Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Policy Name
Students Under 18 years of Age Policy
Policy Group
Educational Policies > Students > Specific Student Groups
Policy Reference Number ED.01.03.04 – 005
Purpose
To ensure that CIT is providing a safe and protective environment for all students under 18 years of
age who participate in CIT programs, activities and educational services.
To document guidelines for staff regarding Duty of Care for students under 18 years of age.
Scope
All CIT students under 18 years of age.
In the case of international students, this policy needs to be read in conjunction with the
International Student Compliance with the ESOS Act Policy and the Welfare for International
Students under the age of 18 years Policy
Principles related to admission are contained in the Guaranteed Entry Policy For Young People aged
to 24 years and Single and Teenage Parents
Definitions
Duty of Care
This is to take all reasonable steps to ensure the wellbeing of each student.
Whilst CIT provides an adult learning environment for all students, it recognises
that young students may require a special Duty of Care. (See Attachment 1 for
Guidelines)
Safe environment
A safe environment is one that
 is free of bullying and harassment
 fosters positive practices contributing to a young person’s well being
 includes modelling and teaching positive social skills
 recognises that young persons may need confidential support of staff
or referral to a counsellor
 respects the wishes of a young person regarding disclosure of
information within the principles of mandatory reporting
 protects the young person from physical injury
Young person
/student
A person or student under 18 years of age
Students Under 18 Years of Age Policy
Date created: 14 September 2000
Contact officer: Director, CIT Student Services
Page 1 of 8
Date updated: January 2014
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Principles
1.
The Guaranteed Entry Policy For Young People aged to 24 years and Single and Teenage
Parents must be followed in relation to young people under 18 years being admitted to a CIT
program.
2.
A student aged under 17 years, currently enrolled in a secondary school who wishes to
attend CIT programs to contribute to their secondary school course may do so with the
written permission of the secondary school principal. (Not applicable to secondary school
students who continue to attend school full time and choose to study programs at CIT
outside of normal school hours)
3.
CIT will identify young students on class rosters on Banner, the Student Information
Management System.
4.
To protect young students, CIT will ensure that teachers and other staff working with young
students have satisfactorily completed a Prohibited Person Declaration and /or Police Record
Check /or Working with Vulnerable People Background Check and understand mandatory
reporting requirements.
5.
Staff have a Duty of Care for young students and are responsible for assessing risk; providing
a safe environment and an appropriate level of supervision.
6.
Teachers will take reasonable steps to ensure that teaching and learning activities involving
young students take into account the young students’ level of maturity and learning needs.
7.
Young students who demonstrate over a period of time that they do not have the maturity
required to comply with the responsibilities of a CIT student will be referred to a Student
Counsellor and, if necessary, assisted to find an alternative educational provider by the
relevant Head of Department or relevant Support staff.
8.
In the case of suspected abuse of young students, staff are required under mandatory
reporting laws to report such incidents.
9.
CIT will ensure that appropriate arrangements are made to protect the personal safety and
social wellbeing of young international students, not being cared for in Australia by a parent
or nominated relative.
Principles for working with young people under 17 years of age
10. Principles for under 18 years old apply, plus
11. Young people up to 17 years of age who are offered a place at CIT will be provided with
careers advice and support, and must have a Pathway Plan which will demonstrate their
participation in full-time education, training or employment. (not applicable if concurrently
attending full time secondary school)
12. Enrolments by young people under 17 years of age must be accompanied with the
completed and signed CIT under 17 years Alert form supplying information for CIT to report
pursuant to legislation, email to CITUnder17Alerts@cit.edu.au.(form attached at end of
policy).
13. Young people under 17 years who are enrolled as apprentices or trainees are excluded from
the above conditions in Principles 11 & 12.
Students Under 18 Years of Age Policy
Date created: 14 September 2000
Contact officer: Director, CIT Student Services
Page 2 of 8
Date updated: January 2014
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Delegations
Delegation Manual
Delegation Number
Delegation
Delegate
Educational
8.05
College Director
GM CIT Solutions
Educational
8.12
Approve the
admission of a
student who is under
16 years of age to a
program in their
College and manage
the notification and
pathways planning
process.
Approve the
admission of a
student who is 16
years of age to a
program in their
College and manage
the notification and
pathways planning
process.
