School Logo
Name of School
CRICOS REGISTRATION
POLICIES AND PROCEDURES
COLLATED BY:
UPDATED BY:
Version # 1
Date:
Updated: 1 July 2010
Location of Copies:



……….
……….
……….
p. 1
CONTENTS
1. CRICOS responsibilities and Written policy about code of ethics
2. Marketing information and practices
3. Checklist for Marketing information and practices
4. Policy about written entry requirements for registered courses
5. Statement regarding course credit
6. Procedure for assessing student’s qualifications, and language proficiency
7. Written refund policy
8. Policy and procedures for deferring, suspending or cancelling a student’s enrolment
9. Transfer policy
10. Complaints and appeals policy
11. Welfare and accommodation policy
12. Written agreements
13. Policy about education agents and providing up to date materials
14. Processes for monitoring activities of education agents
15. Critical incident policy and procedures
16. (a) Monitoring of course progress to complete course within expected duration
course progression)
(b) Course progress policy and procedures for monitoring, intervention and reporting
(c) Attendance policy and procedures for monitoring, intervention and reporting
17. Other intervention processes for overseas students
18. Overseas student orientation program
19. Staff orientation/induction to ESOS framework
20. Staff capabilities, educational resources and premises
21. Appendices
1. Marketing / Pre-enrolment materials
2. Written agreement
3. Written education agency agreement and other documents related to management of
education agents
4. Student handbook
5. Further Information attached: School accommodation options
6. Copies of administrative documents –letters and pro formas (excluding documents for
management of education agents)
7. Checklist / Records of other documents
8. Master copies of School policies
9. Websites (Compliance)
10. Websites (Other)
11. Acronyms
This template is prepared to assist Catholic schools in Queensland
Disclaimer: Much of the information herein has been provided by industry sources, or has been collated from within
the public domain. No warranty or guarantee is or can be given by QCEC or any member of staff and no liability is
or can be accepted for any loss or damage resulting from any person relying on or using the information contained
Updated: 1 July 2010
p. 2
5
8
9
12
15
16
17
21
27
36
43
49
56
66
68
76
87
88
93
95
97
98
99
100
101
102
103
114
115
116
116
119
NOTES:
The first complete draft of this Handbook was made available to Queensland Non-Government Schools on
14 December 2007 by the Queensland Non-Government Schools International Education Co-operative. The
QNGSIEC again revised the document prior to updating the version which appeared on the QNGSIEC CD
of Resources for 2008. This version had minor changes to wording in the Complaints and appeals sample
policy and has some typing corrections. The main changes for the May 2009 version were website updates;
including rather than referring to ISCA policies, and adding permission to access VEVO to the written
agreement. The May 2009 version also included an updated Transfer policy to reflect the current
interpretation of Queensland E(OS) Reg 98 s 10. There was also an additional section added to the Welfare
and accommodation policy to include Qld policy requirements for homestay. Changes to the 2009 version
are highlighted in yellow.
Changes in the April 2010 version are highlighted in green. This version reflects regulatory changes since
the 2009 version and the dissolution of the Queensland Non-Government Schools International Education
Co-operative at the end of 2009.
Schools are asked to note that further changes to ESOS Regulations are anticipated and possibly other
legislation that may require Handbook updates.
Small changes have been made in the July 2010 version of this handbook, highlighted in grey. It has not
been possible to highlight (i) fixing the arrows in the diagram on p.32 so the “Student does not appeal” box
leads to the bottom box, and (ii) changing bullet points to a), b) and c) on p. 37. A note has been added re
the new ACL to the introductory section for Written Agreements p.49, and a web link has been updated
p.117.Some references to QNGSIEC have been removed.
In all cases in this Handbook, the term “student”, where relevant, includes the student’s parents(s) / legal
custodian if the student is under18 years of age.
When compiling this Handbook, Schools are asked to note that customisation is required. Schools may
change suggested procedures to suit, and add or omit sections at will. To assist with customisation, the
following “flags” have been used:
A. Insertions in italics which appear in red e.g., “Enter details of….” or “Name of School” require
some attention in terms of adding information.
B.
All wording may be changed to suit school circumstances, but attention is drawn to wording
which appears in red as this is suggested wording which Schools are more likely to wish to
change.
The Handbook has page breaks inserted between sections. This is to facilitate policy and section updates
and distribution of sections to relevant staff as necessary. It is advised that an up-to-date master copy of the
document with attached CRICOS Registration documents and samples of marketing materials, handbooks,
etc., be filed for audit purposes. An extensive list of Appendices is included for filing of master copies of
documents for audit purposes and registration records.
Relevant legislative references have been given throughout the template. In most cases these will be to the
Standards for Providers in Part D of the 2007 National Code of Practice:
http://www.aei.gov.au/AEI/ESOS/NationalCodeOfPractice2007/National_Code_2007_pdf.pdf (e.g., NC D
St...) or to the Queensland Education (Overseas Students) Regulation 1998:
http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/E/EducOverStuR98.pdf (e.g., E(OS) Reg 98 s..).
Reference may also be made on occasion to the ESOS Act 2000:
http://www.aei.gov.au/AEI/ESOS/ESOSLegislation/default.htm , as is the case for refunds.
Updated: 1 July 2010
p. 3
Tip: To update page numbers in the “Contents” List, click within the list so the entire list is highlighted;
then click within the highlighted area, and choose “update field”. This will give the option of updating page
numbers only or other changes you have made.
For information or queries about CRICOS registration, policies or procedures, please contact the
International Quality Unit (CRICOS)
e: cricosreg@deta.qld.gov.au Tel: (07) 3225 2442
CRICOS documents can be downloaded from the International Quality Unit website:
www.education.qld.gov.au/internationalquality
Schools are also referred to the “National Code 2007 Transition support handbook for non-government
schools enrolling full fee paying students” available at www.isca.edu.au and websites related to
compliance in Appendix 9.
Updated: 1 July 2010
p. 4
1. CRICOS responsibilities and Written policy about code of
ethics
E(OS)Reg
98 s11
ESOS Act
2000 s9 &
s9A
Name of School is bound by the National Code of Practice for Registration Authorities and Providers of
Education and Training to Overseas Students 2007 under its registration on the Commonwealth Register of
Institutions and Courses for Overseas Students (CRICOS).
In order to be registered on CRICOS Name of School is required to
a) have the principal purpose of providing education; and
b) clearly demonstrate capacity to provide education of a satisfactory standard.
Evidence of Name of School’s ability to meet these requirements is provided in
(i) the school’s Annual Report to Commonwealth and State governments, available at: www: ……………..
(ii) Non State-Schools Accreditation Board documentation – the school’s Cyclical Review Report and
NSSAB confirmation letter.
Name of School’s CRICOS Registration details:
CRICOS Provider No: …………
CRICOS Course No: ……………
CRICOS Course No: …………….
CRICOS Course No: …………….
Period of CRICOS Registration: --- /
/ ----
to -- /
/--
Name of School is registered to enrol a maximum of XX Full Fee Paying Overseas Students (FFPOS).
N.B., Calculations regarding capacity should include Confirmations of Enrolment (CoEs) for current students
as well as approved and visa granted CoEs for future students.
The Principal Executive Officer (PEO) appearing on the CRICOS website (http://cricos.deewr.gov.au ) in
School Contact Details is:
Name of Officer
Role
[If relevant]
Additionally, the School PEO has signed a “Delegated Responsibility for Register Information Form” for :
Name of Officer
Role
The following Staff members have access to PRISMS:
Name of Officer(s)
Updated: 1 July 2010
Role(s)
p. 5
It is the responsibility of the following officer to notify the International Quality Unit
(CRICOS) and all overseas students enrolled of any intention to relocate premises at least 20
days before the relocation.
Name of Officer
NC D
St 14.3
Role
It is the responsibility of the following officer to advise the International Quality Unit
(CRICOS) in writing of
NC D
St 15.1.a
a) any prospective changes to the ownership of the School as soon as
practicable prior to the change taking effect, and
NC D
St 15.1.b
b) any prospective or actual change to a “high managerial agent” of the School
as soon as practicable prior to the change taking effect, or within 10 working
days where the change cannot be determined until it takes effect, and
NC D
St 15.2
c) any information on the new owner or high managerial agent as per section
9(6) of the ESOS Act
Name of Officer
Role
The following Staff member(s) is the designated official point of contact for overseas students:
NC D
St 6.5
Name of Officer(s)
Role(s)
These staff members undertake the following roles and responsibilities in relation to overseas
students:
Staff Member in this Role
Area of Responsibility for Overseas
Students
NC D
St 6
Method to Contact /
make Appointment
Orientation on arrival
ESL Support
Other tutorial support
Academic and Careers Counselling
Personal Counselling
Monitoring of homestay /
accommodation /care arrangements
Complaints and appeals
Visa / Passport issues
OSHC
[Enter details of support services – some examples are given above – and how students receive this information,
eg in Student Handbook, during Orientation]
Information about the roles of support services and staff in the School, including how to access services, is
Updated: 1 July 2010
p. 6
given to students:
 ……….
 ……....
The following staff member is responsible for keeping details in Section 1 and on the CRICOS website up to
date:
Name of Officer(s)
Role(s)
Information in this section should be checked and updated whenever there is a change of staff member in the
roles above.
THIS SECTION WAS LAST UPDATED
BY ……………….
ON --/--/--
[Optional: Attach copies of school and course details currently on CRICOS Website. This can be done by
using the Print Screen function key (PrtSc).]
Updated: 1 July 2010
p. 7
NC D
St 1
NC D
St 1.1
2. Marketing information and practices
Name of School markets its education and training services ethically and in a professional
manner to maintain the integrity and reputation of the international education industry.
Name of School’s marketing materials do not make false claims or provide misleading
information about itself, its courses or course outcomes, including:




NC D
St 1.2.b
Claims of associations between providers
Employment outcomes associated with a course
Automatic acceptance into another course
Possible migration outcomes
The School’s Legal Entity Name [and School Trading Name if relevant] and CRICOS
Number appear on all School written marketing and other required materials, as below ,
including in electronic form, as required by the 2007 National Code in the following format:
[Enter
in format used by school, e.g.,]
NC D
St 1.2.a
Legal Entity Name t/a
School Name
CRICOS Number:
This information is provided to students prior to enrolment and is provided in the following ways: [give
references to locations this can be found e.g., on website, in enrolment information package, etc.]
 ……….
 ……....
See Appendix 1 for copies of Name of School’s pre-enrolment and marketing materials
The following staff member / department is responsible for reviewing and updating marketing materials:
Name of Department / Officer(s)
Role(s)
Information in this section should be checked and updated whenever there is a change of information in
the Checklist, e.g., a change in course registration, in regulations relating to information in the checklist,
or when new marketing materials are produced.
THIS SECTION WAS LAST UPDATED
BY ……………….
ON
--/--/--
MARKETING MATERIALS WERE LAST REVIEWED AND UPDATED
BY …………….
Updated: 1 July 2010
ON --/--/--
p. 8
3. Checklist for Marketing information and practices
NC D
St 1
St 2
1. Registered Provider Name (legal entity name as registered on CRICOS [and trading name of School
if relevant] ) and CRICOS number are provided on: (NC D St 1)
 school website
 written marketing materials (printed and electronic)
 any other materials listed below
THE FOLLOWING INFORMATION IS PROVIDED TO A STUDENT PRIOR TO ENROLMENT:
Please note new formatting and some new items:
REQUIREMENT
2. Requirements For Acceptance Into A Course
 Minimum level of English language proficiency
HOW INFORMATION IS GIVEN
(NC D St 2.1.a and E(OS)Reg 98 s6)
 educational qualifications
(NC D St 2.1a and E(OS)Reg 98 s6)
 advice as to whether course credit is applicable
(NC D St 12)
3. Course information (NC D St 2.1.b)
 course content and duration
 qualification / exit statement offered
 modes of study
 assessment methods
4. Campus information (NC D St 2.1.c)
 campus location(s)
 general description of facilities, equipment,
learning and library resources available to
students
5. Arrangements with other providers (NC D St 2.1.d)
 Details of any arrangements with another
provider to provide the course or part of the
course
6. Fees information (NC D St 2.1.e)
 indicative course-related fees
Updated: 1 July 2010
p. 9
 advice for the potential for fees to change during
the student’s course
 applicable refund policies (see also NC D St 3)
7. Grounds on which a student’s enrolment may be deferred, suspended or cancelled
(NC D St 2.1.f , see also NC D St 13)
 Deferment, suspension and cancellation policy
 Behavioural policy/Code of Conduct
[recommended inclusion]
 Information regarding ‘exclusion from class’ if
applicable (see ISCA Transition handbook
www.isca.edu.au Standard 13 FAQ 12)
8. Description of the ESOS framework (NC D St 2.1.g)
 DEEWR description of the ESOS framework
(See
http://aei.deewr.gov.au/AEI/ESOS/QuickInfo/ESOS_F
rameWork_pdf.pdf)
9. Relevant information on living in Australia (NC D St 2.1.h)
 indicative costs of living
 accommodation options
 where relevant, schooling obligations and options
for dependants, including possibility of school
fees
10. Complaints and appeals policy (NC D St 8 and E(OS)Reg 98 s8)
 Provided to students prior to enrolment
 Provided to students again after arrival
11. Welfare and accommodation arrangements [recommended inclusions] (NC D St 5 and
E(OS)Reg 98 s9)
 Condition for under 18 year old students to
maintain adequate welfare and accommodation
arrangements
 (If school is issuing the CAAW) Advice to under
18 year old students not to travel to Australia
before start date of CAAW arrangements
12. Student transfer request assessment policy (NC D St 7 and E(OS)Reg 98 s10 [recommended
inclusion]
 Policy must be available to staff and students
Updated: 1 July 2010
p. 10
( NC D St 7.2)
Course Progress and Attendance Policy (NC D St 10 and St 11) [recommended inclusion]
 Documented course progress policy and
intervention strategy must be available to staff
and students
(NC D St 10.2 & 10.4)
 Documented attendance policy and procedures
must be available to staff and students (NC D St
11.3)
THIS CHECKLIST WAS LAST UPDATED
Updated: 1 July 2010
BY ……………….
ON
--/--/--
p. 11
NC D
St 2.a
4. Policy about written entry requirements for registered
courses
E(OS)R
eg 98 s6
NC D
St 2.a
Name of school informs intending students of all requirements for acceptance into a course,
and assesses applications for enrolment according to School procedures to determine
appropriateness of educational qualifications, experience and English language proficiency for
the course for which enrolment is sought.
St
2.2
E(OS)R
eg 98 s6
NC D
St 2.1
This information is provided to students prior to enrolment and is provided in the following
ways: [give references to locations this can be found e.g., on website, in enrolment
information package, etc.]
 ……….
 ……....
See also Point 6. below for School’s Procedure for assessing student’s qualifications, and language
proficiency
See Appendix 8 / below for a copy of the School’s Policy about written entry requirements for registered
courses
The following staff member / department is responsible for reviewing and updating written entry
requirements and processes:
Name of Department / Officer(s)
Role(s)
Information in this section should be checked and updated whenever there is a change in admissions
procedures, English levels for entry to mainstream classes or in regulations about entry requirements or
for entry requirements for AL 3 and 4 countries.
THIS SECTION WAS LAST UPDATED
BY ……………….
ON
--/--/--
POLICY ON ENTRY REQUIREMENTS WAS LAST UPDATED ON
BY …………..
ON --/--/--
[Optional: Insert copy of entry requirements here or list and attach in Appendix 8: Master Copies of
School Policies
The following is an example modified from that previously provided to Queensland Non-Government
Schools in the QNGSIEC International Handbook: Getting Registered: the CRICOS Registration
Process. This sample policy has been provided to the International Quality Unit (CRICOS) for checking.]
1) Name of School will consider enrolment applications from students wishing to apply for a Student
Visa, subject to compliance with minimum requirements and conditions set by the School, and with
legislative requirements of the State of Queensland and the Commonwealth of Australia, including
any requirements to undertake extra tuition to learn English to meet the English language proficiency
Updated: 1 July 2010
p. 12
standard needed to enter mainstream classes.
2) Applications for enrolment must be made on [Insert name of form]. This must be correctly
completed, and must be accompanied by the following documents to support the application:
o Copies of Student Report Cards from the previous X years of study, including a copy of the
latest Student Report;
o A completed Reference Form from the student’s current or most recent school Principal is
also required if student Report Cards do not record student behaviour or commitment to
studies;
o A completed Subject Choices Form if appropriate ;
o Appropriate proof of identity and age;
o Written evidence of proficiency in English as a second language
o Photocopy or scanned copy of passport page with name, photo identification, passport number
and expiry date
[Other documents may also be required, e.g.,]
o Completed Homestay or Boarding Application Form
o Enrolment Application Fee
o Application for Course Credit if School grants Course Credit
3) Where the above documents are not in English, certified translations in English are required, with
necessary costs to be met by the applicant.
4) An application for enrolment can only be processed when all of the above are in the hands of the
Admissions Officer.
5) Applications from overseas students are processed according to established policy and procedures,
and are dealt with on their merits.
6) Assessment procedures include an evaluation of reports from previous schools and of English
language proficiency. In cases where report cards are not available or are inconclusive for any reason,
the school may require relevant testing of the applicant to assess the application. Minimum academic
and English language requirements are as follows:
Academic Requirements
Students must provide evidence of satisfactory academic performance appropriate to entry to the Year
level requested on the Application for Enrolment or offered as an alternative point of entry by the
school in a Letter of Offer.
Updated: 1 July 2010
p. 13
[Schools should indicate minimum academic performance requirements, e.g.,]
o For Primary School:
- Evidence of application to school work and age-appropriate achievement
in literacy and numeracy areas of the curriculum
o For Year 8 – 12 students:
- A pass level or “C” grade or better for the majority of core subjects
English Language Proficiency Requirements
Name of School requires evidence of sufficient proficiency in English to successfully meet the curriculum
demands of the enrolled course. This is a requirement under the 2007 National Code of Practice, Section
D Standard 2.
Evidence of English Language Assessment must meet the requirements of the Migration Regulations
where required. In the case of AL4 applicants 16 years of age or older, as of 1 April, 2004, Migration
Regulations must be met.
This evidence may be presented as evidence of previous study in English as the medium of instruction, or
as results of an acceptable English language proficiency test. Where Migration Regulations do not apply,
Name of School accepts results from the following test instruments:
Acceptable Test
Minimum Test Result
For Entry to Year
10
11
12
Students should note that if their language proficiency is below that outlined above, they may be required
to undertake an intensive English language course before beginning mainstream studies.
Students wishing to enter the school below year 10 level are assessed individually based on the contents
of their report cards and personal references, and may also be required to undertake a language
proficiency test set by the school.
Updated: 1 July 2010
p. 14
NC D St
2.1.a
St 12
5. Statement regarding course credit
Schools decide which option Either: Name of school does not offer course credit and entry into any
course is subject to the assessment of the school. This also applies to on-shore school transfers, either
within the state or from interstate. Or
Name of school will assess all applications for entry into the School. Course credit may only be
offered as outlined below.
 For students transferring from interstate up to year 10, the school does not offer course
credit and entry into any course is subject to the assessment of the school.
 For students transferring from interstate in Year 11 and the beginning of year 12, the
student may receive course credit for units completed based on evidence provided of
studies undertaken under the relevant state or territory curriculum assessment authority or
nationally accredited framework
NC D St
12
If the School does grant course credit, then this is included:
These staff members undertake the following roles and responsibilities in relation to
documenting and recording course credit
Staff Member
Action
Role of Staff Member
Assessment of student enrolment application to decide
course credit due
Role of Staff Member
Verification of evidence provided
Role of Staff Member
Provision of record of course credit granted to student and
placement of signed copy, i.e., acceptance by student, on
student file. (If course duration is in any way reduced
because of granting of course credit, see NC D St 12.2)
This information is provided to students prior to enrolment and is provided in the following ways:
[give references to locations this can be found e.g., on website, in enrolment information package,
etc.]
 ……....
The following staff member / department is responsible for reviewing and updating the School’s
policy and statement about course credit:
Name of Department / Officer(s)
Role(s)
Information in this section should be checked and updated if there is a demand demonstrated in
student applications and in response to any relevant changes in legislation.
THIS SECTION WAS LAST UPDATED
BY ……………….
STATEMENT ON COURSE CREDIT LAST UPDATED
Updated: 1 July 2010
BY ……………….
ON
--/--/--
ON
--/--/--
p. 15
NC D
St 2.2
6. Procedure for assessing student’s qualifications,
and language proficiency
[Adjust diagram to suit school process]
Admissions Office
E(OS)Reg 98
s6
Completed enrolment
application documents are
received.
These include:
 Check if placement is available
 Check documentation is complete
 Request any documentation
outstanding
 Advise family if no placement
available
[School requirements to be listed]
 Completed enrolment application
 Create application file
 Indicate placements which might be
available

