School Policies, Code of Conduct and Rules

By choosing to enrol a Learner at OOSA, each Parent acting on behalf of a minor Learner, and each adult Learner, binds themselves to these school policies, code of conduct and rules (these rules), which form part of the agreement between OOSA and the Parent and Learner . Parents acting on behalf of a minor Learner, undertake to ensure compliance by the relevant Learner with the parts of the Terms that apply to Learners and, where such Parent is not the person responsible for payment (PRFP) of school fees, undertakes to ensure compliance with all relevant provisions of the Terms by that PRFP. Adult Learners undertake to ensure compliance with all relevant provisions of the Terms by that PRFP.

Definitions
“OOSA” means Online Open School of Africa, a company based in Tanzania operating as a virtual open school in the education sector. Courses offered may vary but may include Ordinary-Level, Advanced-Level secondary education and short-time courses.

“Adult Learner” means any Learner above the age of 18 years old who has onboarded with OOSA and does not depend on parent/or guardian for payment of school fees.

“A-level” means advanced certificate of secondary school education.

“Codes of Conduct” means the Code of Conduct for Learners and the Code of Conduct for Parents or, as the context requires, either of them.

“Children” refers to individuals below the age of 18. This term also encompasses any learners enrolled at OOSA whose age may exceed 18 years but who are financially dependent on their parents or guardians for the payment of school fees.

“Code of Conduct for Learners” means the code of conduct for Learners set out in clause 9.

“Code of Conduct for Parents” means the code of conduct for Parents set out in clause 10.

“Disciplinary Committee” means the disciplinary committee set up by OOSA in order to preside over any dispute relating to any breach or alleged breach of the Codes of Conduct.

“Educator” means any individual educator/or teacher employed by OOSA.

“IAE” means the Institute of Adult Education or any successor accreditation body determined by the Ministry of Education, Science and Technology that accredits open schooling programmes.

“Learner” means any learner who has been Onboarded with OOSA.

“NECTA” means the National Examination Council of Tanzania or any successor examination body that administers educational assessments.


“Onboarded” means, with respect to a Learner, that the process by which a Learner is registered with OOSA and is loaded onto OOSA’s virtual learning platforms has been completed.

“O-level” means certificate of secondary school education.

“Parent” means each of a Learner’s parents and/or legal guardian/s.

“PRFP” means the person whose details are, upon application for enrolment, entered online as the “person responsible for payment”.

1: Admission Policy
To foster the interactive and collaborative learning experience we prioritize, we maintain a subject-specific class size limit of a maximum of 40 Leaners. In extracurricular and community sessions, such as assemblies and E-clubs, a larger number of Leaners may participate. However, we frequently utilize online break-out rooms to facilitate smaller group work and engagement.

Non-discriminatory:
OOSA is an academically non-selective school, and our model caters for all, new (O-level/A-level) secondary school Learners, those who have struggled in their prior schooling, those who are highly academic, talented and gifted as well as those who wish to pursue Tuition and short-term course certification. Please contact our Admissions Office for details.

We aim to encourage applications from prospective Learners with a diverse range of backgrounds. This enriches our community and prepares our students for today’s world. OOSA is committed to equal treatment for all, regardless of a prospective Learners’ gender, race, ethnicity, religion, sexual orientation or social background. Due consideration is given to the particular circumstances, educational, cultural and financial, of all candidates. OOSA welcomes applications from students with alternative educational backgrounds, such as those who have attended online schools previously or been fully or partially home-schooled.

OOSA Intakes:
Our secondary school admissions usually takes place twice in a year, January to February for the March intake, and July to August for the September intake. Prospective Learners who wish to pursue Tuition and short-term courses can be admitted at any period of the year.

Admission Steps:
i. Initiate the admission process by completing and submitting an enquiry form through the OOSA website, via email at admission@oosa.academy, or by contacting us at +255 62403 0579.

ii. Fill out and submit the enrolment form, accessible through the OOSA website.

iii. Within the enrolment form, parents/guardians of prospective learners or adult learners are required to provide recent school reports or the highest qualification, documentation related to special educational needs and disabilities (if applicable), ID documentation, and a student photo.

iv. Proceed to make an initial payment of fees, which will be invoiced at the end of the form. This payment includes a school fees deposit (full settlement or initial instalment) and a non-refundable TZS 20,000.00 registration fee (refer to the fees structure for details).

v. The Admissions Team will process the application and send an email or make a phone call to parents/guardians or adult learners confirming acceptance.

vi. Our Admissions Team will then coordinate with you for the required payment.

vii. We look forward to the learner progressing with OOSA for the entire academic year or the duration of the enrolled course.

