SIT Policies and Procedures

Code of Conduct

Everyone at SIT has a role in creating a safe, respectful, inclusive and supportive learning environment. Treat other ākonga, kaimahi and members of the community with consideration.

While studying at SIT, you are expected to:

Enrolment, Attendance and Programme Requirements

• Complete your enrolment and arrange payment of any applicable fees before attending classes.
• Follow the conditions of the Zero Fee Scheme where these apply to you.
• Attend all scheduled classes and arrive on time.
• Contact your tutor, the Faculty Administrator, or other designated staff member if you cannot attend.
• Understand that an absence may be recorded if you miss a class without prior notice or a genuine reason.

Respectful Behaviour

• Behave respectfully towards other ākonga, kaimahi and members of the community.
• Do not behave in a way that disrupts learning or affects another person’s physical or emotional wellbeing.
• Do not engage in bullying, harassment or racial discrimination.
• Participate constructively when you are asked to provide feedback about your programme, courses or teaching.

Health and Safety

• Follow all SIT health and safety procedures and instructions.
• Wear the required protective clothing and equipment, including appropriate footwear and safety glasses, when directed.
• Follow your supervisor’s instructions during practical activities, workplace learning, field trips and other off-site activity.
• Behave responsibly during activity organised by SIT.

Classes, Assessments and Academic Integrity

• Do not use your mobile phone during a scheduled class or assessment unless your Kaiako has given permission.
• Follow all assessment and examination instructions.
• Submit your own work and do not engage in conduct that gives you or another person an unfair advantage.
• Respect copyright and the intellectual property of others.
• Acknowledge your sources and use the required referencing style to avoid plagiarism.

Digital Systems and Equipment

• Follow SIT’s computer and technology requirements.
• Do not misuse computing equipment, software, email, networks or after-hours laboratory access.
• Do not access, create, download or share prohibited or offensive material using SIT systems.

SIT Property and the Environment

• Do not damage, deface, or leave litter on SIT property.
• Return all SIT property, including library materials, when required or when you finish your programme.
• Follow parking rules, speed limits and other driving instructions while on SIT property.
• Follow all smoke-free requirements in SIT buildings and vehicles.

Alcohol and Drugs

• Do not bring alcohol or illegal drugs onto SIT property or attend class under the influence of alcohol, or illegal drugs.
• Do not consume alcohol or illegal drugs on field trips or in SIT vehicles.
• Do not use, carry or possess illegal drugs on SIT property.
• Follow SIT’s Drug and Alcohol policy, including any testing requirement that apply under that policy.

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 our events page.

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.

Alcohol and Drugs

• Do not bring alcohol or illegal drugs onto SIT property or attend class under the influence of alcohol, or illegal drugs.
• Do not consume alcohol or illegal drugs on field trips or in SIT vehicles.
• Do not use, carry or possess illegal drugs on SIT property.
• Follow SIT’s Drug and Alcohol policy, including any testing requirement that apply under that policy.

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.
• 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
• SIT Online 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.

Your personal information is important. Southern Institute of Technology collects and uses student information only for legitimate education and support purposes. Information is stored securely, and access is limited to authorised people. Extract from the Student Confidentiality and Privacy of Information Policy:

• Student information will normally not be shared with another person or organisation without your consent.
• Information may be provided to government agencies or departments where you have agreed to this during enrolment or where disclosure is authorised or required by law.
• Some programmes may ask you to complete a Faculty Consent Form before specific information is provided to another organisation, such as NZQA or an employer.
• A parent, relative, friend, or legal representative must provide evidence that you have authorised them to receive your information.
• SIT may release information without your direct consent in limited circumstances permitted by the Privacy Act 2020. These include maintaining the law, court proceedings, responding to a serious threat to safety or health, and approved research or statistical purposes where individuals cannot be identified.
• Requests from the Police or another government agency must be verified and approved by a senior manager before information is released.
• SIT will respond promptly to privacy breaches and concerns.
• If you have a question or concern about the privacy of your information, contact the SIT Privacy Officer through Human Resources

The full Student Confidentiality and Privacy of Information Policy should be read alongside the Privacy Act 2020 Guidelines.

You may request correction of any information held about you.

Withdrawal and Refund Policy

If you are thinking about withdrawing from an SIT programme or course, speak with your Programme Manager or Head of Faculty in the first instance, except for community courses.

