Enrolment and Visa Applications
The student counsellor needs to be aware of enrolment and visa application procedures and time frames in destination countries, and their effect on international students’ study planning.
Enrolment Applications
Before applying for a student visa, international students must enrol in an approved education institution in the destination country. The student counsellor may need to spend some time with prospective students in planning study and selecting a suitable course and education institution. Study planning is discussed in A2.3 Study Planning.
Preparation
Once students have selected a course, the student counsellor may then need to assist them to:
- Check that they meet the course entry requirements
- Assemble the information for their enrolment application
- Gather supporting documentation.
Lodgement
Next, the student counsellor should assist students to prepare and lodge their enrolment application. Enrolment applications may be paper-based or web-based. In either case, the student counsellor must ensure that students:
- Use the proper enrolment application forms
- Fill in all fields fully and correctly
- Attach supporting documentation appropriately
- Submit the application correctly
- Pay any deposits, fees, or charges into the correct accounts.
Processing
The student counsellor should be aware of how long the selected education institution takes to process enrolment applications. In some cases, he/she may be able to liaise with the educational institution to track the progress of the application. (However, be aware that enquiring about progress may slow down the processing.) If the application is not processed in a reasonable amount of time, the student counsellor should:
- Follow up any delays in processing the application
- Assist the student in supplying any extra information which is requested.
Acceptance
When an enrolment application is accepted by an educational institution, it is usually provisional until a student visa is issued. The student counsellor should make sure that the education institution:
- Supplies the correct enrolment acceptance documentation for the student visa application
- Notifies the destination country’s immigration authorities if required to do so.
Visa Applications
Once their enrolment has been accepted by an educational institution, international students must apply for a student visa. The student counsellor should assist students in preparing and monitoring their student visa applications, similar to the help he/she provided with their enrolment applications. Much of the information and supporting documentation gathered for the enrolment application is also used in the visa application.
Preparation
Once students have enrolled in a course, the student counsellor may need to assist them to:
- Check that they meet the student visa requirements
- Assemble the information for their visa application
- Gather supporting documentation.
Lodgement
Whether the student visa application is paper-based or web-based, the student counsellor can assist students in its lodgement. In particular, he/she should ensure that students:
- Use the proper student visa application forms
- Fill in all fields fully and correctly, in particular:
- Personal information
- Information about character and health
- Information about financial means
- Information about academic and language ability
- Attach supporting documentation appropriately
- Proof of enrolment in an approved course
- Proof of adequate health coverage
- Submit the application correctly
- Pay the application fee into the correct account
- Provide a valid passport
Processing
Processing of student visa applications may take some time, depending on the procedures of the destination country’s immigration authorities. If the application is not processed in a reasonable amount of time, the student counsellor should:
- Follow up any delays in processing the application
- Assist the student in supplying any extra information which is requested.
Acceptance
When the student visa is issued, the student counsellor should check that the immigration authority has:
- Issued the correct student visa, with the correct passport stamp and entry documentation
- Notified the education institution if required to do so
Time Frames
The time frame from a student’s selecting a course to the student visa being issued can be considerable in some destination countries and for some student visa types. In other cases, this time frame can be quite quick, for example where the applications are simple and the processing is routine.
The student counsellor needs to know the likely processing time frames for the different types of courses and student visas which may be encountered in destination countries. He/she should advise prospective students of these time frames, and they should be taken into account when students are planning to study and selecting courses. The student counsellor needs to also factor in sufficient time before the course start date for:
- Recruitment advice and course selection
- Enrolment preparation and processing
- Student visa preparation and processing
- Travel
- Orientation and settling in
Extension Questions: For each relevant destination country:
- How are enrolment applications processed?
- How are visa applications processed?
- What conditions apply to them?
- How does this affect students?
- How does it affect the student counsellor?