Homestay Information Handbook

HOMESTAY INFORMATION HANDBOOK

For Host Families and Students

A Message from the Head of International Students

Mr Future Jiang

Dear Homestay parents and students,

It is my great pleasure to welcome you to The Knox School community.

I would like to take this opportunity to sincerely thank you for providing our international students a safe and secure environment to enable them to concentrate on their studies.

Our international students come from many countries in the Western Pacific, the majority of whom are from Mainland China. The Knox School believes that the experience of living in a homestay environment is of utmost importance not only for the care that they are given, but also for the understanding that will be established.

Being a homestay host family entails many responsibilities as students spend most of their off campus time in your home. The partnership between the School and you is an ongoing and mutually beneficial one that must be built over time with support, understanding and compassion.

I invite you to read the information in this handbook carefully so that you are familiar with the expectations and responsibilities as a host family for The Knox School. It also contains important information regarding other aspects of being a homestay family.

Let us work together to ensure that our international students are well supported while at School and home.

Please feel free to contact me if there is anything I can assist you with.

Mr Future Jiang

Tel: +61 3 8805 3800

Mobile: +61 488 666 909

Fax: +61 3 9887 1850

email: future.jiang@knox.vic.edu.au

wechat: knoxinternational15

whatsapp: +61 4886 66909

Guidelines for Knox International Students, their families and Homestay Families

All international students studying at The Knox School are required to have approved welfare arrangements in place, and either live with a relative as approved by the Department of Home Affairs, or with a homestay family for the duration of their enrolment at the School.

It is the School’s legal responsibility to look after the international students’ accommodation and welfare at all times if CAAW responsibility is assumed. Where the School has issued a CAAW letter accepting the responsibility for approving the accommodation, support and general welfare arrangements for an international student who is under the age of 18, the School must not delegate, outsource or contract out that responsibility.

The guidelines in this handbook are applicable to both welfare arrangements but primarily focus on homestay arrangements organised by the School.

Homestay accommodation is a form of accommodation where a person visiting or temporarily staying in another country lives with a homestay family in the host country in exchange for a fee. Homestay accommodation is unlike a boarding house, hotel, or rental experience, in that the aim is not just to provide a place to stay but to create a learning experience for both the international student and the homestay family providing the accommodation.

Homestay family means the family approved by the School to provide an international student homestay accommodation.

Homestay student means an international student whom the School has issued a CAAW letter in respect of.

International student means a student enrolled as an international student at The Knox School (and who is either a homestay student or being supported in relation to their care, welfare and accommodation by a student guardian).

Student means a student enrolled at The Knox School.

Homestay Accommodation and Meals

Accommodation – General

Homestay families are to provide a clean, separate room for the homestay 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 heatingand cooling.

The bathroom can be shared. Homestay students are to have access to living areas, kitchen and laundry facilities at all times. Homestay students are advised to dress warmly during winter. If heating is provided throughout the homestay accommodation and maintained at a reasonable temperature and the homestay student still wants a portable heater in their room, then the homestay student is required to make an additional payment for electricity.

Similarly, if cooling is provided throughout the homestay accommodation and maintained at a reasonable temperature, and the homestay student still wants to have additional cooling provision in their room (i.e. a portable cooling device), then the homestay student is required to make an additional payment for electricity for the usage of the cooling during summer.

If there is room-specific heating and/or cooling built into the homestay student’s room that is independently controlled (i.e. a split system reverse cycle air conditioner), then for any excessive usage outside reasonable allowances, the homestay student is required to make an additional payment for electricity for the usage of this amenity.

Accommodation – The School’s responsibilities

Where the School has issued a CAAW letter accepting the responsibility for approving the accommodation, support and general welfare arrangements for an overseas student under the age of 18, the School has a responsibility to ensure that the student’s accommodation is:

• Homestay accommodation approved by the School.

• Appropriate to the student’s age and needs.

• A separate bedroom which is not shared.

• Verified for suitability, including:

• with regard to the students age and needs prior to placement and at least every 6 months during the placement;

• through a site visit (unless the particular homestay has been verified by a site visit in relation to another student residing there in the previous 3 months).

The School will monitor all homestay families and homestay accommodation during the course of a homestay student’s placement to ensure that student safety is maintained.

