Under 18 Policy & Procedure

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Advice Education & Visa Services
Last updated: 29/11/2025

Advice Education & Visa Services (“AEVS”) is committed to ensuring the safety, wellbeing, and proper guidance of clients who are under 18 years of age.
We follow all ethical, legal, and professional obligations when dealing with minors, including compliance with:

  • Australian Education Services for Overseas Students (ESOS) framework

  • National Code 2018 (Standard 5: Younger Overseas Students)

  • Child protection and duty-of-care responsibilities

  • Privacy Act 1988 (Cth)

This policy outlines how we support and manage enquiries, counselling, applications, and communication involving individuals under the age of 18.

1. Purpose

The purpose of this policy is to:

  • Protect the welfare and safety of any under-18 student engaging our services

  • Ensure parental/guardian involvement in all decision-making

  • Maintain compliance with Australian regulations regarding minors

  • Provide clear guidelines for staff when assisting under-18 clients

2. Scope

This policy applies to:

  • All AEVS staff and counsellors

  • Contractors and representatives

  • Overseas agents associated with AEVS

  • Any client who is under 18 years old at the time of enquiry, counselling, or application

3. Definitions

  • Minor / Under 18: A person under the age of 18

  • Parent/Guardian: The legal parent or authorised guardian responsible for the student

  • Welfare Arrangement: Accommodation, guardianship, and support systems required by CRICOS institutions for minors

  • CoE: Confirmation of Enrolment

4. Commitment to Child Safety

Advice Education & Visa Services is committed to:

  • Providing a safe and respectful environment for minors

  • Ensuring integrity in counselling and application processes

  • Protecting minors from exploitation, abuse, or misleading information

  • Ensuring no staff member works alone with an under-18 without parental involvement

  • Maintaining strict confidentiality and privacy

We do not provide migration or course advice to minors without parental/guardian participation.

5. Parental or Guardian Involvement (Mandatory)

For any student under 18:

The parent/guardian must:

  • Attend or approve all consultations (in-person/online)

  • Approve any course selections

  • Approve visa application details

  • Sign all application forms

  • Provide identity documentation

  • Provide welfare arrangement details if required

AEVS does not proceed with any service without parental consent.

6. Acceptable Services for Under-18 Students

We may assist with:

  • Course counselling (with parent present)

  • Enrolment in CRICOS-registered institutions accepting under-18 students

  • Arranging welfare and accommodation options (through the institution)

  • Student visa guidance under parent/guardian supervision

  • Communication between institution and parents

We do not engage in activities that bypass welfare, accommodation, or guardian requirements.

7. Welfare & Accommodation Requirements (CRICOS Standard 5)

For international students under 18, institutions must approve welfare arrangements until the student turns 18.

AEVS must:

  • Submit welfare-related documents to institutions (CAAW forms if applicable)

  • Ensure parents understand welfare responsibilities

  • Never provide or arrange welfare services independently (we are NOT guardians)

  • Ensure the provider-approved accommodation meets the institution’s standards

We strictly follow the education provider’s welfare procedures.

8. Staff Responsibilities With Under-18 Clients

Staff must:

  • Always involve parents/guardians in meetings

  • Not meet or communicate privately with minors

  • Maintain professional boundaries

  • Record all communication involving the minor and guardian

  • Report any concerns to management immediately

  • Not share personal contact information with minors

  • Not encourage minors to sign legal documents

Prohibited Behaviours

Staff must NOT:

  • Interact with minors without parent’s knowledge

  • Provide advice encouraging risky or unsafe decisions

  • Engage in inappropriate conversations

  • Accept gifts or private messages from minors

  • Follow minors on personal social media accounts

9. Verification of Age

AEVS must verify age using:

  • Passport

  • Birth certificate

  • National identity card

If the student is under 18, additional parental documentation is required.

10. Communication Procedure

All communication involving an under-18 MUST:

  • Include the parent/guardian in email CC

  • Be copied to the parent for WhatsApp or SMS

  • Be recorded in internal CRM or client notes

  • Never occur privately

Consultations

  • Online sessions must include parent/guardian

  • In-person consultations must be accompanied

  • No closed-door meetings

11. Application & Documentation Procedure

Before application:

  • Confirm age

  • Obtain written parental consent

  • Verify identity of parent/guardian

During application:

  • All forms reviewed and approved by parent

  • Explain fees, responsibilities, timelines to parent

  • Submit only to CRICOS providers that accept under-18 students

After application:

  • Inform parents immediately of any communication from the institution

  • Provide updates only with parental involvement

  • Ensure welfare arrangements remain in place until student turns 18

12. Child Safety & Reporting Concerns

If a staff member notices:

  • A student expressing distress

  • Signs of exploitation or unsafe housing

  • Unusual behaviour

  • Visa misuse or coercion

  • Suspicion of abuse

They must report immediately to:

Director – Shreehari Nepal
📧 director@adviceeducation.com
📞 (03) 9900 0889

AEVS will take appropriate action according to Victorian child safety guidelines.

13. Privacy & Data Protection

We treat minor data with enhanced protection:

  • Access restricted only to authorised staff

  • Stored securely in encrypted systems

  • Not shared with third parties without parental consent

  • Compliant with the Privacy Act 1988

14. Training for Staff

All staff working with under-18 clients will receive:

  • Child safety training

  • Cultural sensitivity awareness

  • Anti-exploitation training

  • National Code Standard 5 overview

15. Breaches of This Policy

Breaches may result in:

  • Warning or suspension

  • Termination of employment

  • Reporting to CRICOS providers

  • Reporting to authorities if required

16. Review of Policy

This policy is reviewed annually to ensure compliance changes and updates in:

  • ESOS Act

  • National Code

  • Child safety laws

  • Best practices

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