College Policies

College Policies

Policies


1.
Purpose : The purpose of the Refund Policy is to show Coleman College commitment to ensure all refunds are handled in a fair and reasonable manner to both Coleman College and its students or prospective students.
2. Scope : The Refund Policy applies to all staff of Coleman College who handles qualified refunds (approved by Management) to students.
3. Reference : CC-EDT-PRO-C4.3.1            Refund

 

4. Responsibility

Senior Manager / Centre Manager

 

5. Policy

5.1   Refund for Withdrawal Due to Non-Delivery of Course:

Coleman College shall notify the Student within three (3) working days upon knowledge of any of the following:

  • It does not commence the Course on the Course Commencement Date;
  • It terminates the Course before the Course Commencement Date;
  • It does not complete the Course by the Course Completion Date;
  • It terminates the Course before the Course Completion Date;
  • It has not ensured that the Student meets the course entry or matriculation requirement as set by the organisation stated in Course Details within any stipulated timeline set by CPE; or
  • The Student’s Pass application is rejected by Immigration and Checkpoints Authority (ICA).

The Student shall be informed in writing of alternative study arrangements (if any), and also be entitled to a refund of the entire Course Fees and Miscellaneous Fees already paid should the Student decide to withdraw, within seven (7) working days of the above notice.

 

5.2   Refund for Withdrawal Due to Other Reasons:

If the Student withdraws from the Course for any reason other than those stated in (i) to (vi), Coleman College will, within seven (7) working days of receiving the Student’s written notice of withdrawal, refund to the Student an amount based on the refund table.

 

Refund Table (Full-time & Part-time Courses):

% of [ the amount of fees paid under Schedules B and C] If Student’s written notice of withdrawal is received
100 (“Maximum Refund”) More than 30 days before the Course Commencement Date
50 Before, but not more than 30 days before the Course Commencement Date
10 After, but not more than 10 days after the Course Commencement Date
0 More than 10 days after the Course Commencement Date

 

Refund Table for Short Course (1 week)

% of [ the amount of fees paid under Schedules B and C] If Student’s written notice of withdrawal is received
100 (“Maximum Refund”) More than 30 days before the Course Commencement Date
50 Before, but not more than 30 days before the Course Commencement Date
10 After, but not more than 02 days after the Course Commencement Date
0 More than 02 days after the Course Commencement Date

 

Refund Table for Short Course (2 weeks)

% of [ the amount of fees paid under Schedules B and C] If Student’s written notice of withdrawal is received

100

(“Maximum Refund”) More than 30 days before the Course Commencement Date

50

Before, but not more than 30 days before the Course Commencement Date

10

After, but not more than 03 days after the Course Commencement Date

0

More than 03 days after the Course Commencement Date


Refund Table for Short Course (3 and 4 weeks)

% of [ the amount of fees paid under Schedules B and C] If Student’s written notice of withdrawal is received

100

(“Maximum Refund”) More than 30 days before the Course Commencement Date

50

Before, but not more than 30 days before the Course Commencement Date

10

After, but not more than 10 days after the Course Commencement Date

0

More than 10 days after the Course Commencement Date

 

5.3 Refund During Cooling-Off Period:

Coleman College provides the Students with a cooling-off period of seven (7) working days after the date that the PEI-Student Contract has been signed by both parties.

The Student will be refunded the highest percentage (stated in Refund Table) of the fees already paid if the Student submits a written notice of withdrawal to the Coleman College within the cooling-off period, regardless of whether the Student has started the course or not.

 

5.4   Non-refundable Fees

The following fees are non-refundable:

  • Application fee
  • Administrative fee
  • Uniform – if uniforms have been given
  • Accommodation placement fee – if the accommodation has already been arranged
  • Airport pick-up fee – if the service has been used
  • FPS insurance fee
  • Medical insurance fee
  • Banker’s guarantee processing fee and Premium for security Deposit – if the service has been rendered
  • Course material fee
  • Examination fee / Re-assessment fee
  • Fees payable to government authorities or other external parties
  • Relevant bank charges paid by Coleman College Pte. Ltd.
  • Fees charged for administrative services (for example, late fees, re-prints of transcripts)

 

6. Continual Improvement

Coleman College shall review the Refund Policy at least once a year for continual improvement and report at Management Review Meeting.

