QTC Student Handbook Version 2.6 (January 2016)
Queensland
Theological
College
Student Handbook
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QTC Student Handbook Version 2.6 (January 2016)
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QTC Student Handbook Version 2.6 (January 2016)
Welcome
This Handbook is designed to help you through your time at college by
providing essential information about your studies and our community.
Please take careful note of its contents, and consult it if you are unsure about
something at QTC. If you still have questions, the college staff are happy to
help you.
The Handbook will be updated from time to time with new information, and
as the policies of the Australian College of Theology (ACT) and the Faculty
change. You should check that you’re referring to the latest version of it,
which will be placed on the college Moodle site which can be accessed on
the website at: www.qtc.edu.au under the “Current Students” tab or in the
Library. If there is any conflict between the information in this Handbook
and in the current edition Handbooks of the ACT, the relevant ACT
regulations take precedence, except where ACT regulations or policies allow
individual colleges such as QTC the option of varying or adding to ACT
requirements.
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QTC Student Handbook Version 2.6 (January 2016)
Contents
Welcome ..................................................................................................................................................3
Contents .......................................................................................................................................................5
Part A: General Information About QTC ....................................................................................................10
Faculty & Staff Listing.............................................................................................................................10
Aims & What We Believe .......................................................................................................................12
QTC’s Theological Position .....................................................................................................................14
QTC’s History..........................................................................................................................................14
Australian College of Theology ..............................................................................................................14
Part B: Information About Courses, Enrolling, Studying & Financial Matters ...........................................16
QTC Website ..........................................................................................................................................16
Courses & Course Plans .........................................................................................................................16
Pathways ................................................................................................................................................16
Applying to become a PCQ Candidate ...................................................................................................17
Auditing or taking non ACT units ...........................................................................................................22
Enrolling in a Unit with another ACT College .........................................................................................22
Moodle and QTC Student’s Email Addresses .........................................................................................22
Email address .........................................................................................................................................22
Current Password...................................................................................................................................23
Mac Users ..............................................................................................................................................23
Forwarding your student mail to your existing account: .......................................................................23
How to stop auto-forwarding ................................................................................................................24
Accessing Moodle ..................................................................................................................................24
Downloading your Lecture Notes / Set Readings ..................................................................................24
Discussion Forums .................................................................................................................................25
Connecting to Wireless at QTC ..............................................................................................................25
QTC Calendar .........................................................................................................................................26
QTC Timetable........................................................................................................................................26
Orientation to College Study & Language Intensives ............................................................................26
Special Events ........................................................................................................................................27
QTC Fees ................................................................................................................................................27
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Confirmation and Variation to Your Enrolment, or Withdrawal ...........................................................28
Administration Date: ..........................................................................................................................29
Census Date: ......................................................................................................................................29
Withdrawal Date: ...............................................................................................................................29
Interruption to Study Beyond 12 Months..............................................................................................30
Full-time & Maximum Enrolments.........................................................................................................30
Part C: Academic Requirements & Policies................................................................................................31
Attendance.............................................................................................................................................31
ACT Grading System ...............................................................................................................................32
Appeals Against Marks Awarded ...........................................................................................................32
Failed and Repeated Units .....................................................................................................................33
Academic Misconduct ............................................................................................................................33
Policy re Assessments and Assignments ................................................................................................39
Extensions of Time for Assignments ......................................................................................................39
Style Requirements for Written Assignments .......................................................................................41
Guidelines for Essays & Assignments.................................................................................................41
1. Presentation ...................................................................................................................................41
2. General format ...............................................................................................................................41
4. Format for referencing and bibliographic citation ........................................................................43
5. Consistency ....................................................................................................................................43
6. Format for Footnotes and Bibliography .........................................................................................43
Endnote ..............................................................................................................................................44
Examinations ..........................................................................................................................................45
Part D - Student Life ...................................................................................................................................47
Church Attendance ................................................................................................................................47
Behaviour ...............................................................................................................................................47
Dress Code .............................................................................................................................................48
Chapel ....................................................................................................................................................48
Pastoral Care ..........................................................................................................................................48
Prayer Groups ........................................................................................................................................49
College Mission ......................................................................................................................................49
Morning Tea ...........................................................................................................................................49
Bread Roster ..........................................................................................................................................49
Lunches ..................................................................................................................................................50
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Notice Boards & Pigeon Holes ...............................................................................................................50
Parking ...................................................................................................................................................50
Travel Concession ..................................................................................................................................50
Use of Laptops in Lecture Rooms ..........................................................................................................51
Mobile Phones .......................................................................................................................................51
Complaints & Concerns..........................................................................................................................51
Who to See at QTC .....................................................................................................................................53
Part E - Library Matters ..............................................................................................................................55
Sections of the Library ...........................................................................................................................55
Call Numbers – How to Find A Book on the Shelf ..................................................................................55
Library Catalogue ...................................................................................................................................56
How to Borrow .......................................................................................................................................57
Journals and Journal Articles .................................................................................................................58
eBooks ....................................................................................................................................................59
Online Journal Searching and Inter-Library Loans .................................................................................59
Photocopying .........................................................................................................................................59
Quiet In the Library ................................................................................................................................60
Library Study Desks ................................................................................................................................60
Computers and Internet Access .............................................................................................................60
UQ Library access ...................................................................................................................................60
Appendix 1 - Scholarship Assistance for PCQ Candidates..........................................................................62
Appendix 2 - ACT Re-crediting FEE-HELP Balance Policy ...........................................................................64
Census Dates and FEE-HELP Debt ..........................................................................................................64
Re-crediting a Person’s FEE-HELP Balance .............................................................................................64
Review of the Original Decision .............................................................................................................65
Contact Persons .....................................................................................................................................66
Appendix 3 - ACT Statement of Tuition Assurance ....................................................................................68
Appendix 4 - ACT Non-Discriminatory Language Policy.............................................................................70
Appendix 5 - ACT Dispute Resolution Policy for Domestic Students .........................................................72
1. Responsibility and Authority ..............................................................................................................72
2. Policy Statement ................................................................................................................................72
2.1 Principles underpinning this policy include: ................................................................................73
2.2 Principles of Natural Justice (Procedural Fairness) ......................................................................73
3. Appeals against Academic Decisions .............................................................................................74
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3.1 Complaints about the grade awarded in a unit ...........................................................................74
3.1.1 Informal resolution with the Registrar in an affiliated college .................................................74
3.1.2 Reference to the Academic Dean of an affiliated college.........................................................74
3.1.3 Reference to the Dean of the ACT ............................................................................................75
3.2 Complaints and Grievances about other Academic Decisions ....................................................75
3.2.1 Informal resolution with a lecturer in an affiliated college ......................................................76
3.2.2 Reference to the Academic Dean of an affiliated college.........................................................76
3.2.3 Reference to the Dean of the ACT ............................................................................................77
4. Appeals regarding non-Academic/Administrative Decisions .........................................................77
4.1 Informal resolution with the Registrar of an affiliated college ....................................................77
4.2 Reference to the Principal of an Affiliated College ......................................................................77
4.3 Reference to the ACT Academic Administrator ...........................................................................78
4.4 Reference to the Dean of the ACT ...............................................................................................79
5. External Dispute Resolution ...........................................................................................................79
External Formal Concern....................................................................................................................80
Appendix 6 – Policies For International Students ......................................................................................81
1. Entry Requirements for Overseas Students. ......................................................................................81
2. Dispute Resolution Policy for International Students ........................................................................81
1. Responsibility and Authority ..........................................................................................................81
2. Policy Statement ............................................................................................................................82
2.1 Principles underpinning this policy include: ................................................................................82
2.2 Principles of Natural Justice (Procedural Fairness) ......................................................................83
3. Appeals against Academic Decisions .............................................................................................83
3.1 Complaints about the grade awarded in a unit ...........................................................................83
3.1.1 Informal resolution with the Registrar in an affiliate college ...................................................84
3.1.2 Reference to the Academic Dean of an affiliate college ...........................................................84
3.1.3 Reference to the Dean of the ACT ............................................................................................85
3.2 Complaints and Grievances about other Academic Decisions ....................................................85
3.2.1 Informal resolution with a lecturer in an affiliate college ........................................................85
3.2.2 Reference to the Academic Dean of an affiliate college...........................................................86
3.2.3 Reference to the Dean of the ACT ............................................................................................86
4. Appeals Regarding non-Academic/Administrative and Other Issues ............................................87
4.1 Informal resolution with the International Liaison Officer/Registrar of an affiliate college .......87
4.2 Reference to the Principal of an Affiliated College ......................................................................87
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4.3 Reference to the ACT Academic Administrator ...........................................................................88
4.4 Reference to the Dean of the ACT ...............................................................................................88
5. External Dispute Resolution ...........................................................................................................89
6.
External Formal Concern............................................................................................................89
3. Refund Policy and Agreement for Overseas Students .......................................................................90
Refunds if the student defaults .............................................................................................................91
Refunds if the provider defaults ............................................................................................................91
Other information concerning the refund of tuition fees .....................................................................91
Appendix A – Summary of the Variation of Enrolment Policy for the purposes of overseas ................92
Student withdrawals – Definitions.....................................................................................................92
Appendix 7 – Critical Incident Policy ..........................................................................................................94
1 POLICY STATEMENT...........................................................................................................................94
2 BACKGROUND ...................................................................................................................................94
3 SCOPE ................................................................................................................................................94
4 DEFINITIONS ......................................................................................................................................94
5 PROCEDURES ....................................................................................................................................95
5.1 Possible Critical Incidents ...........................................................................................................95
5.2 International students ................................................................................................................95
5.3 Prevention and Preparedness ....................................................................................................95
5.4 Emergency and Critical Incident Management Plan ..................................................................96
5.5 Communication, Training, Testing and Review ..........................................................................96
6 Responsibility of the ACT Office ....................................................................................................96
7 Associated Documents ..................................................................................................................97
Appendix 8: Cross Institutional Studies .....................................................................................................98
Appendix 9: Late Penaties Policy ...............................................................................................................99
PART B: PROCEDURES and RESPONSE .................................................................................................101
1. Introduction .................................................................................................................................101
2. Procedures ...................................................................................................................................101
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Part A: General Information About QTC
Faculty & Staff Listing
Principal
Gary Millar
principal@qtc.edu.au
Vice Principal & Academic Dean
Andrew Bain
academicdean@ qtc.edu.au
Director of Post Graduate Studies
Douglas Green
postgrad@qtc.edu.au
Full Time Lecturers
Mark Baddeley
Andrew Bain
Douglas Green
Gary Millar
Doug O’Donnell
Anthony Pyles
Wesley Redgen
mbaddeley@qtc.edu.au
abain@qtc.edu.au
dgreen@qtc.edu.au
gmillar@qtc.edu.au
dodonell@qtc.edu.au
apyles@qtc.edu.au
wredgen@qtc.edu.au
Training Coordinator & Lecturer
Stuart Hoadley
shoadley@qtc.edu.au
Registrar
Ted Brennan
registrar@qtc.edu.au
Assistant Registrar
Librarian
Annette McGrath
librarian@qtc.edu.au
QTC Administration & Events Manager
Belinda Hoadley
bhoadley@qtc.edu.au
Assistant to the Administration & Events Manager
Lorissa Achjian
lachjian@qtc.edu.au
Development Officer
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Tammy Jones
tjones@qtc.edu.au
Women’s Pastoral Care
Katie Allan
kallan@qtc.edu.au
Part Time Lecturers
Robyn Bain
Phil Campbell
Lesleigh Hall
Derek Hanna
Weber Hsu
Sam McGeown
Fiona Millar
Carolyn Russell
Richard Shumack
Russell Williams
Bruce Winter
rbain@qtc.edu.au
pcampbell@qtc.edu.au
lhall@qtc.edu.au
dhanna@qtc.edu.au
whsu@qtc.edu.au
smcgeown@qtc.edu.au
fmillar@qtc.edu.au
crussell@qtc.edu.au
rshumack@qtc.edu.au
rwilliams@qtc.edu.au
bwinter@qtc.edu.au
Adjunct Lecturers
Peter Adam
Daniel Block
Evelyn Hibbert
Peter Jensen
Peter Moore
Thomas Schreiner
adjunct@qtc.edu.au
adjunct@qtc.edu.au
adjunct@qtc.edu.au
adjunct@qtc.edu.au
adjunct@qtc.edu.au
adjunct@qtc.edu.au
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Aims & What We Believe
Our supreme standard is the Word of God, namely the Scriptures of the Old and New
Testaments. Our position is Biblical, evangelical and Reformed; the Westminster
Confession of Faith, as our doctrinal standard subordinate to Scripture, summarizes the
sense in which we understand the teaching of the Bible.
The Queensland Theological College, from its position within the evangelical, Biblical and
Reformed Christian tradition, exists to encourage and stimulate theological thinking and
application, and to educate, disciple and train people for Christian life and service in a
variety of situations both formal and informal, which is to be achieved by:
1. Being taught the Bible - At QTC you will be taught the Bible thoroughly and
faithfully because we believe God’s word is what changes people and we want to get it
right.
2. Being equipped for ministry - Academic, pastor, chaplain, women’s ministry worker,
youth worker, or cross-cultural missionary — whatever the role, QTC will prepare you to
teach the Bible well in that context.
3. Being encouraged and challenged as a member of our close community - At
QTC you won’t just come and have your head filled with knowledge. You will grow in
godliness, and be challenged to serve God wholeheartedly in your local church, and
around the world.
4. Having access to excellent teaching - With post-graduate qualifications across all
key areas of theological study, plus many years of pastoral experience, our lecturers will
give you great academic training alongside great practical application. Each year QTC
also hosts gifted pastors and academics from around the world.
5. Being taught to think - In lectures QTC students are encouraged to grapple with
God’s word, to consider how history has shaped us, and to think critically about how to
teach the Word so as to engage others with the gospel.
6. Being on the UQ campus - QTC is conveniently located within the grounds of UQ (St
Lucia), at Emmanuel College. This means there are plenty of transport options, and
nearby shops and cafes. Plus you’ll have access to the UQ library alongside our own
dedicated theology library.
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QTC’s Theological Position
QTC is the training college of the Presbyterian Church of Queensland (PCQ), and as such,
its theological stance is given by the Presbyterian Church of Australia's official standard,
the Westminster Confession of Faith, as this is read in the light of this Church's Declaratory
Statement of 1901. Theologically speaking, QTC is strongly committed to a Reformed
Evangelical or Reformed Protestant position, and we believe that this should direct every
aspect of our life and work as a community.
Our theological position compels us to work hard at training men and women who can
obey, proclaim and apply the Word of God thoughtfully and effectively in our Queensland
context and beyond. The Bible is a really practical book, calling us to live God's way in
every area of life - and so we seek to train students to faithfully show God's people and
God's world what the Bible has to say to our church and world community at every point.
Our theological position also tells us that training for a lifetime of Christian ministry is best
done in the context of a real Christian community. Pastors, teachers and evangelists do
God's work as members of the people of God. They serve Him to a great degree by
serving His people, and serving alongside His people. That's why all of our degree courses
have to be taken in-person, and ideally full time. That's also why we expect our students
to take an active part in community life. By spending time together as a college
community, we can also sharpen, teach and encourage one another - as well as form
friendships that can support a lifetime facing the challenges of ministry.
QTC’s History
We've been training people to proclaim Christ in Queensland and beyond for well over a
century, having existed in one form or another since 1876. Under God, we're here for the
long haul. We, and some of the partnerships we've formed, have previously been known
as the Presbyterian Theological Hall, the Reformed College of Ministries, and the
Consortium of Reformed Colleges. In 2006 we changed our name to Queensland
Theological College to reflect the fact that we're keen to train people from all kinds of
Christian church backgrounds for all kinds of Word-based ministry in the real world.
Australian College of Theology
All of the awards offered at the QTC are those taught under license from the Australian
College of Theology (ACT), a Self-Accrediting Higher Education Provider under
arrangements provided for by the Commonwealth and State Governments of Australia.
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Help, Abstudy, Austudy and Youth Allowance and all courses are listed on the
Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) for
which the applicable ACT provider code is 02650E. However, it should be noted that a
small number of our subject units are not offered towards ACT credit, but to meet the
requirements of the PCQ Candidates’ Course only. These units cannot be credited towards
an ACT award and are not recognized as counting towards eligibility for any government
assistance. The PCQ Candidates’ Course when it is taken without enrolling in an ACT
award is not recognized for the purposes of Government assistance.
The QTC prepares students for the awards of the Australian College of Theology (ACT) and
every effort is made to give advice, which is in accordance with the latest Handbooks and
regulations from the ACT. However, it is ultimately the student's responsibility to be
familiar with the requirements of the ACT and to see that you comply. ACT Handbooks are
available in the library and on-line (www.actheology.edu.au). All students should note
that the ACT does not handle individual student inquiries directly. All ACT matters
should be raised in the first instance with the appropriate staff member at QTC.
The Australian Universities Quality Agency commends the Australian College of Theology
for the quality of the student experience provided through the affiliated colleges, including
the colleges’ commitment to the provision of a student-centered approach to learning and
teaching and to the importance of feedback on student assessment.
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Part B: Information About Courses, Enrolling, Studying
& Financial Matters
QTC Website
Our website (www.qtc.edu.au) contains details of course (degree) and unit (subject)
information. It also contains information about events, policies and heaps of other things
including regular updates and other documents necessary.
Courses & Course Plans
All degrees and diplomas (‘awards’ and ‘courses’) offered at QTC have an associated course
plan. The current versions of these can be found on the QTC website under the “Courses”
tab. These course plans incorporate the requirements of the ACT for the relevant awards,
as well as our own expectations as a college as to what makes up a good course of study
for different types of student – the ACT permits affiliated colleges such as QTC to set
course requirements in addition to those given in the ACT regulations, and most colleges
chose to do so. We are very keen to make sure that you receive quality training during
your time at QTC and are well-equipped to serve in ministry after college, and that the
standard of your QTC-ACT award is highly-respected in the wider Christian community.
For this reason, students are required to follow the current QTC course plan associated
with their award. From time to time the college needs to make changes to the course
plan, and we will advise you of these well ahead of time where possible. If you believe that
you will be disadvantaged by such a change, please contact the Registrar to discuss your
options. In a small number of cases you may be allowed by to vary your studies from the
course plan that applies to you – please contact the Academic Dean to discuss your
enquiry.
Pathways
To help students to gain the best training possible towards their intended ministry roles,
QTC offers the option of joining one of several Pathways during your time at
college. Currently, we offer Pathways in the following areas: Pastors, Mission / Cross
Cultural Ministry, Women’s Ministry, Youth and Children’s Ministry, and Chaplaincy. Each
Pathway includes a set course plan which you will follow, designed to provide you with the
best possible formal training tailored to your ministry intentions, as well as selected other
non-academic activities which support your preparation for ministry in your chosen
area. You do not need to join a Pathway when you commence study at QTC if you are
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studying with us for more than one year: you can join any of the Pathways at a later
stage. However to gain the greatest benefit from the Pathways, it would be beneficial to
join by the beginning of Year 2 of your three or four year course. More information on the
Pathways can be found on the information sheets that have been produced specific to
each Pathway and degree combination. These are available on the QTC website. Those
students not pursuing one of the currently offered Pathways follow the General Pathway
course plan specific to their current degree. To join a Pathway, QTC requires a
recommendation from your pastor supporting your suitability intended ministry area (in
the case of the Pathways other than the Pastor’s Pathway, a recommendation may also be
sought from a ministry specialist in the relevant are who is familiar with you and your
ministry experience). To apply to join one of the Pathways, please write to the QTC
Registrar registrar@qtc.edu.au
Applying to become a PCQ Candidate
QTC is the recognised training college of the Presbyterian Church of Queensland
(PCQ). Therefore some of our students are candidates for ordination as ministers of the
Presbyterian Church of Australia, both from Queensland and also sometimes from other
parts of Australia.
Ordination candidates complete a four-year course of study which incorporates the
requirements of the QTC Pastor’s Pathway, plus several additional units designed to help
them prepare for their particular goal of ordained ministry within a local Presbyterian
congregation in Australia.
This page tells you the steps you need to take as part of the application process, what
being a candidate involves, and particularly what study is involved. It is important to bear
in mind that within PCQ – as with Presbyterian and Reformed denominations all over the
world – primary responsibility for determining suitability for ordination lies not with the
theological college but with the leadership of the Presbytery in your area, acting on the
recommendation of the Elders (Session) of your local congregation. QTC provides
theological training for candidates and is keen to help however we can, but it is the
Presbytery which as overall responsibility for individual candidates.
Step 1: Recommendation from Session
To become a candidate you must have been a member of a local Presbyterian
congregation for at least six months. You need to apply to the Session (comprising the
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Minister(s) and Elders responsible for your congregation) for written confirmation that this
is the case, as well as for a reference indicating their belief that you are a suitable person
to be trained for ordained ministry. Typically the Session will want to speak to interview or
speak with you about your candidacy application before writing to the Presbytery.
Step 2: Application to Presbytery
You next need to apply to a Presbytery (normally the Presbytery in which your church is
situated) to be accepted as a candidate for the ministry. The Presbytery is made up of all
of the Presbyterian ministers in your district / region and representative elders from all of
the congregations. Your application should be accompanied by