The School must also ensure that where homestay accommodation is approved by the School, that:

• The homestay family is given appropriate information regarding their specific responsibilities. Homestay families must also be provided with emergency contact details for both the School and the parents of the homestay student.

• The School has appropriate processes for recruiting and screening homestay families.

Meals

Homestay families are required to provide daily healthy meals for the international student 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)

Compliance with the Child Safe Standards

The School is committed to complying with Ministerial Order No.1359 – Implementing the Child Safe Standards – Managing the risk of child abuse in all school and school boarding premises in all aspects of its operations.

Where the School has issued a CAAW letter to enable the enrolment of an international student, the School must ensure that all of its arrangements to provide or approve appropriate accommodation, support and general welfare for the student, including any service provision by a third party, meet the Child Safe Standards.

Homestay Fees

For 2024, the homestay fee is set at $390 per week. This consists of $200 for the furnished room, $180 for food and washing, and $10 internet usage.

Payments are made in advance every two or four weeks by mutual agreement between homestay student’s parents and homestay family. The first payment includes a 2 week bond amount. This bond amount will be refunded at departure minus any outstanding charges for damages and bills.

If homestay students are to return home during the Term 1, 2, 3 & 4 holidays, they are to pay $110 per week (being 50% of the room fee and the internet usage fee) for the duration of their absence.

Fees for food and washing do not apply when the homestay student is not living with the homestay family during the holidays. Homestay families cannot charge for additional fees unless approved by the Director of the International Program.

Homestay Provided by Relatives

The parents of an international student may wish to nominate relatives or friends in Melbourne to provide accommodation for their child. If the nominated relatives or friends are not eligible for DHA approved student guardianship, they must apply through the homestay program and be approved by the School.

The School requires that:

• The relative/friend must be over 25 years of age. Relatives aged between 21 and 24 may apply to the Director of the International Program for consideration.

• The relative/friend must then follow the process for applying for homestay as detailed in this Handbook.

Students Under 13 Years of Age

Students under the age of 13 cannot be placed in homestay accommodation.

International students under 13 years of age that are seeking enrolment at the School are only accepted if they live with a parent or DHA approved relative (unless an exception by the CEO of the VRQA is granted). For each international student under 13 years of age, the School will eep on file:

• Evidence from a passport that a parent of the student is in Australia on a guardianship visa, and/or

• A letter from the parents(s) of the student addressed to the Principal of the School in which approval is given for the child to live with other DHA approved family members in Australia.

Key Responsibilities – Homestay Families

The School requires 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).

Homestay families must:

• Supervise the homestay student at all times when in their care.

• Ensure the homestay student is awake early enough to be on time for School.

• Ensure the student receives appropriate rest and intervention (including through visits to the doctor, hospital etc.) if they are not well. The homestay family must inform the School if their student is unable to attend School and state the reasons for absence.

• Inform the School as soon as the homestay student wishes to transfer into different or out their existing homestay accommodation.

• Ensure that the homestay Student remains in their homestay accommodation during School nights completing their homework. Students are to adhere to all term dates. They cannot leave early or return late from holidays.

• Contact the Director of the International Program or the Enrolment Assistant immediately should the homestay student fails to follow the homestay or School rules.

• Pick up their allocated homestay student from The Knox School after Presentation Night at Monash University and upon return from a camp or excursion if after 6pm.

• Ensure that the homestay student does not return to a dark and empty house.

Homestay families must also agree that they will:

• 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).

• Provide accommodation for the international student with due care, skill diligence and nattention and in good faith.

• Share the School’s commitment to student safety.

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

• Maintain professional boundaries with the School’s students at all times.

• Be familiar with the homestay and 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, other 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.

• 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 nformation.

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

If it is suspected that any member of a homestay family is not meeting the above expectations, or is compromising the School’s commitment to student safety in any way, the situation will be investigated and appropriate action taken. Possible outcomes could include the homestay family being removed from the School’s register of approved homestay providers.

Key Responsibilities – Homestay Students

Homestay students are expected to act in accordance with the School’s rules, expectations and standards at all times during their enrolment. This includes an expectation to attend chool everyday that the School open for students (unless unwell), take their studies seriously, and complete all work as required.

A homestay family is usually happy to have the homestay student join them in all sorts of family activities. These invitations should be accepted, as it will help the homestay student become a part of the family and understand the culture and practices of Australians. The family will be happy to give advice about the many things the homestay student will find you need to know such as road safety or the best route to a venue. They will also tell the homestay student when they need to be careful.

