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Important Policies

 

Complaints Policy and Procedures

The University of Otago Language Centre and Foundation Year are committed to providing a study environment that is safe, fair and free from harassment and discrimination for all students.

Before initiating any complaint procedures, try to resolve any problems directly with the person/s concerned. Wherever possible, complaints should be resolved by a process of discussion, cooperation and conciliation.

If you cannot reach an agreement about your grievance, please follow these steps:

  1. Talk to a Student Support Officer about your complaint. You can also talk to Heads of Departments, Senior Managers or the CEO. These people will be called Complaints Managers.
  2. If you cannot resolve your complaint informally the next step is to make a formal complaint, if you want to.
  3. The Complaints Manager will discuss the formal complaint with you and will inform the person (if there is one) that the formal complaint has been made against.
  4. The Complaints Manager will decide upon an outcome/action to be taken and discuss this with you.
  5. If you are still unhappy about the decision, the Complaints Manager will help you use the appeals process.
  6. Remember that you can contact the International Education Appeal Authority. This is an independent organisation that deals with complaints from international students. The IEAA enforces the standards in the Code of Practice for the Pastoral Care of International Students. You can also contact English New Zealand.

The University of Otago Language Centre and Foundation Year are signatories of the Code of Practice for the Pastoral Care of International Students. To find out more about this code please read the summary included in your Orientation Pack or ask a Student Support Officer for a copy.

Your rights

The rights of others

Students should not start complaints that are cruel or untrue. All students are expected to participate in the complaint resolution process in good faith.

Disciplinary action may be taken where:

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Fees Policy

Rationale

To provide clarity, consistency and fairness in the fees process.

Principles

Outcome

The fees process will be transparent and consistent to assist and provide the best outcomes for the Company.

Definitions

Fees

Any monies payable to the University of Otago Language Centre and Foundation Year

Programme

Includes paper, subject or course of study

Enrol

Beginning of the programme

Appeal

A formal process to assess that correct procedures have been followed

Credit

An amount of money held in an account

Refund

The final balance paid

CEO

Chief Executive Officer, University of Otago Language Centre and Foundation Year

DM

Divisional Manager

GST

Goods and Services Tax

UOLC

University of Otago Language Centre

FY

Foundation Year Division

Procedures

1.0 Form of Fees

1.1 Fees will be charged in New Zealand dollars.

1.2 Fees will be charged according to clear and transparent categories and will be applied in a consistent way.

1.1.0 Payment of Fees

1.1.1 Fees must be paid by due date. If paid by credit card there will be an additional charge of 2%.

1.1.2 To secure a place a student must pay the full fees in their offer of place, before the commencement of their programme.

1.2.0 Non-payment of Fees

1.2.1 A student will be withdrawn from the programme if fees have not been paid.

A student can appeal their withdrawal. If an appeal is lodged, then an Appeals Committee, (CEO, Finance and Operations Manager and one DM) will review the appeal. Each case will be considered on its merits, and there is no obligation to reinstate a student to a programme.

1.2.2 If any fees are outstanding, including to a University of Otago Department, Homestay or Residential College, the student may have their final reports and examination results withheld, until such time as the fees outstanding have been paid.

1.2.3 Students who are having their fees paid through a scholarship provider or StudyLink must give written proof of this at the time of enrolment. If the scholarship provider or StudyLink does not pay, then the student is liable for the unpaid fees.

1.2.4 Any outstanding debts will be passed for Debt Collection. Refer to Debt Collection Policy.

2.0 Review of Fees

2.1 The CEO, in consultation with the Divisional Managers and Board Finance Committee will review fees before June of each year. Market research is undertaken in terms of other institutions both in New Zealand and Australia in May of each year. Fees are then set according to this research, current market conditions and current University of Otago fees.

2.2 Current fees are available from the University of Otago Language Centre and Foundation Year Office. Current tuition fees can be viewed on the following web sites:

2.3 All fees will be approved by the Board of Directors.

3.0 Credit of Fees

3.1 Students will receive a credit to their account in the following circumstances;

UOLC Dates

Summer Term 23 October 2009
Autumn Term 12 February 2010
Winter Term 7 May 2010
Spring Term 30 July 2010
Summer Term 22 October 2010

FY Dates

October Intake 6 November 2009
January Bridging 22 January 2010
February Intake 19 March 2010
June Bridging 21 May 2010
June Intake 16 July 2010
October Bridging 17 September 2010
October Intake 12 November 2010

3.1.1 If a student withdraws from tuition by the above publicised withdraw dates, they will receive a credit of the tuition fees they have paid, from that date onwards less the non-refundable deposit. This deposit is two weeks of tuition for the UOLC and is 10% of the programme fee for FY. If a student has commenced their programme and have not paid the deposit they will be invoiced for this amount.

