Inbound students Study Abroad and Exchange at the University of Melbourne

Student Mobility Policy Procedures for Study Abroad, Exchange and Short Term International Programs

 

This page contains guidelines for the following topics:

University of Melbourne Overseas Subjects

  1. Eligibility for University of Melbourne Overseas Subjects
  2. Enrolment in University of Melbourne Overseas Subjects
  3. Funding for University of Melbourne Overseas Subjects
  4. Risk Management for University of Melbourne Overseas Subjects

Student Mobility Programs (excluding University of Melbourne Overseas Subjects)

  1. Eligibility for Student Mobility Programs
  2. Application and Approval for Student Mobility Programs
  3. Withdrawal and Deferral of Exchange Application
  4. Extending Student Mobility Program Participation
  5. Enrolment and Orientation for Student Mobility Programs
  6. Credit for Student Mobility Programs
  7. Funding for Student Mobility Programs
  8. Risk Management & Student Mobility Programs

 

University of Melbourne Overseas Subjects

A University of Melbourne Overseas Subject is a subject listed by the University of Melbourne in the handbook with a component that requires students to travel overseas. These may include subjects offered in intensive mode such as Contemporary Culture: Art in New York through the Faculty of Arts. University of Melbourne Overseas Subjects may include clinical or teaching placements for credit or as a hurdle requirement.

 

1. Eligibility for University of Melbourne Overseas Subjects

1.1
University of Melbourne students will beconsidered for a University of Melbourne Overseas Subject provided that:
  1. the applicant is currently a local or international award student of the University of Melbourne;
  2. the applicant agrees to be responsible for all costs; and
  3. the applicant meets any entry requirements and/or individual subject prerequisites as listed in the handbook.
1.2
Outbound students participating in a University of Melbourne Overseas Subject may be required to complete an application to their home Student Centre or Graduate School so they can be considered for a Melbourne Global Scholarship, and details of their intended overseas experience are recorded.
 

2. Enrolment in University of Melbourne Overseas Subjects

2.1
Enrolment procedures for University of Melbourne Overseas Subjects are similar to that of enrolling in subjects generally at the University of Melbourne. Students are responsible for ensuring they meet any individual subject prerequisites that may exist to gain admittance into a University of Melbourne Overseas Subject, including seeking advice from an authorised officer in their home student centre or graduate school to confirm eligibility and confirmation that the given subject is appropriate for their course of study.
 

3. Funding for University of Melbourne Overseas Subjects

3.1
Outbound University of Melbourne Overseas Subject students are considered for the appropriate funding following the submission of a Study Abroad and Short Term Program Application Form to their home student centre or graduate school.
3.2
Kwong Lee Dow Young Scholars (KLDYS) are entitled to receive a KLDYS Melbourne Global Scholarship for a period of overseas study towards an undergraduate degree and/or diploma, and this funding can be applied to a University of Melbourne Overseas Subject. Whilst automatically eligible, KLDYS students must still meet any eligibility requirements and approval to enrol in a University of Melbourne Overseas Subject from their home student centre or graduate school, and complete the necessary Study Abroad and Short Term Program Application Form.
 

4. Risk Management for University of Melbourne Overseas Subjects

4.1
All University of Melbourne Overseas Subjects require:
  1. a signed Checklist for Having Overseas Study Programs Approved (83KB doc) form submitted to the Student Centre/Graduate School Manager, with a copy to Melbourne Global Mobility;
  2. a travel itinerary filed with the sponsoring Student Centre/Graduate School;
  3. a crisis management plan be outlined and filed with the sponsoring Student Centre/Graduate School and a copy sent to Melbourne Global Mobility;
  4. a roster of participants filed with the sponsoring Student Centre/Graduate School and a copy sent to Melbourne Global Mobility at least one month prior to the scheduled departure from Melbourne;
  5. a signed student agreement for each participating student, which will be kept on file for two years.
4.2
Faculties are responsible for ensuring thatappropriate risk management practices and policies incorporating health and safety are adhered to for University of Melbourne Overseas Subjects.

 

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Student Mobility Programs
(excluding University of Melbourne Overseas Subjects)

 

5. Eligibility for Student Mobility Programs

Outbound students

5.1
University of Melbourne students will be considered for a student mobility program provided that:
  1. the applicant is currently a local or international award studentof the University of Melbourne;
  2. the applicant agrees to be responsible for all costs;
  3. the applicant agrees to enrol at the host institution for a period of study as described in the application;
  4. the applicant agrees to abide by the rules and regulations of the host institution or placement provider; and
  5. the admission standards of the host institution (including language proficiency standards) are met.
 

