agents handbook...inspiring women for more than a century agents handbook the corporation of the...

Inspiring Women for more than a century

Agents Handbook

The Corporation of the Synod of the Diocese of Brisbane trading as St Hilda’s School Registered CRICOS Provider No 00510M

St Hilda’s School Agent’s Handbook V1 2019 04032019


St Hilda’s School, Gold Coast

52 High Street, Southport QLD 4216

https://www.sthildas.qld.edu.au/

The Corporation of the Synod of the Diocese of Brisbane trading as St Hilda's School

CRICOS Provider Code: 00510M

Key School Contact

Fleur Brooks Head of Admissions [email protected] +617 55777232

https://www.sthildas.qld.edu.au/

mailto:[email protected]



Contents GENERAL INFORMATION ........................................................................................ 7

ENROLMENT PACKAGE ........................................................................................... 7

PRE-ENROLMENT INFORMATION FOR COUNSELLING PARENTS AND STUDENTS ................................................................................................................... 8

APPLICATION PROCESSING .................................................................................. 9

STUDENT ARRIVAL AND ORIENTATION ........................................................... 10

EMERGENCY CONTACTS FOR PARENTS AND AGENTS ............................. 11

STUDENT CONTACT OFFICER(S) ....................................................................... 11

CONTACT DETAILS, PROGRESS REPORTS AND COMMUNICATIONS WITH PARENTS .................................................................................................................... 12

STUDENT SERVICES .............................................................................................. 13

ACCOMMODATION & WELFARE .......................................................................... 13

SUPPORT AND INTERVENTION PROCESSES ................................................. 14

2018 NATIONAL CODE OF PRACTICE ................................................................ 15

PRISMS ....................................................................................................................... 16

MARKETING INFORMATION & MONITORING PROCESSES ......................... 17

COMPLIANCE RESOURCES .................................................................................. 17



SCHOOL QUICK FACTS Year Established 1912

School Type Girls Only Combined P-12 Anglican

CRICOS Provider Code 00510M

CRICOS registered Courses

Primary Year Levels P-6 CRICOS Course Code 086182M

Secondary Junior Year Levels 7-10 CRICOS Course Code 086183K

Secondary Senior Year Levels 11-12 CRICOS Course Code 004923B

Accommodation Options approved by St Hilda’s School

Boarding / Homestay / Live with Parent / Live with Relative approved by Department of Home Affairs

Size of School 1200

Location Description The leafy 14-hectare campus of gardens and bushland at Southport, on Australia’s famous Gold Coast is one hour drive from Brisbane’s international airport and one hour’s drive from the Gold Coast airport

Approx. no. International students enrolled

70

Source countries of International students

China, Macau, Hong Kong, Vietnam, Philippines, Malaysia, South Africa, Taiwan, Papua New Guinea

School Programs Long Term and Short Term Enrolment

Information re ELICOS (if required by student)

If you are to attend an ELICOS prior to commencing with St Hilda’s School, the following English language schools are located within 5km of St Hilda’s School. Griffith English Language Institute 176 Messines Ridge Road Mt Gravatt QLD 4122 Phone: 61 7 3735 3461 Email: [email protected]

Browns English Language School PO BOX 10485 Southport QLD 4215 Phone: 61 7 3221 3225 Email: [email protected]

Imagine Education Australia PO Box 4931 (GCMC) BUNDALL QLD 4217 Phone: 61 7 5574 2921





Email: [email protected]

Information re EAL Support All international students do mainstream English with EAL as an adjunct

International Programs / Enrolments for which Commission is payable (details in Agency Agreement)

The School will pay commission as follows:

(a) 15% of the first year’s net tuition fees only for FFPOS students.

(b) 10% of the second year’s net tuition fees only for FFPOS students

(c) 5% of the third year’s tuition fees only for FFPOS students

(d) 10% for the first year’s tuition fees only for Australian students recruited from international markets

Commissions are paid on a per semester basis

For international agents located in Australia, please note that Australian invoices are required to be TAX INVOICES for commission payments. Please include the Australian Business Number (ABN) on the invoice. Please include the account name, bank name, account number and branch number as part of the bank details on the invoice so that the money can be paid directly into the Student’s account

Access / distance from nearest international airport and airport transfers

St Hilda’s is approximately one hour drive from Brisbane and Gold Coast International Airports. ConXion provide an airport transfer to the School’s Boarding House

Key dates for School year https://www.sthildas.qld.edu.au/term-dates/

OSHC Information NB: Students applying for a student visa will need to arrange OSHC for the duration of their visa.

St Hilda’s School has an arrangement with Allianz OSHC provider. This can be arranged on behalf of the student at the time of enrolment

Please see Australian Government OSHC factsheet

KEY MARKETING MESSAGES FOR PARENTS https://www.sthildas.qld.edu.au/admissions/international-students/

https://www.sthildas.qld.edu.au/boarding/

https://www.sthildas.qld.edu.au/global-learning/why-a-girls-school/

QUICK FIND LINKS FOR SCHOOL WEB PAGES

International Student Application

https://www.sthildas.qld.edu.au/admissions/international-students/

Tuition and Boarding Fees for International Students

https://www.sthildas.qld.edu.au/admissions/international-student-policies/

Policies for International Students


Student Handbook https://www.sthildas.qld.edu.au/admissions/international-students/


https://allianzassistancehealth.com.au/en/student-visa-oshc/500-visa-health-cover/?gclid=Cj0KCQiAk-7jBRD9ARIsAEy8mh4yGmsta1QCHQukUfATDXmLDT0CIPJCA54R84oDRp0MgAS-nGLZJBsaAmpwEALw_wcB

https://internationaleducation.gov.au/Regulatory-Information/Documents/OSHC%20fact%20sheet%20-%20for%20education%20providers.pdf

https://www.sthildas.qld.edu.au/global-learning/why-a-girls-school/




Virtual Tour / School video https://www.sthildas.qld.edu.au/virtual-tour-explore-our-southport-campus/



ENROLMENT APPLICATION & ARRIVAL PROCESSES GENERAL INFORMATION

Enrolment applications may be lodged at any time and for any Year level, however, the best time for lodgement is 1 year prior to commencement and students are encouraged to enrol in Year 6 if wishing to complete secondary school studies.

