2014-Apr 04: Exchange Students - Reminder

Visa Pak 155: A reminder to staff about the visa labels for students undertaking a student exchange under an Exchange Programme Organisation.

Visa Paks

4 April 2014

Exchange Students - Reminder

This is to remind staff of the requirements for visa labels issued for students who are undertaking a student exchange via an Exchange Programme Organisation (EPO). Visa labels for EPO exchange students must specify the name of the EPO and not the school.

The information below outlines the process and requirements for all exchange students.

Requirements for all exchange students

  • Outward travel as per E11.55.1(b)
    Note: A Medical and/or a chest x-ray certificate may be required depending on the period of time the student intends to stay in NZ (they are not exempt from providing medicals as they are domestic students, and while most of them may have insurance it is not required by INZ).
  • The exchange must be approved by MoE, this must be visible on AMS (you can access the list of approved exchanges via "Lookups") and they must meet the requirements under  E11.55 and U4.15
    Note: The general requirements for participants in approved student exchange schemes are set out at E11.55.
    Note: School to school exchange students (must be attending a NZ Code school)
  • Must provide an offer of place from the school in New Zealand as per U3.5. The offer should confirm that it is for an exchange and include the name of the overseas school. An offer of place is required as the NZ School must be a signatory to the Code of Practice for the Pastoral Care for International Students (Code). Because exchange students are now domestic – the offers of place do not have to contain the statement at U3.5(c) - that is required for fee paying students.
  • Approved school to school exchanges are listed in AMS ‘Look ups’. Ensure that you select the approved exchange in AMS determination because there are quotas.
  • The visa label should specify the name of the school.

EPO exchange students

  • Do not need to provide an offer of place as the EPO is responsible for the student and they can attend any school whether it is a Code signatory or not.
  • Must provide a letter from the EPO explaining that they are an exchange student. EPOs have been asked to use the Student Exchange Programme template.
  • Funds for maintenance - The EPO will ensure that appropriate arrangements have been made for the accommodation, maintenance and welfare of students as indicated under E11.45.
  • The name of the EPO will be listed in AMS ‘Look ups’. Ensure that you select the approved exchange in AMS determination because there are quotas. 
  • The visa label should specify the name of the EPO and not specify a school, because EPO exchange students are able to attend any school in New Zealand and may change schools once in New Zealand. You will not be able to select the name of the EPO from the drop downs lists, so you will need to ‘free text’ the name of the EPO. The conditions of the label should state that "the holder may study as an XXX Exchange Student at any school in New Zealand". See the AMS screen shots for your reference.

Tertiary exchange students

  • Must provide an offer of place from the New Zealand tertiary institution that advises they are an exchange student. Because exchange students are now domestic – the offers of place do not have to contain the statement at U3.5 c - that is required for fee paying students.
  • MoE and INZ register one exchange scheme for each institution, rather than each partnership. For example, in AMS ‘Look Ups’ there would be one ‘Victoria University of Wellington (VUW) exchange scheme’, as opposed to each of VUW’s partnerships being listed.
  • You do not need to see evidence of each partnership approval - that is up to the university/polytechnic to determine.
  • Ensure that you select the approved exchange in AMS determination because there are quotas.
  • The visa label should specify the name of the tertiary institution.

Further information about student exchanges can be found on the MoE website.

Please inform staff of this reminder.