Homestay Accommodation for International/Ākonga nō tāwāhi and Domestic Learners/Ākonga Policy

Section
Corporate
Approval Date
13 February 2025
Approved By
Executive Director
Next Review
30 November 2027
Responsibility
Deputy Executive Director: Learner Experience
Baldrige Criteria
Customer focus
Purpose

The purpose of this policy is to provide guidelines for those involved in providing homestay accommodation for international learners (ākonga nō tāwāhi) and domestic learners (ākonga) studying at Dunedin and Central Otago campuses. 

Auckland International Campus (AIC) does not have the provision to offer homestay accommodation.  

This policy will also ensure that there are systems and processes in place to: 

  • provide a suitable living environment conducive to study and a safe and supportive home life for ākonga. 

  • assist ākonga to successfully integrate into the New Zealand way of life. 

  • involve the Homestay host in the welfare of ākonga who are away from family and/or home country. 

Compliance
Definitions

Homestay Accommodation: homestay accommodation provider/homestay host approved by the Homestay ServiceThis can be either: 

a) residential home with an approved Homestay host or  

b) a designated caregiver with the written consent of ākonga parent/legal guardian.  

 

Homestay Family/Families: Refers to every member staying within the homestay accommodation (host family), including family members, other ākonga, boarders, any person regularly staying overnight or flatting.  

 

Homestay Host: Person responsible for the Homestay Accommodation Contract with Otago Polytechnic.  

 

Homestay Service: Refers to the Otago Polytechnic Homestay Service. 

Policy

1.  Responsibilities of Homestay Service 

 The Homestay Service is responsible for 

a) arranging homestay accommodation for all ākonga tāwāhi under eighteen (18) years of age 

b)  providing an option for homestay accommodation to other ākonga 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: 

  • the dwelling is not a boarding establishment  

  • a safe, physical, and emotional environment is provided, as outlined in the Pastoral Care Code  

* 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 

  • of anyone residing in the homestay accommodation who is eighteen (18) years or over for Police vetting checks. 

  •  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. 

  • 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: 

  • three (3) meals a day 

  • own room 

  • bed and warm bedding 

  • study desk and chair 

  • adequate bedroom furniture to store clothes, i.e., wardrobe and drawers 

  • adequate lighting and heating 

  • 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 

  • basic toiletries, these must include toilet paper and hand soap/liquid handwash 

  • laundry facilities and washing powder/liquid 

  • reasonable internet access, covering all costs. 

d) Treating ākonga with respect and making them feel comfortable and part of the host family. 

d) Homestay hosts are not expected to: 

  • pay for toll calls from landlines or mobile phones or mobile phone calls 

  • cook special food specifically for ākonga, unless previously agreed for allergy, health, or cultural requirements 

  • insure ākonga belongings or pay for damage to property or losses caused by ākonga 

  • offer accommodation to visiting family and friends of ākonga 

  • comply with unreasonable requests 

  • provide toiletry products and/or sanitary products (if applicable). 

 

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 

g) behaving in accordance withOtago Polytechnic Learner Rights and Responsibilities. 

 

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 terminatedThis 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: 

  • not leaving ākonga nō tāwāhi alone overnight  

  • arranging with the Homestay Service for a suitable caregiver when they are away from homestay accommodation overnight/s 

  • not permitting ākonga nō tāwāhi to stay overnight with anyone else other than an approved Otago Polytechnic homestay 

  • 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. 

  • accommodation host family with the Homestay Service approval 

  • alerting the Homestay Service if ākonga whereabouts is unknown, unable to contact ākonga nō tāwāhi or there is an emergency. 

References

Pre-Departure and Arrival Guide –  available on the Otago Polytechnic Limited website 

Otago Polytechnic Student Rights and Responsibilities

Approved by:

Approved by

Dr. Megan Pōtiki

Executive Director

13 February 2025

 

Policy Version: V3: Previously Coded MP0608