Student orientation - subclass 500 (schools) visa procedure

Audience

Agents, Education Queensland International (EQI), EQI staff, overseas students, school staff, parents/Department of Home Affairs (DHA) approved guardians.

Purpose

This procedure outlines the roles and responsibilities of EQI and schools when welcoming overseas students prior to, upon arrival and continued through their study to support the adjustment required for student success.

Overview

Overseas student orientation starts prior to arriving in Queensland to study at an EQI accredited school. School staff are responsible for developing and distributing orientation information that is age and culturally appropriate to support the wellbeing and academic success of overseas students.

EQI informs schools of the essential information to be conveyed to overseas students and parents when developing school-specific orientation programs. Orientation templates are developed by EQI and maintained by school staff to continue to support overseas students as they integrate and transition into study and life in Queensland. Orientation materials and practices are reviewed regularly to ensure currency, accuracy and effectiveness of delivery.

For information about overseas student enrolment processes, refer to the Enrolment procedure.

This procedure should be read in conjunction with the Student management procedure.

This procedure aligns with Standards 5 and 6 of the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code).

Responsibilities

Agent

• liaise with EQI and school staff to assist in the delivery of pre-arrival information to overseas students and parents.

Parent

• read and understand pre-arrival information provided by EQI and school staff
• participate in the arrival orientation program provided by school staff, if required.

Overseas student

• read and understand orientation information provided by EQI and school staff
• participate in orientation program provided by school staff.

EQI staff

• develop orientation templates
• ensure the accuracy, relevancy and availability of pre-arrival and orientation information
• provide ongoing support to schools in the development and delivery of the orientation program
• approve the publication of pre-arrival information on the EQI website.

School staff

• ensure links to essential information regarding school policy and procedures and non-tuition fees are available on the international tab of the school website
• develop and coordinate the delivery of pre-arrival and arrival (orientation) information and materials for overseas students
• review and update orientation information, ensuring relevance and accuracy as well as the ease-of-use
• provide ongoing support to overseas students and parents to adjust to study and life in Queensland
• maintain accurate and up-to-date orientation information and records.

School principal (or delegate)

• meet overseas students and parents/DHA approved guardians and welcome to the school
• approve the orientation program and orientation handbook
• oversee the ongoing support provided to overseas students to adjust to study and life in Queensland.

Process

Image 1 : Flowchart - Student orientation process

1. Pre-arrival

• EQI staff ensure pre-arrival information is relevant, accurate and available to the general public on the EQI website and the Your Passport to Queensland mobile application, including (but not limited to):
  • welcome
  • about Queensland and arriving in Queensland
  • communicating
  • schooling in Queensland
  • homestay
  • 1800 QSTUDY
  • Queensland Curriculum and Assessment Authority (QCAA) information
  • Australian Tertiary Admissions Rank (ATAR) information.
• EQI staff provide pre-arrival information to the overseas student, via their parent/agent, once an enrolment has been confirmed.
• School staff prepare for overseas student arrival:
  • ensure that the school’s code of conduct refers to the ISP Terms and Conditions and that students are to always abide by these standards (including the homestay, if applicable)
  • update templates developed by EQI
  • develop and maintain pre-arrival information
  • ensure relevant information is available on the international tab of the school website as per the International Student Programs (ISP) school website checklist (DoE employees only)
  • issue the pre-arrival information for their school to overseas student/parent/agent prior to overseas student arrival.

2. Arrival

• School staff refer to ISP student orientation checklist and International student handbook high school and primary school templates (DoE employees only) to assist preparation of age and culturally appropriate overseas student/parent arrival orientation program and orientation handbook that includes (but is not limited to):
  • introduction to the school
  • introduction to EQI, ISP
  • school contact details including international student support staff
  • student visa conditions 
  • support services and school staff available to assist overseas students
  • how to seek help and report incidents which occur at school and outside school
  • orientation to local area
  • Overseas Student Health Cover (OSHC)
  • Student code of conduct
  • student behaviour expectations
    • compliancy with the school’s code of conduct and the ISP Terms and Conditions
    • student misconduct or unsatisfactory behaviour (for example, while at school and/or in homestay, if applicable) will be managed as per the Student management procedure - see unsatisfactory behaviour section
  • homestay, if required
  • safety, awareness and actions that overseas students can take to enhance their personal security and safety (for example, water safety, beach and sun safety, personal wellbeing, safety with adults).
• School staff and principal meet overseas student and parent/DHA approved guardian and welcomes to the school.
• School staff commence the delivery of orientation to overseas student, parent and DHA approved guardian on the first day of attendance at school and continues to deliver orientation as per the ISP student orientation checklist (DoE employees only).
• School staff maintain up-to-date records by completing the ISP student orientation checklist (DoE employees only).

3. Ongoing

• EQI staff provide advice to overseas student regarding ongoing orientation queries.
• School staff deliver a follow-up orientation session with overseas student within the first two months of program as per the ISP student orientation checklist (DoE employees only).
• School staff communicate with overseas student on an ongoing basis regarding their wellbeing and adjustment to study and life in Queensland as per the:
  • Student management procedure for student behaviour/wellbeing and variations to enrolment
  • DEi student homestay placement procedure for new, changing and emergency homestay placements
  • DEi homestay provider management procedure for monitoring homestay arrangements including behaviour, wellbeing and placement concerns
  • Attendance procedure for monitoring and intervening as per the visa requirements
  • Course progress procedure for monitoring and intervening as per the visa requirements
  • DEi incident management procedure if an incident occurs outside school hours.

4. Review

• EQI staff ensure pre-arrival information is up-to-date and relevant and notifies school staff of any changes when conducting regular reviews of:
  • EQI website information
  • Your Passport to Queensland mobile application
  • ISP student orientation checklist (DoE employees only)
• EQI staff provide appropriate advice and support to schools when required.
• School staff review orientation materials, at least annually, to ensure accuracy and relevancy and provides to school principal for approval.
• School staff update relevant information as advised through communications and training from EQI.
• School principal (or delegate) approves or requests amendments to orientation materials.
• School staff implement approved changes to orientation materials

Definitions

Legislation

• Child Employment Act 2006 (Qld) 
• Education Services for Overseas Students Act 2000 (Cwlth) 
• National Code of Practice for Providers of Education and Training to Overseas Students 2018 – Factsheets  

Delegations/Authorisations

• Nil

Other resources

• Preparation and arrival – EQI pre-arrival information 
• Child and Youth Risk Management Strategy 
• EQI - ISP Team Site (DoE employees only)
• Get Ready Queensland 
• ISP standard terms and conditions 
• Online safety 
• Overseas student health cover 
• PRISMS user guide 
• Student protection procedure
• Student visa conditions

Superseded versions

Previous seven years shown. Minor version updates not included.

2.0 Student orientation – subclass 500 (schools) visa procedure