Submit a Project Proposal

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.

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.

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.

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.

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.

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.

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.

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.

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.