School Policies & Guidelines (A–Z)« back to home

Anaphylaxis Management Policy »

Anaphylaxis is a severe, rapidly progressive allergic reaction that is potentially life threatening. The most common allergens in school aged children are peanuts, eggs, tree nuts (e.g. cashews), cow’s milk, fish and shellfish, wheat, soy, sesame, latex, certain insect stings and medication. This Anaphylaxis Management Policy is compliant with Ministerial Order 706 and, through its implementation, we seek to provide, as far as practicable, a safe and supportive environment in which students at risk of anaphylaxis can participate equally in all aspects of the student’s schooling, and to raise awareness about anaphylaxis  in the school community

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Assemblies Guidelines »

School assemblies are held every Friday at 9am in the school hall. They provide an opportunity for the whole school to gather together and focus on the children as they share their experiences. For more information, see School Assembly.

Parents are welcome to attend.

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Assessment & Reporting Policy »

St John’s encourages all children to learn, progress and experience success. Their success is not measured against others, but relative to their own previous performances.

Our school is responsible for assessing each child’s progress, attitude and achievement. We are committed to reporting this information to both students and parents.

Inquiry books are an ongoing record of work over each term, and assist parents and children in understanding their reports. In addition to Inquiry books, portfolios of work chosen by the children to represent their thinking and learning are collated to assist them in sharing their learning with their parents.

A report that clearly marks the standard achieved by each child in relation to statewide standards set for all students is sent home each semester. Children in Years 3 and 5 also participate in national NAPLAN tests. Individual results are sent home to parents, while overall school results are made available to the public online.

We also conduct Information meetings, parent/teacher/child meetings, and other formal and informal meetings as required during the year.

Assessment Policy and Reporting Policy


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Behaviour Management Policy & Bullying Statement »

St John’s aims to create a culture that rejects all forms of violence and promotes productive social behaviour. Empowering all people to actively intervene when they become aware of inappropriate behaviour is a powerful and efficient means of responding to behavioural issues as they arise.

St. John’s School Behaviour Plan reinforces our belief in providing an education within a secure, safe and just environment in which every member of the school community has the right to learn, to be heard and to be respected. We believe that, just as academic skills are taught, so too should behavioural skills. Inappropriate behavior requires explicit teaching together with management strategies rather than castigation or punishment just as mistakes in academic learning require explicit teaching and strategic support.

Download the School Wide Positive Behaviour Plan and Bullying Statement for further information on the school’s approach to behaviour management.

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Celebrations/Birthday Policy »

Our community values the celebration of birthdays and other special occasions and acknowledges that many parents encourage their children to celebrate with their classmates by bringing in treats (or ‘sometimes foods’) to share.

If they choose, children may bring plain cupcakes or fruit muffins to share with their class. Please avoid bringing items with nuts, as many children have allergies.

Please do not bring extra treats such as lolly bags, as we are trying to maintain healthy eating habits in our school.

You can download a more detailed version of the  St John’s Celebration Policy here.

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Child Protection Reporting Obligations Policy and Procedures »

Protection for children and young people is based upon the belief that each person is made in the image and likeness of God and that the inherent dignity of all should be recognised and fostered.

Our Child Protection Reporting Obligations Policy is designed to assist school staff to:

  • identify the indicators of a child or young person who may be in need of protection
  • understand how a ‘reasonable belief’ is formed
  • make a report of a child or young person who may be in need of protection
  • comply with mandatory reporting obligations under child protection law and their legal obligations relating to criminal child abuse and grooming under criminal law.
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Child Safe Policy »

The purpose of this policy is to demonstrate the strong commitment of St John’s School, Clifton Hill to the care, safety and wellbeing of all students at our school. It provides an outline of the policies, procedures and strategies developed to keep students safe from harm, including all forms of abuse in our school environment, on campus, online and in other locations provided by the school.

This policy takes into account relevant legislative requirements within the state of Victoria, including the specific requirements of the Victorian Child Safe Standards as set out in Ministerial Order No. 870.

