Policies and Proceedures

Purpose

The purpose of this strategy is to eliminate and minimise risk to student safety to ensure the safety and wellbeing of all students at The Village School Gold Coast (the School).

Scope

Students and employees, including full-time, part-time, permanent, fixed term and casual employees, as well as contractors, volunteers and people undertaking work experience or vocational placements.

1. Statement of Commitment 

The Village School Gold Coast is committed to taking all reasonable steps to promote the safety and wellbeing of students enrolled at the School and their protection from foreseeable harm. 1 In practice, The Village School Gold Coast is committed to acting in accordance to the Working with Children (Risk Management and Screening) Act 2000 (Qld) (“the Act”) to promote the safety and wellbeing of students means that it will implement the measures outlined below in points.

2. Code of Conduct

At The Village School Gold Coast, we expect our employees to conduct themselves as follows:

• School employees are expected to always behave in ways that promote the safety, welfare and well-being of our students. Employees must actively seek to prevent harm to students, and to support those who have been harmed.

Specific responsibilities include:

• Employees should avoid situations where they are alone in an enclosed space with a student.
• When physical contact with a student is a necessary part of the teaching/learning experience, employees must exercise caution to ensure that the contact is appropriate and acceptable. Employees must always advise the student of what they intend on doing and seek their consent.
• Employees must not develop a relationship with any student that is, or that can be interpreted as having a personal interest rather than a professional interest in a student.
• Employees must not have a romantic or sexual relationship with a student.

This commitment is evidence of The Village School Gold Coast’s fulfilment of the requirements of Schedule 1 s.2(2).

3. Recruitment, Selection, Training and Management Procedures

The Village School Gold Coast is committed to recruiting, selecting, training and managing employees in such a way that limits risks to students. In particular, the School will:

• Ensure that its recruitment and selection procedures act to reduce the risk of harm to children from employees via:
  • Accurate position descriptions, including whether the successful applicant must be a teacher registered with the Queensland College of Teachers for a teaching position, Certificate 3 for a Teacher Assistant and a Blue Card and recent policy check for contractors; along with the responsibilities and supervision associated with the position, the nature and environment of the service provided to students and the experience and qualifications required by the successful applicant.
  • Advertising the position with a clear statement about the school’s commitment to safe and supportive work practices and identifying that candidates will be subject to a teacher registration check or Blue Card screening, a police check, referee checks, identification verification and the requirement to disclose any information relevant to the candidates’ eligibility to engage in activities including children.
  • A selection process that includes assessing the application via an interview process, referee check and other checks (as identified above) based on the accurate position description.
  • A probationary period of employment, which allows the school to further assess the suitability of the new employee and to review the selection process as and if necessary.
• Ensure that its training and management procedures act to reduce the risk of harm to students from employees via:
  • Management processes that are consistent, fair and supportive.
  • Performance management processes to help employees to improve their performance in a positive manner.
  • Supportive processes for staff when they are experiencing challenges, such as mentoring, mediation, conflict resolution, coaching, additional training, and external support and counselling services.
  • An induction program which thoroughly addresses the school’s policies and procedures, particularly its expectations regarding student risk management and to assist employees to understand their role in providing a safe and supportive environment for students.
  • Training new and existing staff on an ongoing basis to enhance skills and knowledge and to reduce exposure to risks, as follows:
    • the school’s policies and procedures
    • identifying, assessing and minimising risks to students, and
    • handling a disclosure or suspicion of harm to a child.
  • Keeping a record of the training provided to employees.
  • Conducting exit interviews to assist the school to identify broader issues of concern that may impact on the safety and well-being of students at the school.

This commitment is evidence of The Village School Gold Coast’s fulfilment of the requirements of Schedule 1 s.2(3).

4. Handling Disclosures or Suspicions of Harm

Any of the types of concerns or reports below should be reported and managed under The Village School Gold Coast’s Child Protection Policy, as follows:

• all staff with concerns about sexual abuse or likely sexual abuse or likely sexual abuse or a child sexual offence committed by an adult,
• teachers and care professionals with concerns of sexual or physical abuse,
• all staff who have received a report of inappropriate behaviour by another staff member.

To report any type of harm, all staff members should use the Suspected Harm or Sexual Abuse Reporting Form in Appendix 2 of this document.

Furthermore, and in accordance with section 76 of the Education (Queensland College of Teachers) Act 2005, the Principal of The Village School Gold Coast will report to the Queensland College of Teachers any investigations into allegations of harm caused, or likely to be caused, to a student because of the conduct of a relevant teacher at the School.

Any report made under this section or The Village School Gold Coast’s Child Protection Policy will fulfill the reporting obligations of all adults under the Criminal Code Act 1899.

This commitment is evidence of The Village School Gold Coast’s fulfilment of the requirements of Schedule 1 s.2(4).

5. Managing Breaches of This Child Risk Management Strategy

The Village School Gold Coast is committed to appropriately managing breaches of this Child Risk Management Strategy in accordance with its other relevant policies as appropriate in the circumstances, such as its Child Protection Policy, Staff Code of Conduct and Complaints Handling Policy and Procedure; this is evidence of fulfilment of the requirements of Schedule 1 s.2(5).

6. (1) Implementing and Reviewing the Child Risk Management Strategy

This Strategy in its entirety and its related policies and procedures are evidence of fulfilment of the requirements of Schedule 1 s.2(6)(a) relating to implementation.

The introduction to this Child Risk Management Strategy and the Compliance and Monitoring section below states The Village School Gold Coast’s commitment to reviewing the Strategy annually and are evidence of fulfilment of the requirements of the Schedule 1 s.2(6)(a) relating to review.

6. (2) Blue Card Policies and Procedures

The Village School Gold Coast is committed to acting in accordance with chapters 7 and 8 of the Act relating to the screening of employees in such a way that limits risks to children. In particular, The Village School Gold Coast will:

• Require relevant prospective or current employees, volunteers, trainee students and School board members to have working with children authority and check the validity and appropriateness of any currently held notices, in accordance with The Village School Gold Coast’s position descriptions and the Act prior to the commencement of their engagement.
• Not allow a person to continue to work with children if their working with child authority is cancelled or suspended or a negative notice is received after a change of police information.
• Have all relevant prospective employees and volunteers engaging in Restricted Employment acknowledge and sign a Restricted Person Declaration Form (Appendix 3 of this document) declaring they are not a restricted person prior to commencing their engagement.
• Not allow a person relying on an exemption to continue to work with children if they become a restricted person.
• Link and unlink individuals as they commence and conclude their engagement with the School on the Blue Card Operations Portal.
• Appoint a School contact person (for The Village School Gold Coast, this is the Business Manager) who will be responsible for managing the working with child screening process and all related documentation and records.
• Keep written records of all the above actions, decisions and outcomes, including the dates of expiry for working with children authority.
• Ensure that all information in relation to working with children authority is kept confidential.
• Act to remind employees to keep their working with children authority up to date and apply for a renewal prior to expiry.
• Take appropriate action if an employee, volunteer, trainee student or School board member fails to submit a renewal application prior to their working with children authority expiring.

This commitment is evidence of The Village School Gold Coast’s fulfilment of the requirements of Schedule 1 s.2(6)(b).

7. High Risk Management Plans

The Village School Gold Coast is committed to identifying risks, assessing risks, eliminating and minimising risks and the monitoring of risk to the safety of students on an ongoing basis. The Village School Gold Coast will utilise various risk management tools to assist it in this process and will keep appropriate records of decisions made and actions taken in relation to risks to children.

This commitment is evidence of The Village School Gold Coast’s fulfilment of the requirements of Schedule 1 s.2(7).

8. Strategies of Communication and Support

The Village School Gold Coast’s commitment to making this Child Risk Management Strategy available to students, parents and employees via its School website and electronic or hard copies upon request, is evidence of fulfilment of the requirements of Schedule 1 s.2(8)(a).

The Village School Gold Coast is committed to training employees in relation to risks to students and will conduct this training regularly via annual formal training events, informal updates at staff meetings and regular discussions between the principal and the School staff and volunteers; this is evidence of fulfilment of the requirements of Schedule 1 s.2(8)(b).

Responsibilities

The Village School Gold Coast is responsible for developing and implementing this Child Risk Management Strategy and related policies and procedures to ensure it fulfils its obligations.

All employees at The Village School Gold Coast are responsible for acting in compliance with this Child Risk Management Strategy and related policies and procedures.

Compliance and Monitoring

The Village School Gold Coast is committed to the annual review of this Strategy. The Village School Gold Coast will also record, monitor and report to the School board regarding any breaches of the Strategy.

In addition, The Village School Gold Coast is committed to other various compliance and monitoring arrangements made under relevant policies and procedures.

