Outbound Mobility Program Policy
Student mobility is a strategic priority of Macquarie University. The vision of the program is to provide opportunities for Macquarie University students to internationalise themselves and augment their degrees with academic programs offered outside of Australia. All students are encouraged to participate during their academic career.
This document outlines the principles, rules and conditions regarding the Macquarie University outbound student mobility program. This includes student exchange, short-term programs, study tours, internships and any other program endorsed and administered by the University.
Governance
A Student Exchange Committee has been established to oversee the selection and advising process for the student exchange program, which also includes short term exchange programs. The Committee also provides input into strategic direction and planning for the student mobility programs. It is comprised of the Dean of Students, the Associate Director, Macquarie Abroad, a representative from the Outbound Program team, and a representative of the University Coursework Studies Committee. The Student Exchange committee will meet 4 times a year to assess applicants for semester and short term exchange programs. Meetings may be more regular as required.
The Student Exchange Committee aims to select the most appropriate candidates for each program. Candidates will be considered on the basis of academic standing and contribution to the Macquarie University community. Places on many programs are limited and selection is highly competitive. Students considering participating in mobility programs are encouraged to become active participants in the Macquarie University community if they aren’t already. Candidates with a record of active contribution to their local community will also be highly regarded.
Students selected to participate in mobility programs are expected to be ambassadors of Macquarie University during their education abroad experience overseas. This includes participating in activities at the host campus, assisting in the promotion of Macquarie University programs, achieving a successful academic outcome, and abiding by the rules and regulations of the host campus, community, and country. The Student Exchange Committee reserves the right to refuse any candidate it feels may compromise these standards, or where these standards are not evident.
As the safety and security of all Macquarie University students is paramount, Macquarie Abroad monitors and follows the advice of DFAT (The Australian Government-Department of Foreign Affairs and Trade) travel warnings. Therefore, Macquarie University may have to modify or cancel programs accordingly. In some instances, it may also be necessary to relocate students from the original program site based on the advice of the DFAT travel advisories.
Travel grants are intended to assist students in participating in student mobility programs. While travel grants will assist in meeting program expenses, they are processed on a monthly basis and cannot be processed on demand. The application deadlines for Travel Grants are the 15th of each month excluding January. Applicants are asked to note the application deadlines and leave 4-6 weeks for the delivery of the grant. Applicants may need to be able to meet the costs of the program independently of the travel grant, where a grant cannot be processed in time for travel. Please consult Macquarie Abroad for questions regarding applications, deadlines and processing times.
Where students are sponsored by an employer or another organisation for tuition or travel expenses, it is expected that they will declare this source of funding and travel grants will be adjusted accordingly. The University may ask students to complete a statutory declaration as verification of this.
Macquarie Abroad within Macquarie International is responsible for the administration of all student mobility programs and the Vice-Chancellor’s Travel Grants.
The Pro Vice-Chancellor, International, will approve the Travel Grant Guidelines before the commencement of each year, in line with the University budget process.
General Conditions of Participation in Student Mobility Programs
- Travel grants may be provided for exchanges, study abroad, internships, winter/summer programs, serviced learning, conferences, language study, research, officially endorsed Global Leadership Programs, study tours, or other activities related to a student’s study at Macquarie University. Preference will be given to credit bearing activities. Where no credit is being awarded, the travel grant amount may be significantly reduced.
- International, full-degree students are eligible to participate in all programs, provided that they are not located in their home country.
- Non-award students are not eligible for the student exchange program.
- Students must have a satisfactory level of academic achievement with an expected Macquarie University GPA of a 2.0 or higher.
- Students must ensure that they complete a minimum of 50% of every requirement at Macquarie University, i.e., not including exchange units (50% at 100, 200, 300 level and so on, including 50% of a coherent study if their degree requires completion of a coherent study).
- Applicants are responsible for confirming credit transfer arrangements with the relevant department before the commencement of a program. Macquarie Abroad will provide general assistance, but will not be held responsible for credit transfer or requirements related to a student’s degree requirements.
- If a student has completed their degree requirements, or will complete their requirements the semester before going away, they will not usually be eligible for the program, unless under special arrangements for dual degree programs.
- Students undertaking a certificate of languages without undertaking a concurrent MQ degree are not eligible for a travel grant.
- All participants must take out approved travel and health insurance for the duration of the program. Information on approved insurance policies is available from the Macquarie Abroad office.
- Macquarie University is not responsible for advising students on visas for other countries, or on Australian student visa conditions (for full-degree international students). Students should consult with the relevant embassy or DIMIA for current information.
- Applicants must be enrolled in a relevant Macquarie University degree award program at the time of application and also at the time of travel.
- Applicants must provide at least 2 references – 1 being a Macquarie University academic supporting the travel grant application.
- Awardees must complete a trip report on the “Macquarie Abroad” web site at the completion of their journey where academic credit is being awarded
- Funding may vary from year to year. Award amounts are allocated according to the Travel Grant Guidelines for the relevant year.
- Macquarie University has strict guidelines regarding credit for previous studies and cross-institutional studies. While travel grants are intended to support related activities, the award of a travel grant does not give approval for credit transfer.
- The recipient is required to repay the travel grant to the University if the proposed travel is cancelled or not completed. For faculty led programs, students will be required to repay the travel grant if a satisfactory academic result, as determined by the department, is not achieved. This repayment will be regarded as a debt to the University and a sanction will be placed on the recipient.
- Recipients are responsible for arranging travel grant cheque collection and banking. Travel grant cheques which are not collected and banked by the recipient within the period of validity for that cheque will not be reissued.
- All travel grants are issued in Australian Dollars unless otherwise specifically requested and approved by the Travel Grant Officer (Manager, Outgoing Student Programs)
- A Macquarie University Partner is an institution that has a current signed Study Abroad or Exchange agreement with Macquarie University
- All grant amounts listed below are in Australian Dollars
- All travel grant applications must be submitted prior to the departure date of the activity. Grants are not given retrospectively.
- Individual applications are required for each activity. Two separate activities will not be assessed within one application.
- Travel Grants are not awarded for activities that take place in regions that are currently listed as advised ‘NOT TO TRAVEL’ by the Australian Department of Foreign Affairs and Trade.
- International students will not be awarded funding for activities held in their home country.
- Applications must be complete before they will be reviewed. Applicants will be notified regarding an incomplete application and will be required to provide additional documentation. Incomplete applications will be forwarded for review in the next round of Travel Grants given that the additional required documentation has been received by that submission deadline
- Macquarie University Students are eligible for a maximum of 2 travel grants in each of the three Travel Grant Scheme categories. These categories are defined as: (1) Student Exchange (2) Winter/Summer Program (3) General International Travel Grant
- Students participating on a Semester Exchange or a Winter/Summer Program must resolve their exchange unit results at Macquarie University within six months of the completion of their exchange study period. Students are required to follow-up submission of their official transcript from the Host University by the specified dates outlined below. Grades not resolved by these dates will have a Fail (F) loaded against each outstanding exchange unit unresolved
Northern Hemisphere Semester 1: resolved by 31 December Northern Hemisphere Semester 2: resolved by 30 June Summer Vacation: resolved by 30 June Winter Vacation: resolved by 31 December - Final approval for funding is at the discretion of the Associate Director, Macquarie Abroad, in consultation with the Executive Director Macquarie International and the Pro Vice-Chancellor International
- This policy is effective from December 1, 2006
Category 1 - Semester Exchange
To apply for student exchange, applicants must apply online and submit the following documentation to the Macquarie Abroad Office by the application deadline. Incomplete or late applications will not be considered.
- Student Exchange Application Form
- Statement of purpose
- 2 referee reports – one academic and one personal or work-related
- Photo copy of the photo page of your passport
- Any further documents that may be required to support the application, or as occasionally required by the University or the potential host institution
General Conditions of Participation
- Students participating on student exchange must be enrolled by the relevant census date in a fulltime load at Macquarie University. This is a minimum of 9 Macquarie credits and a maximum of 14 credits per semester.
- Students must be enrolled in a fulltime load at their host institution as well as adhere to the requirements of their student visa for the entirety of their program.
- Outgoing ISEP focused exchange students are not awarded travel grants as the ISEP focused exchange agreement includes accommodation and 19 meals a week at the host ISEP institution. Inbound ISEP focused exchange students will receive the equivalent accommodation and meals at Macquarie University, which is financially supported by the Vice-Chancellor’s Travel Grant Fund. For further ISEP guidelines, please refer to the Macquarie International website
Undergraduate conditions of participation
- Undergraduate applicants must have completed at least 18 credit points at Macquarie University towards their current program of study or will have successfully completed 18 credit points by the time they participate in the exchange program.
- Diploma of Language students must have completed at least 12 credit points at Macquarie or will have successfully completed 12 credit points by the time they participate in the exchange program.
- For a student undertaking a second Macquarie undergraduate degree, 9 credit points must be completed before being eligible to apply for exchange.
- Accounting – core units are highly structured. All students in this degree must seek academic advice from the Accounting Department
- Law – LLB students may only go on exchange in years 4 and 5 to do Elective Law units. However, combined Law students can go in earlier years to complete parts of non-law programs. A maximum of 16 credits of Exchange LAW units can be counted towards a Macquarie Law degree program
- Students who would like to participate on a semester exchange for a 3rd time can only do so if ALL of the units undertaken during the 3rd exchange count towards the student’s Macquarie University degree and do not exceed the 50% rule.
Postgraduate conditions of participation
- Applicants must have completed the equivalent of 6 months of full-time study towards their Macquarie degree before being eligible for exchange. The exception is students who have completed an undergraduate degree at Macquarie University. Participation of these students is allowed at the discretion of the academic department of study with the approval of the Exchange Selection Committee.
- Students in 1 year programs are encouraged to participate in short-term programs run in June-July and January-February.
- Students may only have a maximum of 8 credit points of approved equivalent units count towards their degree program. In order to fulfil their full-time status, students must take an additional equivalent undergraduate or postgraduate unit.
- For specific degree conditions, students should check with the department coordinating the degree. Usually there are elective credit points which can be taken overseas (number of elective credits is specific to each degree).
- Postgraduate students must submit a transcript of their undergraduate results along with their application. This is not necessary where the undergraduate degree was completed at Macquarie.
- Doctoral students may participate on exchange with the written permission of their supervisor.
Category 2 – Winter/Summer Programs
(Intensive International academic programs facilitated by Macquarie International)
- Students must receive credit for their program – this will be in the form of an equivalency or a 1cp International Program unit.
- Students who withdraw from any program after the final withdrawal date will not be eligible for a refund of payments made and will also incur any other costs related to their individual program withdrawal.
Category 3 – General International Travel Grants
(international activities not directly facilitated by Macquarie International)
- Applicants must provide a supporting statement showing costs, motivation, length, and purpose of travel.
- Purpose of travel must be relevant to the applicant's Macquarie University award program of enrolment, and the appropriate 'type of activity' must be selected within the application.
- Travel Grants are not awarded for conference attendance alone. Grants are only provided to applicants who are presenting at the conference detailed in their application. Applicants must provide the official letter of invitation to present, a clear description as to how this Conference relates to their degree at Macquarie University, and any additional documentation to support this activity.
- Students applying for a travel grant to support participation in an internship must include documentation detailing the activities included in this internship from the host organisation upon application.
- Students applying for a travel grant for a Volunteer Program abroad are required to contact Ana Ruiz (ana.ruiz@io.mq.edu.au) Development Volunteer Co-ordinator, to have their proposed program pre-approved before they are eligible to apply for the travel grant.
- Activities that are being undertaken at Macquarie University Partner Institutions must be appropriately indicated in the application. Approved applications that do not clearly indicate activity at a Partner Institution, will be granted the 'Non Partner Institution' award amount.
- International activities being facilitated by a Macquarie University academic department must be clearly indicated in the application. In most cases, this includes providing the title and unit code for the overseas Macquarie University Program.
The Vice-Chancellor’s International Travel Grants
| Country | Exchange (including double degree programs) | Travel grant for program with MQ partner | Travel grant for all other programs * |
| Europe, Japan, Africa, Middle East, South America, Korea | |||
|---|---|---|---|
|
|
$4000 | $2000 | $1500 |
|
|
$2000 additional semester |
|
|
| USA, Canada, Mexico, UK | |||
|
|
$3000 | $1500 | $1000 |
|
|
$1500 additional semester |
|
|
| Asia, Pacific, India | |||
|
|
$2000 | $1000 | $500 |
|
|
$1000 additional semester |
|
|
* This includes funding for all non-exchange academic-related international mobility programs including study tours, conferences—Only where the applicant is presenting, internships, serviced learning, research, language programs, summer schools etc
An additional $500 will be awarded to students studying in programs with a mandatory exchange requirement, ie. Bachelor of Business Administration (International), Bachelor of International Studies.