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Developing an International Short Term Mobility Program

Instructors Handbook

Prepared by Western Sydney International

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Table of Contents 1. Designing a Short Term Mobility Program ...................................................................................... 4

1.1 Start by Completing Steps 1 to 4............................................................................................... 4

1.2 Timeline ..................................................................................................................................... 4

1.3 The Key to a Successful Program .............................................................................................. 5

2. Considerations when Designing a Program .................................................................................... 5

2.1 Basic Information ...................................................................................................................... 6

2.2 Travel Warnings and Country Reports ...................................................................................... 6

2.3 Health Information .................................................................................................................... 6

2.4 Budgeting .................................................................................................................................. 6

2.5 Administration Costs ................................................................................................................. 7

2.6 Supplementary Finance Options for Students .......................................................................... 8

2.7 Visas .......................................................................................................................................... 8

2.8 Accommodation ........................................................................................................................ 8

2.9 Transportation .......................................................................................................................... 8

2.10 Society and Culture ................................................................................................................. 8

2.11 Environment ............................................................................................................................ 9

2.12 Infrastructure .......................................................................................................................... 9

2.13 Work environment .................................................................................................................. 9

2.14 Security ................................................................................................................................... 9

2.15 Crisis Management ................................................................................................................. 9

2.16 Overseas Universities, Organisations, and Third Party Providers ........................................... 9

3. Implementation and Pre-departure Tasks .................................................................................... 10

3.1 Risk Assessment ...................................................................................................................... 10

3.2 Promotion ............................................................................................................................... 10

3.3 Student Selection .................................................................................................................... 10

3.4 Collecting Payments from Students ........................................................................................ 11

3.5 Student Pre-Departure ............................................................................................................ 11

3.6 The Confirmation of Overseas Travel Form ............................................................................ 11

3.7 Flights ...................................................................................................................................... 11

3.8 First Aid Training for Instructors ............................................................................................. 12

3.9 Mental First Aid Training for Instructors ................................................................................. 12

3.10 eCounselling for Students ..................................................................................................... 12

3.11 Respect.Now.Always. ............................................................................................................ 12

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3.12 Insurance ............................................................................................................................... 12

3.13 Emergencies .......................................................................................................................... 13

3.14 On-Site Orientation ............................................................................................................... 13

3.15 Returning from Overseas and Reporting .............................................................................. 13

4. Managing an Australian Government Mobility Project ................................................................ 13

4.1 Project Acceptance ................................................................................................................. 13

4.2 Developing and Leading a Project ........................................................................................... 14

4.3 Promoting to Students 6-12 months prior to departure ........................................................ 14

4.4 Selecting Students - No later than 3 months prior to departure ............................................ 14

4.5 Government Reporting - No later than 3 months prior to departure .................................... 14

4.6 The Final Report and Acquittal of Funds ................................................................................. 15

4.7 Project Evaluation for Students - on return from overseas .................................................... 15

4.8 The Transfer of Funds ............................................................................................................. 15

4.9 Project Leaders Responsibilities ............................................................................................. 16

4.10 Western Sydney International’s Responsibilities .................................................................. 16

4.11 Support from Western Sydney International ....................................................................... 17

4.12 Variations to a Mobility Project ............................................................................................ 17

4.13 Acknowledging the Government .......................................................................................... 18

4.14 Student Eligibility for the New Colombo Plan ....................................................................... 18

4.15 Using Grants on Behalf of Students ...................................................................................... 18

5. FURTHER ASSISTANCE ................................................................................................................... 18

Appendix ........................................................................................................................................... 19

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Thanks to the dedication of many staff, there are a multitude of overseas experiences available for Western students. If you are interested in developing an instructor led program, the experience can be very rewarding for both students and staff.

Keep in mind that developing a new program requires a considerable investment of your time and energy. The planning stage takes an average of 18 to 24 months before the time comes to take students abroad.

This information can also be used for development of a programs involving a group of students travelling abroad without an accompanying staff member.

1. Designing a Short Term Mobility Program Short Term Mobility is defined as any official overseas experience that is less than one semester and relates to a student's university experience. These include short courses, study tours, research trips, internships or work placements, practicums or clinical placements, volunteer projects, conferences and competitions. Many of experiences can be supplied 'off the shelf' by an overseas provider, or may require detailed planning. If you are interested in developing an instructor lead program, the planning stages can take 18-24 months.

1.1 Start by Completing Steps 1 to 4

• STEP 1: Complete the Proposal for an International Instructor Led Program and complete Part 1 – this can be downloaded at https://bit.ly/2v5yMxE or found in the Appendix. This process helps you think about the options required for planning an overseas experience for students (see Section 2 Considerations).

• STEP 2: Request a meeting with Western Sydney International (WSI). WSI will support your efforts and guide you through the process.

• STEP 3: Seek approval from your School or Department and talk about how it relates to your School's goals and university-wide strategies.

• STEP 4: On approval, complete the Risk Assessment, final schedule, and pre-departure tasks - see Section 3 Implementation

1.2 Timeline

Activity / Task Prior to students going abroad Submit a Project Proposal 18 to 24 months Approval from School or Department 18 to 24 months Final Budget 12 months Completion of Risk Assessment 12 months Promotion to students 6 to 12 months Selection of students 4 to 6 months Student Acceptance – Conditions of Participation 4 to 6 months Pre-Departure Information Session 4 to 6 months

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Booking flights 4 to 6 months Student Refund / cancellation penalty 1 to 3 months

Activity / Task On Arrival Overseas On-site Orientation Immediately Student Arrival - Conditions of Participation Immediately

Activity / Task Return from Overseas Student and Instructor Evaluation No later than 1 month

1.3 The Key to a Successful Program

Program leaders have identified the following elements as those that make for the most rewarding and successful instructor lead program:

• Keep in mind that the following critical elements will impact whether or not students choose to participate in your program: units, academic credit, cost, location, and program dates.

• Avoid simply duplicating units taught at Western Sydney University. Relate subject matter to the host country.

• When formulating a budget, consideration should be given to the cost of administration and the hiring of expert staff or Third Party Providers.