Helpful Links

• Independent Schools Queensland’s Child Protection Decision Support Trees
• Department of Child Safety, Youth and Women Child Protection Guide resource
• Blue Card Services resources

References

• Working with Children (Risk Management and Screening) Act 2000 (Qld)
• Working with Children (Risk Management and Screening) Regulation 2020 (Qld)
• Child Protection Act 1999 (Qld)
• Education (Accreditation of Non-State Schools) Act 2017 (Qld)
• Education (Accreditation of Non-State Schools) Regulation 2017 (Qld)
• Education (General Provisions) Act 2006 (Qld)
• Education (General Provisions) Regulation 2017 (Qld)
• Education and Care Services National Regulations
• Education (Queensland College of Teachers) Act 2005 (Qld)
• Education and Care Services National Law (Queensland)

Related Documents

• TVSGC Blue Card Register
• TVSGC Child Protection Policy
• TVSGC Complaints Handling Policy
• TVSGC Complaints Handling Procedures
• TVSGC Staff Code of Conduct
• TVSGC Parent, Contractor and Volunteer Code of Conduct
• TVSGC Restricted Person Declaration Form
• TVSGC Risk Management Framework

Purpose

The purpose of this policy is to provide written processes about receiving, assessing, investigating and otherwise dealing with complaints1at The Village School Gold Coast (the School).

Scope

Any person directly affected by the subject of a complaint. Examples may include staff, students or a student’s parent or guardian, contractors or community members.

Policy Statement

The Village School Gold Coast acknowledges the right of students, parents/guardians, staff and others to complain when dissatisfied with the School’s services, including an action, inaction or decision of the School. The School encourages constructive criticism and complaints. The School is committed to ensuring that complaints received are handled in a responsive, efficient, consistent, effective, transparent and fair way.

The School will ensure employees can recognise, receive and appropriately refer complaints to the informal or formal complaints procedure.

The Village School Gold Coast recognises that time spent on handling complaints can be an investment in better service to students and parents/guardians and a better culture for employees, and views complaints as part of an important feedback and accountability process.

Definitions

• Complaint: An expression of dissatisfaction made to or about the School, related to the School’s services, staff or the handling of a complaint, where a response or resolution is explicitly or implicitly expected or legally required.
• Informal Complaint: A complaint about a matter that is likely to be simple, straight forward, easily manageable or minor, where a simple or quick resolution is appropriate such as discussion of the matter with a relevant staff member.
• Formal Complaint: A complaint about a matter that is serious, complex or may pose a threat to the health and safety of any person. Examples include serious allegations or breaches of policy, complaints against a senior staff member, including the Principal or an informal complaint that could not be resolved informally. Assessment of the complaint is required by the Principal.
• Complainant: The person, organisation or their representative making a complaint.
• Respondent: The person who is referred to in a complaint by a complainant as the person responsible for their concerns or who can best respond to their concern.

Complaints Handling Principles

The Village School Gold Coast will manage complaints according to the following (which include principles of procedural fairness):

• Complaints will be taken seriously, dealt with fairly and objectively, without judgement and addressed in a reasonable timeframe.
• Complaints should be resolved with as little formality and disruption as possible, having regard to the nature of the complaint.
• Interested parties to the complaint (for example, the complaint and any respondent) will be heard and/or may provide relevant information in relation to the complaint.
• Confidentiality and privacy will be maintained as much as possible.
• The complainant and any respondent will be offered support as appropriate.
• Victimising behaviour towards a complainant, respondent or other people associated with the complaint, will not be tolerated.
• Complainants that lodge a complaint on reasonable grounds will not suffer any other reprisals on the basis of the lodging the complaint.

Complaints that may be Resolved under this Policy

The Village School Gold Coast encourages anyone who feels impacted by an issue involving the School to file a complaint. Complaints can address matters such as:

• the School, its employees or students having done something wrong
• the School, its employees or students having failed to do something they should have done
• the School, its employees or students having acted unfairly or impolitely
• issues of student or employee behaviour that are contrary to the relevant Positive Behaviour Management Policy or code of conduct, including inappropriate staff conduct as reported by a student.
• issues related to learning programs, assessment and reporting of student learning
• issues related to communication with students or parents or between employees
• issues related to School fees and payments
• general administrative issues
• issues relating to non-compliance with a process outlined in School policies or procedures, for example the Child Protection Policy, Discrimination Policy, or Privacy Policy.

Student complaints may be brought by students or by parents on behalf of their children, as appropriate in the circumstances.

Issues Outside this Policy

The following matters are outside the scope of this policy and should be managed as follows:

• Child protection concerns including allegations of sexual abuse, likely sexual abuse or harm to children should be dealt in accordance with the School’s Child Protection Policy.
• Student bullying complaints should be dealt with under the Positive Behaviour Management Policy.
• Student discipline matters, including matters involving suspension or expulsion, should be dealt with under the Positive Behaviour Management Policy.
• Student or employee violence or criminal matters should be directed to the Principal, who will involve the Police as appropriate.
• Disputes relating to a staff member’s employment should be directed to the Principal and dealt with under the employment law. This does not include disputes about work health and safety matters, which may be dealt with under the School’s Complaints Handling Policy.
• Disputes between Board members, between company members and Board members or between company members should be dealt with in accordance with the Constitution or Director Code of Conduct.
• Formal legal proceedings should be managed as appropriate in the circumstances.
• Complaints relating to the education and training services provided by the School to an overseas student should be dealt with in accordance with the Education Services for Overseas Students Act 2000 and National Code and the School’s Overseas Student’s Complaints and Appeals Policy and Process.

Responsibilities

School

The School has the following roles and responsibilities:

• develop, implement, promote and act in accordance with the School’s Complaints Handling Policy,
• appropriately communicate the School’s Complaints Handling Policy to students, parents and employees,
• ensure that the Complaints Handling Policy are readily accessible by staff, students and parents,
• upon receipt of a complaint, manage the complaint in accordance with the Complaints Handling Policy,
• take appropriate action to prevent victimisation or action in reprisal against the complainant, respondent or any person associated with them,
• appropriately implement remedies,
• appropriately train relevant employees,
• keep records
• conduct a review/audit of the Complaints Register in regular intervals, and/or
• report to the School's insurer when that is relevant.

All Parties in a Dispute:

The complainant and respondent both have the following role and responsibilities:

• comply with the School’s Complaints Handling Policy,
• provide complete and factual information in a timely manner,
• not provide deliberately false or misleading information,
• not make frivolous or vexatious complaints or retaliatory complaints,
• act in good faith and maintain a mutually beneficial relationship of trust and cooperation,
• act in a calm, courteous manner and non-threatening manner
• acknowledge that a common goal is to achieve an outcome acceptable to all parties,
• recognise that all parties have rights and responsibilities which must be balanced,
• maintain and respect the privacy and confidentiality of all parties, and/or
• not victimise or act in reprisal against any party to the dispute or any person associated with them.

Employees Receiving and/or Managing Complaints

Employees receiving and/or managing complaints have the following roles and responsibilities:

• act in accordance with the School’s Complaints Handling Policy,
• refer the complainant to the School’s Complaints Handling Policy and provide additional information as necessary,
• maintain confidentiality as far as possible,
• keep appropriate records,
• forward complaints to the Principal, if the complaint cannot be resolved at the initial level, and/or
• not victimise or act in reprisal against the complainant, respondent or any person associated with them.

Implementation

The Village School Gold Coast is committed to raising awareness of the process for resolving complaints at the School, including by the development and implementation of this policy and via the clear support and promotion of the policy. The School will support and promote the policy by publishing it on the School website, making copies available in the School Office upon request and sharing reminders through newsletters and community updates. Staff and families will be reminded of the process during enrolment and at community meetings where appropriate.

The School is also committed to providing regular training for employees on the implementation of this policy. Training will occur during induction for all new employees and annually thereafter, with additional refreshers provided as required when processes or requirements change.

Complaint Register

The Village School Gold Coast will maintain a complaint register with details such as the date, source and description of complaints, the employee managing the complaint, the actions taken, outcome and the date the complaint was closed.

The complaint register will be stored securely

All complaints shall be entered onto the complaint register as soon as practicable after the complaint is received. The complaint register will not contain complaints about the Principal. Records of complaints about the Principal will be maintained by the Board with access restricted to the Board

To safeguard confidentiality and maintain the integrity of the complaint process, access to the entire complaint register will be limited to the Principal and the Business Manager.

The Principal may authorise the sharing of specific, relevant entries from the complaint register with other designated staff members, provided measures are taken to protect the confidentiality of all parties involved, particularly ensuring that respondents to a complaint do not gain inappropriate access to information about the allegations against them.

Complaints Handling Procedure

1. Lodging a Complaint

1. Complaints can be made to the most appropriate staff member at the local level (e.g. a student’s classroom teacher).
2. Complaints about the Principal must be lodged with the Board (via mail addressed to the Board Chair and sent to PO Box 995, Coolangatta, QLD, 4225)
3. Complaints may be lodged through various methods, including:
   • phone,
   • email,
   • dojo message, and/or
   • in person (by appointment)
4. If unsure where to direct a complaint, contact the School’s Administration Office for guidance
5. If the complainant is uncomfortable directing the complaint to the most appropriate member at the local level or wishes to make a formal complaint, they may:
   • email hello@thevillageSchoolgoldcoast.com.au or feedback@thevillageSchoolgoldcoast.com.au
   • use the anonymous reporting box set up in the Reception area,
   • mail it to PO Box 995, Coolangatta, QLD, 4225, and/or
   • raise it with the Business Manager or Principal.
6. Where an anonymous complaint is lodged, the School will follow the complaints handling policy, when there is sufficient information to do so.

2. Acknowledgement, Assessment and Referra

1. The staff member receiving the complaint will::
   • acknowledge the complaint within two (2) business days, outlining the next steps and where possible the estimated timeframes.,
   • assess the complaint, using the definitions of informal and formal complaints in this policy, and refer the complaint to the informal or formal complaints process.

3. Registration and Support

1. The recipient of the complaint will promptly enter it onto the complaints register, regardless of whether it proceeds through the informal or formal process.
2. The recipient of the complaint will offer support to the complainant as appropriate, which may include assistance with completing forms or understanding procedures.
3. If a student is a complainant, respondent or victim, or the child of a complainant, respondent or victim of a matter being managed through this policy, the School may offer the student support where appropriate e.g. discussing suitable adjustments with parents/caregivers.

4. Informal Complaints Process

1. The informal process is designed to resolve issues promptly and collaboratively at the local level.
2. It may involve constructive discussion and negotiation between the complainant and the relevant staff member(s).
3. If the complaint cannot be resolved informally, it will be escalated to the formal process.

5. Formal Complaints Process

1. The formal process begins with the assessment of the complaint by the Principal or the Board Chair for complaints against the Principal.
2. The staff member may gather additional information through investigation, interviews or evidence rev
3. The staff member will determine appropriate action, which may include:
   • mediation,
   • disciplinary measures,
   • Implementation of policy changes,
   • referral to external agencies (e.g., police),
   • provision of written updates to the complainant throughout the process, and/or
   • other actions the Principal or Board Chair determine as appropriate in the circumstances.

6. Complaint Closure

1. The complaint register will be updated with the date the complaint is closed and a brief summary of the outcome.
2. The complainant will receive written notification of the outcome and any actions taken where appropriate.

7. Appeals Process

1. Complainants may appeal the outcome of a complaint by writing to:
   • the Principal (for complaints not previously managed by the Principal), and/or
   • The Board Chair (for complaints previously managed by the Principal, or complaints about the Principal).

References

• Education (Accreditation of Non-State Schools) Regulations 2017
• Australian Education Regulations 2013
• Fair Work Act 2009
• Work Health and Safety Act 2011 (Qld)
• Privacy Act 1988 (Cth)
• Anti-Discrimination Act 1991 (Qld)
• Australian Human Rights Commission Act 1986 (Cth)
• Sex Discrimination Act 1984 (Cth)
• Age Discrimination Act 2004 (Cth)
• Disability Discrimination Act 1992 (Cth)
• Racial Discrimination Act 1975 (Cth)
• Standards Australia, Guidelines for complaint management in organizations (ISO 10002:2022,NEQ)
• incident Reporting Process Poster
• TVSGC Enrolment Contract
• TVSGC Child Protection Policy
• TVSGC Work Health and Safety Policy
• TVSGC Positive Behaviour Management Policy
• TVSGC Parent, Contractor and Volunteer Code of Conduct
• TVSGC Sexual Harassment Policy
• TVSGC Discrimination Policy
• TVSGC Privacy Policy
• TVSGC LTD Constitution or Board Charter

Purpose

To ensure an enrolment process which is transparent, fair and equitable and for the School to fulfil all obligations under the law regarding anti-discrimination. To provide a clear understanding of the terms in which enrolment will be offered to students.

Scope

The Village School Gold Coast LTD and employees of The Village School Gold Coast involved in the enrolment application process and all families and students who wish to enrol at The Village School Gold Coast.

Enrolment Process

In 2023, The Village School Gold Coast’s Enrolment process is as follows:

1. Complete Waiting List Form and submit to Administration with proof of payment of Waiting List Application fee of $70/student (see The Village School's Fee Agreement and Policy and The Village School’s Waiting List Form Policy);
2. Fill in an Interview Form and attend an interview with the Principal;
3. An enrolment offer will then be considered when a space becomes available (see The Village School's Enrolment Policy below). In the event that a School Enrolment Position is offered, a family will receive notice of this in writing. Please note, acceptance of the offer of enrolment is performed once the following occurs:
   1. An Enrolment Administration fee of $125 per child has been paid (see The Village School's Fee Agreement);
   2. The Enrolment Form and Contract is completed and signed;
   3. A copy of the prospective student’s birth certificate has been provided;
   4. Current relevant medical reports/information has been provided (this includes allergies, asthma, diabetes, etc and is necessary to ensure The School can meet the needs of the student);
   5. Any relevant allied health professional reports has been provided (this includes speech, occupational therapy, psychologist, etc and are necessary to ensure The School can meet the needs of the student);
   6. Any court or parenting orders in relation to the guardianship arrangements of the student. The Enrolment Application will not be reviewed or processed until the fee and all supporting documents have been provided (where applicable) and
   7. The Enrolment Bond of $1,000 has been paid (see The Village School's Fee Agreement).

The forms and fees need to be received within 14 days. Failure to complete the forms and payment within the required time may result in the placement being offered to another child.

When the signed Enrolment Form, Enrolment Contract, Administration fee and Enrolment Bond have been received, the student is considered to be enrolled.

The Village School Gold Coast’s Enrolment Policy

1. This Policy shall remain in force until such time as changed by The Village School Gold Coast’s Board of Directors (the 'Board').
2. Whilst it is the aim of the Board to review this Policy on an annual basis, the Board reserves the right to change this Policy at any time.
3. The Village School Gold Coast welcomes the enrolment of all children whose families support and share the Village School’s philosophy and values.
4. An Offer of Enrolment will be determined by the School Principal with consideration given to the mission and vision of the school, its philosophies and values, the well-being of its student body and the School’s human, financial and physical resourcing capacities. In addition to our priority of families who support and share the Village School’s philosophy and values, we also consider, but in no order of priority:
   • Commitment to maintain the long-term enrolment;
   • Commitment to developing strong ties between home and school;
   • Class sizes and places available in the relevant year;
   • Siblings of current or past students;
   • Children of The Village School employees;
   • Children with special needs and behavioural support history including advice from specialists, previous teachers and/or principal, and the school’s ability to; meet the child’s needs, the adjustments needed are aligned with our school's philosophy and values and the school's capacity to resource identified additional learning and/or support needs; or
   • Any history of aggression or pattern of disruptive behaviours including disrespecting others and disengagement from school.
5. The School will only offer enrolment places to those families that have completed the Enrolment Process.
6. Being a “Village” family requires the "village" approach, which including spending time at School during school hours as well as out of school hours in any or all of the following:
   • Participation in your child's classroom;
   • Attendance at and participation in classroom Parent-Teacher meetings;
   • Village Community Contribution (eg. Village meetings, fundraising involvement, discussions etc) and
   • Fees being paid up-to-date, or an agreed payment plan in place.
7. The School reserves the right to discontinue a child's enrolment if the above conditions are not met.

References

• Education (Accreditation of Non-State Schools) Act 2017
• Education (Accreditation of Non-State Schools) Regulations 2017
• Disability Discrimination Act 1992
• Disability Standards for Education 2005

2025 Schedule of Fees and Levies

At The Village School Gold Coast, school fees are used in conjunction with Commonwealth and State funding to provide high quality teaching and learning resources. The Village School Gold Coast’s annual fees are outlined below:

*These fees are inclusive of tuition, stationery, learning materials, subscriptions, incursions and excursions.

** These fees are NOT inclusive of school camps. Families will be advised of any additional costs in advance of planned school camps.

*These fees are inclusive of tuition, stationery, learning materials, subscriptions, incursions and excursions (excluding bus transfers).

Sibling Discount

$50 off sibling/year and $75 for second and subsequent siblings

Waiting List Application Fee

$70 (non-refundable) for every application made.

Enrolment Application Fee

$125 (non-refundable) paid with submission of every application form. This fee covers
the administrative costs of enrolment and initial interview.

Enrolment Bond

$1,000 (refundable* **) per child to confirm an enrolment offer made by the School. Receipt of this payment holds a position for the child in the School.

* The enrolment bond is refundable upon request, in writing and within the calendar year of de-enrolment. All term fees and outstanding accounts must be paid in full and the sufficient notification time provided to be eligible.

** Should the bond be paid, and the student’s enrolment is cancelled prior to entering the school, the deposit will be forfeited by parents. In exceptional circumstances, where the parents can demonstrate to the Principal that factors quite outside their control led to the cancellation, they may apply for a refund of the deposit. However, any refund is entirely at the discretion of the Principal.

