PROCEDURE FOR UOW GLOBAL STUDENT MOBILITY TRAVEL GRANTS

Date first approved: 6 July 2007	Date of effect: 1 January 2009	Date last amended: (refer Version Control Table) 10 September 2020	Date of Next Review: 1 October 2025
First Approved by:	Deputy Vice-Chancellor (Global Strategy)
Custodian title & e-mail address:	Manager, Student Mobility student-mobility@uow.edu.au
Author:	Manager, Student Mobility
Responsible Division & Unit:	Global Strategy Division
Supporting documents, procedures & forms of this policy:	International Exchange Application Form Application for a Travel Grant for Short-Term International Programs OS-HELP Procedures
Relevant Legislation & External Documents:	Nil
Audience:	Public

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Contents

• 1 Introduction / Background 3
• 2 Scope / Purpose 3
• 3 Definitions 4
• 4 Types of Grants 4
• 5 Conditions of Award for Each Type of Grant 5
• 6 Payments to students 7
• 7 Student obligations upon completion of the program 7
• 8 Roles and Responsibilities 8
• 9 Version Control Table 9

1 Introduction / Background

1.1. The University of Wollongong is committed to providing students with the opportunity to include international perspectives and experiences in their courses of study.

1.2. The Office of the Deputy Vice-Chancellor Global Strategy supports this commitment by providing Travel Grants for eligible students to undertake an international experience to count as part of their studies at the University of Wollongong.

2 Scope / Purpose

2.1. This procedure will cover UOW travel grants and external funds for outbound student mobility administered by UOW for undergraduate and postgraduate coursework students undertaking an international experience. Postgraduate research students, are not eligible to apply for a UOW International Travel Grant and should instead investigate travel funding options through the UOW Graduate Research School.

2.2. The travel grant funding, which is determined on an annual basis, is available for the following programs where they are for credit towards a UOW degree and are approved in advance for the mobility program by the relevant academic authority and the Office of Global Student Mobility:

a. Priority 1: Semester exchange placements at exchange partner universities

b. Priority 2: Approved short-term programs, at least two weeks in length, as listed in section 4. These include, but are not limited to, intensive language/culture programs or other short-course at an approved partner institution, study tours led by UOW academic staff, overseas practice teaching placements or internships to count as either specified or unspecified credit towards UOW degree. Travel grants for short-term programs are subject to overall availability of funds;

c. Priority 3: Semester Study abroad (fee-paying) programs

2.3. Scholarships funded from external sources and administered by UOW, e.g. New Colombo Plan mobility projects, will generally be subject to the same deadlines, procedures and conditions of award as UOW Travel Grants in line with the particular external funding guidelines.

2.4. Students who receive travel grant funding from UOW as part of their enrolment in degrees such as the Global Leaders Development Program (Global Degrees) and the Bachelor of Western Civilization are subject to the respective payment terms and conditions of each program. Students are also subject to the provisions of this procedure but will not be eligible for additional travel grants funded by the Office of the Deputy Vice-Chancellor (Global Strategy). Students enrolled in such degrees are eligible for scholarships funded by external sources and administered by UOW, e.g. New Colombo Plan.

3 Definitions

Word/Term	Definition (with examples if required)
Exchange program	A program governed by a formal agreement with a UOW exchange partner enabling UOW students to study on a non-tuition fee basis; in return, UOW waives the tuition fee for an equivalent number of students;
UOW exchange partner	An institution with whom UOW has a current signed student exchange agreement duly approved by the Deputy Vice-Chancellor (Global Strategy) (in accordance with the Delegations of Authority Policy)
Study tours	Some UOW subjects involve a period of study overseas. The group arrangements for the in-country experience are normally made by the Coordinator from the relevant faculty. Generally the students will travel as a group with their UOW lecturer.
Short course	Refers to short term overseas study for credit, Faculty-led study tours, practicum or clinical placements, internships or work placements and volunteer projects.
Study Abroad program	An overseas study program where tuition-fees are paid at the host institution.

4 Types of Grants

SEMESTER PROGRAMS	International Exchange Travel Grant for a semester exchange to UOW partner university	$1,000 total grant per student (for either one or two sessions of study) up to approved maximum number each session*; if the number of applicants exceeds the number of grants available the applicants will be ranked on the basis of academic performance (minimum weighted average mark-WAM- of 65 and financial need)
SHORT-TERM PROGRAMS (minimum two weeks) SHORT-TERM PROGRAMS (minimum two weeks)	Short-Term Travel Grant for all types of programs less than a semester in length, including short courses at partners, short courses at non-partners, internships, clinical placements and teaching practicums. Programs must count for credit towards a UOW degree, or for part of a compulsory practical experience degree component.	$500 per student; Up to an approved number of awards per faculty; Faculties will select and recommend grant recipients for DVC (GS) funds for processing by OGSM

* as determined by the DVC(GS) on an annual basis as part of the budget approval process

1 Conditions of Award for Each Type of Grant

International Semester Exchange Program Grants

5.1 An International Semester Exchange Travel grant provides a one-off payment for students participating in an exchange program at a UOW partner institution for either one or two sessions. It is designed to assist students to meet basic travel and living costs of the exchange program. Where the number of applicants exceeds the number of travel grants available in any one year, the grants will be awarded on the basis of academic merit and financial need, and in accordance with the priority list in Section 3.2.

Conditions of Award

1.1 Exchange applicants are automatically considered for an International Semester Exchange Travel Grant. No separate application is necessary. To be eligible, students must have submitted a completed online exchange application through Student Mobility Online by the appropriate deadline date and received approval for credit by the delegated academic authority of their home Faculty(s) and the Office of Global Student Mobility;

1.2 Award of any travel grant is conditional upon the student participating in the International Exchange Program through the University of Wollongong, at the university approved by the Office of Global Student Mobility and during the session specified in the letter of offer. It is also conditional upon the student:

a. being enrolled in a relevant degree program at UOW (at the time of travel and for the duration of the exchange);

b. confirming their enrolment at the partner institution prior to the end of approved overseas program;

c. successfully completing the exchange program;

d. completing a minimum of 4 hours of promotional volunteering upon return to UOW;

e. submitting promotional material for OGSM as outlined in the travel grant offer letter;

f. finalising their study overseas report and credit transfer; and,

g. meeting other program obligations in accordance with the International Exchange Program Terms and Conditions.

1.3 The recipient is required to repay the travel grant to UOW if they withdraw prior to the commencement of the program or before the completion of the program or does not meet other program obligations. Normal UOW rules relating to failure to pay charges will apply (see Fees & Assistance at: http://www.uow.edu.au/student/finances/index.html)

1.4 All International Semester Exchange Travel Grant recipients are required to attend pre-departure and re-entry meetings and to commit as a volunteer for Office of Global Student Mobility promotions to future exchange students as outlined on the International Exchange Program Terms and Conditions

5.6 Final approval for funding is at the discretion of the Deputy Vice-Chancellor (Global Strategy).

5.7 The University of Wollongong reserves the right to not award an International Exchange Travel Grant.

Short-Term Travel Grants

5.8 Travel grants are also available for other eligible undergraduate and postgraduate coursework students undertaking specific international activities for credit as part of their UOW degree program. Grants are not automatic and will be considered by the faculty that owns the students’ degree in conjunction with the Office of Global Student Mobility.

5.9 A limited number of Short-term Travel Grants are provided for the following activities. If overall funding is limited the applications will be ranked in the following priority order:

a. Compulsory short-course or study tour, including in-country language and culture programs, as a UOW degree or subject requirement

b. UOW Study tour led by UOW academic staff member

c. Non-compulsory short course for credit at UOW partner institution

d. Overseas teaching practicum or clinical placements

e. Internships, for credit at an approved organization

f. Courses undertaken for credit at non-partner institutions are the lowest priority and are subject to availability of funds

1.1 All programs must be at least two weeks in length unless otherwise approved by the Deputy Vice-Chancellor (Global Strategy).

Conditions of Award

1.2 Applicants must complete a Student Mobility Online application form available on the OGSM website. The form must be submitted by 15 April for programs commencing June-September and by 15 September for programs commencing November-February. Payments will not be made if the Application Form is incomplete, the student has not submitted the required supplementary documentation or if a student has a debt to UOW which is not cleared prior to departure.

1.3 Purpose of travel must be relevant to the applicant's UOW degree and the proposed program must count as either specified credit or unspecified credit towards the UOW degree, OR program must count towards a compulsory work experience or practicum experience.

1.4 Applicants seeking unspecified or specified credit for the international experience must have an online Credit for Prior Learning form approved by the relevant UOW Head of Students. This must also be completed if applicants are undertaking the international experience as part of a UOW subject, but it should be specified by the Head of Students in the comments section of the CPL form that the student will be directly enrolled in the subject. .

1.5 Applicants must be enrolled in the relevant UOW degree for the duration of the international program.

1.6 Preference will be given to applicants that have a satisfactory level of academic achievement at UOW (WAM of 65 or above).

1.7 The award of a travel grant does not imply approval for enrolment or credit transfer; nor does the approval of credit transfer imply approval for the award of a travel grant.

1.8 Students are responsible for confirming enrolment and credit transfer arrangements at UOW before the commencement of travel.

1.9 Travel grant recipients must complete a report at the completion of the program and participate in other evaluation activities as required.

1.10 The recipient will be required to repay the travel grant to UOW if they withdraw prior to the program commencing or before the completion of the program. Normal UOW rules relating to failure to pay charges will apply (see Fees & Assistance at: http://www.uow.edu.au/student/finances/index.html)

1.11 All travel grants are issued in Australian dollars.

1.12 Funding is approved by the Deputy Vice-Chancellor (Global Strategy) or nominee. Funding amounts may vary from year to year.

2 Payments to students

2.1 In accepting the terms and conditions on the online Exchange, Study Abroad or International Short Course Form the student agrees to the conditions of award as outlined above.

Short-Term Grants

2.2 Each applicant for a Short-term grant must complete an online application and have it approved by the head of the Academic Unit and the delegated academic authority. This form must be submitted along with the required supporting documents to the Office of Global Student Mobility by 15 April for programs commencing June-September and by 15 September for programs commencing November- February.

2.3 The payments are coordinated by the Office of Global Student Mobility and will only be paid in Australian dollars by Electronic Funds Transfer direct to the student’s Australian bank account.

2.4 Short-term Travel Grants may be paid in advance of the program. It is not always possible to process the travel grants before the intended travel dates and therefore the funds may only be available during or after the program has commenced.

2.5 Payments will not be made if the Application Form is incomplete, the student has not submitted the required documentation, the student’s enrolment status is not active, or if a student has a debt to UOW which is not cleared prior to departure.

6.6 Payments will not be made if the Application Form is incomplete, the student has not submitted the required documentation, the student’s enrolment status is not active, or if a student has a debt to UOW which is not cleared prior to departure.

International Exchange Travel Grants for Session programs

6.7 International Exchange Travel Grants for session programs are normally paid when the student confirms their arrival and enrolment at the host university. This system ensures that students notify the Office of Global Student Mobility of their arrival, enrolment and contact details. Travel grants for international students participating in semester exchange programs will normally be paid into their nominated bank account upon receipt of their arrival, enrolment and contact details. All students must confirm their enrolment at the host university by submitting the Confirmation of Enrolment form signed by the appropriate staff member at the host university. Payments to students are normally processed within 10 working days of the receipt of the completed Confirmation of Enrolment form.

3 Student obligations upon completion of the program

7.1 All students must submit the following documents within 30 days of returning to UOW. In addition, students participating in the semester International Exchange Program are required to attend a re-entry meeting organized by the Office of Global Student Mobility:

A Study Overseas Report including the following details or a specific evaluation report upon request:

a. Date the program was undertaken

b. Location of program

c. Details e.g. highlights, academic, accommodation, travel experiences

d. Outcomes

Evidence of successful completion:

e. International Exchange Program: original transcript from host university

f. Short Course Program: original transcript from host university or original completion certificate

g. Internship: letter of confirmation of successful completion

h. Faculty-led Study Tour- Email confirmation from project coordinator that the student successfully completed the overseas program.

4 Roles and Responsibilities

Office of Global Student Mobility

8.1 The role of the Office of Global Student Mobility is to:

a. Provide advice on Exchange destinations and programs

b. Manage the application process, enrolment, credit transfer, travel grant payments and insurance.

c. Senior Coordinator, Student Mobility will approve individual travel grant applications

Manager, Student Mobility

8.2 The role of the Manager, Student Mobility is to recommend annual travel grant budget and final allocation of funds on behalf of the Deputy Vice-Chancellor (Global Strategy)

5
Version Control Table

Version Control	Date Released	Approved By	Amendment
1	6 July 2007	DVC (A&I)	Original document
2	4 September 2008	DVC (A&I)	Formatting into UOW Procedure document.
3	28 January 2009	PVC (International)	Update to reflect new role of PVC(I) and updated conditions of award
4	November 2010	DVC (International)	Updated types of grants and conditions of award
5	December 2011	DVC (International)	Update conditions of award and nomenclature
6	November 2014	DVC (International)	Updated to reflect new titles, new Government funding schemes and changes to processes.
7	January 2015	DVC (Global Strategy)	Updated to reflect new title DVC (Global Strategy) and minor administrative amendments.
8	4 December 2015	University Council	Consequential amendment to remove reference to rescinded Graduate Qualities Policy. Update to latest Procedure Template.
9	9 October 2020	DVC (Global Strategy)	Minor amendments to titles, terminology and contact information. Amendments to simplify types of grants. Amendments to award conditions, payments to students and the online application process.