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Summer Holiday Guide 2020-21International Student ProgramTable of Contents TOC \o "1-5" \h \z \u Summary PAGEREF _Toc56154510 \h 3Key dates PAGEREF _Toc56154511 \h 4Age considerations PAGEREF _Toc56154512 \h 4Under 18s PAGEREF _Toc56154513 \h 4Over 18s PAGEREF _Toc56154514 \h 4Steps to prepare for the holidays PAGEREF _Toc56154515 \h 5Step one: Prepare for discussions with the student and their family PAGEREF _Toc56154516 \h 5Step two: Undertake discussions with the student, family, and homestay providers PAGEREF _Toc56154517 \h 5Step three: Document and support the decisions by the parent/carer/student PAGEREF _Toc56154518 \h 6Decisions to return home PAGEREF _Toc56154519 \h 6Decisions to stay in Victoria, including assessing homestay providers’ availability and capacity for under 18s PAGEREF _Toc56154520 \h 6Step four: Prepare students for support and information available to them during the holidays PAGEREF _Toc56154521 \h 8Step five: Notify the Department of the students’ intentions PAGEREF _Toc56154522 \h 8Step six: Keep students, families and homestay providers informed PAGEREF _Toc56154523 \h 8Further information PAGEREF _Toc56154524 \h 9Visa requirements PAGEREF _Toc56154525 \h 9Supporting student wellbeing PAGEREF _Toc56154526 \h 9Host families and vacations PAGEREF _Toc56154527 \h 9Staff undertaking additional work during summer holidays PAGEREF _Toc56154528 \h 10SummaryThis guide has been developed by the Victorian Department of Education and Training (the Department), International Education Division (IED), to assist Victorian Government International Student Program (ISP) schools to support their international students (primary holders of subclass 500 visas) over the 2020/21 summer holidays.Due to coronavirus (COVID-19) travel restrictions, many more international students are likely to remain in Victoria during this holiday period than in previous years. The Department is committed to supporting Victorian schools to manage the impacts of COVID-19.Whilst it is acknowledged that schools are only able to provide limited supports to students during summer holidays, schools should take all reasonable steps to fulfil their ongoing welfare and accommodation requirements.The welfare and accommodation of students remaining in Victoria throughout the summer holidays is paramount and should therefore be given careful consideration.The Department has developed this step by step guide to assist schools to consider the types of supports that they might be able to provide.This may include:Supporting students or their parents/carers to make informed decisions about staying or travelling home – with a focus on students’ wellbeing and an understanding of the difficulties international students are facingSchools should document these decisions by the family and student – noting they are not decisions made by school staffIt’s important that students are not forced (or be perceived to be forced) to return home under any circumstancesPlanning for staff rostering and rotations over the holidays, based on the number of students planning to remain in Victoria, noting the ability to make special payments where staff face an increased workloadContinuing students under 18 in homestay accommodation, where the nominated welfare period in a student’s Confirmation of Appropriate Accommodation and Welfare (CAAW) covers the summer holidays, including assessing homestay providers’ availability and capacityConsidering other factors relating to age, visas and wellbeing.Key datesSchools should confirm the details of each student’s summer holiday intentions by Monday 30 November and communicate these to the Department via VISIT (and provide any updates by Friday 11 December if a student changes plans).Schools should request any required additional support on a case by case basis from the Department by Monday 30 November. In the first instance, please email: international.school.support@education..auAge considerationsUnder 18sIf students are continuing at the school in 2021, their CAAW will normally continue through the summer holidays. If a student’s CAAW is expected to cease during the school holidays, please contact IED for support and advice on a case by case basis.See further advice from the Commonwealth Department of Education, Skills and Employment here and advice from the Victorian Registration and Qualifications Authority here.Over 18sThe Department’s accommodation and welfare responsibilities cease when the student turns 18 or at the end date of their CAAW, however if the student is continuing at the school in 2021, school staff can provide information and maintain communication with the student to support their general educational welfare and wellbeing as they would with local students over the summer holidays.School staff are not responsible for providing advice or support to adult students to assist them to find appropriate accommodation, however, schools may choose to support students to find suitable accommodation and adjust to independent living (similar to when the Department approves alternative living arrangements during term time).Steps to prepare for the holidaysStep one: Prepare for discussions with the student and their familyTo understand the needs and wellbeing of the student, mobilise your student wellbeing staff