(i) Overpayment of fees by the student

If a student overpays their tuition fee, either due to their error, or a mistake by the Company, the full amount of overpayment will be repaid.

(ii) Withdrawal due to failing programme entrance requirements

New students will receive a full credit of tuition fees less the administration fee.
Current students will be expected to return to a Language Centre class.
Other students will have a credit of fees subject to item 4.

(iii) Course cancellation

If the University of Otago Language Centre and/ or Foundation Year cancels a programme then the affected students will receive a credit for fees paid subject to item 4.

(iv) Student fails to enrol

If a student fails to enrol in their invoiced programme and does not inform the Language Centre and/or Foundation Year by the above publicised dates they will lose all fees or they can transfer the fees to another programme within 12 months, minus the deposit for the original programme.

3.2 Students may receive a credit to their account in the following circumstances;

3.3 Specific situations where credits will not be given:

3.4 Group cancellation charges are listed in Individual Group Agreements.

3.5 Credit of Tuition Fees

At the discretion of the CEO, in special circumstances, a credit may be given for fees paid in advance. The special circumstances are:

Refer to item 4 for the amount that can be transferred.

4.0 Payment or Transfer of Credit Balances

4.1 Credits and transfers of tuition fees, subject to items noted in 3, will take into account the tuition already undertaken, any other associated costs already met by the Company such as agent commission fees, Welfare Service and Recreation fees, administration costs, and any other money owing.

4.2 Any credit will be paid in $NZ to the payer (this includes a scholarship provider) only, unless the payer states otherwise in writing. All credits paid into a nominated New Zealand bank account will be processed weekly. Evidence of a Bank Account is to be provided through a lodgement slip. Payments into an overseas bank account will be processed twice monthly and will incur an additional charge of $30.

4.3 Applications for the payment of a credit must be submitted on the correct form, which is available at the University of Otago Language Centre and Foundation Year Reception. This form should be submitted to the University of Otago Language Centre and Foundation Year Reception.

5.0 Scholarship Providers

Scholarship Providers Financial Polices, as they apply to their students, will be considered on a case by case basis and as required.

6.0 Appeals

If a student has been declined a credit, they can appeal by writing a letter to the Appeals Committee, University of Otago Language Centre and Foundation Year, outlining their reasons for appeal. If the application is again declined, further appeals can be addressed to the Deputy Vice Chancellor Academic University of Otago, (NZ Citizens) and to the International Education Appeal Authority, (International Students).

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Foundation Year Academic Appeals Policy

Rationale

Decisions made in the course of administering academic policy may be appealed by students to the Foundation Year Academic Appeals Committee under this Foundation Year-specific policy.

Principles

  1. This committee considers appeals relating to academic matters within Foundation Year; different avenues exist to appeal other decisions (for example refund of fees).
  2. Students will have access to a process of appeal in academic matters that is independent from the decision making process of the matter of concern.
  3. A formal appeal is the last stage of attempts to address the matter, after all other steps are exhausted.
  4. Students have the opportunity to be supported in the process of an academic appeal.

Conclusion

Appeals will be heard fairly, taking relevant matters into consideration, in a supportive manner, and in good time. Outcomes of appeals will be communicated to all parties.

Guidelines

1. The Foundation Year Academic Appeals committee will consist of the following members:

It is noted that where members of the Academic Appeals committee have been directly involved in events leading to an appeal, they should withdraw from the committee as having a conflict of interest.

2. Concerns about assessment processes will be raised directly with the staff member responsible for the action giving concern, then if necessary with higher authorities. The usual sequence of action is: class teacher, Head of Department/Assessment Manager, appeal to the Academic Appeals Committee.

It is noted that a student is also able to use the complaints process through the student support system.

3. The Divisional Manager should take steps to ensure that students are aware that there is an appeals process.

4. Students must lodge appeals using the Academic Appeals Application Form (attached) within the timeframe specified, and must attach relevant and supporting documentation such as medical certificates.

5. There are four general grounds for appeal:

The Academic Appeals committee may choose, in exceptional circumstances, to consider an appeal that may not strictly meet these grounds.

Academic judgement - simply disagreeing with the academic judgement of an assessor is NOT grounds for appeal.

6. Students will have the option of having a support person with them through the appeal process. In most cases this will be a student support staff member, though it may be any staff member without a conflict of interest (for example, being on the Appeals Committee, or being a party to the matter in hand). This support person may also attend any meetings with the student as their support person. A support person does not have speaking rights.

