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International Student Program - Quality Standards, School Self-Assessment Kit

Quality Standards for Victorian Government Schools International Student Program

School Self Assessment KitThis document is an electronic form. You can fill it out and save it just like a normal Microsoft Word document. This form can only be filled out using a computer.

Some text in the document is locked and cannot be altered. Areas shaded in grey indicate where you can enter text or select a check box. You can practice using the examples below.

eg: Free text field: Check box:

Completing the documentation: School………………………………………………

Step 1 Open and save the Self Assessment Kit as a word document.

Step 2 The Principal or International Student Coordinator (ISC) should complete the self assessment and save the document.

Step 3 The ISC should forward the completed document to the Principal or Acting Principal (if the self assessment it has been completed by the ISC).

Step 4 The Principal should forward the finished document together with any additional comments to [email protected]

Please enter “Self Assessment Kit - <school name>” in the subject box of the email, e.g. Self Assessment Kit – Riverside SC

CONFIDENTIALITYThis self assessment kit is designed to help your school and the IED implement the Quality Standards. Results will be available only to the IED Management Team and individual school results will remain confidential.

If you have any queries in relation to the Quality Standards please contact the PPSSU on 9637 3258 or by email on [email protected]

mailto:[email protected]



This is an electronic form. You must use Microsoft Word to fill it out.

Quality Standard:

Management of education agents

Outcome

Schools have effective monitoring processes that use a range of strategies to provide information to the IED regarding the integrity of agents.

Performance Indicators

Schools only deal with IED accredited agents and do not enter into any financial arrangements with agents.

Where applicable schools are invited to provide feedback to the IED regarding:

Level of quality and services agents provide

Feedback received from parents, students or other sources related to agents’ performance

Quality of students.

For this Quality Standard our school is:

Fully compliant(School meets this Quality Standard - no comment required)

Partially compliant

Which elements of this standard are you currently not compliant with? (please describe)

What steps are you taking to achieve full compliance? (please describe)

What additional assistance or resources from the International Education Division do you require, if any?(please describe)

Not compliant (please provide details)

Not applicable (Where the Standard does not

apply e.g. school does not actively recruit via agents)



Quality Standard:

Marketing information

Outcome

School marketing information is school specific, accurate, current, timely, of high quality and easily accessed by students, parents and agents.

School marketing information complies with DEECD Corporate Visual Identity Guidelines.


Schools have a website that: Demonstrates commitment to the

International Student Program and to cultural awareness

Contains key contact details; as a minimum, the name and email contact of ISC and school administration email and telephone number

Describes support services available to international students

Outlines school facilities and local area information

States the provider name (Department of Education and Early Childhood Development) and the CRICOS Provider Code: 00861K.

Other marketing materials will promote the excellence of the Victorian education system in addition to individual school performance and include the Department of Education and Early Childhood Development as the provider name and CRICOS Provider Code: 00861K.



Partially compliant






apply e.g. school does not actively promote their

program)



Quality Standard:

Acceptance, pre-arrival and arrival

Outcome

Schools assess the suitability of applicants and notify the IED to issue Letters of Offer on their behalf.

Schools have appropriatepre-arrival and arrival arrangements for students.


Schools assess each application to confirm the suitability of the applicant and proposed study plan, including determining their English language and academic suitability.

Schools are contactable year round to respond to requests to place prospective international students, consider change requests and provide homestay and airport reception details.

Schools:Have on call two 24 hour transferable

school mobile numbers, dedicated to the international student program for the ISRU, homestay host and student to contact

Notify the PPSSU of any changes in PCOs, ISCs and staff relevant to the schools International Student Program

Notify the ISRU when holiday contact details change.

Schools who accept welfare responsibility for students:

Are prepared to greet and settle potential arrivals up to 7 days prior to scheduled course commencement dates

Provide homestay details directly to the representative education agent or direct to the parent and student no later than 3 weeks prior to scheduled course commencement dates

Provide homestay details to the ISRU no later than 3 weeks prior to scheduled course commencement dates

Provide details regarding airport reception

or transfer to school arranged homestay including local transfers from a homestay arranged by a private English language provider

Have a pool of registered staff members available to perform airport reception or transfer to school arranged homestay as part of their contingency arrangements

Must not use private transport service providers unless in an emergency and with the knowledge of the IED.

