Policies and procedures
Macquarie University English Language Centre has a number of policies that ELC students should make themselves aware of. All students and staff are expected to adhere to policy.
Please click on the policy name below to access a summary and the complete policy document:
Code of Behaviour
Macquarie University is committed to providing a fulfilling and rewarding learning and research experience that enables students to achieve their full academic potential. All ELC students and staff need to adhere to the Code of Behaviour of Macquarie University.
This commitment is supported by the Student Code of Conduct which enshrines your rights and responsibilities into the cultural and structural framework of the University. It is further supported by the Student Misconduct and Discipline Rules (see page 14)
At the ELC, appropriate behaviour is:
- Behaving safely
- Maintaining good attendance
- Respecting others through speech, manner and actions
- Attempting to resolve disagreements by talking to the person involved, as soon as possible
- Ensuring that your behaviour does not hinder the progress of other students
- Using email, mobile communications and the internet responsibly
- Participating in all class activities and completing all set work
- Adhering to any learning contract as agreed with the Student Advisers
The Student Code of Conduct and the Student Misconduct and Discipline Rules describe your rights and responsibilities as a student and explain the expectation that all students must accept their shared responsibility for maintaining a safe, ethical, harmonious and tolerant University environment.
Student Code of Conduct
This code of conduct is published in order to give students notice of general conduct which is prohibited. It is not an exhaustive list of misconduct. For example, University by-laws, rules, policies and other codes of conduct published by the University may specify other behaviour which will be misconduct.
Students are accountable for their misconduct. Any misconduct may be subject to disciplinary action by the University under its student disciplinary rules.
It is a student’s responsibility to be familiar with this code of conduct and other behaviour standards required by the University.
Compliance with this code of conduct is a policy of the University. It is binding on all students.
The University by publishing this code of conduct seeks to provide an environment that:
(a) serves the educational mission of the University;
(b) promotes integrity and academic achievement;
(c) is protective of free inquiry; and
(d) is respectful of the rights and welfare of members of the University community and others.
A student must not intentionally or recklessly:
Disruption and harm
(b) interfere with the ability of any member of the University community or any associate of the University to engage in or enjoy any University activities or to access, occupy, use or move about University property;
(c) disrupt or hinder the exercise of the right to freedom of expression by any member of the University community or any associate of the University;
(d) engage in disorderly conduct including by:
(e) do anything which may bring the University into disrepute including by making or publishing false or misleading statements relating to the University;
(f) engage in any dishonest behaviour including by:
(g) do anything which may endanger the physical or mental health, safety or well being of any person (including the student);
(h) possess, store or use on University premises any weapon, explosive materials, fireworks, dangerous chemicals or biological agents or other dangerous thing, without authorisation from the University;
Breach of rights
(i) cause physical harm to any person or bully, stalk, sexually harass or haze (including hazing to which the person being hazed has consented) any person;
(j) engage in violent or threatening behaviour including by using threatening or abusive language;
(k) conduct himself or herself in an offensive manner or use offensive language, on or near, or within view or hearing from University premises or whilst engaged in University activities, without a reasonable excuse;
(l) make allegations of misconduct by another person to the University or of unlawful conduct to the police or any other government body if:
A. (1) the alleged misconduct or unlawful conduct is trivial; or
B. the allegation is made or pursued to harass or annoy, cause delay or detriment to another person or for another ulterior purpose;
(m) make any sexual contact with any person without that person’s consent;
(n) vilify another person or class of persons because of the actual or perceived gender (including the characteristics of the actual or perceived gender), gender identity, intersex status, sexual orientation, race, marital or relationship status or religious beliefs or activities, disability or age of that person or class of persons;
