SIT Policies & Procedures

Students enrolled at Southern Institute of Technology shall at all times behave with consideration towards fellow students and members of staff and other SIT stakeholders. In particular, students are required:

  1. To complete enrolment procedures and make arrangements for the payment of any applicable fees, before attending classes.
  2. To comply with the stated provisions of the Zero Fees Scheme in order to retain their eligibility (where applicable).
  3. To attend all scheduled classes in which they are enrolled. Any student who is unable to attend a class should telephone the teaching staff member concerned, the Faculty Administrator, or other designated person. Any student missing a scheduled class without prior notice and/or a genuine reason, will be recorded as absent from that class.
  4. Not to engage in any behaviour which disrupts the study or campus environment or affects the physical or emotional wellbeing of other students, staff or members of the community.
  5. To observe all regulations governing the use and misuse of computing equipment, including software piracy, after-hours laboratory use, and e-mailing, accessing or downloading any prohibited or offensive material.
  6. To abide by the health and safety procedures established by SIT, including the wearing of designated protective clothing (including footwear and safety glasses) for specified areas or activities.
  7. To refrain from using cellular phones for any purpose during any timetabled class or assessment.
  8. To comply with all expectations of conduct during assessments and examinations, and not to engage in any malpractice, which may misrepresent results or otherwise give one student an unfair advantage over others.
  9. To respect the intellectual property of others and throughout the course of study avoid plagiarism through use of appropriate referencing and acknowledgements.
  10. To conduct themselves appropriately during any field or study trip or participating in any off-site activity arranged by SIT.  Alcohol is not to be consumed on any field trip or in any SIT vehicle.
  11. To act responsibly and follow supervisors’ directions, whilst undertaking off-site practical or workplace activities, or participating in any off-site activity organised by SIT.  
  12. To return all SIT property in their possession – including library books – upon completing a course of study.
  13. To respect the environment by refraining from littering, and by not damaging or defacing any SIT property.
  14. To comply with the non-smoking regulations governing all SIT buildings and vehicles.
  15. To obey all directives while driving on SIT property, including speed limits and parking restrictions.
  16. To refrain from bringing alcohol onto SIT property, and not to attend any class under the influence of alcohol. 
  17. To observe current legislation which prohibits the use or possession of drugs.  Any student suspected of carrying or using illegal drugs on SIT property, will be reported to the police.

Orientation Week and Events

Orientation Week is held in February and July each year.  This is a great opportunity to get familiar with SIT, meet new people, and have fun! For more information about events during O-week and throughout the year, follow SIT on Facebook or visit www.sit.ac.nz

Health and Safety

If you are working in a lab/workshop, you must abide by the Health and Safety regulations (e.g. wear the required protective clothing).  You must be familiar with the fire/evacuation procedures. 
For full details refer to your Faculty Programme Handbook.

Smoking

SIT is a smokefree campus, and smoking is prohibited anywhere on campus.

Alcohol

No alcohol may be consumed or carried on campus during class activities unless you have prior permission from the Chief Executive. Students must not attend class intoxicated.

Drugs

The use or carrying of prohibited drugs on campus is illegal. If you carry or use drugs, or are suspected of doing so, you will be reported to the police immediately.

Drug and Alcohol Testing

All applicants/students may be required to undergo a drug and alcohol screening test before being accepted, or during the programme of study.  If an applicant/student fails the test, their programme of study may be terminated.

Lost Property

If you find any property that is not your own, it should be handed into Administration.

Parking

  • Invercargill Tay St campus: there is free student parking available on Forth St. Parks are also available for students with a disability.  Offence notices and wheel clamps are used on campus for illegal parking, including parking in staff car parks. A fee will be charged to remove clamps.
  • Invercargill Downtown campus: No parking available.
  • Gore: Free parking on campus.
  • Christchurch: Free parking on campus.
  • Queenstown: Parking in Remarkables Park Town Centre is limited to 3 hours and strictly enforced.  Students are to park in the Remarkables Park Staff Parking at the top of Cherry Blossom Ave (the road behind the campus) where they can park all day for free.  SIT is not responsible for any parking tickets received by students for parking in the Remarkables Park Town Centre.

All vehicles are parked at owners’ risk.

Bikes

The ONLY place you may park your bike on campus is in the bike stands provided.  Failure do so may result in your bike being impounded. It is your responsibility to lock your bike up safely and SIT cannot be held responsible for any loss.

The Zero Fees Scheme applies to New Zealand citizens/permanent residents/Australian permanent residents residing in NZ.  This amazing offer permits those mentioned to study approved programmes without paying the tuition fees.

