Maintain agent agreements, commission arrangements and referral records

The sector alert calls on providers to review their agreements, incentives and referral arrangements with education agents and other third parties.

In eBECAS, Agent Contracts can be used to maintain a central record of each agent agreement. A contract can include:

• agreement period and current status
• contract owner
• agreed commission rates and conditions
• supporting documents
• notes and relevant internal information

Automatic notifications can also be configured to alert your team before an agreement is due to expire. This helps ensure agreements are reviewed and renewed on time.

For commission oversight, the Agent Scheduled Payments tab provides a consolidated view of scheduled commission payment items for the selected agent. Payments can be filtered by period and exported when required.

Identify onshore transfers and prevent prohibited commissions

The regulators expect providers to review admissions, recruitment and transfer practices to ensure they do not facilitate or encourage conduct that circumvents the restriction on agent commissions for onshore overseas student transfers.

In March 2026, eBECAS NextGen introduced functionality to support Australia’s onshore transfer commission restrictions.

When creating an Offer, users can identify whether the student is transferring from another onshore provider and record the previous provider. When the Block Agent Commission on Onshore Transfers setting is enabled:

• agent commission cannot be added to an identified onshore transfer Offer
• agent commission is also unavailable on the Enrolment created from that Offer
• if an Offer already has commission and is later identified as an onshore transfer, it cannot be accepted until the commission is removed

This control supports a consistent process across the Offer and Enrolment stages while retaining relevant transfer information in the student record.

Capture information required by your own policies and processes

Each provider’s transfer assessment and agent-management processes may differ. Custom Fields can be used to capture information specific to your organisation’s procedures.

For example, you may create fields for:

• transfer assessment outcome
• reason for transfer
• source or referring third party
• evidence received and reviewed
• internal risk rating or approval status

Custom Fields support different field types, including currency fields and controlled dropdown lists. Dropdown options are created by your college, helping staff record information consistently and limiting the available choices to approved values.

These fields can also be included in search grids, making it easier for teams to identify, filter and review relevant records.

Record the decision-making process

Use Enhanced Notes to record the circumstances of a transfer, the admission assessment, internal review, follow-up actions and decisions.

Enhanced Notes create independent, chronological discussion threads for each relevant record, including Students, Agent Contracts, Offers and Enrolments. This keeps the discussion and decision-making history connected to the specific record it relates to.

Staff can also @mention colleagues when their input, review or approval is required, helping keep responsibilities and follow-up actions clear.

Generate consistent, company-approved documents

Use the eBECAS Template Engine to generate documents from approved templates, reducing the need to create documents manually and helping ensure that the latest approved wording is used consistently.

Templates can be used for documents such as:

• education-agent agreements
• Letters of Offer
• student letters and other student documents

Templates can merge information already held in eBECAS, such as agent contract details and commission schedules, directly into the document.

Documents can be created in a few clicks, individually or in bulk. They can be stored against the relevant record and attached to an email when required.

This gives staff a simpler way to issue documents that are consistent with your organisation’s approved format and content.

Store supporting documents with the relevant record

Upload and store documents against the relevant student, agent or contract record. This may include:

• signed agent agreements and related contract documents
• commission schedules or related correspondence
• transfer assessment documents
• student supporting evidence, such as prior-study records, qualifications, English evidence and other admission documents

Keeping documentation with the relevant record helps staff access supporting evidence when reviewing a decision, monitoring an arrangement, or responding to an audit or regulatory request.

Keep a clear communication record

eBECAS can be used to send emails or SMS messages to students and education agents. Messages sent from eBECAS are automatically added to the Diary of the relevant student or agent record.

This helps maintain a clear history of communications, including requests for information, follow-up actions, decisions and notices provided to students or agents.