Section 5: Preparing for Departure

In Section 3: Recruiting Students, it was explained that when students submit an application via the Go Global Portal, they complete learning modules and questionnaires on various important topics, ensuring they are well-prepared for their learning abroad experience. These modules are designed to provide comprehensive knowledge and understanding of the key aspects of learning abroad. The areas covered include Conditions of Participation, Academic Approval, Mental Health, Go Global Grant, OS-HELP, Centrelink Payments, International SOS (ISOS), Passports and Travel Visas, Cultural Awareness, Vaccinations, Bullying and Cyber-Harassment, Child Protection, and Preventing Sexual Exploitation, Abuse, and Harassment (PSEAH) and more (Additional information can be found in the Important Resources area at the bottom of this section).

It is now time to provide project-specific information to students. To achieve this, we highly recommend providing students with detailed and extensive information about the programme, encompassing areas such as:

  • Programme Overview and Requirements: A clear explanation of the programme's objectives, structure, and requirements for participation.
  • Itinerary and Accommodation Details: A complete travel schedule, including accommodation arrangements, transportation logistics, and essential contact details for each location.
  • Travel Documentation: Guidance on necessary travel documents, such as passports and visas, including how to apply for them and their deadlines.
  • Health and Safety Protocols: Provide information about required vaccinations and how to use International SOS for support or during emergencies.
  • Cultural Orientation: Insights into the local customs, etiquette, and societal norms of the destination, aiding students in adapting to cultural differences and preventing misunderstandings.
  • Clothing: Providing guidance on appropriate clothing is essential for ensuring that students are comfortable and respectful of local customs and weather conditions.
  • Language Resources: If a different language is spoken at the destination, provide basic language learning tools and helpful phrases.
  • Emergency Contacts: A comprehensive list of emergency contacts, including International SOS’ details and program leader information.
  • Financial Guidance: Tips on managing finances abroad, including advice on currency exchange, credit/debit card usage, and budgeting strategies.
  • Communication Tools: Information about mobile phones and SIM card options for staying connected abroad.
  • Packing Guidelines: Recommendations on what to pack, considering the destination's climate, cultural norms, and specific requirements of the study tour.
  • Code of Conduct and Expectations: Clear expectations for student behaviour, emphasizing compliance with local laws and institutional policies while overseas (see Conditions of Participation below).
  • Digital Tools: A curated list of helpful apps and websites for navigation, language translation, and other relevant resources.
  • Sustainable and Responsible Travel Tips: Advice on environmentally and socially responsible travel practices, underscoring the importance of respecting the local environment and communities.
  • United Nations Sustainable Development Goals (UNSDGs) Awareness: Educate students about the UNSDGs, encouraging them to consider how their experiences and actions during the programme can contribute to these global objectives. This can include promoting understanding and engagement with issues such as sustainability, cultural sensitivity, and global citizenship.

Best Practice for Conducting Program-Specific Information Sessions

Here are several effective strategies for conducting informative and engaging program-specific sessions:

  1. Host University Collaboration: Coordinate with the host university or overseas program provider to present detailed insights about the overseas program.
  2. Engage Local Experts: Incorporate presentations by local experts to provide in-depth knowledge about specific topics relevant to the destination.*
  3. Pre-Session Assignments: Assign students tasks to complete before the pre-departure session, focusing on practical, action-oriented content that simulates scenarios they might encounter abroad.
  4. Evaluate Student Understanding: Gauge students' comprehension of the program through assessments and use this feedback to refine future sessions.
  5. Incorporate Student Ambassadors: Involve students who have previously participated in the program in planning and conducting the pre-departure session. Their first-hand experiences can offer valuable perspectives to new participants.

*Note: Given the extensive number of programs (over 200) facilitated by Western Sydney University, the Western Sydney International Go Global team does not have the resources to participate in program-specific information sessions.

Roles and Responsibilities

Project Leader

Western Sydney International (WSI)

Responsible for ensuring students are provided with tailored, program-specific information relevant to the overseas activity.