International students applying to the School must undertake studies on a full-time basis, be academically qualified for the proposed course, proficient in English and have the financial capacity to cover all expenses including return air fares and living costs and they must be of good health.

Please enquire first - call or email to ask if an enrolment application can be considered for a particular student.

Give the student’s

o Date of Birth

o Year Level requested for Enrolment

o Proof of English Language Proficiency and if preliminary English is needed

o Proposed Course start date and period of time for studies

o Any special needs or requirements

St Hilda’s School will

o ask you to submit an Enrolment Application or

o advise you if no placement is available.

Head of Admissions Fleur Brooks

Phone: + 61 7 55777232


ENROLMENT PACKAGE

St Hilda’s School’s Enrolment Package consists of:

o Enrolment Application Form and Written Agreement

o Information and Policies for International Students, including

- Entry Requirements Policy

- Accommodation and Welfare Policy

- Complaints and Appeals Policy

- Student Progress, Attendance and Course Duration Policy

- Student Transfer Request Assessment Policy

- Deferment, Suspension and Cancellation Policy

- Code of Conduct



- Tuition and Boarding Fees for International Students

- Refund Policy

- Information about the year level studies / Senior Secondary Certificate

- A copy of St Hilda’s School’s prospectus for International students

- Information about OSHC

PRE-ENROLMENT INFORMATION FOR COUNSELLING PARENTS AND STUDENTS

Please ensure the following information is covered when counselling parent / students. This is required under Standard 2 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 prior to enrolment of the student.

o Requirements for acceptance into a course, including minimum level of English language proficiency

o Course details - content, duration, assessment methods, mode of study, qualification/award, holiday breaks

o Campus details – location, facilities, learning and library resources

o Details of any arrangements with other providers

o Course related tuition and non-tuition fees, refund policy, cancellation policy and potential for fees to change

o Grounds on which enrolment may be deferred, suspended or cancelled

o The ESOS framework (i.e., provide student with ESOS Student Fact Sheet)

o St Hilda’s School’s accommodation options and policy and process for approving accommodation, support and general welfare arrangements in accordance with Standard 5 (if relevant)

o Indicative costs of living in Australia.

St Hilda’s School provides this information in its enrolment package and via the school website. https://www.sthildas.qld.edu.au/admissions/international-students/

When counselling parents / students, it is also important that they understand the following:

o Terms and Conditions of Enrolment as outlined in Written Agreement

o Course entry requirements

o Course information, qualifications / award / outcomes and assessment practices

o Fees Schedules for tuition and non-tuition fees and the fact that fees may change

o Refund Policy and Cancellation Policy

o Complaints and Appeals Policy

o Student Progress, Attendance and Course Duration Policy

o Accommodation and Welfare Policy

o Grounds for deferring, suspending or cancelling enrolment

o Student Transfer Request Policy

o School Code of Conduct

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


https://internationaleducation.gov.au/Regulatory-Information/Documents/esosstudentfactsheetv4%20-%20Final%20clean%20copy.pdf

https://www.sthildas.qld.edu.au/admissions/international-students/



Please make sure parents understand that they may be contacted and asked to sign permissions for a student if the student is under 18 years of age:

o Attendance at school arranged excursions, activities, etc

o School use of images for publicity purposes

o Authorisation of staff to arrange emergency medical assistance

o Authorisation of staff to access student’s visa status and study rights through VEVO

o Accommodation permissions and leave / travel arrangements

o Change of school approved accommodation arrangements

o Student to lodge a transfer request form under St Hilda’s School’s Transfer Request Policy

APPLICATION PROCESSING

Please submit an enrolment application with ALL documents completed and signed by parents where necessary:

o Completed enrolment application form

o Certified transcripts of academic records from last two years of schooling

o Passport and Birth Certificate

o Letter of recommendation or statement of student behaviour from previous school principal (if not included with academic records)

o Copy of English language test or evidence English language proficiency

*It is very important that parents understand St Hilda’s School needs to have full details of any medical or psychological condition that requires medication or medical supervision, and any learning difficulties or special needs a student may have. Failure to disclose this information at time of enrolment may be grounds for future cancellation of enrolment.

After an enrolment application is lodged:

o You will be contacted and advised of the outcome of the student’s application, or will be asked to provide further information.

o If the student’s application is accepted, parents will be requested to sign a written agreement and pay fees as per invoice provided.

o St Hilda’s School will issue a CoE (and CAAW if applicable) on receipt of a signed written agreement and fees payable. Please advise the school of payment transaction details / how / when payment of fees is being made.

o St Hilda’s School will contact you with regard to preparation for the student’s arrival:

- Flight / other arrival details - Arrival transfers - Accommodation details



STUDENT ARRIVAL AND ORIENTATION

Arrival

If travelling unaccompanied, or arriving in Australia for the first time, students should be aware of Australian immigration processes as outlined at:

o https://www.abf.gov.au/entering-and-leaving-australia/crossing-the-border

o https://www.abf.gov.au/entering-and-leaving-australia/can-you-bring-it-in

o https://www.abf.gov.au/entering-and-leaving-australia/smartgates/overview

Orientation

St Hilda’s School will provide an orientation for students on arrival. This includes information about:

o Emergency contact numbers

o Information about how to report / seek assistance for actual or alleged sexual, physical or other abuse, or an incident that significantly impacts on the student’s wellbeing

o Information on personal safety and security

o Information on how to access information on employment rights and conditions and how to resolve workplace issues (e.g., FWO services)

o Support services available to the student

o Legal services if needed

o Emergency and health services

o School facilities and resources

o Complaints and Appeals processes

o Visa conditions relating to course progress, attendance and duration (The above are requirements under the National Code. Include other information as applicable.)

