Terms sheet for Exchange Visitors – 401 Visa - Adm.monash.edu ...

Terms and Information Sheet
Temporary Work (Long Stay)
Activity – Subclass 401
Exchange Stream
Sponsor Approval Date:
23 July 2012
Sponsor Class:
Exchange
Sponsor Application ID:
285550025
1. Scope and coverage
The following information and terms apply to skilled workers to come to Australia for a temporary stay to participate in
a staff exchange arrangement, undertake ongoing sporting activities or religious work.
There are three streams under this visa:
• Exchange stream
• Sports stream (not available to Monash)
• Religious Worker Stream (not available to Monash)
Monash University is only able to nominate visa applicants for sponsorship under the Exchange Stream. Nomination
under this stream requires proof of a reciprocal arrangement with an organisation overseas to allow Australian
residents similar opportunities abroad.
2. Visa and Immigration Requirements
The invitation is conditional upon the visitor obtaining any approval and visas required from the Australian Department
of Immigration and Citizenship (DIAC) for the visit.
The University will sponsor the applicant for a Temporary Work (Long Stay) Activity (Subclass 401) visa under the
Exchange stream unless advised otherwise by the visitor. (ie. dual Australian citizen or permanent resident).
Applying for this visa
A nomination approval from Monash University is initially required prior to the visitor commencing the lodgment of their
application for a Subclass 401 visa.
Completion of the Application Form 1401 is required attaching all the necessary supporting paperwork as indicated on
the form. Form 1401 is available from the DIAC website www.immi.gov.au/allforms/application-forms
Other supporting documentation required for the visa application is detailed in the application document checklist
prepared by DIAC and can be found at: www.immi.gov.au/visas/temporary-visa/_pdf/401-document-checklist.pdf
The visitor will need to lodge their application for the visa through the nearest Australian Diplomatic Mission.
Cost of visa application
There is a non-refundable visa application cost of AU$315 (correct as of 1 January 2013) that must be paid at the time
of visa lodgement.
The cost of the visa is the responsibility of the visitor unless stated otherwise in the invitation letter.
Further information
For more information on the Temporary Work (Long Stay) Activity (Subclass 401) visa, please refer to the DIAC
website: www.immi.gov.au/visas/temporary-visa/401/ .
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3. Health Insurance
In order to be granted a Temporary Work (Long Stay) Activity (Subclass 401) visa, visitors under this category are
required to provide evidence that adequate arrangements in Australia for health insurance during the visit period stay
on this visa have been made. This evidence will need to be lodged in support of the Subclass 401 visa application
hence this must be arranged prior to the visitor’s departure from their home country.
Visitors under this category are required to take out private health cover that DIAC deems to be adequate. The health
insurance cover does not have to be held with an Australian insurer, arrangements made in the visitor’s home country
may be assessed as being acceptable. Information regarding appropriate cover can be found at the following DIAC
link: www.immi.gov.au/skilled/_pdf/hi-template.rtf
More information on private health cover can be found at www.privatehealth.gov.au
Medicare, the scheme through which the Australian Government provides help with basic medical expenses through
the public health care system, provides reciprocal benefits to visitors from certain countries. It is recommended that
visitors contact the Medicare offices (www.humanservices.gov.au/customer/dhs/medicare) prior to arrival in Australia
to determine the scope of the Medicare benefits (if any) that may be available, as Medicare membership processing
may take between three to six weeks. Private health insurance as outlined above, must be arranged before departure
from a visitor’s home country to cover this processing period and visitors may still choose to maintain their private
health insurance, even if eligible for Medicare benefits.
Subclass 401 visa holders who are enrolled with Medicare under reciprocal health care arrangements will be
considered as having met the health insurance requirement.
The cost of health insurance is the responsibility of the visitor unless stated otherwise in the invitation letter.
4. Other Insurance
It is strongly recommended that visitors take out travel and any other appropriate insurance from a reputable
insurance provider to cover all periods of travel associated with their visit.
5. Statement from home institution
Visitors under the Exchange stream of the Temporary Work (Long Stay) Activity (Subclass 401) visa are required to
supply Monash University a statement from their home institution to confirm the following:
• the purpose of the exchange
• the duration of the staff exchange
• the benefits of the staff exchange to both participant
• the name of the visitor and the Australian resident participant
• the name, title and signature of the approver.
6. Reimbursement of expenses
Where Monash has agreed to reimburse expenses, the visitor should ensure that receipts are kept and provided to the
University, together with a completed Visitors’ Claim Form before the conclusion of their visit.
