Education Agents FAQ

 

This Government initiative, which is the first of its kind in the world, aims to acknowledge the valuable role played by international education agents and will see quality agents recognised for their high standards and levels of service.

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I am a provider, how do I get access to the reports?

I am a provider and I currently do not use agents, do I need to do anything?

I am a provider with access to multiple providers, how do I get access to the reports?

I am a provider, how do I make the declaration?

What are the privacy requirements for providers?

I am an agent, what does it mean to “opt out”?

I am an agent, what data is displayed to providers?

I am an agent, do I get to see any of the reports?

I am a provider, how do my PRISMS users get access to the reports?

I am a provider, how do I run the reports?

I am an agent, what does this mean for me?

What is an incomplete Confirmation of Enrolments (CoE)?

Where can I get further information?
 
 

I am a provider, how do I get access to the reports?

 
In order to gain access to the performance reports you first must ensure your provider has made their declaration in PRISMS. The department has sent out an email to your Principle Executive Officer as listed in PRISMS outlining the next steps. This letter outlines the requirements for meeting privacy requirements outlined in the next slide. Once providers confirm that they have taken appropriate steps to notify their agents and/or update their agreements they will be able to make a declaration in PRISMS. After declaring, Providers will be able to opt out agents (if applicable) and add a new user role in PRISMS to their users to access these reports.
 

I am a provider and I currently do not use agents, do I need to do anything?

 
If you do not currently use international education agents when recruiting international students, you do not need to take any action. If you do use agents in the future, please follow the information provided in the FAQs.
 
 

I am a provider with access to multiple providers, how do I get access to the reports?


For each provider you have access to, they will need to ensure they have made the declaration. Once this has been done you will need to add the role to each provider following the “I am a provider, how do my PRISMS users get access to the reports?” process.
 
 

I am a provider, how do I make the declaration?

PRISMS CoE (Administrator) users are able to declare on behalf of their provider. They can select the make Declaration link from the manage Agents section on the left hand panel in PRISMS. The declaration page text is below. Once you declare an email will be sent to your providers PEO informing them of the declaration. The declaration page will have the below text.
 
Before you are granted access to these reports, the department must be satisfied that the International Education Agents have been notified of the matters contained in   the Australian Privacy Principle 5. You can meet this requirement by ensuring the agreement with your agents contains a statement similar to the following or you take reasonable steps to notify your agents of the following:
 
Your agent/s agrees to their personal information being:
 
  • recorded in PRISMS. This may include your name, business email address, phone number and address

 

  • accessed by the Australian Government Department of Education and Training, Department of Immigration and Border Protection and other Commonwealth agencies that access PRISMS

 

  • used to administer or monitor compliance with the Commonwealth legislation e.g. Education Services for Overseas Students Act 2000, Migration Act 1958 and

 

  • disclosed by the Australian Government Department of Education and Training to other Australian Government entities (including, but not limited to ASQA and TEQSA), education institutions and publically. The Australian Government Department of Education and Training will share individual agents’ performance publically as aggregated data (but will not identify agent – provider relationships). Agent-provider relationships will only be identified when data is shared with education providers and other Australian Government entities.


Your agent/s must also agree to personal information we currently hold in PRISMS regarding them and any other personal information we may collect in future being disclosed as described above.


If you have an agreement with all your agents containing a statement similar to the above, please select the first option when making your declaration below. If however you have an agreement with some of your agents but have taken reasonable steps to notify your other agents or you have taken reasonable steps to notify all your agents in a similar way to the above, please select the second option when making your declaration.


- I declare that the agreements that <Provider Name> <CRICOS CODE> have with our education agents contain a statement similar to the above.


or


- I declare that <Provider Name> <CRICOS CODE>have taken reasonable steps to notify our education agents of the matters contained in Australian Privacy Principle 5 similar to the above.

 

- I also declare that <provider> has opted out any agents who requested that their performance data is not to be shared with us.
 
 

What are the privacy requirements for providers?

 
Before access can be given to these reports, providers will need to ensure that:
 
  • they have taken appropriate steps to notify their agents as required by the Australian Privacy Principles, or

  • they have updated their international education agent agreements to include an appropriate clause.

The department will also take appropriate steps in notifying industry to support this initiative through notices on PRISMS and the internationaleducation.gov.au website.

