Australia

Awards
Scholarships
Policy
Handbook
January 2015

You must read this Australia Awards

Scholarships Policy Handbook
carefully and fully understand
its contents before signing the
Contract with the Commonwealth of
Australia.
The handbook is provided to answer any questions you may
have about your scholarship. Please also read the other information
in your pre-departure pack and follow the instructions carefully.
For further assistance, please contact DFAT at scholarships@dfat.gov.au

Thisworkiscopyright.ApartfromanyuseaspermittedundertheCopyrightsAct1968,nopartmay
bereproducedbyanyprocesswithoutpriorwrittenpermissionfromtheCommonwealth.Requests
andinquiriesconcerningreproductionandrightsshouldbeaddressedtotheCommonwealth


CopyrightAdministration,AttorneyGeneralsDepartment,RobertGarranOffices,NationalCircuit,
BartonACT2600orpostedatwww.ag.gov.au
ISBN1920861777
Internet:www.dfat.gov.au

Contents

.................................................................................................................................................................i
AUSTRALIAAWARDSSCHOLARSHIPCYCLE..........................................................................................viii
GLOSSARYOFTERMSANDACRONYMS.................................................................................................9
1.AustraliaAwards..............................................................................................................................12

2.

1.1.

AustraliaAwardsScholarships..............................................................................................13

1.2.

Howtousethisscholarshipspolicyhandbook.....................................................................13

1.3.

Managementresponsibilities...............................................................................................15

ApplyingforanAustraliaAwardsScholarship.............................................................................18
2.1.

Eligibilitycriteria...................................................................................................................18

2.2.

Countryandregionalprofiles...............................................................................................19

2.3.

Englishlanguagerequirements............................................................................................19

2.4.

Findinganappropriatecourseandinstitution.....................................................................21

2.5.

Typesofcoursesavailabletoapplicants..............................................................................22

2.6.

TypesofcoursesforwhichAustraliaAwardsScholarshipsarenotavailable......................24

2.7.

Applicationprocess..............................................................................................................25

3.

Fraud............................................................................................................................................27

4.

Selection.......................................................................................................................................28

5.

6.

7.

4.1.

Selectionprocessandcriteria..............................................................................................28

4.2.

Reintegrationplans..............................................................................................................29

4.3.

Successfulandreserveapplicants........................................................................................29

4.4.

Advisingapplicantsofselectionoutcomes..........................................................................30

Placement....................................................................................................................................31
5.1.

Requestforplacementandplacementoffers......................................................................31

5.2.

Preparationprograms..........................................................................................................33

Acceptingthescholarshipanditsconditions..............................................................................35
6.1.

Acceptingthescholarship.....................................................................................................35

6.2.

Scholarshipconditions..........................................................................................................35

6.3.

Childprotection....................................................................................................................39

6.4.

Deferringanoffer.................................................................................................................39

Predeparture...............................................................................................................................41
7.1.

Predepartureinformation...................................................................................................41

7.2.

Family...................................................................................................................................42

8.

Visas.............................................................................................................................................43
8.1.

Visarequirementsforawardees..........................................................................................43

8.2.

Visarequirementsforaccompanyingdependentfamilymembers.....................................43

8.3.

Visarequirementsforawardeeswithdisability...................................................................43

8.4.

Visarequirementsforthecarerofanawardeewithdisability............................................44

8.5.

Visaobligations.....................................................................................................................45

8.6.

Applyingforafurtherstudentvisa(scholarshipextension)................................................45

8.7.

Twoyearexclusionrule........................................................................................................46

8.8.

Earlycompletionofthescholarship.....................................................................................47

8.9.

PostscholarshipexternallyfundedprograminAustralia....................................................47

8.10. DebttotheCommonwealth.................................................................................................48
9.

Awardeeswithdisability..............................................................................................................50
9.1.

Supportforpeoplewithdisability........................................................................................50

9.2.

Applicantswithdisability......................................................................................................50

9.3.

PrinciplesforprovidingdisabilitysupportforAustraliaAwardsScholarshipawardees......51

9.4.

Assessingdisabilitysupportneeds.......................................................................................52

9.5.

