Information for school staff

Coronavirus (COVID-19) symptoms

The symptoms to watch out for are:

• fever
  
• chills or sweats
• cough
• sore throat
• shortness of breath
• runny nose
• loss of sense of smell.

For step by step advice from the Victorian Government on what do to if you are getting tested or waiting for results, see: Getting tested.

Emergencies / severe symptoms

If the student or anyone in the household is experiencing severe symptoms, such as shortness of breath, follow the below steps:

• Step 1: call 000 and request an ambulance
• Step 2: inform the ambulance officers of the person’s symptoms
• Step 3: follow the advice of the emergency professionals.
  

Testing

Please refer to the Victorian Government coronavirus (COVID-19) website for the latest information about where to get tested, as pop-up testing sites may change. Alternatively, call the 24-hour hotline 1800 675 398 or your local doctor.

The coronavirus (COVID-19) test is free for everyone. This includes people without a Medicare card, such as visitors from overseas, migrant workers and asylum seekers. The testing clinic does not need to know the visa status. It's important to remember that testing and results will not impact visa status.

If students have symptoms, they can receive a free coronavirus (COVID-19) test from testing sites. This does not include general practice (GP) clinics.

Students must bring a form of identification and contact details with them to the testing clinic, i.e. passport, transport concession card or student ID. 

Travelling to get tested

Students and their homestay families must put on a face covering (i.e. a mask) when they leave home to have a student tested. This will help prevent spreading the infection to others.

If homestays or schools are escorting a homestay student to get tested, it is recommended that the unwell student sits in the rear seat of the car. Schools and homestay providers need to assess whether a student is mature enough to undertake the test independently. In most cases, students should be accompanied as they may find the experience confronting and will need support. For urgent transportation, see the 'Emergency and severe symptoms' above. 

Waiting for results

Students must return to their home/homestay immediately after the test and isolate. They must stay at home and not go to school, work or go out shopping. Results are usually returned within 2 days.

Guidance is available on isolation and quarantine requirements including specific guidance on how to care for someone during the period of isolation or quarantine, see: What to do if you have COVID-19.

Managing a suspected or confirmed case

The Department of Education and Training has comprehensive procedures in place with the Department of Health (DH) to manage suspected or confirmed cases of coronavirus (COVID-19) in schools. For further information on managing a suspected or confirmed case of COVID-19 at your school, see: School Operations Guide.

Medical attention for international students

Homestay students' medical attention, in response to their positive test result, can be initiated by the school Principal, International Student Coordinator or homestay family. Students are required to be accompanied for any medical assessment (if they are not able to do so individually) and the homestay family is requested to maintain communication with school staff.

Local doctor assessment

If schools have an international student who needs to get tested for coronavirus (COVID-19), see "testing" above for information, including testing centres.

International students should not delay seeking medical assistance, including for non-coronavirus (COVID-19) related matters. If an international student has insurance with Medibank, ring the 24/7 Student Health and Support Line on 1800 887 283 and ask for assistance. Medibank has affiliations with a large number of doctors and hospitals throughout Australia. If your student isn’t insured with Medibank, contact their insurance provider and seek assistance. Alternatively, you can take an international student to the hospital emergency department for assessment.

If someone in the homestay family is a confirmed case of COVID-19

If any family member is a confirmed case of COVID-19, the Principal and International Student Coordinator must be notified immediately. Schools must then contact the Department for Education and Training and DH who will advise next steps. 

Support for parents in critical cases

The Australian Government and consulates have agreed to working with the Department should exceptional and/or compassionate and compelling circumstances arise that require expedited travel for international students’ parents / guardians, on a case-by-case basis.

Vaccinations

COVID-19 vaccines are free for everyone living in Australia regardless of Medicare or visa status., including international students. Vaccination providers cannot charge international students for COVID-19 vaccines or for appointments to recieve the vaccine. If students don't have a Medicare card, or are not eligible for Medicare, they can get their free vaccination at a:

• Commonwealth Vaccination Clinic
  
• state or territory vaccination clinic.

For more information about the COVID-19 vaccination, including eligibility, please see: 

• COVID-19 vaccination update for students
• Victorian Government COVID-19 vaccines
• Australian Government Department of Health: Getting a COVID-19 vaccine if you are not eligible for Medicare

Vaccinations for offshore students

For a list of COVID-19 vaccines that have been approved by Australian Therapeutic Goods Administration (TGA), see: COVID-19 vaccine: Provisional registrations.

Please note the below advice is specific to OFFSHORE INTERNATIONAL STUDENTS only.

Physical and mental health, wellbeing and welfare services

Some international students are feeling heightened stress and anxiety. Please encourage students to access the welfare and support services available at your school as soon as they start to feel distressed. Please pre-empt this need by proactively providing students with accurate and current information about how to access counselling or welfare services available at your school or local community (if none exist at your school). 

Remind students that these school services are confidential, provided at no extra charge, and that they should not be reluctant to use these services for fear of cost or causing trouble. It can also be helpful to work with your student and their overseas health cover provider to understand what level of health insurance cover the student has for mental health issues.

If students feel anxious or have concerns during out of school hours, please encourage them to contact you using the 24/7 emergency contact number.

Department mental health resources

A range of mental health resources are available to help reduce the impact of coronavirus (COVID-19) for students, parents and school staff, including a mental health toolkit and new resources aimed at VCE students. For more information, see: 

• Student resources

• Mental health support
  

• Quick Guide to Student Mental Health and Wellbeing.
  

Face-to-face and over the phone counselling is also available to all secondary students through Headspace. A Medicare card is not required to access the service. For more information, see: Headspace counselling for secondary students

Interpreted mental health resources

Alternatively, students and homestay families can contact Lifeline on 13 11 14 or Beyond Blue on 1300 22 46 36 if they have feelings of stress, anxiety, worry or depression during this time. To access free interpreting services for these providers, see below.

• Lifeline
  • Call Translating and Interpreting Service (TIS) on 131 450 and ask to talk to Lifeline on 13 11 14 in the language required. TIS will call 13 11 14 on behalf of the caller.
• Beyond Blue
  • A free interpreter service is available for Beyond Blue phone counselling, see: Beyond Blue.

Other mental health resources

Medibank and their partners provide the following resources to support student mental health. These are available for all students (not just those insured with Medibank).

• Smiling Mind has developed Thrive Inside content which can help students with study, remaining connected and fostering good mental health habits. For more information, see: Smiling Mind.
• Emily Toner is a clinical psychologist with a research background in behavioural neuroscience and positive psychology from The University of Melbourne. Emily has recorded a special guided meditation specifically for international students who may be experiencing homesickness. To watch, see: Emily Toner YouTube
• Schools and students may wish to also consider other mental health resources available online and through smartphone app stores.

Consular assistance

Students may also wish to contact their local consulate if they would like to connect with the consulate’s cultural activities and programs, or require more specific consular support or information. For a list of overseas embassies and consulates in Australia, see: Department of Foreign Affairs and Trade.

Online safety considerations during coronavirus (COVID-19)

Schools are reminded that Child Safety, reportable conduct and duty of care continues in remote and flexible learning environments. For more information, see: School Operations Guide. International Student Coordinators are also requested to remind students to adhere to school online safety policies, particularly during remote and flexible learning.

Fraud and scams

The Department has been made aware of scams targeting international students, particularly from China. The scam callers often speak in Chinese (Mandarin) and claim to be a representative from a Chinese Government authority. The scammers convince students to pay large amounts of money to them. Please advise your students that they must not provide any personal details or pay any money if approached (via phone, email or social media) and must report any such approach to their school ISC immediately. If a student is impacted by a scam, schools are requested to undertake the following as soon as possible:

• Raise an IRIS alert (mentioning that an international student is involved), and
• Contact Victoria Police. For more information, see: Victoria Police - Fraud

Counteracting discrimination

Schools should ensure that all students feel safe and supported and that bullying and discrimination are not tolerated. The following resources may be of assistance.