Zero Fees, where available, applies only to the base tuition fee attached to each programme of study.  Certain programmes may incur direct material costs to the students, for example, uniform, textbooks, tools, activities, NZQA charges.

Zero Fees is available as a result of present Government policies.  Although not foreseen, SIT is unable to guarantee ongoing Zero Fees.  Zero Fees is, however, reviewed annually and set for three-year periods.

In order to retain the Zero Fees, students must meet the following criteria:

  • Satisfactory academic progress
  • Satisfactory attendance, maintaining at least 80% (or programme specific) attendance   
  • Adherence to the programme’s specific rules and requirements
  • Adherence to the provisions of Southern Institute of Technology Student Code of Conduct
  • SIT2LRN programmes require evidence of ongoing engagement

If any of these requirements are not met the Zero Fees eligibility may be withdrawn (after due notice).

If a student wishes and is eligible to continue with study after the Zero Fees status has been withdrawn, they will be liable for the remaining programme fees.

Students are responsible for informing StudyLink that they have withdrawn from their studies.

Withdrawal from a programme may affect students’ future entitlement to the Zero Fees Scheme.

If you are considering withdrawal or transfer, you must discuss the matter with the Programme Manager in the first instance.

If you withdraw from a full-time programme without a satisfactory reason, you will not be eligible for the Zero Fees Scheme should you wish to enrol at a later date.

If you withdraw from part of a programme (e.g. some of the papers), then that part will not be Zero Fees.  The 80% attendance/performance rule will apply to the remaining component(s) of the programme in which you are still enrolled. If you wish to retain Zero Fees eligibility for your remaining papers.

All matters relating to student rights and responsibilities will be handled in accordance with Southern Institute of Technology’s Policies and Procedures.

International Students - please contact the International Office for the refund and withdrawal policy for International Students.

For full details refer to your Faculty Programme Handbook.

Personal information about your progress may be shared, monitored, reported on and (if necessary) supplied to departments within SIT, as well as to certain external agencies. These agencies may include: 

  • Ministry of Education/Tertiary Education Commission
  • NZQA 
  • Studylink (for loans, allowances etc)
  • Work and Income New Zealand (WINZ)
  • Industry Training Organisations (ITO)
  • New Zealand Immigration Service (NZIS) 
  • Audit NZ

Depending on your course, other agencies may also be included. You will be advised by your tutor if this is the case.

Information may also be forwarded to your employer if you are in an apprenticeship.

SIT students have a right to enquire about: 

  • The information that is being collected
  • Why it is being collected 
  • Who will receive and hold the information 
  • If applicable, the law under which the information is being collected, and whether providing the information is voluntary or mandatory under that law 
  • The consequences (if any) for you if all or part of the requested information is not provided
  • Your right to have access to, and request correction of any personal information.

You may request correction of any information held about you.

Any student who is planning to withdraw should consult with their programme manager or head of faculty in the first instance (except for community courses). All notices of withdrawal should be on the appropriate form (see the admin team - Tay St).

Refund of Fees
Conditions for withdrawal from a programme or course:
1. Must be on the appropriate form
(i) Full time student: Withdrawal must be endorsed by the head of faculty
(ii) Refund of fees: as per the table below

2. Verbal notice to any staff member will not be accepted as an official notice of withdrawal from
a programme or course

3. If course fees have been paid from a student loan, any refund must be sent to StudyLink

4. Refunds may take up to four weeks to process

5. The following outlines refund entitlements:

Withdrawal policy

If you want to withdraw from your programme or course, you must formally withdraw by filling out a withdrawal form (available from your Enrolment information booklet or Administration)

Withdrawal is confirmed from the date this form is received by Southern Institute of Technology

 

Timing

Refund due

Administration fee

Academic record

 

10% or one month (whichever is the smaller) of the course date

Full

Nil

No academic Record

 

After the Designated Withdrawal period

Nil

Nil

Withdrawn (WD)

Full time

After 75% of course

Nil

Nil

Failure to complete Qualification

 

10% or one month (whichever is the smaller) of the course date

Full

$50.00

No academic Record

 

After the Designated Withdrawal period

Nil

Nil

Withdrawn (WD)

SIT2LRN Distance Students

After 75% of course

Nil

Nil

Failure to complete Qualification



*NB: students who have completed formal withdrawal processes prior to leaving SIT shall be entitled to receive a transcript from SIT detailing the papers, modules or units that have been successfully completed. Such transcripts shall be forwarded to students who have withdrawn at the same time as they are issued to students completing the programme, and will be forwarded to the address registered in SIT’s student management system. Unit standards successfully completed by students prior to withdrawal shall be registered with NZQA, provided that the registration fee has been paid.

