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Communicating with Parents of International Learners

This policy outlines how Paparoa Street School meets the requirements of Code Outcome 15, clause 66; and Outcome 18, clause 73.

Our general school processes for Communicating with Parents and Whānau apply to the parents of international learners. Paparoa Street School also meets the Code of Practice requirements for communication.

Communication before enrolment

Before enrolment, we communicate with the parents/legal guardians of international learners to:

• help them make well-informed enrolment decisions
• confirm enrolment details
• discuss any additional needs – see International Learners at Risk or with Additional Needs and International Learner Insurance
• discuss their child's capabilities and aspirations
• discuss how we will communicate (during enrolment and in the event of emergencies)
• discuss how we will inform them of situations where we require written agreement from parents/legal guardians for decisions affecting the learner but are unable to reach them.

Communication may be direct or through an agent, if appropriate.

We ensure that proper documentation is kept and, where appropriate, provided to parents.

See Offers, Enrolment, Contract, and Insurance.

Contact details

We keep up-to-date, detailed contact information for all international learners and their next of kin, parents, legal guardians, and residential caregivers. This may include names, addresses, phone numbers, email addresses, passport numbers, national ID numbers, and visa and insurance information, as appropriate.

We collect this information at enrolment and ensure that the information is up to date by checking the details annually. Parents also agree when signing the enrolment contract to take responsibility for notifying us of any changes to their details.

We keep this information securely, online and in hard-copy. It is easily accessible to key staff, who have access to the online files and hard copies.

Orientation

Parents receive orientation information and can request the orientation information provided to learners.

See International Orientation.

Ongoing communication

We endeavour to provide all parents/legal guardians of international learners (those living with their child in New Zealand and those living in another country) with full information about the following matters as appropriate:

• general progress (e.g. school reports, newsletters/emails about school events)
• how the learner is settling in
• illness and emergency situations
• concerns and complaints (including absences and non-completion of work).

Where appropriate, we gain the written agreement of the parent or legal guardian in relation to decisions affecting the learner.

We respect international learners' privacy and ensure all our communications comply with the Privacy Act 2020. See Privacy.

Communication during emergencies

Paparoa Street School has clear communication arrangements with the parents of international learners that can be used in the event of an emergency. This includes having the contact details of an appropriate first language speaker if the parents do not speak English.

Also see Managing Injuries and Illness and Emergency Management.

Topic Number: 31119	Last Modified Date: 28/03/2024 16:04:27
Topic Version: 1	Published Date: 30/01/2026