Frequently asked questions (FAQs) for Developing Learning Abroad Programs

Welcome to the Learning Abroad FAQs.

Quickly find answers to key questions about initiating and managing Learning Abroad projects at Western Sydney University. Get clear guidance on planning, approvals, and timelines to efficiently advance your program. For streamlined project development, download the Staff Checklist. Need more help? Just reach out.

1. What are the initial steps for planning a Learning Abroad program at Western Sydney University?

Begin by understanding the program objectives and goals, selecting an appropriate host location, considering safety and risk management, and planning logistics and infrastructure. Early engagement with your School or Department, including the Director of Academic Program (DAP), is crucial. For more details, see Initial Planning.

2. How far in advance should I start the planning process for a Learning Abroad program?

It's recommended to initiate the planning process at least 12 months ahead of time. This allows for meticulous preparation, risk assessment, project approvals, student recruitment, logistical arrangements, and the acquisition of essential resources. For more details, see Initial Planning.

3. What is involved in the Formal Approval stage of a Learning Abroad project proposal?

The Formal Approval stage includes consulting with WSI, preparing and submitting key documents like the Project Proposal, Risk Assessment, Critical Incident Management Plan, and potentially an International Partner Provider Proposal. These undergo review by designated university authorities, including WSI – Manager Learning Abroad, relevant School or Institute delegates, and the Deputy Vice-Chancellor and Vice-President (Research Enterprise and International). Ensure to start this process early, as final approval must be obtained at least 100 working days (about 5 months) prior to the scheduled departure. For more details, see Formal Approval.

4. How do I complete the budget section in the Project Proposal?

To successfully complete the budget section of your Project Proposal, follow these steps:

Step 1 - List All Expenses:

  • Start by including all anticipated expenses for your project, such as tuition, accommodations, meals, transportation, excursions, and administrative costs.
  • Estimate Airfare Costs:
  • We recommend not approaching FCM (our travel services provider) at this stage, as requesting a quote may require a deposit. Instead, provide an estimate based on internet searches.
  • Add a contingency buffer of 10-15% to account for FCM's service fee and potential price fluctuations.
  • Research Average Prices: Conduct online research to determine average airfare costs during your travel period, taking into account seasonal price changes (peak vs. off-peak).
  • Timing of Quotes: Be aware that airfare prices may vary by a few hundred dollars depending on how close to the departure date you obtain the quote.

Step 2 - Identify Income Sources:

  • Consider all possible income sources for your project, including student contributions and external funding options like the New Colombo Plan, Erasmus Plus, and OS-HELP.

Step 3 - Watch the Explainer Video:

For additional information and formal approval requirements, please refer to the Formal Approval section.

5. What is the Go Global Portal?

The Go Global Portal, powered by Terra Dotta, is a vital online platform offered by Western Sydney University, playing a crucial role in streamlining the management of learning abroad programs. It offers an efficient recruitment process, simplifying application management and student communication for staff, while providing a user-friendly interface for students to navigate through their program options, prerequisites, and important pre-departure steps. The portal ensures that all aspects of program advertising, student applications, and pre-departure preparations are consistent with university and government regulations. It also features dedicated webpages where staff can create engaging brochures and online applications for each program, manage program administration from selection to pre-departure, and ensure adherence to health and safety policies.

For students, the portal enhances engagement and readiness for international study by offering comprehensive learning modules covering key topics like health, safety, cultural awareness, and academic requirements.

Additionally, staff members can utilize the portal's analytical tools to inform and refine recruitment strategies. To get a brochure listed, a staff member can initiate the process by submitting a brochure request through WesternNow, after which the Western Sydney International (WSI) team will assist with the approval processes and program implementation. The integration of the Go Global Portal into the learning abroad journey at Western Sydney University ensures a cohesive, efficient, and quality experience for staff and students alike.

For more details, see Recruiting Students.

6. What are the key considerations when booking group travel for Learning Abroad projects?

Ensure you have a group of at least 10 individuals, a list of committed students and staff, a fully approved Project Proposal, the specific WSU project account number, and a quote from the University's travel agent. Follow the outlined steps for initiating a quote, finalizing flight bookings, and managing group flight deposits.

For more details, see Booking Group Travel.

7. What should be included in the predeparture orientation for students?

The pre-departure orientation should comprehensively cover the program's overview, itinerary, and accommodation details, ensuring students are well-informed about their upcoming journey. It should guide them through necessary travel documentation, health and safety protocols, and introduce the cultural norms of the host country. The orientation should emphasize sustainable travel practices and the significance of the United Nations Sustainable Development Goals (UNSDGs), encouraging students to engage responsibly and positively with the local community. Additionally, it should provide practical advice on clothing, language resources, managing finances, communication tools, and packing essentials. Finally, the orientation should clearly outline the program's code of conduct and the expectations set for students, ensuring a respectful and enriching experience for all participants.

Support from Western Sydney International

Please be aware, Western Sydney International Go Global team is dedicated to providing the best support and information. However, due to the extensive number of programs and projects, we are currently unable to participate in specific program information sessions. We encourage you to explore the website, see Preparing for Departure.

8. How are emergencies and critical incidents managed during the overseas experience?

Your first point of contact for medical or emergency assistance while traveling is always International SOS (ISOS). ISOS serves as the primary resource for individuals embarking on university-approved trips abroad. They are our designated Emergency Service Provider, offering round-the-clock expert guidance and support at every stage of your journey: before departure, throughout your time overseas, and in case of emergencies. ISOS provides essential services, including emergency and medical advice, assistance with insurance claims, and coordination of communication. It's crucial that students are well-informed about how to utilise ISOS services and have the International SOS App downloaded. We strongly encourage both staff and students to watch the International SOS Explainer video, explore the WSU International SOS website, and ensure they have the App installed for added convenience and safety.

9. What are the strategies for sustainable and responsible travel during the Learning Abroad program?

Encourage practices that minimise environmental impact, respect local cultures and traditions, support local economies, and promote understanding and engagement with issues such as sustainability and cultural sensitivity. For more information visit the Sustainable Development in Learning Abroad webpage.

10. How is the evaluation of Learning Abroad programs conducted at Western Sydney University?

The evaluation process involves students completing an online evaluation, reviewing the program's performance, challenges, and areas for improvement. For programs funded by the New Colombo Plan, an NCP Completion Report is also required, detailing the experience and outcomes of the project.

11. What are the United Nations Sustainable Development Goals (UNSDGs)?

The United Nations Sustainable Development Goals (UNSDGs) are a universal call to action to end poverty, protect the planet, and ensure that all people enjoy peace and prosperity by 2030. Adopted by all United Nations Member States in 2015, these 17 goals are interconnected and encompass areas such as quality education, gender equality, clean water and sanitation, affordable and clean energy, decent work and economic growth, reduced inequalities, and climate action. The UNSDGs aim to address global challenges we face, including those related to poverty, inequality, climate change, environmental degradation, peace, and justice. These goals provide a framework for countries, institutions, and individuals to contribute towards a more sustainable and equitable world. In the context of Learning Abroad programs, integrating the UNSDGs involves ensuring that the educational, cultural, and personal development objectives of the programs contribute positively to these global goals, fostering a sense of global responsibility and sustainable impact among participants. For more information about integrating into overseas projects, visit the Sustainable Development in Learning Abroad webpage.

12. Are there any checklists or resources available to help me with my Learning Abroad Project development?

For streamlined project development, download the following:

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: