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(1) International students under 18 years of age must have appropriate accommodation and welfare arrangements in place, compliant with Standard 5 of the ESOS National Code and relevant visa regulations, as well as State child protection laws, before they can obtain a student visa and commence university studies. (2) These procedures provide the steps required to protect the personal safety and social wellbeing of an international student under 18 years of age accepted to study at the University. (3) The procedures apply to international students who will be under 18 years of age at the date they commence their study in a (4) The procedures are to be read in conjunction with relevant University policies, including the Admissions Policy and Enrolment Policy, and the ESOS National Code and fact sheets and Immigration Guidelines - Welfare Arrangements for Students Under 18. (5) Words and phrases used in these procedures and not otherwise defined in this document have the same meanings as in the Admissions Policy. (6) For the purposes of these procedures, definitions that apply can be found in the Policy DDS Glossary, in addition to the following: (7) As per the Admissions Policy, the University is committed to: (8) Under the Admissions Policy, the University may admit an international student who will be under 18 years of age when they commence their (9) The University will only approve accommodation and welfare arrangements that comply with the requirements for protecting the personal safety and social wellbeing of students specified in Standard 5 of the ESOS National Code. (10) At the time of issuing an offer to an international applicant under 18 years of age, International Admissions will also issue an Accommodation and Welfare Approval Application Form, which provides the steps the applicant needs to take to obtain appropriate accommodation and welfare arrangements, including the contact details of University Approved Homestay Providers. (11) When responding to an offer of admission, the parent(s)/legal guardian of the applicant who is under 18 years of age must inform the University of the applicant's proposed accommodation and welfare arrangements by signing and lodging the Accommodation and Welfare Approval Application Form, detailing that either: (12) If the parent(s)/guardian nominate a relative or family friend with whom they wish their child to reside while in Australia, but who is not approved by the Department of Home Affairs, that person must first be registered with a University Approved Homestay Provider and provide accommodation through that Approved Homestay Provider. (13) Where the parent(s)/guardian has arranged a homestay place with an Approved Homestay Provider, the parent(s)/guardian must enter into a University-approved agreement with the Homestay Provider which sets out the accommodation arrangements to be provided to the student for the duration of the agreement. The agreement must: (14) A copy of the accommodation agreement must be provided to the University before the Confirmation of Enrolment (COE) is issued as the accommodation arrangements must be included in the Confirmation of Appropriate Accommodation and Welfare (CAAW) letter and are attached to the COE. (15) The University will ensure via its Student Welfare Service that there is appropriate welfare support for international students under 18 years of age staying with Approved Homestay Providers. Parent(s)/guardian will be informed of the arrangements in the International Students Accommodation and Welfare Agreement. (16) Notwithstanding the support provided by the Student Welfare Service, the University will require Homestay Providers to ensure homestay hosts provide reasonable welfare assistance and advice to the students they host, in accordance with the terms of their agreement with the University. (17) The University will provide reasonable support to the student in adjusting to study and life in Australia by providing access to an age and culturally appropriate orientation program that aligns with requirements in Standard 6 of the ESOS National Code. (18) As part of orientation, students will be provided with age and culturally appropriate information on who to contact and how to contact them in emergency situations. This will include specific information on seeking assistance and reporting any incident or allegation involving actual or alleged sexual, physical or other abuse. (19) When the University receives a copy of a University-approved agreement that a parent(s)/guardian of an international student under 18 years of age has entered into with an Approved Homestay Provider: (20) The timeframe within the CAAW letter will: (21) A student who is the subject of an appropriate accommodation and welfare arrangement must: (22) Where the student has their parent(s)/guardian's written approval to reside temporarily at a location other than the Approved Homestay accommodation, the Homestay Provider will inform the student's case manager in advance of the relevant period. (23) Where the student is the subject of an appropriate accommodation and welfare arrangement, the University must ensure each adult involved in or providing accommodation and welfare arrangements to the student has current working with children clearances (or equivalent) appropriate to the jurisdiction(s) in which the registered provider operates. (24) The University may cancel any student’s CAAW letter, and therefore the appropriate accommodation and welfare arrangements, of any student who breaches any of the conditions listed in these procedures. (25) If a student misconduct case is not involved, before cancelling a CAAW letter, the University will provide the student with an opportunity to show cause to their case manager as to why the CAAW letter should not be cancelled and contact their parent(s)/guardian to advise them of the intention to cancel their CAAW letter. The student must provide a case to support their continued enrolment by addressing how the impediment causing the cancellation of their CAAW is unreasonable, unfair and will be resolved. The student’s case manager will provide the Show Cause case with a recommendation to the Pro Vice-Chancellor, International for the decision on whether the cancellation should proceed. (26) When the University cancels a CAAW letter it will: (27) The cancellation