The student may also choose to use a person from 'outside' Foundation Studies Ltd to fill this role, and the Academic Appeal committee should be sympathetic to a whanau/support style interview - see the Equal Employment Opportunities Trust website for an example of this: http://www.eeotrust.org.nz/toolkits/Maori.cfm?section=howtotapthepotentialofmaori

7. The Academic Appeals Committee will develop its own procedures, but the following principles should be observed:

8. Medical certificates and documentary evidence

9. Communication

10. Recourse beyond the Academic Appeals Committee

If a student is unsatisfied with a decision arrived at by the Academic Appeals Committee, they may make a final written appeal to the Foundation Studies Academic Board of Studies. This must be lodged within 5 working days of notification of the decision of the Academic Appeals committee.

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Foundation Year Assessment Policy

Rationale

The assessment of student work serves formative (learning) and summative (grading and selection) purposes. The formative purposes are structuring, guiding and enhancing student learning. The summative purposes involve certifying student achievement and admitting students to subsequent learning opportunities. The purpose of this policy is to document the guidelines and procedures that will contribute to high quality assessment of student performance.

Principles

1. Foundation Studies assessment policy will reflect University of Otago policy, where relevant, as found on the following website: http://www.otago.ac.nz/administration/policies/otago006217.html

2. Assessment practices are expected to conform to the following principles.

Detailed guidelines on the following policy issues are appended to this policy.

Outcome

Assessment procedures will be valid in that they will fulfil their intended purpose(s). They will fairly and reliably measure what they set out to measure, guiding student learning and motivating student learning activity.

Glossary of Terms

Criterion-referenced assessment (also known as standards-based assessment)

Students' performance is assessed against stated objectives and expected standards rather than against the performance of other students.

End-point assessment

Assessment, usually in the form of a test, done at the end of an academic term.

Examination

In Foundation Year, the end-of-paper assessment that takes place at the end of a semester, within the examination period, which is outside the 13-week teaching period for a paper. See also internal assessment.

Formative uses for assessment

Uses of assessment that are intended to help students to improve their academic performance.

Internal assessment

All components of assessment which contribute to a final grade but which are not derived from performance on a final examination; internal assessment takes place within the timetabled teaching times for a paper. In Foundation Year, the proportion of marks awarded through internal assessment may vary from paper to paper, but must not exceed 40% of the final mark.

Norm-referenced assessment

Students' performance is judged or interpreted by comparing the levels of performance of different students taking a paper.

Paper

The smallest individual academic component of a course (and thus of a Programme). Papers are characterised by:
(i) being recorded as a separate entity on an academic record
(ii) having some form of result attached to it
(iii) generating a definable portion of the tuition fees available.

Language Centre example papers are Intermediate General English or Intermediate level IELTS.

Paper Coordinator (PC)

An academic staff member who is responsible for co-ordinating the organisation of a paper and the efforts of staff members involved in the paper.

Programme

The entirety of what students do while they are in the Language Centre or at Foundation Year.

Reliability of an assessment

The extent to which an assessment produces a stable or reproducible pattern of results. Reliability is only important to the extent that it enhances validity.

Summative uses for assessment

Uses of assessment in which student performance is summarised, or decisions about awarding of credit or admission to educational programmes are made.

Validity of an assessment

The extent to which an assessment fulfils its intended purpose(s), such as fairly measuring what it sets out to measure, guiding student learning, and motivating student learning activity.

Guidelines

Introduction

UOLC and Foundation Year assessment policy guidelines will reflect University of Otago policy, where relevant, as found on the following website: http://www.otago.ac.nz/administration/policies/otago006217.html

Numbering

The numbering used in these detailed guidelines reflects that used in the University of Otago policy. Parts of the University policy are not relevant to Foundation Studies (for example post graduate oral examinations) and therefore 'not applicable' has been used in these guidelines to maintain the integrity of the numbering system.

Detailed Guidelines

1. Norm Referenced & Criterion Referenced Assessment

1.1 Grades should be awarded only on the basis of demonstrated achievement (not on progress, potential, or other grounds).

1.2 Each student's work should be judged on its own merits. Predefined pass rates or grade distributions should not be used.

1.3 Students should receive specific, clear and early information about what they need to do to pass or gain a higher grade. The information should include details about the allocation of marks and the timing, percentage weight and focus of each assessment.

1.4 Internal assessment tests will be held in normal class time.

1.5 Changes in announced assessment arrangements in a paper should not take place without approval by the Head of Department (Foundation Year) or the Head of Academic Programmes (UOLC).

2. Relative Weights Given to Different Paper Goals

2.1 Assessment should give credit to both learning core factual material and to the development of conceptual understanding and skills in applying knowledge to new situations.

2.2 Adjustments (weightings) of internal assessment marks should be clearly identified in paper outlines. (See also 1.3).

