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Enrolments

16 min read

First created 23 March 2015
Last reviewed 4 October 2023
Review cycle Two years
Approver Senior Leadership Team
Owner Enrolments and Projects Manager
Stakeholders Board, staff, students, parents
Child Safety National Principles 1-10

Overview #

  1. We will view all parents enquiring about enrolling their children in Rehoboth Christian College, as well as those being processed for Ordinary or Affiliate membership in the Association for Christian Education, as VIPs. The enrolment process is to be as transparent as possible to enable families to follow the progress of their application, and to make the College accountable for the prompt processing of applications.
  2. The College is committed to promptly processing applications received, and views the enrolment process as both an opportunity to enthuse prospective parents about the vision for the College, and as the beginning of a vital partnership with parents in the provision of quality Christian education. To facilitate this, the College employs and Enrolments Officer whose role will be to coordinate enrolments across Campuses and begin the process of inducting families into the culture and ethos of the College.

Rationale and Scope #

  1. The College recognises that the enrolment process can sometimes be a complicated one. The purpose of this policy is therefore to provide clear procedures and standards expected all staff involved in order to ensure the enrolment process is as straightforward and pleasurable an experience for families as possible.
  2. The purpose of this policy is to outline the process and standards expected when enrolling families into the College. It applies to staff involved in the recruitment and enrolment of prospective students.

Attachments and References #

In order to facilitate the College’s policy on providing a transparent and straightforward enrolment process, the following documents have been developed and should be referred:

  1. Enrolment Checklist for parents
  2. Enrolment Checklist for staff (see also the Enrolment Process Flowchart included in this policy)
  3. The Rehoboth Enrolment Process (Infographic) – see Appendix 1

Enquiry Procedures #

In accordance with the overview of the College’s enrolment policy, when an initial enquiry is made the Enrolments Officer, or, where the Enrolments Officer is unavailable, the staff member taking the enquiry, should endeavour to:

  1. ensure that a high priority is given to the family enquiring and that a conscious effort is made to make them feel important and that their call or visit is highly valued;
  2. view the enquiry as an opportunity to promote and provide information about the College, as well as obtaining pertinent information about the applicant;
  3. if appropriate, provide the following information about the College:
    1. that the College assists Christian families to fulfil their responsibility for their child’s education through the provision of Christ-centred schooling;
    2. that the College operates according to a model of parent-controlled Christian education; 
    3. that parents are able to engage with the College in various ways, particularly as Members or Affiliate Members;
    4. that bus services are available to and from several suburbs;
    5. the location of campuses
    6. that the College provides educational programs from Kindergarten through to Year 12
  4. complete and Enrolment Enquiry Form (EEF) and thereby obtain a record of information about the prospective family. It may not always be appropriate to obtain all the information requested; in such cases, the Enrolments Officer may refer the family to the College’s Privacy Policy and explain that the information collected is used solely to facilitate the enrolment process. At a minimum, a contact name, address, phone number, and source for the enquiry should be obtained;
  5. depending on the circumstances, and Information Pack and other relevant materials as listed on the Enrolment Enquiry Form, or may be directed to the College website to download versions of the same materials;
  6. follow up with the family, preferably via phone, if no application has been received within five days of the enquiry;
  7. invite the family to attend a one-hour session explaining Christianity, should they not be able to fulfil the enrolment criteria.