Maintain information on Go Global Portal, including tutorials, videos on conditions of participation, passports, visas, emergencies, etc.

Important Resources and Information (in Alphabetical Order)

  • Centrelink Considerations for Students
  • Child Protection in Learning Abroad
  • Clothing
  • Conditions of Participation and Leader Responsibilities
  • Contacting Western Sydney International
  • Cultural Diversity and Awareness
  • Emergencies and Critical Incidents (ISOS)
  • First Aid Certification
  • Go Global Grants
  • Insurance for Travelling
  • International SOS
  • Mental Health Considerations
  • New Colombo Plan
  • OS-HELP
  • Partnerships
  • Passports
  • Paying Invoices
  • Preventing Sexual Exploitation, Abuse and Harassment (PSEAH)
  • Policies and Processes
  • Smartraveller and International SOS
  • Sustainable and Responsible Travel
  • Terra Dotta
  • Travel Bookings
  • Trip Advice
  • United Nations Sustainable Development Goals (UNSDGs)
  • Vaccinations
  • Videos for Training
  • Visas

Centrelink Considerations for Students

Students that apply via the Go Global Portal are provided with an official letter documentation from Western Sydney University confirming that they are:

  • Engaged in an international activity related to their current degree.
  • Intending to return to Western Sydney University to resume their degree.

If a student is receiving Centrelink payments, they are to provide the government with this letter. Additional details regarding Centrelink's policies for overseas travel can be accessed on the Centrelink webpage titled " Travelling outside Australia." You are also welcome to use the WSU Centrelink video in your information sessions. Keep in mind that students might have previously watched this video while applying via the Go Global Portal.

Child Protection in Learning Abroad

Australia, as a signatory to the UN Convention on the Rights of the Child, is committed to prioritizing children's rights and welfare, especially in Global Learning projects. At Western Sydney University (WSU), anyone working with children in these projects must adhere to both the university's Working with Children Policy and the Australian Government Child Protection Policy. Child abuse is defined as physical, emotional, sexual abuse, or neglect, while exploitation includes various harmful practices. For more information, one can contact the DFAT's Child Protection Compliance Section.

In case of incidents, reporting is crucial. At WSU, any child sexual misconduct or physical assault should be reported immediately. Additionally, suspicions or allegations of child exploitation or abuse in programs linked to DFAT must be reported on the DFAT website.

To aid in awareness, the WSU Child Protection video can be used in information sessions, although students may have already seen it through the Go Global Portal.

Further information:

Clothing

Providing guidance on appropriate clothing is essential for ensuring that students are comfortable and respectful of local customs and weather conditions.

  • Research Local Norms and Customs: Encourage students to research the cultural norms regarding clothing in the host country. Some cultures have specific dress codes, especially in religious or traditional settings. Emphasizing the importance of respecting these norms can prevent unintentional disrespect.
  • Consider Weather and Climate: Advise students to consider the local climate and weather patterns when packing. They should be prepared for the range of weather conditions they might encounter, including rain, heat, or cold, depending on the destination and time of year.
  • Versatile and Practical Choices: Suggest packing versatile clothing that can be layered. Clothes that are comfortable for walking and suitable for a variety of activities, from formal events to outdoor excursions, are ideal.
  • Special Clothing Items: Inform students if there are specific clothing items they should bring, such as swimwear for coastal regions, hiking gear for outdoor activities, or formal wear for special occasions.
  • Sensitivity to Local Culture: Stress the importance of dressing modestly where appropriate. This may include covering shoulders and knees, especially in religious or conservative areas.
  • Footwear: Advise on appropriate footwear. Comfortable walking shoes are a must, and special footwear like hiking boots or sandals might be necessary depending on the activities planned.

By providing comprehensive clothing guidance, students can pack appropriately, ensuring they are comfortable, respectful of the local culture, and prepared for the activities planned during their stay.