3. Relative Weights Given to Internal Assessments and End-Point Assessments

3.1 The weights given to different assessment components included in final grades should be selected to best describe students' capabilities at the end of the paper. Assessment methods should be appropriate to the performance being assessed. For example a speech is best assessed by its delivery. Aspects which are taught early in a paper, and have no further development, may be best assessed after completion of the teaching of that aspect.

3.2 The proportion of marks awarded through internal assessment may vary from paper to paper (and in Foundation Year, should not exceed 40%).

3.3 The adjustment of internal assessment marks may be appropriate for some assessment components.

4. The Use of Terms and Internal Assessment

4.1 All assessment components included in final grades should reflect performance on paper objectives. It is not appropriate to give grading credit for attendance at class.

4.2 A paper may have terms requirements, detailing minimum levels of attendance or experience required before a final examination can be sat or a final grade awarded. In this case the requirements and their rationale must be clearly explained to the students to whom they apply.

4.3 Where terms are in force, procedures for monitoring compliance with the requirement should be thorough, with fairness further ensured through proper early warning and appeal procedures.

5. Feedback on Student Work (Internal Assessment)

5.1 Students should receive their work back with feedback as soon as possible and no later than:

5.2 Not applicable.

5.3 Where two or more assessment tasks in a paper are similar in nature and each count more than five percent in the final grade, the later tasks should not be due until at least one week after feedback has been provided on the immediately preceding task.

5.4 In papers which have an end-point assessment or examination, all internal assessed tasks should be marked and available to students before the day of the end-point assessment or examination in the paper.

5.5 In addition to receiving a mark or grade, students should receive a clear indication of the strengths and weaknesses of their work, normally accompanied by guidance on how to perform the task or a similar task better.

5.6 Where internal assessed work will be able to be resubmitted, markers should not give detailed, line-by-line feedback which students could directly incorporate in their resubmitted work. Rather, the feedback should be of a more general nature, identifying key aspects which need attention and suggesting models of how to approach the task. It may also be advisable to impose an upper limit on the extent to which grades can be increased through resubmission. For instance, the maximum increase might be set at two grade divisions (e.g. C to B-).

6. Assessment of Group Work

6.1 Performance on group tasks is an acceptable component of student final grades. The percentage contribution from group tasks should be able to be justified in terms of the objectives of the paper.

6.2 If more than thirty percent of a final grade is associated with such tasks, before individual grades are finalised the teacher(s) should seek and take account of additional information about the contributions of individuals to group task results.

7. Oral Examinations

7.1 Where oral examinations are to be used, students should be given clear information, in advance, about the purpose, nature and scope of the examination. They should also be given organised opportunities to practice the skills involved.

7.2 Oral examinations should be used selectively, where the oral examination format is particularly suited to the skills and students being assessed.

7.3 Oral examinations should normally involve at least two examiners. There may be occasions when an independent witness could be desirable. The making of a recording should be considered to protect the participants.

8. Student Workload

8.1 Not applicable.

8.2 Teachers should attempt to spread the assessment load for their students throughout the paper.

8.3 Foundation Year should attempt to spread the assessment load across papers in a programme.

8.4 Students should be given sufficient and early enough information about the requirements of any graded task which counts more than five percent towards a final grade that they can fully undertake the task at least one week before it is due to be submitted. This work period should be increased to at least two weeks for tasks which count more than ten percent, and to at least three weeks for tasks which count more than twenty percent.

8.5 No internal assessed work which counts towards a final grade should be scheduled for completion or submission during a vacation or end-point/examination assessment period.

8.6 Guideline 8.5 should normally be extended so that completion or submission of internally assessed work is not scheduled during the last teaching week or before a final examination period.

9. Procedures for Approving & Reviewing Assessment Arrangements

The assessment policy and procedures will be reviewed every two years. Implementation of the policy and procedures by teachers will be reviewed as part of their annual performance appraisal.

9.1 In Foundation Year, when papers are approved initially or reviewed subsequently, adherence to the principles and policy guidelines listed in this document should be checked as part of the approval or review process.

9.2 Existing Foundation Year papers should be reviewed to check adherence to this assessment policy as part of the paper review cycle.

10. Monitoring and Moderation Procedures

10.1 Staff should be encouraged to consult appropriate peers when setting assessment tasks and deciding how to grade student responses to tasks.

10.2 The Divisional Manager should ensure that assessment activities are monitored for consistency of standards and quality of feedback provided. This may be delegated.

10.3 Where two or more staff share marking of an assignment or examination question, efforts should be made to achieve consistency and monitor its attainment.

10.4 Where students are offered a choice of examination questions, the comparability of marks awarded for the different options should be monitored, evaluated, and where necessary improved.

10.5 The HOAP/Foundation Year Academic Committee should review the comparability of standards in papers at each level each academic term, making adjustments where necessary.

