search button

Mount Alvernia College

Educating young women in the Franciscan tradition

Student Procedures

Mount Alvernia College

Being part of a community involves responsibilities. Knowing the College’s expectations regarding student procedures and behaviours is important for all members of the community.

Student procedures include the Student Code of Behaviour, consequences for inappropriate behaviour, uniform regulations, use of school resources and notification of absenteeism. Twice a year the girls are required to read through these expectations with their Home Room teachers so that they are reminded about the rights and responsibilities they have as members of the Mount Alvernia community. Knowing these procedures leaves the students with a clear knowledge of why consequences are sometimes needed to ensure that all the rights of all students are respected and evident in their behaviour.

Student Behaviour Code

The Purpose of a Code of Behaviour:

  • To provide opportunities for students to develop self-discipline and self-directed growth towards maturity.
  • To ensure within the College the necessary conditions for effective teaching and learning.
  • To encourage standards of behaviour (personal values, respect for others) that befit young Christian women.

Student Rights

Each Student has the right to:

  • be provided with good teaching within an appropriate curriculum
  • work and play without interference from others
  • feel safe and be protected from ridicule, harassment and harm
  • be treated with care, courtesy, respect and fairness
  • be given guidance, help and support when required.

Student Responsibilities

Each student is expected to:

  • be fully informed about College rules, and consequences of misbehaviour
  • make proper use of the learning opportunities provided
  • respect the rights (above) of other students
  • be co-operative and respectful towards all staff
  • take proper care of all College resources and facilities
  • present a positive image of the College to the public
  • act in a lawful manner at all times.
  • wear the uniform with pride

Student Rules

The following are fundamental student rules:

  • Students must obey all reasonable instructions of staff
  • Students must behave in a way which is non-disruptive and safe
  • Students must not physically or verbally abuse others
  • Students must be in attendance throughout all classes and arrive punctually unless formally excused
  • Students must respect the property of the College and of other students
  • Students must obey the College uniform and dress code.



The essential principles are SIMPLICITY and SAFETY.

Formal Uniform

  • Regulation day dress (to be worn with tie and house, school and name badges)
  • Black leather lace-up College. shoes Laces must be tied. (Deck shoes, ‘ballet’ or strap shoes are not acceptable.) An illustration of acceptable and unacceptable shoes is in the Silver Pages and outside the Pastoral Guardians’ offices.)
  • Plain white socks or Mount Alvernia socks. Plain white socks are to be of similar length to the Mount Alvernia socks (sport anklet socks are not acceptable). Grey pantyhose may be worn with the dress. Leggings are not to be worn.
  • Formal hat – must be worn to and from school as part of the College Uniform.

Sports Uniform

  • Regulation sports uniform Mount Alvernia grey or maroon shorts and Mount Alvernia maroon sports shirt.
  • Predominantly white sports shoes with white laces (while some colour in the shoe is acceptable, the shoes must be obviously and essentially white).  Skate/surf/volley/’ballet’ types of shoes are NOT acceptable.
  • White Mount Alvernia socks or plain white socks.
  • Mount Alvernia sports hat.
  • The official school tracksuit can be worn during HPE or sport activities or when representing the school at sporting events. It can be worn with sports skirt or shorts.

Sports Representative Uniform

  • Regulation sports uniform Mount Alvernia grey or maroon shorts and Mount Alvernia maroon sports shirt must be worn unless provided with a sport specific uniform by the Sports Coordinator (eg. Open Team Uniform).
  • If selected in the Mount Alvernia Swim, Athletics or Cross Country Team, the approved togs, athletic strip must be worn.
  • White Mount Alvernia socks, plain white socks or Mount Alvernia long socks (eg. soccer/hockey).
  • The official school tracksuit or hoodie can be worn when representing the school at sporting events. It can be worn with sports skirt or shorts.

Winter Uniform

  • Mount Alvernia blazer with monogram is a distinct part of the winter uniform and compulsory for Terms 2 & 3 and worn with regulation day dress.
  • Regulation V-Neck pullover (woollen or synthetic) is an optional extra with the regulation day dress.
  • Scarves – black, white or grey ONLY – may be worn.

School Bags

  • A Mount Alvernia school bag with monogram is available from the school Uniform Shop. Non-regulation school bags are not allowed at any time.
  • Excursion Bag.
  • Swimming Bag.

School bags are not to be defaced with graffiti or in any other manner. A school monogrammed bag must be used when students are in school uniform or representing the school.

