Staff Organisation Handbook

Organisation Handbook

CONTENTS General Organisation Guidelines Alternative Bell Times

5

Using College Calendar in Outlook

7

How to Lodge a Leave or Absence Request on EMS360

8

Time In Lieu (TIL) Information Summary

9

Professional Learning Application and Approval Process

11

Scheduling Meetings Process

12

Using Alii to Generate Purchase Orders

13

Creating an Expense Claim in Alii for Reimbursement

14

Cover Work Guidelines

15

Reserve Staff Process

16

Yard Duty Guidelines

17

Supervisor Yard Duty Guidelines

19

Resource Bookings Procedure

21

Activities, Camps and Excursions SIMON Activities Dashboard

23

Determining your ACE Tier

24

Entering an ACE into EMS360

25

Transport Details on ACEs in EMS360

27

Activity Ratios

28

How to Complete a Risk Assessment

30

Roll Marking Procedures

33

Roll Marking Guide

35

Subject Preferences on SchoolData Subject Preferences Process – Staff Guide

37

Subject Change Request Process

40

JOHN PAUL COLLEGE jpc.vic.edu.au

PLATFORMS

JOHN PAUL COLLEGE jpc.vic.edu.au

EMS360

SchoolData

Alii

SurveyMonkey

Outlook

SIMON

General Organisation Guidelines

5

General Organisation Guidelines

SIMON

ALTERNATE BELL TIMES Timetable Structure on SIMON: • The standard timetable structure for each day can be viewed on SIMON. • If a day has a different bell structure (such as Assembly Day, Short Day, or Mass Day), this will be reflected on SIMON, but only from the morning of that day.

• This is because the daily organiser must first import class covers for the day into SIMON, and this process requires the timetable to be in its standard format. As a result, changes to the bell structure cannot be made in advance.

ASSEMBLY DAY TIMETABLE 8:15AM – 8:30AM (or until 8:45AM on Wednesdays)

BRIEFING DUTY

8:30AM – 8:40AM

PASTORAL CARE

8:40AM – 9:20AM

PERIOD 1

9:20AM – 10:20AM

ASSEMBLY

10:20AM – 10:50AM

RECESS/MORNING TEA

10:50AM – 11:30AM

PERIOD 2

11:30AM – 12:10PM

PERIOD 3

12:10PM – 12:50PM

PERIOD 4

12:50PM – 1:15PM

LUNCH 1

1:15PM – 1:40PM

LUNCH 2

1:40PM – 2:20PM

PERIOD 5

2:20PM – 3:00PM

PERIOD 6

3:00PM – 3:15PM

BUS DUTY

Important Note: • There may be other days throughout the school year with unique bell times not listed in this document.

When these bespoke days occur, their specific timetables will be shared as needed and will appear on SIMON the day of the change.

Provided Alternate Bell Times: • The document details the bell times for three alternate schedules: • Assembly Day Timetable • Short Day Timetable • Mass Day Timetable • Each schedule lists the start and end times for all periods, breaks, and duties.

STANDARD DAY TIMETABLE 8:15AM – 8:30AM

BRIEFING DUTY

8:30AM – 8:45AM

PASTORAL CARE

8:45AM – 9:35AM

PERIOD 1

9:35AM – 10:25AM

PERIOD 2

10:25AM – 10:45AM

RECESS/MORNING TEA

10:50AM – 11:40AM

PERIOD 3

11:40AM – 12:30PM

PERIOD 4

12:30PM – 12:50PM

LUNCH 1

12:50PM – 1:15PM

LUNCH 2

1:20PM – 2:10PM

PERIOD 5

2:10PM – 3:00PM

PERIOD 6

3:00PM – 3:20PM

AFTER SCHOOL

JOHN PAUL COLLEGE jpc.vic.edu.au

6

General Organisation Guidelines

SIMON

SHORT DAY TIMETABLE

MASS DAY TIMETABLE

8:15AM – 8:30AM (or until 8:45AM on Wednesdays)

BRIEFING DUTY

8:15AM – 8:30AM (or until 8:45AM on Wednesdays)

BRIEFING DUTY

08:30AM – 08:40AM

PASTORAL CARE

8:30AM – 8:40AM

PASTORAL CARE

08:40AM – 09:20AM

PERIOD 1

8:40AM – 9:20AM

PERIOD 1

09:20AM – 10:00AM

PERIOD 2

9:20AM – 10:00AM

PERIOD 2

10:00AM – 10:25AM

BREAK 1

10:00AM – 10:30AM

RECESS

10:25AM – 11:05AM

PERIOD 3

10:30AM – 11:10AM

PERIOD 3

11:05AM – 11:45PM

PERIOD 4

11:10AM – 12:10PM

MASS

11:45PM – 12:10PM

BREAK 2

12:10PM – 12:50PM

PERIOD 4

12:10PM – 12:50PM

PERIOD 5

12:50PM – 1:15PM

LUNCH 1

12:50PM – 01:30PM

PERIOD 6

1:15PM – 1:40PM

LUNCH 2

01:30PM – 01:45PM

BUS DUTY

1:40PM – 2:20PM

PERIOD 5

2:20PM – 3:00PM

PERIOD 6

3:00PM – 3:15PM

BUS DUTY

JOHN PAUL COLLEGE jpc.vic.edu.au

7

General Organisation Guidelines

Outlook

USING COLLEGE CALENDAR IN OUTLOOK To stay informed about college events and how they impact your timetable and classes, you can view the College Calendar in Outlook.

1. Open the Calendar section in Outlook.

My Calendars

2. On the left-hand side, select (tick) all calendars you would like to view. The College Calendar for each year is labelled “JPC College Calendar.”

Calendar (your calendar) Calendar - College and Daily Life JPC College Calendar Calendar - Subject Changes

3. Once the calendars are displayed side by side, click the arrow next to the calendar name on the right to overlay them.

JPC College Calendar

Calendar (your calendar) Monday

Tuesday

Wednesday

Thursday

Friday

Monday

Tuesday

Wednesday

Thursday

Friday

This allows you to clearly see the College Calendar alongside your own, helping you identify how events may affect your scheduled classes and student attendance. Below, it is clear that classes on Monday may be impacted by House Cross Country and that any Year 10’s in these classes on Thursday and Friday will be absent due to the Year 10 Activities Program.

Calendar (your calendar)

JPC College Calendar

Monday

Tuesday

House Cross Country

SIS Swimming - Division B

Wednesday

Thursday

Friday

Year 10 Activities Program

Year 10 Activities Program

VCE Biology Unit 3 (NC3) VCE Biology Unit 3 (NC3)

Science Year 8 Mathematics (Advanced) Year 9 (E3) VCE Biology Unit Mathematics (Advanced) Year 9 (E3)

VCE Biology Unit

Science - Year 8

JOHN PAUL COLLEGE jpc.vic.edu.au

VCE Biology Unit 3 (NC3)

8

General Organisation Guidelines

HOW TO LODGE LEAVE OR ABSENCE REQUEST ON EMS360 If you are unable to attend work due to illness or other personal reasons:

STEP 1: ACCESS THE LEAVE & ABSENCE SECTION

NOTIFY THE COLLEGE ORGANISER

• Log in to EMS360.

• Send an email to organisation@jpc.vic.edu.au.

• Alternatively, you can call the College Absence Line on 9784 0312 (available 24/7).

COPY YOUR SUPERVISOR • Ensure your supervisor is included in the email.

TIMING • Send your notification the night before, or as early as possible on the morning of your absence.

• For teaching staff, providing early notice helps ensure that relief teachers (CRTs) can be booked before they are assigned elsewhere.

EMS360

• Go to the My EMS tab.

• Click on Leave & Absence under “School Processes”.

STEP 2: START A LEAVE OR ABSENCE REQUEST • In the Leave & Absence area, choose either the Absence or Leave tab: • Leave: For planned absences known in advance.

• Absence: For unplanned absences that arise on the day.

• Click Add Leave/Absence to begin your request.

STEP 3: COMPLETE THE LEAVE FORM • Fill in all required details: • Category: Select the type of leave.

• Approver: Enter the name of the person who will approve your leave.

• Reason: State the reason for your leave.

Flexible leave can be taken one instance per year (up to 7.6 hours) for any reason. Flexible leave comes out of a staff member’s personal leave balance. Teaching staff should list the Director of College Operations as the approver for their flexible leave whilst support staff should list the Director of People and Culture as the approver.

JOHN PAUL COLLEGE jpc.vic.edu.au

• Date and Duration: Enter the start and end dates and times, indicating whether it is a full day or specifying the exact times.

• Cover: Provide details if cover is needed for your duties.

• Medical Certificate: Indicate whether a medical certificate is required (Yes/No).

• Once all information is entered, click Submit.

9

General Organisation Guidelines

TIME IN LIEU (TIL) INFORMATION SUMMARY — TEACHERS GENERAL PRINCIPLES TIL is accrued when teachers are required by the principal to work beyond their normal 38-hour week (or normal hours for part-time teachers).

Only principal directed, required attendance at school activities outside normal hours attracts TIL. Voluntary attendance or activities not directed by the principal do not accrue TIL. Activities attracting TIL include but are not limited to camps, excursions, parent–teacher meetings, concerts, and after-hours sport.

TIL must be planned, approved, accrued, and acquitted using school consultative arrangements and documented processes.

EMS360

the year, Founders Day (Monday before cup day) and the early finish for staff prior to the gazetted end of year date. All acquittal or payment arrangements will be reviewed and approved through the school’s consultative committee.

• TIL is acquitted at a time causing minimal disruption to the school, typically at the end of the school year or via other agreed strategies.