(o) disclose or purport to disclose to any person the sexual orientation, gender identification or intersex status of any person who is gay, lesbian, transgender or intersex, without that person’s authorisation unless it is public knowledge because of a public disclosure by or authorised by that person;
(p) victimise a person by subjecting that person to any detriment because he or she, or a person associated (whether as a relative or otherwise) with him or her, does or proposes to do any of the following:
Alcohol and drugs
(q) be drunk on any public part of University premises;
(r) consume or distribute alcohol on any public part of University premises except those parts:
(s) use, possess, grow, manufacture, store or distribute illegal drugs or drug paraphernalia;
(t) give another person or cause another person to be given or to consume food or drink which contains an intoxicating substance if the recipient is not aware the food or drink contains the intoxicating substance or that the food or drink contains more of an intoxicating substance than the recipient would reasonably expect it to contain;
(v) enter, occupy, use or interfere with any University property or enable any other person to do so, without authorisation from the University;
(w) possess, duplicate or use or provide other persons with access codes, keys, access cards, passwords or similar information or devices to any University property, without authorisation from the University;
(x) fail to comply with any agreement between the student and the University;
(y) disobey a reasonable direction given within their authority by a University representative;
(z) refuse to disclose his or her name or age or show proof of identity or age or his or her student identity card to a University representative if it is reasonable to request it to be given (it will be taken to be a reasonable request if the student is on University premises or engaged in or present at University activities);
(aa) possess or provide to any University representative false or misleading proof of identity or age or a false student identity card;
(bb) obstruct any University representative in the performance of his or her duties;
(cc) do anything which is unlawful in New South Wales or, if done outside of New South Wales, would be unlawful if it was done in New South Wales;
(ee) breach any University regulation;
(ff) breach any applicable standards of professional conduct;
(hh) without reasonable excuse fail to co-operate with a person carrying out an investigation on behalf of the University, as directed;
(ii) incite, persuade, conspire with or assist any other person to engage in misconduct;
(jj) attempt or threaten to do anything which is misconduct;
(kk) be party to any cover-up of misconduct or the destruction, concealment, alteration or withholding of any evidence of misconduct or otherwise conceal the identity or whereabouts of any person who is alleged to have engaged in misconduct;
(ll) publish or display material which could be understood by a reasonable person as indicating that somebody intends to engage in misconduct.
(a) a student organisation;
(b) the management committee of a student organisation; or
(c) other leaders or spokespersons of a student organisation,
approves, encourages or condones (either before or after the misconduct occurs and either tacitly or expressly) any members of the student organisation and others associated with it, engaging in misconduct, then:
(d) that student organisation;
(e) each member of its management committee; and
(f) each such leader or spokesperson,
will be taken to have also engaged in that misconduct.
A person will not be taken to have engaged in that misconduct if he or she took all reasonable steps he or she is able to take to prevent it.
In deciding whether a person took reasonable steps all the circumstances must be considered including the following:
(a) whether that person knew, or ought reasonably to have known, of the misconduct; and
(b) if that person knew of the misconduct, whether that person:
If a student is a member of a group which engages in misconduct the student will be taken to have engaged in that misconduct unless he or she has taken all reasonable steps to promptly disassociate himself or herself from the group’s misconduct upon becoming aware of it.
Freedom of expression
Every member of the University community and associate of the University has a right to freedom of expression. It is not misconduct under this code of conduct for a person to exercise that right. This code of conduct must be interpreted in a manner which is consistent with that right.
