International Student Program - Quality Standards, School Self-Assessment Kit

International Student Program - Quality Standards, School Self- Assessment Kit Quality Standards for Victorian Government Schools International Student Program School Self Assessment Kit

This document is an electronic form. You can fill it out and save it just like a normal Microsoft Word document. This form can only be filled out using a computer.

Some text in the document is locked and cannot be altered. Areas shaded in grey indicate where you can enter text or select a check box. You can practice using the examples below. eg: Free text field: Check box: Completing the documentation: School………………………………………………

Step 1 Open and save the Self Assessment Kit as a word document.

Step 2 The Principal or International Student Coordinator (ISC) should complete the self assessment and save the document.

Step 3 The ISC should forward the completed document to the Principal or Acting Principal (if the self assessment it has been completed by the ISC). The Principal should forward the finished document together with any additional Step 4 comments to [email protected] Please enter “Self Assessment Kit - ” in the subject box of the email, e.g. Self Assessment Kit – Riverside SC

CONFIDENTIALITY This self assessment kit is designed to help your school and the IED implement the Quality Standards. Results will be available only to the IED Management Team and individual school results will remain confidential.

If you have any queries in relation to the Quality Standards please contact the PPSSU on 9637 3258 or by email on [email protected] International Student Program - Quality Standards, School Self- Assessment Kit

This is an electronic form. You must use Microsoft Word to fill it out.

Quality Standard: For this Quality Standard our school is:

Management of education agents Fully compliant (School meets this Quality Standard - no comment Outcome required)

Schools have effective monitoring processes that use a range of strategies to provide information to the IED regarding the integrity of agents. Partially compliant Which elements of this standard are you Performance Indicators currently not compliant with? (please describe)

Schools only deal with IED accredited agents and do not enter into any financial arrangements with agents. What steps are you taking to achieve full compliance? (please describe) Where applicable schools are invited to provide feedback to the IED regarding:  Level of quality and services agents provide What additional assistance or resources from  Feedback received from parents, the International Education Division do you students or other sources related to require, if any? agents’ performance (please describe)  Quality of students.

Not compliant (please provide details)

Not applicable (Where the Standard does not apply e.g. school does not actively recruit via agents) International Student Program - Quality Standards, School Self- Assessment Kit

This is an electronic form. You must use Microsoft Word to fill it out. Quality Standard: For this Quality Standard our school is:

Marketing information Fully compliant (School meets this Quality Standard - no comment Outcome required)

School marketing information is school specific, accurate, current, timely, of high quality and easily accessed by students, parents and agents. Partially compliant School marketing information complies with Which elements of this standard are you DEECD Corporate Visual Identity Guidelines. currently not compliant with? (please describe)

Performance Indicators What steps are you taking to achieve full Schools have a website that: compliance? (please describe)  Demonstrates commitment to the International Student Program and to cultural awareness  Contains key contact details; as a What additional assistance or resources from minimum, the name and email contact the International Education Division do you of ISC and school administration email require, if any? and telephone number (please describe)  Describes support services available to international students  Outlines school facilities and local area information  States the provider name (Department of Education and Early Childhood Development) and the CRICOS Not compliant (please provide details) Provider Code: 00861K.

Other marketing materials will promote the excellence of the Victorian education system in Not applicable (Where the Standard does not addition to individual school performance and include the Department of Education and Early apply e.g. school does not actively promote their Childhood Development as the provider name and program) CRICOS Provider Code: 00861K. International Student Program - Quality Standards, School Self- Assessment Kit

Quality Standard: Provide details regarding airport reception or transfer to school arranged Acceptance, pre-arrival and arrival homestay including local transfers from a homestay arranged by a private English language provider Outcome

Schools assess the suitability of applicants and Have a pool of registered staff members notify the IED to issue Letters of Offer on their available to perform airport reception or behalf. transfer to school arranged homestay as part of their contingency Schools have appropriate arrangements pre-arrival and arrival arrangements for students. Must not use private transport service providers unless in an emergency and with the knowledge of the IED.

Performance Indicators When undertaking airport reception, schools:  Ensure that a school representative is Schools assess each application to confirm the contactable at all times by the ISRU suitability of the applicant and proposed study  Use a sign featuring the school logo plan, including determining their English language and student's name upon arrival and academic suitability.  Check passports to confirm student identity and provide identification of self Schools are contactable year round to respond to requests to place prospective international  Provide a phone card, or arrange a students, consider change requests and provide supervised call, for student to ring homestay and airport reception details. home and advise parents of their arrival Schools:  Provide the student with an emergency Have on call two 24 hour transferable card listing the mobile phone number school mobile numbers, dedicated to of the ISC and PCO the international student program for  If applicable, provide the homestay the ISRU, homestay host and student host with an emergency card listing the to contact mobile phone number of the ISC and Notify the PPSSU of any changes in PCO PCOs, ISCs and staff relevant to the  Assist with luggage and transport to schools International Student Program school and/or homestay. Notify the ISRU when holiday contact details change. Schools enter student details on CASES21, including visa and homestay details within 5 Schools who accept welfare responsibility for working days from the commencement of study. students: Are prepared to greet and settle potential Schools must inform the PPSSU if student has not arrivals up to 7 days prior to scheduled arrived as scheduled. course commencement dates Provide homestay details directly to the representative education agent or direct to the parent and student no later than 3 weeks prior to scheduled course commencement dates Provide homestay details to the ISRU no later than 3 weeks prior to scheduled course commencement dates International Student Program - Quality Standards, School Self- Assessment Kit

For this Quality Standard our school is:

Fully compliant (School meets this Quality Standard - no comment required)

Partially compliant Which elements of this standard are you currently not compliant with? (please describe)

What steps are you taking to achieve full compliance? (please describe)

What additional assistance or resources from the International Education Division do you require, if any? (please describe)

Not applicable (Where the Standard does not apply e.g. no students in homestay etc) International Student Program - Quality Standards, School Self- Assessment Kit

Orientation Fully compliant (School meets this Quality Standard - no comment Outcome required)

Schools deliver an ongoing orientation program that provides students with information to help them adjust to living and studying in Victoria. Partially compliant Which elements of this standard are you currently not compliant with? (please describe) Performance Indicators

As part of the orientation process students receive comprehensive documentation which is easily What steps are you taking to achieve full understood and includes information regarding: compliance? (please describe)

 The school and its academic programs  General support services and special programs What additional assistance or resources from  Student Code of Conduct  Visa conditions (translated) the International Education Division do you  Accommodation arrangements require, if any?  Homestay guidelines, where applicable (please describe)  General health care and personal safety  Local area including shops and services  Transport between school and homestay  Dispute resolution procedures  Key policies (translated) Not compliant (please provide details)

Schools use an orientation program checklist to ensure they complete all of their respective responsibilities. Not applicable (Where the Standard does not apply e.g. no students in homestay etc) Schools also use an orientation program checklist as evidence that visa conditions, school rules and key policies have been read and understood by the student.

*International Division has translated visa conditions into most major languages International Student Program - Quality Standards, School Self- Assessment Kit

Student involvement in English Fully compliant Language School / Centre (ELS/C) (School meets this Quality Standard - no comment Programs required)

Outcome

Schools provide students with appropriate support Partially compliant during their 20-week intensive English language Which elements of this standard are you program. currently not compliant with? (please describe)

Performance Indicators What steps are you taking to achieve full compliance? (please describe) Schools support students whilst they are in the Victorian Government ELS/C. This includes:

 Participation of students in the host school orientation program What additional assistance or resources from  Assistance by the host school with enrolment and orientation at the ELS/C the International Education Division do you require, if any?  Contact with students once per term to (please describe) ascertain academic progress and personal acclimatisation  The host school contacting the ELS/C monthly to ascertain the students’ academic progress and personal acclimatisation  Inviting students to participate in host school events (where applicable) Not compliant (please provide details)

Schools establish contact with the student prior to the commencement of study at the host school (including contacting students who are attending Not applicable (Where the Standard does not private ELC’s.) apply e.g. no students in ELC) International Student Program - Quality Standards, School Self- Assessment Kit

