Section 1: Initial Planning

To ensure a successful Learning Abroad opportunity for students, it is recommended to initiate the planning process a minimum of 12 months ahead of time. This early start allows for meticulous preparation, efficient student recruitment, logistical arrangements, comprehensive risk management, and the acquisition of essential resources. Ultimately, this approach enhances the overall quality of the program.

Additionally, it's crucial to ensure that Formal Approval is obtained at least 100 working days (equivalent to 5 months) before the scheduled departure date. The relevant decision-makers involved in this approval process include the Manager Learning Abroad (Short Programs), School Manager or equivalent, Dean or equivalent, the Deputy Vice-Chancellor and Vice-President (Research, Enterprise and International), as well as the Vice Chancellor.

Before seeking endorsement, it is imperative to consider the various elements involved in developing an overseas experience for students. Below, you will find key areas that should be taken into account during this process.

Areas of Consideration

• Program Objectives and Goals: Define the educational, cultural, and personal development objectives of the program. What do you want participants to learn, experience, and achieve during their time abroad?
• Host Location: Opt for a location that aligns with the program's objectives. Take into account various factors including language, culture, safety, climate, seasons, accessibility, and the availability of resources for both learning and exploration.
• Safety and Risk Management: Consider the risks for the host location including natural disasters, political stability, health-related concerns, crime rates, cultural sensitivity, local laws, and any other locally relevant factors that might pose a risk to program participants. It's important to note that as part of the Project Proposal approval process, you will be required to complete a comprehensive Risk Assessment and Critical Incident Response Plan, outlining your strategies and preparedness measures to mitigate and manage potential risks.
• Logistics and Infrastructure: Plan for accommodations, transportation, and facilities. Ensure that participants have access to comfortable and safe living arrangements, as well as the necessary resources for learning and personal needs. You might also explore the option of enlisting the support of a trusted International Partner Provider (IPP) affiliated with WSU for assistance in this regard.
• Alignment with the United Nations Sustainability Development Goals (UNSDGs): Alignment with the UNSDGs involves ensuring that the educational, cultural, and personal development goals not only enrich the participants but also contribute to broader global objectives like quality education, reduced inequalities, and sustainable development. This alignment underscores the program's commitment to global responsibility and positive change. Key areas of alignment include supporting Quality Education (SDG 4), addressing and reducing Inequalities (SDG 10), advocating for Peace, Justice, and Strong Institutions (SDG 16), forging effective Partnerships for the Goals (SDG 17), actively participating in Climate Action (SDG 13), and upholding Gender Equality (SDG 5). As a crucial step in the Project Proposal approval phase, you are expected to clearly demonstrate this alignment with the UNSDGs. For additional information and guidance, refer to Sustainable Development and Learning Abroad.
• Curriculum and Content: Design a curriculum that aligns with the program's objectives. Determine the courses, workshops, or learning activities that participants will engage in. Consider how the curriculum will integrate with the local culture and environment. Assess how this curriculum will seamlessly integrate into the framework of Western Sydney University and the UNSDGs (above). Determine key details such as the total hours of instruction, prescribed textbooks, assessment methods, and allocation of credit points, among other essential factors. It is advisable to hold discussions regarding this endeavour with the Director of Academic Program (DAP).
• Diversity and Inclusion: Create an inclusive environment that respects participants from diverse backgrounds. Address potential challenges related to cultural differences, accessibility, and individual needs.
• Budget and Funding: Develop a clear budget that covers all expenses, including tuition, accommodations, meals, transportation, excursions, and administrative costs. Explore funding options, such as New Colombo Plan, Erasmus Plus, and OS-HELP.
• Legal and Policy Considerations: What are some of the legal and administrative requirements for the host location, such as visas and permits? What are the Western Sydney University requirements? It is strongly recommended that you review university and government policies and process. See university and governmental standards and policies.
• Partnerships and Collaboration: Build relationships with local institutions, organisations, and expert providers who can contribute to the program's success. Collaborate to enhance the learning experience and access local resources. We strongly advise that you to engage in collaboration with institutions that already maintain a partnership with Western. See Partnerships resource or reach out to the WSI Go Global team for further guidance.

Worksheet

To assist you in addressing these key areas, feel free to download and complete the Initial Planning worksheet. This resource is tailored for your personal use and intended to support your planning efforts.

Engagement with Your School or Department

Before you start, it is recommended to have initial discussions about this project with the Director of Academic Program (DAP), your supervisor, Deputy Dean, and School Manager. Please note that these are preliminary discussions, and the final proposal will not be available until it has been approved by the Manager Learning Abroad (Short Programs) at Western Sydney International. See Section 2: Formal Approval

Tips

As a project leader, asking for advice when necessary is crucial. Find experts and gather input from individuals with diverse viewpoints, including colleagues, past project leaders, providers, and overseas institutions. Don't hesitate to seek advice early, test it when feasible, and remember that seeking advice can result in improved decisions and enhanced relationships. If you need more information, feel free to reach out to Western Sydney International.

Where do I begin?

To kickstart the process, follow the steps below:

1. Download and fill out the Preliminary Planning Worksheet: Start by completing the Initial Planning worksheet, which serves as a valuable resource for your personal reference and assists in your planning.
2. Submit an Initial Proposal and set up a meeting with WSI: Submit a Preliminary Proposal and coordinate a meeting with WSI. During this meeting, WSI will provide extensive guidance covering every stage of the project, from the Project Proposal phase to the post-program evaluation following participants' return from overseas.
3. Engage with Your School: Meet with representatives from your School to communicate your intentions and ideas. Sharing your plans with your School will help align the program's objectives with academic goals and potential collaborations.

Once you have completed these steps and are satisfied with your preliminary planning, it's time to proceed to the Formal Approval stage.

International Partner Providers (IPPs)

Western Sydney University partners with International Partner Providers (IPP) to enhance the study abroad experience, leveraging their expertise in designing and executing global programs. IPPs offer a comprehensive suite of services, from organizing study tours and work placements to providing essential support like accommodation, mental health assistance, and visa guidance. We encourage staff to utilize IPPs to ensure enriching and supportive international experiences for our students. Visit the IPP webpage.

Areas of Responsibility

Contacts

For NCP and non-NCP Short Programs (new and existing programs):

• Cammy Chan
• Administrative Officer, Learning Abroad Government Programs
• International Liaison Officer, New Colombo Plan
• Email: C.Chan2@westernsydney.edu.au

For strategic insights, new ideas, or industry-level advice on Learning Abroad:

• Steven McDonald
• Manager, Learning Abroad
• Email: s.mcdonald@westernsydney.edu.au