To formally withdraw, you must complete the appropriate withdrawal form, available from your acceptance pack, MySIT or the Administration Team. Your withdrawal takes effect from the date SIT receives your completed form.

Verbal notification to an SIT staff member is not accepted as formal notice of withdrawal.

How to withdraw

1. Talk to your Programme Manager or Head of Faculty.
2. Complete the appropriate withdrawal form.
3. Submit the completed form to SIT.
4. If you are a full-time student, your withdrawal must be endorsed by the Head of Faculty.

Withdrawal dates and refunds

Your refund entitlement and academic record depend on when SIT receives your formal withdrawal.

• If you withdraw by the Withdrawal Date:
  
  • Refund: Full refund
  • Administration fee: Nil
  • Academic record: No academic record
• If you withdraw after the Withdrawal Date:
  
  • Refund: No refund
  • Administration fee: Nil
  • Academic record: Withdrawn (WD)
• If you withdraw after 80% of the course has been completed:
  • Refund: No refund
  • Administration fee: Nil
  • Academic record: Failure to complete qualification

Withdrawal Date

The Withdrawal Date for each course is the earlier of:

• One month after the course starts; or
• The date when 10% of the course has been completed.

Costs that are not refunded

SIT does not refund:

• Student ID card costs
• NZQA registration fees
• Credit registration fees
• SIT Online administration fees
• The cost of programme materials that have already been consumed or used

If you withdraw by the Withdrawal Date, SIT will refund any unused materials fee. Materials fees are not refundable after the Withdrawal Date.

StudyLink loans and allowances

If your course fees were paid through a StudyLink student loan, any applicable refund must be sent to StudyLink.

Withdrawing from study may also affect your student loan or allowance. You are responsible for informing StudyLink that you have withdrawn from your studies.

If you haven't paid your fees

If you withdraw but have not yet paid your fees, you may still be required to pay the fees charged for your programme.

Community courses

A full refund is available if you withdraw from a community course at least three working days before the class starts.

If SIT cancels a course

You will receive a full refund if SIT cancels your course.

SIT reserves the right to cancel courses due to insufficient enrolment numbers.

International students

International students should contact the International Office for information about the withdrawal and refund policy that applies to international students.

Academic records after withdrawing

Students who formally withdraw may receive an SIT transcript showing papers, modules or units successfully completed before withdrawal.

Successfully completed unit standards will be registered with NZQA where the applicable registration fee has been paid.

Refund processing

Refunds may take up to four weeks to process.

Need help?

If you have questions about withdrawing from your programme or the refund process, contact the SIT Administration Team.

SIT is committed to providing a safe learning environment that is free from sexual harassment. Sexual harassment is unlawful, unacceptable, and will not be tolerated. If you wish to raise a concern of sexual harassment, you may choose to:

1. Tell the person to stop, if it is safe to do so.
2. Seek support from Student Support Services or another trusted staff member.
3. Submit a report through the ASSURE Health and Safety Student Portal in MySIT.
4. Submit your complaint in writing to a Head of Faculty, Programme Manager, or another senior staff member.
5. Contact the Police if criminal behaviour or immediate safety concerns are involved.
6. Contact external agencies such as the Human Rights Commission.

Important Note: If there is an immediate risk to your safety or the safety of another person, contact emergency services on 111 and notify SIT as soon as possible. You can also reach out to any of the below contacts:

Invercargill

• Bronwyn Sadler
  • Phone: 03 948 2573
  • Email: bronwyn.sadler@sit.ac.nz
    
• Cat Smart
  • Phone: 03 211 2615
  • Email: cat.smart@sit.ac.nz
    
• Megan Currie
  • Phone: 03 948 2760
  • Email: megan.currie@sit.ac.nz
    
• Rob Te Maiharoa
  • Phone: 03 948 2798 / 021 879 651
  • Email: robyn.temaiharoa@sit.ac.nz

Gore

• Margie Halford
  • Phone: 03 748 0541
  • Email: margie.halford@sit.ac.nz

Telford

• Vicki Hills
  • Phone: 03 747 0183
  • Email: vicki.hills@sit.ac.nz

Queenstown

• Rachel Senior
  • 03 746 7761
  • rachel.senior@sit.ac.nz

Your tutor will generally talk to you about your unacceptable behaviour, and this action will be recorded.

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.

If the misconduct occurs again, you are liable to be withdrawn from your programme of study.

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. 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 : The Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021Recently 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.health.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 day 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-semester 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.

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.