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SEO 9 – Application to renew an approval to provide an international
secondary student exchange program in Queensland (Not-for-
Profit)
This form is to be used by NOT-FOR-PROFIT ORGANISATIONS applying to renew an approval to provide an international secondary student exchange (ISSE) program in Queensland.
Schools who wish to seek a renewal of approval for their Sister-school arrangement, please apply via the SEO9 – Renewal of SEO Approval (Schools) form.
Under the Education (Overseas Students) Act 2018 (Qld) [the ‘EOS Act’] applications to renew the approval to offer an ISSE program must be made at least 3 months before the organisation’s
approval expiry date.
The EOS Act requires the Director-General of the Department of Education (or delegate) to make a decision on an application within 6 months of lodgement. If the Director-General or delegate
require further time to consider an application, this time can be extended by mutual agreement.
If you have any queries regarding this application, please contact the International Quality (Schools) Unit on
(07) 3513 6748 or via email at [email protected]
STUDENT EXCHANGE ORGANISATION DETAILS
Legal Entity Name
Trading Name
ABN / ACN
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DECLARATION
By signing the declaration, the person identified below confirms that the information provided in this application is, to the best of their knowledge, true and correct.
Full name
Position
Signature Date
ADDRESS DETAILS
Street Address
Suburb
State Post code
Phone number
Email address
Website
POSTAL ADDRESS
Please tick if Postal Address is the same as the Street Address
Postal Address
Suburb
State Post code
DETAILS OF PRINCIPAL EXECUTIVE OFFICER
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This person assumes responsibility for the organisation’s compliance with legislative requirements in the Education (Overseas Students) Act 2018 [the ‘EOS Act’] and Guidelines for the operation of international secondary student exchange programs in Queensland.
The person identified as the Principal Executive Officer will be the point of contact for any matters pertaining to the SEO’s compliance under the EOS Act.
Please note: A separate SEO 8 - Fit and Proper Person Declaration must be completed by the Principal Executive Officer and included with this application.
Title
First name/s
Surname
Position
Email address
Phone number
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DETAILS OF COMPANY DIRECTORS
Please provide details of the company’s directors.
Note: to advise of additional company directors, please insert as many additional sections as required
1. Full Name
Position
Email address
Phone number
2. Full Name
Position
Email address
Phone number
3. Full Name
Position
Email address
Phone number
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DETAILS OF AUTHORISED PERSONS
The ‘authorised person’ has been approved by the Principal Executive Officer of the organisation to request AASES forms for students participating in a Queensland International Secondary Student Exchange program.
Note: to advise of additional authorised persons, please insert as many additional sections as required
1. Full Name
Position
Email address
Phone number
2. Full Name
Position
Email address
Phone number
3. Full Name
Position
Email address
Phone number
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DETAILS OF PARTNER ORGANISATIONS
Please provide details of the overseas partners involved in the program provision for students.
Note: to advise of additional partner organisations, please insert as many additional sections as required
1. Name of organisation
Address
Country of operation
2. Name of organisation
Address
Country of operation
3. Name of organisation
Address
Country of operation
4. Name of organisation
Address
Country of operation
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EVIDENCE REQUIRED IN SUPPORT OF THIS APPLICATION
Please identify in the tables below the evidence that the organisation is nominating in support of its compliance with:
(a) the Education (Overseas Students) Act 2018 [‘E(OS) Act’]; and
(b) the Guidelines for the operation of international secondary student exchange programs (Qld).
The application must be supported by all documentation referenced by the organisation in this application and must include the required documentation to be provided as per each standard of the Guidelines below.
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Evidence Guide – General requirements
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support that the principal purpose of the SEO’s ISSE program is to provide a broad educational experience for students and to further international / intercultural understanding.
5.1
Evidence to support that the SEO ensures that all in-bound students entering Australia on programs advertised as ‘student exchange’ enter on Subclass 500 Student Visas issued via an AASES form.
