Overseas students, visitors and partnerships
Direction and guidance on enrolling overseas students, hosting visitors from overseas and forming international partnerships.
Audience
All NSW Government schools and education support staff.
| Version | Date | Description of changes | Approved by |
|---|---|---|---|
| V01.0.0 | 25/06/2024 |
Under the 2023 Policy and procedure review program, new policy document with consolidated instructions previously provided in Overseas Students and Visitors policy and Visits to NSW Government schools. Updated definitions and hyperlinks. Included:
|
R/Executive Director, Student Support and Specialist Programs |
About the policy
These procedures relate to the Business services policy.
| Term | Definition |
|---|---|
Acceptance Advice for Secondary Exchange Student (AASES) |
Document required to enrol a student through the Secondary Student Exchange Program. |
Australia’s Foreign Relations Act 2020 |
Establishes a scheme for Commonwealth oversight of arrangements between states and territories, and foreign entities. |
Authority to Enrol (ATE) |
Document issued by DE International confirming a student’s eligibility to enrol. It is required for enrolment in the Temporary Residents Program, International Students Program and Study Abroad. |
Confirmation of Appropriate Accommodation and Welfare (CAAW) |
Document issued by DE International for Australian student visa applications. |
DE International |
The department’s international unit. It manages international programs for all overseas students and temporary residents enrolling in a NSW Government school, as well as study tour programs for groups to visit our schools and department facilities. DE International also registers and monitors student exchange organisations and hosts overseas government delegations. DE International is responsible for maintaining the department’s registration on the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) and assists NSW Government schools with international students to meet the requirements of the Education Services for Overseas Students Act 2000 and the National Code of Practice 2018. |
Delegation |
High-level foreign government visitors, such as Ministers, Members of Parliament or Directors General/Secretaries. |
DFAT |
Department of Foreign Affairs and Trade. |
Education agent |
Organisations that support overseas students in their application to NSW Government schools. |
Education Services for Overseas Students Act 2000 (ESOS Act) and the National Code 2018 |
Together these form the federal legislative framework that protects the interests of international students coming to Australia on student visas. The National Code provides consistent standards for the conduct of education providers registered on Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). |
Foreign Arrangements Registration Form |
Department form to be submitted before schools and Education support teams engage with foreign entities for new arrangements, including sister schools. |
Foreign arrangement |
Any agreement, arrangement, contract or understanding with a foreign government entity. |
Foreign government entity |
A national government, state-level department or agency, local government authority or the foreign equivalent. It includes school authorities in other countries. |
International Students Program |
Enrolment of international students holding 500P visas in NSW Government schools for 1 year or longer. Full fees are paid. |
MoU |
Memorandum of understanding. |
Overseas partnership |
A relationship or association with an overseas entity. |
Release letter |
Permission for a student to end their enrolment at a NSW Government school and seek enrolment elsewhere. Only DE International can issue release letters. |
Secondary Student Exchange Program |
Reciprocal program arranged by registered Student Exchange Organisations, through which overseas students enrol in all NSW schools, with a tuition fee waiver for one term to one year. NSW students study overseas under similar conditions. |
Sister school |
Reciprocal arrangement between a NSW Government school and an overseas school. |
Student Exchange Organisation (SEO) |
Schools or not-for-profit organisations registered to operate Secondary Student Exchange in NSW. |
Study Abroad |
Enrolment of international students holding 500P visas in NSW Government schools for one term up to one year. Full fees are paid. |
Study Tours |
Short-term engagements (in person or virtual, from half-a-day to 10 weeks) for groups of students or adults to a NSW Government school and/or department facilities. Program quoted according to customised itinerary and approved fees. |
Temporary Residents Program |
The enrolment of all temporary visa holders in NSW Government schools, except for community detention students, international students holding visa subclass 500P and exchange students. Fees may be payable depending on visa subclass. |
Tour operator |
Organisations that help overseas groups of students, teachers and delegations plan visits to NSW Government schools and department facilities. |
What needs to be done
The department has a range of programs available for overseas students and visitors who wish to study in schools for short-term visits or longer periods. These are managed by DE International.