1. Purpose : The purpose of the Course Transfer Policy is to demonstrate Coleman College’s commitment to ensure all course transfer requests submitted by students are handled effectively.
2. Scope : The Course Transfer Policy applies to all staff responsible for handling course transfer request submitted by students.
3. Reference : CC-EDT-PRO-C4.4.1a      Transfer Process

 

4. Responsibility

Senior Manager/ Centre Manager

 

5. Policy

5.1     Course Transfer refers to a student request for a transfer to another course within Coleman College or a change in period of study (from full-time to part-time or vice versa). Courses offered in collaboration with partner institutions will be governed separately by different institution’s regulations which are beyond the purview of Coleman College.

5.2     Coleman College shall provides pre-course counseling for the intended course.

5.3     Student’s request for transfer can only be processed upon if the student meets  the entry requirements of the new course and student has completed the installment   obligations (payments) for all overdue fees of the existing course (if any).

5.4     Coleman College’s refund policy shall apply for all qualified refunds.

5.5     Student requesting for course transfer within Coleman College must withdraw from the existing course by terminating the existing Standard PEI-Student Contract, before signing a new Standard PEI-Student Contract for the new course.

5.6     Fee Protection Scheme (FPS) for existing course fees paid will be cancelled. A new FPS will be purchased for the intended course fees paid after contract signed.

5.7     Consent from parent/guardian is needed if student is below the age of 18.

5.8     Coleman College will take a maximum of 4 weeks to complete the course transfer process.

 

For STP Holder

  • For Student’s Pass holder, course transfer is subject to ICA’s approval of the new Student’s Pass.
  • In the event that the application of Student’s Pass pertaining to transfer is rejected by ICA, the student is required to cancel his current Student’s Pass within 7 days.

 

6. Continual Improvement

Coleman College reviews the Course Transfer Policy at least once a year for continual improvement and report at Management Review Meeting.

 

1. Purpose : The purpose of the Course Withdrawal Policy is to demonstrate Coleman College’s commitment to ensure all course withdrawal requests submitted by students are handled effectively in a fair and reasonable manner.
2. Scope : The Course Withdrawal Policy applies to all staff responsible for handling course withdrawal requests submitted by students.
3. Reference : CC-EDT-PRO-C4.4.1b  Withdrawal Process

 

4. Responsibility

Senior Manager/ Centre Manager

 

5. Policy

5.1     Course Withdrawal refers to a student’s request to discontinue from all courses with Coleman College.

5.2     Despite the students having signed the Standard PEI-Student Contract, the Management is prepared to listen and give consideration to genuine cases of withdrawal requested by students.

5.3     Consent from parent/guardian is needed if student is below 18 years old.

5.4     Students are liable for overdue fees (if any).

5.5     Coleman College’s refund policy shall apply for all qualified refunds.

5.6     Fee Protection Scheme (FPS) for the course fee paid will be cancelled.

5.7     Coleman College will take a maximum of 4 weeks to complete the course withdrawal process.

 

For STP Holder

  • Student’s Pass holder is required to submit his/her passport and Student’s Pass to Coleman College for cancellation of Student’s Pass with ICA.

 

6. Continual Improvement

Coleman College shall conduct regular review of the Course Withdrawal Policy for continual improvement.

1. Purpose : The purpose of the Dispute Resolution Policy is to demonstrate Coleman College’s commitment to ensure all disputes and/or complaints are effectively resolved amicably within the stipulated time frame.

 

2. Scope : The Dispute Resolution Policy applies to all staff responsible for handling all feedback including complaints from students, prospective students and the public.

 

3. Reference : CC-EDT-PRO-C2.6.1 Feedback Management

 

4. Responsibility

Centre Manager/Senior Manager

 

5. Policy

5.1   Coleman College has a documented close-loop feedback and complaint management system in place to gather and address all feedback / complaints received (either from the public, staff, students and prospective students).

5.2   A student dispute may arise from any aspect of a student’s educational experience at Coleman College (Coleman) which they believe to be unfair, unjust or unreasonable

5.3   Coleman treat all grievances, disputes and appeals as our important feedback. We have staff specially assigned to manage students’ welfare, including the handling of their grievances and complaints according to our procedures. We are committed to resolving any feedback / complaint received within 21 working days. If the complaint is not resolved amicably within the stipulated period by the school or if the student is not satisfied with the outcome from the school, the student may seek redress via:

 

  1. CPE Mediation – Arbitration Scheme; or
  2. The Small Claims Tribunals (SCT), for clear cut fee refund issues of equivalent or less than S$10,000 #; or
  3. Student’s own legal counsel

#For amounts that exceed SGD$10,000 but is less than SGD$20,000, the claim can still proceed with SCT if both parties consent to it in writing

 

6. Continual Improvement

Coleman College reviews the Dispute Resolution Policy at least once a year for continual improvement and report at the Management Review Meeting.

 

1. Purpose : The purpose of the Confidentiality and Security Policy is to demonstrate Coleman College’s commitment to ensure all data pertaining to students, staff and its lecturers, financial, medical, course assessment materials and academic results are managed in a confidentiality and security manner at all time. Coleman is committed to ensure personal data pertaining to stakeholder shall be appropriately handled in-line with Singapore’s Personal Data Protection Act (PDPA).

 

2. Scope : The Confidentiality and Security Policy applies to all staff responsible for handling data pertaining to students, staff and its lecturers, financial, medical, course assessment materials and academic results.

 

3. Reference : CC-EDT-PRO-C2.5.1 Data and Information Management

 

4. Responsibility

Information Technology Manager

 

5. Policy

5.1   All data and information pertaining to students, staff and lecturers, financial, medical, course assessment materials and academic results shall be kept confidential and secured at all times under lock and key, and for internal use only.

5.2   Every effort shall be made to ensure that the integrity of confidential information is not compromised unless the disclosure is required by laws including PDPA, order of any courts of Singapore and government agencies like CPE.

5.3   All staff shall not divulge any of the above confidential information to any unauthorized third party without prior written consent from the Executive Chairman and/or Chief Executive Officer.

5.4   Coleman College has a Student Management System to manage the data pertaining to student, lecturer and academic (examination) Accessibility to such data by staff are controlled using security IDs with passwords to ensure the confidentiality and security of such data

5.5   Coleman College shall keep all course assessment materials in a locked cabinet located in the Registry Room where it is maintain locked at all time and with restricted access.

 

6. Continual Improvement

Coleman College reviews the Confidentiality and Security Policy at least once a year for continual improvement and report at the Management Review Meeting.

 

1. Purpose : The purpose of the Revenue Recognition Policy is to

establish when revenue must be recorded as Coleman College requires revenues be recognized on the accrual basis, meaning when they are earned, not necessary when payment is received. Revenues are generally earned when goods are delivered or services are performed.

2. Scope : The Revenue Recognition Policy applies to:

a.   Accounting records which are maintained in accordance with the provisions of the applicable laws and regulations;

b.   Accounting framework reflecting a fair and accurate representation of the organization’s financial affairs.

Type of Revenues:

a.   Course Fees

b.   Miscellaneous Sales and Services

c.    Others

3. Reference : CC-EDT-POL-C2.1.1 Corporate Governance and Financial Resource Management

 

4. Responsibility

Executive Chairman / Principal

 

5. Policy

5.1     Revenues are inflows or other enhancements of assets of an entity or settlements of its liabilities (or a combination of both) from delivery of its products, rendering services, or other activities that constitute the entity’s ongoing operations.

5.2    Revenues are recognized based on accrual accounting in accordance with Singapore Accounting Standards.

5.3    Revenue is considered earned when the college has substantially met its obligation to deliver its products/services over the period in which the courses are conducted.

5.4    Deposits, advance payments and progress payments for programmes and activities to be conducted primary in the next fiscal year are classified as deferred revenues and are recognized as revenue only when the revenue producing event has occurred.

 

6. Continual Improvement

Coleman College reviews the Revenue Recognition Policy at least once a year for continual improvement and report in the Management Review Meeting.

1. Purpose   The purpose of the Ethical Behaviour Policy is to promote a culture that values and supports ethical behaviour, characterised by honesty, fairness and equity in interpersonal, professional and academic relations.

