Guardianship and Student Support Provider Guidelines

STUDENT GUARDIANSHIP AND SUPPORT PROVIDER GUIDELINES

Student Guardianship and Support Provider Guidelines

Student welfare arrangements

The Knox School (the School) requires all international students enrolled at the School, irrespective of age to have approved welfare arrangements in place.

There are two options for welfare arrangements that the Department of Home Affairs considers appropriate for an under-18 year old student studying in Australia.

Option 1: The international student will live with a student guardian (the Student Guardian) who is an approved relative who lives in Australia, or an approved relative will travel to Australia and live with the international student.

Option 2: The international student will not be staying with a Student Guardian, so the School can approve welfare arrangements and issue a Confirmation of Appropriate Accommodation and Welfare (CAAW). The School has responsibility for the international student’s welfare arrangements and may seek assistance from a homestay family (to provide homestay accommodation and support) and an approved student support provider (to provide additional pastoral support).

Student Guardian approved by the Department of Homes Affairs

The information in this section relates to Option 1.

The Department of Homes Affairs requires, as part of the international student’s visa application, the student’s family nominate another person to act as the student’s guardian while the student is under 18 years of age.

A parent, legal custodian or relative over 21 years of age can be nominated as a Student Guardian to take responsibility for an international student’s accommodation, welfare and support in Australia for the duration of their enrolment. If this is the case, the nominated person must:

• Be eligible to act as the Student Guardian.

• If they do not reside in Australia - have an appropriate visa or have applied for a Student Guardian visa (subclass 590).

• If they do reside in Australia - have permanent residency or Australian citizenship.

• Reside in Melbourne.

If parents wish to appoint an eligible person as a Student Guardian, an application in the prescribed form and supporting documents must be lodged with Department of Homes Affairs to gain approval. As part of this process:

• Copies of the completed documentation used to apply for the Student Guardian through the Department of Homes Affairs system are to be forwarded to the School

As a suggestion, families may wish to use Melbourne Student Services Centre as a student support agency. Applications for support should be made directly to Melbourne Students Services Centre and shared with the School for transparency. Contact details are below for reference:

Sarah Cheng

Melbourne Students Services Centre

Suite 602, 2 Queen Street Melbourne, VIC 3000 Australia

Email: sarah@mmec.com.au

Tel: 61 - 3 - 96209918

Website: www.melbournestudentservice.com.au

In 2024, the student support provider fee for all students is set at AUD$2,600 per annum.

If an international student is completing an Intensive English Course prior to commencing at the School and there is a gap between courses, the School will liaise with the other approved student support provider and/or the family to work out the best way to ensure that the student has continuous welfare and accommodation arrangements in place between courses.

Please note: The School requires student support provision to continue until the student completes their schooling at the School.

Key Responsibilities

Responsibilities of Student Guardians and Approved Student Support Providers

The School requires Student Guardians and approved student support providers (and homestay families) to act in accordance with the School’s rules, expectations, policies and procedures (including these guidelines and the student safety framework set out in the Student Safety at The Knox School Handbook).

The Student Guardians and approved student support providers must:

• Comply with all relevant laws, directions and standards applicable to the provision of the international student’s welfare (including by maintaining all relevant checks, licences, approvals and authorisations).

• Assist with the provision of accommodation for the international student with due care, skill diligence and attention and in good faith.

• Share the School’s commitment to student safety.

• Maintain professional boundaries with the School’s students.

• Comply with the School’s rules, expectations, policies and procedures (including these guidelines, the Student Safety Staff Code of Conduct and the student safety ramework set out in the Student Safety at The Knox School Handbook).

• Be familiar with the school rules and regulations, and to support the School in their execution of such regulations.

• Understand and maintain professional boundaries with the student at all times.

• Immediately raise with the School any allegations, complaints, concerns or risks raised in relation to the international student (whether by students or staff, third parties, members of the homestay family (if applicable) or otherwise) in relation to the accommodation, care, education, safety and welfare of students.

• Notify the School of any unresolved grievances.

• Be available to attend meetings at the School concerning the international student, as required.

• Where a CAAW letter has been issued, not place the international student in any accommodation that has not been approved by a relevant member of School staff.

• Have such information, instruction, training and supervision as is necessary to enable them to safely provide the international student with accommodation.

• Understand and comply with any mandatory reporting obligations.

• Be willing to embrace people of a potentially different culture.

• Communicate clearly in fluent English and the homestay student’s native language.

• Assist the School in bridging the communication between the School, the international student and their parents.

• Treat the care, education, safety and welfare of students as of paramount importance.

