Organisation Handbook
JOHN PAUL
jpc.vic.edu.au
SurveyMonkey
Alii
General Organisation Guidelines
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.
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 – 1:10PM PERIOD 5
2:10PM – 3:00PM PERIOD 6
3:00PM – 3:20PM AFTER SCHOOL
JOHN PAUL COLLEGE jpc.vic.edu.au
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
SIMON
SHORT DAY TIMETABLE
8:15AM – 8:30AM (or until 8:45AM on Wednesdays) BRIEFING DUTY
08:30AM – 08:40AM PASTORAL CARE
08:40AM – 09:20AM PERIOD 1
09:20AM – 10:00AM PERIOD 2
10:00AM – 10:25AM BREAK 1
10:25AM – 11:05AM PERIOD 3
11:05AM – 11:45PM PERIOD 4
11:45PM – 12:10PM BREAK 2
12:10PM – 12:50PM PERIOD 5
12:50PM – 01:30PM PERIOD 6
01:30PM – 01:45PM BUS DUTY
JOHN PAUL COLLEGE jpc.vic.edu.au
MASS 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 – 10:00AM PERIOD 2 10:00AM – 10:30AM RECESS 10:30AM – 11:10AM PERIOD 3 11:10AM – 12:10PM MASS 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
HOW TO LODGE LEAVE OR ABSENCE REQUEST ON EMS360
If you are unable to attend work due to illness or other personal reasons:
NOTIFY THE COLLEGE ORGANISER
• 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.
STEP 1: ACCESS THE LEAVE & ABSENCE SECTION
• Log in to 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.
• 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
JOHN PAUL COLLEGE jpc.vic.edu.au
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.
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
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:
• 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.
JOHN PAUL COLLEGE jpc.vic.edu.au
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.
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%).
PROFESSIONAL LEARNING
APPLICATION AND APPROVAL PROCESS
STEP 1. IDENTIFY YOUR PROFESSIONAL LEARNING NEEDS
• Consult with your Learning Area Leader (LAL), Line Manager, or Head of Professional Learning to find suitable opportunities.
• Make sure the professional learning aligns with your ARM goals, whole school priorities, or curriculum area.
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.
STEP 3. APPLICATION REVIEW AND NOTIFICATION
• Applications are reviewed every Tuesday by the Head of Professional Learning, Daily Organiser, and Director of Staff and Culture.
• Both you and your line manager will receive an email from EMS360 confirming the outcome.
• 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.
JOHN
PAUL COLLEGE jpc.vic.edu.au
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.
PAUL COLLEGE
Attendee Add to invite as… Coverage Responsibility
Required “Required” Organisation will arrange cover automatically
Recommended “Optional” Teacher must inform Organisation if attending
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.
USING ALII TO GENERATE PURCHASE ORDERS
STEP 1. ACCESS AND LOG IN
• Go to https://jpc.myalii.app/
• Click Login with SSO and follow the prompts to sign in.
• Your user and approval rights will be set up by Finance. If your rights seem incorrect, contact the Finance team.
STEP 2. CREATE A PURCHASE ORDER
• On the left hand side, under the Purchase Order tab, select Create a PO.
• Fill in the required details:
• Description of the order.
• Supplier Name (choose from pre-filled suppliers; if missing, contact Finance).
• Add line items:
• For each item, enter Business Unit, GL Code, Description, Quantity, Unit Cost, and select GST inclusion.
• Specify purchase specifics:
• Indicate who will receive the goods (yourself or nominate a staff member).
• Choose the delivery address (Main Reception or Gate 5 Maintenance Shed).
• Add any delivery instructions.
• Select the Admin Approver (your team lead).
• Click Create Purchase Order to submit.
STEP 3. TRACK YOUR PURCHASE ORDER
• Find your PO under My Queue > My POs.
• Monitor the status of your PO through the Pipeline (shows stages like Waiting Approval, Approved, etc.).
STEP 4. APPROVING PURCHASE ORDERS (FOR APPROVERS/DEPARTMENT LEADS)
• Approvers will see POs in their Pipeline or Queue
• 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.
