Submit a Project Proposal

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To implement a Learning Abroad opportunity for students, endorsement is required by the relevant delegates including the Deputy Vice-Chancellor and Vice-President (Research, Enterprise and International) and the Vice Chancellor and President. It is recommended to commence the following processes at least 6 to 12 months prior to departure and no later than the following:

Timeline for Study Tours

To ensure that the recruitment of students via the Go Global Portal, receipt of program payments (usually via OS-HELP), the reimbursement of overseas vendors, and the organisation of flights, it is recommended to commence the following processes no later than the following:

WSI will not support study tours that are not within the timeframe and a recommendation will made to postpone or cancel the project.

Steps for submitting a Project Proposal

1. Watch the Video Tutorial

A 5-minute video that explains the  processes

2. Complete a Project Proposal

Click on the following images to download the required documents.


Populate the Project Proposal and risk management documents with the required information.  To find out more about these documents, see the information provided in the sections below. If you have any questions, feel free to discuss further with the Go Global team.

3. Upload the draft Project Proposal via Western Now

Click on the following image to upload the required documents.

The Go Global team will review the documents and provide advice, prior to sending the final version to relevant delegates for approval. TIP: To avoid wasting time, do not send the proposal to the relevant delegates, before being reviewed by the Go Global team. Provided below is a diagram of the approval process.

Once approved by the Vice Chancellor, the signed documents will be saved to MS Teams. 4. It is now time to recruit the students.

About the Budget

How to complete the Budget

The Project Proposal has a budget which is used to determine the expenditure, income, student contribution and the cost of a program. The project leader is ultimately responsible for the final budget. When working out a budget, it is better to complete in the following order:

  1. Student expenses
  2. Staff expenses
  3. Income (not including student contributions)

At this point, the difference between Expenses and Income will determine what the student contributions will be. See the Example Budget. Watch the One-Minute Video on how to fill out the  budget.

Budget Income and Expenses

It is advised that the program cost is not intentionally reduced to save money or make the program look more attractive to students. This could potentially diminish the quality of the program and put at risk the safety of participants, the reputation of the University, or lead to financial hardships for your School/Institute. For instance, if you are organising a New Colombo Plan project that is subsidised by a $3,000 grant for each student, and the actual cost is $6,000 per student, it is advised that students self-fund the remaining $3000 via OS-HELP (commonwealth supported students can access up to  $8,000).

The INCOME is often a combination of revenue sources, which could include NCP funds, School contributions, and student contributions  sourced from OS-HELP. Ultimately the INCOME should match the TOTAL EXPENSES. For example, if the TOTAL EXPENSES equals $60,000 (plus 15% creep), then the income should also be $60,000 (plus 15% creep). In the first instance it is advised that you workout the TOTAL EXPENSES first, before working out the INCOME. Once you know the TOTAL EXPENSES, you can workout the INCOME required. Please note, apart from student contributions, most income is fixed and cannot be varied. As a result, the student contributions is an important element.

Budget Creep

A project plan and budget, may vary over time. To allow for creep and to  account for increased costs, it is recommended to add 15% on top of the final TOTAL EXPENDITURE.

Student Contributions and OS-HELP

A large majority of Global Learning projects are partially funded by OS-HELP. This is a deferred HELP debt loan for Australian citizens enrolled in a Commonwealth Supported Place who want to undertake some of their study overseas. Loans over $8,000 are available. Academic approval is required; have completed 80 credit points of study, and have 10 credit points remaining on return. OS-HELP can be used for a range of expenses such as airfares, accommodation and other travel or study expenses. Students can access a total of two OS-HELP loans over their lifetime. The debt has the same repayment conditions as HECS-HELP and are indexed accordingly. To find out more see OS-HELP.

Notice of Variation

When finalising the travel bookings, the approved documents need to be uploaded to TEMS. If the cost of a program increases and is more than what is indicated in the approved budget, a Notice of Variation must be attached to the Project Proposal when the documents are uploaded. The relevant delegates in the School or Institute will be required to review the  project and consider absorbing the cost, postponing, or cancelling the project. To find out more, see 6. Booking Travel.

The Critical Incident Management Plan

The Critical Incident Management Plan records important details such as staff participants, contact in the host location, and Local Emergency and Consular Contacts. In addition, it provides information about the following.

International SOS

All students and staff participating in overseas activities will be registered with International SOS. As soon as the flights are booked, the travellers will receive messages on how to utilise this service. In addition students will receive information about utilising International SOS, via the Go Global Portal. Find out more about International SOS.

First Aid Training

It is advised that all project leaders have a current First Aid Certificate prior to going abroad. Western staff may have the option of First Aid training via My Career Online. Some students may also require a First Aid certificate for participation in particular units and/or fieldwork, research or clinical placements. Information about training can be found on the National Training Information Service website.

Preventing Sexual Exploitation, Abuse and Harassment (PSEAH)

PSEAH is the Department of Foreign Affairs and Trade’s (DFAT) Preventing Sexual Exploitation, Abuse and Harassment policy. The policy sets out expectations and minimum standards of behaviour, for all DFAT staff and delivery partners, managing international programs. The policy incorporates projects that are 'in-country' and those that are delivered online. Staff and students at Western, are required to read and comply with the PSEAH policy.

Child Protection

Australia is a signatory to the United Nations Convention on the Rights of the Child. DFAT is committed to upholding the rights of the child and Australia’s obligations under this convention. In all actions concerning children, the best interests of the child shall be a primary consideration. Participants in a Global Learning project must recognise that it is the shared responsibility of all adults to prevent child exploitation. If a learning abroad program involves working with children, all staff and students are required to comply with the Western Sydney University Working with Children (Workers and Students) Policy and Australian Government Child Protection Policy. See Child Protection.

The Risk Assessment

The Learning Abroad Risk Assessment enables Western staff to identify potential hazards during the project lifecycle. Project staff are required to determine the likelihood of an event occurring and consider ways to mitigate these risks. This document is attached to the Learning Project Proposal. If you would like to know more, see Understanding Risk Assessments.

The International Partner Provider Proposal

International Partner Providers (IPP) are companies that have been contracted by Western Sydney University to deliver a service that supports the learning abroad experience. These organisations are highly experienced in designing and implementing overseas programs, often using established best practice, existing administrative structures, and contacts in-country. Depending on the type of IPP, these organisations provide a wide range of services including the development of study tours, arranging work placements and site visits to overseas companies, develop cultural excursions and more. If you are utilisng an IPP to develop a short program, the organisation must provide an International Partner Provider Proposal. This can be attached to the Project Proposal. To find out more, see about these organisations, see International Partner Providers.

Schedule a Meeting with Go Global (Optional)

Submit a meeting request with Western Sydney International Go Global  team.

  • Meetings will be held via Zoom.
  • Due to workflows and resourcing, email requests will not be accepted

Before meeting with Go Global, It is highly recommended that project leaders and staff involved in the delivery of an overseas program, watch the  explainer video about developing international programs. This only takes 5 minutes and discusses the processed involved in the management of an overseas program.