Formal uniforms are to be worn to and from school every day. If students have a sport lesson during the day they are required to wear the formal uniform and change into the sport uniform at the break before the lesson and change back at the next break. The only reason students would be in sports uniform after school is if they are participating in after-school sport activities.

Please Note:

  • Only items purchased from the College Uniform Shop or Thrift Shop are to be worn. Substitutes are not acceptable.
  • All articles are to be clearly marked with the owner’s name.
  • School badges and suitable wrist watches are the only accessories permitted. Students with pierced ears may wear one pair of small, simple studs or sleepers, one in each lower ear lobe. Studs in noticeably different colours or shapes are inappropriate. No other facial jewellery, rings, studs or ornaments are to be worn.
  • Hair must be tidy and appropriate to school uniform. Hair below collar length is to be neatly tied back (ribbons and scrunchies are available from the Uniform Shop). Students with inappropriate hairstyles e.g. colours not in the natural range, will be required to change them. Only black, white and/or maroon ribbons, small clear or brown clips or combs, or maroon or white elastic hair ties may be worn. Plain black, white and maroon head bands are also permitted.
  • Make-up and nail polish are not to be worn. Natural beauty kits are available in all classrooms, with Pastoral Guardians and the office. Students will be asked to remove offending makeup or nail polish immediately. If a re-offence occurs parents will be notified by the Home Room teacher.
  • For aquatic activities students must wear a modest one-piece costume.
  • Hats must be worn at all times when students are outside in the school grounds or on excursions.

When in school uniform, students are representing Mount Alvernia College. At these times, their behaviour and the manner in which they wear their uniform should comply with general school regulations. While the school cannot always control the behaviour of students in public, students in uniform who are unable to behave appropriately will be required to accept the consequences of such behaviour.

If the attire for an excursion is day uniform (with blazer in winter) then the formal hat should be worn. Students who turn up in sports uniform will not be permitted to attend. The excursion bag must be used.

Sometimes students have a uniform misadventure while at, or on their way to, school eg. periods coming unexpectedly, accidents with materials used in class, etc. We have spare uniforms available from the College Office to be used in such circumstances.


Student Clothing for School Sports Carnivals

  • Students are to wear sport uniform with sport shorts and shoes to and from school.
  • Face paint or body paint, if applied at school, must be removed before going home.
  • No crepe streamers are permitted at any swimming pool.



Appropriate jewellery is outlined in the previous section. The following is simply to clarify the steps to be taken if inappropriate jewellery is worn by a student:

  • The jewellery is removed and placed in the small yellow envelope which is clearly marked with the date, student’s name and Home Room, the teacher’s name and then given to the Pastoral Guardian for safekeeping.
  • If a first offence, the student may collect the jewellery at the end of the day from the Pastoral Guardian.
  • For any repeated offence, the same procedure is to be followed but instead of the jewellery being collected by the student at the end of the day, a parent will be notified.


School Rooms

  • Students will unpack at their assigned lockers before the 8.25 am bell and enter the classroom with their teachers at 8.30am.  Valuables must be locked in lockers. No responsibility is taken for loss of valuables left in other places. Bags are to be put on the racks or in the lockers provided. They are not to be left on the ground as they become a hazard to staff and students.
  • Books and school equipment only are to be taken into school rooms. All students are asked to take pride in seeing to the cleanliness and tidiness of all rooms.


School Grounds

  • Cleanliness in the school grounds is the concern of all and students are responsible for keeping their areas tidy and using the bins provided.
  • Chewing gum and bubble gum are not permitted anywhere in the school.
  • Accidents are to be reported immediately to the supervising teacher and recorded in the Accident Book held by the Principal’s Executive Assistant.