Definitions and Interpretation
“academic exercise” means:
(a) an examination, that is, a time limited assessment task conducted under invigilation including tests, practical assessments and final examinations; and
(b) the submission and assessment of a thesis, dissertation, essay, practical work or other coursework and any other exercise (including in the case of graduate students transfer and confirmation of status exercises) which is not undertaken in formal examination conditions but counts towards or constitutes the work for an academic award and includes related research;
“alcohol” means a beverage which is reasonably believed, to contain more than 1.15% ethanol by volume at 20°celsius and includes, beer, wine, spirits and pre-mixed spirit based drinks;
“associate of the University” includes:
(a) any person on University premises with authorisation from the University; and
(b) any person engaged in any dealing or discourse with the University or a member of the University community;
“bullying” means any unwelcome act directed at a person that:
(a) would cause a reasonable person in the circumstances to be humiliated, intimidated or seriously offended;
(b) place a reasonable person in the circumstances in fear of physical or emotional harm to himself or herself or of damage to his or her property; or
(c) create a hostile or demeaning environment for a reasonable person in the circumstances,
and includes bullying either in person or via the internet, email or other electronic means;
“college” means any college of the University, residential premises of the University or residential premises primarily intended to be used as student residences (including Macquarie University Village or any similar premises) whether or not they are owned, operated or managed by the University;
“dishonesty” includes unethical behaviour;
“drug paraphernalia” means any drug equipment, products and materials which are used, intended for use or designed for use in:
(a) planting, propagating, growing, harvesting, manufacturing, compounding, converting, producing, processing, preparing, testing, analysing, repackaging, storing, containing or concealing any illegal drug or plant; or
(b) injecting, ingesting, inhaling or otherwise introducing into the human body an illegal drug;
“drunk” means in respect of a person, that:
(a) the person’s speech, balance, co-ordination or behaviour is noticeably affected; and
(b) it is reasonable in all the circumstances to believe that the affected speech, balance, co-ordination or behaviour is the result of the drinking, injection, ingestation, inhaling or other consumption of alcohol or another drug or a combination of drugs;
“hazing” means any act which:
(b) relates to the initiation of, admission into, affiliation with or as a condition for continued membership of or affiliation with, a group or organization,
and includes any assault, physical activity, exposure to the weather, forced consumption of any food, beverage or other substance or subjecting the person to mental stress by extended deprivation of sleep or rest, extended isolation or otherwise;
“illegal drug” means:
(a) a plant, drug or substance the possession, use or distribution of which is unlawful or, if only available on prescription for which the student does not have a prescription; and
(b) a substance the chemical structure of which is substantially similar to the chemical structure of an illegal drug and has a substantially similar effect to the illegal drug;
“improperly influence” means:
(a) corruptly giving or offering, receiving or soliciting an inducement or reward for doing something; or
“intoxicating” includes stupefying;
“misconduct” means any conduct which is prohibited under this code of conduct or under any University regulation and includes proposed misconduct;
“offensive” means in respect of any conduct or language, anything which a reasonable person would regard as offensive in the circumstances and includes, in the case of conduct or language directed at any person, anything which a reasonable person would consider insulting or humiliating in the circumstances;
“possession” of anything by a person includes that person being in control of that thing or it being in the vicinity of that person in circumstances where it is reasonable to assume that it has in the recent past been in that person’s possession or control;
“premises” means any:
(a) structure, building, aircraft, vehicle or vessel; or
(b) land or place (whether or not it is enclosed, built on or covered by water);
“property” includes facilities, resources, equipment, intellectual property and online and physical infrastructure;
“public part of University premises” means any part of University premises that the University community is entitled to access (whether on payment of money, by virtue of membership of a student organisation or other body or otherwise) or which is within sight or hearing of such a place;
(b) descent or ancestry;
(c) nationality or national origin; and
(d) ethnicity or ethnic origin;
“reckless” means in relation to any act by a person, that person doing that act despite the fact that he or she foresees or a reasonable person would foresee, the possible consequences of that act;
“religious belief or activity”means:
(a) holding or not holding a religious belief or view; or
(b) engaging in, not engaging in or refusing to engage in a religious activity including wearing clothing or adopting any other aspect of personal appearance in accordance with a religious belief;
“right to freedom of expression” means the right of a person to lawfully say or do something reasonably and in good faith:
(a) in the course of any statement, publication, discussion or debate made or held for any genuine academic, artistic or scientific purpose or any other genuine purpose in the public interest;
(b) in the performance, exhibition or distribution of an artistic work;
(c) in making or publishing:
(d) in making or publishing a fair and accurate criticism of or a complaint about the University or any member of the University community;
“sexual contact” means any touching of an erogenous zone of another person (including the inner thigh, buttocks, pubic region or, if the person is a female, breasts), either directly or through clothing or by causing anything to touch such a zone;
“sexual harassment”means a person:
(a) making an unwelcome sexual advance, or an unwelcome request for sexual favours, to another person; or
(b) engaging in other unwelcome conduct of a sexual nature (including making a statement of a sexual nature to or in the presence of another person) in relation to another person,
and a reasonable person in the circumstances would be intimidated or offended by that conduct;
(a) contacting, communicating or causing a communication with another person for no legitimate purpose after being asked to stop;
(b) continuing to follow another person for no legitimate purpose after being asked to stop;
(c) surveiling or causing another person to surveil a person for no legitimate purpose;
(d) the surveiling or frequenting of the vicinity of, or an approach to, a person’s place of residence, study or work or any place that a person frequents for the purposes of any social or leisure activity, for no legitimate purpose; or
(e) sending gifts to a person for no legitimate purpose after being asked to stop;
(a) a person who is enrolled in or auditing a program or a unit of study provided by the University;
(b) a person who is enrolled in a program or a unit of study at or offered by an affiliated educational institution which is approved as an award program or a unit of study by the University;
(c) a person who has accepted an offer of admission to the University but who has not yet enrolled in any program or unit of study;
(d) a student of another educational institution who is authorised by the University to be on or to have access to or use of University property;
(e) a person who was a student at the time of any alleged misconduct ;
(f) a person who became admitted or enrolled as a student after having done so by misleading or dishonest means;
(g) any person who has been suspended or excluded from a program or unit of study at the University;
(h) a person who is on leave of absence from or who has deferred enrolment in a program or unit of study offered by the University or by an affiliated educational institution which is approved as an award program or unit of study by the University;
(i) any person who undertakes any academic exercise on University premises or which is part of a program or unit of study provided, supervised or assessed by the University; or
(j) a person who has consented to be subject to this code of conduct.
“student organisation” means any incorporated or unincorporated association or group of persons the majority of whom are students:
(a) which is affiliated with or otherwise associated with the University; or
(b) which takes or attempts to take action in a collective manner on University premises or at any University activity;
(a) Macquarie University;
(b) its controlled entities;
(c) any affiliated institution;
(d) any college; and
(e) any educational institution located on University premises;
“University activities” means the activities of the University, any student organisation or any member of the University community including:
(a) teaching, study and research at the University;
(b) the conduct of any academic exercise;
(c) recreational, commercial, disciplinary, commercial or ceremonial activities of the University or the University community;
(d) any clinical, professional or practical work, research, workshops, camps or field or vocational placements and any other activities arranged, sponsored, controlled or supervised by the University whether or not it is part of a program or unit of study at the University;
(e) the provision by the University of services to the general community;
(f) the use or enjoyment of any University property by any person authorised by the University; and
(g) the management or administration of the University;
“University community” means collectively the:
(a) councillors, officers and staff of the University;
(c) student organisations;
(d) tenants and licensees of University premises and their officers and staff; and
(e) persons conducting business or other authorised activities upon University premises;
“University premises” includes:
(a) any premises owned, operated, supervised, occupied or controlled by the University or in which it has an interest including premises of which the University is the landlord;
(b) any premises on which University activities take place; and
(c) any college premises;
“University property” means any facility, resource or property which is:
(a) owned by the University or in which the University has an interest or right;
(b) in the custody or control of the University;
(c) provided by the University; or
(d) on University premises,
and includes any University premises;
“University regulation” means a by-law, rule, policy or code of conduct published by the University and intended by the University to be binding on students;
“University representative” means any officer, employee, contractor or agent of the University or any employer or subcontractor of a contractor to the University who:
(a) in the circumstances would appear to a reasonable person to be a University representative; or
(b) if requested by a student, identifies himself or herself to the student as a University representative;
“vilify” means engage in conduct that incites hatred against, serious contempt for or revulsion or severe ridicule of, a person;
“weapon”means any object or substance designed to wound, cause injury or incapacitate including any firearm, ammunition, pellet gun, spear, sword, knife or other blade, stun gun and any chemicals such as capsicum spray, Mace or tear gas.
