2020 Business Notice - Bacchus Marsh Grammar
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2020
Business Notice
Woodlea Campus
Approved by Bacchus Marsh Grammar Board
October 2019
Please keep as a reference during the 2020 School Year
The 2020 Business Notice is also located on the Bacchus Marsh Grammar website www.bmg.vic.edu.au
and the myBMG Parent Portal
Bacchus Marsh Grammar - Maddingley Mailing Address CRICOS No: 02911M
South Maddingley Road PO Box 214 Reg. No: 1919
Bacchus Marsh Vic 3340 Bacchus Marsh Vic 3340 ABN: 24 128 531 078
Email: school@bmg.vic.edu.au
Bacchus Marsh Grammar - Woodlea Website: www.bmg.vic.edu.au
111 Frontier Ave
Aintree Vic 33362020 Business Notice Bacchus Marsh Grammar
Contents
CONTENTS ............................................................................................................................................. 2
1 PURPOSE ...................................................................................................................................... 4
2 SUMMARY OF CHANGES ............................................................................................................... 4
2.1 Revisions to the Re-Enrolment Process & 2020 Annual Acknowledgment (Due 6 December 2019) ...... 4
2.2 2020 Fee Changes ............................................................................................................................ 4
2.3 New Enrolments .............................................................................................................................. 5
3 CHILD SAFE STANDARDS ............................................................................................................... 6
4 GENERAL INFORMATION .............................................................................................................. 7
4.1 Staff Details ..................................................................................................................................... 7
4.2 Contact Details ................................................................................................................................ 7
4.3 Office Hours..................................................................................................................................... 7
4.4 School Hours of Attendance ............................................................................................................. 7
4.5 Important Dates .............................................................................................................................. 7
5 FEES SCHEDULE............................................................................................................................. 8
5.1 Enrolment Application Fee ............................................................................................................... 8
5.2 Enrolment Fee ................................................................................................................................. 8
5.3 Tuition Fees & Consolidated Levies ................................................................................................... 8
5.4 Building Levy ................................................................................................................................... 9
5.5 Family Concessions .......................................................................................................................... 9
5.6 Other Concessions ........................................................................................................................... 9
5.6.1 Scholarships ...................................................................................................................................... 9
5.6.2 Bursaries............................................................................................................................................ 9
5.6.3 Discount for Payment of Tuition Fees, Consolidated Levy & Building Levy in Advance................... 9
5.7 Other Fees and Levies .....................................................................................................................10
5.7.1 Subject Levies .................................................................................................................................. 10
5.7.2 VET/VCAL Subjects .......................................................................................................................... 10
5.7.3 Outdoor and Environmental Studies Levy ...................................................................................... 10
5.7.4 Ad hoc Charges................................................................................................................................ 11
5.7.5 BMG Music Program ....................................................................................................................... 11
5.7.6 User Pays Activities ......................................................................................................................... 12
5.8 School Bus Service ..........................................................................................................................12
5.8.1 School Bus Service Fee Notification ................................................................................................ 12
5.8.2 School Bus Enrolment Confirmation ............................................................................................... 12
5.8.3 School Bus Code of Conduct ........................................................................................................... 12
5.8.4 School Bus Service Billing ................................................................................................................ 12
5.8.5 Withdrawal of Student from School Bus Service ............................................................................ 12
5.8.6 Conveyance Allowance ................................................................................................................... 13
5.8.7 Late Bus ........................................................................................................................................... 13
5.9 Outside School Hours Care & Holiday Programs ...............................................................................13
5.9.1 YMCA Outside School Hours Care ................................................................................................... 13
5.10 Book Lists .......................................................................................................................................13
5.11 School Uniform ...............................................................................................................................14
6 GENERAL BUSINESS RULES .......................................................................................................... 15
6.1 Withdrawal of Students ..................................................................................................................15
6.1.1 School initiated Withdrawal............................................................................................................ 15
6.1.2 Parent or Guardian initiated Withdrawal ....................................................................................... 15
6.1.3 Withdrawal from an Accepted Position prior to commencement of School ................................. 15
6.1.4 Fees Paid in Advance....................................................................................................................... 15
CONTENTS - Page 2 -2020 Business Notice Bacchus Marsh Grammar
6.2 Long Term Absences from School ....................................................................................................15
6.2.1 Fee Relief ......................................................................................................................................... 15
6.2.2 Extended Leave of Absence ............................................................................................................ 15
6.3 Government Travel Allowances .......................................................................................................16
6.3.1 Conveyance Allowance ................................................................................................................... 16
6.3.2 Travel Grants ................................................................................................................................... 16
6.4 Other Government Allowances........................................................................................................16
6.4.1 Camps, Sports and Excursions Fund ............................................................................................... 16
6.5 Wilful Damage ................................................................................................................................17
6.6 Health Restrictions..........................................................................................................................17
6.6.1 Students with an Anaphylaxis Condition ........................................................................................ 17
6.6.2 General Health Restrictions ............................................................................................................ 17
6.7 School Communications ..................................................................................................................17
6.7.1 myBMG Parent Portal ..................................................................................................................... 17
6.7.2 School Website................................................................................................................................ 17
6.7.3 School Newsletter ........................................................................................................................... 17
6.7.4 BMG Facebook Page ....................................................................................................................... 17
6.7.5 Exclusion from Multimedia* ........................................................................................................... 17
6.8 Camps and Excursions .....................................................................................................................18
6.9 Canteen/Cafeteria ..........................................................................................................................18
6.10 Student Accident Insurance .............................................................................................................18
6.10.1 Accident Insurance Coverage ........................................................................................................ 18
6.10.2 Ambulance Transport.................................................................................................................... 18
6.11 Replacement Cheques .....................................................................................................................18
7 BILLING AND PAYMENT OF FEES.................................................................................................. 19
7.1 Billing Details ..................................................................................................................................19
7.1.1 Change to Billing details .................................................................................................................. 19
7.1.2 Split Billing ....................................................................................................................................... 19
7.1.3 Court Orders.................................................................................................................................... 19
7.2 2020 Billing Process.........................................................................................................................19
7.2.1 Annual Fee Invoice .......................................................................................................................... 19
7.2.2 Issuing of Invoices ........................................................................................................................... 20
7.2.3 Monthly Statements ....................................................................................................................... 20
7.2.4 Payment Plans & Methods.............................................................................................................. 20
7.2.5 Responsibility for Payment of Fees ................................................................................................. 20
7.3 Debt Collection Policy .....................................................................................................................21
7.3.1 Administration Fee .......................................................................................................................... 21
7.3.2 Debt Collection Fees ....................................................................................................................... 21
7.3.3 Financial Arrangements .................................................................................................................. 21
7.3.4 Persistent/Deliberate Default of School Fees ................................................................................. 22
7.3.5 Implications of Legal Action ............................................................................................................ 22
8 2020 TERM DATES ...................................................................................................................... 24
CONTENTS - Page 3 -2020 Business Notice Bacchus Marsh Grammar
1 Purpose
The annual Business Notice is an advisory document which expands on the terms and conditions under which students
are currently enrolled at Bacchus Marsh Grammar (the School).
The 2020 Business Notice was approved by the Bacchus Marsh Grammar Board (School Board) at its October 2019 Board
Meeting and is current at the time of printing. The School Board retains the right to alter the Business Notice from time
to time without notice to appropriately respond to changing circumstances.
The Conditions of Enrolment and annual Business Notice are important School documents and I would ask that all
Parents/Guardians familiarise themselves with these documents and the obligations of both themselves and their
child/ren enrolled at the School, and retain a copy for reference throughout the 2020 School Year.
I encourage you to contact the Administration Office if you require further clarification of any information contained in
the Conditions of Enrolment, Business Notice, Fee Schedule or School Rules and Policies.
2 Summary of Changes
2.1 Revisions to the Re-Enrolment Process & 2020 Annual Acknowledgment
(Due 6 December 2019)
1. The School requires confirmation of re-enrolment of your child/ren each year, referred to as our Annual Re-
enrolment Process. For the 2020 school year, this will be done by requesting parents/guardians electronically
complete and sign the 2020 Annual Acknowledgment.
2. For improved corporate governance purposes, it is a condition of enrolment that all students must now be enrolled
at the School under the School’s current Conditions of Enrolment, as amended from time to time (and as published
on the School’s Website and myBMG Parent Portal).
3. Parents/guardians will be required to confirm their acceptance of the terms and conditions of the Conditions of
Enrolment, with respect to enrolment of their child/ren at the School for the 2020 school year, when they
electronically complete and sign the 2020 Annual Acknowledgment.
4. Parents/guardians will also be required to update and/or confirm that they have provided the School with complete
and accurate personal and medical information for each of their child/ren enrolled at the School in the 2020 school
year, at the time they submit the 2020 Annual Acknowledgement.
5. The 2020 Acknowledgement will be issued to parents/guardians via separate communication. It is requested that
the completed 2020 Acknowledgment should be submitted electronically on or before 6 December 2019.
6. Failure by parents/guardians to complete the 2020 Acknowledgment on or before the due date may result in one
or all of the following sanctions being imposed by the School:
• Your child/ren’s enrolment being suspended without further notice until the 2020 Acknowledgement
is completed.
• Removing eligibility for, and or requiring re-payment of, bursaries and or scholarships.
• Your child/ren’s enrolment at the School being terminated should the Acknowledgment remain
outstanding for an unreasonable period of time.
Note: non-completion of the 2020 Acknowledgement does not constitute written notice for the purpose of withdrawing
your child/ren from the School. For further information regarding the notice required, please refer to the procedures
outlined in the Enrolment Policy.
2.2 2020 Fee Changes
In addition to the above, the 2020 Business Notice incorporates the following fee changes:
1. Parents/guardians are required to pay all outstanding balances by Thursday 19 November 2020.
2. Families will receive an email notification that their invoice for the full year fees for the 2020 school year is available
to view via the myBMG Parent Portal by 31 January 2020, followed by email notifications that a quarterly invoice
for ad hoc charges is available online if applicable. Invoices will only be sent by mail upon request.
3. Parents/guardians may choose to pay a discounted annual fee by 5 February 2020; alternatively, the full annual fee
is payable via direct debit on Quarterly, Monthly, Fortnightly or Weekly payment plans.
4. Increase in Tuition Fees and Building Levies by 3.85%.
CONTENTS - Page 4 -2020 Business Notice Bacchus Marsh Grammar
5. Consolidated Levies have been increased marginally to reflect any increases in the underlying programs.
6. The Subject Levies for 2020 are shown in the appropriate tables.
7. The Outdoor & Environmental Studies Levy has increased to $750.
2.3 New Enrolments
1. Families wishing to enrol siblings at the School for the 2021 year or later, must complete and submit the online
Enrolment Application form together with payment of the Enrolment Application Fee (refer to the Fee Schedule on
the School website), no later than 12 months prior to the preferred year of enrolment. This must be done for each
child wishing to enrol at the School.
Note – Prep reception and Prep 2021 enrolment applications need to be submitted by 31st January 2020.
Mr. Andrew A Neal
Principal
Bacchus Marsh Grammar Inc.
CONTENTS - Page 5 -2020 Business Notice Bacchus Marsh Grammar
3 Child Safe Standards
Bacchus Marsh Grammar is committed to the protection of all children from all forms of child abuse and demonstrates
this commitment through the implementation of a comprehensive Child Safe Program designed to keep children safe
and endorsed by the Schools' governing body. We are clear about our behavioural expectations of every person in our
community.
