Study Away
Study Away
Study Away refers to a period of time in which you are approved to travel for research-related activities (such as fieldwork, attending conferences and classes, studying at a partner institution for a Jointly-awarded PhD or working with collaborators) away from the University.
Visa holders should check the guidelines for their visa when travelling overseas to ensure there are no issues when re-entering Australia at the end of the study away period. Contact the student visa team for any questions relating to your visa.
Note: you must be approved for study away before your departure. You should apply well in advance to allow for any delays in the application process. Graduate researchers travelling to a high- risk destination which requires approval by the Academic Registrar, should submit their request for study away at least two months prior to the date of travel.
Preparing to apply
So you are considering travel that will support your research? Before you start spend some time reviewing our travel and off campus work page. This page links you to policies, requirements and guidance that you may need to refer to when completing your application.
Before you submit an application, make sure you complete the following steps.
- Step 1
- Discuss your study away plans with supervisor and obtain their approval
- Step 2
- Ensure that you meet enrolment requirements
- Step 3
- Apply and obtain ethics approval (if required)
- Step 4
- Complete itinerary
- Step 5
- Check health and safety requirements have been completed
Enrolment requirements
Residency requirements and study away length
All graduate researchers are required to adhere to a residency requirement which is defined in the Graduate Research Training Policy.
Study away periods longer than six months may not be approved unless they are considered necessary for the successful completion of your thesis.
Supervision during study away
For study away periods longer than three months, an external supervisor located at your study away location must be appointed. If a suitable external supervisor cannot be appointed, a detailed plan of how supervision will be maintained must be attached to your study away application. This plan must include the method and frequency of communication with your supervisors (eg weekly Skype conversations).
Progress reviews and thesis submission dates
During approved study away periods, your enrolment continues as usual. Therefore, progress review and thesis submission dates don't change. Before applying, discuss with your supervisors how you will meet any progress deadlines during your study away. You may wish to consider completing your review early or having the meeting remotely using a conference call or Skype.
Ethics approval
If you require ethics approval, make sure that it has been granted for the duration of your study away period. Note that the time it may take for approval can vary dependent on numerous factors including the meeting schedule to discuss ethics applications, the type of application submitted and if further information is needed.
The office of research ethics and integrity indicate as an example that researchers should allow at least six to eight weeks for human ethics approval, so you need to start discussing this with your supervisor as soon as possible.
More information is available via the Office of Research ethics and integrity webpage.
Planning a travel itinerary
A travel itinerary with the following information will need to be included in your study away application:
- Addresses of accommodation and locations where your research will be carried out.
- Name and contact details of contact person.
- Phone number(s) where you can be contacted whilst away.
- If you are a citizen of the country you intend to visit and/or you are staying in your family home.
- If applicable, an explanation of how you will mitigate the risks outlined by the Department of Foreign Affairs and Trade on Smartraveller.
Health, safety and risk
Travel to high risk destinations
If you are planning research-related travel to a location listed as ‘do not travel’ or ‘reconsider your need to travel’ on Smartraveller, which are referred to as high risk destinations, further consideration by the Academic Registrar is required. Your application will be automatically assigned to them if you have indicated on the online form that a high-risk destination is included in your itinerary.
In these instances a study away online application must be submitted at least 2 months prior to your date of travel.
For locations that are considered high risk you will need to prove:
- The travel is essential to your research, and
- You have identified and demonstrated the capacity to manage any associated risks as listed by Smartraveller.gov.au.
Risk mitigation may include demonstrating:
- You have language proficiency, access to local networks and support, and/or deep knowledge of the destination of your travel.
- You are a permanent resident or citizen of the destination country.
Please note: the University will not approve or provide support for personal travel to high risk destinations. See the Travel and off campus work page for further information.
If you have any personal travel to international destinations, you must not take University of Melbourne assets, including mobile phones, tablets and computers.
Fieldwork risk assessment
If fieldwork is a component of your study away, you will need to complete a fieldwork risk assessment form to make an accurate assessment on the level of risk associated with any fieldwork activities.
If any fieldwork activity would be considered as medium risk or higher, a fieldwork plan must be attached to your application. A template for a fieldwork plan can be found on the travel and off campus work page.
Pre-travel health check
As part of your travel itinerary you are required to assess the potential risk to your health in consultation with your supervisors. You should:
- ensure that you are fit to travel and participate in the activity
- get necessary and recommended vaccinations
The University health service offers graduate researchers an opportunity to get travel health advice and make appointments for vaccinations.
Travel insurance
Travel insurance is provided to all graduate researchers upon approval of their study away applications. For more details, please see the University’s travel insurance page.