College Director
Head of Department
Executive Endorsement
Version
Number
Date Endorsed by BOM or BOM
Delegate
Review Process (Initial Policy, Major
001
15 September 2000
Initial Policy
002
24 June 2002
Major Review
003
16 September 2008
Major Review
004
29 November 2012
Major Review
005
January 2014
Minor Amendment
Review or Minor Amendment)
Review Date:
This Policy is due for review by November 2016 or when changes to work practices or the Authority
Source noted below render the policy out of date.
Minor amendments do not alter the review date.
Students Under 18 Years of Age Policy
Date created: 14 September 2000
Contact officer: Director, CIT Student Services
Page 3 of 8
Date updated: January 2014
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Documentation
Authority Source
Children and Young People Act 1999
Related Documents
Relevant sections in the CIT Student Information Guide
National Code of Practice for Registration Authorities and Providers of
Education and Training to Overseas Students 2007
https://aei.gov.au/Regulatory-Information/Education-Services-for-OverseasStudents-ESOS-Legislative-Framework/National-Code/Pages/default.aspx. CIT
Educational Policies
 Responsibilities in the Learning Environment Policy
 Unsatisfactory Student Behaviour Policy
 Welfare arrangements for International Students under the age
of 18 years Policy
Supporting Guide
Keeping Children Young People Safe dhcs/ACT June 2007
Accountabilities
Policy Owner (Lead Coordinator:
Deputy Chief Executive
Responsible for major review and any
amendments and recommends sign off
by the Chief Executive)
Contact Officer (Responsible for input
and advice to the policy)
Director, CIT Student Services
Manager, CIT Student Support
Mandatory Consultation
I approve this policy.
____________________________________
Chief Executive
____________________________________
Date
Students Under 18 Years of Age Policy
Date created: 14 September 2000
Contact officer: Director, CIT Student Services
Page 4 of 8
Date updated: January 2014
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
PROCEDURES
Person under 16
applies to enrol
Person is an apprentice
No
Yes
Documented reason(s) for
referral to CIT provided
must be provided by
school/ agency
Young person interviewed ,
given a skills assessment and
orientation to the program
Head of Department approved
enrolment of 16 yr olds
College Director approves
enrolment of young person
under 16
No
Person aged16 but under
18 applies to enrol
Head of Department
Approves enrolment of 16
year old
yes
Young person referred to
Careers Advisor for
pathway planning advice
No
Head of Department ensures that, 1.
as staff are employed, they complete
a Prohibited Person Declaration Form
(kept in the College) and understand
mandatory reporting requirements
2. the Police Check/Working with
Vulnerable People Check application
is sent to Shared Services
Young person has
pathway plan developed
with assistance from CIT
staff
Young person enrols
Staff assess risks. Safe
environment and
appropriate supervision
provided
Teachers monitor
participation and behaviour
of young students
Yes
Young student’s participation
and/or behaviour is of concern
to staff
Young person counselled and
assisted by Head of Department
to find an alternative educational
provider
No
Yes
Staff confer with student and
attempt to identify issues.
Seeking advice from
Counsellors could be helpful
Issues resolved
Staff contact Counselling and
refer student to a Counsellor
No
Yes
Staff suspect case of abuse of
young person.
Staff prepare a report with guidance of
Counselling and submit a report to Care and
Protection Services ( Ph 1300 556 728)
Students Under 18 Years of Age Policy
Date created: 14 September 2000
Contact officer: Director, CIT Student Services
Page 5 of 8
Date updated: January 2014
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Attachment 1: Guidelines for Staff on Duty of Care
Situation
Staff Responsibility
Attendance / Lateness
Should be monitored and recorded. Contact the secondary school if
the student is concurrently enrolled, or the employer if an apprentice.
Bullying
Required to be alert and take action if aware of bullying.
Communication with
parents/ guardians
CIT staff should not communicate with parents or guardians without
the student’s consent. Staff should seek advice from Counsellors if
required.
Communication with
sponsor
Communication could be about unsatisfactory behaviour and
attendance /or responding to requests for information. For
apprentices the contact would be with the employers, and for
concurrently enrolled school students with the secondary school.
Exclusion from a learning
activity and/or class
For apprentices, inform the employers, and for concurrently enrolled
school students inform the secondary school.