or other health professionals to support students as they make their summer holiday plans. Consider the impact on the student’s emotional wellbeing of missing family, significant cultural and religious celebrations held over the holiday period should they remain in Victoria e.g. Chinese New Year (Homestay Family Guide).Organise interpreters to support the discussions, where required. Step two: Undertake discussions with the student, family, and homestay providersWhere applicable, discuss with students and their parents/carers the options available to them, noting these may change over time.Where students require support to help them and their parents/carers make informed plans, it is important to have an open, sensitive and honest conversation about the options available in the context of the student’s needs and wellbeing, and the role of the school and supports that it can provide. These discussions should be documented. Key questions to consider are outlined at Figure 2.These discussions may include support for parents/carers and students to consider the benefits and risks of either remaining in Victoria or returning home where those options are available. This includes consideration of the long-term health implications and wellbeing of the student, and continuation of education pathways and learning. A summary of these benefits and risks is outlined at Figure 3. Parents/carers and students should consider the student’s physical, mental and emotional wellbeing as well as their academic intentions.Provide homestay providers with information about whether the student will be staying with them over the summer holidays, and if so, the student wellbeing support being offered by the school if required. Figure 1: Conducting sensitive discussions Schools should organise an online meeting with the student and the parents to discuss available options for the school holidays, where applicable. It may benefit the student if separate discussions are conducted with the student in the first instance.Whilst ultimately these decisions are for students and their parents/carers and it is not the role of school staff to recommend or direct a particular decision, points that parents/carers might consider include:What if the student wants to go home but the family wants them to stay?What if the student wants to stay but the family wants them to go home?Does the student have any pre-existing health conditions that may affect their ability to stay in Victoria over the holidays?Are the family preferences influenced by financial or educational preferences?If the student wishes to return home:Does the student understand the difficulties in travelling home, and that they may not be able to easily return to Victoria? Is the student able to cope psychologically and physically with unexpected disruptions to travel plans, including the possibility of entering quarantine accommodation when travelling home. If the student wishes to remain in Victoria?Is this the student’s preferred decision or is there pressure to make this decision?Is the student emotionally able to cope with the extended absence from their family?Step three: Document and support the decisions by the parent/carer/student Decisions to return homeDocument the parent/carer/student’s decision, and email parents/carers (if applicable) to confirm the school’s understanding of their travel plans. If a student is returning home, their parents/carers should be encouraged to make travel arrangements as soon as possible and to inform themselves and their child about changes to travelling internationally due to COVID-19 and their home country related re-entry requirements. For more information, see Students travelling to their home countries FAQ.Decisions to stay in Victoria, including assessing homestay providers’ availability and capacity for under 18sDocument the parent/carer/student’s decision, and email parents/carers (if applicable) to confirm the school’s understanding of their decision for their child to stay in Victoria. Confirm with homestay providers their willingness to continue to host the student over the summer holidays (for under 18s).Homestay accommodation or nominated third party homestay must continue to be approved by the host school. Homestay providers should be consulted about the current arrangement and consideration given to their needs to avoid homestay burn out and sustain supply of homestay providers within your school community in the 2021 academic year. If schools are aware of any tensions or unresolved issues between students and homestay families, these should be resolved before the holidays to avoid unnecessary critical incidents or moves over this time.Changing homestay should be considered as a last resort but it is understood that some students or homestay providers may wish to take a break from the arrangement for part, or all, of the holidays. Schools should follow the steps set out in the ISP School Toolkit to facilitate a new permanent or temporary homestay arrangement.Alternative homestay providers could be sourced from a neighbouring school, ideally located relatively close to the student’s host school. Organising a new homestay provider from a school in a different area (e.g. in Melbourne or in a coastal region) can only be done with other ISP accredited schools. The student must only be moved to a