At Bacchus Marsh Grammar, we have a zero tolerance for child abuse and are committed to acting in a child’s best
interest and in keeping them safe from harm. The School regards its child safe responsibilities with the utmost
importance and as such, is committed to providing the necessary resources to ensure compliance with all relevant child
protection laws and regulations and maintain a child safe culture that;
• has zero tolerance for child abuse;
• actively works to listen to and empower children;
• has systems to protect children from abuse, and will take all allegations and concerns very seriously and
responds to them consistently in line with the School's policies and procedures;
• is committed to promoting physical, emotional and cultural safety for all children; and
• is committed to providing a safe environment for all children.
Documents are available on the website www.bmg.vic.edu.au > Our School > A Child Safe School and on the myBMG
Parent Portal.
CONTENTS - Page 6 -2020 Business Notice Bacchus Marsh Grammar
4 General Information
4.1 Staff Details
Name Position Enquiry
Greg Gough Business Manager ▪ Administration Issues
Hazel Bolt Finance Manager ▪ Arrangements for financial difficulty
Rachel Davidson Finance Officer ▪ Debtor account enquiries
▪ General fee & billing enquiries
▪ Instalment plan arrangements
▪ Camps Sports & Excursions Fund (CSEF)
Kerryn Browne Risk, Compliance & Policy Manager ▪ Government travel allowances
Leanne Robertson School Bus Services Coordinator ▪ School bus service enquiries
4.2 Contact Details
School Email school@bmg.vic.edu.au School Website www.bmg.vic.edu.au
Maddingley Campus Woodlea Campus
Phone Number (03) 5366 4800 (03) 5366 4900
Fax Number (03) 5366 4850 (03) 5366 4950
Absentee Number (03) 5366 4888 (03) 5366 4988
Absentee Email maddingley_absentees@bmg.vic.edu.au woodlea_absentees@bmg.vic.edu.au
4.3 Office Hours
The office will open to receive payment of Fees during the following times:
Term 8:30 a.m. to 5:00 p.m. Weekdays
School Holidays 9:30 a.m. to 3:30 p.m. Weekdays
Office Closure
During the year, the Administration Office is closed for the following periods.
Christmas Break Closed 12.00 noon Friday, 20 December 2019 Open 9:30 a.m. on Monday, 6 January 2020
Mid-Year Break Closed 4:30 p.m. Friday, 26 June 2020 Open 9:30 a.m. on Monday, 6 July 2020
4.4 School Hours of Attendance
Students are not permitted to be on the school premises before the hours of 8.00am or after 5.30pm unless they are
attending a school event (e.g. camp, excursion, functions, scheduled class).
4.5 Important Dates
Event Dates
Final Date for Confirmation of 2020 Music Instrumental Program 13 December 2019
Enrolment
2020 Annual Acknowledgement Due 6 December 2019
Payment Plans detailing proposed Instalments for 2020 fees available 8 January 2020
online (myBMG Parent Portal - finance tab)
Payment Plans to be completed via the myBMG Parent Portal 24 January 2020
(finance tab)
Final Date for Payment of Fees in Advance 5 February 2020
2020 Conveyance Allowance Applications Due 7 February 2020
2020 Travel Grant Applications Due 7 February 2020
2020 Camps, Sports Excursion Fund Applications Due Term 1, 2020 – see newsletter for details
CONTENTS - Page 7 -2020 Business Notice Bacchus Marsh Grammar
5 Fees Schedule
5.1 Enrolment Application Fee
An Enrolment Application Fee of $150 (GST-inclusive) is payable by prospective parents/guardians to register their child
for enrolment with the School. This fee covers administrative costs and is non-refundable and non-transferable.
We note submission of this application and payment of the fee is a prerequisite for a place on the School waitlist,
however, it does not guarantee an interview or a position at the School. Progression through the various stages of the
enrolment process is solely at the discretion of the School in accordance with the School’s enrolment policies and
procedures.
5.2 Enrolment Fee
An Enrolment fee of $440 is payable by parents/guardians to formally accept their child’s position at the School. This
fee is payable per student enrolling from 2020 onwards. Enrolment entitles the family to participate in the life of the
School.
The payment is due prior to the child starting School and is non-refundable and non-transferable. The Enrolment Fee
remains effective until the child leaves the School. [Refer to Conditions of Enrolment].
5.3 Tuition Fees & Consolidated Levies
The School’s Tuition Fees are approved by the School Board on an annual basis. However, they may be subject to
alteration at any time. Parents/guardians will be notified in writing of any such alteration. The Tuition Fees includes
library, most subject levies and year level camp fees.
Parents/guardians are expected to pay fees and charges as are from time to time fixed by the School Board. Such fees
and charges being payable on the due date stated on the account rendered by the School or in accordance with other
arrangements as agreed to by the Principal. [Refer to Conditions of Enrolment].
The Consolidated Levy includes excursion levies for each year level meaning parents will not be billed for individual
excursions during the year. The Year 9 Consolidated Levy includes the cost of the Bronze Duke of Edinburgh Award.
2020 Annual 2020 Annual
Year Level Tuition Fee Consolidated Levy
Prep Reception $5,384 $88
Prep $5,384 $88
Year 1 $5,384 $88
Year 2 $5,384 $100
Year 3 $6,788 $100
Year 4 $6,788 $100
Year 5 $7,806 $252
Year 6 $7,806 $332
Year 7 $9,409 $528
Year 8 $9,409 $528
Year 9 $10,290 $620
Year 10 $10,290 $436
Year 11 $10,626 $396
Year 12 $10,626 $572
CONTENTS - Page 8 -2020 Business Notice Bacchus Marsh Grammar
5.4 Building Levy
Building Levy is an annual levy, which assists in the capital development of the School and is billed on the same basis as
Tuition Fees. The Building Levy is a compulsory levy and is not tax-deductible.
