4.3 Studying away

4.3 Studying away from the University

Refer to the current Monash University (Academic Board) Regulations.

Approval from the Graduate Research Committee is required to pursue research interstate or overseas for any period of time. The application for study away must be supported by both the main supervisor and head of the academic unit (or nominee).

Study away will only be approved where the proposed travel is an integral part  of the research program. Some examples of this include: a period of research at the partner institution in a  joint doctoral program; where the student is  attending a conference; undertaking field work or research; conducting  interviews; visiting an external supervisor; consulting with experts in the  field of research; or accessing equipment and other resources which cannot be  found on campus. Study away will not be approved for personal reasons. To be eligible students must also be currently enrolled, not on a leave of absence from candidature for the period of the proposed travel, and not under examination.

Where a student wishes to relocate away from campus, a transfer to external enrolment should be considered (see Conditions of Enrolment). Students enrolled at Monash University Malaysia cannot enrol by external mode. Restrictions apply to international students on Australian student visas.

Where the research will be undertaken principally at a research site other than Monash University (e.g. archives repository, field site, laboratory, commercial or governmental research station, another university etc.), the on-site supervisor needs to assure Monash that the site provides a research environment which offers appropriate resources, safety, facilities and research expertise to support the student for the duration of the research program.

Applications to study away, supported by the student's main supervisor and head of  the academic unit or graduate coordinator, should be submitted on the  appropriate Study Away Form (Monash only). Applications  should be submitted six weeks prior to the student's proposed departure date to the Monash Graduate Research Office (MGRO) for approval.  Students may be restricted by any relevant program requirements.

Please note:

4.3.1 Completing the application

When applying for domestic travel all Monash University students must:

  1. Attach evidence of research activity i.e. conference, fieldwork, AMSI internship or other. Evidence can be a copy of an accepted abstract, an itinerary of the research / fieldwork, invitations, registrations, or email confirmations
  2. Attach an ethics approval letter if ethics approval is required
  3. Refer to Monash University's international travel policy and procedures.

When applying for international travel all Monash University students must:

  1. Check DFAT travel warnings
  2. Attach evidence of research activity i.e. conference, fieldwork, AMSI internship or other. Evidence can be a copy of an accepted abstract, an itinerary of the research / fieldwork, invitations, registrations, and email confirmations.
  3. Attach an ethics approval letter if ethics approval is required
  4. Attach a completed Travel Plan document and complete the Security / Safety Plan (pg. 5 of form) for travel to countries or regions where the DFAT warnings are "Reconsider your need to travel" or "Do Not Travel"
  5. Students located at Monash University Australian campuses must travel with a copy of the AHi Assist 24/7 Emergency Hotline E-card
  6. Refer to Monash University's international travel policy and procedures.

4.3.2 Coursework units

Where a student is undertaking coursework and applying for study away their supervisor must ensure that the student will meet all coursework enrolment obligations and are aware of the implications as per the university’s coursework policies.

Where study away is going to impede completion of coursework and/or skills training units, the supervisor must not approve the study away. Approved study away will not be considered a basis for any subsequent application for special consideration.

4.3.3  Supervision while on study away

Where a student proposes to  study away from the University, supervision arrangements will need to be  specified.

4.3.4  No study away in the first six months

The Graduate Research Committee  considers the first six months of enrolment to be critical to the framing and  establishment of a student's research project. Therefore, requests for study  away during the first six months are normally approved only in exceptional  circumstances. It is acknowledged that in some cases fieldwork, which is an  integral and essential part of the overall doctoral program, may need to be  undertaken during the early months of enrolment.

4.3.5  Duration of study away

In the case of doctoral  students, a maximum period of 12 months' study away may be approved, although  in exceptional circumstances this may be extended to 18 months.

4.3.6  International travel

The University's international travel policy and  procedures also apply to graduate research students. Students are  encouraged to use Monash University-preferred Travel Management  Companies.

Use of these companies ensures your travel options meet the guidelines  developed by the University in consultation with Procurement, Human Resources  and Occupational, Health and Safety.

4.3.7 Security and risk management for overseas travel

The Australian Department of  Foreign Affairs and Trade (DFAT) issues  travel advisories for Australian travellers. Students are required to read  the latest travel advisories for the country where they will be travelling and  to attach a copy of the advisories to their application for study away. Travel  to countries with travel advisories categorised as Level 3 ("reconsider your  need to travel") and 4 ("do not travel") will only be approved in exceptional  circumstances and requires approval from the Deputy Vice Chancellor (Global  Engagement) or nominee regardless of whether the country is the student's home country.

4.3.8 Travel insurance

All students travelling on  approved study away are required to register for travel insurance, which  can be done online. Successful completion of the online travel insurance form  provides students with a confirmation of cover certificate and an emergency  telephone number if required overseas.

Note: Students who travel to countries where the DFAT warning is Level 4 or above  may not be covered for evacuation expenses should this become necessary. Travel  insurance will usually only cover periods of up to six months. Additional  travel insurance may be required for longer absences.

4.3.9 Pre-travel health check for overseas travel

A pre-travel health check is an  important part of planning any international travel. A pre-travel health check  can be undertaken at any of the University's health services or by a private  physician. It is important that students make an appointment sufficiently in  advance of travel to allow adequate time to follow through with recommended health  advice and vaccinations if required.

4.3.10  International students

International students should  contact Monash Connect when  applying to study away. Under government regulations, there are visa  implications for international students and their dependents should they  leave Australia for an extended period of study away.

4.3.11 Travel grant

A travel grant is a financial assistance for a period of study away. Travel grants cover airfares and associated taxes. Travel grants do not cover costs for visas, travel insurance, conference registration, or accommodation.

Students are ineligible for a travel grant if they are:

  1. eligible for a staff travel grant
  2. applying for an annual mandatory period of residency at a campus

The table below details the grant level required from the faculty for various destinations.

Faculties/Academic Units may increase their contribution beyond the required level. Academic Units and Centres may, at their discretion, provide separate funding for these other expenses.

Students will not receive more in total than the nominated ceiling amount (currently $1175) from central funds throughout their candidature.

Zone

Location

Required matching – faculty / academic unit

Maximum central grant

1

Adelaide, Canberra, Hobart, Newcastle, Sydney

80

100

2

Gold Coast, Brisbane

120

150

3

Cairns, Darwin, Perth, Townsville

200

250

4

Auckland, Christchurch, Wellington

240

300

5

Hong Kong, Manila, Taipei, Bangkok, Jakarta, Kuala Lumpur (MUM), Singapore, Shanghai, Tokyo

460

575

5

India

640

800

5

Iraq, Kuwait, Kyrgyzstan

880

1100

6

Africa (MSA), Frankfurt, London, Los Angeles, New York, Paris, Rome, San Francisco, Toronto, Zurich, South America

940

1175

4.3.12 Reimbursement of expenses

Students will be sent a confirmation of reimbursement of their expense within 5 days of the study away and travel grant being approved. Academic Units will also be notified and credited the allocated central contribution amount.

Successful applications should contact their academic unit for reimbursement of their travel costs.

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