the reference and certification from your Church’s Session,

a brief CV including a list of all study undertaken at high school level and above, and

either your High School Senior Certificate or transcripts of studies completed at
University.
To be accepted as a candidate, you must have either completed Australian Year 12
satisfactorily or have completed an Australian University Degree (or acceptable overseas
equivalents, together with demonstrated English proficiency).
The Presbytery will interview you, often through an interview panel or small subcommittee,
and if satisfied, will accept you as a candidate for the ministry under their care. This will be
subject to certain assessments by the PCQ Committee on Ministries Training (CMT).
Step 3: Contact with the Faculty of the College
If you have not already done so, it is a good idea to get in touch with QTC, so they can
give you advice on potentially starting study at College, and to talk with you about the
requirements of the Candidates Course. Please contact the faculty for ordination candidacy
matters by emailing faculty@qtc.edu.au
Step 4: Assessments by the Committee on Ministries Training (CMT)
After the Presbytery has accepted you, they forward your application to this Committee.
The CMT is responsible to ensure that you are trained according to standards laid down by
the College Committee of the General Assembly of the Presbyterian Church of Australia.
The Committee either confirms your application or refers it back to the Presbytery for
further consideration.
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On the advice of the Faculty, you will be graded into a year of the course depending on
whether you have previously completed theological study, and how much you have
completed. The CMT will also arrange for you to have two medical assessments and a
Police Check, as well as confirm you have a valid Blue Card for working with those under
18. When the Committee has accepted you as a candidate you are then ready to start your
course of training as a candidate. (Note that some people, after speaking with their
Session and the Faculty, commence studies at QTC as an independent student and then
apply for acceptance as a candidate.)
Step 5: Field Education
Also included in each year of the Candidates Course is supervised field education, as part
of the Field Education Scheme (FES). This normally takes the form of a student minister
role in a local Presbyterian congregation under the supervision of a
Minister. Requirements within placements vary according to the student’s training needs
and the church they are placed with, however, over the four years of training, students will
need to preach and lead services regularly, and demonstrate a capacity to do Word
ministry in contexts such as small groups and one-to-one ministry. Placements are
approved by the Faculty, and so you should speak with the Principal if you have questions,
concerns or preferences regarding your placement. FES students are supported financially
by their host church (at a level of approximately $10,000 including a travel allowance in
2015), and it is expected that students will spend around ten hours per week serving as
part of their FES placement including preparation time. If students have any questions in
relation to their FES placements, they should contact the QTC Faculty by emailing
faculty@qtc.edu.au
Step 6: Course of Study
Candidates follow a course of study which provides a strong grounding in all of the key
areas of theology – the Old and New Testaments, Greek and Hebrew language, Systematic
Theology, Church History, Ethics and Apologetics – as well as in areas of practice that are
important for ministry, such as preaching, pastoral skills, leadership and Presbyterian
church government. The Candidates course involves four years of full-time study (or parttime equivalent) and it is recommended that students complete the course full-time and
on campus as part of the college community.
Candidates follow the same course of study as those on QTC’s Four-Year Pastor’s Pathway,
with some additional specifications relevant to the needs of Presbyterian Ministry.
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Normally this means that candidates enrol in one of three combined degrees (the
MDiv/GradDipDiv, BTh/BMin or the Bth/DipMin) which represent four years of full-time
study. Current course plans for candidates are available on the QTC website.
A small number of candidates have already completed prior theological studies. In this
situation the Faculty may grant you credit from these towards the candidates course,
depending on what you have studied previously and the recommendations of the
Presbytery and the CMT regarding your training needs for future Presbyterian
ministry. The current cross-credit checklist for those who have studied at other ACT
Colleges and at Moore College Sydney is available here. The checklist is revised and
approved annually by the national Presbyterian Church’s College Committee, and therefore
it is important to make sure that you have read the latest version of the checklist in place
immediately before you commence as a candidate.
Financial Support for Candidates
Full-time candidates at QTC are paid a bursary while in their second, third and fourth years
as a candidate. The level of the bursary varies according to whether the candidate is single
or married, how many children they have, and the ages of their children. In the first
(probationary) year of candidacy, which for some students might be their second, third or
fourth year of theological study, no bursary is normally provided. However students may
apply to the CMT to be paid a bursary for their first year as a candidate in cases of serious
financial need, and where funds are available the committee can decide to provide a
bursary.
Step 7: Yearly Presbytery assessment
In addition to the work done at the College, a candidate is required to submit to certain
assessments by his Presbytery. These assessments form part of what is called Trials for
Licence. The yearly requirements are usually to regularly lead Sunday services, preach, and
to submit a piece of written work to the Presbytery. Questions regarding Trials for
Licenceand other Presbytery requirements should be directed to the Presbytery’s
Candidates Committee, or to the Presbytery Clerk.
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Step 8: Exit Certificate
When the College Faculty certifies that all the requirements have been satisfactorily
completed, the College Committee issues an Exit Certificate which should be provided to
the Clerk of the Candidates’ Presbytery as soon as it has been received.
Step 9: Licensing by Presbytery
Once the Exit certificate is issued the Presbytery, if it is still satisfied with the suitability of
the person to be a minister, proceeds to “licence” him to preach the gospel. The licentiate
is then appointed to an appointment in a local church, although it could be to another
kind of ministry. This appointment is made by PCQ’s Committee on Ministry Resourcing,
which will make arrangements to meet with and interview all candidates in their final year
of study at QTC to discuss possible ministry opportunities after college. PCQ allows for
candidates to speak and negotiate directly with ministries which they might potentially
serve with after licensing. However, it is important to remember that such placements may
only be taken up if the CMR agrees to exempt the candidate from having their exit
appointment made by the CMR itself. Therefore candidates are strongly encouraged to
contact CMR’s Director of Ministry Resourcing as early as practicable if they are likely to
request such an exemption.
This al probably seems like a long and complicated process! But it enables candidates to
be properly trained and assessed for a vital and challenging role serving God and his
people. It gives the candidate confidence that his people have confirmed that under God
they believe that his Christian character, doctrine, motivation, and gifts and abilities make
him well-suited to the work of serving the Kingdom as an ordained Minister.
Your next step?
For further information on the Candidates Course, please contact The Committee on
Ministries Training
Convener: Rev. Linden Fooks linden@redlands.org.au
Secretary: Rev. Garnet Swann garnet@ehpc.org.au
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Auditing or taking non ACT units
Full Time students who are studying for 1 year or more have the opportunity to audit up to
4 units free of charge over their time studying their full time load at QTC.
Students who wish to enrol in QTC’s non credit units (Polity or Westminster Confession) and
submit the assessments will be charged at a rate $425 per unit.
Enrolling in a Unit with another ACT College
Occasionally students at ACT colleges such as QTC request permission to take one or more
units at another ACT college, away from their home institution. Under ACT protocols,
students may only take units at a second ACT college if the student has sought permission
to do so from their home/primary college, and this permission has been granted by the
home college. QTC will normally only grant such permission where the unit in question is
not offered by QTC, or not planned to be offered by QTC within the timeframe of the
student’s course. The student would need to demonstrate that the unit involved would be
consistent with the student’s chosen Pathway at QTC as well as with the ACT requirements
of their course. Ordinarily QTC students would complete all units for their course at QTC.
Students wishing to request permission to take a unit at another ACT college should
contact the QTC Registrar.
Moodle and QTC Student’s Email Addresses
Moodle is available for all QTC students to use to access their unit lecture notes, submit
assessment pieces, access discussion forums, and all admin forms.
Moodle will also enable lecturers to email students in each of their classes and also text
QTC students any urgent messages (e.g. 8.30am class cancellations) - this means you need
to update any changes to your Mobile number with us.
Email address
All QTC students have been allocated a new QTC email address. This is the email address
all QTC staff will use to contact you, and email is the most common way we will contact
you. You can log into your student email at https://accounts.google.com/ Your new email
is your first initial then last name (all in lower case), @ student.qtc.edu.au unless you share
an initial and surname with a current student, in which case, your email address will be
your first and second initial then last name @student.qtc.edu.au
e.g. Jane Smith – jsmith@student.qtc.edu.au or jrsmith@student.qtc.edu.au
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Current Password
Your password consists of 8 numbers - your 4 digit QTC photocopy code then the last 4
digits of your Library number (this is the S000___ on your student card).
EG. Photocopy code is 1201. Library number is S000678. EMAIL PASSWORD = 12010678
Mac Users
If you are a mac user (and you use Mail) you can simply add this as an additional account
through ‘Settings’ and ‘Mail, Contacts, Calendars’ and then hit ‘Add Account...’ . If you wish
to forward your QTC email account to your preferential email address you need to do the
following
Forwarding your student mail to your existing account:
If you don’t want to have to check multiple email addresses you can set your student
account to automatically forward incoming mail to another address.
Here's how to forward messages automatically:
1. Sign into your new account using your qtc email address and password, Click I
accept continue to my account. You may be asked to provide a mobile number for
security which you can do or you can choose skip.
2. In gmail click the gear icon
in the upper right, then select Settings.
3. Click the Forwarding and POP/IMAP tab.
4. In the Forwarding section click the Add a forwarding address button
5. Enter the email address to which you'd like your messages forwarded click Next.
6. Confirm your forwarding address by clicking Proceed. You will see a message that
says a Confirmation code has been sent to verify permission click OK. Open your
forwarding email account and find the confirmation message from the Gmail team.
7. Open the email address that you have selected to forward your QTC email too. In
your inbox find the forwarding email and click the link to confirm the request
8. Back in your QTC Gmail account, select the ‘Forward a copy of incoming mail to...'
option and check that your correct forwarding address is selected. Also select the
action you'd like your messages to take from the drop-down menu. You can
choose to keep QTC mail's copy of the message in your inbox, or you mark QTC
mail’s copy as read, or archive QTC mail’s copy or delete QTC mail’s copy.
9. Click Save Changes.
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Note: While multiple email addresses can be added to the forwarding address drop-down
in the Forwarding and POP/IMAP tab, Gmail can auto-forward mail to only one address
at a time. The address that is shown in the drop-down and has '(in use)' next to it, is the
address that mail is forwarded to. You can use filters to forward mail to multiple addresses.
How to stop auto-forwarding
If you no longer want to auto-forward your mail, follow these instructions:
1. Click the gear icon
in the upper right, then select Settings.
2. Click the Forwarding and POP/IMAP tab, or if you use Google Apps, you might
have a Forwarding tab instead.
3. In the "Forwarding" section, select the Disable forwarding radio button.
4. Click the first drop-down menu in the "Forwarding" section and check for any
forwards created by filtering.
Accessing Moodle
Go to: http://www.qtc.edu.au/Moodle/
(note Moodle works best on PC’s in google chrome, and Mac users use safari – both browsers
can be downloaded for free)
Click login either at the top right of the Moodle page or at the bottom of the page. Enter
in your log in details. Your username and password are as follow –
User Name: your full Library number S000_____
Password:
your 4 digit photocopying code
NOTE: If you have any trouble with this please come and see us as soon as possible.
Downloading your Lecture Notes / Set Readings
Once you’ve logged into Moodle you will be able to see the units you’re enrolled in. If you
can’t see a unit that you are enrolled in, or one you are not enrolled in, please see the
Administration Manager.
Lecture notes will be available by the morning of the lecture. You can save the electronic
version to your laptop and add in notes as you go. If you wish to print out a hardcopy of
your notes you will need to do so from the library well before lectures begin.
Lecturers may also put links to readings up on Moodle. They will let you know in class or
by email if they have uploaded anything you need to look at!
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Discussion Forums
If you have any questions for your lecturer or other students in your unit you can use the
Discussion Forum on your unit’s page (at the top, above the unit outline). You can add
topics for discussion, and share files here.
Connecting to Wireless at QTC

Click on the wireless/network icon in the tray at bottom right or on your ipad turn Wi-Fi on
under settings.

In the classrooms choose QTC UnWired
In the Library choose either QTC UnWiredCP or QTCUnWiredLib

Click Connect

Type in the passphrase – nowireqtcvpn The passphrase is the same for all QTC wireless
points.

A window may appear that looks like this:

Click on Advanced and choose Proceed to 192.168.177.1 If you are prompted to choose what
kind of connection, choose Workplace (although this step may not be necessary for all
devices)

Now a Checkpoint window will appear prompting you to sign in. If this login page doesn’t
automatically appear, open a browser e.g. Safari, Google Chrome and it should then appear
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
Type your username which is your library number, e.g. S000XXX

Type your password which is your four digit photocopy code.

You will need to enter this information in again.