When undertaking airport reception, schools: Ensure that a school representative is

contactable at all times by the ISRU Use a sign featuring the school logo

and student's name upon arrival Check passports to confirm student

identity and provide identification of self

Provide a phone card, or arrange a supervised call, for student to ring home and advise parents of their arrival

Provide the student with an emergency card listing the mobile phone number of the ISC and PCO

If applicable, provide the homestay host with an emergency card listing the mobile phone number of the ISC and PCO

Assist with luggage and transport to school and/or homestay.

Schools enter student details on CASES21, including visa and homestay details within 5 working days from the commencement of study.

Schools must inform the PPSSU if student has not arrived as scheduled.





Partially compliant






apply e.g. no students in homestay etc)



Quality Standard:

Orientation

Outcome

Schools deliver an ongoing orientation program that provides students with information to help them adjust to living and studying in Victoria.


As part of the orientation process students receive comprehensive documentation which is easily understood and includes information regarding:

The school and its academic programs General support services and special

programs Student Code of Conduct Visa conditions (translated) Accommodation arrangements Homestay guidelines, where applicable General health care and personal

safety Local area including shops and

services Transport between school and

homestay Dispute resolution procedures Key policies (translated)

Schools use an orientation program checklist to ensure they complete all of their respective responsibilities.

Schools also use an orientation program checklist as evidence that visa conditions, school rules and key policies have been read and understood by the student.

*International Division has translated visa conditions into most major languages



Partially compliant









Quality Standard:

Student involvement in English Language School / Centre (ELS/C) Programs

Outcome

Schools provide students with appropriate support during their 20-week intensive English language program.


Schools support students whilst they are in the Victorian Government ELS/C. This includes:

Participation of students in the host school orientation program

Assistance by the host school with enrolment and orientation at the ELS/C

Contact with students once per term to ascertain academic progress and personal acclimatisation

The host school contacting the ELS/C monthly to ascertain the students’ academic progress and personal acclimatisation

Inviting students to participate in host school events (where applicable)

Schools establish contact with the student prior to the commencement of study at the host school (including contacting students who are attending private ELC’s.)



Partially compliant






apply e.g. no students in ELC)



Quality Standard:Record keeping

Outcome

Accurate information is kept about the student.


Schools record current contact details (telephone numbers, addresses and email addresses) of the:

Student Homestay host Relative (where student is living with

them), and Parents(including home address in

students native language)

In order to be compliant with ESOS legislation, an international student’s file must also contain the following information:

Student’s personal details Copies of student’s current visa and

passport Student’s current residential address. School reports/records of academic

performance (may be held electronically).

Attendance records (may be held electronically).

Application form Requests for transfer and requests for

deferment of study Records of variations to student

enrolment Proof of current student health cover

policy Copies of invoices provided to the

school

To monitor students’ progress, schools: Review student attendance every

fortnight Review students’ course progress and

course duration (at a minimum) at the end of each term

Take appropriate action when student is at risk of not meeting course requirements.

Record incidents of misbehaviour that

are in breach of the School Code of Conduct

Have a staged strategy to escalate student review when attendance: falls to 90% (individual counselling

with reference to school contract, parents informed)

falls below 90% (Principal counselling, involvement of homestay hosts and parents, school contract and notification to PPSSU)

falls to 85% (PPSSU counselling and contract)



Partially compliant





Not applicable



Quality Standard:Reporting to parents

Outcome

Schools regularly report student progress and welfare to parents.


Host schools: Provide translated school reports in

parents' preferred language each semester

Keep parents informed of any significant or serious events involving their child.

Provide periodic feedback on student welfare, achievements and extracurricular activities.



Partially compliant









Quality Standard:Accommodation arrangements

Outcome

Schools demonstrate due diligence in the selection and monitoring of homestay arrangements (including all accommodation arrangements that do not include a parent).

Schools maintain an adequate number of high quality homestay hosts with reference to the number of proposed students each year.

Schools select homestay hosts with reference to a set of clear criteria and student needs, expectations and preferences.

Schools have capacity to provide alternative / emergency accommodation arrangements if required.


Schools actively seek host families to ensure there are sufficient homestay providers on the school register to support the proposed number of students.

