Overseas Students

Modes of study

Students are required to attend Caulfield Grammar School’s course face-to-face in school facilities on campus. Depending on course components, a student’s course may also include:

• Online learning in class time or after school hours
• Approved excursions or field trips
• Approved work experience program
• Approved community service
• Outdoor education activities
• Approved studies that contribute to a student’s enrolled course but are delivered by another approved provider (a maximum of 25% of the student’s course may be delivered through this mode).

Third party education arrangements

The school offers access to a range of language courses through the Victorian School of Languages.

Equipment and learning resources

In addition to the school facilities and resources made available to students during their time at Caulfield Grammar School, the school requires students to purchase a range of resources depending on the subjects that they elect to study. Each year a booklist is published and sent to families to complete an online order through our supplier, Campion. These booklists are available by year level and carefully put together by our Learning Area Leaders and Heads of Teaching and Learning at each campus.

In addition to specific textbooks or eBooks for subjects, students may need to purchase:

• An Oxford Australian pocket dictionary
• USB storage devices
• Stationery-ruler, pens, pencils, eraser, sharpener, compass, protractor, glue stick, etc.
• Graphics calculator for mathematics
• Note/exercise books- recommended one per subject
• Graph paper for mathematics
• Grid paper if studying Chinese
• Art pack if studying art
• Ear phones if studying music
• Appropriate academic and sport uniforms

In addition to the booklist, students from Years 7-12 are required to purchase a device, a laptop of choice, for use in their classes.

It is recommended that devices are brought to school in protective cases with security locks activated.

The cost of a laptop is dependent on the device selected, an indicative cost of a laptop is $1,500 to $3,000.

The indicative cost for booklists is between $500 and $1,000.

These lists are subject to change as denoted and some items are optional.

Child safe school

Child safety

Caulfield Grammar School aspires to have all students who attend the school feeling and being safe. The welfare of the children in our care will always be our first priority and we have a zero tolerance for child abuse.

The school regards its child safety responsibilities with the utmost importance and as such, is committed to providing the necessary resources to ensure compliance with all relevant child safety laws and regulations and maintaining a child and youth safe culture.

Our Child Youth Safe Strategy

Caulfield Grammar School is committed to the effective implementation of our Child Youth Safety Strategy and ensuring that it is appropriately reviewed and updated. We adopt a risk management approach by identifying key risk indicators and assessing child safety risks based on a range of factors including the nature of our school’s activities, physical and online environments and the characteristics of the student body. Our Child Youth Safety Strategy relates to all aspects of protecting children from abuse and establishes work systems, practices, policies and procedures to ensure child and youth safety.

Children’s Views on Safety

Caulfield Grammar School encourage children to express their views. We listen to their suggestions and concerns, especially on matters that directly affect them. We actively encourage all children who use our services to ‘have a say’ about things that are important to them. We teach children about what they can do if they feel unsafe. We listen to and act on any concerns children, employees or community members raise with us regarding child and youth safety.

Valuing Diversity

We value diversity and do not tolerate any discriminatory practices. To achieve this, we:

• promote the cultural safety, participation and empowerment of Aboriginal children and their families
• promote the cultural safety, participation and empowerment of children from culturally and/or linguistically diverse backgrounds and their families
• promote the cultural safety of children regardless of sexual orientation
• welcome children with a disability and their families and act to promote their participation

Reporting Child Safety Concerns

Our Child Youth Safe Strategy provides detailed guidance as to how to identify key risk indicators of child abuse and how to report child abuse concerns to one of our school’s nominated Student Contact Officers/Heads of Campus.

It also contains detailed procedures with respect to the reporting of child abuse incidents to relevant authorities.

Employees, Third Party Contractors, External Education Providers, Homestay Providers, Volunteers, Students, Parents/Guardians and other community members who have concerns that a child may be subject to abuse or grooming are asked to contact the Senior Contact Officer, CGS Vice Principal, by phoning 03 9524 6262.

Accommodation and Welfare

Boarding

Boarding is available at Caulfield Campus from Year 9 and is provided seven days per week during the school term with boarding fees applying. The Boarding House closes on the last day of the school term and re-opens on the day prior to each term commencing. One exeat day (student free day) occurs each term (usually on a Monday) and the Boarding House closes on these weekends.