You should then see a green message saying * You may now use this access point.
Sometimes on Macs or Ipads it will simply say Success! You should now be able to use
Internet.
You do not also need to connect via VPN.
QTC Calendar
The QTC Calendar for the current academic year can be found on the left hand side of the
moodle home page or on the QTC website (http://www.qtc.edu.au/) Click on resource tab
at top of page then click on Calendar and Timetable and you will find the current QTC
Calendar.
QTC Timetable
The current QTC Semester timetable can be also found on the main page of the moodle
main page or on the QTC website (http://www.qtc.edu.au) Click on Resources tab at top of
page then click on Calendar and Timetable and you will find the current QTC timetables.
Orientation to College Study & Language Intensives
All new students are expected to attend college orientation, which occurs during part of
the week before Semester 1 starts in February of each year. If you are enrolling in a
language subject in First Semester of your first or second year (i.e. LA003A and LA004A),
please note that you will need to attend the relevant language intensive. These are also
held across part of the week before Semester 1 commences. The Greek intensive contains
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some instruction relating to English grammar that is designed to help biblical language
students as well as some work on Greek language. During these sessions students will be
introduced to the basics of the language, such as the alphabet and the early chapters of
the relevant textbooks.
Special Events
From time to time QTC runs events outside of normal lecture times. It is required that all
full-time students attend some of these, specifically the QTC Retreat in February,
Graduation in March, College Mission, and occasional guest lectures. Most of these are
free to students and their spouses. However even if you are able to attend for free, it is
very important that you still register on the QTC website under “special events”.
QTC Fees
The total fee that you pay for each subject is made up of two components: a fee for
tuition, library use and other services provided by QTC, and an ACT admin fee. Both
amounts are payable at the same time, normally as a single payment. For First Semester
units, they are due on the 15th of January (or two weeks after receiving QTC invoice), and
for Second Semester Units, on the 15th of June (or two weeks after receiving QTC
invoice). For intensive units, fees are due by the end of the first full teaching day of the
intensive. These dates apply to those students who are paying their fees up-front. A 10%
discount is applied to up front payments. Australian College of Theology is accredited
with the Australian Governement allowing QTC students to use FEE-Help. Please refer to
the Fee-HELP booklet. Eligible students wishing to pay their fees using Fee-Help should
submit a Request for Fee-Help Assistance Form to the QTC Registrar by these same due
dates (preferably earlier, when your enrolment form for your first Semester of study is
handed in). You only need to submit one Fee-Help Request form per course: students only
need to complete a second form when they change their course (or when you add a
second course to your current one, e.g. when an MDiv student enrolls in the combined
MDiv/GradDipDiv).
The QTC Fee Schedule for the current year is available on the college website at
http://www.qtc.edu.au/study-at-qtc/apply/ If you are having difficulty paying your fees by
the due date please contact the Registrar as soon as possible. Students paying their fees
upfront should be aware that failure to pay fees on time may result in you not being able
to proceed with your enrolment for the Semester. Students will only be permitted to enroll
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in any given Semester if all tuition fees and accounts (e.g. library overdue fees and
photocopying fees) relating to previous Semesters have been paid.
Refunds: Where a student withdraws from any unit prior to the relevant census and
administration dates, they will receive a refund of the full amount of any fees paid. Where
a student withdraws from any unit prior to the census date but after the administration
date, they will receive a full refund but will be required to pay an administration fee of
$100 (which will be deducted from their refund in the case of those student paying fees
upfront). Please note that this administration fee cannot be paid using Fee-Help, and that
for Semester-length units the administration date falls on the Friday at the end of the third
week of classes (the administration date for intensives is the end of the second day of
classes). Where a student withdraws from a unit after the census date, fees will not be
refunded except in cases of serious and documented medical or personal difficulties, or
where the student is an overseas student and government requirements determine that a
refund should be payable. Please note that if you wish to withdraw from a unit you need
to fill out the relevant form – please see the Registrar for details (see also the section
below in this Handbook, Confirmation and Variation to Enrolment or Withdrawal).
Confirmation and Variation to Your Enrolment, or Withdrawal
A confirmation of enrolment letter is only provided at the start of your course. Please
advise us as soon as possible in writing of any errors (by email to the Registrar:
registrar@qtc.edu.au). In a few cases, your enrolment may have been modified by the
college where it appears you have made a simple error. A note on your enrolment
confirmation may indicate where this is so. Please check and contact the Registrar if in
doubt.
You must advise the Registrar in writing (using the form available from the Registrar and
available on the main page of the Moodle home page) of intention to withdraw from any
unit, or from the course as a whole, and any variation in enrolment. In some cases where
you are considering withdrawing from a unit, the Registrar may ask you to speak with the
relevant lecturer and/or the Academic Dean before the change is made to your enrolment
– however you still need to email the Registrar regarding changes to your enrolment even
if you have spoken with or emailed other members of staff. If you wish to withdraw
altogether from your studies at QTC or suspend them beyond the conclusion of the
current Semester’s units, please make an appointment with the Principal and the Academic
Dean before writing to the Registrar.The following are the key dates relating to
withdrawing from some or all of your units in any given Semester.
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Administration Date: (Friday of Week 3 of each semester except for intensive units) After
the administration date, you will receive a full refund of your fees and your Fee-Help
liability will be cancelled, however you must pay an administration fee (variation of
enrolment fee) of $100 per unit, which you cannot pay using Fee-Help.
Census Date: (31 March or 31 August except for intensive units) After the Census Date, no
Variation of Enrolment Fee applies, but there is no refund of fees and your FEE-HELP
liability remains.
Withdrawal Date: (two weeks after Census Date) There is no Variation of Enrolment Fee,
but you be given an Academic penalty (unit graded FW – Fail Withdrawal) and no refund
of fees.
It is also possible for students with serious unexpected medical or personal problems to
suspend their enrolment in one of more of their units in the current Semester (you will
need to supply the relevant medical certificates and/or other documentation). This allows
the student to submit outstanding assignments for that unit approximately two months
after the end of Semester (and potentially later in very serious cases). Please contact the
Registrar in the first instance, who will notify the Faculty and check that you’ve spoken with
the relevant lecturer(s) where this is necessary. In cases where a student wishes to suspend
their enrolment as a whole in this way (i.e. all units currently enrolled), please make an
appointment with the Academic Dean
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Interruption to Study Beyond 12 Months
Where there has been a break of 12 months or more in a student's course, without
leave being granted by the Faculty, any change to the curriculum or regulations of an
award shall apply, and, if applicable, fresh application for cross-credits for previous
studies will be considered. The Faculty may grant leave from a course for due cause, in
which case the student will continue under the regulations which applied prior to the
leave, however depending on unit offerings it may be necessary to follow a slightly
different course plan. The college will request a new reference from your pastor in
cases where you have suspended your studies at QTC for more than 12 months.
Full-time & Maximum Enrolments
A normal full-time enrolment is 16 credit points (cps) per Semester.
The minimum full-time enrolment for both Centrelink and Brisbane Translink purposes
is 12 cps per Semester.
Students who enrol full-time are recommended to not take more than eight hours
employment per week during semester (apart from FES placements and other ministry
roles which equate to no more than ten hours per week). Those students employed
full-time are recommended to not take more than a maximum of 8cps per semester. If
you are unsure about what a realistic load is - please contact the Academic Dean.
The maximum allowable ACT enrolment is 20 cps per semester. Each unit taken is
worth 4 credit points – apart from MA Units and MDiv Projects which are worth 8cps
each, and the units Principles of Interpretation and Foundations for Systematic Theology
which are worth 2cps each.
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Part C: Academic Requirements & Policies
Attendance
Full attendance at all classes is expected of all students enrolled in ACT and QTC
courses except for those repeating a unit. ACT requires that students attend at least
80% of all scheduled classes for each unit in which they are enrolled for the first time
(i.e. you cannot miss more than five 50-minute class periods or equivalent in a 4cps
subject unit without good reason). Failure to attend without good reason will result in
ACT withdrawing you from the unit (if before the census date) or failure within the
relevant unit in (if after the census date). Students may only pass a unit for which they
have attended less than 80% of classes where significant medical or personal issues are
impacting your studies and a medical certificate is supplied which adequately supports
an absence of greater than 20% (or other documentation requested by QTC has been
supplied to support serious non-medical issues). QTC wants to help you in your studies
so please come and talk to us if you are struggling with attendance.
If you are unwell and cannot attend lectures, an email to absentee@qtc.edu.au should be
made to the office giving the reasons why you are not able to attend college. If you are
absent for three consecutive lecture days or more, please contact the Registrar - in the
case of medical problems a medical certificate must be supplied to the Registrar where
you are absent for three or more days.
In the case of overseas students, attendance at less than 100% of scheduled classes
(except for cases of medical or personal issues, with documentation provided to the
Registrar), will result in an unsatisfactory report to Australian immigration authorities
and may affect your student visa.
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ACT Grading System
Grades in assessment are awarded in the following categoriesGrade
Score
GPA
Fail (F)
0-49%
0
Pass (P)
50-57%
1
Pass+ (P+)
58-64%
1.5
Credit (C)
65-74 %
2
Distinction (D)
75-84%
3
High Distinction (HD)
85+100%
4
A "P+" (58-64%) grade (GPA 1.5) may be awarded as an assessment.
Appeals Against Marks Awarded
Your first step should be to speak to the relevant lecturer about your mark and the
reasons why it was given. In the case of individual assessments, the lecturer has the
discretion to reconsider the mark given if they wish to do so (provided the Semester’s
results have not yet been finalized with the ACT). No fee applies in the event that the
lecturer agrees at this stage to re-mark the assessment item or to revise your mark. If
you still believe that your mark is not appropriate, you should then follow the
procedures outlined in the ACT Dispute Resolution Policy which applies to you
(depending on whether you are a domestic or overseas student: both policies are
provided in the appendices to this Handbook). To summarize, your next step will be as
follows, depending on the situation. In the case of a final grade that has been released
after the end of the Semester, you will need to contact the Registrar in the first instance,
and if you are still dissatisfied you will then need to contact the Academic Dean. In the
case of a mark for an assessment item which you are querying prior to the release of
final grades, you should approach the Academic Dean after speaking with the relevant
lecturer. In either instance, if you wish for one or more assessment items to be remarked (whether as part of a formal or informal appeal), you can do this by contacting
the Registrar with your request and with payment of $75 per assessment item. If your
re-mark results in an increase to your original mark of more than 10% of the possible
total, the $75 payment will be refunded to you.
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Failed and Repeated Units
All Fail grades are recorded on the student’s transcript. You should make sure that you
have enrolled for any unit(s) you wish to repeat in a particular semester. Attendance at
classes is expected in the case of repeated units, except where the lecturer responsible
believes that this is not necessary. However this is relatively rare, as our past experience
indicates that most students who need to repeat a unit also need to re-attend. If you
wish to re-enrol in a unit which you have previously failed, you should indicate this on
the enrolment form which you give to the Registrar. Fresh assignments must be
submitted for all repeated units, and the normal unit fee applies. Where you are
repeating an ACT unit, you may be required to do a "show cause" assessment before
you will be permitted to re-enrol with the ACT. No unit may be repeated more than
once, except for core units. At QTC, those in this category are: OT301/501, OT302/502,
NT301/501, NT302/502, CH305/505, and TH401-404/601-604.
Academic Misconduct
In line with tertiary institutions throughout Australia, the Australian College of Theology
regards academic misconduct as a serious matter. ACT approved colleges are
responsible for rigorously pursuing the highest possible standards of academic honesty
and integrity.
Academic misconduct may encompass the following actions:
(i) taking unauthorised materials into an examination;
(ii) submitting work for an assessment knowing it to be the work of another person;
(iii) improperly obtaining knowledge of an examination paper and using that
knowledge in the examination;
(iv) cheating as any endeavour to gain unfair access to content and information where
such access is not permitted;
(v) arranging for another person to sit an examination in the place of the candidate;
(vi) failing to acknowledge the source of material in an assessment, including project or
thesis, in any ACT program;
(vii) submitting a false medical certificate;
(viii) submitting incorrect, incomplete or misleading information.
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Students are expected to acknowledge the source of their ideas and expressions used in
their written work.
To provide adequate documentation is not only an indication of academic honesty but
also a courtesy enabling the marker to consult sources with ease.
Deliberate failure to provide documentation may constitute plagiarism, which is subject
to a charge of academic misconduct. Plagiarism is understood to be the presentation of
another person’s words or thoughts either as one’s own or without appropriate
acknowledgement. Students are required to acknowledge by use of footnotes the
origin of extracts, quotes and paraphrases contained in their work. Quoted material
shall be identified by relevant conventions.
Except in the case of ACT approved study and assessment schemes, students ought not
to assist other students in the writing of individual assessments, such as providing
written material to be copied. Material for assessment in one unit of study may not be
submitted for assessment in any other unit of the award.
In the case of inadvertent academic dishonesty resulting from misunderstanding of
academic conventions rather than deliberate deception, the marker shall deduct marks
from the assessment and counsel the student concerning the academic conventions
prevailing in the ACT.
Willful academic misconduct may result in the following penalties:
• the awarding of a fail grade for the whole unit of which the assessment is a part,
• the awarding of 0% for the assessment or thesis or project with or without the
opportunity to redeem it,
• the student’s exclusion from the award in which he or she is enrolled for a period not
exceeding two years,
• exclusion from any award of the Australian College of Theology, or
• another outcome appropriate to the case but with an impact less serious than
exclusion from enrolment in any award of the Australian College of Theology.
Notwithstanding the prescriptions otherwise stated in this policy, since plagiarism and
cheating are both serious academic offences the following penalties are the ACT
standard for plagiarism and cheating in coursework awards.
• First offence:
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Students will be subject to academic counselling, with the maximum penalty being to
fail the item with no marks awarded. Where deemed appropriate, the minimum penalty
available will be that students may be granted an opportunity to resubmit the
assessment with a maximum of 50% for the assessment.
• Second offence:
• Fail unit, with no remedial opportunity.
• Third or major offence:
Exclusion from any award of the ACT, or exclusion from the award for up to two years,
or other outcome appropriate to the case but with an impact less serious than
exclusion. In the case of severe plagiarism and/or cheating, a student may be subject to
a separate disciplinary process approved by the Academic Board. Colleges are required
to report to the ACT’s Director of Academic Services all offences (first, second and third
offences as above) with respect to plagiarism and cheating for recording in TAMS. Such
information shall be available to academic registrars by means of a note on the
student’s record on TAMS to any College that a student is either enrolled with or
intends to enrol with.
Appeals:
For domestic students enrolled in a coursework unit, any appeal against an outcome
will be dealt with in accordance with the ACT’s Dispute Resolution Policy for Domestic
Students (section 3) which can be accessed on the ACT website and in the Handbooks
of the College.
For international students enrolled in a coursework unit, any appeal against an outcome
will be dealt with in accordance with the ACT’s Dispute Resolution Policy for
International Students (section 3) which can be accessed on the ACT website and in the
Handbooks of the College.
1. Medical Certificates & Other Documentation
It is not uncommon for students to need an extension on their assessments for medical
or other personal reasons. Details on what to do under these circumstances are
provided elsewhere in this Handbook. However any medical certificates or other
documentation that is submitted in support of requests for extensions / special
consideration must be genuine. Any student found to have intentionally submitted
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false documentation will receive a Fail grade for the relevant unit of study, and
continuation of their enrolment at QTC will be subject to the discretion of the Principal.
Sometimes students are unsure as to what constitutes plagiarism. Plagiarism is the
term used to describe what happens when you copy, quote from or make use of
somebody else’s work without acknowledging that you have done so. It might involve:

Copying material from a book or journal article without using quotation marks
and a reference (e.g. a footnote) to tell readers where you have taken the
material from;

Making significant use of an academic work, (including lecturer’s notes) without
quoting directly from it, without including the work in your bibliography and
providing a footnote, endnote or in-text reference linking your use of the other
author’s ideas to your own work. You certainly don’t need to reference every
idea in your essay that might have ever been thought of or used by another
person – but if you are putting forward or assuming something that is directly
associated with the work of another author, and/or is an idea that is relatively
unique to one author or a select group of authors.

Copying material from another student (past or present, at QTC or another
institution). It is great to talk and think together about our essays, but your
work must be your own and not that of another student.
Plagiarism is considered unacceptable in academic writing firstly because it is dishonest:
you are representing the work of another person as your own. Secondly it is a form of
theft in that you are taking work from another person for your own benefit without
paying them the acknowledgement that they are due for their work. Lastly, plagiarism
undermines the learning process, particularly when it occurs on a large scale. By taking
large amounts of material from someone else, you miss out on an opportunity to think
and learn yourself.
2. Essays & Assignments - Other
Except in the case of QTC or ACT approved study and assessment schemes and
arrangements, you ought not to assist other students in the writing of individual
assessments, such as providing written material to be copied.
Students should not submit the same piece of work for more than one unit or degree.
While it is assumed that students will make connections between different units studied
at QTC and build on their knowledge as they progress, it is not acceptable to include
significant portions of material in more than one piece of work – whether the two
assignments are both for units at QTC, or one of these is for a course that has been
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taken previously at another institution. However it is still to be discouraged because it
defeats the purpose of assessment tasks, which is to assess what a student has learnt in
the unit currently being studied, and also to promote and assist you to learn as much as
you can from your studies in each particular unit. Major cases of submitting the same
material more than once can also amount to “double-dipping” in that a student ends
up receiving credit twice for the same piece of work or a very similar one – this is why at
many universities students are required to sign a declaration indicating that their work
has not been submitted for any other award. Where virtually identical assignments are
submitted without approval or acknowledgement this is also dishonest, as it is the
assumption of the college that each assignment submitted is largely new work. In
saying this, the college is conscious of the following:

Sometimes there is substantial overlap between essay questions etc which have
been set for two different units which are taken by the same students. The
college aims to avoid such overlaps where it can, bearing in mind that
sometimes this is not possible (e.g. some units do cover the same or closely
related content as each other, such as the introductory biblical units and some of
the advanced biblical units). At the very least, students will normally be provided
with a selection of assignment topics to choose from, and are strongly
encouraged to choose topics which will genuinely extend their learning rather
than tempt them to transfer across large amounts of content from an earlier
assignment. Where this is not possible, or the overlap could clearly be avoided
by the college, students are strongly encouraged to draw the matter to the
attention of the lecturers so that it can be rectified if possible.

There are some cases where a student will genuinely benefit by completing an
assessment in an advanced unit which builds upon or connects to work which
they have done at an earlier stage. An example might be an MDiv Project in an
area that interested a student in an earlier unit. We certainly don’t want to
discourage this kind of positive learning! What we would suggest is that you
talk at length with the lecturer involved and work out a way of completing the
assignment which will really extend and develop your knowledge – where your
earlier studies are assumed as relevant background but not merely repeated or
copied over.

Occasionally a lecturer will deliberately set an assessment which directly builds
upon earlier work in the same or another unit. If you are in doubt about what
proper borrowing between the two assignments would involve, please speak
with the lecturer. Normally, though, your guiding principle should be to make
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sure that the main aim of your second assignment indicates that substantial
additional learning has occurred for you since the first assignment.

