Study Away

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. Exceptions are made if:

• you are located at an approved outside institution
• the Pro Vice-Chancellor for graduate research has approved a waiver that meets the conditions in the Graduate Research Training Policy (MPF1321).

Study Away periods longer than six months may not be approved unless they are considered necessary for the successful completion of your research.

Supervision during Study Away

For Study Away periods that are three months or longer, the dean must ensure there is no lapse in supervision during the period.

A detailed plan of how supervision will be maintained should be attached to your Study Away application. This plan must include the method and frequency of communication with your supervisors (for example, weekly Zoom conversations). In some cases, such as joint PhDs, you may have an external supervisor who is located at your Study Away location.

Progress reviews and thesis submission dates

During approved Study Away periods, your enrolment continues as usual. Therefore, progress review and thesis submission dates do not change. Before applying, discuss with your supervisors how you will meet any progress deadlines during your Study Away. The most common options would be to hold an early progress review before commencing Study Away or to arrange for the meeting to take place remotely.

Ethics approval

If you require ethics approval, make sure that it has been granted for the duration of your Study Away period. The time it takes for approval can vary depending on many 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 advises that researchers should allow at least six to eight weeks for human ethics approval. Therefore, you must start discussing this with your supervisors 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 must be included in your Study Away application. It should include:

• the addresses of your accommodation and the locations where your research will be carried out
• the name and contact details of your contact person
• the phone number(s) where you can be contacted while away
• whether you are a citizen of the country you intend to visit and/or you are staying in your family home
• an explanation of how you will mitigate the risks outlined by the Department of Foreign Affairs and Trade on Smartraveller. This is required if you are travelling to a destination listed as ‘do not travel’ or ‘reconsider your need to travel’ on Smartraveller.

Health, safety and risk

The University of Melbourne outlines health and safety requirements for travel and off-campus activities on the Fieldwork and travel webpage. Please be aware of any risks associated with your travel.

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 two months before your date of travel.

For locations that are considered high risk, you will need to prove that:

• the travel is essential to your research, and why it is required at this specific time
• you have identified and demonstrated the capacity to manage any associated risks as listed by Smartraveller.

Risk mitigation may include demonstrating that:

• 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.

The University will not approve or provide support for personal travel to high risk destinations. See the fieldwork and travel 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 your Study Away includes fieldwork, you will need to complete a fieldwork risk assessment form to accurately assess the level of risk associated with your planned activities.

If any fieldwork activity is considered medium risk or higher, a fieldwork plan must be attached to your application. You can find a template for a fieldwork plan on the fieldwork and travel webpage.

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 the necessary and recommended vaccinations.

The University health service provides travel health advice and offers appointments for vaccinations.

Travel insurance

The University of Melbourne offers free travel insurance to all graduate researchers. Once your Study Away is approved, you will receive an email with a link to an insurance registration form. Simply complete this form to be provided with the University's travel insurance documentation.

Travel insurance limitations

• The University’s travel insurance policy will not apply if your research is conducted within 100km of your usual place of residence.
• If you are conducting your research more than 100km from your usual place of residence, travel insurance is limited to 365 days for a single journey.
• Medical expenses are not covered if you can access a government-run medical benefit scheme. For example, if you are travelling to a country where you are a citizen and are entitled to access the national health or medical system in that country. This rule only applies to medical expenses. You will still be covered for costs such as lost or delayed baggage or travel disruptions.
• There may be further limits on insurance coverage, including personal accident and public and products liability insurance.

For more details, please see the University’s travel insurance webpage.

• 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 for a longer period than your research-related travel and/or to a high-risk destination, the University’s travel insurance will not cover you.

If you have questions about your coverage, you can check with the University’s Insurance Office via Stop 1 before you apply.

Submit your application

Before you submit an application, please ensure that you are familiar with the Study Away requirements and application process.

If you have already started a Study Away application, please click on the button below to return to the form.

Return to an in-progress form

If you need to create a new form, please click on the button below.

Apply for Study Away

Technical help

Get technical help has a list of known technical issues, and advice on how to continue with your application if you encounter a problem.

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.

Resources

• Fieldwork and events
• Smartraveller
• University of Melbourne Insurance