Under 18 Student Support Procedure

1. The purpose of our procedure

This procedure outlines the processes Adelaide University uses to ensure the safety, wellbeing and appropriate academic and personal support of students who are under the age of 18 years.

Please read this procedure in conjunction with our:

• Admissions Policy

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to:

• all Adelaide University students who are under 18 years of age
• international applicants under 18 years of age who are offered admission to study at Adelaide University
• staff members involved in teaching, supervising, supporting or administering services for students under 18 years.

2.2 Exclusions

• Nil

3. Our Under 18 Student Support Procedure

3.1 Identification of students under 18 years

Prior to the commencement of each study period, Adelaide University will take all reasonable steps, through relevant University administrative processes, to identify students under 18 years of age enrolled in courses and, where appropriate, notify relevant teaching and professional staff of their presence so that appropriate support can be provided.

3.2 Student support

• Adelaide University recognises that students under 18 years of age are minors and may require additional support during their transition to university study.
• Staff should encourage students under 18 years of age to access Adelaide University support services and information to assist their transition to university study.
• Domestic students under 18 years of age may access existing Adelaide University support services where required. The University does not assume responsibility for accommodation or welfare monitoring for domestic students.
• Additional welfare monitoring, accommodation oversight and advisory responsibilities apply only where Adelaide University has accepted responsibility for international students under the Education Services for Overseas Students (ESOS) Act and the National Code of Practice for Providers of Education and Training to Overseas Students (for example through a Confirmation of Appropriate Accommodation and Welfare (CAAW) arrangement).
• All international students under 18 years of age must participate in the international student orientation program.
• International students under 18 years of age for whom Adelaide University has accepted welfare responsibility (for example, through a Confirmation of CAAW arrangement) will be assigned an adviser, either within Adelaide University or through a service provider engaged by the University. The adviser will organise regular meetings to discuss, as applicable, accommodation, welfare, academic progress and course planning. Records of these meetings will be retained on the student record.
• Teaching staff will be aware of students under 18 years of age in their courses and report concerns regarding attendance, academic progress or welfare to the appropriate Adelaide University support service.
• Unless required by law, a student’s personal information will not be disclosed without the student’s written consent, except where there are serious and evidence-based concerns about the student’s safety or welfare, and in accordance with our Privacy Policy.

3.3 Student safety and wellbeing

• Adelaide University will ensure that students under 18 years of age and, where appropriate, their parents or legal guardians are provided with emergency contact details and clear information explaining processes for reporting incidents or allegations of sexual, physical or other abuse.
• Emergencies involving students under 18 years of age will be managed in accordance with relevant Adelaide University policies and procedures, including the Student Critical Incident Policy and the Gender-Based Violence and Sexual Harm Policy.
• Parental or guardian consent must be obtained for students under 18 years of age to participate in off-campus activities such as field trips, placements, work integrated learning (WIL) activities or sporting activities. Participation in such activities must be supervised by the Adelaide University staff member responsible for the activity, and may be subject to additional restrictions for international students where welfare arrangements apply. Students under 17 years are not permitted to attend overnight activities unless accompanied by a parent or legal guardian.
• Domestic students under 18 years of age who are living away from their parents or legal guardians are encouraged to engage with Adelaide University support services. Where appropriate, the University may provide information and referrals to assist these students in accessing suitable support during their studies.

3.4 Accommodation arrangements (international student visa holders)

The following provisions apply to international students under 18 years of age.

