Policies and procedures
POLICY NO: A- 36.6
DATE OF APPROVAL: 21 May 1993
AMENDMENTS: Registrar - August 1998
Registrar - November 1999
Registrar - November 2000
Academic Board - 2003/8/150
Director: Student and Academic Services - May 2005
Director: Student and Academic Services - July 2005
REFERENCE AUTHORITY: Deputy Vice Chancellor and Vice President: Academic
CROSS-REFERENCES: Higher Education Support Act 2003 and
associated Ministerial Guidelines
Department of Education, Science and Training (DEST) Administrative
Information for Providers
UniSA Policy and Procedure for the resolution of student grievances
The aim of the Student Exchange Program is to foster internationalisation and build strategic partnerships with overseas universities and education providers. A Student Exchange Program will provide academic and intellectual benefit through the exchange of students between the University of South Australia and institutions that are party to a formal Exchange Agreement with the University of South Australia.
This policy also includes procedures for the management of OS-HELP, a loan scheme for undergraduate students who are either permanent humanitarian visa holders or Australian citizens. The loan scheme aims to facilitate students undertaking some of their studies overseas and does not require a formal exchange agreement.
An exchange student is a student who participates in a Student Exchange Program that has been formally agreed between the University of South Australia and an overseas university or education provider.
The home institution is the institution at which a student has been formally admitted to a Student Exchange Program, that is, the institution at which the student is normally enrolled.
The host institution is the institution at which a student participates in a Student Exchange Program in which study is credited towards an academic award of the home institution, that is, the institution which the student visits for the exchange program.
The Exchange Agreement is an international agreement that has been formalised between the University of South Australia and an overseas University or education provider. The agreement must be based on principles of equity and reciprocal benefit.
The Exchange Agreement includes a schedule (Schedule A) that articulates the specific details of the Student Exchange Program.
OS-HELP is a Commonwealth funded loan scheme which provides financial assistance for eligible Commonwealth supported students who are normally based in Australia to undertake part of their study overseas.
For the purposes of administering OS-HELP, a six month loan period commences on the first day that a student commences their study overseas, and ends six months after the loan period commencement date.
1. UniSA International, in consultation with Divisions and Schools, will establish and maintain a register of all Exchange Agreements. The Unit will be a central resource for information on agreements and the numbers of participating students which it will make available to Heads of Schools and Division Managers.
2. Institution to Institution Exchange Agreements are authorised and approved by the Vice Chancellor or the Executive Director: International and Development, and such exchanges are available to all students of the University of South Australia who wish to participate in a Student Exchange Program.
3. Division Exchange Agreements are authorised and approved by a Pro Vice Chancellor, and normally these exchanges are available only to students enrolled in programs of that Division.
4. The delivery of Student Exchange Programs will be cost neutral to the University of South Australia and balanced by the number of students who participate during the life of an Exchange Agreement.
5. An international or division Exchange Agreement must be in place before a student may apply to participate in a Student Exchange Program at a host institution.
6. Approval for a student to undertake a Student Exchange Program will be granted subject to the selection criteria detailed in the procedures below, and the availability of places.
7. The proposed study to be undertaken during a Student Exchange Program will be approved by the Program Director, will normally involve at least six months of full-time study and will be credited towards the requirements of the student's program.
8. UniSA International (Student Mobility Team) will ensure that current and comprehensive information about the types of funding available to students is accessible on the Student Exchange Website.