The "Withdrawal Date" for each course is the earlier of:

  • 1 month after the course starts; or 
  • the date at which 10% of the course has been completed.

SIT will not refund the costs of Student ID Cards, NZQA registration fee, credit registration fees and SIT2LRN administration fees.

Where SIT has provided materials to the student SIT will not refund the cost of those materials consumed by the Student. SIT will refund any unconsumed Materials Fee provided the student withdraws by the Withdrawal Date. SIT will not refund any of the Materials Fee if the student withdraws after the Withdrawal Date.

Withdrawal from community courses:
FULL REFUND if withdrawal is three working days before start of class.
Cancelled courses:
FULL REFUND if SIT cancels the course.

Note:SIT reserves the right to cancel courses due to insufficient numbers.

• International Students - please contact the International Office for the refund and withdrawal policy for International Students

• StudyLink Loans and Allowances - Withdrawal from a course may affect student loans/allowances. Students are responsible for informing StudyLink that they have withdrawn from their studies.

• If you haven’t paid fees, but you wish to withdraw - You will have to pay the fees charged for the programme.

If you have any questions about the withdrawal and refund process, please talk to our helpful staff in the Administration Centre.

If you have a programme-related concern:

  1. Address the complaint(s) with your tutor. 
  2. If you are not satisfied with the outcome of the meeting, or if you are uncomfortable talking to the tutor, take your complaint to the Programme Manager.
  3. If resolution is not achieved there, the issue should then be referred in writing to the Head of Faculty. 
  4. The Head of Faculty will rule on the complaint. If you are unhappy with the outcome, you may appeal to the Chief Executive. The Head of Faculty will advise you how to go about this.

If you have a non-academic concern: 

  1. Raise the matter with the individual involved. If the issue remains unresolved, or you are uncomfortable talking to the individual involved you may take the concern to the student counsellor, Head of Faculty, Human Rights Officer or any other staff member, who will advise you on the best means to pursue the complaint. They will refer you to the appropriate person to consider and rule on your complaint. 
  2. If after you have received a written ruling on your complaint you remain dissatisfied with the outcome, you will be advised by the person who ruled on your complaint on your rights to appeal to the Chief Executive.

Remember that you are entitled to have a support person present at any meeting, and SIT has an appeals process available to you if your complaint is not satisfactorily resolved. 

Copies of the full complaints and appeals policies are in your Faculty Programme Handbook and available from faculty offices.

Students may expect:

  1. Accurate advice about programmes of study prior to commencement.
  2. Clear information at orientation to a programme of study on the subject content, objectives, assessment procedures, assignment requirements, timetable, textbooks and learning mode(s).
  3. Competent teaching in a safe and supportive learning environment.
  4. Respect for personal dignity which includes sensitivity towards meeting cultural needs, and freedom from any form of harassment or coercion from others.
  5. To be consulted as required on matters relating to programme operations that may affect students.
  6. Reasonable access to appropriate members of staff to discuss course related matters and concerns.
  7. Sufficient access to information, advice and other support services that may facilitate a student in the successful completion of their programme of study.
  8. Assessments which are valid, reliable and timely.
  9. Regular feedback on achievement, including the return of marked assessments within a reasonable timeframe. 
  10. Appropriate supervision and appraisal of staff. (Such records are not available to students.)
  11. Complaints and appeals procedures that are accessible to all students.
  12. Privacy of personal information held by SIT, and access to personal information held by SIT in accordance with regulations for such access.
  13. Institutional quality assurance processes, including SIT’s Self-Assessment process and External Evaluation and Review by external quality assurance agencies.

It is SIT policy that sexual harassment is unacceptable and will not be tolerated. 

Sexual harassment is any verbal or physical act of a sexual nature that is unsolicited, unwanted, unreciprocated, serious and/or persistent.

Such behaviour includes: 

  • Unwelcome and deliberate physical conduct/contact 
  • Verbal comments or abuse
  • Contact or activities including text messages, of a sexual nature, either overt or subtle, which may be accompanied by threats 
  • The abuse of power to gain sexual advantage 
  • Open display of sexist material

If you consider that you are being sexually harassed, you should let the harasser know immediately. If this is not possible and/or the unwelcome behaviour persists, then you should contact one of the contact people listed below.

SIT Invercargill Campus and Queenstown and MAINZ         - Student Services 0800 40 3337
Lois McMurdo     ext 8781

SIT Christchurch Campus - 0800 867 883
Peter Healey    ext 3015

SIT Gore Campus
Margie Halford      03 208 9833

SIT Auckland Campus - 0800 265 526
Chanelle Kerr     ext 8225

You have the right to learn in an environment that is safe and free from coercion and discrimination.