2020 Annual
Students Building Levy
1 Child $1,920
2 Children $2,451
3 Children $3,054
4+ Children $3,656
5.5 Family Concessions
A family concession is offered to families who have more than one student at the School.
Students Concession
2nd Child 17% off Tuition Fees
3rd Child 20% off Tuition Fees
4th Child 30% off Tuition Fees
5th + Child 60% off Tuition Fees
5.6 Other Concessions
5.6.1 Scholarships
The School awards scholarships each year. Applications for scholarships are advertised in the newsletter, BMG website
and local press. For 2020, all scholarships will be awarded for general excellence based on a student’s capacity to
demonstrate academic ability as well as a willingness to significantly contribute to the broader life of the School. In
accepting a Scholarship, parents/guardians are accepting that they understand that the School has a reasonable
expectation that their child will complete their education at Bacchus Marsh Grammar. The School will require the full
repayment of the total value of the Scholarship if students/parents do not fulfill this expectation.
5.6.2 Bursaries
A limited number of Bursaries are offered to families that are suffering financial hardship. The awarding of Bursaries is
at the sole discretion of the Principal. Bursaries offered to parents/guardians are conditional on student behaviour and
efforts to be exemplary and will be reviewed at the end of each School year. Bursaries will generally only be considered
for students who have attended the School for a considerable period of time and are in senior school.
Parents/guardians must apply for a Bursary in writing and will be required to provide evidence of financial hardship.
Priority will be given to families who have a Health Care Card and have received the Camps, Sports & Excursions Funding
[see Section 6.4.1]. The School will require a confidential agreement to be signed by the parents/guardians and the
School.
5.6.3 Discount for Payment of Tuition Fees, Consolidated Levy & Building Levy in Advance
A discount of 3% of all fees and charges will be applied to a family’s account when a family pays the full 2020 Tuition
Fees and all Other Charges in advance. To qualify for the fees in advance discount, a family will need to make full
payment by 5 February 2020. Any family who, at the time of the billing for 2020 Fees, has a credit balance covering the
full year’s 2020 Tuition Fees and Other Charges will automatically have the 3% discount applied to their account.
CONTENTS - Page 9 -2020 Business Notice Bacchus Marsh Grammar
5.7 Other Fees and Levies
5.7.1 Subject Levies
The following subject levies are payable for students who choose the specific subjects.
Levy/Charge 2020 Annual
Levy
Duke of Edinburgh Levy – Silver $180 All students involved in Silver Duke of Edinburgh program.
Duke of Edinburgh Levy – Gold $190 All students involved in Gold Duke of Edinburgh program.
Information Technology Levy $385 Jnr. School (Prep to Year 2)
$595 Jnr. School (Year 3 to Year 6)
$595 Snr. School (Year 7 to Year 12)
Outdoor & Env. Studies Levy $750 Students studying Outdoor & Environmental Studies in VCE.
Performing Arts Levy $50 All students participating in the 2020 School Production.
5.7.2 VET/VCAL Subjects
All VET/VCAL course costs and material costs paid for by the School form part of the annual Tuition Fees. Students who
have elected to complete VET/VCAL subjects during 2020 are required to pay a compulsory VET/VCAL Levy for
administrative purposes.
VET/VCAL Course Levy
Students who have elected to complete a VCAL program during 2020 are required to pay a VCAL Levy. The VCAL Levy
includes enrolment in the Duke of Edinburgh Program and two compulsory camps. The applicable levy will be included
on your annual invoice.
Levy/Charge 2020 Annual
Levy
VET (Business) $200 Students participating in Cert. II in Business
VCAL (Other Courses) $650 Students participating in the VCAL program
VCAL (Hospitality) $950 Students participating in VCAL Hospitality
Withdrawal from VET Course
If a student withdraws from a VET course after commencing the course, the parents/guardians will be charged the full
cost of the VET Course paid by the School on behalf of the student. The Principal has the discretion to review the charges
if a student is eligible for fee relief under Section 6.2 Long Term Absences from School or other exceptional
circumstances. Please note that changing or leaving school will not automatically be regarded as exceptional
circumstances.
5.7.3 Outdoor and Environmental Studies Levy
Students who have elected to complete Outdoor and Environmental Studies in VCE during 2020 are required to pay a
Compulsory Levy of $750.
CONTENTS - Page 10 -2020 Business Notice Bacchus Marsh Grammar
5.7.4 Ad hoc Charges
The following charges are applicable to students on an ad hoc basis. Note: these charges are not incorporated in the
Payment Plans and a separate Invoice will be emailed quarterly for such charges.
Levy/Charge 2020 Annual
Levy
Chromebook Hire (for borrowed $10 per day Refer to the 2020 Student Technology Handbook for
laptops only) further information.
Edrolo Subscription $33 per subject VCE students are required to subscribe to Edrolo for exam
revision. This is charged per subject enroled.
Late Bus Usage $15 per trip Refer to Section 5.8.7 for further information.
Lost/Damaged Instruments Various Students who damage or lose an instrument hired
through the School’s Music Department will be charged
for repairs or replacement of the instrument.
Lost/Damaged Library Books Various Students who fail to return library books are charged for
the cost of the replacement book.
Lost/Damaged Locks $60 Students are provided a lock at the beginning of each year
and will be charged if lost or intentionally damaged.
Repair/Replacement Various Refer to the 2020 Student Technology Handbook for
Chromebook further information.
Replacement Diary $15 Students are provided a diary at the beginning of each
year and will be charged if lost or intentionally damaged.
Replacement Student ID Cards $10 Students are provided an ID card at the beginning of each
year and will be charged if lost or intentionally damaged.
