In light of the tension in the Middle East, Monash University has suspended staff and student travel to and via the Middle East effectively immediately. This approach is consistent with advice provided on the government’s smart traveller website.
MGRO are only approving study away where:
A detailed itinerary is provided and
The itinerary clearly shows that the student will not be travelling through the Middle East.
To support your research, you may need to travel to engage in fieldwork (e.g. access equipment, laboratories or historical sites), present your work at conferences or complete other research related activities during your candidature.
Before submitting an application for study away, please carefully review the information on this page and discuss your study away plans with your supervisor and Academic unit and Faculty to confirm they will support your application.
Where you wish to relocate away from campus and will not be in commuting distance, instead of submitting a study away application, an attendance variation application to transfer to external enrolment should be considered.
Note: backdated variation requests will not be approved.
Please note:
Applications to travel must be submitted at least 6 weeks prior to commencement of travel and must include all relevant documents. Incomplete or incorrect applications will not be progressed. Students will be required to submit a new application.
Students who hold a student visa are required to contact Monash Connect to ensure there are no visa implications if you were to leave Australia for an extended period of ‘study away’.
Submitted applications will progress to your main supervisor and then Postgraduate Coordinator before being received by MGRO for final approval. Applications for international travel will also be sent to your Associate Dean Graduate Research for approval.
Applications seeking a study away period exceeding 12 months will not be approved.
For Australian campus students, all international flights must be booked via the University approved travel provider, FCM (effective for all Study Away applications submitted from Wednesday 10th June 2026).
Travel within Victoria does not require a formal application. Please inform your supervisors and Academic Unit if you're travelling within the state.
Enrolment requirements
You must be currently enrolled and have sufficient enrolment time remaining when applying for a period of Study Away. In addition to this the following requirements must be adhered to. Further details can be found in the Student Travel Procedure.
You must have completed a minimum of 6 months EFT enrolment before travel commences.
You must be actively enrolled for the period of study away and cannot be on a leave of absence during the period of the proposed travel.
Study away cannot impede completion of milestones or coursework units.
You cannot submit your thesis or be under examination while on an approved period of study away.
Please note:
If you are applying for a travel grant, the Confirmation milestone must be successfully completed.
If you are an International student based at Monash University Australia, on a student visa please contact Monash Connect to ensure there are no visa implications if you were to leave Australia for an extended period of Study Away.
Updated travel requirements for students based at Monash Australian campuses
All university-approved international flights must be booked through our travel partner, FCM Travel, so that we can support you effectively throughout your journey.
Having visibility of your itinerary ensures that if your travel plans change or you face unexpected disruptions while abroad, our team can step in immediately to help you navigate those challenges. By booking through FCM Travel, you will have access to 24/7 support in the event of disruptions in addition to Monash negotiated rates for flights and hotels.
If you choose to include some personal travel before, after, or within your university-approved travel period, this must be self-funded. Please note that Monash travel insurance will only cover personal travel for up to 3 days prior, and 3 days after, your university-approved international travel. Students taking personal travel beyond 3 days pre or post approved Study Away dates must purchase their own travel insurance.
Please note: There is a restriction of cover when you travel to your Country of Residence or Domicile. Contact insuranceservices@monash.edu if you require more information.
The University maintains the latest updates on travel disruptions and safety, please be sure to review this as you plan to travel.
Domestic travel may continue to be booked by way of your preferred travel provider, but we recommend all travel is booked through FCM to maximise your support and safety.
Guide to submitting a Study Away application
You will need to provide specific documents and information when filling in your application. Before completing the application please review the checklist provided under the relevant travel type. These documents must be provided in order for your Study Away application to progress.
If you are considering applying for Study Away with a Travel Grant please ensure you review the eligibility criteria before choosing this option.
Domestic travel is when you are travelling interstate within the country your campus is located. Travelling within your state of residence is considered intrastate and a study away application is not required.
What information/documents are required?
Graduate Research Travel Plan: Comms Plan, Check in Plan, and Itinerary sections only Evidence supporting the purpose of travel must be provided.
Conference
Attendance: receipt of payment or confirmation of registration
Presenting: proof abstract has been submitted and/or accepted
Fieldwork (Data collection, site visits)
Itinerary of the research/fieldwork you will be undertaking,
Any registrations, invitations or email confirmations exchanged between you and a third party
Summer/Winter School/Visiting student/Workshops:
Invitations or email confirmations exchanged between you and a third party
Ethics if applicable Faculty specific documents e.g. Risk Assessment
What happens after you have submitted your Study Away application?
Once the application has been submitted it will be sent to the Main Supervisor you provided in the application and then to the Postgraduate Coordinator before being received by the Monash Graduate Research Office (MGRO). MGRO will assess and finalise your application and communicate the outcome of your application directly to your student email account.
You may book your travel independently, but we recommend all travel is booked through FCM to maximise your support and safety.
Please note: Monash Australia and Monash Malaysia students undertaking approved domestic travel are covered by Monash Travel Insurance for losses relating to flight/accommodation, but medical expenses would be managed by Medicare or your own private medical cover.
For students at Monash Australia campuses, all university-approved international flights must be booked through our travel partner, FCM Travel.
International travel may require further assessment depending on the level of risk.
Graduate Research Travel Plan: complete all pages Evidence supporting the purpose of travel must be provided.
Conference
Attendance: receipt of payment or confirmation of registration
Presenting: proof abstract has been submitted and/or accepted
Fieldwork (Data collection, site visits)
Itinerary of the research/fieldwork you will be undertaking,
Any registrations, invitations or email confirmations exchanged between you and a third party
Summer/Winter School/Visiting student:
Invitations or email confirmations exchanged between you and a third party
Personal Travel: if you plan to take a period of personal travel while overseas, you will also need to provide evidence of your approved annual leave (e.g. email from supervisor) or approved Leave of Absence for this period. Personal travel will not be funded by Monash and any personal travel taken more than 3 days pre or post your approved Study Away will not be covered by Monash travel insurance. See more information in the Personal Travel section below.
Ethics if applicable Faculty specific documents e.g. Risk Assessment Travel Risk: Check the Smart Traveller webpage to determine destination risk level. This will determine the approval levels required for your Study Away application.
What happens after you have submitted your Study Away application?
Once the application has been submitted it will flow through to your Main Supervisor and then to the Postgraduate Coordinator and your Associate/Deputy Dean Graduate Research before being received by the Monash Graduate Research Office (MGRO).
Further approvals will be sought in the following instances:
International high-risk travel: additional assessment and approval from Associate Director, Travel Risk and Safety, and Dean
Once your application has been assessed by all parties, MGRO will communicate the outcome of your application directly to your student email account.
How to book international travel (Australian Campus Students Only)
MGRO will only approve study away for research related activity away from Monash. This may include fieldwork, collaboration with a research partner or attendance at a conference.
It is important that any personal travel is taken utilising annual leave or leave of absence provisions. Evidence of approval for any annual leave or leave of absence you plan to take alongside periods of study away should be included with your study away application. Travel Grant funding can only be approved for travel to and from approved Study Away destinations.
When your Study Away application is approved, the successful outcome notification you receive will also be sent to FCM Travel. This email will provide FCM with enough information for them to provide you with a quote and indicative itinerary.
Once you receive a quote from FCM Travel review it for accuracy and that it fits within the approved budget.
If it exceeds the budget, you will need to seek approval for the additional costs from your supervisor or fund the excess amount from personal funds.
If you plan to use personal funds, please notify FCM Travel prior to confirming the booking.
Respond to the quote to confirm the booking and include your supervisor’s approval if the quote exceeds the original approved budget. This approval will also need to be communicated to mgro-candidature@monash.edu (cc’d in your email to FCM).
Any changes to the dates of your initial approved travel plans must be communicated to your supervisor and mgro-candidature@monash.edu. Changes to destinations indicated in your approved study away application will require you to submit another study away application for approval.
Any personal travel outside the study away location must be funded independently. You may choose to book through your own travel provider but we strongly recommend booking through FCM. Personal travel examples are as follows:
Example 1: You have a conference in Amsterdam and want to travel back to Melbourne via Delhi for 10 days. How is this funded?
If you have funding approved, Monash will pay for the one-way flight from Melbourne to Amsterdam (up to the approved budget). You would need to self-fund the flights from Amsterdam to Delhi and from Delhi to Melbourne, and would need to purchase your own travel insurance for the travel to India and back to Melbourne.
Example 2: You have field work in the United Kingdom for two weeks. You decide to have a holiday in Munich, Germany after your field work for a week. How do you arrange travel back to Melbourne?
If you have funding approved, Monash will pay for return flights from Melbourne to London. You must book and pay for return flights between London and Munich and other associated expenses. However, if you choose to fly back to Melbourne from Munich, you will pay for the one-way ticket. You would need to have approved annual leave for the week in Germany, and arrange your own travel insurance.