Undergraduate students

5.2
To be eligible to participate in the Student Mobility Program at an undergraduate level, students must:
  1. have completed, or be about to complete, at least one year of study and 75 points at the University of Melbourne by the due date of applications;
  2. have achieved a weighted average of at least 65% (H3) across the degree for which the student is seeking credit;
  3. be able to study the equivalent of at least a full-time load while overseas;
  4. obtain faculty approval on a Melbourne Global Mobility application;
  5. demonstrate through a financial plan the ability to support the experience overseas;
  6. satisfy host institution and/or host country entry requirements; and
  7. be a 'good ambassador' for the University of Melbourne.
 

Combined degree students

5.3
Combined degree students may study subjects from either or both degrees while on exchange. If studying subjects for credit for both degrees, students are required to get approval from both faculties on the Melbourne Global Mobility application form. If studying subjects for credit to only one degree students are required to get faculty approval from the relevant faculty only.
 

Honours students

5.4
Students undertaking an honours year are normally only allowed to go on exchange for one semester and must complete only 37.5 points of coursework study. Different departments/faculties, however, may have different requirements and students should consult their Study Abroad and Exchange Faculty Advisor for more information.
5.5
Outgoing student mobility programs undertaken during the Honours year require the home faculty to verify the mark/grade received at the host institution by re-marking the work on the student's return, or by accepting the marks as awarded by the host institution. The decision of which method to use is at the discretion of the Honours Academic Coordinator and must be detailed in writing with the student prior to the students' departure. Students must keep copies of all work submitted while overseas.
 

Transferring students

5.6
Students who have transferred for another tertiary institution into an undergraduate course and received credit towards their University of Melbourne degree need only have completed 50 points and one semester of study at the University of Melbourne at the time of application.
5.7
Students who have transferred from another institution into the Honours year of the bachelor degree may be eligible to undertake a short term program overseas only. This may vary across disciplines, so students must consult with their home faculty to confirm their eligibility.

 

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Graduate Students - Coursework

Graduate, postgraduate diploma and masters-by-coursework students are usually eligible to participate in the Student Mobility Program, but should confirm their eligibility with their home graduate school.

5.8
To be eligible to participate in the Student Mobility Program at a graduate level, students must:
  1. have completed at least one semester and 37.5 points, in the University of Melbourne course for which they are seeking credit for the study undertaken overseas, by the due date of applications;
  2. have achieved a weighted average of at least 65% (H3) across the degree for which you are seeking credit while on exchange*;
  3. be able to study the equivalent of at least a full-time load while overseas*;
  4. obtain faculty approval on a Melbourne Global Mobility application;
  5. demonstrate through a financial plan the ability to support the experience overseas;
  6. satisfy host institution and host country entry requirements; and
  7. be a 'good ambassador' for the University of Melbourne.
 

*In some cases students can meet this requirement in a preceding undergraduate degree or a diploma which leads directly into the graduate degree. In each case approval must be sought from Melbourne Global Mobility.

 

Transferring students

5.9
Students who have transferred into a graduate course (graduate diploma, postgraduate diploma, coursework masters) and received credit towards their University of Melbourne degree, need only have completed 25 points and one semester of study at the University of Melbourne at the time of application for study abroad and exchange programs.
 

Graduate Students Research

5.10
Masters-by-research and PhD students are usually able to participate in Melbourne Global Mobility student exchange programs with the support of their principle supervisor. Research students are required to make individual arrangements with their home supervisor(s) and Melbourne Global Mobility.
5.11
To be accepted by Melbourne Global Mobility, research students will have to provide a statement of support from their principal supervisor which addresses:
  1. the academic merit of the student;
  2. the value of the exchange to the research project;
  3. details of the any subjects to be undertaken overseas, if they are for credit and their relevance to the research;
  4. details of any temporary supervision that has been arranged; and
  5. if the student can still complete their thesis within the original time frame.

Where permission has been granted to do research for a thesis overseas, the name, contact details and agreement in writing must be provided from an approved temporary supervisor at the host institution with the Melbourne Global Mobility application. Research students should also apply for Leave to Study Away through the School of Graduate Research.

 

Availability of Student Exchange Places

5.12
If available places at a host institution are insufficient to meet demand for any given application round for outgoing students, eligible students will be ranked according to:
  1. academic merit;
  2. whether the student has sufficient time left in their course to defer their exchange;
  3. whether the student has previously been on Exchange;
  4. assessment of the students by Melbourne Global Mobility who will best represent the University of Melbourne as an ambassador; and
  5. other criteria of relevance specific to an individual partner institution, as determined by Melbourne Global Mobility (e.g. Japanese language students for partner institutions in Japan).

