Application for approval for an organisation to operate a Student Exchange Programme in New Zealand

Transcription

1 Application for approval for an organisation to operate a Student Exchange Programme in New Zealand Government Approved student exchange programmes The New Zealand government recognises the value of student exchange schemes as a way of developing the global citizenship skills of its students and enhancing their understanding and respect for other cultures, and their own national identity. Students who wish to enter New Zealand under an exchange scheme must comply with immigration criteria set by Immigration New Zealand. The Education (Domestic Students) Notice 2012 notifies that students on approved student exchange schemes from 1 July 2012 are classified as domestic students and can enrol in New Zealand schools in years 9 13 as long as the exchange scheme is offered either by an approved exchange programme organisation or by a Code Signatory school. This means that: Exchange students studying in New Zealand with an approved New Zealand Student Exchange Programme (EPO) can enrol in any New Zealand school in years 9 13 as domestic students EPOs are responsible for the pastoral care of exchange students placed in schools To assist with the application please refer to: 1. The application form 2. The Exchange Student Policy 3. Code of Practice for the Pastoral Care of International Students (revised 2010) 4. Guidelines to support the Code of Practice for the Pastoral Care of International Students Schools Please submit the completed application with all supporting documents to: Post: Student Exchanges Courier: Student Exchanges International Division International Division Ministry of Education Ministry of Education PO Box Lambton Quay Wellington 6140 Wellington 6011 Or to: international.division@minedu.govt.nz FOR OFFICE USE ONLY EPO: Date received: Peer Reviewer: Approval date: Max inbound # Advisor: Peer Review Date: Approved until: 1 P a g e E P O A p p l i c a t i o n

2 Applicant Organisation Name of Organisation: Physical Address Postal Address Website Telephone Fax Mobile Name and designation of person completing this application Name Designation Telephone Mobile Name and designation of person responsible for this programme Name Designation Telephone Mobile This must be a person who has authority to sign on behalf of the organisation, eg Manager, Director, Chief Executive, Board Chairperson Details of other contacts if applicable, eg NZ District Coordinators, continue on a separate page if required Name Designation Postal Address Telephone Mobile Name Designation Postal Address Telephone Mobile 2 P a g e E P O A p p l i c a t i o n

3 PART 1: Organisational Requirements 1.1 Identify under which of the following your organisation is registered in New Zealand: An incorporated society A charitable trust Other legal entity please specify Give a brief outline of the governance structure of your organisation 1.3 Please provide evidence of an organisational structure in New Zealand that: is appropriate and effective for the size of the student exchange scheme includes delivery of pastoral care services and management of host family accommodation, and has access to communication with schools, parents and students. Please provide evidence of the support structure overseas that: is appropriate and effective for the size of the scheme includes delivery of pastoral care services, and has access to communication with schools, parents, and students off shore REQUEST - Please attach a copies of: 1. organisation structure in New Zealand 2. organisation structure networks overseas 1.4 Financial Viability REQUEST - Please attach a copy of: 3. the most recent auditor s report and/or statement from an accountant 1.5 Conflict of interest Does the organisation also provide services for fee-paying international students? If YES how will you ensure there is no conflict of interest? Yes/No 1.6 Policy and Programme The student exchange policy and programme should fit with your organisation s strategic planning and the government s criteria and goals for exchange students. The programme will be specific to your organisation s philosophy and structure. 3 P a g e E P O A p p l i c a t i o n

4 The policy should include: The key features of the exchange student programme that you arrange The outcomes of the student programme/s Target markets for students Inbound and outbound student profile The role your organisation will play in marketing and recruitment The role your organisation will play in arranging and managing accommodation REQUEST - Please attach copies of: 4. An inbound student exchange policy 5. An outbound student exchange policy 1.7 Reciprocating Countries REQUEST - Please attach a: 6. List of all reciprocating countries and provide evidence of agreements/permissions 1.8 Reciprocity of Exchange Student Numbers Indicate the number of inbound foreign and outbound New Zealand participants likely to be accepted under the exchange up to five years (NB reciprocity should be achieved within a three-year period). Year Outbound Length of exchange 201 _ 201 _ 201 _ 201 _ 201 _ Inbound Length of exchange Please confirm by ticking the boxes that your organisation will: Report annually to the Ministry of Education on your progress in meeting the 3-year targets for reciprocity of inbound and outbound students Report annually to the Ministry of Education on the student name, enrolling school, dates and length of exchange for each short-term (under 12 weeks) inbound exchange student PART 2: Recruitment and placement of Exchange Students 2.1 Provision of information to exchange students REQUEST - Please attach: 7. Initial information pack for intending inbound and outbound exchange students (electronic or printed) 4 P a g e E P O A p p l i c a t i o n

5 2.2 How will the information attached in Request 7 be provided to prospective exchange students? Website Post In person Other please specify The Initial Information Pack to Intending Exchange Students must be provided to students before they enter into any commitments with your organisation. Please provide page reference in attached information in table below, and use markers in the attached information to identify the location Application procedures Selection process and conditions of acceptance Tuition agreement that includes the outcomes of the exchange for the student and all costs to the student Circumstances in which exchange could be terminated/withdrawn and refund conditions English language proficiency or other academic requirements (if applicable Travel arrangements Medical and travel insurance Accommodation information Orientation programmes to inbound and outbound students 2.4 Screening of Exchange Students REQUEST - Please attach copies of: 8. Exchange student screening policy and procedures Please provide page reference in attached information in table below, and use markers in the attached information to identify the location Places on outgoing exchanges are only available to New Zealand Citizens and residents enrolled in years 9 13 of a New Zealand School 5 P a g e E P O A p p l i c a t i o n

6 2.4.2 Please detail the ages of exchange students you intend to select. NB Students will not be eligible as an exchange student if their arrival in New Zealand or the host country falls within a period ending on 1 January after the student s 19 th birthday Students must be considered to have the potential to benefit and to bring benefits to the exchange Domestic students or foreign nationals while visiting or studying in New Zealand may not apply for a place or be accepted on and inbound exchange Exchange students seeking to continue their study in New Zealand are not eligible to extend or apply for another inbound exchange Exchange students that are required to terminate an exchange early will not be eligible for another place on a government approved exchange scheme 2.5 Please confirm, by ticking the box, that you will seek a School Board s approval before arranging host families in a school s catchment area 2.6 When enrolling exchange students organisations must provide or ensure the school provides the exchange student with the following information: Please provide page reference in attached information in table below, and use markers in the attached information to identify the location Name and contact details of person/unit responsible for pastoral care Emergency contact details 24/ Specifying the date from which the student s attendance is required Student attendance and non-attendance procedures Grievance procedures 2.7 How will you ensure that exchange students have the same access as domestic students to English language support and entry to examinations and qualifications? 6 P a g e E P O A p p l i c a t i o n

7 2.8 Information about Exchange Students Please confirm, by ticking the box, that you will hold current exchange students details: Full name of student Passport and visa details (photocopy of title page and visa) Host family address and contact phone number(s) Parent address and phone number(s) including emergency contact details 2.9 Travel Arrangements What procedures do you have in place to ensure appropriate travel arrangements are in place for exchange students? 2.10 Insurance How will you ensure that exchange students have medical and travel insurance in place which: i. Meets the appropriate level of cover and ii. Is in place for the planned period of study? 2.11 Termination of Student Exchange What are your procedures for terminating a student s exchange? 2.12 Risk Management Ministry of Education risk management guidelines are detailed in Education Outside the Classroom: What are your procedures for managing risk? 7 P a g e E P O A p p l i c a t i o n

8 2.13 Immigration Requirements For details of Immigration requirements refer to: Please confirm, by ticking the box, that you will provide each inbound exchange student with an offer of place letter providing details of the exchange What procedures do you have in place to ensure that inbound exchange students will have a current visa appropriate to their requirements for the duration of their stay? What procedures do you have in place to ensure that outbound exchange students have the appropriate immigration requirements for their stay in the host country? Please confirm, by ticking the box, that you will advise New Zealand Immigration service immediately if a student is found not to hold a valid visa, or if a student has terminated their study before course completion. PART 3: Contracts REQUEST - Please attach copies standard contracts with: 9. Schools 10. Parents/guardians 11. Host families 12. Accommodation or other agents if applicable PART 4: Welfare 4.1 Availability of Support Services How will you ensure local assistance in the form of pastoral care and counselling networks is available to inbound exchange students commensurate with the size of the programme? 8 P a g e E P O A p p l i c a t i o n

9 4.1.2 Please provide details of overseas agencies/organisation which provide support to New Zealand exchange students in those overseas countires in which exchanges are planned? REQUEST - Please attach copies of orientation and support programmes for: 13. Inbound students 14. Outbound students Please provide page reference in attached information in table below, and use markers in the attached information to identify the location Travel arrangements from natural to host families /7 Emergency contact procedures Medical and travel insurance requirements/limitations School details including curriculum Cultural/cross-cultural information Student support services locally Host family information (or other accommodation if applicable) including host family responsibilities/limits Complaints/grievance procedures Withdrawal and termination procedures 4.2 New Zealand programmes to incoming exchange students should, in addition, include advice and information on: Please provide page reference in attached information in table below, and use markers in the attached information to identify the location Personal health services Road traffic safety including driving/pedestrian and cycling safety New Zealand law such as on the sale of alcohol and tobacco How to address harassment and discrimination 9 P a g e E P O A p p l i c a t i o n

10 4.3 School Liaison What processes do you have in place for communicating and liaising with host schools on matters relating to students personal and educational welfare? 4.4 Monitoring Attendance to Ensure Student Welfare What processes are in place for checking students are meeting course requirements including attendance? 4.5 Communicating With Parents What is your system for maintaining currency of communication arrangements with parents of exchange students both on a regular basis and in an emergency? 4.6 Students At Risk How will you be alerted if an exchange student has been or is likely to be harmed, or neglected? What is your procedure to follow up and if necessary report to Child, Youth and Family (CYFS) or to the NZ Police? 4.7 Reporting Serious Concerns What processes do you have in place for reporting serious exchange student welfare concerns to the Ministry of Education? PART 5: Accommodation REQUEST - Please attach copies of: 15. Accommodation policy 16. Job description of the person designated to manage accommodation 10 P a g e E P O A p p l i c a t i o n

11 5.1 The Accommodation Policy should include but not be limited to the following: Please provide page reference in attached information in table below, and use markers in the attached information to identify the location Selecting and monitoring accommodation to provide a safe physical and emotional environment Recording and reporting of police vetting, accommodation inspections and student interviews Weekend and school holiday arrangements if/as required Student withdrawal from accommodation Reporting serious concerns about accommodation Dealing with unsafe/emergency situations 5.2 Name the designated person responsible for managing host family and/or other accommodation arrangements 5.3 Please confirm, by ticking the box, if accommodation arrangements have been delegated to an agent that your organisation will monitor their work to ensure compliance with the accommodation policy for exchange students 5.4 Host Families REQUEST - Please attach copies of: 17. Host Family Support Handbook 18. Schedule of host family support meetings 19. Host family assessment and monitoring tools 20. Student interview form Please confirm, by ticking the box, that you will ensure that a school s board supports the exchange before arranging host families for exchange students in the school s catchment area Please provide page reference in attached information in table below, and use markers in the attached information to identify the location Establish a support infrastructure for host families Determine that the host residence is not a boarding establishment Police vetting of all persons aged 18 or over resident in the host family household 11 P a g e E P O A p p l i c a t i o n