Excursions and off-campus
activities
Activity needs to be planned as a safe one and to meet all Institute
requirements. Students under 18 will need permission from a parent
/ guardian. However if the student is living independently, approval
of the Head of Department should be obtained.
Illness / injury
If serious, contact the emergency contact nominated on Banner. If a
sponsored student, also contact the sponsor.
Interview protocol: police
interviewing student
Adult nominated by the student should be in attendance – this may
be a parent / guardian or staff member.
Pastoral care
Young students should be monitored and supported where
heightened stress levels are evident. In particular this may occur in
relation to assessment events, disengagement or inappropriate
behaviour. If concerned, contact Counselling.
Police Checks
Required pre-employment as per the CIT policy.
Mandatory reporting
Mandatory reporting required for cases of suspected abuse.
Relationships with students
Staff should develop professional relationships with students that
cannot be misinterpreted as a personal, as opposed to a professional,
interest in the student. Staff should be aware that having an
inappropriate relationship with a young student may generate civil
action and /or criminal action.
Restricting access to
students
Where there is concern for the safety or progress of students, request
the visitor to leave. Call the police if necessary.
Students Under 18 Years of Age Policy
Date created: 14 September 2000
Contact officer: Director, CIT Student Services
Page 6 of 8
Date updated: January 2014
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Smoking
Staff must not smoke with young students or provide them with
cigarettes.
Supervision
Young students should not be left unsupervised around hazards or
where there has been a pattern of inappropriate behaviour or where
a staff member has concerns about the student’s mental health.
(Based on Guidelines in Chisholm Institute Duty of Care Policy – QMS 307, version 2006)
Students Under 18 Years of Age Policy
Date created: 14 September 2000
Contact officer: Director, CIT Student Services
Page 7 of 8
Date updated: January 2014
Printed copies of this policy are not controlled.
Always check the SIS to ensure this information is accurate.
Under 17 Year Old ALERT Form
Students under 17 years of age must complete this form to continue the enrolment process.
Name...............................................................................................................DOB……………..CIT No:
Current Address ..............................................................................................
Contact numbers .......................................................................................................................................................
Previous Address .......................................................................................................................................................
Name of Parent/Guardian .........................................................................................................................................
Contact Numbers of Parent/Guardian ......................................................................................................................
Address of Parent/Guardian ......................................................................................................................................
1. Are you currently enrolled at an ACT school? Y/N If yes, name of school ........................................................
2. Do you intend to continue attending this school while at CIT?
Y/N
3. Have you completed year 10?
Y/N
If yes, at which school .....................................................
4. Have you completed year 12?
Y/N
If yes, at which school .....................................................
If no to questions 2 or 3 above, do you have an Exemption or Approval certificate from ACT ETD?
(copy required if yes)
Y/N
Last school attended......................................................................................... Year completed ..............................
What program are you applying for at CIT? ..............................................................................................................
Approval of Head of Department ..............................................................................................................................
Approval of College Director for under 16 year olds .................................................................................................
Do you have a Pathway Plan?
Y/N
Name of staff who assist in creating Pathway Plan ...................................................................................................
CIT must notify the ACT Education and Training Directorate (ETD) of any young people under 17 years of age
enrolled in their programs. Similarly should you enrol and are absent CIT will follow the procedure outlined below:
- After three (3) days of absence, if you have not contacted CIT, CIT will attempt to contact you and your
parent/guardian. Absences of more than three (3) days may require a medical certificate.
- Where a student is absent and not able to be contacted or misses 7 days without medical certificate the ETD
will be notified.
- If a student is on Centrelink benefits there may be financial issues from non-attendance.
- Should you decide to withdraw you must inform CIT in writing.
Student to complete: I ....................................................................... acknowledge that my information may be
forwarded to the ACT Education and Training Directorate. Signed .. ............................................. DATE ................
Name of staff completing form with student ............................................................................................................
**Copies of exemption/ approval forms, including any College approval forms for under 16 year olds to must be
forwarded with this form to the email: CITunder17Alerts@cit.edu.au
Students Under 18 Years of Age Policy
Date created: 14 September 2000
Contact officer: Director, CIT Student Services
Page 8 of 8
Date updated: January 2014