It might be thought that submitting the same work more than once is not a
problem, on the grounds that it is not uncommon for academics to publish two
pieces of work which overlap heavily, in two different places (e.g. in two journals
which are aimed at different readerships). However we would emphasise that
this situation is different to that which applies when students are enrolled in a
degree or diploma. The primary purpose of course assessments is not to
produce work which can be directed towards different groups of scholars, so
much as work which demonstrates and furthers your learning in the unit
currently being studied.
QTC will therefore not accept assignments where a substantial amount of material has
been carried over from one assessment to another, without permission having been
granted. In such cases, no marks penalty will be applied, however the student will be
asked to write a fresh assignment, normally on a different topic, which does not carry
over a significant amount of material from their previous work. This assignment will be
due on a date to be determined by the Registrar in consultation with the student.
Depending on the seriousness of the case, ordination / sponsoring authorities may be
advised.
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Policy re Assessments and Assignments
Please note the following statement of Faculty policy regarding all assignments and
assessments:
All assessment items must be submitted in order for a pass to be granted in the unit.
All assignments (other than specified group assignments) must be your own work, not
that of somebody else. While students from a non-English speaking background may
obtain limited help from others in the area of English expression, the work must be
substantially their own. Limited quotation of the work of others in "quotation" marks,
and clearly acknowledged in a footnote is OK. This would normally serve as the basis
for some discussion of your own. The submission of work which is not your own as
though it were your own ("plagiarism") is serious academic misconduct. This is to be
avoided and may result in your failing the subject unit.
All assignments are to be submitted to the QTC via Moodle before 11.55pm on the due
date unless an extension is granted. Late submission without an acceptable reason will
result in penalties being applied to your mark for the assessment item (see below).
Before submitting please make sure you have attached the QTC cover sheet in front of
your document with your ACT student's number and no mention of your name.
Instructions for submitting assessments and QTC Cover Sheets are available on the
home page of Moodle.
Extensions of Time for Assignments
Essays & assignments must be submitted by the due dates. You should plan your
assignment writing so that you are not rushing to get several assignments done at the
last minute. Students may not sit the exams for subject units where they have not
already submitted the assignment(s), unless approved to do so by the Registrar. The
ACT has set a policy for all students at all colleges regarding extensions and late
penalties, as follows: Unless an extension has been applied for and granted in
accordance with the Late Penalty Policy, where a student submits an assessment past its
due date, the assessment marks will be reduced at the rate of 3% of the total possible
marks for the assessment item per calendar day, up to 14 days late.
E.g. For an assignment worth 50%, a student receives a mark of 40/50. However the
student has handed in their assignment 10 days late, such that they receive a 30%
penalty, reducing their mark by 15/50 to 25/50.
If an assessment is submitted after 14 days late, a mark of zero will be awarded for the
assessment upon submission of the completed assessment.
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For the full policy document, please see Appendix 9 at the end of this document.
Students must complete all assessments in order to pass a unit. If a student has not
submitted an assessment by the final date of the examination period of the semester in
which the unit has been delivered for semester length units and has not applied for an
extension, the assessment will be deemed as a non-attempt, and consequently the
student will receive a failing grade for the unit.
If sickness or personal reasons mean that you need an extension beyond the due date,
please submit an Extension Request to the Registrar as soon as you can (and definitely
before the due date). We are keen to talk with you about how you can make it through
the Semester and submit all of your assessments in good time, and extensions are
normally given where students have good reasons for not being able to submit on time.
You will then need to fill out an extension request form (forms are available on the
website and on the Moodle home page. Extensions will not be given where the only or
main reason for lateness is that the student has taken on too many commitments
outside of college during the Semester, or a lack of personal organisation with study
planning.
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Style Requirements for Written Assignments
Guidelines for Essays & Assignments
1. Presentation
An essay should reveal clear thinking and careful organisation, for while the essay will
be marked primarily on content, the format is important. The use of a standard format
assists both the examiner and the student. Careful attention should be given to
spelling, grammar and punctuation. The essay should be word-processed (doublespaced). The left hand margin should be at least three centimetres wide. All pages
should be numbered consecutively. Students should keep/save a copy of the essay.
2. General format
An essay should consist of the following essential features, each to begin on a fresh
page.
2.1
Cover Page
The QTC Cover page template is available from the side menu of Moodle. It
contains the student's ACT number, course and subject, the full title of the essay,
the date and the number of words in the essay.
Essays should not contain the student's name. In submitting essays under your
student number, you acknowledge the disclaimer regarding plagiarism and other
matters which you signed at the commencement of your studies.
2.2
Abstract
This should occupy the second page of the essay/paper/thesis and should be a
piece of continuous prose, not numbered points, giving a summary of the
argument of the essay. It should be around 150 words in length (minimum 100
words and maximum 200). For an assessment peice of 1,500 words or less no
abstract is required.
2.3
The essay proper
i.
A clear introduction to the subject setting out the matter to be discussed.
ii.
The body of the essay setting out in a clear and concise way the subject under
discussion
iii.
The conclusion summarising what has been said and drawing necessary
conclusions.
The essay should be in the student's own words. Where a quotation contributes
to the argument the author's words should be quoted exactly, in inverted
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commas. Where an author's argument is expressed in the student's own words,
acknowledgment should be made.
2.4
A bibliography should be included, containing all references cited and important
references consulted in the writing of the essay. All students at QTC should use
the SBL system of referencing.
Consistent use of the SBL convention for acknowledging the source of ideas and
quotations used in the essay should be made (see further, Item 4, below).
As per the SBL style, when footnotes are used, a note should be introduced by a
numeral above the line, usually placed at the end of a sentence and then also at
the bottom of each page as footnotes. The items in the bibliography should be
listed alphabetically by author's surname.
2.5
Abbreviations for journals or biblical books, for example, should conform to
those set out in a recognised style reference work The SBL Handbook of Style.
Biblical books may only be abbreviated when followed by both chapter and
verse (e.g., Gen. 5.2; not Gen. or Gen. 5).
2.7
Greek and Hebrew, where used, should not be transliterated. Pointing of Hebrew
is not necessary unless it is exegetically significant.
2.8
Length of assignments. The essay should keep to the set length, within 10%
variation. For example, a 3,000-word essay must be between 2,700 and 3,300
words. This total does not include the abstract, bibliography, or any referencing
details that are included anywhere in the assignment (whether in footnotes,
endnotes, or in-text referencing - including Bible references).
The set word length (with the 10% allowable variation) does include nonreferencing text and content within footnotes and endnotes. All quotations
included in assignments count towards the permitted word length, except where
the relevant Unit Outline indicates otherwise (e.g. for selected primary do
document assignments and exegetical exercises). See 2.2 above regarding the
length of the abstract.
Essays that do not fall within the allowed 10% variation will be penalized at a rate
of 2% per 100 words over the limit. Whether an essay is over the allowed length
or not, students should work at not using more words than they need to make
their case – this is an important skill to learn for ministry.
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4. Format for referencing and bibliographic citation
QTC uses the SBL note bibliography system for referencing. Students should consult the
second edition of the SBL Handbook of Style for all matters relating to referencing and
bibliographic citation.
There are two copies of the handbook in the Reference section of the library:
Collins, Billie Jean, Bob Buller and John F. Kutsko, eds. The SBL Handbook of Style, for
Ancient Near Eastern, Biblical, and Early Christian Studies. 2nd ed. Atlanta, GA: SBL
Press, 2014. R 808. 027 SBL
The SBL Handbook has been devised with the biblical, early Jewish and early Christian
literature disciplines in mind. It is particularly useful for accepted abbreviations of
biblical books and journals. There is also a helpful PowerPoint presentation made to
first year students each year with the notes and presentation afterward made available
on Moodle under QTC Library.
5. Consistency
It is expected that students will be consistent in their referencing, adopting and
implementing the SBL style.
6. Format for Footnotes and Bibliography
QTC uses SBL Note Bibliography system. This should be used for all pieces of
assessment which require footnoting and bibliography.
Footnotes:
Each acknowledgment in the body of the essay/paper/thesis is followed by a
raised/superscripted number, usually after the full stop at the end of a sentence,
directing the reader to a footnote at the bottom of the page on which the number
appears. Here, when the work is cited for the first time, the full details are given
according to the following order -BOOK BY A SINGLE AUTHOR
Author-initials or given name followed by Surname, title, (place published: publisher,
date), and page number.
Example:
1
B. D. Ehrman, The New Testament, A Historical Introduction to the Early Christian
Writings (Oxford: Oxford University Press, 1997), 200.
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JOURNAL ARTICLES
Author-initials or given name followed by Surname, "title of the article," Journal
Abbreviation Volume (Year of publication): and page number.
Example:
2
M. C. de Boer, "Jesus the Baptizer: 1 John 5:5-8 and the Gospel of John," JBL 107
(1988), 99.
FURTHER CITATIONS IN FOOTNOTES OF THE SAME WORK are either abbreviated, e.g
4
Ehrman, New Testament, 201.
5
de Boer, "Jesus the Baptizer", 100.
OR
If the work is being referenced in two consecutive footnotes, i.e. footnotes numbered 1
and 2 (not footonotes 1 and 3) the latin abbreviation ibid should be used. Ibid should be
used for consecutive footnotes only where the resource is exactly the same, although
the page number may differ. If referring to the same book and same page in a
consecutive footnote you just use Ibid. – no need to repeat the page number.
Example:
6
Douglas Sean O’Donnell, God’s Lyrics: Rediscovering Worship through Old Testament Songs
(Phillipsburg, NJ: P&R, 2010), 73.
7
Ibid., 89.
These (above) are just a few examples of how to format SBL footnotes. For full information on
how to reference edited books, electronic books, websites, Bible Commentaries, Ancient
Epistles Theological Dictionaries, works in a series, revised editions and more, see the SBL
Handbook of Style 2nd ed. primarily pages 82-104.
Endnote
Endnote, a bibliographical application for either Windows or Mac, can now be accessed
from the ACT website http://www.actheology.edu.au/resources_EndNote.php free of
charge to students enrolled in ACT units.
The ACT will email you a password on receipt of your completed agreement
Please note:
Endnote does not automatically come with the SBL Style. You should download the SBL
Style into Endnote. It has been noted that the SBL Style in Endnote can produce some
errors, so you may wish to manually type your footnotes and bibliography or check the
footnotes and bibliography produced by Endnote before submitting your assessment.
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Examinations
Students are normally required to sit examinations for those units which they are
enrolled in, in person and at the date, time and place requested by the college. Where
a student is unable to sit their exam at the specified time for a good reason, but it is
practicable for both them and the college to sit the exam prior to the end of the
Semester Assessment Period, they may do so with the permission of the QTC Staff.
Where this is not possible, and substantial medical or personal issues are the reason,
the student should apply through the Registrar (supplying appropriate documentation)
for a deferral of their examination.
As with other forms of assessment, it is important that students are aware of what
constitutes academic misconduct and of the penalties for this, as outlined elsewhere in
this Handbook. In the case of exams, students should only bring to their desk in the
exam room those materials that have been permitted for the exam in question
(normally pens, stapler, student card). QTC will supply you with lined paper for the
exam, and where an English Bible is allowed we will also provide you with one of these.
In some cases you may be permitted to bring your own copy of a Greek or Hebrew
Bible with you, however all marks and notes of any kind must be removed from these
prior to the exam. Any other materials brought into the exam room, including mobile
phones, should be placed at the back of the exam room prior to the start of reading /
perusal time. You can ask any urgent callers to contact the college office during the
time of the exam.
It is common for students sitting several different exams to do so in the same room.
Where one group of students finishes before another, you are asked to leave the room
quietly, handing your papers to the supervisor at the door, and to only speak once you
are well away from the exam room. As it is not uncommon for students to need to sit
the exam a few days later than the scheduled time, it would be appreciated if you did
not discuss the contents of the exam with other students who may not yet have sat the
exam or with those known to them.
If you are unwell during the course of an exam, let the supervisor know as soon as is
possible. You are entitled to re-sit the exam for the unit at a later date if you wish to do
so, at which time you will be given an exam in the same format but with different
questions/exercises to the original exam.
Students with documented learning difficulties can be granted special consideration for
exams – please see the Registrar in the first instance. The most common form of
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special consideration given is some additional time in the exam room, however
depending on your circumstances it may also be possible to provide other forms of
assistance.
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Part D - Student Life
Church Attendance
As a christian training institution QTC expects that all students will be members of a
local church which they attend regularly and where they serve actively. When studetns
first apply to QTC we require a reference from the church leadership. If while you are
student at QTC and your home church changes please advise the Administration
Manager so it can be changed in the database.
Behaviour
While it is important for the QTC to maintain high academic standards, it is equally
important to emphasise the spiritual health of both students and faculty. QTC, as a
Christian institution, seeks to promote a community environment in which the highest
standards of behavior are maintained. We strive to demonstrate integrity and selfcontrol as appropriate expressions of Christian faith.
QTC functions within the environment of the wider community of Emmanuel College.
Standards of the highest order are therefore expected of students and staff alike in all
their dealings with the Emmanuel College administration, staff, and students. In
particular, the reasonable requests of the Emmanuel College Administration and Staff
are to be followed with courtesy and co-operation. Students should therefore at all
times respect the personnel and property of Emmanuel College. While the position of
the QTC at Emmanuel is provided for by Emmanuel’s Constitution, the attitude and
behaviour of students should indicate our acknowledgment of the facilities we enjoy.
Students acting in an inappropriate manner will be asked to report to the Principal and
Academic Dean.
Persistent behaviour while at college that is ungodly or inappropriate may result in QTC
not permitting you to enrol in future Semesters or in serious cases cancelling your
enrolment for the current Semester. In the case of candidates for ordination, your
presbytery will be made aware of any conduct at college that is less than that to be
expected of those becoming ministers.
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Dress Code
It is expected that QTC students will dress in an appropriate manner that will reflect well
on themselves and the College.
Chapel
College Chapel on Tuesday mornings at 9.30am is the heart and driving force of our life
together as a community. We meet to be addressed by God through his word.
Normally, the Principal (or occasionally another member of staff) preaches through a
book of the Bible week by week. The service is led by a member of staff, and a senior
student who is preparing to be a pastor, in conjunction with our music team (if you’d
like to be part of this team, speak to student music coordinator). College Chapel is a bit
different from a local church (in that we don’t need to worry too much about ‘the
outsider’ and the general level of commitment is, in theory at least, much higher!)
which brings both challenges and advantages. We are drawn from a wide range of
traditions and ages, so choosing songs isn’t easy. Rather than providing us with our
main Bible input for the week, Chapel needs to launch us on many hours spent
interacting with God’s Word. Also we meet to worship in a context where are highly
aware of the richness of the tradition in which we stand - stretching back through the
Reformation to the Apostles themselves - and our time together should reflect that.
That’s why we want College Chapel to be rich, real, robust, affecting engagement with
God where we are stretched, thrilled, encouraged and nourished. We want our time
together to model the best in our Reformed tradition expressed in ways appropriate for
the 21st Century. Please pray that God works in our lives through Chapel week by week
in the year ahead.
Pastoral Care
At QTC, we are passionately committed to the local church, and don’t try to do what the
local church can - which clearly includes offering rounded, all of life pastoral care.
However, that doesn’t mean that we don’t care!
Every member of staff at QTC (both admin and teaching) is committed to serving and
caring for our students - we really are here for you! However, we also realise that for
some people at some times, more formal structures are needed to help us to work
through both College and non-College related issues. If a substantial and serious
pastoral issue comes up, please talk to Gary as soon as possible, either directly or
through his PA. We also realise that there are many issues which come up in the context
of normal life at College which, although they may not be all that serious, are still
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personally significant at the time. That’s why we assign all the full time male students to
a member of staff each year. This member of staff will (i) be your natural point of
contact for all non-urgent pastoral matters (ii) meet up with you once a semester (for
coffee or lunch if you’re really lucky) (iii) will make an effort to catch up with you over
morning tea, etc and keep an eye out for you during semester. For female students,
Katie Allan, our women’s pastoral worker, will capably fulfil all these functions and more!
We are also working hard to offer support to student wives each year in different parts
of SE Queensland (more details to follow early in Semester).
Prayer Groups
Once a fortnight all full time and part time (attending classes on Thursdays) students
and staff will meet from 9.30am until 10.20am on Thursdays to pray. This will alternate
with Window on the World.
College Mission
All full time QTC students who are enroled in courses that are 2 years or more in length
are required to take part in College Mission every year. Part time students and those
enrolled in full time 1 year Diploma/Graduate Diploma courses may apply to be part of
a mission team. Mission destinations will vary each year. Missions will vary between
Brisbane, Regional Queensland, interstate and overseas. This is a great time to use our
gifts to serve in other churches and communities as well as experience what ministry is
like in different settings.
Morning Tea
Morning tea is provided on Wickham Terrace (beside Seminar Rooms 1 & 2) for QTC
students and staff. There is a roster on the Student Notice Board and students are
asked to volunteer to help by collecting plated food and milk from the QTC Staff
kitchen and setting up the Morning Tea at 10.20 each morning.
Bread Roster
The local Brumbies shop donates their unsold stock on a Tuesday to QTC and its
students. There is a roster for students to volunteer to pick up the bread throughout
the year and bring it back to college Tuesday night for the students and staff to collect
on Wednesday.
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Lunches
Lunches are not provided for students. Most students bring their own lunch or visit
local shops on Hawken Drive a 5 minute walk from the College. There is a lunch room
available for QTC students to use in Emmanuel’s ‘Presidents Room’ (refer to Map at the
back of this Handbook), including a refrigerator and several microwave ovens.
Notice Boards & Pigeon Holes
The official college notice board is in the stairwell leading up to the Library. Please
check this board regularly for any information regarding timetable changes, coming
events, etc. Please also clear your mail from the student Pigeon Holes (in the stairwell)
regularly. The other notice board in the stairwell area is for matters of general student
interest. If you have any notices for the board please hand them into the college office
& write on them the date which they can be taken off the board.
Parking
Parking at Emmanuel College is extremely limited, with QTC only having spaces
available during Semester for some staff and visiting guest speakers. Emmanuel
College operates a swipe card system whereby only authorized vehicles are able to
access the site. It is recommended that Public Transport be used – St Lucia is very
accessible by bus and ferry with connections to several train lines, also. Another
alternative for those who live far away is to drive to a public transport hub with
connecting services to St Lucia, or to use paid parking at the UQ site adjacent to
Emmanuel. If a student has a pressing and unavoidable reason to bring a car to college
on a particular occasion, they need to make arrangements with the QTC Administration
Manager prior to the day. The only exception is the one student’s car which on any
given day is rostered on to collect the bread from Brumbies – please see the college
office for details.
Travel Concession
Full Time Students are able to receive a discount when purchasing Go Cards and Public
transport tickets. Your QTC student card can be used as proof of being a full time
student and therefore eligible to receive a Student Go Card. If your student card details
change while you are studying at QTC please see the Administration Manager. QTC
students are strongly encouraged to make use of a Go Card, as this will enable them to
access transport discounts.
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Use of Laptops in Lecture Rooms
We have made wireless available in the seminar rooms. Students are permitted to use
laptops and other electronic devices to take notes and make appropriate use of online
resources in lectures. We encourage students to stay on task (in particular, we ask
students to refrain from using social media in class). We would request that the
lecturer's permission be sought before liveblogging or tweeting in lectures.
Mobile Phones
Please make sure your mobile phone is turned to silent/vibrate when in class, chapel
and in the library as a courtesy. In the Library please take your calls outside so not to
disturb those studying around you.
Complaints & Concerns
Generally it’s a good idea (and a biblical principle) to raise any concerns that you might
have regarding others directly with those involved as a first step. This applies to how
you should relate to both other students and to college staff. However the college
does recognize that in a small number of very serious matters this may not be
appropriate or possible.
Ordinarily you should get in touch with the staff member who is responsible for the
area in question (see the list following). Regarding complaints or issues about
grades/results awarded and other matters specific to a particular subject unit, if you
can’t resolve these by speaking with the lecturer involved, you should follow the
guidelines given in the Dispute Resolution Policies provided elsewhere in this
Handbook.
For other academic matters, in the first instance you can take up questions of process
and procedure with the Registrar and broader academic concerns with the Academic
Dean; if you are dissatisfied with their responses you should then contact the Principal.
On non-academic issues, your first port of call will normally be the Registrar. However
if the matter is particularly serious or major you should go directly to the Principal; if he
is unavailable and the issue is urgent you should in his absence contact the Vice
Principal.
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As outlined in the Dispute Resolution Policies, you can direct to the ACT appeals or
complaints on academic matters (and certain non-academic ones) where you believe
that that these have not been handled satisfactorily by QTC. If you have complaints or
serious concerns about matters where no right of appeal to the ACT exists, and your
efforts to resolve the matters internally with QTC have not been successful, you should
contact the Convener of PCQ’s Committee on Ministries Training (which oversees QTC’s
operations), Rev Linden Fooks: linden@redlands.org.au, or the secretary, Rev Garnet
Swann, garnet@ehpc.org.au
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Who to See at QTC
Issue
Who to See
Registrar
Absences from College
Academic difficulties, appeals and grievances
Accounts
Appeals against final grades
Appointments with the Principal and Vice Principal/Academic
Dean
Candidate queries
Academic
Dean
Admin
Manager
Registrar
Admin
Manager
Principal or
Vice Principal
Centrelink questions and letters
Registrar
Chapel at QTC
Principal
Training
Coordinator
College Mission
Cross credit applications
Registrar
Emmanuel College Liaison – maintenance etc
Admin
Manager
Enrolments and Course plans
Registrar
Events at QTC
Events
Manager
Extensions for assessments
Registrar
Faculty Secretary (formal correspondence / matters for Faculty)
Vice Principal
FEE HELP
Registrar
General matters relating to QTC’s day to day life and operations
Admin
Manager
General matters relating to QTC's strategy, direction and policies
Grievances about non-academic matters, and concerns or appeals
relating to a decision or action of another member of the QTC staff
Principal
Library matters and Accessing resources for your studies
Librarian
Moodle
Admin
Manager
Overseas Student Officer
Registrar
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Issue
Who to See
Female
Pastoral Care
Worker
See
noticeboard
for allocated
lecturer
Pastoral Care - Female
Pastoral Care - Male
Photocopying problems
Librarian
QTC flyers and brochures
Events
Manager
Relationship between college and Church responsibilities
Student ID card
Principal
Admin
Manager
Admin
Manager
Substantial personal issues
Principal
Textbook Orders
Librarian
UQ Library questions
Librarian
Website Issues
Librarian
WiFi and QTC emails
Librarian
Work Place Health and Safety
Admin
Manager
Withdrawing from college
Principal
Rosters at QTC
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Part E - Library Matters
The QTC Library helps to connect you with the information you need for study and
learning; in practical terms the information you need for learning through essays and
exam or sermon preparation. Students should become familiar with the library facilities
in order to gain the most benefit from their course. Please feel free to ask the library
staff for help at any time. They are happy to assist you with finding books, searching
databases, bibliography questions and more.
Sections of the Library
There are five main sections of the library:

General
White Spine Labels
1 week loan
Renew three times

Reserve
Red Reserve Label
2 day loan
Renew once

Closed Reserve Yellow Spine Label
NO LOAN
Use in Library only

Reference
Reference Label
NO LOAN
Use in Library only

Print Journals
Alphabetically labeled
NO LOAN
Photocopy only
boxes in Journal room
Call Numbers – How to Find A Book on the Shelf
QTC Library uses the Dewey Decimal System for call numbers. The numbering system
ranges from 000 – 999 with QTC’s library consisting mainly of 200s which are broken
down into further categories. The main categories are listed below. You will be given a
full listing of 200s during library orientation. Look up a book on the library catalogue,
note down the call number then locate that number on the shelves.
000 – Computer science, information, and general works
100 – Philosophy and psychology
200 – Religion
210 - Philosophy and theory of Religion
220 - Bible
230 - Christianity and Christian theology
240 - Christian moral and devotional theology
250 - Christian orders and local church, including Preaching and sermons
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260 - Social and Ecclesiastical theology, including missions and religious education
270 - History of Christianity and Christian Church
280 - Christian denominations and sects
290 - Comparative religion and other religions
300 – Social sciences
400 – Language
500 – Science
600 – Technology applied science
700 – Arts and recreation
800 – Literature
900 – History and geography
Library Catalogue
The fastest way to find a resource (book or journal) in the library is to use the
catalogue.
Find a resource using the Library Catalogue Basic Search as follows:

Double click the Library icon on the desktop at Library computers. From home,
access the catalogue via the QTC Website.

