not completed to award standard, the approval of the College Director must be obtained. In most cases, a second program will result in many exemptions due to subjects common with the first program, and the scheduling of the program must be discussed with, and approved by, the Director of Studies.

7.2 Electives and Additional Subjects

You are encouraged to undertake elective programs and additional relevant subjects while you are at College, as these enhance your employability. Their availability depends on when they are offered and your own timetable requirements. Information on when they are offered is available on the Intranet, but you are encouraged to let the Director of Studies know your wishes and apply for the electives or subjects well in advance.

7.3 Change of Program or Program Level

You may, with the agreement of the Director of Studies, transfer to a different program. If you transfer to a lower level of your current program, you also require the agreement of the Director.

7.4 Deferment of Studies or Leave of Absence

In exceptional circumstances only, you may apply for leave of absence or deferment of your studies. Leave of absence is approval to miss up to 20% of your studies in a subject or subjects. Deferment is approval to defer one or more terms. Application must be to the College Director through the Director of Studies, and must give your reasons and any supporting evidence. The decision is the sole discretion of the College Academic Board and will particularly take into account the abilities you have already shown in your program, and the impact of any delays on timetabling, delivery and assessment of subjects. Leave or deferment must be applied for immediately you become aware you will be absent from classes. It will not be granted if applied for after the period of absence.

At no time are you to make arrangements for leave before you have approval from the Director Of Studies.

7.5 Discontinuation - Including Transfer to Another Institution

If you need to discontinue your program, you must write a letter addressed to the Director of Studies explaining the situation. The Director of Studies will then contact you to make further arrangements.

8 How to get help

8.1 Teacher Consultations / Tutorials

It is often difficult to find time to talk with your teachers during or after a class on Mondays to Thursdays, as these are fully occupied with teaching. Yet it is important that you regularly discuss your subject work, especially if you are having difficulties. The session from 4 to 5pm Mondays to Thursdays is used to overcome this problem. If you are having any difficulties understanding a subject, or with the language, literacy, numeracy or underlying skills required to understand it, you should arrange for a meeting during this time with your teacher. Sometimes, when a group of students is having difficulties, the teacher will call a special tutorial during this session.

8.2 Counselling

If you are having difficulties or need help for any reason, you should seek it as quickly as possible. Depending on the nature of the problem, the following steps are suggested:

If the problem is with a specific subject, see the subject teacher. If there is still a problem, make an appointment to see the Director of Studies.

If you are seeking the answer to a general question, check this Code of Practice first. If there is still a problem, talk with a teacher who will either help you directly or point you to someone who can.

If a personal or academic problem is affecting your studies generally, arrange a meeting with the Director of Studies.

If you cannot resolve your problem by any of these means, you should send an email to the Student Services Director, Linda Williams at mailto:lindawilliams@williams.edu.au. She will arrange a meeting with you as soon as practicable.

8.3 Career Strategies, Work Experience and Employment Assistance

Your transition from College to work is managed by the College’s Career Success Program (CSP). It has three phases:

The Career Strategies subject module is normally undertaken during the second-last term of your program. Details of the subject are on the College Website. It helps you to prepare a resume, practice interview techniques, and understand the CSP objectives. It is necessary to gain a Pass grade in this subject before moving on to the second phase.

The Work Experience phase occurs during your last term at College, or during the last term of your Advanced Diploma if you are continuing on to the Degree level. The CSP Co-ordinator works with you to select and gain entry to a minimum of 5 days work experience in a workplace that is relevant to your program and, provided you have clear and realistic plans, one that is also relevant to your aspirations.

Hospitality students undertake the Career Strategies subject module during close to the beginning of their programs so as to be able to undertake work experience and part time work earlier in their programs.

The Employment Assistance phase begins before you leave College and may continue for several months after you leave, if needed. The CSP Co-ordinator tracks students about to complete their programs and employment opportunities that are presented to the College, and works to match the two.

Details of Work Experience and Employment Assistance vary depending on your school of study and will spelt out to you during your Careers Strategies module.

9 Grievances, code breaches and appeals

9.1 Grievances

Assessments: A grievance about the outcome of an assessment requires a formal appeal – see 6.14 Assessment Appeals Procedure.

Student grievances and complaints: In the first instance, students should try to resolve the issue directly with the relevant staff member, or by raising the issue with a Student Council Representative. If the outcome is not to their satisfaction, they should arrange to see the Director of Studies if the grievance is about an academic matter, or the Director or Student Services Director if the grievance is about any other matter. Any of these three people will try to resolve the matter with the student directly, but if the outcome is still not to the student’s satisfaction it may be appealed (see appeals section below).

Staff grievances and complaints: Teachers may raise grievances, as they feel appropriate, (a) at routine teacher meetings, and/or (b) with the Director of Studies for academic issues, and/or (c) with the Director or Student Director for non-academic issues. Non-teaching staff may raise grievances with the Bursar, Director or Student Director. If the outcome is still not to the staff member’s satisfaction it may be appealed (see appeals section below).

9.2 Breaches of the Code

A student who breaches the Code of Practice will first be counselled by the Director of Studies. A staff member who breaches the Code of Practice will first be counselled by the member of the Academic Board to whom he or she ultimately reports. Depending on the seriousness or frequency of the breach, the student or staff member may be warned, warned in writing or suspended. Once a suspension is in effect, the College Director will be notified and will initiate a meeting or meetings with the student or staff member, a nominee of the student or staff member, and any other relevant persons, and will determine any subsequent action. This determination may be appealed (see appeals section below).

9.3 Appeals

Note: For assessment appeals, see 6.14 Assessment Appeals Procedure.

The outcome of a grievance or breach of regulations under the sections above may be appealed by giving written notice to the College Bursar, stating the reasons for the appeal and providing evidence, or a pointer to evidence, upon which the appeal is based. The appeal will be heard within 10 working days by the College Academic Board, who will take evidence from the student and parties brought by the student, and who may call for evidence from any other parties it thinks fit. The Academic Board will provide the appellant with a written statement of the appeal outcomes, including reasons for the decision.

The appellant may further appeal this outcome to an independent professional dispute resolution mediator whose costs will be paid by the appellant and/or the College as determined by the mediator. The mediator’s written decision will be final and binding on all parties.