• If not acquitted by 1 March of the following year, TIL must be granted immediately or paid out at 150% of the normal hourly rate.

HOW IS TIL CALCULATED FOR TEACHING STAFF? Accrual Rules:

PROCESS OVERVIEW 1. Plan and Approve: • Activities requiring attendance beyond normal hours are identified and discussed with the consultative committee.

• The principal provides written notice to teachers of required duties and estimated TIL. 2. Accrue: • TIL is accrued when teachers perform required duties outside normal hours.

• Confirmation and recording of accrued TIL is managed by the principal or delegate.

• If a staff member can no longer attend a TIL accruing activity they had been directed to attend by the principal, they must let the principal know.

• For teaching staff, TIL will be loaded onto EMS360 by the Director of Operations once the attendance at the activity is confirmed by the organising staff member.

3. Acquit: • For TIL to be acquitted or paid out, staff must first accrue sufficient TIL hours within the calendar year to offset the predetermined hours for acquittal already built into the college calendar. These owed hours arise from factors such as reduced meetings throughout

JOHN PAUL COLLEGE jpc.vic.edu.au

• Any Principal directed activity that begins before 8:15am or finishes after 3:15pm (on Mondays or Fridays) or after 4:15pm (on Tuesdays, Wednesdays and Thursdays) will accrue TIL. • During overnight activities: • On-duty time: TIL is accrued at 100% for the time a teacher is actively performing duties.

• On-call time: TIL is accrued at 50% for the time a teacher is rostered to be on call overnight. There should be a different staff member designated to be on call each night of the activity and not the same person every night.

• If a teacher is not on duty or on call, no TIL is accrued for that period.

• If a teacher not scheduled for duty/on-call is required to perform duties, that time is treated as on-duty and accrues TIL at 100%.

Examples: • If a teacher is on call overnight (e.g., 10pm–7am), they accrue TIL at 50% for those hours.

• If a teacher is actively supervising or running activities outside normal hours, those hours accrue TIL at 100%.

• Only teachers designated as on call overnight receive the 50% loading.

10

General Organisation Guidelines

Record Keeping: A comprehensive record of all activities performed by teachers on camps must be maintained.

TIME IN LIEU (TIL) INFORMATION SUMMARY – EDUCATION SUPPORT STAFF Education Support Employees who are directed to perform work in excess of their weekly hours for which they are employed are entitled to be paid a loading of 33.3% on the normal hourly rate of pay or be granted time off in lieu at the ordinary rate of pay for all overtime performed. Unless an agreement is reached between the employee and the school for time in lieu to be taken at an agreed future date, the default arrangements for overtime performed is payment of the 33.3% loading.

Education Support Employees can’t be required to undertake more than three hours of overtime unless an agreement is reached with the employee.

If time in lieu is agreed between the employee and the employer, the time off in lieu shall be taken at the ordinary rate of pay. For example, if an employee performed three hours of overtime the employee would be entitled to three hours of time in lieu to be taken at an agreed time.

If an agreement is reached for the employee to take time off in lieu instead of receiving overtime payments, the timing of the time in lieu should be discussed and agreed with the employee and then documented in writing and provided to the employee.

An employer shall if requested by an employee, provide payment at the overtime rate if the time in lieu has not been taken within four weeks of accrual.

JOHN PAUL COLLEGE jpc.vic.edu.au

ESE ATTENDANCE ON CAMPS Education Support Employees can be requested to attend school camps, however the number of hours worked in excess of the weekly hours for which the Education Support Employee is employed may only exceed three by mutual agreement.

If an Education Support Employee elects to attend a camp, they are entitled to overtime at the rate of 33.3% for all hours worked in excess of their ordinary hours of work, unless agreement is reached with the employee for time in lieu to be taken instead of payment for overtime.

If an Education Support Employee stays overnight at a camp, they will be deemed to be ‘on call’ during the overnight period. During the overnight ‘on call’ period, an Education Support Employee will accrue (not receive payment) time in lieu at 50% for these periods, consistent with the approach for teachers who attend overnight camps. The default for the overnight ‘on call’ period is that time in lieu will accrue rather than payment of overtime. Therefore, if the overnight period is 8 hours from 11.00pm to 7.00pm, an Education Support Employee would accrue 4 hours of time in lieu, which would be taken at a mutually agreed time If an Education Support Employee is required to perform duties during the overnight period they will be regarded as being on duty and will be entitled to be paid overtime at the rate of 33.3% for the work performed or accrue time in lieu for the period of work at the rate of 100% (instead of 50%).

11

General Organisation Guidelines

PROFESSIONAL LEARNING APPLICATION AND APPROVAL PROCESS

EMS360

STEP 1. IDENTIFY YOUR PROFESSIONAL LEARNING NEEDS

STEP 3. APPLICATION REVIEW AND NOTIFICATION

• Consult with your Learning Area Leader (LAL), Line Manager, or Head of Professional Learning to find suitable opportunities.

• Applications are reviewed every Tuesday by the Head of Professional Learning, Daily Organiser, and Director of Staff and Culture.

• Make sure the professional learning aligns with your ARM goals, whole school priorities, or curriculum area.

• Both you and your line manager will receive an email from EMS360 confirming the outcome.

STEP 2. SUBMIT YOUR APPLICATION VIA EMS360 • Apply at least 10 days before the professional learning activity.

• Complete all required fields in EMS360: • Include event name, date, time, category, event approver, location, a brief description, cost per person (if there is no cost, note this in the description), and both APST standards.

• Event Approvers: • For teaching staff: Head of Professional Learning • For support staff: Director of Staff and Culture • If any required information is missing, you’ll be asked to update your application.

• You may add extra details for a more complete record, but these are not mandatory for approval.

Additional Notes: • If the professional learning occurs on multiple, nonconsecutive dates, specify this in the ‘comments’ section so all dates are recorded.

• For group applications, only one person needs to submit the EMS360 application, but all participants must be listed in the ‘comments’ section to be included in the application.

JOHN PAUL COLLEGE jpc.vic.edu.au

• If approved, Daily Organiser will automatically arrange cover for you—check the summary bulletin for confirmation.

• Wait for approval before making any bookings, as not all requests can be accommodated.

STEP 4. BOOKING AND PAYMENT • Once approved, arrange your booking (your LAL can assist if needed).

• All professional learning activities require a purchase order for payment—request this through Alii before you receive the invoice.

• Use invoices@jpc.vic.edu.au for all invoicing. If you receive an invoice, forward it to this address.

• For payment questions, contact the finance team.

• Record any required extras on SIMON.

STEP 5. FEEDBACK AND SHARING • You may be asked by your LAL, Line Manager, or Head of Professional Learning to share what you’ve learned with colleagues, or you can choose to present at EduBites.

12

General Organisation Guidelines

Outlook

SCHEDULING MEETINGS PROCESS RATIONALE A consistent, predictable meeting scheduling process supports: • Clearer communication across teams.

• More reliable coverage arrangements for teaching staff.

• Reduced administrative workload and manual corrections.

• Better use of college resources, including time and staffing.

Meetings should be attended only by the staff essential to achieving the meeting’s objectives. Where possible, one staff member should represent the team. This representative should: • Collect any necessary information or data from relevant colleagues prior to the meeting.

• Communicate key outcomes, decisions, and action items promptly after the meeting to ensure all team members are informed.

This approach reduces unnecessary attendance, ensures efficient use of staff time, and supports effective information sharing across the team.

MEETING SCHEDULING GUIDELINES 1. Initial “Placeholder” Setup • Create a tentative placeholder meeting in Outlook for the proposed time.

• Include only the teacher(s) and external party/ parent/student/other teachers involved.

• Do not add Organisation yet.

• Clearly label the meeting using a consistent structure • Example: “TENTATIVE/HOLD – Parent/ Teacher Meeting” 2. Confirm Attendance • Once the external party/parent/student/other teacher confirms, update the meeting: • Change “TENTATIVE/HOLD” in title to “CONFIRMED” • Add Organisation to the invite.

• Double-check the time and date is correct before sending.

• Ensure that staff are correctly marked as either “Required” or “Optional” in the meeting invite, based on whether their attendance is essential.

JOHN PAUL COLLEGE jpc.vic.edu.au

Attendee

Add to invite as…

Coverage Responsibility

Required

“Required”

Organisation will arrange cover automatically

“Optional”

Teacher must inform Organisation if attending

Recommended

Organisation does not need to be included in meeting invitations when the meeting involves only support staff, Learning Diversity teachers, Deputy Principals, or the Principal, provided the meeting takes place outside their teaching commitments, as these staff members are not eligible for cover classes.

However, if the above staff are teaching a tier 1 class at the time of the meeting, or any other teaching staff members are involved, Organisation must be included to ensure accurate coverage planning.

3. Timing • Between 8:30am and 3:15pm: • Where possible, schedule meetings during times when the involved teaching staff are not scheduled to teach. The staff “on/off list” can be used to help identify suitable non-teaching periods for each teacher. This helps minimise the need for cover and reduces the risk of disruption if meeting details change.

• If a meeting must occur during a teaching period, ensure Organisation is informed only after confirmation.

• Before 8:30am or after 3:15pm: • No need to send to Organisation—these times do not affect class coverage.

4. If changes occur after confirmation (i.e. Meeting is rescheduled or cancelled) • Update the Outlook invite.

• Notify Organisation directly via email so change is not missed.

13

General Organisation Guidelines

ALII

USING ALII TO GENERATE PURCHASE ORDERS STEP 1. ACCESS AND LOG IN

• Specify purchase specifics: • Indicate who will receive the goods (yourself or nominate a staff member).

