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CRICOS Renewal of Registration Application Form

This form is to be used by SCHOOLS seeking a renewal of 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).

Under the Education (Overseas Students) Act 2018 (Qld) [the ‘EOS Act’] applications to renew the approval to offer courses to overseas students must be made at least 3 months before the school’s

registration expiry date.

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

CRICOS Code

mailto:[email protected]

DECLARATION – Governing body

The application to renew the 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.

International Quality (Schools) Unit July 2018 of 24HPRM 18/9136

https://www.legislation.gov.au/Details/C2017C00292

https://www.legislation.gov.au/Details/F2017L01182






Title

First name/s

Surname

Position

Email address

Phone number

DELEGATIONS FOR DAY-TO-DAY OPERATIONAL MATTERS

Where the PEO wishes to delegate the routine administrative responsibilities for registration to an officer 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 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 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.

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


SCHOOL DETAILS

What year 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 Overseas Student Coordinator for overseas students.

Full name

Position

Email address

Phone number


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:

the Education (Overseas Students) Act 2018 [‘EOS Act’];

the Education Services for Overseas Students Act 2000 (C’th) [‘the ESOS Act]); and

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.




https://www.legislation.gov.au/Series/C2004A00757

https://www.legislation.qld.gov.au/view/html/inforce/current/act-2018-0011

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)

Marketing and other materials for intending overseas students which are consistent with St.1.1 to St.1.3 of the National Code 2018 which includes the provider’s full legal entity and CRICOS number.

The marketing information may include the school provider’s website, prospectus, application forms and overseas student handbooks or information packages.

NC 1

Required documentation to be provided

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


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Document name and page number

Enrolment and course structure information that are consistent with section st.2.1 of the National Code 2018

NC 2.1

Procedures 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


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


Evidence Guide – Standard 3 Formalisation of enrolment and written agreements


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The 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 and 3.4 of the National Code 2018

NC 3.3

NC 3.4

The procedure to confirm in writing and update every six months, overseas student contact details including address, mobile phone number and email address

NC 3.5

The process for maintaining a copy of the written agreement with each enrolled overseas student

NC 3.6


Copies of two (2) completed Written Agreement for two (2) current students

Blank copy of the school’s current Written Agreement

A copy of the Refund and Cancellation Policy

Policies and procedures for compliance with St.3 of the National Code 2018


Evidence Guide – Standard 4 Education agents


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Please indicate whether the school employs the services of education agents 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 written agreement with each education agent 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

The processes for the school provider to monitor the activities of the education agent, including where corrective action may be taken

NC 4.2.3

The processes for ensuring that up-to-date and accurate information will be provided to each agent used by the school provider

NC 4.2.3


A list of education agents


Copies of two (2) current education agent agreements (Please note, a Memorandum of Understanding does not meet the requirements of the ESOS Act.)

Copies of the most recent marketing material supplied to education agents

Blank copy of school’s current Education Agent Agreement

A policy and procedure for monitoring the activities of education agents


Evidence Guide – Standard 5 Younger overseas students


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for ALL school providers enrolling students under 18 years

Policies and procedures for complying with the requirement to St. 5.1 of the National Code 2018 in relation to Blue Cards and all mandatory reporting requirements

NC 5.1

The 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 assumes welfare responsibility for students under 18 years of age that are not accompanied by a parent / guardian

Yes No

If yes, please indicate the accommodation options offered by the school


Boarding

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 the Australian 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

NC 5.4


welfare arrangements of the overseas student

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


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 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

Information on the monitoring processes

If you 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 contract 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 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


Evidence Guide – Standard 6 Overseas student support services


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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


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


Evidence Guide – Standard 7 Overseas student transfers


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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


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


Evidence Guide – Standard 8 Overseas student visa requirements


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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


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


Evidence Guide – Standard 9 Deferring, suspending or cancelling an overseas students enrolment


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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


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


Evidence Guide – Standard 10 Complaints and appeals


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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


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)


Evidence Guide – Standard 11 Additional registration requirements


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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


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


PAYMENT AND SUBMISSION DETAILS

Please be advised, an application fee applies to Renewal of Registration applications. 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 a renewal of state approval and 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


mailto:[email protected]

https://www.legislation.qld.gov.au/view/html/inforce/current/sl-2018-0039

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.


https://data.qld.gov.au/

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