GUARDIAN APPLICATION
1. PURPOSE adequately supervised and of benefit to the student. This Policy describes the School’s expectations regarding the 12. In consultation with the student’s parents, the guardian may provision of a guardian for all students whose parents live be responsible for school holiday arrangements and any other overseas, and ensures compliance with regulations mandated by time that the student is away from School, ensuring that the Government authorities. student is appropriately cared for during that time. 2. SCOPE 13. The guardian may be required to advise the student generally This Policy applies to all students whose parents do not live in about personal matters including, but not limited to; travel, Australia. These students are required to have a guardian to act transport and safe-keeping of property. on behalf of their parents, even if the student is over the age of 14. The guardian must be able to give authority for emergency 18 and is intended to ensure the welfare of our students by the medical procedures, as well as consent for any medical School. treatment. 15. The guardian must be able to pay minor expenses and liaise 3. DEFINITIONS with the student’s parents on such matters. Guardian: A parent appointed representative, who is required to 16. To be a guardian a person must: act in the student’s interests and act on behalf of the student’s • be appointed by the student’s parents; parents when necessary. • be aware of a guardian’s responsibilities and act accordingly; Exeat: Permission for temporary absence from GGS for one or • meet the criteria listed above in points 1 - 15 and have more nights’ duration. completed all associated relevant documentation (see 4. POLICY STATEMENT section 7 below). All students enrolled at Geelong Grammar School whose parents 17. Parents may change their child’s guardian at any time live overseas are required to have a guardian. If your guardian provided the School is notified, the School Guardian policy is a close family member you can apply via the Department of conditions are met and a new Guardian Application Form is Immigration and Citizenship (DIAC) as a nominated guardian. completed. Please visit www.immi.gov.au for further information. If you 18. Nomination and appointment of any person as a guardian by nominate via DIAC you must notify the School. The guardian is a student’s parents does not mean that person is deemed required to look after the student’s welfare and is expected to fulfil suitable to act as a guardian by the School. In all respects the following responsibilities: it is a matter for parents to select and approve a guardian, 1. The guardian must obtain a Working with Children Check including circumstances where the School has been (WWC). requested by parents to suggest or recommend a particular 2. The guardian must be over 25 years of age. person prepared to act as guardian. 3. The guardian acknowledges the School must comply with the 19. The School reserves the right, at its sole discretion, to deem a National Code of Practice, and will permit and cooperate in a person unsuitable to be a guardian. residential visit by the School. Forms relating to this Policy are described in section 7 - 4. The guardian must be an Australian Citizen or a Permanent Associated Documents Resident of Australia; preferably live in Victoria and be easily 5. RESPONSIBILITY contacted. Those responsible for this Policy are the Principal, Vice Principal, 5. If the guardian is away from their residence for a period Heads of Campus, Commercial Director, Risk Manager, Registrar of time that is greater than 3 days or is not contactable, a and Director of Student Wellbeing at Geelong Grammar School. replacement must be nominated and the School notified of Parents are invited and guardians should attend the School for this change. The same conditions apply for the replacement a meeting about “their role as a guardian at Geelong Grammar as the permanent guardian. School”, with the Director of Student Wellbeing and other 6. The guardian must be able to communicate effectively members of staff; which is held on the last day of the orientation with the School in English and with the student, and have programme. empathy with the student’s culture and religion. 7. The guardian must be prepared to work with the student and 6. COMPLIANCE REQUIREMENTS the School as required, and particularly with respect to illness, Education Services for Overseas Student Act 2000 grievances, behaviour, unhappiness or discipline. National Code of Practice for Registration Authorities and 8. The guardian may be required to respond to a request from Providers of Education and training to Overseas Students 2007 the School to accommodate the student as a consequence (http://aei.gov.au/AEI/ESOS/NationalCodeofPractice2007/ of illness, school suspension or any other matter for an default.htm) unspecified period of time. 7. ASSOCIATED DOCUMENTS 9. The guardian must liaise regularly with the student’s parents • Guardian Application Form - (Part 1 and 2) attached and the student’s Head of House or Unit on all matters. • Guardian Residential Visit Form - (Part 3) attached 10. The guardian may be required to attend Parent/Teacher • Child Safety Policy (enclosed) evenings to discuss the academic and social progress of the • Working with Children Check (WWC) Application Form student. available on WWC website www.workingwithchildren.vic.gov.au 11. In consultation with the student’s parents, the guardian must • Follow up letter after visit (not enclosed) be responsible (or arrange designated responsibility) for • Annual Student Questionnaire (not enclosed) exeat arrangements and ensure that such are appropriate,
CRICOS 00143G ABN 92 004 971 500 EXEATS AND EXEAT PROCEDURE
EXEAT The Latin word exeat (may he/she exit) is a temporary leave of absence from school. Exeats may be a daytime outing or an overnight stay. The School also has a “mid-term exeat” when students are required to leave the School for an extended weekend break, providing them with an opportunity to rest and spend time with family and friends.