This is an electronic form. You must use Microsoft Word to fill it out. Quality Standard:  Record incidents of misbehaviour that Record keeping are in breach of the School Code of Conduct Outcome  Have a staged strategy to escalate student review when attendance: Accurate information is kept about the student.  falls to 90% (individual counselling with reference to school contract, parents informed) Performance Indicators  falls below 90% (Principal counselling, involvement of Schools record current contact details (telephone homestay hosts and parents, numbers, addresses and email addresses) of the: school contract and notification to  Student PPSSU)  Homestay host  falls to 85% (PPSSU counselling  Relative (where student is living with and contract) them), and  Parents(including home address in students native language) For this Quality Standard our school is: In order to be compliant with ESOS legislation, an international student’s file must also contain the Fully compliant following information: (School meets this Quality Standard - no comment  Student’s personal details required)  Copies of student’s current visa and passport  Student’s current residential address.  School reports/records of academic performance (may be held Partially compliant electronically). Which elements of this standard are you  Attendance records (may be held currently not compliant with? (please describe) electronically).  Application form  Requests for transfer and requests for deferment of study What steps are you taking to achieve full  Records of variations to student compliance? (please describe) enrolment  Proof of current student health cover policy  Copies of invoices provided to the school What additional assistance or resources from the International Education Division do you To monitor students’ progress, schools: require, if any?  Review student attendance every (please describe) fortnight

 Review students’ course progress and course duration (at a minimum) at the end of each term  Take appropriate action when student is at risk of not meeting course Not compliant (please provide details) requirements. International Student Program - Quality Standards, School Self- Assessment Kit

This is an electronic form. You must use Microsoft Word to fill it out. Not applicable International Student Program - Quality Standards, School Self- Assessment Kit

This is an electronic form. You must use Microsoft Word to fill it out. Quality Standard: For this Quality Standard our school is: Reporting to parents Fully compliant (School meets this Quality Standard - no comment Outcome required)

Schools regularly report student progress and welfare to parents. Partially compliant Which elements of this standard are you Performance Indicators currently not compliant with? (please describe)

Host schools:  Provide translated school reports in parents' preferred language each What steps are you taking to achieve full semester compliance? (please describe)  Keep parents informed of any significant or serious events involving their child.  Provide periodic feedback on student What additional assistance or resources from welfare, achievements and the International Education Division do you extracurricular activities. require, if any? (please describe)

This is an electronic form. You must use Microsoft Word to fill it out. Quality Standard: Accommodation arrangements  Invite the homestay host to school events and activities Outcome  Involve the homestay host in monitoring the student’s attendance and academic performance Schools demonstrate due diligence in the selection and monitoring of homestay arrangements  Undertake an annual appraisal of (including all accommodation arrangements that homestay hosts, including a do not include a parent). confidential discussion with the student. Schools maintain an adequate number of high To keep records of homestay arrangements, quality homestay hosts with reference to the schools keep confidential records on: number of proposed students each year.  Number of students in each homestay (schools must not place more than Schools select homestay hosts with reference to a three students in the one homestay, set of clear criteria and student needs, regardless of provider.) expectations and preferences.  Number of students changing homestay Schools have capacity to provide alternative /  Issues and problems with homestay emergency accommodation arrangements if required. Schools have a registered pool of staff that can provide temporary accommodation to students in the event of an emergency. Performance Indicators The school develops and has the school council Schools actively seek host families to ensure there endorse a homestay policy that is consistent with are sufficient homestay providers on the school PPSSU guidelines. register to support the proposed number of students.

To select and approve the homestay host, schools:  Have a checklist to help with the site visit before approval of the homestay host  Have a set of structured interview questions to ask the homestay host  Have proof of Working With Children Checks (WWCC) for all persons over 18 years of age living in the house  Ensure all relevant parties sign the Homestay Responsibility Agreement  Include host in the homestay register with the documentation from the site visit  Provide details of the homestay to parents/agent and ISRU as soon as placement is confirmed using the Homestay Information Sheet.

