Enrolment Procedures for International Fee-Paying Students

It is mandatory for a school to be a signatory to the Code of Practice for the Pastoral Care of International Students (COP) to enrol international students.

Schools should follow their own enrolment policies and procedures.

The following suggested procedure applies to primary, intermediate and secondary school students who are not permanent residents or whose parents do not hold a current permit to work in New Zealand. Contact the Code of Practice Office of the MOE for clarification.

Further Enrolment Procedure Details are available.

1. When parents/caregivers/agents approach the school to enrol a student, the secretary will give them:
   • an application form;
   • an ESOL background information questionnaire (bilingual forms to be completed in English);
   • School Information Booklet (in family's first language if possible):
     
     • the mandatory wording Section 5.3 COP
     • information on medical and travel insurance
     • information and advice on the types of accommodation available;
   • grievance procedures;
   • refund policy;
   • fee protection policy;
   • tuition contract;
   • a copy of the summary of the Code of Practice (available in translations).
2. Where possible the secretary will make an appointment for the family to meet with the principal/designated person with responsibility for international students.

   Encourage the family/caregivers to bring their own interpreter if necessary or arrange for an interpreter to be present.

3. During an application interview the principal/designated person with responsibility for international students will:
   • ascertain the parents' goals for their child while studying in New Zealand and the intended length of stay;
   • photocopy the information page and visa/permit page in the student's and parent's or designated caregiver's passports to check the following information:
   1. The student's immigration status. Check to see that the student is the child of the parent. A birth certificate may be necessary.
   2. The parent's/caregiver's permits are for the whole time of the student's permit
      (Encourage the parent to get a "Guardianship Visa" which will be concurrent with the student's permit).
   3. The information on the application forms.
   4. Obtain details about the student's living arrangements in New Zealand.
   5. That the parents' contact details in New Zealand and in the home country are correct for emergencies and for receiving reports.
      Note if the parents have an English speaking person they would like to be contacted in an emergency.
   6. Advise on fees, refund policy, fee protection policy and tuition contract.

4. The parents (not the agent or caregiver) must then sign the tuition agreement.
   • The fees must be paid and receipted and an Offer of Place form issued to the student. Copies of these documents should be filed.
   • The original receipt and Offer of Place form must be taken to the New Zealand Immigration Service.
   • The student should be provided with details of the orientation programme.
5. On the student's first day at school the principal/designated person with responsibility for international students will
   1. File a copy of the student's visa to ensure that it is issued in the school's name.
      And - if not already done - check and copy the parent's/caregiver's visas as in 3 above.
   2. Fill in the enrolment form (which must now include the student's New Zealand contact and emergency details.)
   3. If possible advise the parents/caregivers of the child's placement and the name of the teacher. Give them a tour of the school. Introduce them to the ESOL teacher, the class teacher and class.
6. Begin the school's Orientation Programme for International Students.