Pre-Departure

This information will allow students to make sure they have completed every step from the application process right through to the day they jump on the plane!

This information is relevant for all students going overseas on either an exchange or a short-term experience.

Download a printable version of the Pre-Departure Checklist.

The Application Process - For Exchange Students
Applying for a Passport
Working out your Credit
Special Exchange Codes
Visa Information
University Travel Insurance
Centrelink Payments
Claiming the Travel Grant or Special Scholarship
Apply for an OS-Help Loan
Submit the Departure Form

The Application Process - For Exchange Students

1. Students going on Exchange - download and print the Overseas Application Process.

2. Students going on Exchange must present all supporting documents to the International Office prior to submitting the application. 

3. Submit the application for your overseas experience and wait for your Acceptance Letter/Package.

Note: This process requires access to the study abroad blackboard site.

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Applying for a Passport

Purchase or check that the current passport has > 6 months until expiration. Further information can be found at the Australian Passport Office Website

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Credit  - Compulsory for going on Exchange

1. Research and collect information about classes 
To receive credit, Program Officers require as much information as possible such as the:

  • Name of the Course
  • Course Description
  • Number of hours
  • Text books used

2. Contact your Program Officer located at the student HUB and commence credit negotiation 

3. Confirm credit approval by receiving a signed credit agreement
When your credit has been approved, keep a copy in a safe place and take a copy overseas to help with your class registrations.

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Special Exchange Codes - Compulsory for going on Exchange  

These codes confirm your status as an exchange student and charge the equivalent Newcastle tuition fees.

You must be enrolled in the special exchange codes to be covered by the University’s free travel insurance and to continue to receive centrelink benefits. 

To enrol in the Special Exchange Codes, students go to MyHub and enrol in the codes, similar to on-campus courses. Depending on credit negotiation with the Faculty, students should enrol in 30 or 40 units of full-time study:

  • CODE1999 = 40 units
  • CODE1998 = 30 units
  • CODE1997 = 20 units
  • CODE1996 = 10 units

Example: If an education student has received 40 units of credit, regardless of whether or not they have received credit for a core subject, elective or unspecified credit (CRGR), they would enrol in EDUC 1999. If a student was studying English as a major at Newcastle, the course code would be ENGL; a History major would be HIST etc.

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It is recommended that you obtain an Acceptance Letter before proceeding with the following:

Do you require a visa?

Information about visas and travel warnings can be found on the Smart Traveller Website. You can also register your travel plans.

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University Travel Insurance

The University's Travel policy provides travel insurance for students going overseas on University business for up to 180 days only: 

  • The University's travel insurance does not include personal travel additional to the approved activity.
  • If you are participating in a semester exchange, it is recommended that you purchase additional insurance relevant to your intended overseas activities.
  • If you are participating in a semester exchange, some overseas institutions may require additional insurance to be purchased. Please ask your overseas institution coordinator.
  • Important restrictions and limitations apply to the insurance coverage for any personal travel.
  • It is recommended that you have $500 for upfront payments. 

How do I make sure I'm covered?

How do I make a claim?

Visit the Corporate Travel Insurance webpage

For any specific questions relating to Travel Insurance, please contact the Risk Officer

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Centrelink Payments

Students going on Exchange that currently receive Centrelink payments, may be eligible for payments overseas. Before going overseas students are responsible for contacting Centrelink and providing a copy of the official Exchange Confirmation letter issued during the Pre-Departure phase. In addition, to avoid having payments being cut-off whilst overseas, students must be enrolled in the special exchange codes for the semester abroad.

Tip: Provide Centrelink with a nominated person in Australia who can talk to Centrelink while you are overseas.

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Claiming your Travel Grant or Special Scholarship

To apply for the Travel Grant, students are required to be active members of ilead (have attended atleast 3 lectures and completed atleast 10 activity points). The Travel Grant is subject to change and is only a very small supplement. The payment is not guaranteed and you should not rely on this payment to cover all costs.

Processing dates: 15 February, 15 April, 15 June, 15 August, 15 October, 15 November

Semester Experiences
USA/Canada/UK - Up to $1200  
Asia/Europe/Africa - Up to $2000

Short-Term Experiences
$750 regardless of destination  

  1. Submit the Online Departure Form
  2. Submit the Travel Grant Evidence Form and required evidence to the International Office.

To claim a DEEWR or Special Scholarship, students are required to:

  1. Submit the Online Departure Form
  2. Submit the DEEWR or Special Scholarship Evidence Form and required evidence to the International Office.
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Applying for an OS-HELP Loan (optional)

OS-HELP is a loan that assists eligible students, who are based in Australia, to undertake study overseas. Students may receive one loan per 6 month study period for one or two overseas study periods.

In 2013, the OS-HELP loan amount for the 6 month period must not exceed $6,051.  OS-HELP is administered by the Fees & Scholarships section, located in the Hunter Hub. To find out more, contact Fees@newcastle.edu.au 

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Submit the Departure Form

This compulsory form is the last step in the process and confirms you have completed the Checklist and are going on an overseas experience. Online Departure Form

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