Absence and Illness

  • If a student is absent, parents/guardians are asked to telephone the College Absentee Line or Record a Student Absence on the website before 9.00am. A note, properly dated and signed by the parent/guardian, will be presented to the Home Room teacher on the student’s return to school to explain any absence. Once present, a student is not permitted to leave the College grounds without the permission of a member of the College Leadership Team.
  • An SMS message will be sent to a student’s parent/guardian if they are absent from school without notification. SMS messages are sent from 10:15 am.
  • When a student wishes to leave the College precincts during the day, she is to give a note from her parents/guardians to her Home Room teacher for signing. She is to see a member of the College Leadership Team who will also sign the note either before school or at morning tea. The student presents the note to the office staff before leaving the College. The time of leaving will be recorded and the absence marked in the official roll.
  • A student with business at St Anthony’s or Padua College must apply for a leave pass from a member of the College Leadership Team. Once a pass is granted, the student must personally sign out the time of leaving and sign in the time of returning to Mount Alvernia in the book provided at the office. (Music lessons are the exception.)
  • Students must have their diary signed on the ‘Leave From Classroom’ page if they require permission to leave a classroom.
  • If a student arrives at school after the official time for commencement of Home Room or classes, she must report to the office where her time of arrival will be noted. Unless the student is accompanied by a parent/carer into the office, she will present a note explaining the reason for being late. The student will receive a late pass stamp in her diary to present to the teacher of the class she will then enter.
  • Ordinary medical and dental appointments should not occur during school time if possible.


Appointments with the School Counsellor/Careers Counsellor

Appointments with the School Counsellors are confidential. This means that what is discussed during an appointment is not shared with anyone else – parents, friends, teachers, etc. unless an agreement is made between the Counsellor and student. If information shared with a Counsellor indicates that a student is in danger then the Counsellor legally must break confidentiality. If this needs to happen the student will be told and the process for passing information on will also be made clear by the Counsellor.

A slip is available at the office for students to make an appointment. This will be filled in and placed in a box at the office at morning recess, lunch, before or after school only – NOT during class time.

The Counsellor determines the date and time of student appointments and completes an appointment slip which is given to the students in Home Room time. The Counsellor then alerts the teacher whose class the student will be missing to attend the appointment. This allows the teacher to get back to the Counsellor if the appointment causes difficulties, eg. because of an exam, excursion, etc. The student therefore does not have to show her appointment slip to the teacher but comes straight to the Counsellor at the beginning of the designated period. If this is in the middle of a class, the student would, of course, be expected to excuse herself before leaving. Students should not ask to leave class to see the Counsellor unless the above procedure has been followed. At no time will groups of students be sent from a class to see the Counsellor. If there is a problem with a group of students, another student will be sent to the office to get a member of the Leadership Team.


Use of Laptops/Tablet provided by the School

Laptops/tablets are provided to students so they may use technology effectively and be engaged in their learning in real-life contexts both at school and at home. The devices provided to students are the property of Mount Alvernia College. However, it is the responsibility of the student to ensure that is it with them at school and able to be used for any school purposes.

Laptops/tablets must be returned to the school if a student leaves during the school year. Laptops/tablets may have to be returned in a school break if a major update or reimaging of machines is required.

Students will be expected to manage data storage and back-up for their own information. They will still be able to access the network storage currently provided at school for school related matters, but any personal information or files should be backed up at home.

Students can install software that they legally own; however, they should be aware that if problems arise the computer may be reimaged to solve the problem and this software would be erased. As this is a school-owned laptop/tablet, there is to be no installing of illegal software or other inappropriate material.

Monitoring of the device and its use at home is the responsibility of parents and students. Students remain bound by agreements they have entered into with Mount Alvernia College and any school policies relating to the use of electronic devices.

It is a student’s responsibility to ensure that the laptop/tablet is brought to school every day charged.

When transporting the laptops/tablets, the student must keep them in the bags provided otherwise the insurance may be invalidated if damage occurs.

The laptop/tablet is insured for the entire time of the student’s enrolment at the College. The insurance premium is part of the school technology costs and will be incorporated in the school fees. Under the Comshield Maintenance Programme and the Insurance Cover there is a cost of up to $100 for accidental damage and an excess of $100 for the first insurance claim and $250 for the second claim.  Any repairs to laptops/tablets are to be organised and carried out through the school, not by any other arrangement between parents and private repairers.

Physical storage and security of the laptop/tablet is the responsibility of the student.  Students are therefore required to take reasonable care to protect the device from theft when they are not using them. Insurance for loss may be invalidated if the machine is left unattended in an insecure location.

No loan devices are issued to the student under insurance cases due to damage. The students in these cases can use laptops/tablets available in classrooms during regular classes until their device is returned.

Additional costs such as USB drives, software (other than that provided by the school), CDs, DVDs, spare power cables/batteries are the responsibility of the student.


