Policies & Procedures

CG Spectrum (the “Institution”) expects students to meet and adhere to its Code of Conduct while completing a course of study. The requirements of the Code of Conduct are set out below. 

If students need any clarification or have any questions regarding the Code of Conduct, they should contact the Head of Student Operations.

“Student” is defined as including prospective students as well as those currently registered or enrolled in any CG Spectrum courses or activity.

Personal behavior

Our students reflect the rich and wide cultural diversity of contemporary society. This diverse range of cultural backgrounds may not always be immediately apparent. To avoid the potential for giving offence, however innocently, your personal behavior must always be considerate and moderate. 

You must avoid comments, jokes or stories that could be taken as vulgar, sexist or in any other way insensitive to another person’s sex, race, age, appearance, beliefs, religion or way of life. 

Insensitive behavior of this kind, which does not recognize the valid differences between people, damages the inclusive environment we endeavour to create.

You are expected to:

• Treat everyone with courtesy, respect, kindness, consideration and sensitivity to their rights;
• Refrain from all forms of harassment and discrimination based on (without limitation) gender, race, religious belief, political affiliation, pregnancy, disability, sexual orientation, illness or any other protected rights;
• Always act honestly, in good faith, and respectful of the trust placed in us (by one another and by our students);
• Respect each individual’s rights to privacy and keep personal information in confidence;
• Consider the impact of your decisions and behavior on the well-being of others;
• Refrain from acting in any way that would unfairly harm the reputation and career prospects of others in the company, including other students;
• Refrain from allowing personal relationships to affect professional relationships; 
• Seek advice from leadership where a teacher or student’s behavior is perceived to be in breach of these standards, and report any suspected corrupt, criminal or unethical conduct to leadership. 

Harassment and violence policy 

To build a happy and productive community, we need everyone to treat others well and help them feel safe. Each of us should do our part to prevent harassment and violence. 

We are committed to providing an environment which is free from bullying, unlawful discrimination and harassment. Our company aims to ensure all involved with the company are treated with respect, dignity and fairness with an aim of creating an environment which promotes positive professional relationships. 

Obligations

This harassment and violence policy is not limited to your class attendance and will include all forums in which you interact with CG Spectrum staff and other students. This policy also relates to, but is not limited by, the following types of communication:

• Verbal communication either over the telephone, over a video-conferencing service (such as Zoom) or in person;
• Written communications including, letters, notes, reports; and
• Internal and external electronic communications including email, instant messaging services, internal intranet, social media and networking forums (such as Facebook, Instagram, LinkedIn, Twitter and other forms of social media) and communications via text message or multimedia message. 

Standards of behavior 

In line with our company’s commitment to creating a community which is free from workplace health and safety risks and one which strives to create positive professional relationships, you are expected to observe the following minimum standards of behavior, including:

• Being polite and courteous to others;
• Being respectful of the differences between people and their circumstances;
• Ensuring you do not engage in any bullying behavior(s) towards others in, or connected with CG Spectrum which includes other students, teachers, department heads and industry stakeholders;
• Ensuring you do not assist or encourage others in, or in connection with CG Spectrum to engage in bullying behavior, discrimination or harassment of any type;
• Adhering to the complaint procedure in this policy if you are experiencing any bullying behavior(s), discrimination or harassment of any type;
• Reporting any bullying behavior(s), discrimination or harassment of any type you see happening to others in, or connected with CG Spectrum in line with the complaint procedure in this policy; and 
• Keeping information confidential if involvement in any investigation of bullying, discrimination or harassment. 

Bullying Behavior or Workplace Harassment is repeated, unreasonably behavior directed towards a person or group of persons that creates a risk to health and safety and is unlawful. 

• Repeated behavior refers to the persistent nature of the behavior and can involve a range of behaviors over time. 
• Unreasonable behavior means behavior that a reasonable person, having regard for the circumstances, would see as unreasonable, including behavior that is victimising, humiliating, intimidating or threatening. 

Examples of bullying may include (but are not limited to):

• Shouting, constant criticism or humiliation of a person in private or in front of peers;
• Being treated less favorably by another person, including but not limited to, bullying or intimidation;
• Forcing another to participate in an “initiation” process; the playing of practical jokes or forcing any person to undertake demeaning tasks;
• Sniggering or gossiping behind someone’s back; or
• Laughing at someone which is intended to make them feel uncomfortable or distressed.