In the longer term providers are encouraged to update their individual agreements with agents to contain a privacy statement giving agreement to the department’s release of information held in PRISMS. Where providers have or are in the process of updating their agent agreements to include such provisions, providers are not required to undertake any further notifications to their agents.
 
Suggested language for providers seeking to develop a privacy statement within their agent agreements, could be as follows:
 
Agents working with Australian education providers need to be aware to their personal information being:
 
  • recorded in the Provider Registration and International Student Management System  (PRISMS). This may include your name, business email address, phone number and address

  • accessed by the Australian Government Department of Education and Training, the Australian Government Department of Immigration and Border Protection and other Commonwealth agencies that access PRISMS

  • used to administer or monitor compliance with the Commonwealth legislation e.g. Education Services for Overseas Students Act 2000, Migration Act 1958 and

  • disclosed by the Commonwealth Department of Education and Training to other Commonwealth entities (including, but not limited to the Australian Skills Quality Authority (ASQA) and the Tertiary Education Quality and Standards Agency (TEQSA)),education providers and publically. The Commonwealth Department of Education and Training will share individual agents’ performance publically as aggregated data (but will not identify agent - provider relationships). Agent-provider relationships will only be identified when data is shared with individual education providers and other Commonwealth entities.

You must also agree to personal information currently held in PRISMS regarding you and any other personal information we may collect in future being disclosed as described above.

The above information could also be used in taking appropriate steps to notify agents via general communications, as required under the Australian Privacy Principles.
Note: If you take steps to notify agents, you must offer and allow agents to opt out of this initiative.
 

I am an agent, what does it mean to “opt out”?

There is a requirement under the Australian Privacy Principles to offer an “opt out” function for your international education outcome performance data being shown to your providers. This is the first time that outcome based reporting associated with the enrolments of overseas students by international education agents has been available to international education providers.  As an education agent you are strongly advised to allow the disclosure of this outcome data as it will help in improving the performance of all education agents working with Australia. Education agents are an important part of the Australian international education industry. They are valued and respected by Australian education providers and the students they assist to enroll and study in Australia.  This Government initiative to disclose the outcomes of students by the agent they are associated with is the first of its kind in the world and will see quality agents recognised for their high standards and levels of service.
 

I am an agent, what data is displayed to providers?

The data displayed to providers is the information the provider has entered on the confirmation of enrolment (CoE) regarding an agents involvement and the outcomes of that CoE. There are a number of reports which show varying levels of data including CoE incomplete information, where the student has failed to complete the CoE, number of CoE’s created by an agent to the total number of CoE’s created for the provider. These reports will be enhanced over time depending on the requirements of providers.
 

I am an agent, do I get to see any of the reports?

At this stage there are no reports for agents, as the majority do not have access to PRISMS. Providers may wish to share the relevant individual reports with their agents.
 

I am a provider, how do my PRISMS users get access to the reports? 

To get access to the reports, a provider must first make the declaration. Once this is completed you can add the role by Additional Access. You will need to click ‘Change My Details’ link on the top menu bar in PRISMS to access your account details. Here you can apply for additional access. Request additional access generates an automatic email sent to the Registered Signatory Delegate (RSD) for the Provider to authorise the requested access. You will be notified of the approval via email. Only users with CoE (Administrator) have access to the reports.
 

I am a provider, how do I run the reports?  

Once access is granted you are able to find the reports under the existing Reports Section within PRISMS. PRISMS users with access type CoE (Administrator) have access to this function. Some of these reports are presented in On-Screen format and can be printed using the browser’s print function.
 

I am an agent, what does this mean for me? 

This initiative will allow you as an international education agent to allow the individual Providers you are working for to view your student education outcomes.
 
 

What is an incomplete Confirmation of Enrolments (CoE)?

 
CoEs are considered ‘Incomplete’ when they have an outcome of:
 
  • student left provider – transferred to course at another provider

  • student notifies cessation of studies

  • provider decision to cease student enrolment– Non-payment of fees, disciplinary reasons
     
  • non compliance with student visa conditions – Unsatisfactory attendance, or unsatisfactory course progress

  • deferring/Suspending student enrolment – Compassionate/compelling circumstances, or student misbehaviour.
 

Where can I get further information?


For more information please email: prisms@education.gov.au