1. Determine program eligibility and requirements
For overseas students:
- wishing to study in NSW for more than one year (long-term study) – refer to 1.1 International Students Program below
- wishing to study in NSW for 3 to 12 months (short-term study) – refer to 1.2 Study Abroad
- whose parents are travelling to NSW and wish to enrol their child in a NSW Government school – refer to 1.3 Temporary Residents Program
- wanting to participate in a reciprocal program for NSW students and overseas students to study in NSW or overseas – refer to 1.4 Secondary Student Exchange Program (inbound students).
For NSW students wanting to participate in a reciprocal program for NSW students and international students to study in NSW or overseas – refer to 1.5 Secondary Student Exchange Program (outbound students).
1.1 International Students Program
This program is for students wishing to study in NSW for more than one year (long-term study), who will not be a dependant on their parent’s visa.
| Program requirements | Description |
|---|---|
Program description |
For students wishing to study in NSW for more than one year (long-term study), who will not be a dependant on their parent’s visa. Students can study for up to 2 years in a primary school and/or complete their secondary education in a NSW Government school. |
Entry level |
Kindergarten to Year 12. |
Study length |
Minimum one year. |
Visa and immigration requirements |
Student visa (subclass 500P). |
Student application process |
Apply through an education agent registered with DE International. |
Application process
- Schools must complete the DE International Registration Process before enrolling international students.
- Parents apply through education agents or, for some countries, directly through the DE International Online Application Portal.
- DE International assesses the application and, if all requirements are met, including the welfare/accommodation arrangements, issues the Confirmation of Enrolment, which parents use to apply for a student visa.
- Schools receive a request for placement, through the DE International Student Management System, before the student’s enrolment. Schools must not enrol the student without an Authority to Enrol issued by DE International.
- Schools follow the General Enrolment Procedures (PDF 305 KB) when enrolling the international student.
- Schools must comply with obligations stated in the Compliance Summary and refer to the International students handbook for schools for guidance on enrolling and supporting international students.
- Schools count international students in the census for resources and 25% of the international student fee is disbursed to schools to cover the costs of administration and compliance.
1.2 Study Abroad
This program is for students wishing to experience studying in Australia for 3 to 12 months (short-term study) who will not be a dependant on their parent’s visa.
| Program requirements | Description |
|---|---|
Program description |
For students wishing to experience studying in Australia for 3 to 12 months (short-term study) who will not be a dependant on their parent’s visa. |
Entry level |
Years 9 to 11. |
Study length |
One term to one year. |
Visa and immigration requirements |
Student visa (subclass 500P). |
Student application process |
Apply through an education agent registered with DE International. |
Application process
- Schools must complete the DE International Registration Process before enrolling Study Abroad students.
- Parents apply through education agents or directly through the DE International Online Application Portal.
- DE International assesses the application and, if all requirements are met, including the welfare/accommodation options, issues the Confirmation of Enrolment, which parents use to apply for a student visa.
- Schools receive a request for placement from DE International before the student’s enrolment. Schools must not enrol the student without an Authority to Enrol issued by DE International.
- Schools follow the General Enrolment Procedures (PDF 305 KB) when enrolling the international student.
- Schools must comply with obligations stated in the Compliance Summary and refer to the International students handbook for schools for guidance on enrolling and supporting international students.
- Schools count international students in the census for resources and 25% of the international student fee is disbursed to schools to cover the costs of administration and compliance.