To select and approve the homestay host, schools:

Have a checklist to help with the site visit before approval of the homestay host

Have a set of structured interview questions to ask the homestay host

Have proof of Working With Children Checks (WWCC) for all persons over 18 years of age living in the house

Ensure all relevant parties sign the Homestay Responsibility Agreement

Include host in the homestay register with the documentation from the site visit

Provide details of the homestay to parents/agent and ISRU as soon as placement is confirmed using the Homestay Information Sheet.

To monitor the homestay hosts, schools: Visit the student at the homestay each

semester

Invite the homestay host to school events and activities

Involve the homestay host in monitoring the student’s attendance and academic performance

Undertake an annual appraisal of homestay hosts, including a confidential discussion with the student.

To keep records of homestay arrangements, schools keep confidential records on:

Number of students in each homestay (schools must not place more than three students in the one homestay, regardless of provider.)

Number of students changing homestay

Issues and problems with homestay

Schools have a registered pool of staff that can provide temporary accommodation to students in the event of an emergency.

The school develops and has the school council endorse a homestay policy that is consistent with PPSSU guidelines.





Partially compliant









Quality Standard: Care and welfare arrangements

Outcome

Schools have adequate care and welfare arrangements for international students to ensure their physical safety and emotional wellbeing.


Schools clearly identify a representative for welfare related issues and care arrangements such as an International Student Co-ordinator (ISC).

Schools clearly identify the principal class officer (PCO), as the key contact person for the management of critical incidents and student emergencies

Schools ensure care arrangements are ongoing for students who stay in Victoria during school holidays.

Schools provide: Name and mobile phone number of

school staff to contact after hours in case of emergency

Access to careers counselling Year 10 and 11 students with advice

on VCE course selection Year 12 students with advice on

tertiary and other educational pathways.

Schools also provide additional support relating to: Extra-curricular activities Health related issues Cultural awareness programs Counselling Legal rights and responsibilities Personal safety.



Partially compliant





Not applicable



Quality Standard:Program provision and school level reporting

Outcome

The school’s International Program adopts the ISP Quality Assurance Framework’s guiding principles which demonstrate:

High ethical standards – by ensuring all parties commit to accuracy, honesty and timeliness, accept their responsibilities and operate with a view to the best interest of students at all times

Excellent client services – by showing cultural sensitivity and efficient procedures and systems

Commitment to accountability – by providing high quality information to demonstrate the quality of Victoria’s international student program

High level of care – by ensuring that all students enjoy a safe and supportive international experience for the duration of their time in Victoria

Building relationships – by implementing regular and open communication across all levels of the program and sustaining contact with students beyond the initial experience

Strengthening capacity – by implementing strategies across all levels of the program to ensure that the program delivers high quality outcomes and continues to improve.

Schools meet the performance monitoring and reporting arrangements of the Quality Assurance Framework, which aligns with the School Accountability and Improvement Framework.


Schools develop processes for student feedback on the level and quality of:

Care and welfare arrangements School services and support Accommodation and homestay

arrangements Orientation program Academic and school program.

This information should be used to inform schools of areas for improvement.

The International program is an integral feature of the school’s strategic plan and is part of the School Accountability and Improvement Framework.

Schools actively manage the future of the program by:

Undertaking an annual self-assessment of their program informed by the school’s own internal performance measures such as surveys, focus groups, meetings with students, SRC feedback, etc.

Publishing an annual Business Plan as part of the Accountability Framework, outlining how it will meet the guiding principles of the Quality Assurance Framework

Reporting to the school council on the program, including feedback on survey results and future direction of the program.

Schools adequately resource and support the program by:

Employing an equivalent full time ISC once the number of international student enrolments reaches 15 students (pro rata up to 15)

Providing a separate and discreet budget for the international program based on the number of international student enrolments.

Schools support ISCs to undertake the ISC Professional Learning Program.





Partially compliant






apply e.g. school is not actively expanding its program)



Quality Standard:Departure and post placement

Outcome

Schools provide program completion and transition support and advice to students.


Schools provide support, information and material that meets the needs of students exiting the program including information on:

Education and career pathways Returning home strategies.

Schools ensure that they have evidence of counselling students who choose to return home early.



Partially compliant





Not applicable

Thank you for completing the Self Assessment Kit.

Self Assessment Kits are to be returned by email to Michael Gavrilidis at [email protected]


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