Parents, guardians and students are encouraged to plan exeats well in advance. If possible, they should be planned at the beginning of term for the entire term, with transport booked accordingly. • All exeats MUST be arranged through the School’s online Community Portal (under the My Child tab) • The management of students while on exeats is the responsibility of parents or guardians once students leave the Boarding House • Travel arrangements to and from exeat destinations are the responsibility of parents/guardians and students are in the care of their parents/guardians while in transit • Heads of House will only intervene if the exeat arrangements have the potential or real prospect of damaging the productive activities that students engage in at school • Heads of House may deny exeats if they think that a break from school is not appropriate under the circumstances • The Head of Campus must approve early departures and/or late arrivals for all exeats
APPLICATION FOR EXEATS The application for an exeat is to be made by parents/guardians via the School’s online Community Portal. Details of travel arrangements are required by 9.00am on the Thursday prior to the weekend of the proposed exeat. Exeat application procedures are clearly described on the Portal. If parents or guardians have any difficulty accessing the Community Portal they should contact [email protected]
MID-TERM EXEAT AND SCHOOL HOLIDAYS Students must leave the school campus/boarding facilities for both the mid-term exeat and the school holidays. Parents/guardians must complete the transfer of duty of care form for the School holidays as for all other exeats.
CHECKLIST
Parents, please complete, sign and return Part 1 of this form. Guardians, please complete, sign and return Part 2 and Part 3 of this form. Please retain a copy for your records.
Please return as soon as possible to: Admissions Office Geelong Grammar School 50 Biddlecombe Avenue, Corio VIC 3214 Fax +613 5275 6151 Email [email protected]
CRICOS 00143G ABN 92 004 971 500 GUARDIAN APPLICATION
To be completed by all parents who live overseas and by the nominated guardian as acceptance of their nomination.
PART 1: APPOINTMENT OF GUARDIAN BY PARENT Parent Details: (Please print)
I, hereby appoint Parent name
Guardian name to act as guardian for Student name while he/she is enrolled at Geelong Grammar School.
Signature Date
IMPORTANT - Parent please indicate your request: I DO I DO NOT wish the guardian to receive copies of my child’s School Reports.
Guardian Details: (Please print)
Name
Address
Postcode Telephone (Home) Telephone (Business)
Mobile Email for School correspondence
Relationship to family or student (if any)
PART 2: ACCEPTANCE OF APPOINTMENT AS GUARDIAN WITH ASSOCIATED RESPONSIBILITIES
I, accept the appointment by Guardian name
Parent name to be the Guardian of Student name while he/she is enrolled at Geelong Grammar School.
I understand that my guardianship will begin on (date) and cease on (date)
I understand that in accepting this role, I assume the responsibilities, as listed below.