2: School Fees Policy
Registration fees are non-refundable and must be paid in full during the application process.

School fees are generally payable in advance in the amounts quoted by OOSA for the relevant Stage or Course, educational plan and school year. Parents may, however, opt to pay in advance in full, on a termly (2 equal instalments, to be received on or before the first day of each term) or in 3 equal instalments, to be received on or before the first day of each agreed instalment period. All payments must be made in Tanzanian Shillings without deduction or set off.

Payment may be made via the bank deposit, instant Electronic Fund Transfer (EFT), Mobile Money Transfer, debit card or credit card. Other payment mechanisms may also be available. Where the PRFP has chosen to pay by instant EFT but the payment does not, for any reason, go through, OOSA reserves the right to complete the payment using credit or debit card details which have been provided by the PRFP to OOSA, if any. Customer details will be stored by OOSA separately from card details which are entered by the PRFP.

Where payment is made with a credit or debit card not issued by a Tanzania financial institution, there may be Tanzanian Exchange Control implications. Certain processing fees may be payable in respect of such transactions, and there may be delays with respect to any refund that may become payable, as well as refund amount differentials caused by exchange rate fluctuations between processing and settlement.

If a fee payment instalment plan is chosen, OOSA will invoice the PRFP for the applicable amounts. A failure to provide such an invoice does not, however, excuse the PRFP from the obligation to make the relevant payments when due.

If an instalment plan is chosen and any instalment not be paid on the due date, the full balance of the annual fee will immediately become due and payable by the PRFP. OOSA reserves the right to charge interest at the prescribed rate on any overdue payments, from the due date to the date of payment, together with a late payment fee and, if applicable, collection costs. For so long as any fees are overdue, OOSA also reserves the right, in its sole discretion, to suspend the relevant Learner’s ability to login to the virtual school.

The IAE and,/or NECTA (whichever is applicable to the Learner’s chosen course), charge certain examination and/or registration fees, which are dependent on the level of the relevant Learner, how many subjects are being taken and other factors, these fees are explicitly included in the school fees charged by OOSA.

The PRFP will be responsible for any banking or processing fees incurred as a result of any payments failing or being reversed as a result of insufficient funds or any other reason.

Unless explicitly included in the fees charged by OOSA, the costs of textbook and stationery requirements are for the account of the PRFP.

OOSA reserves the right to amend the fees payable, payment terms and other aspects of these Terms. OOSA also reserves the right, on notice to PRFP to charge, or pass on, fees for payment processing and administration.

Scholarships:
From time to time, we will publish on the school website available scholarship opportunities for eligible, existing, and new learners

Study Loans:
Adult learners and parents or guardians of children who wish to study with us may apply for study loans at an affordable rate from our partner financial institutions. Study loans may include school fees, electronic learning gadgets (e.g. a personal computer, tablet, internet router, etc.), or both.


3: Privacy Policy

OOSA will receive and hold Learners’ and Parents’ personal information, as well as payment-related information for Parents or other persons responsible for payment (PRFP) of fees. All Parents (and prospective Parents) and other PRFP, on their own behalf and on behalf of their Learner (and/or prospective Learner) children, and all Adult Learners and prospective Learners, hereby give permission for OOSA to receive and process such information for the purposes of facilitating such Learner’s education through OOSA, all payments made or to be made, and any administrative requirements in connection with that education or the relationship contemplated in this agreement.

All such information will be processed in accordance with the provisions of the Tanzanian Personal Data Protection Bill of 2022 and used exclusively for the purpose for which the personal information is furnished to OOSA. No such personal information will be forwarded to a third party without the permission of the relevant person or, in the case of a minor Learner, that Learner’s Parent, unless doing so is permitted by the Act and is in accordance with the purpose for which the information was furnished.

4: Social Media Policy
No Learner or Parent may, in the context of OOSA, Parents, Learners, Educators, OOSA’s employees and/or the school environment generally, make any statement or comment on social media or other platform that discriminates against or disparages any individual on the basis of race, gender, sex, pregnancy, marital status, ethnic or social origin, colour, sexual orientation, age, disability, religion, conscience, belief, culture, language or birth, or constitutes or may constitute cyber-bullying in any form.

