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.

Overseas Admission
Applying for a Passport
Apply for Credit
Special Exchange Codes
Visa Information
Global Assistance Program - Personal Travel Locator
University Travel Insurance
Centrelink Payments
Claiming the Travel Grant or Special Scholarship
Apply for an OS-Help Loan
Submit the Departure Form

Overseas Admission - For Students Participating in a Semester Exchange

If you are eligible for Exchange, you will be contacted about your designated location after the closing date.
You are required to complete an application for overseas admission for your designated location. Information about overseas admission can be found on Blackboard.
Have your application form and supporting documents checked by the International Office during Consultation Times. Please bring a copy of your passport and a completed Exchange Confirmation Letter.
Scan/Post documents to the overseas institution and wait for your Acceptance Letter/Package.

DO NOT wait for credit approval before starting this process.

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

Apply for Credit

Credit is the principle of accepting prior learning or previous studies contributing to a University of Newcastle award. Eligibility in an overseas program does not mean a student automatically receives credit. It is the student's responsibility to complete the necessary application with their Faculty, provide complete course outlines for each course they wish to study at the overseas institution and if applicable, pay the relevant fee.

It is advised that this process is completed before travelling abroad, however on occasion due to circumstance, it may be completed overseas or on return to the University of Newcastle. It is the student's responsibility to check with professional associations that the overseas course that they wish to study is acceptable to the accrediting body for purposes of accreditation.

To receive credit, it is the responsibility of the student to complete the following:

1. Research and collect information about proposed overseas courses: Name of the Course, Objective, Number of hours, Text books used, and methods of assessment. Course information can be found on the overseas provider website or by contacting the overseas provider directly. Further information about overseas exchange advisors can be found on Blackboard.

2. Contact Program Officer and commence the credit application. It is advised that students negotiate as many classes as possible

Where credit is being sought, it is the responsibility of the appropriate Faculty to evaluate the credit application and notify the student of the outcome.

Students going on exchange should not enrol in the special exchange codes unless they have received an approved credit agreement.

Special Exchange Codes

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.

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.

Global Assistance Program - Personal Travel Locator

All students travelling overseas on an official University activity must register with the International SOS Travel Locator System. This system provides assistance for medical, security and logistical situations that may arise at your destination, 24 hours a day.

To register with International SOS, go to Blackboard and click on 'Global Assistance' in the left menu and click on the Personal Travel Locator (PTL) link.

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.
The University's travel insurance does not cover you for Semester Breaks.
Important restrictions and limitations apply to the insurance coverage for any personal travel.
It is recommended that you have $500 for upfront payments.
Write down the Insurance Policy Number
Please complete the Departure Form to confirm your overseas experience.

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

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.

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

To claim a travel grant, students are required to:

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

To claim a Government Scholarship, students are required to:

Submit the Online Departure Form
Submit the Scholarship Evidence Form and required evidence to the International Office.

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

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

The University of Newcastle, Australia