Conditions of Participation and Leader Responsibilities

Western Sydney University (WSU) mandates high standards of personal and professional behaviour for students participating in overseas programs. Students are required to respect obligations to the University, the host location, and fellow participants. This includes adhering to University policies and ensuring personal and group safety. Non-compliance may lead to program removal without a refund, and the obligation to repay any received grants or scholarships. Agreement to these conditions is a part of the application process through the Go Global Portal.

Trip Leaders have the authority to remove students from the program for significant risks, law violations, or actions endangering themselves or others. Such decisions, needing prior supervisor approval, end the student's program participation, making them responsible for their safety and subsequent arrangements.

Trip Leaders are responsible for briefing participants on several key topics before departure:

  • Expectations and Responsibilities: Emphasizing adherence to local laws, university policies, and maintaining safety.
  • Consequences of Misconduct: Discussing potential repercussions like removal from the program, financial liabilities, and academic consequences.
  • Support and Assistance: Providing information on available support for issues during the program.
  • Communication and Respect: Encouraging open communication and mutual respect among participants.

For comprehensive guidelines on student conduct and responsibilities during group travel, the Student Misconduct in Learning Abroad Programs (Group Travel) webpage should be consulted. Additionally, the WSU Conditions of Participation video is available for use in information sessions, though some students might have already seen it via the Go Global Portal."

Contacting Western Sydney International

Cultural Diversity and Awareness

Cultural diversity represents the varied cultures and ethnic groups in a society, including their traditions, languages, values, and lifestyles. For students studying abroad, cultural awareness is vital, fostering understanding, empathy, and improved communication in our globally interconnected world.

The SBS SBS Cultural Atlas is an important tool for understanding the cultural heritage of Australia's immigrant communities, offering insights into various cultures and promoting unity and inclusivity. Students are encouraged to use the Cultural Atlas to better understand the diverse society in multicultural countries like Australia.

In the context of intercultural communications, it's crucial to recognise that despite globalisation, cultures vary significantly in values and communication styles. This understanding is essential for effective intercultural interactions, especially among students from diverse backgrounds.

Culture shock is a common phase for students abroad, characterised by initial fascination, followed by frustration, gradual adjustment, and eventual adaptation. The intensity and duration of culture shock can vary. To adapt, students should remain open-minded, respect local traditions, engage with the local culture, and develop effective communication skills.

Provided below are some relevant documents provided by the Australian Government:

Emergencies and Critical Incidents (ISOS)

In case of an emergency overseas, Western Sydney University advises contacting International SOS (ISOS), our emergency assistance provider. ISOS offers a comprehensive service including emergency and medical advice, insurance claim assistance, and communication coordination. Travelers should download the International SOS App and refer to the Go Global International SOS webpage for details.

First Aid

Prior to leading students abroad, it is essential to obtain a first aid certificate. For information on acquiring this certification, including available courses and necessary steps, please refer to the Work Health and Safety webpage at Western Sydney University: https://www.westernsydney.edu.au/whs/whs/incident_management/first_aid

Go Global Grants

Go Global grants are available for students participating in approved activities, including the Exchange Program, short programs, and work experience.  Students funded by the New Colombo Plan or other areas, are not eligible.

For semester exchange, students can receive up to $1,750, while for short programs or work experience, grants of up to $500 are available. To receive the grant, students must register their participation via the Go Global Portal and fulfil the post-decision requirements. Students apply for a Go Global Grant through Western Now.

Insurance for Travelling

Western’s corporate travel insurance covers students and staff on approved University activities, but it has limitations. It does not cover personal travel before or after University activities or high-risk activities. For additional coverage, travellers can consider Chubb Travel Insurance.

The policy excludes coverage for several situations:

  • Travel against DFAT advice (e.g., Do Not Travel recommendations).
  • Pre-existing medical conditions, except in emergencies without disregarding doctor's advice.
  • High-risk activities unrelated to University business, including extreme sports and motorbike riding.
  • Illegal or reckless behaviour.
  • Pregnancy and childbirth-related issues.
  • Incidents under the influence of alcohol or drugs.
  • Non-unforeseen expenses, like cancellation costs for expected events.

Note that this is not an exhaustive list and is subject to change.

