Under 18 Student Procedures

1.2. Approved accommodation options include:

a.      on-campus accommodation;

b.      homestay accommodation arranged through a provider approved by the Institution, under a formal agreement between both parties, and in compliance with the standards outlined in the to the NEAS Quality Area O – Homestay Service Providers Standards.

1.3. Welfare services must be arranged through International Student Alliance (ISA)

1.4 CAAW letters are only issued by the Admissions Team when:

a. the COO has confirmed that appropriate accommodation and welfare arrangements are in place for the student;

b. there is evidence of the student’s homestay placement (binding agreement) OR evidence of proof of payment for on campus accommodation;

c. there is evidence of the student’s welfare arrangement with ISA (binding agreement).

Chief Operations Officer (COO)

Associate Vice President (Campus and Operations) (AVPCO)

Students

On-campus accommodation

2.2 Inspections of on-campus accommodation are conducted by ISA. The Institution is responsible for:

a. contacting ISA to schedule inspections prior to a student’s arrival and at six-month intervals thereafter;

b. providing ISA with the required Inspection Checklist;

c. documenting the inspection by:
i. obtaining the completed Inspection Checklist from ISA;
ii. logging the inspection date in the Inspection Log;
iii. filing the completed Inspection Checklist.

Homestay accommodation

2.3 Homestay providers must conduct a home inspection before placing a student.

2.4 Follow-up inspections must occur every six months. If a homestay provider conducts inspections only once a year, the Institution must arrange for ISA to perform inspections during the alternate six-month intervals.

2.5 The Institution must monitor and verify all homestay inspections by:

d. requesting inspection reports from the homestay provider;

e. recording inspection dates in the Inspection Log;

f. for inspections conducted by ISA:

i. providing ISA with the Inspection Checklist;

ii. obtaining the completed Inspection Checklist;

iii. logging the inspection date in the Inspection Log;

iv. filing the completed Inspection Checklist.

3.2 WWCC’s are verified by:

a.      Institution: by the Vice President (People and Training).

b.      Homestay hosts and family members over 18: by the homestay provider.

c.       Welfare provider: by ISA for the recruitment of employees and volunteers as detailed in their Child Safety Standards;

3.3  The Institution can verify WWCCs for hosts and families by requesting a report or host profile from the homestay provider.

3.4  The Institution can verify the WWCC for the employee responsible for the welfare of the student by accessing ISA’s online portal.

a.       formal agreements with homestay providers  for students under 18 who are not residing on-campus;

b.       a formal agreement with ISA to provide welfare services and verify student accommodation as requested;

c.       annual audits and reviews to ensure provider compliance with relevant standards.

4.2 Through its agreement with homestay providers, the Institution has access to an online portal to monitor individual student placements. Available reports include:

a.       homestay contact details;

b.       photos of homestay accommodation;

c.       inspection records;

d.       WWCC verification; and

e.       host interviews.

4.3 The Institution also accesses ISA’s online portal to monitor welfare arrangements. Available information includes:

a.       records of student contact and support interactions;

b.       WWCC details of welfare staff;

c.       student placement status (current, impending, expired); and

d.       homestay accommodation records.

Associate Vice President (Campus and Operations)

5.2 Students are provided with a printed and electronic list of emergency contacts, including a nominated staff member. This information is recirculated at least once per trimester.

5.3 As per the student’s Written Agreement, students must notify the Institution of any changes to their contact details within seven days.

5.4 The Institution verifies and updates contact details for underage students, their parent(s)/legal custodian(s), and responsible adults at least once per trimester.

5.5 Students approaching their 18th birthday are provided with information about changes to welfare arrangements and available support during the transition to adulthood.

Associate Vice President (Campus and Operations)

6.2. Upon receiving a report of a critical incident or suspected risk of significant harm to a student under 18 (including allegations or suspicions of sexual, physical, emotional and other abuse) the Nominated Institution Representative must:

a.      ensure the student is removed from any immediate danger, where possible;

b.      if there are reasonable grounds to suspect harm, report the matter to the Department of Communities and Justice via the Child Protection Helpline (132 111), or as outlined in paragraph 6.3;

c.      notify Police and any other relevant authorities if child abuse is suspected; and

d.      manage the Institution’s response in accordance with the Critical Incident Policy, Sexual Harm Policy and all related procedures, including support for the student and fulfilment of legal obligations.

6.3 If any staff member is required to make a mandatory or urgent report under child protection legislation, they must inform the Nominated Institution Representatives, who will then submit a report to the Department of Communities and Justice by phone (132 111) or by eReport (if not urgent).

a.      implements temporary accommodation and support;

b.      notifies the parent(s)/legal custodians;

c.      escalates the matter to Police and government agencies as required; and

d.      documents all actions.

7.2 In accordance with the Critical Incident Management Procedures and the Sexual Harm Procedures, if a critical incident or an allegation of abuse occurs involving an under 18 student – whether on-campus  accommodation or with an approved homestay provider –  the Chief Operations Officer or Associate Vice President (Campus & Operations)  ensures appropriate arrangements are made by:

a.      contacting the welfare provider;

b.      contacting the homestay provider (if applicable);

c.      Contacting the parent(s) or legal custodian;

d.      relocating the student to emergency accommodation;

e.      offering and arranging counselling support;

f.        securing appropriate long-term accommodation; and

g.       notifying relevant staff to update DHA via PRISMS within 24 hours of any address changes or if the Institution is no longer able to approve welfare arrangements within 24 hours.

Students who have concerns about their welfare, accommodation or support services are encouraged to speak with a trusted member of staff or submit a complaint in accordance with the Complaints and Appeals Policy.