• Advise the international student of the resources or services available to support student wellbeing (including recreational services and wellbeing and support services).

• Provide the international student with local orientation that addresses safety and security, the availability of support services, student safety information and public transport information.

• Respect a student’s privacy, personal possessions and personal space.

If it is suspected that a Student Guardian or approved student support provider is not meeting the above expectations, or compromising the School’s commitments to student safety in any way, the situation will be investigated and appropriate action taken.

Further Responsibilities for an Approved Student Support Provider

• Providing out of work hours emergency contact details, including mobile phone number and/or WeChat account number, to the international student, their parents and the School.

• Maintaining regular communications (at least once every month) with the international student’s parents to keep them informed of the student’s academic progress and overall living situations.

• Assisting the international student’s parents to set up NEST and Operoo and guide them through how these systems work.

• Emailing and verbally translating the student’s academic reports to the parents.

• Ensuring that medical needs of the student are met and taking student to see a doctor as the need arises and as required; whilst keep the School and parents informed.

• Communicating with students regarding their academic progress and living arrangements so that they can advise as required.

• Assisting the student to maintain regular ongoing contact with their parents at least once a week via phone and once every fortnight via face to face or online meeting.

Going on Holidays/Weekends Away

International students cannot be left to reside by themselves at any time. If a Student Guardian plans to go on a holiday, may it be a weekend away or an extended holiday, they must arrange for a responsible adult to act on their behalf to take care of the international student(s) in their care and inform the international office of such an arrangement. If assistance to arrange an alternative accommodation for the student(s) is needed, please discuss the matter with the international office. The School will endeavor to assist so that a proper arrangement can be put in place to ensure the safety and wellbeing of the international student(s).

Accommodation and Meals

Accommodation

Student Guardians are to provide a clean, separate room for the student that is appropriate to the age and needs of the student. It should be equipped with a bed with pillows and doona (blankets); a study desk, chair, lamp and wardrobe, with adequate heating and cooling.

The bathroom can be shared. International students are to have access to living areas, kitchen and laundry facilities at all times.

Meals

Student Guardians are expected to provide daily healthy meals which include:

• Breakfast (bread or cereal and milk or equivalent)

• Lunch (sandwiches or equivalent, a fruit, a snack and a drink)

• Dinner (hot meal with one meat and one vegetable dish as a minimum)

Airport Pickup and Drop Off Arrangements

To ensure students’ safety, the School does not allow international students to take Uber to go to and from the airport as Uber drivers do not have WWCC and the safety cannot be guaranteed. The Student Guardian and/or approved student support provider needs to discuss the taxi arrangement with the international student’s parents and assist students to arrange for taxi services for both trips if needed.

International students are to remain in contact with their Student Guardian and/or approved student support provider regarding their airport pickup and drop off arrangements at all times. Students are to provide taxi details including the company name, taxi driver details and the vehicle registration number to the Student Guardian and approved student support provider (if applicable) before the trip and advise them once they have arrived at the destination.

If parents give written approval (WeChat message is ok) for the Student Guardian to drive the international student to the airport or pick them up from the airport, they should be reimbursed by the international student’s family for the cost of the travel. The School recommends $100 per round trip to

the airport, which will be paid by the family directly to the Student Guardian .

Communication

School details

The School can be contacted at main reception by ringing (03) 8805 3800 or emailing reception@knox.vic.edu.au when such a need arises. When contacting the School, please state who you are, which student you are making contact about and the reason for your contact.

Emergency Contact

In case of emergency, please contact the School Reception on 8805 3800 during business hours, and 0488 669 909 after hours.

Other

Further information about communication in relation to international students can be found in the Homestay Information Handbook.

Meeting Students Under the Care of an Approved Student Support Provider

With the implementation of student safety policies and practices, the School requires that all approved student support providers see international students under their care off campus at a mutually convenient time where possible. If a student support provider has to see their allocated international student on campus, they are expected to follow the following procedure and see them at the time specified below. Michelle Lu will attend the sessions with the approved student support provider to assist with any matters of concern in a more effective and efficient manner.

Procedure to Follow:

Advise Michelle Lu on michelle.lu@knox.vic.edu.au of the date and time of your visit at least two working days in advance.

Upon arrival, report to the School’s main reception, informing them that you are the support provider/guardian for student xxx and you are visiting the student today.

You will be given a visitor badge by the receptionist.

Receptionist will then inform International Office of your arrival. Michelle will then take you to the designated room and attend the meeting with you.