9. The University grievance policy applies to grievances about decisions arising from this policy.
Selection Criteria
1. Students will be considered for a Student Exchange Program provided that:
a. the admission standards of the host institution (including language proficiency standards) are met
b. the applicant has
i. a current enrolment at the University of South Australia;
ii. successfully completed at least 36 units of study,
iii. failed no more than 9 units in the program in which they are
currently enrolled
iv. a minimum GPA of 4.0
v. provided an academic recommendation from an appropriate academic
staff member, and a statement of purpose
c. the applicant agrees to be responsible for meeting all costs of the Student Exchange Program such as travel, accommodation and insurance, and pay all administration fees to the University of South Australia by the due dates
d. the applicant is in good health or has a manageable health condition
e. the applicant agrees to enrol at the host institution for no less than six months and no more than twelve months, unless specific circumstances require other arrangements to be made
f. the applicant agrees to abide by the rules and regulations of the host institution
2. Where there are more applicants than places available for a given institution, eligible students will be ranked according to academic merit and may be offered a Student Exchange Program at their second or third preferred institution.
Application Process
3. UniSA students who wish to participate in a Student Exchange Program are required to:
a. complete and lodge an application form with UniSA International (Student Mobility Team) by the date specified on the application form
b. agree to the terms and conditions set out in the International Student Exchange Program and Scholarship Scheme Participation Agreement
4. UniSA International (Student Mobility Team) will:
a. inform the student of funding which may be available for the Student Exchange Program
b. provide advice on the financial commitment required by students on Student Exchange Programs to cover accommodation arrangements, travel, insurance etc
c. provide the student with general advice about travel and health insurance, and visa requirements
d. provide the student with the required Student Exchange Program documentation, and a copy of this policy
e. confirm with all parties whether the application has been approved by the host institution
f. submit the approved Student Exchange Program documentation to Campus Central to enrol the student in, and record the details of, the Student Exchange Program including the name of the host institution
Change of Circumstances
5. If, for any reason, a student is unable to undertake all or part of the approved Student Exchange Program, or if the study plan is changed:
a. the student must notify the Program Director that a program or enrolment change needs to occur
b. a new study plan will be agreed between the student and the Program Director
c. the Program Director will confirm the new study plan with UniSA International (Student Mobility Team)
d. UniSA International (Student Mobility Team) will liaise with Campus Central on behalf of the student when a change to enrolment is required and will confirm changes with the host institution
e. the student may be required to repay all or part of the financial assistance provided under schemes internal to the University, at the discretion of UniSA International (Student Mobility Team).
Pastoral Care
6. The care and well being of students on exchange programs will be monitored by UniSA International (Student Mobility Team) in consultation with Learning Connection, the relevant Program Director, and Divisions as appropriate.
Program Completion
7. On successful completion of the Student Exchange Program students must provide a transcript from the host institution to their Program Director and a written report of the exchange experience to UniSA International (Student Mobility Team).
8. The Student Exchange Program will be assigned a Non Graded pass (NG) or Fail (F) grade and the Program Director will ensure the grades are entered in the student record system
9. In some circumstances, at the discretion of the Program Director, where a student has successfully completed fewer than the required units in a Student Exchange Program, a Terminating Pass may be awarded for the incomplete or failed units.
10. UniSA International (Student Mobility Team) will be the first point of contact for students enquiring about OS-HELP, and will ensure that information about eligibility criteria, the application, selection and offer processes, and the conditions of OS-HELP assistance, is available via the University website.
Eligibility
11. Students applying for OS-HELP assistance must meet the eligibility requirements for OS-HELP assistance (see Appendix).
12. Any student who meets the OS-HELP eligibility requirements may apply to receive OS-HELP. Students undertaking study overseas do not need to be undertaking such study as part of a formal UniSA exchange program in order to be selected to receive OS-HELP.
13. Student and Academic Services (Student Finance Team) will verify that the applicant meets the eligibility requirements for OS-HELP assistance (see Appendix).
Application
14. A student will not be selected for OS-HELP more than six months before the commencement of their program of overseas study.
15. A student may apply for an OS-HELP loan to fund a second six month loan period which is a continuation of the first six month loan period, before they commence the first six month loan period. Eligibility for the second six month loan will be assessed by Student and Academic Services (Student Finance Team) in accordance with this policy.