This Child Safe Policy applies to school staff, including school employees, volunteers, contractors and clergy.

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Child Safe Code of Conduct »

This Code of Conduct has a specific focus on safeguarding children and young people at St John’s School, Clifton Hill against sexual, physical, psychological and emotional abuse or neglect. It is intended to complement other professional and/or occupational codes.

All staff, volunteers, contractors, clergy and members of the parent body at St John’s School, Clifton Hill are expected to actively contribute to a school culture that respects the dignity of its members and affirms the Gospel values of love, care for others, compassion and justice. They are required to observe child safe principles and expectations for appropriate behaviour towards and in the company of children as noted in the Code of Conduct.

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Child Safe Statement of Commitment to Child Safety »

St John’s School, Clifton Hill, holds the care, safety and wellbeing of children and young people as a central and fundamental responsibility of all Catholic educators. This commitment is drawn from and inherent to the teaching and mission of Jesus Christ, with love, justice and the sanctity of each human person at the heart of the Gospel. To read more on our commitment to the safety of all of the children at St John’s please follow this link: Statement of Commitment to Child Safety.

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Communications Policy »

St John’s School believes that good communication is vital for our school to be successful. This policy identifies the various channels of communication employed by St John’s School, their intended purpose and the roles and responsibilities of members of our school community in accessing and using them.

Click this link to download the Communications Policy

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Enrolment Policy »

St John’s Catholic Primary School, Clifton Hill, exists to provide a Catholic Education to the Catholic children whose primary residence falls within the boundaries of the northern section of Our Lady of the Southern Cross Parish (Collingwood and Clifton Hill) and St Brigid’s Parish (North Fitzroy) – suburbs included in this catchment are Clifton Hill, Fitzroy North, Carlton, Carlton North and parts of Northcote/Westgarth south of Merri Creek.

Click this link to download the full Enrolment Policy

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Expensive Items Guidelines »

St John’s has a school policy that prohibits students from bringing expensive items to school. Expensive items may include jewellery, handheld games or mobile phones.

If mobile phones are brought to school, they must be handed into the office for safe keeping and collected at 3.30pm.

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Headlice Policy »

While parents have the primary responsibility for the detection and treatment of head lice, our school community works in a cooperative, collaborative manner to assist families to manage head lice effectively.

Download St John’s Head Lice Policy, which details the school’s expectations in this area.

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Homework Policy »

We believe that students are engaged in learning all of the time. However, we do see a benefit in setting homework tasks to facilitate the development of organisational skills and routines outside the school setting.

Download the St John’s Homework Policy to read more.

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Illness/Accident Guidelines »

Parents will be informed of any head injury or illness.  A form will be sent home when first aid has been administered.

If a child needs to be collected from school and parents cannot be contacted, the emergency number will be referred to. We have a sick bay for care until parents collect their child.

In the event of not being able to contact anyone if a serious accident or illness occurs, action will be taken by the school to ensure immediate medical care is given.

Please ensure that your contact details, including emergency contacts, are always kept up to date.

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Internet Policy »

The school as a detailed Information and Communication  Technologies Policy detailing how and when a range of technology can be used within the school. The policy can be found by clicking on the following link: INFORMATION-AND-COMMUNICATION-TECHNOLOGIES-POLICY-Dec-2018

This is the St John’s Student User Agreement for students in grades 1 – 6. Student-User-Agreement-Dec-2018

A permission form related to the above User Agreement is sent home toward the end of  term 4 and needs to be returned before term 4 ends. This is to ensure your  child has permission to use ICT at the start of each new year.

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Language Other Than English (LOTE) Policy »

It is widely recognised that the study of languages is an integral part of a broad and balanced education for all learners. It offers students cultural, linguistic and intellectual advantages and the opportunity to gain important cognitive skills. Further, socio-cultural understandings developed through the study of languages promote positive cross-cultural relationships and contribute to the development within each student of the potential for full participation in a global society. We recognise that Australia is a multicultural society with many traditions worthy of appreciation and celebration.