 

2. Scope   The ethical behaviour applies to all stakeholders (staff, students and any other personal associated with the college)

Definition:    Ethical behaviour is behaviour which conforms to accepted standards of behaviour characterized by principles
such as honesty, fairness and equity in interpersonal, professional and academic relationships.

 

3. Reference   CC-EDT-PRO-C2.1.1   Corporate Governance and Financial Resource Management

 

4. Responsibility:
The Executive Chairman has ultimate accountability for the promulgation of ethical behaviour within the college and the resolution of complaints of unethical behaviour.

 

5. Policy

Ethical Behaviour: Staff and students shall:

 

5.1     Interact with others in a manner which shows professionalism, integrity and respect regardless of race, national origin, religion, sexual orientation, age, disease, disability, or physical characteristics such as gender, colour, height, weight , hair colour, etc.

5.2    Deal honestly with others and address those whose behaviors are inappropriate, show a lack of professionalism conduct or judgement, or who engage in fraud or deception.

5.3     Abide by the law

5.4     Respect the rights of people including the right to confidentiality, and safeguard personal confidences within the restrains of the law and Colleges’ policies and procedures.

5.5     Continue to study, supply and advance knowledge; suggest feedback; and adopt best practices of others for continual improvement to college processes.

 

Unethical Behaviour

  1. Harassment
  2. Plagiarism
  3. Cheating
  4. Dishonesty
  5. Theft
  6. Falsification of documents
  7. Violations of confidentiality
  8. Mistreatment of staff and students, simulated or real
  9. Unlawful activity or disregard for college property, policies and procedures

 

6. Continual Improvement

Coleman College reviews the Ethical Behaviour Policy at least once a year for continual improvement and report in the Management Review Meeting.

1. Purpose : The purpose of the Course Deferment Policy is to demonstrate Coleman College’s commitment to ensure all deferment requests submitted by students/prospective students are effectively processed.
2. Scope : The Course Deferment Policy applies to all staff responsible for handling deferment requests submitted by students/potential students.
3. Reference : CC-EDT-PRO-C5.3.2 Student Selection and Admission

 

4. Responsibility

Senior Manager/ Centre Manager

 

5. Policy

5.1   All requests for course deferment must be made in writing to Coleman College.  Deferment through any other means including email and telephone will not be entertained. All requests must be supported with documentary evidence.

5.2     Consent from parent/guardian is needed if student is below the age of 18

5.3     Students are allowed to defer only once up to the maximum period of 6 months.

5.4     Approval for deferment is at the sole discretion of Coleman College.

5.5a   For Prospective Students

If In-Principal Approval (IPA) has been granted by ICA prior to the approval of the student’s request for deferment of the course, the IPA granted will be deem as ‘lapsed’ or will be cancelled by Coleman College as deem appropriate. If the student wishes to re-enroll for the course, they will need to re-apply for Student’s Pass as new application.

 

5.5b   For Existing Students

For International students whose request for deferment of module(s) has been approved by Coleman College, they will be required to cancel their Student’s Pass as required by ICA. These students will need to re-apply for Student’s Pass 2 before the date of commencement of the referred module(s).

 

6. Continual Improvement

Coleman College shall conduct regular review of the Course Deferment Policy for continual improvement.

1. Purpose : The purpose of the Student Discipline Policy is to demonstrate Coleman

College commitment to create a conducive academic environment for learning. The College will not tolerate any non-conforming acts or behavior from its students and will takes disciplinary action against such infraction as it deem appropriate.

2. Scope : The Student Discipline Policy applies to all students of Coleman College.
3. Reference : CC-EDT-PRO-C5.4.1a Handling Student’s Misconducts

 

4. Responsibility

Centre Manager/Senior Manager

 

5. Policy

5.1    All students shall familiarize themselves and adhere to the College’s policies and code of conduct (Student Handbook) that are applicable to them.

