required documentation to be provided: - qld.gov.au · web viewstaff handbook / manual or policy...
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CRICOS New Provider
Application Form
This form is to be used by SCHOOLS seeking initial approval to offer a course/s at a location/s to an overseas student in Queensland and registration on the Commonwealth Register of Institutions and
Courses for Overseas Students (CRICOS)
Providers who are already registered on CRICOS who are seeking approval to offer a school sector course to overseas students in Queensland must apply for course registration on the Amendment to
Registration Application form.
The EOS Act requires the Director-General of the Department of Education (or delegate) to make a decision on an application within 6 months of lodgement. If the Director-General or delegate
require further time to consider an application, this time can be extended by mutual agreement.
If you have any queries regarding this application, please contact the International Quality (Schools) Unit on
(07) 3513 6748 or via email at [email protected]
PROVIDER DETAILS
Legal Entity Name / Governing Body Name
Trading Name
ABN / ACN
DECLARATION – Governing body
The application for approval to provide a course or courses at a location or locations to overseas students must be made on behalf of the school by the school’s governing body or a person authorised in writing by the school’s governing body.
By signing the declaration, the person identified below confirms that the information provided in this application is, to the best of their knowledge, true and correct.
Full name
Position in relation to the governing body
Signature Date
AUTHORISED PERSON – Principal Executive Officer
This person (e.g. the Principal of the school) has been nominated by the school’s governing body to assume the responsibilities of the Principal Executive Officer under ESOS.
It is the responsibility of the Principal Executive Officer (PEO) to ensure that the school:
satisfies the General Obligations on registered providers, in accordance with Part 3, Division 1, ESOS Act 2000 ;
receives tuition fees in accordance with the requirements specified under Part 3, Division 2, ESOS Act 2000 ;
implements the National Code, as specified under Part 4, ESOS Act 2000 to support a nationally consistent approach to the delivery of educational services to overseas students;
where welfare responsibility has been accepted under a CAAW, fulfils all obligations in accordance with requirements of Standard 5 of the National Code 2018 ;
satisfies the obligations on registered providers when a provider or student defaults, in accordance with Part 5, Division 2, ESOS Act 2000 ; and
pays all Commonwealth and Designated State Authority (DSA) regulatory fees associated with the school’s CRICOS registration.
The person identified as the Principal Executive Officer will also be the point of contact for:
this application, should further information be required, and any matters pertaining to the school’s compliance in relation to the school’s approval
under the EOS Act and registration on CRICOS during the course of the school’s registration, if approved.
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Title
First name/s
Surname
Position
Email address
Phone number
DELEGATION FOR DAY-TO-DAY OPERATIONAL MATTERS
Where the PEO wishes to delegate routine administrative responsibilities associated with the school’s registration to a person acting on behalf of the Principal Executive Officer, it is necessary for the Principal Executive Officer to notify the International Quality (Schools) Unit of this delegation.
In the event that a delegation is not given, only applications from the Principal Executive Officer or governing body will be acted upon. The delegation will only refer to the register details and any changes to them, and will not affect any of the Principal Executive Officer’s responsibilities under the Act. In particular, all official notifications with regard to registration matters will be sent to the Principal Executive Officer at the listed address of the provider on the register.
Delegations remain in force until withdrawn, altered or upon a change of Principal Executive Officer and upon a cancellation or renewal of registration.
Note: For more than one delegation, please replicate this table as many times as required.
Title
First name/s
Surname
Position
Email address
Phone number
Type of Delegation
Amendments to Registration – this includes updating the college’s registration details on PRISMS, course registrations and location amendments.
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Alternatively, the delegation can be restricted to
Course registrations, including updating course costs, registering new courses and cancelling existing courses
OR
Location amendments including applications to increase or decrease the approved overseas student capacity, and registering or removing a new delivery location
CONTACT PERSON FOR DAY-TO-DAY OPERATIONAL MATTERS
Please nominate a day-to-day contact for operational matters in relation to the school’s CRICOS registration.
