4. CODE OF CONDUCT VIOLATION

The Site Director/On-Site Program Coordinator will determine the seriousness of the offense and issue the appropriate warning to the participant, and inform us of action taken. We will in turn pass the related information onto the Home University.

a. Drug free policy & supervision

• 1. No drugs are to be taken into or consumed during the program.
• 2. Students presenting under the influence of drugs will be withdrawn from the program and sent back to their home country at their own cost.
• 3. Any student found to be carrying drugs in their bags or on their clothing will be given the option to empty the contents in front of our and home university/school staff.

NOTE: It is illegal to carry and/or consume drugs in China. If student refuses to abide by this law, police may be notified and this may result in imprisonment of the student.

b. Alcohol free for students under the age of 20

• 1. No alcohol is to be taken into or consumed during the program.
• 2. Students presenting under the influence of alcohol will be withdrawn from the program and sent back to home country at their own cost
• 3. Any student found to be carrying alcohol in their bags or on their clothing will be given the option to empty the contents in front of our and home university/school staff.

c. Intoxication

• 1. Any staff who finds a student intoxicated are to assist the student to a quiet area.
• 2. A staff member will stay with the student while assistance is organised.
• 3. If the student requires first aid, then the procedures for first aid come into affect (see Life threatening accident or illness, Hospitalization).
• 4. Any student who displays aggressive behaviour, staff will not intervene, it becomes a matter of security and police will be notified if severely necessary.

d. Abusive/discriminatory language

• 1. Student using abusive, sexist, and racist or any form of discriminatory language will be asked to stop.
• 2. If requests to stop are ignored the student will be escorted from the group and reported to their home university/school. A decision will then be made about whether the student is allowed to remain on the program.

e. Aggressive and violent behaviour

• 1. Student using aggressive/violent behaviour will be asked immediately to stop. If the behaviour continues the student should be asked to leave the program.
• 2. If the student refuses to stop or leave, Swinburne staff will seek police assistance to deal with the matter.
• 3. Complete a Hazard/Incident/Injury Notice
• 4. Obtain debriefing for all staff involved

f. Smoke free environment

• 1. Although there is no legal age to smoke in China, we promote a smoke free environment for its tours
• 2. Smoking free policy applies to students under the age of 20 during the program.
• 3. Any student under the age of 20 caught smoking will be reported to their home university/school (unless they are smoking in an area deemed illegal by Chinese law in which
  case see: Arrest of a participant)
• Any student found to be carrying cigarettes in their bags or on their clothing will be given the option to empty the contents in front of our and home university/school staff.

g. Dismissal Policy

The dismissal of a participant is a drastic action that can and should be avoided whenever possible. By screening our participants and by providing clear expectations, and clear expectations for conduct, most of these cases can be avoided. However, when the case does arise that a participant must be dismissed it becomes imperative that all members of the organization communicate effectively and act in accordance with the policies defined. Site Directors/On-Site Program Coordinator should act according to these policies.

Our policies and signed contract with each participant state the following in regards to participant expectations and dismissal:

By joining a Program, the participant assumes certain obligations to us, our community and other program participants. If Site Directors determine a participant fails to meet the behavioral expectations set out in this contract, that participant will be asked to leave the program. Participants asked to leave under these circumstances will not receive a refund. In addition to other program responsibilities, as participants, participants are responsible for:

• 1. Being in sufficient good health to undertake the program.
• 2. Acting in an appropriate and respectful manner towards the local people,fellow travelers, program participants and staff in accordance with the customs, laws, regulations and ordinances of our program sites.
• 3. Effectively communicating their interests, skills, limitations and needs to community members and program staff members
  

Participants not adhering to this code of conduct are engaged in one or more of the following:

• 1. Impeding our ability to accomplish our mission by damaging our image and relationships within the community.
• 2. Compromising RHT Education legally.

Some examples of actions or behavior that could lead to dismissal:

• 1. Breaking the laws of the host country
• 2. Using drugs
• 3. Abusing alcohol
• 4. Disrespecting staff, community members or home stay families
• 5. Failing to comply with cultural norms (ex: sexual relations within the home stay)
• 6. Any noncompliance with the behavior policy each participant signs at the beginning

Disciplinary/Dismissal Decision­- Site Directors/On-Site Coordinators are responsible for the first steps of any dismissal in coordination with the University/school Faculty. Site Directors/On-Site Program Coordinator are urged to be firm and to think of what is in the best interest of our company and its mission, as well as the best interests of the host community. Site Directors/On-Site Program Coordinators should be well versed in the pre-program materials and know what is expected of participants so as to appropriately handle inappropriate behavior. Each participant should be given every fair opportunity to succeed. Apart from that, it will not be considered a failure on the part of a Site Director/On-Site Program Coordinator if a participant is dismissed, provided that the prescribed course of action has been followed.

Disciplinary/Dismissal Process

Minor offence

• 1. Initial behavior contrary to Code of Conduct is noted.
• 2. Internal email is sent from Site Director/On-Site Program Coordinator to the Program Coordinator, warning of a possible problem with a participant in coordination with the university/school faculty
• 3. Discussion between Program Coordinator, Site Director/On-Site Program Coordinator and Director of Programs (when necessary) occurs of how to give the participant guidance and tools to succeed in their program
• 4. Student, depending on severity, is given verbal warning
• 5. Site Director/On-Site Program Coordinator takes proactive steps via additional communication with the participant, housing and local university staff, informing them that continued behavior contrary to Code of Conduct will lead to greater consequences (see Major offence or repeated minor offences)
• 6. Site Director/On-Site Program Coordinator and the Program Coordinator document all actions and events to keep on record

Major offence or repeated minor offences

• 1. Event is documented and added to previous documentation in coordination with the University/school Faculty.
• 2. Information is sent to the Program Coordinator, Director of Programs, with the subject: Request for approval to dismiss participant
• 3. Request is approved
• 4.Participant is verbally informed immediately of their dismissal by both Site Director/On-Site Coordinator and Program Coordinator
• 5. Participant is informed in writing – copy of Letter of Dismissal is sent to Program Coordinator and copied to the Director of Programs
• 6. Participant’s housing and host university contact is informed
• 7. Participant’s parents and home university are informed
• 8. Participant is asked to turn in any items belonging to us and the host university (ex: door keys)
• 9. Participant is made to sign a form acknowledging our release of responsibility, effectively immediately.
• 10. We generate a letter and it is sent to the participant’s home address
• 11. Student will then be placed on a flight home at their own expense
• 12. No refunds for fees paid, missed activities, days or food
• 13. No further connection to housing, university, or program

Documentation­- It is extremely important that staff document all of the steps in the process as outlined above to have legal liability for our actions. Documentation will help make decisions easier. Emails and letters must be written in a professional manner. Side comments about the participant’s behavior are always welcome but should not be included in any formal emails that provide behavior updates and/or requests for dismissal. Site Directors/On-Site Program Coordinators maintain a file for each participant on site at any given time. Paper files are locked. Digital files are private and backed-up in a private place as well. As information is generated, it is kept in a participant’s file.