10.6 Each academic term the HOAP/Foundation Year Academic Committee should check on the consistency of grades between papers at the same level and in the UOLC, report to the Curriculum Committee.

10.7 Not relevant.

10.8 Not relevant.

11. Grievance and Appeal Mechanisms

Concerns about assessment processes should be raised first directly with the staff member responsible for the action giving concern, then if necessary with higher authorities. The usual sequence of authority is:

11.1 UOLC - class teacher, Academic Dean, HOAP/Divisional Manager, CEO.

11.2 Foundation Year - class teacher, PC, Head of Department/Assessment Manager, appeal to the Academic Appeals Committee, the Academic Board of Studies.

11.3 The student is able to use the complaints process through the Student Support Officer.

11.4 The Divisional Manager should take steps to ensure that information on grievance and appeal procedures is made available to all students as part of their orientation.

12. Staff Development Process

12.1 All staff should be shown how to access the policy and procedures on assessment.

12.2 Implementation of the assessment policy and procedures by teachers will form part of their appraisal and teachers who need development will receive assistance.

12.3 Each year, the professional development programme for teachers should provide opportunities for teachers to discuss assessment practices and enhance their assessment skills and procedures.

12.4 Teachers will be encouraged to become familiar with the provisions of this policy document.

12.5 Not relevant.

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Foundation Year Attendance Policy

Rationale

Attendance is a key element to academic success. The University of Otago Foundation Year has obligations to the Ministry of Internal Affairs regarding student visas, and requirements to fulfil as a signatory to the Code of Practice for the Pastoral Care of International Students.

Principles

  1. The aim of this policy and associated procedures is to promote the academic success and pastoral care of students in Foundation Year through an attendance system that is summarised as "record, report, and support."
  2. Appropriate lateness procedures will be developed by the Paper Coordinator for each paper and clearly communicated to the students in the Paper Outline.
  3. Weekly attendance data is compiled and reported to staff, Academic Deans and Student Support, Divisional Manager and others as appropriate. This may result in action being taken in the context of academic support, pastoral care, or the Code of Practice for the Pastoral Care of International Students. As part of this, individual student attendance data may be provided to parents/guardians/sponsors/ scholarship providers/agent.
  4. An internal assessment event such as a test, seminar or deadline that is missed through non-attendance will be dealt with under the Assessment policy.
  5. Non-attendance at examinations will be dealt with under the Assessment policy.
  6. A student who has not attended class is expected to 'catch-up' by themselves; teachers will not re-teach work in subsequent classes.
  7. A student's attendance may be considered when making decisions regarding matters such as (and not limited to) missed assessments, impaired performance, applications for special consideration, and fees refund in the case of withdrawal.

Conclusion

Students will be supported in their study through the recording and reporting of attendance.

Procedures

  1. Attendance is taken at all teaching sessions (for example labs, tutorials, field trips etc) except lectures.
  2. Paper coordinator must consider the option of taking attendance in lectures.
  3. Recording attendance
    a) In large groups (e.g. lectures):
    i) The lecturer will circulate sign-in sheets that have the student name typed and a space alongside for the student to sign.
    ii) Source documents must be retained by the paper coordinator for at least six months from the end of the paper.
    b) In smaller groups (e.g. tutorials):
    i) Teachers record in their roll book students present/absent at the beginning of the class.
    ii) If a student comes in after the start of the class, the teacher must follow procedure within the paper, and idf admitted, be marked 'Late.'
    iii) The source document for attendance data (i.e. the roll book) must be retained by the teacher for at least six months after the end of the paper.
    iv) Before leaving on their last teaching day of the week the teacher must enter attendance in the attendance database. They will enter late/absent students, or in the case of full attendance, indicate that. For assistance with this please see the Academic Resource Administrator.
  4. Roll books - the type and format of roll books are decided within departments; however they must be:
    a) Findable, clear, and easy to follow (e.g. by a relief teacher).
    b) Clearly show student names, dates/sessions and student status (withdrawn, and present/late/absent for each session).
    c) Be secure, and keep all information confidential.
    d) Be able to be retained for 6 months after programme completion.
  5. If a teacher has concerns regarding the attendance of a particular student they should inform the Academic Deans and/or Student Support as appropriate in writing (email is best).
  6. If a student is absent for two or three consecutive sessions, the teacher must notify the Academic Deans by email, giving student name, class and sessions missed.
  7. On Monday morning, the Academic Resource Administrator will run attendance reports and provide these to staff as appropriate.
  8. The Academic Resource Administrator will run special attendance reports for management on request. These may be supplied to third parties such as parents/guardians/sponsors/scholarship providers/agent. In supplying this information, the original purpose for collecting the information should apply - student academic and pastoral welfare.