• Go to https://jpc.myalii.app/ • Click Login with SSO and follow the prompts to sign in.

• Choose the delivery address (Main Reception or Gate 5 Maintenance Shed).

• Your user and approval rights will be set up by Finance. If your rights seem incorrect, contact the Finance team.

• Add any delivery instructions.

• Select the Admin Approver (your team lead).

• Click Create Purchase Order to submit.

STEP 2. CREATE A PURCHASE ORDER • On the left hand side, under the Purchase Order tab, select Create a PO.

STEP 3. TRACK YOUR PURCHASE ORDER

• Fill in the required details:

• Monitor the status of your PO through the Pipeline (shows stages like Waiting Approval, Approved, etc.).

• Description of the order.

• Supplier Name (choose from pre-filled suppliers; if missing, contact Finance).

• Add line items:

STEP 4. APPROVING PURCHASE ORDERS (FOR APPROVERS/DEPARTMENT LEADS) • Approvers will see POs in their Pipeline or Queue.

• For each item, enter Business Unit, GL Code, Description, Quantity, Unit Cost, and select GST inclusion.

• Open the PO to review items.

• At the bottom of the screen, choose to Approve, Send Back, or Reject the PO. • Once approved, the PO moves to the next stage in the workflow.

PURCHASE ORDERS Create Purchase Order

• Find your PO under My Queue > My POs.

Submit Purchase Order for Approval

Purchase Order Approved

Purchase Open

INVOICE WITH A PURCHASE ORDER

Invoice Received

Invoice Auto Matched to Purchase Order

Invoice Moves to Goods Received

Invoice Moves to Final Review

Invoice Posted

Purchase Order is Manually Coded (Pre-Coding)

Invoice Moves to Goods Received

Invoice Moves to Final Review

Invoice Posted

Invoice Submitted for Approval

Invoice Moves to Final Review

Invoice Posted

INVOICE WITH NO PURCHASE ORDER Invoice Received

JOHN PAUL COLLEGE jpc.vic.edu.au

Invoice is Manually Coded (Pre-Coding)

14

General Organisation Guidelines

CREATING AN EXPENSE CLAIM FOR REIMBURSEMENT CREATE AN EXPENSE CLAIM • On the left hand side, under the Expense Claim tab, select Create a Claim.

• Fill in the required details on the right hand side Expense Claim Details panel.

• Description of the purchase.

• Spent At (Store you purchased the goods at).

• Spent On • Fill Upload a photo or scanned version of your receipt to the UPLOAD / SCAN CLAIM section • Complete the EXPENSE CLAIM LINE ITEMS section.

• Add line items: • For each item, enter Type, Business Unit, GL Code, Description, Unit Cost, and select GST inclusion.

• Select the Business Unit Approver.

• Click Create to submit.

JOHN PAUL COLLEGE jpc.vic.edu.au

ALII

15

General Organisation Guidelines

COVER WORK GUIDELINES

SIMON

RATIONALE High-quality cover work ensures: • Continuity of student learning during teacher absences, ensuring minimal disruption to educational progress.

• Supportive classroom environments that promote calm and focus for cover teachers through clearly structured lesson plans.

• Improved student behaviour driven by purposeful, well-prepared activities that engage learners meaningfully.

• Compliance with child safety standards, particularly in practical and hands-on subject areas.

• Professional consistency and accountability across faculties, reinforcing shared expectations and standards.

A planned absence refers to any teacher absence that is known in advance—prior to the evening before or the day of the absence itself. This includes, but is not limited to, participation in excursions, incursions, professional learning, coaching sport, school camps, and flexible leave arrangements.

GUIDELINES FOR PLANNED ABSENCES Where to leave cover work: On SIMON: Learning Areas Replacement/Quick Lesson Plans 1. Timing & Platform • Cover work must be uploaded to SIMON no later than the day before the planned absence.

• All hard copy resources must be: • Clearly labelled using cover work post-it notes.

• Left at the FCJ Centre no later than the end of the day prior.

• Returned to the classroom teacher’s pigeonhole by the end of that day unless otherwise specified.

2. Structure of Cover Work Each cover lesson must include: Section

Description

Lesson Context

A brief sentence outlining the learning intention or context.

Tasks

Clear instructions on what students are expected to complete.

Parameters

Specify if laptops or other equipment and materials are required (E.g. coloured pencils, poster paper or a specific workbook).

Resources

Provide direct links to documents, videos, etc. via Microsoft Teams. Only link the document itself, not the Teams page or post.

JOHN PAUL COLLEGE jpc.vic.edu.au

3. Content Considerations • Avoid sensitive and controversial topics such as: • Respectful relationships (including sex education and puberty).

• Political or ethical debates.

• Cover work should be created with the intention of it being student led rather than teacher led. Teachers are expected to actively facilitate and monitor student learning.

4. Feedback • Cover teachers must leave feedback on SIMON for each class, including: • What was covered or not covered.

• Student behaviour and engagement (including any concerns or incidents).

5. Student Notes vs. Staff Notes • Use the Staff Notes section to include: • Student concerns or behavioural alerts.

• Learning needs or accommodations.

• Any practical work instructions (never in Student Notes).

• Practical lessons (defined as any lesson scheduled in a specialist room): • If the absent teacher is scheduled for a practical class and the designated room is unsuitable for a theory lesson, they must book an appropriate theory room on SIMON by the day before.

• If the cover teacher is qualified and chooses to run the practical, they may relocate the class accordingly.

6. Assessments If an assessment is left for a cover lesson: Requirement

Details

Special Provisions

Clearly list all special provisions, and if the student requires support, try to arrange an LSO through the LSO Coordinator. Please note this may not always be possible, depending on the school’s needs on the day.

Timing

Clearly state reading and writing time.

Equipment

List required/permitted/prohibited items. (e.g. calculators, help sheets, exam laptops).

Hard Copy

Must be left at the FCJ Centre. Do not link via Teams.

16

General Organisation Guidelines

RESERVE STAFF PROCESS When teaching staff member has not shown up to class

SIMON

If a staff member needs to go home early, staff member needs to contact the Attendance Officer letting them know and sign out of the College

Attendance Officer to be notified by staff member who notices uncovered class or by student sent to student services from uncovered class

Attendance Officer to check the daily bulletin to see if the class in question has been accounted for by the Daily Organiser

If class has been covered

If class has not been covered

An announcement is to be made calling for the cover teacher to go to the relevant classroom

Attendance Officer to see if the staff member in question has signed out of the College

If staff member has not signed out

If staff member has signed out

An announcement is to be made calling for the cover teacher to go to the relevant classroom

Attendance Officer to see if the staff member in question has signed out of the College

If no staff member can be contacted, the Daily Organiser and/or College Organiser are to be contacted to help find a solution to cover the class

If the Daily Organiser and/or College Organiser are unable to be contacted, a member of middle or senior leadership needs to be asked to cover the class for the remainder of the period

Any changes that have been actioned are to be communicated to organisation@jpc.vic.edu.au so that covers can be accounted for by Organisation team

JOHN PAUL COLLEGE jpc.vic.edu.au

17

General Organisation Guidelines

YARD DUTY GUIDELINES GENERAL RESPONSIBILITIES

USING THE ICOM RADIO

• Arrive on time and remain for the entire duty period, or until your replacement arrives.

• Turn on the radio at the start of duty (Channel 50-10).

• Always wear a high-visibility vest and carry a switched-on ICOM radio.

• In designated areas, carry a first aid bag when required.

• Actively patrol your assigned area, watching for potential issues and ensuring student safety.

• Only use your personal mobile phone in emergencies.

• Collaborate with colleagues to supervise all student areas, especially high-traffic zones.

• Ensure students stay within designated boundaries, avoid classrooms, and keep the area tidy.

• Monitor toilet areas and uphold behaviour expectations.

• Prevent access to out-of-bounds areas, including: • Car parks • West of D/E/F blocks • North of G block • Front of the Performing Arts Centre near the Chapel • Ensure students do not sit on the bus loop roadway.

• If student numbers are too large to manage alone, contact the supervisor via ICOM. • For injuries, call the nurse using the ICOM, clearly stating your location and any specific needs (e.g. wheelchair).

EQUIPMENT COLLECTION AND RETURN • Collect ICOM radios, first aid bags, and vests from the designated location before duty.

• Kealy side of the bus loop: Collect/return equipment from the staff room next to GY1.

• Staff room side: Use the FCJ Centre.

• To request assistance: • Hold the left switch, pause briefly, then speak clearly (e.g. “Canteen to Yard Duty Supervisor – assistance required”).

AREA-SPECIFIC GUIDELINES • Quad 1: Passive zone except for Four Square.

Routinely monitor Chaminade Centre (no eating upstairs, classrooms off-limits). Monitor the toilet entry area to ensure large groups of students do not enter at the same time.

• Quad 2: Supervise D/E/F/G blocks, technology rooms, science garden, and P1/P2. Check for students in out-of-bounds areas (e.g. west of D/E/F, north of G, chapel carpark).

• Canteen: Supervise inside canteen space and outside D1. Enforce orderly queues and prompt exits. Internal doors into foyer space must remain locked.

• Basketball Courts: Monitor under cover courts and grassed area near the bus loop. Prevent access to the bush area along the freeway fence.

• Ovals: Supervise football oval and bus loop. Out of bounds during recess.

• Tennis Courts/Soccer Ovals: Supervise both areas.

Sporting equipment may be loaned by trained staff and must be returned before lunch ends. Out of bounds during recess.