Criteria for Acceptance #

  1. At least one parent must be able to demonstrate an active Christian faith and current membership with a Protestant Christian church.
  2. Families agree to adhere to the Terms and Conditions as stated in the Contract of Enrolment provided in the Information Pack.
  3. The College maintains management-level guidelines regarding class sizes. These are dependent on a variety of factors which include, but are not limited to, student learning difficulties, disabilities, and English as a Second Language (ESL). Final class sizes are determined by the Campus Principal in consultation with the CEO.
  4. Under the School Education Act (WA) 1999, parents are required to provide all relevant information about the student, including information regarding any special needs of the student. Parents must provide to the College with the necessary information to enable the College to make an informed judgement about the needs of that student. The College may also request further information or reports about the needs of the student from parents. It is a legal requirement to disclose any previous disabilities or learning disorders. The College will assess each situation on its own merits and will develop an Individual Education Plan (IEP) for the student. The Principal, in consultation with the CEO and the relevant professionals, will determine whether the educational needs of the student can be met by the College.
  5. The applicant may be required to prove financial viability by:
    1. demonstrating that they could have afforded fees for the previous twenty-four months;
    2. providing evidence of a current bank with funds sufficient to cover one Term’s fees;
    3. payment in advance of a Semester’s fees, where this requirement has been determined by the Board in special circumstances.
  6. The College reserves the right to contact the previously attended school and discuss academic and behavioural records.

Procedures Following The Submission of an Application #

Responsibilities of the Enrolments Officer #

When an application and all required supporting documentation has been received, it is the responsibility of the Enrolments Officer to:

  1. ensure that the Testimonial Form, Parent/Guardian Application Form, and Student Application Form are included and completed correctly. In the case of the Testimonial Form, responsibility rests with the applicant to ensure this is completed by a Pastor, Minister, or Elder of the church currently attended by the family;
  2. screen the application to ensure it meets the basic criteria for acceptance outlined in section, Enquiry Procedures;
  3. immediately contact the family to arrange an interview with the Principal, or, if the Principal is unavailable, a Senior Staff member approved by the Board.

Responsibilities of the School Principal #

The School Principal or their Board-approved delegate will:

  1. meet with the parents in order to discuss key questions of the Christian faith and other areas included on the Principal’s Interview Form;
  2. share the vision of the College;
  3. attempt to enthuse the parents about the College;
  4. discuss any specific needs;
  5. provide Campus-specific information;
  6. ensure the family has had the opportunity to take a tour of the Campus;
  7. advise the Enrolments Officer of the outcome, positive or negative;
  8. forward all completed documentation, including his or her signature, to the Enrolments Officer.

Procedures Following the Principal's Interview #

  1. Following a family’s interview with the Principal, the Enrolments Officer will:
    1. arrange for the CEO, or, in his or her absence, the Finance Manager, to sign the approval form;
    2. email the Board-appointed Membership Monitor for final approval. The Membership Monitor will be provided with the opportunity to review the application and may choose to provide a recommendation to the Board for further interview, or accept the CEO’s recommendation, whether positive or negative.
    3. where the Membership Monitor has recommended a Board interview, advise the family of this by phone and make arrangements for them to meet with two Board members;
    4. where the family’s application has been declined, prepare a Letter of Declination that informs the family that their application has been declined. The Enrolments Officer is not obligated to include reasons as to why the family’s application was declined
    5. where the family’s application has been accepted, advise the family of the outcome by phone. This is to be followed with a Letter of Confirmation to the family that provides written evidence of the outcome of their application and a request for payment of the Security of Enrolment Fee within fourteen days of the day of the letter, this payment being taken as confirmation from the family that they have accepted the position(s) offered.
    6. enter the family and student(s) into the College database;
    7. forward the family onto the relevant Campus Administration Office.
  2. The Administration Office will then be responsible for:
    1. contacting the family by phone as soon as possible. The phone call should welcome the family to the Campus, let them know the College is looking forward to their arrival on the commencement date provided, and offer to answer any questions the family may have;
    2. ensuring that the family are sent any relevant Campus-specific documentation, such as booklists, information regarding laptops or other technologies to be used by students, and so on;
    3. arranging for the family to complete all documentation required by new families, such as medical information, bus applications, and so on;
    4. ensuring that the family are invited to any appropriate Campus-specific events and activities 
    5. ensuring that the family are subscribe to the College newsletter.

Re-Enrolment into Secondary School #

Rationale for Re-Enrolment #

  1. The number of enrolments into the College’s Secondary School presently exceeds its intake capacity. As such, a re-enrolment process is necessary for existing Year 6 students wishing to move into the Secondary School.
  2. The College considers the practice of re-enrolling a student to confirm their place in the Secondary School necessary for managing waitlists and incoming enrolments. 

