Parent Portal Guide

The Parent Portal is the one place for almost everything you need to do with the College: absences, notices, permission forms, payments, interview bookings, reports, lunch orders and bus passes. It is available on the web at portal.stmaryswc.vic.edu.au and as the app St Mary's Connect (free on the App Store and Google Play). Both show the same information; most families use the app day to day and the website for payments and reports.

Logging in for the first time

1. New families receive an activation email from noreply@stmaryswc.vic.edu.au about two weeks before their child starts. Check your junk folder if it has not arrived.
2. Click the link, set a password (at least 10 characters) and accept the terms.
3. Download St Mary's Connect and sign in with your email address and password. Turn on notifications when prompted.
4. Each parent or carer has their own login — please do not share one account. Separated families each receive full access unless a court order says otherwise; contact the Registrar, Mrs Kate O'Brien, on (03) 9555 0120 if this needs adjusting.

Forgotten your password? Use the "Forgot password" link on the login screen; a reset email arrives within a few minutes. If your email address has changed, phone the ICT Helpdesk on (03) 9555 0140 (8:00am–4:30pm school days) or email portalhelp@stmaryswc.vic.edu.au.

Where do I find…?

Reporting an absence

1. Open Attendance and tap Report absence.
2. Select the child (or several children), the date(s) and a reason (illness, appointment, family, other).
3. Add a short note if helpful and tap Submit. You will receive a confirmation.
4. Do this before 9:00am on the day; otherwise you will receive an unexplained-absence SMS at 9:30am. Full detail on Absences & Late Arrivals.

Completing a permission form

1. A red badge on Forms shows a form is waiting. Overdue forms also trigger a reminder notification.
2. Open the form, read the excursion or activity details, and update any medical information shown.
3. Tick consent, type your name as a signature and tap Submit. Payment, if required, is taken at the same time from your chosen card.
4. Submitted forms remain visible under Forms > Completed.

Making a payment

1. Open Payments. Your account shows fee instalments, camp and excursion charges and outstanding items.
2. Choose Pay now for an individual item, or Pay account to settle everything due.
3. Pay by Visa or Mastercard (no surcharge). The BPAY reference for internet banking is printed on each statement; direct debit plans are set up through the Business Office.
4. Canteen top-up (Senior students): Payments > Student Card > Top up — choose an amount from $10 to $100. The balance is available on the student card within minutes. See Canteen Menu & Lunch Orders and Fees & Payments.

Booking parent-teacher interviews

1. Bookings open on a published date (for example, Year 5 and 6 conferences on Thursday 27 August 2026 opened Monday 17 August and close Wednesday 26 August at 12:00pm).
2. Open Bookings, select the event, then your child's teacher(s).
3. Choose a time slot and confirm; slots are 10 minutes. Add each teacher separately.
4. Your bookings appear in Calendar and a reminder is sent the day before. Changes can be made until bookings close.

Ordering lunch

1. Open Lunch Orders, choose the child and the date. The menu shows halal and gluten-free markers.
2. Add items to the basket and check out (paid from your card or the pre-paid canteen balance).
3. Orders close at 8:30am on the day. Junior canteen days are Monday, Wednesday and Friday; Senior students may order Monday to Friday.
4. To cancel, open the order before 8:30am and tap Cancel — the amount is credited to your balance.

Buying or renewing a bus pass

1. Open Bus Pass and select your child and route (Route A or Route B).
2. Choose Annual pass ($1,320 per year, billed as $330 per term to your fee account) or Casual trip ($8, must be booked by 3:00pm the previous school day).
3. Nominate the morning and afternoon stops. The pass is loaded onto the student ID card, which students tap on boarding. See School Buses & Transport.

Managing notifications

Under Settings > Notifications you can choose push, email or both for each category: urgent alerts (always on), notices, forms, payments, Junior Class Pages and newsletters. We recommend keeping push notifications on for urgent alerts and forms. SMS is used only for absences and emergencies and cannot be turned off.

Need help?

ICT Helpdesk: portalhelp@stmaryswc.vic.edu.au or (03) 9555 0140, 8:00am–4:30pm on school days. The Junior and Senior Offices can also help you log in at the counter. For a plain-English overview of communication channels see Communication & Newsletters.