• Kealy: Supervised by trained HPE staff. Cap student numbers, call for help if needed. Staff do not participate in activities. On SIS days, Kealy duty may be cancelled or reassigned to oval support. Out of bounds during recess.

• Lunch 1 staff hand over equipment to Lunch 2 staff.

Lunch 2 staff return equipment after duty.

If Lunch 2 staff do not arrive, notify the supervisor via ICOM.

BEFORE SCHOOL DUTY

• Inform the School Nurse if the first aid bag is used and complete an incident report.

• Apply standard Quad 1 and 2 guidelines.

• Duty from 8:15am to 8:30am (or 8:40am on nonpastoral days) in Quad 1, Quad 2, Gate 4, and Gate 5.

• Phones may be used until 8:30am, then must be stored in lockers for the rest of the day.

• Gate 4 and 5 staff ensure correct uniform and appropriate entry/exit into and out of the College.

JOHN PAUL COLLEGE jpc.vic.edu.au

18

General Organisation Guidelines

AFTER SCHOOL DUTY

UNFAVOURABLE WEATHER PROCEDURES

• Duty from 2:55pm (or straight after class if teaching in period 6) to 3:15pm (or until the last bus departs) at:

• When extreme weather is announced via PA:

• Bus loop • Stella Maris bus bay

• Oval duty moves to Kealy Centre.

• Tennis Courts duty moves to the Resource Centre.

• Gate 4

• Supervisor 1 prioritises Resource Centre and Canteen.

• Gate 5

• Supervisor 2 assists in Kealy Centre.

• Ensure safe crossing at Kealy.

• Monitor uniform compliance and orderly bus boarding.

• Gate 4: Patrol footpath, address behaviour, and report issues.

• Gate 5: actively supervises students as they exit the college grounds, especially around the roundabout and as they cross the zebra crossing

JOHN PAUL COLLEGE jpc.vic.edu.au

19

General Organisation Guidelines

SUPERVISOR YARD DUTY GUIDELINES Supervisor 1 oversees: Canteen, Resource Centre, Quad 1, Quad 2, Basketball Courts, Chaminade Centre Supervisor 2 oversees: Ovals, Tennis Courts, Soccer Oval, Kealy, Stella Maris

SUPERVISOR PHONES To improve responsiveness and reduce reliance on current processes, supervisors are to carry a designated phone during duty (in addition to the first aid kit and ICOM).

The equipment for Supervisor 1 is to be collected from and returned to the FCJ Centre.

These phones provide direct access to:

The equipment for Supervisor 2 is to be collected from and returned to the Kealy Centre Office.

• The Daily Bulletin

ROLE OF THE SUPERVISOR

When making internal calls, the caller ID will appear as “Supervisor”.

The supervisor role has two key components: 1. Supporting Yard Duty Staff • Supervisors are responsible for actively supporting staff within their designated area.

• This includes responding quickly to any incidents, assisting with student management, and providing practical support where needed.

2. Ensuring Duty of Care Compliance Supervisors must ensure all yard duty areas are properly covered at all times. This includes: • Taking responsibility for an area if a staff member has not arrived.

• Maintaining that coverage until the staff member arrives or a suitable replacement is organised.

• Stepping in to relieve staff (e.g. first-half lunch duty) if the scheduled replacement has not arrived within 3–5 minutes after the bell.

• Microsoft TEAMS • The ability to call staff and key contacts (Student Services and Reception via speed dial) directly whilst on yard duty

Important: Please do not log out of the Supervisor account or log into your personal account on these devices.

UPDATED PROCESS: STAFF NOT ON YARD DUTY If a scheduled staff member does not attend their duty, supervisors should follow these steps: 1. Immediately assume duty of care for the unattended area.

2. Via the phone, check the Daily Bulletin (via the College & Daily Organisation TEAMS channel) to confirm who is scheduled.

3. Via the phone, contact the staff member directly via TEAMS (using the call function).

4. If there is no response, contact Student Services or Reception (via speed dial) to request an announcement to go over the loudspeaker.

When the staff member arrives: • Check in with them to ensure they are okay.

• Then hand over duty of care.

Following the duty, please email organisation@jpc.vic. edu.au with: • The staff member’s name • Whether they arrived late • Any known reason If their reason for arriving late is legitimate, no need to pass this onto organisation.

This information will help monitor patterns over time and support follow-up where required.

JOHN PAUL COLLEGE jpc.vic.edu.au

20

General Organisation Guidelines

COMMUNICATION AND ONGOING IMPROVEMENTS Supervisors also have access to the Yard Duty TEAMS page via the phones.

Supervisors are encouraged to post to this TEAMS page to: • Highlight areas where more vigilant supervision may be required • Share observations or recurring concerns Whenever you post on the TEAMS page, ensure you tag the yard duty area, so the staff are notified of the post.

Please also encourage colleagues to ensure the Yard Duty Teams page is visible (not hidden) for ease of access.

Any serious behavioural concerns or emerging patterns should continue to be referred to the Student Coordination Team for further support and intervention.

John Paul College John Paul College Specialist Technology Rooms Specialist Technology Rooms General Purpose Rooms General Purpose Rooms Administration - Main Office Administration - Main Office Staff Professional Learning Room Staff Professional Learning Room Wellbeing Hub Wellbeing Hub Student Services Student Services Chaminade Building Chaminade Building FCJ Centre Learning and Teaching FCJ Centre Learning and Teaching

Resource Centre & ICT Resource Centre & ICT Ngargee Centre (Visual & Performing Arts) Ngargee Centre (Visual & Performing Arts) Stella Maris Centre Stella Maris Centre Neff Science Centre Neff Science Centre Chapel Chapel The Kealy Centre The Kealy Centre

Supervisor (SU) Area

NC8

Supervisor 2 (SU2) Area

NC13 NC12

CC10 CC9

CC11

CC11

CC9

T T

T

T

T

CC6 CC7

CC8

RESOURCE CENTRE RESOURCE CENTRE RESOURCE CENTRE CANTEEN

CC7

CC8

D1 ICT

T

CC6

CC9 CC7

ICT

T

T T

CC10 CC6

D3

D2

MMR

MMR

D6

D1 ICT

D7 D4

D2

D7 E2 D5

D5

E1 D6

D6

D1

E3 E2 E1

E3 E4 E2 E5 E1

E3

F3

F2

E4

F2

E4 F1

E5

F4 F2

F1

E5

F3

T

G9

T

TT

T

G9

T

T

T

G8

T

G8

T

NC3

CC5

T T

SM13

Gate 8 Gate 8

Gate 8

Gate 7 Gate 7

Gate 7

T

SM13

SM12 SM13

SM11 SM12

SM10 SM11 SM10 SM12 SM11

T

T

T

T

CC FOYER CC4 CC FOYER

T T

T

T

T

T

G4 NC6

T

G7

G10 G7

G10

G10

P13

G5 G4

G5 G4

NC6

P14 G5

T T

P15 NC7 NC1

NC1T

CC1

NC1

NC7

G3

G6 G3

NC7 G2

G6 G3

G2

CC2

P14 P15 P10

P13

STAFF

STAFF

STAFF A4

T T

A3

SM8

A5

A4

T

A3

T

A5

B2

A4

B1

A3

T

A2

T T

DOR

SM10

Gate 6

A1 A2

T

T

A1

T

P9 THEATRE

P1

G2

T FT2 DIS T FT2 FT3 FT1 FT3 T B3 FT2 ASSEMBLY FT1 B3 B2 FT3 ROOM ASSEMBLY FT1 B3 B2 ROOM ASSEMBLY STUDENT STEWART FOOD TECHNOLOGY STUDENT ROOM B4 CENTRE STEWART FOOD TECHNOLOGY SERVICES B4 CENTRE STEWART SERVICESSTUDENT FOOD TECHNOLOGY CENTRE B4 SERVICES B1 B5 B1 T T B5