To search, type in words – (you don’t have to type ‘and’, ‘or’ or ‘not’ when you type
more than one word). You can type words from the title or the author or a subject.

Predictive text – words come up as you type – be careful you don’t select
something you don’t want

Click Go

Results will display in alphabetical order of title

Click on title to see full record. In full record you can see the subjects assigned
to each record. If a particular subject seems useful or exactly what you’re
looking for, you can click that subject hyperlink and it will start a new search for
everything that has that subject heading assigned to it.

The holdings section tells you the call number, the section of the library it’s in,
e.g., Reserve or General, how many copies there are and whether they are
Available or On Loan.
To start a new search Click on Start New Search at the top left of the screen
Library Catalogue Advanced Search
Use this if you want to delve deeper or know what you’re looking for
 The ‘Any words search’ is the same as Basic Search. Follow the guidelines above.
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 Title search. You don’t have to type the exact title – you can type major words
from the title and it will find the book
 Author search – if you know author’s surname, type it in. If you are unsure of
spelling of Author or which Author you’re looking for you can use the Lookup
function.
 The Subject search uses specific Library of Congress Subject Headings. Type in
words relating to your subject and use the look-up function.
How to Borrow
You can borrow at any computer; however, the circulation computer near the entry to the
library is equipped with a barcode scanner for fast borrowing.

Double click on the QTC Library Catalogue icon

Click on the Click Here to Borrow link part-way down the screen.

Use the barcode reader to scan the barcode on your student card into the
‘Enter Borrower ID’ box. If you don’t have your ID card, you can borrow by
typing in your library number, S000XXX

Scan barcodes on the back of books you wish to borrow. Barcodes are at the
top right of the back of the book.

Note the due date SO THAT YOU KNOW WHEN THE BOOKS ARE DUE

Click Finish
If you have trouble borrowing, it may be because you have exceeded your fines
limit of $10 or you may have overdue books. You are required to pay the overdue
amount and return or renew overdue books in order for borrowing to be allowed
again.

You may borrow 12 books at one time.
To Return Books:

Drop books in the returns slot at the front library counter. You do not need to
do anything with the computer to return books.

Note that overdue books are charged at 20c per book, per weekday for General
section books and 50c per book, per weekday for Reserve resources.

If you find you need a book longer than the initial borrowing period, you may
renew the book to avoid late penalties.
To Renew Books

Access library catalogue from the QTC website or the desktop link in the library.

Log in using library number (e.g., S000396) and password
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
Click current Loans

Click the renew button next to the item you wish to renew or

Click the ‘Renew All Loans’ icon
To Place a Hold on an item already out to someone else:

Log in using library number and password

Search for the item/s

Tick the item

Click the Reserve icon

DO NOT CLICK REQUEST

Save your Reservation by clicking the Save icon.
The catalogue will tell you your position in the queue, i.e., if you’ll be the next to
have the book. When the book is returned you’ll receive notification that it is
available. Pick up holds from the library office.

If, at a later time you decide you no longer need the book, log in and
cancel your reservation by Reservation on the main screen and then
deleting your reservation
Journals and Journal Articles
QTC subscribes to some print Journal titles and others are available full-text online. We
subscribe to the American Theological Library Association Religion Database (ATLA), the
full text version of ATLA, called ATLAS, The Religion and Philosophy Collection (RPC),
New Testament Abstracts, Old Testament Abstracts, The Digital Library of Classic
Protestant Texts and the Digital Library of the Catholic Reformation.
To access them from library computers, click on the appropriate icon on the library
computers. Usernames and passwords are available to QTC staff and students only and
will be given out during Library orientation. They are also available in a document on
Moodle. To access Journals Databases from home or outside the library go to the QTC
website, click on Library and then click on the Find Journal Articles in ATLA/S & RPC.
Also listed on that page are other journal databases such as the Digital Library of
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Classic Protestant Texts, the Digital Library of the Catholic Reformation and the
Australasian Religion Index.
To see which Journals QTC holds (in print) search the Library Catalogue using a Title
Search
eBooks
QTC subscribes to the EBSCO eBook Religion Collection which is available to students
24/7 from the Library, from home or anywhere. The collection contains over 5,100
eBook titles from over 150 publishers. QTC also buys EBSCO eBooks for the Library’s
permanent collection. These can be searched either through the library catalogue or in
conjunction with the Journal Databases. Other eBooks, searchable within the library
catalogue, include those available through Alexander Street Press and ebooks available
for free on the web.
To access ebooks, search either in the EBSCO search interface or in the library
catalogue. Click on the link to the book and enter the username and password
required. A list of usernames and passwords are found under QTC Library in Moodle.
Up to 100 pages of an eBook can be saved for printing or emailing per user as a PDF
file from within the eBook Full Text viewer. Note: The number of pages may vary
depending on individual publisher-specified limits. Most ebooks are provided in either
PDF or ePub format for easy viewing.
Online Journal Searching and Inter-Library Loans

Your lecturers and the moderators of the Australian College of Theology will expect
to see that you have consulted current academic research in the form of journal
articles. Use the Journal databases to find articles listed and sometimes the entire
article full-text. You can print the full-text articles; email them to yourself or save
them to USB for reading later.

If you want to read or use an article that is not full text in these databases, use the
Interlibrary Loan Form on the QTC Website. Fill in the details of the book or article
you want and click Send. The article or book will be ordered for you from another
library. It will then be emailed to you or posted to QTC for your collection.
Photocopying

Use your individual four digit photocopy code to photocopy and print from the
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Computers. Both Photocopiers can scan to USB and scanning is free.