Please indicate whether this person is to be included in any correspondence in relation to this application for registration:
Yes No
Full name
Position
Email address
Phone number
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SCHOOL DETAILS
When did the school commence operation?
How many domestic students are currently enrolled at the school?
Does the school identify as a
Independent School
Catholic School
Other – please specify:
Accreditation and funding arrangements
Code on the Queensland Register of Non-State Schools:
Is the school in receipt of recurrent Commonwealth funding? Yes No*
* If no, a ‘Fit & Proper Person’ declaration will be required at the time of lodging this application. For further information please contact the International Quality (Schools) Unit.
OVERSEAS STUDENT COORDINATOR
Please identify the person that will be taking on the role of the Overseas Student Coordinator.
Full name
Position
Email address
Phone number
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ADDRESS DETAILS
Street Address
Suburb
State Post code
Phone number
Email address
Website
POSTAL ADDRESS
Please tick if Postal Address is the same as the Street Address
Postal Address
Suburb
State Post code
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DELIVERY LOCATIONS – MAIN LOCATION
Please tick if the main location address is the same as the street address above.
Will be school be operating across more than one location? Yes No
If yes, please complete the ‘Additional location’ information below.
Street Address
Suburb
State Post code
Capacity at this location
Current number of domestic student at main location
Requested overseas student capacity at main location
Requested total overseas student capacity across ALL locations* Should the school require a total capacity in excess of 20 overseas students at initial point of registration, please ensure the application provided details of the additional staffing resources available at the school to meet the school’s obligations under, in particular, St.5 and St.6.
Student Cohort at main location
Co-Ed
Girls only
Boys only
Accommodation and welfare options for students under 18 years of age enrolled at main location
No accommodation option (* provider chooses not to accept welfare and accommodation responsibility under St.5 at main location)
Boarding
Homestay
Courses to be delivered at main location
Primary School Studies
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Junior Secondary Studies
Senior Secondary Studies (QCE)
ELICOS
International Baccalaureate
Overseas student coordinator / Day-to-day student contact at main location
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DELIVERY LOCATIONS – ADDITIONAL LOCATION
If the school intends to operate across more than one location, please provide details of the each additional locations.
Note: for more than one additional location, please replicate this table as many times as required.
Name of location
Street Address
Suburb
State Post code
Phone number
Capacity at this additional location
Current number of domestic students at this additional location
Requested overseas student capacity at this additional location
Student Cohort at this additional location
Co-Ed
Girls only
Boys only
Accommodation and welfare options for students under 18 years of age enrolled at this additional location
No accommodation option (* provider chooses not to accept welfare and accommodation responsibility under St.5 for students enrolled at the additional location)
Boarding
Homestay
Courses to be delivered at this additional location
Primary School Studies
Junior Secondary Studies
Senior Secondary Studies (QCE)
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ELICOS
International Baccalaureate
Overseas student coordinator / Day-to-day student contact at this additional location
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CRICOS HISTORY
Has the school ever held CRICOS registration?
Yes No
If Yes, please provide details:
Legal entity name
Trading name
CRICOS number
Registration end date (if known)
Has the school ever been subject to any sanctions under ESOS?
Yes No
If Yes, please provide details:
Has the school previously been refused OR had a CRICOS registration cancelled:
Yes No
If Yes, please provide details:
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CONSULTANT CONTACT
Please indicate whether a consultant was used in preparing the application.
Yes No
If Yes, please provide details of the Consultant
Please indicate whether you wish that a copy of all correspondence to be forwarded directly to your consultant.
