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Training Video #5: Making an Application

Once your student has decided on the course they would like to study and educational institution they would like to study with, it will be time to chat with them about organising all the documents they will need.

Begin this process with a student for the first time, by clicking ‘see process’ in your chat window with them. Alternatively, you can search for your student, and click ‘see process’ in the search results.

When you do this action for the first time with a student, a ‘create application’ popup window will appear. 

In the ‘create application’ window, the ‘target country’ field refers to the country in which your student will study.

  • Then select the educational provider the student would like to make an application with, the discipline – in this example, accounting – and the intended course name – in this case, the Bachelor of Business. 
  • For fees, I’ll add in a placeholder amount for this example, but please be specific when creating this for your student. If you’re not sure about fees, please double check this information on the provider website, or with your National Experts Manager.
  • Then, we’ll select when your student will begin studying. In this case, it’s June. Then, we’ll click ‘create’.

Now, we can begin the process of working with our student to help them gather the documents they will need for their application to be submitted. 

Here we have four tabs: ‘Applications’, ‘Documents’, ‘Statement of Purpose’ and ‘GTE’. Click on these headings to see them expand.

Under this ‘applications’ tab, please update the status of your student’s progress. As soon as your student has begun to provide you with documents, please update the status here to, ‘incomplete application’. If a student partially withdraws their application, or fully withdraws their application, please indicate that here too.

Under the ‘documents’ tab here, you will see a list of documents your student will need to provide. The items marked ‘compulsory’ are those which you will need to request from your student.

To check whether the items marked ‘if applicable’ are relevant to this application, please visit the provider page in the Sofiri dashboard. The documents required for that provider will be available for you to download and provide to your student at the bottom of that provider page.

Please also check the course page on the provider website to ensure you correctly advise your student of any course-specific documents that may be necessary for their application, such as a CV or recognition of prior learning documents.

For further information on how you can advise your students on which documents are necessary for their application, please see the detail we have provided below.

So, how does your student provide you with their documents? One of two ways:

  1. In your student’s view of the Sofiri dashboard, they also have an ‘applications’ tab in their left menu. Once you’ve created an application for them, this menu item will flash. Here, they can upload their documents from their computers into Sofiri directly, via our secure server. In this space, they will also be directed on how to create their Statement of Purpose and Genuine Temporary Entrance forms. 
  1. Your student can email their documents to your Sofiri email address, and you can upload their documents for them. 

See the next video in this training series where we’ll explain how you can indicate your student’s application progress within Sofiri.

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Documents your student will provide in their application

The documents required by international applications when making a study application differ between educational providers. The most accurate way to determine what documents will be required from your student when you are making an application on their behalf is to check the education provider’s dedicated space in your Sofiri dashboard by clicking ‘home’, then ‘providers’, and then selecting the provider name.

However, here’s a general overview of what you can expect to request of your students, depending on their level of study. It’s worth noting that all students – regardless of their location or level of study – are required to provide a copy of their passport, and to complete an Applicant Assessment Form (also known as a Genuine Temporary Entrant (GTE) form).

English Language courses – Onshore

All international students applying for an English language course will be required to complete this Applicant Assessment Form. They will also be required to provide:

A copy of their passport

  • A copy of their student visa
  • Proof of their Overseas Student Health Cover
  • Their application form

English Language courses – Offshore

All international students applying for an English language course will be required to complete this Applicant Assessment Form. They will also be required to provide:

  • A copy of their passport
  • A Statement of Purpose
  • Their application form

VET courses – Onshore

All international students applying for a VET course will be required to complete this Applicant Assessment Form. They will also be required to provide:

  • A copy of their passport
  • A copy of their student visa
  • Proof of their Overseas Student Health Cover
  • A copy of their Academic Graduation Certificate/Diploma (and official English translations)
  • A copy of their academic transcript for the highest academic level achieved so far (and official English translations)
  • A Statement of Purpose
  • Their application form

VET courses – Offshore

All international students applying for an English language course will be required to complete this Applicant Assessment Form. They will also be required to provide:

  • A copy of their passport
  • A copy of their Academic Graduation Certificate/Diploma (and official English translations)
  • A copy of their academic transcript for the highest academic level achieved so far (and official English translations)
  • A Statement of Purpose
  • Their application form

University courses – Onshore

All international students applying for a university course (either undergraduate or postgraduate) will be required to complete this Applicant Assessment Form. They will also be required to provide:

  • A copy of their passport
  • A copy of their student visa
  • Proof of their Overseas Student Health Cover
  • A copy of their Academic Graduation Certificate/Diploma (and official English translations)
  • A copy of their academic transcript for the highest academic level achieved so far (and official English translations)
  • Proof of English language proficiency
  • A Statement of Purpose
  • Their application form

University courses – Offshore

All international students applying for a university course (either undergraduate or postgraduate) will be required to complete this Applicant Assessment Form. They will also be required to provide:

  • A copy of their passport
  • A copy of their Academic Graduation Certificate/Diploma (and official English translations)
  • A copy of their academic transcript for the highest academic level achieved so far (and official English translations)
  • Proof of English language proficiency
  • A Statement of Purpose
  • Their application form

Is your student onshore or offshore?

When we discuss ‘onshore students, we refer to students who are currently living in the country where they would like to study.

‘Offshore’ students refers to students who are currently living outside the country they would like to study in.

Students who are already onshore when they make their application to study may do so for a number of reasons, such as:

They are moving from one study level to the next. For example, they have completed an English language course and are now seeking university-level study, or

They are transferring from one educational provider to another

Onshore students will always be required to provide a copy of their student visa and proof of their Overseas Student Health Cover (OSHC) in their study applications.

Application Document Glossary

Passport: This is required by all education providers when submitting an application. Please ensure your student’s passport is valid for at least 6 months.

Student Visa: This is required by all education providers when submitting an application for any course, for onshore students.

Overseas Student Health Cover: This is required by all education providers when submitting an application for any course, for onshore students. Please ensure your student’s OSHC is valid for the total duration of the new course. If not, your student must renew their OSHC directly with their provider.

Academic Graduation Certificate/Diploma: This is required for VET, postgraduate and undergraduate applications. Students must provide their academic transcripts for the highest academic level they have achieved. This is not required for ELICOS applications.

Academic Transcript: This is required for VET, postgraduate and undergraduate applications. Students must provide their academic transcripts for the highest academic level they have achieved.

English Language Proficiency:  This is certainly required for university applications! However, it is not required for ELICOS applications. It is required in some circumstances for VET providers. 

Please check the education provider’s dedicated space in your Sofiri dashboard for further detail on whether your student is required to provide this.

Recognition of Prior Learning: This document will only be required if your student is seeking credit for prior studies.

Curriculum Vitae: Whether this is required will depend on the type of course your student is applying for. It is certainly required for a number of postgraduate applications. Check the education provider’s dedicated webpage on this topic for more detail on whether your student is required to provide this.

Statement of Purpose: This is required for university and VET applications. For more on how you can instruct your student to write their Statement of Purpose, see here.

Importantly – please note that all academic documents must be provided in the original language as well as its official English Translation. An official list of official translation services can be found on NAATI website.

Option Further Listening

For more on the types of documents required from international applicants by educational providers, see our webinar recording, ‘A Guide to the Challenges of International Admissions’.

In the next video, we’ll discuss best practice in following up with your student.

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