Policy & Procedure

Conditions of Enrolment

Enrolment

  • An enrolment becomes valid and lessons can commence upon confirmation of lesson placement by the Music Programs Coordinator or Northern Rivers Conservatorium (NRC) Administration.
  • Enrolment is continuing for the whole calendar year until notice of withdrawal. (see Student Withdrawal)
  • Term dates for Community Music are as published by the NSW Department of Education, with Music in Schools term dates advised by your participating school.
  • Music in School schedules of lessons are available online at nrcac.edu.au and it is the responsibility of parents/carers/student to ensure that they have the latest timetable.
  • In those cases where a student is undecided/unsure about commencing study in a particular instrument, a 30-minute casual lesson can be arranged with an appropriate tutor to discuss the student’s needs and aspirations. This is charged at the casual lesson rate.

Fees

  • A Registration fee is payable once a year by every student enrolled.
  • An invoice for fees will be raised at the beginning of each term for all enrolled students.
  • Fees are on a term basis and payable within 7 days of the date of invoice.
  • In the event of financial hardship, please contact the office to discuss payment plans and/or apply for fee assistance through our Bursary program.
  • Any student with outstanding fees from a previous term will be automatically withdrawn. Students may only re-enrol if accounts are paid in full or an approved payment schedule implemented; in this case it may not be possible to provide the student with the same lesson time, day or teacher.

Delivery of Lessons

  • Lessons begin and end promptly at the designated time.

Missed Lessons / Refunds

  • NRC must be informed of all absences, with 24hrs notice where possible.
  • Credits or refunds are not given for missed lessons, unless due to Tutor absence.
  • NRC is not responsible for any lessons missed due to school or other activities i.e. exams, an excursion or camp which prevents a student attending the lesson.
  • In the rare event of teacher absence, a substitute teacher may be provided. Where this is not possible, invoices will be credited.

Makeup Lessons

  • Tutors are not obligated to offer make-up lessons unless they have available time and have received more than 24hrs notice of the absence (see allowances below)
  • Make-up lesson allowance for Community Music is one per term
  • Make-up lesson allowance for Music in School is only available as Holiday Master Classes offered twice per year.

Change of Teacher

  • NRC reserves the right to supply a substitute tutor if the original tutor is unavailable.

Student Withdrawal

  • Two weeks’ notification is required for any withdrawal and must be given in writing to the NRC office.

Disclaimer

  • NRC reserves the right to review and implement changes to fees at any time.
  • Our tutors reserve the right to discontinue lessons where student behavior or attitude is deemed inappropriate.

Confidentiality Policy

  • NRCAC must ensure that, except as required under the Essential Standards for Registration or by law, information about a student or member of staff is not disclosed to a third party without the written consent of the student or member of staff.
  • NRCAC must ensure that students and staff have access to their personal records.
  • NRCAC employees must make sure that they do not disclose, disseminate or make use of any information marked confidential without prior authorisation or unless specifically authorised by legislation.
  • NRCAC officers and employees must take reasonable steps to ensure that any information marked confidential in any form (e.g. computer files), cannot be accessed by unauthorised people and that sensitive information is only discussed with people who are authorised to have access to it.
  • NRCAC officers and employees have a duty to maintain the confidentiality, integrity and security of information for which they are responsible.
  • NRCAC officers and employees have an obligation to ensure that personal information concerning students or staff is secured against loss, misuse or unauthorised access, modification or inappropriate disclosure, and to report to their Head of Department or the Director any actual or suspected misuse of information.

Grievance Policy & Procedures

Applying to management, employed staff, volunteers and students of the Northern Rivers Conservatorium Arts Centre Inc.

Principles

The following principles underpin the NRCAC grievance policy and procedure:

  • The Board of Directors and staff recognize that individual and group problems arise from time to time.
  • It is important that these problems are resolved quickly and sensitively.
  • Grievances should be resolved through open communication and in a manner consistent with cooperative work practices.
  • At all stages of the grievance process, NRCAC will ensure that the privacy of all affected parties is observed and confidentiality is observed.
  • At all stages of the grievance process, NRCAC will ensure that every party is entitled to a fair hearing by an unbiased facilitator or decision-maker.
  • The Conservatorium recognizes that some ‘disputes’ are more properly dealt with under the counseling and disciplinary procedure; for example, disputes such as harassment of one member of staff by another. It is important that staff and Committee member’s privacy and confidentiality is respected at all times.

Policy

  • In all such disputes, the person aggrieved is encouraged to discuss the grievance with the other party or parties prior to taking any other action. It is acknowledged, however that this may not always be reasonable under the given circumstances.
  • As soon as is practicable after an Annual General Meeting co-coordinators should undertake dispute resolution training at NRCAC’s expense, provided that such training is available locally and that the Centre has available funds.
  • Students, Staff or volunteers are encouraged to discuss a grievance with the Staff Representative, their Head of Department or through staff meetings before pursuing the formal stages of this grievance procedure.
  • Board of Directors Members are encouraged to discuss any grievance with the staff member first (if the grievance is with that staff member), or the Head of the staff member’s department, or the Director prior to taking formal steps.
  • Where the aggrieved person is a student, staff member or volunteer, they are encouraged to discuss the grievance with the party first or with the relevant Head of Department or with the Director prior to taking any formal steps.
  • The Head of Department, Director, another staff member or Board Members may play a mediatory role, where both parties to the dispute agree
  • Aggrieved parties are entitled to the representation of a Union representative, another staff member or any other person.

Procedure

Where a student, staff member, volunteer or Board of Directors member has a grievance the following steps should be followed:

  • The person should record the grievance in writing. The other party should be notified and be encouraged to record their response in writing.
  • The person should be aware that where the grievance relates to an existing practice of NRCAC, work or studies will continue in accordance with the existing practice until the grievance process is exhausted.
  • The person should raise the grievance with the Director, who will bring it to the attention of the Board.
  • The Director, or another Board member, will attempt to resolve the complaint promptly, but at least within seven calendar days.
  • If the parties are willing to let the Board of Directors resolve the complaint, the person should ask the Director to refer the grievance to the Board.
  • If the parties are unsatisfied, the matter will be referred to an external mediator for conflict resolution in accordance with the Rules of the Association.

Resolution by the Board of Directors

  • The Chairperson will convene a meeting of the Board of Directors within ten days.
  • If the grievance involves the conduct or behaviour of a member of the Board, that member will be excluded from the meeting.
  • At this meeting the written records of the grievance will be considered.
  • The Board of Directors may ask both parties to attend the meeting at separate times to ensure that the parties cases have been understood and that the parties have said all that they wish to say.
  • After the parties have presented their case the Board of Directors will attempt to resolve the grievance at the meeting.
  • The Chairperson will give the persons involved a written response to the grievance within seven days of the meeting, outlining reasons for their decision if any.

Resolution with the Assistance of an External Mediator

  • If both the aggrieved parties consent, a mediation conference will be arranged with an independent and properly qualified external mediator.
  • The mediation conference will be arranged to suit both parties.
  • If the parties cannot agree on a suitable time, the Chairperson will arrange a time after consultation with both parties and wherever possible, during both parties working time.
  • The independent mediator will attempt to resolve the matter.
  • The independent mediator will provide a written report for the Board of Directors including any recommendations and time lines.
  • The mediator’s report will be tabled at the next ordinary Board of Directors Meeting, at which time such recommendations and time lines will be accepted or modified or replaced.
  • The Board of Directors and Director will oversee compliance with such recommendations and time lines.
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