Holiday Program Terms & Conditions

TERMS AND CONDITIONS – HOLIDAY PROGRAMS Methodist Ladies’ College (MLC) offers Community Sport programs in gymnastics, dance and swimming, which are open to MLC and non-MLC students (“Participants”).

This document sets out the Terms and Conditions under which Participants participate in MLC Community Sports programs. The College reserves the right to vary and amend the Terms and Conditions from time to time. Notice of changes is provided to all participant families.

Fixed Term Programs – Holiday Programs and Camps •

Enrolment into fixed-term programs, such as holiday programs and holiday camps must be paid in full at the time of enrolment.

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Replacement classes are not available during this program. We encourage students to attend all classes to make the most of the benefits of the program.

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Should you wish to withdraw from an enrolled fixed-term program, refunds will only be given if a medical certificate, covering the duration of the program, is provided to the program manager via email a minimum of 48 hours prior to the start of the program.

Expectations of Participants and Parents All Participants and, where applicable, their Parents, must abide by the Community Sport Program policies and procedures (as introduced or amended or varied from time to time) including, and where applicable, relevant sport’s governing bodies policies. Participants and their Parents must also abide by MLC policies, including but not limited to, the MLC Child Safety and Wellbeing Policy, Child Safety Code of Conduct, Parent Code of Conduct and Student Code of Conduct.

College policies are available on the MLC website https://www.mlc.vic.edu.au/join-us/policies-and-guidelines/ Failure to abide by College and Sport governing body policies may result in disciplinary action for the participant or cancellation of enrolment.

Medical MLC Community Sports programs require up-to-date information on the physical and/or medical needs of Participants, including any significant illness or injury suffered before and during their enrolment in the Community Sports Program.

Parents are required to provide and update their Participant's medical details through the Community Sport membership portal. For MLC-enrolled students, this information must be entered into the Community Sport membership portal in addition to the information entered the MyMLC family as the information is not shared between the two systems.

The College reserves the right to assess and determine its ability to provide ongoing instruction to a Participant and reserves the right to require a Parent to provide information on the fitness of a Student to participate if requested or to require the Parent to withdraw the Participant for a period to undergo medical treatment.

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The College must be immediately notified of any infectious or contagious illnesses or diseases which participant contracts and that participant will not return to the program until a certified medical clearance granted in writing.

The College will notify the Parent of any injury or illness the Participant may suffer while involved in a Community Sports session, which warrants staff intervention or treatment.

In the event of an accident or medical emergency when it is impractical to communicate with the Parent or nominated contact person, the Parent authorises the College to take action and incur expenditure as the College considers necessary in the best interests of the Participant. The Parent will be responsible for any expenses incurred by the College on behalf of the Participant arising from such emergency or urgent medical treatment. The Parent will indemnify the College for the cost of such treatment or action taken.

Losses due to theft or damage to property It is the responsibility of the Participant and Parent to take care of any personal possessions including sporting equipment, electronic devices, clothing and other personal possessions, and the College is not liable for any loss, theft, or damage to this property.

The Parent will indemnify the College for any loss or damage to school property arising from the use or possession of such property by the Participant.

Privacy: Standard Collection Notice The College collects personal information, including sensitive information about Participants and Parents before and during a Participant’s enrolment in the College’s Community Sport Program. This may be in writing, through technology systems or during conversations.

The primary purpose of collecting this information is to enable the College to gather information for the application process and to provide instruction to the Participants enrolled, exercise its duty of care, and perform necessary associated administrative activities which will enable participants to take part in enrolled activities.

Laws governing or relating to the operation of a school require certain information collected and disclosed.

These include the Privacy Act 1988 (Cth), Education and Training Reform Act 2006 (Vic), Privacy and Data Protection Act 2014 (Vic) and Health Records Act 2001 (Vic). The College abides by all relevant legislative requirements in relation to the collection, use and dissemination of personal information.

Health information about Students is sensitive information within the terms of the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). The College may ask applicants to provide medical reports about the participant from time to time.

A Participant’s enrolment or commencement within a Community Sport Program may be delayed or prevented if the College cannot collect certain personal information. This is particularly so where the information is relevant to the wellbeing, health, and safety of the Participant and other Participants and/or staff.

The College may disclose personal and sensitive information for administrative and support purposes, including to: • • • • • •

Other programs or staff at the College.

Government or peak sporting body departments (including for registration and insurance purposes).

Medical practitioners.

People providing educational, support and health services to the program, including specialist visiting coaches, volunteers, and counsellors.

People providing administrative and financial services to the College.

Anyone the Parent authorises the College disclose information to.

Terms & Conditions – Gymnastics School Holiday Program

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Anyone to whom the College authorised to disclose the information to by law, including child protection laws; and Anyone entitled to receive that information as an Information Sharing Entity pursuant to the Child Information Sharing Scheme or the Family Violence Information Sharing Scheme.

Personal information collected from participants regularly disclosed to their Parents.

The College may use online or ‘’cloud’’ service providers to store personal information and to provide services to the College that involve the use of personal information, such as services relating to communication and education applications.

Provision of limited personal information to these service providers to enable them to authenticate users that access their services. This personal information may reside on a cloud service providers server which may be situated outside of Australia.

The College’s Privacy Policy, accessible on the College’s website, sets out how Parents or participants may seek access to and correction of their personal information which the College has collected and holds.

However, in certain circumstances refusal, such as where access would have an unreasonable impact on the privacy of others, where access may result in a breach of the College’s duty of care to the Participants, or where Participants have provided information in confidence. Such refusal notified in writing with reasons where appropriate.

The College’s Privacy Policy also sets out how Parents can make a complaint about the breach of the APPs and management of complaint.

On occasion information may be published on sporting achievements, Participant activities and similar news in College and program newsletters, magazines, websites and social media.

This may include photographs and videos of Participant activities such as sporting events and tours. The College will obtain permissions from Parents (or the individual if aged 18 years or over) if MLC would like to include such photographs or videos or other identifying material in its promotional material or otherwise make this material available to the public.

Any Parent providing the College with personal information of others, such as doctors or emergency contacts, disclose to the respective impacted parties of such disclosure.

Definitions ‘’Program’’ means the MLC Community Sport the participant is enrolled, or seeking to enrol, in. ‘’Terms and Conditions’’ means these conditions of enrolment including any subsequent amendments made by Methodist Ladies College.

"Community Sport Program” MLC coordinated sporting program open to MLC and non MLC participants. ‘’College’’ refers to Methodist Ladies College Ltd. CAN 55 006 036 979, 207 Barkers Rd, Kew, Victoria, Australia Methodist Ladies’ College’’ or ‘’MLC’’ means Methodist Ladies College Ltd. CAN 55 006 036 979, 207 Barkers Rd, Kew, Victoria, Australia.

“Parent’’ refers to the Parent/s and or Guardian/s of the participant enrolled in an MLC Community Sport program and if more than one, each of them jointly and severally. ‘’Director of Sport’’ means the Director of Sport of the College, or the Director of Sports authorised representative. ‘’Participant’’ means any person enrolled in an MLC Community Sport Program. ‘’Program Fees’’ means any fees payable to the College for Community Sport Program coaching and teaching services.

Terms & Conditions – Gymnastics School Holiday Program

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