Meeting times:

Every Tuesday from 12:40 pm – 1:40 pm

Every Thursday from 3:45 pm – 4:45 pm

Student Safety at The Knox School

Statement of Commitment to Student Safety

The School takes a zero tolerance approach to any behaviours that jeopardise student safety and wellbeing (including child abuse and reportable conduct). The School regards its student safety responsibilities with the utmost importance and strives to deliver an educational curriculum that promotes the School’s ethos, vision and values of Achievement, Responsibility, Respect, Resilience and Care and Empathy.

In addition, the School has a pastoral, moral and legal responsibility to create an inextricable connection between student safety and learning, especially in a personalised learning environment where the School discovers what motivates and inspires its students, and focuses on their strengths and ambitions.

This connection will be the foundation of all decisions made, and actions taken by the School when delivering quality education to its students. At all times, the ongoing safety of its students will be at the forefront of mind, and the School’s primary focus.

The School treats seriously its reporting obligations in relation to student safety matters, including to CCYP, Child Protection and Victoria Police. The School recognises that whilst reporting obligations may differ depending on a person’s position within the School, all staff are required to uphold the ethos of this policy by ensuring that student safety and wellbeing matters are reported internally, and externally where required.

Student Safety Principles

The School’s commitment to student safety and wellbeing is based on the following overarching principles that guide the development and regular review of strategies, practices, policies and procedures to uphold our commitment to protect students from all forms of harm:

• All students at the School have a right to be safe and to feel safe.

• The welfare and the best interests of the School’s students are paramount. The views of students and a student’s privacy must be respected.

• Clear expectations for appropriate behaviour by staff with students must be established, including in the Student Safety Staff Code of Conduct.

• Clear expectations for appropriate behaviour by Student Guardians and approved student support providers with students must be established, including those set out in these guidelines.

• The safety of students is dependent upon the existence of a student safe culture.

• Student safety awareness is embodied, promoted and openly discussed within our School community.

• Families can participate in decisions affecting their child and they, and the School community, are engaged and informed about the School’s approach to student safety and wellbeing.

• The School community is informed about the School’s operations and governance.

• Procedures are in place to screen all staff and external education providers who engage in studentconnected work (whether occurring on the School grounds or at a location connected to the School).

• Student safety is everyone’s responsibility.

• Specific responsibilities in respect of student safety as outlined in the Student Safety Responsibilities document.

• Annual student safety training is mandatory for all members of the Board, the Principal, staff and anyone else otherwise engaged by the School in relation to student-connected work.

• Procedures for reporting and responding to alleged or suspected incidents of child abuse or reportable conduct (including the complaints process and supports available) are clearly communicated and accessible for all members of the School community.

• This includes students and otherwise, members of the school community, who must have access to information and support in a reader friendly, accessible, culturally safe and age appropriate manner.

• Students from culturally or linguistically diverse backgrounds should receive special care and support.

• International students should receive special care and support.

• Students who identify as Aboriginal or Torres Strait Islander should receive special care and support.

• Students with a disability should receive special care and support.

• Staff have regard to a student’s diverse circumstances and needs, so that they can provide support and respond to those who are vulnerable and to ensure equity is upheld in policy and practice.

• Staff working with students will be suitable and supported to ensure student safety and wellbeing values are reflected in the School environment.

• Ensuring the safety and wellbeing of students in relation to visitors to the School, including third parties contracted to provide services either directly or indirectly to or for students.

Support and engagement of all students

The School appreciates that a student safe environment looks different for every student, and in delivering this, supports and respects the cultural safety of Aboriginal and Torres Strait Islander students, students from culturally and/or linguistically diverse backgrounds, international students, as well as students with a disability or who are otherwise vulnerable (including students who identify as LGBTQIA+, and those with challenging home situations).

The School also appreciates that a student safe environment is contingent on a culturally safe environment, which requires proactive and ongoing efforts to maintain.

Student Safety Practices

The School will promote its student safety practices to students in ways that are readily accessible, easy to understand and user-friendly, including by:

• The appointment of Student Safety Officers and a Senior Student Safety Officer who promote student safety and wellbeing (see below).

• Training staff to recognise the indicators of harm to students, including harm caused by not only adults but also other children and young people, and harm in an online environment.

• Collaborating with parents to ensure that they are provided with the information necessary to maintain consistent messaging about child abuse and reportable conduct.

• Encouraging students to identify safe and unsafe environments and situations (including in an online environment).

• Setting clear student safety and wellbeing standards so that staff, students and the school community are aware of the standards that are expected, and those which fall short of the School’s expectations.