Reasonableadjustments......................................................................................................54

10.

Scholarshipfeesandentitlements...........................................................................................57

10.1. Summaryofscholarshipcosts..............................................................................................57
10.2. Establishmentallowance......................................................................................................59
10.3. Contributiontolivingexpenses............................................................................................60
10.4. OverseasStudentHealthCover............................................................................................61
10.5. Visacosts..............................................................................................................................63
10.6. Conditionsthatapplytotravel.............................................................................................63
10.7. Mobilisationtravel................................................................................................................64
10.8. Reunionairfare.....................................................................................................................64
10.9. Completiontravel.................................................................................................................66
10.10. AustraliaAwardsLeadershipProgramscholarshipfeesandentitlements..........................66
11.

Generalsupportservices.........................................................................................................67

11.1. Standardsforsupportservices.............................................................................................67
11.2. ArrivalinAustralia................................................................................................................67
11.3. Accommodation...................................................................................................................67
12.

Academicsupport....................................................................................................................70

12.1. IntroductoryAcademicProgram..........................................................................................70


12.2. Supplementaryacademicsupport.......................................................................................70
12.3. Fieldwork..............................................................................................................................71
12.4. Fieldtrips...............................................................................................................................73
12.5. Workattachments,placementsorworkexperience...........................................................74
12.6. Academicprogress...............................................................................................................74
13.

Variationstothetermsofenrolment......................................................................................77

13.1. Scholarshipconditionsandtermsofenrolment..................................................................77
13.2. Withdrawals.........................................................................................................................78
13.3. Extensions.............................................................................................................................79
13.4. Suspensions..........................................................................................................................80
13.5. Transfers...............................................................................................................................82
13.6. Upgrades...............................................................................................................................83
13.7. Reductions............................................................................................................................85
13.8. Entitlementvariations..........................................................................................................85
13.9. Terminations.........................................................................................................................86
14.

WelfareIncidents.....................................................................................................................89

14.1. WhatisaWelfareIncident?.................................................................................................89
14.2. DFATNotificationandProcedureforWelfareIncidents......................................................89
14.3. Principlesformanagingwelfareincidents...........................................................................90
14.4. WelfareIncidentGeneralResponsibilities........................................................................91
14.5. Conflict,HarassmentandBullying........................................................................................93
14.6. HealthIssuesandScheduledHospitalisations.....................................................................94
14.7. Deathofanawardeesfamilymember................................................................................95
14.8. Pregnancy.............................................................................................................................96
14.9. ReferraltoCounsellingServices...........................................................................................96
14.10. VictimofCrimeOverseas.....................................................................................................97
14.11. Absentawardee....................................................................................................................97
15.

Criticalincidents.......................................................................................................................98

15.1. Whatisacriticalincident?...................................................................................................98
15.2. RoleofStudentContactOfficers..........................................................................................98
15.3. Notificationofcriticalincidents...........................................................................................99
15.4. Principlesformanagingcriticalincidents...........................................................................101
15.5. Criticalincidentresponseandmanagement......................................................................102
15.6. AwardeeswhoarevictimsoforchargedwithacrimeinAustralia...................................103
15.7. Unexpectedoremergencyhospitalisationofanawardee................................................104
15.8. DeathofanAustraliaAwardsScholarshipawardee..........................................................105

16.

NaturalDisasters....................................................................................................................108

16.1. Typesofnaturaldisasters...................................................................................................108
16.2. NaturaldisastersCriticalIncidents..................................................................................108
16.3. NaturaldisastersWelfareIncidents................................................................................108
16.4. NaturaldisastersinAustralia..............................................................................................108
16.5. Naturaldisastersinanawardeeshomecountry...............................................................109
17.

Returnhome..........................................................................................................................111

17.1. Finalisationofstudies.........................................................................................................111
17.2. Returnhomebriefing.........................................................................................................111
17.3. Finaldeparturedate...........................................................................................................112
17.4. RemaininginAustraliaafterthescholarshipenddate......................................................112
17.5. Returninghomeduetoillnessoraccident.........................................................................113
17.6. Awardeeswhoareunfittotravel.......................................................................................116
17.7. FinalisationandcompletionofascholarshiprecordinOASIS...........................................117
17.8. Requestsforacademictranscripts.....................................................................................117
18.

Alumni....................................................................................................................................119

APPENDIXA:

Proformasforreunionairfaretravel.....................................................................120

APPENDIXB:
ScholarshipfeesandentitlementsforAustralianLeadershipAwardeeswho
commencedbefore2012...................................................................................................................122
APPENDIXC:

Criticalincidentreport..........................................................................................122

APPENDIXD:

DFATNoObjectionLetter.....................................................................................124

AUSTRALIA AWARDS SCHOLARSHIP CYCLE

PROGRAM
CREATION

DFAT(ScholarshipsandAlumni

Branch&ProgramAreas)

Developpolicy&guidelines

Establishdesiredprogram
outcomes

Managecontractswith

stakeholders
Developandmanagescholarship
onlinesystems
Incorporatefeedbackfromalumni
intoprogramcreation
Promotionalactivities
Liaisewithpartnergovernmentsto

identifydevelopmentobjectives
andcapacitygapsandneeds

PROMOTION

Applicant
ApplicantslearnaboutAustralia
AwardScholarshipsthrough
advertisement(employer,
newspaper,radio,mediareleases
etc.)
DFATProgramAreas
Conductincountrypromotion,
targetingcandidatesinfieldsthat
alignwiththecountrysdevelopment
objectives
Institutions

PromoteAustraliaAwardsand
relevantcourses

AWARDEE
SELECTION
Awardees
Submitapplicationform
Shortlistedapplicantsare
interviewed
ScholarshipsandAlumniBranch
Provideondemandassistanceto
ProgramAreasforselection
processes
DFATProgramAreas
Receiveenquiriesandapplications
Conducteligibilitychecks&
shortlisting
Arrangeselectionprocesses
Checkapplicationdocuments
Requestplacementsatinstitutions
Awardeesacceptoffer
Notifyinstitutionsofawardeeswith
disability/specialneeds

MONITORING&
EVALUATION*

Awardees
Awardeesparticipateinoncourse
andpostcoursesurveys
DFATProgramAreas
Conducttracerstudiestomeasure

effectivenessofscholarships,
includinglinkageandleadership
outcomes
ScholarshipsandAlumniBranch
Conductreviewsandevaluationsas
determinedbyDFATpolicy

*Monitoringandevaluationatall
stagesofthecyclefeedintoprogram
design,selectionandappointment,
andprovidesthebasisforreportingto
theMinisterandParliament

ALUMNI
Awardees
Participateinalumniactivities,,
selectionpanelsandpredeparture
briefingsfornewawardees.
Actasambassadorstopromote
Australiainthewidercommunity

DFATProgramAreas
Provideprofessionalassistanceto
alumni
ScholarshipsandAlumniBranch
ProvidefundingforAlumniactivities
ProvidesupporttoDFATpostson
alumniengagement

GRADUATION&
RETURNHOME
Awardees
Uponcompletionofstudies,return
tohomecountryforatleast2years

DFATProgramAreas
Establishcontactwithnewreturnees
andprovidereintegrationassistance
ProvideaccesstotheAustralia
AwardsAlumniNetwork(AAAN)
Assistpartnerorganisationsin
implementingreintegrationplans
wherepossible.

Institutions
Arrangeawardeesreturntravel
NotifyProgramAreasofawardees
departuredates
Provideadviceandassistanceon
reintegrationinhomecountry

PREDEPARTURE
ScholarshipsandAlumniBranch
ProvideProgramAreaswith
predeparturematerials
DFATProgramAreas
Notifyapplicantsofselection
outcomes
Arrangeincountrylanguagetraining,
learningsupportand/orother
assistance
Arrangeawardeestravelto
Australia,assistwithhealthchecks
andliaisonwiththeDepartmentsof
ImmigrationandBorderProtection
onvisa
Workwithinstitutionson
requirementsforawardeeswith
disability/specialneeds
Providepredeparturebriefings
Institutions
Administerplacementoffers

SUPPLEMENTARY
ACTIVITIES
Awardees
Participateinfurthereducationand
professionaldevelopmentactivities