Unlawful discrimination

There are many forms of discrimination. However, discrimination is only unlawful if it is against attributes that are protected under equal opportunity and anti-discrimination laws (“protected attributes”). 

Unlawful discrimination is defined under state and federal legislation as treating someone or a group of people less favourably than another person or group because of a particular attribute.

These attributes differ between jurisdictions within Australia and include, without limitation age, carer status, disability or impairment (mental or physical), employment activity, gender identity or intersex status, industrial activity, lawful sexual activity, martial or relationship status, parental status, physical features, political belief and activity, pregnancy or potential pregnancy, breastfeeding, race, ethnicity or social origin, religious belief or activity, sex, sexual orientation, personal association with someone who has, or is assumed to have, one of these personal attributes. 

Discriminatory behavior 

Unlawful discrimination can be either direct or indirect.

• Directly, whereby a person or group is treated less favourably than another person or group in a similar situation because of a personal characteristic protected by law.  For example, a person is harassed and humiliated because of their race.
• Indirectly, whereby an unreasonably requirement, condition or practice is imposed that has, or is likely to have, the effect of disadvantaging people with a personal characteristic protected by law. 

Our company does not advocate, support or practice discrimination except where affirmative action may be required to redress individual or social handicaps. Our company will make all reasonable accommodations to allow people who experience difficulties in their dealings with the organization to benefit equally from its work. 

Unlawful Harassment is defined under Australian federal and state legislation, as a form of behavior where a person is made to feel intimidated or humiliated because of a particular attribute. 

Unlawful harassment can be verbal, written or physical and has the intent or effect of creating an intimidating, hostile or offensive work environment. Harassment can be a single incident, or repeated behavior, and can occur even if the behavior is not intended to offend. Silence does not mean that the behavior is acceptable to the other person. 

Examples of behaviors that may amount to harassment include, but are not limited to:

• Asking intrusive questions about someone’s personal life;
• Comments that put down or stereotype people;
• Offensive communications, including digital communications, written, images or telephone;
• Derogatory or demeaning jokes intended to offend on the basis of stereotyped characteristics. 

Sexual harassment is illegal and we will seriously investigate relevant reports.  Any person found to be in breach of this policy shall be subject to disciplinary action, up to and including expulsion from CG Spectrum. “Sexual harassment” is generally defined under both state and federal law as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature where such conduct has the purpose or effect of unreasonably interfering with an individual’s performance or creating an intimidating, hostile, or offensive environment.

Other sexually oriented conduct, whether intended or not, that is unwelcome and has the effect of creating an environment that is hostile, offensive, intimidating, or humiliating to persons may also constitute sexual harassment.

While it is not possible to list all those additional circumstances that may constitute sexual harassment, the following are some examples of conduct that, if unwelcome, may constitute sexual harassment depending on the totality of the circumstances, including the severity of the conduct and its pervasiveness:

• Unwanted sexual advances, whether they involve physical touching or not;
• Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, comments about an individual’s body, comments about an individual’s sexual activity, deficiencies, or prowess;
• Displaying sexually suggestive objects, pictures, or cartoons;
• Unwelcome leering, whistling, brushing up against the body, sexual gestures, or suggestive or insulting comments;
• Inquiries into one’s sexual experiences; and
• Discussion of one’s sexual activities.

All employees should take special note that, as stated above, retaliation against an individual who has complained about sexual harassment and retaliation against individuals for cooperating with an investigation of sexual harassment complaint is unlawful and will not be tolerated at CG Spectrum. 

If you believe that you have been subject to actions or words that may constitute bullying, discrimination or harassment, you should act upon this as soon as possible by following the procedure set out below. Further, if you believe you have witnessed bullying behavior or harassment by another individual at CG Spectrum, you are also able to make complaints following the procedure set out below. 

Amicable resolution

In the first instance, you should, wherever practicable and only if you feel comfortable in doing do, attempt to amicably resolve the matter the person who is alleged to have engaged in the bullying, discrimination or harassment. 

For example, if you suspect that an offender doesn’t realize they are guilty of harassment, you could talk to them directly in an effort to resolve the harassment. This tactic is appropriate for cases of minor harassment (e.g. inappropriate jokes between colleagues.). 