At The Village School Gold Coast:

1. Fees detailed are effective from 1 January 2025 and shall remain in force until such time as changed by The Village School Gold Coast’s Board of Directors (the 'Board'.)
2. Whilst it is the general practice of the Board to review and set fees on an annual basis, the Board reserves the right to change these fees at any time
3. Fees fall due before the period they cover and are payable in advance of the term they cover.
4. Please contact the School on accounts@thevillageschoolgoldcoast.com.au to discuss any fee queries including in the event that you are unable to pay the fees by the due date.
5. Should fees fail to be paid by the due date then the School may:
   1. apply an administrative fee of 10% interest per month to the outstanding balance of tuition fees from that point on;
   2. direct unpaid accounts to a Collection Agency and/or take legal action with any associated costs payable by the parent/guardian of the enrolled student on day 31 of initial due date; and/or
   3. terminate the enrolment of the student(s) to whom this point applies.
6. If a student is to leave the School, it is a condition of enrolment that parents/guardians must notify the Principal in writing to hello@thevillageschoolgoldcoast.com.au before 5pm on Friday of Week Five (5) of any term. If sufficient notice is not given, parents/guardians acknowledge the bond will be forfeited. This amount is a genuine pre-estimate of the losses and damages incurred by the School in having allocated resources, planning and expenditure related to the student.

Purpose

The Village School Gold Coast is bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act. This statement outlines the privacy policy of the School and describes how the School uses and manages personal information provided to or collected by it.

Scope

The policy applies to Board members, employers, employees, volunteers, parents/guardians and students, contractors, and people visiting the School site; and describes the type of information the School collects, how the information is handled, how and to whom the information is disclosed, and how the information may be accessed.

Exception in Relation to Employee Records

Under the Privacy Act 1988 (Cth) (Privacy Act), the Australian Privacy Principles do not apply to an employee record held by the employing entity. As a result, this Privacy Policy does not apply to The Village School Gold Coast’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between The Village School Gold Coast and employee

Policy

This Privacy Policy sets out how The Village School Gold Coast manages personal information provided to or collected by it. The Village School Gold Coast is bound by the Australian Privacy Principles contained in the Privacy Act. The Village School Gold Coast may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to The Village School Gold Coast’s operations and practices and to make sure it remains appropriate to the changing School environment

What kinds of personal information does the School collect and how does the School collect it?

The type of information The Village School Gold Coast collects and holds includes (but is not limited to) personal information, including health and other sensitive information, about:

• students and parents and/or guardians ('Parents') before, during and after the course of a student's enrolment at the School:
  • name, contact details (including next of kin), date of birth, gender, language background and previous school;
  • parents' education, occupation and language background;
  • medical information (e.g. details of disability and/or allergies, absence notes, medical reports and names of doctors);
  • conduct and complaint records, or other behaviour notes, and school reports; information about referrals to government welfare agencies;
  • counselling reports;
  • health fund details and Medicare number;
  • any court orders;
  • volunteering information; and
  • photos and videos at school events.
• job applicants, staff members, volunteers and contractors:
  • name, contact details (including next of kin) and date of birth;
  • information on job application;
  • professional development history;
  • salary and payment information, including superannuation details;
  • medical information (e.g. details of disability and/or allergies, and medical certificates);
  • complaint records and investigation reports;
  • leave details;
  • photos and videos at school events;
  • workplace surveillance information;
  • work emails and private emails (when using work email address) and Internet browsing history
• other people who come into contact with the School including name and contact details and any other information necessary for the particular contact with the School.

Personal Information you provide

The Village School Gold Coast will generally collect personal information held about an individual by way of forms filled out by parents or students, face-to-face meetings and interviews, emails and telephone calls. On occasions people other than parents and students provide personal information.

Personal Information provided by other people

In some circumstances The Village School Gold Coast may be provided with personal information about an individual from a third party, for example a report provided by a medical professional or a reference from another school.

How will the School use the personal information you provide?

The Village School Gold Coast will use personal information it collects from you for the primary purpose of collection and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected by you, or to which you have consented.

Students and Parents

In relation to personal information of students and parents, The Village School Gold Coast’s primary purpose of collection is to enable The Village School Gold Coast to provide schooling to students enrolled at the school, exercise its duty of care and perform necessary associated administrative activities, which will enable students to take part in all the activities of the school. This includes satisfying the needs of parents, the needs of the students and the needs of The Village School Gold Coast throughout the whole period the student is enrolled at the School.

The purposes for which The Village School Gold Coast uses personal information of students and parents include:

• to keep parents informed about matters related to their child's schooling, through correspondence
• day-to-day administration of The Village School Gold Coast
• looking after student's educational, social and medical well-being
• seeking donations and marketing for The Village School Gold Coast
• to satisfy The Village School Gold Coast’s legal obligations and allow the school to discharge its duty of care.

In some cases where The Village School Gold Coast requests personal information about a student or parent and the information requested is not provided, The Village School Gold Coast may not be able to enrol or continue the enrolment of the student or permit the student to take part in a particular activity.

On occasions information such as events, student activities and similar news is published on the School’s social media pages and on our website, this may include photographs and videos of student activities such as community events, school camps and school excursions. The School will obtain permissions [annually] from the student's parent or guardian (and from the student if appropriate) if we would like to include such photographs or videos [or other identifying material] in our promotional material or make this material available to the public such as on the internet.

Job applicants, Staff Members and Contractors

In relation to personal information of job applicants, staff members and contractors, The Village School Gold Coast’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be.

The purposes for which The Village School Gold Coast uses personal information of job applicants, staff members and contractors include:

• in administering the individual's employment or contract, as the case may be
• for insurance purposes
• seeking donations and marketing for the School
• to satisfy the School's legal obligations, for example, in relation to child protection legislation

Volunteers

The School also obtains personal information about volunteers who assist The Village School Gold Coast in its functions or conduct associated activities, to enable The Village School Gold Coast and the volunteers to work together.

Marketing and Fundraising

The Village School Gold Coast treats marketing and seeking donations for the future growth and development of the School as an important part of ensuring that The Village School Gold Coast continues to provide a quality learning environment in which both students and staff thrive.

Parents, staff, contractors and other members of the wider School community may from time to time receive fundraising information. School publications, like newsletters and magazines, which include personal information, may be used for marketing purposes.

If you would like to opt-out of direct marketing please contact the School Principal at hello@thevillageSchoolgoldcoast.com.au

Who might the School disclose Personal Information to and store your information with?

The Village School Gold Coast may disclose personal information, including sensitive information, held about an individual for educational, legal, administrative, marketing and support purposes. This may include to:

• another school or staff at another school
• government departments (including for policy and funding purposes)
• medical practitioners
• people providing educational, support and health services to the School, including specialist visiting teachers, [sports] coaches, volunteers, counsellors and providers of learning and assessment tools
• assessment and educational authorities, including the Australian Curriculum, Assessment and Reporting Authority (ACARA) and NAPLAN Test Administration Authorities (who will disclose it to the entity that manages the online platform for NAPLAN)
• people providing administrative and financial services to The Village School Gold Coast
• students' parents or guardians
• anyone you authorise The Village School Gold Coast to disclose information to
• anyone to whom we are required or authorised to disclose the information to by law, including child protection laws

Sending and Storing Information Overseas

The Village School Gold Coast 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)
• otherwise complying with the Australian Privacy Principles or other applicable privacy legislation.

The Village School Gold Coast may use online or 'cloud' service providers to store personal information and to provide services to The Village School Gold Coast that involve the use of personal information, such as services relating to email, instant messaging and education and assessment applications. Some limited personal information may also be provided to these service providers to enable them to authenticate users that access their services. This personal information may be stored in the 'cloud' which means that it may reside on a cloud service provider’s server which may be situated outside Australia. However, The Village School Gold Coast will endeavour to use servers based in Australia. An example of such a cloud service provider is Microsoft 365 with servers based in Sydney, New South Wales, Australia.

Sensitive Information

In referring to 'sensitive information', The Village School Gold Coast means: information relating to a person's racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, philosophical beliefs, sexual orientation or practices or criminal record, that is also personal information; health information and biometric information about an individual.

Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose (unless you agree otherwise) or the use or disclosure of the sensitive information is required by law.

Management and Security of Personal Information

The Village School Gold Coast‘s staff are required to respect the confidentiality of students' and parents' personal information and the privacy of individuals. The School has in place steps to protect personal information. The Village School Gold Coast holds from; misuse, interference and loss, unauthorised access, modification or disclosure by use of various methods including locked storage of paper records and password access rights to computerised records.

Data Breaches

It will be deemed that an ‘eligible data breach’ has occurred if:

• there has been unauthorised access to, or unauthorised disclosure of, personal information about one or more individuals (the affected individuals)
• a reasonable person would conclude there is a likelihood of serious harm to any affected individuals as a result
• the information is lost in circumstances where:
  • unauthorised access to, or unauthorised disclosure of, the information is likely to occur
  • assuming unauthorised access to, or unauthorised disclosure of, the information was to occur, a reasonable person would conclude that it would be likely to result in serious harm to the affected individuals.

Serious harm may include serious physical, psychological, emotional, economic and financial harm, as well as serious harm to reputation.

What must the school do in the event of an ‘eligible data breach’?

If The Village School Gold Coast suspects that an eligible data breach has occurred, it will carry out a reasonable and expedient assessment/investigation within 30 days of becoming aware of the suspected eligible data breach

If such an assessment/investigation indicates there are reasonable grounds to believe an eligible data breach has occurred, then The Village School Gold Coast will be required to lodge a statement to the Privacy Commissioner (Commissioner). Where practical to do so, the school entity will also notify the affected individuals. If it is not practicable to notify the affected individuals, The Village School Gold Coast will publish a copy of the statement on its website or publicise it in another manner.