• Distributing child-friendly publications, including student safety posters (e.g. PROTECT poster).

• Clearly communicating on where students can access support, make a report about safety or wellbeing concerns, or otherwise obtain information.

• Ensuring that students have identified safety and support networks to overcome any barriers that may prevent disclosure of safety or wellbeing concerns.

• Ensuring staff are trained and supported to effectively implement these guidelines.

Safety Checks and Recruitment

From time to time, the School will advertise for approved student support providers and when doing so, will describe:

• The nature of the position.

• Essential duties and requirements.

• Key selection criteria (including personal attributes, skills, experience and qualifications, as well as any desired skills and abilities).

• The School’s values.

• Where the role involves child-connected work, will contain:

• A clear statement that sets out the position’s requirements, duties and responsibilities regarding student safety.

• The essential or relevant qualifications, experience and attributes in relation to student safety required to fulfil the position.

Further information can be found in the School’s Student Safety Recruitment and Employment Policy.

All approved student support providers engaged for, or on behalf of the School must satisfy suitability checks as determined by the Victorian Government Department of Education or as otherwise requested by the School. Information required by the School is:

• A Working With Children’s Clearance

• A name check for any criminal record

• Two suitable referee checks

• An identification check

Throughout the engagement:

• The School will conduct an assessment to monitor the suitability of the approved student support provider to engage in student-connected work.

• The School will keep a record of any complaints made by any member of the School community regarding an approved student support provider.

The above information and documentation will be collected and recorded by the School in accordance with all applicable laws relating to privacy, including the Privacy Act 1988 (Cth).

Raising and responding to student safety concerns

The School takes all allegations or disclosures of suspected child abuse and reportable conduct seriously, and responds to such allegations and disclosures promptly and thoroughly.

All instances of suspected child abuse or reportable conduct, allegations of child abuse or reportable conduct, or student safety concerns and complaints must be reported to the Principal, a member of the Executive Team, or a Student Safety Officer, and will be treated very seriously and consistently according to the School’s and individual staff member’s internal and external reporting procedures and obligations.

The School has a Responding to Student Safety Concerns Policy, available on the School’s website, which sets out:

• How concerns about actual and suspected child abuse and reportable conduct may be raised with the School.

• Who such concerns can be raised with at first instance, who include the Principal, the Executive Team and the School’s Student Safety Officers.

• How such concerns will be dealt with by the School (including by complying with any legislative reporting obligations, and the School’s expectations of staff regarding information sharing and record keeping).

• How the School will support or assist students (and their families) who disclose such concerns, or who are otherwise linked to such concerns.

Student Safety Officers (SSOs)

The School has appointed Student Safety Officers (SSOs) as a first point of contact to provide advice and support to students, parents and staff regarding the safety and wellbeing of students at the School.

The following Student Safety Officers may be contacted to provide advice and support:

• Ms Nikki Kirkup, Principal nikki.kirkup@knox.vic.edu.au

• Mrs Toni-Ann Bright, Head of People and Culture toni-ann.bright@knox.vic.edu.au

• Ms Janelle Mathias, Head of Senior School janelle.mathias@knox.vic.edu.au

• Mr Simon Cowell, Head of Junior School simon.cowell@knox.vic.edu.au

• Mr Alex Wilson, Head of Sport alex.wilson@knox.vic.edu.au

A Student Safety Officer can be contacted by phone on (03) 8805 3800.

How to Act

If you have a belief or suspicion that a child is being, or has been, subjected to any form of harm you must contact the Victorian Child Protection Service or, where you need guidance on making a report or have questions regarding student safety, contact one of the School’s appointed SSOs.

Whenever there are concerns that a child is in immediate danger the police should be called on 000.

For all TKS Student Safety documents, please refer to this link: www.knox.vic.edu.au/about-tks/policies-handbooks/

To become a student support provider for The Knox School, you need to follow the following steps:

• Write a letter of application to Director of International Program with company profile information.

• Provide all necessary information and documents to support your application including sample service agreement and procedures to select and screen employees.

• Attend a meeting/interview with Director of International Program to discuss services provided by the company and whether it is appropriate or suitable to the requirements of TKS.

• If application and interview are successful, you will sign an agreement with TKS to agree to abide by The Knox School Guardians and Support Providers Guidelines.

Monitoring Services:

Provide TKS with an up-to-date list of all providers and students under their care at all times. Provide TKS with up-to-date profile of each support provider including

1) WWCC

2) Proof of personal identity and any other professional or other qualifications

3) The person’s history of work involving children and

4) References that address the person’s suitability for the job and working with children.