Press the Logout button after you’re finished otherwise you might end up with an
unexpectedly large bill!
Quiet In the Library
Due to our limited space, the library is a quiet study space so that people can... study.
Please consider others by not talking loudly in the library and switching mobile phones
to silent. The stairs and landing are discussion spaces – please take conversations and
phone calls outside. Be aware that as you enter the library at the top of the stairs
near the water cooler quiet is required.
Library Study Desks
Study desks are available in the Library for students to use. Students and others may
use a library desk for the day and leave their belongings on the desk to return to it
from time to time throughout the day. At the end of the day, all belongings must be
removed from desks. Please return un-borrowed library books (which you have been
using at your desk) to either the returns chute or the library trolley for re-shelving. Do
not leave them on your desk where others might not be able to find them. This is
particularly important for Reference & Closed Reserve books.
Computers and Internet Access
Computers and printers are available in the library for students to use. A
photocopy/printer code is allocated to new students at the beginning of their studies,
and you will be invoiced at the end of each Term for the copies you have made.
Current charges for printing/photocopying are displayed next to the printer. Free
wireless internet connection is also available for students to use with their own
computers. The library computers give students access to the suite of Microsoft Office
products such as Word, Excel, PowerPoint and Publisher as well as to programs such as
BibleWorks.
UQ Library access
QTC is privileged to be located close to UQ libraries, home to more than a million print
resources and numerable electronic ones. Students enrolled in the Graduate Diploma
of Divinity, the Master of Divinity or the Master of Arts (Theology) and PhD programme
are eligible for Community borrowing privileges at UQ. These students should fill out
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the borrower form available from the QTC Librarian then pick up their card from The
QTC Library when the cards become available.
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Appendix 1 - Scholarship Assistance for PCQ
Candidates
Full-time PCQ ministry candidates are granted scholarships (“bursaries”) by the
denomination. These scholarships are for all candidates enrolled full-time at QTC, with
the exception of probationary candidates, irrespective of whether this includes a parttime or full-time ACT enrolment, or involves study that is not for ACT credit. The level of
the scholarship is based on a percentage of the current stipend for PCQ ministers,
which is revised annually. It varies according to family circumstances e.g. whether you
are married or single and how many children you have. This bursary is payable in
addition to the student minister’s allowance (“FES Allowance”) that is paid to candidates
for their work in their student placement. It is possible for students to receive up to 50%
of the total of the bursary and the FES allowance as a tax-exempt benefit, under which
PCQ makes various payments on behalf of the student (e.g. part or all of your monthly
mortgage payments, credit card bill, etc). At PCQ Church Offices (Suzi Choi) makes the
arrangements for payments and can be contacted at: suzi@pcq.org.au
Probationary candidates, normally those in their first year as a candidate after having
been approved by both their presbytery and the CMT, do not usually receive bursaries.
However such students can apply to the CMT Executive to be granted a bursary, and
the CMT Executive may grant them one if sufficient bursary funds are available to the
CMT and the student’s personal circumstances merit them receiving bursary support.
Part-time candidates who are working in a position with a PCQ Charge at less than 80%
of a full-time role may apply to the CMT to be granted a pro-rata bursary if the CMT
has surplus bursary funds available (e.g. a student taking approximately half of a normal
study load on average over their period part-time candidature would receive a bursary
at 50% of the rate that would normally apply to them if they were full-time students).
Probationary and part-time candidates wishing to enquire about receiving a bursary
should contact the Vice-Principal for details.
The QTC Candidate’s Bursary is only payable from the semester when confirmed
candidature begins (i.e. after both your Presbytery and the CMT have confirmed that
you can transfer from being a probationary candidate to a confirmed candidate for the
ministry). It does not apply retrospectively to theological studies undertaken prior to
becoming a candidate or during the period of probationary candidature. It only applies
to studies undertaken by candidates at QTC. Presbyterian candidates approved by the
relevant authorities in those Australian states and territories where no Presbyterian
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college is operated by the appropriate State Assembly (i.e. South Australia, Western
Australia, Tasmania and the Northern Territory) are able to access the QTC Candidate
Scholarship on the same terms as PCQ candidates (with the exception that they are
under no obligation to serve in an appointment of the PCQ Committee for Ministries
Resourcing after graduation, as they would normally return to their home states).
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Appendix 2 - ACT Re-crediting FEE-HELP Balance
Policy
Census Dates and FEE-HELP Debt
The census date for first semester units of study is 31 March.
The census date for second semester units of study is 31 August.
May 1st 2015 is the last day for withdrawal from First Semester subjects to avoid having
a “fail” on transcripts.
September 11th 2015 is the last day for withdrawal from Second Semester subjects to
avoid having a “fail” on transcripts.
If a student who has requested FEE-HELP assistance withdraws from a unit of study on
or before the census date for that unit of study, the student will not incur a FEE-HELP
debt for that unit of study.
If a student who has requested FEE-HELP assistance withdraws from a unit of study
after the census date for that unit of study the student will incur a FEE-HELP debt for
that unit of study.
Re-crediting a Person’s FEE-HELP Balance
The student may apply after the census date to have their FEE-HELP balance re-credited
if the student has been unable to complete the requirements of a unit of study and the
student believes that this was due to special circumstances. Where a request to recredit a person’s FEE-HELP balance is granted, a student’s FEE-HELP debit is removed
and the amount of FEE-HELP paid to the College on behalf of the student will be
refunded.
A person can apply to the College to have their FEE-HELP balance re-credited if he or
she withdraws from his or her studies after the census date and/or the person has not
completed the requirements for the unit of study. The person must apply in writing,
within 12 months of the withdrawal date, or if the student has not withdrawn, within 12
months of the end of the period of study in which the unit of study was or was to be
undertaken. The College can exercise the discretion to waive this requirement if it is
satisfied that the application could not be made within the time limit.
The College’s FEE-HELP Re-crediting Officer will consider the student’s application
within 28 days of receiving the student’s written application.
The College will re-credit a person’s FEE-HELP balance if it is satisfied that special
circumstances apply to the person that are:
• beyond the person’s control;
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• do not make their full impact on the person until on, or after, the census date; and
• make it impracticable for the person to complete the requirements for the unit during
the period in which the person undertook, or was to undertake the unit.
The College will be satisfied that the person’s circumstances are beyond the person’s
control if a situation occurs which a reasonable person would consider is not due to the
person’s action or inaction, either direct or indirect, and for which the person is not
responsible. The situation must be unusual, uncommon or abnormal.
The College will be satisfied that a person’s circumstances did not make their full impact
until on or after the census date for the unit of study if the person’s circumstances
occur:
(a) before the census date, but worsen after that day; or
(b) before the census date, but the full effect or magnitude does not become apparent
until on or after that day; or
(c) on or after the census date.
Special circumstances would make it impracticable for the person to complete the
requirements for the unit of study would include:
(a) medical circumstances; or
(b) family circumstances; or
(c) personal circumstances; or
(d) employment related circumstances; or
(e) course of study related circumstances.
Each application will be examined and determined on its merits. The FEE-HELP Recrediting Officer will consider a person’s claims, together with independent supporting
documentary evidence that substantiates these claims. The FEE-HELP Re-crediting
Officer will notify the person of the decision and the reasons for making the decision.
The Officer will advise the applicant of their rights for a review of the decision if the
applicant is unsatisfied with the outcome. If the decision is made to re-credit the FEEHELP balance, the College will notify DEST, and will repay to the Commonwealth any
FEE-HELP assistance received from it on the person’s behalf. DEST will inform the
Australian Taxation Office that the debit has been removed.
Review of the Original Decision
Where a student is not satisfied with the decision made by the FEE-HELP Re-crediting
Officer, they may apply in writing for a review of the decision. The Review Officer,
appointed by the Board of Delegates, is the Dean of the College. The time limit for
applying for a review of the decision is 28 days from the person receiving notice of the
decision. The person must state the reasons why he or she is applying for a review. The
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Review Officer will notify the applicant of his decision and the reasons for making the
decision.
The Reviewer Officer’s available options are to:
• confirm the decision;
• vary the decision; or
• set the decision aside and substitute a new decision.
The Review Officer will advise the applicant of his or her right to appeal to the
Administrative Appeals Tribunal for a review of the Reviewer’s decision if the applicant
is unsatisfied with the outcome and will provide the applicant with the contact details
and address of the nearest AAT registry. The Review Officer must acknowledge receipt
of an application for a review of a decision in writing and will inform the applicant that,
if the Reviewer has not advised the applicant of a decision within 45 days of receiving
the application for review, the Reviewer is taken to have confirmed the original decision.
Where a student is not satisfied with the reviewed decision made by the review officer,
they may apply to the AAT for a further review of the decision not to re-credit a
person’s FEE-HELP balance. The student may supply additional information to the AAT
that he or she did not previously supply to the College (including the College’s Review
Officer).
Contact Persons
The current FEE-HELP Re-crediting Officer is the Academic Administrator of the
Australian College of Theology, Mr Simon Davies.
His contact details are—
The Australian College of Theology
Level 10
257 Clarence St
Sydney NSW 2000
ph. 02 9262 7890
fax: 02 9262 7290
email: sdavies@actheology.edu.au
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The Board of Delegates of the College has appointed the Dean of the College, the Rev
Dr Mark Harding, as the Review Officer of decisions made by the Academic
Administrator.
His contact details are—
The Australian College of Theology
Level 10
257 Clarence St
Sydney NSW 2000
ph. 02 9262 7890
fax: 02 9262 7290
email: mharding@actheology.edu.au
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Appendix 3 - ACT Statement of Tuition Assurance
Under the provisions of the Higher Education Support Act 2003 (HESA) and the
associated HEP Guidelines the Australian College of Theology (the First Provider) is
required to provide a tuition assurance arrangement for Australian citizens or holders of
an Australian permanent humanitarian visa who are enrolled in higher education
courses it offers. This requirement is to protect a student in the event that the
Australian College of Theology ceases to provide a course of study in which a student is
enrolled. The meaning of ‘ceasing to provide a course of study’ is set out in the HEP
Guidelines (http://www.backingaustraliasfuture.gov.au/guidelines/hep_guide.htm).
In the event that the Australian College of Theology ceases to provide a course of study
in which a student is enrolled the student is entitled to a choice of:
a) an offer of a place in a similar course of study with a Second Provider without
any requirement to pay the Second Provider any student contribution or
tuition fee for any replacement units. If the Australian College of Theology is
unable to provide a course of study, the student will be contacted by the most
appropriate or convenient of the second providers, which will make all of the
arrangements necessary (this is known as the “Course Assurance Option”);
OR
b) a refund of his or her up-front payments for any unit of study that the student
commences but does not complete because the Australian College of
Theology ceases to provide the course of study of which the unit forms part
(this is known as the “Student Contribution/Tuition Fee Repayment
Option”).
If the Australian College of Theology ceases to provide a course of study, the Dean &
CEO of the Australian College of Theology will send a student enrolled in the course of
study a Written Tuition Assurance Offer (the Offer) advising the student of the options
available under the tuition assurance requirements. The Offer will include directions that
the student must follow in order to notify the Dean & CEO of the Australian College of
Theology of the choice they have made for each affected unit. The Dean & CEO of the
Australian College of Theology will provide this offer within 20 business days after it
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knows, or should know by reasonable enquiries, that the Australian College of Theology
has ceased to provide a course of study.
The Course Assurance Option
The Australian College of Theology has met the course assurance option requirement of
the HESA through a Deed/s of Course Assurance with the Second Provider/s listed
below. If the Australian College of Theology is unable to provide a course of study the
Second Provider/s will make all the arrangements necessary to ensure that a student
enrolled in that course of study is able to enrol in a similar course of study with that
Second Provider.
The Second Providers listed by the ACT are: Moore Theological College, Sydney College
of Divinity, Avondale College, Perth Bible College and Melbourne College of Divinity.
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Appendix 4 - ACT Non-Discriminatory Language
Policy
This policy has been designed by the Boards of the ACT in order that students at all
levels, as well as teachers, examiners and supervisors, will avoid discriminating
language. By discriminating language we mean speaking or writing in a way that
discriminates against, vilifies or denigrates individuals on the basis of their gender,
colour, ethnicity, age, disability, race, or religion.
The recommendations below concerning avoidance of male-oriented language in
generic contexts (see section 5 ACT Handbook) are intended for use in language about
people only.
Departures from the policy need to be justified by the student, especially if he or she is
writing a thesis or a major project.
1. All people are created in the image of God and all are equally found wanting before
the justice of God. This revealed truth should motivate us to respect all people since
Christ identified with and died for all. Inspired by the gospel of Jesus Christ, St Paul
sought to establish in the church a new vision of humankind in which the conventional
social divisions between male and female, slave and free, and Jew and Greek were
broken down and overcome (Gal 3:28). Linguistic discrimination, and its more acute
forms of vilification and denigration, culpably undermine and compromise the apostolic
vision and should therefore be avoided by those who are committed to caring for all
people, including Christians who are committed to showing unconditional love.
2. The issue of linguistic discrimination in our society is a serious one, which we do well
to address, and to do all in our power to avoid and eradicate. Australia’s commitment to
eliminating discrimination can be measured, for example, by the number of federal acts
that have been enacted—including the Racial Discrimination Act 1975, the Sex
Discrimination Act 1984 and the Human Rights and Equal Opportunity Act 1986—to
make it unlawful to discriminate against others on the basis of race, colour, national or
ethnic origin, and gender.
3. Linguistic discrimination, as well as vilification and denigration, may occur by means
of the language used to refer to or address others, and may take verbal or written form.
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Linguistic discrimination against people may occur in various ways, whether by ignoring
their presence, excluding them, portraying them in the light of irrelevant characteristics
or in an unbalanced way, or using language that is insulting, harassing, or based on a
stereotype.
4. The means by which and the contexts in which this avoidance of linguistic
discrimination should be achieved will vary according to the context of language and
culture in which speaking and writing takes place. In working with already published
works, such as the Bible, the issue of being faithful to the original intended meaning of
a text will need to be addressed in the context of the need to avoid linguistic
discrimination. The balance and tension between these two valid concerns (i.e.
faithfulness to original meaning and avoiding linguistic discrimination) will vary
between published works.
5. In relation to avoiding gender linguistic discrimination, it is recommended that
women be made more visible in language by avoiding an older linguistic usage in
which “male-specific” and “male-identified” terms were used in a generic sense. The use
of the word “man” should also be avoided in idioms and phrases when the speaker or
author clearly 2 intends to refer to both men and women. The same applies to
pronouns such as “he” and “she”, occupational nouns and job titles, and other titles and
naming practices. Stereotyped images of women or men should also be avoided. It is
recommended that a number of alternatives proposed in the Australian Government
th
Style Manual for Authors, Editors and Printers (5 edition; 1994) (see pp. 126–35) ought
to be adopted as far as possible.
6. Language which is racist should be avoided, and especially with respect to people
who are especially vulnerable in the Australian context, such as indigenous peoples.
7. Further, language which vilifies or denigrates certain ethno linguistic groups on the
basis of their language or ethnic background should be avoided as forms of such
linguistic discrimination.
8. Linguistic discrimination and denigration should be avoided also in the case of
people with disabilities or for people of certain ages.
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Appendix 5 - ACT Dispute Resolution Policy for
Domestic Students
1. Responsibility and Authority
The Dean and Chief Executive of The Australian College of Theology (ACT) shall define the
Dispute Resolution Policy for Domestic Students. This policy was approved by ACT Board of
Delegates on 12 March 2007. The Quality Manager shall ensure the policy is developed, distributed,
reviewed, maintained, understood, and implemented in the ACT and throughout affiliated colleges.
This policy is published in the Handbooks of the College and on the College website
www.actheology.edu.au
2. Policy Statement
The College shall provide processes for handling grievances (complaints)/resolving disputes brought
by prospective, enrolled and former domestic students (called “students” in this policy) regarding
academic and non-academic decisions.
Grievance means a statement of concern by a student that:
(a) has been reported by the student to an officer in an affiliated college or the ACT; and
(b) requires action or a response under the policies or regulations of the ACT.
General feedback and comment from students about administration, academic programs and
services will not be treated by the ACT as a grievance unless action or a response is required under
the policies or regulations of the ACT.
Whenever possible, grievances will be handled at the affiliated college level and within the College.
Formal procedures for the resolution of grievances will normally only be invoked when a matter
cannot be resolved by informal means. A complaint/grievance is deemed formal when it is lodged in
writing. However, should these internal processes not resolve the matter, provision is made for
external independent grievance handling/dispute resolution by reference to the Council of Private
Higher Education. If the Council of Private Higher Education makes recommendations in relation to
a grievance they have reviewed, they will forward those recommendations within 10 working days of
the decision to the ACT Quality Manager, who will ensure that the recommendations are
implemented within 25 working days.
Affiliated colleges are obliged to provide students with the information contained in this policy
statement on request or, for enrolling students, at initial enrolment or within seven (7) days of
starting an award course at an affiliated college of the ACT. Continuing students should have this
policy brought to their attention at the commencement of each subsequent year of enrolment in
units of their course.
Affiliated colleges must report formal complaints, and decisions reached, in their Annual Report to
the ACT Board of Directors. The ACT Board of Directors has appointed the Dean of the College as
the review officer in relation to outcome of appeals to the Principal of affiliated colleges. If the Dean
was involved in making the original decision that becomes the matter in dispute or the Dean is
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unavailable to participate in any resolution process below, another person of appropriate rank and
expertise shall be appointed by the Chair of the ACT Board of Directors as the review officer in place
of the Dean.
2.1 Principles underpinning this policy include:
(a) Actions within the process will be undertaken in a timely manner and timelines for responses
will be specified at each stage of the process
(b) The process will be as simple as possible and easily accessible to students
(c) The process will not victimise or discriminate against any student or respondent
(d) As part of the process, reasons and full explanations will be given for decisions and actions
taken.
(e) Appropriate records of the handling of a grievance/complaint will be kept for a minimum of 5
years and treated as confidential, with appropriate access available to involved parties
(f) Components of the process within the ACT or an affiliated college shall normally be at no cost
to the student, apart from travelling expenses. Any required arrangements for external
independent grievance handling/dispute resolution will be inexpensive to the student. A fee
may apply when a review is formally requested in relation to the grade of a passed assessment
item or the grade of a passed unit.
(g) All staff involved in a complaint or appeal have a duty to observe the principles of procedural
fairness (natural justice)
(h) Students accessing the appeal process will have their enrolment maintained while the process is
ongoing
(i) Students may use the procedures set out in this policy regardless of the location of the campus
of the affiliated college at which the grievance has arisen, the student’s place of residence or the
mode in which the student studies.
(j) The complainant may withdraw a grievance at any stage in the process. If the grievance is
withdrawn, the matter will be deemed to be closed.
(k) If the appeal results in a decision that supports the student, the ACT will immediately
implement that decision and/or corrective and preventative action required and will advise the
student of the outcome.
Nothing in the College’s policies and procedures negates the right of any student (Australian or
overseas resident) to take action under Australia’s consumer protection laws in the case of financial
disputes. This Dispute Resolution Policy does not circumscribe the student’s right to pursue other
legal remedies.
2.2 Principles of Natural Justice (Procedural Fairness)
All staff involved in resolving a complaint have a duty to observe the principles of natural justice,
which include the following elements:
(a) the right of the student (complainant) to a fair hearing
(b) the right of the student (complainant) or any respondent to attend hearings with a friend or
support person, if desired, provided the person is not a practising solicitor or barrister
(c) the opportunity for all parties involved to be heard
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(d) any respondent having full knowledge of the nature and substance of the grievance
(e) the complainant not determining the outcome, but may be a party to it
(f) the right to an independent, unbiased decision-maker
(g) a final decision that is based solely on the relevant evidence with all submissions considered
3. Appeals against Academic Decisions
In these procedures, an ‘academic decision’ means a decision of a member of the academic staff of
an affiliate college or the ACT that affects the academic assessment or progress of a student
Academic decisions include, but are not limited to, final grades for units and marks for intrasemester assessment tasks.
3.1 Complaints about the grade awarded in a unit
Following release of the final grades in units by the ACT, students may wish to lodge a complaint
about the grade awarded in an enrolled unit. Should the student proceed to formal appeal of a
passing grade, a fee may apply.
3.1.1 Informal resolution with the Registrar in an affiliated college
Students concerned about the final grade awarded in a unit of study should initially discuss the
issue informally with the Registrar at their college of enrolment. This should be done within twenty
five (25) working days of the release of results by the ACT. The Registrar should deal with the issue
promptly, giving a full explanation to the student of the reasons for the grade awarded.
If the student’s concerns are not resolved by this means, the Registrar should:
• Explain the next step in the procedure, set out below; and
• Give the student a copy of this policy
3.1.2 Reference to the Academic Dean of an affiliated college
If the student’s concerns were not resolved by the Registrar, and/or the student alleges failure to
follow procedures, the student may then choose to approach the Academic Dean of the affiliated
college. The student may approach the Academic Dean on an informal basis, or else make the
complaint formal by putting the grievance in writing, specifying the nature of the complaint and the
grounds for their appeal. The student should do one of these things within 15 working days of the
outcome of discussions with the Registrar.
Informal complaints
If the student chooses to approach the Academic Dean informally, this does not preclude later
lodgement of the grievance formally in writing to the Academic Dean.
The Academic Dean should deal with informal complaint about the final grade for a unit promptly,
giving a full explanation to the student of the reasons for the academic decision.
Formal complaints
While not limited to the following, a student may normally appeal formally against the award of a
grade only where:
1. the lecturer did not provide a unit outline as required; or
2. the assessment requirements as specified in the unit outline were varied in an unreasonable
way; or
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3. the student alleges examiners judgement was not objectively applied because of prejudice
against the individual candidate; or
4. a student is of the view that a clerical error has occurred in the computation of the grade; or
5. the student is of the view that due regard has not been paid to the evidence of illness or
misadventure if submitted by the specified date
6. the student is of the view that they have been disadvantaged in some way due to the conduct
of their final examination.
The Academic Dean must acknowledge a formal complaint in writing within five (5) working days of
receipt.
The Academic Dean must try to resolve the complaint within 15 working days of receiving the
complaint. The Academic Dean may discuss the matter with both the student and the relevant
lecturer in attendance. The Academic Dean may arrange for the assessment script(s) completed in
the unit to be marked by another lecturer in the student’s college of enrolment.
Following investigation of the matter, the Academic Dean will advise the student in writing of
his/her decision:
(a) setting out the reasons;
(b) advising that if the student does not agree with the decision, then the student has the right of
formal appeal to the Dean of the ACT; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
3.1.3 Reference to the Dean of the ACT
If the student’s concerns cannot be resolved by the Academic Dean of an affiliated college, and/or
the student alleges failure to follow procedures, the student may only formally approach the Dean
of the ACT by putting the complaint in writing and lodging it within 15 working days of receipt of
the written response by the Academic Dean. Again the nature of the complaint and the grounds for
appeal should be detailed.
The Dean must acknowledge the formal complaint in writing within five (5) working days of receipt.
The Dean must try to resolve the complaint within fifteen (15) working days of receiving the
complaint.
Following investigation of the matter, the Dean will advise the student in writing of his/her decision:
(a) setting out the reasons for the awarding of the final grade for the unit;
(b) advising that if the student does not agree with the decision, then the student has the right of
formal appeal to an independent external agency; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
3.2 Complaints and Grievances about other Academic Decisions
For the purposes of this policy these decisions include those relating to student admission or
progression, curriculum and awards in a course of study, as well as results of intra-semester
assessments (e.g. an essay).
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3.2.1 Informal resolution with a lecturer in an affiliated college
Students concerned about an academic decision concerning curriculum/assessment in a unit of
study should initially discuss the concern informally with the relevant lecturer at their college of
enrolment.
In particular, following the release of results of intra-semester assessments, students may informally
request that an assessment be reviewed by the lecturer of the unit of study. This should be done
within twenty five (25) working days of the particular academic decision being made. The lecturer
should deal with the issue promptly, giving a full explanation to the student of the reasons for the
academic decision.
If the student’s concerns are not resolved by this means, the lecturer should:
• Explain the next step in the procedure, set out below; and
• Give the student a copy of this policy
3.2.2 Reference to the Academic Dean of an affiliated college
If the student’s concerns cannot be resolved by the relevant lecturer, and/or the student alleges
failure to follow procedures, the student may then choose to approach the Academic Dean of the
affiliated college. The student may approach the Academic Dean on an informal basis, or else make
the complaint formal by putting the grievance in writing, specifying the nature of the complaint and
the grounds for their appeal. The student should do one of these things within 15 working days of
the outcome of discussions with the lecturer.
Informal complaints
If the student chooses to approach the Academic Dean informally, this does not preclude later
lodgement of the grievance formally in writing to the Academic Dean.
The Academic Dean should deal with informal complaints promptly, giving a full explanation to the
student of the reasons for the academic decision.
Formal complaints
The Academic Dean must acknowledge a formal complaint in writing within five (5) working days of
receipt.
The Academic Dean must try to resolve the complaint within 15 working days of receiving the
complaint. The Academic Dean may discuss the matter with both the student and the relevant
lecturer in attendance. If the complaint relates to the mark for an intra-semester assessment, the
Academic Dean may arrange for the assessment script to be marked by another lecturer in the
student’s college of enrolment.
Following investigation of the matter, the Academic Dean will advise the student in writing of
his/her decision:
(a) setting out the reasons;
(b) advising that if the student does not agree with the decision, then the student has the right of
formal appeal to the Dean of the ACT; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
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3.2.3 Reference to the Dean of the ACT
If the student’s concerns cannot be resolved by the Academic Dean of an affiliated college, and/or
the student alleges failure to follow procedures, the student may only formally approach the Dean
of the ACT by putting the complaint in writing and lodging it within 15 working days of receipt of
the written response by the Academic Dean. Again the nature of the complaint and the grounds for
appeal should be detailed.
The Dean must acknowledge the formal complaint in writing within five (5) working days of receipt.
The Dean must try to resolve the complaint within fifteen (15) working days of receiving the
complaint. If the complaint relates to the mark for an intra-semester assessment, the Dean may
appoint an independent assessor who will remark the assessment script under dispute. A fee may be
charged if the student had been awarded a pass grade or higher for the assessment script under
dispute.
Following investigation of the matter, the Dean will advise the student in writing of his/her decision:
(a) setting out the reasons;
(b) if the complaint relates to the mark on an intra-semester assessment, advising that his/her
decision is final;
(c) on other academic matters, advising that if the student does not agree with the decision, then
the student has the right of formal appeal to an independent external agency; and
(d) giving the student a copy of this policy, if the student does not already have a copy.
4. Appeals regarding non-Academic/Administrative Decisions
Non-academic/administrative decisions are not limited to, but include, matters related to fees,
withdrawals, etc., and other decisions students may consider are interfering with the progress of
their studies or with issuing of an award of the College.
4.1 Informal resolution with the Registrar of an affiliated college
In the first instance, a student who is concerned about a non-academic decision made or action
taken by their college of enrolment or the ACT should discuss their grievance with the Registrar at
their college. The Registrar will promptly notify the student of any action taken or any decision
made by them in relation to the grievance.
If, following the notification from the Registrar, the student’s grievance is not resolved to their
satisfaction or the student alleges failure to follow procedure, the student should seek advice from
the Registrar concerning to whom the student may next address their grievance. If the matter
relates to the affiliated college, the student may address their grievance to the Principal; if the
matter relates to ACT policy or regulations, the student may address their grievance to the ACT
Academic Administrator. The Registrar will give the student a copy of this policy.
4.2 Reference to the Principal of an Affiliated College
If the student’s concerns cannot be resolved by the Registrar of an affiliated college, and/or the
student alleges failure to follow procedures, the student may only formally approach the Principal of
the affiliated college by putting the complaint in writing and lodging it within 15 working days of
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receipt of the notification from the Registrar. Again the nature of the complaint and the grounds for
appeal should be detailed.
If the Principal was involved in making the original decision that that has become the matter in
dispute or the Principal in unavailable to participate in the resolution process, another person of
appropriate rank and expertise shall be appointed by the Chair of the affiliated college Council (or
equivalent) as the review officer in place of the Principal.
The Principal must acknowledge the formal complaint in writing within five (5) working days of
receipt. The Principal must try to resolve the complaint within fifteen (15) working days of receiving
the complaint.
Following investigation of the matter, the Principal will advise the student in writing of his/her
decision as well as:
(a) setting out the reasons for this decision;
(b) advising that if the student does not agree with the decision, then the student has the right of
formal appeal to the Dean of the ACT; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
4.3 Reference to the ACT Academic Administrator
If the student’s concerns relate to ACT policy or regulations and have not been resolved by the
Registrar of the affiliated college, or the student alleges failure to follow procedures, the student
may choose to formally approach the Academic Administrator of the ACT. The student should put
the complaint in writing to the ACT Academic Administrator within 15 working days of the outcome
of discussions with the Registrar, specifying the nature of the complaint and the grounds for their
appeal.
The ACT Academic Administrator must acknowledge the formal complaint in writing within five (5)
working days of receipt.
The ACT Academic Administrator must try to resolve the complaint within 15 working days of
receiving the complaint. Following investigation of the matter, the ACT Academic Administrator will
advise the student in writing of his/her decision as well as:
(a) setting out the reasons for this decision;
(b) advising that if the student does not agree with the decision, then the student has the right of
formal appeal to the Dean of the ACT; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
Contact details for the ACT Academic Administrator:
Mr Simon Davies
Academic Administrator
The Australian College of Theology
Level 10
257 Clarence St
Sydney NSW 2000
ph. 02 9262 7890
fax: 02 9262 7290
sdavies@actheology.edu.au
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4.4 Reference to the Dean of the ACT
If the student’s concerns cannot be resolved by the affiliate college Principal or the ACT Academic
Administrator, or the student alleges failure to follow procedures, the student may formally
approach the Dean of the ACT only by putting the complaint in writing and lodging it within 15
working days of receipt of the written response by the affiliate college Principal or ACT Academic
Administrator. Again the nature of the complaint and the grounds for appeal should be detailed.
The Dean must acknowledge receipt of the formal complaint in writing within five (5) working days
of receipt. The Dean must try to resolve the complaint within fifteen (15) working days of receiving
the complaint. Following investigation of the matter, the Dean will advise the student in writing of
his/her decision as well as:
(a) setting out the reasons for this decision;
(b) advising that if the student does not agree with the decision, then the student has the right of
formal appeal to an independent external agency; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
Contact details for the ACT Dean:
Rev Dr Mark Harding
The Australian College of Theology
Level 10
257 Clarence St
Sydney NSW 2000
ph. 02 9262 7890
mharding@actheology.edu.au
5. External Dispute Resolution
Students who remain dissatisfied with the outcome of any appeal, except those related to a mark for
an intra-semester assessment, can make a final appeal free of charge to the Council of Private
Higher Education (COPHE), c/- the Executive Officer, Mr Adrian McComb, PO Box 4210, Castlecrag,
NSW,2068 (02 9417 0834). Such appeals must be in writing. The staff at affiliated colleges and the
ACT are also able to make representation to COPHE regarding the matter. Students can include a
nominee in this process if they so choose. Decisions of COPHE shall be final and binding on all
parties. Notwithstanding the above, in matters of dispute resolution, students may exercise their
rights to other legal remedies and may contact the higher education authority in their state. Contact
details for the higher education authority in each state where the ACT is the registered provider are
listed below. Students can include a nominee to represent them in this process if they so choose.
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External Formal Concern
If a domestic student is concerned about the College’s actions, the student may raise concerns with
respect to the ACT’s registration as an education and course provider to students with the higher
education authority in the state in which their enrolling college is located.
In Queensland:
The Director
The Office of Higher Education
PO Box 15033
City East Qld 4002
Australia
Floor 18
Education House
30 Mary Street
Brisbane Qld 4000
Australia
Ph: (07) 3237 0390
Fax: (07) 3237 1444
Email: Enquiries.OFFICEHE@qed.qld.gov.au
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Appendix 6 – Policies For International Students
1. Entry Requirements for Overseas Students.
The QTC and the ACT welcome Overseas students and seek to provide a welcoming
environment for them. The ACT’s CRICOS Provider number for its Qld affiliated colleges
such as QTC is 02650E. The general qualifications required for Overseas students to
enrol in all ACT awards at QTC are:

Competence in English to a level of 7.0 overall on the IELTS scale with a scores in
each section of the IELTS test (reading, writing, listening and speaking) of 7.0.