ScholarshipsandAlumniBranch
Providesupplementaryeducation
andprofessionaldevelopment
activitiestoaselectgroupof
awardees

Institutions
Providesupportservicesaspartof
theirinternationalstudentprogram

ARRIVAL&
ENROLEMENT
Awardees
ArriveinAustraliaandundertakean
IntroductoryAcademicProgramand
commencetheirnominatedcourse
athostinstitution

Institutions
Assistawardeestobecomesettled
onarrivalinAustralia
ProvideanIntroductoryAcademic
Program(upto6weeks)
Provideawardeeswithassistanceto
selectappropriatesubjects

COURSE&
OUTCOMES
Institutions
Monitorawardeeprogress(including
formalsurveys)
Identifyandaddressanyissuesthat
mayaffectawardeesabilityto
completetheirnominatedcourse
NotifyScholarshipsandAlumni
Branchofanyawardeewelfareor
criticalincidentsthatmayaffectan
awardeescapacitytosuccessfully
completetheirscholarship
Administervariationstothe
scholarshipwithapprovalfrom
ProgramAreasandScholarshipsand
AlumniBranch
Provideforacademicandwelfare
supportneedsofawardees(including
disability/specialneeds)
DFATProgramAreas
Authorisevariations

GLOSSARY OF TERMS AND ACRONYMS

Academicyear

Australiasacademicyearisthesameasthecalendaryear

Alumni

AlumniaredefinedasAustralia AwardScholarshiporAustralianCentrefor
InternationalAgriculturalResearchawardrecipientswhohavesuccessfully
completedtheirscholarshipandreturnedhome

Applicant

Apersonwhohasappliedfor,buthasnotyetreceived,a DFATfunded
scholarship

Arrivaldate

ThedayonwhichanawardeearrivesinAustraliaatthecommencementof
theirscholarshipandregisterstheirarrivalwiththeirinstitution

Articulatingcourse

Acourseofstudywhichprogressestoanothercourseofstudyatahigher
qualificationlevel.Alsoknownasapackageprograme.g.Mastersarticulating
toaPhD

DFAT

DepartmentofForeignAffairsandTrade

Awardee

ApersoninreceiptofaDFATfundedscholarship

Contributionto
livingexpenses

Afortnightlypaymenttoawardeesduringthescholarship,atarate
determinedbyDFAT

CRICOS

TheCommonwealthRegisterofInstitutionsandCoursesforOverseas
Students

Deferral

Whereanawardeedelaysthecommencementdateoftheirscholarshipuntil
laterintheyear

Dependent

Spouse(apersonyouaremarriedto,oradefactopartner,includingsame
sexpartner)orchildrenunder18yearsofage

Establishment
allowance

Aoneoffallowance paidtoeachnewawardeewhentheycommencetheir
scholarship,tocontributetotheirstartupcosts

Extension

AnyincreaseinthelengthofanAustraliaAwardsScholarship

Fieldofstudy

Thevocationalareaofspecialisationorprincipalsubjectmatterofan
AustraliaAwardsScholarshipawardeescoursee.g.agriculture,health,etc.

Fieldtrip

Ashortclassbasedexcursionforthepurposesofeducationorresearchto
provideawardeeswithexperiencesoutsidetheireverydaycourseactivities

Fieldwork

Researchundertakeninthehome countryorAustralia aspartofan

awardeescourse
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Foundation
program

Anintensivestudy programofupto12monthsofferedtoundergraduate
awardeeswhodonotmeettherequiredstandardfordirectentryintotheir
chosencourse

Introductory
AcademicProgram

Acompulsoryprogram providedbytheinstitution toorientnewawardeesto

theinstitutionanditssurroundingsbeforetheycommencetheiracademic
program

International
EnglishLanguage
TestingSystem
(IELTS)

AninternationalstandardisedtestofEnglishlanguageproficiencywhichis
acceptedbyAustralianinstitutions.Itmayalsobeusedtofulfilaneligibility
requirementfortheForeignAffairsorDefenceSector(subclass576)visa

