b) providing an option for homestay accommodation to other ākonga nō tāwāhi and domestic ākonga for the first month of their enrolment dependent on availability, if required.
c) providing a 24/7 emergency contact person for any issues or concerns with homestay accommodation or ākonga issues or concerns
d) selecting, monitoring and approving all recommended homestay accommodation, including recording the results of all homestay assessments and reassessments
e) ensuring that all homestay accommodation host family members are police vetted, every two (2) years* by the Homestay Service and reviewed for suitability
f) providing a support infrastructure for homestay hosts
g) providing a supportive infrastructure for all ākonga in homestay accommodation
h) ensuring that no more than four (4) ākonga are accommodated in the same homestay accommodation
i) conduct an annual survey for ākonga in homestay accommodation at completion of their stay; feedback will be used to improve services and homestay accommodation experiences.
j) ensuring that homestay ākonga understand the guidelines, expectations, and processes of their homestay accommodation within the first week of arrival or during orientation and induction.
k) dealing with all homestay host and family queries, issues, and concerns
l) where ākonga behaviour or demands are such that the homestay hosts cannot reasonably be expected to have the ākonga in their home, the Homestay Service will arrange alternative accommodation for ākonga (refer to Clause 2)
m) maintaining a record of the full name, current address, contact phone number, occupation, and relationships of the host family household.
n) conducting an annual onsite assessment of the dwelling and the host to determine that homestay accommodation living conditions are of an acceptable standard and that:
* if ākonga is under eighteen (18) then the dwelling assessment with occur every six (6) months.
o) conducting follow-up visits if there are reasonable grounds to suspect that the homestay accommodation has become unsuitable. If so, the Homestay Service resolution process will be followed.
2. Homestay Service Resolution process
2.1. The Homestay Service as soon as practically possible and dependent on the situation, will discuss the issue/s or concern/s identified with the homestay host to try to resolve the issue/s or concern/s.
2.2. If not resolved the Homestay Service will consult with the Director: Learner Success.
2.3. If required, the Homestay Service will arrange alternative accommodation for ākonga.
3. Responsibilities of Homestay Host
The homestay host is responsible for:
a) informing the Homestay Service
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if there are any changes in circumstance for anyone currently residing in the homestay accommodation i.e. anyone turning 18 years old or additions to homestay accommodation household, especially when anyone living at the homestay accommodation is eighteen (18) years or over as they will require Police vetting check.
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immediately if there are any issues or concerns about the ākonga e.g., medical condition, misconduct, homesickness, depressed.
b) providing a safe living and studying environment and looking after ākonga to the best of their ability.
c) providing day-to-day care including:
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transport arrangements (car, taxi, bus) to and from Otago Polytechnic for the first few days, and every day for short courses for ākonga nō tāwāhi
d) Treating ākonga with respect and making them feel comfortable and part of the host family.
d) Homestay hosts are not expected to:
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cook special food specifically for ākonga, unless previously agreed for allergy, health, or cultural requirements
4. Responsibilities of Homestay Akonga
Homestay ākonga are responsible for:
a) attending a homestay accommodation orientation with the Homestay Service
b) signing a Homestay Contract
c) attending an interview with the Homestay Service
d) paying their homestay fees four (4) weeks in advance
e) providing two (2) weeks’ written notice to the Homestay Service if they wish to discontinue living in the homestay accommodation for whatever reason (for ākonga nō tāwāhi under 18 years old refer to Clause 4).
f) informing the Homestay Service of any issues, concerns or queries regarding the homestay accommodation or host family as soon as possible
5. Ākonga Nō Tāwāhi Under Eighteen (18) Years
a) As specified in the Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021, ākonga nō tāwāhi under eighteen (18) years of age must be in Otago Polytechnic approved homestay accommodation. They will not be permitted to rent a flat/room/house/apartment or to live on their own while studying at Otago Polytechnic (refer to Section Ākonga Under Eighteen (1) Years of Age).
b) If ākonga nō tāwāhi under eighteen (18) years of age wish to leave homestay accommodation permanently and refuses the offer of alternative homestay accommodation their enrolment will be terminated. This is due to Otago Polytechnic being unable meet the requirements of Pastoral Care Code Outcome 12. 50.a). The exception ākonga finding and having approved by the Homestay Service a homestay accommodation caregiver.
c) Where the ākonga nō tāwāhi nō tāwāhi under 18 years of age wishes to discontinue living in homestay accommodation due to ongoing issues or concerns in the homestay accommodation for whatever reason homestay hosts and ākonga must be willing to participate in a Homestay Service family resolution process (refer to Clause 2).
d) The Homestay Service will arrange individual meetings with the homestay host, Student Advisor International (if applicable) and ākonga nō tāwāhi every six (6) months for a health and welfare check-in (excludes ākonga nō tāwāhi enrolled in short courses).
e) If issues or concerns are identified that cannot be resolved in a timely manner all parties concerned will be required to participate in a Homestay Service family resolution process (refer to Clause 2).
f) The Homestay Host must provide suitable accommodation for ākonga nō tāwāhi under eighteen (18) years of age as outlined in the Homestay Accommodation contract and as outlined in Clause 3.
g) The Homestay Host is responsible for:
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notifying Otago Polytechnic if there are any changes in circumstance for anyone currently residing in the homestay accommodation i.e. anyone turning 18 years old or additions to homestay accommodation household, especially when anyone living at the homestay accommodation is eighteen (18) years or over as they will require a Police vetting check.