Exception to notification obligation

An exception to the requirement to notify will exist if there is a data breach and immediate remedial action is taken and as a result of that action:

• there is no unauthorised access to, or unauthorised disclosure of, the information
• there is no serious harm to affected individuals, and as a result of the remedial action, a reasonable person would conclude the breach is not likely to result in serious harm

Access and Correction of Personal Information

Under the Privacy Act, an individual has the right to seek and obtain access to any personal information which The Village School Gold Coast holds about them and to advise The School of any perceived inaccuracy. There are some exceptions to this right set out in the Act. Students will generally be able to access and update their personal information through their parents, but older students may seek access and correction themselves.

To make a request to access or to update any personal information The Village School Gold Coast holds about you or your child, please contact the School Principal in writing. The School may require you to verify your identity and specify what information you require. The Village School Gold Coast may charge a fee to cover the cost of verifying your application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, the School will advise the likely cost in advance. If we cannot provide you with access to the information, we will provide you with written notice explaining the reasons for refusal

The School will take reasonable steps to ensure that any personal information is accurate, up to date, complete, relevant and not misleading.

Consent and Rights of Access to the Personal Information of Students

The Village School Gold Coast respects every parent's right to make decisions concerning their child's education. Generally, the School will refer any requests for consent and notices in relation to the personal information of a student to the student's parents. The Village School Gold Coast will treat consent given by parents as consent given on behalf of the student and notice to parents will act as notice given to the student.

As mentioned above, parents may seek access to personal information held by The Village School Gold Coast about them or their child by contacting the School Principal. However, there will be occasions when access is denied. Such occasions would include where release of the information would have an unreasonable impact on the privacy of others, or where the release may result in a breach of The Village School Gold Coast‘s duty of care to a student.

The School may, at its discretion, on the request of a student grant that student access to information held by the School about them, or allow a student to give or withhold consent to the use of their personal information, independently of their parents. This would normally be done only when the maturity of the student and/or the student's personal circumstances warrant it.

Enquiries and Complaints

If you would like further information about the way The Village School Gold Coast manages the personal information it holds, or wish to make a complaint about The Village School Gold Coast’s breach of the Australian Privacy Principles please contact the School Principal on (07) 56 200 413 or on 0493 123 700 or via hello@thevillageschoolgoldcoast.com.au . The Village School Gold Coast 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.

References

• Education (Accreditation of Non-State Schools) Regulations 2017
• Work Health and Safety Act 2011 (Qld)
• Privacy Act 1988 (Cth)
• Disability Discrimination Act 1992 (Cth)
• Australian Privacy Principles
• The Village School Gold Coast Disability Policy
• The Village School Gold Coast Child Protection Policy
• The Village School Gold Coast Child Complaints Policy

Purpose

The purpose of this policy is to protect students with a disability and students who have an associate with a disability, from unlawful discrimination on the basis of that disability at The Village School Gold Coast (the School).

Scope

Persons who are bound by this policy are students (including prospective) and employees, including full-time, part-time, permanent, fixed-term and casual employees, as well as contractors, volunteers and people undertaking work experience or vocational placements in the School

Policy Statement

The Village School Gold Coast is committed to inclusive education, ensuring that all students, regardless of ability, are supported to learn and thrive in “our Village”, the School. We value diversity and believe that every child brings unique strengths that enrich our community.

In Queensland, both the Anti-Discrimination Act 1991 (Qld) and the Disability Discrimination Act 1992 (Cth) regulate disability discrimination in Schools. This policy outlines written processes for how the School will identify students with a disability and devise educational programs specific to their needs. These processes comply with the Disability Standards for Education 2005 (Cth).

All students have the right to learn in an environment free from unlawful discrimination. The School will provide a fair, supportive and safe learning environment where all students are treated with dignity and are encouraged to participate fully. In particular, the School will ensure that students with a disability are provided with opportunities to realise their potential through participation in education and training on the same basis as other students.

The discrimination laws also protect the rights of students who have an associate with a disability. Where this policy refers to discrimination of students, it includes discrimination against a student who has an associate with a disability.

Provided that adjustments do not cause unjustifiable hardship, the School will make reasonable adjustments to ensure equality of access and participation by students with a disability. The School undertakes to actively identify barriers, consult with families and implement strategies and adjustments that enable participation in education on the same basis as other students.

In accordance with relevant law, the School is committed to protecting students with a disability from both direct and indirect discrimination on the basis of disability while engaging in their education, including but not limited to the areas of:

• enrolment,
• participation in curricular and co-curricular activities and use of facilities and services,
• curriculum development, accreditation, and delivery,
• student support services, and/or
• elimination of harassment and victimisation.

The School may also be required to comply with other laws which provide exemptions to discrimination obligations. In limited circumstances, public health requirements may require a School to isolate or discriminate against a student with a disability to protect the health and welfare of the student or others.

The Village School Gold Coast is committed to responding appropriately to allegations of discrimination, including promptly investigating and bringing disciplinary action when warranted against individual employees. The School is also committed to eliminating the harassment and victimisation of students who have a disability.

Definitions

Adjustment: A measure or action (or a group of measures or actions) taken by a School that has the effect of assisting a student with a disability:

1. in relation to an admission or enrolment — to apply for the admission or enrolment; and
2. in relation to a course or program — to participate in the course or program; and
3. in relation to facilities or services — to use the facilities or services;

on the same basis as a student without a disability, and includes an aid, a facility, or a service that the student requires because of his or her disability

Associate: The Disability Discrimination Act 1992 (Cth) defines ‘associate’ in relation to a student to include:

1. a spouse of the person; and
2. another person who is living with the person on a genuine domestic basis; and
3. a relative of the person;
4. a carer of the person;
5. another person who is in a business, sporting, or recreational relationship with the person.

The Anti-Discrimination Act 1991 (Qld) makes it unlawful to discriminate against a student because of their association with, or relation to, another person who is identified as having an impairment.

Direct Discrimination: A School directly discriminates against a student on the ground of their disability, if because of the disability, the student is treated or is proposed to be treated, less favourably than they would be treated without the disability in circumstances that are not materially different.

A School also directly discriminates against a student on the ground of their disability if:

1. reasonable adjustments are not made or proposed to be made, for the student; and
2. the failure to make reasonable adjustments has or would have, the effect that the student, because of the disability, is treated less favourably than a person without the disability would be treated in circumstances that are not materially different.

Disability: The term ‘disability’ in this document includes physical, intellectual, psychiatric, sensory, neurological and learning disabilities and is used to encompass both of the legal meanings of ‘disability’ and ‘impairment’, being differently defined in State and Commonwealth legislation as follows

Disability Discrimination Act 1992 (Cth) - ‘disability’ in relation to a person, means:

1. total or partial loss of the person’s bodily or mental functions; or
2. total or partial loss of a part of the body; or
3. the presence in the body of organisms causing disease or illness; or
4. the presence in the body of organisms capable of causing disease or illness; or
5. the malfunction, malformation or disfigurement of a part of the person’s body; or
6. a disorder or malfunction that results in the person learning differently from a person without the disorder or malfunction; or
7. a disorder, illness or disease that affects a person’s thought processes, perception of reality, emotions or judgment or that results in disturbed behaviour

A ‘disability’ includes past, present and future disabilities as well as imputed disabilities. A disability otherwise covered by the definition includes behaviour that is a symptom or manifestation of the disability.

Anti-discrimination Act 1991 (Qld) - The term ‘disability' is not used in this Act. The term ‘impairment’ is used, being an attribute for which discrimination is prohibited. Under this Act, ‘impairment’ in relation to a person is defined to mean:

1. the total or partial loss of the person’s bodily functions, including the loss of a part of the person’s body; or
2. the malfunction, malformation or disfigurement of a part of the person’s body; or
3. a condition or malfunction that results in the person learning more slowly than a person without the condition or malfunction; or
4. a condition, illness or disease that impairs a person’s thought processes, perception of reality, emotions or judgment or that results in disturbed behaviour; or
5. the presence in the body of organisms capable of causing illness or disease; or
6. reliance on a guide, hearing or assistance dog, wheelchair or other remedial device; whether or not arising from an illness, disease or injury or from a condition subsisting at birth, and includes an impairment that—
7. presently exists; or
8. previously existed but no longer exists.

Harassment: Under the Disability Standards for Education 2005 (Cth), harassment means an action taken in relation to a student with disability that is reasonably likely to humiliate, offend, intimidate or distress the student. Harassment of students with disability by School employees is unlawful under the Disability Discrimination Act (1992) (Cth). The Anti-Discrimination Act 1991 (Qld) only prescribes sexual harassment as unlawful.

Indirect Discrimination: A School indirectly discriminates against a student on the grounds of their disability if:

1. the School requires or proposes to require, the student to comply with a requirement or condition; and
2. because of the disability, the student does not or would not comply or is not able or would not be able to comply, with the requirement or condition; and
3. the requirement or condition has or is likely to have, the effect of disadvantaging persons with the disability.

