Information for Principals and School Staff

Suspension of Exchange Commencements due to COVID-19

Due to border closures and the overseas excursions ban, inbound and outbound exchange commencements are currently suspended. Due to the current circumstances, only in-principle agreement for an exchange to occur once the suspension is lifted can be offered at this stage. For inbound exchange students, principals can offer in-principle agreement for a student to enrol from Term 1 2021, should borders reopen by then.

Does the Principal need to seek approval to take an exchange student?

The decision to accept or decline a place for an exchange student is at the Principal's discretion. Principals should only deal with registered student exchange organisations.

Registered NSW Exchange Organisations (providing exchange programs for students in NSW)

Schools (providing exchange programs for students enrolled in the school):

Schools (providing exchange programs for students enrolled in the school)

If the Principal determines that a place at school is available, then an agreement may be entered into with the registered organisation. The organisation will then apply for an Acceptance Advice of Secondary Student Exchange (AASES) form.

What is an AASES form?

AASES stands for 'Acceptance Advice of Secondary Exchange Student'. The AASES form is the official student exchange visa/immigration document distributed by the NSW Department of Education. It is the equivalent to an 'Authority to Enrol' form and is only used for secondary student exchanges.

The AASES form is used for the processing of the 500 visa and for enrolment in NSW schools. Without an AASES form, a student cannot be considered a student exchange student and should not be enrolled.

On enrolment of an exchange student, the Principal completes Section D of the AASES form, keeps a copy of the AASES form with the student's file and returns a signed copy to the exchange organisation so that it may be returned to the NSW Registration Committee.

Exchange student questions

The exchange student has a Visa - Subclass 500, isn't this for fee paying students?

Student exchange students and international students are both issued with Subclass 500 Student Visas as long as they are enrolled as full time secondary students in a recognised course of study.

The proof that a student is a student exchange student is the AASES form.

Please note that a student exchange student is NOT a student on a Temporary Visa or a full-fee paying international student.

Are exchange students eligible for free travel passes?

In NSW, secondary exchange students are entitled to free student travel passes if they meet the requirements applicable to NSW school students. Applications to travel companies for travel concessions should state that the student is on a secondary student exchange program. The AASES form can be used as proof.

What do I do if I have an issue with any part of the student exchange program?

If an issue related to a student exchange cannot be dealt with satisfactorily at the school level, contact should be made with the registered organisation. If a satisfactory resolution cannot be reached with the organisation then contact should then be made with DE International.