• Utilise the personnel, facilities, and cultural resources of the host country as much as possible, with the aim of providing students with opportunities for an intercultural unique experience. A quality program will maximise the use of the people and resources available in the host country. Students want an experience that they cannot obtain in Australia.

• Set realistic enrolment targets when creating the program budget. This will result in an attractive program fee and a realistic budget for the program.

• Give attention to detail during all aspects of preparation. • Prepare in advance for potential difficulties, problem cases and emergencies. • Put effort and creativity into promoting your program. • Communicate regularly with students through orientation sessions, informal gatherings,

email, social media, and phone to provide information and build group cohesiveness. • Be proactive in addressing the group's expectations for the program during pre-departure

and on-site orientation. • Be prepared to handle on-site logistics and finances. • Be prepared to respond to behavioural problems and emergencies. • Provide feedback to Western Sydney International and your school / department. The only

way programs can be improved in the future is through feedback from you and your students. Promptly submit a program report and encourage students to respond when they receive their online evaluation.

2. Considerations when Designing a Program Short term mobility projects can be very complex and take hundreds of hours to design and administer. Provided below are some areas to contemplate.

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2.1 Basic Information

• Destination country(s) • Destination city(s) • Project Partner(s) • Number of students participating • Academic recognition • Discipline(s) • Start Date Overseas • End Date Overseas • Total Cost (Budget) • Supplementary Finance options for students • How will it be promoted - webpage, flyer, social media, VuWs • Project application / Expression of Interest • Promotion commencement Start / End Date • Information sessions • Selection of students by Date • Student pre-departure session(s) • Final reporting • Will any staff be participating? How many? Who are they? • Universities, organisations, or providers that will be engaged in this project

2.2 Travel Warnings and Country Reports

What is the current level of precaution for the intended destination(s)? For comprehensive information about overseas locations see:

• Visit the Department of Foreign Affairs Smartraveller http://smartraveller.gov.au • See Country Reports http://www.countryreports.org which provides over 35,000 pages

of online content on the cultures and countries of the world.

2.3 Health Information

• Are vaccinations or health checks required? Understand the medical risks for the intended destination(s).

• Visit Travel Doctor-TMVC http://www.traveldoctor.com.au/TravelHealthPlanner and the Australian Government Department of Health https://bit.ly/2LD43SI. Read the Health Advisory Report for the intended overseas destination(s).

• Medications: If students or staff require medications overseas, check with the appropriate host country consulate(s) and ensure that the medications are not illegal in the countries you are visiting – see DFAT https://bit.ly/2uNoBOM.

• For information about Health/Travel Insurance, see Section 3.12.

2.4 Budgeting

When formulating a budget, considerations should be given to a range of costs including the following:

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• Administration* • Airfares • Accommodation • Meals • Visa and passport fees • Textbooks and supplies • Tuition fees • Accommodation • Medical and accident insurance (usually covered by WSU insurance) • Excursion options

o On-site orientation o Airport pick-up o On-site support o Local transportation o Academic advising o Assistance with travel arrangements o Pre-departure orientation o Project leader participation o Miscellaneous costs

• To assist in formulating the cost of a program, an International Short Term Mobility Program - Basic Budget can be found in the Appendix or download the form at https://bit.ly/2mHdrXr.

• It is highly recommended when designing a program that the overall cost is not intentionally reduced to save money while also diminishing the quality of the program and put at risk the safety of participants and the reputation of the University.

• *An important question to ask is 'How' will your mobility program be administered? Some activities can take up to 400 hours to manage. Further, if you are designing a study tour, the preferred student to staff ratio is 10 to 1. To ensure a quality program that does not put at risk the health and safety of students, the quality of a program, or the reputation of the University, it is advised that that the cost of administration is taken into account. It is recommended that consideration should be given to the employment of a Third Party Provider (TPP) - see below.

2.5 Administration Costs

• Short term mobility programs can be very complex and take hundreds of hours to administer. Consideration can be given to outsourcing the employment of a dedicated administrative staff member or outsourcing to a Third Party Provider (TPP).

• TPPs are highly experienced in designing and implementing overseas programs, often using established best practice techniques, existing administrative structures, and contacts in-country. When using TPPs, there are usually no initial administration fees for the University. TPPs can tailor a project to specifications, incorporating many additional activities such as industry visits, expert lecturers, and complimentary travel and accommodation for staff. If you decide to use a TPP, depending on the design of the program, the cost of administration can be minimal for Western Sydney University.

• Please note that TPPs with no official relationship to the University may not promote their programs on the university's campus without approval from Western Sydney International. See Working with Third Party Partner Organisations https://bit.ly/2NNsbj9

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2.6 Supplementary Finance Options for Students

• OS-HELP: students may be able to access OS-HELP, a deferred HELP debt loan up to $7,700. Academic recognition is required, and students must have completed 80 credit points (1 EFTSL) of study, and have 10 credit points remaining on return. See the OS-HELP webpage for more information https://bit.ly/2NLsoU1 . A high number of students have been funded for student mobility opportunities at Western Sydney University via OS-HELP. During 2016 Western Sydney University provided 290 students with OS-HELP totalling $1.8million. For projects that are funded by the New Colombo Plan or Endeavour Mobility Grants, OS-HELP can also subsidise the cost of a project.

• The New Colombo Plan Mobility Program: provides funding to Australian universities and consortia to support Australian undergraduate students to participate in semester-based or short-term study, internships, mentorships, practicums and research in 40 host locations across the Indo-Pacific region. Find out more about The New Colombo Plan Mobility Program https://bit.ly/2i1SM19

• Endeavour Mobility Program: administered by the Department of Education and Training, Endeavour Mobility Grants https://bit.ly/2i1SM19 supports engagement between Australia and the rest of the world through student mobility. Funding is provided to Australian tertiary education providers, which in turn provide grants to Australian students to undertake mobility projects globally.

2.7 Visas

Is a visa required for country(s) that are being entering? Check with the overseas provider and/or the appropriate consulate(s) https://bit.ly/2uNoBOM about the country(s) of entry.

2.8 Accommodation

What type of accommodation will the students have and what are the hazards? Are there any potential risks? How can these hazards be mitigated. Consider factors such as obtaining adequate accommodation, location of accommodation, transfer to accommodation, sanitation.

