(1) This procedure describes inbound and outbound exchange and study abroad processes and assigns responsibility for effective implementation across Melbourne Polytechnic. (2) For this policy the following definitions apply: (3) Binding MOU (4) Credit (HE) Policy (6) Non-Binding MOU (7) Non-Melbourne Polytechnic Student Seeking Study Exchange at Melbourne Polytechnic Application FormStudent Exchange and Study Abroad Procedure
Section 1 - Purpose
Section 2 - Definitions
Top of PageSection 3 - Responsibility and Accountability
3.1 Managing Inbound Student Exchange and Study Abroad
3.2 Managing Outbound Student Exchange and Study Abroad
Top of Page
Section 4 - Supporting Documents and Templates
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Task
Responsibility
Notes
Submit completed Application form for Non-Melbourne Polytechnic students seeking study exchange at Melbourne Polytechnic to Head of Program
Student
One semester prior to the proposed commencement date of exchange program
Confirm MOU exists with partner Institution
Head of Program
Where there is no MOU in place, student can attend Study Abroad program
Review application and determine if the student can complete the requested subjects in the next semester
Head of Program
Review supporting documentation including support letter from home Institution and evidence of language proficiency
Head of Program and International Office
Students attending study abroad program are expected to have achieved a credit average and meet English language proficiency requirements
Determine if the student has any special needs and whether these can be accommodated as part of the exchange program
Head of Program
Approve/not approve request
Head of School and/or Head of Program
Advise the student of the outcome in writing (via letter or email) by issuing an offer letter
Head of Program and International Office
Include details about subject requests, visa and overseas Health cover (OSHC)
Accept Offer and pay OSHC to Melbourne Polytechnic and tuition fees to home institution
Student
If undertaking approved exchange program
Accept Offer and pay OSHC and tuition fees to Melbourne Polytechnic
Student
If undertaking study abroad program
Issue eCOE to student
Organise travel, insurance and visa requirements
Student
Contact Course Administrator in the relevant School to complete enrolment requirements (if approved) on arrival, prior to the commencement of semester
Student
Consult with the International Office as required
Participate in orientation activities
Student
Monitor the safety and welfare of inbound students on exchange and set up appropriate internal collaboration with other relevant areas as required
Head of School
Monitor progress during the semester and advise students of available supports and resources and how to access these to assist with improving their performance as required
Head of Program
Issue student with a statement of results at the end of the semester
Academic Registry
Task
Responsibility
Notes
Check student exchange list of partners and approach partner Institution to organise an exchange program
Student
Consult with Head of Program to undertake Study Abroad program and determine subjects to be completed at overseas institution
Student
No MOU in place with overseas institution
Submit completed Application form for Melbourne Polytechnic student seeking study exchange to Head of Program once confirmation received from the partner Institution
Student
One semester prior to the proposed commencement date of exchange program
Confirm MOU exists with partner Institution
Head of Program
Review application and determine if the subjects requested relate to the program of study and enhance the opportunities available at the home institution
Head of Program
Confirm student has completed two semesters of study and achieved a credit average or above
Head of Program
Determine the amount to credit to be granted for successfully competed studies
Head of Program
Refer to the Credit (HE) Policy and Credit (HE) Procedure
Approve/not approve request
Head of School and/or Head of Program
One semester or one year
Advise the student of the outcome within 5 days of receipt of the request and include expectations and requirements of the program
Head of Program or delegate
Expectations include:
abiding by the rules and regulations of the host institution and country
Receive and accept offer from Host Institution and pay tuition fees to Melbourne Polytechnic
Student
Organise travel, insurance and visa requirements and confirm safe to travel to the designated country
Student
Consult with the International Office as required
Participate in student exchange or study abroad program at other institution (if approved)
Student
Provide a result statement from the other institution to the Head of Program on completion of the semester of study
Student
Sight result statement to verify satisfactory completion of the subjects
Head of Program or delegate
Submit a request and copy of result statement to Academic Registry to process a credit transfer for the subjects completed at the other institution against the Melbourne Polytechnic course
Head of Program or delegate
Submit a report detailing student exchange or study abroad experience to the Lecturer/Head of Program within two weeks of returning to Melbourne Polytechnic
Student
Share experience at a School meeting and with other student groups to promote opportunity for students to participate in future student exchange or study abroad programs.
Head of Program or delegate