At St John’s The LOTE studies is Mandarin. Click here to access the LOTE – Mandarin Policy.

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Library Guidelines »

Time is allocated every week to each class so that students can browse through the library and select reading matter. Parents are welcome to use this time to help their children choose books.

Children cannot borrow from the library unless they have a library bag. Library bags can be purchased from the office.

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Lost Property Guidelines »

All articles of clothing, books, bags etc must be labelled with the child’s name. If items are lost, we have a lost property box next to the main entry doors at the back of the school.

Parents and children are always welcome to go through the box for lost items.

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Medicines at School Policy »

Medicine will only be administered by the school for serious illnesses. A parent must send a written request to school with their child to enable the school to administer the medicine.

Children must be kept at home if they are ill, for their own sake and for the sake of others who may be infected.

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Mobile Phone Policy »

The school recognises that there are times when it is appropriate and useful for students to have access to a mobile phone – for example, to contact parents in emergencies outside school hours. However, it is not acceptable for mobile phones to be switched on or used during school hours. All mobile phones must be handed in to the office for safe keeping during school hours.

Parents and caregivers are responsible for advising the school in writing that a pupil is permitted to carry a mobile device. When parents or caregivers revoke their permission for the pupil to carry a mobile device, the school should also be notified of the change.

Parents are reminded that, in case of emergency, the school’s main contact number remains the most appropriate point of contact for ensuring a pupil is reached quickly and assisted in an appropriate way.

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Money at School Guidelines »

All money sent to school must be placed in an envelope marked with the child’s name and the purpose the money is to be used for.

Clear labelling ensures the school can correctly allocate all payments received for their intended purpose.

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Newsletter Guidelines »

Our online monthly reflection provides parents with monthly school updates while a weekly bulletin will alert parents to upcoming events they may have missed on the school calendar. Parents will receive an email alert when the latest newsletter or bulletin is ready to read. Any events to be celebrated or issues to be addressed will be included in the newsletter (also available in printed form).

New parents can subscribe to the newsletter to ensure they are on the mailing list.

Other written information and forms are sent home fairly regularly through the classroom teacher. As of 2016 these letters and forms are also available on the Notes Page of the School Blog.

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Parent Partnership Policy »


St John’s believes that family involvement and positive relationships between the school and families are essential to the success of our school. We believe that parents have a special place in the community. Children learn from both parents and teachers, but it is parents who have the long-term responsibility for their child’s welfare. Children benefit if parents and teachers are able to work in partnership and if they see their parents involved in the daily life of the school.

Values & Beliefs

At St John’s we believe that

  • Parents, teachers and children should strive to live Gospel values such as integrity, trust and respect for each other.
  • Parents and teachers work together for the educational benefit of each child.
  • All parents should be encouraged to be active members of the school community.
  • Parents, teachers and children work together to form a caring community in which everyone feels welcome and included.
  • Successful school partnerships depend on open and honest communication; everyone in our school community has a voice and will be listened to with respect.


Some of the ways parents can be involved include

  • participating in school and class masses, sacramental preparation and celebrations
  • helping out in the classroom with literacy and numeracy support, with guest speakers and on excursions
  • participating in working bees, P&F functions, the School Board, special curriculum days and social events
  • attending curriculum evenings and teacher/parent/child interviews
  • completing questionnaires and surveys to inform school practice
  • making suggestions and sharing ideas with parent representative groups
  • supporting learning at home with homework and home reading.

This policy was developed in 2010 and will be reviewed in 2015 in line with the School Improvement Plan.

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Picking up your Child from School Guidelines »

It is assumed that a child’s parents will normally collect their child at the end of the school day or, in the case of an appointment, for an early pick-up. In the case that someone else connected to the family will be picking up the child on a regular basis, please inform the school by downloading the  Nominee for After School Collection form, available from the school office.