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.
COVER WORK GUIDELINES
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
Resources
Specify if laptops or other equipment and materials are required (E.g. coloured pencils, poster paper or a specific workbook).
JOHN PAUL COLLEGE
Provide direct links to documents, videos, etc. via Microsoft Teams. Only link the document itself, not the Teams page or post.
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
Hard Copy
List required/permitted/prohibited items. (e.g. calculators, help sheets, exam laptops).
Must be left at the FCJ Centre. Do not link via Teams.
SIMON
YARD DUTY GUIDELINES
GENERAL RESPONSIBILITIES
• Arrive on time and remain for the entire duty period, or until your replacement arrives.
• 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.
• 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.
• Inform the School Nurse if the first aid bag is used and complete an incident report.
USING THE ICOM RADIO
• Turn on the radio at the start of duty (Channel 50-10).
• To request assistance:
• Hold the left switch, pause briefly, then speak clearly (e.g. “Canteen to Yard Duty Supervisor –assistance required”).
SUPERVISOR YARD DUTIES
• Supervisor 1 oversees: Canteen, Quad 1, Quad 2, Basketball Courts.
• Supervisor 2 oversees: Ovals, Tennis Courts, Soccer Ovals, Kealy.
• Responsibilities include:
• Ensuring all areas are staffed and staff are equipped and attentive.
• Monitoring out-of-bounds areas.
• Regularly checking student behaviour in the Stella Maris area (Supervisor 2 only).
• Responding to ICOM calls for incidents or missing staff.
• Covering Lunch 1 staff if Lunch 2 staff are absent.
• Reporting staff absences to the Daily Organiser.
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 outof-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.
JOHN PAUL COLLEGE
• 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.
BEFORE SCHOOL DUTY
• Duty from 8:15am to 8:30am (or 8:40am on nonpastoral days) in Quad 1, Quad 2, Gate 4, and Gate 5.
• Apply standard Quad 1 and 2 guidelines.
• 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.
AFTER SCHOOL DUTY
• Duty from 2:55pm (or straight after class if teaching in period 6) to 3:15pm (or until the last bus departs) at:
• Bus loop
• Stella Maris bus bay
• Gate 4
• Gate 5
• 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
UNFAVOURABLE WEATHER PROCEDURES
• When extreme weather is announced via PA:
• Oval duty moves to Kealy Centre.
• Tennis Courts duty moves to the Resource Centre.
• Supervisor 1 prioritises Resource Centre and Canteen.
• Supervisor 2 assists in Kealy Centre.
jpc.vic.edu.au
JOHN PAUL COLLEGE
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.
SIMON
Activities, Camps and Excursions
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.
This is a list of all approved activities – both with and without permission requirements –that are upcoming at the College.
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 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.
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.
DETERMINE YOUR ACE TIER
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 page 20)
• 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.
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.
• 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.
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.
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.
JOHN PAUL COLLEGE
ACTIVITY RATIOS
John Paul College and MACS follow the Department of Education and Training guidelines. These guidelines provide minimum requirements for staff-student ratios.
To ensure student safety, JPC may increase these requirements at the discretion of the Principal.
To ensure appropriate and effective levels of supervision, excursion planning should consider:
• The experience, qualifications, and skills of staff (including volunteers, instructors, etc)
• The age, maturity, physical characteristics, and gender of students.
• The ability and experience of the students.
• 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
• 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.
• Must have enough teachers employed by the Department or school council to maintain appropriate control of the excursion and of each activity.
• Must have teachers comprising at least half of the excursion staff.
MINIMUM REQUIREMENTS OF SUPERVISION
1. Day Excursions: 1:20 staff-student ratio with a minimum of 2 staff.
Considerations:
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).
* Staff should provide direct assistance to students with medical or social needs.
* Ensure that two staff members with First Aid Level 2 qualification are present.
2. Overnight Study Camps: 1:15 staff-student ratio with a minimum of 2 staff.
3. Overnight Activity Camps: 1:10 staff-student ratio with a minimum of 2 staff.
4. Interstate Travel: 1:10 staff-student ratio with a minimum of 2 staff.
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. 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.
