Standard 4 - Education Agents

Agent Appointment Procedure

Policy Code: CG1440

Purpose

Federation University Australia’s agents are often the first point of contact between prospective students and the Australian international education industry. Their activities and ethics are important to Australia’s reputation as a desirable destination for students. The University is therefore committed to only appointing agents who will act ethically and appropriately.

Scope

This Procedure applies to:

  • Agents of the University; and
  • Staff of the University involved in the recruitment, accreditation and monitoring of agents for the University.

Definitions

Agent: An accredited person or organisation with the authority to promote the University's programs and services to students or intending students in nominated regions.
Agent Agreement: The agreement between the University and the agent including the schedules.
CRICOS: Commonwealth Register of Institutions and Courses for Overseas Students.
CUP: Centre University Partnerships
ESOS Act: Education Services for Overseas Students Act 2000 of the Commonwealth of Australia.
ESOS Regulations: Education Services for Overseas Students Act 2000 of the Commonwealth of Australia.
National Code: National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students.
Prospective Student: A person who intends to become, or who has taken any steps towards becoming, a student, an 'overseas student' or 'intending overseas student' as defined by the ESOS Act.
Relevant Legislation:

The ESOS Act 2000 (Cth);

The ESOS Regulations 2001 (Cth);

The Migration Act 1958 (Cth);

The Migration Regulations 1994 (Cth);

The National Code; and

Any other legislation or regulations relevant to governing the provision of education to overseas students in Australia.

Prospective Agent: An accredited person or organisation who wishes to have the authority to promote the University's programs and services to students or intending students in nominated regions.
Student: A person who holds an Australian Student Visa and is an 'overseas student' as defined by the ESOS Act.

Actions

Agent Appointment Process

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Approved Agent Application Form sent to prospective agent. CUP  
2. Completed form with documentation required attached and returned to University. Prospective Agent  
3. If determined to be suitable to appoint, contact referees for completion of Agent Reference Check. CUP

Must receive a minimum of three referees in order to appoint (where provided).

In cases where referees refuse to complete the Agent Reference Check in writing or referees are unable to complete (i.e. travelling, policy of institute) there are two options:

  1. CUP to telephone referee and complete the form on their behalf with verification signature from CUP.
  2. CUP to provide supporting statement documenting reasons why the agent was appointed (i.e. office visit, recommendation from third party provider).
4. Once Agent Reference Check has been completed reassess to determine if suitable to appoint. CUP  
5. Complete Agent Agreement. CUP Available from CUP or Legal Office.
6. Complete Request for Legal Services form. CUP Located on Legal Office wepage of University website.
7. Send Request for Legal Services and Agent Agreement to the Legal Office for review. CUP  
8. Agent agreement approved. Legal Office Legal will also check ABN.
9. Two copies of Agent Agreement sent to Head Office of Agent. CUP Can use a courier service.
10. Agent returns two signed original copies of agreement. Prospective Agent  
11. Two original copies to be signed by Vice-Chancellor or nominee. Legal Office  
12. One countersigned copy retained in Legal Office and one countersigned copy returned to CUP to return to the Agent together with Certificate of Representation/s. Legal Office and CUP Can use a courier service.
13. Details of Agent updated on various CUP databases/spreadsheets (refer to In-File Agent Checklist). CUP Save all updates in L: Drive file.

Responsibilities

  • Co-ordinator, International Student Recruitment.

Associated Documents

Forms

Records Management

Title Location Responsible Officer Minimum Retention Period
In-File Agent Checklist CUP Co-ordinator, International Student Recruitment  
Agent Agreement
(Available from CUP)
CUP Co-ordinator, International Student Recruitment

7 years after contract has expired.

Approved Agent Application Form CUP Co-ordinator, International Student Recruitment  
Agent Reference Check CUP Co-ordinator, International Student Recruitment  

Implementation

The Agent Appointment Procedure will be implemented throughout the University via:

  1. An Announcement Notice under ‘FedNews’ on the ‘FedUni’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure;
  2. Inclusion on the University's online Policy Library; and
  3. An email alert to all Agents to inform them of the update.