2.9 Transportation

How are the students being transported in-country? List any potential risks and how these hazards could be mitigated. Consider factors such as whether local public transport is reliable and safe. If you are driving are you familiar with local road rules and practices?

2.10 Society and Culture

What do the participants in this project know about the destination society and culture? List any potential risks and how these hazards could be mitigated. Consider factors such as local laws, religion, customs, culture, local language, photos permitted, dress requirements etc. To find out more about the country(s) being visited see Country Reports http://www.countryreports.org/ and Smart Hints for Australian Travellers https://bit.ly/22d2BsX .

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2.11 Environment

Will the participants in this project be exposed to extreme environments? List any potential risks and how these hazards could be mitigated. Consider factors such as exposure to climatic extremes (temperature and humidity); hostile environments (deserts, jungles, snowfields etc.); exposure to domestic, wild or feral animals; exposure to venomous reptiles, insects, poisonous plants etc. How far away medical attention is? Whether the destination has a readily available source of reliable/safe drinking water? Whether the destination has difficulty providing reliable/safe supply of food (cooked and uncooked).

2.12 Infrastructure

What is the infrastructure in the proposed host country(s) like? List any potential risks and how these hazards could be mitigated. Consider factors such as whether it is easy to obtain help from local emergency services, ease of access to adequate medical care. Is the local power supply reliable? What level of safety standards applies at the destination(s)? Is there mobile phone coverage, phone, fax, email etc.?

2.13 Work environment

Will the participants be engaged in work experience? List any potential risks and how these hazards could be mitigated. Consider factors such as biological, chemical, and physical hazards. The availability of appropriate Personal protective equipment (PPE).

2.14 Security

Is the overseas location safe? List any potential risks and how these hazards could be mitigated. You should consider things such as whether the destination is regarded as risky from petty and/or violent crime. Is terrorism / civil unrest / piracy active in the area? Will the participants be carrying belongings that could be seen as easy targets? Has an emergency exit strategy been determined?

2.15 Crisis Management

Do you have a crisis management plan? Consider who to contact in an emergency and the processes. Ensure you understand and make use of Western Sydney University’s Customer Care Corporate Protection Program https://bit.ly/2mHUsvP. Collate a list of emergency and after-hours government, insurance, host institution and embassy contacts, including phone, emails, websites etc. Run orientation and pre-departure briefings for staff and students.

2.16 Overseas Universities, Organisations, and Third Party Providers

Will the participants in this project be attending an overseas university, participating in an activity with an external organisation or Third Party Provider? Is there an agreement in place? See the following:

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• Establishing New Collaborative Agreements https://bit.ly/2mIDnBR • Working with Third Party Partner Organisations https://bit.ly/2NNsbj9

3. Implementation and Pre-departure Tasks

3.1 Risk Assessment

• All short-term mobility projects require the completion of a risk assessment and approval from the University by completing a WHS Risk Assessment and Control Form https://bit.ly/2NLuJ1f. This form is also required for booking Group Travel (see Flights Section 3.7).

• To assist in identifying risks for international student travel, use the International Student Mobility Risk Assessment Worksheet found in the Appendix or download at https://bit.ly/2AaIdlf . This form compliments the Western Sydney University WHS Risk Assessment and Control Form.

3.2 Promotion

• Promotions should commence no later than 8 months prior to departure. This is usually done face-to-face in lectures, on webpages, VuWS, and social media. Talk to your School Manager for assistance.

• On request, Western Sydney International can develop an online flyer and Expression of Interest.

o Example of an online flyer – see https://bit.ly/2GsE4Yb o Example of an online Expression of Interest – see https://bit.ly/2JXiyf8

• The Expression of Interest is linked to the Flyer and will have a presence on the International website, which can be downloaded and handed out to students in classes or used as a general information website. In addition, you will be provided with a special shared data link, which will enable you to see real-time information on students applying for the opportunity.

• If you would like to utilise this service, download the A4 Flyer Template https://bit.ly/2v4nbP9, complete the details, and return to s.mcdonald@westernsydney.edu.au.

3.3 Student Selection

• Student Eligibility: there are many different methods used to evaluate students for a Short Term Mobility experience. This may include assessing academic achievement, Grade Point Average, a statement of purpose, knowledge about a country or program etc.

• Conditions of Participation: After being selected for a program students should accept their place in the program via the Western Sydney University Conditions of Participation form found in the Appendix or download at https://bit.ly/2LRkUhI . This form is not required if utilising the services of Western Sydney International – students will be required to complete an online acceptance.

• Support from Western Sydney International: On request, Western Sydney International can provide a best practice 'online' flyer and online Expression of Interest/application that will be

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placed on the special opportunities webpage and other locations on the international site. The online Expression of Interest can be tailored to a project leader’s needs and is designed to identify eligible and non-eligible students. Project leaders will be provided with a weekly update by Western Sydney International. Western Sydney International can also co-manage the selection of students (see Promotion above).

3.4 Collecting Payments from Students

If you need to collect payments from students:

• Build a One Stop shopping cart. Payments will made on the following page: https://onestop.westernsydney.edu.au/OneStopWeb/Web/menu

• Develop a project/cost centre. It is advised that you speak with your School accountant.

To build a new event in OneStop, complete the iPAY product request – see https://uws.service-now.com/Portal/request_something.do.

3.5 Student Pre-Departure

• It is highly recommended that all students travelling abroad complete a Pre-Departure Information Session at least once. A Pre-Departure information session can be conducted by the project leader and usually includes specific information particular to a program plus selective information from the Before I Go online checklist https://bit.ly/2JUteeN . This includes information about passports, visas, health and safety, travel insurance, cultural awareness, transportation, accommodation, registering travel with the University and Smartraveller and much more.

3.6 The Confirmation of Overseas Travel Form

• As soon as students have received an acceptance letter from an overseas university or provider confirming their participation in a program, they you are required to complete the Confirmation of Overseas Travel (COT) form. The COT is an important multi-purpose form that registers the student’s travel with the University and Australian Government. The COT can be found on the Before I Go online checklist https://bit.ly/2JUteeN.