Example 3: You attend a conference overseas but wish to remotely work on your research for a month after the conference. Is this permitted?
No, unless you are conducting work at a partner institution or fieldwork approved as part of your Study Away, remote work is not permissible. In this instance, you’d need to have an approved Leave of Absence in place. If you have funding approved, Monash would fund return flights as long as they are to and from the same destination and the cost was within the approved budget. You would need to arrange your own travel insurance for your period of leave.
If you are a Joint Award student and Monash is your Host Institution please contact your campus administrator for information regarding travel grants. If you are on an approved Monash Stay (residency) at Monash Australia, and wish to apply for a period of study away, you may be eligible for a travel grant.
Monash Home - Apply for study away - see study away section above for information
Monash Host (on approved Monash Stay)- Apply for study away - see study away section above for information
Monash Host (planning to travel to Monash for your period of residency) - Once your travel has been discussed and approved by your home institution, please contact mgro-candidature@monash.edu with your travel approval, which include your travel dates.
If you require a CoE to apply for a student visa you will be required to also provide the following:
Proof of OSHC payment and if the policy has been purchased a copy of your OSHC certificate showing the cover date
Copy of Passport
The Monash Graduate Research Office will then be able to provide you with a CoE. Please ensure that you inform MGRO well in advance (no less than 6 months) as there may be visa delays. For further information regarding visas please refer to the Department of Home Affairs.
You may book your travel independently, we do not have any preferred agents.
Students based at a Monash University overseas campus/teaching location (e.g MSRI, Monash Malaysia, Monash Indonesia), will be required to follow the application process as detailed under International Travel.
Upon receiving study away approval students will be provided with an Agreement for Research Study at Monash University Australia and instructions regarding next steps and obtaining a COE.
Prior to issuing a COE the following will be required:
the agreement must be signed and returned to MGRO,
evidence of OSHC payment and if OSHC has been purchased a copy of the OSHC certificate,
a copy of your passport in order for MGRO to issue a CoE so students can apply for a Student Visa.
Please ensure that Study Away is applied for well in advance (no less than 6 months) as there may be visa delays. For further information regarding visas please refer to the Department of Home Affairs website.
If travelling to Australia, there are many visa options depending on your length of stay. Visa information for travel to Australia can be found on the Department of Home Affairs website. If travelling to Australia for an extended period of time it is recommended you apply for a student visa.
You may book your travel independently, we do not have any preferred agents.
Travel grant
A travel grant is a financial grant provided to support a period of study away. Travel grants can be used to cover airfares and travel related expenses such as taxis and conference registration fees.
The following applies to students who are based at Monash University Australia.
Eligible students will receive the travel grant as a one-off payment for either an international study away or domestic study away. The payment breakdown is outlined below:
International Travel - $2,300
Domestic Travel - $900
To be considered eligible for a travel grant, you are required to meet the following criteria:
undertaking approved fieldwork relevant to the research project, evidenced by confirmation of planned activities, and/or,
presenting at a conference and evidenced with the abstract submission/acceptance /invitation to present, and/or,
You will not be eligible to receive the travel grant if you are:
eligible for a staff travel grant,
an externally enrolled student applying to visit home campus,
under examination,
a previous recipient of a travel grant,
not receiving contributing funds from the local level.
Receiving the travel grant
Academic Unit and/or Faculty will be credited the allocated amounts and students will be required to contact their Academic Unit and/or Faculty to receive these funds.
Flights and accommodation booked via FCM using approved travel grant funds will be paid directly by the University up to the approved budget.
Travel Insurance
All travellers must ensure they have access to and are covered under the University’s travel insurance policy. Only travel that is formally approved will be covered by the University’s travel insurance policy. Any travel in excess of 3 days pre or post the approved period of Study Away will not be covered under the University Travel Insurance.
Please note: Students undertaking approved domestic travel are covered by Monash Travel Insurance for losses relating to flight/accommodation, but medical expenses would be managed by Medicare or private medical cover. There is a restriction of cover when students travel to their Country of Residence or Domicile. Please contact insurance services for more information.
To understand what is and isn’t covered, please refer to the Insurance Information page.
Non-Emergency Ph: 03 99056368 or Email: insuranceservices@monash.edu
Return to Study
As per the Enrolment Procedure, you must confirm your return from study away once your approved period has ended. You will receive an email the day your period of travel ends requesting confirmation that you have returned to study. The email is generated based on the end date you provide in your Study Away application. You are required to complete the return form via a link provided in the email.
