ISP School Toolkit

• The different perspectives that come from studying alongside people from other countries, and learning about other cultures, can stimulate critical and creative thinking
• Cultural immersion programs build global citizenship, build student resilience and school pride
• Global learning opportunities with students from another country add a new dimension to classroom learning and lift engagement levels
• Global networks enables excellence in teaching and learning through collaboration projects which build practice excellence and curriculum planning and assessment.

• Enhance the cultural diversity of Victorian Government schools and giving Victorian school students the opportunity to engage with international students and share learning experiences
• Provide rich and educationally rewarding experiences for school aged international students which reflect the culture and value of Australia
• Facilitate a pathway to further education and training in Australia for international students
• Promote the qualities of education in Victorian Government schools in international markets
• Afford opportunities for curriculum diversity and program expansion through an income stream that is additional to funding provided by government and locally raised funds in schools.

• assuring the quality of education services offered to international students by allowing only recognised education and training providers to be approved for registration on CRICOS (Only CRICOS approved providers can access PRISMS to issue an electronic Confirmation of Enrolment to an international student which then enables them to apply for a student visa to study in Australia), and
• protecting students’ financial interests through compulsory consumer protection mechanisms such as pre-enrolment information and formal written agreements about the education services students can expect to receive.

• The Education Services for Overseas Students Act 2000 (ESOS Act) (Cth) which makes it unlawful to offer education or training to an international student at a location unless the provider and the course are registered on CRICOS (Commonwealth Register of Institutions and Courses for Overseas Students).
• The Education Services for Overseas Students Regulations 2019 (ESOS Regulations) (Cth) which specifies details of information about students that CRICOS providers must report through PRISMS.
• The National Code of Practice for Providers of Education and Training to Overseas Students 2018 (The National Code) (Cth) sets minimum standards for services that CRICOS providers must to international students. These standards cover multiple aspects of an international student’s life cycle from recruitment through to departures.

Standard 1: Marketing information and practices
Links to Australian Consumer Law by making sure providers do not give prospective students false or misleading information.

Standard 2: Recruitment of an overseas students
Requires providers to give detailed information to prospective students to help them make an informed choice about their study options in Australia. Providers must also assess the suitability of applicants by making sure they have suitable academic and English language skills to participate in the course.

Standard 3: Formalisation of enrolment and written agreement
Requires providers to enter into a formal contract with an international student before accepting any course fees.

Standard 4: Education agents
Clarifies requirements for a written agreement between a provider and education agents. Providers must enter and maintain details of agents with whom they have a written agreement in PRISMS.

Standard 5: Younger overseas students
Provides guidance on the care and welfare of international students under the age of 18.

Standard 6: Overseas support services
Specifies the range of support services that providers must offer to students to help them adjust to life and study in Australia.

Standard 7: Overseas student transfers
Provides guidance for providers on when a student’s transfer request should be granted. For the school sector, international students are now restricted from transferring until they have completed the first 6 months of their first school course.

Standard 8: Overseas student visa requirements
Requires providers to monitor international students’ compliance with their visa conditions relating to course attendance, progress and completion according to the sector of education. The expected duration of study cannot exceed the CRICOS registered duration for the course unless there have been compassionate or compelling circumstances affecting an international student’s study plans.

Standard 9: Deferring, suspending or cancelling the overseas student’s enrolment
Sets out how providers must manage and report changes to the enrolment of an overseas student in order to protect the integrity of the student visa system.

Standard 10: Complaints and appeals
Ensures that international students have access to natural justice through professional, timely, inexpensive and well documented complaints handling and appeals processes.

Standard 11: Additional registration requirements
Sets out additional registration requirements related to CRICOS course approvals including limitations on online or distance education and delivery through third parties.

Roles and responsibilities
Department of Education and Training

• The Department of Education and Training (DET) is a registered provider on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS).
• DET is responsible for meeting requirements under Commonwealth and Victorian legislation, and for supporting Victorian ISP schools to meet legislative requirements.

• DET accredits individual Victorian government schools as ISP schools. These ISP schools are responsible for the delivery of educational, welfare, accommodation and support services to international students. When DET (IED) accredits a school, it accredits the school with a maximum international student enrolment cap, and will accredited the school as either a:
• Level 2 School: Can undertake all ISP activities, including providing homestay accommodation and participating in DET (IED) marketing activities
• Level 1 School: Can undertake all ISP activities, except for providing homestay accommodation and participating in DET (IED) marketing activities.
• International students cannot enrol in a Victorian government school by any avenue other than through DET (IED). 

• Although the ultimate responsibility for compliance rests with the IED, schools and IED share this responsibility in order to ensure that international students engage in a high quality learning experience.
• Policies and procedures underpinning the ISP specify actual responsibility for each obligation under the ESOS framework.
  

• The ISP School Toolkit is the definitive compliance guide for Victorian government schools participating in the ISP.
• It provides a plain-language interpretation of the ISP policies, procedures and legislative requirements that schools need to follow in response to typical situations that arise throughout the life cycle of an international school student engaged in study in a Victorian government school.
• The tool kit is web-based to improve accessibility for all stakeholders and to enable updates to be make more readily.
• All forms and templates necessary for schools to use in their daily operations to comply with their ESOS obligations can be accessed through the Tool Kit.
• An educational resource section is incorporated at the end of each section to support schools’ understanding of key ESOS requirements. Further support is available to schools through dedicated school support staff within IED.
  

For further information, see:

• FAQ for refreshed ISP policies and procedures

Providing information for prospective students

• Only CRICOS registered courses can be marketed to prospective international students. The Department’s CRICOS registered courses are: Primary (Prep to year 6); Secondary (7-12) and Victorian college of the Arts Secondary Course (7-12).
• The CRICOS registered provider name ‘Department of Education and Training’ and CRICOS Provider Code 00861K must be clearly visible on all school promotional material. Note: schools are registered on CRICOS as locations, not the registered provider.
• The National Code mandates specific information that must be provided to prospective international students. This includes details about courses, entry requirements and locations of study. Full details are contained in the Prospective International Students Required Information Checklist. Schools should use the checklist to ensure their website contains all required information.
  

Marketing and recruitment

• Schools must NOT offer an enrolment place to, or imply that they will hold an enrolment place for, a student without DET first assessing the student’s application as successful through the DET’s international student application process and issuing a request to place (RTP)
• DET (IED) develops and leads all marketing and recruitment activities related to the ISP. IED develops an Annual ISP Marketing Action Plan that informs DET’s in-country recruitment activities. IED will contact accredited schools at the beginning of each year to obtain information about planned future international travel. Level 2 accredited schools will be invited to submit an ‘expression of interest’ to participate in these recruitment events. Only these schools will be invited to jointly participate in in-country recruitment activities in accordance with the ISP international travel policy.
• IED approves participation in IED initiated in-country recruitment activities. DET Schools and Regional Services approves school travel (with input from IED). Accordingly, schools must also apply to their relevant DET Regional Office to seek approval for international travel activity. IED will work with schools to develop an itinerary and other information to help them to secure travel approval for participation in in-country recruitment travel.
• Level 1 schools cannot actively market to international students. However, are required to provide the CRICOS provider name and code on their homepage.
• Level 2 accredited schools will also list the CRICOS provider name and code on their website homepage and have an ISP webpage that contains relevant, accurate and up-to-date information in accordance with the ESOS National Code requirements.
  

Education agents

• IED has a register of accredited education agents who have been appointed to represent DET both overseas and onshore.
• DET (IED) undertakes an annual performance and conduct review of every agent against criteria which is designed to ensure only reputable agents with the highest integrity are engaged in DET’s recruitment activities.

1. Display the Department of Education and Training as the registered CRICOS provider and the CRICOS Code 00861K on your school website homepage as follows, “Sample Secondary College is accredited under the Department of Education and Training’s CRICOS registration (CRICOS provider name and code: Department of Education and Training, 00861K). For further information refer to www.study.vic.gov.au.”
2. Use the checklist for Prospective International Students Required Information to ensure prospective students have access to required information about the ISP program.
   

1. Use only DET (IED) marketing tools and templates when marketing the ISP.
2. Submit an ‘expression of interest’ to participate in in-country recruitment activity when invited by DET (IED) each year.
3. Seek approval from their relevant DET Regional Office for international travel activity.
   

1. Engage only with DET (IED) accredited education agents.
2. Direct all new agent enquiries to the DET (IED) Agent Liaison Team.
3. Do NOT enter into individual or financial arrangements with agents or appoint agents as exclusive representatives for their school.
4. Contact DET (IED) if you experience issues with agents.
5.  Do NOT contact agents directly regarding recruitment, agent contracts and student application issues.
   