3.7 Flights

• Group Bookings: All group travel should be booked through the University Travel and Expense Management System (TEMS) - see https://www.westernsydney.edu.au/travel/travel . For further advice about booking travel for students, contact the Western Sydney University Travel Team.

• Independent Bookings: In some circumstances, students are permitted to pay for costs directly to the agent and/or provider including visas etc. For further advice, contact the Manager, Short Term Mobility Steven McDonald.

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3.8 First Aid Training for Instructors

It is recommended that Project leaders or associated staff who are taking a group of students are trained in first aid. Staff at Western Sydney University may undertake the Surf Life Saving NSW first aid certification and recertification training. First aid training is delivered via flexible delivery, whereby 50% of the course is completed online prior to the practical session. First aid courses are managed through MyCareers Online (accessed through WSU Staff Online). Search "First Aid" and register for the appropriate activity.

3.9 Mental First Aid Training for Instructors

Mental health problems are prevalent in our community with 1 in 5 people suffering from a mental illness (depression, anxiety, substance abuse, or other). It is recommended that Project leaders or associated staff who are taking a group of students are trained in Mental First Aid. Mental First Aid courses are managed through MyCareers Online (accessed through WSU Staff Online). Search "Mental First Aid" and register for the appropriate activity.

3.10 eCounselling for Students

eCounselling is a confidential online service that allows students to ask a counsellor questions from the comfort and privacy of thier own computer. eCounselling provides support for issues affecting students' study or wellbeing. It's not intended as a replacement for seeing a counsellor in person. The answers given are of a general nature only. Face to face counselling is usually advised for more serious or ongoing problems. For serious circumstances, see Emergencies. For further information, see eCounselling https://bit.ly/2LSfSkL .

3.11 Respect.Now.Always.

Respect. Now. Always. is an initiative launched by Universities Australia to ensure that university campuses are places of safety and respect for all students and staff. The Respect. Now. Alwayscampaign is about raising awareness in the university community that sexual assault and sexual harassment are completely unacceptable. Western Sydney University recognises the seriousness of sexual assault and sexual harassment - further information can found on the Mental, Health, and Wellbeing website https://bit.ly/2LEKwkI. In the event that a student experiences sexual assault and sexual harassment while abroad, please contact Customer Care on 61 2 8907 5686 (24/7).

3.12 Insurance

• Students that travel overseas on approved university activities are covered by the corporate travel insurance policy for the official component of their trip. This may include travel overseas for the purposes of placement, work experience, practicums, research, conferences, student exchange and study tours. Note this cover is limited and does not include personal travel or participating in extreme or high risk activities.

• Comprehensive information about the policy can be found on the Western Sydney University Overseas Travel Insurance https://bit.ly/2Ogktz9 webpage.

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• Before travelling abroad all students and staff should download the Customer Care Corporate Protection Card https://bit.ly/2v4pqSz . If you or a student experiences a medical or security problem while travelling, contact Customer Care immediately (see Section 3.14)

3.13 Emergencies

• Download the Customer Care Corporate Protection Card https://bit.ly/2v4pqSz • Should an emergency arise at any time while abroad, contact Customer Care reverse charge

anywhere in the world 24/7: o Phone: +61 2 8907 5686 (available 24/7) o Customer Care Membership Number: CC112UWS

• If you need to speak urgently to a Western Sydney International staff member due to a critical incident, call +61 414 274 211 or Western Sydney University Campus Security https://bit.ly/2v4qvd5 (24 hours) +61 1300 737 003

• 24-hour consular assistance while overseas, see http://smartraveller.gov.au/help

3.14 On-Site Orientation

• On arrival students should be provided with an on-site orientation that discusses the community environment, cultural immersion, health and safety, emergencies, local travel, excursions and general support.

3.15 Returning from Overseas and Reporting

• On return from overseas, students are required to complete an online evaluation https://bit.ly/2LBU5Ba which appraises their overseas experience and collects testimonials. Project leaders are required to notify students of this requirement. On request Western Sydney International will provide a summary of results to project leaders. This information may also be used to inform the Government and University about student mobility programs.

• For projects that are funded by the New Colombo Plan or Endeavour Mobility Grants, see the Section 4 or https://bit.ly/2i1SM19 about final reporting.

4. Managing an Australian Government Mobility Project Congratulations to Western Sydney University staff who have been selected to lead a New Colombo Plan (NCP) or Endeavour Mobility project. The following information is about how to manage a Government Mobility project.

4.1 Project Acceptance

The University is required, on behalf of project leaders, to enter an Agreement with the Australian Government for the funding and accurate management of the prescribed project. Before the

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University accepts the Government's funding, project leaders are required to complete an online acceptance. For any changes to a project, see 4.5 Variations to a Mobility Project.

4.2 Developing and Leading a Project

Developing a student mobility program requires a considerable investment of your time and energy. The planning stage can take over 18 months before the time comes to take students abroad. Project leaders are required to meet with Western Sydney International to discuss how the mobility project will be implemented and managed – see Sections 1 to 3 of this handbook.

4.3 Promoting to Students 6-12 months prior to departure

• It is a mandatory requirement that the Australian Government is acknowledged in all publications, promotional materials and activities related to the project. The Government will request how this was acknowledged in the final report (section 4.6) - keep a record.

• It is highly recommended that: o A student webpage or flyer is developed early, providing detailed information about

the project. o the project is promoted face-to-face in lectures and via School channels very early.

• Further information about promotion can be found in Section 3 of this handbook.

4.4 Selecting Students - No later than 3 months prior to departure

• For Student Eligibility, see Section 4.14 • Project leaders and/or associated staff are required to send a list of prospective participants

to Steven McDonald, no later than 3 months prior to departure. The details must include the students' full names and student IDs only.

• The students will be cross-checked on Callista and the Government system ISEO, to ensure that the students and the project meet the requirements and the students have not previously received New Colombo Plan funding from Western or any other institution.

• Western Sydney International will send a provisional offer letter and online acceptance to all selected students. The online acceptance collects information required for Government reporting.

• Project leaders and/or associated staff are not permitted to offer funding to students, or use the funding on behalf of students, without verification and consultation with Western Sydney International.