Aged at least 18 years.

Completion of year 12 in an Australian High School or its equivalent.

If an Overseas student has previously studied in Australia, then the applicant
must be able to demonstrate:

They have shown commitment to their previous studies

They have a good attendance record for those studies

They have paid all fees that are owing to the provider

Students who have commenced but not completed a previous course in
Australia must provide a letter of release from the previous provider attesting to these
three matters.

Overseas students must also meet the normal academic entry requirements of
the course in which they would like to enrol.
Note that overseas students who meet the above requirements are eligible to be
considered for entry to QTC; as with all domestic students the college seeks to enrol
only those with a demonstrated Christian and ministry commitment, and as permitted
by the ACT it reserves the right to exercise its discretion not admit all potential students
for reasons other than academic and financial ones.
2. Dispute Resolution Policy for International Students
1. Responsibility and Authority
The Dean and Chief Executive of The Australian College of Theology (ACT) shall define the
Dispute Resolution Policy. The Quality Manager shall ensure the policy is developed, distributed,
reviewed, maintained, understood, and implemented throughout the affiliate colleges. This
policy is published in the Handbooks of the College and on the College website
www.actheology.edu.au.
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2. Policy Statement
The College shall provide processes for handling grievances (complaints)/resolving disputes
brought by prospective, enrolled and former overseas students (called “students” in this policy)
regarding academic and non-academic matters.
Grievance means a statement of concern by a student that:
(a) has been reported by the student to an officer in an affiliate college or the ACT; and
(b) requires action or a response under the policies or regulations of the ACT.
General feedback and comment from students about administration, academic programs and
services will not be treated by the ACT as a grievance unless action or a response is required
under the policies or regulations of the ACT. Whenever possible, grievances will be handled at
the affiliated college level and within the College. Formal procedures for the resolution of
grievances will normally only be invoked when a matter cannot be resolved by informal means.
A complaint/grievance is deemed formal when it is lodged in writing. However, should these
internal processes not resolve the matter, provision is made for external independent grievance
handling/dispute resolution by reference to the Council of Private Higher Education. If the
Council of Private Higher Education makes recommendations in relation to a grievance they
have reviewed, they will forward those recommendations within 10 working days of the
decision to the ACT Quality Manager, who will ensure that the recommendations are
implemented within 25 working days. Information contained in this policy statement must be
given to students before an agreement is entered into or before any fees are paid, whichever
occurs first, and within seven (7) days of starting an award course at an affiliate college of the
ACT. Continuing students should have this policy brought to their attention at the
commencement of each subsequent year of enrolment in units of their course. Affiliated
colleges must report formal complaints, and decisions reached, in their Annual Report to the
ACT Board of Directors. The ACT Board of Directors has appointed the Dean of the College as
the review officer in relation to outcome of appeals to the Principal of affiliated colleges. If the
Dean was involved in making the original decision that becomes the matter in dispute or the
Dean is unavailable to participate in any resolution process below, another person of
appropriate rank and expertise shall be appointed by the Chair of the ACT Board of Directors as
the review officer in place of the Dean.
2.1 Principles underpinning this policy include:
(a) Actions within the process will be undertaken in a timely manner and timelines for responses
will be specified at each stage of the process
(b) The process will be as simple as possible and easily accessible to students
(c) The process will not victimise or discriminate against any student or respondent
(d) As part of the process, reasons and full explanations will be given for decisions and actions
taken
(e) Appropriate records of the handling of a grievance/complaint will be kept for a minimum of
5 years and treated as confidential, with appropriate access available to involved parties
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(f) Components of the process within the ACT or an affiliated college shall normally be at no
cost to the student, apart from travelling expenses. Any required arrangements for external
independent grievance handling/dispute resolution will be inexpensive to the student. A fee
may apply when a review is formally requested in relation to the grade of a passed assessment
item or the grade of a passed unit.
(g) All staff involved in a complaint or appeal have a duty to observe the principles of
procedural fairness (natural justice)
(h) Students accessing the appeal process will have their enrolment maintained while the
process is ongoing.
(i) Students may use the procedures set out in this policy regardless of the location of the
campus of the affiliated college at which the grievance has arisen, the student’s place of
residence or the mode in which the student studies.
(j) The complainant may withdraw a grievance at any stage in the process. If the grievance is
withdrawn, the matter will be deemed to be closed.
(k) If the appeal results in a decision that supports the student, the ACT will immediately
implement that decision and/or corrective and preventative action required and will advise the
student of the outcome.
Nothing in the College’s policies and procedures negates the right of any student (Australian or
overseas resident) to take action under Australia’s consumer protection laws in the case of
financial disputes. This Dispute Resolution Policy does not circumscribe the student’s right to
pursue other legal remedies.
2.2 Principles of Natural Justice (Procedural Fairness)
All staff involved in resolving a complaint have a duty to observe the principles of natural
justice, which include the following elements:
(a) the right of the student (complainant) to a fair hearing
(b) the right of the student (complainant) or any respondent to attend hearings with a friend or
support person, if desired, provided the person is not a practising solicitor or barrister
(c) the opportunity for all parties involved to be heard
(d) any respondent having full knowledge of the nature and substance of the grievance
(e) the complainant not determining the outcome, but may be a party to it
(f) the right to an independent, unbiased decision-maker
(g) a final decision that is based solely on the relevant evidence with all submissions considered
3. Appeals against Academic Decisions
In these procedures, an ‘academic decision’ means a decision of a member of the academic
staff of an affiliate college or the ACT that affects the academic assessment or progress of a
student. Academic decisions include, but are not limited to, final grades for units and marks for
intra-semester assessment tasks.
3.1 Complaints about the grade awarded in a unit
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Following release of the final grades in units by the ACT, students may wish to lodge a
complaint about the grade awarded in an enrolled unit. Should the student proceed to formal
appeal of a passing grade, a fee may apply.
3.1.1 Informal resolution with the Registrar in an affiliate college
Students concerned about the final grade awarded in a unit of study should initially discuss the
issue informally with the Registrar at their college of enrolment. This should be done within
twenty five (25) working days of the release of results by the ACT. The Registrar should deal
with the issue promptly, giving a full explanation to the student of the reasons for the grade
awarded.
If the student’s concerns are not resolved by this means, the Registrar should:
Explain the next step in the procedure, set out below; and
Give the student a copy of this policy
3.1.2 Reference to the Academic Dean of an affiliate college
If the student’s concerns were not resolved by the Registrar, or because of a failure to follow
procedures, the student may then choose to approach the Academic Dean of the affiliate
college. The Dispute Resolution Policy – International Students Page 3 of 8 16 June 2011
student may approach the Academic Dean on an informal basis, or else make the complaint
formal by putting the grievance in writing, specifying the nature of the complaint and the
grounds for their appeal. The student should do one of these things within 15 working days of
the outcome of discussions with the Registrar.
Informal complaints
If the student chooses to approach the Academic Dean informally, this does not preclude later
lodgement of the grievance formally in writing to the Academic Dean.
The Academic Dean should deal with informal complaint about the final grade for a unit
promptly, giving a full explanation to the student of the reasons for the academic decision.
Formal complaints
While not limited to the following, a student may normally appeal formally against the award of
a grade only where:
1. the lecturer did not provide a unit outline as required; or
2. the assessment requirements as specified in the unit outline were varied in an unreasonable
way; or
3. the student alleges examiners judgement was not objectively applied because of prejudice
against the individual candidate; or
4. a student is of the view that a clerical error has occurred in the computation of the grade; or
5. the student is of the view that due regard has not been paid to the evidence of illness or
misadventure if submitted by the specified date
6. the student is of the view that they have been disadvantaged in some way due to the
conduct of their final examination.
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The Academic Dean must acknowledge a formal complaint in writing within five (5) working
days of receipt. The Academic Dean must try to resolve the complaint within 15 working days
of receiving the complaint. The Academic Dean may discuss the matter with both the student
and the relevant lecturer in attendance. The Academic Dean may arrange for the assessment
script(s) completed in the unit to be marked by another lecturer in the student’s college of
enrolment.
Following investigation of the matter, the Academic Dean will advise the student in writing of
his or her decision:
(a) setting out the reasons;
(b) advising that if the student does not agree with the decision, then the student has the right
of formal appeal to the Dean of the ACT; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
3.1.3 Reference to the Dean of the ACT
If the student’s concerns cannot be resolved by the Academic Dean of an affiliate college, or
because of failure to follow procedures, the student may only formally approach the Dean of
the ACT by putting the complaint in writing and lodging it within 15 working days of receipt of
the written response by the Academic Dean. Again the nature of the complaint and the
grounds for appeal should be detailed. The Dean must acknowledge the formal complaint in
writing within five (5) working days of receipt. The Dean must try to resolve the complaint
within fifteen (15) working days of receiving the complaint.
Following investigation of the matter, the Dean will advise the student in writing of his or her
decision:
(a) setting out the reasons for the awarding of the final grade for the unit;
(b) advising that if the student does not agree with the decision, then the student has the right
of formal appeal to an independent external agency; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
3.2 Complaints and Grievances about other Academic Decisions
For the purposes of this policy these decisions include those relating to student admission or
progression, curriculum and awards in a course of study, as well as results of intra-semester
assessments (e.g. an essay).
3.2.1 Informal resolution with a lecturer in an affiliate college
Students concerned about an academic decision concerning curriculum/assessment in a unit of
study should initially discuss the issue informally with the relevant lecturer at their college of
enrolment. In particular, following the release of results of intra-semester assessments, students
may informally request that an assessment be reviewed by the lecturer of the unit of study. This
should be done within twenty five (25) working days of the particular academic decision being
made. The lecturer should deal with the issue promptly, giving a full explanation to the student
of the reasons for the academic decision.
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If the student’s concerns are not resolved by this means, the lecturer should:
Explain the next step in the procedure, set out below; and
Give the student a copy of this policy
3.2.2 Reference to the Academic Dean of an affiliate college
If the student’s concerns cannot be resolved by the relevant lecturer, or because of a failure to
follow procedures, the student may then choose to approach the Academic Dean of the affiliate
college. The student may approach the Academic Dean on an informal basis, or else make the
complaint formal by putting the grievance in writing, specifying the nature of the complaint
and the grounds for their appeal. The student should do one of these things within 15 working
days of the outcome of discussions with the lecturer.
Informal complaints
If the student chooses to approach the Academic Dean informally, this does not preclude later
lodgement of the grievance formally in writing to the Academic Dean.
The Academic Dean should deal with informal complaints promptly, giving a full explanation to
the student of the reasons for the academic decision.
Formal complaints
The Academic Dean must acknowledge a formal complaint in writing within five (5) working
days of receipt. The Academic Dean must try to resolve the complaint within 15 working days
of receiving the complaint. If the complaint relates to the mark for an intra-semester
assessment, the Academic Dean may arrange for the assessment script to be marked by
another lecturer in the student’s college of enrolment.
Following investigation of the matter, the Academic Dean will advise the student in writing of
his or her decision:
(a) setting out the reasons;
(b) advising that if the student does not agree with the decision, then the student has the right
of formal appeal to the Dean of the ACT; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
3.2.3 Reference to the Dean of the ACT
If the student’s concerns cannot be resolved by the Academic Dean of an affiliate college, or
because of failure to follow procedures, the student may only formally approach the Dean of
the ACT by putting the complaint in writing and lodging it within 15 working days of receipt of
the written response by the Academic Dean. Again the nature of the complaint and the
grounds for appeal should be detailed. The Dean must acknowledge the formal complaint in
writing within five (5) working days of receipt. The Dean must try to resolve the complaint
within fifteen (15) working days of receiving the complaint. If the complaint relates to the mark
for an intra-semester assessment, the Dean may appoint an independent assessor who will
remark the assessment script under dispute. A fee may be charged if the student had been
awarded a pass grade or higher for the assessment script under dispute.
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Following investigation of the matter, the Dean will advise the student in writing of his or her
decision:
(a) setting out the reasons;
(b) if the complaint relates to the mark on an intra-semester assessment, advising that his/her
decision is final;
(c) on other academic matters, advising that if the student does not agree with the decision,
then the student has the right of formal appeal to an independent external agency; and
(d) giving the student a copy of this policy, if the student does not already have a copy.
4. Appeals Regarding non-Academic/Administrative and Other Issues
Non-academic/administrative issues are not limited to, but include, matters related to fees,
withdrawals, etc., and other issues students may consider are interfering with the progress of
their studies.
4.1 Informal resolution with the International Liaison Officer/Registrar of an affiliate
college
In the first instance, a student who is concerned about a non-academic decision made or action
taken by their college of enrolment or the ACT should discuss their grievance with the
International Liaison Officer/Registrar at their college. The International Liaison Officer/Registrar
will promptly notify the student of any action taken or any decision made by them in relation to
the grievance. If, following the notification from the International Liaison Officer/Registrar, the
student’s grievance is not resolved to their satisfaction or the student alleges failure to follow
procedure, the student should seek advice from the International Liaison Officer/Registrar
concerning whom the student may next address their grievance. If the matter relates to the
affiliate college, the student may address their grievance to the Principal; if the matter relates to
ACT policy or regulations, the student may address the grievance to the ACT Academic
Administrator. The International Liaison Officer/Registrar will give the student a copy of this
policy.
4.2 Reference to the Principal of an Affiliated College
If the student’s concerns cannot be resolved by the Registrar of an affiliated college, and/or the
student alleges failure to follow procedures, the student may only formally approach the
Principal of the affiliated college by putting the complaint in writing and lodging it within 15
working days of receipt of the notification from the Registrar. Again the nature of the complaint
and the grounds for appeal should be detailed.
If the Principal was involved in making the original decision that has become the matter in
dispute or the Principal in unavailable to participate in the resolution process, another person
of appropriate rank and expertise shall be appointed by the Chair of the affiliated college
Council (or equivalent) as the review officer in place of the Principal. The Principal must
acknowledge the formal complaint in writing within five (5) working days of receipt. The
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Principal must try to resolve the complaint within fifteen (15) working days of receiving the
complaint.
Following investigation of the matter, the Principal will advise the student in writing of his/her
decision as well as:
(a) setting out the reasons for this decision;
(b) advising that if the student does not agree with the decision, then the student has the right
of formal appeal to the Dean of the ACT; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
4.3 Reference to the ACT Academic Administrator
If the student’s concerns relate to ACT policy or regulations and have not be resolved by the
International Liaison Officer/Registrar of the affiliate college, or because of a failure to follow
procedures, the student may then choose to formally approach the Academic Administrator of
the ACT. The student should put the complaint in writing to the ACT Academic Administrator
within 15 working days of the outcome of discussions with the International Liaison
Officer/Registrar, specifying the nature of the complaint and the grounds for their appeal.
The ACT Academic Administrator must acknowledge the formal complaint in writing within five
(5) working days of receipt. The ACT Academic Administrator must try to resolve the complaint
within 15 working days of receiving the complaint. Following investigation of the matter, the
ACT Academic Administrator will advise the student in writing of his or her decision as well as:
(a) setting out the reasons for the decision;
(b) advising that if the student does not agree with the decision, then the student has the right
of formal appeal to the Dean of the ACT; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
Contact details for the ACT Academic Administrator:
Mr Simon Davies
Academic Administrator
The Australian College of Theology
Level 10
257 Clarence St
Sydney NSW 2000
ph. 02 9262 7890
fax: 02 9262 7290
sdavies@actheology.edu.au
4.4 Reference to the Dean of the ACT
If the student’s concerns cannot be resolved by the affiliate college Principal or the ACT
Academic Administrator, or because of failure to follow procedures, the student may formally
approach the Dean of the ACT only by putting the complaint in writing and lodging it within 15
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working days of receipt of the written response by the ACT Academic Administrator. Again the
nature of the complaint and the grounds for appeal should be detailed.
The Dean must acknowledge receipt of the formal complaint in writing within five (5) working
days of receipt. The Dean must try to resolve the complaint within fifteen (15) working days of
receiving the complaint. Following investigation of the matter, the Dean will advise the student
in writing of his or her decision as well as:
(a) setting out the reasons for the decision;
(b) advising that if the student does not agree with the decision, then the student has the right
of formal appeal to an independent external agency; and
(c) giving the student a copy of this policy, if the student does not already have a copy.
Contact details for the ACT Dean:
Rev Dr Mark Harding
Dean
The Australian College of Theology
Level 10
257 Clarence St
Sydney NSW 2000
mharding@actheology.edu.au
5. External Dispute Resolution
International students who remain dissatisfied with the outcome of any appeal, except
those related to a mark for an intra-semester assessment, may contact the Overseas
Students Ombudsman to lodge an external appeal or complain about this decision. The
Overseas Students Ombudsman offers a free and independent service for overseas students
who have a complaint or want to lodge an external appeal about a decision made by their
private education or training provider. See the Overseas Students Ombudsman website
www.oso.gov.au or phone 1300 362 072 for more information. In South Australia the Overseas
Students Ombudsman will refer complaints to the Office of the Training Advocate which
offers free, independent complaints handling for overseas students in that state.
Notwithstanding the above, in matters of dispute resolution, international students may
exercise their rights to other legal remedies and may contact the Overseas Education Unit in
their state for advice.
Contact details for the Overseas Education Unit in each state where the ACT is the registered
provider are listed below. Students can include a nominee to represent them in this process if
they so choose.
6. External Formal Concern
If an overseas resident student is concerned about the College’s actions, the student may raise
concerns with respect to the ACT’s registration as an education and course provider to overseas
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students with the Overseas Education Unit in the state in which their sponsoring college is
located.
In Queensland—
International Quality Unit
Queensland Department of Education
PO Box 15033
Brisbane QLD 4002
Ph.: 07 3225 2442
3. Refund Policy and Agreement for Overseas Students
The Australian College of Theology (ACT, the College) has developed this policy and agreement
in accordance with Section 28(1) of the ESOS Act 2000 and the National Code 2007.
This policy and agreement, and the availability of the ACT Dispute Resolution Policy for
International Students, do not remove the right of the student to take further action under
Australia’s consumer protection laws (ESOS National Code, Standard 3.2.d). Moreover, the
dispute resolution procedures of the ACT do not circumscribe the student’s right to pursue
other legal remedies, such as action under Australia’s consumer protection laws.
A copy of this policy must be given to all intending and enrolling overseas students before any
course fees are paid. This policy and agreement is available on the ACT website
(www.actheology.edu.au ).
Affiliated colleges may levy a non-refundable Application Fee. Tuition fees for ACT courses are
subject to annual review and the annual tuition fee for a calendar year of study may change on
1 January each year. Thus, tuition fees for units studied will be at the rate applicable at the time
of study. Overseas students are required to pay their tuition fees up-front in full for the first
half-year of fulltime study (16cps), unless other arrangements have been agreed to in writing by
the Registrar of the affiliated college at which the student proposes to enrol. The amount of the
fees due at their enrolling college will take account of any subsidy provided by the college.
In the event that the information supplied by an applicant which was the basis for an offer of
admission to a course is found to have been incorrect or insufficient for the offered course or to
gain admission to another College course, the College shall withdraw the offer and reserves the
right to withhold 10% of the tuition fees paid for the first half-year (or $1000 whichever is the
lesser amount) and to refund the balance.*
* This fee is not applicable in Western Australian affiliated colleges.
Overseas students are obliged to make up-front payments of tuition and other fees normally
no later than the first day in each study period of teaching of units in their course. Tuition fees
will be charged according to the unit load for the next study period.
While the new National Code no longer requires overseas students to enrol in a full-time unit
load each study period, they are required to complete the enrolled course within the time
frame as stated on the student’s Confirmation of Enrolment (CoE) document. This means that if
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overseas students elect to take less than a full-time load in any study period, they need to keep
in mind how they will organize their unit load in future study periods in order to complete the
course on time.
Refunds if the student defaults
A student may withdraw from a course any time after acceptance and from a unit at any time
during the course of study. However, students and colleges need to be aware of the
consequences of such an action in relation to the National Code 2007.
After enrolment, all students will be subject to the provisions of the Variation of Enrolment
policy as it relates to withdrawing from units and courses and the consequences according to
the time in a study period that the action occurs. The Variation of Enrolment policy is available
on the College’s website: www.actheology.edu.au .
A summary of the implications of the policy as relating to overseas students withdrawing from
units and courses is available at appendix A-C in this policy.
Refunds if the provider defaults
Refunds if the registered provider defaults cannot be covered by a written agreement between
the provider and the student. Such situations are covered by the provisions of the ESOS Act
2000 and the ESOS Regulations 2001. Students are advised that the ACT is a member of the
Tuition Assurance Scheme of the Sydney College of Divinity.
As an alternative to making a payment required by this provision of the Act, the registered
provider (or former registered provider) may arrange for another course, or part of a course, to
be provided to the student at the provider’s expense.
Other information concerning the refund of tuition fees
The Registrar of the affiliated college at which a student is enrolled must pay the refund or
respond to the request for a refund within four (4) weeks of receipt of the written claim from a
student. Refunds will normally be made in the same currency as the fees were originally paid
and will be made in the student’s home country except in documented special circumstances.
As it is the student only who enters into the written agreement with the affiliated college, and
no third party is normally involved, the refund will normally be paid to the student. If the
student wishes the refund to be paid to someone else (eg. in the event that the tuition fees
were paid by another person), the student must provide a letter of authority signed by the
student and the receiving party, including account details of the receiving party, enabling the
college to pay the other party. The letter should be attached to the request for refund.
In circumstances where a student is approved to study at another institution in Australia, any
refund must be paid directly to the new institution accepting the student. Refunds in the form
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of transfer of fees to another institution will be made subject to the student presenting
evidence of an offer of a place to study in that institution.
A notice of withdrawal due to special circumstances may be accepted as grounds for a total
refund of fees, subject to the provision of acceptable documentary evidence in support of the
application for a refund. Special circumstances include, but are not limited to::
inability to obtain a student visa
illness or disability
failure to meet English language requirements for admission
death of the student or a close family member (parent, sibling, spouse or child)
political, civil or natural event which prevents full payment of fees.
Dr Ken Wade
Quality Manager
27 October 2010
Appendix A – Summary of the Variation of Enrolment Policy for the
purposes of overseas
Student withdrawals – Definitions
The following definitions are intended to guide students understand Appendix B and C.
Administrative Date – the date in the period of presentation of a unit after which payment of
the Variation of Enrolment Fee is required up until the Census Date for addition or substitution
of a unit for ACT credit or for withdrawing from the unit.
For semester-length units, the Administrative Date is 5pm (college local time) on the last day
(normally Friday) of the second teaching week of semester. For intensive units, the
Administrative Date is 5pm (college local time) on the second day of classes in the unit.
Census Date – the date against which enrolled load in a unit is tallied. For semester-length
units, the Census Date is normally 31 March or 31 August. For units taught in intensive mode,
the Census Date must be no less than 20% of the period from commencement of the unit to
the final date for completion of assessment tasks. Requests to be actioned against a Census
Date must be lodged by 5pm (college local time) on that date. [Census Dates do not apply to
ThA or private ThL students.] The Variation of Enrolment fee shall not apply after the census
date.
Withdrawal Date – the date after the Census Date of a unit and before which a student must
withdraw from the unit so as not to incur academic penalty. For semester-length units, the
Withdrawal Date shall normally be the Friday at the end of the second full teaching week after
the Census Date. For intensive units, the Withdrawal Date is approximately 60% of the period
from commencement of the unit to the final date for completion of assessment tasks. Requests
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to be actioned against the Withdrawal Date must be lodged by 5pm (college local time) on that
date.
Variation of Enrolment Fee – Annually, usually in August for the next year, a Fee per credit
point shall be set by the Dean in relation to withdrawing from unit after Administrative Date
and before Census Date. See http://www.actheology.edu.au/students_tuitionfees.php for the
most up to date information.
Overseas students should also refer to the tables provided in Appendices B and C which are
attached to the copy of this policy which is available on the ACT website at:
www.actheology.edu.au These tables provide a convenient summary of the consequences of
withdrawal from a course or unit under the various potential scenarios.
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Appendix 7 – Critical Incident Policy
1 POLICY STATEMENT
The Queensland Theological College (QTC) Principal or Registrar is responsible for
management of on-site and off-site college related emergencies and critical incidents. The
intention is to minimize trauma and distress to students and staff, or damage to property, and
to ensure the teaching and learning program is maintained or resumed in a timely manner.
2 BACKGROUND
Effective emergency management involves coordinated actions based on line management
principles and designated responsibilities. This will:

reduce the likelihood of emergencies and critical incidents;

minimize the impact on students, staff and site activities; and

facilitate the return of the site to normal operations as soon as possible.
Management of emergencies and critical incidents will involve consideration of:

prevention and mitigation of;

preparedness for;

response to;

recovery from; and

review of emergencies and critical incidents.
All QTC employees should be mindful of their responsibility for confidentiality of information
related to emergencies and critical incidents. Emergencies and critical incidents can vary
significantly in duration. Some will be discrete and short in duration, others may be protracted
and last for days or weeks.
3 SCOPE
This policy applies to all QTC students, employees and volunteers.
4 DEFINITIONS
A critical incident is an event which results in, or has the potential to cause, serious harm to
persons or property and is often accompanied by trauma affecting victims and participants. A
threshold for a critical incident may be delineated where expert medical attention, including
professional counseling, is required or the cost of structural repair is substantial.
ACT is the abbreviation for Australian College of Theology.
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QTC is the abbreviation for Queensland Theological College.
Staff refers to staff and volunteers at Queensland Theological College.
Responsible person is person designated a supervisory role and responsibility in respect of an
incident.
Emergency Services consist of the core services (police, fire and rescue services, emergency
medical services including ambulance) summoned by a dedicated emergency telephone
number.
5
PROCEDURES
The Principal or Registrar must identify on-site and off-site situations that have the potential to
become:

emergencies or critical incidents affecting the site’s operations;

risks associated with particular situations.
5.1 Possible Critical Incidents
Critical Incidents may include but are not limited to the following, whether they occur on
campus
or off-campus, during or after normal hours of college activity:
• Natural hazards or man-made disasters or potential disasters
• Site invasion that leads to harm whether by intent or not
• Accident onsite or offsite
• Acts of self-harm or social irresponsibility
• Structural failure of building or failure of equipment
• Riot or affray
• Onset of physical or mental illness
• Witnessing a critical incident affecting third parties including accident, assault, injury, death
• Person or persons missing and presumed to be at substantial risk
• Arrest
• Acts or omissions of staff, students and/or contractors that create a safety hazard
• Being the victim of a crime such as robbery or assault
5.2 International students
International students will be offered special consideration because of less familiarity with local
circumstances and institutions and the absence of a personal support network.
5.3 Prevention and Preparedness
The Principal or Registrar will implement strategies to eliminate or reduce the likelihood of the
occurrence of emergencies or critical incidents.
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5.4 Emergency and Critical Incident Management Plan
The principal or site manager will develop and maintain an Emergency and Critical Incident
Management Plan.
5.5 Communication, Training, Testing and Review
The Principal or Registrar must confirm that the Emergency and Critical Incident
Management Plan of the site:

is communicated to all staff;

is publicly accessible for both inspection and use in the event of an emergency or
critical incident;

is implemented by staff trained for their roles in managing emergency situations;

is tested and reviewed (for example, evacuation drills, role plays or written
scenarios) on an annual basis and, where necessary, after an emergency or
critical incident;

is modified in accordance with information gained from testing and actual
experiences;

includes an approved contact list for provision of expert advice or assistance by other
agencies such as the QLD Police, the Fire and Emergency Services Authority, Medical
Services, Mental Health Services, and professional counselors;

includes mechanisms to identify follow up procedures for affected parties to an incident
in a way that brings finality;

includes scheduling of debriefing and formulation of recommendations arising from the
incident review.
Staff and students are responsible for:
1.
following the critical incident procedures published by their college
2.
knowing to whom they report an incident or the potential for an incident
3.
not placing themselves or others at risk of injury or other trauma
4.
supporting those with overall responsibility for oversight of the process
5.
availing themselves of the support mechanisms in the event of exposure to
a critical incident
6 Responsibility of the ACT Office
1. The ACT office and/or Academic Board is responsible for determining any amendments that
may be appropriate for a student’s study and assessment program, and will act on any
recommendations made by the college.
2. The ACT office or Academic Board may also act in regard to any staff matter for which the
ACT has responsibility and will act on any recommendation by the college.
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7 Associated Documents
(A) National Code of Practice for Registration Authorities and Providers of Education and
Training to Overseas Students 2007 (The National Code 2007)
http://aei.gov.au/AEI/ESOS/NationalCodeOfPractice2007/National_Code_2007_pdf.pdf
(B) ISANA Critical Incident Kit
http://www.isana.org.au/files/ISANACriticalIncidentsKit.pdf
This kit is intended to serve as a useful resource for ISANA members handling critical incidents
in the International Student Community.
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Appendix 8: Cross Institutional Studies
AUSTRALIAN COLLEGE OF THEOLOGY
CROSS INSTITUTIONAL STUDIES
Cross Institutional Enrolments are available through the Australian College of Theology.
Application forms are available from your primary sponsoring ACT college. All applicants
need to ensure that once completed, the application form should be lodged well in advance of
the various deadlines, as later applications will not be accepted.
Definition of Cross Institution Student
Students who are currently enrolled in an award at another Higher Education Provider
providing documentary evidence that nominated units completed at the ACT will count
towards that particular award.
Documentation needed
For the purposes of Cross Institutional study, the ACT is the “host institution” and your
current non-ACT college is the “home institution”.
Original documents required include:
 A current official transcript of your current program of study available from your
home institution. Certified copies are also acceptable.

You will also need to provide the ACT with a letter of authority from your home
institution, stating clearly that you have permission to undertake Cross Institutional
study at the ACT in the units of study concerned.

Cross Institution students will pay for any unit(s) undertaken at the ACT (i.e. pay upfront,
or submit a FEE-HELP application form to the ACT).
The above documents should be supplied to your primary sponsoring ACT college for
application.
Withdrawal
As an enrolled cross institution student you cannot add any units to your approved program.
To withdraw from a cross institution unit you must complete a change of enrolment form at
your primary sponsoring ACT college. Any withdrawal from a cross institution unit must be
completed before the census date. Failure to do so will lead to both academic and financial
penalties.
Further information
If you would like further information about Higher Education Fees please visit the following
website— www.studyassist.gov.au
Simon Davies
Director of Academic Services
10 September 2015
policies/cross institutional enrolment studies
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Appendix 9: Late Penaties Policy
AUSTRALIAN COLLEGE OF THEOLOGY
Late Penalties Policy
The following policy is to ensure consistent application of penalties for the late submission of
assessments in cases where no extension has been granted, and to guide affiliated colleges in
the task of granting extensions to students with special circumstances.
Late Penalties
Unless an extension has been applied for and granted in accordance with the Late Penalty
Policy, where a student submits an assessment past its due date, the assessment marks will be
reduced at the rate of 3% of the total possible marks for the assessment item per calendar day,
up to 14 days late. E.g. For an assignment worth 50%, a student receives a mark of 40/50.
However the student
has handed in their assignment 10 days late, such that they receive a 30% penalty, reducing
their mark by15/50 to 25/50.
If an assessment is submitted after 14 days late, a mark of zero will be awarded for the
assessment upon submission of the completed assessment. Students must complete all
assessments in order to pass a unit. If a student has not submitted an assessment by the final
date of the examination period of the semester in which the unit has been delivered for
semesterlength units and has not applied for an extension, the assessment will be deemed as a
non-attempt, and consequently the student will receive a failing grade for the unit.
Extensions
The granting of an extension to a unit assessment item should only be granted in the case of
special
circumstances, and in proportion with the period of time and the impact that the special
circumstances have had. The extensions officer of an affiliated college may grant an extension if
he/she is satisfied that special circumstances apply to the student that are:
 beyond the student’s control; and
 make it impracticable for the student to complete the assessment(s) during the period in
which
the student was to undertake the assessment(s).
The extensions officer will be satisfied that the student’s circumstances are beyond the
student’s control if a situation occurs which a reasonable person would consider is not due to
the student’s action or inaction, either direct or indirect, and for which the student is not
responsible. The situation must be unusual, uncommon or abnormal.
Special circumstances that would make it impracticable for the student to complete the
assessment
instrument(s) could include issues beyond the student’s control in relation to:
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(a) medical circumstances; or
(b) family circumstances; or
(c) personal circumstances; or
(d) employment related circumstances; or
(e) course of study related circumstances.
All applications for extensions on assessments must be in writing and be received by the
extensions officer of the affiliated college before the due date of the instrument of assessment.
The extensions officer may waive the time limit for making the application only if s/he is
satisfied that it was not possible for the student to apply within the time limit.
Extensions of assessments may only be granted if the assessment has not yet been attempted
and submitted. Each application will be examined and determined on its merits. The
extensions officer will consider a student’s claims, together with independent supporting
documentary evidence that substantiates these claims. All applications made on medical
grounds will normally require a doctor’s certificate that covers the period in question.
Applications, together with all supporting documentation, should be held in the student’s file.
From time to time the ACT office may conduct an audit of the application of this policy. If
requested by the Dean or the ACT Director of Academic Services, this documentation should be
made available.
Assessments for which assessments have been granted must be completed within the period of
extension granted by the extensions officer, which may be no later than the final date of the
examination period of the semester in which the unit has been delivered for semester-length
units. If further time is required, the student must apply for a Deferred Assessment, for which
the deadline must be set by the affiliated college in accordance with the circumstances
affecting the student. However, a Deferred Assessment may only be granted up to the end of
the First week of August for first semester units, and end of the first week of February for
second semester enrolments. Reasonable alternate dates may be set by a college for units
taught in intensive mode.
Heavy employment or study workload, church involvement and poor time management are not
normally grounds for granting an extension.
The ACT also suggests that affiliated colleges may also wish to consider the timetabling of
assessment tasks, to assist in reducing the number of assessments simultaneously due for a
student.
Academic Board
14 November 2014
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PART B: PROCEDURES and RESPONSE
1. Introduction
(A) Student File Essentials
For the purposes of managing incidents student files should normally contain:
• Coloured Photograph
• For international students a copy of the title and Australian visa pages of their Passport
• Student’s religion
• Emergency contact telephone numbers, with next of kin details, agent or sponsor (as
applicable)
• Any other significant personal details – phone numbers, address, student ID, course details,
medical conditions, allergy information, etc.
• Medical insurance status
2. Procedures
(A) Preamble
The following procedures are indicative, provide guidelines and should be adapted to college
circumstances.
(B) Action by witness or directly affected party
B1. A person who witnesses an incident or is the first contacted shall …
(a) contact the Principal or Registrar
(b) act as directed by the Principal or Registrar
(c) if directed or in the absence of obtaining immediate access to the Principal or Registrar,
contact emergency services as soon as it is safe to do so
(d) take immediate action to minimize the risk of further injury or damage
(e) act to protect the safety and welfare of witnesses
(f) assess the situation carefully and gather information
(C) Action by responsible person
C1 The responsible person shall …
(a) maintain oversight of the incident
(b) arrange for expert help as required
(c) establish communication systems to keep affected parties informed - including family and
friends - during the incident and throughout the follow-up period
(d) direct others to assist in the management of the incident
(e) ensure appropriate and effective support is provided to affected parties
(f) protect the site or anything associated with the incident in case the matter is investigated
by the Police or other government agency
(g) set up a recovery room with appropriate furniture and resources if appropriate
(h) gather relevant information about the incident and interview affected parties
(i) assist staff/students to contact their family/close friend(s) to advise them of the situation
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and provide other assistance as necessary and appropriate
(j) assist members of the public to contact their family/close friend(s), and assist them as
appropriate, perhaps by arranging transport for them
(k) inform the Principal and the Registrar and Dean of Students of the situation
(l) if the incident has impacted an international student, inform the International Student
Contact Officer for the campus
(m) debrief those who worked on the incident
(n) establish a means of keeping affected parties informed without compromising legal,
insurance or reputational liability.
(o) prepare or arrange for the preparation of a Critical Incident Report . The Registrar will
normally be responsible for ensuring that this is completed satisfactorily and kept on file.
(p) assess implications arising for risk mitigation and arrange for their implementation
(D) Action by the Registrar or person designated by Registrar
D1. The Registrar, or designated responsible person, shall …
(a) assist in the documenting of the incident and preparing the incident report
(b) assess the implications for an affected student’s study and assessment program
(c) under the direction of the responsible person manage the follow up procedures
(d) contact the ACT Dean or his delegate, advising of matters relevant to ACT
responsibilities and submitting the Incident Report when completed as appropriate
(e) arrange for any necessary notification to relevant educational and government bodies, e.g.
DIAC, Consulate/Embassy, etc
(f) monitor or assist the Principal in monitoring investigations by any external agencies
(g) maintain a complete record of critical incidents
(E) Action by the Principal if not the responsible person
E1. If the Principal is not the responsible person, the Principal shall …
(a) contact the ACT Dean & CEO, as appropriate, and confirm his knowledge of the incident and
action being taken or completed
(b) receive the Critical Incident Report
(c) consider any recommendations
(d) manage relations
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