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This guidance provides information on how to become a host school for study tours, and on hosting a study tour, including pre-arrival orientation for homestay families, English language learning, integrated classroom learning, excursions, and welcome and farewell ceremonies.
Becoming a host school
Schools can express an interest in becoming a study tour host school to the department by emailing International Education Division (IED) at: firstname.lastname@example.org
Hosting a study tour
IED in the department is responsible for managing inbound study tours in conjunction with schools and accredited study tour operators. When an application from a study tour group is received, the department assesses the application and contacts appropriate host schools with a request to place the group.
Schools decide to host the study tour group depending on the type of educational program required, the timing and number of participating overseas students.
Should the study tour group be accepted by the school, the department will develop a program and quote for costs to be paid by the study tour group, in consultation with the host school.
An agreement is developed and signed by the host school and the accredited study tour operator.
The department then works with host schools to coordinate placement of the overseas students and supports the schools to finalise their program for the study tour group.
The department will issue an invoice to the study tour operator and receive study tour fees prior to the visit occurring. The department then disburses these fees to host schools.
Pre-arrival orientation for homestay families
If schools are arranging homestay accommodation for overseas students, a briefing to homestay families for each study tour group must be provided approximately one week before the students' arrival. Briefings need to include the following information:
- child safety legislation
- students’ cultural, language or religious backgrounds
- needs of young people away from their home environment
- need for a clear, flexible approach to matters of discipline, house rules and cooperative living
- types of meals to be provided (the student profiles from the accredited study tour operator will include dietary requirements)
- school complaints procedures
- distribution of a list of all homestay families with their assigned overseas student to all hosts, which includes the contact details of the:
- family hosting the accompanying adult
- contact details of the school contact person
- a copy of the student’s program including dates and destinations of excursions, required clothing and if lunch will be provided.
English as an Additional Language classes
Schools provide intensive English as an Additional Language (EAL) classes by qualified EAL teachers in appropriate classrooms with no more than 20 students.
Integrated classroom learning
Study tour students are required to be integrated into normal school classes (where language is not the main focus of the lesson) with local students to ensure educational and social benefits to the school community by having overseas students studying alongside Victorian students.
- If requested prior to the study tour group’s arrival, schools are required to organise excursions for the visiting group. The department will notify the host school about any requested excursions at the time of issuing the request to place. Any alterations to excursions are to be negotiated between the department and accredited study tour operator.
- A host school staff member and local students are required to accompany the study tour group on any school-organised excursions.
Welcome and farewell ceremonies
- Schools can arrange a welcome or farewell ceremony for the visiting group involving the overseas students, staff, and the local students. Some schools may choose to hold the ceremony out of school hours and invite homestay families.
- Overseas students often like to be presented with a certificate to commemorate their educational experience in Victoria.
Reviewed 29 January 2023