1. School web site specifies the Department of Education and Training as the registered provider
   
2. School web site clearly shows the CRICOS provider name and code

• ISP Prospective International Students Required Information Checklist
  

• ISP School Marketing Action Plan Template (email international@edumail.vic.gov.au to request a copy and advice on how to complete)
  
• School In-country Recruitment Activity Itinerary Template (provided prior to each activity)
  

• Accredited Agents List
• ISP Feedback Form Agent Performance and Conduct
• ISP School Marketing Activity Evaluation Template
  

• FAQs
• Case Studies
  

• ISP Marketing Policy
• ISP Department Procurement Policy
  
• ISP Travel Policy (This document is currently in development. Please check this link early next week)
  
• ISP Marketing Quality Assurance Schedule
  
• ISP Education Agent Engagement Policy
  

• National Code Standard 1: Marketing
• National Code Standard 2.1: Information for Prospective Students
• National Code Standard 4: Education Agents
  

• DET (IED) sets admission requirements for prospective international students and assesses all applications from overseas students for admission to a CRICOS registered Victorian government school.
• Schools cannot directly or indirectly offer an international student a place in their school.
• With the exception of the audition / interview for VCASS, schools are NOT to impose additional entry requirements on international students. Schools are still encouraged to conduct a welcome video conference interview with the student to ensure the student is suitable for the school and the program, however schools must not conduct any additional academic assessments, tests or screening.
• International students progressing from Year 6 to Year 7 (i.e. from primary school to secondary school) must submit a new application to be enrolled in Year 7 (except if students are already enrolled in a P-9 or P-12 College). Students must complete at least half of the last academic year and cannot skip one year level entirely.

1. Assess the school’s approved ISP student cap to check that there is a place available for the student
2. Decide whether the school’s teaching and support resources are suitable for the student’s needs. Interviews with prospective students are encouraged for this purpose.
3. Determine the appropriate year level for the student. Note that students cannot skip an entire year level. They must complete at least half of their current academic year.
4. Assess the student’s preferred welfare and accommodation arrangement. For students seeking to stay in a DET-approved homestay arrangements (this includes Option 3: Parent-nominated homestays and Option 4: School-arranged homestays), school staff must ensure that the school can appropriately support the homestay arrangements and acknowledge that the school will conduct a homestay check prior (minimum of six weeks, maximum of six months) to the student’s date of commencement at the homestay accommodation. Please refer to Section 3 for further information on homestay checks.
5. Provisional acceptance of care and welfare arrangements should be secured by the student and their family before accepting the student.
6. Respond in writing to DET (IED) within 48 hours if possible but no later than 5 days, whether the school is accepting or declining the RTP.
   

• Request to Place Email from IED

• Request to Place Email from IED
  

• VCE and VCAL Administrative Handbook 2019
• Victorian Curriculum F-10
  

• ISP Admissions and Enrolment Policy
  
• ISP Admissions and Enrolment Procedure
  

• National Code Standard 2: Recruitment of an overseas student
• Ministerial order 819 – Fees for Overseas Students in Government Schools (Vic)
  

• Students under 13 years of age at the time of commencing studies may only reside with a parent/legal guardian or DHA-approved relative.
• DET (IED) requires students over 18 years of age to live in approved accommodation for the duration of their study as a condition of their enrolment at the school. In special circumstances, DET (IED) may allow alternative living arrangements in consultation with the school. In these cases, schools are required to support students to find suitable accommodation and adjust to independent living, as required by National Code (Standard 6).
• Provide international students and homestay providers with information (particularly during orientation) on how to respond to an incident and ensure they remain clear on how to respond to incidents for the duration of the student’s enrolment and stay.
• All homestays fees must be transferred electronically. Homestay fees may be collected and disbursed by the school, or directly exchanged between the homestay provider and the student.
• Schools will retain, monitor and reimburse a student’s homestay bond payment.
• A student visa cannot be issued until appropriate welfare arrangements are in place for under-18 year old students.
• If neither a parent nor a suitable relative is able to care for an under 18 year old student in Australia, schools must approve suitable accommodation and welfare arrangements.
• Registered teaching staff cannot provide homestay services to international students enrolled in their school.
• Schools who elect to take responsibility for a student under 18 years old must specify when the school will commence responsibility for the student and when that responsibility ends. DET (IED) will use these dates to complete the CAAW when generating the student’s CoE.
• The student’s CAAW arrangement will cease 7 days after the last day of the student’s course.
• The student’s CAAW arrangements will cease once the student turns 18.
• Schools may use commercial homestay recruitment agencies if conditions specified in the ISP Homestay Policy are met.
  

• CAAW students must comply with the ISP Travel Policy included in the terms and conditions of the Written Agreement.
• The ISP Travel Policy does not apply to students residing with a parent, legal guardian or a DHA-approved relative.
• Students under the age of 18 are not permitted to travel overseas other than directly into the care of a parent or legal guardian or a direct family member over 21 years of age approved by the parent.
• DET’s welfare responsibility ends when a student departs from Australia.
• Interstate travel requires school approval (please refer to the ISP Student Travel Policy). Students must first seek parent approval and then request final approval from their school. Students must also advise their homestay providers of the details of the travel arrangements.

1. Principals retain overall responsibility for recruiting, monitoring and managing all homestay arrangements, including both Option 3: Parent Nominated Homestays and Option 4: School Arranged Homestay.
2. Confirm to DET (IED) the school’s acceptance of the welfare and accommodation for the student.
3. Take the steps necessary to provide suitable accommodation for the student.
4. Discharge their duty of care and other obligations under the Victorian Child Safe Standards, the Commissioner for Children and Young People Reportable Conduct Scheme and DET’s School Incident Management System (SIMS) policy and guidelines.
5. Facilitate changes to arrangements if the student’s accommodation and welfare arrangements need to change.
6. Notify DET (IED) if there are any changes or concerns regarding the student’s welfare arrangements. Noting critical incidents occurring in the homestay environment should be managed in accordance with DET’s School Incident Management System (SIMS) policy and guidelines.
7. Immediately raise any issues related to student welfare and visa conditions with DET (IED).
   

1. Schools may recruit new homestay providers either:
• from within the school or local community
• via a direct application from a family residing within the area
• through the use of a commercial homestay recruitment provider or agency.
2. Schools may use a commercial homestay recruitment provider or agency. To ensure the appropriateness of the recruitment provider, the school must, at a minimum, satisfy the following requirements:
• solicit references from a prospective commercial homestay recruitment provider testifying to their ethical standards and the quality of their work
• consult with the school’s network cluster members and local Catholic and Independent schools regarding the prospective commercial homestay recruitment provider’s quality of service
• inform the commercial homestay recruitment provider about the school’s child safe practices.

1. verify the suitability of homestay accommodation by conducting an initial homestay check
2. complete the ISP Homestay Assessment and Site Visit Checklist as part of a site visit (unless the particular homestay has been verified by a site visit in relation to another student in the previous three months)
3. verify the appropriateness of the homestay accommodation between six months and six weeks prior to the homestay commencement date
4. ensure all homestay providers and those living or residing frequently at the homestay who are aged 18 years or older have a valid and current Working with Children Check (WWCC)
5. complete a referee check for the homestay provider to confirm suitability for child-related work
6. complete an identification check for the homestay provider
7. retain evidence that all necessary checks above have been completed
8. schools must approve or reject the homestay provider as required
9. subject to approval, add the homestay provider to the school’s ISP Homestay Register.
   

1. provide homestay providers with the Homestay Terms and Conditions
2. ensure that the homestay provider has understood the Terms and Conditions
3. conduct an orientation with the homestay provider (outlines expectations of the homestay, critical incident procedures, emergency contact numbers and how to identify and report child abuse)
4. sign the Homestay Responsibility Agreement with the homestay provider, student and student’s parent(s)/legal guardian(s). Homestay providers and the school representative should sign this agreement prior to or on the day of the student’s arrival. Students should be briefed on the terms of this agreement within the first week of the student’s arrival. A copy of the completed agreement should be shared with the student’s parent/legal guardian.
   

• if needed, schools must assist the student in finding a suitable homestay arrangement
• assist the student with moving to another homestay
• if applicable, work with the new school to ensure there is no gap in the accommodation and welfare arrangements when a student is transferring to another school.
  

• maintain an accurate and up-to-date ISP Homestay Register
• conduct a homestay assessment and site visit check every six months (or more frequently if required, for example, following a critical incident). The ISP Homestay Assessment and Site Visit Checklist must be used when completing a homestay assessment and site visit check. Two weeks written notice must be given to the homestay provider prior to conducting a homestay check and site visit check
• monitor all homestay WWCCs by maintaining an accurate and up to date ISP Homestay Register. Check the status of all WWCC once each term by using the Status Checker on the WWCC Victoria Website.
• record the status check on the WWCC register
• move the student into emergency homestay as soon as they are notified or become aware of any homestay provider or persons aged 18 and over living or frequently residing in the homestay who do not hold a valid WWCC, until the WWCC is obtained. Where there are compassionate and compelling circumstances, the school may request that DET (IED) assess the circumstances and determine whether or not the student should be moved. This may require evidence that the required WWCC has been applied for and the school has appropriate risk mitigation strategies in place.
• notify DET (IED) immediately if there are any changes to a student’s homestay arrangements 
• follow up on any issues raised by the student or homestay provider and take appropriate action as per the ISP Complaints and Appeals Process Guide.
  

