School Policy

1. Higher Level Programme

2. WSQ

The System

1. All student’s particular (i.e Application / Registration Form, other personal records) are stored in their respective student’s personal data are captured in the computer data base.
2. The personal file and computer records are only accessible by designated staff managing these records. The particulars stored in the computer are to have user Id and Password protected.
3. The manual records of students’ particulars are kept in steel cabinets under lock and key outside the school operating hours. During operating hours, only designated staff could have access for their work purposes. The Student records are not permitted to be booked out from the repository, unless permission is obtained from the Records Manager.
4. It was specifically mentioned in the Application / Registration Form that the student’s particulars completed through the Form are used only for the School’s internal use. Prior permission must be obtained in writing from the student if the particulars are to be used for other purposes. In this instance, the student must give his/her consent by signing a’ Consent Form’ where the purpose is mentioned.
5. Permission to use the Students’ particulars, data other than for the School Internal marketing or students’ billing is to be sought from the School Manager/Principal.
6. The proper use of a Students’ particulars is disseminated in the orientation and training programmes of all staff to ensure they are aware of this policy. Internal directive on this is also circulated to existing staff to ensure no one is ignorant of this ruling. This is to inculcate in them sense of responsibility towards safeguarding student data at all times.
7. Failure to comply with the proper use of students’ particulars may render those who flout the procedures to disciplinary measures. The penalty Imposed are

               – First-time offenders are given letter of reprimand or warning

               – Repeat offenders may result in dismissal action

               – Court action may be taken for those who willfully repeat the offence

Transfer Policy
The student changes the course of study but remains a student of Newton International College. For an approved transfer request, the original student contract must be terminated and a new contract must be signed.

1. 1. This policy only applies to students who wish to transfer from one course to another within Newton International College.
   2. A student who wishes to transfer from one course to another course of study within Newton International College must meet the following criteria:
      • The student satisfies the entry requirements for the course to which they are applying for transfer.
      • The request for transfer from one course to another must be submitted via the “Course Transfer Form” before the course commencement date to be considered.

Transfer Procedures

The procedure for transfer is as follows:

1. When the student gives written notice of his intention to transfer course using NIC 025Transfer Request Form, the counter staff gives the completed request form to the Education Consultant.  NIC 025 requires the signature of the parent/legal guardian if student is under 18 years of age.
2. The Director will 
   1. check that the student satisfies the Entry Requirements/Pre-requisite of the requested course
   2. discuss with student the reasons for his wanting to transfer, and explain to the student the implications for his student pass, etc.  NIC must cancel the current student pass and apply for a new student pass for the new course. Students should not hold NIC liable should the student’s pass application not be approved by the Singapore ICA.
   3. inform the student that a new application and registration fee is payable upon submission of the form and the fee is non-refundable.
   4. inform the student that he can be charged for all modules consumed.  
3. If the student maintains his intention to transfer to the new course after the discussion, the marketing staff then passes the case to the Student support / Admin Manager  for further processing
4. Student support / Admin Manager attends to or oversees the various transfer matters including
   1. Issuance of a letter to student replying to the transfer request
   2. Signing of the new contract
   3. Cancellation of the existing student pass and application for a new pass
   4. Calculate un-used fee for course A to be discounted from course fee for course B
   5. Refund fees of course A if applicable
   6. Update FPS Data File 1
   7. Informing the FPS provider within 3 working days
5. Local students will be notified of the outcome within 7 working days from the receipt of the transfer request.  International students will be notified of the outcome of student’s pass application within 4 to 6 weeks from the receipt of the transfer request (this may vary and depends on ICA processing period).

Students who fail to complete the attendance requirement despite receiving a warning and participating in counselling will be terminated.

