Privacy Collection Notice
Privacy Collection Notice (Enrolments)
We collect personal information from students, parents, prospective parents, job applicants, staff, volunteers and others including alumni, contractors, visitors and others that come into contact with the school.
The Illawarra Grammar School uses and manages personal information provided to or collected by it.
The School is bound by the requirements of the Commonwealth Privacy Act 1998 and the 13 Australian Privacy Principles as well as the requirements of the Health Records and Information Privacy Act 2002 (NSW), The 13 Australian Privacy Principles can be viewed at the website of the Office of the Australian Information Commissioner https://www.oaic.gov.au
This document also describes:
- Who the School collects information from;
- The types of personal information collected and held by the School;
- How this information is collected and held;
- The purpose for which this personal information is collected, held, used and disclosed;
- How to gain access to your personal information and seek its correction;
- How to complain or inquire about our collection, handling, use or disclosure of your personal information and how your complaint or inquiry will be handled;
- Whether we are likely to disclose your personal information to any overseas recipients;
How we collect personal information
How we collect personal information will largely be dependent upon whose information we are collecting. If it is reasonable and practical to do so, we collect personal information directly from you.
Where possible the school has attempted to standardise the collection of personal information by using specifically designed forms (e.g. an Enrolment Form or a Health Information Disclosure Form). However, given the nature of our operations, we often also receive personal information by email, letters, notes, over the telephone, in face to face meetings, through financial transactions and through surveillance activities such as the use of CCTV security cameras or email monitoring.
We may also collect personal information from other people (e.g. a personal reference) or independent sources (e.g. a telephone directory), however we will only do so where it is not reasonable and practical to collect the information from you directly.
Sometimes we may be provided with your personal information without having sought it through our normal means of collection. We refer to this as “unsolicited information”. Where we collect unsolicited information we will only hold, use and/or disclose that information if we could otherwise do so had we collected it by normal means. If that unsolicited information could not have been collected by normal means then we will destroy, permanently delete or de-identify the information as appropriate.
- Any information that we collect is used to provide educational services and discharge a duty of care.
- If the required personal information is not collected this may result in an enrolment not proceeding.
- The School will only use personal information that is reasonably necessary for one or more functions or activities (the primary purpose) or a related secondary purpose that would be reasonably expected by you, or to which you have consented.
In relation to personal information of students and parents, the School’s primary purpose of collection is to enable the School to provide schooling for the student. This includes satisfying both the needs of parents and the needs of the student throughout the whole period the student is enrolled at the School.
The purposes for which the School uses personal information of students and parents include:
- To keep parents informed about matters related to their child’s schooling, through correspondence, newsletters and magazines;
- Day-to-day administration;
- Looking after students’ educational, social and medical wellbeing;
- To satisfy the School’s legal obligations and allow the School to discharge its duty of care;
- Seeking donations and marketing for the School.
Personal information is disclosed only if one or more of the following apply:
- you have consented;
- you would reasonably expect us to use or disclose your personal information in this way;
- we are authorised or required to do so by law;
- disclosure will lessen or prevent a serious threat to the life, health or safety of an individual or to public safety;
- where another permitted general situation or permitted health situation exception applies;
- disclosure is reasonably necessary for a law enforcement related activity.
The School will not send personal information about an individual outside Australia without:
- Obtaining the consent of the individual (in some cases this consent will be implied)
- We have satisfied ourselves that the overseas recipient is compliant with Australian Privacy Principles, or a similar privacy regime.
- The School may also store personal information in the ‘cloud’, which may mean that it resides on servers, which are situated outside of Australia.
If you would like further information about the way the School manages the personal information it holds or wish to complain if you believe the School has breached the Australian Privacy Principles, please contact the School at http://www.tigs.nsw.edu.au/contact-us. The School will investigate any complaint and will notify you of the making of a decision in relation to your complaint as soon as is practicable after it has been made.
You can contact us about this Policy or about your personal information by:
- Emailing: firstname.lastname@example.org
- Calling 02 4220 0200
- Writing to the Compliance Manager, PO Box 225 Figtree NSW 2525
Conditions of Entry
The terms and conditions of enrolment are listed below:
To be able to process the application, all sections of the Application for Enrolment form must be completed and returned to the School, together with the non-refundable Application Fee of $175.00 per application.
- The School requires all applicants and their parents/guardians to attend an interview prior to enrolment.
- The School will inform the parents/guardians in writing of the outcome of the student’s application. Successful student’s will be provided with a Letter of Offer and be required to return the Letter of Offer together with the non-refundable Enrolment Fee of $1750.00.
- Once a student has been accepted and the Enrolment Fee paid, the student will be deemed to be enrolled.
- Parents/Guardians agree to support the Mission and Values of the School and to abide by all school policies and procedures. The TIGS Statement of Mission and Values and relevant policies and procedures are located on the School’s website (tigs.nsw.edu.au).
3. School Accounts
- Tuition Fees are billed annually. Payment of these fees are due and payable under the Terms and Conditions on the Schedule of Fees which forms part of this agreement. The School’s method of payment is by Direct Debit. Other payment options are available by agreement.
- All planned absences outside school holiday periods, must be notified in advance to the Principal by completing the Application for Extended Leave-Vacation/Travel form (available on OLLE). In exceptional cases, an application may be made to the Principal for remission of fees due to planned absences.
- The Principal may authorise particular expenditure (for example medical expenses, school materials) to be billed to family accounts.
- Parents/Guardians may be responsible for payment for avoidable breakage or damage to School property caused by a student.
- Parents/Guardians are required to advise the School of emergency contact details for students. In the event of an accident or incident where it is impractical or not possible to communicate with a parent/ guardian, the Principal may authorise medical or other treatment considered necessary by a medical authority.
- Parent/s/Guardians are required to advise the school of any specific needs or disabilities that may impact on the student’s ability to fully participate in the curricular or co-curricular programmes provided by the School or any special talents, which the School may need to accommodate. This must be disclosed to ensure the School is able to meet the student’s educational needs.
5. Withdrawal of a Student
A full term’s notice must be given in writing to the Principal of withdrawal of a student. No other forms will be accepted. If this is not adhered to, a full term’s fees will be charged.
6. Exclusion from School
- The School reserves the right to exclude any student permanently or temporarily at the sole discretion of the Principal. This may occur if this action is in the interest of the student or for the good of the School. This right extends to nonpayment of School
- Exclusion from the school can also occur if the School believes that a mutually beneficial relationship of trust and cooperation between a parent and the School has broken down to the extent that it adversely impacts on that
Conditions of Entry - Business Notice (International)
The terms and conditions of enrolment are listed below:
- The School will require any proposed student to attend an interview with a nominated agent of the School in the student’s home country, or with a nominated person from the School if the proposed student presently lives in
- Application must be lodged with a non-refundable Application Fee of $A175.
- An Enrolment Fee of $A3,000 is payable upon acceptance and is required to be paid in order to accept the offer of a place with the No refund of this fee is possible. Payment of this fee will secure the placement of the student in the School.
- International students are required to lodge a Capital Deposit of $A2,000 with the School. This deposit is refundable on written request when a student leaves the School, subject to all financial commitments having been settled and the required notice of withdrawal being given. If not claimed within 6 months of a student leaving, the deposit will be transferred to School funds as a deemed
- The initial fees, as outlined in the Letter of Offer, are payable on confirmation of enrolment. The School will not require more than 50% of the course tuition fees to be paid prior to course commencement, except for courses of 24 weeks or less duration where 100% of tuition fees are required.The School will refund within 28 days of the receipt of written notification of cancellation by the student (or parent(s)/legal guardian if the student is under 18), tuition fees paid by or on behalf of the student, less the amounts to be retained as agreed and detailed below:
- If written notice is received up to 28 days prior to the commencement of the course, the School will be entitled to retain an administration
- If written notice is received less than 28 days prior to the commencement of the course, 70% of the course fee will be
- In the event of withdrawal of a student during the first year of attendance, no refund will be made. Under exceptional unforeseen circumstances, further fees may be refunded on application to and at the discretion of the Principal.
- Once a student is enrolled at the School, at least three (3) calendar months notice of withdrawal must be given in writing to the In default of such notice a full semester’s fees will be charged.
- All fees must be paid in Australian Refunds will be reimbursed in Australian dollars and the payment sent to the applicant’s home country unless otherwise requested. Refunds will be paid to the person who enters into the written agreement. Refunds will be processed within 28 days of receipt of written claim.
- The School will refund within 28 days tuition fees paid where the student produces evidence that the application made by the student for a student visa has been rejected by the Australian immigration authorities.
- If a visa application is rejected before the student commences the course:
The amount of the refund is the fees paid by or on behalf of the student, minus the lesser of the following amounts that will be retained:
– 5% of the amount of fees received (tuition fees, non-tuition fees);
- If a visa application is rejected after the student has commenced the course:
The amount of the refund is any unused tuition fees paid by or on behalf of the student.
- If a visa application is rejected before the student commences the course:
- In the event that a Homestay and/or Guardianship placement has been made, a cancellation fee will apply, being the accommodation placement fee, plus the first two (2) weeks’ homestay and/or guardianship
- Activity Fees, Facility Fee and other fees are non-refundable. OSHC, if paid by the school on behalf of the student, will be refunded on a prorata basis.
- If the student changes visa status (eg. becomes a temporary or permanent resident) he/she will continue to pay full international student fees for the duration of that year.
- The School Council has delegated to the Principal the right to terminate the attendance of any student whose lack of progress or whose conduct, attendance, punctuality or any other pattern of behaviour is, in the opinion of the Principal, an embarrassment to the No reason need be given for such termination.
- Where a student’s enrolment is cancelled for any of the following reasons, a cancellation fee of 100% of the current semester fee is applicable.
- Failure to maintain satisfactory course progress (Visa condition 8202)
- Failure to maintain satisfactory attendance (Visa condition 8202)
- Failure to maintain approved welfare and accommodation arrangements (Visa condition 8532)
- Failure to pay course fees
- Any behaviour identified as resulting in enrolment cancellation in accordance with The Illawarra Grammar School’s Whole School Discipline
- All planned absences outside school holiday periods, must be notified in advance to the Principal by completing the Application for Extended Leave-Vacation/Travel form (available on OLLE). Absence from School during the whole or any part of a semester will not in itself be any foundation for a claim about remission of fees, in whole or part. Only under very exceptional circumstances will the School consider on its merit any special case that may be placed before the Principal.
- Fees are billed at the commencement of each year. These fees must be paid to The Illawarra Grammar School prior to the commencement of the semester in accordance with the due date stated on the Interest will be charged on over-due accounts. The School is authorised to incur expenditure for such items as emergency medical and dental expenses and to make such purchase of books, stationery, clothing, medicine, etc, and to advance such costs from time to time as the School considers necessary.
- Students must participate in the School’s homestay programme unless accommodation with a relative is approved by the Department of Home Affairs. Homestay families nominated by the student will be subject to approval under the School’s Welfare and Accommodation Selection, Screening and Monitoring Policy.
- The Rules and Regulations of the School in force from time to time shall be duly observed by a student and his/her parents or This includes the wearing of the proper school uniform to and from school at all times.
- In the event of injury or illness to the student necessitating urgent hospital and/or medical treatment including injections, blood transfusions, anaesthetics and the like, and if the parent or guardian is not readily available to authorise such treatment a responsible person of the School staff is hereby empowered to give the necessary authority for such treatment without the School or such person incurring any legal liability to the parent or guardian or student in so doing.
- Any default by the School will be covered by the provisions of the ESOS Act 2000 and the ESOS regulations 2001 (as amended). These include:
- If for any reason the School is unable to offer a course, a full refund of fees paid will be made within 14 days of notification of course cancellation.
- If for any reason the School is unable to continue offering a course after commencement, a refund of the unused tuition fees paid by or on behalf of the student will be made within 14 days of notification of course
- The student will be provided with a statement explaining how the refund has been calculated.
- The registered provider’s dispute resolution processes do not circumscribe the student’s rights to pursue other legal remedies. This agreement, and the availability of complaints and appeals processes, does not remove the right of the student to take action under Australia’s consumer protection