• take appropriate action if a homestay provider has breached the Homestay Responsibility Agreement, including the Homestay Terms and Conditions
• take appropriate action if a student has breached the Homestay Responsibility Agreement
• notify DET (IED) if the school can no longer provide a suitable homestay for a student and all emergency accommodation options have been exhausted
• confirm that all homestay providers and people living or frequently residing in the homestay over the age of 18 have a valid WWCC 
• consult with DET (IED) to determine whether a student should be moved if WWCC requirements are not met.
  

1. Host annual (as a minimum) information and awareness sessions for homestay providers which address:
• critical incident policies and procedures
• the school’s Child Safe Policy and Child Safe Code of Conduct
• identifying and reporting actual or suspected child abuse
• the Homestay Terms and Conditions, including any updates
• any legislative or policy changes that will affect the homestay provider.
2. Reiterate expectations, roles and responsibilities of homestay providers.
3. Provide support and advice as required.

1. confirm that homestay provider training has been completed
2. demonstrate support of homestay provider training sessions through attendance together with relevant staff
3. ensure all homestay providers are in attendance, and for those unable to attend ensure appropriate training is provided in an alternative form.
   

1. consider a student’s request to exit a homestay arrangement and determine whether compassionate or compelling circumstances apply
2. approve or deny a student’s request to exit a homestay arrangement and facilitate the student’s transfer
3. return homestay bond to student or facilitate a claim against the homestay bond.
   

1. Ensure the student is provided with at least two weeks’ notice
2. Approve the termination of the homestay agreement
3. Return the homestay bond to the student or facilitate a claim against the homestay bond.
   

1. assist the student to complete a Withdrawal Form
2. ensure all evidence is attached
3. send a copy of the form and evidence to DET (IED) for approval
4. continue to provide accommodation until DET (IED) confirms that the new provider has assumed responsibility for the student’s care and welfare arrangements.
   

1. sign the Withdrawal Form and confirm that all evidence is attached.

1. assist the student to complete a Welfare Provision Change Form
2. ensure all evidence is attached
3. send a copy of the completed form and evidence to DET (IED) for approval
4. ensure that the student remains in their approved accommodation until confirmation is received from DET (IED) that the new welfare arrangements have been approved.
   

1. Continue to provide welfare and accommodation responsibilities for the student until advised otherwise by DET (IED).

1. assess the potential safety implications of the travel, including specific risks, such as water safety and child safety
2. discuss the travel with the parent and receive written approval from the parent.

1. decide whether to approve the travel
2. record the decision in the School Holiday Register (include the date of approval, travel, reasons and any necessary arrangements to ensure student safety)
3. notify the student, parent and homestay host of the decision.
   

1. Signed ISP Homestay Responsibility Agreement for all students residing in a homestay arrangement (both parent-nominated and school-arranged homestays)
2. Completed ISP Homestay Assessment and Site Visit Checklist for all students residing in a homestay arrangement (both parent-nominated and school-arranged homestays) for the initial site visit and all 6 monthly checks
3. Up to date ISP Homestay Register
4. School Holiday Register
5. Completed Application for Change of Accommodation and Welfare Provision Form and evidence for students changing homestay arrangements
6. Approved Travel request documents with all necessary signatures prior to student undertaking travel

• ISP Homestay Assessment and Site Visit Checklist
  
• ISP Homestay Profile Form
• ISP Homestay Register
• ISP Homestay Terms and Conditions
• ISP Homestay Responsibility Agreement
• ISP School Holiday Register
• Application for Change of Accommodation and Welfare Provision Form
• WWCC Status Checker
  

• ISP School Holiday Register 
  

• FAQs
• Case Studies
  

• ISP Accommodation and Welfare Policy
• ISP Homestay Policy
• ISP Homestay Procedure
  

• National Code Standard 5: Younger Students
• Ministerial Order 819 – Fees for Overseas Students in Government Schools (Vic)
• VRQA Guidelines for the Enrolment of Overseas Students Aged Under 18 years

1. Complete the ISP Arrival Support Form (Melbourne airport) or ISP Arrival Support Form (Avalon airport) and ISP Homestay Profile Form. Schools will receive an international student’s completed ISP Flight Details Form from DET (IED) to assist in completing the required forms.
2. Forward both forms to DET (IED) no later than 10 business days before the scheduled course commencement.
3. Organise a suitable school representative to collect the student from the airport. Schools should develop and maintain a register of appropriate personnel who are suitable to collect students from the airport.
4. Provide the student with emergency contact details for the school principal and school staff member designated as the official point of contact for international students, for example the International Student Coordinator.
   

1. Complete the ISP Homestay Transfer Support Form and ISP Homestay Profile Form.
2. Forward both forms to DET (IED) no later than 10 business days before the scheduled course commencement.
   

1. Ensure the school representative meeting the student at the airport has a sign identifying themselves with the school logo and the student’s name.
2. Identify themselves to the student using formal photo identification (either a driver’s licence or passport).
3. Confirm the international student’s identity using their passport.
4. Confirm the student’s and parent contact details.
5. Assist with luggage collection.
6. Arrange for the student to telephone home to advise parents of their safe arrival or ensure the student has done this themselves.
7. Transport the student to their homestay.
8. Notify DET (IED) that the student has arrived and has been transported to their homestay.
9. Notify DET (IED) immediately if a student did not arrive in Australia on the anticipated day (refer to Critical Incidents).
   

1. If a student’s visa has not been granted and needs to change their commencement date, ask the student to complete a Change Request Form and submit it to DET (IED).
2. If a student has had their visa granted and needs to change their commencement date prior to commencement, ask the student to complete a Change Request Form and submit it to DET (IED) together with evidence of compassionate or compelling circumstances. This is a deferral. DET (IED) will assess and approve these requests only if evidence of compassionate or compelling circumstances are provided.
   

1. Call all emergency contacts for the international student, including their parents/family.
2. If contact cannot be made with the student or their parents/family, send a text message and email notifying the student and their parents that the student has not arrived or cannot be found.
3. Notify DET (IED) immediately if a student does not attend on the first day of school (and DET (IED) has not approved a deferred commencement).
4. Record the student absent for the first day of school in CASES21, and for each day that the student is not in attendance there-after.
5. Advise DET (IED) within a day when the student does arrive at school.
   

1. Prepare an age and culturally appropriate orientation program for new international students.
2. Check that all mandatory requirements are included in the orientation by using the ISP Student Orientation Checklist.
   

1. Upon arrival, introduce and welcome new students to the school.
2. Conduct the prepared orientation program.
3. Introduce students to school staff including the school principal and support staff (for example the School Nurse, School Counsellor, Wellbeing Coordinator and Pathways/Careers Coordinator)
4. Match the international student with a local student (buddy).
5. Introduce fellow students.
6. Tour the school and provide a map of the school.
7. Provide the student with information about support services and resources as listed in the ISP Student Orientation Checklist.
8. Notify DET (IED) of changes to student’s enrolment (for example, changes in year level placement).
   

1. Check all new student’s wellbeing regularly across the first two months.
2. If student is attending ELC at another location, continue to check on the student’s wellbeing and speak to teachers to identify any additional support needs to help the student to adjust. 
3. Provide any necessary welfare or learning support to help the student adjust to life in Australia and/or studies at school.
4. Escalate any issues to the school principal if not resolved through reasonable support by school officers.
   

1. School staff (VCE coordinator, ISC) determines whether a student is eligible for course credit. Refer to the VCAA website for further information.
2. If the student is eligible for course credit, school staff assists them to apply for course credit to the VCAA, for example, assist in requesting evidence from an overseas or interstate learning provider, if required.
3. Seek Principal endorsement.
4. The Principal must decide whether or not to endorse the application and notify school staff of the decision.
5. If not endorsed, notify the student that the application was not endorsed by the Principal and will not be submitted to VCAA.
6. If endorsed by Principal, submit completed application form to VCAA; the principal (or delegate) is required to sign this form in the appropriate field.
7. If credit is granted, notify the student, their nominated correspondent and DET (IED) of the outcome of the application, in writing.
8. Notify DET (IED) of the outcome and of any expected changes to the student’s enrolment details, such as course duration or reduction in full-time workload. DET (IED) must endorse the granting of the course credit for international students for it to be accepted.
9. Keep a copy of the VCAA decision on the student file and forward a copy to DET (IED).
10. If course credit is not granted, notify the student of the VCAA decision in writing, if required (i.e. where VCAA hasn’t notified student directly).
11. Record response on student file in accordance with the ISP Record Keeping Procedural Guidelines.
    

Compliance evidence

1. Attendance records in CASES21
2. Level 2 schools only: - ISP Arrival Support Form - ISP Homestay Transfer Support Form - ISP Homestay Profile Form - Register of personnel approved to collect international students
3. ISP Student Orientation Checklist (for all international students)
4. Application for credit towards the VCE/VCAL – form
5. Copy of the VCAA course credit decision
6. Confirmation of DET (IED)’s endorsement of course credit
7. Evidence of school staff training in relation to the ESOS framework, the National Code and the VRQA Guidelines for the Enrolment of Overseas Students Aged under 18 Years.
8. ISP Student Support Self-Assessment Tool
9. Change Request Form
10. ISP Student Safety Card

• ISP Arrival Support Form (Melbourne airport)
• ISP Arrival Support Form (Avalon airport)
• ISP Homestay Transfer Support Form
• ISP Homestay Profile Form
• ISP Flight Details Form
• ISP Student Support Self-Assessment Tool
  

• ISP Student Pre-departure Guide
  
• ISP Student Orientation Checklist
  

• Change Request Form
  

• Application for Credit towards the VCE / VCAL Form
  

• FAQs - Deferral and non-commencement of studies
  
• VCE and VCAL Administrative Handbook 2019 
  

• ISP Student Support Policy
  
• ISP Student Arrival and Orientation Procedure
  
• ISP Student Orientation Checklist
  
• ISP Student Safety Card Procedure
• ISP Variation to Enrolment Policy
• ISP Variation to Enrolment Procedure
• ISP Course Credit Policy
• ISP Course Credit Procedure
• ISP Record Keeping Procedural Guidelines.

• National Code Standard 6: Student Support
• National Code Standard 9.1: Deferring suspending or cancelling the overseas student’s enrolment
• Education Services for Overseas Students Act 2000 (Cth) (Section 19)
• Education Services for Overseas Students Regulations 2019 (Cth).
  

• Child safe policies and procedures in schools must integrate the safety needs of international students, recognising the specific vulnerabilities of international students that arise for students from culturally or linguistically diverse backgrounds.
  
• Schools are required by law to provide additional care and support to international students under 18 years of age where DET has accepted responsibility for the student’s accommodation and welfare by issuing a CAAW letter.
  
• Schools must acknowledge that international students may face heightened vulnerabilities as they have reduced access to their usual and familiar support networks, such as family and friends, and may face language and cultural barriers.
  
• International students may not have the language skills or cultural understanding to identify and respond to safety risks in Australia. Schools must ensure students understand safety risks and have strategies in place to help all international students to have the courage to voice their safety or welfare concerns.
  

• Schools must take all reasonable steps to provide a safe school environment.
• Students and staff must be provided with advice about actions they can take to improve their personal security and safety both on campus and in the broader community, e.g. how to be sun smart, beach safety, safety on public transport, etc.
  

• All school staff must understand and know how to respond to a critical incident involving an international student (see Schools Incident Management System (SIMS) Policy and Guidelines).
• Schools must include international students in the following sections of the Online Emergency Management Planning portal: Risk assessment; and Emergency and Critical Incident Response Procedures.
• Ambulance costs are covered under international students’ mandatory health insurance. 
  
• The same ‘critical incident’ may have a different impact on each international student depending on their circumstances, for example, their available support networks in Australia and cultural background. As an example, one international student who is subject to severe verbal aggression may quickly recover following the incident with the support of their family and friends, while another international student may experience long-term mental health issues as a result of the critical incident. Principals and ISP staff should ensure that each student’s individual circumstances are taken into account when considering an appropriate response to a critical incident.

1. Ensure the needs of international students are specified in the school’s child safe policies and procedures, recognising the particular vulnerabilities of all international students and paying particular attention to the needs of CAAW students.
2. Ensure school staff are aware of their obligations to respond to reports of alleged or suspected child abuse.
   

1. Provide international students with age and culturally appropriate information about safety both at school and in the broader community.
2. Follow DET (IED) requirements for extra-curricular and non-school travel arrangements.
3. Ensure staff engaged with international students are fully aware of their obligations towards international students as specified in the National Code.
   

1. Provide international students and homestay providers with information (particularly during orientation) on how to respond to an incident and ensure they remain clear on how to respond to incidents for the duration of the student’s enrolment and stay.
2. As set out in SIMS, school staff respond immediately to a critical incident involving an international student.
3. As set out in SIMS, school staff escalate the critical incident to the principal (or their delegate) as soon as possible.
4. As set out in SIMS, Principals (or their delegate) manage critical incidents involving an international student according to SIMS procedures by:
   a) ensuring the safety of all people involved
   b) reporting the incident to the Incident Support and Operations Centre (ISOC) on 1800 126 126 and rating the severity of the incident
   c) maintaining complete and accurate records.
   
5. Complete the Initial Action Potential Missing Student checklist if the incident involves a missing student.
6. Record each critical incident and the school’s response using the Critical Incident Summary and Checklist Template and keep a copy in the student’s file.
   

1. School based child safe policies and procedures which address the vulnerabilities of international students, including at a minimum:
• Child safety risk register with specific reference to international student risk, such as homestay arrangements and heightened vulnerabilities
• Reference to international students, or children from culturally and linguistically diverse backgrounds, in the school’s child safe commitment statement, child safe policy and child safe code of conduct.
• Raising child safety awareness with international students and their parents/carers by providing information related to child abuse and reportable conduct in an age and culturally appropriate manner
• Providing homestay providers with information and training in relation to their obligations under the school’s child safety and critical incident policies. This includes information on reportable conduct, identifying and responding to child abuse and the Victorian Child Safe Standards.
2. Describe how your school gives an international student a voice with respect to child safety
   
3. Retain evidence of follow-up actions and critical incident records as set out in SIMS.
4. Evidence that staff involved within international students engage in regular training about their ESOS obligations.
   
5. Missing student checklist

• PROTECT
• PROTECT - Child Safe Fact Sheet for Students - How to be safe (Easy English)
• PROTECT – Protecting Children from Abuse – For Parents and Carers

• Initial Action Potential Missing Student Checklist
  
• Critical Incident Summary and Checklist Template
  

• A Guide to Managing Incidents in your School
• Managing Trauma
  

• School Incident Management System Policy and Guidelines
• School Policy (SPAG) – Emergency and Critical Incidents Policy
• School Policy (SPAG) – Reporting and Managing Incidents Policy
• School Policy (SPAG) – Information and Privacy Policy
• School Policy (SPAG) – Health Records
• ISP Department Initiated Suspension and Cancellation Policy
  
• ISP Record Keeping Procedural Guidelines
  

• National Code Standard 5: Younger Students
• Education Services for Overseas Students Act 2000 (Cth)
  
• Education Services for Overseas Students Regulations 2019 (Cth)
  
• VRQA Guidelines for the Enrolment of Overseas Students Aged Under 18 years
• Victorian Child Safe Standards as per the Child Wellbeing and Safety Act 2005 (Vic) 
• Commission for Children and Young People Reportable Conduct Scheme established under the Child Wellbeing and Safety Act 2005 (Vic)
• Migration Act 1958
• Education and Training Reform Act 2006 (Cth)
  
• Ministerial order 870 – Child Safe Standards (Vic)
• Child, Youth and Families Act 2005 (Vic)
• Child Wellbeing and Safety Act 2005 (Vic)
  

1. ensure international students participate in face to face study where ever possible
2. limit online learning to subjects where face to face learning is not available and there are no other study options
3. monitor students’ attendance and course progress,
4. support students to meet attendance and course progress requirements, and
5. report any students who can’t meet these conditions to DHA.
   

• Schools must offer reasonable support to international students to enable them to achieve expected learning outcomes regardless of their place of study or mode of study. This includes both learning and welfare support.
• Schools must designate a member of staff to be the official point of contact for international students.
• Schools must have sufficient support staff to meet the needs of enrolled overseas students. Implicit in this requirement, is the need for schools to ensure they can identify and understand the needs of both individual international students and the international student cohort as a whole.
• Schools must ensure that staff engaged directly with international students are aware of their obligations under the ESOS Act. This means staff must participate in regular PDP and training sessions offered by both the school and DET (IED).
  

• Visa conditions require an international student to attend at least 80 per cent of scheduled school contact hours each term to achieve satisfactory attendance. However, the Department policy is for students to attend all scheduled school hours (i.e. attend school on every school day).
• Student attendance is calculated using a count-down method and is calculated on a per term basis. This means that students start at 100 per cent attendance, and every day of absence (per the ISP Attendance Policy) reduces the attendance percentage. In a 10 week (50 school day) term, one day's absence reduces the attendance percentage by 2 per cent.
• Students who do not meet the 80 percent attendance requirement, even if they have approved absences, must be reported to the Department of Home Affairs (DHA).
• DET (IED) will consider evidence of compassionate or compelling circumstances before reporting students who have fallen below the 80% threshold (but where the student’s attendance is above 70%) but this is assessed on a case-by-case basis and does not guarantee that DET (IED) will not report the student to DHA.
• Students must be reported to DHA if their attendance falls below 70% regardless of any compassionate or compelling circumstances.
  

• Schools must record attendance daily and monitor the rate of attendance for international students each week.
• Absences for international students are in line with domestic students; schools should refer to the School Policy (SPAG) - Attendance Policy and the CASES21 absence code list for information on what counts as an absence for attendance purposes.
• Schools must implement and document intervention support strategies to help students when the student’s attendance drops to 90 per cent.
• The student is deemed 'at-risk' of unsatisfactory attendance and breaching their visa requirements when their rate of attendance reaches 85 per cent. Support provisions under the intervention strategy may need to be revised.
• Schools must ensure that students and their parents are aware that their student visa may be cancelled by DHA if students do not meet attendance requirements.
  

• DHA does not allow an international student to take leave during term unless there are compassionate or compelling reasons to do so; this is implemented through a temporary suspension of enrolment. Compassionate circumstances include serious illness or death of close relatives but do not extend to visiting relatives for weddings, graduations or similar events. DET (IED), not schools, assess the application for a temporary suspension of enrolment.
• Leave during the school term must be approved by DET (IED) and recorded on PRISMS before the student leaves to protect the student’s visa.
• A student must request leave by completing an ISP Temporary Enrolment Suspension Application and if possible submitting this to DET (IED) at least 14 days before the proposed start date of the leave. The form must be signed by the student's parent and the school Principal, and include written evidence that compassionate or compelling circumstances apply.
• Schools can approve only short periods of leave in line with school and DET attendance policies, for example, if a student is sick and has a doctor's certificate. This leave should not extend beyond a few days and schools must always be aware of the student’s attendance requirements to achieve satisfactory attendance.
• All school-approved leave counts as an absence for the purposes of a student's attendance visa requirements.
• A temporary suspension of enrolment for an international student is different to a school suspension caused by misbehaviour.
• If an international student attends a third-party provider (e.g. VSL) for any part of their studies, the school must ensure that attendance is recorded and monitored.
• Absences from scheduled course hours at the third-party provider count as absences for attendance monitoring purposes.
  

• Students must achieve a satisfactory or passing mark in every subject of their course to achieve satisfactory course progress.
• The only exception to this is where the Principal deems the student to have satisfactory effort as demonstrated by meeting deadlines, participating in class and showing a dedicated approach to learning.
• Schools must proactively monitor student course progress to ensure students are always in a position to complete their course by the expected completion date specified on their CoE. If this is not the case, the school must contact DET (IED) for advice.
  

• Schools must provide reasonable English language and learning support to international students as required.
• Support should be tailored to the student's individual learning needs. If additional support is required but not available at the school, staff may be required to refer students to external support services. The referral must not incur any cost to the student but costs for external support services are usually paid for by parents or guardians.
• An intervention strategy which documents all learning support must be implemented for international students showing early signs of poor course progress and when the student is ‘at risk’ of not maintaining satisfactory course progress.
• Schools must ensure that students and their parents are aware of the serious visa implications if students do not satisfactorily progress through their course.
  

• The National Code limits international students’ participation in online learning or studies delivered by a third-parties. International students can only participate in online learning through the Victorian School of Languages (VSL) and study through a third-party provider if they are participating in a VCE language at a community language school. These studies are restricted to one subject per semester. A second subject may be approved by DET (IED) in compelling circumstances.
• A suitability and risk assessment of community language school sites must be completed before an international student commences study. Additional suitability and risk assessment and site inspection must be conducted each year or immediately if the community language school’s premises change while the student is studying. Suitability assessment reports and third-party agreements need to be signed by the principal then forwarded to DET (IED) for approval.
• International students studying online must have their suitability to learn online assessed and sign a DET Acceptable Use Agreement before approval is granted for them to participate. If the student requires learning support to participate, this must be provided at no additional cost to the student.
• Schools are not required to pay for an international student's participation with the VSL, as DET (IED) has an arrangement to disburse payment for these studies to the VSL directly.
• Schools must pay for an international student’s participation in VCE language studies at a community language school from the funds disbursed to the school from DET (IED).
• An international student participating in studies delivered through online learning or by a third-party education provider cannot gain a qualification or partial qualification for these studies.
• Schools must ensure an international student's course progress and attendance continues to be recorded and monitored when they are participating in these modes of study. DET's third-party agreements require community language schools to report attendance on a weekly basis. Schools are responsible for following up with the provider if the school does not receive the weekly attendance report.
  

• VCE Vocational Education and Training (VET) studies (except for students being taught out in 2020, or 2021 for Victorian Certificate of Applied Learning (VCAL) students)
• VCAL studies (except for students being taught out in 2020-21)
• Higher Education studies at a university
• Online studies through Virtual School Victoria, the Victorian Learning Network, Emerging Science Victoria or with any other provider.
  

1. There are a number of situations during the course that may result in a student requesting to have a variation to their enrolment. Variations to enrolment can result from: 
• Granting course credit
• Changing year level placement within a school
• Extending or reducing the duration of enrolment
• Changing Victorian government schools
• Temporary suspensions of enrolment
• Outcomes of intervention strategies and compliance contracts. 
2. Schools must send an email to DET (IED) as soon as possible (and within five working days) following any expected changes to an international student’s course.
3. DET (IED) will review the evidence provided and if accepted will notify schools of the outcome.
4. A variation of enrolment is not guaranteed and must be approved by DET (IED).

• International students are encouraged to participate in all learning opportunities offered by schools including sport, music, art, debating, etc. To ensure students’ safety during these activities please refer to the ISP Travel Policy.
• If the school offers and endorses an extra-curricular activity as part of its offering, participation does not affect an international student’s attendance as these activities are regarded as part of the school’s curriculum.
• If the student participates in private extra-curricular activity during school hours then then these will be counted as absences for attendance monitoring purposes.

1. Ensure all staff engaged with international students are aware of their obligations under the National Code.
   
2. Ensure staff participate in PDP and training sessions offered by the school and DET (IED).
   

1. Identify learning needs of individual and international student cohorts.
   
2. Provide a reasonable level of learning and/or welfare support to individual or international student cohorts as required.
   
3. Ensure international students know the name and contact details for the school’s designated student contact officer.
   

1. Record students' attendance daily in accordance with normal Department attendance policies (e.g. twice a day for primary school, and during each class for secondary school) such as assessing and approving short periods of leave (typically no more than a few days). Note that school-approved leave days are counted as absences for the purposes of calculating satisfactory course attendance.
   
2. Monitor the rate of international students' attendance each week to identify students at risk of not meeting the 80 per cent attendance requirement.
3. Provide appropriate support to students ‘at risk’ (i.e. <85% attendance for the term) of not meeting the attendance requirement. Ensure the support strategies are suited to the student's needs, are well documented and retained on the student's file.
4. Warn students at risk and their parents of the potential for their student visa to be cancelled if attendance requirements are not met.
5.  Escalate cases of students at-risk of unsatisfactory attendance to the Principal. The Principal must issue a Compliance Contract (please see use the ISP Compliance Contract template) to students ‘at risk’.
6. Send a copy of the compliance contract (and evidence of previous intervention strategies and other relevant documentation evidence) to DET (IED)
7. Notify DET (IED) immediately when the student's attendance falls below 80%.
   

1. Meet with the student to discuss the reasons for absences.
2. Offer counselling if required.
3. Notify the parents of the situation, discuss whether compassionate or compelling circumstances apply and advise them of potential visa implications.
4. Document the discussion with the student and the parent using the ISP Course Progress, Attendance, and Behaviour - meeting template.
5. Implement and document appropriate intervention strategies to help improve the student's rate of attendance.
6. Send parents a copy of the agreed intervention strategy (translated if necessary).
   

1. Escalate the matter to the Principal for their attention because the student is deemed at risk of failing to meet attendance requirements.
2. Meet with the student and parent/guardian to discuss an appropriate final intervention strategy to improve attendance.
3. Warn parents of potential visa implications if the student’s attendance does not improve. If compassionate or compelling circumstances exist such as ongoing illness discuss potential need for temporary suspension.
4. Document discussions from the meeting on the ISP Course Progress, Attendance, and Behaviour - meeting template.
5. The Principal should develop and implement an ISP Compliance Contract for students at risk. The compliance contract has a maximum review period of 4 weeks.
6. Send the compliance contract (including relevant supporting evidence and the initial intervention strategy) to DET (IED).
   