• Bullystoppers
• Navigating intercultural issues at school, see: VCAA intercultural capability
  

Information for homestay families

Please ensure that you maintain regular communication with your homestay families given the impact of COVID-19 on both students and their homestays. A factsheet with helpful information on maintaining physical and mental health, hygiene and how to seek medical assistance has been developed specifically to help homestay families and schools. For more information, see: ISP homestay factsheet.

For more advice and support in relation to homestay families, contact: international@education.vic.gov.au.

The Department strongly encourages all schools to ensure they maintain a well-resourced emergency homestay register.

Sourcing additional homestay families

Should homestays not be able to accommodate the students, you may also consider the following approaches to sourcing homestay families:

• contact your emergency homestay families
• consider working in cluster groups to share homestay families, including teaching staff from neighbouring schools, who are willing and able to host students
• source third-party homestay providers that meet homestay requirements and advise us if you chose this option so we can provide you with more information.
  

Homestay checks

Homestay checks should be conducted in accordance with the broader Victorian Government COVID-19 advice. For example, during a period of lockdown, homestay checks should be conducted virtually.

Given some domestic border restrictions, very limited flights and other health requirements, schools are required to read and follow the advice as per below.

Students travelling to their home countries during current coronavirus (COVID-19) restrictions

As per normal circumstances, students can choose to return to their home countries, however, coronavirus (COVID-19) presents additional requirements and travel restrictions. Accordingly, schools are asked to work closely with all students and their parents / legal guardians as they make their travel plans.

Students may find travelling during this time different to earlier periods of pre-coronavirus (COVID-19) travel. School staff are requested to take additional time to discuss this with students and to prepare them for the experience. In order to do this, please confirm whether students have any pre-existing health (physical and mental) issues that may impact their ability to safely return home. If such conditions do exist, the host school must develop a relevant safety plan, in conjunction with the wellbeing team / medical practitioners and Department regional offices (if relevant) for the student during their travel. The student must have a copy of the safety plan with them during their travel home. In some cases, and when students have a history of suffering from a certain condition (for example, hay fever or asthma) they should visit their GP and request a letter which outlines the treatment they have been receiving for the condition. They should always carry this letter with them throughout their travel.

Coronavirus (COVID-19) testing

All students should have a coronavirus (COVID-19) test as close as possible to the date of departure (allowing for time to receive test results) to ensure they are safe to travel. Check with your local doctor / GP or coronavirus (COVID-19) testing centre on the turnaround times for test results. For more information, see: Seeking medical assistance, suspected and confirmed cases

Airport and other health requirements

Many airports in Australia (domestic and international) are rigorously screening passengers, conducting health and temperature checks, ensuring masks are worn and checking permits (where required). These procedures and requirements may change at short notice and are outside of the Department's control. Students must not travel if they are unwell. ISCs should advise students of this and regularly check on their health in the lead up to departure.

If students fail airport health checks, they will likely be prevented from embarking on their onward journey and be required to return home or potentially enter a quarantine facility. If this occurs, they must call their ISC immediately. See below for further information.

For more information on individual airport health requirements, see:

• Melbourne International Airport
• Sydney Airport

Home country re-entry requirements

Most countries have re-entry requirements in place. All students and ISCs must check these details with the relevant Embassy and / or Consulate well in advance before booking tickets. Some of these re-entry requirements may include the need to undertake quarantine and / or other requirements. Students returning to China, should be made aware of the need for a negative coronavirus (COVID-19) test result two days prior to departing, effective from 8 November 2020. Please note, these requirements can change at short notice. This is outside the Department's control. To access information about the main Embassies and Consulates for our students, see:

• Consulate General of the People's Republic of China in Melbourne
• Vietnamese Embassy
• Royal Embassy of Cambodia
• Consulate General of the Republic of Korea in Melbourne
• Consulate General of Japan, Melbourne

For a list of all overseas embassies and consulates in Australia, see: Department of Foreign Affairs and Trade.

Students should not attempt to embark on their homeward bound journey if they have not completed all their home country re-entry requirements. They should be strongly advised to re-book their flights as they risk being turned away by airline staff.

Returning to Australia

Schools may wish to discuss with their students that returning to Australia to resume learning may not be possible given current coronavirus (COVID-19) related travel restrictions. For more information on current travel restrictions, see: Travel restrictions and exemptions

Students failing an airport health check

If a student fails an airport health check, reassure them that you will try to manage the situation. Try to obtain as much information as possible from the student and ask if you can speak directly to the official who is with the student. If the situation cannot be resolved and the student is detained please advise your school leadership and lodge an IRIS report if it constitutes a critical incident

Additional travel documents or travel items

In addition to normal travel documents, students must always have their school student emergency / safety card with them throughout the journey. Students should always be contactable via telephone (call and/or other platforms such as WeChat) , particularly on the day of departure. Schools should explain what to do and who to call in the event of an emergency.

The Department's International Education Division can also provide a letter for students to carry with them which outlines some of the student's details (i.e. Name, ID Number, Nationality, Age and School) and reason for travel.

For students transiting through Sydney (or other airports), ISCs should remain in regular contact throughout the day to ensure the student is managing with the additional health and security measures in place at the airport. Some students may find this confronting and may require additional support through regular phone calls. The frequency of contact should be based on the needs of the student.

Students should also ensure they have appropriate supplies of medication with them. Schools should advise students to also take an adequate supply of Personal Protective Equipment (PPE) for their entire journey home (including spares). This includes masks, gloves and hand sanitiser. Students should wear masks as required, including during any overnight periods, and maintain social distancing requirements.

Travelling via Sydney or other domestic airports

Where possible, students should be strongly encouraged to take direct international flights home from Melbourne. All students holding a Confirmation of Appropriate Accommodation and Welfare (CAAW) must have their proposed travel plans approved well before travel is booked. This is particularly important from a welfare perspective for students travelling home via another Australian state or country. The Department may advise the Australian Department of Home Affairs (DHA) of any students travelling without approved care and welfare arrangements. As the failure to maintain approved CAAW arrangements is a breach of their student visa, this could jeopardise the student's visa and their ability to return to Australia in the future. 

At different times, due to COVID-19 outbreaks, there may be border closures between states. If travelling home via Sydney, students may need to apply for a permit and/or exemption to travel through Sydney. For more information, see: NSW Government.

Transit times

If transiting through Sydney (or other jurisdiction) cannot be avoided, then it is recommended that the student's transit should be for a short period of time. Students and parents must not book flights with long transit periods or overnight stays. If this is the only flight option, please contact the Department so that appropriate accommodation and welfare arrangements can be arranged for the student. 

Cancelled international flights (departing from Sydney or other domestic airports)

Prior to departure, the student and parent should be advised to continually check airline websites for any change to departure times or dates prior to leaving Melbourne. Students should not embark on their homeward journey without checking all flights. Please advise the student and their parent / legal guardian verbally and in writing to limit opportunities for confusion.

If the student's travel plans are delayed for any reason, they should call their ISC as soon as they learn of any delay. ISCs should try to obtain as much information as possible from the student and ask if they can speak directly to the official who is with the student to better understand the situation. If the situation cannot be resolved and the student is detained please advise your school leadership and lodge an IRIS report if it constitutes a critical incident

Travelling to Sydney or other domestic airports

Students are not to travel by road or rail (i.e. car / taxi / ride share / bus / train) interstate. Driving for long periods may expose students (particularly unaccompanied minors) to high risks. Please contact your Department School Support Officer as soon as possible if you have a student wishing to travel via road or rail to Sydney in order to board a flight to their home country.

CASES21 attendance codes

Students who have suspended should be marked as CASES21 status: Inactive, and Absence Code: Exempt.

