Confidentiality and Security Policy

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

Fee Protection Scheme

Fee Protection Scheme (FPS)

  1. NIC shall ensure that all prospective students have been informed of the FPS it has adopted.
  2. FPS account shall be unique to NIC as an individual entity and account sharing with other related PEIs (e.g. parent or Sister Company) is strictly prohibited.
  3. FPS shall be applicable to all students (regardless of nationality and the type of passes, i.e. dependent’s pass, student’s pass, work permit, etc). For more details on the FPS, refer to the FPS Instruction Manual which is available at www.ssg.gov.sg.
  4. Details of the FPS adopted shall be readily available (school notice board, official website, student handbook, and relevant marketing collaterals).
  5. NIC has put in place a Fee Protection Scheme (FPS) in the form of FPS Insurance Scheme (Lonpac Insurance Bhd with the Lonpac Insurance Policy Number:  Z/22/BM00/001030)

Implementation of FPS

  1. NIC shall have procedures to inform students (in native languages if necessary) on the operational details of the FPS, including how the students can check the CPE’s official website to verify that they are protected under FPS.
  2. NIC shall be responsible for the accuracy of any translation (to other languages) of the FPS which is used to brief international students.
  3. Should NIC offer any discount on the published course fee, the discount amount shall be clearly documented in the student contract.
  4. NIC shall have an updated database to ensure that all its recruited students are protected under FPS.
  5. NIC shall submit FPS data to CPE annually by the 15th of February of the year in a CPE-directed format. The accuracy of data is as at 1st of February of the year.
  6. Both hard and/or soft copies of students’ FPS data shall be furnished immediately as and when instructed by CPE (in addition to the annual updates). CPE reserves the right to conduct an ad-hoc inspection of the FPS database without giving any advance notification. Failure to provide such data for verification will be a serious breach of the EduTrust Terms and Conditions.
  7. Under FPS Insurance Scheme, NIC shall purchase insurance to protect the course fees paid by each student within 7 working days from the date of receipt of fees.
  8. As the student contract is binding between the students and NIC, students shall not be allowed to pay any fee directly to other parties (including partner organisations) other than NIC.
  9. NIC shall have procedures to update FPS provider, LONPAC INSURANCE BHD when there is a change to the fee protection status of a student.
  10. NIC shall update FPS service provider, LONPAC INSURANCE BHD within 3 working days when
    • a student transfers course of study; or
    • a student withdraws from a course of study (termination or pre-mature school leave); or
    • a student defers or extends his/her study; or
    • Student fee protection status is affected other than the circumstances listed above.

11. NIC shall not collect fees beyond 12 months.

12. NIC shall regularly review the FPS implementation procedures, for continual improvement to ensure that there is no lapse in the FPS at least once a year.

Transfer Policy

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. 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

    1. Transfer requests will be approved subject to the applicant’s meeting the above criteria. The request will be assessed and approved on a case-by-case basis by the Academic Director (or his delegated nominee) and the student will be notified of the outcome in a formal letter within seven (7) working days.
    2. For students below the age of 18, NIC must seek approval from the student’s parents/guardians before approving the transfer request.
    3. Once the transfer request is approved:
      • The student will be deemed to have withdrawn from the course and the conditions for refund of any fees paid shall be applied according to NIC refund policy before the commencement of the course or within the cooling-off period;
      • the student has to settle any outstanding course fees if the course has already commenced. However, Top Management or his delegated Division Director may consider granting the waiver should the student’s appeal with valid reasons be accepted.
      • NIC must coordinate with the FPS service provider for any refund. Such refund should be given back to the student within seven (7) working days.
      • The original student contract must be terminated and a new student contract must be signed.
      • NIC is to inform Immigration & Checkpoints Authority (ICA) of any change in a student’s status that may affect the duration of STP issued.
      • NIC shall issue past attendance records to students who are enrolling in another course in another PEI*.

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

Withdrawal Policy

  1. If a student wishes to withdraw from NIC voluntarily, he/she is required to complete the “Student Withdrawal Form”.
  2. If a student is under 18, a parent’s letter of consent is required and the student’s parents/guardians should be contacted to seek their formal consent to the withdrawal request.

Withdrawal Procedures

  1. An exit interview for students has to be conducted to meet the Academic Director (or Director of Admin/HR/Student Affairs) for counseling within three (3) working days after receiving the withdrawal request.
  2. Once the withdrawal request is approved by the Academic Director (or his delegated nominee), within three (3) working days after receiving the withdrawal request,
    • a formal letter will be issued to the student to effect the withdrawal;
    • the original student contract must be terminated and the conditions for refund of any fees paid shall be applied according to NIC refund policy before the commencement of the course or within the cooling-off period;
    • the student has to settle any outstanding course fees if the course has already commenced. However, Top Management or his delegated Division Director may consider granting the waiver should the student’s appeal with valid reasons be accepted.
    • NIC will inform the FPS service provider within three (3) working days for any withdrawal case.
    • NIC is to inform Immigration & Checkpoints Authority (ICA) of the cancellation of STP for international students (where applicable).
    • NIC shall issue past attendance records to students who are enrolling in another course in another PEI.

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 Policy
Registration fee, processing, and material cost fee will not be refunded. These costs are already incurred by the school.