In the unlikely event that a student has to transfer from Course A to Course B within NIC because course A is to be phased out, a similar procedure is followed, as follows:

1. NIC meets the students and explains to them the reasons for phasing out Course A, and the options open to the student.  The MR follows up with a written letter to the affected students and their parents and/or guardians.  
2. NIC obtains written confirmation from each student (or the parent or guardian, if the student is below 18 years) as to his agreement to take up course B.  
3. Where the student (or the parent or guardian, if the student is below 18 years) does not wish to take up course B, the MR will meet up with the student / parent / guardian to consider alternatives.  If no satisfactory alternative is agreed upon, NIC will propose that the matter be resolved Student support / Admin bought the CPE Student Services Centre, using the Dispute Resolution Scheme of the Committee for Private Education, as indicated on 2.6.1 Feedback Management document.  This dispute resolution scheme may involve the Singapore Mediation Centre (SMC) or Singapore Institute of Arbitrators (SIArb) as the mediation centres.
4. Where the student has agreed to take up Course B, the Student support / Admin Manager  will attend to or oversee the various transfer matters including

• 1. signing of the new contract or of an addendum making the agreed changes to the existing contract, as appropriate. The new contract or the addendum will indicate the fees applicable from then on, taking into consideration any un-used fee for course A to be discounted from the fee for course B
  2. cancellation of the existing student pass and application for a new pass
  3. updating FPS Data File 1
  4. informing the FPS provider within 3 working days

The transfer / withdrawal procedure is described in its website and student handbook.

Student support / Admin Manager  informs the FPS service providers, ICA and other relevant government agencies within 3 working days for all withdrawal cases.

Continual Improvement

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

Withdrawal Policy

1. NIC allows students to withdraw from a course in accordance with its refund policy.
2. NIC allows students to transfer from a course X to another course Y within NIC with for free.  This is treated as a withdrawal from course X (refund policy will apply) and a re-enrolment with NIC into course Y.  NIC may at its discretion give the re-enrolled student a discount on the course fee for Y.  The discount may be up to the un-used portion of the course fee for X.
3. A transfer to another private education institution is regarded as a withdrawal from NIC.
4. If the student is below 18 years of age, the parent or guardian’s approval for the transfer / withdrawal will be required.
5. A request to transfer to another course can be accepted if the student meets the admission requirements for the course he wants to transfer to, and there are  available places in that course.
6. For transfers, the service target is to assess and reply to the student’s transfer request within 7 working days and to complete the transfer process within 4 weeks.
7. For withdrawals, the service target is to complete the process (including assessing and replying to student’s request, change of status of student’s pass, refund made) within 7 working days.
8. Prospective students are briefed on the Transfer / Withdrawal Policy during pre-course counselling and later again during the orientation program.  Full details of these policies are also available on the web site and student handbook.    Student support/ admin manager  checks that the policies and procedures are correctly reflected in the website and other relevant documents.
9. During the orientation, students are informed about the implications of the status of the student pass if international students transfer or withdraw from NIC.   They are told that:
   1. if the international student withdraws from NIC, NIC would login to the ICA system to cancel the student pass.  When cancelled the student would have 30 days to remain in Singapore.
   2. if the international student transfers to another course, NIC would have to apply for a new student pass.  They are warned that should ICA reject the application for new pass the international student would have to return home.
10. Students acknowledge their awareness of the transfer / withdrawal policy, and the implications of a transfer or withdrawal when they sign NIC 025-Student Orientation Checklist. 

Withdrawal Procedures

The procedure for withdrawal is as follows:

1. When the student gives written notice of his intention to withdraw using NIC 023Withdrawal Request Form, the counter staff hands the completed request form to Student support / Admin Manager , who will talk to the student to find out why he wants to withdraw.  NIC 023 requires the signature of the parent/legal guardian if student is under 18 years of age.
2. If student does not change his intention, the Student support / Admin Manager  will inform MR, who will interview the student to understand his situation and to administer the end course survey (if necessary)
3. The Student support / Admin Manager, working with the other managers, attends to the various withdrawal matters including
   1. Issuance of a letter to student effecting the withdrawal
   2. Cancellation of the student pass
   3. Informing the FPS provider within 3 working days
   4. Update FPS Data File 1
   5. Refunding the student ( if applicable)
   6. Issuing the past attendance records to students that are enrolling in another course in another PEI
4. Where a student has withdrawn without informing NIC Student support / Admin manager  bought any written request (signed hardcopy withdrawal form or the student’s email request), NIC will treat this as an absence-for-an-extended-period case. After a continuous 7-day absence from class, the student name will be reported to Immigration and Checkpoints Authority (ICA), the student pass cancelled, and the FPS provider informed.
5. Students who had to pay more than 3rd due instalment hall be withdrawn from the course unless, otherwise obtain approval on “Deferment of due payment”