It is strongly advised that all travellers consult Western’s Overseas Travel Insurance webpage for the most up-to-date information. For more information or enquiries regarding this insurance, please contact Leah Dincog, Senior Operations Accountant on 02 4570 1217 or l.dincog@westernsydney.edu.au

International SOS

Western Sydney University utilises International SOS, a global service specializing in medical and travel security for international travellers and workers. International SOS provides comprehensive services, including telemedicine, emergency evacuation, travel safety advice, crisis management during emergencies like natural disasters, around-the-clock support centres, tailored destination information, and a mobile app for ongoing alerts and assistance. This collaboration is vital for ensuring the safety and well-being of the university's community during global travels. See “Emergencies and Critical Incidents (ISOS)”

Mental Health

Almost half of Australian adults will experience a mental illness at some point during their life. Mood disorders, anxiety, substance abuse and other conditions do not discriminate, and can affect anyone. A person’s mental health affects how they feel, think, behave, and relate to others. Therefore, it is important that students are comfortable with their prospective learning abroad program. Further, the Australian Government stresses that anyone travelling abroad is subject to foreign jurisdictions, which may view mental illness different from back at home. Consequently, it is important to thoroughly research the destination and determine if there are any concerns that may trigger mental health concerns.

Should a participant encounter any obstacles potentially impacting their travel or experience in the host country, they are encouraged to reach out to International SOS (ISOS). In addition, Western Sydney University offers confidential counselling services, accessible well before departure. The University's free and confidential service is staffed by experienced social workers and psychologists, trained to support a wide range of student concerns. These services, available online or in-person, are designed to provide advice and strategies for managing mental health both overseas and at home. For additional information, students are encouraged to visit the Western Sydney University counselling service webpage.

New Colombo Plan

The New Colombo Plan Mobility Program (NCP) provides funding to Australian universities and consortia to support Australian undergraduate students to participate in semester-based or short-term study, internships, mentorships, practicums and research in 40 host locations across the Indo-Pacific region. For more details visit the Western Sydney University NCP Mobility Program webpage.

OS-HELP

A large majority of learning abroad programs at Western Sydney University are 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

Partnerships

International partnerships at Western Sydney University involve formal agreements with other institutions and companies to support various aspects of the learning abroad experience. These agreements may cover research, scholarships, transnational education, learning abroad, training, capacity building, professional development, and clinical placements. For more details on these agreements, one can visit International Partnerships.

Additionally, International Partner Providers (IPPs) are companies contracted by the university to facilitate services that enhance the learning abroad experience. Services provided by IPPs range from developing study tours and work placements to organizing cultural excursions and providing onsite training. They also offer essential support to students, including airport pickup, transportation, accommodation, mental health support, and visa assistance. Further information on IPPs and their services can be found in the International Partner Providers webpage.

Passports

A passport is an official travel document issued by a government that contains a person's identity and nationality of its holder. All travellers should have more than 6 months until expiration from the date of your return. To apply for a passport, travellers are encouraged to apply early, since there is a high demand for passport services. Make sure to watch the explainer video about visas.

Further information:

Paying invoices

The responsibility for the payment of invoices rests with the project leader. This task requires coordination with the respective School or department to facilitate the payment process and manage any subsequent follow-up tasks.

To facilitate payment, the project leader must reference the Project Proposal, which contains essential project account information. Upon receiving an invoice, the project leader should promptly reach out to the School Manager, providing the following details:

  • The specific purpose of the payment.
  • The invoice that needs to be paid.
  • Project account details as outlined in the Project Proposal.

The School Manager might delegate this responsibility to an Administrative Officer within the School. They may also inquire if a Purchase Order has been generated for the invoice, as detailed in the Purchase Orders section.

Guidance on Purchase Orders

For projects involving an International Partner Provider contracted by Western Sydney University, the requirement for a Purchase Order is waived. When processing the invoice in Basware, it's important to note, “This supplier is one of our preferred providers is on the supplier list. A Purchase Order is not required.” Additional details on creating Purchase Orders are available on WesternNow Knowledge article.