Course Fees Refunded as below
1. If the duration of the course is three months or less, there will be no Refund unless 14 days before the start date which the Refund will be 100%
2. If the course duration is between six months and one year refund based as below:

Date Requested by Student      Refundable Course Fee   
14 days before start of course 100%
Between 14 days before and 14 days after start of course 75%
Between 15 to 40 days after start of course  30%
More than 40 days after start of course 0%

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

Deferment Policy

Deferment Policy

Deferment is a situation whereby a student is unable to attend, continue or accept a course for whatsoever reason/s as mentioned below:

  1. Personal and medical grounds (e.g. prolonged medical situation, financial hardship, family problems, etc.)
  2. Work situation (e.g. change of work duties, overseas posting, retrenchment, etc.)
  3. Admission Pre-conditional Entry (e.g. awaiting and verifying academic qualifications, financial support, and payment, approval from government or specific bodies, etc.)
  4. National situation (e.g. National Service, Labour Unrest, national infrastructure problems, etc.)
  5. Others (e.g. reasons acceptable from NIC Academic or Examination Boards, mitigation, Partner Institution requirements, etc.)

Deferment may arise from any of the following situations:

    • Academic Deferment
    • Course Deferment
    • Module/Unit/Lesson Deferment
    • Assignment/Examination Deferment

As a policy, deferment is generally not encouraged unless on official or Compassionate grounds, and approval is granted at the discretion of Partner Institute (PI)/External Degree Provider (EDP) and NIC Academic Director.

A deferment fee will be imposed.

Types of Deferment and Deferment Procedure

Academic Deferment

    • Academic Deferment is deferment when a new student has paid the required non-refundable Application Fee and awaiting academic pre-conditional entry.
    • Deferred admission is a guaranteed offer based on fulfilment of precondition entry requirements.
    • Deferred admission on the course may be requested for one or two module, lessons, units or semesters.
    • Students admitted to accelerated programs may, in some cases, be granted deferred admission status.
    • Deferment will be forwarded to and recommended by the HOD and approved by the Academic Director.
    • Admitted transfer students are not eligible for deferred admission.

Course Deferment

    • Course Deferment is deferment by a student’s request to delay his/her study of the course and/or to carry forward his/her paid fees to a later period.
    • Deferment may arise due to factors such as national service, overseas postings, on medical grounds or for any other valid reasons.
    • Deferment of course is allowed only up to a maximum period of SIX (6) MONTHS for Certificate course and up to a maximum period of TWO (2) YEARS for Diploma course.
    • Failing which, student will be deemed as having withdrawn from the course.
    • Deferment will be forwarded to and recommended by the HOD and approved by the Academic Director.
    • A deferment fee will be imposed.

Module/Unit/Lesson Deferment

    • Module/Unit/Lesson Deferment is deferment by a student who temporarily withdraws 1 or 2 Modules/Units/Lessons in a course and then returns to his/her course of studies.
    • This deferment may arise due to factors such as reservist training in national service, short overseas postings, on medical grounds or for any other valid reasons.
    • Such Deferment will be forwarded to and recommended by the HOD and approved by the Academic Director.
    • A deferment fee will be imposed.

Assignment / Examination Deferment

    • Assignment/Examination Deferment is deferment by a student who is unable to submit an assignment or attend an examination.
    • This deferment may arise due to factors such as medical grounds, national situation or any other valid reasons.
    • Such Deferment will be forwarded to and recommended by the HOD and approved by the Academic Director.
    • A deferment fee will be imposed.
    • NIC will always maintain up-to-date transfer, withdrawal and deferment records and will review its transfer, withdrawal and deferment policies for continual improvement.

Continual Improvement

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

Attendance and Discipline Policy

  • For all other students who do not require ICA’s student pass, course attendance must be at least 75%
  • For students pass holders, course attendance must be at least 90%

Attendance and Discipline Policy

  1. Establish a set of disciplinary policies and procedures to handle students with disciplinary issues
  2. Set policy and procedures on attendance, which are communicated to all students
  3. Establish and implement a student attendance taking and monitoring system
  4. Implement timely intervention measures to help students with poor conduct or attendance
  5. Evaluate the intervention measures for effectiveness and improvement
  6. Review the student disciplinary and attendance policies and procedures; and the student attendance taking and monitoring system for continual improvement

Detail

  • NIC shall have a tamper-proof and stringent student attendance monitoring system.
  • The attendance monitoring system must include:
      • Collecting medical certificates for any absenteeism;
      • Canceling student pass  with  ICA  when  international  students’ attendance does not meet ICA’s requirement;
      • Taking appropriate and timely interventions for absenteeism without valid reasons; and
      • Informing parents/guardians of regular absenteeism (for international students).
  • For student pass holders, NIC must ensure that their attendance fulfills ICA’s requirements for issuing the students’ passes.
  • For all other students who do not require ICA’s student pass, course attendance must be at least 75% (in the absence of any other more stringent statutory requirements).
  • For international students, NIC must only accept medical certificates as proof of absenteeism. Any other documents should only be accepted on a case-by-case basis with full justification and be acceptable by ICA.
  • Attendance records must be accurate, up-to-date, and kept until the students graduate. Time tables for all courses must be readily available upon CPE’s request for attendance verification.
  • Attendance data shall be analysed for review purposes.
  • NIC shall set minimum attendance requirements for course completion.
  • This shall be clearly communicated to the students at the start of the course (e.g. in the study guide or student handbook).
  • To stress the importance of attendance for maximum learning, NIC shall set a minimum attendance requirement for the awa
  • To qualify for EduTrust (Star), NIC must ensure that international students spend at least 5 hrs per day (5 days a week) within the school premise engaging in academic studies or meaningful activities (for example classes,  tutorials, project work, enrichment activities or co-curricular activities).
  • NIC shall have a system to monitor students’ learning, such as lesson observations and continual assessments, to ensure that the learning outcomes are achieved.
  • NIC shall regularly review the attendance and student’s learning monitoring systems for continual improvement at least once a year.

Continual Improvement

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