Where the SEO also provides visit or cultural programs for young people entering Australia on a visitor visa, the SEO must demonstrate that:
these programs are not promoted or referred to as ‘student exchange’ programs in any way; and
it is made explicitly clear to participants and parents that these programs are not ISSE provided under the EOS Act or the Queensland Guidelines and are not quality assured by the Queensland Registration Authority.
5.2
Evidence to support that the SEO has a process of ensuring reciprocity across its Queensland program.
The documentation must address the process for ensuring that the SEO will send an equal number of students from Queensland as the SEO hosts in Queensland annually.
5.3
Evidence Guide – Governance of SEOs
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support that the SEO operates on a not-for-profit basis and is financially viable with sufficient resources to fulfil its obligations and responsibilities for the duration of the approval, as required by Standard 5.5 of the Guidelines.
5.4
5.5
Evidence to support that the person nominated as the PEO meets the fit and proper person requirements as required by Standard 5.6 of the Guidelines.
This requirement can be satisfied by the submission of the SEO8 - Fit & Proper Person declaration .
5.6
Evidence to support that the SEO has an organisational structure which meets the requirements of Standard 5.7 of the Guidelines.
The evidence should provide details of the SEOs organisational structure and should reference the SEOs third-party arrangements.
5.7
Evidence to support that the SEO ensures that all officers, employees and volunteers with access to student’s personal records either hold a Blue Card, Blue Card exemption or have been undertaken a National Policy Record Check as required by Standard 5.8 of the Guidelines.
5.8
Evidence to support that the SEO provides training for local coordinators and student support staff in relation to the requirements of Standard 5.9 of the Guidelines.
5.9
Evidence to support that the SEO ensures that any third party organisation undertaking the selection of host families of outbound students has a process
5.10
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to adequately screen and select exchange student host families in accordance with the requirements of Standard 5.10 of the Guidelines.
In addition to the documentation referenced in the table above, the submission must also include the following:
A completed ‘Fit & Proper Person’ declaration (SEO 8 Form) for the person designated as the Principal Executive Officer of the SEO
Copies of two (2) current agreements with third party organisations (if applicable)
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Evidence Guide – Administration of student exchange programs
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support that the structure of the SEOs program complies with the requirements of Standard 5.11 of the Guidelines.
The evidence should address how the SEO manages program changes including changes to host families and host schools.
The evidence should also address the SEOs management of interstate transfers.
5.11
Evidence to support that the SEOs student screening process has regard to the requirements of Standard 5.12 of the Guidelines.
The evidence should also include a copy of the information that is provided to potential students, as required by Standard 5.12 of the Guidelines.
5.12
Evidence to support that the SEO ensures that the level of health cover for program participants complies with the requirements of Standard 5.13 of the Guidelines.
5.13
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Evidence Guide – Host families
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support that the SEO has a process for selecting and screening host families for inbound and outbound students that complies with the requirements of Standard 5.14 of the Guidelines.
The evidence should also support that the SEO has a process for the placement of more than one student with a host family, and the placement of exchange students with single adult host parents without children.
5.14
Evidence to support that the SEO has a process to ensure it prevents any conflict of interest in relation to Standard 5.15 of the Guidelines.
5.15
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Evidence Guide – Support and supervision
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support that the SEOs orientation program for students and host families meets the requirements of Standard 5.16 of the Guidelines.
5.16
Evidence to support that the SEO provides support to students and host families that complies with the requirements of Standard 5.17 of the Guidelines.
5.17
Evidence to support that the SEO meets the minimum scheduled contact requirements as per Standard 5.18 of the Guidelines.
5.18
Evidence to support that, where a SEO offers a program participation fee discount, this discount is applied in line with the requirements under Standard 5.19 of the Guidelines.