Preventing Sexual Exploitation, Abuse and Harassment (PSEAH)

Western Sydney University and the Australian Government have a zero-tolerance policy towards sexual exploitation, abuse, or harassment. The Department of Foreign Affairs and Trade's (DFAT) Preventing Sexual Exploitation, Abuse and Harassment (PSEAH) policy establishes clear behaviour expectations and standards for all individuals and organisations, both in Australia and abroad. Under this policy, university project leaders and partner organisations must engage in comprehensive due diligence and risk mitigation, adhering to the DFAT SEAH policy and the Western Sydney University Sexual Harassment Prevention Policy. Students at Western Sydney University are obligated to:

For support, students aware of or personally experiencing unwanted incidents can access services through the Office of Equity and Diversity. There are two avenues for reporting incidents:

If a SEAH incident does occur during a program it must be reported in the WSU Sexual Offences Reporting Portal (SORP) either directly by the student/staff themselves or on their behalf. These measures ensure a committed approach to preventing and addressing sexual misconduct within the university community.

Policies and Processes

Visit the Western Sydney University "Policies and Procedures for Learning Abroad Programs" webpage. This site serves as a comprehensive guide to ensure the successful and safe execution of learning abroad activities offered by Western Sydney University. This site outlines the essential framework and guidelines governing the administration, participation, and management of learning abroad programs.

Smartraveller

Smarttraveller, run by the Australian Department of Foreign Affairs and Trade, equips Australians with essential travel advice and information for overseas journeys. It offers detailed country-specific advisories, a travel registration service, practical tips, regular updates, and emergency support, aiding Australians in making safer and more informed travel decisions.

Complementing this, Western Sydney University utilizes International SOS, a global service specializing in medical and travel security for international travellers and workers. International SOS provides comprehensive services, including telemedicine, emergency evacuation, travel safety advice, crisis management during emergencies like natural disasters, around-the-clock support centres, tailored destination information, and a mobile app for ongoing alerts and assistance. This collaboration is vital for ensuring the safety and well-being of the university's community during global travels. International SOS enhances the offerings of Smarttraveller by delivering more in-depth and personalized support, meeting specific travel and security requirements.

Further information:

Sustainable and Responsible Travel

It is important to educate students about traveling in an environmentally and socially responsible manner. Sustainable and responsible travel involves being mindful of the impact one's travel has on the environment, local communities, and cultures. Key aspects include:

  • Environmental Awareness: Encouraging practices that minimize negative environmental impacts. This can involve choosing eco-friendly transportation options, reducing waste (like using reusable water bottles and bags), and respecting natural habitats and wildlife.
  • Cultural Sensitivity: Educating students on respecting the customs, traditions, and values of the local communities they visit. This involves understanding and adhering to local norms and etiquette, which helps in preventing cultural misunderstandings and fosters mutual respect.
  • Supporting Local Economies: Advising students to contribute to the local economy by purchasing local products and using local services, which can help in sustainable community development.
  • Reducing Carbon Footprint: Providing information on how to travel with a lower carbon footprint, such as opting for public transportation, walking, or cycling, and choosing direct flights when possible to reduce carbon emissions.
  • Conservation Efforts: Involving students in conservation activities or educating them about conservation efforts in the areas they visit.

By focusing on sustainable and responsible travel, students can have a more enriching and positive impact during their study abroad experience, contributing to the well-being of the places and communities they visit. This approach aligns with the broader goals of global citizenship and sustainability, in line with the United Nations Sustainable Development Goals. For more information visit the WSU Sustainable Development in Learning Abroad webpage.

Terra Dotta

The Go Global Portal, powered by Terra Dotta, is an online platform provided by Western Sydney University, designed to facilitate and manage the various aspects of its learning abroad programs. This user-friendly portal serves as a centralized resource for students and staff involved in international education and exchange activities. Staff members who have authorized access can log in here:  Terra Dotta (staff login)

Travel bookings

Project leaders at Western Sydney University are responsible for organising international travel for learning abroad programs, a complex responsibility that involves juggling various other duties such as teaching and research. Recognizing these challenges, the university offers support for the group travel arrangement process. Project leaders seeking assistance with TEMS or other travel-related procedures can contact the university's dedicated travel team at travel@westernsydney.edu.au or visit the Travel webpage for detailed guidance. For more specific information on travel bookings, refer to “Stage 4: Booking Travel”.