4.5 Government Reporting - No later than 3 months prior to departure

• Western Sydney International will:

1. Confirm the selection of students with the project leader

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2. Send a provisional offer letter to all selected students which includes a compulsory online acceptance. The online acceptance:

a) Collects information for Government and University reporting b) Delivers a generic tutorial that discusses pre-departure information found on

the Western Australian Government Mobility Grant Checklist - passports, visas, health and safety issues, university insurance, registering with Smartraveller and much more.

c) Requires students to register their travel on the Australian Government Smartraveller website.

d) Invites all selected students to participate in the Pre-departure Cross Cultural Awareness Training provided by the Government.

• Western Sydney International will send each student an official email confirming their overseas activity. This can be used for Centrelink and visa purposes.

• Western Sydney International will complete the required Government reporting as per the New Colombo Plan or Endeavour Guidelines.

• Note, the Australian Government has warned universities that fail to comply with the Guidelines and reporting requirements, risk being penalised and/or referral to proper authorities for investigation of improper use of Program Funds.

4.6 The Final Report and Acquittal of Funds

• Project leaders are required to complete the Final Report and Acquittal Report via the www.research.net/r/Mobility_Project_Admin . This simple report includes the following questions:

• Summary of key achievements, major outcomes and highlights (150 words) • Describe how the Mobility Project was promoted before, during, and after the activity (100

words ), e.g. list the publicity materials, flyers, emails, announcements, class room activities, media, and social media

• An option will be available to upload any relevant documentation and photos highlighting the experience.

4.7 Project Evaluation for Students - on return from overseas

• On return from overseas, students will be required to complete an online evaluation which appraises their overseas experience and collects testimonials.

o Western Sydney International will contact the students about this requirement o Western Sydney International will provide a summary of the Final Report and Student

Evaluations to the Government, project leaders, and University management.

4.8 The Transfer of Funds

Prior to the transfer of funds, project leaders and associated staff are required to discuss the administration of the program with Western Sydney International

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4.9 Project Leaders Responsibilities

• Project leaders are responsible for, but not limited to: o The management and administration of funded projects including engagement with

external organisations and third party providers o Being the main point of contact for students and external organisations, unless

delegated to another person in the School o Completing a risk assessment, budget, and itinerary (this may also be a School

requirement) o Providing comprehensive information about the program to students o Ensuring that the project is as close as is reasonable to the originally approved and

funded mobility project o Ensuring all Western staff and external providers associated with a project understand

the Government’s requirements o The correct distribution and use of student grants o Conforming with mandatory processes and reporting for the Government o Informing Western Sydney International of any changes to a project – See Project

Variations Section 4.12 o Ensuring the Australian Government is acknowledged in all publications, promotional

materials and activities related to the funds. o Students are informed about other funding options such as OS-HELP o Providing students and associated staff with detailed information about the overseas

activity and itinerary, such as country information, flights, visas, departure, arrival, support, cultural awareness, risks, transportation, accommodation, academic assessment etc.

4.10 Western Sydney International’s Responsibilities

• Western Sydney International is responsible for: o Liaising with the Government about the associated processes and requirements.

Unless requested, project leaders are not permitted to communicate directly with the Government.

o On behalf of the University and project leaders, enter a Funding Agreement. This incorporates a Deed for Student Mobility Programmes (Deed) and a Project Schedule for each individual project. The agreement for a Mobility Project contains an obligation that parties must comply with the Australian Government guidelines including the Management of Underperformance, Variations to Mobility Projects, Program Evaluation, and Funding Acquittal Requirements.

o Auditing the content of a project including the use of Government funds and risk. o Contingent upon under performance, misuse of funds, or the absence of a project

Variation, confiscate a project that is not fulfilling the intention of original project description.

o Ensuring students who are selected for an Australian Government opportunity are eligible for participation and have completed the online acceptance and pre-departure tutorial.

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4.11 Support from Western Sydney International

• From the 2017 Round onward, it was approved by the PVC International that 50% of the New Colombo Plan Administration funding be retained for the employment of a central resource to ensure compliance with policies and procedures, including expenditure and the collection of accurate information for Government reporting. The person will provide advice and support for staff engaged in the delivery of New Colombo Plan Mobility projects.

• Western Sydney International supports projects in the following areas: o Liaising with prospective and current project leaders about New Colombo Plan

processes and requirements o Providing general advice about mobility projects o Publishing all funded Government projects and their details on the web o Contacting all selected students and providing an official congratulations email o Ensuring all students complete the compulsory online acceptance. This online form

complies with the required Government and University conditions of participation and reporting.

o Inviting all students selected for an NCP project, participate in the special Cross Cultural Training

o Finalising the required Government reporting and concluding Statutory Declarations o The management of the Returned Student Ambassador Program o On request can develop complimentary webpages and best practice online forms

• Western Sydney International is not responsible for: o Budgeting or making up for shortfalls in a budget o Promoting individual projects o The management and/or administration of individual projects o Communicating with students about the project details or associated events o Organising information sessions o Booking flights and accommodation o Organising visas o Organising in country programming and support o Negotiating with external companies or institutions o Providing or discussing with students detailed information about the overseas activity

or academic assessment o Other tasks not previously agreed upon

4.12 Variations to a Mobility Project

Information about projects can be found on the Western Sydney University website - see List of Government funded mobility projects https://bit.ly/2i1SM19. Any changes to a project, including the description, travel dates, destination or partners, requires approval from the Australian Government. To amend a project and this webpage, submit a Project Variation via the Global Mobility Project Administration portal https://bit.ly/2Lq7PzB as early as possible. Requesting changes via email will not be accepted.

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4.13 Acknowledging the Government

It is a mandatory requirement that the Australian Government is acknowledged in all publications, promotional materials and activities related to funds. To assist with Program promotion, monitoring and evaluation, the Government may seek supplementary information from universities on Mobility Projects. Project Leaders should retain photographs, newspaper clippings, video clips and/or web links documenting the Mobility Project that can be provided on request. Before sending any images of students to the Government, Western Sydney University must seek consent from the students. This consent will be confirmed during the compulsory online acceptance process.