o Overseas Student Health Cover

o Key members of staff

o Extra- curricular activities

o School timetable and routines

o Transport services

o Local community

o Information about accommodation and the requirement to stay in school approved accommodation arrangements

St Hilda’s School will arrange for or assist the student to do the following after the student’s arrival, as necessary:

o Contact parents to confirm safe arrival

o Open a bank account

https://www.abf.gov.au/entering-and-leaving-australia/crossing-the-border

https://www.abf.gov.au/entering-and-leaving-australia/can-you-bring-it-in

https://www.abf.gov.au/entering-and-leaving-australia/smartgates/overview



o Connect to a mobile ‘phone service

o Understand how to use public transport (depending on age)

o Shop for any personal items

STUDENT SERVICES & SUPPORT

EMERGENCY CONTACTS FOR PARENTS AND AGENTS

If you, or a parent, needs to contact St Hilda’s School urgently with regard to a student, please contact:

*Contact outside school hours should be in case of emergency only.

IN SCHOOL HOURS

Head of Admissions Fleur Brooks


Phone: +61 755777232

OUTSIDE SCHOOL HOURS*

Head of Boarding Annette Boyle

Phone: +61 7 55777219


STUDENT CONTACT OFFICER(S)

The following staff member is the Contact Officer for Overseas Students:

If students do not know who to go to in St Hilda’s School if they have a problem or if they need information about anything, they can go to this person in the first instance.

In an emergency, students can also contact:

To seek assistance for or to report any incident or allegation regarding sexual, physical or other abuse, students can also contact:

Student Protection Officers:

Junior School • Mrs Tracey Maynard, Head of Junior School • Mrs Melissa Wilkins, Deputy Head of Junior School • Mrs Katherine Holmes, Coordinator of Parent and Community Engagement

International Connections Officer Kaitlin Barrell

Tel: +61 7 55777297

E: [email protected]




Middle Senior School

• Ms Wendy Lauman, Deputy Principal • Miss Cody Boles, School Counsellor • Mrs Liz Giovas, School Counsellor • Mrs Caroline Brodar, Head of Senior School

CONTACT DETAILS, PROGRESS REPORTS AND COMMUNICATIONS WITH PARENTS

Contact details

St Hilda’s School is required to maintain current contact details of all students and parents. This includes current residential address, mobile number (if any) and email address (if any).

This includes details of who to contact in emergency situations.

Students must advise St Hilda’s School of any changes to these details within seven days while in Australia and enrolled at St Hilda’s School.

Every six months, St Hilda’s School is required to confirm with students and parents that their contact details are up to date.

Progress Reports

St Hilda’s School expects all students to work hard at their studies, to take part in school activities, including extra-curricular activities, and for parents to have an active interest in the progress made by their child.

For this reason, St Hilda’s School will regularly communicate with parents via School reports.

School Progress Reports are available via Parent Lounge

A copy will be provided to you for discussion with parents

After receiving copies of student reports, please confirm by email / fax that parents have been contacted with regard to reports, and that the school has been informed of any feedback or concerns.

Communications with parents

St Hilda’s School will also wish to communicate with parents on other matters from time to time. In some cases, communications will be directly with parents in other cases, copies of school communications to parents will be cc’d to you, particularly if follow up of some kind is required.

Examples of communications with parents might include:

o Emergency situations

o School newsletters and updates

o Student progress and welfare reports

o Contact if St Hilda’s School has concerns about the student’s health, welfare, attendance, academic progress or conduct

o Contact to confirm permission for the student engage in school or outside school activities

o Contact to confirm travel arrangements



Your assistance in keeping communications flowing smoothly between St Hilda’s School and parents will be greatly appreciated.

Emergency situations

In case of an emergency, we may require your assistance to contact and communicate with the family if the school is unable to make contact and communicate with them.

STUDENT SERVICES

St Hilda’s School provides the following assistance to students. Please encourage students to staff if they are not sure where to go to for information about these services if there is a need at any time:

Counselling services

o Academic counselling - any problems with studies, including understanding subject content or assessment requirements, time management, classroom practices - subject selection

o Personal counselling - any personal problems, including difficulties in adjusting to a new environment, - physical or mental health issues - communications strategies

o Careers Counselling All students are offered advice and information about careers planning, further studies or study pathways during their studies in Years 10-12. This includes a subject Expo and individual career counselling as required

ACCOMMODATION & WELFARE

St Hilda’s School’s Accommodation Policy allows the following options:

o Boarding

o Homestay

o Living with a parent

o Living with a relative (approved by Immigration)

St Hilda’s School will issue a CAAW or Welfare Letter for students living in boarding or homestay

St Hilda’s School will not issue a CAAW or Welfare Letter for students living with a parent or relative.

Any concerns or questions about the student’s accommodation or welfare should be made in school hours and addressed to:






Arrangements to visit a student living in accommodation approved by St Hilda’s School should always be made in advance by contacting:

Tel: +61 7 55777297



Tel: +61 7 55777297

SUPPORT AND INTERVENTION PROCESSES St Hilda’s School will arrange additional assistance for students to help them successfully complete their studies if this is necessary. This may take the form of:

o homework classes or tutorials after school

o changing timetabling or subjects to allow for greater EAL/D or subject related support

o creating a time management and study plan

o 1:1 teacher interviews to discuss assessment requirements, etc

Under Standard 8 of the 2018 National Code of Practice, St Hilda’s School may need to counsel students and prepare individual strategies to improve attendance or course progress.

If St Hilda’s School needs to implement strategies for monitoring attendance and / or improving course progress under this Standard, parents will be contacted and kept informed.