Continual Improvement

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

Refund Policy

Refund for Withdrawal Due to Non-Delivery of Course

NIC will notify the Student within three (3) working days upon knowledge of any of the following:

1. It does not commence the Course on the Course Commencement Date;
2. It terminates the Course before the Course Commencement Date;  
3. It does not complete the Course by the Course Completion Date; 
4. It terminates the Course before the Course Completion Date;
5. It has not ensured that the Student meets the course entry or matriculation requirement as set by the organisation stated in Schedule A (of the student contract) within any stipulated timeline set by CPE; or

The Student should 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.

Refund for Withdrawal Due to Other Reasons
If the Student withdraws from the Course for any reason other than those stated in Clause 2.1 of the standard student contract version 3.1, NIC will, within seven (7) working days of receiving the Student’s written notice of withdrawal, refund to the Student an amount based on the table in Schedule D of that contract.  

Newton International College shall review the refund policy at least once a year for continual improvement and report at the Management Review Meeting.

Refund During Cooling-Off Period

NIC will provide the Student with a cooling-off period of seven (7) working days after the date that the Contract has been signed by both parties.  

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

Conditions for cancellation of course and Refund

NIC reserves the right to cancel a course if the student number is four or less in which case the refund policy above applies. NIC will inform students of the cancellation of course not less than three (3) working days before the course commencement. In such a case, the application fee will also be refunded within seven (7) working days after the announcement of cancellation of course. 

Non Refundable Fees

The following are non-refundable

1. Application Fee. However, in the circumstance where NIC has decided not to commence a course, the application fee will be refunded within seven (7) working days after the student is notified, unless the student takes up alternative study arrangements with NIC.  
2. Miscellaneous Fees paid to NIC. However, a refund will be made for the scenarios in a ‘Refund for Withdrawal Due to Non-Delivery of Course’ above.
3. Third parties charges e.g. Bank charge, AEIS registration fee, ICA Student Pass application fee and Issuing Fee. 
4. No refund of any fee if the student has committed an offence and is expelled by NIC after due process of investigation by a Disciplinary Committee set up by the MR.

The time taken by NIC to process refund requests shall not be more than 7 working days from the student’s withdrawal/refund request for the issuing of refund.

Prospective students are briefed on the Refund Policy during pre-course counselling and later again during the orientation program.  

Full details of the refund policy are also available on NIC’s web site, student contract and student handbook.  Finance Manager checks that the refund policy and procedure are correctly reflected in the website and other relevant documents.

The orientation checklist requires that students acknowledge that the refund policy has been explained to them.

Communicate to students on the computation of the refund amount

NIC’s refund procedure covers the following commonly occurring situations: 

1. School’s non-performance
2. Immigration and Checkpoints Authority does not approve the student pass
3. Student changes his mind during the 7 day cooling off period
4. Student’s withdrawal

The procedure for student initiated refund (due to Student’s withdrawal / change of mind during 7 day cooling period, etc) is as follows: 

1. The student submits NIC023 Withdrawal Request Form or gives a written letter to NIC requesting a refund with the reasons.  
2. The counter staff give this letter to the HR & Finance Manager for processing.
3. Finance Manager looks into the student’s eligibility for a refund.   She calculates the amount of refund and talks to the student showing the breakdown of the refund.  The student then signs an acknowledgement form
4. Finance Manager presents the case to MR for approval.
5. Finance Manager informs the FPS insurance company of the student’s withdrawal and refunds the money directly to students.  Where possible (e.g. refunds in cash) the student signs an acknowledgement form confirming receipt of his money.

