(1) Charles Sturt University's Learning Abroad and OS-HELP Policy has been shaped by the following institutional needs, including: (2) This policy is intended to ensure that Charles Sturt University (the University) meets all standards of the following legislation, frameworks, and policies with respects to learning abroad programs, including: (3) This policy applies to staff and students of the University, who participate in, lead or administer learning abroad programs, or related activities. (4) Some sections of this policy apply only to specified categories of people, for example: staff only. Such sections will be clearly marked. (5) Learning abroad programs include all inbound (to Australia) and outbound (from Australia) programs, including online programs with an overseas host institution. (6) This policy does not apply to students taught through onshore or offshore partnership arrangements, except where the Charles Sturt Global team has expressly permitted such inclusion. (7) This policy does not apply to higher degree by research candidates or staff of the University who are undertaking professional staff exchange or research fieldwork. (8) Where a supporting document is referred to in this policy, it will be listed on the associated information tab. (9) For the purposes of this policy, the following types of learning abroad program have the definitions stated: (10) This policy must be read in conjunction with the following related documents: (11) Students who have breached the Student Misconduct Rule 2020 are not eligible to participate in learning abroad programs. (12) Students with financial holds are not eligible to participate in learning abroad programs. (13) Other eligibility requirements for individual learning abroad programs will be published on the learning abroad section of the website. Subject to clause (14), applicants must meet all eligibility requirements at the time of acceptance into a program and maintain eligibility until commencement of the learning abroad program. (14) An exemption, from the standard or eligibility requirement(s), will only be granted in exceptional circumstances where it can be demonstrated that the applicant meets the standard or eligibility requirement through alternative means. Any exemption must be sought in accordance with this policy and the Learning Abroad and OS-HELP Procedure. (15) An applicant must apply to the Charles Sturt Global team for all inbound and outbound learning abroad programs, including faculty-led programs, approved programs, programs where the applicant has applied directly to the host institution, and those hosted or arranged by external service providers, and for funding. (16) Applications for all learning abroad programs and associated funding must be in accordance with the Learning Abroad and OS-HELP Procedure. (17) An application for Overseas Higher Education Loans Program (OS-HELP) must be made in accordance with Part J – Overseas Higher Education Loans Program (OS-HELP). (18) Applicant and participant responsibilities include compliance with: (19) Applicants and participants are responsible for payment of any deposit and all associated fees and participation costs. (20) As part of pre-departure requirements, participants must provide evidence of travel and medical insurance for the duration of the learning abroad program as required by the University. (21) Any participant whose changed circumstances affects, or might affect, their participation in a learning abroad program, must promptly inform the Charles Sturt Global team of those circumstances. (22) Applicants and participants must complete risk management and other pre-departure requirements and any orientation sessions associated with their learning abroad program. Specific requirements for each program will be provided by the Charles Sturt Global team at the time of acceptance. (23) Applicants and participants must agree to Charles Sturt Global terms and conditions and sign an acceptance agreement for their learning abroad program by the date required. (24) Participants must attend all activities associated with their learning abroad program (including social/cultural activities) unless an exemption has been granted by: (25) Participants on faculty-led programs are required to stay in the accommodation arranged by the University for the duration of their program unless an exemption has been granted by the program leader. (26) Participants on faculty-led programs may only undertake personal travel during their program with prior approval of both the Charles Sturt Global team and program leader. (27) Participants undertaking personal travel before, during or after a learning abroad program, must supply personal travel dates and contact information to the Charles Sturt Global team prior to departure from Australia. (28) On conclusion of a learning abroad program, participants must complete the returnee requirements specified by the Charles Sturt Global team. This will include providing feedback about the program. (29) A participant is considered non-compliant if they: (30) Where a participant is considered non-compliant in accordance with clause (29), the University may take any of the following actions, at its discretion: (31) Students are responsible for meeting the requirements of their academic program. (32) Upon completion of a learning abroad program, students must provide the Charles Sturt Global team with a copy of their host institution transcript, completion certificate or equivalent. (33) Students are responsible for applying for credit in accordance with the Credit Policy and Learning Abroad and OS-HELP Procedure. (34) Staff leading a learning abroad program must meet the minimum requirements as program or academic leader, prior to departure of the learning abroad program, as outlined in the Learning Abroad and OS-HELP Procedure. (35) Staff must agree to the terms and conditions of the learning abroad program as advised by the Charles Sturt Global team. (36) Only staff necessary for the delivery of a learning abroad program can participate in the program. (37) Staff