Where students live and the quality of their living conditions will affect their stay in Australia. Prospective students should carefully consider all available options. Caulfield Grammar School’s Admissions Team will be able to provide assistance in making a choice best suited to your child’s needs.

Children can board at the school’s Caulfield Campus where accommodation is provided for approximately 100 students from country Victoria, other states of Australia, and overseas. The Head of Boarding, the Deputy Head of Boarding, their families, and residential staff ensure boarders are helped to feel secure in a supportive and caring environment. Children share recreation and dining facilities but are accommodated in separate boarding houses. Staff ensure proper supervision of all living arrangements, including meals, social activities and study times. Caulfield Grammar School is one of very few schools in metropolitan Melbourne (and the only member of the Victorian Association of Public Schools) to offer boarding facilities to both girls and boys – sisters and brothers, making it a convenient choice for families.

Homestay and Caregivers

Caulfield Grammar School has an obligation under the ESOS Act and the National Code of Practice 2018 to ensure all overseas students have appropriate accommodation and welfare arrangements in place for the entire period the student is enrolled at the school.

Students must have acceptable arrangements for their accommodation, support and general welfare for the duration of their student visa. Students have three options. They may either:

1. Live in Australia with their parent or legal custodian or;
2. Live in Australia with a Department of Immigration & Border Protection (DIBP) approved relative over 21 years of age who is nominated by their parent or legal custodian or;
3. Live in Australia under a welfare arrangement that has been approved by Caulfield Grammar School.

Option 1

If the student’s parent or legal custodian is providing welfare for the student during the student’s stay in Australia, this should be indicated on the School Application for Enrolment form and the visa application form. A parent, legal custodian or relative who will be the student’s guardian may apply for a Student Guardian Visa and stay in Australia as the student’s primary carer.

In this instance the school does not issue a Confirmation of Accommodation and Welfare (CAAW) letter and is not responsible for approving the student’s accommodation, support and welfare arrangements for the duration of the student’s visa.

Option 2

If a DIBP approved relative is providing the welfare and accommodation for the student during their stay in Australia, the student’s parents and/or legal custodians will need to give their permission for this arrangement and the relative must be nominated on the School Application for Enrolment form and the visa application form and be one of the following:

Brother or sister, stepbrother or stepsister, step-parent, grandparent, step-grandparent, aunt or uncle, step-aunt or step-uncle, niece or nephew, step-niece or step-nephew, spouse; and also be aged over 21 years of age, be eligible to remain in Australia until the student’s visa expires and be of good character.

In this instance the school does not issue a Confirmation of Accommodation and Welfare (CAAW) letter and is not responsible for approving the student’s accommodation, support and welfare arrangements for the duration of the student’s visa.

Option 3

If the school is responsible for approving the student’s welfare and accommodation arrangements, the school issues a CAAW letter, which gives an undertaking to approve appropriate accommodation, support and welfare arrangements for the student for the duration of the student’s visa.

Approved appropriate accommodation is:

1. Caulfield Grammar School Boarding House – OR
2. Home stay arranged by Caulfield Grammar School through its community of carefully screened homestay providers, or arranged by the school through its contracted homestay accommodation agency Australian Homestay Network (AHN).
3. Approved welfare and support of the student is arranged by Caulfield Grammar School through its nominated caregivers, or arranged by the school through its contracted student support and counselling agency ISA Guardian & Welfare Services, which provides paid additional support, counselling and translation services to assist with communication to students, school staff, parents and legal guardians.

Important to note that with Option 3, the school is ultimately responsible for the student’s welfare and accommodation if the student has entered Australia on a student visa under a Caulfield Grammar School CAAW document.

ISA Guardian & Welfare Service, Suite 20/Level 1 – 108 Bourke Street, Melbourne, 3000
www.studentguardians.com
info@studentguardians.com

Orientation

Overseas students are invited to attend a number of orientation events, with the first of them held in November in the year prior to their commencement. This is a good opportunity to meet other students and key staff.

An orientation session is held on the day prior to school commencing to again welcome and familiarise each student with key staff, room locations and essential items required for a smooth transition and successful start the following day.

For boarding students, orientation commences in the two to three days prior to term one, commencing with in-house activities and information sessions for both parents/guardians and students for their smooth transition into the school. Parents and guardians are invited to spend an overnight session in the boarding house with their students to experience life first-hand as a boarder.

Early in term one, all overseas students (including new and existing students) are invited to attend a weekend Orientation camp to continue the familiarisation of expectations of studies and activities at Caulfield Grammar School. Many good friendships are consolidated during this fun weekend – an experience not to be missed!

Throughout term one, both the Head of House and the Overseas Student Coordinator closely oversee the daily progress of each student to ensure they are transitioning well into their busy lives at Caulfield Grammar School.

Pastoral support

Student Support Services:

• The Overseas Student Coordinator and Head of House.
• All students commencing at the school become a member of a House.
• All boarding students are members of Morcom Boarding House.
• Students commencing at Wheelers Hill Campus will join one of the five day houses.
• Students commencing at Caulfield Campus will join one of the six day houses.

Pastoral care for the overseas students is overseen by both the Overseas Student Coordinator and the Head of House at each senior Campus.

The Overseas Student Coordinators are key staff members in charge of the pastoral care of overseas students whilst studying at Caulfield Grammar School. During the orientation process the Overseas Student Coordinator is identified to the families, caregivers and students and key information is provided relevant to their successful transition to studying in Australia and at the school.

The Overseas Student Coordinator works in close association with the Head of House to provide ongoing academic and pastoral support to the student, parents and caregivers.

All teaching staff involved with international students are briefed by the Overseas Student Coordinator as to their involvement and the requirements of an overseas student, including obligations concerning attendance, counselling and academic progress.

The student support services at Caulfield Grammar School are designed to ensure students are provided with appropriate support and strategies to address any identified issues.

The student support network includes:

• Heads of House
• Overseas Student Coordinator
• Boarding House staff
• Class Tutors
• School Counsellors
• Chaplains
• Health Centre Coordinators
• Special education staff
• Careers Counsellors
• Heads of Teaching & Learning

The Overseas Student Coordinator and Head of House will also monitor daily attendance and academic progress of each student to ensure non breach of visa conditions. Early intervention and counselling is provided to the student, caregiver/parent by the Overseas Student Coordinator and Head of House to ensure the student is continually aware of their obligations under their student visa.

Caregivers and parents are encouraged to contact either the Overseas Student Coordinator and Head of House with any concerns or issues they have in relation to the progress of their child at school.

The Overseas Student Coordinator oversees the caregiver and accommodation arrangements of international students to ensure the care and safety of each student at all times.

House System

While pastoral care is integrated into every activity conducted by Caulfield Grammar School, the House system allows the senior staff (Head of House) that lead each House to learn the needs and abilities of students, and work to ensure each student’s learning experience is the best it can be. Many organised activities take place to build House spirit and camaraderie between students from all year levels. The International Student Coordinator, School Counsellors and Chaplains are also available to provide assistance with any personal issues that may arise.

Student assessment

Students are formally assessed at the end of Semester 1 and Semester 2. Report assessments are based on classwork, assignments, homework and subject examinations. Reports are provided to parents and caregivers.

Parent-teacher interviews are conducted each semester for all year levels and the nominated caregiver is expected to attend each of these sessions and provide feedback for the family on the progress of their child.

Subject choices

Teaching of English

Overseas students may undertake VCE English as an Additional Language if they meet certain criteria. Additionally, the school offers English classes for international students (EAL – English as an Additional Language replaces ESL – English as a Second Language).

Sports

As a member of the Associated Public Schools of Victoria (APS), Caulfield Grammar School students are expected to participate in weekly inter-school sport competitions, as well as at school and house levels. All students from Year 7-12 are required to participate in a compulsory competition program on a Saturday morning and training two afternoons per week after school.

Sports offered include: athletics, badminton, basketball, table tennis, cricket, cross-country running, diving, football, gymnastics, hockey, lawn bowls, netball, rowing, soccer, softball, tennis, swimming, and volleyball.

The Arts

Caulfield Grammar School offers a dynamic and broad Arts program led by specialist teachers. Arts subjects include: Music, Music Technology, Music Performance, Visual Arts, Studio Arts, Visual Communication and Design, Creative Digital Media, Theatre Studies Performance or Production, and Dance. Private tuition in Singing, Speech, Drama and most musical instruments is available, and students may join a wide variety of musical groups and theatre productions.

