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Monash University Policy Bank

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


To ensure that the University fully complies with the Education Services for Overseas Students Act 2000 and the requirements of Standard 5 of the National Code of Practice 2007 (NC07) for checking the suitability of international students’ accommodation, support and general welfare.


• International students under 18 years of age who hold a student visa
• Organisational units and groups with responsibility for provision of support and approval of accommodation and welfare arrangements for students who hold a student visa:
- Admissions
- Campus Community Division
- Monash College Pty Ltd

Policy Statement

NC07 Standard 5 and Visa condition 8532 requires students under 18 years of age holding a student visa (other than Australia Awards students) to have approved accommodation and welfare arrangements and maintain these arrangements as provided at the time the visa was granted. If a student wishes to change their arrangements they must seek prior approval from their education provider.

In order for an applicant under the age of 18 to be granted a student visa, they must demonstrate that they have adequate welfare arrangements in place for the length of the student visa or until they turn 18. The Migration Regulations 1994 (Public Interest Criterion (PIC) 4012A) requires that the student reside with one of the following:

  • a parent/legal custodian, or
  • a suitable relative who is over 21 years of age and who is of good character

or have their welfare arrangements approved by their education provider.

Acceptable accommodation and welfare arrangements

Students must select from three types of arrangements for accommodation and welfare.  The approval body for these depend upon the type of arrangement nominated

1. Department of Immigration and Border Protection (DIBP) approval
Where a student nominates a parent/legal custodian or eligible relative, DIBP is responsible for approving the arrangement (Arrangement 1).

2. Monash approved Caregiver service
Students organise a Monash-approved Caregiver service to act as their carer in Australia and reside in acceptable accommodation arrangements (Arrangement 2)

3.Family Friend acting as Caregiver
Students nominate a Family Friend over the age of 21 to act as their Caregiver and reside in acceptable accommodation arrangements. (Arrangement 3).

Acceptable accommodation arrangements
Unless exceptional circumstances apply, Monash will approve only Homestay, or prescribed on campus or off campus accommodation. In support of an application for exceptional circumstances, the applicant must provide a letter from their  parent/legal custodian, in English or with a certified translation, supporting the proposed arrangements.

Monash approved Caregivers
To assist Monash in safeguarding the accommodation and welfare arrangements of international (ESOS) students under the age of 18, where Monash has responsibility for approving arrangements, it will only approve the arrangements if a student has an approved Caregiver.

Family Friend
Family Friends may be approved as Care-givers only after a pre approval interview has been conducted by Monash and necessary documents provided (evidence of a Working with Children check for all members of the household aged 18 and over and a statutory declaration agreeing to meet minimum standards).

Monitoring of Arrangements  

  1. Approved Caregiver services
    Monash has a formal agreement with each approved Caregiver service outlining minimum service standards.Compliance with these standards is monitored.
  2. Family Friends
    Under the auspices of the Under 18 Working Party, Monash monitors processes for student support and general welfare. Where a student's accommodation and welfare has been approved under Arrangement 3 and a student is being cared for by a family friend or staying in a Homestay not arranged by Homestay Accommodation Service (HAS), Monash will undertake monitoring activity.
  3. Accomodation providers
    At the beginning of each study period, Monash advises students of available welfare and support services and informs students of Monash procedures regarding change of arrangements. Monash understakes annual reviews of all approved accomodation and homestay providers.
  4. Monitoring student support and general welfare
    Under the auspices of the Under 18 Working Party, Monash monitors processes for student support and general welfare.

Supporting procedures

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

Supporting guidelines

Responsibility for implementation

Campus Community Division
ESOS Advisory Group
Under 18 Working Party
Enrolment Services
Student and Education Business Services
Monash College Pty Ltd



Key Stakeholders

Campus Community Division
ESOS Advisory Group
Under 18 Working Party
Enrolment Services
Student and Education Business Services
Monash College Pty Ltd

Approval body

Name: Academic Board
Meeting: 04-2015
Date: 08-May-2015
Agenda item: 11.2

Endorsement body

Name: Coursework Admissions and Programs Committee
Meeting: 04-2015
Agenda item: 13


CAAW: Confirmation of Appropriate Accommodation and Welfare form

Caregiver: A person or service provider responsible for providing care giving services for students under age 18.

DIBP: Department of Immigration and Border Protection

eCoE: electronic Confirmation of Enrolment.

Eligible relative: A relative eligible to be nominated as a carer must be a brother, sister, step-parent, step-brother, step-sister, grandparent, aunt, uncle, niece or nephew, step-grandparent, step-aunt, step-uncle, step-niece or step-nephew.

Exceptional circumstances: Circumstances that are unusual or out of the ordinary which, with parental support, warrant an accommodation arrangement to be approved.

ESOS: Education Services for Overseas Students.

HAS: Homestay Accommodation Service.

Homestay: A form of accommodation in which a person lives with a family in their home and gives reimbursement for the homestay service.

NC07: National Code of Practice for Providers of Education and Training to Overseas Students 2007.

Prescribed on campus or off campus accommodation: Monash approved accommodation as listed on the Under 18 web site (

Family Friend: A person who has been a close family friend for a minimum of 2 years, over the age of 21, or a cousin over the age of 21, who takes responsibility for the general care, support and welfare of a student.

Student Visa: means a visa of a subclass mentioned in the definition of student visa in regulation 1.03 of the Migration Regulations 1994, whenever granted, other than: (a) a Subclass 576 (Foreign Affairs and Defence Sector) visa; or (b) a visa granted to a person who satisfies the secondary criteria, but not the primary criteria, under the Migration Regulations 1994 for the grant of the visa; or (c) a visa granted to a person as a secondary exchange student within the meaning of the Migration Regulations 1994; or (d) a visa granted to a person as an overseas student who has been approved under a scholarship scheme, or an exchange scheme, sponsored by the Commonwealth to undertake a course of study or training in Australia.

Legislation Mandating Compliance

All relevant legislative instruments that stipulate requirements with which members of the Monash community (all of whom are subject to the law) are obligated to comply.

ESOS Act 2000

National Code of Practice, Standard 5 and 7

Related policies

Related documents

Accommodation and welfare guidelines for student visa holders under 18 years of age

Application to be an approved Monash Care-giver

University age entry requirements

Monash Residential Services

Date Effective


Review Date



Director, Education Business Services


Manager, Enrolment Compliance, Student and Education Business Services

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