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Foundation Year Repeating Papers or Programmes Policy

Rationale

This policy provides information and guidelines when students are repeating papers or a whole programme so as to ensure that their programme of learning is valid and meets requirements for either the Foundation Year Certificate or the Certificate in University Preparation.

Principles

  1. This policy applies to all Foundation Year students.
  2. Students may repeat papers or an entire programme. This is not as of right; in doing this the guidelines below must be followed.
  3. The integrity of the qualification is the over-riding concern in applying this policy and guidelines.
  4. A student's course of study must be realistic and appropriate for that student.
  5. The Academic Deans will implement this policy and make final judgements, consulting and taking advice as they see fit.

Outcome

Students will, where appropriate, have the opportunity to repeat papers or programmes of study.

Guidelines

Background

  1. 1A student will not study more than five papers concurrently.
  2. Calculation of the GPA for the award of the Foundation Studies Certificate requires students to have completed 10 different papers from the approved range. Two of those ten papers must be FOUN001 Academic English I and FOUN002 Academic English II, with an average grade of C or better in both, ie. (FOUN001 mark + FOUN002 mark) / 2 is less than or equal to 55%.
  3. Calculation of the GPA for the award of the Certificate in University Preparation requires students to have completed 5 different papers from the approved range. Two of those five papers must be FOUN020 Academic English III with a grade of C or better, and FOUN027 Computing and Study Skills.
  4. The student's best 10 papers (FSC) and 5 papers (CUP) are used in GPA calculations.
  5. A paper must only count once towards the GPA.
  6. Students who repeat or replace papers follow the usual enrolment/admission timeline for that programme. Note that this means that a student may not join another intake (or paper) after the first teaching week of that intake (or paper).

Repeat or Replacement Papers

  1. This applies to students who wish to take one or more repeat or replacement papers. It does not apply to students who wish to repeat an entire programme.
  2. Any student wanting to take a repeat or replacement paper must have the approval of the Academic Dean. The Academic Dean will look at the student's academic performance, attendance, and also any other circumstances that may affect the student's performance. This approval may take place via email, phone, or in person.
  3. A student who has completed the programme who has:
    * a GPA below 6.5, and/or
    * a final Academic English grade below C,
    will have the option of applying to study one or more papers in order to attempt to improve their GPA.
  4. Fees will be calculated according to the Fees Policy.

Repeating an entire programme

  1. 1. This applies to students who wish to repeat an entire programme, such as the Foundation Studies Certificate, the Certificate in University Preparation, or Bridging Course.
  2. Any student wanting to repeat an entire programme must have the approval of the Academic Dean. The Academic Dean will look at the student's academic performance, their attendance, and also any other circumstances that may affect the student's performance, and also consult with the Divisional Manager before making a decision. This approval may take place via email, phone, or in person.
  3. A student must have a GPA of 5.5 or better before consideration will be given to a student repeating a programme.
  4. If a student gains a GPA less than 5.5 then they may not repeat an entire programme within the next 12 months. This may be waived in exceptional circumstances, at the discretion of the Academic Dean.
  5. As a condition of repeating an entire programme, the student is required to agree to fulfil certain conditions. These will be clearly explained in a written agreement signed by the student and Foundation Studies Limited.
  6. Fees will be calculated according to the Fees Policy.

Building on Success

In some cases a student who has achieved a GPA of less than 6.5 and an Academic English grade of less than C may wish to repeat one or more papers, take other papers, or take an entire programme. An example may be a student who wishes to consolidate understanding in a particular area before entering university. This type of study is possible, and students in this situation must discuss their situation with the Academic Dean.

Transfer to another intake

  1. A student can apply to transfer from one intake to another intake if the Dean of Students gives approval. The student must apply in writing to the Academic Dean explaining why they wish to transfer to another intake. Where appropriate, documentary evidence should be supplied to support the application. There is no guarantee that approval will be given.
  2. Fees will be calculated according to the Fees Policy.

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Homestay Payment and Refund Policy

Rationale

To provide clarity and consistency in the Homestay process.

Principles

  1. All fees must be paid in advance
  2. Any cancellations and changes in bookings must be approved in advance
  3. Hosts and students will be placed and assessed according to the Code of Practice for the Pastoral Care of International Students
  4. A signed agreement will be in place
  5. Hosts and students have the right to appeal decisions

Outcome

The Homestay process will be transparent and consistent and produce the best outcomes for all.

