• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Policy
• Section 4 - Procedure
• Section 5 - Responsibilities

Section 1 - Purpose

(1) To be read in conjunction with the International Mobility (for students) Policy.

Section 2 - Scope

(2) This Procedure applies to all students of the University of Canberra (University) who are undertaking a portion of their study internationally.

Section 3 - Policy

(3) Refert to International Mobility (for students) Policy.   

Section 4 - Procedure

(4) Faculties and Research Centres will, where possible, provide students with opportunities to study overseas via student exchange and study abroad programs, intensive units of study in off-shore programs, work integrated learning, field trips, study tours or research. 

(5) Students, other than Higher Degree by Research (HDR) students attached to a University research centre, must lodge applications for international study with their faculties in the first instance in accordance with relevant faculty procedures.

(6) Higher degree by research students attached to a University research centre must lodge applications for international study with the research centre. 

(7) Students must include a detailed travel itinerary with their applications for international study. Students who are applying for student exchange or study abroad programs must also include copies of course outlines and unit descriptions of their proposed study. 

(8) Students applying for student exchange and study abroad programs should seek approval from their faculties before lodging their applications with the Global Learning and Scholarships. For further information see Study Abroad. 

(9) The Global Learning and Scholarships Office will assess applications for study abroad and student exchange programs in accordance with the criteria set out in the International Mobility (for students) Policy.

(10) Students who wish to travel to countries or regions assessed as Risk Categories 3 or 4 should check travel warnings issued by the Department of Foreign Affairs Smart Traveller, and must complete a risk assessment.

(11) Faculties must approve all student requests for international study except where the student is a HDR student and is attached to a University research centre. Travel for HDR students must be approved by head of the research centre.

(12) Faculties will forward approved student requests for international study abroad and exchange programs to the Global Learning and Scholarships.

(13) Students are encouraged to book their travel through the University’s travel management company to ensure they are registered with the University’s medical, security and emergency support provider. Students who book travel through other travel companies must arrange for their travel to be registered with the emergency support provider. In an emergency the provider will assist students, advise the University of their whereabouts and discuss assistance measures to be taken. 

(14) Students travelling for approved student purposes are generally covered by the University’s corporate travel insurance but should check the Insurance website for details of coverage. Extensive periods of private travel and some personal electronic equipment may not be covered.

(15) Staff responsible for approving requests for studying internationally will check DFAT Travel warnings. Requests to study in countries or regions assessed as Risk Category 3 (Reassess your need to travel) should not normally be supported.  Exceptions need to be approved by the Deputy Vice-Chancellor. Requests to study in countries or regions assessed as Risk Category 4 (Do not travel) may only be supported in extenuating circumstances. The Vice-Chancellor must approve any requests for travel to Risk Category 4 areas.

(16) In considering any student requests to travel to Risk Category 3 countries or regions the Deputy Vice-Chancellor will take into account:

1. advice from the Risk and Audit regarding insurance;
2. the nature of the study and whether there are alternatives;
3. the impact on the student academically if travel is refused;
4. whether a research grant, scholarship or other study grant is involved;
5. the student’s familiarity with the country or region, including language skills and support networks; and
6. any advice from the University’s medical, security and emergency support provider.

(17) In considering any student requests to travel to Risk Category 4 countries or regions the Vice-Chancellor will take into account:

1. advice from the Risk and Audit regarding insurance;
2. any advice from the University’s medical, security and emergency support provider;
3. the nature of the study and whether there are alternatives;
4. the impact on the student academically if travel is refused;
5. whether a research grant, scholarship or other study grant is involved;
6. the student’s familiarity with the country or region, including language skills and support networks; and
7. Faculties may be asked to pay for any special insurance cover for travel to Risk Category 4 countries.)

(18) Students must register with DFAT and regularly check the Smart Traveller website for information about changes to travel warnings. Non-Australian citizens should register with their respective embassy/country DFAT equivalent. 

(19) Students who are studying in a country or region which is declared Risk Category 4 will normally be required to return to Australia. In such cases, they should follow the advice provided by the University’s medical, security and emergency support provider about evacuation arrangements. In extenuating circumstances such as the student having family in the area or region, the Vice-Chancellor may allow the student to remain.

(20) The Risk and Audit will provide advice about arrangements for insurance, health, welfare, security and emergency arrangements.

(21) The Global Learning and Scholarships Office will provide comprehensive pre-departure advice to students participating in international student exchange and study abroad programs, including:

1. advice about culture, customs and laws in host countries;
2. enrolment and payment requirements; and
3. sources of financial assistance both within the University and externally. 

(22) The Global Learning and Scholarships Office will prepare written advice for faculties and research centres to use in pre-departure briefings. 

(23) Faculties and research centres will provide pre-departure advice to students participating in other forms of international study using information prepared by the Global Learning and Scholarships Office. For students undertaking work integrated learning programs the advice will include any requirements for professional indemnity insurance and police checks. 

(24) Students must attend pre departure briefings to demonstrate their preparedness for international travel.

(25) Students must keep their contact details up-to date on Callista to ensure they can be contacted in an emergency. 

(26) Students must follow the local customs, rules and laws at their host institutions (where applicable) and within the broader community. Students who fail to do so may be recalled to Australia, at their own expense, without completing their studies.

Section 5 - Responsibilities