administering and leading learning abroad programs must have an operational knowledge of relevant legislation and incident response requirements, including how to respond to a mental health incident, as outlined in the Learning Abroad Guidelines. (38) Staff must consult the Charles Sturt Global team before granting exemptions to students on faculty led programs to stay away from the accommodation arranged by the University. (39) On conclusion of a learning abroad program staff must submit all expense receipts and provide a completion report to the Charles Sturt Global team. (40) The Charles Sturt Global team is responsible for the management and approval of all learning abroad programs and associated funding. (41) The Charles Sturt Global team is responsible for seeking approval for service providers involved in the delivery of overseas learning abroad programs, in line with the University Partnerships Policy. Only approved partners will be used. (42) The Charles Sturt Global team will inform applicants and participants, in the application form and written agreement, of the terms and conditions for participating in learning abroad programs, including of this Learning Abroad and OS-HELP Policy, any applicable payment schedule, and other conditions of application and participation. (43) An approved program may have its approval revoked immediately if: (44) The University cannot provide support for participation in a non-approved program. (45) Participation in a non-approved program is not covered by the University's insurance policy. (46) A participant takes on all risk and liability associated with participation in a non-approved program. (47) A non-approved program may be considered for approval in accordance with the Learning Abroad and OS-HELP Policy and Procedure. (48) All faculty-led programs must be approved programs under this policy. The faculty must provide the Charles Sturt Global team with all information about the program with sufficient time to complete the development and approval process. Timeframes for the submission of program information will be published by the Charles Sturt Global team. (49) Approval of a faculty-led program is subject to risk assessment by the Charles Sturt Global team. (50) A faculty-led program can become an approved program only after assessment and approval by the applicable Executive Dean, Head of School and the Charles Sturt Global team. (51) A funded learning abroad program: (52) The funded component may be provided directly to a participant or be applied to program costs related to the participant, in accordance with the funding rules. (53) A funded participant is a participant who is covered by a funding arrangement. (54) Funded participants must: (55) In respect of any part of the funded component spent in contravention of the funding rules, the funded participant: (56) The Charles Sturt Global team will administer funding for learning abroad programs in accordance with the funding arrangement, including: (57) The Charles Sturt Global team will allocate places in the funded learning abroad program in accordance with the funding rules. (58) If the number of applicants for a funded learning abroad program exceeds the number of places specified in the funding rules, allocation of funded places is handled as follows: (59) The Charles Sturt Global team manages finances associated with the University's facilitated overseas programs and inbound short-term programs. (60) Program fees are charged to cover the costs of administering and participating in such programs and may include factors such as the provision of travel arrangements, in-country fees, and accompanying staff participation. (61) Outbound learning abroad programs are operated on a cost recovery basis. That is, the University aims to recover the cost of operating learning abroad programs but does not aim to profit from the activity. However, program budgets include a contingency margin (of up to 10%) to protect against unexpected costs and exchange rate fluctuations. (62) Notwithstanding the operation of clause (61), at the conclusion of an outbound learning abroad program and reconciliation of all associated costs, in consultation with the Division of Finance: (63) Clause (62) does not apply to any learning abroad program which, according to this policy, is classified as a funded learning abroad program. Funding relating to a funded learning abroad program are handled in accordance with the applicable funding rules. (64) The Charles Sturt Global team is responsible for the preparation of budgets and the setting of student program fees. This responsibility is undertaken in consultation with the relevant school for each program. (65) To facilitate efficiency, consistency, and reporting requirements, each learning abroad program will have its own specially designated program code within the University's financial management system. (66) All funding and payments received in relation to a learning abroad program will be held in a specially designated program code. (67) For learning abroad programs arranged by the University, participants must pay a deposit of up to $1000, as advised by the Charles Sturt Global team (Deposit). (68) The deposit is held until such time as the participant is confirmed as having arrived in the destination country and commenced the learning abroad program. (69) Deposits are released in accordance with Learning Abroad and OS-HELP Procedure. (70) Deposits, fees, participation costs and disbursements must be paid no later than the date stipulated by the Charles Sturt Global team. (71) Non-payment of deposit, fees and participation costs, or payment received after the date stipulated, may result in non-compliance with this policy and jeopardise participation in the learning abroad program. (72) Participants are required to inform the Charles Sturt Global team, in writing, of their withdrawal from a program. The date of receipt of such information will be considered the date of withdrawal. (73) Where a participant has withdrawn from a learning abroad program or been withdrawn by the University due to non-compliance with this or other university policies, the Charles Sturt Global team will decide whether the participant is eligible for a refund of their deposit, fees and participation costs. (74) Each application for refund is assessed on an individual basis, based on the following sliding scale: (75) In addition to the circumstances described in (74), the University may withhold additional amounts, or require further payment, in the following circumstances: (76) Where the Charles Sturt Global team is provided with information that evidences, to its satisfaction, extenuating circumstances associated with a program withdrawal, the University, at its discretion, may apply an alternative refund schedule. (77) Any learning abroad program cancelled by the University for the following reasons may result in a full refund to the participant: (78) OS-HELP assistance is an Australian Government student loan scheme that provides financial support to eligible students to undertake some of their study overseas. The purpose of the loan is to assist students to meet a range of expenses associated with overseas study, such as airfares, insurance and accommodation. (79) The University will select students for OS-HELP loans as stated in this section to: (80) OS-HELP debt is reported to the Australian Tax Office and becomes a part of a student's accumulated HELP debt. (81) It is a requirement of the OS-HELP Guidelines 2023 that higher education providers maintain an OS-HELP policy, which is publicly available and accords with the federal government guidelines and the fairness requirements in the Higher Education Support Act 2003 - Subdivision 19-D of Part 2-1 as in force from time to time. (82) A higher education provider must select students for OS-HELP assistance in accordance with the provider's OS-HELP policy. (83) This policy should be read in conjunction with the Australian Government Overseas Higher Education Loans Program (OS-HELP) website for updated eligibility requirements and detailed OS-HELP information. (84) The number of OS-HELP loans available to university students will vary from year to year depending on the number of loans that are allocated by the federal government. (85) The number of loans available to university students in any given year will be determined in accordance with the federal government formula outlined in the Higher Education Support Act 2003 OS-HELP Guidelines. (86) The Charles Sturt Global team is responsible for the management of the OS-HELP Program, including: (87) The Division of Student Administration is responsible for: (88) The Division of Finance is responsible for the transfer of funds to the successful applicant. (89) The maximum OS-HELP loan amount available to a student will be determined by the University in accordance with this policy, the Higher Education Support Act 2003 and the OS-HELP Guidelines 2023. (90) Unless otherwise determined by the University, the maximum value of an OS-HELP loan will be the same as that stated by the federal government in the OS-HELP statement of terms and conditions. (91) OS-HELP will only be available to eligible students in those learning abroad programs which: (92) To be eligible for OS-HELP a student must meet the OS-HELP Loan conditions as detailed on the Overseas Higher Education Loans Program (OS-HELP) website. (93) Applicants can get an extra loan amount for Asian language study in preparation for overseas study in Asia. (94) Applicants cannot get an extra Asian language study amount if the Asian language study is a part of their course or if they are already using a HELP loan to pay for those units. (95) If applicants plan to study overseas in more than one country, they can still get the extra OS-HELP loan amount for Asian language study if at least one of the countries is in Asia. (96) 'Asia' as defined in the OS-HELP Guidelines 2023 includes these countries: Bangladesh, Bhutan, Brunei, Cambodia, China, Democratic People's Republic of Korea (North Korea), Timor-Leste, Hong Kong, India, Indonesia, Japan, Laos, Macau, Malaysia, Maldives, Mongolia, Myanmar, Nepal, Pakistan, Philippines, Republic of Korea (South Korea), Singapore, Sri Lanka, Taiwan, Thailand and Vietnam. (97) Applications for OS-HELP loans will be processed in order of receipt. Selection and funding allocation will be made according to the receipt date and time of the application for OS-HELP. (98) Applicants will be notified in writing of the outcome of their application within two months of receipt. (99) The notification will include details of the assistance to which they are entitled and the conditions of receiving OS-HELP assistance. (100) Applicants must study overseas within six months of their OS-HELP application being approved. (101) An application for participation in an inbound program may be made to the home institution, sponsor organisation, or directly to the Charles Sturt Global team. (102) Where an application for participation in an inbound program is made: (103) Exchange students must be nominated by their home university before submitting an application to the University. (104) All inbound applicants are responsible for ensuring that they meet applicable progression and credit requirements of their home institution or sponsor organisation. (105) Inbound learning abroad programs of less than one semester in duration must comply with the Finance Procedure – Cost Recovery. (106) Charles Sturt University may withhold transcripts or other records of completion until such time that all debts have been settled with the University in accordance with usual rules, policies, and practices. (107) All other clauses of this policy continue to apply. (108) International students are eligible to apply for a learning abroad programs. (109) International students must not undertake an exchange program in their home country. (110) An international student must continue to meet applicable course progression and immigration requirements if they undertake a learning abroad program. (111) The Department of Foreign Affairs and Trade’s international relations ‘global themes’ and ‘aid