1.3 Temporary Residents Program
This program is for overseas parents travelling to Australia who wish to enrol their child in a NSW Government school. Includes students enrolling on temporary visas (excluding the 500P student visa and those in community detention).
| Program requirements | Description |
|---|---|
Program description |
For overseas parents travelling to Australia who wish to enrol their child in a NSW Government school. Includes students enrolling on temporary visas (excluding the 500P student visa and those in community detention). Refer to Enrolment of non-Australian Citizens Procedures and eligibility (PDF 309 KB)and the Temporary Residents Program website for eligibility, requirements and the application process. |
Entry level |
Preschool to Year 12. |
Study length |
Dependent on visa duration. |
Visa and immigration requirements |
Visitor visas and all temporary visa subclass (other than primary holders of student visa subclass 500P). |
Student application process |
Apply through the DE International Online Application Portal. |
1.4 Secondary Student Exchange Program (inbound students)
This is a reciprocal program for NSW students and overseas students to study in NSW or overseas.
| Program requirements | Description |
|---|---|
Program description |
A reciprocal program for NSW students and overseas students to study in NSW or overseas. Students hold a 500P student visa to study from one term up to one year, with a tuition fee waiver based on reciprocity. Only registered Student Exchange Organisations are permitted to offer and run Secondary Student Exchange Programs and must comply with the state (PDF 229 KB) and national guidelines (PDF 411 KB) for secondary student exchange. |
Entry level |
Years 10 to 12. |
Study length |
One term to one year. |
Visa and immigration requirements |
Student visa (subclass 500P). |
Student application process |
Apply through a Student Exchange Organisation registered with DE International. |
Application process
- Student applies to a registered Student Exchange Organisation (SEO).
- SEO contacts the school to request a placement.
- School checks that:
- the request is from a registered SEO
- the program meets the minimum duration of one full school term and is not longer than one year. If a school receives a placement request from an unregistered organisation, or for a duration of less than one school term, the school should advise DE International via studentexchange@det.nsw.edu.au.
- School decides whether to accept or decline the placement request at the discretion of the principal, noting that:
- schools do not require registration with DE International to accept exchange students
- exchange students do not pay tuition fees but must pay for other expenses, such as uniforms and excursions
- schools enrolling exchange students are entitled to include exchange students in the census return so that Commonwealth and state per capita grants are provided.
- SEO applies to DE International for an Acceptance Advice for Secondary Exchange Student (AASES) form.
- DE International checks the school has accepted the placement and the student and program meet the requirements before issuing an AASES form.
- Student applies for a student visa using the AASES form.
- Principal, or their delegate, must sight all 3 of the items below before the student can be enrolled:
- the AASES form with sections A, B and C completed
- the student’s passport
- evidence of a valid Australian student visa (visa notification letter or Visa Entitlement Verification Online (VEVO) check).
- Principal signs Part D of the AASES form and keeps copies of the above documents. If the school does not sight all 3 items listed above, the enrolment should not proceed, and the school should contact the SEO to request this documentation.
- Schools follow the K-12 Enrolment Procedures when enrolling the exchange student.
- School administrator enrols the student in ERN by:
- selecting visa class ‘TU – Class TU (T)’
- then selecting visa subclass ‘500-Exchange student with AASES’
- entering the AASES number and enrolment and cessation dates from Part A of the AASES form.
- School returns the completed AAESS form to the SEO.
- School directs issues related to a student exchange that cannot be dealt with satisfactorily at the school level, to the SEO. If a satisfactory resolution cannot be reached with the SEO, schools should contact DE International via studentexchange@det.nsw.edu.au.
1.5 Secondary Student Exchange Program (outbound students)
A reciprocal program for NSW students and overseas students to study in NSW or overseas.
| Program requirements | Description |
|---|---|
Program description |
A reciprocal program for NSW students and overseas students to study in NSW or overseas. Includes NSW students enrolling in an overseas school on an exchange program organised by a registered Student Exchange Organisation for a minimum period of 10 weeks and up to one year. |
Entry level |
Years 10 to 12. |
Study length |
One term to one year. |
Visa and immigration requirements |
Dependent on the destination country. |
Student application process |
Apply through a Student Exchange Organisation registered with DE International. |
Application process
- School receives requests to promote exchange program to students. Schools check whether the request is from a registered Student Exchange Organisation (SEO) and that the program meets the minimum duration of ten weeks for outbound programs. Schools advise DE International of requests to promote non-compliant programs.
- Student or parent applies to a registered SEO.
- Student applies to their principal for approval to participate in a student exchange program.
- Principals should only approve programs that meet the requirements below:
- the program is offered by a registered SEO
- the period of exchange is at least 10 weeks and no longer than one year.
- Schools keep students participating on an approved exchange program on the school attendance register (roll). Students are not to be marked absent for the duration of their exchange. In marking the attendance register, schools should use the attendance register code B – to indicate ‘The student is absent from the school on official school business’, as per the School Attendance Register Codes. The attendance register (roll) is to note the place and duration of the exchange. Please note that students do not need to apply for exemption.
- A student who is absent due to participation in a student exchange program approved by the school may be eligible for the Record of School Achievement if they meet all requirements for its award.
2. Foreign Relations Act 2020
The Australia’s Foreign Relations (State and Territory Arrangements) Act 2020 requires state and territory government entities to request prior approval from the Minister for Foreign Affairs before engaging with foreign entities for any written arrangement, agreement, contract, understanding or undertaking, including informal communications.
As a state government entity, the department is required to notify the Minister of Foreign Affairs of any existing and intended international arrangements with foreign entities. Schools or directorates wishing to enter, or renew, any agreement, arrangement, contract, or understanding with a foreign government entity, must complete the department’s Foreign Arrangements Registration Form and await approval before entering negotiations.
Examples of arrangements covered by the Act include, but are not limited to:
- sister school agreements
- any arrangements with foreign government schools/entity
- student study tours
- student or staff exchange arrangements
- arrangements with a foreign university
- sponsorship from a foreign government entity.
For advice regarding whether the Act applies to another type of arrangement, please contact DE International via NSWDoE.ForeignRelations@det.nsw.edu.au.
3. Sister schools
A sister-school relationship is a voluntary agreement between 2 schools (or groups or communities of schools) typically separated by distance in respect of geography and/or culture, to engage in cooperative and reciprocal activities for educational benefits of students and staff in participating schools.
Sister-school relationships are formalised through a memorandum of understanding (MoU) that clearly outlines the specific cooperative activities the schools agree to pursue. Examples of activities could include:
- videoconferencing between classes or staff groups
- shared professional learning
- student e-pals
- shared student or class projects on mutually agreed topics
- educational visits between sister schools, involving students and staff. These visits should be no longer than 3 weeks and the intended frequency should be stated in the MoU.
Individual schools are responsible for any costs associated with sister-school activities and the MoU should cover this responsibility. Sister-school relationships must not include commercial gain for any school, student or staff member, exchange of monetary donations or monetary gifts.
3.1 Establishing a sister-school agreement
Schools wanting to become part of a sister-school arrangement must follow the process outlined below.
- School finds an overseas school with which they want to collaborate.
- Principal submits the Foreign Arrangements Registration Form to seek approval to enter a foreign agreement.
- DE International registers the department’s intention to negotiate a foreign arrangement with the Department of Foreign Affairs Trade (DFAT) and advises school of next steps.
- Principal negotiates agreement (once approval is received), using the department’s sample MoU (DOCX 45 KB) for establishing a sister school relationship.
- Principal submits draft agreement for approval (if required at step 3).
- DE International submits draft agreement to DFAT and advises principal once approved (if required at step 3).
- School signs agreement with sister school and submits signed agreement to DE International.
3.2 Organising sister school visits
There are a range of responsibilities for principals when organising a visit to a sister school or hosting a visit. These are outlined below.
Principals organising a visit to and/or hosting a visit from a sister school are responsible for ensuring:
- compliance with the Excursions policy
- appropriate risk management procedures are in place for student and staff health, safety and wellbeing
- appropriate homestay or other accommodation is organised in line with department policies
- compliance with NSW child protection legislation
- appropriate levels of adult supervision
- travel insurance is obtained for all travellers
- transport arrangements are in place
- visits do not exceed 3 weeks.
Where sister-school relationships include visits from the overseas school, the MoU should specify the reciprocal nature of the visits and a commitment to establishing a balanced program of visits and other activities.
Where the sister-school relationship includes mostly hosting the overseas school, then the visit by the overseas group should be arranged as a Study Tour through DE International (refer to 4.1 Hosting Study Tours).
4. Hosting international visitors and groups
Schools and education support units must ensure that international visitors and groups are managed in line with the relevant category below.
4.1 Hosting Study Tours
Study Tours are commercial arrangements where schools are paid to host visits. Programs are arranged for groups of students or adults who visit schools, department facilities (including Environmental Education Centres) and/or Education Support teams within the department, for periods of half a day and up to one term for educational or cultural purposes. Study tour programs include professional development tours for visiting groups of teachers, school staff and foreign government officials.
Schools are required to organise Study Tours through DE International, as follows.
- DE International registers study tour operators and ensures they meet all requirements, including those for child protection and insurance cover.
- School should refer to DE International all enquiries and requests for study tours, including from agents, schools, local councils, Scouts or YMCA. DE International’s guidelines and requirements minimise risks to schools in all aspects of program operation.
- DE International advises groups how to apply for Study Tours (including liaising with tour operators or overseas schools/government offices).
- Study Tour operator designs program, recruits group and receives quote from DE International.
- DE International sends requests to schools via the principal once the tour operator books a tour.
- School liaises with the tour operator to arrange the detailed program (after confirmation of placement has been received).
- School hosts the visit. Students on study tours hold tourist visas and do not enrol in the school.
- DE International disburses funding to schools, which is generally around 80% of the study tour fees.
Refer to Study Tours – Information for school staff for additional information.
Visits by overseas groups covered by an existing MoU between the department and an overseas Ministry or Education Authority are generally not considered study tours under this policy.
4.2 Hosting international delegations
These include visits or meetings involving a high-level foreign government official, such as Ministers.
Schools need to organise international delegations through DE International, as follows. Delegation visits are arranged free of charge.
- Schools and education support teams refer initial enquiries regarding visits by overseas groups to DE International.
- DE International assesses whether the group meets the requirements for a delegation visit. Groups that do not meet the requirements are referred to the Study Tours team.
- DE International advises the leader of the delegation to write (on letterhead) to the Secretary, to introduce the delegation and advise that they wish to visit. The letter should also include a list of the delegation members and their position titles, the dates of the proposed visit and an outline of the focus areas for their visit.
- The Secretary may delegate coordination of delegation visits to DE International.
4.3 Hosting other visitors
International volunteers, international interns, international teachers on practicum and language assistant teachers from overseas may express an interest in visiting NSW Government schools.
Principals who wish to host overseas visits by other visitors must follow the process outlined below.
- Check that either of the following applies:
- the visitor is covered by an MoU signed by the NSW Department of Education and an overseas education department or Ministry
- the organiser is registered with DE International to conduct the activity as an education agent or tour operator.
- Seek approval from the Director, Educational Leadership.
- Advise the visitor that no accreditation with NSW Education Standards Association is required.
- Seek evidence that the visitor complies with NSW child protection legislation and has a Working with Children Check or its equivalent from their home country.
- Sight documentation from visitors entering Australia to confirm they are on the appropriate visa and they comply with the visa requirements under the Department of Home Affairs legislation.
Supporting tools, resources and related information
- Come study in Sydney
- Sample MOU for a Sister-School Agreement (DOCX 45 KB)
- International Students Handbook for Schools
- National Guidelines for the Operation of International Secondary Student Exchange Programs in Australia (PDF 411 KB)
- Guidelines for the Operation of Secondary Student Exchange Program in NSW (PDF 229 KB)
Policy contact
1300 300 229 (Option 2) / 0439 542 231
Nswdoe.foreignrelations@det.nsw.edu.au
The Chief Education Officer, DE International monitors the implementation of this procedure, regularly reviews its contents to ensure relevance and accuracy, and updates it as needed.