Application file circulated for
assessment

REF: English language and academic
entry requirements, [if applicable]
granting of course credit

ESL teacher for
assessment of ESL
support required if
student is from a
culturally and
linguistically
diverse
background
Appropriate Head
of SubSchool/Academic
Dean for
assessment of
academic history
and conduct




Principal/ Deputy Principal
 Application approved
 Application not approved
 Interview required


Admissions Office
 Confirm recommended placement is
available
 Confirm documentation and
consultation process is complete
 Follow up any academic or
management requests
 Finalise documentation
form
Signed agreement all policies and
conditions have been understood and
accepted
Completed medical information
form
Certified transcripts of academic
records from last two years of
schooling
Certified evidence of date of birth
Letter of recommendation or
statement of student behaviour from
previous school principal (if not
included with academic records)
Copy of passport details
Copy of English language
test/evidence English language
proficiency
Completed form for request for
Special Assistance/Programs
Completed accommodation
application
Advise outcome of application
and complete enrolment
process if application is
accepted
THIS DIAGRAM WAS LAST UPDATED BY ……………….
Updated: 1 July 2010
ON
--/--/--
p. 16
NC D
St 2.1.e
St 3.1.c
St 3.2
ESOS Act
2000 s27 &
s28
E(OS)Reg 98
s7
7. Written refund policy
Name of School refunds course monies in accordance with requirements under
Commonwealth and state legislation.
Information on the School’s refund policy is provided to students prior to enrolment
and is part of the written agreement between the student and the school.
The Refund Policy appears in School documentation in
a) Pre-enrolment information (See Appendix 1)
b) the School’s Written Agreement (see Appendix 2)
NC D
St 2.1.e
St 3.1
c) …………
d)…………
[Also give references to any other locations this can be found e.g., on website, in
enrolment information package]
See Appendix 8 / below for a copy of the School’s Written refund policy
The Bursar is responsible for administering refund requests within the stated timeframe.
The following staff member / department is responsible for reviewing and updating the School Refund
Policy for Overseas Students:
Name of Department / Officer(s)
Role(s)
Information in this section should be checked and updated whenever there is a change of fee structure,
information about payment of fees or refunds, or in regulations relating to fees or refunds.
THIS SECTION WAS LAST UPDATED
BY ……………….
THE REFUND POLICY WAS LAST UPDATED
BY ……………….
ON
ON
--/--/---/--/--
[Optional: Insert a copy of School’s Refund Policy here or list and attach in Appendix 8
The following is a QNGSIEC sample policy which has been checked by the CRICOS SRA. It is based on the
sample policy provided in the ISCA 2007 National Code Transition handbook (www.isca.edu.au ) and is
compliant with additional Queensland requirements:]
XXXX School Refund Policy
A copy of this policy is provided to the student (or parent(s)/legal guardian if the student is under 18) at a
reasonable time prior to a written agreement being signed or an amount is paid for a registered course,
whichever happens first.
1)
This refund policy applies to all course monies paid to the school and includes any course monies
Updated: 1 July 2010
p. 17
paid to an education agent to be remitted to the school.
2)
Fees for services paid to education agents by students (or parent(s)/legal guardian if the student is
under 18) are not covered by this refund policy.
3)
The application fee is non-refundable.
4)
Payment of Course Fees and Refunds
a.
Fees are payable 12 months in advance.
b.
All fees must be paid in Australian dollars.
c.
If the student changes visa status (e.g. becomes a temporary or permanent resident) he/she will
continue to pay full overseas student’s fees for the duration of that year.
d.
Refunds will be reimbursed in Australian dollars and the payment sent to the applicant’s home
country unless otherwise requested in writing.
e.
Refunds will be paid to the person who enters into the written agreement unless the school
receives written advice from the person who enters the written agreement to pay the refund to
someone else.
5)
All notification of withdrawal from a course, or applications for refunds, must be made in writing and
submitted to [insert appropriate person].
6)
Unsuccessful Enrolment/Visa Rejection
7)
a.
The school will refund within four weeks all course monies paid where the student’s application
for enrolment is refused by the school. [Applicable only if payment of fees has accompanied the
application/enrolment form and lodgement of the written agreement.]
b.
The school will refund within four weeks all course monies paid where the student produces
evidence that the application made by the student for a student visa has been rejected by the
Australian immigration authorities.
Student Default
a.
Refunds for student default apply to tuition fees only. Course monies (excluding tuition fees)
will be refunded on a pro rata basis proportional to the amount of time the student was studying
in the course, except where a non-refundable payment on behalf of the student has been made.
b.
If the student does not provide written notice of withdrawal and does not start the course on the
agreed starting date, only one term’s (or ten weeks) tuition fees will be refunded from the
annual tuition fee.
c.
The school will refund within four weeks of the receipt of written notification of withdrawal by
Updated: 1 July 2010
p. 18
the student (or parent(s)/legal guardian if the student is under 18) tuition fees paid by or on
behalf of the student less the amounts to be retained as agreed and detailed below.
i.
If written notice is received up to four weeks prior to commencement of the course, the
school will be entitled to retain an administration fee. [include details of the
administration fee]
ii.
If written notice is received less than four weeks prior to commencement of the course
70% of the tuition fee will be refunded.
iii. If written notice is received within six months of the commencement date of the student’s
course, only one term’s (or ten weeks) tuition fees will be refunded from the annual
tuition fee.
iv. If written notice is received more than six months after the commencement date of the
student’s course no refund of tuition fees will be made.
d.
8)
No refund of tuition fees will be made where a student’s enrolment is cancelled for any of the
following reasons;
i.
Failure to maintain satisfactory course progress (visa condition 8202)
Please see [School Policy Ref]
ii.
Failure to maintain satisfactory attendance (visa condition 8202)
Please see [School Policy Ref]
iii. Failure to maintain approved welfare and accommodation arrangements (visa condition
8532) [Please see [School Policy Ref - if applicable]
iv. Failure to pay course fees
v.
Any behaviour identified as resulting in enrolment cancellation in XXXX School’s
Behaviour Policy/Code of Conduct. [Schools should list the criteria here]
School Default
[Any default by the school must be compliant with the provisions of the ESOS Act 2000 and the ESOS
regulations 2001 (as amended).]
a.
If for any reason the school is unable to offer a course, a full refund of fees paid will be made
within 14 days of the agreed starting day.
b.
If for any reason the school is unable to continue offering a course after student commencement,
a full refund of fees paid, including for the portion of the course already taught, will be made
within 14 days of the day the course ceased to be delivered.
[Suggested wording has also been provided by DEEWR for the ‘plain English explanation of what
happens in the event of a course not being delivered’ which is required under Standard 3.2. It
provides three options depending on whether the school;
 is administered by a State Education Authority or in receipt of Commonwealth Recurrent
Funding,
 is covered by a Tuition Assurance Scheme (TAS), or
 has a Bank Guarantee/indemnity Agreement/Ministerial Exemption.
Schools may choose to use this wording if they prefer. The suggested wording also refers to
placement in an alternative course as an alternative to provision of a refund which may be
applicable for schools which are part of a system. If the student chooses placement in an alternative
course over a full refund, they have to sign a document to that effect. The DEEWR wording is
Updated: 1 July 2010
p. 19
available at http://aei.deewr.gov.au/AEI/ESOS/QuickInfo/Guide2Refunds_pdf.pdf.]
9)
This agreement, and the availability of complaints and appeals processes, does not remove the right of
the student to take action under Australia’s consumer protection laws.
10)
Definitions
a.
Course money – includes tuition fees, any amount received by the school for Overseas Student
Health Cover (OSHC) and any other amount the student has to pay in order to undertake the
course.
Updated: 1 July 2010
p. 20
8. Policy and procedures for deferring, suspending or
cancelling a student’s enrolment
Name of School provides information to intending students about the grounds on which
an enrolment can be deferred, suspended or cancelled prior to enrolment. [Add if
relevant:]and as part of the written agreement between the student and the school
NC D
St 2.1.f
St 13
NC D
St 2.1.f
Information on the School’s policy for deferring, suspending or cancelling a student’s
enrolment is provided to students prior to enrolment and is part of the written
agreement between the student and the school.
The Policy for deferring, suspending or cancelling a student’s enrolment appears in
School documentation in
a) Pre-enrolment information (See Appendix 1)
b) the School’s Written Agreement (see Appendix 2)
c) ……
d)…………
[Also give references to any other locations this can be found e.g., on website, in
enrolment information package]
See Appendix 8 / below for a copy of the School’s Policy on deferring, suspending or cancelling a
student’s enrolment and Complaints and Appeals Policy
See Appendix 4 Student Handbook for a copy of the School’s [state which] Code of Conduct /
Behaviour Policy [or any other school document related to this policy ]
It is the role of the following staff members to undertake the these steps in the event of a student –
initiated request for a deferment or suspension of enrolment
Staff Member
Action
REF
Role of Staff member
Assess student application for deferment or suspension
of study
NC D
St 13.1
Role of Staff member
Approve or reject Student application for deferment or
suspension of study
NC D
St 13.1
Role of Staff member
Record and advise the student of the outcome of the
Student application for deferment or suspension of study,
and if the student request is granted, advise the student
deferring or suspending his/her enrolment may affect
his/her student visa
NC D
St 13.1
St 13.3
Role of Staff member
Notify the Secretary of DEEWR via PRISMS as required
under s19 of the ESOS Act where the student’s
enrolment is deferred or temporarily suspended
NC D
St 13.3.b
Role of Staff member
Ensure all records for all steps above are kept on the
student’s file
NC D
St 13.1
It is the role of the following staff members to undertake these steps in the event of a School –
Updated: 1 July 2010
p. 21
initiated suspension or cancellation of enrolment. There are two options here, depending on whether
or not there are extenuating circumstances.
Role of Staff member
FIRST STEP
Make the decision to or suspend or cancel a student’s
enrolment based on the information about grounds for
doing this provided in pre-enrolment information to the
student , and assess if there are extenuating
circumstances
Role of Staff member
OPTION 1
 If there are not extenuating circumstances, inform
the student in writing
NC D
St 2.1f
St 13.4
NC D
St 13.4
St 13.3
(a) the School intends to suspend or cancel his/her
enrolment
(b) the student has 20 days to access the School’s
internal complaints and appeals process
(c) deferment or suspension of enrolment may
affect the student’s visa
Role of Staff member
 Supervise the student’s conditions of continuing
enrolment and care arrangements, and process
student’s appeal
Role of Staff member
 Advise the student in writing of the outcome of
the appeal process including reasons for the
outcome
Role of Staff member
 If the outcome of the appeal favours the student,
the School also comply with NC D St 8.5.
Role of Staff member
 If the outcome of the appeal upholds the School’s
decision, the School then notifies DIAC via
PRISMS that the student’s enrolment is
suspended or cancelled and continues to check
suitability of care arrangements until one of the
criteria in NC D St 5.3a-d is met.
Role of Staff member
OPTION 2
 If there are extenuating circumstances relating to
the welfare of the student, the School contacts
DIAC to discuss the situation, or report
suspension or cancellation of enrolment of the
student via PRISMS with an explanation, or both,
depending on the severity of the situation. (The
student may still access the School’s Complaints
and Appeals Process, but this can be done from
offshore if necessary.)
Updated: 1 July 2010
NC D
St 5
St 13.4
St 8
NC
St 13.1
St 8.1.d
NC D
St 8.1.d
St 8.5
N NC D
St 13.3
St 5.3a-d
NC D
St 13.4
St 13.3.b
p. 22
 Continue to check the suitability of the student’s
care arrangements (if necessary) as per the
conditions in NC Standard 5.3, unless it is
necessary to advise DIAC via PRISMS that the
School can no longer approve the care
arrangements for the student.
Role of Staff member
NC D
St 5.3
In this case, call the Student Compliance
Section of the Brisbane Office of DIAC on (07)
3136 7532 before making this report via
PRISMS, so DIAC is aware of the situation and
can monitor student movements if necessary.
 If the student accesses the School’s complaints
and appeals process, advise the student in writing
of the outcome of the appeal process, including
details of reasons for the outcome
Role of Staff member
Role of Staff member
IN ALL CASES
Record all outcomes and ensure all records for all
steps above are kept on the student’s file
Role of Staff member
NC D
St 13.1
St 8.1.d
NC D
St 13.1
St 8
In the case of a school-initiated suspension for longer
than 28 days, inform the student that this may affect
their visa and contact DIAC
(studentcompliance.qld@immi.gov.au ) to discuss the
situation. DIAC will advise if there is a need for the
student to make an appointment for visa advice.
Administrative documents relating to the School’s policy on deferring, suspending or cancelling a
student’s enrolment are:
 Student application for deferment of commencement or suspension of studies
 School letter for informing student of intention to suspend or cancel enrolment
 School letter for informing student of intention to suspend or cancel enrolment in the case of
extenuating circumstances
See Appendix 6 for copies of administrative documents
The following staff member / department is responsible for reviewing and updating the Policy on
deferring, suspending or cancelling a student’s enrolment and related administrative documents:
Name of Department / Officer(s)
Role(s)
Information in this section should be checked and updated whenever there is a change in regulations
about Standards 8 and 13, or when existing policies need to be adapted or strengthened.
THIS SECTION WAS LAST UPDATED
BY ……………….
ON
--/--/--
THE POLICY FOR DEFERRING, SUSPENDING OR CANCELLING ENROLMENT WAS
LAST UPDATED
BY ……………….
ON --/--/-[Optional: Insert a copy of School’s policy for deferring, suspending or cancelling a student’s enrolment
Updated: 1 July 2010
p. 23
here or list and attach in Appendix 8.
The Sample Policy below for deferring, suspending or cancelling a student’s enrolments is from the ISCA
2007 National Code Transition handbook at www.isca.edu.au]
XXXX School Deferment, Suspension and Cancellation Policy
1)
2)
3)
4)
Deferment of commencement of study requested by student
a)
XXXX School will only grant a deferment of commencement of studies for compassionate and
compelling circumstances. These include but are not limited to:
i)
illness, where a medical certificate states that the student was unable to attend classes
ii) bereavement of close family members such as parents or grandparents (where possible a
death certificate should be provided)
iii) major political upheaval or natural disaster in the home country requiring emergency
travel that has impacted on studies
iv) a traumatic experience which has impacted on the student (these cases should be where
possible supported by police or psychologists’ reports)
b)
The final decision for assessing and granting a deferment of commencement of studies lies with
the [insert position].
c)
Deferment will be recorded on PRISMS depending on the students CoE status.
Suspension of study requested by student
a)
Once the student has commenced the course, XXXX School will only grant a suspension of
study for compassionate and compelling circumstances. These include but are not limited to;
i)
illness, where a medical certificate states that the student was unable to attend classes
ii) bereavement of close family members such as parents or grandparents (where possible a
death certificate should be provided)
iii) major political upheaval or natural disaster in the home country requiring emergency
travel that has impacted on studies
iv) a traumatic experience which has impacted on the student (these cases should be where
possible supported by police or psychologists’ reports)
b)
Suspensions will be recorded on PRISMS.
c)
The period of suspension will not be included in attendance calculations.
d)
The final decision for assessing and granting a suspension of studies lies with the [insert
position].
Assessing requests for deferment or suspension of studies
a)
Applications will be assessed on merit by [insert position].
b)
All applications for deferment or suspension will be considered within XX working days.
Exclusion from class ( 1 – 28 days)
Updated: 1 July 2010
p. 24
5)
6)
a)
XXXX School may exclude a student from class studies on the grounds of misbehaviour by the
student. Exclusion will occur as the result of any behaviour identified as resulting in exclusion
in XXXX School’s Behaviour Policy/Code of Conduct.[Schools should list the criteria here].
b)
Excluded students must abide by the conditions of their exclusion from studies which will
depend on the welfare and accommodation arrangements in place for each student and which
will be determined by the [insert position].
c)
Where the student is provided with homework or other studies for the period of the exclusion,
the student must continue to meet the academic requirements of the course.
d)
Exclusions from class will not be recorded on PRISMS.
e)
Periods of ‘exclusion from class’ will not be included in attendance calculations as per XXXX
School’s Course Progress and Attendance Policy [Alternatively schools could require that these
periods be included in attendance calculations]
School initiated suspension of studies (28 days +)
a)
XXXX School may initiate a suspension of studies for a student on the grounds of misbehaviour
by the student. Suspension will occur as the result of any behaviour identified as resulting in
suspension in XXXX School’s Behaviour Policy/Code of Conduct.
b)
Suspended students must abide by the conditions of their suspension from studies which will
depend on the welfare and accommodation arrangements in place for each student and which
will be determined by the [insert position].
c)
Students who have been suspended for more than 28 days may need to contact DIAC. are
required to return to their home country by DIAC unless special circumstances exist (e.g. the
student is medically unfit to travel).
d)
If special circumstances exist, the student must abide by the conditions of his or her suspension
which will depend on the welfare and accommodation arrangements in place for each student
and which will be determined by the [insert position].
e)
Suspensions will be recorded on PRISMS.
f)
The period of suspension will not be included in attendance calculations.
Cancellation of enrolment
a)
XXXX School will cancel the enrolment of a student under the following conditions;
i)
Failure to pay course fees
ii) Failure to maintain approved welfare and accommodation arrangements (visa condition
8532) [Alternatively schools may decide that they will not cancel enrolment for this
reason]
iii) Any behaviour identified as resulting in cancellation in XXXX School’s Behaviour
Policy/Code of Conduct. [Schools should list the criteria here]
Updated: 1 July 2010
p. 25
b)
7)
8)
Complaints and Appeals
a)
Student requested deferment and suspension are not subject to XXXX Schools Complaints and
Appeals Policy.
b)
Exclusion from class is subject to XXXX School’s Complaints and Appeals Policy.
c)
School initiated suspension, where the suspension is to be recorded in PRISMS, and
cancellation are subject to XXXX School’s Complaints and Appeals Policy.
d)
For the duration of the appeals process, the student is required to maintain your enrolment and
attendance at all classes as normal. The [insert position] will determine if participation in
studies will be in class or under a supervised arrangement outside of classes.
e)
If students access XXXX School’s complaints and appeals process regarding a school initiated
suspension, where the suspension is recorded in PRISMS, or cancellation, the suspension or
cancellation will not be reported in PRISMS until the complaints and appeals process is
finalised, unless extenuating circumstances relating to the welfare of the student apply.
f)
Extenuating circumstances include;
i)
the student refuses to maintain approved welfare and accommodation arrangements (for
students under 18 years of age)
ii) the student is missing
iii) the student has medical concerns or severe depression or psychological issues which lead
the school to fear for the student’s wellbeing
iv) the student has engaged or threatened to engage in behaviour that is reasonably believed
to endanger the student or others
v)
is at risk of committing a criminal offence, or
vi) the student is the subject of investigation relating to criminal matters
g)
The use of extenuating circumstances by XXXX School to suspend or cancel a student’s
enrolment prior to the completion of any complaints and appeals process will be supported by
appropriate evidence.
h)
The final decision for evaluating extenuating circumstances lies with the [insert position].
Student Advice
a)
9)
XXXX School is required to report failure to maintain satisfactory course progress and failure
to maintain satisfactory attendance to DIAC which will result in automatic cancellation.
Deferment, suspension and cancellation of enrolment can have an effect on a student’s visa as a
result of changes to enrolment status. Students will be informed to contact the Department of
Immigration for advice.
Definitions
a)
Day – any day including weekends and public holidays in or out of term time
Updated: 1 July 2010
p. 26
9. Transfer policy
NC D
St 7
E(OS)Reg 98
s10
Name of School provides information to overseas students about the School’s transfer policy, which
complies with commonwealth and state requirements. Because state legislation differs from
commonwealth legislation on the matter on student transfer, letters of release, when issued, must
provide prescribed information. Letters of Release are issued only in limited conditions (NC D St 7.3)
in the first six months of a principal course if the student is under 18 years of age.
Information about the School’s transfer policy is provided to students [state when policy is provided
to students, e.g.,]as part of the written agreement between the student and the school as a condition of
enrolment. [It is a recommended inclusion in pre-enrolment materials.]
The Transfer Policy appears in
a) Pre-enrolment information
b) the School’s Written Agreement
c) ……….
d)…………
[Also give references to any other locations this can be found e.g., on website
See Appendix 8 / below for a copy of the School’s transfer policy, flow chart and letters for St. 7
CHECKLIST FOR STUDENT TRANSFER POLICY IN QUEENSLAND
NC D
St 7
St 5
E(OS)Reg 98
s10
(i) For student transferring FROM School TO another provider and the student has
NOT completed his/her course (NC D St7; E(OS) Reg 98 s10.4)
 Advise circumstances in which a transfer will be granted
(NC D 7.2. a)
 Advise circumstances considered as reasonable grounds for refusing student’s request,
including when a transfer can be considered detrimental to student
(NC D 7.2. c
 Advise that a student under 18yo cannot be given a letter of release for transferring from the
principal course of study or preliminary packaged courses for a period of six months and
conditions unless the criteria in NC D St 7.3 are met (NC D St 7.3)
 timeframe for assessing and responding to request for transfer, keeping in mind the 6 months
restriction in St. 7 (NC D St 7.2.c)
 letter of release must be issued at no cost to the student (NC D St 7.4)
 Letter of Release given to student must provide information about whether or not the student
(E(OS)Reg 98 s10.4)
- demonstrated a commitment to studies during the course
Updated: 1 July 2010
p. 27
- had a good attendance record for the course
- paid all fees for the course
 advise the student he/she must contact DIAC to ask whether a new visa is required
(NC D St 7.4)
 all records for requests for transfers and letters of release and outcomes to be kept on student’s
file (NC D St 7.6)
(ii) For student transferring TO School FROM another provider, and the student has
NOT completed the course (E(OS)Reg 98 s10.1.b)
