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ESOS Student Under Age 18 procedures - approval of accommodation, support and general welfare arrangements

Parent Policy

ESOS Student Under Age 18 Policy - accommodation, support and general welfare arrangements

1. INITIAL APPROVAL OF ACCOMMODATION, SUPPORT AND WELFARE ARRANGEMENTS

Lodgement of application
Students must determine whether Monash approval for accommodation, support and welfare arrangements is required, via the Accommodation and welfare guidelines for student visa holders under 18 years of age.

• If a student chooses Arrangement 1, DIAC approval is needed
• If a student chooses Arrangement 2 or 3, Monash approval is needed. 

Arrangement 1 (Department of Immigration and Citizenship) approval
The student must complete appropriate Monash forms and return them to International Recruitment Services (IRS) who will issue an electronic Confirmation of Enrolment (eCoE) to the student which is used by the student to apply for a student visa.

Arrangement 2 (Caregiver service)
To organise a Monash-approved Caregiver to act as their carer in Australia, the student must contact and make appropriate arrangements with a Monash University approved Caregiver Service, complete appropriate Monash forms and return them to IRS. If satisfied with the arrangement, IRS will issue a eCoE and Confirmation of Appropriate Accommodation and Welfare form (CAAW) to the student which is used by the student to apply for a student visa (see:http://www.monash.edu.au/study/international/under-18/under-18-approved-care.html)

Arrangement 3 (‘Non relative’ acting as Caregiver)
To organise a family friend or cousin to act as their carer in Australia, the student must complete and return the appropriate Monash forms to IRS. The ‘non relative’ must undergo a pre assessment interview. If satisfied with the arrangement, IRS will issue a eCoE and CAAW to the student which is used by the student to apply for a student visa.

Responsibility

Student

Assessment of application
Arrangement 1
International Recruitment Services (IRS) will:

  • receive application, check paperwork for completeness and follow up if required
  • confirm a satisfactory pre approval interview
  • key application information on the Monash Under 18 spreadsheet
  • upload all relevant paperwork to the Monash electronic filing system  and or the Monash Under 18 shared drive  
  • upload the CAAW to the Monash electronic filing system  .

Arrangement 2 and 3
International Recruitment Services (IRS) will:

  • receive application, check paperwork for completeness and follow up if required
  • assess application according to Monash policy and make a decision on whether the arrangement can be approved
  • if application is approved, issue eCoE and CAAW forms within 48 hours of the decision
  • if application does not meet Monash guidelines, advise student to make an alternative arrangement so that a CAAW can be issued 
  • once CAAW is issued, key details on the Monash Under 18 spreadsheet
  • upload all relevant paperwork to Monash electronic filing system  and or the Monash Under 18 shared drive
  • upload the CAAW to the Monash electronic filing system 

In deciding whether to approve the accommodation and welfare arrangement, IRS must ensure that the student is staying in either prescribed on-campus or off campus accommodation, Homestay. Monash’s preferred Homestay provider is Homestay Accommodation Services (HAS) operated by Monash College Pty Ltd (MCPL).

Responsibility

International Recruitment Services

2. CHANGE OF APPROVAL OF ACCOMMODATION, SUPPORT AND WELFARE ARRANGEMENTS

Lodgement of application

Students who are considering changing their accommodation or welfare arrangements must discuss the proposed change with Health and Wellbeing or MCPL. Arrangements cannot be approved until all the necessary documentation has been provided as outlined in the Changing your accommodation and welfare arrangements checklist.

Only arrangements that are 'Acceptable Accommodation and Welfare Arrangements' will be approved.

Responsibility

Student

Assessment of application

Decision process

For a change of Monash approved arrangement (Arrangement 2 or 3) to an alternative Monash approved arrangement, Health and Wellbeing or MCPL will:

  • confirm with the student current accommodation and welfare arrangements
  • check they match the original arrangements as approved by IRS
  • ascertain from the student the nature of the proposed change – accommodation, welfare or both
  • review the change according to the three Monash approved arrangements to confirm that the student’s plan conforms

Action upon decision

Health and Wellbeing or MCPL will:

  • if the application is approved, update the CAAW within 48 hours of the decision
  • if the student’s request does not fall within one of the two Monash approved arrangements, consider any exceptional circumstances that would warrant an exception being made.  The decision to approve an exceptional request cannot be approved or processed until written confirmation has been received from the student’s parent/legal custodian that they approve the new arrangements.