16. Students must complete their application for OS-HELP assistance using the specified form and lodge their application together with any supporting documentation, with Student and Academic Services (Student Finance Team) by the date specified on the application form.
17. Student and Academic Services (Student Finance Team) will notify applicants in writing of the outcome of the selection process, within four weeks of the application closing date (see preceding clause).
18. Student and Academic Services (Student Finance Team) will advise applicants in writing of an offer of OS-HELP assistance. The letter will include details of the loan amount to which the student is entitled. A copy of this policy and the OS-HELP statement of terms and conditions will be included with the letter.
19. The offer of OS-HELP assistance will remain current from the date of approval of the application until the end of the six month loan period for which application for assistance has been approved, unless the offer is withdrawn (see Procedures clause 20).
20. Where a student has been offered OS-HELP assistance but no payment has been made, and Student and Academic Services (Student Finance Team) subsequently determines that the student will not meet the eligibility requirements (see Appendix), then the student will be notified in writing, within 10 working days of the determination being made, that the offer of OS-HELP assistance has been withdrawn.
21. If Student and Academic Services (Student Finance Team) has reason to believe that a student in receipt of OS-HELP assistance has provided false or misleading information in their application for OS-HELP assistance, then Student and Academic Services (Student Finance Team) will immediately notify the Department of Education, Science and Training (DEST).
Selection
22. Students applying for OS-HELP assistance must meet the selection criteria for student exchange as set out in Procedures clause 1 of this policy.
23. Where applications exceed the loan funds available, students will be ranked according to academic merit, as set out in the selection procedures.
Administration
24. The number of students selected for receipt of OS-HELP assistance in a given year may vary in accordance with the amount of Commonwealth funding allocated to the University for that year.
25. OS-HELP loan payments will not be made until the student has lodged a completed OS-HELP Debt Confirmation Form with Student and Academic Services (Student Finance Team).
26. OS-HELP loans will be provided for a six month loan period, regardless of the actual duration of study.
27. Selected students will receive a single one-off payment for each OS-HELP loan. Payment will be made by electronic funds transfer.
28. The amount of OS-HELP assistance paid to a student will:
a. be equal to or more than the minimum amount determined by UniSA International in a given year, as specified on the OS-HELP application form
b. not exceed the indexed maximum amount for a single OS-HELP loan set by DEST in a given year
c. not exceed the amount for which the student has applied
d. not be different from the amount indicated on the completed and signed OS-HELP Debt Confirmation Form lodged by the student
e. not include the 20% loan fee
29. Students will receive a Commonwealth Assistance Notice no later than 28 days after the date of the electronic funds transfer of OS-HELP assistance.
30. Student and Academic Services (Student Finance Team) will be responsible for maintaining records of recipients of OS-HELP and the amount each recipient receives, for DEST reporting purposes.
31. Under no circumstances can an OS-HELP loan be remitted.
Application Process
32. International students at participating overseas universities and education providers wishing to participate in a Student Exchange Program at the University of South Australia must apply through their home institution.
33. Applications will be submitted to the UniSA International (Student Mobility Team) and approval will then be sought from the relevant Program Director to admit the student into a Student Exchange Program.
34. When approval has been obtained, the student will be formally offered a place in a Student Exchange Program by their home institution.
Admission and Enrolment
35. The process of admission, enrolment and Firstconnection for incoming exchange students is administered in the same way as for all international students.
36. Incoming exchange students are responsible for maintaining a full-time enrolment while studying, in accordance with their visa requirements. Should they wish to change the courses in which they are enrolled, they must seek the approval of their home institution prior to making the change. Once they have approval, students can then seek assistance from Campus Central to have the changes to enrolment recorded.
37. When an incoming exchange student has completed a Student Exchange Program at UniSA a transcript will be sent to the student's home institution by UniSA International (Student Mobility Team).
To be entitled to OS-HELP assistance in relation to a six month loan period, a student must:
(Higher Education Support Act 2003 - s118-1, 118-5 and 118-10)