4.14 Student Eligibility for the New Colombo Plan

• All students must be Australian citizens and have never been a citizen or permanent resident of the destination country and do not currently have dual citizenship or residency rights of the destination country

• All students are currently enrolled at Western Sydney University in a Bachelors degree • At the time of the commencement of the project, 70% of the students will be aged 18-28 and

no students will be aged under 18 • No student has received the same type of New Colombo Plan Mobility Grant on a previous

occasion

4.15 Using Grants on Behalf of Students

• To use the funding provided for Student Grants to make group arrangements on behalf of Students (and thereby not pay a component of the funding directly to Students), project leaders must:

o be able to demonstrate a financial benefit for the Students (for example, flight discounts available through group bookings), and

o obtain Students' consent to the relevant funding not being made directly available to them.

o Note: Western Sydney International will gain the consent when the students complete the online acceptance.

5. FURTHER ASSISTANCE

Steven McDonald Manager, Short Term Mobility Program Manager, Australian Government Mobility Projects Go Global and Study Abroad Western Sydney International E: s.mcdonald@westernsydney.edu.au T: +61 (02) 9685 9847

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Appendix

Proposal for an International Instructor Led Program This form is used by staff who are interested in developing an overseas study tour for Western Sydney University students. Complete Part 1 and request a meeting with Western Sydney International as early as possible.

Part 1: About the Program MAIN INSTRUCTOR Name: Position: School / Institute: Phone: Email: PROGRAM ASSISTANT (OPTIONAL) Name: Position: School / Institute: Phone: Email:

ABOUT THE PROGRAM Government # (if applicable) Program Title Destination country(s) Destination city(s) Project Partner(s) Anticipated Program Start Date Anticipated Program End Date Anticipated Number of students Discipline(s) Please provide a brief description about the proposed program. EXAMPLE - This program will provide ten (10) creative arts students with an opportunity to study at the Beijing Institute of Fashion Technology in China. This experience will develop transferable skills and connect students with professionals in creative arts.

Will academic credit be awarded for this program? ☐Yes ☐No

Has a Risk Assessment been completed for this program? ☐Yes ☐No

Has a budget been completed for this program? ☐Yes ☐No

Dean, Associate Dean International, School Manager approval? ☐Yes ☐No

Will you be using a Third Party Provider to administer the program? ☐Yes ☐No Notes: _________________________________________________________________________________________________________ _________________________________________________________________________________________________________

Proposal for an International Instructor Led Program

Part 2: Timeline

Activity / Task Prior to students going abroad Submit a Project Proposal 18 to 24 months Approval from School or Department 18 to 24 months Completion of Budget 12 months Completion of Risk Assessment 12 months Promotion to students 6 to 12 months Selection of students 4 to 6 months Student Acceptance – Conditions of Participation 4 to 6 months Pre-Departure Information Session 4 to 6 months Booking flights 4 to 6 months Student Refund / cancellation penalty 1 to 3 months Activity / Task On Arrival Overseas On-site Orientation Immediately Student Arrival - Conditions of Participation Immediately Activity / Task Return from Overseas Student and Instructor Evaluation No later than 1 month

Part 3: Areas of Consideration The following topics are for discussion only. Providing the following information is optional and is not required to meet with Western Sydney International.

Travel Warnings What is the current level of precaution for the intended destination(s)? The Department of Foreign Affairs and Trade (DFAT) provides travel advice for locations all over the world. Visit the Australian Government's Smartraveller website and discover if there are any current travel warnings . Visas Is a visa required for country(s) that are being entering? Checking with the overseas provider and/or the appropriate consulate(s) about the country(s) of entry. Accommodation What type of accommodation will the students be stay in? Consider factors such as obtaining adequate accommodation, location of accommodation, transfer to accommodation, and sanitation.

Proposal for an International Instructor Led Program

Transportation How are the students being transported in-country? Consider factors such as whether local public transport is reliable and safe. If you are driving are you familiar with local road rules and practices? How will they be picked up from the airport? Health Are vaccinations or health checks required? Understand the medical risks for the intended destination(s). Visit the Travel Doctor-TMVC and The Department of Health website. Record any vaccinations or medications that students may require below. Society and Culture What do the participants in this program know about the destination society and culture? Consider factors such as local laws, religion, customs, culture, local language, photos permitted, dress requirements etc. To find out more about the country(s) being visited see Country Reports and Smart Hints for Australian Travellers. Environment Will the participants in this program be exposed to extreme environments? Consider factors such as exposure to climatic extremes (temperature and humidity); hostile environments (deserts, jungles, snowfields etc.); exposure to domestic, wild or feral animals; exposure to venomous reptiles, insects, poisonous plants etc. How far away medical attention is? Whether the destination has a readily available source of reliable/safe drinking water? Whether the destination has difficulty providing reliable/safe supply of food (cooked and uncooked). Infrastructure What is the infrastructure in the proposed host country(s) like? List any potential risks and how these hazards could be mitigated. Consider factors such as whether it is easy to obtain help from local emergency services, ease of access to adequate medical care. Is the local power supply reliable? What level of safety standards applies at the destination(s)? Is there mobile phone coverage, phone, fax, email etc.? Work environment Will the participants be engaged in work experience? List any potential risks and how these hazards could be mitigated. Consider factors such as biological, chemical, and physical hazards. The availability of appropriate Personal protective equipment (PPE). Security Is the overseas location safe? List any potential risks and how these hazards could be mitigated. You should consider things such as whether the destination is regarded as risky from petty and/or violent crime. Is terrorism / civil unrest / piracy active in the area? Will the participants be carrying belongings that could be seen as easy targets? Has an emergency exit strategy been determined?