The form includes space for a photo of the person nominated, together with contact details and, if known, the normal days that this arrangement will operate.

If you have arranged for another parent to collect your child and this is not a normal arrangement, please advise the school office so that your child’s teacher and the duty teachers can be made aware of the change.

In the event of an emergency when you have nominated someone unknown to the school to pick up your child, please advise the school office and ask the nominated person to present themselves at the school office. We will then ask your child to come to the office to be collected.

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Privacy Policy »

Download St John’s Privacy Policy, which sets out how the school manages personal information provided to or collected by it.

The school is bound by the Australian Privacy Principles contained in the Privacy Amendment (Enhancing Privacy Legislation) Act 2012 (Cth). In relation to health records, the school is also bound by the Health Records Act 2001 (Vic.).

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School Lunches Guidelines »

We encourage children at St John’s to bring healthy food to school and to drink only water at recess and lunchtime.

We encourage families to avoid bringing items with nuts, as many children have allergies. Lunches without wrappers and packaging are preferred throughout the school and each week an award is given to the class generating the least lunch rubbish for the week.

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School Times and Attendance Guidelines »

Commences 8.55am

Morning Recess: 11–11.40am

Lunch: 1.10–2.00pm

Dismissal: 3.30pm

Parents must inform the school by phone, email or in writing to explain any absences from school. If a child needs to be collected early from school, a note to the teacher in the morning would be appreciated.

When students are late arriving to school or need to leave early, they must be signed in or out by their parent/guardian. The sign-in book is kept in the school office area.

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School Uniform Guidelines »

All children are expected to wear the school uniform. Parents and guardians are asked to label each item of clothing clearly.

Summer uniform is worn from the beginning of September to the end of April, winter uniform is worn from the beginning of May to the end of August.  The introduction of either the winter or summer uniforms can be at parental discretion based on the weather.

Download the SchoolUniformGuidelines for a detailed description of school uniform requirements.

New Uniforms
New school uniforms and bags can be purchased from Academy Uniforms, 238 Wolseley Place, Thomastown  (ph 9460 8011), whose staff will be happy to assist in fitting your child. Alternatively, download the Academy Uniform Order Form or pick up a copy at the school office. Once you place your order, your items will be delivered to the school, marked for your attention.

You can now order online at just click  Order Online and select the school name from the drop down box.

Second-hand Uniforms
St John’s P&F run a second-hand uniform shop once a month. Check the School Calendar for opening times.

School Hats
Hats can be purchased at the school office for $7. Refer to our Sunsmart Policy for more information.

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Sunsmart Policy »

All children at St John’s School are to be protected from the sun’s harmful ultraviolet rays.

Download our Sunsmart Policy, which is designed to ensure that children will avoid sun-induced skin damage.

This policy is in place for the whole year, but there is a special emphasis on its enforcement from the beginning of September until the end of April.

If children DO NOT have a hat on during this time, they will be asked to sit in the shade. You are more than welcome to provide your child with sunscreen, but please make sure it is labelled. Remember, ‘No hat, no play’.

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Supervision Guidelines »

Children are supervised at all times by staff and all care is taken to ensure the safety of each child during the school day. Parents are reminded that the school gates are opened at 8.45am and that children arriving earlier must be supervised by a parent. Out of school hours care is available for earlier supervision (see below).

Children enter via the side gates and remain in the yard with their bags until the first bell. They then proceed into their classes in an orderly manner for roll call.

We take our duty of care very seriously. Procedures and first-aid ttrained staff are in place to assist and treat children if necessary.

Camp Australia runs an Out of School Hours Care program on site at St John’s. Further details of the program can be found at Camp Australia Care Program.

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Wet Day/Hot Day Policy »

Inclement or extreme weather conditions are a risk to the health and safety of children. Download the St John’s Wet Day/Hot Day Policy for details of school arrangements in case of inclement or extreme weather.

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