P11 P8 P12

P9 P10

DIS

P11 P8

T

P8

T DIS

T

T DIS

P1 P2

MAIN OFFICE T T MAIN OFFICE T MAIN OFFICE

P11 P13 P12

P12

P14

P9 P15P10

G6

DIS

P2

P5 P4

P3 P5 P4

P6

P7

P6

P1

THEATRE

T

MA

NGARGEE CENTRE P2 NGARGEE CENTRE P3

P5 P4

P3

P7 P6

P7

T

THEATRE INT

T NGARGEE CENTRET DIS

M EN A INT M AN E A C E N AN INT C E EN A

DIS

CL

T CL

NC

E

DIS CL

CHAPEL

B5

FCJ CENTRE CAREERS A2 CAREERS A1 LEARNING AND T T T T TEACHINGCAREERS T T

DOR

Gate 5 Gate 5

PEDESTRIAN

Gate 4 Gate Gate 4 3 Gate 3 Gate 4 Gate 3

Gate 5

M c MM cAMH AOHNOSN SR ORA OD A D McMAHONS ROAD

JOHN PAUL COLLEGE jpc.vic.edu.au

G7 NC4

NC5

T

A5 THE KEALY CENTRE THE KEALY CENTRE THE KEALY CENTRE

Gate 6 Gate 6

NC6

T

CC3

GY1

SM7

DOR

NC4

NC5

NC2

CE

T

NC5

NC2

DIS

SM6

UNIFORM UNIFORM SHOP SHOP UNIFORM SHOP

T

NC4 NC3

NC3

NC2

E

SM1

A10

NC

SM1

SM8

A10

NA

T

SM7

SM8

GY1

A9

N NA TE IN M A NC E NA TE

SM7 STELLA MARIS CENTRE STELLA MARIS CENTRE STELLA MARIS CENTRE SM1

GY1

T

A10

G11

IN

SM3 SM2

FITNESS CENTRE FITNESS CENTRE SM6 SM6 T T FITNESS CENTRE SM3 T

A9 A8

G11

TE

T

A9 A8

F5

IN

T

T T

CC1 COMMON SPACE CC1 COMMON SPACE COMMON SPACE CC2 CC2

EVACUATION AREA 1 EVACUATION AREA 1 EVACUATION AREA 1

A7

NC11

MA

SM3 SM2

CC3

A8

NC11

MA

CCCC4 FOYER

A7 A6

NC11 NC12

T

CC5 T

CC4 CC3

SM2

T

A7 A6

NC12

ITY UN VA N N MM C O P AN IO M Y C OUNIT VA N N MM C O P AN IO M C O UNITY A N NV MM C O P AN IO M CO

A6 CC5

NC10

NC10

G8

T

BUS BAYS BUS BAYS BUS BAYS

NC10 NC13

G9

T

T

NC9

NC13

F4

F5

T T

NC9 AUD NC9 AUD NC8

F3 F4

F5 F1

G11

CANTEEN CANTEEN

MMR

CC8

D5 D3

D2

T

T

T

T

CC10

CAREERS

T

T

D7 D4

D4

D3 CC11

AUD NC8

Gate 2 Gate 2

Gate 2

Gate 1 Gate 1 0m

Gate 1

10m 20m 30m 0m 10m 20m 0m 10m SCALE BAR SCALE BAR SCALE BAR

40m 30m 20m

40m 30m

50m

50m 40m

50m

21

General Organisation Guidelines

SIMON

RESOURCE BOOKINGS PROCEDURE GENERIC PROCESS FOR BOOKING A SPACE AT THE COLLEGE Step 1: Access Resource Bookings • Log in to SIMON and navigate to Resource Bookings.

Step 2: Begin Your Booking • Click ‘Make Booking’ to start.

Step 3: Select Date and Resource Category • Choose the required date.

• Select the appropriate Resource Category (e.g. Gathering Spaces, A-Block, etc.).

Step 4: Choose the Space and Times • Select your desired space from the list.

• Tick the periods you need.

• For major events in Gathering Spaces, book additional periods before and after to allow for Maintenance setup and pack-up.

Step 5: Enter Booking Details • In the Booking Reason box, enter the event name or purpose. For a room change, simply write ‘room change’.

• Decide whether to tick the ‘Retain Timetabled Room’ box: • Ticked: Your SIMON timetable remains unchanged.

Students and staff will not see the new room. Use this if your class stays in their normal room and another teacher covers them while you use the booked space.

• Unticked: Your timetable updates to the new space, freeing your original room for others.

Students and staff will see the updated location — useful for emergencies.

• Click ‘Save’ to submit your booking.

Step 6: Other Information • Bookings are processed on a first come, first served basis.

• Some spaces require approval to notify relevant staff or move scheduled classes. Approvals are not intended to decline bookings unless there is a valid reason.

• Only certain spaces require prior approval. The appropriate staff member — such as a Learning Area Leader, Head of Resource Centre, Director of College Operations, or Student Services — will review and approve the booking if needed.

Step 7: Additional Event Preparation • If your booking involves an event requiring an ACE submission in EMS360: • Enter the event into EMS360 (ACE) at least two weeks in advance.

• Submit a Maintenance Request for any set-up or pack-up requirements.

HOW TO SWAP ROOMS WITH ANOTHER STAFF MEMBER The following steps outline how to swap rooms with a colleague so students go directly to the new location, noting that any staff member can make a booking on behalf of another staff member, but only with their agreement.

1. On the Resource Booking screen, change the ‘Booking for’ dropdown to the other staff member’s name and book them into a different room for the swap period, ensuring ‘Retain Timetabled Room’ is unticked. This will free up their original room for you to book.

2. Change the ‘Booking for’ drop-down back to your own name and book the now-available room.

3. Switch ‘Booking for’ back to the other staff member and book them into your original room, which should now be available.

JOHN PAUL COLLEGE jpc.vic.edu.au

Activities, Camps and Excursions

23

Activities, Camps and Excursions

SIMON

SIMON ACTIVITIES DASHBOARD Any activities in this list are awaiting approval.

Approval is given by the attendance officer.

Permissions have not gone out to families yet.

Any activity that has had approval and required permission from families will appear in this list.

You can view permission status of students invited to attend an activity through this section.

This is a list of all approved activities – both with and without permission requirements – that are upcoming at the College.

This list brings up every activity roll that is yet to be marked. If you are marking the roll for an activity, you can mark it from this section.

3

121

24

102

Waiting Approval

Current School Activities

Current Permission Forms

Mark Attendance

Activities pending approval

Running or upcoming activities

Approved activities with permission forms

Activities with attendance unmarked

Manage List

Manage All Activities

Manage Activity Permissions

Approved School Activities Summary

Student Permissions Summary

Attendance

Running today:

5

Consent Pending:

40

Recurring:

29

Pending (within 7 days):

9

Multi-day:

2

Approval Role Members Currently Active:

JOHN PAUL COLLEGE jpc.vic.edu.au

13

Important medical items:

Manage List

New Activities

45 Alerts 128

Activities listed here are any that you have been assigned. This is normally due to your attendance on the activity being required. You can also mark the roll for activities through this section.

My Activities Upcoming:

0 [View]

Current:

0 [View]

Unapproved:

0 [View]

Unmarked:

1 [View]

Create

Next Activity: no activities upcoming.

24

Activities, Camps and Excursions

DETERMINE YOUR ACE TIER

EMS360

ACTIVITIES, CAMPS AND EXCURSIONS KEY ACE required on EMS360 (min. 10 days notice)

Permission and attendance generated on SIMON

SurveyMonkey Risk Assessment required (ASAP)

Microsoft Word Risk Assessment required

Principal’s Approval required

TIER 1 INCURSIONS (ONSITE)

LEVEL 1A. Incursions where students are taken out of scheduled timetable classes

LEVEL 1B. Incursions with a guest speaker only

LEVEL 1C. Incursions that occur before and/or after school hours

LEVEL 1D. Incursions with external providers involving hands on activities

TIER 2 EXCURSIONS RATIO 1:20 | 2 staff minimum

LEVEL 2A. Excursions involving direct directsupervision supervisionof ofstudents students

LEVEL 2B. Sport excursions (excluding SIS sport)

LEVEL 2C. Excursions involving indirect direct supervision supervision of ofstudents students

TIER 3 CAMPS 1:10 OR 1:15 | 2 staff minimum

LEVEL 3A. Overnight camps within Victoria/Australia

LEVEL 3B. Overseas Camps

TIER 4 Large scale, key College events with multiple activities under one banner (e.g. MUSE, STEM Week, Exams, M.A.D etc.)

JOHN PAUL COLLEGE jpc.vic.edu.au

25

Activities, Camps and Excursions

ENTERING AN ACTIVITY, CAMP OR EXCURSION (ACE) INTO EMS360 STEP 1: SUBMIT ACE FOR INITIAL APPROVAL • Log into EMS360 and select “ACE” under “My EMS”.

• Click “Add ACE” and fill out the required tabs: • Details: • Activity name • Date and Time • Category (refer to flowchart on previous page) • Approver (always the Director of College Operations) • Staff leader (person attending the ACE that will be in charge) • Year/Group/Code: Clearly specify the students that are required to attend.

• A class (or multiple classes) – in which case, enter the class code/s directly from the SIMON timetable (e.g. 2MAT07A) • An entire year level – enter the year level attending (e.g. Year 10 students) • An entire house group – enter the house group (e.g. D’Houet students or Senior D’Houet students) • If the students attending do not fall into either of the above categories, please write here “student list attached” and a student list MUST be attached in the files tab • Description: Brief activity description and educational purpose.

• File Types: Tick “Risk Assessment” (required for most tiers except Tier 1a and 1b).

• Submit for initial approval.

EMS360

WHAT HAPPENS NEXT? • You will receive an initial approval email tailored to your ACE tier: • Tier 1a/1b (onsite, guest speaker): No risk assessment required. Email will remind you to complete student, venue, staffing, and other details. If not completed a week prior, the ACE may be declined.

• Tier 1c/1d (before/after hours, external provider), Tier 2 (excursion), Tier 3 (camp): Risk assessment required. Email will include a link to the risk assessment form and instructions to complete all sections accurately and promptly. You may be asked for further detail to meet compliance.

STEP 2: COMPLETE REQUIRED TABS AFTER INITIAL APPROVAL • Cost/Transport: Number of students, cost details, transport arrangements (See ‘Transport Details on ACEs in EMS360’ section for more information).

• Venue: Venue address, emergency contact details.

• Other Details: Dress requirements, materials to bring, lunch, offsite notes.

• Staff: Add all attending staff, ensuring ratios are met (see tier-specific requirements).

• Files: Upload required documents (itinerary, packing list, student list if not a whole class/year/house).

STEP 3: COMPLETE AND SUBMIT RISK ASSESSMENT (IF REQUIRED) • Complete the risk assessment via the provided SurveyMonkey link (or Word template if requested by Risk and Compliance officer).

• The Risk and Compliance Officer will review and may request further detail.

• You will receive an email once your Risk Assessment has been approved.

JOHN PAUL COLLEGE jpc.vic.edu.au

26

Activities, Camps and Excursions

EMS360

STEP 4: SUBMIT ACE FOR FINAL APPROVAL • Once all tabs and documents are complete, press “Save” and then “Submit As Complete”.

WHAT HAPPENS NEXT? • You will receive a final approval email tailored to your ACE tier: • Tier 1a/1b: Reminders to book rooms, log maintenance/ICT requests, and communicate with staff. No parent permission typically required.