Homestay students are expected to keep their room clean and tidy and be asked to help with chores around the homestay accommodation (eg. dishes). Homestay students are required to iron their own clothes if needed and provide their own toiletries, such as shampoo, toothpaste, deodorant, etc.

Homestay students will be expected to eat with the homestay family unless, on occasions only, they have made special arrangements.

For safety reasons, homestay students should tell their homestay family where they are going, with whom, and the expected time of their return. If homestay students think they will be home later than the agreed time, they must inform the homestay family and let them know.

Homestay students must have their mobile phone switched on at all times.

Homestay students cannot invite others to visit them in their homestay accommodation without having asked their homestay family first. This is a courtesy.

Going on Holidays/Weekends Away

Homestay students cannot be left to reside by themselves at any time. If homestay families plan 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 student(s) 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 so that a proper arrangement can be put in place to ensure the safety and wellbeing of the homestay student(s).

Insurance

Homestay students are covered by Private Health Insurance and Ambulance Schemes. Their membership number should be noted down by homestay families in case of emergency use.

Homestay families need to determine whether their household contents insurance policy will cover the loss of the valuable goods the homestay student will bring into the homestay accommodation or substantial damage incurred to the homestay accommodation by the homestay student. If the insurance policy does not cover these goods, then an arrangement should be made with the student and the insurance company for the duration of the homestay student’s stay. The School recommends that the cost of the additional insurance should be shared evenly by the homestay family and the homestay student’s parents. This is ultimately a matter for those involved to arrange amongst themselves.

In the event of an accident concerning a homestay student and an external third party, the homestay family may be held liable. The School encourages homestay families to have public liability cover, explaining their homestay situation to the insurer. The School will not be liable for any loss or damage incurred relating to homestay accommodation.

Damage to Property

The homestay student will be responsible for any damage to property directly caused by the homestay student that does not represent “fair wear and tear”. In order to claim any damage to property, the School requires that as soon as damage has been done, the homestay family must contact the School for our assessment to ascertain whether the damage is caused by wear and tear or by the carelessness of the student. No compensation can be made if the damage is not reported to the School as soon reasonably practicable after the damage has been done.

Security

Homestay students must be given their own key to the homestay accommodation. Locks for their bedroom, bathroom and toilet doors should be installed. Privacy for both the homestay family, the homestay student and their personal possessions should be respected. Mail for the homestay student is their own private property and should not be opened by any member of the homestay family.

Resolving Conflict

If a conflict arises which proves to be difficult to resolve, the School may invite the homestay student and/or the homestay family to speak to the International Student Enrolment and Administration Officer and the Director of the International Program. Disagreements are usually resolved quickly through mediation. If the conflict remains, then it should be referred by the School to the Principal.

Ending the Homestay

If a homestay student complains twice about their homestay accommodation or family in one area of service, the School will make an additional homestay visit to ascertain the complaints. Upon discussion with the homestay family, improvements are expected to be made. If complaints cannot be resolved and the homestay student chooses to move, the School will assist the student to move to alternative homestay accommodation.

Homestay students must give as much notice of their decision to leave as possible. As a matter of courtesy, homestay students will be asked to give minimum two weeks’ notice to the School and the homestay family if they wish to change homestay accommodation.

Similarly, if a homestay family’s circumstances change and they are no longer able to host a homestay student, they need to give minimum two weeks’ notice to the School and the homestay student. In either of the cases, the bond is to be returned to the homestay student.

Road Safety Awareness

Another important aspect of safety for homestay students is in relation to road safety as traffic rules in Australia are different from those in other countries. Some may have the natural instinct cross the road without using a pedestrian crossing, to walk on the road instead of the pedestrian footpath, or to look left rather than right when approaching to

cross a road. These behaviours have been learned through repetition over time, and it takes a conscious effort to modify. In Australia, we use pedestrian footpaths and crossings when crossing the road, and also to look to the right, then left, then right again, before crossing the road with caution.

It is also prudent to remind homestay students regarding the dangers of crossing roads while engaged with electronic devices such as a mobile phone, or while listening to music; sometimes sound can be as important as sight in determining whether it is safe to walk. Similarly, particular caution should be taken in crossing major roads such as dual carriageways where designated crossings should be used at all times. Here, a remainder regarding the importance of crossings might offer homestay students a renewed awareness of the importance of treating with caution and recognizing that they have an important role to play in ensuring their own safety.

In the unlikely event of an accident, homestay families are required to inform the Director of International Program immediately as The Knox School retains a duty of care to each and every student.

Travel for under 18 Students

Students whose accommodation and welfare has been approved by the School (by the issuance of a CAAW) are required to maintain appropriate accommodation and welfare arrangements during school holidays.

Homestay students may travel with their homestay families or with DHA approved relatives. However, travel must not occur within Victoria or interstate unless their arrangements have been approved by the School.

Prior to the travel, homestay students must obtain permission from their parents in writing and provide the School with contact phone numbers, the address of their intended accommodation during their trip, an itinerary and copy of flight tickets or other travel documents. Homestay students must apply to the Director of International Program for permission to travel a minimum of 21 days prior to their planned travel. Approval will be at the discretion of the Director of International Program once all the details provided have been considered. The School does not allow students to travel interstate or within Victoria unaccompanied. Should the homestay student fail to obtain School approval for their welfare arrangements while travelling the School may inform DHA that the School no longer approves of the accommodation and welfare arrangements of the student.

Safe Transport Arrangements

The School provides all international and homestay students with training on personal safety procedures when using various transport modes. Students are strongly encouraged to use the public transport system including buses, trams and trains where possible.

To ensure students’ safety, the School does not allow 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 Support provider needs to discuss the taxi arrangement with the parents and assist students to arrange for taxi services for both trips if needed. Students are to remain in contact with their homestay family or student guardian regarding their airport pickup and drop off arrangements at all times. Students are to provide taxi details including the company name, taxi driver details nd the vehicle registration number to the homestay family or student guardian before the trip and advise them once they have arrived at the destination. If parents give written approval (wechat message is ok) for the homestay family or student guardian to drive the student to the airport or pick him/her up from the airport, they should be reimbursed by the 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 homestay family or student guardian.

Students are also encouraged to seek the assistance of homestay families in providing transport from time to time. Students should have open discussion with their homestay families on this matter to ensure there is a clear understanding of reasonable expectations in this matter.

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.

Communication between the School and an international student’s parents

The Director of International Program is responsible for maintaining regular communications with the parents of an international student via email, WeChat or mobile phone. In addition, the School arranges regular catch ups (online unless possible to facilitate an in person meeting) to ensure information is communicated effectively and in a manner that reflects the needs of the international student and their parents.

At times, the School or Director of International Program may seek assistance from the homestay family, the international student’s guardian or another person or body (such as Melbourne Student Services Centre).

Other parties may serve as the bridge between the School, the teachers and the international student to enable effective communication to take place among all parties involved when such a need arises.

For the avoidance of doubt, the homestay family, the international student’s guardian or any other party will not be the only method of communication between the School and the international student’s parents. Any communication that occurs directly between the international student’s parents and the homestay family or the international student’s guardian (or for that matter, any other body) must be communicated to the School to ensure transparency.

Checks

Student safety card

The School must, and will, provide each international student under the age of 18 with a student safety card at the time of commencement of their enrolment.

The student safety card will include:

• The School’s contact details, including 24/7 contact details for the School’s International Student Co-ordinator and general emergency contact information (i.e 000)

• A statement that The Knox School is regulated by the Victorian Registration and qualifications Authority (VRQA), and that students can contact VRQA at: www.vrqa.vic.gov.au.

• For any student on a CAAW letter in homestay accommodation: the homestay family’s address, home telephone number and mobile numbers.

Homestay family recruitment and suitability

Our students’ safety is of paramount importance to all parties involved. It is the requirement that homestay families understand and act in accordance with the School’s rules, expectations, policies and procedures (including this Handbook).

To become a homestay family, the steps outlined in the Appendix must first be completed. As part of this process, the School also advertises for homestay families and 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, the School will outline:

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

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

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

The School also requests documentation of relevant qualifications, safety checks, adherence to the School’s policies and procedures (including the student safety framework), to ensure the safety of children and students. There are also certain mandatory training requirements.

All members of a prospective homestay family members must satisfy suitability checks as determined by the Victorian Government Department of Education or as otherwise requested by the School.

As part of the screening process, the School must:

• Verify the suitability of homestay accommodation by conducting an initial homestay check.

• Have a representative of the School outline to a prospective homestay family the School’s rules and expectations (including policies regarding student safety – such as the Student Safety at The Knox School Handbook) to determine suitability to be a homestay family.

• Provide a prospective homestay family with access to the School’s policies on student safety (including the such as the Student Safety at The Knox School Handbook, which is available on the School’s website).

• Verify the appropriateness of the homestay accommodation, which will occur between 6 months and 6 weeks prior to the commencement of the homestay.

• Ensure that all homestay providers and those living or frequently residing at the homestay who are 18 years or older (or any other person that is involved in proving accommodation or welfare arrangements to a homestay student), have a valid Working with Children Clearance.

• Complete a referee check for the homestay family to confirm suitability for child-related work. The School chooses to conduct two referee checks for suitability.

• Complete an identification check for each member of the homestay family and name check for any criminal record of any homestay family members over 18 years of age.

• Collect, record and retain evidence that all necessary checks have been completed. The School does this via its online management platform.

• Accept or reject an application from a prospective homestay family as required.

• Subject to approval, add the homestay family to the School’s Homestay Family Register.

Throughout the homestay:

• The School will conduct an assessment of the homestay family and the homestay accommodation – including through a site visit at least every 6 months over the duration of the Homestay.

• The School will keep a record of any complaints made by any member of the School community regarding the student, the homestay accommodation, the homestay family or the Homestay experience generally.

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). The School may also collect and record any relevant qualifications of the homestay family members or their history of work involving children.

Ongoing suitability of homestay families

The School will monitor the ongoing suitability of homestay families in accordance with the student safety screening procedures outlined in the School’s Student Safety Recruitment and Employment Policy.

Training

Homestay families

All homestay families (including every person 18 years and over living or regularly residing in the homestay) times must attend The Knox School Student Safety Training at the commencement of every school year. This is to ensure that that homestay families are familiar with their obligations regarding student safety, and of the School’s student safety framework – as outlined in the Student Safety at The Knox School Handbook. A copy of the Handbook can be located on the School’s website.

Further information about training provided to homestay families can be found in the Student Safety Recruitment and Employment Policy.

International students

All international students are required to attend an orientation program at the commencement of their enrolment. This is usually held in their first week. In addition, international students are required to attend brief presentations on a regular basis so as to be updated with any safety concerns that have arisen; for example, the online monetary scams that have become a serious and prevalent issue in Australia recently. These sessions will advise international students about what to do when and if such an incident does happen to them.

Staff involved in the delivery of the School’s International Program

The School requires its Director of International Program and other staff directly involved in the delivery of the School’s international program to receive training in:

• The Child Safe Standards.

• The School’s policies and procedures for maintaining emergency situations and critical incidents.

• The process outlined in this Handbook (and any other applicable documents) for verifying that a homestay student’s homestay accommodation is appropriate to the homestay student’s age and needs.

• The Education Services for Overseas Students Act 2000, the National Code of Practice for Providers of Education and Training to Overseas Students 2018, the VRQA Guidelines for the Enrolment of Overseas students Aged Under 18 Years, the VRQA Guidelines to the Minimum Standards – Requirements for School Boarding Premises Registration and any other VRQA guidelines issued from time to time.

This training is provided on an annual basis either interannually, or through an external provider engaged on behalf of the School. The School’s preference is for interactive in-person training over online modules or webinars and this will be facilitated where possible.

Student Safety at The Knox School

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. The School’s approach is informed by the School’s Student Safety at The Knox School Handbook, and expects all members of the School community, including Homestay Families, to know and uphold these expectations (as well as the School’s other rules, policies and procedures).

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 (including international 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 homestay families with students must be established, including those set out in this Handbook.

• 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 student-connected 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.

• 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 this Handbook.

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 child 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/

Appendix I: Steps to Become a Homestay Family for The Knox School

• Read and familiarise yourself with “Homestay Information Handbook” and provide the school with the signed page of “Declaration of Homestay Parents for International Students” (See Appendix II). This is to acknowledge your agreement to comply with the Homestay Guidelines.

• Fill in the Homestay application form - for host families (See Appendix III).

• Provide the School with a copy of your identification, such as passport or driving licence. The original identification will be checked and signed by the School.

• Provide the school with WWC (refer to Appendix IV: Information on Obtaining Working with Children Check (WWC) for every person 18 years and over residing in the homestay at all times.

• Provide the school with Homestay Profile (refer to Appendix V: Homestay Profile Information)

• Upon initial assessment of the application with all the above required documents, the School will contact you to organise a visit to determine the suitability of the homestay accommodation and homestay family.

• At this meeting, the quality of the homestay accommodation will be checked, and the School’s expectations and procedures will be outlined. The Homestay Information Handbook will be provided to the prospective homestay family.

• The prospective homestay family will be notified if they have passed all suitability checks and clearances, and been accepted by The Knox School to be a homestay family. The information submitted in support of the application and the homestay will be kept in our School homestay family database.

• Once a request for homestay accommodation is made by an international student’s family (or an agent on their behalf), the School will contact an approved homestay family if the international student’s reasonable needs and requirements align with the omestay family and homestay accommodation.

• All homestay families are required to attend the annual Homestay Information Evening upon becoming a homestay provider for The Knox School. At the evening prospective homestay families will have the opportunity to meet the local support provider of the student to be placed with the homestay family and exchange contact details with each other in order to work together to help the student thrive both academically and personally.

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Appendix II: Declaration of Homestay Family for International Students

As a Homestay family for International Students at The Knox School, I/we have read and understood and agree to comply with the above guidelines.

Homestay Parent One

Name: .......................................................................... (Please Print)

Address: ....................................................................

Tel: .................................

Email:

Mobile: .................................. Fax: ...............................

Signature: Date:

Homestay Parent Two

Name: (Please Print)

Address: ....................................................................

Tel: .................................

Email:

Mobile: .................................. Fax: ...............................

Signature: .....................................................................

Date: ..............................

Please return this page to the Enrolment Assistant, The Knox School or email it to michelle.lu@knox.vic.edu.au or fax to 9887 1850 / 9800 3509.

After you have read the Homestay Guidelines and are interested to register as a homestay family, please contact the Enrolment Assistant, Ms Michelle Lu on Tel: 8805 3815 or email: michelle.lu@knox.vic.edu.au

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Appendix III: Homestay application

Form - For Host Families

Name: (Please Print)

Age: ........ Occupation: ........................................................................................

Number of Adults above 18: ........ Number of Pets: ..........

Number of Children: Age of Children:

Number of Rooms Available: ............

Residential Address: ...........................................................................................

Postcode:

Landline: ............................................ Mobile: .....................................................

Email: ...........................................................................

Please provide details of two referees

Referee One

Name:..................................................

Position:................................................

Mobile Number:....................................

email:...................................................

Referee Two

Name:........................................

Position:......................................

Mobile Number:...........................

email:.........................................

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Appendix IV: Information for obtaining a working with Children

Clearance

It is mandatory for all eligible members of a prospective homestay family to complete a Working with Children Clearance(WWCC), receive valid clearance and provide proof of the same before their application to become a homestay family is considered. This requirement is pplicable to all persons aged over 18 years of age who are residing at the homestay accommodation.

The School requires a copy of a WWCC from each member of a prospective homestay family to be provided to the School for its records.

Please email or post a copy of the WWCC to us for record. Details are as follows:

Email: michelle.lu@knox.vic.edu.au

Post: International Office;

The Knox School

220 Burwood Highway

Wantirna South VIC 3152

WWCC’s can be obtained by completing all required sections of the WWC Application form which can be obtained from this website; www.workingwithchildren.vic.gov.au. There is no cost involved in the application for a volunteer WWCC.

Potential or existing homestay families who refuse to provide the School with evidence of a valid and approved WWCC for all members of the homestay family will not be able to host homestay students for The Knox School under any circumstances.

WWCC’s must remain valid for the entire duration of the homestay and the School will periodically and at least annually monitor the status of valid clearance.

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Appendix V: Homestay Profile

Information

Information on Host Family

Parent Names ................................................................

Address ........................................................................

Landline

Mobile ..........................................................................

Email ............................................................................

Number of Pets

Family Members

Transport Details ....................................................................................

Family Information

Please contact Michelle Lu for an example of a completed homestay profile for reference if needed

Information on homestay parents background, education & employment

Information of children if there are any

Views on hosting international students

Home Environment

External Environment

Provide three photos of your property, first one is the street view of your house, second one is the common area and the third one is a student room.

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