Yes No
Full name of consultant
Company name
Postal street address
Suburb
State Post code
Email address
Phone number
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APPLICATION TO REGISTER A COURSE
School sector course
Type of course Estimated total TUITION fees ^
Estimated total NON-TUITION fees ^
Estimated TOTAL registered course cost *
Primary School Studies
Select years:
Prep Year 1 Year 2 Year 3
Year 4 Year 5 Year 6
Junior Secondary Studies
Select years:
Year 7 Year 8 Year 9 Year 10
Senior Secondary Studies (QCE) Years 11 - 12
International Baccalaureate Diploma (Years 11 – 12)
Required documentation to be provided:
Fee schedule for Overseas Students
Course costings spreadsheet
ELICOS course
Course title
e.g. High School Preparation
Duration of course
* maximum duration is 52 weeks
Estimated total TUITION fees
Estimated total NON-TUITION fees
Estimated TOTAL registered course cost *
Study weeks
Holiday weeks
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Required documentation to be provided :
Overseas students fee schedule
Evidence of NEAS endorsement or evidence of compliance with the
ELICOS Standards
Marketing material
General Notes:
^ Please ensure that the estimated total TUITION fees or estimated total NON-TUITION fees account for the total number of years covered by each course registration e.g. if the Primary Studies course includes Prep to Yr 6 (i.e. 7 years) the estimated total TUITION fees for the course will be the total of 7 years of TUITION and 7 years of NON-TUITION fees.
* The total registered course cost on PRISMS is the combined total of the ‘tuition’ fees and ‘non-tuition’ fees for the entire duration of the course:
- the ‘tuition’ fee category will include tuition fees, administration fees, compulsory student amenity fees, as well as any compulsory fees for equipment/protective clothing/field trips/laboratory work supplied by the school that are required for the student to undertake the registered course
- the ‘non-tuition’ fee will include school uniforms, stationary, any third-party fees such as the QSA fees or OSHC, and accommodation (including homestay) unless the school does not accept unaccompanied students under the age of 18 years
For further information, please contact the International Quality (Schools) Unit.
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EVIDENCE REQUIRED IN SUPPORT OF THIS APPLICATION
Please identify in the tables below the evidence that the school is nominating in support of its compliance with:
(a) the Education (Overseas Students) Act 2018 [‘EOS Act’];
(b) the Education Services for Overseas Students Act 2000 (C’th) [‘the ESOS Act]); and
(c) the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (C’th) [‘the National Code’], made under the ESOS Act
The response must reference all relevant documentation, including, (but not limited to):
Overseas Student Handbook
Staff Handbook / Manual OR Policy & Procedures Manual
Letter of Offer & Written Agreement
Application form and associated pre-enrolment information
Letter templates (if not already included in Staff Handbook)
The application must be supported by all documentation referenced by the school in this application and must include the required documentation to be provided as per each standard of the National Code below.
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Evidence Guide – Standard 1 Marketing information and practices
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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website hyperlink (for marketing material)
Proposed marketing and other materials for intending overseas students which are consistent with St.1.1 to St.1.3 of the National Code 2018 that identify a place for the provider’s legal entity name and CRICOS number should the provider be approved.
The marketing information may include the school provider’s proposed website template, prospectus, application forms and overseas student handbooks or information packages.
NC 1
Required documentation to be provided
Proposed marketing material (this may include the school’s prospectus, application forms and overseas student handbooks or information packages)
Evidence Guide – Standard 2 Recruitment of an overseas student
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
Proposed pre-enrolment and course structure information that is consistent with St.2.1 of the National Code 2018
NC 2.1
Policy and procedure for assessing whether the overseas student's qualifications, experience and English language proficiency are appropriate for the course for which enrolment is sought
NC 2.2
Required documentation to be provided
Copy of the application / enrolment form for overseas students
Copy of the overseas students fee schedule
Policies and procedures for assessing the student’s academic and English language proficiency
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Evidence Guide – Standard 3 Formalisation of enrolment and written agreements
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
The proposed written agreement to be signed by each enrolled overseas student and parent if the overseas student is under 18 years of age, identifying the mandatory written agreement components consistent with St.3.3 to 3.5 of the National Code 2018
NC 3.3
NC 3.4
A procedure to confirm in writing and update every six months, the overseas student contact details including address, mobile phone number and email address
NC 3.5
A process for maintaining a copy of the written agreement for each enrolled overseas student
NC 3.6
Required documentation to be provided
A copy of the Written Agreement
A copy of the Refund and Cancellation Policy
Policies and procedures to support compliance with St.3 of the National Code 2018
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Evidence Guide – Standard 4 Education agents
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
Please indicate whether the school intends to engage the services of an education agent or recruitment consultant or external marketing agency or similar to assist the school in the recruitment of its overseas students
Yes No
If yes, please supply the following:
The proposed written agreement for education agents to be engaged by the provider consistent with St.4.2, St.4.4 and St.4.5
NC 4.2
NC 4.4
NC 4.5
The documented responsibilities of the education agent and school provider consistent with St.4.3 of the National Code 2018
NC 4.3
Processes for the proposed school provider to monitor the activities of the education agent, including under which circumstances corrective action may be taken and what form this may take
NC 4.2.3
Processes for ensuring that up-to-date and accurate information will be provided to each agent signed to represent the school
NC 4.2.3
Required documentation to be provided
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A list of proposed education agents, if available
Copies of all marketing material to be supplied to education agents
A copy of the Education Agent Agreement (Please note, a Memorandum of Understanding does not meet the requirements of the ESOS Act.)