 check in PRISMS if a student is currently enrolled with another provider (the School will need
to give a Letter of Offer for the student to take to current provider to obtain a Letter of Release.
(If student is under 18yo, an undertaking to take over welfare must be included with the Letter
of Offer.) School MUST NOT create CoE until a Letter of Release from other provider is
provided (NC D St 7.1.b)
 Letter of Release from current course is provided to the School which (if in Queensland)
provides information about whether or not the student E(OS)Reg 98 s10.4
- demonstrated a commitment to studies during the course
- had a good attendance record for the course
- paid all fees for the course
(iii) In the event a student has completed another course, the School must not enrol the student
unless it is satisfied the student has demonstrated a commitment to studies during the
course, had a good attendance record for the course, and paid all fees for the course
(E(OS)Reg 98 s10.2.a)
(NB: If the student if transferring from another state, the information required under state legislation
may not automatically be included.)
It is the role of the following staff members to undertake these steps in the event of a student
requesting to transfer FROM the School:
Staff Member
Role of Staff member
Action
Process student application for transfer within stated
timeframe
REF
NC D St
7.3
 check documentation is complete (there is a Letter
of Offer from new registered institution, as well as
any other requirements under NC D St 7.3 if
student if under 18yo)
Role of Staff member
 if request is denied, provide letter giving grounds
for refusal, based on transfer policy, and advise
student he/she can access complaints and appeals
process
Role of Staff member
 check if refund is applicable
Role of Staff member
 if request is granted, provide Letter of Release at
no cost with required information and advise
NC D
St 7.2
St 7.5
St 8
E(OS)Re
g 98 s10
NC D St
Updated: 1 July 2010
p. 28
7.4
student to contact DIAC
Role of Staff member
 File all documents relating to transfer request on
student’s file
NC D St
7.6
It is the role of the following staff members to undertake these steps in the event of a student
requesting to transfer TO the School
Role of Staff member
 Check via PRISMS if student is already enrolled
with another provider. Provide a Letter of Offer
(and an undertaking to take over welfare student is
under 18yo) if School agrees to accept student.
NC D
St 7
Role of Staff member
 Create CoE ONLY AFTER Letter of Release is
received
NC D
St 7.1
Role of Staff member
 If student is from interstate, lodge Interstate
Student Data Transfer Note
Role of Staff member
 File all documents relating to transfer request on
student’s file
http://www.
mceetya.edu.
au/mceetya/d
efault.asp?id
=12095
NC D
St 7.6
Administrative documents relating to the School’s policy on student transfer are:
 Transfer request assessment flowchart
 Student application for Transfer (over 18 years of age must include Letter of Offer from new
registered institution; under 18 years of age must include all three attachments:
- Letter of Offer from new registered institution
- permission from parent / legal custodian
- confirmation new school/institution will undertake welfare)
 School’s letter to advise request is denied, giving grounds for refusal and advising of student’s
right to appeal
 School’s Letter of Release, with
- information about whether the student has demonstrated a commitment to studies
during the course, had a good attendance record
for the course, and paid all fees for the course
- advice the student must contact DIAC to ask whether a new visa is required
See Appendix 6/ below for copies of administrative documents
The following staff member / department is responsible for reviewing and updating the Transfer
Policy:
Name of Department / Officer(s)
Updated: 1 July 2010
Role(s)
p. 29
Information in this section should be checked and updated whenever there is a change to regulations.
THIS SECTION WAS LAST UPDATED
THE TRANSFER POLICY WAS LAST UPDATED
BY ……………….
BY ……………….
ON --/--/-ON
--/--/--
[Optional: Insert a copy of School’s Transfer Policy here or list and attach in Appendix 7
The following is based on the sample policy provided in the ISCA Transition handbook (checked by
DEEWR and DIAC) (www.isca.edu.au ) but is modified to include additional Queensland requirements.]
1)
Overseas students are restricted from transferring from their principal course of study for a period of
six months. This restriction also applies to any course(s) packaged with their principal course of
study.
2)
Students can apply for a letter of release to enable them to transfer to another education provider.
However, if a student is under 18 years of age, conditions apply.
3)
Students under 18 years of age MUST also have;
a)
Written evidence that the student’s parent(s)/legal guardian supports the transfer
b)
Written confirmation that the new provider will accept responsibility for approving the
student’s accommodation, support, and general welfare arrangements where the student is not
living with a parent / legal guardian or a suitable nominated relative
c)
Evidence that the student is always in DIAC approved welfare and accommodation
arrangements
[Customise circumstances below as necessary]
4)
XXXX School will only provide a letter of release to students in the first six months of their principal
course in the following circumstances:
a)
The student has changed welfare and accommodation arrangements and is no longer within a
reasonable travelling time of the school
b)
It has been agreed by the school the student would be better placed in a course that is not
available at XXXX School.
c)
Any other reason stated in the policies of XXXX School
5)
XXXX School will NOT provide a letter of release to students in the first six months of their principal
course in the following circumstances:
a)
The student’s progress is likely to be academically disadvantaged
b)
XXXX School is concerned that the student’s application to transfer is a consequence of the
adverse influence of another party
c)
The student has not had sufficient time to settle into a new environment in order to make an
informed decision about transfer
d)
The student has not accessed school support services which may assist with making adjustments
to a new environment, including academic and personal counselling services
6)
In order to apply for a letter of release, all students must first have a letter of offer from the
receiving provider.
7)
Applications to transfer to another registered provider may have visa implications. The student is
advised to contact the Department of Immigration and Citizenship office as soon as possible to
Updated: 1 July 2010
p. 30
discuss any implications. The address of the nearest Office is:
[Insert contact details as appropriate. See http://www.immi.gov.au/contacts/australia/index.htm for
street addresses of DIAC Offices in Brisbane, Cairns and Gold Coast]
Other contact details are:
Tel: 131 881
E: student.centre@immi.gov.au
8)
It is a requirement under Queensland legislation that letters of release, whether provided by this
School or by another registered provider, give information about whether the student has
demonstrated a commitment to studies during the course, had a good attendance record for the
course, and paid all fees for the course.
9)
All applications for transfer will be considered within XX working days and the applicant notified
of the decision.
10)
Students whose request for transfer has been refused may appeal the decision in accordance with
XXXX School’s complaints and appeals policy. The complaints and appeals policy is available at X.
The sample documents below relating to Standard 7, including the flowchart for assessment of transfer
requests, are from the Independent Schools Council of Australia (ISCA) National Code 2007 Transition
handbook for non-government schools enrolling full-fee paying overseas students, at www.isca.edu.au.
Student transfer request assessment flowchart
Updated: 1 July 2010
p. 31
Student fills in transfer
request within first six
months of study at the
principal course
If the student is under 18 they must also provide
permission from their parent/legal guardian and, if
applicable, a valid enrolment offer from the
receiving provider stating that they will accept
responsibility for the student’s accommodation
and welfare arrangements
The request is assessed by the provider in accordance with
its transfer request policy
Transfer request is denied.
Transfer request is granted
The provider must document the
decision, provide a letter informing
the student of its decision and advise
of his or her right to appeal.
Student appeals
Appeal successful
The student is granted a letter of
release and advised to contact DIAC.
Letter of Release must have
prescribed information. All
documentation kept on file.
Student does not appeal
Appeal is unsuccessful
No change to enrolment.
All documentation kept on file.
Application for student transfer/letter of release
Please read the attached Student Transfer Request Assessment Policy before filling out this form to see if
you meet the requirements to be granted a letter of release for transfer.
Student name:
Updated: 1 July 2010
p. 32
Grade:
Current Address in Australia:
Address in home country:
Phone no:
Mobile Ph:
Email address:
Reason for transfer:
Please state why you wish to transfer to another school.
Attachments:
Attach a letter of offer from the institution to which you wish to transfer. If you are under 18 years of age
and not in the care of a parent or suitable nominated relative, the letter of offer must also show that the
institution will accept responsibility for approving your accommodation, support and general welfare
arrangements.
If there are any gaps between school approved accommodation, support and general welfare arrangements
please detail any DIAC approved interim arrangements.
If you are under 18 years of age, please attach a letter from your parents to indicate that you have their
permission to transfer
Attach any relevant supporting documentation.
This application will be assessed once all documentation has been received. The school may ask for more
documentation if it requires it. Applications are usually processed in XX working days.
Student signature
Updated: 1 July 2010
Date
p. 33
Letter of release
Student name:
Grade:
Current Address:
Phone no:
Email address:
We have received your application for a letter of release. As the reasons stated in your application fall
within the school’s Student Transfer Request Assessment Policy, the school is pleased to grant your
request.
The following information is required by Queensland state legislation to be included in this letter.
While studying in [enter course name/ Year levels ] at XXX School from --/--/-- until --/--/-- , [name of
student]
a) [give statement about whether or not student demonstrated a commitment to his/her studies]
b) [give statement about whether or not student had a good attendance record]
c) [give statement about whether or not student paid all fees for course]
You should be aware that your decision to transfer to a different education provider may have visa
implications and you should contact the nearest Department of Immigration and Citizenship office as soon
as possible to discuss this with them.
If you wish to seek a refund of fees, please refer to the school’s Refund Policy provided in/located at X and
follow the appropriate procedure.
XXXX School
Date:
Letter of refusal to release
Student name:
Grade:
Updated: 1 July 2010
p. 34
Current Address:
Phone no:
Email address:
We have received your application for a letter of release. As the reasons stated in your application did not
meet the school’s Student Transfer Request Assessment Policy, regrettably the school has refused to grant
your application.
You have the right to appeal the school’s decision in accordance with the school’s Complaints and Appeals
Policy which is attached/available in XXXX.
If you choose to appeal, until the process is complete, you must continue to maintain your enrolment and
attendance at all classes as normal.
XXXX School
Date:
Updated: 1 July 2010
p. 35
10. Complaints and appeals policy
Name of School has a Complaints and appeals process which complies with
commonwealth and state requirements. Access to this process is available to an
overseas students at any time, but is has prescribed conditions under Standards 10,
11 and 13. If the School’s Complaints and appeals process is invoked under any of
these standards, provisions under Standard 5 will also be applicable if the student
is under 18 years of age and the School has approved accommodation, support and
welfare arrangements.
Copies of is Name of School’s Complaints and appeals policy are provided to
students prior to enrolment, is part of the written agreement between the student
and the school [if applicable] and is again provided to students within seven
days of commencement of studies.
NC D St 8
and
E(OS)Reg
98 s8
NC D St 8
St 10
St 11
St 13
St 5
E(OS)Reg
98 s8 (a)
and (b)
The Complaints and appeals policy is provided to students [State which are
applicable]
a)
in Pre-enrolment information
b)
the School’s Written Agreement
c)
in Student Handbook……….
d)
during Orientation…………
e)
…………..
[Also give references to any other locations this can be found e.g., on website, a
copy is placed on the wall of the Student Contact Officer’s Office]
See Appendix 1/ Appendix 8 for a copy of the School’s Complaints and Appeals
Policy
It is the role of the following staff members to undertake these steps in the event of a student
accessing the School’s Complaints and appeals process[customise to suit School nomenclature
and circumstances]
Staff Member
Action
Attempting informal resolution of the problem
To discuss academic / study
problems
 Student Contact Officer
 Classroom teacher
 ESL teacher
 Year Level Co-ordinator
 School Careers
Counsellor
Role of Staff member
Updated: 1 July 2010
To discuss personal problems or
problems adjusting to a new
environment
 Student Contact Officer
 Head of House / Pastoral Care
 School Counsellor
 Year Level Coordinator
 If the problem is not resolved
REF
NC D St
8.1.a
To discuss
accommodation
problems
 Student
Contact Officer
 Homestay Coordinator
 Boarding
House
Supervisor
NC D
St 8.1.a
p. 36
informally, advising the student
to access the School’s internal
complaints and appeals process
Role of Staff member
 Overseeing the School’s internal
process as per the School’s policy
and within required timelines
NC D
St 8.1- 5
E(OS)Reg 98 s8
Role of Staff member
 Maintaining and monitoring the
student’s enrolment (and care
arrangements if under 18 years of
age) whilst the complaints and
appeal process is ongoing and
making the student aware of the
School’s obligation to do this.
NC D
St 8.4
St 5
(See also 8. Policy and
procedures for deferring,
suspending or cancelling a
student’s enrolment.)
Role of Staff member
 If the student is not satisfied with
the result or conduct of the
internal complaints or appeals
process, advising the student of
his/her right to access the
external appeals process at
minimal or no cost, as well as the
prescribed information in the
Education (Overseas Students)
Regulation 1998 s 8.3a-c
NC D
St 8.3
E(OS)Reg 98 s8
Role of Staff member
 If necessary, overseeing the
external process as per the
School’s policy and within stated
timelines
NC D St
8.1
E(OS)Reg 98 s8
In the case of
a) notifying students who are at risk of failing to meet course progress
requirements (Standard 10)
b) notifying students who are at risk of failing to meet attendance
requirements (Standard 11)
c) suspending or cancelling a student’s enrolment (Standard 13)
NC D
St 10
St 11
St 13
it is the role of the following staff members to undertake these additional
steps:
Role of Staff member
Updated: 1 July 2010
 When notifying the student of the
School’s intention of to report the
student to DIAC as per
requirements under Standards 10,
NC D
St 10.6
St 11.6
St 13.4
p. 37
11 or 13 of the NC, also advising
the student he /she has 20
working days to access the
School’s Complaints and appeals
process.
In the case of a) and b) above,
notifying the student if he/she
intends to access the school’s
external appeals process, this
must be done within [e.g., two
weeks] of receiving written
advice of the outcome of the
internal process.
Role of Staff member
 In the case of a) and b) above, if
the student does not access the
School’s Complaints and appeals
process, withdraws from the
process or the process is
completed and results in a
decision which supports the
School, notifying the Secretary of
DEEWR via PRISMS as soon as
is practicable.
NB: in the case of a) and b)
above, if the internal or external
appeals process is accessed, the
student’s enrolment must be
maintained until this process is
completed, including welfare
arrangements if applicable.
NC D
St 10.7
St 11.7
St 13.3,4
NC D
St 8.4
St 5.2
In the case of c) above, see
Section 8. Policy and procedures
for deferring, suspending or
cancelling a student’s
enrolment.
IN ALL CASES
NC D
St 8.1.a & d
St 8.5
 Keeping written records of the
complaint and all steps taken, and
filing these on the student’s file,
including:
- copy of written complaint
- copy of Letter of intention to
Updated: 1 July 2010
p. 38
report under Standards 10, 11
and 13 (if applicable)
- copy of outcomes in writing,
with reasons, provided to
student (including outcomes for
Standards 10, 11 and 13)
- evidence of preventative or
corrective action taken by
School (as necessary)
Administrative documents relating to the School’s Complaints and appeals process are: [as
applicable]
 Proforma for recording responses and actions in relation to student complaints
 Letter advising student to access School’s internal Complaints and appeals process
 Letter advising student of outcomes of Complaints and appeals process and reasons for
decisions made
 Letter giving student information about accessing the School’s external Complaints and
appeals process
See Appendix 8 / below for a copy of the School’s Complaints and appeals policy
The following staff member / department is responsible for reviewing and updating the
Complaints and appeals policy and processes:
Name of Department / Officer(s)
Role(s)
This policy should be checked and updated whenever there is a change in regulations about NC
Standards 8 or related Standards (10,11 or 13), in Queensland legislation, or when existing
policies need to be adapted or strengthened.
THIS SECTION LAST UPDATED
BY ……………….
ON --/--/--
THE COMPLAINTS AND APPEALS POLICY WAS LAST UPDATED
BY ……………….
ON --/--/--
[Optional: Insert a copy of School’s Complaints and appeals policy here or list and attach in
Appendix 8
The following is a QNGSIEC sample policy which has been checked by the CRICOS SRA. It is based
on the sample policy provided in the ISCA Transition handbook (www.isca.edu.au ) and is compliant
with additional Queensland requirements. On advice from DIAC, the following has been added
under Point 5 External appeals process: [Schools may also wish to add a timeline here for accessing
the external appeals process in the case of Standards 10 and 11, e.g., within 2 weeks]
XXXX School Complaints and Appeals Policy
A copy of this policy will be provided to the student (or parent(s)/legal guardian if the student is
Updated: 1 July 2010
p. 39
under 18) at a reasonable time prior to a written agreement being signed or an amount is paid for
a registered course, whichever happens first, and again within 7 days of the commencement of
student attendance of the enrolled course.
1)
2)
Purpose
a)
The purpose of XXXX School’s Complaints and Appeals Policy is to provide a
student or parent(s)/legal guardian with the opportunity to access procedures to
facilitate the resolution of a dispute or complaint.
b)
The internal complaints and appeals processes are conciliatory and non-legal.
Complaints against other students
a)
3)
4)
Grievances brought by a student against another student will be dealt with under
the school’s Behaviour Policy/Code of Conduct.
Informal Complaints Resolution
a)
In the first instance, XXXX School requests there is an attempt to informally
resolve the issue through mediation/informal resolution of the complaint.
b)
Students should contact the [the student’s teacher/Head of House/Head of
School/other] in the first instance to attempt mediation/informal resolution of the
complaint.
c)
If the matter cannot be resolved through mediation, the matter will be referred to
the Principal/other and XXXX School’s internal formal complaints and appeals
handling procedure will be followed. [Schools could specify here different people for
different issues e.g. boarding issues to the Director of Boarding, academic issues to the
Head of Department or all complaints at this point could be directed to a single person
e.g. the Principal ]
Formal Complaints Handling Procedure
a)
The process of this grievance procedure is confidential and any complaints or
appeals are a matter between the parties concerned and those directly involved in
the complaints handling process.
b)
The student must notify the school in writing of the nature and details of the
complaint or appeal.
c)
Written complaints or appeals are to be lodged with the Principal/other.
d)
Where the internal complaints and appeals process is being accessed because the
student has received notice by the school that the school intends to report him/her
for unsatisfactory course attendance, unsatisfactory course progress or suspension
or cancellation of enrolment, the student has 20 working days from the date of
receipt of notification in which to lodge a written appeal.
Updated: 1 July 2010
p. 40
5)
e)
Complaints and appeals processes are available to students at no cost. [If there is a
cost it must be minimal and should be detailed here].
f)
Each complainant has the opportunity to present his/her case to the
Principal/other.
g)
Students and / or the School may be accompanied and assisted by a support person
at all relevant meetings.
h)
The formal grievance process will commence within 10 working days of the
lodgement of the complaint or appeal with the Principal/other.
i)
Once the Principal/other has come to a decision regarding the complaint or appeal,
the student will be informed in writing of the outcome and the reasons for the
outcome , and a copy will be retained on the student’s file.
j)
If the grievance procedure finds in favour of the student, XXXX School will
immediately implement the decision and any corrective and preventative action
required, and advise the student of the outcome.
k)
XXXX School undertakes to finalise all grievance procedures within XX working
days [timeframe needs to be as soon as is practicable].
l)
For the duration of the appeals process, the student’s enrolment and attendance
must be maintained. [or otherwise if that is the school’s policy]
External Appeals Processes
a)
If the student is dissatisfied with the conduct or result of the complaints procedure,
he/she may seek independent mediation through an external body at minimal or no
cost. [Schools may also wish to add a timeline here for accessing the external appeals
process in the case of Standards 10 and 11. e.g., within 2 weeks]
b)
XXXX School recommends further complaints and appeals are directed to:
Dispute Resolution Branch
Department of Justice and Attorney-General
GPO Box 149
Brisbane QLD 4001
Level 1
Brisbane Magistrates Court
363 George Street
Brisbane QLD 4000
Tel: (07) 3239 6269
Fax: (07) 3239 6284
Outside Brisbane (Toll Free) 1800 017 288
Updated: 1 July 2010
p. 41
(At present there is no fee for this service, but this may change.)
c)
If the student wishes to appeal against a decision of XXX School, he/she may seek
independent advice through the following external body at no cost: [Insert contact
details of external body being used for student appeals.]
d)
If a student is concerned about the actions of the school they may approach the
chief executive of the Department of Education and Training, who, under part 2,
division 2 of the Education (Overseas Students) Act 1996, may suspend or cancel
the registration of a provider of a course if a breach of the requirements of
registration provision is proved. Concerns or complaints about the conduct of a
registered provider should be addressed in writing to:
The Manager
International Quality Unit (CRICOS)
Training and International Quality
LMB 527
BRISBANE QLD 4001
6)
Other legal redress
Nothing in the School’s Complaints and Appeals Policy negates the right of an overseas
student to pursue other legal remedies.
7)
Definitions
a)
Working Day – any day other than a Saturday, Sunday or public holiday during term
time
b)
Student – a student enrolled at XXXX School or the parent(s)/legal guardian of a
student where that student is under 18 years of age
c)
Support person – for example, a friend/teacher/relative not involved in the grievance.
Updated: 1 July 2010
p. 42
11. Welfare and accommodation policy
The 2007 National Code requires that intending students are provided with relevant
information about accommodation options prior to enrolment.
NC D
St 5
St 2.1.h.ii
E(OS)Reg
98 s9
NC D
St 2.1.h.ii
If a student is under 18 years of age, the following visa condition applies:
(http://www.immi.gov.au/students/visa-conditions-students.htm)
No.
Subclasses
8532
Description
All (except
576)
If you have not turned 18 you must maintain adequate
arrangements for your accommodation, support and
general welfare for the duration of your stay in Australia.
To maintain adequate arrangements for welfare you must
stay in Australia with:

your parent or legal custodian
or

a relative who has been nominated by your parents
or
custodians who is aged over 21 and is of good
character
or

accommodation, support and general welfare
arrangements that have been approved by your
education provider.
Note: You must not change those arrangements without the
written approval of your education provider.
If your welfare arrangements are approved by your
education provider you must not travel to Australia until
your welfare arrangements are due to commence.
See also: http://www.immi.gov.au/business-services/educationproviders/roles_responsibilities.htm#under18 )
Name of School provides information about approved accommodation options to
students in the form of a Welfare and accommodation policy.
NC D
St 5
St 2.1.h.ii
E(OS)Reg
98 s9
See Appendix 8 / below for a copy of the School’s Welfare and accommodation policy
Information about Name of School’s Welfare and accommodation policy is
provided to students [State which are applicable]
a)
NC D
St 2.1.h.ii
St 3.1.e
in Pre-enrolment information
Updated: 1 July 2010
p. 43
b)
the School’s Written Agreement
c)
in Student Handbook……….
d)
during Orientation…………
e)
…………..
[Also give references to any other locations this can be found e.g., on website]
Name of School keeps up to date records of students’ current addresses as required.
For each FFPOS under 18 years of age for whom the School has undertaken to
approve accommodation, support and general welfare arrangements, there is a
requirement to have documented procedures for checking the suitability of these
arrangements. Additional Queensland legislation also applies.
Further information about Name of School’s administration of approved
accommodation options and obligations for FFPOS under 18 years of age can be
found as follows: [Delete any of the following which do not apply]
OPTION
SEE
 Homestay Program
 Boarding
 Private accommodation arrangement (approved by
School)
Appendix 5
NC D
St 3.1.e
ESOS Act
s21
NC D St
5.1.c
E(OS)Reg
98 s9
www.bluec
ard.qld.edu.
au
REF
E(OS)Reg
98 s9
www.bluec
ard.qld.edu.
au
NC D
St 5
It is the role of the following staff members to undertake these steps in administering the School’s
welfare and accommodation policies and procedures:
(I) IF STUDENT IS LIVING WITH ADULT RELATIVE APPROVED BY DIAC
Staff Member
Role of Staff member
Action
Provide information about school
requirements to student guardian as per
Procedures if student is living with a student
guardian approved by DIAC, below, and
administer any requests to depart the country
REF
NC D
St 3.1.e
www.immi.
gov.au
(II) IF THE SCHOOL IS CONFIRMING APPROVAL OF APPROPRIATE ACCOMMODATION AND
WELFARE (I.E., PROVIDING THE CAAW LETTER FROM PRISMS)
Staff Member
Action
REF
Role of Staff member
Create the CAAW in PRISMS and advise
student he/she cannot enter the country before
the start date of approved arrangements
NC D
St 5.1.a,b
Role of Staff member
* If a student under 18 years of age is
changing or has changed living arrangements
and the School has concerns about approval
of the arrangements, where possible contact
DIAC asap for further advice prior to
reporting via PRISMS that the school no
NC D
St 5.1.d
Updated: 1 July 2010
p. 44
longer approves
Role of Staff member(s)
Check suitability of student’s accommodation,
support and general welfare arrangements,
including in the case the student’s enrolment
being suspended or cancelled by the School, as
per requirements in Standard 5.3
NC D
St 5.1.c
St 5.3
*In this case, call the Student Compliance
Section of the Brisbane Office of DIAC on
(07) 3136 7532 before making this report via
PRISMS, so DIAC is aware of the situation
and can monitor student movements if
necessary and provide further advice.
PROCEDURES IF STUDENT IS LIVING WITH A STUDENT GUARDIAN APPROVED BY DIAC
1. If the student is accompanied by a student guardian, the adult visa holder who
fulfils this role has the following visa condition:
(http://www.immi.gov.au/students/student_guardians/580/obligations-studentguardians.htm)
Departing Australia
You cannot leave Australia without the student for whom you are the
guardian, unless you provide the department with evidence that:

there are compassionate or compelling circumstances for you to
leave the country

you have made alternative arrangements for the student's
accommodation, general welfare and support until your return.
Note: If the student is less than 18 years, the alternative
arrangements must be approved by the education provider.
These
procedures
have been
developed
in
consultatio
n with the
Brisbane
office of
DIAC
If the student is being accompanied by an adult with a student guardian visa, this
process applies:

The School notifies the parent / visa holder [by letter / in pre-enrolment materials
/ in the written agreement] that the School is aware of the visa condition
regulating departure from the country, and that, in the event of there being
compelling circumstances for leaving the country, the parent / visa holder should
contact the school to discuss
a) the circumstances
b) the accommodation and welfare arrangements that are intended for the
student and
c) the details and start and end dates of these arrangements
[Or the school may wish to advise it will only approve welfare arrangements if the
student is accommodated within a specified homestay program]
Updated: 1 July 2010
p. 45

If the School approves arrangements for the specified dates, then the School
provides the parent / visa holder with a letter noting the circumstances given, and
confirming that alternative arrangements for the accommodation and welfare of
the student have been approved by the school for the specified period of time, and
advises the parent / visa holder to take this letter to DIAC before departure date to
also seek DIAC approval. (If DIAC also approves, which will most likely be the
case if the School is taking welfare over responsibility, a flag be placed into the
DIAC database for the visa holder to confirm departure and re-entry within the
dates given has been approved.)

If the School will not or can not approve the proposed arrangements, and can not
or will not approve alternative arrangements for any reason, the School advises the
parent / visa holder the student must also depart the country. In this case it will be
a School decision as to whether the period of time not attending classes will be
treated as a School-initiated suspension of studies (see Section 8. Policy and
procedures for deferring, suspending or cancelling a student’s enrolment) or
will be recorded as an absence as per Standard 11 (see Section 18. Attendance
policy and procedures for monitoring, intervention and reporting
The following staff member / department is responsible for reviewing and updating the School
accommodation and welfare policy and documents:
Name of Department / Officer(s)
Role(s)
This policy should be checked and updated whenever there is a change in regulations about NC
Standard 5, in DIAC regulations, in Queensland legislation, or when existing policies need to be
adapted or strengthened.
THIS SECTION LAST UPDATED
BY ……………….
ON
--/--/--
ON
--/--/--
THE ACCOMMODATION AND WELFARE POLICY WAS LAST UPDATED
BY ……………….
Optional: Insert a copy of School’s Accommodation and welfare policy here or list and attach in
Appendix 8
The following is a QNGSIEC sample policy which has been discussed with DIAC.
XXXX School Accommodation and welfare policy
XXX School approves the following accommodation options for overseas students:
 The student will live with a parent or relative as permitted by DIAC.
In this case the School does not provide a welfare letter (CAAW) via PRISMS. The student’s
family provides proof of relationship to DIAC for the purposes of visa application.
 The student will live in school approved accommodation and the School will generate the
welfare letter (CAAW) via PRISMS to accompany the student’s Confirmation of Enrolment
(CoE).
 School approved accommodation options for FFPOS under 18 years of age include: [Delete
Updated: 1 July 2010
p. 46
any which do not apply]
- *Homestay Program operated by ………………..
- School Boarding House
- Private accommodation arrangements approved by the School which meet all
requirements under relevant state and commonwealth legislation
 For School vacation periods, the following accommodation options are available to FFPOS
under 18 years of age: [Delete any which do not apply]
- Student returns home to parents
- Student continues to live in / is placed in Homestay arranged and approved by the school
- Student may spend vacation with friend’s family or relatives if all requirements are met
in order to attain school approval
- Student may attend a supervised excursion, camp, etc.., if all requirements are met in
order to attain school approval
 If the School has taken responsibility for approving arrangements for student care and welfare,
should the School not approve requests for changes to agreed arrangements, and the student
refuses to maintain the approved and agreed arrangements, the School will advise the student
this will be reported to DIAC via the pro forma letter in PRISMS and the student may have
his/her visa cancelled. DIAC will contact the student directly to ensure visa implications are
understood. This includes any requests by students under 18 years of age to attend “Schoolies
Week” on completion of Year 12.
 Accommodation options for FFPOS 18 years and older include:
[Schools should make it clear if it is a condition of enrolment that students over 18 years also
maintain school approved accommodation arrangements. List accommodation options for
term time and vacation periods for students 18 years or older here, e.g.,:]
- Homestay Program
- School Boarding House
- Private accommodation arrangements
 For School vacation periods, the following accommodation options are available to FFPOS 18
years or older: [Delete any which do not apply]
- Student returns home to parents
- Student continues to live in / is placed in Homestay, details of which are recoded by the
School
- Student may spend vacation with friend’s family or relatives, provided details are given
- Student may attend a supervised excursion, camp, etc.., provided details are given
- Student may travel unaccompanied during vacation periods, provided details are given
 All students are required to notify the School of a change of address while enrolled in the
course, and students who live in school approved accommodation must not change agreed
arrangements without prior approval of the School.
*NB Homestay Programs operated by XXX School or approved by XXX School meet Queensland
Updated: 1 July 2010
p. 47
legislative requirements under Education (Overseas Students) Regulation 1998 s9 and the
Commission for Children and Young People and Child Guardian as well as under Standard 5 of
the National Code. These include
o Continuous dates for approved welfare arrangements
o Documented procedures for checking suitability of accommodation, support and
general welfare arrangements
o Guidelines for selecting family and ensuring the family can provide a stable
environment for the duration of the student’s enrolment at the school
o Criteria about accommodation services to be provided, and contract for
arrangements about providing accommodation services
o Orientation program from families new to provision of homestay services
o Bluecard for adults living in the homestay other than overseas students
o Compliant Homestay risk management strategy, reviewed annually, undertaken by
operator of the homestay program
Updated: 1 July 2010
p. 48
12. Written agreements
Name of School markets enters written agreements with students about services
to be provided, fees payable and information in relation to refunds of course
money.
NC D
St 3
NC D
St 3.1
See Appendix 2 for a copy of Name of School’s written agreement.
This information is provided to students in the following ways: [Give references
to locations this can be found e.g., on website, in enrolment information package,
etc.]
 ………
 ………
Written agreements may cover more than one course if courses are similar, all
requirements are met and if information provided on course money payable
covers all courses.
N.B: Schools may wish to seek legal advice as to whether the new Australian
Consumer Law (ACL:
http://www.treasury.gov.au/consumerlaw/content/default.asp ) has implications
for written agreements with overseas students.
It is the role of the following staff members to undertake these steps in updating and keeping records
of the School’s Written Agreements:
Staff Member
Action
REF
Role of Staff member
A copy of a signed written agreement is
kept on each student’s file.
[State whether original copies are required
or whether there is a process for verifying
electronically lodged agreements, and any
procedures related to filing copies of
agreements.]
s 21 ESOS Act
2000
Role of Staff member
If a written agreement needs to be updated,
e.g., in the case of increase of school fees
beyond the amount advised, attaching a
signed amendment to the agreement to the
original document kept on file.
NC D
St 2.1.e
Role of Staff member
Retaining records of each accepted student
who had enrolled in a course and who has
paid any course money for a course
provided by the School for two years after
the student ceases to be accepted as a
student. (Records do not need to be
updated after the date of cessation.)
s 21 ESOS Act
2000
Information in this section should be checked and updated whenever there is a change to the local
student admission form, conditions of enrolment, or policies or schedules relating to overseas
Updated: 1 July 2010
p. 49
students.
THIS SECTION LAST UPDATED
BY ……………….
THE WRITTEN AGREEMENT WAS LAST UPDATED BY ………
ON --/--/-ON
--/--/--
[Optional: Insert copy of School’s Written Agreement. The sample Written Agreement below is from
the ISCA 2007 National Code Transition handbook at www.isca.edu.au]
XXXX School Written Agreement with Students
1.
Student details
Student name:
Address:
Phone no:
Fax no:
Email address:
2.
Parent(s)/legal guardian details:
Parent/Legal
guardian name:
Address:
Phone no:
Fax no:
Email address:
3.
Course enrolment
a.
Course Type and Entry level
Updated: 1 July 2010
p. 50
Primary (K – 6) Specify entry year
Junior Secondary (7 – 10) Specify entry year
Senior Secondary (11 – 12) Specify entry year
b.
Course Start and End Date
Course start date:
Course end date:
4.
5.
Conditions on enrolment/preliminary requirements
a.
Depending on the student’s English language ability, the student may be required to
successfully complete an ELICOS course. [Schools would normally ask for evidence of the
student’s English language ability e.g. English language test scores during the application
process.]
b.
As a condition of enrolment, the student agrees to abide by all school policies for the duration
of their enrolment and to disclose any medical or health conditions that may affect studies or
student welfare [include all relevant school policies. These could include:

Accommodation Policy

Complaints and Appeals Policy

Course Progress and Attendance Policy

Behaviour Policy/Code of Conduct

Student Transfer Request Assessment Policy

Deferment, Suspension and Cancellation Policy

Refund Policy.]
c.
As a condition of enrolment, the student authorises XXXX School to check visa entitlements
electronically via VEVO on the Department of Immigration and Citizenship website:
http://www.immi.gov.au/e_visa/vevo.htm .
Course fees and other charges (course monies)]
a.
Tuition Fees: A$X per semester
b.
Overseas Student Health Cover (OSHC): A$X per semester
c.
Home stay fees (where applicable): A$X per semester
d.
Boarding fees (where applicable): A$X per semester
e.
Any other library/excursion fees etc (where applicable): A$X per semester
Updated: 1 July 2010
p. 51
f.
Fees for special/medical needs (if applicable): A$X per semester
[Schools must include any other compulsory fees required to undertake the course. For example, in some
states there is a fee to be paid to undertake a secondary certificate. Any information regarding expected
increases in course fees etc should be included here also.]
6.
7.
Payment of Course Fees and Refunds
f.
Fees are payable 12 months in advance.
g.
All fees must be paid in Australian dollars.
h.
If the student changes visa status (e.g. becomes a temporary or permanent resident) he/she will
continue to pay full overseas student’s fees for the duration of that calendar year.
i.
Refunds will be reimbursed in Australian dollars and the payment sent to the applicant’s home
country unless otherwise requested in writing.
j.
Refunds will be paid to the student or the person specified in the written agreement.
Refund of course monies*
a.
XXXX School’s refund policy applies to all course monies paid to the school and includes any
course monies paid to an education agent to be remitted to the school. [Change if school does
not accept course monies from education agents]
b.
All notification of withdrawal from a course, or applications for refunds, must be made in
writing and submitted to [insert appropriate person.]
c.
The school will refund within 28 days all course monies paid where the student’s application
for enrolment is refused by the school or the student produces evidence that the application
made by the student for a student visa has been rejected by the Australian immigration
authorities.
d.
Refunds for student default apply to tuition fees only. Course monies (excluding tuition fees)
will be refunded on a pro rata basis proportional to the amount of time the student was studying
in the course, except where a non-refundable payment of behalf of the student has been made.
e.
If the student does not provide written notice of withdrawal and does not start the course on the
agreed starting date, only one term’s (or ten weeks) tuition fees will be refunded from the
annual tuition fee.
f.
The school will refund within 28 days of the receipt of written notification of withdrawal by the
student (or parent(s)/legal guardian if the student is under 18) tuition fees paid by or on behalf
of the student less the amounts to be retained as agreed and detailed below.
i.
If written notice is received up to 4 weeks prior to commencement of the course, the
Updated: 1 July 2010
p. 52
ii.
iii.
iv.
school will be entitled to retain an administration fee. [include details of the
administration fee]
If written notice is received less than 4 weeks prior to commencement of the course 70%
of the tuition fee will be refunded.
If written notice is received within six months of the commencement date of the student’s
course, only one term’s (or ten weeks) tuition fees will be refunded from the annual
tuition fee.
If written notice is received more than six months after the commencement date of the
student’s course no refund of tuition fees will be made.
g.
No refund of tuition fees will be made where a student’s enrolment is cancelled for any of the
following reasons;
i.
Failure to maintain satisfactory course progress (visa condition 8202)
ii.
Failure to maintain satisfactory attendance (visa condition 8202)
iii. Failure to maintain approved welfare and accommodation arrangements (visa condition
8532) [if applicable]
iv. Failure to pay course fees
v.
Any behaviour identified as resulting in enrolment cancellation in XXXX School’s
Behaviour Policy/Code of Conduct. [Schools should list the criteria here]
h.
In the unlikely event that XXXX School is unable to deliver your course in full, you will be
offered a full refund of all course money you have paid to date. The refund will be paid to you
within 2 weeks of the day on which the course ceased being provided.
i.
This agreement, and the availability of complaints and appeals processes, does not remove the
right of the student to take action under Australia’s consumer protection laws.
For XXXX School’s full refund policy, see X.
*This is a simplified version of the full sample refund policy for the purposes of the written agreement with
students. See the sample refund policy for more information. Schools should amend this section and the full
refund policy to suit individual school practices.
8.
Welfare and accommodation requirements for students under the age of 18 [recommended
inclusion]
Students under the age of 18 are required to maintain adequate welfare and accommodation requirements as
a condition of their student visa.
Where a student under the age of 18 is not in the care of a parent or suitable relative, as defined by the
Department of Immigration and Citizenship, their accommodation arrangements must be approved by the
school.
Will the student in the care of a parent or suitable relative?
Yes
No
If no, type of accommodation school has approved for the student:
Updated: 1 July 2010
p. 53
Homestay
Supervised Accommodation Service
Other
Details of approved welfare and accommodation arrangements:
Dates for approval of welfare and accommodation arrangements:
From:
To:
[For more information, see Standard 5 – Younger students]
9.
Change of Address
The student is obliged to notify the school of any change of address while enrolled at the school. This is to
ensure that any notifications sent to the student advising of visa breaches are sent to the student’s current
address.
Where XXXX School has approved the student’s welfare and accommodation arrangements, the student
requires both the school’s and the parent’s approval for any changes to welfare and accommodation
arrangements.
10.
Privacy
Information is collected on this form and during your enrolment in order to meet our obligations under the
ESOS Act and the National Code 2007; to ensure student compliance with the conditions of their visas and
their obligations under Australian immigration laws generally. The authority to collect this information is
contained in the Education Services for Overseas Students Act 2000, the Education Services for Overseas
Students Regulations 2001 and the National Code of Practice for Registration Authorities and Providers of
Education and Training to Overseas Students 2007. Information collected about you on this form and
during your enrolment can be provided, in certain circumstances, to the Australian Government and
designated authorities and, if relevant, the Tuition Assurance Scheme and the ESOS Assurance Fund
Manager. In other instances information collected on this form or during your enrolment can be disclosed
without your consent where authorised or required by law.
[This is the DEEWR suggested wording available at
http://aei.dest.gov.au/AEI/ESOS/NationalCodeExplanatoryGuide/PartD/InfoSharing_pdf.pdf]
Updated: 1 July 2010
p. 54
For more information on privacy, please refer to XXXX School’s Privacy Policy at X.
11.
Declaration
All students and parent(s)/legal guardian (if student is under 18 years of age) must read and sign this
written agreement.




I confirm I have received and understood information from the school regarding the following:
the course(s) in which I am to be enrolled
conditions on enrolment in the course(s)
all course and course-related fees
XXXX School’s Refund Policy
the sharing of personal information
change of address obligations
grounds on which my enrolment may be deferred, suspended or cancelled
I hereby declare that the information supplied by me is true and correct
I agree to pay all fees owing and by the due date
I have read, understood and agree to be bound by the above conditions of enrolment
Signed (student)
Date
Signed (parent(s)/legal guardian)
Date
Updated: 1 July 2010
p. 55
13. Policy about education agents, providing up
to date materials and listing education agents
on school website
NC D
St 4
ESOS Act 2000
s21A
[If the School does not use education agents, include a statement such as the following and make
necessary changes to other parts of this section as required.]
Education agents are not engaged to formally represent Name of School.
The School responds to all enrolment enquiries and to applications for enrolment according to
established procedures.
[ If relevant, add:] Individuals making enrolment enquiries or assisting in any way with
enrolment applications are not remunerated for doing so.
If the School policy with regard to use of education agents changes in the future, the School is
aware of its obligations under Standard 4 of the National Code of Practice for Registration
Authorities and PROVIDERS OF Education and Training to Overseas Students 2007, and will
at that time implement appropriate policies, procedures and agreements as required under the
National Code.
[Or if the School uses education agents, articulate a policy such as the example given below:]
Education agents are engaged to formally represent Name of School under
the following conditions :
 The education agent agrees to comply with the requirements of
Standard 4 in the 2007 National Code
 The education agent signs and abides by the conditions of the
School’s written agency agreement
NC D
St 4.1
 The education agent responds appropriately to School monitoring
activities and corrective and preventative action, and understands
the grounds for termination of agreement as outlined in Standard 4.4
of the 2007 National Code
NC D
St 4.1
St 4.4
St 4.5
 The education agent accurately promotes the services and facilities
provided by the school and uses up to date marketing materials as
supplied by the School
Name of School will not accept a student from an education agent if it is
known or suspected at any time that the agent
 engages in or has previously engaged in dishonest practices;
NC D
St 4.2
St 1
St2
NC D
St 4.3.a-d
 deliberately attempts to recruit a student within the first six months
of that student’s study in their principal course with another
provider;
 facilitates the enrolment of a student he/she believes will not comply
with visa conditions, or is not a bona fide student, or
 provides immigration advice where he/she is not authorised to do so
Updated: 1 July 2010
p. 56
under the Migration Act 1958
A list of education agents with whom the school has a formal written
agreement are listed on the home page of Name of School’s website and is
readily available to students and regulators.
Information provided about education agents includes at a minimum:
ESOS Act 2000
s21A and DEEWR
Letter to Providers
29/03/10 (from
PRISMS
Homepage)
 Agency name
 Name of principal agent
 Legal entity of agency
 Street address(es) of agency
See Appendix 3 for a copies of
 Written education agency agreement
 School letter for due diligence and response to application to represent School
 Pro forma for tracking agency enquiries and applications
See [Insert link] for :
 List of education agents posted on school home page of website
Information is provided to education agents in the following ways: [customise as necessary]
 Agency Agreement
 Hard copy / electronic copy, original
signed hard copy kept on file
 Agent’s Handbook
 Electronic copy updated…………..
 School Marketing Materials and
Enrolment packages
 Hard copies posted …………
 Feedback/evaluation returns
 Electronically
 Website links
It is the role of the following staff members to undertake these steps in administering agents’
agreements, monitoring agents’ activities and updating marketing and other materials [customise as
necessary]
Staff Member
Action
Role of Staff
member
Undertake due diligence
When new agent
enquiry is
received
Role of Staff
member
Keep updated records of
written agency
agreements and of
communications with
agents
 Written
agreements are
reviewed
annually
Updated: 1 July 2010
REF
When
Outcome of NC D
St 4
NC D
St 4.1.a
 Operational
p. 57
communications
are recorded and
filed
Role of Staff
member
Keep updated list of
agents used (i.e., with
whom the school has a
formal written agreement)
available on or clearly
searchable from the
school home webpage
 Compliance
required by 3
June 2010.
There may be
further
requirements
prescribed in
ESOS Regs.
ESOS Act 2000 s21A.
Changes to ESOS
Regulations are being
determined.
Role of Staff
member
Monitor agency activities
on a regular basis
 Agents are
contacted by
email for
feedback every
X months
NC D
St 4.1.a
St 4.3
 Agents are
visited [indicate
how often]
 Agents are
otherwise
emailed/ called
[indicate how
often]
Role of Staff
member
Take corrective or
preventative action, or
terminate agreements
 As required
NC D
St 4.4
St 4.5
Role of Staff
member
Provide agent access to
updated and accurate
marketing materials and
school information [if
relevant – and agents’
handbook]
 Updated
materials are
posted/sent
electronically
every[indicate
month/ period of
time]
NC D
St 4.2
St 1
St 2
 Updated fees
lists are
provided
[indicate month/
time of year]
See Section 3. Checklist for Marketing Information and Practices above for list of marketing
materials.
See also Section 14. Processes for monitoring activities of Education agents below
This policy should be checked and updated whenever there is a change in regulations about NC
Standard 4 or in DIAC regulations about activities of education agents, or when existing School
Updated: 1 July 2010
p. 58
policies regarding education agents need to be adapted or strengthened.
THIS SECTION LAST UPDATED
BY ……………….
ON --/--/--
THE POLICY ON EDUCATION AGENTS WAS LAST UPDATED
BY ……………….
ON
--/--/--
THE WRITTEN AGREEMENT FOR EDUCATION AGENTS WAS LAST UPDATED
BY ……………….
ON --/--/-THE WEBSITE LIST OF EDUCATION AGENTS WAS LAST UPDATED
BY ……………….
ON
--/--/--
[if relevant – a template for an Agent’s Handbook is available from the Project Manager
(International Education), Independent Schools Queensland.]
THE AGENTS’ HANDBOOK WAS LAST UPDATED
BY ……………….
ON --/--/--
Note: The sample documents below relating to Standard 4, including the Education Agency
Agreement are from the Independent Schools Council of Australia (ISCA) National Code 2007
Transition handbook for non-government schools enrolling full-fee paying overseas students, at
www.isca.edu.au.
XXXX School Agency Agreement
Dated
Between XXXX School
ABN Number
Address
And
YYYY Education Agent (the Agent)
ABN Number or Company Registration Number
Address
[Include details of sub-contractors covered by the agreement if any]
1)
Background
a)
The purpose of this document is to formalise the agreement for the Agent to represent XXXX
School for the purpose of the recruitment of suitable students to study at XXXX School.
b)
Under the Education Services for Overseas Students Act 2000 (the ESOS Act) providers of
education to overseas students are required to meet certain standards as are any education
agents with whom the provider has entered into an agency agreement.
c)
The countries/regions covered by this agreement are:
i)
AAAA
Updated: 1 July 2010
p. 59
ii)
iii)
2)
BBBB
CCCC
d)
The term of this agreement is
year(s) from the date of the agreement.
e)
For the purpose of this agreement, where a student or prospective student is under 18 years of
age, the term ‘student’ is understood to include the parent(s)/legal guardians of the student or
prospective student.
Engagement of the Agent
a)
XXXX School engages the Agent to recruit suitable prospective students in the countries
specified in 2.b. for the term of the agreement.
b)
This is a non-exclusive agreement. XXXX School may appoint other agents in the
countries/regions specified in 2.b.
c)
3)
This agreement is only for the countries/regions as listed above. If the Agent wishes to expand
its services to other countries/regions, this can only be done with the consent of XXXX School
and amending the agency agreement.
Responsibilities of the Agent
a)
Under this Agreement the Agent must;
i)
Promote XXXX School and its courses in the countries/regions specified in 1.c.
ii) Recruit and assist in the recruitment of prospective students to undertake courses at
XXXX School in accordance with the policies of XXXX School
iii) Provide prospective students with any necessary information required under the ESOS
Act including information about the courses, facilities and services of XXXX School
iv) Assist in completing and submitting application forms to XXXX School
v)
Provide the school with up to date agency details required under ESOS legislation for
publishing on the school website:
- Agency Name
- Name of principal agent
- Legal entity
- Street address(es)
b)
In performing these services, the Agent must;
i)
Promote XXXX School with integrity and accuracy and recruit prospective students in an
honest and ethical manner
ii) Inform prospective students accurately about the requirements of XXXX School using
only material provided or approved by the school
iii) Take reasonable steps to confirm the accuracy of information provided by prospective
students in the application
iv) Ensure that only signed and completed application are submitted to XXXX School
v)
Ensure that relevant fees and charges and supporting documentation accompany each
application and acceptance of offer documents
vi) Provide any offer documents received from XXXX School to the prospective student
within 24 hours of receiving the offer documents
vii) Only undertake promotional and marketing activities involving XXXX School that have
Updated: 1 July 2010
p. 60
been approved by XXXX School
4)
c)
As per the requirements of the ESOS Act, the Agent must not engage in dishonest practices,
including;
i)
Recruiting or attempting to recruit a student currently studying with another Australian
education provider
ii) Suggesting that a student come to Australia on a student visa for any reason other than for
full time study
iii) Facilitate the enrolment of students who the Agent believes will not comply with the
conditions of their student visa
iv) Use PRISMS to create a CoE for other than bona fide students, or
v)
Provide prospective students with immigration advice unless the agent is a separately
registered migration agent (Migration Act 1958)
d)
In addition to 3.c. the Agent must not;
i)
Engage in false or misleading advertising or recruitment practices including misleading
comparisons with any other education provider or their courses or inaccurate claims
regarding any association between XXXX School and any other education provider
ii) Facilitate applications by students who do not meet the visa criteria or make any
guarantees about the likelihood of obtaining a student visa
iii) Give false or misleading information relating to course fees payable or acceptance into a
course
iv) Receive or bank course fees payable to XXXX School by a prospective student or deduct
any fees from the amount payable by the student to XXXX School
v)
Commit XXXX School to accept any prospective student into a course
vi) Use or access PRISMS without the prior written consent of XXXX School
vii) Recruit or attempt to recruit a prospective student who the agent knows to have engaged
the services of another representative of XXXX School
viii) Sign or encourage others to sign official documents, such as the application form, on
behalf of the prospective student unless the student is under 18 years of age and that
person is the prospective students parent(s)/ legal guardian
ix) Submit an application to XXXX School on behalf of a student if the Agent is aware the
prospective student has applied to other education providers
x)
Submit an application to XXXX School on behalf of a student the Agent is aware has
been rejected by an education provider for a similar course
e)
The Agent must ensure that all staff of the Agent and any sub-contractors of the Agent are
aware of the requirements of the ESOS Act
f)
Unless XXXX School agrees otherwise in writing, the cost of advertising and promotional
activities undertaken by the Agent will be borne by the Agent.
Responsibilities of XXXX School
a)
XXXX School must;
i)
Give the Agent sufficient information to enable the Agent to undertake its services,
including information regarding the requirements of the ESOS Act
ii) Give the agent up-to-date and accurate marketing materials
iii) Assess completed applications from prospective students within a reasonable time of
Updated: 1 July 2010
p. 61
iv)
b)
5)
7)
8)
XXXX School is not required to accept any prospective student referred by the Agent
Confidentiality
a)
6)
receipt
Pay any fees within the agreed timeframe
The Agent must keep confidential:
i)
All information provided by XXXX School other than that which is needed to perform
the Services in accordance with this agreement
ii) The terms of this Agreement
Agent’s Fees
a)
The fees payable are set out in Schedule 1.
b)
Subject to the provisions of this clause, XXXX School must pay the Agent’s fee for each
student who:
i)
is recruited by the Agent
ii) is enrolled in a course; and
iii) has paid the course fee to XXXX School; and
iv) has commenced the course and has had X weeks of satisfactory progress and attendance
c)
For the purposes of this Agreement, the Agent is regarded as having recruited the student under
this agreement if the Agent submits the student’s application for enrolment and that application
also bears the agent’s name.
d)
An Agent’s fee is not paid where a prospective student applies directly to XXXX School
e)
No Agent’s fee is payable unless the Agent has submitted an invoice in a form approved by
XXXX School.
f)
XXXX School must pay the fees payable under this clause within 30 days of receipt of a valid
invoice from the Agent.
Assignment and Sub-contracting
a)
The Agent must not assign this Agreement or any right under this Agreement without the prior
consent of XXXX School.
b)
Apart from sub-contractors listed in this Agreement, the Agent must not sub-contract to any
person the performance of any of its obligations under this Agreement without the prior consent
of XXXX School.
c)
Despite any sub-contract, the Agent remains liable for performing its obligations under this
Agreement.
Monitoring of Agent’s activities
Updated: 1 July 2010
p. 62
a)
9)
10)
11)
The Agent must participate in a range of activities to review the performance of the Agent.
These activities may include but are not limited to:
i)
A regular review of the Agent’s performance, to be undertaken at least every six months
at the discretion of XXXX School including a record of inquiries and outcomes as set out
in Schedule 2,
ii) Spot checks to be undertaken by representatives of XXXX School both at the agents
premises and at promotional events
iii) A yearly survey of parents of students and students recruited by the Agent
Corrective Action
a)
If at any point during the term of this Agreement, XXXX School believes or reasonably
suspects that the Agent is negligent, careless or incompetent or is engaged in false misleading
or unethical advertising or recruitment practices, the Agreement may be terminated under the
terms set out below in clause 10.
b)
Alternatively, XXXX School may decide at its discretion to engage in corrective action with
the Agent. These activities may include but are not limited to:
i)
On-shore training for the Agent
ii) Requiring the Agent to complete the AEI on-line Agent Training Course
Terminating this agreement
a)
Either party may terminate this Agreement at any time by giving the other party 30 days notice
in writing
b)
If the Agent breaches any part of this Agreement, XXXX School may terminate the Agreement
at any time and with immediate effect by giving written notice to the agent
c)
If the Agent breaches any part of 3.c, XXXX School will immediately terminate the Agreement
with immediate effect by giving written notice to the agent except where the breach of 3.c. was
on the part of an individual employee or sub-contractor of the Agent and the Agent has
terminated that relationship
d)
On termination of this agreement, the Agent must:
i)
Submit all applications and fees from prospective students received up to the termination
date; and
ii) Immediately cease using any advertising, promotional or other material supplied by
XXXX School and return all materials to XXXX School within 30 days.
e)
The termination of this agreement by either party does not affect any accrued rights or remedies
of either party.
Dispute Resolution/Mediation
a)
In the event of any grievance or disputed decision the Agent is able to access XXXX School’s
Updated: 1 July 2010
p. 63
Complaints and Appeals Policy.
b)
12)
Entire Agreement
a)
13)
This agreement and its schedules:
i)
constitutes the full agreement between the parties as to its subject matter; and
ii) in relation to the subject matter replaces and supersedes any prior arrangement or
agreement between the parties
Variation
a)
14)
If the matter cannot be resolved through use of XXXX School’s Complaints and Appeals
Policy see 14.b.
This agreement may only be varied in writing, signed by both parties.
Governing Law
a)
b)
This Agreement is governed by and construed in accordance with the law in force in the
State/Territory of
, Australia.
The parties submit to the non-exclusive jurisdiction of the courts of the State/Territory of
, Australia.
Signed for XXXX School by an
authorised officer
Signed for the YYYY Agent, by an
authorised officer
Signature of Officer
Signature of Officer
Name of Officer (print)
Name of Officer (print)
Office held
Office held
Schedule 1
1)
Commission Schedule
a)
X% of the first year’s tuition fees for school students (+ Y% of any subsequent year)
b)
X% of total ELICOS tuition fee for ELICOS students
[Every school will have its own method for calculating agent’s fees.]
Updated: 1 July 2010
p. 64
Schedule 2
Half yearly return of Agency Enquiry Outcomes for XXXX School
1)
Applications lodged
Enquiry
Date
2)
Name of
Student
DOB
Yr Level
requested
Application Accepted
Yes
No
Date
Outcome
advised
Reason if
not
accepted
Commission
Date
Received
requested
No application lodged
Enquiry Date
Gender
Return lodged by:
Updated: 1 July 2010
Yr Level
requested
Follow up undertaken
Reason for withdrawal of interest
Date:
p. 65
NC D St 4
14. Processes for monitoring activities of
education agents
Name of School practices due diligence in responding to agent enquiries
by requesting comprehensive information about the agency and
references from reputable sources.
Outcome of
NC D
St 4
Agents with whom Name of School has a formal written agreement are
listed on the home page of the school website at: [insert link]
Prospective agents are requested to provide as much of the following
information as is possible:
1)
Company profile
 Details of principal’s background and qualifications
 Number of staff
 Details of key staff members and/or school consultants
 Number of years in existence
 Services provided by the company
 Location and details of offshore offices
 Location and details of sub-contractors
 Location and details of any off-shore partners
2)
Company registration details
3)
Details of past and present experience recruiting students
 For Australian or New Zealand schools
 For other education sectors
 Number of students
4)
Familiarity with Australian education industry
 Knowledge of ESOS Act
 Knowledge of National Code
 Completion of the Education Agent Training Course
(EATC)
5)
Experience in
 Education industry generally
 Any other major business areas
6)
Details of markets from which recruit
 Geographical area
 Characteristics of potential market
7)
Names of any professional organisations of which the agent is a
member
Updated: 1 July 2010
p. 66
8)
Outline of services to be provided
9)
Written references, dated and with contact details from three sources
 An Australian Government Officer or Agency
 An Australian or New Zealand school
 A referee of the agent’s choice
See Appendix 3 for copies of Agency letters
Agent activities are monitored on a regular basis through tracking of the following:







Number of enquiries overall
Ways enquiries are followed up
Reasons applications were not lodged following an enquiry
Number of applications lodged overall
Number of applications accepted
Reasons applications were rejected
Timelines for
- date of enquiry
- lodgement of application
- application decision
- receipt of commission invoice
- payment of commission
See Appendix 3/ Schedule 2 of Agent’s Agreement for copy of pro forma for tracking agency
enquiries and applications
Updated: 1 July 2010
p. 67
15. Critical incident policy and procedures
Name of School has a Critical Incident Policy and procedures that cover
 Action to be taken in the event of a critical incident
NC D
St 6
NC D
St 6
 Follow up of the incident
 Records of the incident and action taken
Administrative documents relating to the School’s Critical Incident Policy are [customise as
necessary]
 School Critical Incident Policy document
 Requirements additional to School policy for Overseas Students
 Critical Incident Plans for Overseas Students
 Pro forma for Critical Incident Report
See Appendix 8 for copies of these documents
Copies of these documents are located in the school as follows:
 ……….
 ………

Information about management of critical incidents is provided to staff [if relevant, add – and
homestay providers ] in these ways:
 ……….
 ………
[Optional – this information may be covered in documents attached, or may be recorded again here
in this format- the headings used are from the sample ISCA policy- details are below]
It is the role of the following staff members to undertake these responsibilities in relation to
management of critical incidents involving overseas students
Name of Staff Member(s) (or could
be Critical Incident Management
Committee)
Updated: 1 July 2010
Area of Responsibility
i)
risk assessment of hazards and situations
which may require emergency action
ii)
analysis of requirements to address these
hazards
iii)
establishment of liaison with all relevant
emergency services e.g. police, fire brigade,
ambulance, hospital, poisons information
p. 68
centre, community health services
iv)
24 hour access to contact details for all
students and their families (for schools with
overseas students this will also include
agents, homestay families, carers, consular
staff, embassies and interpreting services if
necessary)
v)
24 hour access to contact details for all
relevant staff members needed in the event of
a critical incident e.g. school counsellor,
welfare officer, legal services, school
security
vi)
development of a critical incident plan for
each critical incident identified
vii) dissemination of planned procedures
viii) organisation of practice drills
ix)
regular review of the critical incident plan
x)
assisting with implementation of the critical
incident plan
xi)
arranging appropriate staff development
xii) budget allocation for emergencies
The following staff member / department is responsible for reviewing and updating the School
Critical incident policy and procedures:
Name of Department / Officer(s)
Role(s)
This policy should be checked and updated whenever there is a change in regulations about NC
Standard 6, or when existing policies need to be adapted or strengthened.
THIS SECTION LAST UPDATED
BY ……………….
ON --/--/--
THE CRITICAL INCIDENT POLICY AND PROCEDURES WERE LAST UPDATED
BY ……………….
ON
--/--/--
[Optional: Insert a copy of the School’s Critical Incident Policy or details additional to general
School policy that are needed for overseas students or list and attach in Appendix 7.
[The sample critical incident policy, sample critical incident plan (injury to an overseas
student) and a pro forma for reporting a critical incident below are from the Schools Council
of Australia (ISCA) National Code 2007 Transition handbook for non-government schools
enrolling full-fee paying overseas students, at www.isca.edu.au.]
XXXX School Critical Incident Policy
Updated: 1 July 2010
p. 69
2)
XXXX School recognises the duty of care owed to its students and that planning for the
management of a critical incident is essential.
3)
A critical incident is a traumatic event, or the threat of such (within or outside Australia) which
causes extreme stress, fear or injury. This may include but is not limited to:
a)
Serious injury, illness or death of a student or staff
b)
Students or staff lost or injured on an excursion
c)
A missing student
d)
Severe verbal or psychological aggression
e)
Physical assault
f)
Student or staff witnessing a serious accident or incident of violence
g)
Natural disaster e.g. earthquake, flood, windstorm, hailstorm or extremes of temperature
h)
Fire, bomb threat, explosion, gas or chemical hazard
i)
Social issues e.g. drug use, sexual assault
4)
Critical Incident Committee
a)
XXXX School has a Critical Incident Committee to assist the principal in the prevention
and management of critical incidents at the school, or off campus in the case of an
overseas student for whom the school has undertaken care responsibilities.
b)
[Insert positions/name here] is the critical incident team leader.
c)
The Critical Incident Committee also includes:
i)
the principal,
ii) staff members [specify who]
iii) the school counsellor
iv) students [if relevant]
v)
other members of the school community e.g. P&F representative [if relevant]
vi) the international student co-ordinator [or person with a similar position]
vii) homestay co-ordinator [if relevant]
d)
The responsibilities of the committee include:
i)
risk assessment of hazards and situations which may require emergency action
ii) analysis of requirements to address these hazards
iii) establishment of liaison with all relevant emergency services e.g. police, fire
brigade, ambulance, hospital, poisons information centre, community health
services
iv) 24 hour access to contact details for all students and their families (for schools with
overseas students this will also include agents, homestay families, carers, consular
staff, embassies and interpreting services if necessary)
v)
24 hour access to contact details for all relevant staff members needed in the event
of a critical incident e.g. school counsellor, welfare officer, legal services, school
security
vi) development of a critical incident plan for each critical incident identified
vii) dissemination of planned procedures
viii) organisation of practice drills
ix) regular review of the critical incident plan
x)
assisting with implementation of the critical incident plan
Updated: 1 July 2010
p. 70
xi) arranging appropriate staff development
xii) budget allocation for emergencies
5)
6)
Critical Incident Plans
a)
All critical incident plans assign responsibilities among relevant staff members; cover all
the actions to be taken and timelines for doing so.
b)
Immediate Action (within 24 hours)
i)
Identify the nature of the critical incident
ii) Notification of the critical incident committee/team leader
iii) Implement the appropriate management plan or action strategy
iv) Assignment of duties and resources to school staff
v)
Seeking advice and help from any necessary emergency services/hospital/medical
services
vi) Dissemination of information to parents and family members
vii) Completion of a critical incident report
viii) Media response if required (see below)
ix) Assess the need for support and counselling for those directly and indirectly
involved
c)
Additional Action (48 – 72 hours)
i)
Assess the need for support and counselling for those directly and indirectly
involved (ongoing)
ii) Provide staff and students with factual information as appropriate
iii) Restore normal functioning and school delivery
d)
Follow-up – monitoring, support, evaluation
i)
Identification of any other people who may be affected by critical incident and
access of support services for affected community members
ii) Maintain contact with any injured/affected parties
iii) Provision of accurate information to staff and students where appropriate
iv) Evaluation of critical incident management
v)
Be aware of any possible longer term disturbances e.g. inquests, legal proceedings
Resources
a)
7)
The nature of critical incidents is such that resources cannot always be provided in
anticipation of events. The critical incident committee uses its discretion to provide
adequate resources – both physical and personnel – to meet the needs of specific
situations. Staff will be reimbursed for any out-of-pocket expenses.
Managing the Media
a)
b)
Manage access of the media to the scene, and to staff, students and relatives
The principal should normally handle all initial media calls
Updated: 1 July 2010
p. 71
c)
d)
e)
f)
g)
8)
Determine what the official school response will be
All facts should be checked before speaking to the media
If accurate information is unavailable or the issue is of a sensitive nature, explain that
questions cannot be answered at this time
Avoid implying blame or fault for any part of the incident as this can have significant
legal implications
The principal may delegate media liaison to another member of staff
Evaluation and review of management plan
a)
After every critical incident, a meeting of the critical incident committee will be held to
evaluate the critical incident report and the effectiveness of the management plan and to
make modifications if required. If appropriate this process will incorporate feedback from
all staff, students and local community representatives.
Example of a critical incident plan - injury to overseas student
1)
Immediate Action (within 24 hours)
a)
Identify the nature of the critical incident
b)
The person, who is initially notified of the incident, be that the school secretary or
homestay co-ordinator or international student co-ordinator, should get as much
information as possible regarding the nature of the critical incident.
i)
Where did the injury occur? On campus or off?
ii) How severe is the nature of the injury?
iii) Where is the student now?
iv) Is the student in hospital?
v)
Has an ambulance been called?
vi) Is an interpreter required?
c)
The information should be documented for further reference.
d)
Notification of the critical incident committee/team leader
e)
The person who is initially notified of the incident should notify the critical incident team
leader immediately.
f)
Assignment of duties to school staff
i)
The critical incident team leader will identify the staff member responsible for any
immediate action.
ii) The incident will then be referred to the identified staff member.
iii) The responsible staff member should keep in close contact with the critical incident
team leader and any other staff members as required.
g)
Implement the appropriate management plan or action strategy
i)
If the student is on campus
Ensure appropriate intervention to minimise additional injury
Updated: 1 July 2010
p. 72
-
Provide first aid where necessary
Ascertain seriousness of injury
Call ambulance if required
If ambulance is required, accompany student to hospital
Ascertain seriousness of injury from hospital staff
If ambulance is not required accompany student to relevant medical service
e.g. doctor
ii)
If the student is off-campus
If situation appears serious, call an ambulance and either meet the
ambulance at the student’s location or at the hospital
Otherwise go to location of student
Provide first aid where necessary
Ascertain seriousness of injury
Call ambulance if required
If ambulance is required, accompany student to hospital
Ascertain seriousness of injury from hospital staff
If ambulance is not required accompany student to relevant medical service
e.g. doctor
iii)
If the student has already been taken to hospital
Go to hospital
Ascertain seriousness of injury from hospital staff
h)
Dissemination of information to parents and family members
i)
When there are a number of people to contact such as when a student is in a
homestay, the school should attempt to simultaneously contact all parties.
ii) Contact the parents/legal guardian of the student
iii) Contact the carer of the student e.g. they may be living with a relative
iv) Contact the homestay family of the student
i)
Completion of a critical incident report [see sample critical incident report]
j)
Media response if required
k)
Inform critical team leader of any relevant factual information to be conveyed to the
media liaison.
l)
Assess the need for support and counselling for those directly and indirectly involved
m)
If the student is seriously injured or requires hospitalisation, the school should enlist aid
of overseas consular staff to assist the family if they are travelling to Australia, with
interpreting services to aid in communication with the relevant medical services and with
counselling services if required.
n)
The school should assess whether other staff and students have been affected by the
incident and provide support and counselling as required.
o)
The school should also contact DIAC and inform them of the incident.
Updated: 1 July 2010
p. 73
2)
3)
Additional Action (48 – 72 hours)
a)
Assess the need for support and counselling for those directly and indirectly involved
(ongoing)
b)
Provide staff and students with factual information as appropriate
i)
Depending on the nature of the incident, it may be appropriate for the principal to
address the school and inform them of the facts of the incident and the condition of
the student concerned.
c)
Restore normal functioning and school delivery
i)
Where the incident occurred on school premises, there will be other procedures to
follow in relation to any possible safety issues and the school’s legal obligations.
The critical incident committee should identify the appropriate staff member to
follow up these issues.
Follow-up – monitoring, support, evaluation
a)
Identification of any other people who may be affected by critical incident and access of
support services for affected community members
i)
The effects of traumatic incidents can be delayed in some people; the school needs
to be aware of any emerging need for support and/or counselling.
b)
Maintain contact with any injured/affected parties
c)
If the student is in hospital for some time, the school needs to maintain contact with the
student and their family.
i)
Support and assistance for the student and family
ii) Depending on the condition of the student, the school could provide school work for
the student to enable them to remain in touch with school activities
iii) Discuss with the family any required changes to the enrolment of the student e.g.
suspension or cancellation of enrolment and make any changes required on
PRISMS
d)
Provision of accurate information to staff and students where appropriate
i)
Depending on the nature of the incident, it may be appropriate for the principal to
address the school and inform them of the facts of the incident and the condition of
the student concerned.
e)
Evaluation of critical incident management
i)
The critical incident committee should be held to evaluate the critical incident
report and the effectiveness of the management plan and to make modifications if
required.
f)
Be aware of any possible longer term effects on the school and student well-being e.g.
inquests, legal proceedings
Updated: 1 July 2010
p. 74
XXXX School Critical Incident Report
To be completed after all critical incidents.
Date:
Action Officer:
Position:
Brief summary of incident: include where, when, who, and why as appropriate. Further
information/documentation may be attached.
Immediate action taken:
Further action required:
Persons or staff notified and time & date
Signature
Updated: 1 July 2010
Date
p. 75
16. (a) Monitoring of course progress to
complete course within expected
duration (course progression)
(b) Course progress policy and procedures
for monitoring, intervention and
reporting
(c) Attendance policy and procedures for
monitoring, intervention and reporting
NC D
St 9
NC D
St 10
NC D
St 11
It is required under the National Code 2007 that Name of School must
a)
b)
c)
d)
monitor the enrolment load of students to ensure they complete the course within the
duration specified in their CoE , and do not exceed the allowable portion of online or
distance learning, and ensure that any extensions granted to duration of study comply
with conditions under Standard 9
systematically monitor students’ course progress and attendance
be proactive in notifying and counselling students at risk of failing to meet require
course progress and / or attendance requirements, and
report students who have breached course progress and / or attendance requirements
under Section 19 of the ESOS Act
Name of School’s Course progress and attendance policy combines all requirements of
Standards 9, 10 and 11 of the National Code 2007.
See Appendix 8 / below for a copy of Name of School’s Course Progress and attendance policy
In brief, Name of School’s Course progress and attendance policy states to achieve
satisfactory course progress at Name of School, a student must [List requirements as per
policy]
 ………….
 ……………
 …………
When a student is identified at risk of not meeting course progress requirements, one or more
of the following intervention strategies will be activated by the [ Customise as applicable :
ESL teacher / Subject teacher / Year level co-ordinator and change strategies below to suit]
depending on the year level and support needs of the student:
Updated: 1 July 2010
p. 76
Strategy
Contact for Junior
School Students
Contact for Middle
School Students
Contact for Senior
School Students
Subject tutorial
support in class time
After hours tutorial
support
Mentoring
Additional ESL
support
Change of subject
selection, or
reducing course load
(without affecting
course duration)
Counselling academic skills
Counselling – time
management
Counselling personal
Other
Information about compliance with student visa conditions is provided to School staff and to
students in these ways: [Give references to locations this can be found e.g., on website, in
enrolment information package, staff induction etc.]
 ……….
 ………
Information about School policy requirements, intervention and support processes is provided
to students and staff in the following ways: [Give references to locations this can be found e.g.,
on website, in enrolment information package, staff induction etc.]
 ……….
 ………
Administrative documents relating to the School’s policies and procedures related to course
progress and attendance, including monitoring, intervention and reporting instances of noncompliance are[customise as necessary]
 Overseas student Referral Form for Intervention [there is not a sample for this –
Schools may use or adapt an existing form for referral to support services]
 Letter of intention to report for unsatisfactory course progress
 Letter of intention to report for unsatisfactory attendance
See Appendix 6 for copies of these documents
Updated: 1 July 2010
p. 77
Diagrammatic Overview of School Monitoring Activities Standards 9, 10 & 11.
MONITORING AND INTERVENTION OF STUDENT
ATTENDANCE, COURSE PROGRESSION AND PROGRESS
If student is assessed as not meeting
School’s course progress requirements, the
School’s intervention strategy is activated,
aimed at assisting student to meet
satisfactory course progress requirement
by the end of the next study period
(term/semester)
Student is advised of Course
progress requirements and results
are checked at end of each
term/semester
At a minimum, the intervention strategy
must be activated where the student has
failed or is deemed not yet competent in
50% or more of the units attempted in
any study period. The strategy can be
activated before this point but not after
this point.
Course progress is checked at the end of each term/semester
Student must at all times be in a position to complete the course within the expected duration
specified in their CoE and not exceed the allowable amount of online or distance learning.
Extension of duration of study can only occur in given circumstances. Ref. Standard 9 for details
(not usually a need for this in a school setting.)
Attendance is checked and recorded daily, assessed for compliance at regular intervals and calculated
over each term/semester.
Student is advised of attendance
requirements and is contacted and
counselled if absent for more than
5 consecutive days without
approval , or if at risk of not
meeting attendance requirements
FOR COURSE PROGRESS
AND ATTENDANCE, IF
INTERVENTION FAILS,
NOTIFICATION OF
INTENTION TO REPORT,
ACCESS TO APPEALS
PROCESS, REPORT VIA
PRISMS IF NECESSARY
If the student is assessed as not
meeting course progress or
attendance requirement, the
School notifies the student in
writing of its intention to
report, and advises there are 20
working days to access the
School’s complaints and
appeals process. (Notice of the
timeframe to access the
external appeals process should
also be giver – see also Section
10. Complaints and appeals
policy)
If the student has chosen not to
access the complaints and
appeals processes, or the
process is completed and
results in a decision supporting
the School, the School notifies
DEEWR via PRISMS asap that
the student is not achieving
satisfactory attendance.
N.B. If the student is under
81 yo, and if the school has
undertaken responsibility
for approving care and
welfare arrangements for the
student, provisions under
Standard 5.3 apply.
If attendance drops below xx percent,
student is deemed at risk of not
attending for 80% of scheduled course
contact hours and is contacted and
counselled / offered support
It is the role of the following staff members to undertake these actions in administering the
School’s Course progression, progress and attendance policies and procedures [customise as
necessary]
FOR COURSE PROGRESSION (St 9)
Staff Member
Role of Staff
Updated: 1 July 2010
Action
Monitor the student’s
course progression to
Time frame
At the end of each
study period
REF
Outcome of NC D St 9,
and provisions under St
p. 78
member
ensure they will not
need additional time in
order to complete their
course, and meet any
other requirements
under Standard 9
(term/semester)
9.1-5.
FOR COURSE PROGRESS (St 10)
Role of Staff
member
Determine staff roles
and responsibilities for
implementing School
course progress policy,
including requirements
for achieving
satisfactory course
progress, activating
intervention strategies
and determining the
point at which the
student has failed to
achieve satisfactory
course progress
At time of policy
creation, and
when staff
changes occur.
NC D
St 10.1
St 10.2
Role of Staff
member
Checking school
reports in each
subject/unit to
determine if student is
meeting requirements
as per School policy
and advising [Insert
name/role of staff
member] if student is
at the point of needing
intervention
At the end of
each
[term/semester]
NC D
St 10.1
St 10.3
Role of Staff
member
Counselling student
and arranging
intervention strategies
for student as needed
to assist student meet
course progress
requirements
When school
reports have been
checked and
student identified
as being at risk
NC D
St 10.4
St 10.5
Role of Staff
member
Monitoring student
response to
intervention strategies
When the School
policy
requirements
trigger
intervention and
no later than
when the student
NC D
St 10. 5
Updated: 1 July 2010
p. 79
fails or is deemed
not competent in
50% or more of
subjects/units
studied during the
[term/semester],
and throughout
the following
[term/semester]
Role of Staff
member
Assessing whether
student is meeting visa
condition for
satisfactory course
progress, and if not,
notifying the student in
writing of
a) School’s intention
to report
b) b) access to
school’s appeals
process must be
within 20 working
days (internal)
[Optional: and x
days to access the
external appeals
process]
Role of Staff
member
Notifying DEEWR via
PRISMS that the
student is not
achieving satisfactory
course progress and
following through with
delivery of the Section
20 Notice
See also FAQ 11 “How
does a School report a
student for unsatisfactory
course progress?” for
Standard 10 in ISCA
Transition Handbook :
www.isca.edu.au
When the student
is assessed as not
being able to
meet course
progress
requirements as
per Standard 10,
after the
intervention
strategies have
been activated
and progress reassessed
As soon as
practicable at the
point when
NC D
St 10.6
NC D
St 10.7
a) the student has
chosen not to
access the
School’s
complaints and
appeals process
within the 20 day
working period,
or
b) withdraws from
the process, or
c) the process is
completed and
results in a
decision
Updated: 1 July 2010
p. 80
favouring the
School
FOR COURSE ATTENDANCE (St 11)
Role of Staff
member
Determine staff roles
and responsibilities for
implementing School
attendance policy,
including method and
frequency of
attendance
calculations, and point
of intervention
At time of policy
creation, and
when staff
changes occur.
NC D
St 11
Role of Staff
member
Recording attendance
and advising [Insert
name/role of staff
member] if student is
absent more than 5 [or
fewer if this is School
policy] consecutive
days without approval.
Daily, in
accordance with
school procedures
NC D
St 11.1
St 11.3.b
St 11.4
St 11.5
Role of Staff
member
Calculating percentage
attendance for each
overseas student and
advising [Insert
name/role of staff
member] if student is
approaching point of
intervention
Every [Insert no.
of days/weeks
during term time]
NC D St 11.3
St 11.5
Role of Staff
member
Contacting and
counselling student
where he/she has not
attended for 5 [or
fewer if this is School
policy] consecutive
days, and / or if he/she
is at risk of not
meeting attendance
requirements, and
arrange any necessary
support and/or follow
up
When the
prescribed
intervention
points of [Insert
% attendance
prior to 80%
which is the
trigger for
intervention] or
no. of
consecutive
absences have
been reached
NC D
St 11.3
St 11.4
Role of Staff
member
Assessing whether
student is meeting visa
condition for
satisfactory attendance,
and if not, whether the
When the student
is assessed as not
being able to
meet attendance
requirements as
NC D
St 11.3
St 11.6
St 11.9
Updated: 1 July 2010
p. 81
provisions under St
11.9 apply. If St 11.9
provisions do not
apply, notifying the
student in writing of
per Standard 11.
c) School’s intention
to report
d) b) access to
school’s appeals
process must be
within 20 working
days (internal)
[Optional: and x
days to access the
external appeals
process]
Role of Staff
member
Notifying DEEWR via
PRISMS that the
student is not
achieving satisfactory
attendance
See also FAQ 12 “How
does a School report a
student for unsatisfactory
course attendance?” for
Standard 11 in ISCA
Transition Handbook:
www.isca.edu.au
As soon as
practicable at the
point when
NDC D
St 11.7
d) the student has
chosen not to
access the
School’s
complaints and
appeals process
within the 20 day
working period,
or
e) withdraws from
the process, or
f) the process is
completed and
results in a
decision
favouring the
School
NB In the case of reporting a student under Standards 10 an 11, it is DIAC expectation that the School
a) understands that the Section 20 Notice is a legal document and should not be accompanied by other
documentation
b) will ensure the Section 20 Notice is delivered to the student at the correct address, and the student clearly
understands that he / she must report to a DIAC Office within 28 days
c) evidence of delivery and receipt of the Section 20 Notice is filed
d)continues to monitor accommodation and welfare arrangements as per Standard 5 if applicable
The following staff member / department is responsible for reviewing and updating the School
Updated: 1 July 2010
p. 82
Course progress and attendance policy and procedures:
Name of Department / Officer(s)
Role(s)
This policy and these procedures should be checked and updated whenever there is a change in
regulations about NC Standards 9 and 10 or 11 or in DIAC regulations, or when existing
policies need to be adapted or strengthened.
THIS SECTION LAST UPDATED
BY ……………….
ON --/--/--
THE POLICY AND PROCEDURES FOR MONITORING COURSE DURATION,
PROGRESS AND ATTENDANCE WAS LAST UPDATED
BY ……………….
ON --/--/-[The sample School Course Progress and Attendance Policy below is from the Independent
Schools Council of Australia (ISCA) National Code 2007 Transition handbook for nongovernment schools enrolling full-fee paying overseas students, at www.isca.edu.au.]
XXXX School Course progress and attendance policy
1)
Course Progress
a)
The school will monitor, record and assess the course progress of each student for the
course in which the student is currently enrolled.
b)
The course progress of all students will be assessed at the end of each semester of
enrolment.
c)
Students who have begun part way through a semester will be assessed after one full
period of attendance.
d)
To demonstrate satisfactory course progress, students will need to achieve competency
in at least X% of units in any study period [or any other measure of satisfactory course
progress as required by the school].
e)
If a student does not achieve competency in at least 50% of units studied in an
assessment period, the [insert role of school staff member] will meet with the student to
develop an intervention strategy for academic improvement. This may include;
i)
additional supervised study periods
ii) tutorial assistance
iii) other intervention strategies as deemed necessary
[Schools will have their own policies for the point at which intervention occurs. Under the
National Code 2007, at a minimum the school must implement an intervention strategy if a
student is deemed not competent in 50% or more of the units in any one study period.]
f)
A copy of the student’s individual strategy and progress reports in achieving
Updated: 1 July 2010
p. 83
improvement will be forwarded to parents.
2)
3)
g)
The student’s individual strategy for academic improvement will be monitored over the
following semester by [insert role of school staff member] and records of student
response to the strategy will be kept.
h)
If the student does not improve sufficiently academically and achieve satisfactory course
progress by the end of the next assessment period, XXXX School will advise the student
in writing of its intention to report the student for breach of visa condition 8202, and that
he/she has 20 working days in which to access the school’s internal complaints and
appeals process.
i)
The school will notify DEEWR via PRISMS of the student not achieving satisfactory
course progress as soon as practicable where
i)
the student does not access the complaints and appeals process within 20 days, or
ii) withdraws from the complaints and appeals process, or
iii) the complaints and appeals process results in favour of the school
Completion within expected duration of study (course progression)
a)
As noted in 1.a., the school will monitor, record and assess the course progress of each
student for the course in which the student is currently enrolled.
b)
Part of the assessment of course progress at the end of each semester will include an
assessment of whether the student’s progress is such that they are expected to complete
their course within the expected duration of the course.
c)
The school will only extend the duration of the student’s study where the student will not
complete their course within the expected duration due to:
i)
compassionate or compelling circumstances
ii) student participation in an intervention strategy as outlined in 1.e.
iii) an approved deferment or suspension of study has been granted in accordance with
XXXX School’s Deferment, Suspension and Cancellation Policy.
d)
Where the school decides to extend the duration of the student’s study, the school will
report via PRISMS and/or issue a new COE if required.
Course attendance
a)
Satisfactory course attendance is attendance of 80% of scheduled course contact hours.
b)
Student attendance is:
i)
checked and recorded daily
ii) assessed regularly
iii) recorded and calculated over each semester.
c)
Late arrival at school will be recorded and will be included in attendance calculations.
d)
All absences from school should be accompanied by a medical certificate, an
Updated: 1 July 2010
p. 84
explanatory communication from the student’s carer or evidence that leave has been
approved by the Principal/Head of School.
e)
Any absences longer than 5 consecutive days without approval will be investigated.
f)
Student attendance will be monitored by [insert staff member’s role] every x days/weeks
over a semester to assess student attendance using the following method.[The school
decides how often to assess on a regular basis and what method of calculation it will use]
i)
Calculating the number of hours the student would have to be absent to fall below
the attendance threshold for a semester e.g. number of study days x contact hours x
20%.[For example, an eight week semester with 5 contact hours a day would equal
200 contact hours. 20% of this is 40 hours.]
ii) Any period of exclusion from class will not be included in student attendance
calculations. [See Standard 13 – Deferring, suspending and cancelling enrolment
for an explanation of this item]
g)
Students at risk of breaching XXXX School’s attendance requirements will be
counselled and offered any necessary support when they have absences totalling X hours
during any assessment period. [Schools will need to judge at what point they think
intervention and counseling is necessary]
h)
If the calculation at 3.f. indicates that the student has passed the attendance threshold for
the study period, XXXX School will advise the student of its intention to report the
student for breach of visa condition 8202, and that he/she has 20 working days in which
to access the school’s internal complaints and appeals process except in the
circumstances outlined in 3.j.
i)
The school will notify DEEWR via PRISMS of the student not achieving satisfactory
course attendance as soon as practicable where:
i)
the student does not access the complaints and appeals process within 20 days
ii) withdraws from the complaints and appeals process
iii) the complaints and appeals process results in a decision for the school.
j)
Students will not be reported for failing to meet the 80% threshold where:
i)
the student produces documentary evidence clearly demonstrating compassionate
or compelling circumstances e.g., medical illness supported by a medical
certificate, and
ii) has not fallen below 70% attendance.
k)
The method for calculating 70% attendance is the same as that outlined in 3.f. with the
following change; number of study days x contact hours x 30%.
l)
If a student is assessed as having nearly reached the threshold for 70% attendance, [insert
position] will assess whether a suspension of studies is in the interests of the student as
per XXXX School’s Deferment, Suspension and Cancellation Policy.
m)
If the student does not obtain a suspension of studies under the XXXX School’s
Deferment, Suspension and Cancellation Policy, and falls below the 70% threshold for
attendance, the process for reporting the student for unsatisfactory attendance (breach of
Updated: 1 July 2010
p. 85
visa condition 8202) will occur as outlined in 3.h. – 3.i
4)
Definitions
a)
Compassionate or compelling circumstances - circumstances beyond the control of the
student that are having an impact on the student’s progress through a course. These could
include:
i)
serious illness, where a medical certificate states that the student was unable to
attend classes
ii) bereavement of close family members such as parents or grandparents
iii) major political upheaval or natural disaster in the home country requiring their
emergency travel that has impacted on their studies
iv) a traumatic experience which has impacted on the student (these cases should be
where possible supported by police or psychologists’ reports)
v)
where the school was unable to offer a pre-requisite unit
vi) inability to begin studying on the course commencement date due to delay in
receiving a student visa
For other circumstances to be considered as compassionate or compelling, evidence
would need to be provided to show that these were having an impact on the student’s
progress through a course.
b)
Expected duration – the length of time it takes to complete the course studying full-time.
This is the same as the registered course duration on CRICOS.
c)
School day – any day for which the school has scheduled course contact hours
Updated: 1 July 2010
p. 86
17. Other intervention processes for overseas
students
[Schools may wish to use this section to briefly outline school pastoral care or other internal
processes which occur in assisting identifying and providing support for students at risk.]
In addition to the intervention processes identified in Sections 16, Name of School identifies
and supports students at risk in these ways: [examples only]
 Pastoral Care System
 Academic / Careers Counselling Program for Years 11 and 12
 Buddy system

