Introduction

Welcome to the Guidelines for Learning Abroad Programs (for staff). These guidelines provide Western staff with essential insights and practical directions in developing and managing impactful learning abroad experiences for students. Whether you're an experienced project leader or new to the realm of international education, these guidelines will serve as a valuable resource to ensure the successful planning, implementation, and evaluation of overseas programs.

To interact with the ChatGPT session above, a ChatGPT Plus subscription is required due to access restrictions set by OpenAI. This subscription provides enhanced features and access privileges. If you're unable to subscribe or prefer an alternative, you can download the comprehensive PDF guide here, which covers similar information.

For specific questions covered in this guide, you can refer to our FAQ webpage, which aims to address common concerns and provide further clarity on various aspects of Learning Abroad Programs. In addition, feel free to download the Staff Checklist for Developing and Managing Learning Abroad Programs to assist you in your program planning and management tasks.

Main Steps

Welcome to the Guidelines for Learning Abroad Programs (for staff). These guidelines provide Western staff with essential insights and practical directions in developing and managing impactful learning abroad experiences for students. Whether you're an experienced project leader or new to the realm of international education, these guidelines will serve as a valuable resource to ensure the successful planning, implementation, and evaluation of overseas programs.

  1. Initial Planning: Laying the groundwork for the program
  2. Formal Approval: Securing necessary permissions and endorsements.
  3. Student Recruitment: Attracting and selecting participants.
  4. Booking Travel: Organising the logistics
  5. Pre-departure Orientation: Preparing students for the international experience.
  6. Overseas Experience: Managing the program on foreign soil.
  7. Evaluation and Feedback: Assessing the program's impact and gathering insights.

Timeline

In order to facilitate a Learning Abroad opportunity for students, endorsement is required from relevant delegates, including the Deputy Vice-Chancellor and Vice-President (Research, Enterprise and International), as well as the Vice Chancellor and President. Initiating the procedural steps approximately 6 to 12 months prior to departure is recommended, with ultimate approval to be secured no later than 100 working days before the scheduled departure.

NOTE

  • 100 working days is approximately 20 weeks or 5 months prior to departure.
  • Western Sydney International (WSI) will not support study tours that are not within the timeframe and a recommendation will made to postpone or cancel the project.

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.

General Roles and Responsibilities

For any project, establishing well-defined responsibilities among all stakeholders is crucial for achieving success. In the case of learning abroad programs, project leaders assume the responsibility of day-to-day project management, whereas Western Sydney International holds the accountability for program oversight and evaluation to ensure alignment with university standards and policies. By clarifying these different responsibilities, we can ensure a smooth and successful implementation.

Project Leader

Western Sydney International (WSI)

Program Setup:

  • Initial Planning: Establishing program groundwork.
  • Formal Approval: Securing necessary permissions and endorsements.

2. Participant Management:

  • Student Recruitment: Attracting and selecting participants.
  • Pre-departure Orientation: Preparing students for international experiences.
  • Overseas Experience: Managing the program abroad.

3. Financial Oversight:

  • Budget Management: Handling program finances.
  • Invoice Processing: Managing payments and invoices.

4. Stakeholder Engagement:

  • Main Contact: Serving as the primary point of contact for stakeholders, including students, international partners, and providers.

5. Program Safety and Reporting:

  • Ensuring Safety: Ensuring the well-being of participants.
  • Reporting: Providing updates and reports to WSI, WSU, and government authorities.
  • Ensuring compliance with policies and   processes
  • Facilitation of the approval process for   learning abroad programs
  • Offering guidance to project leaders and staff
  • Setting up online resources

Important Resources and Information (in Alphabetical Order)

Visit the Section 5. Pre-departure Orientation webpage, a dedicated resource that has been meticulously organised in alphabetical order, ensuring effortless navigation through crucial information. It encompasses every aspect from understanding passports, visas, and Centrelink considerations for students, to delving into cultural diversity and awareness. Additionally, it prioritises the safety of your group with detailed emergency protocols and insurance coverage options, guaranteeing a well-prepared and secure journey for everyone involved.