Process for outbound exchange students
- Students are already admitted to their standard UoM course.
- Students apply to go on exchange (off-system).
- Once accepted by the host institution and notified by Melbourne Global Mobility, students are enrolled into non-assessed subjects with codes beginning "EXCH" as placeholders while away (e.g. per faculty/DEEWR study area).
- If there are subjects on the study plan for the given exchange semester these need to be moved 'off plan', including any core subjects which may be listed. These can be added back in at a later stage if required.
A list of these subjects is available on the Melbourne Global Mobility (MGM) web site at http://www.mobility.unimelb.edu.au/staff/SO-subjects/index.html
RHD student stays enrolled in normal thesis subject, but details of the joint arrangement are recorded on the SSPP
- At this point go to the Advanced Standing Application screen in StudentOne to record what credit arrangements are in place.
StudentOne automatically applies the credit for Exempt to the equivalent subjects. General credit must be manually applied to an Option row in the in the Study Plan screen.
- You must note the partner institution at which the student will be studying on exchange on this screen using the External Organisation code, Axxx. You can find these codes on the MGM website at http://mobility.unimelb.edu.au/staff/institution_names.html.
- Do NOT 'grant' the Advanced Standing until the students return and have their transcripts evaluated. It must have a status of Unassessed at this stage.
- Study Mode changed to Mobility Out on Student Study Package Components (subjects) against the EXCH subjects individually.
- SSPCs (subjects) are allocated to the appropriate position on the Study Plan Structure, ensuring the exchange subjects are in the correct place.
- Warning #1: Staff must check that Study Plan is set to Enrolment Approved (Study Plans MUST NOT be set to Completion Approved while these non-assessed exchange subjects have an SSP Status of Enrolled. This is because the bulk job that 'completes' these SSPCs (subjects) may inadvertently make a student eligible for auto-completion before their Advanced Standing has been assessed and processed
- Warning #2: Be aware that an overnight process runs that will automatically set SSPCs (subjects) to Passed once the Availability End Date (typically end of the teaching period) is reached (this is a System Administrator task). This is currently being investigated and addressed.
This bulk job has no definable parameters, but runs globally across the product
- There are two types of advanced standing you can apply to a student's study plan and both are relevant for exchange and can be possible from the same exchange:
Exempt Advanced Standing Exempt credit means the student will complete an equivalent subject on exchange and will not have to do it again when returned. This will be used for single subjects at other institutions that are considered equivalent to single subjects at UoM.
General Advanced Standing General credit reduces the credit points that have to be done to complete a Study Plan. This is applied only to structural components with structure and is usually granted for studies completed external to the institution or relevant work experience. This will be used for granting buckets of credit e.g. 25 points of second year English, on exchange.
- Advanced Standing is applied to individual subjects (EXCH) upon completion of the exchange period and receiving an academic transcript from the partner institution.
- Upon return, student's Advanced Standing is assessed and recorded/granted (where entered in step 3 above). See "Granting Advanced Standing After Returning from Exchange" instructions.
- Non-assessed dummy components are taken 'off plan', and Advanced Standing applied to Study Plan Structure in the appropriate position.
- Study Plan can now be set to Completion Approved as appropriate.