To monitor the homestay hosts, schools:  Visit the student at the homestay each semester International Student Program - Quality Standards, School Self- Assessment Kit

This is an electronic form. You must use Microsoft Word to fill it out. Quality Standard: For this Quality Standard our school is: Care and welfare arrangements Fully compliant Outcome (School meets this Quality Standard - no comment required) Schools have adequate care and welfare arrangements for international students to ensure their physical safety and emotional wellbeing. Partially compliant Which elements of this standard are you Performance Indicators currently not compliant with? (please describe)

Schools clearly identify a representative for welfare related issues and care arrangements such as an International Student Co-ordinator (ISC). What steps are you taking to achieve full compliance? (please describe) Schools clearly identify the principal class officer (PCO), as the key contact person for the management of critical incidents and student emergencies What additional assistance or resources from Schools ensure care arrangements are ongoing for the International Education Division do you students who stay in Victoria during school require, if any? holidays. (please describe)

Schools provide:  Name and mobile phone number of school staff to contact after hours in case of emergency  Access to careers counselling  Year 10 and 11 students with advice Not compliant (please provide details) on VCE course selection  Year 12 students with advice on tertiary and other educational pathways. Not applicable Schools also provide additional support relating to:  Extra-curricular activities  Health related issues  Cultural awareness programs  Counselling  Legal rights and responsibilities  Personal safety. International Student Program - Quality Standards, School Self- Assessment Kit

Quality Standard:  Academic and school program. Program provision and school level reporting This information should be used to inform schools Outcome of areas for improvement. The International program is an integral feature of The school’s International Program adopts the ISP the school’s strategic plan and is part of the School Quality Assurance Framework’s guiding principles Accountability and Improvement Framework. which demonstrate: High ethical standards – by ensuring all Schools actively manage the future of the program parties commit to accuracy, honesty and by: timeliness, accept their responsibilities and  Undertaking an annual self- operate with a view to the best interest of assessment of their program informed students at all times by the school’s own internal performance measures such as Excellent client services – by showing surveys, focus groups, meetings with cultural sensitivity and efficient procedures and students, SRC feedback, etc. systems  Publishing an annual Business Plan as Commitment to accountability – by part of the Accountability Framework, providing high quality information to outlining how it will meet the guiding demonstrate the quality of Victoria’s principles of the Quality Assurance international student program Framework High level of care – by ensuring that all  Reporting to the school council on the students enjoy a safe and supportive program, including feedback on survey international experience for the duration of results and future direction of the their time in Victoria program.

Building relationships – by implementing Schools adequately resource and support the regular and open communication across all program by: levels of the program and sustaining contact  Employing an equivalent full time ISC with students beyond the initial experience once the number of international Strengthening capacity – by implementing student enrolments reaches 15 strategies across all levels of the program to students (pro rata up to 15) ensure that the program delivers high quality  Providing a separate and discreet outcomes and continues to improve. budget for the international program based on the number of international Schools meet the performance monitoring and student enrolments. reporting arrangements of the Quality Assurance  Schools support ISCs to undertake the Framework, which aligns with the School ISC Professional Learning Program. Accountability and Improvement Framework.

Performance Indicators

Schools develop processes for student feedback on the level and quality of:  Care and welfare arrangements  School services and support  Accommodation and homestay arrangements  Orientation program International Student Program - Quality Standards, School Self- Assessment Kit

Not applicable (Where the Standard does not apply e.g. school is not actively expanding its program) International Student Program - Quality Standards, School Self- Assessment Kit

This is an electronic form. You must use Microsoft Word to fill it out. Quality Standard: For this Quality Standard our school is: Departure and post placement Fully compliant Outcome (School meets this Quality Standard - no comment required) Schools provide program completion and transition support and advice to students.

Partially compliant Performance Indicators Which elements of this standard are you currently not compliant with? (please describe) Schools provide support, information and material that meets the needs of students exiting the program including information on:  Education and career pathways What steps are you taking to achieve full  Returning home strategies. compliance? (please describe)

Schools ensure that they have evidence of counselling students who choose to return home early. What additional assistance or resources from the International Education Division do you require, if any? (please describe)

Not applicable

Thank you for completing the Self Assessment Kit.

Self Assessment Kits are to be returned by email to Michael Gavrilidis at [email protected]