If a student’s attendance or course progress does not improve to the required levels after intervention, Name of School is required to report the student to Immigration (Department of Home Affairs) for failure to meet visa conditions.

Copies of St Hilda’s School’s attendance and course progress requirements are available at: https://www.sthildas.qld.edu.au/admissions/international-student-policies/




COMPLIANCE WITH ESOS AND 2018 NATIONAL CODE OF PRACTICE

2018 NATIONAL CODE OF PRACTICE

The National Code of Practice for Providers of Education and Training to Overseas Students 2018 came into effect on 1 January 2018.

As an agent engaged by St Hilda’s School, you (and your staff or any sub-agents connected to your agency) are expected be familiar with all requirements of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 and to understand the implications of these requirements in your interactions with intending and current students and their parents.

Standard 4 of the 2018 National Code specifically relates to Education Agents.

The requirements of Standard 4 are:

4.1 The registered provider must enter into a written agreement with each education agent it engages to formally represent it, and enter and maintain the education agent’s details in PRISMS.

4.2 The written agreement must outline:

4.2.1 the responsibilities of the registered provider, including that the registered provider is responsible at all times for compliance with the ESOS Act and National Code 2018

4.2.2 the registered provider’s requirements of the agent in representing the registered provider as outlined in Standard 4.3

4.2.3 the registered provider’s processes for monitoring the activities of the education agent in representing the provider, and ensuring the education agent is giving students accurate and up-to-date information on the registered provider’s services

4.2.4 the corrective action that may be taken by the registered provider if the education agent does not comply with its obligations under the written agreement including providing for corrective action outlined in Standard 4.4

4.2.5 the registered provider’s grounds for termination of the registered provider’s written agreement with the education agent, including providing for termination in the circumstances outlined in Standard 4.5

4.2.6 the circumstances under which information about the education agent may be disclosed by the registered provider and the Commonwealth or state or territory agencies.

4.3 A registered provider must require its education agent to:

4.3.1 declare in writing and take reasonable steps to avoid conflicts of interests with its duties as an education agent of the registered provider

4.3.2 observe appropriate levels of confidentiality and transparency in their dealingswith overseas students or intending overseas students

4.3.3 act honestly and in good faith, and in the best interests of the student

4.3.4 have appropriate knowledge and understanding of the international education system in Australia, including the Australian International Education and Training Agent Code of Ethics.

4.4 Where the registered provider becomes aware that, or has reason to believe, the education agent or an employee or subcontractor of that education agent has not complied with the




education agent’s responsibilities under standards 4.2 and 4.3, the registered provider must take immediate corrective action.

4.5 Where the registered provider becomes aware, or has reason to believe, that the education agent or an employee or subcontractor of the education agent is engaging in false or misleading recruitment practices, the registered provider must immediately terminate its relationship with the education agent, or require the education agent to terminate its relationship with the employee or subcontractor who engaged in those practices.

4.6 The registered provider must not accept students from an education agent if it knows or reasonably suspects the education agent to be:

4.6.1 providing migration advice, unless that education agent is authorised to do so under the Migration Act

4.6.2 engaged in, or to have previously engaged in, dishonest recruitment practices, including the deliberate attempt to recruit a student where this clearly conflicts with the obligations of registered providers under Standard 7 (Overseas student transfers)

4.6.3 facilitating the enrolment of a student who the education agent believes will not comply with the conditions of his or her visa

4.6.4 using PRISMS to create CoEs for other than bona fide students.

St Hilda’s School’s agency agreement has been updated to reflect the new requirements of the 2018 National Code. A copy of this agreement is below.

PRISMS Under Standard 4.1, St Hilda’s School is required to enter and maintain your details in the Australian Government’s Provider Registration and International Student Management System (PRISMS). Please see the following for more details:

International Education Agents Data Project

Fields for agent details in PRISMS are:

o MARA/Overseas Education Agent ID

o Business Name (mandatory)

o Given Name 1

o Given Name 2

o Family Name (mandatory)

o Date of Birth

o Email Address

o Business Phone/Residential Phone/Mobile (At least one is mandatory)

o Address (mandatory when agent record is first created)

Please ensure you advise St Hilda’s School if any of these contact details change.

https://internationaleducation.gov.au/Regulatory-Information/Pages/Education-Agents.aspx



MARKETING INFORMATION & MONITORING PROCESSES Under Standard 4.2.3 St Hilda’s School is required to have in place processes for monitoring the activities of agents engaged and ensuring the agent is giving students up-to-date information on St Hilda’s School’s services.

Marketing information

St Hilda’s School provides the following information for recruitment of International students: (Provide list of marketing materials, e.g.,)

o School Prospectus

o Tuition and boarding Fees for International Students

o Enrolment Package

o Student Handbook

o International pages on website: https://www.sthildas.qld.edu.au/

An updated Fees Schedule will be provided each year in Semester 2.

New copies of other materials will be provided when updates are made. It is important to only use the latest versions of school marketing materials, either in hard copy or electronically.

To request extra copies or updated versions of marketing materials please contact:

Monitoring processes

As well as having regular communications with St Hilda’s School about recruitment of students and on-going support of students enrolled, you are asked to provide a half yearly record of applications lodged and enquiries followed up. Please see below for a copy of this form.

Please note under Standard 4, St Hilda’s School is required to take certain actions if improper conduct on behalf of the Agent or an Agency staff member is suspected. Details of such actions are outlined in the agency agreement.