5.19
In addition to the documentation referenced in the table above, the submission must also include the following:
Copy of the orientation program for students and host families
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Evidence Guide – Host schools
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support the SEOs compliance with enrolment process as required under Standard 5.20 of the Guidelines.
5.20
In addition to the documentation referenced in the table above, the submission must also include the following:
A copy of any program information that is supplied to schools in the host school recruitment process
Evidence Guide – Requirement to notify
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support that the SEO has a process for notifying of any changes to the SEOs governance as required under Standard 5.21 of the Guidelines.
5.21
Evidence to support that the SEO has a process for notifying of any changes to a student’s program as required under Standard 5.22 of the Guidelines.
5.22
Evidence to support that the SEO has a process for notifying of any changes to third party arrangements as required under Standard 5.23 of the Guidelines.
5.23
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Evidence Guide – Confidentiality and information sharing
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Standard 5.24 and Standard 5.25
For noting by SEO – no separate evidence submission required.
Evidence Guide – Protection measures for exchange students
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support that the SEO has policies and procedures to address critical incidents as required under Standard 5.26 of the Guidelines.
5.26
Evidence to support that the SEO’s outbound student program meets the requirements of Standard 5.27 of the Guidelines.
The evidence should include an example of the information about child protection laws that is provided to parents.
5.27
Evidence to support that the SEO’s exchange student safety information to students and parents meets the requirements of Standard 5.28 of the Guidelines.
The evidence should include an example of an inbound student’s and an
5.28
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outbound student’s safety information.
Evidence to support that the SEO’s processes for reporting incidences and allegations of abuse comply with the requirements of Standard 5.29 of the Guidelines.
5.29
Evidence to support that the SEO has a complaints and appeals handling policy and process that meets the requirements of Standard 5.30 of the Guidelines.
5.30
Evidence to support that the SEO has a process for managing the privacy of student information that meets the requirements of Standard 5.31 of the Guidelines.
The evidence should include an example of material used in the:
recruitment of host families placement of inbound students
The evidence should also include the SEO’s social media policy.
5.31
Evidence to support that the SEO has a policy and process for managing the privacy of all program participants that meets the requirements of Standard 5.32 of the Guidelines.
5.32
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Evidence Guide – Program Evaluation
Policies, procedures, records and other documentation required as evidence of compliance with each requirement as listed in the Guidelines
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Document name and page number OR website hyperlink
Evidence to support that the SEO has a process for program evaluation that meets the requirements of Standard 5.33 of the Guidelines.
5.33
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SUBMISSION DETAILS
Please note all applications must be submitted electronically; hard copies of documents will not be accepted.
Please return the completed form, and all attachments, to the International Quality (Schools) Unit via email at:
Please be advised, there is a size limit on this inbox. If your submission is larger than 4MB, you may wish to copy the documentation onto a USB and post it to us at:
International Quality (Schools) UnitPO Box 15033Brisbane City East QLD 4002
If you have any questions regarding this form, please contact us on (07) 3513 6748.
Privacy notice:
The International Quality (Schools) Unit collects ‘personal information’ within the meaning of the Queensland Government Information Privacy Act 2009, which deals with the collection and handling of such information by government agencies.
Information collected on this form is in accordance with the Education (Overseas Students) Act 2018 to assess your application for approval.
Personal information is collected and used to:
process applications ask further questions or request further information enable the International Quality (Schools) Unit to make decisions under the Education (Overseas Students) Act 2018
The type of personal information collected may include:
personal details, including name, postal address, phone number, email enquiries or complaints
Personal information may be disclosed to third party entities if applicable. Examples of these entities are:
The Queensland Minister for Education The Director-General (or delegate) and other relevant areas within the Queensland Department of Education The Australian Government’s Department of Home Affairs International Quality (Schools) Unit staff administering and processing applications and registration amendments
Certain information collected may also be published under the Open Data (data.qld.gov.au) if suitable for release.
In other instances, information collected can be disclosed without further consent where authorised or required by law.