Proposal for an International Instructor Led Program

Crisis Management Do you have a crisis management plan? Describe below how communication procedures will be in place for dealing with crisis. Consider who to contact in an emergency and the processes. Ensure you understand and make use of Western Sydney University’s Customer Care Corporate Protection Program . Collate a list of emergency and after-hours government, insurance, host institution and embassy contacts, including phone, emails, websites etc. Run orientation and pre-departure briefings for staff and students. Student Finance How will the program be funded? It is highly recommended when designing a program that the overall cost is not intentionally reduced to save money while also diminishing the quality of the program and put at risk the safety of participants and the reputation of the University. To assist with the cost, eligible students can receive and are often willing to apply for OS-HELP, a deferred HELP debt loan up to $7,700. Management of the Program How will the program be administered? An important question is how the program will be managed? Some activities can take up to 400 hours to administer. Further, if you are designing a study tour, the preferred student to staff ratio is 10 to 1. To ensure a quality program that does not put at risk the health and safety of students, or the reputation of the University, it is advised that that the cost of administration is taken into account. Consideration should be given to the employment of a professional staff member or a Third Party Provider (TPP). Pre-Departure What support and information will you provide the students to prepare them for the overseas activity? Important information can be found on the Western Sydney University Before I Go webpage. Promotion How will the activity be promoted to prospective participants? The advertising for a program should commence no later than 8 months prior to departure. This is usually done face-to-face in lectures, on webpages, VuWS, and social media. Talk to your School Manager or Engagement Officer for assistance.

Notes: _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________

Proposal for an International Instructor Led Program Part 4: Basic Budget for an Instructor Lead Program

The following budget is for discussion only. Completing the budget is optional and is not required to meet with Western Sydney International.

Item Cost per student Total Cost**

Administration* Airfares Accommodation Meals Visa and passport fees Textbooks and supplies Tuition fees Accommodation Medical and accident insurance (usually covered by WSU insurance) Excursion options On-site orientation Airport pick-up On-site support Local transportation Academic advising Assistance with travel arrangements Pre-departure orientation Project leader participation Miscellaneous costs

TOTAL

* Some activities can take up to 400 hours to manage

**Total Cost = Cost per Student x the Number of Total Students

Notes: _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________

International Short Term Mobility Program

Basic Budget

Item Cost per student

Total Cost (times

number of students)

Administration* Airfares Accommodation Meals Visa and passport fees Textbooks and supplies Tuition fees Accommodation Medical and accident insurance (usually covered by WSU insurance) Excursion options On-site orientation Airport pick-up On-site support Local transportation Academic advising Assistance with travel arrangements Pre-departure orientation Project leader participation Miscellaneous costs

TOTAL

* Some activities can take up to 400 hours to manage

1

International Student Mobility Project Risk Assessment Worksheet

This Worksheet compliments the Western Sydney University WHS Risk Assessment and Control Form. For further guidance about developing a project, please contact Western Sydney International.

PROJECT LEADER / MAIN CONTACT Name: Position: School / Institute: Phone: Email: PROGRAM ASSISTANT (OPTIONAL) Name: Position: School / Institute: Phone: Email:

ABOUT THE PROGRAM Project title Destination country(s) Destination city(s) Project Partner(s) Anticipated Program Start Date Anticipated Program End Date Number of students participating Discipline(s) Will academic credit be awarded for this program?

Please provide a brief description about the proposed project. EXAMPLE - This project will provide ten (10) creative arts students with an opportunity to study at the Beijing Institute of Fashion Technology. The institution is one of China’s premiere educational facilities associated with fashion, specialising in art and technology. This experience will develop transferable skills that can be applied in the real world; networking opportunities that connects them with professionals in creative arts; and most importantly knowledge about Asia.

RISK ASSESSMENT The University needs to manage the potential risks involved with students going abroad. Complete each of the following areas, giving consideration to the potential risks and how these hazards could be mitigated. If any of the risks are considered ‘high’ or ‘critical (see Risk Rating Matrix), further consultation with Western Sydney International will be required after uploading this form at https://www.research.net/r/Mobility_Project_Admin. Travel Warnings The Department of Foreign Affairs and Trade (DFAT) provides travel advice for locations all over the world. Visit the Australian Government's Smartraveller website and discover if there are any current travel warnings . What is the current level of precaution for the intended destination(s)?

Visas

2

International Student Mobility Project Risk Assessment Worksheet

Is a visa required for country(s) that are being entering? Checking with the overseas provider and/or the appropriate consulate(s) about the country(s) of entry.

Accommodation What type of accommodation will the students have and what are the hazards? List any potential risks and how these hazards could be mitigated. Consider factors such as obtaining adequate accommodation, location of accommodation, transfer to accommodation, sanitation. Potential risks How can these hazards be mitigated? Insert rows if required

Transportation How are the students being transported in-country? List any potential risks and how these hazards could be mitigated. Consider factors such as whether local public transport is reliable and safe. If you are driving are you familiar with local road rules and practices? Potential risks How can these hazards be mitigated? Insert rows if required

Health Are vaccinations or health checks required? Understand the medical risks for the intended destination(s). Visit the Travel Doctor-TMVC and The Department of Health website. Record any vaccinations or medications that students may require below. Potential risks How can these hazards be mitigated? Insert rows if required

Society and Culture What do the participants in this program know about the destination society and culture? List any potential risks and how these hazards could be mitigated. Consider factors such as local laws, religion, customs, culture, local language, photos permitted, dress requirements etc. To find out more about the country(s) being visited see Country Reports and Smart Hints for Australian Travellers. Potential risks How can these hazards be mitigated? Insert rows if required

Environment

3

International Student Mobility Project Risk Assessment Worksheet

Will the participants in this program be exposed to extreme environments? List any potential risks and how these hazards could be mitigated. Consider factors such as exposure to climatic extremes (temperature and humidity); hostile environments (deserts, jungles, snowfields etc.); exposure to domestic, wild or feral animals; exposure to venomous reptiles, insects, poisonous plants etc. How far away medical attention is? Whether the destination has a readily available source of reliable/safe drinking water? Whether the destination has difficulty providing reliable/safe supply of food (cooked and uncooked). Potential risks How can these hazards be mitigated? Insert rows if required

Infrastructure What is the infrastructure in the proposed host country(s) like? List any potential risks and how these hazards could be mitigated. Consider factors such as whether it is easy to obtain help from local emergency services, ease of access to adequate medical care. Is the local power supply reliable? What level of safety standards applies at the destination(s)? Is there mobile phone coverage, phone, fax, email etc.? Potential risks How can these hazards be mitigated? Insert rows if required

Work environment Will the participants be engaged in work experience? List any potential risks and how these hazards could be mitigated. Consider factors such as biological, chemical, and physical hazards. The availability of appropriate Personal protective equipment (PPE). Potential risks How can these hazards be mitigated? Insert rows if required