Replacement Tie $23 Unreturned loan ties.
Unpaid Emergency Lunches Various Unpaid Emergency Lunches.
5.7.5 BMG Music Program
For any queries in relation to the Music Program, please email: music@bmg.vic.edu.au
BMG Music Tuition Fees
Parents/guardians with students who receive individual or shared music tuition lessons will be billed for 32 music lessons
annually. These levies will be charged each year with Tuition Fees. Additional lessons exceeding this quota will be
charged on an ad hoc basis.
Please refer to the 2020 Instrumental Music Handbook for further information.
Please note: Year 12 students will be charged for 24 lessons for the year. Additional lessons required exceeding this
quota will be charged on an ad hoc basis.
Music Instrument Hire
Parents/guardians, whose children are hiring an instrument from the School in 2020, will be required to pay a levy for
the hire of musical instruments. These levies will be charged annually with Tuition Fees. Parents/guardians will be
responsible for the cost of any repairs to musical instruments and the cost of significant replacement parts.
Please refer to the 2020 Instrumental Music Handbook for further information.
CONTENTS - Page 11 -2020 Business Notice Bacchus Marsh Grammar Music Tuition Fees Instrumental Music Program Music Charge 2020 Music Tuition Additional Lessons (if [for all Year Levels unless indicated] required) Individual Lessons [30 mins] $1,280 $40 per lesson Individual Lessons [45 mins] $1,792 $56 per lesson Shared Lessons [30 mins] $1,056 $33 per lesson Yr 12 Individual Lessons [30 mins] $960 $40 per lesson Yr 12 Individual Lessons [45 mins] $1,344 $56 per lesson Music Instrument Hire (Type 1) $232 Music Instrument Hire (Type 2) $1,280 $40 per lesson AMEB Music Examinations Instrumental music students have the opportunity to participate in the AMEB Music Examinations. Parents/guardians will receive a separate invoice formally advising of the specific payment requirements for each Examination. 5.7.6 User Pays Activities School Trips and School Function & Events Parents/guardians with students who are attending an authorised School trip or School function will be required to make full payment in advance of the event. School fee accounts are also required to be up to date prior to the commencement of the trip. Non-payment will result in the student being excluded from the activity. [Refer to Conditions of Enrolment]. Parent/guardians will be formally advised of the specific requirements for each activity or event. Confirmation of attendance (if required) and/or payment of deposits will be made through the myBMG Parent Portal or the School’s TryBooking website. Once confirmed, parents/guardians will receive an invoice formally advising them of the specific payment requirements for each activity or event as a part of the formal notification. Payments for these activities will need to be made in accordance with instructions specified on the invoice or through the School’s TryBooking website if relevant. 5.8 School Bus Service The School provides a bus service to the Altona, Cairnlea, Caroline Springs, Deer Park, Eynesbury, Gisborne, Hillside, Hoppers Crossing, Point Cook, Sunbury, Sydenham, Tarneit, Taylors Hill, Truganina, Werribee, and Wyndham Vale areas. In 2020, the School will charge each student an annual fee for use of the bus service to cover the full cost of operating the bus service. 5.8.1 School Bus Service Fee Notification The 2020 School Bus Levy will be advised to parents/guardians in November 2019. 5.8.2 School Bus Enrolment Confirmation All students who live in the School’s private bus catchment area will automatically be allocated a seat on the closest available bus. An email will be sent to parents/guardians advising them of their child’s bus allocation. If parents/guardians do not require a seat on the bus for their child/ren, they must advise the School in writing by emailing bus@bmg.vic.edu.au by 13th December 2019. 5.8.3 School Bus Code of Conduct Parents/guardians and students must agree to comply with School Bus Code of Conduct. Any breach of the School Bus Code of Conduct will result in disciplinary action. Serious or persistent breaches may result in the Principal withdrawing the students position on the bus. Any fee reimbursement will be at the discretion of the Principal. 5.8.4 School Bus Service Billing In 2020, the School Bus Levy will be billed at the same time as the Tuition Fees. The School reserves the right to withdraw access to the School Bus if parents/guardians refuse to pay the School Bus Levy. 5.8.5 Withdrawal of Student from School Bus Service Parents who withdraw a student from the School bus service after having confirmed they require the bus service in November 2019 will still be liable for and will be charged for the full years’ School Bus Levy. Written applications for CONTENTS - Page 12 -
2020 Business Notice Bacchus Marsh Grammar fees to be waived in extenuating circumstances will be assessed on a case-by-case basis by the Business Manager and require a full Term’s notice. Requests for changes and/or cancellations must be emailed to bus@bmg.vic.edu.au. The School is required to confirm bus requirements at the start of the year and do not have any flexibility to change bus routes or size of buses at any time during the year. The Principal has the discretion to review the charges if a student is eligible for fee relief under Section 6.2 Long Term Absences from School or other exceptional circumstances. Please note that changing or leaving school will not automatically be regarded as exceptional circumstances. 5.8.6 Conveyance Allowance Parents/guardians who have children using the School provided bus services are encouraged to apply for a conveyance allowance for each child if they believe they are eligible [Refer to 6.3.1 Conveyance Allowance]. Please note that the Department of Transport is the authority for the determination of eligibility for conveyance allowance and is responsible for final approval. 5.8.7 Late Bus This service is only available for students in Years 3 to Year 12 enrolled at the Maddingley Campus. This service is only available out of the Woodlea Campus on School Production Rehearsal nights for Year 5 & 6 and 7 students involved in the production. There will be a $15 charge per occasion for students using the School Late Bus. The cost for each trip will be charged parents/guardians School account each quarter. The late bus is a limited service and will not stop at all prescribed school bus stops. Students must register their name on the Late Bus manifest at Reception by lunchtime on the day they require use of the service. 5.9 Outside School Hours Care & Holiday Programs 5.9.1 YMCA Outside School Hours Care The School offers an Outside School Hours Care program at both the Maddingley and Woodlea campuses operated by the YMCA as an independent operation. Information packs are available at Reception. For further information, please refer to their website: http://ballarat.ymca.org.au/Pages/Home.aspx 5.10 Book Lists Parents/guardians will be solely responsible for the submission and payment for the booklist when advised by the School’s booklist supplier. The booklist will include levies for some items for the Junior School, Middle School and Senior School that may not be supplied by the School’s booklist supplier at the start of the year. The School will supply these at the relevant time of the year. CONTENTS - Page 13 -