homestay where the homestay checks are up-to-date and where the parents/carers of the students have approved the change. The student also needs to be consulted and to consent. Any changes must be well documented, and all notes filed in order to adhere ESOS Act 2000 and National Code requirements.Schools can allow students to make a short-term change in homestay provider with a school in another area. The host school will remain responsible for the management of a critical incident and for ensuring that the student welfare and safety are met. Host schools should consider the welfare of the student including their mental health and access to their existing support networks such as school friends and community groups. To approve a change, schools must ensure that:The receiving school is a Level 2 accredited ISP school.The relevant homestay checks are all up to date (Please refer to the ISP Homestay Policy) The host school has received written approval from the student’s parents/carers to move the student.The student has been given all the relevant emergency numbers for the host school and the receiving school.Copies of the parents/carers’ approval and a copy of the homestay check is placed in the student file.The student’s details are recorded in the ISP Student Holiday Register.Students cannot be charged any extra to what they are paying in their current homestay and it is up to the home school and the host school in which the new homestay is situated to arrange the payment of homestay fees for the new homestay. In accordance with the ISP Homestay Policy, schools are responsible for providing emergency accommodation.Ensure your school has access to temporary alternative homestay accommodation where required to ensure you can meet your welfare responsibilities and obligations to students remaining in Victoria over summer (Homestay Family Guide).The Department does not have emergency accommodation provisions for international students, however, if the school has exhausted all possible options then we recommend that you contact your cluster group members or School Support Officer for advice and support. IED can be contacted on Tel: +61 3 7022 1000 or Email: international@education..auCommercial providers can be used to source potential homestay providers, but all the usual homestay approval processes must be completed by the school in accordance with the VRQA Guidelines for the Enrolment of Students Under 18 Years of Age and Standard 5 of the National Code. These obligations cannot be delegated. Schools should follow the procedure set out in the ISP School Toolkit (ISP Homestay Procedure).Consistent with the ISP Homestay Policy, schools need to maintain an up-to-date Emergency Homestay Accommodation Register (See ISP School Toolkit) that may include homestays facilitated by nearby schools. Please note that a registered teacher should not provide homestay accommodation to any international students at your school. In exceptional situations however, where a school needs to urgently relocate a student, a Principal may approve a temporary placement with a school employee who is not a registered teacher (See VRQA Homestay and School Employees Factsheet).Step four: Prepare students for support and information available to them during the holidaysPlan for staff rosters or rotations over the summer holidays (see ‘Staff undertaking additional work during summer holidays’ under Further Information). If additional support is required from the Department to facilitate this, you must notify IED by Monday, 30 November.Student Safety Cards must be up-to-date, and students need to know what to do in an emergency. School contact lists for critical incidents need to be documented and accessible to key staff and the student. Homestay providers also need access to all relevant critical incident information and contact numbers.Where relevant, school staff must update individual students’ care/safety plans (in consultation with students, parents/carers and sharing ‘need to know’ information with their homestay providers) so they can remain in place over the holidays.The Department will maintain a list of publicly available events and activities (from 2 December 2020 to the 25 January 2021) that you may wish to share with your students. The Department will also provide interested students access to:online English language refresher courses (according to abilities and interest expressed) family/group tickets for students and their host families for entry into popular holiday activities such as zoos, sanctuaries and museums in both metropolitan and regional areasonline activities that promote student engagement and connection with their peers.Schools may wish to organise local activities and to partner with other schools hosting international students to support them to remain engaged with their peers. Any outdoor and recreational activities, camps and other excursions will need to be consistent with the School Operations Guide, particularly in relation to COVID-19 restrictions and school requirements in relation to excursions and staff to student ratios. Schools should also remain abreast of all DHHS COVID-19 advice and be mindful not to inadvertently extend the scope of the Department’s duty of care into activities where staff have little control. For specific advice, schools can contact: international.school.support@education..au Step five: Notify the Department of the students’ intentions Confirm details of each student’s summer holiday intentions by Monday 30 November logging into your school’s VISIT page and provide any updates by the Friday 11 December if a student changes plans. Steps:Navigate to the International Students TabCheck the box labelled ‘Summer Holiday’ for those students who would be staying back over the summer holidaysSchool support will be able to generate a report of all students who have been marked by individual schoolsStep six: Keep students, families and homestay providers informedSet up regular communication channels, so that everyone can be kept up to date as changes occur.Further informationVisa requirementsA student needs a valid 500 visa student to remain in Australia legally for the duration of their enrolment, including all holiday periods.All students must continue to adhere to the usual visa conditions of a 500 student visa.Schools will need to contact the Department of Home Affairs for further information about students whose visas expire during the holidays. Please see the Department Home Affairs website for contact details at: contact IED for support and advice on a case by case basis.Supporting student wellbeingAdvice for teachers and school leaders can be found in the Department’s Mental Health Toolkit. The Department has developed mental health and wellbeing resources for students, including videos on resilience, managing stress, and staying active. These can be found on the Department’s COVID-19 student facing webpage, which also provides information for students about talking to teachers and school wellbeing members and how to seek help.Victorian secondary school students with mental health concerns are able to access counselling via a voice call or video conference through the Headspace counselling partnership, or through their school’s mental health practitioner. Over the summer holidays Headspace will continue to provide a service to Victorian Government secondary schools and young people can self-refer during this time by presenting to Headspace if they haven’t already been referred by their school prior to the end of the school year.All international students have compulsory overseas student health cover and many of their policies include some form of mental health cover and /or mental health information. The Department’s preferred provider is Medibank and information on its mental health services can be accessed here.Students can also access the following resources:Lifeline: 13 11 14: call Translating and Interpreting Service (TIS) on 131 450 and ask to talk to Lifeline on 13 11 14 in the language required.Beyond Blue: 1300 22 46 36. A free interpreter service is available for Beyond Blue phone counselling, see Beyond Blue.Kids Helpline: If your student doesn’t feel confident speaking in English, Kids Helpline can also arrange a translating and interpreting service.Other providers have created a series of resources in a range of languages to help people in Australia understand how to find support in the current COVID-19 environment. These resources are available at: Punjabi, Arabic, Vietnamese, and Mandarin/Simplified Chinese.Host families and vacationsStudents may travel with their homestay family over the summer holiday period, within Victoria or interstate, with written approval from the student’s parents/carers and the school principal or assistant principal. The National Standards and the Department’s Student Travel Policy and Accommodation and Welfare Policy apply.If the student wishes to travel with their homestay family outside the nominated welfare period in their CAAW, then this would be a private matter for decision between the student’s parents/carers and the homestay family.Costs can be treated in the same manner as costs incurred by a homestay family for extracurricular activities with the family during term (e.g. such as a day trip to the zoo or Luna Park). Staff undertaking additional work during summer holidaysWhere school staff have an increased workload as a result of international students remaining onshore over the summer holiday period, schools should consider whether additional payments to affected staff members is appropriate. This may particularly be required for international student coordinators and Principal class?employees, who may have increased duties in relation to critical incidents and/or check-ins with students.A principal may approve the payment of a task-related special payment to a teacher, paraprofessional or education support class employee, in accordance with the?special payments?policy. In relation to the principal class, under clause 2.7.1 of Ministerial Order 1038, a?delegate?may approve the payment of?a gratuity to an employee in respect of definite special work that is outside the normal range of duties of the employee’s position and which is demonstrably of a higher work value.If schools need further advice regarding special payments, they should contact Schools People Services on 1800 641 943.Schools should request any required additional support on a case by case basis from the Department by Monday 30 November. In the first instance, please email: international.school.support@education..au ................
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