of the CAAW in PRISMS constitutes the University's advice to the Department of Home Affairs. (28) If a student and their parent(s)/guardian wish to put in place accommodation and welfare arrangements that are different from those the University has approved: (29) Issuing the new CAAW letter via PRISMS will constitute advice to the Department of Home Affairs. (30) The case manager will monitor the suitability of a student's accommodation and welfare arrangements by: (31) The relevant academic unit will notify the case manager of any matter they become aware of that affects the student's accommodation or welfare arrangements. (32) Where a student resides with a suitable relative as approved by the Department of Home Affairs, the University is not obliged to monitor the arrangements, but will contact the Department of Home Affairs if they become aware the student is not being supported appropriately. (33) The University will report to the Department of Home Affairs that it no longer approves the accommodation and welfare arrangements for a student only once all other attempts to assist the student to maintain appropriate arrangements have been exhausted. (34) Where a student in an appropriate accommodation and welfare arrangement approved by the University transfers to another education provider before the end of the date on the CAAW letter: (35) Where the University cancels or suspends a student's enrolment, the University will continue to check the suitability of the student's accommodation and welfare arrangements until: (36) The student's parent(s)/guardian are to inform both the Approved Homestay Provider and the University's case manager if the student leaves Australia for any period while the CAAW letter is in place. (37) If the student appeals his/her cancellation or suspension of enrolment by the University, the terms and conditions of the CAAW letter remain in place until such time as all internal and external appeals have been exhausted, unless other suitable arrangements have been made that satisfy the Department of Home Affairs. (38) A student's parent(s)/guardian must pay all fees and charges associated with homestay accommodation, airport transfers, and travel between the homestay accommodation and the University, directly to the contracted Homestay Provider. (39) The Provost may, following advice from the Pro Vice-Chancellor, International, approve a Homestay Provider on behalf of the University where: (40) The Provost will withdraw the approval of a Homestay Provider where continuing with the arrangement is not in the best interests of the University and/or its students, or where the Provider has not complied with their agreement with the University. Before the Provost withdraws such approval, the Principal Executive Officer or delegate will ensure there are appropriate accommodation and welfare arrangements in place for students whose parent(s)/guardians have entered into agreements with the Provider. (41) The withdrawal of approval of a Homestay Provider will be undertaken in accordance with the criteria and process set out in the written agreement the University has entered into with the Provider. (42) In the event of a disruption to an Under 18 international student under a Confirmation of Appropriate Accommodation and Welfare (CAAW), that is not deemed a critical incident, the following actions are to be taken: (43) The University will meet the relevant Commonwealth and NSW State legislation and other regulatory requirements relating to child welfare and protection of enrolled students under 18 years of age. (44) Emergency situations concerning students under 18 years of age will be managed in accordance with University policies including the University Critical Incident Guidelines and University Crisis Management Plan. (45) In the event of a critical incident involving an Under 18 international student under a Confirmation of Appropriate Accommodation and Welfare (CAAW) with the University, the following actions are to be taken: (46) In the event that the Student Welfare Service is notified of a critical incident in the first instance, the following actions are to be taken: (47) If a student goes missing from their approved accommodation, the University will implement its Crisis Management Procedures and/or Critical Incident Guidelines, which includes notifying the police and other external agencies as appropriate. The CAAW letter will be cancelled within 24 hours and the University will make all reasonable efforts to ensure the overseas student’s parent(s)/guardian are notified immediately if it can no longer take responsibility for the student’s welfare. (48) If a missing student has not been found after a reasonable period, the University will report the student's breach of visa condition to the Department of Home Affairs. (49) The University will maintain accommodation and welfare records relating to international students under 18 years of age in accordance with its Records and Archives Management Policy. (50) The University's position and procedures in relation to protecting a student's personal and health information are set out in its Privacy Policy and Privacy Management Plan. (51) The University will identify, manage and monitor its risks in relation to the provision of accommodation and welfare arrangements for international students under 18 years of age in accordance with its Risk Management Policy. (52) ESOS National Code (53) Crisis Management Plan (Staff Number Required) (54) Critical Incident Guidelines (55) Immigration Guidelines - Welfare Arrangements for Students Under 18 Admissions Procedures - Admissions and Welfare (International Students Under 18 Years)
Section 1 - Purpose and Context
Section 2 - Definitions
Top of PageSection 3 - Policy Statement
Section 4 - Procedures
Part A - Offer of Admission
Part B - Accommodation Agreement
Part C - Welfare Arrangement
Part D - Confirmation of Appropriate Accommodation and Welfare (CAAW)
Part E - Conditions of Appropriate Accommodation and Welfare Arrangements
Part F - Changes to Accommodation and Welfare Arrangements
Part G - Monitoring Accommodation and Welfare Arrangements
Part H - Changes to Enrolment
Part I - Fees
Part J - Approval of Homestay Providers
Part K - Disruption Procedure
Part L - Critical Incident Management
Part M - Record Keeping
Part N - Privacy
Part O - Implementation and Risk Management
Section 5 - Guidelines