International Student Program - Quality Standards, School Self-Assessment Kit
Quality Standards for Victorian Government Schools
International Student Program
School Self Assessment Kit
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document. This form can only be filled out using a computer.
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Completing the documentation: School………………………………………………
Step 1
Open and save the Self Assessment Kit as a word document.
Step 2
The Principal or International Student Coordinator (ISC) should complete the self
assessment and save the document.
Step 3
The ISC should forward the completed document to the Principal or Acting Principal
(if the self assessment it has been completed by the ISC).
Step 4
The Principal should forward the finished document together with any additional
comments to gavrilidis.michael.m@edumail.vic.gov.au
Please enter “Self Assessment Kit - <school name>” in the subject box of the
email, e.g. Self Assessment Kit – Riverside SC
CONFIDENTIALITY
This self assessment kit is designed to help your school and the IED implement the Quality
Standards. Results will be available only to the IED Management Team and individual school
results will remain confidential.
If you have any queries in relation to the Quality Standards please contact the PPSSU on 9637 3258 or by
email on gavrilidis.michael.m@edumail.vic.gov.au
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Management of education agents
Outcome
Schools have effective monitoring processes that
use a range of strategies to provide information to
the IED regarding the integrity of agents.
Performance Indicators
Schools only deal with IED accredited agents and
do not enter into any financial arrangements with
agents.
Where applicable schools are invited to provide
feedback to the IED regarding:
 Level of quality and services agents
provide
 Feedback received from parents,
students or other sources related to
agents’ performance
 Quality of students.
For this Quality Standard our school is:
Fully compliant
(School meets this Quality Standard - no comment
required)
Partially compliant
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable (Where the Standard does not
apply e.g. school does not actively recruit via agents)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Marketing information
Outcome
School marketing information is school specific,
accurate, current, timely, of high quality and easily
accessed by students, parents and agents.
School marketing information complies with
DEECD Corporate Visual Identity Guidelines.
Performance Indicators
Schools have a website that:
 Demonstrates commitment to the
International Student Program and to
cultural awareness
 Contains key contact details; as a
minimum, the name and email contact
of ISC and school administration email
and telephone number
 Describes support services available to
international students
 Outlines school facilities and local area
information
 States the provider name (Department
of Education and Early Childhood
Development) and the CRICOS
Provider Code: 00861K.
Other marketing materials will promote the
excellence of the Victorian education system in
addition to individual school performance and
include the Department of Education and Early
Childhood Development as the provider name and
CRICOS Provider Code: 00861K.
For this Quality Standard our school is:
Fully compliant
(School meets this Quality Standard - no comment
required)
Partially compliant
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable (Where the Standard does not
apply e.g. school does not actively promote their
program)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
reception or transfer to school arranged
homestay including local transfers from
a homestay arranged by a private
English language provider
Acceptance, pre-arrival and arrival
Outcome

Schools assess the suitability of applicants and
notify the IED to issue Letters of Offer on their
behalf.
Schools have appropriate
pre-arrival and arrival arrangements for students.
Performance Indicators
Schools assess each application to confirm the
suitability of the applicant and proposed study
plan, including determining their English language
and academic suitability.
Schools are contactable year round to respond to
requests to place prospective international
students, consider change requests and provide
homestay and airport reception details.
Schools:



Have on call two 24 hour transferable
school mobile numbers, dedicated to
the international student program for
the ISRU, homestay host and student
to contact
Notify the PPSSU of any changes in
PCOs, ISCs and staff relevant to the
schools International Student Program
Notify the ISRU when holiday contact
details change.
Schools who accept welfare responsibility for
students:
 Are prepared to greet and settle
potential arrivals up to 7 days prior to
scheduled course commencement
dates
 Provide homestay details directly to the
representative education agent or direct
to the parent and student no later than
3 weeks prior to scheduled course
commencement dates
 Provide homestay details to the ISRU
no later than 3 weeks prior to
scheduled course commencement
dates

Provide details regarding airport

Have a pool of registered staff
members available to perform airport
reception or transfer to school arranged
homestay as part of their contingency
arrangements
Must not use private transport service
providers unless in an emergency and
with the knowledge of the IED.
When undertaking airport reception, schools:
 Ensure that a school representative is
contactable at all times by the ISRU
 Use a sign featuring the school logo
and student's name upon arrival
 Check passports to confirm student
identity and provide identification of
self
 Provide a phone card, or arrange a
supervised call, for student to ring
home and advise parents of their
arrival
 Provide the student with an emergency
card listing the mobile phone number
of the ISC and PCO
 If applicable, provide the homestay
host with an emergency card listing the
mobile phone number of the ISC and
PCO
 Assist with luggage and transport to
school and/or homestay.
Schools enter student details on CASES21,
including visa and homestay details within 5
working days from the commencement of study.
Schools must inform the PPSSU if student has not
arrived as scheduled.
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
For this Quality Standard our school is:
Fully compliant
(School meets this Quality Standard - no comment
required)
Partially compliant
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable (Where the Standard does not
apply e.g. no students in homestay etc)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Orientation
Schools deliver an ongoing orientation program
that provides students with information to help
them adjust to living and studying in Victoria.
Performance Indicators
As part of the orientation process students receive
comprehensive documentation which is easily
understood and includes information regarding:









Fully compliant
(School meets this Quality Standard - no comment
required)
Outcome


For this Quality Standard our school is:
The school and its academic programs
General support services and special
programs
Student Code of Conduct
Visa conditions (translated)
Accommodation arrangements
Homestay guidelines, where applicable
General health care and personal
safety
Local area including shops and
services
Transport between school and
homestay
Dispute resolution procedures
Key policies (translated)
Schools use an orientation program checklist to
ensure they complete all of their respective
responsibilities.
Schools also use an orientation program checklist
as evidence that visa conditions, school rules and
key policies have been read and understood by
the student.
*International Division has translated visa conditions into most
major languages
Partially compliant
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable (Where the Standard does not
apply e.g. no students in homestay etc)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
For this Quality Standard our school is:
Student involvement in English
Language School / Centre (ELS/C)
Programs
(School meets this Quality Standard - no comment
required)
Fully compliant
Outcome
Schools provide students with appropriate support
during their 20-week intensive English language
program.
Performance Indicators
Schools support students whilst they are in the
Victorian Government ELS/C. This includes:
 Participation of students in the host
school orientation program
 Assistance by the host school with
enrolment and orientation at the ELS/C
 Contact with students once per term to
ascertain academic progress and
personal acclimatisation
 The host school contacting the ELS/C
monthly to ascertain the students’
academic progress and personal
acclimatisation
 Inviting students to participate in host
school events (where applicable)
Schools establish contact with the student prior to
the commencement of study at the host school
(including contacting students who are attending
private ELC’s.)
Partially compliant
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable (Where the Standard does not
apply e.g. no students in ELC)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Record keeping
Outcome
Accurate information is kept about the student.
Performance Indicators
Schools record current contact details (telephone
numbers, addresses and email addresses) of the:
 Student
 Homestay host
 Relative (where student is living with
them), and
 Parents(including home address in
students native language)
In order to be compliant with ESOS legislation, an
international student’s file must also contain the
following information:
 Student’s personal details
 Copies of student’s current visa and
passport
 Student’s current residential address.
 School reports/records of academic
performance (may be held
electronically).
 Attendance records (may be held
electronically).
 Application form
 Requests for transfer and requests for
deferment of study
 Records of variations to student
enrolment
 Proof of current student health cover
policy
 Copies of invoices provided to the
school
To monitor students’ progress, schools:
 Review student attendance every
fortnight
 Review students’ course progress and
course duration (at a minimum) at the
end of each term
 Take appropriate action when student
is at risk of not meeting course
requirements.

Record incidents of misbehaviour that
are in breach of the School Code of
Conduct

Have a staged strategy to escalate
student review when attendance:
 falls to 90% (individual counselling
with reference to school contract,
parents informed)
 falls below 90% (Principal
counselling, involvement of
homestay hosts and parents,
school contract and notification to
PPSSU)
 falls to 85% (PPSSU counselling
and contract)
For this Quality Standard our school is:
Fully compliant
(School meets this Quality Standard - no comment
required)
Partially compliant
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Reporting to parents
Outcome
For this Quality Standard our school is:
Fully compliant
(School meets this Quality Standard - no comment
required)
Schools regularly report student progress and
welfare to parents.
Partially compliant
Performance Indicators
Host schools:
 Provide translated school reports in
parents' preferred language each
semester
 Keep parents informed of any
significant or serious events involving
their child.
 Provide periodic feedback on student
welfare, achievements and
extracurricular activities.
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable (Where the Standard does not
apply e.g. no students in homestay etc)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Accommodation arrangements
Outcome
Schools demonstrate due diligence in the selection
and monitoring of homestay arrangements
(including all accommodation arrangements that
do not include a parent).
Schools maintain an adequate number of high
quality homestay hosts with reference to the
number of proposed students each year.
Schools select homestay hosts with reference to a
set of clear criteria and student needs,
expectations and preferences.
Schools have capacity to provide alternative /
emergency accommodation arrangements if
required.
Performance Indicators

Involve the homestay host in
monitoring the student’s attendance
and academic performance
 Undertake an annual appraisal of
homestay hosts, including a
confidential discussion with the
student.
To keep records of homestay arrangements,
schools keep confidential records on:
 Number of students in each homestay
(schools must not place more than
three students in the one homestay,
regardless of provider.)
 Number of students changing
homestay
 Issues and problems with homestay
Schools have a registered pool of staff that can
provide temporary accommodation to students in
the event of an emergency.
The school develops and has the school council
endorse a homestay policy that is consistent with
PPSSU guidelines.
Schools actively seek host families to ensure there
are sufficient homestay providers on the school
register to support the proposed number of
students.
To select and approve the homestay host,
schools:
 Have a checklist to help with the site
visit before approval of the homestay
host
 Have a set of structured interview
questions to ask the homestay host
 Have proof of Working With Children
Checks (WWCC) for all persons over
18 years of age living in the house
 Ensure all relevant parties sign the
Homestay Responsibility Agreement
 Include host in the homestay register
with the documentation from the site
visit
 Provide details of the homestay to
parents/agent and ISRU as soon as
placement is confirmed using the
Homestay Information Sheet.
To monitor the homestay hosts, schools:
 Visit the student at the homestay each
semester