- If the University's travel insurance does not meet your needs, you must seek additional travel insurance elsewhere that suits you better.
- If you are planning personal travel while on study away, that is for a longer period than your research-related travel and/or is to a high-risk destination the travel insurance provided by the University may not cover you.
If you have questions regarding your cover, you can check with the University’s Insurance Office via Stop 1 before you apply.
What's next?
Resources
Apply for Study Away
Before you apply, ensure you have reviewed the About study away section and completed all necessary steps.
If you started a study away application, please click on the green button to return to the form:
Return to already started form
If you need to create a new form, please click on the blue button:
Application process
A study away application consists of the following steps from submission to approval
- Step 1
- Submit the 'Request to Study Away' form online
- Step 2
- Receive application confirmation email
- Step 3
- Form automatically forwarded for academic approval by supervisor and head of department
- Step 4
- Form forwarded to Academic Registrar for approval (if required)
- Step 5
- Receive system notification of application outcome
Technical help
Get technical help has a list of known technical issues, and how to continue with your application if a problem is encountered.
If you cannot see your technical issue in the list above, or if you are having issues with your username or password, contact Stop1.
Study away advice
If you have any general questions about study away, what should be included in the online 'Request to study away' form, or your degree details on the form are not correct, contact your local graduate research administrator.
What's next?
After my application is approved
Resources
MY APPLICATION IS APPROVED – WHAT NEXT?
Before you leave
Now it’s time to get planning for the trip itself. Our to-do list below outlines the important tasks you need to complete before you travel.
Vaccinations
In preparing to study away your pre-travel health check would have identified any vaccinations you need. You can book an appointment with a GP through the University Health Service if there are any you still need to get.
It is also recommended you have a general medical check-up in preparation for your travel.
Insurance
The University offers free travel insurance to graduate researchers during periods of study away. For more details, please see the travel insurance page. You will be covered for any time you are on approved study away from the University of Melbourne including personal travel (subject to limitations) during the approved period.
You are not required to submit a separate application for travel insurance as you will be automatically covered for the entirety of your travel if the study away request is approved.
Please be aware:
- If the University's travel insurance does not meet your needs, you must seek additional travel insurance elsewhere that suits you better.
- You should review all insurance advice online and carry printed copies of relevant insurance documents, including your policy number and emergency contact details while travelling
- If you are planning personal travel while on Study Away that is for a longer period than your research-related travel and/or is to a high-risk destination, travel insurance provided by the University will not cover you.
- You can register for World Aware which provides 24/7 Security, Medical or Travel Assistance through the University’s insurer. Find out how to register.
If you have any queries, check with the University’s Insurance Office via Stop 1.
Business cards
University of Melbourne business cards may be granted if you're undertaking fieldwork or face to face interviews/surveys/consultation where you need to be formally identified as participating in a supervised activity of the University. If this applies to you please complete the application in advance of your travel.
Application for business cards
While you are away
Stay in touch with your supervisors
Regularly contacting your supervisor during your study away is important to keep them updated on your progress. It will also help the University to find you in an emergency.
If your itinerary/travel plans change
If there is a change in location, email your supervisor and graduate research administrator with the updated information as soon as possible.
If you are returning earlier than planned from your Study Away, contact your supervisor to let them know and submit your 'Request to Return from Study Away' online form.
If you need to extend your study away period, contact your local graduate research administrator to assist you in managing any extensions. You may need to submit a new Study Away application.
Emergencies
In the unlikely event that you have an emergency situation while you are away, please contact the local emergency services in the first instance, as they will be able to provide immediate and on-ground support.
International emergency number: 112
Emergency assistance is also available through your insurance:
- Emergency contact details:
Chubb Assistance
P: +61 2 8907 5995
(Quote your policy: Students 02.PP.015907)
You should also contact your host institution, where applicable.
Once you are safe, please make contact with the graduate research administrator in your faculty and your supervisor as soon as possible.
When you are unable to reach either the graduate research administrator in your faculty or your supervisor please call the University of Melbourne emergency number: +61 3 8344 6666 and identify yourself as a University of Melbourne student on approved study away.
What's next?
Resources
Return from Study away
In order to formally indicate to the University that you are returning from your study away you need to complete a 'Request to return from study away' form and you should let your supervisor know that you are ready to return. The online form will be emailed to you approximately 5 days prior to your expected return. If you reach your return date and the form has not been received, you will be sent a further reminder. If you still fail to complete the form, your candidature and/or scholarship may be cancelled.
Apply to return from Study Away