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PIC Education Agent Policy

Paramount International College

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Selecting education agents

PIC works only with reputable education agents who understand the Australian international education industry and vocational education and training sector.

When assessing a new agent, PIC considers:

  • The completeness and accuracy of the agent's application
  • References and previous recruitment experience
  • The location and market in which the agent will recruit
  • Knowledge of Australian laws and international student recruitment requirements
  • The agent's honesty, integrity and ability to act in students' best interests

Agent application process

  1. Apply: The prospective agent completes PIC's Education Agent Application Form.
  2. Initial review: PIC acknowledges the application and checks whether all required information has been provided.
  3. Additional information: If incomplete, PIC asks the agent to provide the missing information within the required period.
  4. Assessment: PIC reviews experience, knowledge, recruitment location and referee feedback.
  5. Decision: PIC approves or refuses the application and advises the agent in writing, including reasons for a refusal.

Written agent agreement

Every education agent recruiting students for PIC must have a written agreement. Agreements are recorded in the Education Agent Agreements Register.

The agreement explains

  • PIC's responsibilities and continuing compliance obligations
  • The agent's duties and required standards of conduct
  • How PIC monitors the agent's activities and information
  • Corrective action for non-compliance
  • Grounds for terminating the agreement
  • When agent information may be disclosed to government agencies

After signing

  • PIC records the approved agent and agreement
  • The agent receives evidence of their PIC registration
  • The agent's details are maintained in PRISMS and ASQAnet where required
  • The agent is added to PIC's published list of approved education agents

Required agent conduct

Education agents representing PIC must:

  • Act honestly, in good faith and in the best interests of students
  • Declare conflicts of interest in writing and take reasonable steps to avoid them
  • Maintain appropriate confidentiality and transparency
  • Provide accurate, current and complete information about PIC and its courses
  • Understand Australia's international education system and the applicable agent code of ethics
  • Follow PIC's enrolment, selection, marketing and student recruitment requirements
  • Use only current marketing materials approved by PIC

Conduct PIC will not accept

PIC will not accept students from an agent it knows or reasonably suspects is:

  • Providing migration advice without legal authorisation
  • Engaging in dishonest, false or misleading recruitment practices
  • Recruiting a student in conflict with overseas-student transfer requirements
  • Facilitating enrolment where the agent believes the student will not comply with visa conditions
  • Using PRISMS to create Confirmations of Enrolment for people who are not genuine students

False or misleading recruitment may result in immediate termination of the agent relationship or removal of the employee or subcontractor responsible.

Agent induction and information

Induction covers

  • PIC's current marketing prospectus
  • Student enrolment and selection processes
  • Approved marketing materials and update procedures
  • National Code and PIC policy requirements

Ongoing information

  • Email newsletters and important notices
  • Direct communication about specific student matters
  • Seminars and marketing events when available
  • Updates through PIC's website and social media

Monitoring education agents

PIC monitors agents against their written agreement and records the results using its agent monitoring process. Monitoring may consider:

  • Accuracy and currency of information provided to prospective students
  • Compliance with recruitment, marketing and ethical requirements
  • Student feedback and patterns of complaints
  • Whether agreed corrective actions have been implemented
  • The conduct of the agent's employees and subcontractors

Where an agent is meeting the agreement requirements, PIC provides written feedback. Where concerns arise, PIC investigates and seeks the agent's response.

Corrective action and termination

  1. Identify the concern: Monitoring, student reports or other information indicates possible non-compliance.
  2. Investigate: PIC seeks feedback from the agent and reviews the matter with the Chief Executive Officer.
  3. Decide: PIC confirms no breach, requires corrective action, or treats the matter as a major breach.
  4. Monitor correction: PIC checks that required actions are completed within the agreed timeframe.
  5. Terminate where necessary: PIC ends the agreement if a major breach occurs or required corrective action is not completed.
  6. Update records: PIC removes terminated agents from its register and advises relevant authorities where required.

Key administrative timeframes

60 daysTime allowed for an applicant to provide requested missing information before the application becomes invalid.
6 monthsInitial agreement period stated for newly approved education agent applications and the stated monitoring interval.
20 / 30 daysASQA notification periods stated for a third-party arrangement commencing or ending.

Public information and records

  • PIC publishes a list of education agents with whom it has a written agreement.
  • The published list includes, at minimum, the agency name, principal agent's name and street address.
  • PIC maintains the Education Agent Agreements Register and relevant PRISMS and ASQAnet records.
  • Agent applications, agreements, monitoring reports, correspondence, corrective actions and termination records are retained on file.

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