Students Accommodation With
DEA Canadian College
Accommodation policy
Definition
Administration Fee (also referred to as Placement Fee)
Refers to the mandatory, non-refundable fee applied to all DEACC Homestay and Student Residence bookings.
Booking
Means a request submitted by a Student or their authorized Agent to DEACC (via email, website portal, or other method) to arrange Homestay or Student Residence accommodation.
To be accepted, the Student must be registered or in the process of registering with DEA Canadian College (DEACC).
Check-in
Refers to the scheduled date and time a Student arrives at their assigned Homestay or Student Residence.
Check-out
Refers to the scheduled date and time a Student must vacate their assigned Homestay or Student Residence.
Confirmation
Means a reservation for a Homestay or Student Residence that has been accepted by the Accommodation Department and invoiced by the Registration Department.
A Confirmation becomes a Final Confirmation once DEACC receives full accommodation payment and confirmed flight/arrival details within the required timeframe.
Courtesy Hold
Means a temporary reservation granted to a Student while they decide whether to proceed with a Confirmation. Courtesy Holds automatically expire after the specified time period.
Date Change
Refers to a Student’s request to modify the originally scheduled Check-in and/or Check-out dates.
Deposit
Means the initial payment required when a Student books a Student Residence room directly through the website. The Deposit—covering the Cleaning Fee, Administration Fee, and Online Convenience Booking Fee—is payable by credit card and deducted from the total accommodation cost.
Extension
Means a written request by the Student to DEACC to extend the original Check-out date of their Booking.
Final Confirmation
Means a reservation that has been fully confirmed by the Accommodation Department after receiving both the Student’s full accommodation payment and confirmed flight/arrival details.
Homestay
Refers to the private residence of a Host Family where the Student resides as part of the Homestay program.
DEACC
Means DEA Canadian College, referred to as “we,” “us,” or “our.”
Replacement Fee
Means the non-refundable fee charged when a Student chooses to transfer to another Homestay or Student Residence after arrival.
Room Cancellation
Means a Student’s request to cancel an existing Booking or Confirmation.
Room Release
Means the process by which DEACC returns a room to the available accommodation inventory. A Room Release may occur due to the expiration of a Courtesy Hold or failure to submit full payment and/or the signed Student Accommodation Agreement by the stated deadline.
Student
Means “you” or “your,” referring to the individual booking accommodation directly with DEACC or their authorized educational agent acting on their behalf.
Student Accommodation Agreement
Refers to the digital agreement form that all Students or their authorized representatives must sign when submitting a Booking.
Written Notice
Means official notice provided to DEACC via email by the Student or their authorized representative.
Accommodation or booking status
1. Courtesy Hold
Students may request a Courtesy Hold for up to 72 hours on an available room through the Admissions Team. If the Courtesy Hold is not confirmed with DEA Canadian College (DEACC) by the specified deadline, the room will be automatically released.
2.Confirmation
Homestay:
Homestay booking requests can be made directly through the Admissions Team.
Depending on the season and demand, Homestay bookings may require four (4) to eight (8) weeks’ notice prior to the desired check-in date and are subject to availability.
A booking becomes a Final Confirmation only when DEACC has received full accommodation payment and confirmed flight/arrival details.
If DEACC does not receive these by the stated deadline, the room will be released in accordance with the Room Release Policy.
Please note that room confirmation applies only to the originally scheduled check-in and check-out dates.
3.Final Confirmation
Once the full accommodation payment and confirmed flight/arrival details are submitted by the required deadlines, students will receive their Final Confirmation approximately 14 days before check-in.
This Final Confirmation will include:
- Accommodation address and contact information
- Description of the accommodation
- Homestay family profile (if applicable)
- Taxi transfer confirmation (if requested)
Final Confirmation applies only to the original check-in/check-out dates. Any changes to these dates are subject to the Date Change Policy.
4.Need Assistance?
Our Student Accommodation Team is here to help.
Please contact us with any questions or for support throughout your booking process.
Payment
Full payment arrangements of a Homestay Booking is required fourteen (14) days prior to Check-in.
Failure to provide proof of payment by the stipulated dates may result in a Room Release.
In the event that a Student needs to change their originally scheduled Check-in and/or Check-out dates for any reason, the Date Change policy applies.
Cancellation
We understand that unexpected situations may occur that require a Student to cancel their Booking. The following cancellation policy outlines the applicable timelines and associated fees. This policy is designed to balance flexibility for Students while also honoring the commitments DEACC makes with its Student Residence partners and Homestay families.
Cancellation Policy
1.Cancellation Before Check-In (Homestay)
a.At least 14 days’ notice
If a Student wishes to cancel a Homestay Booking and provides at least fourteen (14) days’ written notice prior to the Check-in date, the Student is entitled to a full refund of accommodation fees, excluding the non-refundable Administration Fee.
