Policy and Procedures: Management and
Supervision of Students Under 18
Purpose
This policy outlines the procedures for the management and supervision of students
under 18 years of age by employees of OZiHOUSE Group, in compliance with NEAS
quality standards, the National Code of Practice for Providers of Education and
Training to Overseas Students (National Code 2018), and the Education Services for
Overseas Students (ESOS) Act. This document is designed to be straightforward and
practical.
Scope
This policy applies to all staff members and volunteers who engage directly or
indirectly with students under 18, including homestay hosts and their families.
Overview
OZiHOUSE Group is committed to ensuring the safety, welfare, and well-being of all
students under 18 placed in homestay accommodation. We aim to provide a secure
and supportive environment for underage students by:
● Ensuring compliance with child safety legislation.
● Establishing clear communication protocols for emergencies.
● Providing adequate supervision and support in line with regulatory and quality
standards.2
Roles and Responsibilities
OZiHOUSE Group staff are responsible for conducting regular checks, ensuring
compliance with safety protocols, and providing guidance to homestay hosts regarding
supervision.
Homestay hosts are required to comply with child safety and supervision guidelines
as outlined by OZiHOUSE Group. They are also required to report any welfare
concerns.
Education providers maintain overall responsibility for the student’s welfare while
ensuring compliance with student visa requirements.
Contents
This information is organised in the following sections:
1. Procedures.
2. Record Keeping.
3. Review.3
1. Procedures
1.1 Child safety screening and checks
All staff and homestay hosts (including adult residents in host families) must:
● Undergo relevant child safety checks (e.g., Working with Children Check) in
accordance with state or territory laws.
● Renew these checks as required and provide evidence to the homestay service
provider.
1.2 Student supervision
● Students under 18 must not be left unattended for extended periods. Homestay hosts
are responsible for supervising students during their stay.
● Students may not stay overnight outside of the homestay without written permission
from the education provider and, where necessary, the student’s guardian.
● If a homestay host must leave the student unsupervised, an alternative arrangement
with a trusted adult must be made, and this must be communicated to staff of
OZiHOUSE Group and the education provider.
1.3 Emergency contacts
● Provide all students and hosts with 24-hour crisis contact numbers, including:
– OZiHOUSE Group: 0405768808.
– Emergency services: 000.
– Lifeline: 131114.
– Beyond Blue: 1300224636.
– Kids Help Line: 1800551800.
● Homestay hosts and students must be briefed on these emergency contacts and what
to do in a crisis upon arrival.
1.4 Host training
● Initial: All homestay hosts receive induction training, including child protection and
supervision guidelines, as well as cultural awareness.
● Ongoing: Hosts are provided with regular updates on child safety, supervision best
practices, and welfare protocols, including any legislative updates.
1.5 Welfare and well-being
● Homestay hosts are required to monitor the student’s welfare, report concerns to
OZiHOUSE Group, and escalate any serious matters (such as signs of neglect or
abuse) to the appropriate authorities immediately.
● Students and hosts should be made aware of support services available (e.g., mental
health hotlines), and any concerns regarding a student’s well-being should be
promptly reported to the education provider.
1.6 Student agreement and compliance
● Students must adhere to curfew times, as stipulated in the homestay agreement, and
notify hosts of their whereabouts.
● For any changes to the terms of their homestay arrangement, students must provide
prior notice to both the homestay service provider and education provider.4
1.7 Feedback and monitoring
● Regular monitoring of the student’s welfare must take place through feedback
mechanisms (e.g., monthly check-ins by phone or email).
● OZiHOUSE Group will conduct inspections of the homestay premises at least once
every six months, either physically or through virtual inspections.
2. Record Keeping
2.1 OZiHOUSE Group will maintain thorough records of:
● Child safety checks for all hosts and staff.
● Emergency contact lists.
● Training logs for hosts and staff.
● Student placement reports, including welfare checks and feedback documentation.
3. Review
This policy will be reviewed annually to ensure ongoing compliance with the NEAS quality
standards, the National Code, and any updates to the ESOS Act. Feedback from staff, hosts,
and students will be considered in the review process.