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International Aviation Academy of New Zealand

Accommodation Appendix

A.13 Student Accommodation – IP0013

Purpose

To outline the procedures and practices relating to student accommodation.

The policy and procedures are designed to ensure that all regulatory requirements are met; and that students and staff have access to clear information on processes regarding accommodations.

To ensure any accommodations provided focus on creating a positive, supportive, and inclusive environment for our students, ensuring transparency in our practices, and maintaining high standards for accommodation facilities and services.

1. Positive, Supportive, and Inclusive Environment

1.1 Information and Promotional Activities

1.1.1 Clear Information: Prospective and current residents will receive clear, accurate, and transparent information about the type and nature of student accommodation. This includes, but is not limited to, details on the lease arrangement, property amenities, and external support services.

1.1.1 Transition Planning & Information for Residents: Residents will be offered specific advice relating to transitioning into Academy accommodations, tailored to them by information provided to the Academy. This includes, but is not limited to, helping residents understand their responsibilities and expectations in a communal living environment.

1.1.2 Wellbeing Support: The Academy aims to create an accommodation environment where residents feel safe, healthy, and happy. Residents will be given information on wellbeing, safety, how to access related services, and peer support development. This includes, but is not limited to, self-care, healthy habits, and what type of services are available to them both on and off campus.

1.1.3 Emergency Procedures: Information regarding actions to take in different types of emergencies will be provided to all residents. This includes, but is not limited to, how to report incidents, how to report health and safety concerns, how to contact the Academy in an emergency, what to do when they are unable to remain in the accommodations during an emergency, and how to contact the correct agencies for help. An emergency procedures manual developed and maintained by the Academy will be provided to residents, and this manual will be consistent with the Academy’s own emergency procedures. More information on these procedures can be found in Vol 10, Emergency Response Plan.

1.1.4 Information Dissemination: Information may take several formats including, but not limited to, handbooks, manuals, informative posters, and online communications, flyers, and marketing materials. All information will be readily accessible and promoted to all residents prior to arrival and while living in Academy accommodations. Residents may be liable for the cost of replacement of manuals and handbooks if lost or damaged.

1.2 Accommodation Staff

1.2.1 Training: Staff involved in student accommodations will be given training that is relevant to their role in the accommodation. This training will be ongoing if needed. The type of training can include, but is not limited to, how to support residents and how to culturally aware with diverse residents.

1.2.2 Oversight: Student accommodations provided by the Academy will not be suited to live in staff due to the type of accommodation; however, there will be a manager on call 24/7 to assist residents with issues that need to be escalated.

1.2.3 Fit and Proper Persons: All staff will be vetted for suitability prior to employment, including, but not limited to, assessing their relevant experience and training and subjecting staff to a Police vet if applicable.

1.3 Monitoring Wellbeing and Safety

1.3.1 Needs Evaluation: Regular evaluations will be conducted to understand and address the needs of residents. This includes monitoring wellbeing and safety and implementing welfare management plans as needed. Evaluations may take several formats including, but not limited to, surveys and conversations with residents.

1.3.1 Reporting Mechanisms: There will be clear processes for reporting concerns about resident behaviour for all those involved with student accommodations – residents, staff, or visitors. The Academy will assess such reports and investigate and respond to them as needed.

1.3.2 Welfare Management Plans: The welfare management plans will be both developed and monitored by the Academic Manager and the Business Development Manager. These include, but are not limited to, assessing for at-risk residents, welfare checks (house rules will outline the circumstances in which these checks will be carried out), reporting to external services where necessary, processes to monitor accommodations and resident participation, communication with guardians regarding wellbeing of residents under the age of 18, and routine assessments of accommodations (with explicit 24 hour notice via online communications to residents).

1.4 House Rules

1.4.1 Outlines for House Rules: Clear, reasonable house rules will be developed and communicated to residents, promoting safety, community, personal growth, and both responsible and respectful behaviour. The house rules will be available to all residents and may take multiple formats including, but not limited to, handbooks and manuals.

1.4.2 Development/Improvement of House Rules: Residents will be invited to engage in the development and improvement of such rules. Any developments, improvements, or changes will be overseen by the Academic Manager and the Business Development Manager.

2. Accommodation Administrative Practices

2.1 General Principles

2.1.1 Transparency: The Academy aims for transparency regarding student accommodation. Information as in 1.1 will be disclosed on the Academy’s website.

2.1.2 Human Resource Strategy: Job descriptions for all roles related to student accommodation will include responsibilities for resident wellbeing and safety, general duties, required attributes, and required competencies and ongoing training.

2.2 Student Accommodation Contracts

2.2.1 Contract Clarity: Accommodation contracts will be clear, concise, and accessible, outlining provider and resident responsibilities, including information sharing, routine and welfare checks, fee, refund, and deposit policies, and complaint resolution procedures.

2.2.2 Contract Review: Contracts will be regularly reviewed and updated based on feedback from residents to ensure they remain effective in addressing wellbeing, safety, and incident reports. Reviews will be overseen by the Academic Manager and the Business Development Manager.

2.2.3 Refund Policies: Please refer to the Refund Policy IP0004.

2.2.4 Pre-Contract Information: Prospective residents will receive a copy of house rules, the complaints process, and information about the Dispute Resolution Scheme before signing any accommodation contract.

2.2.5 Complaint Log: Any complaint received by the Academy from a resident regarding the Academy’s breach of NZQA Code will be logged in the Academic Manager’s internal digital filing system. This log will be made available to residents annually.

3. Accommodation Facilities and Services

3.1 Facility Standards

3.1.1 Diverse Needs: The Academy aims to provide facilities that are conducive to a range of activities, needs, and learning styles.

3.1.2 Maintenance: Accommodation will be secure, clean, dry, warm, and comfortable. Adequate utilities and services will be provided adjusted to the size of the accommodations, including landscaping and cleaning, and appropriate insurance will be in place.

3.1.3 Financial Accountability: Financial processes will ensure accountability, including providing receipts for residents transactions relating to the accommodations and up-to-date information on outstanding amounts.

3.1.4 Alterations and Repairs

3.2.1 Timely Maintenance: Alterations, maintenance, and repairs will be carried out promptly and with minimal disruption to residents where possible, so as to ensure the quiet enjoyment of residents.