80% attendance requirement

An international student's overall attendance should not fall below 80% for the term. Please note that ‘approved absences’ count towards the 20% acceptable absence rate for immigration purposes. If a student is at risk of not participating for 80% of the scheduled days, follow the normal procedures for international students at risk of not meeting attendance requirements.

Applying for a deferral / temporary enrolment suspension

Any international student can apply for a deferral / temporary enrolment suspension due to coronavirus (COVID-19) whether they are currently in Victoria or in their home country. For more information about deferral / temporary enrolment suspension and how to apply, see: Information for currently enrolled students: coronavirus.

Enrolment and welfare impact

Students who defer / temporarily suspend their enrolment will not be enrolled for the period of deferral or temporary enrolment suspension and will not receive education and welfare services from their Victorian government school, including online learning.

Department of Home Affairs (DHA) visa conditions require students to leave Australia and doing so at present may be impacted by flight restrictions and availability. In these cases, students are to remain actively enrolled and participate in learning in order to receive welfare, wellbeing and homestay services until they can leave Australia on a confirmed flight. 

Providing evidence

Schools do not need to provide supporting evidence when submitting a deferral / temporary enrolment suspension. Existing evidence confirming travel restrictions and flight cancellations impacting all international students will be used by the Department when processing changes to start dates, deferrals / temporary suspensions to enrolment.

Tuition fee impact

Students who choose to change their start date or defer / temporarily suspend their enrolment, regardless of where they are from or their reason for deferring, will have the tuition fees already paid credited pro-rata towards their future study period as per normal policy and process.

Maximum age requirements

The Migration Regulations include the following age requirements which specify that an international school student must be:

• at least 6 years old at time of application
• less than 17 when commencing year 9
• less than 18 when commencing year 10
• less than 19 when commencing year 11
• less than 20 when commencing year 12.

The Department has been advised that the Australian Department of Home Affairs (DHA) may be able to accommodate the following scenarios through a flexible application of existing policy:

• students who apply for a further visa to enable them to complete their studies where they have passed the age requirement if they commenced studies prior to reaching the stipulated age
• students who have already been granted a visa but will need to apply for a further visa to commence their studies as they will have passed the age requirement.

However, there is no flexibility to accommodate potential new students who have not been granted a visa. This approach is consistent with the general policy position that wherever possible, student visa holders should not be disadvantaged as a result of coronavirus (COVID-19), but noting that this does not extend to potential or prospective students who have not yet been granted a visa. If schools have questions about impacted students, please contact the Department's International Education Division at: international@education.vic.gov.au.

Withdrawing enrolment

Students who are directly impacted by the travel restrictions relating to coronavirus (COVID-19) can withdraw as per our normal terms, conditions and policies. Please encourage students to consider deferring / temporarily suspending their studies instead as this will ensure that they do not need to give up their enrolment place in a Victorian government school. Students who withdraw from the program cannot continue to stay enrolled and receive education or welfare services, including online learning. Students who choose to withdraw must also return to their home countries. For more information on what to advise students if their wish to return to their home countries, see: Students returning to their home countries

Tuition fee impact

Non-commenced students who are directly impacted by the travel restrictions will be provided with a refund for tuition fees as per the refund policy and will not be required to pay the refund administration fee in recognition of exceptional circumstances beyond the student's control. Commenced students who withdraw due to COVID-19 will not be charged the refund administration fee and will be provided a refund from the end of the week of withdrawal.

Signing forms

Yes. Any forms that require the Principal's or ISC's signature should be signed and sent in their entirety. If school staff are unable to physically sign the form, please sign it electronically using Adobe Reader. You can do this one of two ways:

1. Click the 'Sign' icon (located in the far right of the top ribbon, next to 'highlight text'
2. Follow the prompts to either:
1. Option 1: Use the "Draw" function and use your mouse to write your signature in the relevant section
2. Option 2: Use the Insert a copy of your electronic signature. To do this you will need to sign a piece of paper and save it to your computer as an image.

For step-by-step instructions, see: Adobe - Sign a form