Policies and Processes

Below are our key policies.

  • If you need to report a Student Protection incident please contact the Principal by email [email protected] or phone 07 4939 9602.
  • If you wish to make a formal complaint regarding the handling of a Student Protection Report by a member of staff at the College, please email [email protected] for detailed information about the complaints procedure.  You can also access the Complaints Procedure Form as below:
  • If you wish to register a complaint about the handling of a Student Protection Report by the Principal, please contact the Company Secretary: [email protected]

Download Policies

Student Protection

All students at St Ursula’s College should expect to be:

  • Treated with dignity and respect at school
  • Able to feel safe at home and in the wider community
  • Able to learn free from anxiety

The law protects children and young people. All adults have a responsibility to ensure that children and young people are protected. At St Ursula’s, staff and volunteers have a special role in protecting students and are trained to provide assistance to students experiencing or fearing harm. They are willing to assist in any situation where a student has concerns for their personal safety or the safety of others.

Any student who knows that another student has been harmed or is afraid of being harmed should SPEAK UP.


Harm is any detrimental effect of a significant nature on a student’s physical, psychological or emotional wellbeing. This can include:

  • Harm to a student by a staff member or volunteer of the College
  • Harm to a student by someone else (eg. family member, visitor, neighbour, sports coach)
  • Harm to a student by another student
  • Self-harm

Harm may be caused by:

  • Physical Abuse – hitting, shaking, punching
  • Sexual Abuse or Exploitation – sexual touching, intercourse, intimate relationship between staff member/family member/other adult and student, exposure to sexual pictures
  • Psychological or Emotional Abuse – verbal or written threats including electronic, damaging comments, sarcasm, constant criticism
  • Neglect – failure to provide adequate food, shelter or care
  • Bullying and self-harm may also constitute harm


Any staff member will assist you to speak up. Go to any staff member and say you need to report harm. They will assist you.

For legal reasons, special people have been appointed to deal with reports of harm.

They are:

  • Student Protection Contacts (Deputy Principal Spiritual/Pastoral/College Counsellor/Head of Boarding)
  • Principal (Mrs Dunbar)

That person will listen to you, take your report seriously, care for you and ensure the correct procedures are followed to protect you or the student you are concerned about.

Remember: Children and students need to be protected. Protect yourself and others by speaking up.


The Deputy Principal Spiritual & Pastoral, Heads of School, College Counsellor, Indigenous Education Officer, Head of Boarding and College Nurse work together to provide specific support for students and cater for their personal needs.

Help is available from the following websites and phone numbers:

Reachout.com headspace.org.au | KIDS HELP LINE 1800 551 800


St Ursula’s College encourages students to build respectful and positive relationships with ALL members of the College Community. The College embraces the philosophy and processes of Restorative Practices is committed to ensuring a safe and caring environment, which promotes personal growth and positive self-esteem for all and, therefore, will not tolerate harassment in any form.


Harassment or Bullying occurs when a person engages in repeated unwelcome conduct which offends, humiliates or intimidates another person.

Harassment can be:

  • Physical – touching, pushing, hitting, kicking, physical intimidation
  • Verbal – hurtful comments, payouts, teasing, calling names, crude jokes, spreading rumours, offensive or abusive comments
  • Verbal/Social Media – obscene body/hand gestures, stopping access to areas, damage to personal property, inappropriate emails or text messages or photographs

If you are being harassed, or see someone being harassed, you should:

  • Tell the person who is harassing you to STOP

If you feel unable to do this:

  • Talk to your House Group Teacher or a Teacher you are comfortable talking to
  • Talk to your Head of School or Deputy Principal Spiritual & Pastoral
  • Talk to your friends and parents

Remember – if you are being harassed, you can do something about it! Support for you is available, TALK to someone.

If you see someone being bullied, you are a bystander – it is your responsibility to SPEAK UP.


Students who have been involved in harassment can expect:

  • In the first instance of harassment, students will be made aware of their unacceptable behaviour and asked to make appropriate amends for their actions

For students who repeatedly harass:

  • Leadership Team members will be informed, and appropriate actions will be taken
  • College processes will be followed
  • Parents will be contacted
  • Behaviour will be monitored
  • If behaviour that contradicts the values of the College persists, the offending student will face temporary or permanent exclusion from St Ursula’s College

Code of Behaviour

Breaches to this Code of Behaviour of the Uniform Policy will result in consequences. An accumulation of such breaches may result in the student being ineligible for a College award or a College leadership position.

The students of St Ursula’s College are expected to witness to their belief in Gospel values by:

  • Participating in class and school Liturgies, Retreat Days and Prayer
  • Being actively involved in Religious Education classes
  • Having a positive attitude to practising their Faith

Students are expected to show respect and concern for others by:

  • Speaking and acting courteously to all staff and visitors to the College
  • Acting in a friendly manner towards each other, both individually and in group situations
  • Not gossiping about and criticising other students
  • Not damaging anybody else’s reputation
  • Not using inappropriate, unacceptable or threatening language
  • Refraining from actions that threaten, harm or demean others
  • Not disrupting the learning of others
  • Moving quietly between classes
  • Correct use of technology


Students are expected to show respect for themselves by:

  • Behaving in a way that upholds their dignity as young women
  • Not smoking or introducing/using alcohol or drugs. The breaking of this rule at the College or any College function is considered to be a serious offence
  • Wearing their school uniform with pride
  • Dressing appropriately at all College functions

All students are to respect property by:

  • Having their own belongings properly named
  • Borrowing only with the express permission of the owner and returning the item as soon as possible
  • Not stealing
  • Using College property including books and resources with respect
  • Caring for the environment by not littering, defacing with graffiti nor damaging wilfully
  • Not bringing chewing gum to school
  • Reporting damages as soon as possible

School Day Procedures


  • Day students are not supervised on the grounds before 8:00am
  • Students are expected to come directly to school. On arriving at the College, students are not permitted to leave the grounds without permission from a Head of School. If permission is given, students must sign in and out at Student Reception
  • At 8:25am, students are to organise materials for morning lessons and move to Lesson 1 by 8:30am


  • All students must collect books before 8:30am, at the end of the first break and at the end of second break and be fully prepared for the next lessons
  • Prior to the start of a lesson, students are to line up outside the classroom and wait quietly for the teacher. Students may be givens set places in the classroom and are expected to sit in these unless otherwise directed.
  • All students are expected to follow classroom procedures
  • Students are required to have their Planner signed by their teacher/supervisor to leave the classroom during class time
  • Students are not permitted to leave the school grounds during the school day without permission
  • Mobile phones should not be used from 8:00am until 3:00pm. Upon arrival at the College, all phones must be locked in lockers and remain there during the school day. Phones may be accessed briefly in break time to check for important messages from parents or used for educational purposes with the permission of a teacher

Consequences for students mis-use of mobile phones/other technology:

  • 1st Offence: name recorded, phone/device confiscated and to be collected from Student Reception at 3:00pm
  • 2nd Offence: name recorded, phone/device confiscated and to be collected from Student Reception at 3:00pm. After school detention. Further infringements may impact ongoing enrolment at the College
  • If a student becomes sick during class, she is to report her illness with her teacher. If necessary, the student is sent to Student Reception and will be referred to the Health Centre
  • If it is necessary for a student to bring medication to school, it must be handed in to the Nurse.


  • Active supervision of students will be provided until 3:20pm daily. Students may undertake study in the library until 5:00pm Monday to Thursday or until 3:45pm on Fridays.


  • Students arriving late to school are required to report to Student Reception to sing the register. A note or email of explanation from parent/supervisor should be provided
  • Students who need to leave the College early must supply written permission (email or note) to their HOS or Student Reception by 8:25am that day
  • Parents of students in Years 7-10 are required to sign their daughter out at Student Reception before departing the College. Students in Year 11 and 12 may independently sign out with written permission provided by parents and as approved by the HOS


It is expected that all students will remain at school until 3:00pn on the final day of term as per the College calendar in order to meet course requirements. Please note that Boarding families are requested to make travel arrangements on the designated Travel Days as indicated on the College calendar.


  • When students are absent from school, parents/carers are requested to contact the College each day of absence unless advised otherwise

St Ursula’s College recognises that there are times when students are legitimately unable to attend school; however, as attendance is vital for academic success, it is expected that students attend School every day of the school year, unless there are reasonable or exceptional circumstances and that procedures are followed.

Extended unexplained absence may impact on enrolment at the College.  



When a family/student knows in advance that special leave from school is required during term time it is the responsibility of the parent to notify the school by phone, email or letter before the leave can be granted.

Once the school has been notified, the student should collect a Request for Leave form from Heads of School and ask their teachers to complete. An appropriate time frame of notice is required.

The form documents the work expectations for a student during the absence period. It is the responsibility of the student to complete the work and keep up to date with their learning. The College does not support students taking extended leave during the school term unless for exceptional circumstances or medical reasons.

Extended leave may impact upon a student’s ability to meet course requirements, including assessment, and an incomplete result may be awarded.

College Uniform

Students in Years 7,8 & 9 only are permitted to wear their Sports Uniform to and from school on days they have a practical Physical Education lesson.


  • White College Blouse and Tie
  • Navy Blazer for all students in Years 10, 11 & 12. Optional for students in Year 7, 8 & 9
  • College Skirt (covering the knee)
  • White fold-over style short dress socks or Pantyhose (40 denier) – Navy
  • Black leather regulation, lace-up school shoes of regular height
  • College Badge
  • Navy College Panama Hat (to be worn at all times when outdoors)
  • College backpack (compulsory as it encourages good posture) 


  • The Sports House Shirt is worn on Free Dress Days, (such as Sports Carnivals, Retreat Days, Fundraising Days) with school shorts and appropriate closed in shoes unless otherwise specified


  • Navy College Shorts
  • College House Shirt
  • Sports Shoes
  • White Socks
  • Navy College Sport Hat
  • College one-piece swim suit (navy or black one-piece may be worn as an alternative)
  • College Tracksuit


(Except for days when Formal Uniform is required)

  • College Dress (covering the knee)
  • College Vest/Jumper/Scarf for extra warmth. Senior Students must wear a Blazer over the jumper or vest


Students must maintain their uniform, keep it neat, clean and tidy, and replace items if they are worn or damaged.


  • Hair must be tidy and neither grown nor groomed in an extreme or exaggerated fashion
  • Hair must be in such a condition that it does not invite comment
  • Extreme hairstyles such as shaved/buzz cut hair or brightly coloured hair is against the College rules. Hair colour should be as close to natural as possible
  • Hair must be tied back for neatness and health and safety reasons. Hair ties or ribbons are to match uniform colours. Flowers, ornaments and head bands are not acceptable
  • Hair that is longer than the collar should be tied back


  • A watch may be worn
  • No large back on studs
  • One small plain earring (sleepers or studs) may be worn in the lower ear lobe. They are not to be larger than the lobe. They may be gold, silver or white
  • No other piercings on any part of the body. Clear studs are not acceptable


  • Fingernails should be kept clean and short
  • Fake nails and nail polish are not permitted
  • Underclothing must be plain and not seen through the uniform
  • Eye and face make-up is not to be worn with College uniform
  • Sports Uniform and Formal Uniform accessories are not to be mixed
  • Students are not permitted to wear their Sports Uniform to or from the College (unless in Years 7, 8 & 9 on designated practical Physical Education lessons)
  • Students in Years 10,11 & 12 are required to bring their Sports Uniform on the days required and change when required
  • Footwear: Thongs are never to be worn to, from, or at the College


The correct wearing of the College uniform is critical to developing a sense of school pride and spirit. In addition to this, it helps to prepare students for the expectations associated with life after school. Students at St Ursula’s College are continually encouraged to wear their uniform correctly, however, should breaches occur a red card will be issued and their name recorded. The student will be expected to attend a lunchtime detention.

If a student accrues three red cards in one term their name will be recorded and they will be expected to attend an after school detention. If the student continues to be non-compliant regarding uniform expectations, parents will be notified to discuss ongoing enrolment.

Assessment Procedures


All students are expected to keep a copy of submitted assignments. Assignments will be returned to students in class for feedback but will then be contacted by the class teacher for student folios. The college will retain ownership of all assignments. The college reserves the right to reproduce copies (with the student’s name erased) to display as examples.


Due dates for assessment tasks are documented on the front cover of the task sheet and are also published on assessment calendars. Any variations to assessment conditions will be approved by the subject HOD and, if necessary, the Deputy Principal Learning & Teaching. Any amendments to assessment dates will be communicated to parents and students.


Students will be given some class time to meet the assessment task requirements. However, there is an expectation that students will be working on assessment during homework and scheduled study time. The classroom teacher will establish checkpoint dates and offer feedback during the assignment process to support the student’s response. Conferencing will include a brief discussion of ideas and adherence to task requirements, it will not involve detailed correction of errors. It is the responsibility of the student to work through a drafting process, including editing of language, before conferencing with the teacher.

If a student does not meet assessment checkpoint expectations or if the classroom teacher becomes concerned about the amount of work completed throughout the assignment process, contact will be made with parent/caregivers.


Students may make an application for an extension of time to complete an assignment. Each application is considered on an individual basis; both the needs of the student and the equity of others will be taken into account. Students will be required to show evidence of their progress in response to the task and provide documented written evidence of disadvantage including dates (e.g. Medical Certificate or other relevant information to support the Application for Extension).


Obtain the Application for Extension form from the Head of School. Complete and have it signed by a parent/guardian, the classroom teacher and the subject HOD. The subject Head of Department will approve or reject the request based on the evidence submitted and the nature of the task. Final consultation may occur with the Deputy Principal Learning and Teaching. The completed Application for Extension form must be submitted at least two days before the due date.


In the interest of equity, reliability and validity, all assignment work must be completed and submitted by the due date. Assignments are to be submitted by the due date. Assignments are to be submitted to your teacher.

A student who is absent on the due date must still adhere to due dates by submitting their response via email, Google Classroom or through the College Office. Once the student returns to school, Senior School Students must provide a Medical Certificate in the case of illness, and Middle School students must submit a note from a parent/caregiver.

Issues with technology or other resources are not adequate reasons for non-submission of work or an extension being granted.


An assignment is late if it is not submitted by the agreed upon due date and time. Any work handed in after it is due will not be recorded in student results. Students will be graded on evidence produced prior to the due date (e.g. a draft). If a draft or other evidence of work is not accessible, then the students will be given time equivalent to a lesson to respond to the task. This session will be completed at a time before or after school at the discretion of the Head of Department. If a student has not met course requirements, they may be awarded an incomplete result. Should a student not meet an assessment due date on more than one occasion, an interview with parents will be required.


Plagiarism involves students submitting the work of others as their own, without appropriate acknowledgement or referencing of the original work.

This includes but is not limited to the following:

  • Sections of text (sentences or paragraphs) copied word for word without the use of quotation marks and an appropriate reference
  • Sections of text (sentences or paragraphs) that have been rephrased or summarised and the source material does not have an appropriate reference
  • Taking an idea or work from another source without reference to it
  • Copying some or all of the work of another student or past student
  • Allowing another student to copy your work
  • Using images, audio, video and other electronic media without acknowledging their source

If a student plagiarises the work of another, only the original part of the assessment instrument will be graded against the subject criteria. This will impact upon a student’s results and if course requirements are not met, they may be awarded an incomplete result for the subject.


If a student engages in academic misconduct, including plagiarism or cheating, or routinely does not meet assessment submission requirements, then ongoing enrolment in a course may be withdrawn. Additionally, a result will not be awarded for this assessment task and a result of incomplete will be given. This may impact upon a student’s ability to meet the course requirements.


It is a student’s responsibility to first discuss the results of assessment tasks with their teacher within two days of receiving the result, as academic departments have moderation procedures in place. All students have the opportunity to request cross-marking of assessment tasks for clarification of awarded results. If the matter is not resolved, a student may make a request for further consultation with the Deputy Principal Learning and Teaching. This request must be made in writing to the Head of Department. This request should stipulate reasons for additional cross-marking required.


All students are required to sit the examination on the scheduled day in the allocated examination block or designated class lesson. The only variation to this requirement is a medical condition justified by a Medical Certificate and is at the discretion of the Head of Department and/or Deputy Principal.

Any student engaging in cheating will have their exam paper removed and they will not be awarded a result for the task. This will impact upon their ability to meet course requirements and they will be awarded an incomplete result overall. Additionally, credit may not be awarded for Senior Course programs.

At St Ursula’s College, examinations are not scheduled at the request of parents or students. Students and parents will be given timely notice of assessment schedules. If students are absent for an exam, they need written evidence to justify the absence. In Years 11 and 12 a medical certificate is required. Any variation to examination requirements will impact upon a students’ results and may inhibit them from meeting course requirements.


  • Assemble outside your examination room and be ready to enter at least 10 minutes before the time set for the session with all required equipment. Equipment cannot be borrowed or shared during the session
  • You must not take any phones, bags or notes into the examination room. Clear, unbreakable water bottles are allowed and are to be placed on the floor
  • Upon entering an examination room, you must not communicate with any other students in any way including but not limited to: speaking, notes or gestures. Keep your work covered to ensure your responses are secure
  • You are to remain in your allocated seat until the end of the allocated time period. At the completion of the examination, do not move from your seat or communicate with others until instructed to do so by the Supervisor.
  • Do not remove any examination papers, notes or rough working from the room unless instructed by the Supervisor
  • You cannot leave the examination room until the end of the allocated exam time period

Appropriate Use of Technology

Students should:

  • Use the internet for class-related research purposes
  • Use internal and external email to communicate with other users
  • Report to their teacher any inappropriate communication received from other users
  • Access the internet only while under supervision
  • Correctly acknowledge sources of information obtained from the internet in references and bibliographies
  • Respect copyright laws and licence agreements
  • Check your email frequently and correct delete unwanted messages promptly

Students should not:

  • Interfere with the privacy of other users
  • Use obscene, impolite or offensive language, especially in emails
  • Be involved in the buying and selling of merchandise or services or gambling
  • Reveal personal details of yourself or others to anyone online. (This includes your full name, address and telephone number)
  • Download software or accept executable files (.exe files) as attachments to email
  • Access sites which contain pornography or encourage violence or drug use
  • Post chain letters or engage in “spamming” (sending annoying or unnecessary messages to a large number of people)



Students should:

  • Keep passwords secure
  • Show respect for equipment and report any faults or vandalism immediately to a teacher
  • Respect the right of the Network Administrator to monitor students’ files and communications
  • Advise the Network Administrator of any security or virus problems
  • Manage their User Directories responsibly

Students should not:

  • Copy software in violation of Copyright Laws
  • Interfere with the work of other students
  • Log in under another student’s name or use another person’s email
  • Download, watch or share media or music files onto the system from personal USB sticks, MP3 Players or the Internet
  • Change configurations and setting on computers
  • Disconnect or shift hardware
  • Alter or electronically copy photographs of others