Head of Admissions E: [email protected]

Fleur Brooks Tel: + 61 7 55777232

COMPLIANCE RESOURCES Resources to assist you understand the requirements of the Australian Education Services for Overseas Students (ESOS) regulatory framework include:

o Australian Government Department of Education and Training ESOS framework web page. This page includes links to:

- The ESOS legislative framework

- National Code 2018 Implementation

- National Code 2018 Fact Sheets

- International Education Agents Data Project

- International Student Fact Sheet

https://internationaleducation.gov.au/regulatory-information/pages/regulatoryinformation.aspx

https://internationaleducation.gov.au/Regulatory-Information/Education-Services-for-Overseas-Students-ESOS-Legislative-Framework/ESOS-Regulations/Pages/default.aspx

https://internationaleducation.gov.au/Regulatory-Information/Pages/National-Code-2018-Implementation.aspx

https://internationaleducation.gov.au/Regulatory-Information/Pages/National-Code-2018-Factsheets-.aspx





o Australian International Education and Training Agent Code of Ethics

o Department of Home Affairs (including the former Department of Immigration and Border Protection) Studying in Australia web page: https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-listing/student-500

o Education Agents’ Training Course (EATC): http://eatc.com/

In addition, if you have any questions about compliance requirements with regard to recruitment or enrolment of students for St Hilda’s School, please contact

Head of Admissions E: [email protected]

Fleur Brooks Tel: + 61 7 55777232

https://internationaleducation.gov.au/News/Latest-News/Documents/Australian%20International%20Education%20and%20Training%20-%20Agent%20Code%20of%20Ethics.pdf

https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-listing/student-500

https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-listing/student-500

http://eatc.com/



COPY OF AGENCY AGREEMENT WITH ST HILDA’S SCHOOL

Agency Agreement for Full Fee Paying Overseas Students (FFPOS)

This Agreement is dated ………………………………. Day of ………………………………., 20……..

BETWEEN

The Corporation of the Synod of the Diocese of Brisbane trading as St Hilda’s St Hilda’s School, Registered CRICOS Provider No 00510M, ABN Number 244 590 308 32 (‘the St Hilda’s School’)

Address: 52 High Street, Southport 4215 Queensland Australia Telephone: 617 5532 4922 Facsimile: 617 5591 5352 Email: [email protected]

AND:

Agency: ................................................................................................. (‘the Agent’)

Managing Director: .....................................................................................................................

ABN: .....................................................................................................................

Address: .....................................................................................................................

Telephone: .....................................................................................................................

Facsimile: .....................................................................................................................

Mobile: .....................................................................................................................

Email: .....................................................................................................................

[No sub-contractors are covered by this agreement]

1. Background

(a) The purpose of this document is to formalise the agreement for the Agency known as:

……………………………………………….……………………………………………….

(hereafter referred to as the Agent) to represent St Hilda’s St Hilda’s School for the purpose of the recruitment of suitable students to study at the St Hilda’s School.

(b) Under the Education Services for Overseas Students Act 2000 (the ESOS Act) providers of education to overseas students are required to meet certain standards as are any education agents with whom the provider has entered into an agency agreement.

(c) The countries/regions covered by this agreement are:

……………………………………………….……………………………………………….

……………………………………………….……………………………………………….

(d) The term of this agreement is Two years from the date of the agreement.




(e) For the purpose of this agreement, where a student or prospective student is under 18 years of age, the term ‘student’ is understood to include the parent(s)/legal guardians of the student or prospective student.

2. Engagement of the Agent

(a) The St Hilda’s School engages the Agent to recruit suitable prospective students in the countries specified in 1(c) for the term of the agreement.

(b) This is a non-exclusive agreement. the St Hilda’s School may appoint other agents in the countries/regions specified in 1(c)

(c) This agreement is only for the countries/regions as listed above. If the Agent wishes to expand its services to other countries/regions, this can only be done with the consent of the St Hilda’s School and amending the agency agreement.

(d) Agents engaged under a written agreement must be aware that, under the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (the National Code 2018), education providers are required to enter and maintain education agents’ details in the Provider Registration and International Student Management System (PRISMS). Details recorded in PRISMS include personal information such as name, business email address, phone number and address.

This information is accessible to the Australian Government Department of Education and Training, Department of Home Affairs, other Commonwealth or state and territory agencies and education providers. Circumstances in which this information can be used include administering the ESOS Act and the Migration Act, and for any directly related purpose or any other purpose required or authorised by law.*

*Further information is available at: • http://education.gov.au/privacy • https://internationaleducation.gov.au/Regulatory-Information/Pages/Education-Agents.aspx • https://internationaleducation.gov.au/Regulatory-Information/Pages/Education-Agents-FAQ.aspx

.

3. Responsibilities of the Agent

(a) Under this Agreement the Agent must:

(i) Promote the St Hilda’s School and its courses in the countries/regions specified in 1(c).

(ii) Recruit and assist in the recruitment of prospective students to undertake courses at the St Hilda’s School in accordance with the policies of the St Hilda’s School.

(iii) Provide prospective students with any necessary information required under the ESOS Act including information about the courses, facilities and services of the St Hilda’s School.

(iv) Assist in completing and submitting application forms to the St Hilda’s School.

(v) Provide the St Hilda’s School with up to date agency details required under ESOS legislation for publishing on the St Hilda’s School website and entering into PRISMS: - Agency Name - Name of principal agent - Legal entity - Street address(es)

http://education.gov.au/privacy


https://internationaleducation.gov.au/Regulatory-Information/Pages/Education-Agents-FAQ.aspx



- Website address (if applicable) - Name(s), email addresses and phone numbers of key agency contact(s)

(b) In performing these services, the Agent must;

(i) Promote St Hilda’s St Hilda’s School with integrity and accuracy and recruit prospective students in an honest and ethical manner.

(ii) Observe appropriate levels of confidentiality and transparency in dealings with overseas students or intending overseas students

(iii) Act honestly and in good faith, and in the best interests of the student

(iv) Inform prospective students accurately about the requirements of St Hilda’s St Hilda’s School using only up to date material provided or approved by the St Hilda’s School.

(v) Take reasonable steps to confirm the accuracy of information provided by prospective students in the application.

(vi) Ensure that only signed and completed applications are submitted to the St Hilda’s School.