A School also indirectly discriminates against a student on the ground of their disability if:

1. the School requires or proposes to require, the student to comply with a requirement or condition; and
2. because of the disability, the student would comply or would be able to comply, with the requirement or condition only if the School made reasonable adjustments for the student, but the School does not do so or proposes not to do so; and
3. the failure to make reasonable adjustments has, or is likely to have, the effect of disadvantaging persons with the disability.

Unjustifiable hardship: The term unjustifiable hardship is defined differently in the Commonwealth and State legislation as follows:

• Anti-Discrimination Act 1991 (Qld) - It can be lawful to discriminate on the basis of impairment where special services or facilities are needed for a student with an impairment and supplying these would impose an unjustifiable hardship on the School. Factors that are relevant include the nature of the special service or facility, cost of supplying it, the number of people to benefit, the financial circumstances of the organisation, the disruption that the supplying of those services or facilities might cause and the nature of any benefit or detriment to all people concerned.
• Disability Discrimination Act 1992 (Cth) - In determining whether a hardship that would be imposed on a School would be an unjustifiable hardship, all relevant circumstances of the particular case must be taken into account, including the following:

1. the nature of the benefit or detriment likely to accrue to or to be suffered by, any person concerned, including the community; and
2. the effect of the disability of any person concerned; and
3. the financial circumstances, and the estimated amount of expenditure required to be made by the School; and
4. the availability of financial and other assistance to the School.

Victimisation: Under the Disability Discrimination Act (1992) (Cth), it is unlawful for a person to commit an act of victimisation against another person. The offence is made out in various circumstances where a person subjects or threatens to subject another person to detriment on the ground of various matters, for example, that they have made an allegation, raised a complaint or brought proceedings for disability discrimination. The offence differs under the Anti-Discrimination Act (1991) (Qld).

Responsibilities

Principal Responsibilities

This position is responsible for overseeing:

• the development, ongoing monitoring and review of Individual Education Plans (IEPs),
• the enrolment process and that it adequately identifies and support students with disability,
• the collection of records of reasonable adjustments being made by teachers for individual students,
• ensuring teachers and teacher aides have appropriate professional development during induction and on an ongoing basis,
• the process followed during the enrolment process and throughout enrolment, before any adjustment is made for a student, including:
  • consultation with the student (and/or their associates),
  • consultation with other relevant specialists,
  • consideration of whether an adjustment is necessary,
  • consideration of whether the adjustment may need to be changed over the period of a student’s enrolment,
  • consideration of the need to ensure that the School maintains the academic requirements of the course or program, and other requirements or components that are inherent in or essential to its nature,
  • if an adjustment is necessary, identification of the particular, reasonable adjustment,
  • consideration of whether there is any other reasonable adjustment that would be less disruptive and intrusive and no less beneficial for the student, and/or
  • identification of situations where an adjustment may impose an unjustifiable hardship on the School and referral to the Board of Directors for consideration.

Teacher Responsibilities

Teachers at The Village School Gold Coast are responsible for:

• identifying students who may need adjustments to access the educational program,
• recording differentiation for students in the class for which they are responsible,
• working with other staff and the Principal to develop and implement Individual Education Plans (IEPs),
• planning for the effective use of Teacher Aides to support the implementation of reasonable adjustments, and/or
• participating in a practice of review, reflection and evaluation of the success of adjustments in achieving individualised educational goals.

Teacher Aide Responsibilities

Teacher Aides at The Village School Gold Coast are responsible for:

• implementing adjustments by assisting teachers and
• providing timely feedback to the teacher on the implementation of adjustments.

Parent/Carer Responsibilities

Parents and Carers (or other associates) of students enrolled at The Village School Gold Coast should:

• provide the School with all relevant information about their child’s learning needs during the enrolment process,
• provide the student’s classroom teacher with up-to-date relevant information about their child's learning needs including current reports and assessments from medical and other allied health professionals,
• raise any concerns about their child’s learning or behaviour with the classroom teacher in a timely manner and
• participate in consultation with the teacher around the development and review of IEPs or other support plans.

Compliance and Monitoring

The Principal, supported by teachers and teacher assistants, is responsible for overseeing compliance with this policy.

The School will:

• Collate reports: All disability-related adjustments, incidents and complaints will be logged in a central confidential register maintained by the Principal and/or nominated staff member. This register will record the nature of the matter, actions taken and review dates.
• Monitor patterns: The register will be reviewed each term by the Principal and teachers to identify patterns, gaps in provision or systemic issues.
• Board reporting: A summary of disability-related adjustments and compliance will be tabled annually at a Board meeting, with de-identified data used to inform governance oversight.
• Community reporting: A summary of actions taken to support students with disability and improvements made, will be included in the School’s Annual Report and/or community communications, ensuring transparency and accountability while maintaining confidentiality.
• Review cycle: This policy and its procedures will be reviewed at least every two years, or earlier if required by legislative changes or School needs.

Breaches of Policy

The Principal is available to discuss this policy and its interpretation.

Complaints concerning a breach of this policy should be raised under the School’s Complaints Handling Policy in the first instance.

A breach of this policy may lead to an investigation and, where appropriate, disciplinary action against students or employees under the School’s Behaviour Management or relevant HR policies.

A disability discrimination claim can also be made externally by a student or their parent/carer against the School and/or an individual employee alleged to have unlawfully discriminated against a student. External complaints may be made to:

• Queensland Human Rights Commission (QHRC): www.qhrc.qld.gov.au
• Australian Human Rights Commission (AHRC): www.humanrights.gov.au

References

• Anti-Discrimination Act 1991 (Qld)
• Australian Human Rights Commission Act 1986 (Cth)
• Disability Discrimination Act 1992 (Cth)
• Disability Standards for Education 2005 (Cth), including Guidance Notes
• Australian Education Act 2013 (Cth)
• Disability Services Act 2006 (Qld)
• Education (Accreditation of Non-State Schools) Act 2017 (Qld)
• Education (Accreditation of Non-State Schools) Regulation 2017 (Qld)
• Education (General Provisions) Act 2006 (Qld)
• Privacy Act 1988 (Cth)
• TVSGC Complaints Handling Policy
• TVSGC Student Disability Procedure
• TVSGC Child Protection Policy
• TVSGC Privacy Policy
• TVSGC Positive Behaviour Management Policy

Purpose

The purpose of this policy is to ensure that the waiting list for enrolment at The Village School Gold Coast (the School) is administered in a transparent, equitable, and consistent manner. This policy operates in alignment with the School’s Enrolment Policy, Child Protection Policy and Privacy Policy.

Scope

This policy applies to all applications for enrolment at The Village School Gold Coast and to staff responsible for administering the waiting list and related enrolment processes

Principles

• Equity and non-discrimination – enrolment decisions will comply with anti-discrimination legislation, ensuring that students with disability or additional needs are considered fairly and provided with reasonable adjustments where possible.
• Transparency – criteria and processes for enrolment are clear and publicly available
• Privacy – personal and health information provided as part of enrolment will be managed confidentially in line with the Privacy Act 1988 (Cth) and the School’s Privacy Policy. 3
• Safeguarding – enrolment decisions and processes prioritise the wellbeing and safety of students.

Our Village Spirit

At The Village School Gold Coast, we believe that education is a partnership between families, students and staff. We are more than a School – we are a community, where each child is known, valued, and nurtured.

Our enrolment and waiting list practices reflect this spirit. Families who join our Village are welcomed into a culture of belonging, connection, and shared responsibility. We encourage parents and carers to be active participants in their child’s learning journey and in the wider life of the School – whether that’s attending Village meetings, supporting events, or simply walking alongside us as partners in raising confident, capable children.

This spirit of collaboration and care sits alongside our compliance with legislation and policies. It ensures that every decision we make about enrolment and waiting lists is guided not only by equity, transparency, and safeguarding, but also by the warmth, values, and heart that make our Village, the School unique.

Eligibility and Considerations

Placement on the waiting list is open to all prospective students, subject to the following considerations:

• The School’s capacity to meet the educational and support needs of the student, including the provision of reasonable adjustments.
• Class size limits and availability of places.
• Priority given to siblings of current students, children of staff, and students who demonstrate alignment with the School’s philosophy and values.
• Review of specialist reports, previous School records, and consultation with families (where relevant) to assess the School’s ability to support the student’s learning and wellbeing
• All applications will be assessed fairly, with the best interests and safety of students and staff considered.

Waiting List Process

The process for being placed on and considered from the waiting list is as follows:

1. Families complete and submit a Waiting List Form, together with payment of the non-refundable waiting list fee.
2. The School records the date of receipt of the completed form and fee; this date is used to determine order on the waiting list.
3. Families are invited to attend an enrolment interview when a place may become available.
4. Supporting documentation may be requested, including birth certificates, School reports and relevant medical or specialist assessments.
5. The Principal considers the application in consultation with staff and, where required, external specialists.
6. Where a place is offered, families must accept by completing the Enrolment Agreement and paying the enrolment bond.
7. If a place is not immediately available, the student remains on the waiting list until a place arises or the family withdraws their application.