You should clearly state the offensive behavior experienced, explain that the behavior is unwelcome and offensive and ask that the behavior does not continue. As set out above, the offender may not be aware that their behavior or conduct was causing offence or was unwelcome. 

This is not a compulsory part of the complaint procedure and if you do not wish to confront the offender directly, then this is not expected or encouraged.

Where the alleged bullying, discrimination or harassment involves another student and it is not practical for you to directly resolve the matter, then you shall immediately notify the Head of Student Operations who will investigate and endeavor to resolve the matter on an informal basis (if you request) or formal basis in accordance with the procedure set out below. 

Where the alleged bullying, discrimination or harassment involves another student, teacher, mentor, supervisor or stakeholder then you shall immediately notify the Head of Student Operations. Your complaint will be investigated by the Head of Student Operations and we will endeavor to resolve the matter on the formal basis in accordance with the procedure set out below. 

For your safety, contact leadership as soon as possible in cases of serious harassment (e.g. sexual advances) or if your manager is involved in your claim. Anything you disclose will remain confidential. 

CG Spectrum is founded on mutual respect and we won’t allow anyone to compromise this foundation.

Informal complaint procedure

An informal complaint procedure includes a range of alternatives which can be applied in a flexible manner in order to address different complaints in consideration of the relevant circumstances. The informal complaint procedure is intended to be used for less serious allegations of bullying and harassment and instances which generally do not warrant disciplinary action being taken. 

If you are unsure of whether or not to make a formal or informal complaint, you can always make an informal complaint first and decide if they want to escalate the complaint to a formal complaint after speaking with the Head of Student Operations. 

Different options for handling informal complaints may include, but are not limited to:

• The Head of Student Operations having a conversation with the alleged offender about the behavior complained of; and/or 
• The Head of Student Operations having a meeting with all the individuals concerned in an attempt to teach resolution. 

Formal complaint procedure 

• Written complaint lodged 

Where you wish to lodge a formal complaint, you will be required to do so by communicating this in writing to the Head of Student Operations. 

A written complaint shall include the names of the individuals concerned, details of the incident(s) and the names of the witnesses’ present.  We maintain confidentiality in the course of handling complaints. 

• Formal investigation commenced 

Where a written complaint has been lodged, a formal investigation procedure will commence immediately.  A formal investigation will be conducted by the Head of Student Operations and/or any other person or independent body (as appropriate) as appointed by the Head of Student Operations.  The process for investigation is set out in the Dismissal Policy. 

Our company may, at its discretion, take some or all of the steps below when faced with misconduct as set out in Dismissal Policy. 

Confidentiality 

Whilst the Head of Student Operations or the appointed independent body/person will endeavor to preserve the confidentiality of the complainant and the person complaint of, it may be necessary to speak with other workers or people involved to determine what happened and to maintain the integrity of the investigation process. 

Where potentially unlawful conduct has occurred, our company may be required to alert the appropriate authorities. 

Those people who are involved in the complaint (including the complainant, witnesses etc.) are also under a duty to maintain confidentiality and display a commitment to uphold the integrity of the investigation process.  If the complainant chooses to bring a support person with them to any meetings, they too are bound by confidentiality.  Gossiping and/or the spreading of rumors as a result of, or in connection with, a process followed under this policy will not be tolerated under any circumstances and may lead to further disciplinary action for those concerned.

Requirements for students:

• Attend classes and submit assignments in accordance with CG Spectrum Student Attendance Policy.
• Treat all students and staff with respect.
• Treat school property with respect.
• Complete all assignments by the scheduled completion dates and complete all examinations on the scheduled examination dates.
• Do not engage in any other conduct which is determined to be detrimental or damaging to the other students, staff members, instructors or the Institution.
• Do not engage in conduct that would constitute bullying, discrimination or harassment. 

The Institution forbids: disruptive or offensive classroom behavior; attendance of classes while under the influence of alcohol or any prohibited mood altering substances; the making of inappropriate remarks concerning another student or staff or instructor’s ethnicity, race, religion or sexual orientation and any other conduct which is determined to be detrimental or damaging to other students, staff members, instructors or the Institution.

