Education Queensland International (EQI), EQI staff, school staff, Overseas students, EQI homestay providers, parents/Department of Home Affairs (DHA) approved guardians of Overseas students and their agents.
To outline the steps followed to apply, assess applications to enrol, and approve applicants in International Student Programs (ISP) registered courses, as well as to report the necessary information for the safe arrival and collection of Overseas students onshore. This procedure also includes the steps required for the applicant to apply to defer an enrolment prior to arrival, due to compassionate or compelling reasons.
EQI staff assess all applications to enrol in ISP to ensure that academic requirements to enter the program (where applicable) are met. Enrolment is formalised when the applicant accepts an Offer of enrolment and the Confirmation of Enrolment (CoE) is issued, along with the Confirmation of Appropriate Accommodation and Welfare (CAAW) letter (if applicable).
After the CoE has been issued, there may be compassionate and compelling reasons that require an applicant to apply for a deferral of commencement prior to arrival.
EQI and schools must also collect the necessary information for the arrival and reception of Overseas students onshore. This is integral to ensuring Overseas student safety and a positive experience for them on arrival.
In circumstances where arrival detail changes are identified or other emergency assistance is required outside of school hours (before 9.00 am and after 3.00 pm on school days, and 24 hours during weekends, public holidays and school vacations), parents, Overseas students, DHA approved guardians, agents and homestay providers should call 1800 QSTUDY (1800 778 839) to seek emergency over-the-phone assistance, including for Overseas student reception, and transport for the Overseas student on arrival. For further information please refer to theDEi incident management procedure.
Image 1 Process flow chart
Application unsuccessful
Application successful – offer of enrolment
Offer accepted
Offer rejected
Formalisation of enrolment
Request to defer enrolment
Request to defer enrolment refused
Request to defer enrolment approved
Term
Definition
Agent
Education agent registered with EQI to recruit Overseas students for EQI programs.
Applicant
A parent of a prospective Overseas student who is under 18 years of age applying for enrolment in an EQI program.
CAAW letter
Confirmation of Appropriate Accommodation and Welfare (CAAW) confirms that the Registered Education Provider must approve of accommodation, support and general welfare arrangements for student visa holders aged under 18 years who do not intend to live with an immigration approved relative.
CoE
A Confirmation of Enrolment (CoE) is document created in Provider Registration and International Student Management System (PRISMS) by EQI as evidence of an Overseas student’s course and duration of study in a nominated Queensland state school.
Compassionate circumstances
Circumstances that:
Compelling circumstances
Circumstances which, in the opinion of EQI staff or school staff, are in the Overseas student’s best educational interests.
Course
A course registered on CRICOS offered by Department of Education trading as Education Queensland International.
CRICOS
Commonwealth Register of Institutions and Courses for Overseas Students
Department of Education International (DEi)
The international branch of the Department of Education and employees of DEi.
The Department of Education’s trading name is Education Queensland International (EQI).
DHA approved guardian
A parent, legal custodian or relative over the age of 21 years approved by the Department of Home Affairs to be responsible for the Welfare of Overseas students under the age of 18 years.
DoE
Department of Education
Enrolment agreement
A written agreement signed by the Applicant, which includes Standard terms and conditions, an Initial invoice and Statement of fees, signed by the Overseas student as well as parents or legal custodians.
EQI
Education Queensland International
EQI staff
DoE employees working in DEi, trading as EQI.
Homestay
Homestay is accommodation services offered by a family, a couple or a single person where food and shelter and a safe, caring and supportive home environment is provided to an overseas student.
For International Student Programs: Overseas student accommodation arranged by schools for Student Visa 500 holders; where EQI is responsible for the welfare of the student at all times, including outside school hours.
Offer of enrolment
Email package sent to applicant (via education agent if applicable). Package includes the Enrolment agreement (including Standard Terms and Conditions, Statement of fees, Initial invoice) and Payment notification form, school enrolment pack or other school enrolment information and instructions on how to accept the offer.
OneSchool
A comprehensive program to help Queensland State Schools manage key teaching and school administrative activities. Its features cover a wide range of school operations (DoE employees only).
Overseas student
Student in Australia on visa subclass 500 (schools sector) enrolled in an EQI course.
Parent
Natural parent or legal custodian.
School
For International Student Programs: Queensland state schools accredited by EQI to deliver international student programs.
School staff
Employees of schools with responsibilities to support international students. For example – International student coordinator, Homestay Coordinator, Head of Department, Deputy Principal. Accredited Officer (Study tours).
Previous seven years shown. Minor version updates not included.
Nil
International Student ProgramsDepartment of Education InternationalPhone: 1800 316 540 (inside Australia) +61 7 3513 5301 (outside Australia)Email: EQInternational@qed.qld.gov.au
Uncontrolled copy. Refer to the Department of Education Policy and Procedure Register to ensure you have the most current version of this document.
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