If a student visa is refused, and valid documentation is provided, DEACC will refund the Administration Fee. For all other cancellations, the Administration Fee will be retained by DEACC.
b.Less than 14 days’ notice
If a Student cancels a Homestay Booking with less than fourteen (14) days’ written notice before the Check-in date, they will be charged up to two (2) weeks of accommodation fees, in addition to the Administration Fee.
This policy applies even in the event of a visa refusal.
2.Cancellation or Date Change After Check-In (Student Residence & Homestay)
If a Student wishes to cancel or shorten a Student Residence or Homestay Booking after Check-in, the following terms apply:
- Bookings up to four (4) weeks and six (6) days (34 days total):
No refund will be issued. - Bookings of five (5) weeks (35 days) or longer:
With a minimum of four (4) weeks’ Written Notice, the Student will be eligible for a refund of the remaining balance, less the Administration Fee.
3.Cancellation of Airport Transfer (Pick-Up or Drop-Off)
If a Student wishes to cancel an Airport Pick-Up or Drop-Off service, they must provide at least 48 hours’ written notice prior to the scheduled Check-in time.
- If sufficient notice is received, the Student will receive a 100% refund of the Airport Transfer fee.
- If less than 48 hours’ notice is provided, no refund will be issued.
Date change
We understand that situations may arise where a Student needs to modify their Booking dates. The following Date Change Policy outlines the applicable timelines and any related fees. This policy aims to provide flexibility for Students while maintaining the commitments DEACC upholds with its Student Residence partners and Homestay families.
Date Change (Homestay)
a.At least 14 days’ notice prior to Check-in
If a Student wishes to change their Homestay Booking (for example, adjusting the Check-in and/or Check-out dates) and provides at least fourteen (14) days’ Written Notice before the scheduled Check-in date, no additional administrative fees will apply.
All Date Change requests are subject to availability.
b.Less than 14 days’ notice prior to Check-in
If a Student requests a change to the Check-in date and provides less than fourteen (14) days’ Written Notice before the scheduled Check-in, a penalty fee will apply.
The Student will be required to pay up to two (2) weeks of accommodation fees for the period left unoccupied due to the date change.
If a Student requests a change to the Check-out date with less than fourteen (14) days’ Written Notice prior to Check-in, the new booking duration must be a minimum of five (5) weeks (35 days) in total.
Please Note:
If a Date Change is requested for any reason, DEACC cannot guarantee availability for the new dates.
If alternate dates are available, the accommodation type or pricing may differ from the original booking.
Extension
Accommodation Extension
Students may submit a request for an accommodation extension directly to the Accommodation Department or through a Student Advisor.
All fees related to accommodation bookings and extensions must be paid directly to DEACC.
Extension requests must be submitted at least three (3) weeks prior to the current Check-out date and are subject to availability.
Please note that extension requests are not guaranteed.
Last-minute extension requests — defined as those submitted less than fourteen (14) days prior to Check-out — may be subject to a $150 surcharge.
Accommodation fees for extensions may differ from the original rates and are subject to change at any time.
Payment Terms for Extensions
- Students must pay all extension fees in full no later than two (2) weeks before the new commencement date.
- If the new commencement date is less than two (2) weeks away, full payment must be made within three (3) days of receiving the invoice.
- Failure to pay the required fees by the stated deadlines may result in a Room Release, and the Student may forfeit the approved extension.
Replacement
Accommodation Change After Check-In
If a Student wishes to transfer to a different homestay after Check-in, the request must first be approved by DEACC.
A Replacement Fee may apply in such cases.
Students must provide at least two (2) weeks’ Written Notice when submitting a request to change their accommodation location.
Minimum Nights booking
Minimum Stay Requirements
Homestay Bookings require a minimum stay of twenty-eight (28) nights (four weeks).
DEACC may accommodate Homestay Bookings shorter than four weeks for short-term study tours or individual program participants.
In such cases, the Homestay duration must match the full length of the study program (for example, a two-week study program requires a minimum 14-night stay).
Check in / Check out
General
Check-in and Check-out times may vary depending on the accommodation type and campus location.
The specific Check-in and Check-out details will be clearly stated in the final accommodation confirmation sent to the Student prior to arrival.
Homestay (Late Check-In)
To respect Homestay families’ schedules, Students are strongly encouraged to plan flight arrivals to allow for Check-in between 7:00 a.m. and 11:00 p.m. on Saturday or Sunday.
While DEACC will make every effort to accommodate arrivals outside these hours (excluding flight delays), Students arriving outside the standard Check-in times may be required to arrange alternative accommodation until the following day.