Any of the following, if substantiated, will result in immediate dismissal without a warning letter or probationary period:

• Sexual assault or harassment
• Verbal abuse or threats
• Vandalism of School property
• Theft

Students who do not adhere to the Code of Conduct will be subject to the procedures outlined below, which may include immediate dismissal from the institution depending on the severity of the misconduct.  Concerns related to a student’s conduct shall be handled in accordance with this Policy.

1. All concerns relating to student misconduct shall be directed to the Head of Student Operations. Concerns may be brought by staff, instructors, students or the public.

2. The Head of Student Operations will arrange to meet with the student via online meeting software to discuss the concern(s) within 5 school days of receiving the complaint.   If the alleged conduct is of such a serious nature that an immediate dismissal may be warranted, the Head of Student Operations will meet with the student as soon as possible. The Head of Student Operations will: 

• • Clarify details of what took place and ensure that all necessary information is obtained;
  • Identify the outcome the complainant is seeking;
  • If applicable, discussing with the complainant their legal rights (including lodging a formal complaint with the relevant state or federal tribunal) or recommending the complainant seek legal advice;
  • Discuss the complaint made with the person/s accused of bullying or harassment; and
  • Make a determination as to whether the alleged behaviour occurred and if it constituted bullying, discrimination or harassment.

3. Following the meeting with the student, the Head of Student Operations (and/or or the person appointed on their behalf) will conduct whatever further enquiries or investigations as are necessary to determine whether the concerns are substantiated.

4. Any necessary inquiries or investigations shall be completed within 5 school days of the initial meeting with the student.

5. The Head of Student Operations (and/or or the person appointed on their behalf) will have a further meeting with the student and will do one of the following:

• • Determine that the concern(s) were not substantiated;
  • Determine that the concern(s) were substantiated, in whole or in part, and either:
  • Give the student a warning setting out the consequences of further misconduct;
  • Set a probationary period with appropriate conditions; or
  • Recommend that the student be dismissed from the Institution.

6. The Head of Student Operations (and/or or the person appointed on their behalf) will prepare a written summary of the determination.  A copy shall be given to the student, a copy will be placed in the Institution’s complaint file, and the original will be placed in the student file.

7. If the student is issued a warning or placed on probation, the Head of Student Operations and the student must both sign the written warning or probationary conditions and a copy shall be given to the student.  The original document will be placed in the student’s file.

8. If the recommendation is to dismiss the student, the Head of Student Operations will meet with the students via online meeting software or by phone to dismiss him/ her from study at the Institution.  The Senior Educational Administrator will deliver to the student a letter of dismissal.

10. If the conduct complained of by a student involves any person, other than a student, CG Spectrum may take such disciplinary action that is available to it at law.

11. If a refund is due to the student, the Senior Educational Administrator will ensure that a cheque is forwarded to the student within 30 days of the dismissal.

12. If the student owes tuition or other fees to the Institution, the Senior Educational Administrator may undertake the collection of the amount owing.  The student must pay the Institution any outstanding tuition or other fees within 15 days of the dismissal.

Scheduling

Your schedule for classes and submissions will be sent to you by the Head of Student Operations or Operations Coordinator.

Attendance

Although it is strongly recommended that students attend all online critique sessions, if a student is unable to attend an online critique session, the student must have submitted their work prior to the scheduled session for the instructor to critique it in the presence of the rest of the class, so that all students can learn from one another’s critiques.

If a student’s weekly project is not submitted by the due date, it is at the discretion of the instructor as to whether he/she will critique the late submission.

If a final submission is not submitted by the due date, it is at the discretion of the instructor as to whether he/she will critique or fail the student.  In the industry, a missed deadline could result in termination of employment therefore CG Spectrum teaching methods emphasize the importance of meeting deadlines.  Should the student exceed 3 late submissions without reasonable cause, it will be at the discretion of the Senior Educational Administrator to dismiss the student from the course.

Furthermore, the above also includes 3 weeks of inactivity of no login into the online learning modules and system.

Purpose

The purpose of this policy is to provide guidance on the official refund policy for students.