(a) the management, good governance or discipline of the University;
(b) the reputation of the University;
(c) the rights, health, safety or well being of members of the University community or of associates of the University;
(d) the safety of the property of the University, members of the University community or of associates of the University,
and includes any conduct:
(e) anywhere (including on or off University premises or the premises of any college) or at any time (including when the University is in or not in session) in any of those contexts;
(f) relating to University activities; or
(g) in circumstances where:
If any part of this code of conduct or the application of any part to any person, subject matter or circumstance, would, but for this provision, be interpreted as exceeding the powers of the University:
(a) it will be a valid provision to the extent to which it does not exceed that power; and
(b) the remainder of this code of conduct and the application of the provision to other persons, subject matters or circumstances, will not be affected.
(a) the mention of anything after the word “include” or any derivative of it does not limit the nature or class of things included; and
(b) a reference to anything includes a part of it.
(a) if the person does not have the capacity to consent including because of an inability to make or communicate decisions about himself or herself or to appraise or control his or her conduct, because of intoxication or otherwise;
(b) if the person does not have the opportunity to consent because the person is unconscious, asleep or otherwise physically unable to communicate that he or she does not consent;
(c) if the person consents because of terror or threats of force (whether the terror is instilled in or the threats are against that person or another person); or
(d) if the person consents because the person is unlawfully detained.
A person who does not offer actual physical resistance to sexual contact is not, by reason only of that fact, to be regarded as consenting to that sexual contact.
(a) cease engaging in a University activity; or
(b) leave University premises,
because the student is drunk or putting himself, herself or others at risk of harm.
Deferral and Cancellation of Studies
When a student would like to defer their studies at the ELC and resume at a later point in time. Students may apply to defer their studies for a period of one calendar year from the date of original enrolment. No refund will be given but funds may be applied to future studies at the ELC within one year. If the student reaches the English language requirements of their SIBT or Macquarie University course during their deferred period, no refund will be given.
A full refund will be given if an advertised course is cancelled and the student does not agree to a substitute course.
The fee rate payable at the time of new enrolment will apply to students that defer their study.
*Refer to complaints and appeals tab.
Full Deferral Student Policy
Thispolicy covers any scenario in which astudent at the Macquarie University English Language Centre (ELC) wishes to defer their existing enrolment to resume their ELC studies at alater point.
Thepolicy defines theprocess of formalising the deferral, the information that needs to be collected and reported via PRISMS to the Department of Immigration and Border Protection (DIBP)
Any ELC student, whether they are on apackage offer with SIBT and Ml or English Only offer.
Theprocess needs to be observed by Student Services and the ELC Admissions team.
ELC homepage - Students > Policies and Procedures
Operations Manager ELC
Head of Centre
Date of Commencement
Date for Next Review
ELC Conditions of Enrolment
Cof, Enrolment, Cancellation
Cancellation of Enrolment
When a student would like to cancel their existing enrolment at the ELC and withdraw from their studies permanently. No refund of fees will be given once a course of study has commenced. The ELC will report the cancellation of enrolment to the Department of Immigration and Border Protection (DIBP).
ELC may also cancel a student's enrolment if the student's behaviour contravenes the Macquarie University student code of conduct, or for non-payment of fees. Where a student appeals against cancellation of enrolment, in order to enforce ELC's statutory duty of care obligations, or for protection of the Centre's property, ELC may choose to exclude the student from classes during the appeal process.
Full Cancellation Policy
Guardianship Policy Overview
The Department of Immigration and Border Protection (DIBP) requires international students under the age of 18 to demonstrate that they have appropriate welfare and accommodation arrangements in place for the duration of their student visa or until they turn 18. DIBP requires students to have welfare arrangements in place when they apply for a visa.
The ELC requires the guardianship details for students under the age of 18 before the payment of tuition fees.
For accommodation and welfare, there are three options:
- Live in Australia with a parent or legal guardian/custodian.
- Live in Australia with a suitable relative who is nominated by the student's parent or legal custodian.
- Welfare provided by the ELC - live in a homestay arrangement.
If students wish to change their guardian or accommodation, they must first obtain permission from Macquarie University English Language Centre. If they change without obtaining permission, they run the risk of their visa being cancelled.
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