1. Immediately notify DET (IED) of any students whose attendance has fallen below 80 per cent to DET (IED).
2. Provide DET (IED) with any new evidence such as the completed ISP Course progress-attendance-behaviour checklist.
3. Liaise with DET (IED) to ensure all appropriate compliance steps and evidence requirements have been met.
   

1. Contact DET (IED) if an international student wishes to take leave during the school term (other than occasional sick days).
2. Advise the student and their parent/guardian that taking leave during term may affect their visa unless there are compassionate or compelling circumstances.
3. Offer counselling if required.
4. Advise students that DET (IED) determines whether the reasons and evidence to suspend studies are acceptable or not.
5. Consider whether compassionate or compelling circumstances could apply.
6. If so, ask the parent to complete the ISP Temporary Enrolment Suspension Application.
7. Send completed form to DET (IED) for consideration and approval.
   

1. Proactively monitor international students to identify students at risk of not meeting satisfactory course progress.
2. Provide appropriate learning support to students based on their individual learning needs.
3. Implement and document intervention strategies to help students improve their course progress.
4. Ensure that students understand the requirements to progress through their course, maintain satisfactory course progress, and the implication for their student visa if satisfactory course progress is not maintained.
5. Escalate any cases of students at-risk of unsatisfactory course progress to the Principal.
6. The Principal must engage students at risk in an ISP Compliance Contract and forward a copy to DET (IED).
7. Engage DET (IED) if the student is unable to improve.
   

1. Principals must nominate a school supervisor to assess the student’s suitability for these modes of study and offer any required support.
2. Refer to the ISP Modes of Study Policy and the ISP Modes of Study Assessments documents for further details about school supervisor tasks.
3. Conduct a third-party education provider suitability and risk assessment and community language school site inspection prior to international student participation in these modes of study.
4. Send the suitability assessment reports and third-party agreements to DET (IED)'s for approval before prior to entering into an agreement with a community language school.
5. Monitor attendance and course progress of all international students to ensure compliance with student visa conditions.
6. Arrange for any support that any international student may require to assist their learning.
7. Conduct a new third-party education provider suitability and risk assessment and community language school site inspection every year or immediately if the community language school's premises change while the student is studying.
   

1. Meet with the student in the week following their first class to ask if they have any questions or concerns.
2. Continue monitoring visits once each term while the student is studying, unless more frequent meetings have been identified as an additional support requirement for the student.
3. Assist the student with any questions or concerns and assist the student to liaise with the provider, if necessary.
4. Monitor each international student's attendance to ensure compliance with the student's visa conditions.
5. Follow up with the third-party provider if attendance information is not provided.
6. Monitor the student's course progress to ensure compliance with the student's visa conditions by reviewing reports supplied by the third-party provider.
   

1. Ensure that any variations to enrolments are reported to DET (IED) immediately.
2. Maintain accurate and up-to-date records.
   

1. If a school initiates a change in year level placement, liaise with student and parent/agent and obtain agreement.
2. If student and parent do not support change in year level placement, refer the student to Career Counselling Staff if required, or monitor the student's progress in accordance with the ISP Course Progress Procedure.
3. Recommend change of year level placement to school Principal. This must be supported by a statement outlining reasons and evidence, including advice received from DET (IED) regarding CRICOS and student visa requirements.
4. The school principal must decide (within five working days) whether to approve the change of year level placement.
5. If approval is not granted, outline the reasons and advise school staff of the decision.
6. If the request is approved, school staff must email DET (IED) promptly (within 5 working days) at international@edumail.vic.gov.au with the subject line 'Notification of approved change of year level placement'.
7. Advise the student and parent/agent that the Principal has approved the year level change.
8. School staff should facilitate the change in year level placement and continue to provide support to the student.
9. If the Principal does not approve the year level change, advise the student and parent/agent of the reasons in writing and refer them to the ISP Complaints and Appeals Policy
10. Continue to monitor the student's progress in accordance with the ISP Course Progress Procedure and the ISP Attendance Procedure if necessary.
11. Update the Student File and CASES21 with any changes.
    

• Evidence of staff engagement in PDP and/or training to improve their ESOS knowledge.
  

• Evidence of sufficient support personnel to meet the needs of the school’s international student cohort
  

• ISP Course Progress, Attendance, and Behaviour - meeting template
• Evidence of communication to parents/legal guardian about attendance issues
• ISP Course Progress, Attendance, and Behaviour checklist
• ISP Compliance Contract template
  

• ISP Temporary Enrolment Suspension Application
• Evidence of compassionate or compelling reasons to support leave application
  

• ISP Course Progress, Attendance, and Behaviour - Meeting Template
• ISP Course Progress, Attendance, and Behaviour Checklist
  
• ISP Compliance Contract Template
  

• ISP Temporary Enrolment Suspension Application 
  

• ISP Variation to Student Enrolment Form
  

• ISP Modes of Study Policy (This document is currently in development. Please check this link early next week)
  
• ISP Modes of Study Assessments  (This document is currently in development. Please check this link early next week)
  
• Community Language School VCE Third-party Agreement
  
• DET Acceptable Use Agreement Template
  

• FAQ: Compassionate and Compelling Circumstances
  

• ISP Student Support Policy
• ISP Attendance Policy
• ISP Attendance Procedures
• ISP Student Initiated Deferral, Suspension and Cancellation Policy
• ISP Student Initiated Deferral, Suspension and Cancellation Procedure
• ISP Course Progress Policy
  
• ISP Course Progress Procedure
  
• ISP Variation to Enrolment Policy
  
• ISP Course Credit Policy
• ISP Modes of Study Policy (This document is currently in development. Please check this link early next week)
  
• ISP Modes of Study Procedure (This document is currently in development. Please check this link early next week)
  
• ISP Modes of Study Assessments (This document is currently in development. Please check this link early next week)
  

• National Code Standard 2: Recruitment of an overseas student
• National Code Standard 3: Formalisation of enrolment and written agreements
• National Code Standard 6: Student Support Services
• National Code Standard 8: Student Visa Requirements
• National Code Standard 9: Deferring, suspending or cancelling the overseas student's enrolment
• National Code Standard 11: Additional Registration Requirements

• A student may change their enrolment from one ISP-accredited Victorian government school to another ISP-accredited Victorian government school. This is regarded a change of study location.
• Schools must ensure that the change of location is in the student’s best interests (there is evidence of compassionate or compelling circumstances) in the first 6 months of their study but cannot approve an internal transfer to another ISP-accredited Victorian government school. These requests must be referred to DET IED for assessment and approval.
• The transfer must be supported by a parent, in writing.
• The transfer must be endorsed by the Current Host School and the New Host School.
• The student must not be on a Compliance Contract for course progress, attendance or misbehaviour.
• In considering transfers between Victorian Government schools, the Current Host School and New Host School must comply with the School Policy (SPAG) – Transfers.
  

• A transfer to a non-government school is called a ‘withdrawal’. A student may withdraw from the ISP at any time after the first 6 months of their study.
• DET (IED) must assess and approve requests to transfer to another provider.
• Students wishing to transfer within the first 6 months of their study must have a valid letter of offer from another CRICOS provider. The other CRICOS-registered provider must also confirm it accepts responsibility for approving the student’s welfare arrangements and facilitates a transfer of welfare arrangements to ensure that there will be no gap in the timing of welfare provision (if applicable).
• If DET (IED) approves the student’s transfer to another provider, the current school continues to be responsible for the student’s welfare arrangements until DET (IED) confirms that the international student has approved welfare arrangements in place by another CRICOS-registered provider or DHA approves care of the student by a parent or nominated relative.
  

• Students may withdraw (cancel enrolment) from the ISP at any time (but only transfer to another school after 6 months).
• Only DET (IED) can cancel an international student’s enrolment, not schools.
• Schools must ensure that DET (IED) is notified immediately if an international student cancels their enrolment.
• Students should submit a completed Withdrawal Form, signed by their parent and the school Principal (or delegate). If the school does not receive a completed Withdrawal Form but becomes aware that a student has withdrawn, the school must still notify DET (IED) immediately.
• In cases where the student’s visa has changed, or been refused, the student should provide schools (who then provide DET (IED)) written evidence of the refusal or cancellation of visa, the relevant letter from DHA, a change of visa category to a category which is not part of the ISP (e.g. fee-exempt dependent) or evidence of returning home together with a date for departure.
• School staff need to monitor circumstances that could lead to a cancellation, including an international student’s failure to return to school after an arranged holiday break, suspension or deferment, or failing to enrol in any subjects for a compulsory study period. Where school staff identify these circumstances, they need to notify DET (IED) immediately to enable DET (IED) to cancel the student’s enrolment.
• Where a student withdraws, schools must ensure that students seek advice from DHA on the impact on the student’s visa and continue to check the suitability of care arrangements for students living in a homestay until the international student leaves Australia or suitable alternative arrangements are in place.
• Students should refer to the ISP Refund Policy to determine whether tuition fees are refundable and how to apply for a refund.
• Schools should maintain records of student requests for a withdrawal.
  

