Allocation and Nomination for semester-length applications
After you submit your application to Monash Abroad, you will receive an automated email from the Monash Abroad Portal confirming that you have submitted your application. Your application will go through two rounds of assessment;
- Monash Abroad assessment: meeting the minimum eligibility requirements and attendance of the relevant advising sessions.
- Faculty assessment: confirmation that the proposed units in your study plan can be approved and that you have sufficient space in your degree for your exchange to be approved.
Once both of these steps are confirmed, you will progress through the next three phases: the Allocation Phase, the Nomination Phase, and finally, the Host Institution Acceptance. Read more about what each of these phases involves below and download the timeline infographic (Japan applicants have a different timeline).
If during this process you wish to withdraw your application, please let Monash Abroad know as soon as possible, and follow the guidelines below for doing this.
Applicants for Semester 2, 2023 exchange should read this Frequently Asked Questions document for answers to commonly asked questions.
The exchange program is very popular among Monash students, so it can be competitive to get a nomination to some institutions, especially in English-speaking countries. This means that not all students will be allocated to their first preference institution. When assessing applications International Education Coordinator (IEC) take into consideration your grades, your proposed area of study and your personal statement. It is important that you regularly check your Monash student email, especially during semester break periods, for updates from Monash Abroad.
Allocation to your first preference host institution
If you are allocated to your first preference institution you will receive an email from your IEC. The email will include instructions on next steps you will need to complete prior to being formally nominated.
Allocation to your second preference or alternative host institution
If you are not allocated to your first preference, your IEC will do their best to consider you for your second preference or third preference. Before they allocate you to your alternative preference, they will contact you to confirm that you still wish to proceed. In some cases, if neither of your preferences are viable, you will be provided with suggested alternative institutions to consider.
Once a suitable alternative institution is identified, you will receive a conditional allocation.
Once all students have been allocated to an institution, we will hold a post-allocation meetup. At this session, your IEC will go through some important information you will need as part of the next stage of the process, plus there will be an opportunity to connect with other students going to the same host location/country as you.
Once you have been allocated, your IEC will submit a formal nomination to the partner institution and send you a nomination email with instructions on how to complete your application, which may include purchasing an official Monash academic transcript, submitting proof of language ability and letters of reference. Pay attention to application deadlines as they are strict and if you miss the deadline you might lose your spot to the partner institution.
You are not fully approved to go on exchange until you receive an acceptance letter from the partner institution and have been confirmed by Monash Abroad. This can take up to three months after you submit your partner institution application, so patience is important during this stage.
Some partner institutions will send your offer letters to Monash Abroad, but if it is sent directly to you, please upload your letter to your Monash Abroad Portal Application (under the 'Host University Acceptance' questionnaire). Once your IEC has received the acceptance letter they will send you an acceptance email, which is the trigger for faculties to enrol you in your exchange units (you cannot self-enrol in exchange-coded units).
After you are accepted to your host institution you can make travel arrangements and start preparing for your exciting semester or year overseas. You will need to attend the pre-departure orientation where you will get to meet other students going on exchange and learn important information to help you prepare.
If you wish to withdraw your participation in a Semester Abroad / Global Intercampus Program, it is your responsibility to notify Monash Abroad as soon as you make this decision. If you withdraw your participation after you have been formally allocated to a host institution for reasons other than those accepted as extenuating circumstances, you will not be able to reapply for a Semester Abroad / Global Intercampus Program in the subsequent application round. You will be required to show proof that your reason for withdrawing your application meets the definition of extenuating circumstances.
Extenuating circumstances are defined as any event that is:
- outside the control of the student*, or
- not primarily the fault of the student (i.e. resulting from the student's discretion or choice)
*Withdrawal because of a change in official government COVID-19 travel advice falls under extenuating circumstances (as it is outside the control of the student).
Supporting documentation will vary depending on the situation, some examples may be a medical certificate, death certificate, or notice of visa rejection or delay by the host country authorities. Students who are unsure of what to provide should contact their Monash International Education Coordinator to clarify what documentation is required.
Reasons that will not be considered extenuating circumstances are:
- being unsuccessful in being nominated for your first, second or third appropriate institutional preference (for Semester Abroad Programs)
- having insufficient funds to support your semester abroad
- being unable to take leave from your place of employment
- choosing to participate in an alternative international study or travel experience that coincides with the period for which you’ve applied
- changing your course plan AFTER an acceptable study plan has been approved by your faculty
- changing your mind (i.e. deciding that your prefer to stay at home during this time, including hesitancy due to COVID-19 related concerns where the travel advice remains unchanged at DFAT Level 1 or 2)
- any other rationale that could be reasonably planned for in advance of submitting an application to participate in the Global Semester Abroad / Global Intercampus Program.
If you choose to withdraw for one of these, or a similar type of, reason, you will not be able to reapply for a Semester Abroad/Global Intercampus Program in the subsequent application round, however you will be able to apply in the next application cycle for short-term programs as normal.
Next steps after Host Institution Acceptance
- Once you have received an acceptance letter from the host institution, it will be uploaded to your MAP application and prompt your faculty to enrol you in exchange units.
- You will then be required to complete additional administrative tasks in MAP to complete your application.
- Following this, you will need to attend a compulsory Pre-Departure information session to help prepare you for studying overseas and to provide you with the opportunity to meet other students who may be studying in the same university or country as you.
We strongly recommend that you check your emails regularly, as this will be our way of communicating with you about your application.