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.
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.
EXCURSION STAFF
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.
SPECIALIST STAFF
Schools must ensure that where specialist instructors are employed, they:
• Have the necessary skills or qualifications for the activity.
• 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. JOHN PAUL COLLEGE
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)
Important Compliance Notes:
• 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.
• 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.
JOHN PAUL COLLEGE jpc.vic.edu.au
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.
4. Common Hazards to Consider
• Travel: Road accidents, pedestrian risks, public transport delays, students getting lost.
• Venue: Proximity to water, cliffs, crowds, slippery floors, unfamiliar environments.
• 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.
SurveyMonkey
• People: Student behaviour, maturity, medical conditions, disabilities, child protection issues.
• Financial: Check third party providers have appropriate insurance cover (PLI) and other relevant qualifications - e.g. working at heights for a lighting company.
• Accommodation: Supervision, amenities, allergies, security, child protection.
• Other: Food safety, hygiene, fatigue, sunburn, dehydration, emotional distress, contact with public, water-based activities, high-risk activities.
5. Child Safety
• Complete the Child Safety section for every risk assessment.
• Consider risks from both internal and external sources (staff, students, public).
• Address the 11 Child Safe Standards (cultural safety, leadership, empowerment, family engagement, diversity, suitable staff, complaints, safety knowledge, physical/online environments, review, implementation).
• Ensure all staff have current Working With Children Checks or VIT registration, and are briefed on child safety policies and procedures.
6. Assessing and Rating Risks: Using the Risk Matrix
A. Identify the Consequence
• 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.
B. Identify the Likelihood
• How likely is it to happen?
• Rare: <5% chance, may occur less than once in 15 years.
• Unlikely: 5–25% chance, may occur once in 5–15 years.
• Possible: 25–50% chance, may occur once in 2–5 years.
• Likely: 50–75% chance, may occur once a year.
• Almost Certain: >75% chance, may occur multiple times a year.
C. Use the Risk Matrix
• Combine the consequence and likelihood to determine the risk rating:
• Low: Acceptable risk, monitor and review.
• Medium: May need additional controls.
• High: Requires action to reduce risk.
• Extreme: Unacceptable, must not proceed without significant controls.
7. Controls and Mitigation Strategies
• List all existing controls (e.g. supervision ratios, first aid, safety briefings, equipment checks).
• If risk remains high or extreme, add new controls (e.g. extra staff, specialist support, exclusion zones, PPE).
• Reassess the risk after implementing new controls.
SurveyMonkey
8. Supervision, Communication, and Emergency Planning
• Detail supervision strategies (ratios, group sizes, staff qualifications).
• Outline communication plans (mobile phones, emergency contacts, parent notifications).
• 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.
10. Final Review and Approval
• The Principal or delegated authority must review and approve the risk assessment before the activity proceeds.
• Document the decision and reasons for approval or denial.
jpc.vic.edu.au
SurveyMonkey
JOHN PAUL COLLEGE
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).
• Mark each student as P (Present) or A (Absent).
• Click the green save and return button at the top of the page to save the roll.
• 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
JOHN PAUL COLLEGE
anomaly can be resolved.
• 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
S: Sick Pass (School)
H: Sick Pass (Home)
C: Class Pass
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.
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.
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.
SIMON JOHN PAUL COLLEGE
ROLL MARKING GUIDE
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.
11:40 AM – 11:45 AM
Activity (Year 12 Exam Period) [ACA] 11:45 AM – 12:30 PM
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
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.
SIMON
Subject Preferences on SchoolData
SUBJECT PREFERENCES PROCESS STAFF GUIDE FOR SUPPORTING STUDENTS AND PARENTS
GENERAL OVERVIEW
The subject preferences process is completed online. 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 8 PREFERENCES
1. Start the Process
• Click the green “Add new preferences” button in the online system.
2. Rank Subjects
• Students must rank 8 subjects in order of preference (all slots must be filled).
• Only 4 electives will be allocated, so order matters.