If you break any of the outlined rules:

  1. Your tutor will generally talk to you about your unacceptable behaviour and this action will be recorded.
  2. If misconduct occurs again, you will be given a final written warning. Your actions will be recorded and your Programme Manager/Head of Faculty notified. 
  3. If the misconduct occurs again, you are liable to be withdrawn from your programme of study.
  4. If misconduct is deemed serious enough on the first occasion, you will be stood down from class, directed to leave the campus or (in serious cases) directed to withdraw from your programme of study immediately.

The information in this section is specific to International Students - please read carefully.

Accident insurance

The Accident Compensation Corporation provides accident insurance for all New Zealand citizens, residents, and temporary visitors to New Zealand, but you may still be liable for all other medical and related costs. Further information can be viewed on the ACC website at www.acc.co.nz

Code of Practice

SIT has agreed to observe and be bound by the Code of Practice for the Pastoral Care of International Students. Copies of the Code are available from the New Zealand Ministry of Education website at : http://www.nzqa.govt.nz/assets/Providers-and-partners/Code-of-Practice/2016-Code-pdfs/2016-Code-of-Practice-English.pdf 

Recently there have been a few key changes to the work entitlements of certain student visa holders, and the post-study visa options have also changed. Click HERE for more information.

Eligibility for health services

Most international students are not entitled to publicly funded health services while in New Zealand. If you receive medical treatment during your visit, you may be liable for the full costs of that treatment. Full details on entitlements to publicly funded health services are available through the Ministry of Health, and can be viewed on their website at www.moh.govt.nz

Medical and travel insurance

International students (including group students) must have appropriate and current medical and travel insurance while in New Zealand.  SIT automatically organises insurance for mainstream students through your resource fee.  SIT can also organise insurance for English language students.

Visas and immigration

Full details of immigration requirements, advice on rights to employment in New Zealand while studying, and reporting requirements are available from Immigration New Zealand, and can be viewed on their website at https://www.immigration.govt.nz/new-zealand-visas

Fee protection

SIT is a New Zealand Government institution, which maintains additional reserve funds to cover any event that may eventuate.  Should the Institute cancel the programme indicated on the student’s Offer of Place before its due start date, an alternative may be made available to the student.  If this alternative is not acceptable to the student, a full refund will be provided. 

Accommodation refunds

The following applies to all international students who utilise SIT Accommodation, including homestays. 

 

  1. When a student wishes to leave their accommodation, they must give a minimum of seven days written notice to SIT International and their accommodation provider (if different, eg. homestay host).
  2. When a student does not give seven days written notice, they must pay seven days accommodation to the accommodation provider.
  3. When a student is asked to leave their accommodation, they will need to pay for an additional seven days accommodation.  Exemptions will be decided on a case-by-case basis.
  4. When a student is away from their accommodation for a minimum of seven consecutive nights during a holiday break, they may be eligible for a reduced accommodation fee.  This will be assessed on a case by case basis.

Withdrawal and refund policy

Students should note that the Offer of Place is a contractual agreement for the full duration of their time at SIT.  Payments indicate an acceptance of this contractual agreement. 

Each request for refund is decided on its individual merits.  There is no automatic right to a refund of fees if a student changes their mind about studying at SIT. 

Refund due to programme cancellation

If SIT cancels the programme indicated on the student’s Offer of Place, an alternative may be made available to the student.  If there is no suitable alternative, or if this alternative is not acceptable to the student, a full refund will be given.

Refund due to visa status

A student who has paid fees for a programme, and is subsequently refused an initial visa by Immigration New Zealand, will be paid a full refund of fees.

SIT will not be liable for any exchange rate loss upon repayment.

A student who has paid fees for a programme and is subsequently refused a visa renewal by Immigration New Zealand on the basis of poor attendance, unsatisfactory academic performance and/or late visa application may apply for a partial refund.

Withdrawal due to directive

No refund will be given if a student withdraws or is withdrawn due to a SIT, Immigration New Zealand or other legal directive.

Withdrawal before programme commencement

A student who withdraws 14 or more days prior to their programme’s commencement will be entitled to a refund of 80 per cent of the tuition and resource fees. 

A student who withdraws less than 14 days prior to their programme’s commencement will not be entitled to a refund Students facing exceptional circumstances may be eligible to apply for a partial refund. Please see conditions outlined under “Exceptional Circumstances”.

Withdrawal after programme commencement

No fees are refundable for students withdrawing after their programme’s commencement. 