12 5.4.4 On-site assessments of the suitability of a host family residence Assessment of whether a host-carer will provide a safe physical and emotional environment Maintain at all times up-to-date information on host families name, address and contact details Meet with exchange students quarterly to ensure the accommodation is still suitable Conduct follow-up visits if it is suspected that the accommodation has become unsuitable 5.5 Policy Vetting of Host Families REQUEST - Please attach copies of: 21. Letter of authorisation from the New Zealand Police vetting authority 22. Consent to disclosure Please confirm, by ticking the box, that you will undertake policy vetting of all persons aged 18 and over resident in host families PART 6: Grievance Procedures REQUEST - Please attach copies of: 23. The complaints procedure of your organisation 24. The complaints procedure of the host school 6.1 Exchange students must have access to the following grievance procedures: the complaints procedure of your organisation (EPO) the complaints procedure of the host school How are students made aware of and provided with access to each of the above contact details and procedures? PART 7: Maintaining Approval Maintaining government approval (which is for a period of up to five years) and the renewal of approval is dependent upon ongoing compliance with the requirements of the exchange student policy REQUEST - Please attach copies of: 25. The review policy and procedures of your EPO 26. Review tools such as student evaluation templates 12 P a g e E P O A p p l i c a t i o n

13 7.1 Please confirm, by ticking the box, that your organisation will at least annually review their own performance and the accuracy and relevance of all information provided to prospective and enrolled exchange students to ensure compliance with the exchange student policy. The outcomes of this review must be recorded in a form that can and must be made available to the Ministry of Education if requested. An Annual Attestation must be returned to the Ministry of Education when requested that includes annual actual numbers of inbound and outbound students. PART 6: Indemnity Please confirm the following by ticking the box 6.1 Your organisation, should your exchange application be approved, will indemnify the Ministry of Education against all expenses, losses, damages and costs incurred by or awarded against the Ministry of Education arising out of any claim by any person in relation to: The manner of the organisation s performance of any of the organisation s obligations of its approval, as an exchange programme organisation Any false, misleading or deceptive conduct of the organisation Statutory declaration When you have completed this statutory declaration please take it to a Justice of the Peace, Solicitor, Registrar or Deputy Registrar of the Court to be witnessed. The declaration must be completed by a person who has the authority to sign on behalf of your school (eg Board of Trustees Chairperson, Manager, Director, Chief Executive). I, - (full name) (position) of (name of organisation) solemnly and sincerely declare that the information contained in this application is true and correct to the best of my knowledge and belief. I make this solemn declaration conscientiously believing the same to be true and by virtue of the Oaths and Declarations Act Signed for and on behalf of the applicant by: Name: Signature: Declared at: this day of 20 Witnessed by: Name: Signature: Justice of the Peace Solicitor Registrar or Deputy Registrar of the Court 13 P a g e E P O A p p l i c a t i o n

14 Application Checklist Requested Attachments Request Information required 1 New Zealand organisation structure 2 Overseas organisation/support networks 3 Most recent Auditor s report or Accountant s statement 4-5 Inbound and outbound student exchange policies 6 List of all reciprocating countries and evidence of agreements 7 Initial information for intending inbound and outbound exchange students 8 Exchange student screening policy and procedures 9 12 Standard contracts with: schools, parents/guardians, host families, accommodation or other agents Orientation and support programmes for inbound and outbound students 15 Accommodation policy 16 Job description of the person designated to manage accommodation 17 Host family support handbook 18 Schedule of host family support meetings 19 Host family assessment and monitoring tools 20 Student interview form 21 Letter of authorisation from New Zealand Policy vetting authority 22 Consent to disclosure 23 Complaints procedure for your organisation 24 Complaints procedure for the host school 25 Your organisation s review policy and procedures 26 Review tools such as student evaluation templates 14 P a g e E P O A p p l i c a t i o n