Other….
All staff members involved in these processes are responsible for reporting to the appropriate
staff member or the designated overseas student contact officer any overseas students identified
as being at risk in the school pastoral care/ academic counselling program.
THIS SECTION LAST UPDATED
Updated: 1 July 2010
BY ……………….
ON
--/--/--
p. 87
18. Overseas student orientation program
It is a requirement under the National Code 2007 that Name of School must
assist full fee paying overseas students to adjust to study and life in
Australia through an age and culturally appropriate orientation program that
includes information about:
NC D
St 6
NC D
St 6.1.a-f
 Student support services available to assist on the transition to
life and study in a new environment
 Legal services
 Emergency and health services
 School facilities and resources
 Complaints and appeals processes
 School Course progress and Attendance policies (to meet
relevant visa conditions)
Additionally, Name of School provides the following as required under Standard 6 of the
National Code 2007:
 Opportunity to access services designed to assist students to meet
course progress and attendance requirements
NC D
St 6.2
 Opportunity to access welfare related support services to assist
with issues arising from meeting course progress and attendance
requirements, accommodation or other issues arising during their
study
NC D
St 6.3
The following staff member / department is responsible for ensuring overseas students
undertake the School Orientation Program as per Standard 6 .1.a-f.
Name of Department / Officer(s)
Role(s)
The following staff member / department is responsible for assisting students
to meet course progress requirements, and to co-ordinate intervention
strategies as necessary
Name of Department / Officer(s)
Role(s)
The following staff member / department is responsible for assisting students
to meet attendance requirements, and to co-ordinate intervention strategies
as necessary
Name of Department / Officer(s)
NC D
St 6.2
St 10
NC D
St 6.2
St 11
Role(s)
Documents / materials / activities used for the School’s Student Orientation Program are:
[Customise as necessary]
Updated: 1 July 2010
p. 88
 Student Orientation Checklist [There is a sample checklist which schools can
customise in the ISCA Transition support Handbook at www.isca.edu.au ]
 Student Handbook / arrival package
 Tour of school facilities
 Meeting key staff members
 Follow up meetings in first few weeks
Student Orientation Program materials are located
 ………….
 ……………..
Or
See Appendix 6 for examples of Student Orientation Program materials and checklist.
The following staff member / department is responsible for reviewing and updating the School
Overseas Student Orientation Program:
Name of Department / Officer(s)
Role(s)
This policy should be checked and updated whenever there is a change in regulations about NC
Standard 6, or when existing policies need to be adapted or strengthened.
THIS SECTION LAST UPDATED
BY ……………….
ON --/--/--
THE OVERSEAS STUDENTS ORIENTATION PROGRAM WAS LAST UPDATED
BY ……………….
ON
--/--/--
[The sample Student Orientation Checklist below is from the Independent Schools Council of
Australia (ISCA) National Code 2007 Transition handbook for non-government schools
enrolling full-fee paying overseas students, at www.isca.edu.au.]
XXXX School: Overseas student orientation checklist
Student Name:
Grade:
Arrival Date:
Updated: 1 July 2010
p. 89
Week 1 checklist
Orientation and School Tour Week 1, Day 1
Student has been introduced to:

International Student Officer

[Insert name of staff member / role] Pastoral Care

[Insert name of staff member / role] Academic Studies

[Insert name of staff member / role] Accommodation

[Insert name of staff member / role] Student Counsellor

[Insert name of staff member / role] ESL Teacher

Student Buddy for Week 1 [insert name and Year Level of Student]
Staff member:
Date:
Student has / understands:

Mobile phone or how to use pay phone

Emergency contact number of staff member

Accommodation contact number

Emergency number for fire, police etc is 000 in Australia or 112 from a mobile ‘phone

How to travel to and from school

All school uniform requirements

How to seek assistance on and off campus

Bank account (if appropriate)
Staff member:
Date:
Updated: 1 July 2010
p. 90
Student has received information about:

OSHC

Complaints and Appeals Processes

Available student support services

Legal services available to students

Student visa conditions relating to course progress and attendance

Grounds for suspension or cancellation of enrolment

School Calendar

School Rules and Code of Conduct

Subject selection, textbooks, etc

Assessment policies and requirements

Extra-curricular activities, clubs, etc
Staff member:
Date:
Other Information/Activities:

Information about Cultural Awareness/Culture Shock/Adjusting to life in a new environment

Orientation to local area – shops, recreational areas, etc
Staff Member:
Date:
Student interviews to check adjustment:

End of Week 2
Staff Member:
Updated: 1 July 2010
p. 91
Date:

End of Week 4
Staff Member:
Date:

End of Week 6
Staff Member:
Date:

End of Week 8
Staff Member:
Date:

End of Week 12
Staff Member:
Date:
Updated: 1 July 2010
p. 92
NC D
St 6
19. Staff orientation/induction to ESOS
framework
NC D
St 6.7
It is a requirement under the National Code 2007 that Name of School
ensures that staff members who interact directly with full fee paying
overseas students are aware of the School’s obligations under the ESOS
framework and the potential implications for students arising from the
exercise of the obligations.
Relevant information about the School’s obligations under the ESOS framework is provided to
appropriate staff members in the following ways:
TO
BY
HOW
WHEN
Senior Management
Staff
Administrative Staff
Mainstream Teaching
Staff
ESL Support Staff
Counselling and
Student Support Staff
Marketing Staff
Accommodation
Support Staff
Staff responsible for
monitoring compliance
with visa conditions
under ND D Standards
9, 10 and 11.
The following staff member / department is responsible for informing new staff members who
take up duties outside of staff information sessions of relevant obligations under the ESOS
framework
Name of Department / Officer(s)
Role(s)
Materials / Resources for Staff Induction / Orientation to ESOS include: [Customise as
necessary]
 Websites listed in Appendices 8 and 9 (for Compliance and Resources)
Updated: 1 July 2010
p. 93
 This Staff Handbook
 School PPT presentation on ESOS [Some of the powerpoints on the annual CD of
International Education Resources may be useful here.]
 ……….
The following staff member / department is responsible for reviewing and updating the School
Staff Orientation/Induction to ESOS:
Name of Department / Officer(s)
Role(s)
This policy should be checked and updated whenever there is a change in regulations about NC
Standard 6, or when existing policies need to be adapted or strengthened.
THIS SECTION LAST UPDATED
BY ……………….
ON --/--/--
THE STAFF INDUCTION/ ORIENTATION PROCESS WAS LAST UPDATED
BY ……………….
Updated: 1 July 2010
ON
--/--/--
p. 94
20. Staff capabilities, educational resources
and premises
NC D
St 14
St 6.6
Name of School is an accredited non-state school in Queensland and as such is subject to an
appropriate quality assurance framework applying to registered courses, as is required under
Standard 14 of Part D the National Code 2007.
The following staff member / department is responsible for staff recruitment, including recruitment
of staff working with overseas students, and is aware of obligations under Standards 6 and 14 of
Part D of the National Code 2007:
Name of Department / Officer(s)
Role(s)
The following staff member / department is responsible for management of facilities, including
facilities used by overseas students, and is aware of obligations under Standard 14 of the National
Code 2007:
Name of Department / Officer(s)
Role(s)
The following staff member / department is responsible for management of resources, including
resources used by overseas students, and is aware of obligations under Standard 14 of the National
Code 2007:
Name of Department / Officer(s)
Role(s)
It is a requirement under the National Code 2007 that the School have
sufficient student support personnel to meet the needs of overseas students
enrolled at the School.
NC D
St 6.6
Name of School ensures staffing, facilities and resources meet the needs of overseas students
enrolled at the School in the following ways: [describe how this happens, or refer to staffing
ratios, resources renewal policies, etc]
 ………………
 ………………
 ……………….
 ………………..
 ……………….
The following staff member / department is responsible for reviewing and updating the School
policy and procedures to ensure appropriate staffing, premises and resources for support of and
course delivery to FFPOS:
This policy should be checked and updated whenever there is a change in regulations about NC
Standard 14, or when existing policies need to be adapted or strengthened
Updated: 1 July 2010
p. 95
THIS SECTION LAST UPDATED
BY ……………….
ON
--/--/--
THE POLICY ON STAFFING, AND EDUCATIONAL RESOURCES AND PREMISES WAS
LAST UPDATED
BY ……………….
ON --/--/--
Updated: 1 July 2010
p. 96
21. Appendices
1.
2.
3.
Marketing / Pre Enrolment Materials
Written Agreement
Written Education Agency Agreement and other documents related to management
of education agents
4. Student Handbook
5. Further Information attached: School Accommodation Options
6. Copies of Administrative Documents – Letters and Pro formas
(excluding documents for management of education agents)
7. Checklist / Records of Other Documents and School Policies
8. Websites (Compliance)
9. Websites (Resources)
10. Acronyms
Updated: 1 July 2010
98
99
100
101
102
103
114
116
116
119
p. 97
1. Marketing / Pre-enrolment materials
List items/locations of marketing materials and attach current copies
 ………
 ……….
 ………..
 ………..
 ………..
 ……….
Updated: 1 July 2010
p. 98
2. Written agreement
Updated: 1 July 2010
p. 99
3. Written education agency agreement and other documents related
to management of education agents
 Written Agreement
 School letter for due diligence and response to application to represent School
 Pro forma for tracking agency enquiries and applications
Updated: 1 July 2010
p. 100
4. Student handbook
A template for a student handbook is available from the ISANA website:
http://www.isana.org.au/index.php?option=com_content&task=view&id=246 . Please note
this will need to be customised for school students.
Updated: 1 July 2010
p. 101
5. Further Information attached: School accommodation options
[Delete those which do not apply and attach relevant documents]
HOMESTAY PROGRAM CHECKLIST
 Procedures for checking and monitoring suitability of arrangements
 Guidelines for approval of host families:
o selection
o ensuring the family can provide a stable environment for the duration of the
student’s course
o criteria for accommodation services to be provided
o orientation for members of an approved family if family has not previously hosted
an overseas student
 Requirements under Commission for Children Young People and Child Guardian:
o Blue cards
o Risk Management Strategy (Operator of Program)
SCHOOL BOARDING HOUSE INFORMATION AND POLICIES CHECKLIST
 Procedures for checking and monitoring suitability of arrangements
 Requirements under Commission for Children Young People and Child Guardian
o Blue cards
o Risk Management Strategy
PRIVATE ACCOMMODATION ARRANGEMENTS (APPROVED BY SCHOOL) CHECKLIST
[Check case by case with the CRICOS SRA if the definition “supervised arrangement” in s9
Education (Overseas Students) Regulation 1998 applies and the School is exempt from the policy
requirements required for “unaccompanied children”. If not, the following apply:]
 Procedures for checking and monitoring suitability of arrangements
 Guidelines for approval of family:
o selection
o ensuring the family can provide a stable environment for the duration of the
student’s course
o criteria for accommodation services to be provided
o orientation for members of an approved family if family has not previously hosted
an overseas student
Requirements
under Commission for Children Young People and Child Guardian:

[In the case of private arrangements check case by case with the CCYPCG which
requirements apply.]
o Blue cards
o Risk Management Strategy
Updated: 1 July 2010
p. 102
6. Copies of administrative documents –letters and pro formas
(excluding documents for management of education agents)
[* Sample copies are provided below or page ref. is given]
 *Student application for deferment of commencement or suspension of studies
 *School letter for informing student of intention to suspend or cancel enrolment
 *School letter for informing student of intention to suspend or cancel enrolment in the
case of extenuating circumstances
 *Student application for Letter of Release
 *School’s Letter of Release
 *Letter of intention to report for unsatisfactory course progress
 *Letter of intention to report for unsatisfactory attendance
 *Pro forma for Critical Incident Report (See p. 71)
 *Student Orientation Program Checklist (See p. 88)
 Pro forma for recording responses and actions in relation to student complaints
 Letter advising student to access School’s internal Complaints and appeals process
 Letter advising student of outcomes of Complaints and appeals process and reasons for
decisions made
 Letter giving student information about accessing the School’s external Complaints and
appeals process
 Sample of Student Orientation Information
 Overseas Student Referral Form for Intervention
[The sample letters below are from the Independent Schools Council of Australia (ISCA)
National Code 2007 Transition handbook for non-government schools enrolling full-fee
paying overseas students, at www.isca.edu.au.]
Updated: 1 July 2010
p. 103
 Student application for deferment of commencement or suspension of
studies
Please read the attached Deferment, Suspension and Cancellation Policy before filling out this form
to see if you meet the requirements to be granted a deferment of commencement or suspension of
studies.
Student name:
Grade:
Current Address in Australia:
Address in home country:
Phone no:
Mobile Ph:
Email address:
I am applying for
A deferment of commencement of studies
A suspension of studies
Please state why you wish to defer/suspend your studies.
Attachments:
Attach any relevant supporting documentation.
This form will be assessed once all documentation has been received. The school may ask for more
documentation if required. Applications are usually processed in XX working days.
Updated: 1 July 2010
p. 104
Deferment and suspension of enrolment can have an effect on a student’s visa as a result of changes
to enrolment status. Please contact the Department of Immigration on 131 881 or contact the local
DIAC office to see if this will affect you.
Students who have not yet commenced their studies at XXXX School will also need to contact
DIAC in case there is any effect on their student visa as a result of changes to enrolment or CoE
status.
Student signature
Updated: 1 July 2010
Date
p. 105
 School letter for informing student of intention to suspend or cancel
enrolment
Student name:
Grade:
Current Address:
Phone no:
Email address:
This letter is to inform you that XXXX School intends to
Suspend your enrolment for
days/weeks/months
Cancel your enrolment
This is due to:
Deferment, suspension and cancellation of enrolment can have an effect on a student’s visa as a
result of changes to enrolment status. Please contact the Department of Immigration on 131 881 or
contact the local DIAC office to see if this will affect you.
You have 20 working days in which to appeal the school’s decision in accordance with the school’s
Complaints and Appeals Policy attached/available in XXXX.
XXXX School
Updated: 1 July 2010
p. 106
 School letter for informing student of intention to suspend or cancel
enrolment in the case of extenuating circumstances
Student name:
Grade:
Current Address:
Phone no:
Email address:
This letter is to inform you that XXXX School intends to
Suspend your enrolment for
days/weeks/months
Cancel your enrolment
This is due to:
Suspension and cancellation of enrolment can have an effect on a student’s visa as a result of
changes to enrolment status. Please contact the Department of Immigration on 131 881 or contact
the local DIAC office to see if this will affect you.
You have 20 working days in which to appeal the school’s decision in accordance with the school’s
Complaints and Appeals Policy attached/available in XXXX.
However, XXXX School has determined that extenuating circumstances apply in this case. [Insert
details]
For this reason your enrolment will be suspended / cancelled immediately. This will not affect your
ability to access the complaints and appeals processes of the school.
XXXX School
 Student application for Letter of Release
Updated: 1 July 2010
p. 107
Please read the attached Student Transfer Request Assessment Policy before filling out this form to
see if you meet the requirements to be granted a letter of release for transfer.
Student name:
Grade:
Current Address in Australia:
Address in home country:
Phone no:
Mobile Ph:
Email address:
Reason for transfer:
Please state why you wish to transfer to another school.
Attachments:
Attach a letter of offer from the institution to which you wish to transfer. If you are under 18 years
of age and not in the care of a parent or suitable nominated relative, the letter of offer must also
show that the institution will accept responsibility for approving your accommodation, support and
general welfare arrangements.
If there are any gaps between school approved accommodation, support and general welfare
arrangements please detail any DIAC approved interim arrangements.
If you are under 18 years of age, please attach a letter from your parents to indicate that you have
their permission to transfer
Attach any relevant supporting documentation.
Updated: 1 July 2010
p. 108
This application will be assessed once all documentation has been received. The school may ask for
more documentation if it requires it. Applications are usually processed in XX working days.
Student signature
Updated: 1 July 2010
Date
p. 109
 Application for student transfer/letter of release
Please read the attached Student Transfer Request Assessment Policy before filling out this form to
see if you meet the requirements to be granted a letter of release for transfer.
Student name:
Grade:
Current Address in Australia:
Address in home country:
Phone no:
Mobile Ph:
Email address:
Reason for transfer:
Please state why you wish to transfer to another school.
Attachments:
Attach a letter of offer from the institution to which you wish to transfer. If you are under 18 years
of age and not in the care of a parent or suitable nominated relative, the letter of offer must also
show that the institution will accept responsibility for approving your accommodation, support and
general welfare arrangements.
If there are any gaps between school approved accommodation, support and general welfare
arrangements please detail any DIAC approved interim arrangements.
If you are under 18 years of age, please attach a letter from your parents to indicate that you have
their permission to transfer
Updated: 1 July 2010
p. 110
Attach any relevant supporting documentation.
This application will be assessed once all documentation has been received. The school may ask for
more documentation if it requires it. Applications are usually processed in XX working days.
Student signature
Date
 School’s Letter of release
Student name:
Grade:
Current Address:
Phone no:
Email address:
We have received your application for a letter of release. As the reasons stated in your application
fall within the school’s Student Transfer Request Assessment Policy, the school is pleased to grant
your request.
You should be aware that your decision to transfer to a different education provider may have visa
implications and you should contact the nearest Department of Immigration and Citizenship office
as soon as possible to discuss this with them.
If you wish to seek a refund of fees, please refer to the school’s Refund Policy provided in/located at
X and follow the appropriate procedure.
XXXX School
Date:
 Letter of intention to report for unsatisfactory attendance
Student name:
Grade:
Updated: 1 July 2010
p. 111
Current Address:
Phone no:
Email address:
This letter is to inform you that under section 20 of the Education Services for Overseas Students
Act 2000 (ESOS Act), XXXX School intends to report you to the Department of Immigration and
Citizenship for unsatisfactory attendance.
Under the Migration Act 1958, student visa condition 8202 requires student visa holders to:

maintain enrolment in a ‘registered course’

attend classes, and

achieve a satisfactory academic result
According to our records, you have not achieved satisfactory course attendance as defined in the
National Code of the ESOS Act and/or the school’s Course Progress and Attendance Policy
attached/available in XXXX.
You have 20 days in which to appeal the school’s decision in accordance with the school’s
Complaints and Appeals Policy attached/available in XXXX.
XXXX School
Date:
 Letter of intention to report for unsatisfactory course progress
Student name:
Grade:
Current Address:
Phone no:
Email address:
This letter is to inform you that under section 20 of the Education Services for Overseas Students
Act 2000 (ESOS Act), XXXX School intends to report you to the Department of Immigration and
Citizenship for unsatisfactory course progress.
Updated: 1 July 2010
p. 112
Under the Migration Act 1958, student visa condition 8202 requires student visa holders to:

maintain enrolment in a ‘registered course’

attend classes, and

achieve a satisfactory academic result
According to our records, you have not achieved satisfactory course progress as defined in the
National Code of the ESOS Act [and the school’s course progress policies and procedures
attached/available in XXXX if applicable].
You have 20 days in which to appeal the school’s decision in accordance with the school’s
Complaints and Appeals Policy attached/available in XXXX.
XXXX School
Date:
Updated: 1 July 2010
p. 113
7. Checklist / Records of other Documents
DOCUMENT [Customise as needed …]
REFERENCE
 Evidence of Australian Residency and business
registration
 Copy of accreditation certificate or letter which shows
the full legal entity and the trading name, and period of
accreditation of the institution
 Course Registration Submission
NC C.6
 sample of marketing material for each course
(should include course description and
statement
about learning and assessment strategies)
 sample student timetable for each course
 copy of annual school calendar
 details of any work-based training
 advice in writing to the CRICOS SRA of all
providers involved in providing a registered
course, and copy of written agreements with
any RTO’s if school is not an RTO (and
overseas students are undertaking VET
components delivered by an RTO)
 Tuition Assurance Membership if the school is NOT in
receipt of Commonwealth Funding
 Evidence of
NC D St 2.1
a) having the principal purpose of providing education; and
b) clearly demonstrating capacity to provide education of a
satisfactory standard.
LOCATION
/
ATTACHED
NC C.6
NC C 7,8,10
ESOS Act 2000
s9, s22
ESOS Act 2000
s9 & s9A

Updated: 1 July 2010
p. 114
8. Master Copies of School Policies
POLICY [Customise as needed …]
 POLICY ABOUT WRITTEN ENTRY
REQUIREMENTS FOR REGISTERED COURSES
 WRITTEN REFUND POLICY
 POLICY ON DEFERRING, SUSPENDING OR
CANCELLING A STUDENT’S ENROLMENT
 TRANSFER POLICY
 COMPLAINTS AND APPEALS POLICY
 WELFARE AND ACCOMODATION POLICY
 CRITICAL INCIDENT POLICY
REFERENCE
NOTES
NC D St 2.a
E(OS)Reg 98 s6
NC D St 2.1.e
St 3.1.c
St 3.2
E(OS)Reg 98 s7
NC D St 2.1.f
NC D St 5
NC D St 13
NC D St 7
E(OS)Reg 98 s10
NC D St 6.4
 School Critical Incident Policy document
 Requirements additional to School policy for
Overseas Students
 Critical Incident Plans for Overseas Students
 COURSE PROGRESS AND ATTENDANCE
POLICY





Updated: 1 July 2010
NC D St 9, 10, 11
p. 115
9. Websites (Compliance)
 International Quality Unit (CRICOS)
www.education.qld.gov.au/internationalquality
 Education Services for Overseas Students (ESOS) Framework (Commonwealth legislation)
www.aei.deewr.gov.au/esos/
 PRISMS
https://prisms.deewr.gov.au
PRISMS User Guide
https://prisms.deewr.gov.au/HTMLDocuments/ProviderUserGuide.PDF
 Department of Immigration and Citizenship
www.immi.gov.au
 Education (Overseas Students) Regulation 1998 (Queensland legislation)
http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/E/EducOverStuR98.pdf
 Commission for Children Young People and Child Guardian (Queensland legislation)
www.bluecard.qld.gov.au
[Others can be added …]
10.
Websites (Other)
 Independent Schools Council of Australia National Code 2007 Transition handbook for nongovernment schools enrolling full-fee paying overseas students
www.isca.edu.au
 ISANA National Code Support Program On-line Tutorial 2007
http://www.isana.org.au/NcTutorial/index.htm
 Other ISANA resources: www.isana.org.au
For Students :
Animations to explain the National Code
For Institutions :
Orientation Guide Template - The Rainbow Guide (Template for Student Handbook)
Updated: 1 July 2010
p. 116
[The websites below are mostly from the Schools Council of Australia (ISCA) National Code
2007 Transition handbook for non-government schools enrolling full-fee paying overseas
students, at www.isca.edu.au.]
 AEI Agents Training Course
Website: http://www.pieronline.org/eatc/
 AEI Country Education Profiles
Website
http://www.aei.gov.au/AEI/QualificationsRecognition/Information/CEP.htm#3
 AEI Online Living in Australia Guide
http://www.studyinaustralia.gov.au/Sia/en/StudyGuide_pdf.pdf
 AEI – Getting Started Internationally: Tips for Schools Entering the International Market
Website: http://aei.dest.gov.au/aei/archive/mip/activities/2005/04activity13.htm
 Australian Curriculum Assessment and Certification Authority
Website: http://acaca.org.au
 Australian Qualifications Framework
Website: http://www.aqf.edu.au/
 Austrade
Website: http://www.austrade.gov.au
 Changing Schools in Australia (ACACA)
Website: http://acaca.bos.nsw.edu.au
 Department of Foreign Affairs and Trade
Website: http://www.dfat.gov.au
 Department of Justice and Attorney-General – Mediation Services
Website: http://www.justice.qld.gov.au/justice-services/dispute-resolution/mediation
 DEEWR eligibility for temporary visa holders helpline (for determining Australian
Government financial assistance for school programmes)
Phone: 1 800 677 027 (Option 2 and Option 2 again )
See also https://schools.dest.gov.au/ssp/help/html/coi/student_definitions.html
 DIAC approved agents for eVisa
Website: http://www.immi.gov.au/business-services/education-providers/lodgement-trial-24.htm
 Guidelines to the National Privacy Principles for Organisations
Updated: 1 July 2010
p. 117
Website: http://privacy.gov.au/business/guidelines/index.html#3.2
 IDP – Guide for students
Website: http://www.idp.com/about_idp/publications/publication_orders.aspx
 Interstate Student Data Transfer Note
Website:
http://www.mceecdya.edu.au/mceecdya/isdtn_interstate_student_data_transfer_note,12095.htm
l
 Migration Agents Registration Authority
Website: https://www.mara.gov.au/
 Overseas Student Health Cover (OSHC)
Website: http://www.health.gov.au/internet/main/publishing.nsf/Content/privatehealthconsumers-overseascover.htm
 NEAS Australia
Website: http://www.neas.org.au/home/
 Privacy Manual for Non-Government Schools
Website: http://www.isca.edu.au
 QSA links for visa students (QCE procedures)
http://www.qsa.qld.edu.au/downloads/10-12/qce_legislative_guidelines_feb09.pdf
http://www.qsa.qld.edu.au/downloads/10-12/te_visa_procedures.pdf
 Study Queensland Website
www.studyqueensland.qld.edu.au
(Industry Portal includes PD resources such as Critical Incident Workshop presentation and
Workbook – search “Document Library for Professional Development”)
 Study in Australia
Website: http://studyinaustralia.gov.au
 Tourism Australia
Website: http://www.australia.com
 Translating and Interpreting Service (TIS)
Phone: 131 450 (within Australia)
[Others can be added …]
Updated: 1 July 2010
p. 118
11.
Acronyms
[Others can be added …]
AEI
AHN
Australian Education International http://aei.gov.au/AEI/AboutAEI/Default.htm
Australian Homestay Network http://www.homestaynetwork.org/
AL 1/2/3/4
Assessment Level ( DIAC's rating of level of risk for sectors and countries of students applying for
student visas) http://www.immi.gov.au/students/student-visa-assessment-levels.htm
CRICOS
CRICOS Registration
DEEWR
DIAC
Commonwealth Register of Institutions and Courses for Overseas Students http://cricos.deewr.gov.au
See http://www.aei.gov.au/AEI/ESOS/CRICOS_Registration.htm and
http://education.qld.gov.au/strategic/accreditation/cricos/index.html
Department of Education Employment and Workplace Relations www.deewr.gov.au
Department of Immigration and Citizenship www.immi.gov.au
EATC
eCoE or CoE
ELICOS
ELT
EQI
ESL
ESOS (Act)
Education Agents Training Course http://www.pieronline.org/eatc/
electronic Confirmation of Enrolment or Confirmation of Enrolment
English Language Intensive Course for Overseas Students
English Language Training
Education Queensland International www.eqi.com.au
English as a Second Language
Education Services for Overseas Students (Act) see ESOS Framework
ESOS Framework
Commonwealth legislation including the National Code of Practice which related to the ESOS Act 2000
http://aei.gov.au/AEI/ESOS/default.htm
Full Fee Paying Overseas Students – now not used as a DEEWR term.
International Education Association of Australia Inc. – professional organization http://www.ieaa.org.au/
International English Language Testing System http://www.ielts.org/
International Education Association http://www.isana.org.au/
International Second Language Proficiency Rating http://www.islpr.org/
Independent Schools Queensland www.aisq.qld.edu.au
Language Other Than English
National ELT Accreditation Scheme http://www.neas.org.au/
National Code of Practice for Registration Authorities and Providers of Education and Training to
Overseas Students 2007 – part of the ESOS framework
http://aei.gov.au/AEI/ESOS/NationalCodeOfPractice2007/default.htm
National Languages and Literacy Institute of Australia ESL Bandscales (for rating English language
proficiency) To order a copy: http://www.aisq.qld.edu.au/files/files/OrderFormBandscales.htm
Overseas Student Health Cover see http://studyinaustralia.gov.au/Sia/en/StudyCosts/OSHC.htm and
http://www.health.gov.au/internet/main/publishing.nsf/Content/privatehealth-consumersoverseascover.htm
Professional International Education Resources – delivers professional training courses in international
education services http://www.pieronline.org/
Provider Registration and Overseas Student Management System
https://prisms.deewr.gov.au/Logon/Logon.aspx
Pearson Test of English http://pearsonpte.com/Pages/Home.aspx
Pre-Visa Approval http://www.immi.gov.au/business-services/education-providers/1-nov-2004.htm
Queensland Catholic Education Commission http://www.qcec.catholic.edu.au/
Queensland Education and Training International. Provides support and information to industry via
StudyQueensland website: www.studyqueensland.qld.edu.au
Tuition Assurance Scheme (See ESOS website – does not apply to non-government schools in receipt
of commonwealth funding)
Teaching of English to Speakers of Other Languages
Test of English as a Foreign Language www.toefl.org
Trade Queensland Office (offshore) http://www.export.qld.gov.au/178.html
Visa Electronic Verification Online http://www.immi.gov.au/e_visa/vevo.htm
FFPOS
IEAA
IELTS
ISANA
ISLPR
ISQ
LOTE
NEAS
NC (National Code)
NLLIA ESL
Bandscales
OSHC
PIER
PRISMS
PTE
PVA
QCEC
QETI
TAS
TESOL
TOEFL
TQO
VEVO
Updated: 1 July 2010
p. 119