risk management’ policies outline Australia’s position on child protection, climate change, corruption, environment and sea law, gender equality, human rights, First Nations peoples, people smuggling and trafficking, cyber affairs, and preventing sexual exploitation, abuse, and harassment. (112) The University supports the DFAT global themes and risk management policies. (113) All learning abroad programs and participants must comply with the DFAT global themes and risk management policies (regardless of funding source). (114) The Charles Sturt Global team will support the DFAT global themes and risk management policies through provision of: (115) Learning abroad program participants must familiarise themselves and comply with the DFAT Child Protection Policy and acknowledge that they may be required to make a mandatory and immediate report in accordance with the policy. (116) Participants must immediately report any suspected or alleged case of child exploitation, abuse, or policy non-compliance, by anyone within scope of the DFAT Child Protection Policy. (117) Where the University adopts a policy in relation to overseas child exploitation and abuse, then that policy must be read in conjunction with this policy. (118) Learning abroad program participants must familiarise themselves and comply with the DFAT Preventing Sexual Exploitation, Abuse and Harassment Policy and acknowledge that they may be required to make a mandatory and immediate report in accordance with the policy. (119) The Charles Sturt Global team will apply adequate risk management practices, consistent with the published DFAT information, guides and frameworks on any other specific areas of risk in the assessment of each learning abroad program. (120) All learning abroad programs will be assessed to ensure that modern slavery, as defined in the Modern Slavery Act 2018 (Cth), is not taking place in the delivery of the program and in related supply chains. (121) The prevention, detection, and reporting, of modern slavery is the responsibility of: (122) Participants must report any breach or suspected breach of the Modern Slavery Act to the Manager, Charles Sturt Global. (123) See also the Modern Slavery Policy for additional information about staff and student expectations in relation to modern slavery. (124) Any participant with cause to make a report under any provision of this Part M – Global citizenship and ambassadorship is also required to make an immediate report to Manager, Charles Sturt Global via the emergency protocol outlined in pre-departure documents. (125) A student who is unsuccessful in their application for a learning abroad program, or their application for OS-Help, or a participant who is dissatisfied with a refund decision, may seek a review of the outcome in accordance with the Learning Abroad and OS-HELP Procedure. (126) A review may only be made on procedural grounds (that is, where there has been an error in the consideration process that led to the decision). (127) Where a person remains aggrieved after a review decision is made, or where the review decision is not made within the timeframe stipulated in the Learning Abroad and OS-HELP Procedure, an appeal may be submitted. (128) Appeals must be made in accordance with the University Student Appeals Policy and Procedure. (129) Learning abroad program applications and the personal information they contain will be handled in accordance with the University's Privacy Management Plan. (130) In submitting their application, an applicant also consents to the following uses of their personal information: (131) An applicant acknowledges that information may also be shared with other educational or professional institutions, service providers and funding bodies within Australia or overseas. (132) The Learning Abroad and OS-HELP Procedure supports this policy. (133) The Charles Sturt Global Guidelines support this policy. (134) This glossary defines the general terms used in this policy. See clause (9) for definitions of the approved programs under this policy. (135) For the purposes of this policy, the following general terms have the definitions stated:Learning Abroad and OS-HELP Policy
Section 1 - Purpose
Scope
References
Top of PageSection 2 - Policy
Part A - General
Common types of learning abroad programs
Related policies
Part B - Eligibility and applications
Eligibility for Learning Abroad
Applications
Part C - Responsibilities of applicants, participants, students and staff
Applicant and participant responsibilities
Participant non-compliance
Student responsibilities
Staff responsibilities
Part D - University responsibility for learning abroad programs
Part E - Approved programs
Approved programs
Part F - Non-approved programs
Participation in non-approved programs
Part G - Faculty-led programs
Part H - Funded learning abroad programs
What is a funded learning abroad program?
Funded participant obligations
University obligations
Part I - Financial management, payments and refunds
Financial management of learning abroad programs
Deposit
Payment of deposit, fees and participation costs
Refund of deposit, fees and participation costs
Part J - Overseas Higher Education Loans Program (OS-HELP)
Background
Responsibilities
Loan value
Eligibility
OS-HELP and Asian language study
Selection process
Part K - Inbound programs
Rules applicable only to inbound programs
Part L - International students
Rules applicable only to international students
Part M - Global citizenship and ambassadorship
Background
Requirements for learning abroad programs and participants
Prevention of child exploitation and abuse
Preventing sexual exploitation, abuse and harassment
Management of specific areas of risk
Modern slavery
Requirement to report to the University
Part N - Review and appeal
Request for review
Appeals
Part O - Privacy
Section 3 - Procedures
Section 4 - Guidelines
Section 5 - Glossary
General terms
Top of PageSection 6 - Document Context
Compliance drivers
N/A
Review requirements
As per the Policy Framework Policy.
Document class
Management
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