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Notice 120 2020

Notice to Schools 120/2020 – 26 August 2020

2020 Full-Fee-Paying Overseas Students invoices

Principals/Directors, VASS administrators and VCE, VET and VCAL coordinators

The VCAA is required to invoice full-fee-paying overseas students (FFPOS) who are undertaking VCE studies.

A full-fee-paying overseas student (FFPOS) is classified as not being an Australian citizen, not having permanent or temporary residence status and not being on an overseas exchange program. (Please refer to the VCE and VCAL Administrative Handbook 2020 p. 69 for a more detailed explanation.)

Due to disruption to learning the VCAA has delayed invoicing and adjusted its process for invoicing schools for FFPOS who have an enrolment in VCE studies in 2020. In order to support schools, the VCAA will only invoice schools once this year, in September 2020. The VCAA has delayed the invoicing process to allow schools more time to collect the necessary fees from students, but also to ensure that enrolment records are accurate and current.

The requirements for schools will not fundamentally change. From Monday 7 September 2020, the VCAA will send the following to all schools in both hard copy and electronic format:

  • a letter of instruction and a declaration form for the Principal to sign
  • a list of students, in the form of a control report, who are currently flagged as FFPOS
  • individual invoices for the school to issue to each student.

If a student’s status needs to be amended, either to or from full-fee-paying status, please make the required amendment on VASS and forward a Student Full Detail Report together with a copy of formal notification of the status change to the Student Records and Results Unit.

When all amendments have been made on VASS, the completed and signed control report must be emailed to student.records@education.vic.gov.au no later than Friday 18 September.

Schools are required to have finalised and paid all invoices to the VCAA by no later than Monday 12 October 2020.

Unpaid FFPOS invoices will cause student final results to be withheld from the student, the school and the Victorian Tertiary Admissions Centre (VTAC).

If schools cannot locate their invoices, please contact Student Records and Results in the week beginning Monday 7 September.

It is important that payment is made by electronic funds transfer (EFT) to the VCAA.

Action required

Principals/Directors should ensure that VASS administrators and VCE coordinators issue the invoices and that payment is forwarded by the due date.

Critical dates

Monday 7 September 2020 – Invoices sent to schools

Friday 18 September – Control report due to the VCAA

Monday 12 October 2020 – Payment for invoices due to the VCAA

Additional information

For queries about FFPOS, contact Student Records and Results: (03) 9032 1743 or student.records@education.vic.gov.au.

For queries about VASS, contact VASS Operations: (03) 9032 1758, 1800 623 681 or vass.support@education.vic.gov.au.