(vii) Ensure that relevant fees and charges and supporting documentation accompany each application and acceptance of offer documents.

(viii) Provide any offer documents received from the St Hilda’s School to the prospective student within 24 hours of receiving the offer documents.

(ix) Only undertake promotional and marketing activities involving the St Hilda’s School that have been approved by St Hilda’s St Hilda’s School.

(c) As per the requirements of the ESOS Act , the Agent must not engage in dishonest practices, including;

(i) Recruiting or attempting to recruit a student currently studying with another Australian education provider.

(ii) Suggesting that a student come to Australia on a student visa for any reason other than for full-time study.

(iii) Facilitate the enrolment of students who the Agent believes will not comply with the conditions of their student visa.

(iv) Provide prospective students with immigration advice unless the agent is a separately registered migration agent (Migration Act 1958).

(d) In addition to 3(c) the Agent must not;

(i) Engage in false or misleading advertising or recruitment practices including misleading comparisons with any other education provider or their courses or inaccurate claims regarding any association between the St Hilda’s School and any other education provider.

(ii) Facilitate applications by students who do not meet the visa criteria or make any guarantees about the likelihood of obtaining a student visa.

(iii) Give false or misleading information relating to course fees payable or acceptance into a course.



(iv) Receive or bank course fees payable to the St Hilda’s School by a prospective student or deduct any fees from the amount payable by the student to the St Hilda’s School.

(v) Commit the St Hilda’s School to accept any prospective student into a course.

(vi) Use or access PRISMS without the prior written consent of the St Hilda’s School.

(vii) Recruit or attempt to recruit a prospective student who the agent knows to have engaged the services of another representative of the St Hilda’s School.

(viii) Sign or encourage others to sign official documents, such as the application form, on behalf of the prospective student unless the student is under 18 years of age and that person is the prospective student’s parent(s)/legal guardian.

(ix) Submit an application to the St Hilda’s School on behalf of a student if the Agent is aware the prospective student has applied to other education providers without also advising St Hilda’s School of the circumstance.

(x) Submit an application to the St Hilda’s School on behalf of a student the Agent is aware has been rejected by an education provider for a similar course without advising St Hilda’s School of this circumstance.

(e) The Agent must ensure that all staff of the Agent and any sub-contractors of the Agent have appropriate knowledge and understanding of the international educations system in Australia, including the Australian International Education Agent Code of Ethics (ACE)

(f) Unless the St Hilda’s School agrees otherwise in writing, the cost of advertising and promotional activities undertaken by the Agent will be borne by the Agent.

4. Responsibilities of the St Hilda’s School

(a) St Hilda’s School is responsible at all times for the compliance with the ESOS act and National Code 2018.

(b) the St Hilda’s School must;

(i) Give the Agent sufficient information to enable the Agent to undertake its services, including information regarding the requirements of the ESOS Act .

(ii) Give the agent up-to-date and accurate marketing materials.

(iii) Assess completed applications from prospective students within a reasonable time of receipt.

(iv) Pay any fees within the agreed timeframe.

(c) the St Hilda’s School is not required to accept any prospective student referred by the Agent

5. Confidentiality

(a) The Agent must keep confidential:

(i) All information provided by the St Hilda’s School other than that which is needed to perform the services in accordance with this agreement

(ii) The terms of this Agreement.

6. Agent’s Commission

(a) The Agent’s Commission is set out in Schedule 2.




(b) Subject to the provisions of this clause, the St Hilda’s School must pay the Agent’s fee for each student who:

(i) is recruited by the Agent

(ii) is enrolled in a course; and

(iii) has paid the course fee to the St Hilda’s School; and

(iv) has commenced the course and has had FOUR (4) weeks of satisfactory progress and attendance.

(c) For the purposes of this Agreement, the Agent is regarded as having recruited the student under this agreement if the Agent submits the student’s application for enrolment and that application also bears the agent’s name.

(d) An Agent’s fee is not paid where a prospective student applies directly to the St Hilda’s School.

(e) No Agent’s fee is payable unless the Agent has submitted an invoice in a form approved by the St Hilda’s School.

(f) St Hilda’s School must pay the fees payable under this clause within 30 days of receipt of a valid invoice from the Agent.

7. Assignment and Sub-contracting

(a) The Agent must not assign this Agreement or any right under this Agreement without the prior consent of the St Hilda’s School.

(b) The Agent must not sub-contract to any person the performance of any of its obligations under this Agreement without the prior consent of the St Hilda’s School.

(c) The Agent remains liable for performing its obligations under this Agreement.

8. Monitoring of Agent’s activities

(a) The Agent must participate in a range of activities to review the performance of the Agent. These activities may include but are not limited to:

(i) A regular review of the Agent’s performance, to be undertaken at least every six months at the discretion of the St Hilda’s School including a record of inquiries and outcomes.

(ii) Spot checks to be undertaken by representatives of the St Hilda’s School both at the agent’s premises and at promotional events.

(iii) A yearly survey of parents of students and students recruited by the Agent.

(iv) The Australian Government Department of Education and Training’s review and publication of PRISMS data on student outcomes associated with international education agents in Agent Performance Reports.

9. Corrective Action

(a) If at any point during the term of this Agreement, the St Hilda’s School believes or reasonably suspects that the Agent is negligent, careless or incompetent or is engaged in false misleading or unethical advertising or recruitment practices, the Agreement may be terminated under the terms set out below in clause 10.