2020 Business Notice Bacchus Marsh Grammar 5.11 School Uniform Parents/guardians must ensure that students are correctly attired, at all times, in accordance with the School Uniform and Dress Code Policy available on the School website (excerpts of which are also included in the 2020 School Diary). As the current School logo came into effect in 2017, it is now expected that all students wear uniform that shows the current School logo. The School Uniform is available from the following locations: • School Uniform Shop: School Campus [Restricted Hours] Telephone 03 5367 4072 • Rushfords Schoolwear: Shop 1/13 Barnes Place (Watton Arcade) Werribee Telephone 03 9741 3211 The School reserves the right to purchase uniforms for students who are incorrectly dressed and charge the amount to parent/guardian accounts. Second-hand uniforms can be sourced via a service called Sustainable School Shop. Bacchus Marsh Grammar has kindly provided parents with an annual subscription to this website allowing them to list for sale or purchase second- hand uniform and textbooks - www.sustainableschoolshop.com.au CONTENTS - Page 14 -
2020 Business Notice Bacchus Marsh Grammar 6 General Business Rules 6.1 Withdrawal of Students 6.1.1 School initiated Withdrawal If in the opinion of the Principal, it is desirable a student should not continue any longer as a pupil at the School, they may notify the parents/guardians (or either of them, or guardian) to that effect and remove the student’s name from the School roll and debar him/her from further attendance. The parents/guardians will be liable for all School fees and charges up to the date of notification. [Refer to Conditions of Enrolment]. 6.1.2 Parent or Guardian initiated Withdrawal Parents/guardians must provide at least one term’s notice in writing to the Principal, before they withdraw students from the School. If a student is not returning for Term 1, parents/guardians must advise the Principal, in writing, prior to the commencement of Term 4 of the previous year. [Refer to Conditions of Enrolment]. Failure to provide the appropriate notification will result in the parents/guardians being billed an Administration Fee, which will be $750 for a Junior School student and $1,000 for a Senior School student. [Refer to Conditions of Enrolment]. Parents/guardians are not entitled to a refund of a term’s Tuition Fees or Building Levy if a student is withdrawn at any time during that Term. [Refer to Conditions of Enrolment]. 6.1.3 Withdrawal from an Accepted Position prior to commencement of School New students A parent/guardian, who accepts a position at the School and subsequently withdraws from the position after the final date for acceptance, will be billed an Administration Fee which will be $750 for a Primary student and $1,000 for a Secondary student. [Refer to Conditions of Enrolment]. Current Year 6 students accepting a Year 7 position for next year A parent/guardian, who has a student in Year 6 and accepts a position in Year 7 for next year, and subsequently withdraws from that position after the final date for acceptance, will be billed an Administration Fee of $1,000 in addition to any other fees incurred as a result of the withdrawal. [Refer to Conditions of Enrolment]. 6.1.4 Fees Paid in Advance Regardless of the reason a student is withdrawn, where fees are paid in advance, the School will refund that part of the Tuition Fees, Consolidated Charge and Building Levy paid in advance that relate to Terms that have not yet commenced, provided appropriate notice has been given to the School [Refer to 6.1.2 Parent or Guardian initiated Withdrawal]. 6.2 Long Term Absences from School In general, the School will not refund any part of the annual Tuition Fee and Building Levy because of a student’s absence from School or School activity e.g. camp. However, in certain cases when a student is absent due to a long-term illness or due to relocation, the parents/guardians can apply to the Principal for fee relief. 6.2.1 Fee Relief The Principal has the discretion to waive all or part of a term’s fees in the event of a student being continuously absent from School for at least one Semester due to exceptional circumstances e.g. a student who suffers from a long-term illness. Parents/guardians will need to apply to the Principal, in writing, explaining the circumstances of the absence and providing appropriate evidence such as medical certificates. Absence from school due to suspension or travel etc. does not constitute exceptional circumstances. 6.2.2 Extended Leave of Absence Parents/guardians can apply for an extended leave of absence, where the student is to be absent for one year or longer (e.g. parent/guardian is relocated for work or for health reasons). The parents/guardians should make an application in writing to the Principal for a 30% holding fee to be charged in lieu of full Tuition Fees relevant to the absence period. This fee is non-refundable in the event of withdrawal or cancellation of enrolment. All requests for an extended leave of absence from the School must be submitted in writing to the Principal for approval at least one Term in advance. CONTENTS - Page 15 -
2020 Business Notice Bacchus Marsh Grammar
6.3 Government Travel Allowances
Depending on individual circumstances, parents/guardians may be entitled to claim a Conveyance Allowance or Travel
Grant. Parents should understand that the allowances are discretionary based on State Government guidelines and do
not cover the full cost of student travel. Both conveyance allowance and travel grants will be paid directly to
parents/guardians at the end of each Semester.
6.3.1 Conveyance Allowance
The Conveyance Allowance is a government subsidy for student travel to and from school if you live more than 4.8 km
from school and live in an area not serviced by a free school bus.
All Conveyance Allowance applications will be assessed by the Department against the Departmental policies and
regulations that apply at that time of application and will only be paid if the BMG student meets the relevant eligibility
criteria.
Eligibility
New Students
The eligibility criteria varies depending on the type of school attended and where it is located, however to be eligible
students new to the School in 2020 must:
• attend their nearest government or non-government school/campus appropriate to their year level at which
admission is permissible;
• reside outside Melbourne’s metropolitan conveyance boundary;
• reside 4.8km or more by the shortest practicable route from that school/campus attended; and
• be of school age (5 to 18 years old at time of application) and reside in Victoria.
Current Students
Parents/guardians remain eligible to claim a conveyance allowance in 2020 if:
• They received a conveyance allowance in 2012;
• They remain at the same address since 2013; and
• The child has not or will not move from primary school to secondary school since 2012.
Application
Parents/guardians wishing to apply for conveyance allowance must complete and submit an application form for each
individual student by the due date. Completed application forms must be submitted to the School by no later than
Friday 7 February 2020 otherwise parents/guardians risk their claim not being accepted.
Please contact the School office for an application form.
6.3.2 Travel Grants
Travel Grants are still available only for those parents/guardians who received them in 2019 whose children have not
moved into Year 7. The School will issue application forms to all parents/guardians who meet the eligibility criteria by
Friday 13 December 2019. Parents/guardians wishing to apply for a travel grant must complete and submit an
application form for each individual child to the School by no later than Friday 7 February 2020 otherwise
parents/guardians risk their claim not being accepted.
6.4 Other Government Allowances
6.4.1 Camps, Sports and Excursions Fund
The Camps, Sports and Excursions Fund (CSEF) will provide payments for eligible students to attend camps, sports and
excursions. Families holding a valid means-tested concession card or temporary foster parents are eligible to apply.
Current payments are $125 per year for eligible primary school students and $225 per year for eligible secondary school
students; however, payments for 2020 are still to be determined. Payments are received by the School and will be
credited to the parent/guardian debtor account.
Eligibility
To be eligible for the fund, a parent or legal guardian of a student attending a registered Government or Non-
Government
• Victorian Primary or Secondary School must:
• on the first day of Term One, or;
on the first day of Term Two;
a) Be an eligible beneficiary within the meaning of the State Concessions Act 2004, that is, be the holder of a
Veterans Affairs Gold Card or be an eligible Centrelink Health Care Card (HCC) or Pensioner Concession Card
(PCC) holder; or
CONTENTS - Page 16 -2020 Business Notice Bacchus Marsh Grammar
b) Be a temporary foster parent; or
c) Submit an application to the school by the due date (date to be confirmed); or
d) Students must be of school age and attend a Victorian school.
Please refer to the School website for further information and contact the school office for an application form.
6.5 Wilful Damage
Parents/guardians will be responsible for the payment of any costs, incurred by the School, for any damage to School
equipment and/or property that is deemed to be caused by the inappropriate or negligent behaviour of their child.
[Refer to Conditions of Enrolment].
6.6 Health Restrictions
6.6.1 Students with an Anaphylaxis Condition
Students, who have been flagged as suffering an anaphylaxis condition, will not be allowed to commence a new School
year unless an updated Anaphylaxis Management Plan or a Medical Clearance Certificate is submitted to the Health
Centre.
6.6.2 General Health Restrictions
From time to time, the School may impose limits on access to classes and the school, for individuals considered to pose
a health risk to the immediate School community, as a means of assisting in the control of the spread of infectious
diseases. The School will not be financially liable for loss of access to class time. It will, however, make every endeavour
to ensure that students have access to educational material and assistance that does not require attendance at School.
Parents/guardians may be entitled to fee relief under the Fee Relief provisions.
6.7 School Communications
6.7.1 myBMG Parent Portal
Accessible from the School website, the myBMG Parent Portal provides an efficient, secure and environmentally friendly
way for the School to communicate and share information with Bacchus Marsh Grammar parents. The portal provides
options to make payments towards your school fees, various user pays activities and any ad hoc charges. The portal also
provides easy access to information about current students in each family, including school reports, booking
parent/teacher interviews, student timetable, forms and documents, financial information and fee statements. Families
are also able to update medical and contact information.
6.7.2 School Website
An important form of communication within the School Community, the School’s website is updated regularly with
important news and information relating to the School and associated communities. It is important that
parents/guardians and students access the website regularly to ensure that they are conversant with the most current
information. The website is located at http://www.bmg.vic.edu.au.
6.7.3 School Newsletter
An important form of communication within the School Community, the School’s newsletter the “Grammar Weekly” is
published on the School’s website every Friday.
To keep up to date with key dates and activities it is suggested that parents subscribe to the newsletter. To subscribe to
this service visit www.bmg.vic.edu.au > News & Events > eNews and enter your contact details. You may subscribe or
unsubscribe at any time.
The newsletter provides administrative information for the coming week and provides information on the daily
operations of the School. Importantly, the newsletter will often contain reminders related to information contained
within the Business Notice. It is vital, therefore, that parents/guardians read the newsletter and are fully aware of its
contents.
6.7.4 BMG Facebook Page
The BMG Facebook Page is an alternative platform of communication within our School Community in order to share
special interest articles provide useful updates and strengthen the School’s brand.
Social media is an integral part of society and how we form, create and share in our community. However, if social media
is inappropriately used, serious issues can arise.
6.7.5 Exclusion from Multimedia*
It is important that the School be aware of any students who are not permitted to feature in the newsletter, School
publications (including Yearbook), website, social media or advertising.
