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Policies and procedures

Policies & Procedures

Child Safety Policy

Southern Cross Cultural Exchange is committed to child safety, and requires zero tolerance of child abuse from all management, staff, students, volunteers and families. In the interest of openness and transparency this policy is available to all, and guides the day to day decisions of the organisation in order to protect children from abuse. SCCE has an obligation to report breaches of the policy, and requires all staff to proactively ensure the safety of children at all times.

Child abuse can be defined as physical violence, sexual offences, serious emotional or psychological abuse, or serious neglect.
SCCE will commit to the principal of zero tolerance, child safety and well-being by providing the following actions:

  • Monitoring our adherence to the child safety policy.
  • Support, encourage and enable staff, parents, volunteers and children to understand, identify, discuss and report child safety matters, and
  • Support or assist children who disclose child abuse, or are otherwise linked to suspected child abuse.

SCCE’s commitment to safety includes children with a disability, Aboriginal and Torres Strait Islander children and children from culturally and linguistically diverse backgrounds, Our Child Safety policy applies to all exchange environments (inclusive of physical environments such as school and host family locations, and online environments such as social media, chat forums and websites).

Child safety must be considered in the recruitment, screening, selection and management of staff, host families and volunteers in order to reduce risk of child abuse. Details about how to raise a concern about child safety are available in our Reporting Instances or Allegations of Abuse policy.

General Policies & Procedures

  1. Submit an online enquiry or phone enquiry and S.C.C.E. will send a full Application Kit.
  2. Return the Application Kit to the National Office:
    • Application – A profile of the applicant, used for selection, as well as for placement with a family overseas.
    • Personal Essay – This will be shared with a host family, if selected.
    • Photographs – Of student and family.
    • Certificate of Health – This must be completed, signed, dated by a doctor (not a family member)
    • Sign and send Contracts – Between student’s family and S.C.C.E.
  3. S.C.C.E. arranges for a:
    • School Evaluation – Student gives the form to the school, which returns it directly to the S.C.C.E. National Office).
    • Personal Interview – S.C.C.E will arrange for an independent professional interview to determine suitability and readiness.

Information Sessions

These are held throughout the school year in many Australian cities. Applicants and their parents must attend in order to understand S.C.C.E. policies and procedures, preferably before selection interviews. Click here for details on our information sessions.

S.C.C.E. Programs offer a unique experience

Each student will have unique experience due to the new combination of their values and host family’s values. Within each culture there are immense varieties. S.C.C.E. and its overseas affiliate organisations will provide a high standard of preparation and support towards the success of the experience.

Components of each Program

  • Professional selection process
  • No language prerequisites (except Japan)
  • Placement with carefully screened host family
  • One student to one host family
  • Placement in local school (except some short programs to the U.S.A)
  • Departure orientation and preparation in Australia
  • Arrival orientation in most  host countries
  • Expert advice on cultural differences and cultural adjustments
  • Worldwide support around the clock
  • International return transportation from Sydney or Melbourne. A surcharge is possible from other Australian capital cities.
  • Travel as a group when possible to the host country
  • Transportation overseas by air or train to host community and return
  • Overnight accommodation during travel or as a result of flight delays
  • Dedicated insurance, including cover for medical and additional expenses; loss of deposits; baggage, electronic equipment, deprivation of baggage and money/travel documents, and perosonal liability.
  • Australian and overseas airport taxes
  • G.S.T.

Components not included in the Fee

  • Passport and visa fees
  • Personal expenses
  • Optional tours
  • Travel to and from the designated Australian departure points
  • Most substitutions for student travel arrangements require an adminstrative fee (as well as any extra airline charges and transfer costs, eg. “meet and greet”)


Transportation, including international flights from selected Australian departure points and domestic travel to the host community, is included in the program fee. The host family greets the students at the final airport or train station. S.C.C.E. Travel P/L makes all bookings, controls the tickets, revalidates or re-writes tickets if necessary.

Financial Disbursement Chart

S.C.C.E’s income is derived solely from Program Fees. In 2017 funds were dispersed as follows:

  • International Transportation & Taxes: 35%
  • Overseas Domestic Transportation: 7%
  • Student Insurance: 3%
  • Admin. & Support in Australia: 18%
  • Regional Representation: 3%
  • Overseas Administration & Support: 34%


(Classic and Travel Assisted Exchange Programs)

The Application Kit must include a deposit of $500. This deposit is refundable if the student is not accepted. if the student is accepted this $500 goes towards the Program Fee.

Selection will be notified just as soon as all of the application procedures have beebn confirmed to the National Office. A successful selection will include a statement of account. Payments may be made by BPay, cheque, direct debit, or credit card to Southern Cross Cultural Exchange.

Insurance – Terms and conditions apply

(Classic and Travel Assisted Exchange Programs)

Access to insurance cover is included in the S.C.C.E Program Fee. The benefits include:

  1. Medical and Additional Expenses: Unlimited ($50 excess)
  2. Cancellation and Curtailment Expenses: $25,000 ($50 excess)
  3. ACE Assistance
  4. Loss of deposits (due to Unforeseen Circumstances): $6,000 ($250 excess)
  5. Baggage: $2,500 (limit $750 on any 1 item)
  6. Electrical Equipment: $2,500 ($50 excess)
  7. Money, travel documents: $1,000
  8. Personal Liability: $2,500,000

Students are provided with claim forms and contact details of the insurer as well as a copy of the relevant Product disclosure statement and Policy Wording.

Southern Cross Cultural Exchange (SCCE) Group Personal Accident Insurance is underwritten by Ace Insurance Limited (ABN23 001 642 020, AFSL No 239687) (ACE) and is subject to the terms, conditions and exclusions contained in the SCCE Group Personal Accident Master Policy. Under the Master Policy, covered persons (SCCE exchange students) have automatic access to cover. For full details of the insurance cover, including terms, conditions and exclusions, please refer to the Policy Wording and Product Disclosure Statement.

For a copy of the Insurance Claim Form, please click here.

Cancellation Forefeitures

Classic and Travel Assisted Exchange Programs

Cancellation Penalties do apply. Upon receipt of written notice of withdrawal from the program:
1.  After interview but before formal acceptance – Full refund of deposit
2.  After formal acceptance: 75 days or more prior to scheduled departure – Full refund less $1500
3.  Less than 75 days prior to scheduled departure – 50% of program fee
4.  Less than 14 days prior to scheduled departure – No refund
5.  Failure of student to depart on flight – No refund
6.  Student voluntarily leaves or is dismissed from program – No refund

All Select Exchange Programs also have cancellation penalties. These vary from country to country.
Please visit the applicable web page for the details.


Important Note

S.C.C.E. reserves the right to make adjustments to Program Fees should circumstances beyond S.C.C.E’s control warrant such a change. S.C.C.E. also reserves the right to change or alter travel plans, program dates, program components or other arrangements including cancellations of programs or groups.

S.C.C.E. Grievance Policy Statement

S.C.C.E. takes its duty of care to exchange students and host families seriously and provides both local and national level support to its participants in Australia and overseas.  If you require further support or are dissatisfied with the support you have received, please contact the S.C.C.E. National Office on 1800 500 501. Alternatively you may email S.C.C.E. at scceaust@scce.com.au or click on the S.C.C.E. Grievance Policy & Form to download a copy of our Grievance Policy and Form.

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