SEO 1 – Application for approval to provide an international secondary

student exchange program in Queensland (Schools)

This form is to be used by a SCHOOL seeking approval in Queensland to provide an international secondary student exchange (ISSE) program through the school’s sister-school partnership.

Not-for-profit organisations who wish to seek approval to register an ISSE program, please apply via the SEO1 – Application for SEO Approval (Not-for-Profit) 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 internationalregistration@qed.qld.gov.au

STUDENT EXCHANGE ORGANISATION DETAILS

Governing Body Name

School Trading Name

ABN / ACN

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DECLARATION – Governing body

The application for approval to provide an international secondary student exchange (ISSE) program through the school’s sister-school partnership 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

Signature Date

DETAILS OF PRINCIPAL EXECUTIVE OFFICER

This person assumes responsibility for the school’s compliance with legislative requirements in the Education (Overseas Students) Act 2018 [the ‘EOS Act’] and Guidelines for the operation of international secondary student exchange programs in Queensland.

Where the SEO is a non-state school, this person must be nominated by the school’s governing body (e.g. the Principal of the school).

The person identified as the Principal Executive Officer will be the point of contact for any matters pertaining to the school’s compliance under the EOS Act.

Please note: A separate SEO 8 - Fit and Proper Person Declaration must be completed by the new Principal Executive Officer.

Title First name/s

Surname

Position

Email address

Phone number

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CONTACT PERSON FOR DAY-TO-DAY OPERATIONAL MATTERS

Please nominate a day-to-day contact for operational matters in relation to the organisation’s SEO 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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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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DETAILS OF AUTHORISED PERSONS

The ‘authorised person’ has been approved by the Principal Executive Officer of the school to request AASES forms for students participating in a Queensland ISSE program.

Note: to advise of additional authorised persons, please insert as many additional sections as required

1. Full Name

Position

Email address

Phone number

2. Full Name

Position

Email address

Phone number

3. Full Name

Position

Email address

Phone number

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DETAILS OF SISTER-SCHOOL

Please provide details of the sister-school involved in the provision of the ISSE program to inbound and outbound students.

Note: to advise of additional sister-schools, please insert as many additional sections as required

1. Name of sister school

Address

Country of operation

2. Name of sister school

Address

Country of operation

3. Name of sister school

Address

Country of operation

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DETAILS OF HISTORY OF ANY ISSE PROGRAM APPROVAL

Has the school previously been approved to offer an ISSE program?

Yes No

If Yes, please provide details of period of approval, including the reason for the surrender of approval:

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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 [‘E(OS) Act’]; and

(b) the Guidelines for the operation of international secondary student exchange programs (Qld).

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 Guidelines below.

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Evidence Guide – General requirements

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

Evidence to support that the principal purpose of the school’s ISSE program is to provide a broad educational experience for students and to further international / intercultural understanding.

5.1

Evidence to support that the school ensures that all in-bound students entering Australia on programs advertised as ‘student exchange’ enter on Subclass 500 Student Visas issued via an AASES form.

Where the school also provides visit or cultural programs for students entering Australia on a visitor visa, the school must demonstrate that:

these programs are not promoted or referred to as ‘student exchange’ programs in any way; and

it is made explicitly clear to participants and parents that these programs are not ISSE provided under the EOS Act or the Queensland Guidelines and are not quality assured by the Queensland Registration Authority.

5.2

Evidence to support that the school has a process of ensuring reciprocity across its Queensland program.

The documentation must address the process for ensuring that the school will send an equal number of students as the school hosts annually.

5.3

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Evidence Guide – Governance of SEOs

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

No additional information required in support of Standard 5.4 and Standard 5.5

Evidence to support that the person nominated as the PEO meets the fit and proper person requirements as required by Standard 5.6 of the Guidelines.

This requirement can be satisfied by the submission of the SEO8 - Fit & Proper Person declaration .

5.6

Evidence to support that the school has sufficient staff allocated to the ISSE program to meet the requirements of Standard 5.7 of the Guidelines.

5.7

Evidence to support that the school meets the requirements of the Working with Children (Risk Management and Screening) Act 2000.

The school may wish to reference any documents required to support its domestic accreditation.

5.8

Evidence to support that the school provides training for its program coordinators and student support staff in relation to the requirements of Standard 5.9 of the Guidelines.