If the application does not meet Monash guidelines and cannot be approved on exceptional circumstances, Health and Wellbeing or MCPL will:

  • advise the student of the decision, and
  • re-iterate that the student is obligated to remain in their current arrangements, and 
  • advise the student that if Monash becomes aware that they have changed their arrangements contrary to Monash advice, Monash will inform DIAC that their arrangements are no longer approved and DIAC will review the student case.

Following the interview and decision, Health and Wellbeing or MCPL will:

  • maintain a record of the interview and decision
  • update the CAAW within 48 hours of the decision
  • upload the CAAW to the Monash electronic filing system
  • key details into the Monash Under 18 spreadsheet
  • upload relevant paperwork to the Monash electronic filing system and or the Monash Under 18 shared drive

Responsibility

Health and Wellbeing
MCPL

Change from Arrangement 1 (DIAC approval) to Arrangement 2 or 3 (Monash approval)
1. Where a student seeks to change arrangements from DIAC approval to Monash approval, the student must first discuss the proposed change with Health and Wellbeing or MCPL. Health and Wellbeing or MCPL will then decide whether to approve the new arrangement based on the Monash guidelines for acceptable accommodation and welfare arrangements..

2. If Monash approves the change in welfare arrangements, Monash will issue the CAAW and advise the student to complete the DIAC Student Welfare Declaration form and submit it to DIAC.

Responsibility

Student
Health and Wellbeing
MCPL

Change from Arrangement 2 or 3 (Monash approval) to Arrangement 1 (DIAC approval)
1. Where a student seeks to change arrangements from a Monash approval arrangement to DIAC approval, the student must first discuss the proposed change with Health and Wellbeing or MCPL.

2. Monash will advise the student to complete the DIAC Student Welfare Declaration form and submit to DIAC.

If/when the change of welfare arrangements is approved by DIAC, the student is to notify Health and Wellbeing or MCPL.  Health and Wellbeing or MCPL will: 

  • report that original welfare arrangements are no longer approved by cancelling the CAAW within 48 hours of student notification and key details onto the Monash Under 18 spreadsheet
  • upload relevant paperwork to the Monash Under 18 shared drive

Responsibility

Student
Health and Wellbeing
MCPL

3. MONITORING OF ARRANGEMENTS

Monitoring of Monash approved Caregiver services

Monash monitors approved Monash Caregiver services by:

  • conducting  an annual review of Caregivers
  • using surveys of students to receive feedback on the performance of Caregivers
  • reviewing and reconciling reports provided by Caregivers at the beginning of each study period of Monash students in their care
  • receiving from Caregivers evidence that they have given to students a signed copy of the proforma Monash statement concerning the student’s visa obligations
  • monitoring compliance of Caregivers with obligation to inform Monash of any significant changes to the student’s welfare, health or safety or critical incidents as they arise
  • reviewing compliance of Caregivers with obligation, where Homestay is provided, to visit the accommodation or where the accommodation is arranged by a Homestay business, have the arrangements approved by that business. The accommodation must meet the minimum standards as outlined in the Caregiver agreement.
  • requiring Caregivers to provide Monash annually with evidence of a Working with Children check which is current and valid for the duration of the agreement for every employee of the Caregiver service who has responsibility for Monash students.

Monitoring of Non relatives and Homestay arrangements

Monash monitors approved Non Relatives and Homestay arrangements by:

  • conducting periodic surveys of students 
  • contacting the Caregiver/Homestay host by phone at least once per study period to discuss and review the arrangement
  • receiving and or compiling reports of these Homestay and Caregiver contacts and taking any appropriate follow up action
  • conducting informal meetings with students at Monash; at a minimum once per study period
  • where appropriate liaise with academic staff, ie. lecturers, tutors
  • where appropriate undertake occasional home visits to check on the well being and safety of students.

Records, using the approved form, will be kept of monitoring activity.

Responsibility

Health and Wellbeing
MCPL

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Version Number: 1.0Effective Date: Contact: adm-PolicyBank@monash.edu