Security Is the overseas location safe? List any potential risks and how these hazards could be mitigated. You should consider things such as whether the destination is regarded as risky from petty and/or violent crime. Is terrorism / civil unrest / piracy active in the area? Will the participants be carrying belongings that could be seen as easy targets? Has an emergency exit strategy been determined? Potential risks How can these hazards be mitigated? Insert rows if required

Crisis Management

4

International Student Mobility Project Risk Assessment Worksheet

Do you have a crisis management plan? Describe below how communication procedures will be in place for dealing with crisis. Consider who to contact in an emergency and the processes. Ensure you understand and make use of Western Sydney University’s Customer Care Corporate Protection Program . Collate a list of emergency and after-hours government, insurance, host institution and embassy contacts, including phone, emails, websites etc. Run orientation and pre-departure briefings for staff and students. Potential risks How can these hazards be mitigated? Insert rows if required

EXTERNAL PROVIDERS Overseas Universities Will the participants in this program be attending an overseas university? If ‘Yes’, please provide further information below. Name of University(s): Is there an agreement in place? Overseas Organisations Will your students be participating in overseas activity with a government, non-government (NGO), or private organisation? If ‘Yes’, please provide further information below. Name of organisation(s): Is there an agreement in place? Third Party Providers Will you be using a Third Party Provider (TPP)? A TPP provide services such as: program development, delivery and support services in whole or part to support the learning abroad experience. A third party provider is not the 'final' organisation or institution that provides the service. If ‘Yes’, please provide further information below. Name of organisation(s): Is there an agreement in place?

BUDGET It is highly recommended when designing a program that the overall cost is not intentionally reduced to save money while also diminishing the quality of the program and put at risk the safety of participants and the reputation of the University. To assist with the cost, eligible students can receive and are often willing to apply for OS-HELP, a deferred HELP debt loan up to $7,700. How will the program be funded?

MANAGEMENT OF THE PROGRAM

5

International Student Mobility Project Risk Assessment Worksheet

An important question is how the program will be managed? Some activities can take up to 400 hours to administer. Further, if you are designing a study tour, the preferred student to staff ratio is 10 to 1. To ensure a quality program that does not put at risk the health and safety of students, or the reputation of the University, it is advised that that the cost of administration is taken into account. Consideration should be given to the employment of a professional staff member or a Third Party Provider (TPP). How will the program be administered?

PRE-DEPARTURE What support and information will you provide the students to prepare them for the overseas activity?

PROMOTION How will the activity be promoted to prospective participants?

Has this project been approved by an appropriate delegate?

☐Yes

☐No

Comments: _______________________________________________________________________________________________

Page 1 of 2

WESTERN SYDNEY STUDENT MOBILITY PROGRAM

CONDITIONS OF PARTICIPATION

Name:…………………………………………………………………………………………… Host Institution or Provider: ………………………………………………………… I acknowledge that my decision to travel to a particular country or region is a personal one and that Western Sydney University (WS) does not warrant it free from harm. I acknowledge that I should review the latest travel advice for the countries I intend to travel to and that this advice may be also obtained prior to departure from the Department of Foreign Affairs (DFAT) website at: www.dfat.gov.au/travel/. I acknowledge that I should register my proposed travel with DFAT at: http://smartraveller.gov.au/. I also acknowledge that whilst I am abroad, I should contact the Australian Embassy/Consulate nearest to me in any emergency situation so that immediate contact can be made if an evacuation or immediate communication is required. Awareness of Risks I am aware that there are potential risks and liabilities associated with living and studying in a foreign country. I freely accept and fully assume all such risks, and the possibility of personal injury, death, violence, property damage or loss, during all the time of my participation in a WS student mobility activity and/ or resulting from the travel arrangements and any other related or incidental activities during this program Acknowledgement of Responsibilities I understand that it is my responsibility to abide by the laws and respect the customs of the host country, and to ensure that I have adequate medical, and travel insurance coverage, as well as protection of my personal possessions. I acknowledge that I will be covered by the WS corporate travel insurance policy for the official University component of the trip. The cover is limited and does not include personal travel. Any additional travel not included in the official time period of the student mobility activity will require me to purchase my own travel/health insurance for personal travel. Further advice may be obtained from the WS Travel and Insurance website: www.westernsydney.edu.au/finance_office/finance/overseas_travel_insurance . I understand that my participation in this program and associated travel is my sole responsibility and I assume all financial responsibility, including debt, arising from such circumstance. I acknowledge that I will attend/have attended the Pre-Departure briefing offered by WS and agree to follow any relevant directive issued by the Australian Embassy or High Commission or other Australian Government representative in the host country. I undertake to advise Western Sydney University of any changes in the arrangements of my overseas activity. I understand that, whilst abroad, my activities could jeopardise the safety of local hosts and/or WS’ partner organisations. I will not participate in any activity, including political activity, which might

Page 2 of 2

endanger either party, bring detriment to the relationship between WS and my host institution(s) or host organisations, or undermine the effectiveness or viability of the WS Student Mobility Program. It is understood that WS, through its appointed officers, can require my withdrawal from the activity for conduct unbecoming of a student of WS, and will be the sole authority in exercising this judgement. It is also understood that WS can require my withdrawal from the student mobility activity due to natural disaster, political instability, civil unrest and/or terrorist activities in the region deemed to be unsafe for me to remain in my host country(s). I understand that this Agreement cannot be modified or amended except in writing by WS. In entering this Agreement, I am not relying upon any oral or written representations or statements made by WS other than what is set forth in this Agreement. I appoint the following person my designated Personal Responsible and authorise WS and the host institution to contact that person for or with information about me in my absence. I have fully informed my Person Responsible regarding all aspects of my WS student mobility activity, including the nature of possible risks.

(Please Print) Name: ____________________________ Home Tel: ________________ Business/Mobile: ____________ Address:__________________________ __________________________________ __________________________________ __________________________________ I have read and understood this Agreement and accept that I must take full responsibility for all aspects of my actions or omissions while on a UWS exchange program. Signed this _________ day of ___________________________, 2011 __________________________________________ (Signature of Participant) ________________________________________________________________ (Name of Witness to signature of Participant) (Signature of Witness)