Programme commencement

The programme is considered to have commenced upon the student arriving onsite and signing their enrolment contract or the start of classes, whichever comes first. 

Exceptional circumstances

Where exceptional circumstances arise which are beyond the student’s control and which necessitate withdrawal from a programme of study, the student may apply to SIT for a partial refund.  Information to support the claim for exceptional circumstances must be supplied in writing. 

Bereavement or serious illness

Where students suffer a serious illness or a bereavement or medical illness in the family, SIT will, instead of providing a partial refund, hold the student’s fees for a period of up to one year to be credited against possible re-enrolment.  No refund will be available after that point. 

Deferral of studies

Students who wish to defer their programme to the next intake must notify SIT International a minimum of two weeks before the programme starts.  Students who receive a deferment are not subsequently entitled to apply for a refund.

Partial refund

SIT may, in its sole discretion, approve a partial refund on a pro-rata basis after consideration of the circumstances relevant to the case.  A partial refund will be calculated after the resource fee and 40 per cent of the tuition fees are retained. 

Impact of permanent residency on international fees

An international student who obtains New Zealand permanent residency or the rights to domestic student status while studying on a student visa, and provides evidence of such, is entitled to be treated as a domestic student.  S/he will not receive a refund of fees for the semester during which the permanent residency is granted however the student will be entitled to pay domestic fees for subsequent semesters, and will be refunded any international fees paid for those semesters.

For non-semestered courses, international fees are payable for the full year or period of study.  If permanent residency is granted during that time, no part of the international fee for that year or period of study is refundable.

Processing of refund applications

All applications for refunds must be submitted in writing to SIT International.  Students seeking a refund should complete a Withdrawal Form and attach any relevant written evidence.

Refunds will take into consideration any outstanding accounts or unpaid fees for programmes the student was enrolled on.  SIT reserves the right to withhold payment of all or part of a refund to recover any outstanding debts a student has incurred with SIT. 

All refunds will be paid in New Zealand dollars or the equivalent of the New Zealand dollar amount converted into foreign currency to:

  • The offshore account from which the fees were paid from, on receiving evidence that the student has returned home; or
  • The agent who forwarded the fees, on receiving evidence that the student has returned home; or
  • To another institute from which SIT has directly received written evidence of an Offer of Place and a supporting letter written by the parents or the student. 

Processing of refunds may take up to 4 weeks.

Please note that the refund of international fees as stated above abide by the Anti-Money Laundering and Countering Financing of Terrorism Act 2009.

Application date

This policy, dated 25 September 2017, overrides all previous course refund and withdrawal policies issued by the Southern Institute of Technology. 

The information contained in this document is accurate at the time of printing.  It is intended for guidance purposes only and does not confer a contractual obligation on any Faculty or Section of Southern Institute of Technology.

The Institute reserves the right to offer, withdraw or substitute any programme or part of a programme, make alterations to the structure, content, assessment or moderation processes, and implement any other such changes to a programme or element of a programme as it may deem desirable or necessary, without prior notice. These changes may result from internal recommendations or requirements, and also from external factors or compliance issues beyond SIT’s control.  SIT policies and procedures may also be amended without notice, to meet operational or compliance requirements.

Southern Institute of Technology is an accredited provider of New Zealand Qualifications Authority
(NZQA) approved programmes.

The Southern Institute of Technology (SIT) has many events and activities that we encourage our students to participate in. As part of our promotional activities, SIT will occasionally have a photographer at these events and activities as we are always looking at opportunities to showcase our students, their achievements and information about student life that can be experienced at our campuses. We feel that the best way to showcase this is through imagery of our students, of which you are now a part of.

If you feel that you would not like photos and/or images of you in our marketing collateral which includes, but is not limited to, the SIT prospectus, posters, fliers, handbooks, profiles, mailbox drop mailers, e-newsletters, billboards, Facebook posts or other social media campaigns and/or videos, please contact the Marketing Department and let the team know your preference. The Marketing team can be contacted on info@sit.ac.nz, or phone 0800 4 0 FEES (0800 4 0 3337).

For full details on the conditions of the Rights of Release please email info@sit.ac.nz for a copy.

Selection Criteria 
Right of entry into courses of study is restricted by SIT and apparent eligibility may not lead to automatic acceptance.  Applicants must demonstrate attributes which, in the assessment of SIT, should lead to success.

Where the number of students for enrolment exceeds the number of places, or where such a limitation applies, the criteria for selection shall be academic merit, order of receipt, and suitability for admission to that course of study.  Eligible students not admitted to their chosen course of study may be placed on a waiting list and / or referred to another course/intake.
 

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