Governance and Responsibility

The Principal is responsible for the day-to-day administration of the waiting list, including communication with families and record-keeping. The Board of Directors maintains oversight and ensures that the waiting list process is consistent with legislation and School policies.

Privacy and Safeguarding

All information collected as part of the waiting list process will be managed in accordance with the School’s Privacy Policy. Enrolment processes are designed to ensure the safety and wellbeing of students, in alignment with the School’s Child Protection Policy and safeguarding commitments.

References

• Education (Accreditation of Non-State Schools) Act 2017
• Education (Accreditation of Non-State Schools) Regulation 2017
• Disability Discrimination Act 1992
• Disability Standards for Education 2005
• Privacy Act 1988 (Cth)
• TVSGC Waiting List Form
• TVSGC Enrolment and Contract Form
• TVSGC Interview Form
• TVSGC Privacy Policy
• TVSGC Discrimination Policy
• TVSGC Enrolment Policy
• TVSGC Enrolment Procedure
• TVSGC Child Protection Policy

Purpose

The purpose of this policy is to outline The Village School Gold Coast (the School) compliance framework for work health and safety, including the definition of key terms, roles and duties and the implementation and monitoring of measures to ensure, as far as reasonably practicable, the health and safety of workers and all other person at the School.

Scope

The Village School Gold Coast’s board, all officers, all workers and other persons at the School, including students and parents

Policy Statement

The Village School Gold Coast is committed to providing and maintaining a safe and healthy workplace for all workers (including contractors and volunteers) as well as students, visitors and members of the public. Hazards and risks to health, and safety will be eliminated or minimised, as far as is reasonably practicable. In doing so, the school will comply with the Work Health and Safety Act 2011 (Qld), (WHS Act) the Work Health and Safety Regulation 2011 (Qld), (WHS Regulation) and relevant codes of practice.

This commitment is in line with the School’s responsibility under the Education (Accreditation of Non-State Schools) Regulation 2017 to comply with the requirements of the Work Health and Safety Act 2011 (Qld).

This policy should be read in conjunction with The Village School Gold Coast Sexual Harassment Policy which applies to unlawful conduct under the Sex Discrimination Act 1984 (Cth) that can be defined as sex discrimination, sexual harassment, sex-based harassment, conduct that creates a hostile workplace environment on the ground of sex and related victimisation. The School also has a legal obligation under the SD Act, being a positive duty1 to take reasonable and proportionate measures to eliminate, as far as possible, unlawful conduct that is sexual harassment, sex-based harassment, conduct that creates a hostile workplace environment on the ground of sex and related victimisation.

Definitions

• Person Conducting a Business or Undertaking (PCBU) includes those operating a business alone or with others; for profit or not-for-profit; and partners in a partnership. A person is not a PCBU if solely a worker or officer in a business, is an elected member of a local government or a volunteer association. Examples of a PCBU include a company, association, a sole trader, or partners in a partnership.
• Officer is a person who makes or participates in making decisions, that affect the whole or a substantial part of the business or undertaking of the State or Commonwealth , public authority or a corporation. In a school this may include members of the school board and senior leadership employees such as the Principal or Business Manager, Chief Financial Officer and/or Chief Operating Officer.
• Worker includes employees, contractors and subcontractors and their employees, employees of a labour hire company who has been assigned to work in the school, outworkers, apprentices, trainees, students gaining work experience and volunteers. A PCBU, for example a sole trader, can also be a worker if they carry out work in the business.
• Health and Safety Representative (HSR) is a worker, elected by workers8, to represent the health and safety of the work group of which the worker is a member. An HSR’s duties include representing workers in the work group in matters related to health and safety; investigating complaints from workers in their workgroup relating to health and safety; inquiring about risks to workers; requesting and receiving information about the WHS of workers in the HSR’s work group; monitoring measures undertaken by the PCBU; accompanying a WHS entry permit holder if they enter the workplace under part 7 of the WHS Act where the reason for entry relates to the HSR’s work group; inspecting the workplace including with an inspector; requesting a health and safety committee be established; directing that unsafe work cease; and the issuing of provisional improvement notices (PIN) in certain circumstances; with a workers consent, be present at an interview concerning work health and safety between a worker or a group of workers and the PCBU, or workers and an inspector; and when necessary request assistance from a suitable entity for the HSR
• Work Health and Safety Officer (WHSO) is a suitably qualified person appointed by the PCBU to assist in fulfilling the PCBU’s work health and safety duties. Activities include identifying and reporting on work health and safety matters, hazards and risks, notifying of or investigating incidents, accompanying or assisting an inspector during an inspection and establishing training. The PCBU may also act in the role of work health and safety officer
• Health and Safety Committee (HSC) is a body established to facilitate cooperation between the PCBU and the workers and to assist with work health and safety compliance including developing standards, rules and procedures. Membership of the committee must include the HSR and the work health and safety officer, if these positions have been established at the school and at least half of the committee members must be workers, not nominated by the PCBU.
• Representative of a worker, means the health and safety representative for the worker; or a suitable entity for representing the worker that is authorised by the worker to represent the worker
• Suitable entity, for representing or assisting a worker or the health and safety representative for a worker, means a relevant union for the worker; or another entity that is authorised by the worker or representative to represent or assist the worker or representative; but is not an excluded entity for representing or assisting the worker or representative
• Reasonably practicable means what is reasonably able to be done to ensure the health and safety of workers and other person at the school. Determining what is reasonable requires a weighing up of relevant matters such as the likelihood or degree of harm from the hazard or risk, availability of ways to eliminate or minimise the risk and associated costs, including whether the cost is grossly disproportionate to the risk
• Notifiable Incident occurs when there is a death, serious injury or illness or a dangerous incident, at the workplace, relating to a worker or other person. Such incidents much be reported to Work Health and Safety Queensland immediately after the school becomes aware of the incident
• Serious Injury or Incident is where a person needs immediate treatment as an in-patient in a hospital or treatment for certain injuries prescribed in the legislation such as amputation, serious head or an eye injury, a serious burn, separation of skin from tissue, spinal injury, loss of bodily function or serious lacerations. It also includes medical treatment within 48 hours of exposure to a substance.
• Dangerous Incident is an incident in relation to a workplace, where worker or any other person’s health and safety is at risk due to exposure to uncontrolled events for example substance spillage, explosion or fire, or involvement in an accident such as a fall, electric shock or the collapse of a structure.
• Sexual harassment happens if a person subjects another person to unwelcome sexual behaviour with the intention of offending, humiliating or intimidating the other person, or in circumstances where a reasonable person would have anticipated the possibility that the other person would be offended, humiliated or intimidated by the conduct.
• Sex or gender-based harassment is the harassment of a person on the basis of the person’s sex or gender, by unwelcome conduct of a demeaning nature, with the intention of offending, humiliating or intimidating the person or in circumstances where a reasonable person would have anticipated the person would be offended, humiliated or intimidated by the conduct.
• Workplace is a place where work is carried out for a business or undertaking and includes any place a worker goes, or is likely to be, while at work.

Roles and Duties

The WHS Act outlines the duties held by the Person Conducting the Business or Undertaking (PCBU), officers, workers and other persons within the school community. The Village School Gold Coast acknowledges the duties held by these roles cannot be transferred or delegated to another person.

More than one person can concurrently have the same duty and each duty holder must comply with that duty to the standard required by the legislation.

If more than one person has a duty for the same matter, each person is required to carry out their duty to the extent they have the capacity to influence and control the matter and must, so far as is reasonably practicable, consult, cooperate and coordinate activities with all other persons who have a duty in relation to the same matter.

Duties of specific roles are outlined below.

Person Conducting the Business or Undertaking (PCBU)

The PCBU has the primary duty of care under the WHS Act, to ensure as far as reasonably practicable, the health and safety of workers and any other person, is not put at risk from work carried out from conducting the business such as a school. In fulfilling this duty, The Village School Gold Coast will:

• Provide and maintain a safe work environment
• Provide and maintain safe plant and structures
• Provide and maintain safe systems of work
• Ensure safe use, handling and storage of plant, structures and substances
• Provide adequate facilities for workers welfare
• Provide information, training, instruction or supervision
• Monitor the health of workers and the conditions at the school to prevent illness or injury

In addition to the primary duty of care, the PCBU has duties outlined in other sections of the WHS Act. In fulfilling these duties, The Village School Gold Coast will ensure, so far as is reasonably practicable:

• Safe entry and exit to the school
• Anything arising from the school is free from risk to the health and safety of any person
• Fixtures, fittings and the plant are without risks to the health and safety of any person
• Provision of consultation, cooperation and issue resolution to workers
• Reporting of notifiable incidents as soon as the school becomes aware of the incident
• Compliance with codes of practices or adoption of an equivalent or higher standard

The WHS Regulation also imposes specific duties on the PCBU . In fulfilling these duties, The Village School Gold Coast will:

• Identify reasonably foreseeable hazards
• Ensure general workplace facilities, including the maintenance of and accessibility to the facilities meet minimum requirements, so far as is reasonably practicable
• Ensure the provision of and access to first aid equipment, and first aid training meet the minimum requirements
• Ensure an emergency plan is prepared, maintained and implemented, meeting the minimum requirements in the WHS regulation
• Ensure psychosocial risks, including risks of sexual harassment or sex or gender-based harassment, are appropriately managed, in compliance with the Managing the risk of Psychosocial Hazards at Work Code of Practice 2022, or in a way that provides an equivalent or higher standard of work health and safety than the standard required in the code
• Identify where sexual harassment and sex or gender-based harassment is a reasonably foreseeable hazard that could give rise to risks to the health and safety of workers and others
• Assess, determine and review control measures in accordance with the Guide for PCBUs: Managing the risk of sexual harassment and sex or gender-based harassment at work (WHSQ)
• If sexual harassment or sex or gender-based harassment risks are identified, prepare and implement a Prevention Plan in compliance with the WHS Regulation.

