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Resources For Students Currently On Exchange

We hope you are all having a great time overseas on exchange. This section of the webpage is designed to help you with any questions or problems you may have whilst on exchange.




Emergency and Contact Details

If during your exchange you are encountered with a real emergency the first point of contact would be the International Office or your contact at your Host University. If this is not an option, than please don't hesitate to contact Macquarie Abroad. We are contactable 24 hours per day on:

Alternative exchange and study abroad emergency number: +61 409 601 592

Please note this number is to be used only in an emergency.




What to do when you arrive

  • Call home! - buy a cheap international phone card and let everyone know that you're okay.
  • Register at the Australian embassy, or the embassy of your home country. This is important for officials from your home country to locate you in the event of an emergency.
  • Check in with the International Office at your host university - introduce yourself, find out about orientation and find out everything you need to know.
  • Introduce yourself to your lecturers - let them know you're from overseas, find out about assessments, exams and anything else that may affect your studies.
  • Be aware of culture shock - it's not unusual to feel tired, anxious or apprehensive when you're in a new place. Talk to your new friends, call home or write to us.
  • Be safety conscious in the first few weeks, especially as you get used to your new environment and culture.



Unit Approvals

Without unit approvals, we are unable to enrol you in the relevant Exchange Unit at Macquarie. You will have had several units approved before your departure (we keep the original on file, you take a copy with you on exchange), but you may have changed some of the units that you wish to study.

All units, even those you wish to receive unspecified credit for, must be approved. We cannot do this for you.

It is your responsibility to gain approvals for all your units!

You will need to contact the Exemptions Officer from the relevant department in order to have them approve the unit - a list of exemptions officers is available here.

The exemptions officer will then email you what the unit is equivalent to at Macquarie University - you simply need to forward that email approval to your advisor and keep a copy for yourself.

Be patient! Exemptions Officers are busy academics who can often take a week or more to reply to you.




Enrolment

All enrolment details, including amendments to your enrolment overseas, must be submitted via the Online Enrolment Form.


Double degree Normandy business school students

You will be enrolled in 12cp of BBA exchange units (and therefore pay 12cp worth of HECS or fees) per semester. You do not need to confirm your enrolment details with us.


European language students

You will be enrolled in an EUL unit by the European Languages department. This will be worth 6cp. If you would like additional credit for any additional non-language units you are taking, email this information to Macquarie Abroad staff. Eg. French history = Cultural Studies 100 level 3cp


Regular exchange

You will be enrolled between 9-14 credit points for one semester abroad-a minimum of 9 credits and a maximum of 14 credits. You will not be enrolled in more than 9cp at 300 level unless you have specific academic approval to do this. Your grades will be recorded at Macquarie either as ‘Satisfactory’ or ‘Fail’ for your exchange units. To confirm your enrolment for your exchange (and therefore ensure credit transfer) you need to send Macquarie Abroad a list set out like the one below. You need to do this as soon as you can otherwise it will hold up your enrolment at Macquarie University.

Swedish History = HIST100 3cp (approved on study plan form)
The Japanese Economy = ECON304 4cp (approved via email)
Elementary Education for Special Needs Children = EDUC207 4cp (approved on study plan form).

You will then be enrolled in EX (exchange) units that correspond to the level and credit point value of each equivalent unit. This generates your HECS or international fees for the semester of your exchange. Remember, you pay tuition fees to Macquarie University while on exchange and not the host University.

Once you are enrolled for your exchange this information we will send you your invoice for both HECS and your activity fee which you may pay as normal or on-line at: http://onlinepayments.mq.edu.au/

Forms




Incomplete Grades and Grade Transfers

It is necessary for us to wait for official notification of your overseas results before we are able to process your grades here at Macquarie. These results, if sent directly to us, can take anywhere between 6 weeks and 3 months to arrive.

If your official transcript is sent directly to you, please bring it to Macquarie International so we can make a copy and transfer your grades.

If you are graduating and require your grades to be transferred, see 'Students Graduating' (below).

See 'Re-enrolling' if you are concerned about incomplete grades on your transcript during re-enrolling.




Students Graduating

For many students, completing their exchange program is also the end of their degree. If you are in that position, read the following information carefully..

As mentioned in the ‘Incomplete Grades and Grade Transfer’ section, it can often take quite some time before we receive the official grades from your host institution. You need to be aware that this may mean you might miss the next cut-off date for graduation (although we do everything we can to make sure you graduate on time).

To increase the chances of your exchange results being processed in time for the earlier graduation period you need to take the following steps:

  1. Inform the Academic Program Section that you are on exchange and will be completing your exchange program and that your results will be arriving shortly You will need to submit the form at the following URL; www.registrar.mq.edu.au/Forms/APSQualunder.pdf.
  2. 2. Before you leave your host institution, inform the International Office there that you are graduating and you need your results as soon as they can send them.



Continuing/Extending your Exchange

Having an amazing time? Want to extend for another semester? Please see the steps below for how to make this happen.


Continuing at the Same University

  1. Speak to the international office at your host institution to see if they are able to accept you for an additional semester.
  2. Once they have confirmed that you can extend your exchange, please email us and we will then contact the host institution.
  3. Check your degree rules to make sure you know how your degree will be affected by staying on exchange - remember the golden rule of exchange (eg. only half of any degree requirement can be completed on exchange).
  4. Get subject approvals for the units you wish to take overseas (see 'Subject Approvals'). You will also need to extend your travel insurance.


Going on Exchange to a Different University

  1. Decide where you want to go and email us your choice as early as possible. We will then tell you if it's possible or not.
  2. We will send you an application form to complete for that university. You will need to send that back to us or complete online if applicable.
  3. Check your degree rules to see how extending exchange will affect your degree, and extend your insurance.
  4. Get subject approvals for the units you want to take at the host university, ensure you research the visa requirements for your host institution.



Re-enrolling at Macquarie

  1. Re-enrolment at Macquarie is done online. There may be some units that you have completed on exchange that have been deemed ‘equivalent’ to Macquarie units by an exemptions officer. Whilst these equivalent units can be used as pre-requisites for other units at Macquarie, the computer system does not recognise this and therefore we need to enter waivers for any future units you wish to take at Macquarie that use your exchange equivalent as a pre-requisite.

  2. If you have taken any units on exchange that are deemed equivalent to pre-requisites for units you need to enrol in, please email us (1) the unit you are trying to enrol in (2) the pre-requisite unit you have taken overseas.

  3. You will do your re-enrolment through the Macquarie University online student portal at https://student1.mq.edu.au/




Travel Insurance

Travel insurance is mandatory. Whilst we hope that everything goes smoothly, there are times when things do go wrong. Therefore, the travel insurance policy requires that all students are covered for the entire duration of their time overseas.

The approved policies are comprehensive and are tailored to suit the needs of students. It is in your best interest to read this policy thoroughly before leaving for overseas. Always carry a copy of your policy with you when you travel - the emergency contact numbers can be invaluable and knowing what is covered in your plan is very useful.

Generally, you will make claims against your travel insurance policy once you return to Australia. This is done directly through the insurance company - most policies will have a claim time limit (often 30 days), within which you must make your claim. Contact the Insurance Company for more details.




Culture Shock, Re-entry to Home Country

New challenges always accompany new experiences. Therefore, at some point, you may experience a level of Culture Shock during your exchange.

Culture shock is your body and mind's way of reacting to new and unfamiliar surroundings, and it is a normal part of the process of adapting to your new country.

While each person experiences culture shock differently, the general pattern includes initial feelings of euphoria and excitement on arrival to the country as the new "adventure" begins, followed by a period of loneliness, homesickness, confusion as you try to adjust to a country with cultural norms and peculiarities that are different from those which you were comfortable with back home.

The good news is that these symptoms of disorientation will eventually go away, and you will come to appreciate the cultural uniqueness of your host country, often to the extreme of not wanting to return home!

Here are some tips for dealing with culture shock:


Know that culture shock is normal

Even if you are studying in a country where English is the main language and things don't seem very different from home, they invariably are, and culture shock will still affect you. Remember that the feelings you are experiencing are perfectly normal and it is very useful to talk about them.


Speak to the International office @ your host university

Your host university should have at least one dedicated staff member to work with incoming exchange students. This person will be a great source of support if you're struggling with culture shock.


Keep an open mind

Try not to judge the new culture too quickly. While the customs of your host country may seem strange or different to you, they are logical to your hosts.


Keep in touch with home ... but make new friends too!

With e-mail access at universities and Internet cafes in your host country, you will be able to stay in regular contact with your family and friends back home. Loved ones can encourage you when you're feeling down. However, some separation from home can also be helpful, as relying too much on family and old friends for support may keep you from opening up to your host country. It is important to meet new people and make new friends, including the locals!


Stay active and try something new

One of the best ways to understand your host culture better is participate in it. Try new foods, visit a local museum or shopping centre, or travel to other regions of the country. Don't be afraid to make a mistake or ask a question, even if you're speaking a new language - people in your host country will generally be willing to help if you show you're making a genuine effort!


Reentry to Australia or your home country

When you return home you might find that things aren't as you left them. People have actually been living life while you've been away and have been doing exciting things. Unfortunately, after you've told your travel stories a few times your adventures might be falling on deaf ears. If your mates have heard your stories too many times, feel free to stop by the SAM office and share them with us. Alternatively, we can put you in touch with future exchange students who would definitely benefit from any information and advice you can offer.

Exchange – the best thing you’ll do at uni!