All refund requests must be provided in writing via email.  Possible percentage of refund is based upon the type of Product group (Beginner Workshops, Essentials, Foundations, Specialization, and Bundles).  Refund requests are based upon one of the following two scenarios:

1. The student is withdrawing from the course

• The notice of withdrawal is deemed to be effective from the date the notice is delivered to help@cgspectrum.com 

• Student withdrawal with a possible refund will be based upon percentage of course completion within a Product group (term/course/bundle)
  
  

2. CG Spectrum is dismissing the student from the course

• The notice of dismissal is deemed to be effective from the date the notice is delivered from help@cgspectrum.com

• School-based dismissal with a possible refund may be based upon several factors, including but not limited to:
  • Lack of timely payment based upon agreed payment terms within the Student Enrollment Contract
  • Breaking the Terms and Conditions and/or Code of Conduct agreed to when signing the Student Enrollment Contract

The student may be entitled to a refund of tuition fees based upon the following percentage of course completion within most Product groups, unless otherwise specified:

• 0-10% course completion = 60% refund
• 11-50% course completion = 30% refund
• 51-100% course completion = 0% refund

Percentage of refund is based upon type of payment:

Upfront, single payment

1. Course / Bundle length

• Essentials = 12 weeks = 84 consecutive days
• Foundations (2-term) = 24 weeks = 168 consecutive days
• Foundations (3-term) = 36 weeks = 252 consecutive days
• Foundations (4-term) = 48 weeks = 336 consecutive days
• Specialization (3-term) = 36 weeks = 252 consecutive days

Per-term installments

1. Per-term = 12 weeks = 84 days

Monthly installments

1. No refund

Typical refund equation, minus any discounts:

1. (Total cost minus total discount) times percentage of refund

2. Example:  Course length was 36 weeks and costs $100. Student received a $20 discount due to paying full course up front.  Students’ upfront, single payment was $80. Student requested withdrawal on day 65.  Total paid length is 252 days (7 days times 36 weeks): course completion percentage is day 65 divided by 252 equals 25.8% course completion. Student qualifies for a 30% refund.  Full price is normally $100.  Discount is $20.  Equation is then: $100 minus $20 = $80 times 0.30 = $24.  Student is entitled to a $24 refund.

Unique Product group refund policy:

1. 1:1 Coaching

• 90% refund of any 1:1 Coaching sessions not used (90% of each, individual Coaching session not yet used)

2. 2-Week Workshops

• Prior to workshop start date = 100% refund of payment
• Day of workshop start date and onward = No refund

Where total tuition fees have not yet been collected, CG Spectrum is not responsible for refunding the student more than the amount that has been collected to date and the student may be required to make up for any late payments due under this contract.

If CG Spectrum has received fees in excess of the amount it is entitled to under this contract, the excess amount will be refunded to the student within 30 business days of providing bank details. If a third party has paid for the student’s tuition fees, funds will be refunded to that third party.  If a student has utilized a Climb loan, they will need to consult their Climb loan specialist for refund details.

Regardless of point in the timeline, if the student 1) ceases to actively participate in any or all aspects of the course (for example, the student is unresponsive to CG Spectrum instructors and/or staff after repeated contact attempts); or 2) breaks the Terms and Conditions agreed to when signing the Student Contract; or 3) violates our Code of Conduct policies, after a 2-week period of attempted school-based resolution (and subsequent non-response from the student), CG Spectrum reserves the right to deny any partial or full refund requests when student is dismissed by the school. The only exception is due to medical or other emergency with documentable proof (doctors note, death certificate, etc) and is at the sole discretion of CG Spectrum.  If, in the event, an exception is made, the aforementioned refund timelines will be applied with no deviation unless otherwise stated.

No refunds are due for student-acquired software necessary for completion of any school courses.  If software issues arise, the student must contact the software vendor for resolution of the matter.

No refunds are provided once the aforementioned refund timelines have run out within a course.  Additionally, regardless of reason, there are no refunds once a student has successfully or unsuccessfully completed a course.

Effective: 1 July 2018

Your privacy is important to us and we are committed to responsibly handling your personal data taking all reasonable steps to protect your information from misuse and to keep it secure. We believe it is important to inform you about how we will use your personal data and we encourage you to read this policy carefully. You can find information about how, whether, and why we collect and use your personal information on our Website. We have divided the Policy into different sections.

Summary of changes

July 2020

1. Update to code of conduct policy.

July 2018

1. Initial handbook publication.