OOSA reserves the right to remove any content, including any comments, posted on its systems (or any other platform in respect of which it has administrator rights) that would breach any aspect of any Code of Conduct or these Terms, and/or is factually erroneous or potentially defamatory or hurtful to any Learner, Educator, Parent or other person associated with OOSA.


5: Unauthorised Access to Online Platforms Policy
No Learner may furnish any other person with their login credentials relating to OOSA, including their Virtual Learning Platform login details (these include any login details issued to a Learner, including a link issued or sent to a Learner, by OOSA for any relevant platform).

Should unauthorised access to OOSA’s Virtual Learning Platform or any related platform be granted to a third party by a Learner or through a Learner failing to take reasonable care with the relevant login details, the Learner will be liable for the actions of that third party utilising such access, which may result in that Learner’s expulsion.

6: Academic Honesty Policy
Learners must comply with all rules applicable to examinations or assessments which are disseminated by OOSA, IAE, NECTA or any other applicable examining body or authority from time to time, but are in any event are not allowed to communicate with one another in any manner or form for the full duration of any examination or assessment.

Learners may not plagiarise the work of any third party. Plagiarism is a form of academic dishonesty whereby a Learner intentionally takes and/or passes off and/or uses the work (published or otherwise), thoughts, and ideas of another as their own work, without acknowledging that the relevant work, thoughts and/or ideas are those of another. This applies whether such work, thoughts, and ideas are used verbatim or paraphrased.

Learners may not cheat or assist anyone else to cheat. Cheating is defined as any intentional act of dishonesty in order to gain an unfair advantage.

Learners may not participate in academic misrepresentation. Academic misrepresentation is the intentional fabrication or false presentation of data, quotations, sources, or other information in the context of the Learner’s schooling.


7: Protection of Children Against Online Abuse Policy
The sharing or solicitation of children’s nudity, whether in the form of pictures or during live-camera appearances, is strictly prohibited on OOSA’s online platforms.

The term “children” in this context encompasses individuals under the age of 18. It’s important to note that our school may have Learners who attend and are aged 18 or over.

Despite this, all fundamental principles of safeguarding apply equally to adults as well. The commitment to protecting against online abuse remains steadfast for all individuals within the OOSA community.

8: Communications and Social Media Messaging Groups Policy
Official communications from OOSA will be by email or through the OOSA’s various official messaging platforms and channels, which may vary from time to time.

OOSA disseminates information through various social media platforms and channels. OOSA reserves the right to remove any content, including any messages or comments, posted on its systems (or any other platform in respect of which it controls or has administrator rights) that would breach any aspect of any Code of Conduct or these Terms, and/or is factually erroneous or potentially defamatory or hurtful. OOSA also reserves the right to suspend or block access to any social media platform it controls to any person who does not comply with the Codes of Conduct or these Terms.

OOSA is not, however, responsible for any information or content provided on, comments made or messages, images or clips sent through, any messaging group on any platform that is not controlled by OOSA.

OOSA encourages Parental oversight of any social media groups that their child/ren may be part of in the context of OOSA, Parents, Learners, Educators, OOSA employees and/or the school environment generally. Where any undesirable content, messages or conduct occur,

OOSA encourages Parents to report it to OOSA but records that its ability to take action may be limited depending on the rights that OOSA has with respect to the relevant social media platform.

9: Code of Conduct for Learners
i. All Learners should always act with integrity and courtesy.
ii. All Learners should demonstrate education honest and ethical behaviour.
iii. All Learners should strive for academic excellence and take pride in their work.
iv. All Learners should respect the OOSA environment, the OOSA staff members as well as all other Learners and the Parents.
v. All Learners must comply with all the OOSA policies, including the Social Media Policy, Academic Honest Policy and set out in these Terms.
vi. Learners may not bring OOSA into disrepute.
vii. Learners may not, in the context of OOSA, Parents, Learners, Educators, OOSA’s employees and/or the school environment generally, discriminate against any person on the basis of race, gender, sex, pregnancy, marital status, ethnic or social origin, colour, sexual orientation, age, disability, religion, conscience, belief, culture, language or birth.
viii. Learners may not in the context of OOSA, Parents, Learners, Educators, OOSA’s employees and/or the school environment generally, engage in disruptive or age-inappropriate behaviour or use profane or inappropriate language.