(b) Alternatively, the St Hilda’s School may decide at its discretion to engage in corrective action with the Agent. These activities may include but are not limited to:



(i) On-shore or online training (via Skype) for the Agent

(ii) Requiring the Agent to complete the AEI on-line Agent Training Course

10. Terminating this agreement

(a) Either party may terminate this Agreement at any time by giving the other party 30 days notice in writing

(b) If the Agent breaches any part of this Agreement, the St Hilda’s School may terminate the Agreement at any time and with immediate effect by giving written notice to the agent

(c) If the Agent breaches any part of 3.c, the St Hilda’s School will immediately terminate the Agreement with immediate effect by giving written notice to the agent except where the breach of 3(c) was on the part of an individual employee of the Agent and the Agent has terminated that relationship

(d) On termination of this agreement, the Agent must:

(i) Submit all applications and fees from prospective students received up to the termination date; and

(ii) Immediately cease using any advertising, promotional or other material supplied by the St Hilda’s School and return all materials to the St Hilda’s School within 30 days.

(e) The termination of this agreement by either party does not affect any accrued rights or remedies of either party.

11. Dispute Resolution/Mediation

(a) In the event of any grievance or disputed decision the Agent is able to access the St Hilda’s School’s Complaints and Appeals Policy.

(b) If the matter cannot be resolved through use of the St Hilda’s School’s Complaints and Appeals Policy see 14.b) below.

12. Entire Agreement

(a) This agreement and its schedules:

(i) Constitutes the full agreement between the parties as to its subject matter; and

(ii) In relation to the subject matter replaces and supersedes any prior arrangement or agreement between the parties.

13. Variation

(a) This agreement may only be varied in writing, signed by both parties.

14. Governing Law

(a) This Agreement is governed by and construed in accordance with the law in force in the State of Queensland, Australia.

(b) The parties submit to the non-exclusive jurisdiction of the courts of the State of Queensland, Australia.

Agent Declaration

I confirm and declare that I, and any staff or subcontractor of _______________ Agent,



i. have knowledge and understanding of the international education system in Australia, the

Australian International Education Agent Code of Ethics (ACE), and my/our obligations related to

ii. recruiting, counselling and enrolling overseas students as evidenced in information provided in Schedule 1 and

iii. I/we have no conflicts of interest and will take reasonable steps to avoid conflicts of interests with duties and obligations, including under clause 3, of this agreement with St Hilda’s School

Signed for St Hilda’s St Hilda’s School by an authorised officer.

Signed for the Agent by an authorised officer.

Signature of Officer Signature of Officer

Name of Officer (print) Name of Officer (print)

Office held Office held

Schedule 1 Agent Details Prior to engagement and as evidence of meeting professional conduct standards and understanding of obligations under the 2018 National Code, YY Agent has provided the following information to Name of School [Customise as necessary from checklist used for due diligence] 1. Company profile

� Details of principal’s background and qualifications � Number of staff � Details of key staff members and/or school consultants � Number of years in existence � Services provided by the company � Location and details of offshore offices

� Location and details of sub-contractors � Location and details of any off-shore partners




2. Company registration details 3. Details of past and present experience recruiting students

� For Australian or New Zealand schools � For other education sectors � Number of students

4. Familiarity with Australian education industry [provide details]

� Knowledge of ESOS Act � Knowledge of National Code – � Completion of the Education Agent Training Course (EATC)

� Knowledge and understanding of Simplified Student Visa Framework (SSVF) � Knowledge and understanding of Australian international education system and AQF � Knowledge and understanding of the Australian International Education Agent Code of Ethics (ACE)

5. Experience in

� Education industry generally

� Any other major business areas 6. Details of markets from which recruit

� Geographical area � Characteristics of potential market

7. Names of any professional organisations of which the agent is a member 8. Outline of services to be provided 9. Written references, dated and with contact details from three sources

� An Australian Government Officer or Agency � An Australian or New Zealand school � A referee of the agent’s choice

Schedule 2 Commission Schedule

(e) 15% of the first year’s net tuition fees for FFPOS students.

10% of the second year’s net tuition fees for FFPOS students.

5% of the third year’s net tuition fees for FFPOS students.

(f) 10% for the first year’s tuition net fees only for Australian students recruited from international markets.




NB: Commissions are paid on per semester basis.



PROFORMA FOR MONITORING INTERACTIONS Record of Enquiry Outcomes [Half yearly / Annual return]

Enquiry + application not lodged

DATE of Enquiry

Gender & age of student

Year levels

Follow Up Reason for withdrawal of interest

Application lodged + accepted

DATE of Enquiry

Name of Student

Year levels

Date of Acceptance

Commission details (requested/paid)

Application lodged + not accepted

DATE of Enquiry

Name of Student

Year levels Reason(s) not accepted



Record of contact for Training, Updating Marketing Materials & Agency Agreement

DATE Mode of contact

Purpose Details/Follow Up



QUEENSLAND’S EDUCATION SYSTEM

Overview of study pathways in Queensland

The QCE

The Queensland Certificate of Education (QCE) is the Senior Secondary Certificate of Education in Queensland. The QCE offers a wide range of learning options in Years 10 – 12. The QCE is Queensland's senior school qualification, which is awarded to eligible students usually at the end of Year 12. The QCE offers flexibility in what is learnt, as well as where and when learning occurs. Students have a wide range of learning options; these can include senior school subjects, vocational education and training, workplace and community learning, as well as university subjects undertaken while at school.

To be awarded a QCE, students must have at least 20 credits in the required pattern, and fulfil literacy and numeracy requirements. Please also see Queensland Certificate of Education Overview

Foundation Studies

ELICOS Entry points can be at any stage of learning

Advanced Diploma

Diploma

IV

Certificates III

II

I

VET

Queensland Certificate of Education (QCE)

Yr 12 17-18 Senior Phase of Learning Yr 11 16-17

Yr 10 15-16

Yr 9 14-15

Middle Phase of Learning

Yr 8 13-14

Yr 7 12-13

Yr 6 11-12

Yr 5 10-11

Yr 4 9-10

Yr 3 8-9

Early Phase of Learning

Yr 2 7-8

Yr 1 6-7

Prep 5-6

Year Level

Av. age Phase of Learning

SCHOOLING

Yr 4 + Post-Graduate Studies

Yr 4 Bachelor (Honours) Degree

Yr 3 Bachelor (Undergraduate) Degree

Yr 2

Yr 1

UNIVERSITY

https://www.qcaa.qld.edu.au/senior/certificates-qualifications/qce/learning-options-requirements/literacy-numeracy-requirements

https://www.qcaa.qld.edu.au/senior/certificates-qualifications/qce/learning-options-requirements/literacy-numeracy-requirements

https://www.qcaa.qld.edu.au/senior/certificates-qualifications/qce/overview



Senior Education Profile for Year 12 students All students who finish Year 12 receive a transcript of their learning account in the form of a Senior Statement, which is issued in December. After finishing Year 12 students who become eligible for the award of a QCE will receive a Statement of Results. A Statement of Results is a cumulative transcript of their learning account.