CONTENTS - Page 17 -2020 Business Notice Bacchus Marsh Grammar If parents would like to register their child/ren to the ‘Exclusion from Multimedia’ listing, please visit the School website to complete the necessary form. *Multimedia is defined as photography, video, audio or any other form of electronic recording. Note: This does not apply to the official School Photos of students and their classes. Should you have any questions, please contact the Marketing & Social Media Coordinator on 5366 4800. 6.8 Camps and Excursions Year level school camps and excursions are compulsory for all students, except when permission for an exemption has been granted by the Deputy Principal. Parents/guardians are required to complete and sign a permission form, which includes relevant medical information, before a student is allowed to attend a camp or excursion and must provide permission for teaching staff to seek appropriate medical treatment when required and agree to meet all future medical expenses that may result. Students who have not returned a completed and signed permission form will be excluded from the excursion. Parents/guardians are not entitled to any refund or fee relief if a student does not attend a school camp or excursion. 6.9 Canteen/Cafeteria Canteen facilities are available at both the Maddingley and Woodlea campuses. Note that the Maddingley Campus now offers Eftpos facilities for students in Years 5 to 12. All information on the Junior and Senior School lunch ordering procedures are available on the website: www.bmg.vic.edu.au/community 6.10 Student Accident Insurance 6.10.1 Accident Insurance Coverage The School has put in place an Insurance cover for students who may have injured themselves during School activities. The Insurance cover provides limited coverage for non-Medicare related expenses that have been incurred by parents/guardians for medical treatment for injuries incurred by students. Please note the policy does not provide coverage for expenses for which you receive a Medicare refund; it does not cover the gap between the actual fees charged and the Medicare rebate. This coverage does not remove the responsibility of the parent/guardian to meet any current or future medical expenses that may arise from an incident involving their child. The coverage is in place to provide some financial assistance for parents/guardians in meeting these obligations. Parents/guardians should contact the Administration Office for claim forms or download the form from the Bacchus Marsh Grammar website. 6.10.2 Ambulance Transport The School’s Student Accident insurance now provides limited reimbursement for costs for a student to travel by emergency services transportation because of an injury or illness unless the circumstances surrounding the illness or injury are exempt by the policy. If the emergency services are insured elsewhere by the family, i.e. Ambulance Victoria Membership or Private Health Insurance, then they must claim through that first and foremost prior to submitting a Student Accident Claim. Eligibility for reimbursement for each claim will be determined by the Insurers on an individual case basis. 6.11 Replacement Cheques The School will charge a fee of $50 for any replacement cheque requested. CONTENTS - Page 18 -
2020 Business Notice Bacchus Marsh Grammar 7 Billing and Payment of Fees 7.1 Billing Details The School requires that all parent/guardian accounts should be in the name/s of the person(s) that signed the agreement for the enrolment, and or re-enrolment, of their child/ren at the School (collectively, referred to as parents/guardians in this section). The School requires both parents/guardians to sign the agreement to accept and maintain a position for their child/ren at the School. Where both parents/guardians sign the agreement they remain jointly and severally responsible for all fees regardless whether payment is made by only one of the parents/guardians, or by any other party. This is the case regardless that the School may permit a split billing arrangement or payment plan to be put in place to assist families in extenuating circumstances. If a parent/guardian has an arrangement for an account to be settled by a third party, then the Account will be issued to the parents/guardians and they must arrange for the third party to make payment. 7.1.1 Change to Billing details Parents/guardians are required to immediately inform the School of any change in billing details via the myBMG Parent Portal ‘My Details’ tab e.g. name or address. Application for split billing or change of parent/guardian responsibility must be emailed to accountsrec@bmg.vic.edu.au. For further information regarding split billing arrangements refer to the Billing and Payment of Fees Policy and or Debt Collection Policy. 7.1.2 Split Billing The School allows fee accounts to be split between two separated parents/guardians where both are responsible for the payment of school fees. Application for split billing must be made in writing on a Fee Billing Variation Form and must be signed by the parents/guardians and supported by a Court Order where applicable. Signed and completed application forms should be sent to the Finance Manager. The School will formally advise parents/guardians of acceptance of the split fee payment arrangement and the new payment arrangement will apply to the balance of the account as at the acceptance date and for all accounts issued after the acceptance date. When approved by the School, the split fee arrangement only determines the extent to which parents/guardians will contribute to the payment of fees. It does not override the enrolment agreement for the purposes of acceptance of financial liability for the payment of fees by the parents/guardians. Both accounts from a split billing situation must be paid and finalised as per payment arrangements approved by the School in order to comply with the Fee Payment Policy of Bacchus Marsh Grammar. When a fee payment problem applies to only one party in a split billing situation, copies of all written correspondence, sent by the School, relating to the payment issue, will be forwarded to the other party. Any changes to a split fee payment arrangement must be made on a Fee Billing Variation Form and must be signed by both parties before any arrangements are changed. If no agreement can be reached with respect to payment of outstanding monies due and payable, the parents/guardians remain jointly and severally liable for payment of all amounts owing under the enrolment agreement (refer to the Conditions of Enrolment for further information). Parents/guardians are expected to pay all fees in accordance with an approved split billing arrangement or Payment Plan, unless satisfactory payment arrangements have been previously agreed to and formally acknowledged between the School and the parents/guardians. 7.1.3 Court Orders Parents/ guardians acknowledge and understand that the School is not bound by any Court Orders or Child Support Assessments, Orders or Agreements as between the parents/guardians with regard to payment of accounts. Further, parents/ guardians agree to expressly permit the School to obtain a full, complete and unredacted copy of any and all relevant Court Orders and Child Support Assessments, Orders or Agreements as between said parents/guardians that relate to any child/ren enrolled at the School (Refer to the Conditions of Enrolment). 7.2 2020 Billing Process 7.2.1 Annual Fee Invoice All fees, charges and levies are billed in January each year. In the first instance, these will be available to view on the myBMG Parent Portal under the ‘Payment Plans’ tab. Parents/guardians will receive notification that the Payment Plans are available for review and selection via the myBMG Parent Portal in early January. CONTENTS - Page 19 -
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