10: Code of Conduct for Parents
It is recorded that, as Learners remain at home/or office, they are never under the physical supervision of OOSA or any of its employees. As such, OOSA is never in loco parentis with respect to any Learner, and the responsibilities of Parents remain those set out in the Guideline on Secondary Education through Open and Distance Learning in Tanzania, published by the Ministry of Education and Vocational Training, 2013, which include assuming responsibility for the education of a Learner learning from home and guiding, assisting, managing and supporting that Learner’s home education.
i. All Parents should always act with integrity and courtesy.
ii. All Parents should demonstrate honest and ethical behaviour.
iii. All Parents should respect the OOSA environment, the OOSA staff members as well as the Learners and other Parents.
iv. All Parents must comply with and respect all the OOSA policies.
v. Parents may not bring OOSA into disrepute.
vi. Parent may not, in the context of OOSA, Parents, Learners, Educators, OOSA employees and/or the school environment generally, discriminate against any person on the basis of race, gender, sex, pregnancy, marital status, ethnic or social origin, colour, sexual orientation, age, disability, religion, conscience, belief, culture, language or birth.

11: Disciplinary Procedures
In case of a violation of any provision prescribed in the Code of Conduct for Learners, the disciplinary procedure set out below will be followed. The judgement of the seriousness of any infringement or alleged infringement will be determined in OOSA’s sole discretion having regard to the applicable circumstances.

Less Serious Misconduct:
Where infringements are not considered serious, or do not require formal disciplinary action in the opinion of OOSA, such infringements can be dealt with on an informal basis.
Informal disciplinary procedures may include any of the following:
• counselling of the Learner;
• the issuing of a verbal warning to the Learner; or
• the issuing of a written warning to the Learner.

Serious Misconduct:
Where a Learner has, or is accused of having, committed any act or omission which would constitute serious misconduct, or is continuously guilty of less serious misconduct, formal disciplinary procedures may be implemented against the Learner at the discretion of OOSA
Formal disciplinary procedures will entail a formal disciplinary hearing.

Disciplinary Hearings:
The disciplinary hearing will be conducted by a Disciplinary Committee appointed by OOSA, under the direction of a chairperson.

The Disciplinary Committee shall consist of at least three persons without prior knowledge of the charges brought against the Learner. OOSA may appoint a specialist or independent third party to act as Chairperson during the disciplinary hearing of a Learner.

The Disciplinary Committee will keep a proper record of the disciplinary proceedings, which record can be in electronic form.

The Learner and their Parent/s will be issued with a written notice of disciplinary hearing incorporating a charge sheet. The notice will include the date, time and venue of the disciplinary hearing and the charge sheet must contain sufficient information on the date, place, and nature of the alleged misconduct to allow the Learner to answer the charge.

Should the disciplinary hearing take place on an electronic platform, the Learner and their Parents are required to ensure that they have access to the necessary equipment and data for purposes of attending the disciplinary hearing.

Evidence will not be shared between the parties prior to the disciplinary hearing.

At least five (5) school days must lapse between the delivery of the notice and the hearing.
Should the Learner be under the age of eighteen (18) years of age, they must be assisted during the disciplinary hearing by one of their Parents or another adult person of the Learner’s choice who is acceptable to their Parents.

Legal representation is not normally allowed at a disciplinary hearing. Should the Learner wish to be represented by a legal practitioner during the disciplinary proceedings, the Learner and their parents must apply in writing to the chairperson of the Disciplinary Committee, at least two (2) days before the disciplinary hearing, for legal representation to be allowed. This application must include reasons why legal representation is necessary under the circumstances. The decision of the chairperson as to whether or not to allow legal representation is final.

Should the Learner, or the Learner and their Parent or representative (as applicable), fail to attend the disciplinary hearing despite proper notification, the hearing may proceed in their absence.

During the disciplinary hearing, both OOSA and the Learner will be afforded the opportunity to present their case by calling witnesses, submitting documents, showing video material or any other relevant evidence.

Both OOSA and the Learner will be afforded the opportunity to cross-examine each other’s witnesses and scrutinise other evidence submitted during the disciplinary hearing.

Following the evidence presented by all parties, the Disciplinary Committee shall determine whether the Learner is guilty or not guilty of the alleged misconduct based on a balance of probabilities with reference to evidence presented. Depending on the circumstances, the Disciplinary Committee may adjourn for a reasonable time to consider its ruling.