For more information on subject choices at Caulfield Campus or Wheelers Hill Campus – please refer to the Academic Learning page of this website.

Attendance and academic
guidelines

Attendance

The School expects all students to attend every lesson every day, students cannot expect to achieve strong results if their attitude to study and attendance is irregular. If the student is unwell and unable to attend school, their parent/caregiver/homestay is requested to notify the school before 9am by using the CaulfieldLife app.

If a student arrives late, they need to sign-in on the Student Attendance System at the Heads of House Office.

Continual or regular non-attendance will be deemed as unsatisfactory. If the student is unwell and has a medical certificate, this will also be assessed as absent.

Both the Overseas Student Coordinator and Head of House monitor student attendance.

Should a student’s attendance begin to show irregular patterns of attendance, the Head of House and Overseas Student Coordinator will arrange a formal counselling session to be attended by the student, caregiver and homestay if applicable. This session will be documented and noted in the student’s file and will be followed up by ongoing meetings and counselling should the student attendance not show improvement. Caregivers are expected to keep parents well informed of the schools concerns.

Irregular patterns of attendance will normally be mirrored by irregular academic progress, and it is the intention of the school to ensure that each student produces the highest academic result they are capable of.

If a student’s attendance falls below 80 per cent, the school will be required by the Department of Home Affairs to report the student for unsatisfactory attendance. This may result in the cancellation of the student visa.

Early Departure at Term Break

If a student needs to leave school and return home prior to term break holidays they must provide the Head of Campus or Deputy Head of Campus with notice in writing from their parents at least six weeks prior to the anticipated departure date and only in exceptional circumstances.

Students will be expected to attend school up until and including the Thursday prior to the last day of the school term, departing from campus no earlier than 12 noon. Students not complying with the early departure rules will be deemed as absent from school.

Late Return after Term Break

Students must be in attendance on day one of each term commencement.

It is unacceptable for the student to return late from a Term Break unless this has been requested in writing by parents/guardians and approved by Head of House in the previous term.

Student’s not complying with above early departure or late arrival requests will be deemed as in default. The school is under obligation to report a student default to Department of Home Affairs on the fifth day of non approved late commencement at the start of each term.

Rights and Responsibilities
for Students and Families

Terms and Conditions

Should a student not commence at the school, all tuition, boarding and boarder’s deposit are refundable. The Application for Enrolment and Confirmation of an Offer of Enrolment fee are non refundable.

Fees and expenses are payable within 14 days of an account being rendered, for current school families. If such terms cannot be adhered to because of personal or financial difficulties, application must be made in writing to the CFO. In addition, the school reserves the right, which may be exercised at any time, to refuse to allow a pupil to continue their education at the school, while any fees remain unpaid.

The school policy of refund of fees, and the availability of the complaints and appeals process, does not remove the right of the student to take further action under Australia’s Consumer Protection Laws. One full term’s notice in writing of the intention to withdraw a student from the school is required, otherwise an amount equal to 15 per cent of the annual fee is payable in lieu thereof.

Personal information about a student may be shared between Caulfield Grammar School and the Australian Government and designated authorities and if relevant the Tuition Assurance Scheme and the ESOS Assurance Fund Manager. This information includes personal and contact details, course enrolment details and changes, and the circumstance of any suspected breach by the student of a student visa condition.

Incident Policy

Caulfield Grammar School has a Critical Incident Policy in place in the event of a serious incident occurring. All staff are made aware via the School’s Policy Plus Portal of the need to immediately report any incident to members of the critical incident team, who will then implement the documented procedures.

Useful links

www.homestaynetwork.org/cgs-students (Australian Homestay Network)
www.studentguardians.com (International Student Alliance)
www.ombudsman.gov.au/How-we-can-help/overseas-students (Overseas student Ombudsman)
www.internationaleducation.gov.au/Regulatory-Information/Pages/Regulatoryinformation.aspx (ESOS legislative framework)
www.immi.homeaffairs.gov.au/ (Department of Home Affairs – Immigration and Citizenship)
www.studyinaustralia.gov.au (The official Australian Government website for studying in Australia)
www.liveinmelbourne.vic.gov.au/ (Live in Melbourne)