Officers

Officers have a duty under the WHS Act to exercise due diligence, by ensuring the PCBU complies with the duties under the WHS Act. Officers of The Village School Gold Coast will exercise due diligence by taking the following reasonable steps:

• acquiring and keeping up-to-date knowledge of work health and safety; and
• understanding the nature of the schools’ operations and the associated hazards and risks; and
• ensuring the school has resources and processes to eliminate or minimise risks to health and safety; and
• ensuring the school has processes for receiving, considering and responding to information about incidents, hazards and risks; and
• ensuring processes for complying with work health and safety legislation; and
• auditing and reviewing, work health and safety processes and use of the resources.

Workers

Workers have duties under the WHS Act. Workers of The Village School Gold Coast have the following duties and will:

• take reasonable care for their own health and safety; and
• take reasonable care that their conduct does not adversely affect others; and
• comply, so far as the worker is reasonably able, with instruction given by the school; and
• co-operate with any reasonable, notified policy or procedure.

Other Persons

All other persons have duties under the WHS Act. All other persons at The Village School Gold Coast have the following duties and will:

• Take reasonable care for their own safety; and
• Ensure their conduct does not adversely affect others; and
• Comply, so far as the person is reasonably able, with reasonable instructions given by the school.

Other Roles

The Village School Gold Coast may establish additional roles or committees to assist in managing the school’s work health and safety duties under the WHS Act, these may include:

• Appointing one or more health and safety representatives (HSRs), by election, to represent the workers. The school must hold an election to appoint a HSR where one or more workers makes such a request.
• Establishing a health and safety committee (HSC), to facilitate cooperation between the PCBU and the workers and to assist with compliance. The school must establish an HSC if a request is made by a HSR or it is a requirement under the WHS Regulation.
• Appointing a Work Health and Safety Officer (WHSO), to assist the school fulfil its duties. A person appointed as WHSO must have the minimum qualifications and a certificate of authority issued by Work Health and Safety Queensland.

Implementation

The Village School Gold Coast is committed to protecting workers and other persons against harm to their health and safety and will implement the following measures in line with the WHS Act and Regulation:

• A risk management framework
• Provide information, training, instruction and supervision
• Provide a process for consultation, cooperation and issue resolution

Risk Management Framework

1. The Village School Gold Coast’s Risk Management Framework provides further guidance on the process and approach to managing risks at the school.
2. Where the approach in the Risk Management Framework does not eliminate the risk to the health and safety of workers and others, The Village School Gold Coast must minimise risks, so far as is reasonably practicable, by doing one or more of the following:
   1. substituting (wholly or partly) the hazard giving rise to the risk with something that gives rise to a lesser risk.
   2. isolating the hazard from any person exposed to it.
   3. implementing engineering controls.
   4. If a risk then remains the duty holder must minimise the remaining risk, so far as is reasonably practicable, by implementing administrative controls.
   5. If a risk then remains, the duty holder must minimise the remaining risk, so far as is reasonably practicable, by ensuring the provision and use of suitable personal protective equipment
3. Where the risk relates to sexual harassment or sex or gender-based harassment, the controls considered for implementation by the PCBU must take account of the matters in the WHS Regulation.

Information, Training, Instruction and Supervision

The Village School Gold Coast will ensure that appropriate information, training, instruction and supervision is provided to workers to enable them to perform their work without risk to their health or safety, as far as is reasonably practicable. The information, training, instruction and supervision will be suitable and adequate, having regard to:

• The nature of the work carried out by the worker; and
• The nature of the risks associated with the work at the time the information, training, instruction or supervision is provided; and
• The control measures implemented.

The Village School Gold Coast will ensure, so far as is reasonably practicable, that the information, training and instruction is provided in a way that is readily understandable by any person to whom it is provided.

Consultation, Cooperation and Issue Resolution

The Village School Gold Coast acknowledges its duty to consult, so far as is reasonably practicable, with workers who carry out work for the school, who are or are likely to be, directly affected by work health and safety matters. Matters may include identifying, assessing and eliminating or minimising risks relating to work carried out by the workers at the school, making decisions about the adequacy of facilities for the welfare of workers, proposing changes that may affect the health or safety of workers, proposed changes to procedures for consulting workers, resolving worker issues, monitoring worker safety or conditions at the workplace and the provision of information and training.

Consultation with workers includes sharing information regarding work, health and safety matters with workers and giving them a reasonable opportunity to:

• Express their views and raise work health and safety issues in relation to the matter; and
• Contribute to the decision-making process relating to the matter; and
• Have their views taken into account by the PCBU; and
• Access information on the outcome of the consultation, in a timely manner

If the workers are represented by a HSR, consultation will include the HSR. If one or more workers asks the school to consult with their representative, the consultation will include the worker's representative.

The Village School Gold Coast will refer to the School’s Complaints Handling Policy for further guidance on resolving work health and safety issues

Compliance and Monitoring

Incident Reporting

The Village School Gold Coast has implemented an Incident Reporting Process which requires workers and other persons to report any hazards or incidents resulting in potential or actual harm to health and safety. The school will regularly monitor, collate and report on hazards and incidents.

Notifiable Incidents

The Village School Gold Coast is committed to reporting notifiable incidents to Workplace Health and Safety Queensland in accordance with the WHS Act and Regulation. Notifiable incidents include the death, serious injury or illness of a person or a dangerous incident, in relation to the school. The school will notify the regulator, Workplace Health and Safety Queensland, immediately and by the fastest means possible after becoming aware of a notifiable incident and will preserve the incident site as far as reasonably practicable until an inspector arrives.

Appointment of a Health and Safety Representative (HSR)

The Village School Gold Coast will facilitate the election of an HSR where a worker asks for an HSR to be elected.

Where the HSR role becomes vacant, as soon as reasonably practicable after the vacancy occurs, the school will notify workers about the powers of the HSR and the HSR election process and invite workers to request the facilitation of an election.

If The Village School Gold Coast does not have an HSR, the school will notify workers about the powers of the HSR and the HSR election process and invite workers to request the facilitation of an election. If the school does not receive a request to elect an HSR, the notification and invitation will be repeated annually

Health and Safety Committee

The Village School Gold Coast will establish and health and safety committee within 28 days if requested to do so by an HSR or 5 or more workers

Training

The Village School Gold Coast school will train its staff on this policy and any related processes relating to the health, safety and conduct of staff and students on their induction and will refresh training annually.

Implementing the Processes

The Village School Gold Coast will ensure it is implementing this policy and any related processes relating to the health, safety and conduct of staff and students by auditing compliance with this policy and related processes annually.

Accessibility of Processes

This policy, along with all related processes concerning the health, safety, wellbeing, and conduct of staff and students, is accessible upon request via email or in hard copy.

For staff, the full suite of documents is available on the School’s intranet at Nextcloud/PROCEDURES & POLICIES, and access to these processes is reinforced through induction and regular updates.

A select number of key policies — including our Workplace Health and Safety, Complaints Management, and Harassment/Student Protection policies — are publicly available on the School’s website.

Board members are provided with direct access to all governance and compliance documentation to support their oversight responsibilities.

Complaints Procedure

Suggestions of non-compliance with this policy and any related processes may be submitted as complaints under The Village School Gold Coast’s Complaints Handling Policy.

References

• Work Health and Safety Act 2011 (Qld)
• Work Health and Safety Regulation 2011 (Qld)
• WHSQ Codes of Practice
• Managing the risk of Psychosocial Hazards at Work Code of Practice 2022
• Guide for PCBUs: Managing the risk of sexual harassment and sex or gender-based harassment at work (WHSQ)
• Model Code of Practice: Sexual and gender-based harassment (Cth), Safe Work Australia
• Education (Accreditation of Non-State Schools) Act 2017 (Qld)
• Education (Accreditation of Non-State Schools) Regulation 2017 (Qld)
• Corporations Act 2001 (Cth)
• The Village School Gold Coast Incident Reporting Form
• The Village School Gold Coast Complaints Handling Policy
• The Village School Gold Coast Child Protection Policy
• The Village School Gold Coast Child Risk Management Strategy
• Incident Reporting Process Poster
• The Village School Gold Coast Sexual Harassment Policy
• The Village School Gold Coast Staff Code of Conduct