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Resources For Students Accepted To The Exchange Program

This section of the page is designed to assist students who have been accepted by Macquarie University to participate on exchange. Most of the questions students will have about their exchange are answered in this section.

Subject Approvals

Note: Students going on an official pre-approved dual degree program are not required to get subject approvals.

In order for us to enrol you while you are overseas, you need to have all your units approved by your academic department. This includes subjects for which you are seeking specified or unspecified credit.

  • To do this you need to firstly gather as much information as possible about the unit you wish to take. You can find this information on your host university’s webpage.
  • Take this information to the relevant Exemptions Officer for the subject in question. For example, if it is a history unit you wish to take, the History Department will approve the unit, the Business Department approves Business units and so on.
  • The Exemptions Officer will sign your study plan and indicate how your unit(s) have been approved.

Macquarie Abroad advises you to have as many units as possible approved prior to you leaving for your exchange. This is because there is always the possibility that the units you intend on enrolling in either clash or change in availability.

If you do not have a unit approved before you leave Australia, or if your subject selection changes whilst overseas, you will need to contact the relevant Exemptions Officer by email and seek approval for any new units. This can be time consuming and we cannot enrol you without subjects being approved.

Be sure to keep copies of your Study Plan for your own records!


Insurance

This information is currently being updated.  If you are a current student in the exchange program please contact your adviser for more information.


Travel Grants

You will receive your travel grant after the compulsory Pre-Departure session. You will automatically be issued a travel grant for your exchange program and there is no need to apply separately. The amount you will receive as a travel grant appears on the Offer Letter in your Acceptance Pack. This amount only represents your grant for your first semester – if you have planned to be away for 2 semesters you may receive additional funds. See the Travel Grant Policy for current funding allocations.


Purchasing flights

Our usual advice to students is that you should not purchase your flight until you have received an official acceptance letter from your host university.

However, STA Travel (Macquarie University branch ONLY) has made a special offer to Macquarie Exchange students. They will allow you to book a flight, place a $150 deposit, and if you need to cancel your exchange for a good reason (if you weren’t accepted by the host institution or if there was an illness in the family etc) they will fully refund your deposit. If you wish to purchase your flight before receiving your official acceptance, we strongly recommend that you put a deposit on your flight through STA (Macquarie University Branch).


Applying for a Visa

The majority of students will require a visa in order to study at their chosen university. As consular issues are constantly changing, Macquarie Abroad is not able to provide visa advice. You should contact the relevant consulate or embassy to find out full details about how to obtain the correct visa.

Check the website for the consulate and try to prepare as much documentation as possible. You will require an official acceptance letter from your host university, and as this takes between 4 and 8 weeks to arrive, you have plenty of time to prepare all other documents. Some consulates require proof of funds, police checks or other documentation – you will need to present all the required documents in order to get your visa.

Macquarie Abroad advises not to apply for a visa until you have your official acceptance from both Macquarie and your host university. It is best to prepare as many documents for your visa as possible before your acceptance letter arrives, so you are well prepared when it is time to make your visa application.


Start date at Host Institution

Your arrival date and the date of classes starting are available either on your host institution's website, or it may be written on your offer letter.


Pre-departure sessions

All students are required to attend a compulsory Pre-Departure Session. You will be advised of these dates by Macquarie Abroad.  At this session you will be given important information about further steps regarding the exchange program.


Important information about travelling to/through the USA

US Visa Regulations have become significantly tighter in recent years – if you are intending to travel into, or through, the USA, you are advised to investigate what visa you may require. A few important points are:

  • If stopping over in the USA (without going through immigration) on your way to your host country be aware that your 90 day tourist visa starts on this day even though you may not have left the airport.
  • If you have entered the USA as described above, you will not be able to stop over again or travel in the US after this 90 day period has expired – you will be deported!
  • If the above scenario describes your situation, you need to apply for a USA travel visa before you leave.

Withdrawing from the program

We are committed to trying to solve any issues that may arise that may disrupt your ability to participate on the exchange. If you should need to withdraw from the program - regardless of the reason - please contact your advisor to discuss the options and to complete the necessary paperwork.


Pre-Departure Checklist

You are required to undertake the following steps before departing Australia:


Register with the consulate abroad

When you arrive in your destination country, you must register with the consulate of your home country there. This is important for officials from your country to locate you in the event of an emergency.


Make sure you have a valid visa

It is your responsibility to ensure you have the correct visa for the country you are entering. Most countries require you to have a student visa in order to study there – check with the relevant consulate in Australia well before your departure. A list of consulates is available at http://www.dfat.gov.au/. It is also advised to carry a copy of your letter of acceptance with your travel documents in case it is required.


Passport validity

Your passport must be valid for at least 6 months longer than the duration of your planned trip. It is your responsibility to ensure that your passport is valid. If your passport is due to expire, contact the government of your home country for a new one to be issued.


Leave copies of all your important documents with someone

It is imperative that you leave copies of all your important documents with a friend or loved one before you go. This is critical in the event of an emergency. This includes photocopies of: your plane ticket, passport, visas, travellers cheques, insurance policy, credit cards, emergency phone numbers, etc.


Visit a GP and get your vaccinations

Visiting a doctor, preferably a specialist Travel Doctor, is extremely important. They will be able to give you all of the information, vaccinations and health advice that you require about your destination. If you are on medication of any sort, be sure to bring an adequate supply along with you, as an equivalent medication may not be available at your destination. You will require a note describing the contents of the medication from your doctor to carry your medication through customs in Australia as well as overseas.


Carry your study plan and latest academic transcript

A copy of your latest academic transcript will make enrolling much easier at your host institution. You must carry a copy of your study plan so you know what units you already have equivalencies for, and which units you still need approved, once you have enrolled overseas.


Library fines, mailing address and email address

  • Be sure to pay any library fines to Macquarie before you leave or we will not be able to enrol you.
  • You must advise us of an address where correspondence can be sent whilst you are overseas.
  • Whilst you are overseas, 99% of our correspondence is conducted by email – you must ensure that you check your Macquarie student email account regularly. Ensure we are listed in your address book so our emails are not removed by your junk mail filter.


International Students

You must report to DIAC before leaving Australia for your exchange program. Macquarie Abroad will have provided you with a letter to present to DIAC explaining your exchange program.  If you do not report your exchange semester to DIAC and provide them with this letter, it is possible your Australian student visa may be cancelled or you may be denied re-entry into Australia.  For further information please contact your exchange adviser.


Withdrawing from units

Prior to beginning your exchange, you must ensure that you have withdrawn from all Macquarie internal units.  More information about this and the Enrolment procedure will be explained to you at the Pre-Departure session.


Carrying your money overseas

Never carry more money than you can afford to lose. Carry a balance of cash, travellers cheques and credit cards. Remember, travellers cheques and credit cards can be cancelled and replaced, but cash is never covered by travel insurance. At the same time, always have enough money for a taxi or at least an emergency phone call.

OS Help

OS-HELP is a loan scheme offered by the Department of Education, Employment and Workplace Relations (DEEWR) to assist Australian students in undertaking part of their study towards their undergraduate degree overseas.  

To be eligible you must:

  • Be Australian citizen or the holder of a permanent humanitarian visa;
  • Be enrolled in an undergraduate course of study at Macquarie University;
  • Have already completed at least one year of study (18 credit points) in Australia as a Commonwealth Supported Student (ie as a HECS student) that counts towards your course of study at Macquarie University;
  • Have your overseas study count as credit for the course in which you are enrolled at Macquarie University;
  • Have at least one full semester of your degree due to complete at Macquarie upon your return from exchange. Students going on exchange in their final semester are not eligible to receive OS-Help;
  • Not have been granted OS-HELP assistance by another university for an overlapping six month period.
  • Not have not previously received OS-HELP loan more than once (students can receive a maximum of two payments over the course of their degree);

Loan Amounts & Periods

Currently (2011) students can borrow a maximum of $5,611 each period for a maximum of two, six month periods. There is no loan fee, however the loan will be treated in the same way as your existing HECS debt; it will be subject to indexation, and will have the same repayment conditions as a HECS debt.

Loans for two Periods

If you are studying overseas for two six month periods (2 semesters) you may apply for a second loan of up to $5,611. This second loan can only be paid, however, when it is confirmed not more than six weeks prior to the beginning of your second semester that you are still eligible to receive this second OS-HELP loan.

To Apply

To apply you must complete an OS-HELP Loan Application Form as well as a DEEWR Government form. You can obtain both of these froms from the Macquarie International front desk (E3A L1), or the Macabroad advising office (Campus Hub Building, next to STA travel).  This form must be completed and submitted to Macquarie International (E3A L1).

Payment of Loan

To receive your OS-HELP loan you must submit a complete application, including bank account details and OS-Help Debt Confirmation form. The very earliest that students are permitted to received the funds transfer is 6 weeks before their exchange  semester start date at their host university. However, loans are usually deposited closer to students' start dates and your patience is greatly appreciated during this time, as Macquarie International receives a high volume of applications and processing can sometimes take a number of weeks.

Students are determined to have incurred an OS-HELP debt (the OS-HELP loan) on the day that you receive the money into your nominated bank account. 

Withdrawing Your Loan

Before being paid:

If you are selected for an OS-HELP loan and your circumstances change so that you no longer meet the eligibility criteria or it is determined that you have provided false or misleading information but have not been paid the loan, the University is obliged to withdraw the offer of a loan.

After being paid:

If the loan has already been paid to you and your circumstances change so that you are no longer eligible or able to study overseas, the debt has already been incurred and you can only repay the debt through the Australian Taxation Office.  

If it is discovered or there is reason to believe that you provided false or misleading information as part of the application process and you have already incurred an OS-HELP debt, the University must notify DEEWR immediately of the suspected offence.

Further Information

Further information is available on the DEEWR web site