1. DET (IED) may cancel a student’s enrolment on the basis of:
• Not meeting the conditions of their student visa including attendance, course progress and maintaining health cover.
• Non-payment of fees
• misbehaviour by the student, as outlined in the ISP Behaviour Policy
• a student not fulfilling the requirements of the school’s policies and rules and/or entering into activities that are unsafe
• failure to disclose or update information required to administer the student’s enrolment
• information provided regarding the student’s participation in the ISP which is false, misleading or incomplete
• if the student is living with a homestay provider, and DET (IED) either is concerned, by reason of the student’s conduct or circumstances, about the welfare of the student or others or determines that DET (IED) is no longer able to approve the student’s welfare and accommodation.
• the student’s health or wellbeing, or the wellbeing of others, likely being at risk.
2. This is stated in the student’s Written Agreement.
3. Where DET (IED) initiates cancellation of the student’s enrolment, before imposing a cancellation, DET (IED) ensures that:
• natural justice procedures have been followed
• ensures that any suspension or cancellation actions will be undertaken in accordance with the necessary actions outlined in the School Policy on Expulsions and School Policy on Suspensions
• informs, in writing, the student and parents of the intention to cancel and the reasons for doing so through issuing a Notice of Intention to Report, prior to reporting a student to the Australian Government in the Provider Registration and International Student Management System (PRISMS); advises the student of their right to appeal as outlined in the ISP Complaints and Appeals Policy, within 20 working days; and informs the student of the need to seek advice from the Department of Home Affairs (DHA) on the potential impact on the student’s visa
4. Any DET (IED) initiated cancellation of the student’s enrolment does not take effect until the internal appeals process is completed as outlined in the ISP Complaints and Appeals Policy. An exception to this is when the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk, including when the student refuses to maintain approved care arrangements, if they are under 18 years of age; is missing; has medical concerns, severe depression or psychological issues which lead DET (IED) to fear for the student’s wellbeing; has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others; or is at risk of engaging in conduct that may harm the health and safety of the student or others.
5. When DET (IED) suspends or cancels the enrolment of an international student on a CAAW, DET (IED) continues to approve the welfare arrangements for that student until the international student has approved welfare arrangements in place by another CRICOS-registered provider, DHA approves care of the student by a parent or nominated relative, the student leaves Australia, or DET (IED) notifies DHA that it is no longer able to approve the student’s welfare arrangements or is unable to contact the student after taking all reasonable efforts to contact them.

• International students must behave in accordance with the ISP Behavioural Policy
• School behaviour management strategies for international students must accord with the ISP Behavioural Management Policy.
• Expectations of behaviour must be made clear to students prior to enrolment and again when they commence at the school
• International students are subject to school discipline in the same way as domestic students, except where suspension or cancellation of a student's enrolment is concerned. International students should be placed on a school intervention strategy in the first instance of student misbehaviour. If the student continues to misbehave they should then be placed on a compliance contract. At this stage, DET (IED) must be notified. Where the intervention strategy and compliance contract does not improve the student's behaviour, DET (IED) may suspend or cancel a student's enrolment in accordance with the ISP Department Initiated Suspension and Cancellation Policy. If the misbehaviour is sufficiently serious, DET (IED) may commence the process to cancel the student's enrolment without first suspending the student's enrolment.
• When a student fails to meet acceptable behavioural standards the student may be subjected to a school level suspension (or expulsion). Suspensions are conducted in accordance with the Suspensions school policy, and the Suspensions considerations and Suspension process supporting documents. Expulsion are conducted in accordance with the school Expulsions school policy.

1. Meet with the student to discuss the transfer.
2. Maintain all records of discussions, including Reasons for transfer; timing for any transfer and Accommodation and welfare arrangement implications.
3. Attempt to resolve any issues through appropriate student support, intervention and advice.
4. If issues remain unresolved, refer the student to Application for Internal Transfer to Another Accredited Victorian Government School.
5. Current host schools must complete the relevant sections of Application for Internal Transfer to Another Accredited Victorian Government School, including noting that the Principal has agreed to the transfer.
6. Current host schools must complete the relevant sections of the Application for Internal Transfer to Another Accredited Victorian Government School, including noting that the Principal has agreed to the transfer.
7. Current host schools provide the form and supporting evidence to the New Host School within five working days of receipt.
8. Disclose information on any misbehaviour and unsatisfactory course progress or attendance, including current or previous intervention strategies or Compliance Contracts.
9. New host schools complete the relevant sections of the Application for Internal Transfer to Another Accredited Victorian Government School and provides the form and supporting evidence to DET (IED) within five working days of receipt from the Current Host School.
10. DET (IED) will assess and make a decision on the transfer.
11. If DET (IED)’s decision is to approve, then both the Current and New Host Schools must facilitate the transfer, ensuring no gap in welfare arrangements (if applicable) and the orientation of the student into the new host school, including issuance of a new ISP Student Safety Card.
    

1. Meet with student to discuss the transfer and maintain records of discussions. Discussions should include Reasons for transfer; timing for any transfer; Accommodation and welfare arrangement implications.
2. School should attempt to resolve any issues through appropriate student support, intervention and advice.
3. If issues remain unresolved, refer the student to the Withdrawal Form.
4. School must send an email to DET (IED) at international@edumail.vic.gov.au with the title 'Student withdrawal to enrol with another CRICOS provider' as soon as possible (within two working days) of receiving the completed Withdrawal Form and supporting evidence from the parent and student identifying that a student has left the school to enrol with another CRICOS provider. Alternatively, if the school becomes aware that a student has withdrawn without completing a Withdrawal Form, the school must email DET (IED) as soon as possible (see student-initiated cancellations below).
5. Liaise with the other CRICOS-registered provider regarding the transfer.
6. For students living with a homestay, contact the other CRICOS-registered provider to confirm the date responsibility for approving accommodation, support and general welfare will commence, ensuring that there is no gap. Liaise with DET (IED) for any guidance regarding transferring welfare arrangements. If required, transport the student to the new homestay.
7. Update enrolment records in CASES21.
   

1. Identify circumstances that could lead to a student-initiated cancellation, including student failure to return to school after an arranged holiday break, suspension or deferment, and report to the Principal (or delegate). Provide guidance to students and parents regarding potential student requests for cancellation and escalate to the Principal's (or delegate's) attention as appropriate.
2. Notify DET (IED) immediately if the school becomes aware of a student’s cancellation.
3. Where a student cancels their enrolment and they are living in a homestay, continue to maintain appropriate welfare arrangements for the student until otherwise directed by DET (IED).
4. Update enrolment records in CASES21.
5. Maintain accurate and up-to-date records.
   

1. Monitor and escalate to Principal's (or delegate's) attention student issues which could trigger a Department-initiated cancellation.
2. Where DET (IED) cancels the enrolment of a student living in a homestay, continue to provide appropriate welfare arrangements for the student until otherwise directed by DET (IED).
3. Maintain accurate and up-to-date records consistent with the ISP Record Keeping Procedural Guidelines.
   

1. Outline expected standards of behaviour and provide students with the school's student code of conduct and other relevant school, DET, and ISP behaviour policies
2. Liaise with students, parents, other school staff and homestay providers, regularly, to monitor student behaviour
3. Reinforce school policies and processes, the ISP Behaviour policy, Homestay Agreement, and the Written Agreement with the student and parent
4. Escalate to DET (IED)'s attention student issues which could trigger a Department-initiated suspension or cancellation, including serious misbehaviour to DET (IED).
5. Fulfil obligations under the Education and Training Reform Act 2006 (Vic).
6. Ongoing monitoring, intervention and documentation regarding student issues which could result in a Department-initiated suspension.
7. Where DET (IED) suspends the enrolment of a student living in a homestay, continue to provide appropriate welfare arrangements for the student until otherwise directed by DET (IED).
8. Maintain accurate and up-to-date records consistent with the ISP Record Keeping Procedural Guidelines.
   

1. Apply normal behaviour policies (e.g. school, DET, ISP) to determine what appropriate action is required
2. Notify DET (IED) if the student's misbehaviour meets the criteria for a school suspension or expulsion.
3. Initiate a student suspension and/or expulsion in accordance with the DET suspensions school policy, the expulsions school policy, and the Department Initiated Suspensions and Cancellations Policy.
   

1. Develop an intervention strategy for the student (in consultation with the student's parents) to support the student to improve their behaviour in line with the school's responsibility behaviour plan
2. Escalate serious or ongoing misbehaviour to the principal.
3. Place the student on a compliance contract.
4. Send a copy of the compliance contract together with evidence of previous intervention strategies and other relevant supporting evidence to DET (IED).
5. Consider if a temporary suspension of enrolment is an appropriate intervention strategy for the student.
   