5.9

Evidence to support that the school ensures that its sister school has a process to adequately screen and select host families that will host the school’s outbound students in accordance with the requirements of Standard 5.10 of the Guidelines.

5.10

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In addition to the documentation referenced in the table above, the submission must also include the following:

A completed ‘Fit & Proper Person’ declaration (SEO 8 Form) for the person designated as the Principal Executive Officer of the school

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Evidence Guide – Administration of student exchange programs

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

The evidence should address how the school manages program changes including changes to host families.

5.11

Evidence to support that the school’s student screening process has regard to the requirements of Standard 5.12 of the Guidelines.

The evidence should also include a copy of the information that is provided to potential students, as required by Standard 5.12 of the Guidelines.

5.12

Evidence to support that the school ensures that the level of health cover for program participants complies with the requirements of Standard 5.13 of the Guidelines.

5.13

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Evidence Guide – Host families

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

Evidence to support that the school has a process for selecting and screening host families for inbound and outbound students that complies with the requirements of Standard 5.14 of the Guidelines.

The evidence should also support that the school has a process for the placement of more than one student with a host family, and the placement of exchange students with single adult host parents without children.

5.14

Evidence to support that the school has a process to ensure it prevents any conflict of interest in relation to Standard 5.15 of the Guidelines.

5.15

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Evidence Guide – Support and supervision

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

Evidence to support that the school’s ISSE orientation program for students and host families meets the requirements of Standard 5.16 of the Guidelines.

5.16

Evidence to support that the school provides support to students and host families that complies with the requirements of Standard 5.17 of the Guidelines.

5.17

Evidence to support that the school meets the minimum scheduled contact requirements as per Standard 5.18 of the Guidelines.

5.18

Evidence to support that, where a school offers a program participation fee discount, this discount is applied in line with the requirements under Standard 5.19 of the Guidelines.

5.19

In addition to the documentation referenced in the table above, the submission must also include the following:

Copy of the orientation program for students and host families

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Evidence Guide – Host schools

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

Evidence to support that exchange students participating in the school’s ISSE program are required to participate in the school’s academic program.

5.20

Evidence Guide – Requirement to notify

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

Evidence to support that the school has a process for notifying of any changes to the school’s governance as required under Standard 5.21 of the Guidelines.

5.21

Evidence to support that the school has a process for notifying of any changes to a student’s program as required under Standard 5.22 of the Guidelines.

5.22

Evidence to support that the school has a process for notifying of any changes to its sister-school arrangements as required under Standard 5.23 of the Guidelines.

5.23

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Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

Standard 5.24 and Standard 5.25

For noting by school – no separate evidence submission required.

Evidence Guide – Protection measures for exchange students

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

Evidence to support that the school has policies and procedures to address critical incidents specific to ISSE participants as required under Standard 5.26 of the Guidelines.

5.26

Evidence to support that the school’s outbound student program meets the requirements of Standard 5.27 of the Guidelines.

The evidence should include an example of the information about child protection laws that is provided to parents.

5.27

Evidence to support that the school’s exchange student safety information to students and parents meets the requirements of Standard 5.28 of the Guidelines.

5.28

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The evidence should include an example of an inbound student’s and an outbound student’s safety information.

Evidence to support that the school’s processes for reporting incidences and allegations of abuse comply with the requirements of Standard 5.29 of the Guidelines.

The school may wish to reference any documents required to support its domestic accreditation.

5.29

Evidence to support that the school has a complaints and appeals handling policy and process specific to ISSE programs that meets the requirements of Standard 5.30 of the Guidelines.

5.30

Evidence to support that the school has a process for managing the privacy of student information that meets the requirements of Standard 5.31 of the Guidelines.

The evidence should include an example of material used in the:

recruitment of host families placement of inbound students

5.31

Evidence to support that the school has a policy and process for managing the privacy of all program participants that meets the requirements of Standard 5.32 of the Guidelines.

5.32

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Evidence Guide – Program Evaluation

Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines

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Document name and page number OR website hyperlink

Evidence to support that the school has a process for program evaluation that meets the requirements of Standard 5.33 of the Guidelines.

5.33

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SUBMISSION DETAILS

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:internationalregistration@qed.qld.gov.au

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 Education (Overseas Students) Act 2018 to assess your application for approval.

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

The type of personal information collected may include:

personal details, including name, postal address, phone number, email enquiries or complaints

Personal 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 Australian Government’s Department of Home Affairs International Quality (Schools) Unit staff administering and processing 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.