 

5.2     All student shall ensure that their behavior is at all times respectful of others and supportive of learning environment. Coleman College shall not tolerate the following behaviours/offences:

  1. dishonesty
  2. misconduct
  3. disruption of the academic environment
  4. vandalize and/or destruction of College property
  5. fraud
  6. misdemeanours or other offences against persons or things
  7. failure to abide by the college’s regulations and policies
  8. failure to respect the right of others

 

5.3   Student who violates any of the College policy or misbehave, as listed under clause 5.2 will be subjected to disciplinary action(s) commensurate with the seriousness of the offence. Such disciplinary action(s) shall be in accordance with and as set out in the procedure ‘Handling Students Misconducts’ CC-EDT-PRO-C5.4.1a. following the below stated sequence.

  1. 1st Counselling
  2. 1st Warning Letter
  3. 2nd & Final Warning Letter
  4. Expelled from the school

However, the intervention action may vary depending on the seriousness of the offences. If there is a need, the College will turn to the authorities such as the police for assistance.

 

6. Continual Improvement

Coleman College shall conduct regular review of the Student Discipline Policy for continual improvement.

1. Purpose : The purpose of the Student Attendance Policy is to demonstrate Coleman

College’s commitment to encourage all its students to be regular and

punctual for their classes. In addition, the policy provides guidelines for attendance requirements and leave applications.

2. Scope : The Student Attendance Policy applies to all students of Coleman College.
3. Reference : CC-EDT-PRO-C5.4.1b Student Attendance Management

 

4. Responsibility:

Senior Manager/ Centre Manager

 

5. Policy:

5.1   All students who are holders of Student’s Pass should achieve a minimum attendance of 90% per month.

5.2   To qualify for assessment/examination, students should achieve the following minimum attendance rate:

  1. 80% attendance rate for Student’s Pass holders
  2. 75% attendance rate for non-Student’s Pass holders.

5.3   All students must submit a valid medical certificate to the Registry or Coleman Life whenever absent on medical ground.

5.4   Students who need to apply for leave of absence with valid reason(s) must submit the application form to Coleman Life for management approval prior to making travelling arrangement. Approval by the management will be considered on a case by case basis.

(Please take note that written approval from parent or legal guardian is required for students below 18 years old).

5.5   Coleman College shall notified Immigration and Checkpoints Authority of Singapore (ICA) whenever the student on Student’s Pass is absent continuously for more than seven (7) days or if the monthly attendance is less than 90% without a valid reason.

5.6   Coleman College shall not hesitate to take disciplinary actions against studentswho does not meet the requirements as stipulated under Clause 5.1 and 5.2. The disciplinary actions taken shall be in accordance to procedure CC-EDT-PRO-5.4.1b Student Attendance Management as per below sequence:

  1. 1st Counselling
  2. 1st Warning Letter
  3. 2nd & Final Warning Letter
  4. Expelled from the school

However, the intervention action may vary depending on the seriousness of the offences.

6. Continual Improvement:

Coleman College shall conduct regular review of the Student Attendance Policy for continual improvement.

1. Purpose : The purpose of the Assessment Policy is:

a.      To promote, assist and improve teaching

b.      To help students achieve highest standards

c.      To provide meaningful reports to parents/guardians on students’ achievements

d.      To provide information for the issuing of certificate of achievement

e.      To ensure that assessments meet the industry standards

2. Scope : The Assessment Policy applies to all students and staff handling course assessments.
3. Reference : CC-EDT-PRO-C5.5.1 Student Assessment Process

4. Responsibility

Director – Academic

 

5. Policy

5.1   Coleman College shall conduct assessments in accordance with the procedure CC-EDT-PRO-C5.5.1 Student Assessment Process

5.2     All assessments administered by Coleman College shall encourage, reinforce and form an integral part of teaching and learning

5.3     Assessment shall provide quality and timely feedback to enhance learning

5.4     Assessment practices shall be valid, reliable and consistent

5.5     Assessment is integral to course and topic

5.6     Information about assessment is readily available

5.7     Assessment is fair, equitable and inclusive

5.8     The amount of assessment is manageable for students and staff

5.9     Assessment practices are monitored for quality assurance and improvement

5.10   All assessment questions set must be aligned to the intended learning outcomes and contents of the examinable subject.

 

6. Continual Improvement

Coleman College shall conduct regular review of the Student Discipline Policy for continual improvement.