The procedure for a school initiated refund (due to NIC not performing / ICA not approving the student pass, etc) is as follows: 

1. The MR / Directors decides not to run the course.
2. Upon receipt of written confirmation that the course will not run or that the student pass application has not been successful, HR & Finance Manager calculates the amount of refund due to the students and obtains approval from MR to give the refund. 

1. Finance Manager writes to inform the FPS insurance company of the student’s withdrawal and refunds the money directly to students.  Where possible (e.g. refunds in cash) the student signs an acknowledgement form confirming receipt of his money.

Deferment Policy

Students are informed during orientation that NIC considers requests from students for course deferment on compassionate grounds.

There must be a good reason deemed acceptable to NIC, and the course must be on-going such that by the time the student returns at the end of the deferment period, he is still able to study all the required modules and successfully complete the requirements for graduation.  Acceptable reasons may include: 

• Family members who are very sick or dying where the student’s presence at home is required
• Traumatic family circumstances (e.g. death of a parent in an accident) where the family needs to be together to support each other
• Sickness or poor health where the student needs to have an extended period of rest
• Deferment in employment status (part-time student)

For deferment requests, the service target is to assess and reply to the student’s deferment request within 7 working days.

To request for a course deferment, students are required to write to NIC giving the reason for their request and providing relevant documents (if available).  

If the student is under 18 years of age, the Education Consultant will contact the parent / legal guardian and seek confirmation of the request for deferment.  The Education Consultant records the exchange and confirmation given, and requests the parent/legal guardian to give written confirmation via email where appropriate.

The MR will consider the deferment request and may consult with his Academic Manager or other relevant staff as appropriate.  

Any deferment granted would ordinarily be up to a maximum of one year.  If necessary and upon a fresh request, the deferment may be further extended. 

Student support / Admin Manager will give a written reply to the student (which may be via email) on whether the deferment request has been accepted, and if so, indicating the deferment period.  This reply will include an addendum to the existing contract which the student (or his parent/guardian if the student is below 18) will be requested to sign and return to NIC.  

Where a deferment is allowed, 

• all supervisory processes are suspended. The student does not undertake any academic work and is considered to be ‘inactive’ 
• no course fees will be charged during the deferment period. 
• the length of time of the deferment is not included in the time period for completion of the program and any deadlines will be adjusted accordingly.

The policy of the NIC is not to allow course extensions where a student is given an extended period to complete a course that other students in the same course would not normally be given.

Continual Improvement

Newton International College reviews the Course Deferment Policy at least once a year for continual improvement.

As an established and trusted private educational institution, NIC is committed to maintaining a high standard of confidentiality with respect to the personal data of our students, alumni, employees and associate lecturers in accordance with the requirements of the Personal Data Protection Act 2012 (the “PDPA”).

To help you understand how we collect, use, share and protect the personal data of our students, alumni and associate lecturers please see our Data Protection Policy. Employees can refer to the employee personal data protection policy in HR policy manual in our intranet.

Should you have any feedback or enquiries relating to your personal data, please contact:
The Personal Data Protection Officer (DPO) at the following address:
Email: info@newtoncollege.edu.sg

For more information about the PDPA, please visit the Personal Data Protection Commission’s website at https://www.pdpc.gov.sg.

Data Protection Policy

Introduction

1. “Personal Data” is defined under the PDPA to mean personal information, whether true or not and whether in electronic or other form, about an individual who can be identified:
   1. from that data; or
   2. from that data and other information to which we have access to or are likely to have access to.

Examples of personal data are your name, address, NRIC/FIN/Passport number, photograph or video image, telephone numbers and email addresses.

2. To find out more about PDPA, you may visit the Singapore Personal Data Protection Commission’s website

Purposes for Collection, Use & Disclosure of Personal Data

1. Newton International College use and disclose your personal data for the following purposes in connection with the products or services which you have applied for, to the extent applicable:
   • general administration of your application and/or registration and/or enquiry, including those personal data collected by our recruitment agents, for any programme offered by us ;
   • providing the student support and administrative services to you;
   • responding to any complaints, feedback, requests and enquiries by you;
   • disclosing your records to your parent(s) or guardian(s) at their request;
   • informing you of events, talks, seminars, surveys and updates;
   • conducting checks with the DO NOT CALL Registry;
   • maintaining and updating our student, alumni, and associate lecturer records;
   • generating financial, regulatory, management or survey reports and statistics for NIC’s business and administrative purposes;
   • meeting or complying with ‘NIC’ internal policies and procedures and any applicable laws, rules, regulations, codes of practice or guidelines, orders or requests issued by any court, legal or regulatory bodies (including but not limited to disclosures to regulatory bodies, conducting audit checks, surveillance and investigation);
   • preventing, detecting and investigating crime, offences or breaches including that related to the security of NIC premises (including but not limited to the use of security cameras);
   • purposes which are reasonably related to the above.
2. By providing the Personal Data, including those related to a third party (e.g.: information of your parents) to us through the various channels (e.g.: written form, webpage), you represent and warrant that consent, including that of the third party, has been obtained for collection, use and disclosure of the Personal Data for the respective purposes. In the event the personal data is to be used for a new purpose, NIC will notify you and seek your consent.
3. NIC ensures that your Personal Data held by us shall be kept confidential. When transferring personal data to our third-party service providers, agents and/or our affiliates or related corporations whether in Singapore or elsewhere to carry out one or more of the purposes listed above, we will require them to ensure that your Personal Data disclosed to them is kept confidential and secure.

Withdrawal of Consent

4. Associate Lecturers and students may withdraw your consent to any or all use of Personal Data for any or all of the purposes set out in this policy in writing using theWithdrawal of Consent Form and submitting through our DPO email or through our Reception counter in either of NIC campuses. For alumni, you may “unsubscribe” to the relevant notifications from Alumni Engagement.
   Without prejudice, if you withdraw your consent to the use of your Personal Data for any or all purposes, depending on the nature of your request, NIC may not be in a position to continue to provide our services to you or administer any contractual relationship in place, in which case NIC reserves the right to cease providing the services and/or terminate the contractual relationship with you.
5. Without prejudice to the foregoing, you agree and acknowledge that any withdrawal of your consents in accordance with the terms set out in this notice will not affect any consent which you may have provided to NIC in respect of the use of your Singapore telephone number(s) for the receiving of marketing or promotional information.

Administration & Management of Personal Data

6. As NIC relies on your Personal Data to provide services to you, you shall ensure that at all times the information provided by you to us are correct, accurate and complete. Student shall update us in a timely manner of all changes to the information provided through “Updating of Particulars” via NIC website.  Alumni and Associate lecturers shall update their Personal Data through our relevant departments as and when necessary or through our annual update.
7. You can view your personal data which NIC has collected and stored at any time. To do so, you will need to submit your request via email to the relevant schools  to view your personal data residing with NIC. Your right to view your personal data is limited to your personal data only. NIC is not permitted to reveal any personal data about any other individual. NIC reserves the right to refuse access to your personal data if it will reveal or lead to the revelation of another individual’s personal data, cause harm to you or another individual or is contrary to the national interest.
8. Your Personal Data is retained to the extent one or more of the purposes for which it was collected remains valid and/or for other legal or business purposes for which retention may be necessary.
9. NIC will take commercially reasonable efforts to take appropriate precautions and preventive measures to ensure that the electronic storage and transmission of your Personal Data is adequately protected and secured with the appropriate security arrangements and that our data intermediary are aware of the requirements of PDPA. However, we cannot assume responsibility for any unauthorized use of your Personal Data by third parties which are wholly attributable to factors beyond our control.

If you have any feedback or enquiries relating to our PDPA related policies and procedures or would like to obtain access and make corrections to your Personal Data, please do not hesitate to contact our Data Protection Officer at info@newtoncollege.edu.sg NIC reserves the right to amend this Policy with or without notice from time to time.