3. Parent/Guardian Email
• Enter a parent/guardian email address.
4. Parent/Guardian Approval
• Parent/guardian receives an email to review and sign off on the selections.
5. Changes
• Students can update their preferences up to two more times before the due date.
YEAR 8 FAQS
Will Year 7 students be guaranteed the elective they missed in Year 7?
No, there are no guarantees. If a student wants a specific elective, they should list it as their first preference for the best chance of being placed in it.
YEAR 9 PREFERENCES
1. Start the Process
• Click “Add new preferences.”
2. Select Mathematics Level
• Choose between Mathematics (at level) or Advanced Mathematics (above level).
3. Rank Subjects
• Rank 8 subjects in order of preference (all slots must be filled).
• Only 4 electives will be allocated.
4. Parent/Guardian Email
• Enter a parent/guardian email address.
5. Parent/Guardian Approval
• Parent/guardian receives an email to review and sign off.
6. Changes
• Students can update their preferences up to two more times before the due date.
YEAR 9 FAQS
Why does the system ask for Semester 1 selections only?
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?
Three electives are allocated for the year. Core subjects include Mathematics, English, Religion, Science, Humanities, HPE, and Italian (core for one semester only).
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.
JOHN PAUL COLLEGE jpc.vic.edu.au
YEAR 10 PREFERENCES
1. Start the Process
• Click “Add new preferences.”
2. Acknowledge Core Subjects
• All students complete VCE Religion and Society Units 1 & 2 and Health – Year 10.
3. Select Mathematics Level
• Choose between Foundation Mathematics (below level), Mathematics (at level), or Advanced Mathematics (above level).
4. Select Science and Humanities Electives
• Students must select at least one Science and one Humanities elective.
5. Rank Subjects
• Rank 8 subjects in order of preference (all slots must be filled).
6. Parent/Guardian Email
• 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.
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.
What is VPC?
The Victorian Pathways Certificate (VPC) is an optional pathway for Year 10 and 11 students who may not be ready for VCE or VCE-VM. Contact the Head of Senior School – Teaching and Learning for more information.
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.
• If selecting an offsite VET course, you must also complete a separate application form and provide your Unique Student Identifier (USI).
4. VCE Pathway
• 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.
YEAR 12 PREFERENCES
1. Start the Process
• Click “Add new preferences.”
2. Select Study Stream
• Choose between VCE-VM or VCE pathway.
• Students are encouraged to continue their Year 11 stream unless discussed with the Head of Senior School Learning.
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.
• 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).
• Only subjects completed at Unit 1 & 2 in Year 11 can be selected.
• Must select an English subject (English or Literature Units 3 & 4).
• Select a Religious Education subject.
• For new subjects not completed in Year 11, select “Apply to change a VCE 3/4 subject due to exceptional circumstances” and provide details.
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.
VCE (YEARS 11 & 12) FAQS
Do Year 11 students get study periods?
Not usually. Only students completing a VET course or 3/4 Religion and Society as their RE option may have study periods onsite.
What is Unit 3/4 Religion and Society?
It is a VCE subject that contributes to the ATAR and continues from Unit 1/2 Religion and Society completed in Year 10. Students must also do CYSMA or School Based RE.
What if a VCE subject changed into late isn’t showing in the system?
Contact the Director of College Operations to have it added. What does the error “You cannot continue until you meet the following rules: subject areas” mean in Year 11?
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.
What is VPC?
VPC is an optional pathway for students needing additional support or not ready for VCE/VCE-VM. Contact the Head of Senior School – Teaching and Learning for more information.
GENERAL FAQS
Can students resubmit subject preferences if they make a mistake?
Yes. Each student can submit their preferences up to three times before the deadline (8am, Wednesday 6th August).
Why did my friend receive the subject email but I didn’t?
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.
JOHN PAUL COLLEGE jpc.vic.edu.au
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.
8. Receive Notification
• You will receive an email indicating whether your subject change request has been approved or denied.
9. Multiple Submissions
• You can submit the form as many times as you wish, but only your most recent submission will be considered.
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.