1. I must obtain a Working with Children Check (WWC). 8. I am able, if required, to respond to a request from the School 2. I am over 25 years of age. to accommodate the student for illness, School suspension or 3. I must comply with National Code of Practice (Standard 5.1,c) any other matter for an unspecified period of time. and permit and acknowledge a residential visit by the School. 9. I will liaise regularly with the child’s parents and the child’s Which day is the most suitable for a visit? Head of House or Unit on all matters. 10. I am able if required to attend Parent/Teacher evenings to Please indicate time discuss the academic and social progress of the student. 9.00-12.00pm 2.00-5.00pm 5.00-8.00pm 11. In consultation with the student’s parents, I am responsible for exeat arrangements and ensuring that such are 4. I am a Permanent Resident or Citizen of Australia and can be appropriate, adequately supervised and of benefit to the child. easily contacted. 12. In consultation with the student’s parents, I may be 5. If I am away from my residence for a period of time that is responsible for School holiday arrangements and any other greater than 3 days or I am not contactable, a replacement time that the child is away from School, ensuring that the will be nominated and the School notified of this change. The student is appropriately cared for during that time. same conditions apply for a replacement as for a permanent 13. I may be required to advise the child generally about personal guardian. matters including, but not limited to; travel, transport and 6. I am able to communicate effectively with the School in safe-keeping of property. English and with the student, and have empathy with the 14. I am able if required to give authority for emergency medical student’s culture and religion. procedures, as well as consent for any medical treatment. 7. I am prepared to work with the child and the School as 15. I will be able to pay minor expenses and liaise with the required, and particularly with respect to illness, grievances, student’s parents on such matters. behaviour, unhappiness or discipline.
I have read and accept the above responsibilities.
Guardian signature Date
CRICOS 00143G ABN 92 004 971 500 GUARDIAN RESIDENTIAL CHECK/VISIT
PART 3: GUARDIAN RESIDENTIAL VISIT FORM (National Code of Practice 2007, Standard 5.1,c) Guardian check of home: Guardians please complete the guardian section of this form.
The Guardian’s residence will be visited by Completed by Completed by a nominated GGS representative Guardian GGS Representative
ACCOMMODATION Yes No Yes No Does the student have his/her own bedroom? Does the student share a room with a person or persons of the same sex? Does the student have his/her own bed? Is access to night time bathroom facilities via an adult’s bedroom? Is access to a bedroom or other room used by adults or people of the opposite sex via the young person’s bedroom? Is adequate privacy for dressing and undressing provided? Are storage facilities for the student’s belongings provided? Is the accommodation clean and comfortable? Is there adequate heating and cooling? Is there access to kitchen and laundry facilities? Are there adequate living areas? Are there adequate bathroom facilities?
EMERGENCY PROCEDURE Is there an emergency plan for the residence and an exit route in case of emergency? Are fire/smoke alarms present and active? Is the guardian aware of any special medical requirements for the student?
COMMUNICATION Is there a telephone in the residence? Is there a computer or computer access in the residence? Is the main spoken language of the residence English?
TRANSPORT Is there a registered and insured vehicle available to transport the student? Does the guardian or nominated driver hold an valid Australian driver’s licence? Is there access to public transport?
COMPLIANCE Does the guardian hold a Working with Children Check? Is the guardian over 25 years of age?
OTHER RESIDENTS Has the guardian communicated the responsibilities associated with guardianship to all other members of the household and are they agreeable to that responsibility?
I have checked my residence and agree that everything ticked above is a true representation of my home, environment and conditions.
Guardian name
Guardian signature Date
GGS HOME VISIT (to be completed by GGS representative) I have visited the guardian’s residence and reviewed the items as listed on the Guardian Residential Check/Visit Form. A follow up letter will be forwarded to the guardian to acknowledge my visit by the School.
Representative name Signature
ACKNOWLEDGEMENT OF VISIT (to be completed by guardian) I accept that the nominated GGS representative has visited my residence and everything listed above is accurate and if it is subject to any change I will inform the Risk Manager at GGS prior to the change.
Guardian name
Guardian signature Date
CRICOS 00143G ABN 92 004 971 500