To be eligible for university entry, a student completing Year 12 does not need to be eligible for a QCE. However, a student must have a Tertiary Entrance Statement (TES) to be eligible to apply to study at any university or tertiary provider in Australia or overseas.

Please see the following links for further details: Year 11 (new QCE system) Tertiary Entrance Statement

Assessment in Queensland Schools:

Please see https://www.qcaa.qld.edu.au/about/k-12-policies/student-assessment for an overview of assessment procedures by Year level in Queensland Schools.

Changes to Senior Assessment The Queensland Government has a new senior assessment and tertiary entrance system, starting with students entering Year 11 in 2019. The new systems will include:

o school-based assessment and common external assessment

o processes that strengthen the quality and comparability of school-based assessment

o a move away from the Overall Position (OP) rank to an Australian Tertiary Admission Rank (ATAR).

o Please see https://www.qcaa.qld.edu.au/senior/new-snr-assessment-te for details and updates.

Tertiary Entry

2019 is the last year eligible students in Queensland will receive an Overall Position (OP) and Field Position (FP) rank or equivalent and sit for a Queensland Core Skills (QCS) Test.

From 2020, eligible students will receive an Australian Tertiary Admissions Rank (ATAR).

For more information, see:

o https://www.qcaa.qld.edu.au/senior/australian-tertiary-admission-rank-atar

o https://www.qtac.edu.au/atar-my-path .

Students will use the ATAR to apply for tertiary entry, however, in some cases, International students can apply for direct entry to the university of their choice. St Hilda’s School Careers Counsellor can give advice in this case.

Links to Queensland Universities are available at: http://www.studyqueensland.qld.gov.au/Study/University

Queensland School Calendar

https://www.qcaa.qld.edu.au/senior/certificates-qualifications/sep/sep-for-year-12-students

https://www.qcaa.qld.edu.au/senior/senior-qce

https://www.qcaa.qld.edu.au/senior/tertiary-entrance

https://www.qcaa.qld.edu.au/about/k-12-policies/student-assessment

https://www.qcaa.qld.edu.au/senior/new-snr-assessment-te

https://www.qcaa.qld.edu.au/senior/australian-tertiary-admission-rank-atar

https://www.qtac.edu.au/atar-my-path

http://www.studyqueensland.qld.gov.au/Study/University



A detailed School calendar is available on St Hilda’s School School’s Website at: https://www.sthildas.qld.edu.au/

The following is a general guide to the Queensland School Year:

School Year Begins end January (usually after Australia Day public holiday on or near 26th Jan)

o SEMESTER 1, Term 1 - approx. 10 weeks; (Easter Vacation: approx. 10 days over Easter)

o SEMESTER 1, Term 2 - approx. 10 weeks; (Winter Vacation: 2 – 3 weeks end of June to mid-July)

o SEMESTER 2, Term 3 - approx. 10 weeks; (Spring Vacation: 2 weeks Sept-Oct)

o SEMESTER 2, Term 4 - approx. 10 weeks; (Summer Vacation: December and January)

For public holidays in Queensland, please see: https://www.qld.gov.au/recreation/travel/holidays/public.

https://www.qld.gov.au/recreation/travel/holidays/public



WEBSITES FOR FURTHER INFORMATION

Australian Government Department of Education Information for Overseas Students:

o ESOS Student Fact Sheet

o Tuition Protection Service - Overview for International Students

o OSHC factsheet

Department of Home Affairs – Studying in Australia: https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-finder/study

Information for students living in Queensland: http://www.studyqueensland.qld.gov.au/Live

Austrade Living in Australia Guide: https://www.studyinaustralia.gov.au/english/live-in-australia

Queensland Curriculum and Assessment Authority (QCAA) www.qcaa.qld.edu.au

Queensland Events & Cultural Activities: http://www.queensland.com/en-AU/Events

Queensland Weather Forecasts: http://www.bom.gov.au/qld/

Public Transport in South East Queensland: http://translink.com.au/

List of Embassies and Diplomatic Missions in Australia: http://dfat.gov.au/about-us/foreign-embassies/Pages/foreign-embassies-and-consulates-in-australia.aspx

Currency Converter: http://www.xe.com/ucc/full/ OSHC: https://allianzassistancehealth.com.au/en/student-visa-oshc/


https://tps.gov.au/StaticContent/Get/StudentInformation

https://internationaleducation.gov.au/Regulatory-Information/Documents/OSHC%20fact%20sheet%20-%20for%20education%20providers.pdf

https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-finder/study

https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-finder/study

http://www.studyqueensland.qld.edu.au/live/

https://www.studyinaustralia.gov.au/english/live-in-australia

http://www.qcaa.qld.edu.au/

http://www.queensland.com/en-AU/Events

http://www.bom.gov.au/qld/

http://translink.com.au/

http://dfat.gov.au/about-us/foreign-embassies/Pages/foreign-embassies-and-consulates-in-australia.aspx

http://dfat.gov.au/about-us/foreign-embassies/Pages/foreign-embassies-and-consulates-in-australia.aspx

http://www.xe.com/ucc/full/

https://allianzassistancehealth.com.au/en/student-visa-oshc/