Advise TKS if there is any change of an approved student support provider due to holiday or other matters. Ongoing email communication between MMEC and TKS regarding services provided.

Face to face meetings at least once a year between DIP and Director of MMEC to discuss any issues or changes to be made.

Regular catch up with international students at recess or lunch break to listen to students’ feedback on the services provided by an approved student support provider.

Regular WeChat communication with parents to listen to their feedback on the services provided by an approved student support provider service.

Monthly report of each support provider on their service and work to students.

Appendix I: Selecting, Screening and Monitoring Support Provider Services Selecting and Screening Services:

Appendix II: Procedures for Support Provider Arrangement of The Knox School International Program

The Knox School requires all international students to have either a Department of Homes Affairs (DHA) approved guardian (subclass 590) or a local support provider for the duration of their enrolment at The Knox School.

If an international student is under the age of 18, a parent, legal custodian, or an eligible relative can be nominated to take responsibility for the international student’s accommodation, welfare and support in Australia, however this is optional. The parent, legal custodian or eligible relative must have an appropriate visa or have applied for a Student Guardian visa (subclass 590). Copies of Guardian Visa Grant Notice should be provided to the School prior to commencement. If approved by DHA, the School will NOT issue a Confirmation of Accommodation and Welfare (CAAW).

For students embarking on Years 9 and above studies, the School can accept responsibility for the student’s welfare, a CAAW will be produced with the Confirmation of Enrolment (COE). To assist the School in providing support an international student needs, the School highly recommends that the family would source independent local support services at an additional cost.

Parents can contact Melbourne Students Services Centre. Applications for Independent parent and student support should be made directly to sarah@ mmec.com.au and then shared with the School. Please refer to their website www.melbournestudentservice.com.au for further information.

MSSC will then get in touch with the student’s parents via agents, details of which will be provided by The Knox School. MSSC will liaise with the parent to sign the necessary paperwork for the services to be provided etc. so that parents and international students are fully aware of the services they are expected to receive from MSSC, which have been approved by The School.

Once this arrangement is finalised, signed documents with MSSC will be provided to TKS to be placed in student’s file. CoE will be issued by The School.

Appendix III: Sample Support Provider Appointment by The Knox School

The Knox School wishes to appoint ____________________________________ (ABCD) to be one of the local support service providers. Mr. Matthew Smith, Director of ABCD oversees the provision of the support services offered to international students at The Knox School. It is The Knox School’s legal responsibility to look after overseas students’ accommodation and welfare at all times.

Contact Details:

Matthew Smith

ABCD Pty Ltd

Suite 602, 2 Queen Street

Melbourne, VIC 3000

Australia

Tel: 61-3-12345678

www.abcd.com.au

ABCD agrees to abide by the guidelines in the “Guardianship and Student Support Provider Guidelines for Families and Support Providers at The Knox School” enclosed.

Matthew Smith

Director of ABCD

Date:

Mr Future Jiang Head of International Students

Date:

Appendix IV: Support Provider Appointment by Parents

I/We father/mother of ___________________ wish to appoint

Address: _______________________________________________________________

Mobile: _______________ Email: ____________________________________

to act as a local support provider for my daughter/son whilst she/he is studying at The Knox School. She/he will oversee the provision of the support services offered to ______________ ____________________at The Knox School.

Father/mother (signature)

Date: _____________________________

Support Provider Acceptance

I, _______________________________________________ write to advise that I will be __________________________________________. support provider during her/his studies at The Knox School. I agree to abide by the guidelines in the “Student Guardianship and Support Provider Guidelines for Families and Support Providers at The Knox School” enclosed.

I shall immediately inform the school and advise her/his mother should there be any concerns in respect of her/his overall wellbeing at The Knox School.

Support Provider (signature)

Date: __________________

The Knox School agrees to the above arrangement and will monitor the services provided. It is The Knox School’s legal responsibility to look after _____________________________ accommodation and welfare at all times.

(Name of support provider) __________________________________________

Date: ___________________________

Mr Future Jiang _________________________________

Date: ___________________________

Student Guardian Acceptance

I, ________________________ write to advise that I will be ____________________ Student Guardian during the period of her/his studies at The Knox School, Australia.

I will take full responsibility for acting “in loco parentis” in terms of her/his accommodation, supervising her/his studies, her/his attendance at the School and her/his general well being.

I shall immediately advise his/her parents and the School should there be any concerns in respect of any of these matters.

(signature)

Name:

Address:

Tel:

W:

Mob: ______________________________________

Email:

Date: _________________________________________