Mobile Phones and Electronic Devices

Mobile phones and electronic devices are the responsibility of the student. The best place for them is in lockers. However, students are permitted to carry their phones or electronic devices with them but will have them confiscated if they cannot abide by the following:

  • On arrival to class students must turn off their phone or electronic device. The use of a phone or electronic device within the classroom will be for educational purposes only. Using either item for personal use during class is not permitted at any time.
  • Making or receiving calls at lunch times should only be done away from the company of others. Students should remove themselves from their group as necessary.
  • Listening or using electronic devices outside of the classroom should not interfere with the socialisation of the group.
  • Students are not permitted to use ear phones while walking within the school grounds.

Failure to comply with the above will result in immediate confiscation of the phone or electronic device. The item will be placed in a named envelope and given to the Pastoral Guardian to be collected at the end of the day. Students who have their phones or electronic device confiscated more than once will need to hand it into the Pastoral Guardian each morning for a week. Since parents often rely on the mobile phone to contact their daughters after school, a confiscated phone will only be kept overnight if a student continues to use their phone or electronic device after repeated offences are noted.

Use of technology that offends or affects the wellbeing of others will be considered as bullying and will be dealt with according to the Process for Dealing with Incidents of Bullying outlined in point 18 of the student diary. Students who receive inappropriate messages or phone calls are encouraged to inform a staff member or parent as soon as possible and keep a record of the transcript. There is a zero tolerance on cyber bullying and parents/guardians will be phoned immediately to consider the necessary action.



Conduct when travelling reflects the student’s respect for herself and her degree of self control. It also has a bearing on the good name of the College and, ultimately, on every student’s reputation. On public transport, students should be courteous, quietly-spoken and seated where possible. If there are insufficient seats, students should always give up their seat for adults. They should not lean out of windows or doors.



  • Any student leaving class because of sickness must inform her Subject Teacher and her diary signed on the ‘Leave from Classroom’ page before reporting to the office. If necessary, another student should accompany the sick student to the office and then return immediately to class.  The office staff will record the necessary details.
  • Permission must be obtained from the office before leaving the College to return home.
  • The College will notify the girl’s parent/guardian who will make arrangements for the student to return home. If parents/guardians are not available the emergency number will be contacted.
  • The Sick Bay is used for temporary accommodation only. (If a student is too ill to be in class, she is ill enough to go home.)


Franciscan Colleges Instrumental Programme (FCIP) and Private Music Tuition

Students participating in the FCIP and Private Music Tuition Programme must have their diaries stamped with the Music Pass on the date of their lesson indicating the time when their music lesson will occur. This is stamped by their music tutor or the Curriculum Leader: Culture. The stamped pass in the diary must be presented to the subject teacher when leaving the class and again on returning to their next lesson.

Some of the instrumental teachers are available only for a limited time each week and so lessons for students with these teachers will occur at similar times each week as there is only limited rotation possible. Music tutors will try to vary the lesson times to avoid the student missing the same class each week. Names of teachers where this occurs will be given to staff each year.

It is always the responsibility of the student to make up work missed and parents are aware of this. However, the College is a joint sponsor of this programme and so teachers are asked to facilitate student participation by helping where possible with informing students of work missed. Students with music passes in order should not be refused permission to attend their lessons.


Leaving Mount Alvernia

When a student (other than a Year 12 completing her official studies) leaves Mount Alvernia, parents/guardians are to notify the Principal in writing. This will ensure that all necessary documentation will be completed.


Procedures for Assignments and Tests

Assignments are assessable work completed during student’s own time, which may include class time.

Tests are assessable work completed during class time or examination sessions.

  1. Early in each semester, students are issued with Student Guides which list all assessment in the subject.
  2. All assignment work must be submitted in class during a period previously indicated by the teacher. The teacher will ask each student to submit her work/assignment and initial the roll beside her name. Any unusual situation will be noted by the teacher.
  3. In all year levels, reasons for absence from tests, or the late submission of assignments must be carefully documented by parents and retained on file by the subject teacher. In Years 11 and 12, illness, which affects the completion of any summative assessment, requires the production of a medical certificate. Other extenuating circumstances must be explained in complete terms by parents/guardians to the subject teacher. If written documentation is required by more than one subject area, students may present this documentation to the Coordinator of Teaching and Learning (Years 11 and 12).
  4. Students must approach the teacher of the subject in which assessment has been missed, on the first day of return to school. The student must present documentation to the subject teacher.
  5. Names of students who have failed to complete assessment at any stage of the program will be passed to the relevant subject Curriculum Leader. Appropriate action will be taken and parents/carers will be notified.

Negotiating assignment extensions

If a student is unable to meet the ‘due date’ for an assignment, before this time she must:

  • complete an extension form obtained from the Library.
  • hand the completed form to her subject teacher together with evidence of work completed so far and other relevant documents (e.g. medical certificate).
  • negotiate a “new due date” with her subject teacher if extension is approved.

Procedures for the submission of draft assessment pieces

In all year levels, students must submit drafts via Turn-it-in for teacher feedback to verify authenticity of ownership.  As students progress from Year 8 to 12, the level of feedback will be scaled back to promote the independent completion of tasks.

For Year 11 and 12 specifically, authentication of prepared tasks will be required by the teacher and documentation of this may need to be submitted at Panel review time. Research notes and bibliographical details should be kept by the student and submitted if required.  All resources should be acknowledged in student work. The teacher may ask students to further demonstrate their understanding of the contents of the response.

In Year 11 (Formative Assessment), prior to due date, a student may submit drafts for teacher feedback with regard to:

  • sequencing of ideas
  • further elaboration of paragraph topics
  • organisation of research
  • overall standard of written expression
  • referencing.

In Year 12 (Summative Assessment), prior to due date, a student may

  • discuss with the teacher suitability of topic chosen for research, ideas for research, and organisation of the assignment
  • submit an outline for teacher feedback
  • submit one full draft to be read by the teacher but this will not be closely corrected.


Examinations and Reporting

  1. Formal examination blocks will generally be held in Year 11 and 12 subjects at the end of each Semester. Other exams and tests will be held at the discretion of the relevant Curriculum Leader or Subject teacher.
  2. Reports are issued at the end of each semester.
  3. There are no special arrangements for students leaving early for holidays to do examinations outside the programmed time.



The term homework refers to both set homework, including such things as problems, assignments, practical work and preparation for oral presentations, plus study. The term ‘study’ includes set learning, reading or revision, as well as extra learning or tasks undertaken by the student on her own initiative.

Students need to plan and spread their homework over the week. The following hours are suggested as a guide to the amount of time that should be spent on homework each week:

  • Middle School (Years 8 and 9): 6 to 10 hours
  • Senior School (Years 10, 11 and 12): 15 to 18 hours

If students are spending significantly more time than this in order to complete set homework, they should consult with their teachers.


Process for dealing with incidents of Bullying

Every report of an incident of bullying behaviour is to be treated as a serious issue. The following are the procedures to be followed when a complaint is made.

  • The staff member to whom an incident is reported will make a written record including information on
    • the alleged victim(s)
    • the alleged bully(ies)
    • what is alleged to have happened
    • where and when the incident is alleged to have occurred
  • This information is passed on to the relevant Pastoral Guardian who will interview
    • the alleged victim(s) to confirm the information if the victim(s) was not the person who reported the incident, and
    • those accused of the bullying behaviour to inform them of the accusation, give them the opportunity to respond and to issue a warning that a repeat offence directed at the current or other victims will lead to the steps outlined in (d) – (f).
  • The Pastoral Guardian may facilitate a face-to-face meeting between the parties if it is judged that such a meeting would be productive and not escalate the situation.  The victim(s) / perpetrator(s) may be referred for counselling.
  • A second documented offence will result in the parents/guardians of the bully being required to attend an interview with the accused student. At this meeting, the student will be warned that a third offence may result in suspension of up to three days.
  • A third offence will normally result in a period of suspension unless there are other circumstances which make this action inappropriate.
  • A fourth offence may lead to the student permanently excluding herself from the Mount Alvernia community.


All records of bullying offences will be kept in the file of students involved in the bullying.

All malicious or false accusations will be treated as incidents of bullying in themselves and the above processes applied.


Use of Information Services Centre

Students who go to the Information Services Centre without a teacher need to sign in and sign out at the Circulation Desk, for Workplace Health and Safety reasons.

Opening Hours:

  • Monday – Thursday: 7.30am – 4.00pm
  • Friday: 7.30am – 3.30pm

Borrowing Procedures:

  • Students need to present their ID cards when borrowing. If the card is lost, a replacement card needs to be arranged and a replacement fee paid
  • Students may borrow for a period of two weeks
    • Four Fiction
    • Non-Fiction (two only on any subject)
  • Students are issued with Book Hire Texts and they are responsible for keeping them in good condition throughout the year.

Information Services Centre Procedures:

Students who go to the Information Services Centre without a teacher need to sign on at the Circulation Desk, for Workplace Health and Safety reasons.