Re-Enrolment Process #

  1. Parents of Year 6 students currently enrolled at the College will be required to re-enrol into Year 7 should they wish for their student to continue their education at Rehoboth.
  2. Re-enrolments for existing students will open at the beginning of Term 4 when the student is in Year 5 and will close on the final day of Term 1 when the student is in Year 6.
  3. A brief enrolment update form will be completed to confirm basic student information and the intention to continue at the College.
  4. As part of the re-enrolment, parents are to pay a Term’s fees as deposit:
    1. The fee charged will be equal to the Resident Student Fees – First Student tuition fee for Year 7 as per the Fee Schedule applicable at the time.
    2. Payment must be made in full before the final day of Term 1 of Year 6.
    3. The fee will be applied to the family’s account in the first term following the student’s commencement in Year 7 at the College.
    4. Should the student’s Year 7 re-enrolment be withdrawn prior to the final day of Term 1 of Year 6, the fee will be refunded in full to the family.
    5. A notice of withdrawal received after the final day of Term 1 of Year 6 is considered late notice and the fee will not be refundable.
    6. The fee cannot be applied to the family’s current account (i.e. prior to the commencement of Year 7).
    7. The College reserves the right to allocate a place to another student in the event that the fee is not paid in full by the final day of Term 1 of Year 6.
  5. Students may also be required to attend an interview with the Principal (Kenwick 7-12) as part of the re-enrolment process.

Priority of Re-Enrolment #

  1. Due to the limited capacity within the Secondary School, an order of priority will be set in place for students who are re-enrolling.
  2. The College considers the following factors when assessing re-enrolments:
    1. The date the re-enrolment application is received
    2. Whether the student has siblings also enrolled at the College
    3. The duration of the student’s enrolment at the College
    4. Student character and merit
    5. Financial good standing of the family.

Enrolment Process Flowchart #

Appendix 1: The Rehoboth Enrolment Process #

Appendix 2: Terms and Conditions of Enrolment #

Definitions #

  1. Applicant means the person(s) named in the Parent/Guardian Application and Student Enrolment forms.
  2. Security of Enrolment Fee means a fee of $200 per student for the first two students in each family.
  3. Association means the Association for Christian Education Inc.
  4. College means Rehoboth Christian College.
  5. Fees means tuition and additional charges set out by the College and outlined in the Fee Schedule and/or the International Students Fee Schedule, which are updated annually. Fee increases are approved at the Annual General Meeting.
  6. Ordinary Member means a member of the Association who is eligible to vote at Association meetings and serve on the Board of the Association.

Application and Acceptance #

  1. All applications for enrolments are subject to acceptance by the Association.
  2. In order for an application to be considered and accepted the College requires:
    1. a complete Parent/Guardian Application Form, signed by both parents or both guardians
    2. a complete Student Enrolment Form signed by both parents or both guardians
    3. a complete Testimonial Form signed by the Applicant’s Pastor, Minister, or Elder, and
    4. in the case of single parent families, a single parent with substantial rights of custody over a child may sign the enrolment application forms. Evidence of Court Orders or custody arrangements is required.
  3. Satisfaction of the requirements in clause (b) does not guarantee a student’s placement at the College.
  4. By signing the enrolment application forms, the Applicant agrees to abide by the policies and procedures of the College and these terms and conditions, as approved by the Board of the Association, which may be altered from time to time.

Fees #

  1. The Applicant shall be liable for payment of fees and, if there is more than one Applicant, each of them jointly and severally.
  2. Fees are levied upon the three eldest children attending the College.
  3. Fees will be billed by term in advance at the rates outlined in the annual Fee Schedule.
  4. The College reserves the right to require payment of fees in advance. It is not obliged to provide any reason for such a requirement. Where payment terms are extended, for Citizens and resident student, payment of fees may be made annually, termly, monthly, fortnightly, or weekly in advance, and the term bill must be settled by the last day of term. International students are required to settle fees one semester in advance.
  5. A discount of 3% is offered if the annual fees are paid prior to 15 February each year.
  6. Payment of fees may be made by direct debit, cash, cheque, credit card, Centrepay, or by Electronic Funds Transfer (EFT).

Special Circumstances #

In the absence of a student from the College for a term or pert thereof, whether due to illness, suspension, extended vacation, withdrawal or termination of enrolment, or any other reason, will not entitle the Applicant to a reduction in fees for that term.

Overdue Accounts #

Where overdue accounts arise, the College reserves the right to levy:

  1. late fees accruing from the date for payment until payment is made in full, and
  2. costs of any recovery action taken against the Applicant for unpaid fees.

Security of Enrolment Fee #

  1. The Security of Enrolment Fee (SOE) is payable within 14 days of the date included on the Letter of Confirmation.
  2. If the application for enrolment is successful the SOE will be applied to the College fees account for the first term immediately following the commencement of enrolment.
  3. If the application for enrolment is unsuccessful the SOE will be refunded in full.
  4. The Association will consider requests for a refund of the application fee where a student whose application was successful can no longer attend the College owning to unforeseen circumstances. In these instances refunds will be paid at the discretion of the Association.

Membership Fee #

A membership fee is payable by Applicants who elect to become Ordinary Members of the Association, whether or not the Applicant has any students enrolled at the College. Affiliate membership attracts no charge.

Discounted Fees and the College Support Program #

  1. Applicants who complete 5 hours of College support in each semester will be entitled to be billed at the discount rate shown on the Fee Schedule.
  2. New Applicants who intend to join the College support program will also receive the discount in their first semester and will be required to evidence the support from the second semester onwards.

Additional Charges #

There may be additional specific charges for College camps, excursions, calculators, diaries, booklists, and personal items. In Kindergarten and Pre-Primary, the stationery levy replaces the booklist. Kindly note that elective charges apply for many subject choices at Secondary level. Depending on subject choices, there may be charges for compulsory seminars and workshops, notably in English. Where additional charges apply, these will be charged to your fee account.

Fee Sharing #

If an Applicant has children attending more than one Christian school, a fee sharing discount may be negotiated, subject to certain conditions. Kindly contact the Finance Manager for more information.

Individual IT Devices #

Students provided with a MacBook, Chromebook, or similar device are required to return the device and all peripherals when leaving. The College reserves the right to recover the proportionate cost of any expenses incurred by the College where devices are not returned, or are returned either incomplete or in poor condition.

Withdrawal of Students #

  1. If an Applicant wishes to withdraw a student from the College, the Applicant must give to the College one term’s notice in writing or pay the College the equivalent of one term’s fees, if the notice is not given.
  2. The notice is to be delivered to the Association’s Business Office at 92 Kenwick Road, Kenwick WA 6107.

Duty to Advise of Changes in Circumstances #

  1. Applicants are required to inform the College of any changes in information provided upon enrolment that may arise subsequent to enrolment. This includes any changes in contact details, health status of a student, or change in any material fact that might reasonably be taken to affect the ability of the College to provide for the educational needs of a student or meet its duty of care obligations.
  2. A change in the marital status of parents is to be communicated without delay owing to the potential impact of such a change upon custody, access, and financial arrangements. Likewise, the College is to be provided promptly with a copy of any court order that affects and enrolled or future student.

Legal and Financial Advice #

  1. The Applicant warrants that they understand the provisions of the Terms and Conditions, the Fee Schedule, the Parent/Guardian Application, and the Student Enrolment Form and/or has sought or received independent legal and financial advice in respect of the same
    or
  2. The Applicant warrants they have executed these Terms and Conditions, the Fee Schedule, the Parent/Guardian Application, and the Student Enrolment Form based on the Applicant’s own understanding, judgment and/or advice of independent legal and financial representatives.