Final distribution of places will rest with Melbourne Global Mobility and students who are not selected will be given the opportunity to apply for another Exchange partner where possible, even if the relevant deadline has passed.

 

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Student Responsibilities

Outbound Students

5.13
Outbound students accepted into a student mobility program must:
  1. for exchange students only, check the Student Information System to ensure their enrolment has been amended to reflect that they are on exchange, and therefore enrolled in relevant exchange subjects. Students must notify their Student Centre Study Abroad and Exchange Advisor immediately should this not be the case;
  2. ensure they re-enrol in a timely manner (where relevant);
  3. monitor their University of Melbourne email account at least weekly during the student mobility program period;
  4. provide Melbourne Global Mobility and/or the home Student Centre or Graduate School with an address while overseas;
  5. register with the Department of Foreign Affairs and Trade (DFAT) Smart Traveller their intended travel plans, or for international students with their home government equivalent;
  6. provide Melbourne Global Mobility with evidence of comprehensive travel insurance; and
  7. attend a pre-departure briefing.
5.14
Outbound students seeking to study overseas for credit as a study abroad student must submit an application for their study abroad or short term program to their Student Centre or Graduate School. International students are not usually permitted to study abroad for a semester due to Australian student visa restrictions, although exceptions may be possible in extenuating circumstances.

Inbound Students

5.15
Inbound students will be considered for a student mobility program at the University of Melbourne provided that:
  1. the admission standards of the University of Melbourne (including English language proficiency standards) are met;
  2. the applicant is not currently a student of the University of Melbourne;
  3. the applicant agrees to be responsible for all tuition fee costs (excluding exchange students), and other costs as appropriate (such as Overseas Student Health Cover);
  4. the applicant, where applying as an exchange student, must be nominated by their home institution;
  5. the applicant must agree to enrol at the University of Melbourne for a period of study as described in their application and offer made;
  6. the applicant must agree to abide by the rules and regulations of the University of Melbourne (and third party provider where appropriate).

 

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Undergraduate Students

5.16
To be eligible to participate in the Student Mobility Program at an undergraduate level, students must:
  1. be enrolled at an overseas institution;
  2. have completed at least two semesters of full time study by the time of commencement at the University of Melbourne;
  3. have achieved a minimum academic grade average as determined by Melbourne Global Mobility;
  4. satisfy the University of Melbourne English language requirements if applicable;
  5. be able to study the equivalent of at least a full-time load while at the University of Melbourne; and
  6. satisfy home institution requirements.

Final selection outcomes will rest with Melbourne Global Mobility.

 

Graduate Students

5.17
To be eligible to participate in the Student Mobility Program at a graduate level, students must:
  1. be enrolled at an overseas institution;
  2. have completed at least two semesters of full time study by the time of commencement at the University of Melbourne;
  3. have achieved a minimum academic grade average as determined by the relevant University of Melbourne Graduate School;
  4. satisfy the University of Melbourne Graduate English language requirements if applicable;
  5. be able to study the equivalent of at least a full-time load while at the University of Melbourne;
  6. satisfy home institution requirements; and
  7. for graduate research students, in addition to the standard application, they must provide written evidence that they have arranged for temporary supervision by a University of Melbourne academic.

Final selection outcomes will rest with the relevant University of Melbourne Graduate School.

 

Availability of Student Exchange Places

5.18
If available student exchange places for incoming students at the University of Melbourne are insufficient to meet demand for any given application round, partner institutions will be asked to rank eligible students. Any student applications beyond the agreed amount for a given round may be eligible to attend the University of Melbourne as a study abroad student.

 

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6. Application and Approval for Student Mobility Programs

Outbound Students

6.1
Applications to participate in an approved outgoing student mobility program must be submitted to the Student Centre or Graduate School. Once applications have been assessed, where appropriate, and students informed of the outcome by the Student Centre or Graduate School, they will be forwarded to Melbourne Global Mobility for the next stage in the admissions process.
6.2
Before applying students are advised to discuss their application with a study abroad and exchange advisor in the first instance to assess eligibility and ensure a complete application is submitted.
6.3
Outgoing students must obtain approval from the relevant Student Centre or GraduateSchool for the subjects to be studied at the host institution for credit to their degree and/or diploma. This process should take into account that the subjects have the appropriate content and have not been covered previously by the student in their studies, are at the appropriate year level, and have suitable assessment.
6.4
Students will be notified of the outcome of their outgoing student exchange application bytheir Student Centre or Graduate School and it will be confirmed by Melbourne Global Mobility. Melbourne Global Mobility will advise them of their nomination, and subsequent outcome, to a host institution.
6.5
Study Abroad students will be notified of the outcome of their application by their home Student Centre or Graduate School.