• Tier 1c/1d: Additional reminders for after-hours arrangements (gates, alarms), first aid, and compliance. Parent permission required for before/after-hours except SACs. • Tier 2/3: Information on bus bookings, first aid kit collection, medical info, and marking rolls. Parent permission required for all students. Emergency contact procedures included.

JOHN PAUL COLLEGE jpc.vic.edu.au

STEP 6: STAFF COMMUNICATION AND NEXT STEPS • After final approval, your ACE will be transferred to SIMON by the Attendance Office and appear in your Activities & Excursions Dashboard.

• You’ll receive an automated email when this is complete.

• It is highly recommended to share event details (date, time, student list) via the ACEs TEAMS channel to help other staff plan for student absences.

• If you are leading a major event involving significant numbers of staff and students, you are expected to facilitate a staff briefing to clearly communicate protocols, expectations, and staff responsibilities for the event.

27

Activities, Camps and Excursions

TRANSPORT DETAILS FOR ACEs Reception will always arrange any required transport on your behalf. For this reason, it is essential that ACEs are completed with clear, specific, and intentional transport details, as Reception relies entirely on the information you provide to book transport accurately.

When completing the transport description section on an ACE, please provide clear and specific details about bus requirements. This is particularly important if a charter bus or self-drive bus needs to be booked externally.

Ensure you include: • The time the bus is required at JPC, ready for departure • The expected arrival time at the venue/destination • The departure time from the venue to return to the college You must select a transport type. If you are using a bus of any kind, please ensure you carefully choose the correct transport type option. (See image below for details regarding the different bus).

EMS360

If you intend to use the college bus, please note the following: • The bus has a maximum capacity of 24 passengers • A driver must hold at least Light Rigid (LR) bus licence • If you do not hold the appropriate licence, please contact the Business Manager or Director of Operations to identify staff who may be able to drive • The college is supportive of staff obtaining their licence if they will be using the college bus on a regular basis • The college bus must be booked through Resource Bookings • Refer to the Resource Booking Procedure section of this handbook for step by step instructions on using Resource Bookings in SIMON • Select the resource category “College Bus (24 Seater)” • Ensure the bus is booked for the correct date of your ACE

Information for College Bus Drivers • Fuel: Diesel only. If the fuel gauge is below full, refill before returning to JPC. Pay using the school card located on the bus and keep all receipts.

• Usage Log: Complete the log sheet each time the bus is taken offsite. The log is kept in the bus.

• Roadside Assistance: If there is an issue, call the roadside assistance number listed on the log sheet in the bus.

Transport Description

Transport Type (select ALL that apply) Bus

Car

College Bus

Hire Bus

Plane

Private

Self-Drive Bus

Train

Tram

Walking

Bus: You will use public buses where the students will need a myki to get around.

JOHN PAUL COLLEGE jpc.vic.edu.au

College Bus: You want to use a college bus (24 seater). Must book via resource bookings.

Self-Drive Bus: You want a hire bus to be booked from an external company that a staff member will drive.

Hire Bus: You want a charter bus (usually Ventura), with a driver, to be booked (can usually seat up to 57 people).

28

Activities, Camps and Excursions

ACTIVITY RATIOS John Paul College and MACS follow the Department of Education and Training guidelines. These guidelines provide minimum requirements for staff-student ratios.

Considerations:

To ensure student safety, JPC may increase these requirements at the discretion of the Principal.

With the approval of the Principal, ensure supervision by one or more excursion staff employed by the MACS (for example, education support staff such as integration aides and teacher assistants).

To ensure appropriate and effective levels of supervision, excursion planning should consider:

* Staff should provide direct assistance to students with medical or social needs.

• The experience, qualifications, and skills of staff (including volunteers, instructors, etc)

* Ensure that two staff members with First Aid Level 2 qualification are present.

• The age, maturity, physical characteristics, and gender of students.

2. Overnight Study Camps:

• The ability and experience of the students.

1:15 staff-student ratio with a minimum of 2 staff.

• The size of the group.

• The nature and location of the excursion.

• The activities to be undertaken.

• Requirements outlined in the Safety Guidelines for Education Outdoors for specific adventure activities.

• Any other relevant factors e.g. First Aid Level 2 training, Education Support staff.

IMPORTANT

Number of Students

Minimum Number of Staff

1 to 15

2

16 to 30

2

31 to 45

3

46 to 60

4

61 to 75

5

• Most excursions must be under the direct control of a teacher employed by MACS or the school council with at least one other excursion staff member present.

3. Overnight Activity Camps:

• Must have enough teachers employed by the Department or school council to maintain appropriate control of the excursion and of each activity.

Number of Students

Minimum Number of Staff

1 to 10

2

11 to 20

2

MINIMUM REQUIREMENTS OF SUPERVISION

21 to 30

3

1. Day Excursions:

31 to 40

4

1:20 staff-student ratio with a minimum of 2 staff.

41 to 50

5

• Must have teachers comprising at least half of the excursion staff.

1:10 staff-student ratio with a minimum of 2 staff.

Number of Students

Minimum Number of Staff

1 to 20

2

21 to 40

2

Number of Students

Minimum Number of Staff

41 to 60

3

1 to 10

2

61 to 80

4

11 to 20

2

21 to 30

3

31 to 40

4

41 to 50

5

JOHN PAUL COLLEGE jpc.vic.edu.au

4. Interstate Travel: 1:10 staff-student ratio with a minimum of 2 staff.

29

Activities, Camps and Excursions

EXCURSION STAFF

5. Overseas Travel: Number of Students

Minimum Number of Staff

1 to 10

2

11 to 20

3

21 to 30

4

Adventure Activities For specific ratios for each activity, refer to the Adventure Activities page.

Additional Considerations and Requirements • Unsupervised excursions must be approved by the Principal only: • in a small number of instances.

• for secondary-aged students.

• for activities involving small groups of individual students.

• The teacher responsible for the activity must maintain a formal record of: • a description of the activity, including locations.

• the names and ages of students involved.

• the time of leaving and returning to school.

• In addition, Principals should ensure: • A risk assessment of the activity is completed.

• Their decision and the reasons for allowing the activity to proceed is documented.

Excursion staff must be approved by the Principal or school council and may include: • Teachers employed by MACS. • Other adults on a volunteer or paid basis such as parents or carer, education support class officers, community members, trainee teachers, campsite staff, specialist instructors for excursion activities.

Please Note: School students cannot be used as excursion staff.

• Excursion staff who will provide supervision and who are not registered teachers must have a valid Working with Children Check.

• The names of volunteer workers must be recorded for the purposes of volunteer workers insurance.

Where approved excursion staff who are not teachers employed by MACS are in attendance, they can be included in the staff-student ratio: • For the duration of a specific activity for which they have a designated supervisory responsibility; or • For the overall staff-student for the program, where they are on duty and available on the same basis as other staff (usually a 24-hour basis).

Please Note: The specific roles and responsibilities of each staff member (teachers, instructors, campsite staff, volunteers, etc.) must be clarifies and understood by all staff and students prior to the commencement of the excursion.

It is recommended to have an additional staff member to the minimum requirements in case of an emergency or a supervising staff member can no longer fulfil their duties.

SPECIALIST STAFF

Day Excursions: At least one (1) staff member requires to hold a valid First Aid and Anaphylaxis certifications.

All staff are required to hold a valid CPR and Anaphylaxis certification.

• Have the necessary skills or qualifications for the activity.

Overnight Excursions: At least one (1) staff member who is responsible for each group of students must hold a valid First Aid certification and Anaphylaxis certifications. All staff are required to hold a valid CPR and Anaphylaxis certification.

For overnight stays for mixed gender groups, the excursion must include staff of at least (1) person of each gender.

Refer to the Victorian Department of Education website for the most up to date information on Excursion Supervision.

JOHN PAUL COLLEGE jpc.vic.edu.au

Schools must ensure that where specialist instructors are employed, they: • Have appropriate experience for the age and skill level of the students.

• Hold appropriate public liability insurance.

While specialist instructors have the technical knowledge and expertise to instruct the students, the teachers have overall responsibility for the safety and welfare of the students, even where the teachers do not directly provide the actual instruction.

30

Activities, Camps and Excursions

HOW TO COMPLETE A RISK ASSESSMENT TIER 1 ACES AND MOST TIER 2 ACES: For these activities, completing the SurveyMonkey Risk Assessment is sufficient to meet compliance requirements.

• Access the SurveyMonkey Risk Assessment here: https://www.surveymonkey.com/r/GQFZC9M • When filling out the SurveyMonkey form, ensure the Excursion/Incursion Name matches the ACE title in EMS360.

TIER 3 ACES AND SOME TIER 2 ACES: These may require a more detailed risk assessment in addition to the SurveyMonkey form, especially if the activity involves high-risk elements.

• For high-risk activities, complete a word document risk assessment using the provided JPC template. Tips and information on how to complete a word document risk assessment can be found further in this section.

• High-risk activities include, but are not limited to: • Adventure activities (e.g. rock climbing, abseiling, horse riding, bushwalking, camping, snow activities, cycling, sky-diving) • Activities that go beyond regular physical education • Travel to a place with fire danger rating and current fire conditions and warnings.

• Travel to remote or undeveloped areas with limited access to emergency services • Exposure to natural elements with less protection than usual • Theme parks, fun parks, trampoline centres • Use of amusement rides, attractions, or fireworks at non-public events on non-school sites (e.g. hiring a jumping castle for a local park event)

SurveyMonkey

STEP-BY-STEP GUIDE: COMPLETING A RISK ASSESSMENT 1. Introduction & Purpose • The risk assessment is designed to identify and control foreseeable risks to students, staff, and others involved in an activity, camp, or excursion.