• Before accepting an offer, international applicants under 18 years of age must inform Adelaide University of their accommodation arrangements, which must be approved by Adelaide University and be either:
  • With a nominated guardian (parent, legal custodian or eligible relative) approved by the Australian Government in accordance with the Australian Migration Regulations
  • in Adelaide University approved accommodation.
• Adelaide University will ensure University arranged accommodation arrangements are appropriate prior to approval and will reconfirm their suitability at least every six months until the student turns 18 years.
• A student residing with a nominated guardian must provide required Australian Government documentation for recording on the student record.
• Adelaide University will ensure that Working with Children Checks (WCCs) are obtained, recorded and maintained for homestay hosts and relevant staff involved in accommodation arrangements, including where students are placed with approved accommodation providers.  The University will retain copies of these checks or obtain appropriate confirmation from providers to verify compliance with Working with Children framework in South Australia. Adelaide University will issue a CAAW letter with the Confirmation of Enrolment (CoE) where the University accepts responsibility for welfare and accommodation.
• Before accepting a student under 18 years of age with an existing CAAW, Adelaide University will negotiate a transfer date with the current provider to align the end date of the existing CAAW with the start date of the new CAAW.
• A student wishing to change accommodation arrangements must first seek approval from Adelaide University. If the change is not approved, the student must remain in their current accommodation arrangement.
• If Adelaide University is unable to contact a student and there are concerns for the student’s welfare, all reasonable steps will be taken in accordance with the Student Critical Incident Procedure, including notifying parents or legal guardians and relevant authorities.
• If a student with a CAAW has their enrolment suspended or cancelled, Adelaide University will continue to take responsibility for the student’s welfare and accommodation arrangements until one of the following occurs:
  • The student is accepted by another registered education provider who takes on the responsibility for approving the student’s welfare and accommodation arrangements.
  • The student’s parent or legal guardian makes other suitable arrangements in accordance with Australian Government requirements.
  • The student turns 18 years of age.
  • The student leaves Australia.
  • Adelaide University reports to the Australian Government that it is no longer able to approve the welfare and accommodation arrangements of the student.
  • Adelaide University is unable to contact a student and has taken the required action.
• Adelaide University may terminate a CAAW only in the following circumstances:
  • Alternative welfare and accommodation arrangements have been put in place.
  • The student refuses their accommodation or leaves the accommodation without notice after all possible avenues for assisting the student to maintain accommodation arrangements have been exhausted.
  • The accommodation provider is unable to maintain arrangements.
  • The student’s enrolment is suspended or cancelled.
  • The student has gone missing from their accommodation and cannot be found or contacted after activation of the Student Critical Incident Procedure.
• When terminating a CAAW, Adelaide University must make all reasonable efforts to immediately notify the student’s parents or legal guardians and must notify the relevant Australian Government department within 24 hours. Terminating a CAAW may result in the cancellation of a student visa. 

4. Who holds a responsibility within this procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

4.1 The adviser for international students under 18 years of age for whom Adelaide University has accepted welfare responsibility is required to:

• conduct regular welfare and academic support meetings with international students under 18 years of age until they reach the age of 18
• maintain accurate records of meetings and support provided
• organise and monitor welfare arrangements in collaboration with relevant University services
• liaise with teaching staff regarding attendance, academic progress and emerging concerns.

4.2 The teaching staff is required to:

• be aware of students under 18 years of age in their courses where this has been identified to them by the relevant University service, and of their potential additional support needs
• encourage students to engage with Adelaide University support services where appropriate
• raise concerns regarding attendance, academic progress or welfare through the relevant University support channels.

4.3 The Director, Accommodation Services (or delegate), is required to:

• approve, organise and monitor accommodation arrangements for international students under 18 years
• ensure Working with Children Checks are obtained recorded and maintained for homestay hosts and relevant staff involved in accommodation arrangements, and that the University retains copies of these checks or obtains appropriate confirmation from approved accommodation providers to verify compliance with the Working with Children framework in South Australia
• ensure issuance and management of Confirmation of Appropriate Accommodation and Welfare (CAAW) documentation in accordance with university processes and the Delegations Register
• respond to welfare concerns and coordinate with emergency services, in collaboration with relevant areas of the University, as required.

4.4 The Deputy Vice Chancellor – Student Experience and Success (or delegate), is required to:

• oversee the implementation of this procedure
• ensure compliance with relevant legislative and regulatory requirements
• approve updates to this procedure in response to regulatory or organisational change.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Confirmation of Appropriate Accommodation and Welfare (CAAW) means an official document issued by Adelaide University to under 18 international students as required by the Australian Government where Adelaide University is accepting welfare responsibility.

Confirmation of Enrolment (CoE) means an official document issued by Adelaide University to international students to confirm enrolment status as required by the Australian Government for student visa holders.

Personal Information means any information (including an opinion) about an identified or identifiable person.

Work Integrated Learning (WIL) Work Integrated Learning (WIL) is an umbrella term for a pedagogical approach that combines theoretical learning of a discipline or professional context with practical experience, either actual, simulated and/or virtual, as a planned part of the curriculum. This approach helps students apply academic concepts to real-world work and professional situations, enhancing their skills, employability and understanding.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to our procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

8. History of changes