Latest News 2026

Updated Dependant & Temporary FFPOS Procedure

(Communicated 6 Feb) : Revised FFPOS procedure rollout and 2026 fee update

This term, MACS is implementing the updated Dependant and Temporary Full Fee-Paying Overseas Student (FFPOS) Procedure to streamline and digitise processes, ensuring greater efficiency and consistency across all schools.

Key Points

• Digital application transition:
  After a successful Term 4 (2025) pilot, all new dependant and temporary FFPOS enrolments will move to a digital application form hosted in Enquiry Tracker. Schools are not required to be Enquiry Tracker users.

• Centralised processing:
  All applications will now be processed by the International and Community Engagement team. Schools without Enquiry Tracker access will receive a PDF version when needed.

• Minimum notice period:
  Temporary FFPOS applications submitted via international@macs.vic.edu.au must provide at least 12 weeks’ notice to allow for compliance checks, risk assessments and approval steps.

• 2026–2027 tuition fees:
  the 9% tuition fee increase for 2026 has been applied to the 2025 Dependant FFPOS fee, with further adjustments planned for 2027. Temporary FFPOS fees are fully aligned with DE’s fee schedule.

• Census, audit, and recordkeeping purposes:

  1. schools should always retain the current VEVO check on file and continue periodic VEVO monitoring for all students on visas, particularly around Census and if updated visa documentation is received.

  2. Schools can confirm visa statuses of students by conducting a VEVO  check.

-To do this, schools need to have their own organisational ImmiAccount so VEVO checks can be completed directly at the school level as needed.

If the school currently does not have an ImmiAccount, please register here using your school email address: Check visa details and conditions and Create your ImmiAccount.

• Support and training:
  The Drop-in sessions have been completed – slide packs, recordings and supporting materials will be released on CEVN - Community Engagement and Enrolment Growth > International Students as they become available.

Further training to the Drop-in session can be found on OPL.

• • 18 March 2026 — 9:30 AM–11:30 AM and 1:30 PM–3:30 PM

  • 25 March 2026 — 9:30 AM–11:30 AM and 1:30 PM–3:30 PM

Term 1 - Need to Know - Training and Support for ICON Administration Staff and Leaders  

09 February 2026

The ICON Training & Support – Term 1, 2026 Need to Know information sheet is now available!

Whether you are new to your school or you need a refresher, this Need to Know sheet has everything you need to stay on top of the use of ICON applications to undertake key  work processes. 

From eHR and eFIN to eSIS and eLearn, you will find:

• ✅ Key training dates and workshop registration information.

• ✅ Refresher sessions for admin staff and leadership.

• ✅ New video guides and quick reference resources.

• ✅ Links to our self-service learning hub - The ICON Training and Support site.

Check out the training that is offered for term 1 and register via OPL early to secure your spot.

We hope this helps make Term 1 smooth and supportive for all ICON administration and leadership school staff.

eSIS Enhancement - Immunisation Status

04 February 2026

A new option has been added to the dropdown menu under the Immunisation tab within the Medical section in eSIS. The newly introduced option is “Incomplete.”

The dropdown menu now contains the following three selections:

• Complete certificates

• Incomplete

• Not sighted or not provided

eSIS Upgrade

04 February 2026

The latest eSIS upgrade incorporated several enhancements and bug fixes. Detailed information on these improvements can be found in Release Notes V71.86

Following the communication sent on 12 December 2025, available here: ICON upgrades – January 2026, several enhancements were applied to ICON eSIS during the first week of January.

These updates include:

• The Head Injury Assessment Tool and Outcome Comments are now available in the STUMEDINC Crystal Report. The report below will now include the Head Injury Assessment tool used during the head injury.

• Improved visibility of student contact numbers within SynWeb Medical Maintenance.

• A new enhancement now allows teaching staff to be added in bulk to Parent Teacher Interview (PTI) session times, enabling multiple teachers to be allocated to the same session for improved flexibility and more accurate staffing.

Other enhancements include Adding and configurable text field for payment Plans

Common Issues at the Beginning of the School Year

02 February 2026

The start of the school year is a busy period for schools, primarily due to the need for accurate information in administration systems. This data is critical as it supports various third-party applications, reports, and services.

It is also a challenging time for ICT Support staff, given the high volume of calls and requests to correct information or ensure applications are functioning properly.

To assist with these challenges, schools are encouraged to utilise the Beginning of Year Common Questions resource. This resource is designed to help administration staff and leaders to resolve issues independently, potentially avoiding the need to log service requests and wait for callbacks during peak times.

We encourage school administration staff and leaders to refer to this resource and any related documents referenced within it, to attempt to resolve issues before contacting the Service Desk.

eSIS student data sync with third-party applications - 2026 Deleting Students Not Returning or Not Attending in the Current Year 

28 January 2026

The following information outlines the steps required to accurately update or delete student records in eSIS to ensure correct data synchronisation with third party systems such as SIMON, nForma,  Wonde, and Compass. Its purpose is to prevent data errors by ensuring student details are managed appropriately in the following situations:

o Students who are not returning in the new year

o New enrolments that have been withdrawn (declined by parents)

The information in this quick reference guide QRG: Deleting Students Not Returning or Attending in the Current Year is intended for school administrators with authorised access to eSIS, including:

o Learning Support Officers

o Administration and Enrolments staff

o Staff responsible for maintaining student enrolment data, debtor charges, and class allocations

The information provided in the QRG includes detailed instructions.

• Students from 2025 Semester 2 who are not returning in 2026 Semester 1.

  • • Updating the student’s status to Left

    • Recording the leaving date

    • Checking and reversing current charges where required

    • Removing 2026 class allocations

    • Deleting the student record once the overnight sync has completed

• New Enrolments for 2026 that have been withdrawn or declined by parents.

  • • Updating the application status to Declined by Parent

    • Deleting the student’s future enrolment record

    • Checking and reversing current charges where required

    • Removing any class allocations (if applicable)

    • Deleting the student record after the overnight sync

These instructions apply to all ICON schools currently using third party applications that sync with eSIS student data.

An upgrade to API functionality is expected during this year. This upgrade will mean that school administrators will not need to wait overnight for status updates to sync to third party applications. Future communications will be provided when this upgrade is deployed.