• The goal is to ensure risks are either eliminated or reduced to an acceptable level so the activity can proceed safely.

2. Scope of the Assessment • Think through the entire activity, step by step, from start to finish.

• Consider all reasonably foreseeable risks to child safety and the safety of others.

• Assess risks for each stage: travel, venue, activities, equipment, environment, people, accommodation, and any other relevant factors.

3. How to Use the Risk Assessment Template • Work through each section of the template.

• Delete information that is not applicable (except the Child Safety section, which must always be completed).

• For each risk, describe: • The risk event, cause, and consequence (e.g.

“A student falls during bushwalking, caused by uneven terrain, leading to injury”).

• Existing controls (policies, procedures, equipment, supervision, etc.).

• Assess the risk using the risk matrix (see below).

• If controls are not sufficient, add new controls and reassess the risk.

Important Compliance Notes:

4. Common Hazards to Consider

• Waivers: MACS policy prohibits schools or school representatives from signing waivers. If a waiver is requested for an ACE, contact the Risk and Compliance Officer for guidance.

• Travel: Road accidents, pedestrian risks, public transport delays, students getting lost.

• Venue: Proximity to water, cliffs, crowds, slippery floors, unfamiliar environments.

• Overseas Camps (Tier 3B ACEs): Applications must be submitted to MACS at least 12 months in advance.

Work with the Risk and Compliance Officer if you are organising an overseas camp.

• Activities: Bushwalking, swimming, cycling, abseiling, caving, water sports, team games.

• Equipment: Faulty or incorrectly fitted equipment, sporting gear, cooking appliances.

• Environment: Weather (heat, cold, storms), bushfires, floods, terrain, plants, animals.

JOHN PAUL COLLEGE jpc.vic.edu.au

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Activities, Camps and Excursions

• People: Student behaviour, maturity, medical conditions, disabilities, child protection issues.

SurveyMonkey

B. Identify the Likelihood • How likely is it to happen?

• Financial: Check third party providers have appropriate insurance cover (PLI) and other relevant qualifications - e.g. working at heights for a lighting company.

• Rare: <5% chance, may occur less than once in 15 years.

• Unlikely: 5–25% chance, may occur once in 5–15 years.

• Accommodation: Supervision, amenities, allergies, security, child protection.

• Possible: 25–50% chance, may occur once in 2–5 years.

• Other: Food safety, hygiene, fatigue, sunburn, dehydration, emotional distress, contact with public, water-based activities, high-risk activities.

• Likely: 50–75% chance, may occur once a year.

• Almost Certain: >75% chance, may occur multiple times a year.

5. Child Safety

C. Use the Risk Matrix

• Complete the Child Safety section for every risk assessment.

• Combine the consequence and likelihood to determine the risk rating:

• Consider risks from both internal and external sources (staff, students, public).

• Low: Acceptable risk, monitor and review.

• Medium: May need additional controls.

• Address the 11 Child Safe Standards (cultural safety, leadership, empowerment, family engagement, diversity, suitable staff, complaints, safety knowledge, physical/online environments, review, implementation).

• High: Requires action to reduce risk.

• Extreme: Unacceptable, must not proceed without significant controls.

• Ensure all staff have current Working With Children Checks or VIT registration, and are briefed on child safety policies and procedures.

7. Controls and Mitigation Strategies • List all existing controls (e.g. supervision ratios, first aid, safety briefings, equipment checks).

6. Assessing and Rating Risks: Using the Risk Matrix

• If risk remains high or extreme, add new controls (e.g. extra staff, specialist support, exclusion zones, PPE).

A. Identify the Consequence

• Reassess the risk after implementing new controls.

• How bad would it be if the risk occurred?

• Severe: Death, permanent disability, major financial/reputational loss.

• Major: Serious injury, hospitalisation, significant disruption.

• Moderate: Medical attention required, temporary disruption.

• Minor: First aid required, minor inconvenience.

• Insignificant: No injury, near miss, no disruption.

RISK RATING MATRIX

Likelihood

Consequence Insignificant

Minor

Moderate

Major

Severe

Almost certain

Medium

High

Extreme

Extreme

Extreme

Likely

Medium

Medium

High

Extreme

Extreme

Possible

Low

Medium

Medium

High

Extreme

Unlikely

Low

Low

Medium

Medium

High

Rare

Low

Low

Low

Medium

Medium

JOHN PAUL COLLEGE jpc.vic.edu.au

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8. Supervision, Communication, and Emergency Planning

10. Final Review and Approval

SurveyMonkey

• Detail supervision strategies (ratios, group sizes, staff qualifications).

• The Principal or delegated authority must review and approve the risk assessment before the activity proceeds.

• Outline communication plans (mobile phones, emergency contacts, parent notifications).

• Document the decision and reasons for approval or denial.

• Include emergency response protocols (evacuation, first aid, missing persons, critical incident management, nearest medical centre).

9. Informed Consent • Ensure parents/carers are briefed and have provided written consent for participation.

• Collect up-to-date medical and contact information for all students.

JOHN PAUL COLLEGE jpc.vic.edu.au

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Activities, Camps and Excursions

ROLL MARKING PROCEDURES As teachers, it is our professional and legal duty of care to ensure that rolls are marked promptly and accurately for every lesson, as this underpins the safety, wellbeing, and accountability of all students in our care.

MARKING A REGULAR CLASS ROLL • Log in to SIMON. • Click the red X on your SIMON timetable for the relevant class (available 5 minutes before class starts).

• The roll will display student names, photos, and likely some of the below icons above their school photo: • Green ‘i’ icon: Important information.

• Red medical icon: Medical update.

• Circle icon: NCCD notes.

• Orange signpost: Personalised Learning Plan (PLP).

• Codes may appear in the top right of a student’s name: 1: Present 0: Absent U: Unmarked F: Absent (Followed Up) T: Late to Class #: No Roll Mark !: Attendance Alert N: Parent Notified Absence A: School Activity R: Check In G: Check Out P: Late to School Pass L: Leave Pass

• Mark each student as P (Present) or A (Absent).

S: Sick Pass (School)

• Click the green save and return button at the top of the page to save the roll.

C: Class Pass

• If a student is not present in front of you physically in a class, never mark them as present – even if you know they are onsite or have seen them on the same day.

Only change their roll mark once they arrive using the ‘late to class’ drop down box.

UNDERSTANDING ROLL MARKING ICONOGRAPHY Occasionally, a student cannot be marked as present or absent because an orange note appears on the roll. This indicates that the student is required elsewhere and their absence has been accounted for.

This may occur for any of the following reasons: • Assigned to an ACE: Student is expected elsewhere.

• Parent notified absence: Student is not at school or arriving/leaving during class.

• The student is present in class and should appear on the roll, but their name is missing.

Use the ‘Report Issue’ button at the top of the page to notify the Attendance Officer so the anomaly can be resolved.

JOHN PAUL COLLEGE jpc.vic.edu.au

SIMON

H: Sick Pass (Home)

MARKING AN ACE ROLL (SCHOOL APPROVED ACTIVITY) • Go to SIMON > Student > School Activities.

• Under My Activities, locate any rolls marked as unmarked and click ‘View’.

• Click the ‘Mark Roll’ button next to the activity you need to record attendance for.

• Mark students as P (Present) or A (Absent).

• Click the green ‘Update’ button at the top to save.

FILTERING AN ACE ROLL If you need to mark attendance for only your class within a larger activity: • After opening the roll, click ‘Adv. Filter’.

• Select the appropriate field (e.g. Class).

• Search for your class (e.g. Year 7 English).

• Click ‘Apply’, mark your roll, then click ‘Update’ to save.

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Activities, Camps and Excursions

SIMON

MARKING ACTIVITY BY PERIOD If an activity is scheduled for the entire day but attendance is only required for one or several periods: • In the top right corner of the activity roll on SIMON, enable the ‘Show All by Period’ option.

• Mark attendance for the relevant periods only. Leave the remaining periods as ‘U’ — do not mark them as absent, as this will trigger an unnecessary follow-up.

• Click ‘Update’ once you have finished.

JOHN PAUL COLLEGE jpc.vic.edu.au

MARKING THE ROLL AS A RESERVE/COVER STAFF MEMBER • Go to SIMON > Student > Teacher Roll Mark (under Student Attendance).

• Select the correct date and the staff member whose class you are covering.

• A list of that staff member’s classes for the day will appear — select the assigned class (a red X indicates the roll has not been marked).

• Mark the roll, then click ‘Save’ at the top of the page.

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Activities, Camps and Excursions

SIMON

ROLL MARKING GUIDE 6

All Present

All Absent

Class Pass

Class History

Report Issue

School Attendance

Save

Save & Return

A red medical icon above a student’s photo indicates that the student has critical medical information. Please review this information to ensure you are prepared for any medical emergencies that may occur while the student is in your care.

Present

Absent

Late to Class

Actions

11:40 AM – 11:45 AM

Attendance Alert

11:45 AM – 12:30 PM

School Activity (Year 12 Exam Period) [ACA]

Actions

Class

Today

76.25% (100.00% Complete)

#-#-#-#-[!A]-#-#

92.85% (100.00% Complete)

1-1-[1!]-!-!-U-U

9:35 AM – 10:00 AM

10:00 AM – 10:25 AM

A red attendance alert indicates that a student is scheduled for two schoolapproved activities at the same time. If you see this on your roll, click the ‘Report Issue’ button at the top of the roll screen so the attendance officer can resolve it. After the issue is fixed, you may need to return to your roll to finalise attendance for the class.