For this Quality Standard our school is:
Fully compliant
Invite the homestay host to school
events and activities
(School meets this Quality Standard - no comment
required)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Partially compliant
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable (Where the Standard does not
apply e.g. no students in homestay etc)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Care and welfare arrangements
For this Quality Standard our school is:
Outcome
(School meets this Quality Standard - no comment
required)
Fully compliant
Schools have adequate care and welfare
arrangements for international students to ensure
their physical safety and emotional wellbeing.
Partially compliant
Performance Indicators
Schools clearly identify a representative for
welfare related issues and care arrangements
such as an International Student Co-ordinator
(ISC).
Schools clearly identify the principal class officer
(PCO), as the key contact person for the
management of critical incidents and student
emergencies
Schools ensure care arrangements are ongoing
for students who stay in Victoria during school
holidays.
Schools provide:
 Name and mobile phone number of
school staff to contact after hours in
case of emergency
 Access to careers counselling
 Year 10 and 11 students with advice
on VCE course selection
 Year 12 students with advice on
tertiary and other educational
pathways.
Schools also provide additional support relating to:
 Extra-curricular activities
 Health related issues
 Cultural awareness programs
 Counselling
 Legal rights and responsibilities
 Personal safety.
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Program provision and school level
reporting
Outcome
The school’s International Program adopts the ISP
Quality Assurance Framework’s guiding principles
which demonstrate:
High ethical standards – by ensuring all
parties commit to accuracy, honesty and
timeliness, accept their responsibilities and
operate with a view to the best interest of
students at all times
Excellent client services – by showing
cultural sensitivity and efficient procedures and
systems
Commitment to accountability – by
providing high quality information to
demonstrate the quality of Victoria’s
international student program
High level of care – by ensuring that all
students enjoy a safe and supportive
international experience for the duration of
their time in Victoria
Building relationships – by implementing
regular and open communication across all
levels of the program and sustaining contact
with students beyond the initial experience
Strengthening capacity – by implementing
strategies across all levels of the program to
ensure that the program delivers high quality
outcomes and continues to improve.
of areas for improvement.
The International program is an integral feature of
the school’s strategic plan and is part of the
School Accountability and Improvement
Framework.
Schools actively manage the future of the program
by:
 Undertaking an annual selfassessment of their program informed
by the school’s own internal
performance measures such as
surveys, focus groups, meetings with
students, SRC feedback, etc.
 Publishing an annual Business Plan as
part of the Accountability Framework,
outlining how it will meet the guiding
principles of the Quality Assurance
Framework
 Reporting to the school council on the
program, including feedback on survey
results and future direction of the
program.
Schools adequately resource and support the
program by:
 Employing an equivalent full time ISC
once the number of international
student enrolments reaches 15
students (pro rata up to 15)
 Providing a separate and discreet
budget for the international program
based on the number of international
student enrolments.
 Schools support ISCs to undertake the
ISC Professional Learning Program.
Schools meet the performance monitoring and
reporting arrangements of the Quality Assurance
Framework, which aligns with the School
Accountability and Improvement Framework.
Performance Indicators
Schools develop processes for student feedback
on the level and quality of:
 Care and welfare arrangements
 School services and support
 Accommodation and homestay
arrangements
 Orientation program
 Academic and school program.
For this Quality Standard our school is:
Fully compliant
This information should be used to inform schools
(School meets this Quality Standard - no comment
required)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Partially compliant
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable (Where the Standard does not
apply e.g. school is not actively expanding its program)
International Student Program - Quality Standards, School Self-Assessment Kit
This is an electronic form. You must use Microsoft Word to fill it out.
Quality Standard:
Departure and post placement
For this Quality Standard our school is:
Outcome
(School meets this Quality Standard - no comment
required)
Fully compliant
Schools provide program completion and transition
support and advice to students.
Partially compliant
Performance Indicators
Schools provide support, information and material
that meets the needs of students exiting the
program including information on:
 Education and career pathways
 Returning home strategies.
Schools ensure that they have evidence of
counselling students who choose to return home
early.
Which elements of this standard are you
currently not compliant with? (please describe)
What steps are you taking to achieve full
compliance? (please describe)
What additional assistance or resources from
the International Education Division do you
require, if any?
(please describe)
Not compliant (please provide details)
Not applicable
Thank you for completing the Self Assessment Kit.
Self Assessment Kits are to be returned by email to Michael Gavrilidis at
gavrilidis.michael.m@edumail.vic.gov.au