Process for ensuring a minimum age of 13 for enrolment of an overseas student in homestay accommodation

Procedure for checking the age of an overseas student at Admissions stage:

Wesley College only considers enrolments for international students in Year 8 (typically 14 years old) or above in accordance with the Australian Government's simplified international student visa framework. Students in secondary school will only be granted 5-year visas with no guarantee of an extension or new visa to continue their studies in Australia. We do not wish to offer students places when they may not be able to continue their education at Wesley College due to the new regulations.

Students under the age of 13

The Victorian Registration & Qualifications Authority (VRQA) provides guidelines regarding the enrolment and welfare responsibilities of schools accepting international students less than 13 years of age. Wesley College will not enrol or assume welfare responsibility for students less than 13 years of age who intend to live without a parent or Department of Home Affairs (DHA) Approved Relative. Where Homestay accommodation is to be provided to international students, the College will ensure that all reasonable steps have been taken to verify that students will be at least 13 years of age at the time of commencing Homestay before entering into an agreement, or making arrangements for the provision of Homestay accommodation, or before issuing a  Confirmation of Appropriate Accommodation and Welfare (CAAW) letter to the DHA.

Where the College has issued a CAAW letter accepting responsibility for approving the accommodation and general welfare of a student under the age of 18, the College will not delegate, outsource or contract out this responsibility.

Family referred Homestay arrangements are treated as general Homestay arrangements and students under 13 years of age are not permitted to live in such arrangements. Wesley College will not provide Homestay for any student under the age of 13 years and all students under 13 years of age must reside with DHA Approved Relatives.

Wesley College requires that international students either live with a parent or DHA approved relative in the College's boarding facility - Learning in Residence (available for students in Years 9-12), or in Homestay accommodation with a family that has been approved by the College, receiving full board with their own room and meals supplied.

International student requirements

When an overseas student family applies for their child to study at Wesley College, we require:

  • an Application form
  • notarised copies of a student's latest school report (original and translated into English)
  • results of the Australian Education Assessment Services (AEAS) English Assessment
  • a copy of the student's Passport

We will then:

  • check the overseas student's age on the passport to determine their appropriate year level
  • enter the application details into the Student Management System (Synergetic). If the student is not age­ appropriate for the year level (Year 8 and above), the system will raise an alert
  • if the student applies for Homestay, the Admissions office will send parents a Homestay Application with the Welfare and Homestay Information Booklet (which also includes a section in relation to children under 13 years of age). When the completed Homestay Application Form is returned, the Admissions Office will forward it to the International Student Coordinators (ISC), who will commence the process below.
Procedure for placing a student in Homestay
  1. The ISC will review:
    • the requirements and requests on the student's Homestay Application form
    • the student's Passport, to confirm that the student is over the age of 13
    • the date Wesley College is to commence welfare responsibility (if the student has a CAAW)
    • eligibility for and confirmation, where appropriate, to commence in ELPP at the Glen Waverley Campus or mainstream classes at the St Kilda Road, Elsternwick or Glen Waverley Campus
    • the Homestay Application to ascertain if they are coming from an external language school or directly from overseas.
  2. The ISC will then:
    • source one or two Homestays which may suit the student
    • contact the Homestay to see if they have availability and if they would like to have this student
    • contact and arrange a visit to the Homestay (if the student is currently in Melbourne). Students can be contacted through their parents, agent, the student's personal email/mobile or through their language school
    • visit the proposed Homestay with the student on a designated day to view the home, bedroom and bathroom. The Homestay should discuss house rules, expectations, (refer to the guidelines in the Welfare and Homestay Information Booklet), transport to and from the Homestay to school and the Homestay Agreement.

    The student will contact their parents following the Homestay visit to discuss the arrangements and will advise the ISC whether they will be moving into that Homestay accommodation. The parents will then be contacted via email/phone or WeChat (if required) to discuss the Homestay placement. (Proceed to Point 10 (below) if the student/parents accept the Homestay)

  3. If the student or parents are not happy with the Homestay and the reasons are discussed with the ISC, an alternative option will be given and the procedure to visit and inspect the Homestay will be repeated
  4. If the student is currently overseas, an email to the student, parents and agent will be sent regarding the Homestay placement. (Homestay Information Details form)
  5. If the student is overseas and accepts the Homestay, the ISC will:
    • ask the student to return the completed Student Information Form
    • send the completed form to the new Homestay so they can start to discuss arrangements and arrival details etc
    • communicate with the different parties to ensure a smooth transition for the student
    • contact the Homestay to confirm the student's acceptance of the Homestay offer
    • check with the Homestay via email or phone that student/parents/agent has made contact and arrangements are in place for the student's arrival, including the date and time of their arrival and how they will travel from the airport to the Homestay
  6. If the student accepts the Homestay, the ISC will ensure they have arranged a date for moving in and their parents have been informed. The ISC will discuss with the student and the Homestay how the student will move.
  7. If the student has any medical alerts such as allergies, the Homestay family will be informed. If the student is anaphylactic, the ISC will ensure the Homestay has been trained regarding EpiPen use. The ISC may also request assistance from school's Health Centre staff.
  8. The ISC Office will update the database in Synergetic and the ISC Office Homestay List, which is kept on file in digital form in the ISC/Assistant ISC's computer.
  9. The student and Homestay provider will then complete the Homestay Agreement which will need to be signed by the student, the Homestay provider and ISC. Copies will be sent to all parties (including parents). The school will keep a copy in the student's file in the ISC's office.
  10. The ISC will contact the student and the Homestay provider to check that student has settled in and the rules of the house and expectations have been made clear. (Student and Homestay can refer to the Welfare and Homestay Booklet for information).