Trip Advice

Find the latest travel restrictions, visa requirements, documents and forms, public healther requirements via the FCM Travel Hub.

United Nations Sustainable Development Goals (SDGs)

The United Nations Sustainable Development Goals (UNSDGs), adopted by all UN Member States in 2015, are a set of 17 goals aimed at ending poverty, protecting the planet, and ensuring peace and prosperity for everyone by 2030. These goals include ending poverty and hunger, ensuring good health, quality education, gender equality, clean water, affordable energy, economic growth, and addressing climate change, among others. They are designed to address global challenges and are interconnected, meaning progress in one area is often linked to progress in others.

When talking with students, explain how their specific learning abroad program aligns with and contributes to these goals. This could involve:

  • Highlighting how the program's curriculum or activities support specific goals such as Quality Education (Goal 4), Reduced Inequalities (Goal 10), Sustainable Cities and Communities (Goal 11), or Climate Action (Goal 13). For example, if the program includes community service projects, explain how these projects contribute to local sustainable development.
  • Encouraging students to engage in sustainable and socially responsible practices while abroad, aligning with goals like Responsible Consumption and Production (Goal 12) and Life on Land (Goal 15).
  • Discussing the importance of cultural exchange and understanding in fostering Peace, Justice, and Strong Institutions (Goal 16).
  • Facilitating opportunities for students to learn about and contribute to local initiatives that are aligned with the UNSDGs, thereby promoting Partnerships for the Goals (Goal 17).

By integrating an understanding of the UNSDGs into the program, students can become more aware of their impact on global challenges and the role they can play in contributing to a sustainable future. This approach not only enhances their educational experience but also fosters a sense of global citizenship and responsibility. For more information visit the WSU Sustainable Development in Learning Abroad webpage.

Vaccinations

Ensuring your well-being during international travel should be a top priority for all participants. By thoughtful planning and getting the required vaccinations, participants can effectively shield themselves from diseases and maintain good health throughout your journey.

When participants venture beyond Australia, there is a potential risk of contracting various preventable diseases. It's crucial to be aware that upon returning to Australia, someone might unknowingly bring back these diseases, potentially triggering outbreaks.

To safeguard everyone’s health, it's strongly recommended that participants consult with a  healthcare provider or visit a travel health clinic to discuss the necessary vaccinations before embarking on your trip. The specific vaccines may be different for each person and can depend on several factors, such as age, pregnancy status, underlying medical conditions, vaccination history, place of birth, travel destination, and the season of your travel.

To ensure participants have adequate protection, it's advisable to seek vaccination advice from a doctor or travel health clinic at least 6 to 12 weeks before departing from Australia. Early consultation is crucial because your body requires time to develop full immunity, and in some cases, multiple vaccine doses may be necessary to achieve optimal protection.

For more detailed information, you can visit the Australian Government's Department of Health and Aged Care website: https://www.health.gov.au/topics/immunisation/when-to-get-vaccinated/immunisation-for-travel#vaccines-needed-for-travel.

Videos (Advice for Staff)

Learn more about creating a program by exploring our Trip Leader Training video series.

Visas

A travel visa is a government-issued document allowing non-citizens to enter and stay temporarily in a country, appearing as a stamp, sticker, or card in a passport. Various visa types exist, granting different rights and depending on personal factors like birthplace or citizenship. To determine the specific visa needed, consult with the host institution or provider, and verify with the relevant embassy or consulate in advance. Only the embassy or consulate staff for the host location can provide up-to-date information about visa requirements for individual circumstances. Western staff are not permitted to provide this advice. Responsibility for obtaining correct visa information lies with the traveller. Make sure to watch the explainer video about visas.

For more details, see below: