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FEE-HELP INFORMATION AND POLICYFEE-HELP INFORMATION AND POLICY (PDF 63.9 Kb)
PRIVACY POLICY
Jansen Newman Institute of Counselling & Applied Psychotherapy is committed to ensuring the privacy of all information it collects. Information supplied to Jansen Newman Institute will only be used for the administrative, educational and counselling purposes of this institution.
Jansen Newman Institute is a registered company and therefore, like other companies operating in Australia is bound by the National Privacy Principles as set out in the Privacy Amendment (Private Sector) Act 2000. In keeping with this legislation, this Privacy Statement sets out Jansen Newman Institute's practice in the collection, use and disclosure of personal information.
Academic Information
Jansen Newman Institute collects a substantial amount of personal information concerning students. This information is only collected where necessary and will be protected from unauthorised use or access. The disposal of information that is no longer required for such purposes will be carried out in accordance with legal and company requirements.
JNI Counselling Services
JNI Counselling Services maintains records on all clients in keeping with standards of professional conduct. This information will be protected from unauthorised use or access. This information will not be disclosed without your consent unless there is a clear danger to the client or others or there is a legal obligation to do so.
ACADEMIC GRIEVANCE PROCEDURES
The policies and procedures below are published on the Jansen Newman Institute web site (www.jni.nsw.edu.au) and are set out in the 2007 Revised Student Handbook, Faculty Handbook and Staff Policies and Procedures Manual.
In the case of student grievances that relate to student progress, assessment, curriculum and awards in a course of studythe following appeal processes apply.
All students of the Jansen Newman Institute can use the following procedures to submit a grievance about an academic matter. The complainant and respondent will not be victimised or discriminated against as a result of a grievance being raised.
Students of the Jansen Newman Institute are entitled to use the grievance procedures set out in this policy, regardless of the location of the campus of the institution at which the grievance has arisen, the student’s place of residence or the mode in which they study.
Students at the Jansen Newman Institute have access to a three(3) stage academic grievance process which is set out below: There is no charge levied by the Institute for handling any complaint in any of the three stages mentioned below.
Stage 1
In the first instance, grievances should be discussed with the person/s and/or marker involved. However, if this is impracticable, students should communicate with one of the staff listed below. A decision about the grievance will be made within 21 days.
Or
Students should first take their grievance to either of the following: (a ) Academic Director; or (b ) Academic Coordinator. The grievance will be dealt with within 21 days of receipt of the grievance.
Stage 2
The second stage of the grievance process is as follows:
If dissatisfied with the response to the grievance or the time taken under stage 1 to resolve the matter, the student may submit the grievance in writing to Chief Executive Officer and/or explicitly seek the involvement of the Academic Executive Committee. The Academic Executive Committee will deal with the complaint within a reasonable time, normally within 21 days of receipt of the complaint.
Stage 3
The third stage of the grievance process is as follows:
If not satisfied with a decision of the Academic Executive Committee in Stage 2, the student may request that the matter be further reviewed by the External Review Committee of the Academic Board appointed by the Jansen Newman Institute for this purpose. The External Review Committee of the Academic Board consists of three members as follows: Judith Townsend, Marcus Mackay and Dr Jac Brown. Grievance will be addressed within 4 to 6 weeks.
Implementation of Recommendations
If the External Review Committee of the Academic Board makes recommendations in relation to a grievance they have reviewed, the Chairperson will forward those recommendations to the Academic Director within 7 days. The Academic Director will ensure that the recommendations are implemented within the following 7 days.
This policy is communicated to academic staff through the Jansen Newman Institute Faculty Handbook and to support staff through the Jansen Newman Institute Staff Policies and Procedures Handbook. The Academic Director is responsible for the training of academic staff in the application of this policy. The Administration Manager is responsible for the training of support staff in its application.
The complainant and/or respondent have the right to be represented by a third person (such as a family member, friend, counsellor or other professional support person) if they so desire.
At all stages of the process, reasons and a full explanation in writing for decisions and actions taken as part of the procedures will be given if requested by the complainant and/or respondent.
Records of all grievances, applications for review of decisions and outcomes of the grievance process will be kept for a period of 5 years. These records will be strictly confidential and filed in a separate file (not kept on the student or staff file) and stored in the office of the Registrar for a period of 5 years. Parties to the complaint will be allowed supervised access to these records.
NON-ACADEMIC GRIEVANCE PROCEDURES
Students of the Jansen Newman Institute are entitled to use the grievance procedures set out in this policy, regardless of the location of the campus of the institution at which the grievance has arisen, the student’s place of residence or the mode in which they study.
General Guidelines
1. Assertiveness and direct communication
It is expected that everyone who works or studies at JNI (staff, faculty, students) will conduct their dealings with each other in a spirit of honesty and openness. The Institute’s philosophy is that conflicts and problems are far more likely to be resolved if all parties concerned are frank in revealing both the facts, and the emotional impact upon them, of the situations in question to the person with whom the issue is directly associated or connected. This means approaching the issue assertively by stating the problem directly to the person concerned and seeking resolution using the skills of assertive communication taught at the start of the program. This is far more constructive than complaining to, or gossiping with, another person. It is recognised, however, that exceptions may occur, where threats, intimidation or fear of reprisal may be a concern for the complainant. In such cases, a more indirect procedure may need to be instigated (see below).
2. Involvement of a third party to facilitate resolution
Should the above process be unsuccessful in reaching resolution, then it is suggested that students approach, in the first instance, the Academic Director and/or the CEO. Alternatively, they could address correspondence outlining the matter to the Chairperson, Academic Executive Committee. (They have the option of leaving the envelope in the Student Assignment box or handing the envelope to Administration at the front desk). It is acknowledged that disputes and misunderstandings can often be clarified faster, and more effectively, if a neutral third party is present. This is, of course, in the spirit of the Institute’s teaching of counselling and conflict resolution methods.
Students are also advised of a specific procedure that applies in the case of problems with another member of their Therapy Group. Such problems are normally stated, and resolved, within the context of a group session, rather than brought up outside of group, or with the involvement of a third party. However, should the normal procedure fail to bring a satisfactory resolution, then the steps above might then be followed.
3. Formal complaints and grievances
In the case of a serious complaint, for example, one relating to professional misconduct or behaviour that contravenes the Institute’s stated ethical principles, a student may wish to instigate a formal complaint. This is done in writing and directed to the Academic Executive Committee. If the matter remains unresolved, a meeting of the External Review Committee would be convened to further consider the matter, and to make recommendations as to resolution. If the matter still remains unresolved, Further External Reviews can be obtained from ACPET and if the matter is still unresolved, then the aggrieved person may refer the matter to an external agency, such as The Anti-Discrimination Board or the Department of Fair Trading. These procedures are detailed below in the Formal Complaints Procedure Stages 1 to 3.
Formal Complaints Procedure
This procedure is designed to be easily accessible to all students regardless of their personal circumstances. There is no charge levied by the Institute for handling any complaint under this procedure. It is the Institute’s priority to facilitate timely resolution of all complaints. All complainants will be treated fairly and will not be victimised or discriminated against in any way.
Stage One: Formal complaints or grievances must be submitted in writing to the Academic Director (Chair of the Academic Executive Committee). Receipt of the complaint or grievance will be acknowledged by the Academic Director or a representative within five working days.
The Academic Director or a representative of the Academic Executive Committee will then, if necessary, seek to clarify the outcome that the aggrieved person hopes to achieve. When such clarification occurs in a face-to-face interview with the aggrieved person, the aggrieved person may ask another person to accompany them (such as a family member, friend, counsellor or other professional support person). The grievance will be taken to the Academic Executive Committee who will then endeavour to resolve the grievance in a timely fashion, providing a written report to the aggrieved person, within 3 weeks, on the steps taken to address the grievance.
Stage Two: If the grievance remains unresolved, the aggrieved person can apply to the Jansen Newman Institute’s External Review Committee of the Academic Board. The External Review Committee of the Academic Board consists of three members as follows: Judith Townsend (Chair if the Academic Board) ; Marcus Mackay ; and Dr Jac Brown (contact number. The External Review Committee will consult with the aggrieved person and other relevant parties. Where possible such consultations will be held within 6 weeks and should take the form of face-to-face interviews. The aggrieved person may ask another person (such as a family member, friend, counsellor or other professional support person) to accompany them to the interviews.
Once the Academic Director receives a report from the External Review Committee of the consultation procedure and result of the grievance, then a written report on the result and further options available to resolve the grievance, if necessary, will be sent to the aggrieved person within 2 weeks.
Stage Three: Further External Review:If a student remains unsatisfied with the outcome of the Institute’s procedures, external mediation is available through the Australian Council for Private Education and Training (ACPET). ACPET do not charge a fee for this service.
If a grievance still remains unresolved after external review, the aggrieved person may decide to refer the matter to an external agency such as The Anti-Discrimination Board or the Department of Fair Trading.
Implementation of Recommendations: Recommendations from the Further External Review/s will be sent to the Academic Director who will implement the recommendation/s within 30 days and will also write a written report to the aggrieved person within 30 days of receipt of the recommendation/s.
CONTACT DETAILS FOR ACPET:
Australian Council for Private Education and Training (ACPET)
PO Box Q1076, QVB Post Office, Sydney NSW 1230
Ph: 1800 657 644 Fax: 02 9264 4550
Email: acpet@acpet.edu.au
This policy is communicated to academic staff through the Jansen Newman Institute Faculty Handbook and to support staff through the Jansen Newman Institute Staff Policies and Procedures Handbook. The Academic Director is responsible for the training of academic staff in the application of this policy. The Administration Manager is responsible for the training of support staff in its application.
At all stages of the process above, reasons and a full explanation in writing for decisions and actions taken as part of the procedures will be given if requested by the aggrieved person.
Record Keeping & Confidentiality: Records of all grievances, applications for review of decisions and outcomes of the grievance process will be kept for a period of 5 years. These records will be strictly confidential and filed in a separate file (not kept on the student or staff file) and stored in the office of the Registrar for a period of 5 years. Parties to the complaint will be allowed supervised access to these records.
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