JOHN PAUL COLLEGE jpc.vic.edu.au

Attendance Alert

An orange attendance alert means the student is either participating in a school-approved activity or absent with a valid reason under a Parent Notified Absence (PNA). If this student is present in your class, click the ‘Report Issue’ button at the top of the roll screen so the attendance officer can resolve it. Once corrected, you may need to return to your roll to finalise attendance for the class.

These seven icons give a quick overview of a student’s attendance across the day.

Each icon corresponds to one of the seven periods, from Pastoral Care through to Period 6. For detailed information on what each icon means, refer to the Roll Marking Procedures.

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Activities, Camps and Excursions

Subject Preferences on SchoolData JOHN PAUL COLLEGE jpc.vic.edu.au

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Subject Preferences on School Data

SUBJECT PREFERENCES PROCESS STAFF GUIDE FOR SUPPORTING STUDENTS AND PARENTS GENERAL OVERVIEW

YEAR 9 FAQS

The subject preferences process is completed online.

Why does the system ask for Semester 1 selections only?

Students select and rank their preferred subjects for the following year.

Parent/guardian approval is required via email.

Students can revise their preferences up to three times before the deadline.

STEP-BY-STEP PROCESS BY YEAR LEVEL YEAR 9 PREFERENCES 1. Start the Process • Click “Add new preferences.”

2. Rank Subjects • Rank 8 subjects in order of preference (all slots must be filled).

• Only 4 electives will be allocated.

3. Parent/Guardian Email • Enter a parent/guardian email address.

4. Parent/Guardian Approval • Parent/guardian receives an email to review and sign off.

5. Changes • Students can update their preferences up to two more times before the due date.

JOHN PAUL COLLEGE jpc.vic.edu.au

Ignore the “Semester 1” label—students may be allocated electives in either semester, depending on staffing. Four electives are allocated in total.

Why do students select more than four electives?

Extra preferences act as backups in case a preferred elective is unavailable.

How many electives do Year 9 students get?

Four electives are allocated for the year. Core subjects include Mathematics, English, Religion, Humanities, Science and Health and Physical Education.

Are all Year 9 electives Art/Technology?

Yes, except for students who wish to continue Italian, which is a Languages elective. All other faculties are covered by core subjects.

How do mathematics pathways get determined at Year 9?

Students are placed in the mathematics level that best aligns with their demonstrated achievement, based on a triangulation of data including NAPLAN, PAT, previous semester results, and teacher recommendation. Students are expected to remain in their assigned class for Semester 1. Requests for a change may be submitted for Semester 2 if the placement is not suitable; however, submission of a request does not guarantee a change will be approved.

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Subject Preferences on School Data

YEAR 10 PREFERENCES 1. Start the Process • Click “Add new preferences.”

2. Acknowledge Core Subjects • All students complete VCE Religion and Society Unit 1 and Health – Year 10.

3. Select Mathematics Level • Choose between Foundation Mathematics (below level), Mathematics (at level), or Advanced Mathematics (above level).

• Students will receive a letter from the College prior to the subject preferences process outlining a recommended mathematics level based on their data. This recommendation is informed by student achievement and is intended to support appropriate placement. While students are not required to select the recommended level, it is strongly encouraged that they consider this advice carefully, alongside their career aspirations and future pathway requirements.

4. Select Science and Humanities Electives • Students must select at least one Science and one Humanities elective.

5. Rank Subjects

Is Health compulsory in Year 10?

Yes, all students complete a core Health subject. They may also choose the “Health and Human Development – Year 10” elective if desired.

What happens if a student accelerating in a VCE subject doesn’t meet the required marks?

The Head of Senior Learning and Teaching will arrange a meeting to discuss options.

YEAR 11 PREFERENCES 1. Start the Process • Click “Add new preferences.”

2. Select Study Stream • Choose between VCE-VM (Vocational Major) or VCE pathway.

3. VCE-VM Pathway • Select the required core subjects for the VCE-VM program.

• Indicate any VCE subjects you are interested in completing as unscored (not contributing to an ATAR).

• Choose a VET course—either onsite or offsite.

• Rank 8 subjects in order of preference (all slots must be filled).

• If selecting an offsite VET course, you must also complete a separate application form and provide your Unique Student Identifier (USI).

6. Parent/Guardian Email

4. VCE Pathway

• Enter a parent/guardian email address.

7. Parent/Guardian Approval • Parent/guardian receives an email to review and sign off.

8. Changes • Students can update their preferences up to two more times before the due date.

9. Special Applications • For VCE acceleration or offsite VET, students must complete the relevant application forms (links provided in the system).

YEAR 10 FAQS Do students have to select four electives?

Yes, but some core subjects (Humanities and Science) offer choice. Students must select at least one Humanities and one Science elective.

What does the error “You cannot continue until you meet the following rules: subject areas” mean?

It means the student hasn’t selected the required minimum of one Humanities and one Science elective.

JOHN PAUL COLLEGE jpc.vic.edu.au

• Select an English subject (English, English Language, or Literature Units 1 & 2).

• Select a Religious Education subject.

• Rank 6 subjects in order of preference (all slots must be filled).

5. Parent/Guardian Email • Enter a parent/guardian email address.

6. Parent/Guardian Approval • Parent/guardian receives an email to review and sign off.

7. Changes • Students can update their preferences up to two more times before the due date.

8. Special Applications • For VCE acceleration or offsite VET, complete the relevant forms.

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Subject Preferences on School Data

YEAR 12 PREFERENCES

VCE (YEARS 11 & 12) FAQS

1. Start the Process

Do Year 11 students get study periods?

• Click “Add new preferences.”

2. Select Study Stream • Choose between VCE-VM or VCE pathway.

Not usually. Only students completing a VET course or 3/4 Religion and Society as their RE option may have study periods onsite.

• Students are encouraged to continue their Year 11 stream unless discussed with the Head of Senior School Learning.

What if a VCE subject changed into late isn’t showing in the system?

3. VCE-VM Pathway

What does the error “You cannot continue until you meet the following rules: subject areas” mean in Year 11?

• Select the required core subjects for the VCE-VM program.

• Indicate any VCE subjects you are interested in completing as unscored (not contributing to an ATAR).

• Choose a VET course—either onsite or offsite.

• If selecting an offsite VET course, you must also complete a separate application form and provide your Unique Student Identifier (USI).

4. VCE Pathway • Rank 5 subjects in order of preference (all slots must be filled).

Contact the Director of College Operations to have it added.

All students must select an English-based subject (VCE English, English Language, or Literature) in their preferences.

Do all VCE students need a USI? No. Only VCE-VM students and VCE students doing a VET course need a Unique Student Identifier (USI).

Why are only a few VCE subjects available for VCE-VM students?

The list is limited to maximise the chance of students getting a high preference and is aligned with common TAFE pathways.

• Only subjects completed at Unit 1 & 2 in Year 11 can be selected.

GENERAL FAQS

• Must select an English subject (English or Literature Units 3 & 4).

Can students resubmit subject preferences if they make a mistake?

• Select a Religious Education subject.

Yes. Each student can submit their preferences up to three times before the deadline (8am, Wednesday 6th August).

• For new subjects not completed in Year 11, select “Apply to change a VCE 3/4 subject due to exceptional circumstances” and provide details.

Why did my friend receive the subject email but I didn’t?

5. Parent/Guardian Email • Enter a parent/guardian email address.

6. Parent/Guardian Approval • Parent/guardian receives an email to review and sign off.

7. Changes • Students can update their preferences up to two more times before the due date.

JOHN PAUL COLLEGE jpc.vic.edu.au

Contact the Director of College Operations to have the email resent.

How can students access the careers adviser?

The adviser is available via email, and appointments can be made as needed.

What if a parent hasn’t received the sign-off email?

All signatures are electronic and require a parent email in the system. If not received, check the email address entered, try again, or use a different parent email.

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Subject Preferences on School Data

SUBJECT CHANGE REQUEST PROCESS STEP-BY-STEP GUIDE FOR STUDENTS 1. Log in to SchoolData • Use your school email address to access the SchoolData system.

2. Access the Subject Change Request Form • Navigate to ‘My Forms’ (on the home page when you login).

• Click the green open button next to ‘Subject Change Request Form’.

3. Select the Subject to Change • Choose the subject you wish to change from your allocated subjects.

• Use the search bar to filter subjects by year level (e.g. Year 8, Year 10, Units 1 and 2).

4. Choose Replacement Subjects • Select up to two subjects you would be happy to swap into, in order of preference.

• Use the search bar to help find relevant subjects.

5. Provide a Reason • Enter your reason for requesting the change in the comments box.

6. Request a Second Change (Optional) • If you want to move out of a second subject, repeat steps 3 and 4 in the second part of the form, otherwise, leave this blank.

7. Submit Your Request • Submit the form. Your request will be sent automatically to the relevant staff for review.

JOHN PAUL COLLEGE jpc.vic.edu.au

SchoolData

8. Receive Notification • You will receive an email indicating whether your subject change request has been approved or denied.

9. No Multiple Submissions • Students may only submit the form once, so they should carefully consider the subject change they are requesting and ensure all sections of the form have been read thoroughly before submitting.

10. Possible Reasons for Denial • The class you want to move into may be full (class caps).

• The subject may not be running for your year level.

• There may be a timetable clash with another subject you wish to keep.

• College policies may not allow the change (e.g. acceleration requirements).

11. Final Decision • Once a decision is made, it is final. Further requests for the same subject change will not be considered.

jpc.vic.edu.au