International Students and CRICOS

RTObase follows the operator sequence:

Application → offer and fee schedule → accepted written agreement → automatic enrolments → initial payment → CoE/PRISMS → visa → study → completion

The international case is attached to the existing student and enrolments. It does not create a second student record or a separate training record.

Access required

Choose the task you are doing. Each row is a separate action.

The International workspace requires the Business or Custom plan and the module to be enabled. Plan and module availability do not grant permission to process an application.

Set up the provider

Process an application

If an education agent is involved, create the agent first and open its Governance action. Upload the executed agreement and record its effective dates, responsibilities, National Code conduct obligations, monitoring and termination terms. Only an active agent with a current executed agreement appears in the application selector. The offer freezes the selected agent and agreement version; if either changes, issue a new offer before acceptance.

Every application records its recruitment context. For an onshore transfer from another Australian provider accepted after 31 March 2026, RTObase retains the agent attribution but removes the commission rate from the offer snapshot and rejects a commission record. The restriction does not apply to further study after the principal course or progression within the package of courses for which the student's visa was granted. The recruitment context stays editable until acceptance, if it changes after an offer is issued, acceptance is rejected until a corrected offer version is issued. See the Department's 2026 National Code changes.

Before an offer can be issued, its immutable written-agreement version must contain the complete configured term set. This follows the Department's Standard 3 written-agreement guidance. The attached document remains the exact agreement provided to the applicant; the structured terms make omissions visible and preserve what the operator relied on at issuance.

Work from the international case

The case keeps the current outcome and one primary next action above the workspace:

• Overview shows the course package, offer and agreement, CoE/PRISMS state, visa, welfare and study monitoring. Recent activity stays visible beside the operational cards on larger screens. Older case records are available from the collapsed Case history section.
• Details contains stable applicant, passport, citizenship, education-agent and admission-note fields. Use Edit application in the header while the case is editable.
• Activity shows the complete shared case timeline. Audit Log is a separate change-history view requiring International students: View and Audit log: View.

Use Supporting actions for non-primary visa, welfare, accommodation, monitoring or default/refund work. Withdrawing and rejecting an application are terminal actions under the header's More actions menu and always require confirmation.

Prepare and reconcile the CoE

The Prepare entry pack action checks the provider, student identity, passport, CRICOS course mapping, PRISMS location mapping, dates, accepted written agreement, agent attribution and under-18 welfare state.

Continue visa and study monitoring

Use the case's primary next action and supporting sections to record:

• visa application or outcome;
• under-18 welfare and CAAW arrangements, or Not required with the assessment reason;
• accommodation review due dates and evidence;
• course progress, attendance and intervention outcomes for the applicable sector;
• student/provider default and refund actions with deadlines; and
• education-agent agreement versions, commission context and monitoring evidence.

For provider-approved CAAW, record the responsible contact, complete CAAW period, accommodation address, a review date within that period and the supporting evidence. A completed accommodation review also needs findings, evidence and its next review date. RTObase verifies that uploaded operational evidence belongs to the same international case and record category.

Training dates, attendance, assessments, progression, payments and completion remain authoritative on the linked enrolment. The enrolment's International tab shows the same workflow stage, next action and due date as the international case.

If the visa is refused, expired or cancelled, the case's next action moves to the student default and refund response and the related PRISMS reporting. Once that response is resolved, the case shows as wound down with its enrolment, refund and PRISMS records retained as evidence.

When a linked enrolment is deferred or withdrawn, the case prepares a Department-published Student Course Variation where one is supported. Other variation reasons remain an explicit manual PRISMS handoff. In both cases, record the returned PRISMS reference and evidence to reconcile the task. Open default/refund cases require an action deadline; resolved cases require an outcome and retained evidence. Complete the case-level review only after all linked enrolments and CoEs are complete, PRISMS transactions are reconciled, monitoring is closed, defaults/refunds are resolved, the visa outcome is recorded and welfare is explicitly Not required or Ended. The final review note records the checks performed in the audit trail.

Review incoming transfers before acceptance

In Edit application, record Transfer eligibility and review notes before accepting a new written agreement. Edit application stays available after the offer is issued, so a missing review can still be completed before acceptance. Recruitment context still controls agent commissions; it does not establish permission to enrol a transferring student.

For a transfer, record the releasing provider, whether that provider is an approved school, the principal course start (first registered school course for a school student), and an evidence bundle supporting the completed restriction, PRISMS release or applicable exception. Under-18 transfers also require the parent or guardian support and continued welfare evidence. The acceptance gate checks the applicable calendar-month restriction: twelve months for non-school transfers accepted from 2 October 2026 to 30 June 2027, and six months otherwise. Historical accepted cases remain retained.

Record the reporting trigger and appeal decision

Prepare PRISMS variation records the reporting trigger separately from the SCV screen. Enter the actual event date. Most section 19 changes have a 31-day period; under-18 non-commencement and termination have 14 days. The work queue uses the prepared transaction's deadline. Preparing a pack does not report to the Department. Existing prepared transactions without a recorded trigger must be classified in the reconciliation form before their outcome can be saved; historical dates are not inferred.

For unsatisfactory progress or attendance, first update the existing monitoring review with the intention-to-report notice, applicable public-holiday dates and calendar confirmation, appeal outcome, finalisation date and evidence. The no-internal-appeal pathway requires the full 20 working days to expire. Retain evidence when the student chooses not to access external appeal, withdraws in writing, or both internal and external processes uphold the provider. A pending appeal or a decision for the student blocks breach reporting. Report an eligible academic breach as soon as practicable; it has no 31-day grace period. Reconciliation checks that the monitoring decision still permits reporting.

The provider must check the public-holiday calendar for its location. RTObase excludes weekends and the holidays entered on that record. It does not obtain a government holiday calendar automatically.

Statutory dates use the calendar day at the principal course's delivery location, as bookings do. RTObase takes the location from the course's delivery site, then its class, then the linked enrolment's delivery site, then that enrolment's class. Each location uses its stored timezone. If no delivery location is available, RTObase uses the organisation's stored timezone. A deadline becomes overdue after midnight at that location.

Complete each default and refund obligation

Keep notification and resolution evidence in the existing default/refund case:

• Provider default: notify the ESOS agency and TPS, and notify the student, within three business days. Complete the refund or accepted alternative-placement obligation within 14 calendar days. Report the obligation outcome within seven days after that period.
• Student default with a compliant written agreement (s47D): the four-week refund period starts when the written refund claim is received. Record that date separately from the default.
• Visa refusal or no compliant agreement (s47E): the four-week refund period starts at the default. Report the obligation outcome within seven days after that period.
• Other refunds: record the action target under the applicable policy rather than assuming every refund request has a statutory 28-day period.

The next incomplete obligation supplies the action deadline. An operator can set an earlier target but cannot extend it past that obligation. Completing the refund alone does not close a provider-default case while required notifications remain outstanding. Late completion can be recorded truthfully with evidence.

Cases recorded before these clocks keep their saved deadline and can still be edited and closed. Confirming the holiday calendar on a provider default, or choosing the refund obligation on another case, starts its statutory clock.

These controls support the provider's process. Staff still perform PRISMS and TPS notifications and verify the applicable legal requirements and evidence.

Application audit history

Audit access is separate from viewing or changing the record. Grant it only to members who need to review change history.

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