2. Formal Approval

A project proposal is a formal document outlining a proposed overseas activity. The proposal typically outlines the project's goals, objectives, activities, budget, timeline, and any other documents including a Critical Incident Management Plan, Risk Assessment, and International Partner Proposal. It serves as a comprehensive plan that guides the implementation of the project while aligning with the educational goals of the learning abroad program. Typically, the Proposal undergoes review by specific departments and delegates, including:

1. WSI – Manager Learning Abroad
2. School or Institute – Manager or relevant delegate
3. School or Institute – Dean or relevant delegate
4. Deputy Vice-Chancellor and Vice-President (Research, Enterprise and International)
5. Vice Chancellor and President

The final endorsement must be obtained no later than 100 working days (equivalent to 5 months) before the departure date. The project proposal is a mandatory requirement of both Western Sydney University and the Australian Government. Marketing and recruitment activities must not commence until the Program Proposal has been formally approved by your School or Department.

Consultation Before Submitting a Project Proposal

All project leaders should meet with Western Sydney International (WSI) prior to submitting a Project Proposal. During this meeting, WSI will advise about the Proposal, budget, Critical Incident Management Plan, Risk Assessment, International Partner Proposal, and other aspects pertaining to the project's life cycle. To schedule a meeting with Cammy Chan, please visit the booking page or email her at C.Chan2@westernsydney.edu.au.

Designing a Project that aligns with the UNSDGs

If you would like to design a project that aligns with the United Nations Sustainable Development Goals (UNSDGs), please click here. Please note that accessing the platform requires a ChatGPT Plus subscription, offering enhanced features and access privileges. Once you enter the site, you'll be able to customise a project proposal that not only addresses the needs of your students but also seamlessly integrates with the essential elements of the UNSDGs, ensuring a comprehensive and impactful educational experience.

Steps for Submitting a Learning Abroad Project Proposal

1. Begin by downloading the following documents:
   • Project Proposal (group travel): This document encompasses project specifics, travel arrangements, financial considerations including a budget, Critical Incident Management Plan, Risk Management Plan, and requisite authorisations.
   • International Partner Provider Proposal (if required): International Partner Providers (IPPs) play a crucial role in enhancing the learning abroad experience. They undergo a rigorous evaluation process and offer a range of services, including study tours, accommodations, internships, and cultural excursions. If an IPP is involved in the project, they are required to submit an International Partner Provider Proposal, which can be appended to the Project Proposal. Detailed information about IPPs can be found on the International Partner Providers webpage.
2. Complete all of the required documents and upload the fully filled-out documents to WSI through WesternNow. You may have multiple interactions with WSI during this stage for guidance and clarification.
3. WSI will review the submitted documents, offer guidance, and then forward the final versions to the relevant delegates for approval.
4. The WesternNow ticket will remain open until signed off by the delegates.

[If you are developing a project proposal for independent travellers (non-group), such as exchange or work experience, fill out the Project Proposal (independent document).

The Project Proposal Budget

The Project Proposal includes a comprehensive budget that takes into account program expenses, income sources, student contributions, staff expenditures, and the overall project costs. Throughout the consultation process, WSI will provide guidance on navigating the complexities of budgeting. See the Example Budget and explainer video.

• Income from student contributions: Learning Abroad projects often receive partial funding from OS-HELP and/or New Colombo Plan (NCP) grants. OS-HELP is a deferred debt loan available to Australian citizens enrolled in a Commonwealth Supported Place for overseas studies. It covers expenses such as airfares and accommodations, with loans exceeding $8,000 accessible. Students can access a total of two loans, subject to HECS-HELP repayment conditions. For more information, please refer to OS-HELP.
• Project Account: WSI will engage in discussions concerning the establishment of a project account. The project account plays a crucial role during the project's lifecycle, serving as the repository for NCP funds and/or student contributions (income), as well as the source for settling invoices and covering other expenditures. It is important to note that the ultimate responsibility for managing the project account lies with the project leader and the respective School/Department.
• One Stop: As part of this process, WSI will create a One Stop shopping cart. This cart is used for the collection of student payments (income).
• Contingency: Consideration for adding a buffer of around 15% on top of the final total expenditure is generally considered a good practice in project management. This helps to account for unexpected expenses, changes in scope, or unforeseen challenges that can arise during the project lifecycle. It provides a cushion to mitigate cost overruns and ensures that the project remains within budget even if certain variables change

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.

Roles and Responsibilities

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

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