Inbound Students

6.6
Prospective students at overseas institutions (including but not limited to the student exchange program), who wish to enrol in a University of Melbourne student mobility program should apply through their home institution, or through an approved University of Melbourne overseas representative.
6.7
Applications to participate in the University of Melbourne student mobility program from prospective incoming students will be completed online in the first instance, and supporting documentation sent to Melbourne Global Mobility.
6.8
Prospectiveincoming students are required to submit a study plan with their application outlining subjects they intend to study. As incoming students are admitted into a non-award program, it is the responsibility of the students' home institution to ensure subjects selected meet the requirements of their degree.
6.9
For prospectiveundergraduate students, the intended subject list submitted as part of the overall application to the University of Melbourne student mobility program will be considered by the relevant student centre(s) for eligibility to enrol in those subjects listed.
6.10
For prospective graduate students, the completed application including intended subject list for the University of Melbourne student mobility program will be considered by the relevant student centre(s) for assessment and eligibility to be offered a place in the program.
6.11
When a student from an overseas institution is approved for a place, a formal offer will be made to the student by Melbourne Global Mobility, and must be accepted or rejected by the student (or approved University of Melbourne representative where relevant).

 

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7. Withdrawal and Deferral of Exchange Application

Outbound Students

Download the Withdrawal and Deferral of Exchange Application Procedure (pdf 257kb)

 
 

Inbound Students

7.6
Study Abroad and Exchange students unable to continue with their period of mobility in a particular semester may defer their place with Melbourne Global Mobility for one semester only. In exceptional circumstances that may be extended to more than one semester with permission from Melbourne Global Mobility.
7.7
The request for students to defer their places must come from their home institution co-ordinators or the third party providers, where relevant.
7.8
Melbourne Global Mobility will confirm the deferral with the relevant student centres/graduate schools and update the student system to reflect the change.
7.9
Where an offer has already been made, students will be issued with a new offer for the following semester.  Where no offer has been yet made, the application will be updated and assessed in the following semester in the usual way.

 

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8. Extending Student Mobility Program Participation

Outbound Students

8.1
Exchange students requesting to extend their exchanges for a second semester or more at the same partner institution must first get permission of Melbourne Global Mobility to ensure that the balance of students exchanged will accommodate the extension.  Extensions at the same host institution will only be permitted where doing so is not likely to prevent another student in the next round from having even one semester of exchange at that institution.
8.2
Study Abroad and Exchange students wanting to extend their time studying overseas towards their Melbourne degree/diploma must request permission in writing from their Faculty/Student Centre/Graduate School. It can only be granted where there is sufficient space available for credit in the student's degree and/or diploma and where there is an approved study plan for the new semester.
8.3
For Exchange students, once the extension is approved, Melbourne Global Mobility must formally request the extension of the exchange from the host institution and it cannot be considered final until the host institution has given permission in response.
8.4
Study Abroad and Exchange students are responsible for ensuring that their enrolment at the University of Melbourne is changed to reflect that they have extended their time overseas studying.
 

Inbound Students

8.5
Study Abroad and Exchange students wanting to extend their time studying at the University of Melbourne may only do so with the permission of their home institution and/or third party providers, where relevant, and requests from students need to be accompanied by support from their home institutions.
8.6
Requests for extensions will be checked by Melbourne Global Mobility for support from a student's administering Faculty/Student Centre/Graduate School at the University of Melbourne.
8.7
Exchange students requesting to extend their exchanges at the University of Melbourne for a second semester or more must also have permission from Melbourne Global Mobility. Where an extension of a current student for an additional semester might prevent a new student from the home institution in the next round from being accepted for one semester of exchange at the University of Melbourne, this will be made clear to the home institution by Melbourne Global Mobility before proceeding.
8.8
Once the extension is confirmed by all parties, Melbourne Global Mobility will update the student system to reflect the change and issue a new offer letter to the student.
8.9
The student must formally accept the offer and pay the Overseas Health Cover before a new Confirmation of Enrolment can be created to enable the student to extend her/his visa.