1. Continue to provide education and support to the student, as well as ongoing monitoring, intervention and documentation regarding student issues.
2. Discuss issues which could result in IED-initiated suspensions with the Principal (or delegate).
3. Report student issues which, in the schools opinion, warrant a DET (IED) initiated suspension of enrolment to DET (IED).
4. Comply with the Education and Training Reform Act 2006 (Vic) if the student issues of concern include student discipline or non-payment of fees.
5. Manage arrangements for student during suspension period, which will be dependent on the circumstances. For students living in a homestay, this will include attending the school during school hours. Liaise with DET (IED) staff, if necessary and notify the homestay host, if relevant and appropriate.
6. Ensure student is appropriately supervised and accommodated during period of suspension, if applicable.
7. Contact student and parent, when the end of the suspension period is approaching to discuss the arrangements in place for the student's return to school.
8. Reassess the situation after the suspension, and determine if the suspension has been an effective way of managing the issue.
9. Consider the cancellation process, if required.
   

1. Application for Internal Transfer to Another Accredited Victorian Government School
2. ISP Student Safety Card
3. Withdrawal Form
4. ISP Temporary Enrolment Suspension Application

• Application for Internal Transfer to Another Accredited Victorian Government School
• ISP Student Safety Card Procedure
  
• Withdrawal Form
• ISP Temporary Enrolment Suspension Application
  

• FAQs and Case Studies
  

• ISP Student Initiated Deferral, Suspension and Cancellation Policy
  
• ISP Student Initiated Deferral, Suspension and Cancellation Procedure
• ISP Department Initiated Suspension and Cancellation Policy
  
• ISP Department Initiated Suspension and Cancellation Procedure
• ISP Behaviour Policy (This document is currently in development. Please check this link early next week)
  
• ISP Complaints and Appeals Policy
  
• ISP Complaints and Appeals Procedure
• ISP Refund Policy
  
• ISP Terms, Conditions and Policies
• School Policy (SPAG) – Transfers
• School Policy (SPAG) – Expulsions
• School Policy (SPAG) – Suspensions
  

• National Code Standard 7: Transfers
• National Code Standard 9: Deferring, suspending or cancelling the overseas student’s enrolment
• Education Services for Overseas Students Act 2000 (Cth)
• Migration Act 1958 (Cth)
• Education and Training Reform Act 2006 (Vic)
• Ministerial Order 1125 (Procedures for Suspension and Expulsion of Students in Government Schools)

• All parents sign a Written Agreement with DET when they enrol in the ISP. This is a contract between the parents (and student, if over 18 years old) and DET. This Written Agreement sets out the fees to be paid by the student, and the circumstances in which they will be refunded.
• Where parents believe they are entitled to a refund, they should complete and submit the ISP Refund Request Form.
  

• In the first instance, students and parents should make complaints about the school to the school. If the matter cannot be resolved informally, the student and parent can raise the matter with DET (IED) using the ISP Complaints Form. The ISP Complaints and Appeals Process Guide outlines the different steps that can be taken in relation to complaints involving students enrolled in the International Student Program.
• If students and parents are not satisfied with a decision of DET (IED) (for example, refusal of a refund, transfer, or decision to report a student to DHA), they can access the internal appeal process. If they remain dissatisfied following the internal appeal process, they can contact the Victorian Ombudsman to seek an external appeal.
  

• Keeping accurate and complete records is an essential part of maintaining ISP quality and integrity. Schools must keep records for each international student as outlined in the ISP Student File Checklist.
• Schools must also maintain up-to-date contact information in CASES21 for students, parents, emergency contacts, and homestay hosts (if applicable), including name, address (in Victoria), email and mobile phone number.
• In addition to ongoing updates, schools must ensure each international student completes and signs the International Student Contact Confirmation Form in the presence of the ISC every six months (ideally at the start of Term 1 and Term 3).
• Completed International Student Contact Confirmation Form must be retained by schools and placed on the student’s file for record keeping purposes.
• Schools should be aware that students and parent are also required to advise school staff within 7 days if their contact details change, including who to contact in emergency situations.
• Schools must update any changes in contact information in CASES21 within 3 working days of becoming aware.
  

• International student fees are published online at www.study.vic.gov.au. Fees are subject to review each year.
• All fees charged by DET (IED) must be paid to DET (IED), not to schools.
• It is a legal requirement that international students holding certain visa subclasses pay fees. Schools do not have the authority to waive international student fees.
• If a student participates in VCE language studies with a community language school, the school is expected to pay any associated fees from the funds DET (IED) disburses to the school.
• Tuition fees do not include the costs of books, uniforms, stationery items, electronic devices, extra-curricular activities such as non-VCE language studies with a community language school, optional school excursions, optional camps, or VCAA enrolment fees. This is outlined in the written agreement signed by parents.
  

• Once commenced, families are invoiced twice per year, usually in May for Semester 2 and November for Semester 1 the following year.
• Semester 1 and Semester 2 invoice amounts differ as there are a different number of weeks in each Semester.
• Invoices are sent by email to two email addresses: one to the family and one to the school’s generic email address. DET (IED) cannot change the school email to a staff member’s email address.
• DET (IED) must always have current email addresses for invoicing purposes.
• DET (IED) follows a fee collection process if fees are not paid by the invoice due date. Schools cannot grant an extension to the due date.
• Non-payment of fees may result in the student being expelled from school for non-payment of fees once DET (IED) has followed the fee collection process. Please note, this is a legal requirement. Schools will be notified if a student is at risk of being expelled for non-payment of fees.

• Ministerial Order 819 outlines the proportion of fees that are disbursed to schools.
• DET (IED) disburses funds to school four times per year (once per term).
• The disbursement is conducted towards the end of the school term and schools receive an itemised statement that outlines the student/s included in the disbursement and the date the payment will be made to the school. The statement is sent to the school's generic email address and to the International Student Coordinator.
• DET (IED) only disburses funds to schools where the student has commenced study and where the term's tuition fees have been paid in full.
• If a student participates in language studies with the Victorian School of Languages (VSL), DET (IED) will disburse a proportion of the school's funds to the VSL directly. The amount disbursed to the VSL is outlined in Ministerial Order 819.
  

• Victorian government schools must be accredited by DET (IED) to enrol international students.
  
• Schools are accredited for a specific period of time, and have a maximum international student enrolment cap.
• DET (IED) works with schools to build their ISP capability and to monitor school compliance. Where DET (IED) identifies serious and/or repeated non-compliance, DET (IED) may take actions to improve school compliance.

1. Support and provide advice to the student and parent, if requested.
2. Direct students/parents to the ISP Refund Policy and ISP Refund Request Form.
3. Principals should sign Withdrawal Form, where required.
   

1. Try to resolve the matter informally if the matter relates to the school.
2. Refer students and parents to DET (IED) to lodge a formal complaint or appeal if a school matter was not able to be resolved informally or if the matter is not school related, through the student and parent using the ISP Complaints Form or ISP Appeals Form.
3. Assist with a formal complaint or appeal by providing DET (IED) with any information or documentation related to the matter.
   

1. Collect and manage personal and health information in accordance with relevant information and privacy policies.
2. Create and manage records of all decisions, actions, outcomes and business activities in accordance with relevant policies.
   

1. Forward a copy of any relevant invoices to the parent/s to ensure they have been received by the family.
2. Follow up outstanding fees with families to help facilitate payment. DET (IED) will notify schools when a family receives a final notice from DET (IED) and when schools are required to contact families regarding outstanding fees.
3. Check disbursement statements for accuracy. For example, whether the student’s year level is accurate. This information can affect disbursement amounts.
   

1. Consider whether the school’s current cap is appropriate.
2. Engage in activities required by DET (IED) for re-accreditation

1. An accurate and up-to-date ISP Student File Checklist for each international student.
2. Completed International Student Contact Confirmation Form.
3. All contact details in CASES21.

• ISP Refund Request Form
• ISP Complaints Form
• ISP Appeals Form
• ISP Complaints and Appeals Process Guide
  
• ISP Record Keeping Procedural Guidelines
• ISP Student File Checklist
• International Student Contact Confirmation Form
  
• Withdrawal Form
  

• FAQs and case studies
  

• ISP Refund Policy
• ISP Refund Procedure
• ISP Complaints and Appeals Policy
  
• ISP Complaints and Appeals Procedure
• ISP Complaints and Appeals Process Guide
• ISP Terms, Conditions and Policies

• Education Services for Overseas Student Act 2000 (Cth), Section 47.D
• National Code Standard 3.4: Formalisation of Enrolment and Written Agreements
• Education Training and Reform Act 2000 (Vic), Section 2.2.8 and 2.2.9
• Ministerial Order 819 – Fees for Overseas Students in Government Schools