7. Return of Invitation, associated documentations and Visa Approval
The visa nomination process cannot commence until the visitor returns their signed letter accepting Monash
University’s invitation and the statement from the visitor’s home institution The signed invitation letter can be returned
to HR Operations via email attachment, fax or post. The invitation letter also includes these contact details.
Where visa approval is electronic, visitors must also provide their written consent for HR Operations to obtain
confirmation of the visa approval from DIAC, including accessing electronic records held by DIAC.
A visitor’s written consent is provided when the signed invitation letter is returned to Monash University.
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All copies of required documentation must be certified as being a true copy of the original by an authorised person. A
list of authorised persons can be obtained from www.adm.monash.edu.au/workplace-policy/forms/certifiedcopies.html
.
8. Visitor ID Cards
Upon the inviting Department completing a Confirmation of Commencement of Visitor Form and submitting this to
hrvisitors@monash.edu, a SAP ID number will be forwarded to the inviting Department.
The inviting Department can subsequently apply for a Visitor ID card and, once approved, an ID card can be issued to
the visitor at the nearest Campus ID issuing location.
9. Induction
All visitors must undergo an induction process conducted by the University. Information about Monash University and
the online induction process may be accessed at www.adm.monash.edu.au/human-resources/induction/.
10. Equal Employment Opportunity and Anti Discrimination
The University is committed to the principles of equal employment opportunity in employment and education. All
visitors are required to comply with all policies and requirements of the University in relation to equal opportunity and
must not at any time unlawfully discriminate against or sexually harass any staff members, students, contractors or
other visitors. See: www.monash.edu.au/equity-diversity/policies/ .
11. Occupational Health and Safety
The University is committed to providing staff members, students, contractors and visitors with a healthy and safe
environment. It is the responsibility of each visitor to ensure that any tasks performed at Monash reflect good
occupational health and safety standards to protect their own health and safety and the health and safety of others.
This is to be achieved through compliance with all occupational health and safety laws, policies and procedures.
12. Workers Compensation Insurance
Monash University holds compulsory workers compensation insurance under State workers compensation scheme in
respect of its employees. The scheme provides certain benefits and payments to employees injured in the course of
their employment. The scheme does not generally apply to visitors.
13. Confidentiality and Intellectual Property
Both during the visit and thereafter, visitors must maintain the confidentiality of any “confidential information of the
University” of which they either are or become aware through their attendance as a visitor. Such information must not
be used otherwise than in the discharge of their attendance at Monash University as a visitor.
"Confidential information of the University" means all information such as trade secrets, business and research,
student recruitment information and plans, research sponsor and sponsor contact lists, methodologies, financial,
marketing, technical, scientific or commercial information of or relating to Monash or its related entities and associates,
which information is by its nature confidential or is marked as confidential, proprietary or restricted, or is unmarked as
such but treated as confidential, proprietary or restricted at the time of disclosure.
The University will treat any confidential information provided by the visitor to the University during their visit as
confidential and shall not use or disclose that information other than in respect of facilitating the visitor’s attendance.
Monash University exclusively owns and is entitled to the exclusive benefit of all documents, software, information and
all intellectual property rights in such documents, software and information and all inventions and discoveries (whether
or not patentable) created during the visit, unless otherwise agreed in writing between the visitor and the University.
The visitor assigns to Monash University all right, title and interest in or derived from such documents, software and
information, and all such inventions and discoveries created during the visit, with such assignment to be effective from
the date that the intellectual property comes into existence. The visitor agrees to execute all and any documents and
do all acts and things necessary to effect the assignment under this provision, including after the termination or expiry
of the visit. Consideration for the obligations contained in this clause is constituted by the provision of the benefits
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associated with the visit, including the opportunity to participate in the University’s business operations or research.
The obligations contained in this clause survive beyond the expiration or cessation of this visit.
If the visitor expects to contribute any background intellectual property (being any intellectual property which is made
available by the visitor for the purposes of the visit and not created during or for the purposes of the visit) the visitor
shall notify the University and enter into an agreement with the University to set out the terms upon which the
background intellectual property is contributed.
14. Privacy Laws
Visitors may handle personal information (as defined in the Information Privacy Act 2000 (Vic)) and health information
(as defined in the Health Records Act 2001 (Vic)). Visitors must handle such information in accordance with the
privacy principles which govern the handling of such information by Monash University and all applicable guidelines,
determinations, or recommendations made pursuant to those laws.
15. Other Conditions
Visitors may have been in correspondence with other staff of the University concerning terms and conditions of their
visit. Please note that the University is only bound by statements made in the name of the Executive Director,
Monash HR, or an officer of HR Operations, on behalf of the Executive Director.
16. Applicable Law
The laws applicable in Victoria, Australia apply for all visitors to Monash University’s Australian campuses.
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