 

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9. Enrolment and Orientation for Student Mobility Programs

Outbound Students

9.1
Outbound study abroad and exchange students may vary their proposed study plan while overseas but must receive approval by the relevant Faculty. Students who complete subjects on study abroad or exchange that were not approved may not be awarded credit for those subjects.
9.2
Outbound students seeking approval to altersubjects while on study abroad or exchange should refer to the following website for details of the approval process: http://www.mobility.unimelb.edu.au/outbound/while-overseas/subject-changes.html
 

Inbound Students

9.4
Inbound study abroad and exchange student enrolments will be coordinated by Student Centres and Graduate Schools as appropriate within existing enrolment guidelines.
9.5
Inbound study abroad and exchange students may vary their proposed course of study subject to the approval of their administering Student Centre and meeting any individual subject prerequisites if appropriate. It is the responsibility of incoming students to ensure any amendments to their original study plan are approved by their home institution.
9.6
Orientation for inbound study abroad and exchange students will be coordinated by International Student Services (ISS) in collaboration with Transition and Orientation, Student Centres, Graduate Schools and Melbourne Global Mobility as appropriate.
9.7
Inbound students may participate in an optional Melbourne Welcome program prior to the official commencement of the Enrolment and Orientation period at the University of Melbourne, for a charge. More information is available at: http://www.services.unimelb.edu.au/international/saex/mw.html.
 

10. Credit for Student Mobility Programs

Outbound Students

10.1
The total amount of credit (expressed in points) at a particular year level for which a student would be eligible on successful completion of the approved studies is assigned by the relevant Faculty/Course Standing Committee.
10.2
Approval for credit may include details of any special arrangements regarding re-marking by the student's home Faculty/Course Standing Committee of work completed on exchange. For example, verification of inclusion within a major and prerequisite subjects for Honours entry, etc.
10.3
Where re-marking of subjects completed overseas is required, the home faculty must produce a mark for work completed overseas for each subject, where necessary. These marks for overseas study will be entered as a 'comment' in the student system and included when the student's average is calculated for entry into Honours orsome graduate programs.
 

Inbound Students

10.4
For the purpose of credit transfer, an academic transcript will be issued on behalf of the University of Melbourne by Melbourne Global Mobility in a timely manner and sent to the student and/or home institution.

 

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11. Funding for Student Mobility Programs

11.1
A range of funding opportunities exist to support University of Melbourne students on student mobility programs including Melbourne Global Scholarships, Melbourne Global Language Scholarships, U21 Student Grants, Special Funding for Exchange Partners and the Endeavour Student Exchange Program Awards, and are awarded on the basis of such criteria including academic merit. Additional funding opportunities exist that provide need-based grants by the Melbourne Scholarships Office in consultation with Student Financial Aid Office.
11.2
Scholarship decisions are made by the Scholarships Office and/or Melbourne Global Mobility and are ratified by the Scholarships Committee, with the exception of funding through the Endeavour Program and Special Funding for Exchange Partners. Further information on scholarship availability and eligibility is listed in the Student Mobility Program Guidelines on the Melbourne Global Mobility website.
11.3
Outbound exchange students are automatically considered for all funding opportunities with the exception of financial assistance where students must submit an application. Study Abroad and Short Term Program students are considered following the submission of a Study Abroad and Short Term Program Application Form to their home student centre or graduate school.
11.4
Kwong Lee Dow Young Scholars (KLDYS) are entitled to receive a KLDYS Melbourne Global Scholarship for a period of overseas study towards an undergraduate degree and/or diploma. Whilst automatically eligible, KLDYS students must still meet the minimum academic and eligibility requirements and approval to study overseas for credit on study abroad, exchange or short term programs from their home student centre or graduate school.
 

12. Risk Management & Student Mobility Programs

12.1
All outbound students who are undertaking a student exchange program must complete a Student Mobility Agreement prior to departing Australia.
12.2
All outbound student exchange programs require students to attend a pre-departure orientation prior to departing Australia as stipulated in the Student Mobility Agreement students are required to sign as part of the acceptance process.
12.3
All outbound students participating in a student mobility program must have adequate and appropriate travel and health insurance to confirm their place. The University of Melbourne will cover students and staff subject to the student mobility program meeting any requirements that may exist outlined on the University of Melbourne Insurance Office website: http://www.unimelb.edu.au/insurance.
12.4
Student Centres and Graduate Schools are responsible for ensuring that appropriate risk management practices and policies incorporating health and safety are adhered to for such short term experiences including externships, clinical placements and teaching practicums, or other independent programs.
12.5
Student Centres and Graduate Schools must provide Melbourne Global Mobility with a roster of students travelling overseas prior to the commencement of the intended study/practical experience.
12.6
Melbourne Global Mobility will maintain a register of all outbound student mobility programs, including information on registered students and travelling staff (where relevant), based on the information provided by Student Centres and Graduate Schools. This information will be kept in consultation and collaboration with the University of Melbourne Insurance Office.

 

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