Should the Learner be found guilty, both the Learner and OOSA shall receive another opportunity to testify and/or make representations on mitigating and/or aggravating circumstances for consideration by the Disciplinary Committee in determination of an appropriate sanction. Depending on the circumstances, the Disciplinary Committee may adjourn for a reasonable time to consider its ruling herein.

If the Learner has been found guilty of serious misconduct, the Disciplinary Committee, may impose any reasonable sanction with reference to the seriousness of the misconduct and any other relevant information or circumstances, which may include, but is not limited to, the expulsion of the Learner from OOSA.

The final outcome and sanction (if any) must be communicated to the Learner and their Parents withing five (5) school days after the disciplinary hearing. The outcome and sanction determined by the Disciplinary Committee is final and no appeal will be allowed.


12: Termination or Expulsion from School
A Parent may only cancel a learning agreement with OOSA in respect of a particular Learner on one full calendar months’ notice in writing (for which full payment is to be made), to be given in the form prescribed from time to time by OOSA. Alternatively, a full month’s fees are payable to OOSA in lieu of such notice. In each case, an administration fee of TZS 20,000.00 (Twenty thousand Tanzania Shillings) shall be payable, and may be deducted from any refund which may be due.

Where notice of cancellation is given and payment has been made in respect of any period beyond the notice period referred above, that portion of the payment made will be refunded (after deduction, if applicable, of the fees for the notice period and any other amounts that may be owing at the applicable time by or in respect of that Learner). Where payment was made by credit or debit card, any refund can only be processed on the same card.

OOSA may cancel the learning agreement in respect of a particular Learner on notice in writing to the Parent or adult Learner if:

• any fees owing to OOSA are overdue;
• the Learner appears before a Disciplinary Committee and that Disciplinary Committee determines that the Learner should be expelled from OOSA; or
• the Parent or the relevant Learner commits any other material breach of these Terms.
Should a learning agreement be terminated, whether by the Parent, Adult Learner or by OOSA, any fees and/or costs owing by the Parent/PRFP/Learner shall remain due and payable until fully paid, and may be deducted from any amounts that may be payable by OOSA in respect of that Learner.


13: Limitation of liability
Save in the case of OOSA’s wilful misconduct:
OOSA will not be liable to any Parent, Learner, PRFP or other person under any circumstances for any indirect, consequential, special or punitive damages arising from or in connection with this agreement, or OOSA’s relationship with such person or any affiliate or related person; and

OOSA’s aggregate liability to any Parent, Learner, PRFP or other person under or in connection with this agreement or OOSA’s relationship with such person or any affiliate or related person, shall not exceed the fees paid under or in connection with this agreement during the calendar year in which any such claim is made. Save as required by law, no action, regardless of form, arising from or pertaining to this agreement, or OOSA’s relationship with any Parent, Learner, PRFP or other person, may be brought by a party more than one year after such action has accrued.

14: General
OOSA may amend this agreement on written notice to the Parent/Adult Learner. Amendments will be effective on notice, but OOSA will use reasonable endeavours to provide at least 30 days’ notice if the amendment is material. Should the Parent/Adult Learner not wish to continue at OOSA as a result of the amendment, this agreement may be cancelled by the Parent/Adults Learner on notice to OOSA, provided that no administration fee will be payable if terminated under this provision.

This agreement is governed by the laws of the United Republic of Tanzania and OOSA chooses as its domicilium citandi et executandi for all purposes under this agreement, whether in respect of court process, notice, or other documents or communication of whatsoever nature at Block 139U, Katandala B, Sumbawanga 55103, Rukwa.

The parties acknowledge that without prejudice to any other rights or remedies that a party may have, each party acknowledges and agrees that damages alone may not be an adequate remedy for any breach of these Terms, and the other parties shall be entitled to seek an interdict for any threatened or actual breach of these Terms.

No indulgence granted by a party to any other party shall constitute a waiver of any of that party’s rights. Accordingly, that party shall not be precluded, as a consequence of having granted such indulgence, from exercising any rights against any other party which may have arisen in the past or which may arise in the future.

These Terms, the enrolment form and other provisions on OOSA’s website contain all the express provisions agreed on by the parties with regard to the subject matter of their agreement and the parties waive the right to rely on any alleged express provision not herein contained.

No agreement varying, adding to, deleting from or cancelling this agreement, and no waiver of any right under this agreement, will be effective unless agreed to in writing by OOSA.