If extra nights have been pre-approved and DEACC secures a family willing to accommodate late-night weekday Check-ins (Monday–Friday), an after-hours Check-in may be permitted.
Homestay (Late Check-Out)
Homestay Check-out is generally required by 12:00 p.m., depending on the family.
If a Student requests a later Check-out, an Extra Night Fee may apply to cover the cost of additional meals or extended stay with the Homestay family.
Student Code of Conduct Homestay
1.Changes to Your Homestay Family
1.1 If a Student wishes to change their Homestay Family after the start of the placement, they must provide Written Notice specifying the reason for the request.
1.2 DEACC will make every effort to accommodate the request but cannot guarantee a change.
1.3 Where a change is approved:
- (a) Arranging a new Homestay Family may take time; unless safety is at risk, the Student may need to remain with the current family until relocation is possible.
- (b) If the Student’s safety or security is at risk, DEACC may relocate them to another accommodation at its discretion until a new Homestay Family is arranged.
- (c) Additional fees may apply for the change.
- (d) The Student may be responsible for transportation costs associated with the relocation.
1.4 Cooling-Off Period
During the first five (5) days of a placement, either the Student or the Homestay Family may request a move for any reason. Upon written notice, DEACC will endeavour to facilitate the relocation as soon as practical.
2.Duration of Your Homestay
2.1 Student Conduct
Students agree to:
- Be courteous and respectful as temporary members of the Homestay Family.
- Obtain permission before inviting friends or partners; overnight stays are not permitted.
- Follow the Homestay Student Guidelines and any additional family rules.
- Respect the privacy of the family, including asking permission before taking photos or videos.
2.2 Homestay Family Obligations
Homestay Families agree to:
- Communicate in English at all times.
- Provide a private room with a window.
- Ensure privacy in the bedroom and bathroom.
- Supply bed linen, towels, and access to laundry facilities.
- Provide keys or passwords for entry.
- Deliver agreed meals on designated days.
2.3 Privacy and Safety
Students have the right to privacy and to feel safe. Any concerns regarding privacy, safety, or security must be reported immediately to DEACC.
2.4 Complaints & Relocation
- Students should first raise concerns directly with the Homestay Family if comfortable.
- If unresolved, contact DEACC immediately.
- DEACC will make best efforts to relocate the Student if necessary.
- DEACC may also relocate a Student at its discretion if the Homestay Family requests removal.
3.Homestay Fees and Payments
- Fees are outlined in the Homestay Fee Schedule and must be paid by the deadlines provided.
- Payments are made to DEACC; Students must not pay the family directly except for authorized charges like internet usage.
- Additional fees may apply for changes to bookings.
- DEACC reserves the right to update fees and will provide notice of changes to Students with active bookings.
4.Termination and Room Release
4.1 DEACC may terminate a Homestay immediately if:
- Student fails to arrive on the start date.
- Fees are unpaid by the due date.
- Flight/arrival details are not provided on time.
- Information provided during booking is false or incomplete.
- Student is no longer enrolled in daytime studies.
- Homestay Student Guidelines or family rules are violated.
4.2 On Termination by DEACC:
- The Homestay Agreement ends immediately.
- Students must vacate the Homestay on the date specified.
- Rooms must be left tidy, and all keys returned.
- DEACC may assist with alternative accommodation if requested.
4.3 Student-Initiated Termination:
Students may terminate immediately if:
- Safety is at risk.
- Wellbeing or mental health is impacted.
- Theft by a family member occurs.
Written notice must be provided, and the student must leave the Homestay in good condition and return all keys.
5.Insurance
Homestay Families maintain minimum insurance coverage. Students should obtain personal insurance as DEACC does not rely on family coverage. Students are responsible for any damages they cause.
6.Liability
- DEACC excludes liability for any direct or indirect damages, to the maximum extent permitted by law.
- Any liability will not exceed the fees paid by the Student.
- Students indemnify DEACC for claims, costs, or losses arising from the Homestay Agreement.
7.Confidentiality
All terms, booking details, and Homestay Family information are confidential. Students must not disclose this information except as required by law or if already public.
8.Privacy
- DEACC handles all personal information in accordance with the Privacy Policy.
- Students must maintain the confidentiality of the Homestay Family’s personal information.
- Any suspected breaches must be reported immediately.
9.General
- Notices: Must be in writing via post or email.
- Modifications: DEACC may update this Agreement with 30 days’ notice, including fees, policies, or guidelines.
- Entire Agreement: This document constitutes the full Homestay Agreement.
- Assignment: Rights or obligations may not be transferred without DEACC consent.
- Governing Law: Agreement governed by the laws of New South Wales, with parties submitting to its courts’ jurisdiction.
- No Waiver: Rights are only waived in writing.
- Enforceability: If any part is invalid, the remainder remains in force.