A policy and procedure for monitoring the activities of education agents
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Evidence Guide – Standard 5 Younger overseas students
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
for ALL school providers enrolling students under 18 years
Policies and procedures for complying with the requirement of St. 5.1 of the National Code 2018 in relation to Blue Cards and all mandatory reporting requirements
NC 5.1
Process for ensuring that information in accordance with St.5.2 of the National Code 2018 is supplied to all overseas students NC 5.2
Policies and procedures for complying with St.5.5 of the National Code 2018 where the school provider is unable to contact an overseas student and has concerns for the student's welfare
NC 5.5
where welfare and accommodation is approved by the provider and a CAAW letter is issued
Please indicate whether the school intends to assume welfare responsibility for students under 18 years of age who will not be accompanied by a parent / guardian. Yes
No
If yes, please indicate the accommodation options offered by the school
Boarding
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School-arranged homestay program
Homestay program through a third party organisation – if so, please indicate which third party organisation:
Policies and procedures for ensuring any adults involved in or providing accommodation and welfare arrangements to the overseas student have a Blue Card
NC 5.1
Policies and procedures for verifying that the overseas student's accommodation and welfare arrangements is appropriate to the student's age and needs
NC 5.3.3
Policies and procedures for managing critical incidents, including in emergency situations and here welfare arrangements are disrupted
NC 5.3.4
Procedures for maintain up-to-date records of the student’s contact details, including the contact details of the student’s parent/legal guardian as described in St.5.3.5 of the National Code 2018
NC 5.3.5
Procedures for advising Australia’s Immigration Authority of any changes to the overseas student's welfare and accommodation arrangements as described in St.5.3.6 of the National Code 2018
NC 5.3.6
Policies and processes for selecting, screening and monitoring any third parties engaged to organise and assess welfare and accommodation arrangements.
NC 5.3.7
Policies and procedures for notifying the overseas student's parent or legal guardian immediately if the school provider is no longer able to approve the welfare arrangements of the overseas student
NC 5.4
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Where the provider suspends or cancels the enrolment of a student under 18 years, the registered has a documented procedure for ensuring that the provider continues to approve the welfare arrangements until one of the conditions under St5.6 of the National Code 2018 are met
NC 5.6
Where the provider enrols a student under 18 years who has welfare arrangements approved by another provider, the receiving provider has a documented procedure to negotiate the transfer as described in St.5.7 of the National Code 2017
NC 5.7
Required documentation to be provided
For all schools -
A policy and procedure for the welfare and accommodation of students under 18 years
Hyperlink to child protection documentation in support of NC 5.1 – Please note, these documents may apply to both domestic and overseas students.
Acceptance of enrolment of accompanied overseas students under the age of 18 years only (no CAAWs) -
Information on how you communicate this to parents
Information on the school’s strategy for managing welfare if the parent / guardian needs to depart Australia prior to the conclusion of the student’s enrolment.