Definitions

Homestay

Accommodation provided in a family home

Students

Any person(s) who are accommodated in a family home

Host

Any person(s) that provides accommodation for students

Appeal

A formal process to asses that correct procedures have been followed

CEO

Chief Executive Officer University of Otago Language Centre and Foundation Year

Procedures

1. Fees

1.1. Fees will be charged in New Zealand dollars.
1.2. All fees must be paid in advance and by the date specified on the Homestay Booking Form.
1.3. Once fees are received placement will commence.
1.4. The CEO has the discretion to allow placement to take place prior to payment being received in exceptional circumstances. Examples of exceptional circumstances are:

1.5. The Accommodation Placement and Extension fees are non refundable.
1.6. Outstanding fees will be subject to the Debt Collection Policy.
1.7. Fee rates will be reviewed regularly and may change at the discretion of University of Otago Foundation Year & Language Centre.
1.8. Any refund of fees will incur a $100 administration charge.
1.9. Current fees are available on our website at: http://www.otago.ac.nz/foundationstudies/services/accommodation.html#1

2. Bookings

2.1. The minimum contracted period for Homestay for Language Centre students is 8 weeks, or contracted period of study if less than 8 weeks. The minimum period for Homestay for all other students is 4 weeks.
2.2. The CEO has the discretion to allow shorter booking periods in exceptional circumstances. Examples of exceptional circumstances are:

2.3. If a student cancels a homestay booking prior to their start date, they will receive a credit of nights paid minus the placement fee.
2.4. A student must give written notice of at least seven nights for any change to the leaving date, after the minimum booking period has passed. After this period they are eligible for a full credit of any unused nights, minus the $100 administration charge.
2.5. If a student is accepted into a University of Otago Residential College they will be eligible for a credit on unused nights. If a student is accepted into a University of Otago Residential College and a homestay placement has already been made, then any credit given will be minus the placement fee.
2.6. A current student in Homestay must give written notice of at least seven nights for any change of booking.
2.7. Extensions to bookings have no minimum period and will incur an extension fee.
2.8. A late payment penalty of 10% of the invoiced amount may be charged on all extensions that are not paid within seven days of the date on the invoice.
2.9. If a student is on holiday for 21 nights or longer they may apply for a holding rate on their room, (if the Host consents).

3. Placements

3.1. All Host family members over the age of 18 must be police vetted.
3.2. Host families will be assessed for suitability following Code of Practice guidelines
3.3. The University of Otago Language Centre and Foundation Year will endeavour to place students with Host families that match their requirements.
3.4. The University of Otago Language Centre and Foundation Year retain the right to cancel placements at any time at their discretion
3.5. The University of Otago Language Centre and Foundation Year will provide a comprehensive Handbook for Host families and students listing detailed guidelines prior to any placement.
3.6. International students under 18 must reside in homestay unless designated caregiver arrangements and forms have been completed prior to any placement and arrival of the student following the Code of Practice guidelines.

4. Appeals

4.1. Appeals can be made following the Complaints Policy and Procedures. Assistance can be provided to help students and/or Hosts make an appeal.

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Language Centre Attendance Policy

Purpose

To promote the full attendance and academic success of students in all University of Otago Language Centre courses.

Rationale

The University of Otago Language Centre has a contract with enrolled students to improve their level of English. The University of Otago Language Centre has an obligation to Immigration New Zealand to ensure that international students on Student Visas attend class. The University of Otago Language Centre must meet its contract and visa obligations.

Guidelines

  1. Students are expected to attend all classes to improve their English.
  2. Attendance will be monitored on a weekly basis.
  3. When a student through their poor attendance, is not enabling the University of Otago Language Centre to meet its contract obligations, then the contract with the student may be terminated.
  4. When a student has very poor attendance in one term, he/she may be placed on a special attendance contract for the subsequent term.

Non attendance

Students who are not attending class will go through the following process.

  1. If a student misses more than 5 Options classes without an adequate excuse they may receive a warning letter.
  2. Students who are absent for more than 10 classes in any one term, (without an adequate excuse) may be given a FIRST WARNING LETTER. This letter, along with a copy of this attendance policy may be sent to fee payers, scholarship providers or sponsors.
  3. Students who are absent for more than 20 classes in any one term, (without an adequate excuse) will be interviewed by the Student Support Officer and the Academic Dean. If no reasonable excuse is offered at this interview, then the student will be given a FINAL WARNING LETTER. This letter, along with a copy of the attendance policy will be sent fee payers, scholarship providers or sponsors.
  4. Students who are absent for more than 25 classes in any one term, (without an adequate excuse or medical certificate) may be withdrawn from the University of Otago Language Centre with no refund of fees.
  5. The University of Otago Language Centre and Foundation Year reserves the right to withdraw a student if their total absences, including explained absences (such as medical certificates or ringing our office) exceeds 45 classes in any one term. This will be done in consultation with the student.
  6. Student attendance will be recorded as a percentage on all reports issued to the student or to fee payers, scholarship providers or sponsors.

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Medical and Travel Insurance Policy

Rationale

The New Zealand Government's Code of Practice for Pastoral Care of International Students requires that international students have appropriate and current medical and travel insurance while studying in New Zealand.

Purpose

The purpose of this policy is to provide guidelines on insurance for students at the Language Centre and Foundation Year which follow University of Otago regulations and meet all the conditions of the Guidelines for the Code of Practice.

Guidelines

  1. All international students enrolled to study at the Language Centre and Foundation Year must have current medical and travel insurance that meets all the conditions of the Guidelines for the Code of Practice.
  2. All students must pay the insurance amount stated on their invoice/letter of offer. (This is to purchase a compliant policy). This will be refunded in full if they proved an alternative compliant policy within 8 days of course commencement.
  3. An independent insurance assessor will be used to check alternative policies for compliance with the Code of Practice Guidelines.
  4. Students who do not have a compliant insurance policy will not be admitted to class.
  5. For students who leave their course of study earlier than their intended leave date, the insurance policy will expire 31 days after their last day of study.

Refunds and Cancellations

  1. Students, who withdraw from study prior to their course start date and have paid tuition and insurance fees, will receive a full refund of the insurance premium paid. All bank charges are to be paid by the student.
  2. Students who withdraw from study after their course start date may be eligible for a refund on the remaining unused full months of insurance.
  3. All refunds must be applied for within 14 days of the last day of study. Any application made after this time will not be considered.
  4. Students who are withdrawn from study by the Language Centre and Foundation Year will not be eligible for any refund on insurance.
  5. StudentSafe University can cancel a policy at any stage by giving notice to the owner or to the Language Centre and Foundation Year.

Outcome

Students will have insurance which complies with the Code of Practice.

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Student Charter

Rationale

This Charter outlines the obligations of the University of Otago Language Centre and Foundation Year to students and the responsibilities and rights of students while studying here.

Guidelines

Rights

As a student you have the right:

  1. To experience high quality teaching
  2. To have programme material clearly communicated and feedback is provided on progress
  3. To have well organised classes where individual learning needs are responded to in a positive manner
  4. To have the Treaty of Waitangi acknowledged, which includes support for Maori student participation
  5. To be informed well in advance about how and when your work will be assessed
  6. To be treated with respect and courtesy by Language Centre and Foundation Year staff and other students in an environment free from harassment
  7. To expect that the Language Centre and Foundation Year will provide a safe and secure environment
  8. To have access to clear and appropriate procedures for dealing with grievances
  9. To expect the Code of Practice for the Pastoral Care of International Students to be followed.

If you believe your rights are not being respected, you can talk to the Student Support Officers, Class Representative [Foundation Year] or the OUSA Advocacy Service. They will be able to advise you.

Responsibilities

One of the key objectives of the Language Centre and Foundation Year is to foster an academic environment in which students from a wide range of nationalities are given opportunities to succeed. To achieve this objective, you have the following responsibilities.

  1. To promote an environment this is safe and free from harassment and discrimination
  2. Not to disrupt the teacher from performing his/her duties or other students from learning
  3. To respect others and be considerate
  4. To allow all class members the opportunity to speak, and to not talk when others are speaking
  5. To contribute to a positive learning environment
  6. To communicate and take an active part in class
  7. To speak English whenever and wherever possible
  8. To attend classes and be on time
  9. To be well organised and prepared for class
  10. To ask for help if you need it
  11. To submit work that is your own
  12. To seek opportunities for learning outside normal class time
  13. To follow the attendance procedures
  14. To check daily for notices and information
  15. To follow the rules for each class regarding the use of electronic devices
  16. To provide your teachers with feedback on their teaching
  17. To respect both the University of Otago Language Centre and Foundation Year property and private property
  18. To obey the University of Otago rules and regulations regarding computer use which are posted in computer rooms and on the Student Computing Services website: http://www.its.otago.ac.nz/students/universitycomputing/rules
  19. To obey the University of Otago Discipline Regulations: www.otago.ac.nz/study/regulations/discipline.html
  20. To obey rules which are set to enable these obligations and rights to be met.

If you are not meeting your responsibilities then there may be consequences to your actions. Please refer to the Complaints and Withdrawal Policies or the University of Otago Discipline Regulations.

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Withdrawal Policy

Purpose

The University of Otago Foundation Year & Language Centre may withdraw students from any course if relevant policies or procedures have not been followed, or a student may withdraw voluntarily.

Relevant Policies and Procedures

Payment and Refund of Tuition Fees, Attendance Policy, Academic Progress Policy, Student Charter, Admissions and Enrolment documentation

Guidelines

Criteria for withdrawal:

Process:

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