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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 (http://www.monash.edu.au/study/international/under-18/)
• If student chooses Arrangement 1, DIAC approval is needed
• If student chooses Arrangement 2 or 3 then Monash approval is needed. 

Arrangement 1 (Department of Immigration and Citizenship (DIAC) approval
The student must  complete appropriate Monash forms and return them to International Recruitment Services (IRS) who will issue an electronic Confirmation of Enrolment (CoE)  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-parent.html)

Arrangement 2 (Care-giver service)
To organise a Monash-approved Care-giver to act as their carer in Australia, the student must   contact and make appropriate arrangements with a Monash University approved Care-giver 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 Care-giver)
To organise a family friend or cousin to act as their carer in Australia the student must complete appropriate Monash forms and return to IRS. 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 (See (see (see: http://www.monash.edu.au/study/international/under-18/under-18-non-relative.html)

Responsibility

Student

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

  • receive application, check paperwork for completeness and follow up if required
  • key the information on the Monash Under 18 data base
  • forward all paperwork to central filing

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

  • receive application, check paperwork for completeness and follow up if required
  • assess application according to Monash policy and makes a decision on whether arrangement can be approved
  • if application is approved, issue eCoE and CAAW forms within 24 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 onto database
  • send all paperwork to central filing
  • retain copy of paperwork and correspondence for auditing purposes

 In deciding whether to approve the accommodation and welfare arrangement IRS must ensure that the student is staying in either on-campus accommodation or Homestay. Monash’s preferred Homestay provider is Homestay Accommodation Services (HAS) operated by Monash College www.monash.edu/homestay

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 International Student Support (ISS) or Monash College Pty Ltd (MCPL). Arrangements cannot be approved until all the necessary documentation has been provided as outlined in the checklist: http://www.monash.edu.au/study/international/under-18/change-arrangements.html

Only arrangements that are 'Acceptable Accommodation and Welfare Arrangements' will be approved. (See: http://www.monash.edu.au/study/international/under-18/).

Responsibility

Student

Assessment of application
Change of Monash approved arrangement (Arrangement 2 or 3) to alternative Monash approved arrangement.

ISS or MCPL must:

  • confirm with student current accommodation and welfare arrangements
  • check they match the original arrangements as approved by IRS
  • ascertain from 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
  • if the application is approved, issue a eCoE and CAAW within 24 hours of 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 parents that they approve the new arrangements.

If application does not meet Monash guidelines and cannot be approved on exceptional circumstances, ISS or MCPL must 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 interview and decision, International Student Support (ISS) or Monash College Pty Ltd must:

  • maintain a record of the interview and decision
  • issue CAAW within 24 hours of decision
  • once CAAW is issued, key details onto database
  • send all paperwork to central filing
  • retain copy of paperwork and correspondence for auditing purposes

Responsibility

International Student Support
Monash College Pty Ltd

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 ISS or MCPL. ISS or MCPL will then decide whether to approve the new arrangement based on the Monash guidelines for acceptable accommodation and welfare arrangements: http://www.monash.edu.au/study/international/under-18/

2. If Monash approves the change in welfare arrangements, Monash will issue CAAW and advise student to complete the DIAC Student Change of Welfare form: http://www.immi.gov.au/students/_pdf/student-welfare-declaration.pdf and submit to DIAC

Responsibility

Student
International Student Support
Monash College Pty Ltd

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

2. Monash will advise the student  to complete the DIAC Student Change of Welfare form: http://www.immi.gov.au/students/_pdf/student-welfare-declaration.pdf and submit to DIAC

When/ if the change of welfare arrangements is approved by DIAC the student is to notify ISS or MCPL.  ISS or MCPL will: 

  • Report that ORIGINAL welfare arrangements are no longer approved by cancelling CAAW within 24 hours of student notification and key details onto database
  • Send all paperwork to central filing
  • Retain copy of paperwork and correspondence for auditing purposes

Responsibility

Student
International Student Support
Monash College Pty Ltd

3. MONITORING OF ARRANGEMENTS

Monitoring of Monash approved Care-giver services

Monash monitors approved Monash Care-giver services by:

  • conducting  an annual review of Care-givers
  • using surveys of students to receive feedback on the performance of Care-givers.
  • reviewing and reconciling reports provided by of Care-givers at the beginning of each study period of Monash students in their care.
  • receiving from of Care-givers evidence that they have given to students a signed copy of the pro forma Monash statement concerning the student’s visa obligations
  • monitoring compliance of Care-givers 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 Care-givers 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 Care-giver agreement
  • Requiring of Care-givers to provide Monash annually with a Police check and a Working with Children check which is current and valid for the duration of the agreement for every employee of the Care-giver service

Monitoring of Non relatives and Homestay arrangements

Monash monitors approved Non Relatives and Homestay arrangements by:

  • Conducting periodic surveys of students 
  • Contacting the Care-giver/homestay host by phone at least once per study period to discuss and review the arrangement
  • Conducting informal meetings with students at Monash; at a minimum once per study period
  • Where appropriate liaise with academic staff – teachers’, 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

International Student Support
Monash College Pty Ltd

Contact Person: Education Policy