Homestay -
If you intend to offer a school-arranged homestay program
Information on the homestay program that is supplied to students / parents / guardians
A copy of the homestay family selection criteria, including Risk Management Process
Process for ensuring compliance with Blue Card requirements
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Information on the monitoring processes
If you intend to offer a homestay program through a third party organisation
Evidence that the school has assessed the third party homestay provider’s policies and procedures for selecting, screening and monitoring any third party
A copy of the contact with any third party homestay provider
Process for ensuring all third party homestay providers are complying with Blue Card requirements
Boarding -
If you offer boarding to overseas students
Information supplied to parents on the boarding option
For schools offering boarding, if you intend to offer a vacation homestay program to overseas students
Information on the homestay program that is supplied to students / parents / guardians
A copy of the homestay family selection criteria, including Risk Management Process
Process for ensuring compliance with Blue Card requirements
Information on the monitoring processes
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Evidence Guide – Standard 6 Overseas student support services
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
Information on or access to an age and culturally appropriate orientation program for overseas students, consistent with St.6.1 of the National Code 2018 NC 6.1
Policies and procedures to assist overseas students to adjust to study and life in Australia consistent with St.6.2 to St.6.7 of the National Code 2018 that include:
information or referrals as appropriate to overseas students who request assistance in relation to services and programs set out in national Code National Code Standard 6.1, at no additional cost to the overseas student
providing reasonable support to enable overseas students to achieve expected learning outcomes
facilitating access to learning support services consistent with the requirements of the course, modes of study and learning needs
designating a member or members of its staff to be the official point of contact for overseas students
having sufficient support personnel to meet the needs of overseas students
ensuring staff members who interact directly with overseas students are aware of the providers obligations under the ESOS framework
managing critical incidents that could affect an overseas student's ability to undertake or complete a course
NC 6.2-6.7
Required documentation to be provided –
A copy of the Critical Incident policy and associated procedure
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A copy of the overseas student orientation program
A copy of the staff orientation program in relation to ESOS requirements for overseas students
Information on the pastoral care / welfare related support services available to overseas students
Information on the academic support services available to overseas students
For providers seeking an approved capacity in excess of 20 overseas student on initial registration - a list of staff / resources available to support the requested number of overseas students
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Evidence Guide – Standard 7 Overseas student transfers
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
Policies and procedures in relation to overseas student transfers consistent with St.7 of the National Code that include:
the process for not knowingly enrolling an overseas student seeking to transfer from another registered school provider's course prior to the student completing the first six months of the first registered school sector course
the process by which an enrolled overseas student makes a request to transfer to another registered provider
the process by which the school provider will assess an overseas student request to transfer
how an overseas student is informed of the decision to approve or refuse a transfer
NC 7
Required documentation to be provided –
A policy and procedure for assessing transfer request
A copy of the application to transfer form
A copy of the letter template granting the transfer request
A copy of the letter template refusing the transfer request
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Evidence Guide – Standard 8 Overseas student visa requirements
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
Policies and procedures in relation to overseas student visa requirements consistent with St.8 of the National Code that include:
course progress and attendance requirements, consistent with St.8.1 to St.8.7 of the National Code 2018
reporting unsatisfactory course progress or unsatisfactory attendance, consistent with St.8.13 to St.8.15 of the National Code 2018
allowable extension of course duration, consistent with sections St.8.16 to St.8.17 of the National Code 2.18
NC 8
Required documentation to be provided –
A copy of the policy and procedure for monitoring a student’s workload, attendance and course progress
A copy of warning / intervention letters for students at risk of breaching attendance and course progress requirements
A copy of the intention to report letters for breaches of course progress and attendance requirements
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Evidence Guide – Standard 9 Deferring, suspending or cancelling an overseas students enrolment
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
Policies and procedures in relation to deferring, suspending or cancelling an overseas student's enrolment, consistent with St.9 of the National Code 2018 that include:
assessing, approving and recording a deferment of the commencement of study, a suspension of study or the cancellation of an overseas student's enrolment
informing parents of overseas students under 18 years of age of any intention to either suspension or cancellation of enrolment
NC 9
Required documentation to be provided –
A copy of the policy and procedure for assessing, approving and recording a deferment of the start of study, a suspension of study, as well as provider initiated suspension and cancellation of enrolment
A copy of the application to defer / suspend enrolment
A copy of the intention to suspend / cancel enrolment letter
A copy of a suspension / cancellation of enrolment letter
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Evidence Guide – Standard 10 Complaints and appeals
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
Policies and procedures in relation to complaints and appeals, consistent with St.10 of the National Code 2018 that include:
handling complaints an appeals with processes for internal review and independent external review
maintaining the enrolment of an overseas student whilst a complaint and/or appeal is considered
providing access to an independent external body for the provision of dispute resolution
implementation of outcomes and communication to students of outcomes
NC 10
Required documentation to be provided –
A copy of the policy and procedure for handling complaints and appeals
A copy of the proforma for recording responses and actions in relation to the student’s complaint
A copy of the letter advising of the outcome of the internal complaints and appeal process and reason for decision made, including information about accessing the school’s external complaints and appeals process (if the decision is not in favour of the student)
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Evidence Guide – Standard 11 Additional registration requirements
Policies, procedures, records and other documentation required as evidence of compliance for each requirement as listed in the National Code 2018
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Document name and page number
Policies and procedures in relation to making notifications to the Queensland Department of Education as the Designated State Authority under ESOS, consistent with St.11 of the National Code 2018
NC 11
Information on the number of staff (and their duties) that demonstrates that staffing, resources and facilities are appropriate for the requested overseas students at each location
NC11.2.6
Required documentation to be provided –
A copy of the policy and procedure for ensuring that the school’s staffing resources are adequate for the size of the school’s overseas students program
A copy of the procedure for notifying the department of any changes to the ownership or management of the provider
Information on staff (and their duties) assigned to support the school’s overseas student program
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PAYMENT AND SUBMISSION DETAILS
Please be advised, an application fee applies to New Provider Applications for Registration. You will be invoiced upon receipt of this application.
For a current fees, please refer to the Qld Education (Overseas Student) Regulation 2018
Please note all applications must be submitted electronically; hard copies of documents will not be accepted.
Please return the completed form, and all attachments, to the International Quality (Schools) Unit via email at:[email protected]
Please be advised, there is a size limit on this inbox. If your submission is larger than 4MB, you may wish to copy the documentation onto a memory-stick and post it to us at:
International Quality (Schools) UnitEducation HousePO Box 15033Brisbane City East QLD 4002
If you have any questions regarding this form, please contact us on (07) 3513 6748
Privacy notice:
The International Quality (Schools) Unit collects ‘personal information’ within the meaning of the Queensland Government Information Privacy Act 2009, which deals with the collection and handling of such information by government agencies.
Information collected on this form is in accordance with the Commonwealth’s Education Services for Overseas Students (ESOS) Act 2000 and the Education (Overseas Students) Act 2018 (Qld) to assess your application for approval under the Education (Overseas Student) Act 2018 and for registration on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). The department will provide registration information to the Commonwealth Department of Education and Training for publication on the national register.
Personal information is collected and used to:
process applications ask further questions or request further information enable the International Quality (Schools) Unit to make decisions under the Education (Overseas Students) Act 2018
(Qld) and Education Services for Overseas Students Act 2000 (C’wlth)
The type of personal information collected may include:
personal details, including name, postal address, phone number, email enquiries or complaints
Persona information may be disclosed to third party entities if applicable. Examples of these entities are:
The Queensland Minister for Education The Director-General (or delegate) and other relevant areas within the Queensland Department of Education The Commonwealth Department of Education and Training International Quality (Schools) Unit staff administering and processing CRICOS applications and registration
amendments
Certain information collected may also be published under the Open Data (data.qld.gov.au) if suitable for release.
In other instances, information collected can be disclosed without further consent where authorised or required by law.