InstitutionContact
Officer

AnofficerdesignatedbytheinstitutioninAustraliatobeitsmainpointof
contactwithDFAT

Incountry

Intheapplicantshomecountry,notinAustralia

Institution

AustraliantertiaryeducationinstitutioncontractedbyDFATtoprovide
educationservicestoawardees

Longtermaward

Anaward(scholarship)supportingstudiesofmorethansixmonthstowardsa
courseofstudies,andwhichisrecognisedundertheAustralianQualifications
Framework

AustraliaAwards
Aprestigiousprogramdesignedtoprovideawardeeswithleadership
LeadershipProgram developmentopportunitieswhiletheyareenrolledintheirmastersand
doctoralprograms
Managing
contractor

ApersonororganisationthatiscontractedbyaDFATProgramAreato
managetheimplementationofawards

OASIS

OnlineAustraliaAwardsScholarshipsInformationSystem

Overseas

OutsideAustralia

Panel

Groupofpeopledrawntogetherforthepurposesofselectingawardees

Partner
government

AgovernmentthathasanagreementrelatingtoAustraliaAwardswith
Australia

Pearsontestof
EnglishAcademic
(PTEAcademic)

AninternationalstandardisedtestofEnglish language proficiencywhichis

acceptedbyAustralianinstitutions.Itmayalsobeusedtofulfilaneligibility
requirementfortheForeignAffairsorDefenceSector(subclass576)visa

PrecourseEnglish

AnintensiveEnglish programprovidedtoawardeeswhoneedadditional
Englishlanguageskillsbeforestartingtheirqualificationstudies(incountryor
inAustralia)
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Placementoffer

Anofferofenrolmentmadebytheinstitution totheawardee.Theplacement
offerspecifiesthecourse,durationofstudyandalsoincludesanestimateof
theassociatedcostssuchasacademicfeesandstipendallowances
Placements(requestsandoffers)areprocessedinOASISbetweenthe
ProgramAreaandtheinstitution

ProgramArea

DFATcountryprogram,oftenlocatedoutsideAustraliaandusuallyatan
Australiandiplomaticmission(EmbassyorHighCommission)

Postscholarship
externallyfunded
program

StudyorotheractivityundertakeninAustraliaafterawardeesfinishtheir
AustraliaAwardScholarshipstudies(e.g.PhD)

Preliminary
program

Coursesdeemednecessarybytheinstitutiontoenableapostgraduate
awardeetosuccessfullycompletetheirqualificationinthetimeframe
specifiedbytheinstitution

Preparation
program

Oneormoreintroductorycoursesthataninstitutioncanrequireawardeesto
undertakebeforetheystarttheirchosencourse.Preparationprograms
includeprecourseEnglish,preliminaryprogramsandfoundationprograms

Reintegrationplan

Anawardeesproposedstrategyforusingthenewskillsandknowledgewhen
theyreturnhomeattheendoftheirstudiesinAustralia

Requestfor
placement

ArequestonbehalfofanawardeemadethroughOASISbyanDFATProgram
Areaormanagingcontractorforaplacementofferfromaninstitution

Scholarship

Alongtermaward(Australia Awards Scholarship)fundedbyDFAT

Sensitive
information

StudentContact
Officer

(a)informationoranopinionaboutanindividuals:
(i) racialorethnicorigin,or
(ii) politicalopinions,or
(iii) membershipofapoliticalassociation,or
(iv) religiousbeliefsoraffiliations,or
(v) philosophicalbeliefs,or
(vi) membershipofaprofessionalortradeassociation,or
(vii) membershipofatradeunion,or
(viii) sexualpreferencesorpractices,or
(ix) criminalrecord,

thatisalsopersonalinformation,or

(b)healthinformationaboutanindividual,or

(c)geneticinformationaboutanindividualthatisnototherwisehealth
information
Thepersonappointedbytheinstitution toprovidesupportservicesto
AustraliaAwardsScholarshipawardees
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Suspension

Thetemporarycessationofanawardeesstudy programandfinancial
supportfromDFAT

Termination

DFATsdecisiontoend anawardbeforethecompletion ofstudy

TestofEnglishasa
ForeignLanguage
(TOEFL)

AninternationalstandardisedtestofEnglishlanguageproficiencywhichis
acceptedbyAustralianinstitutions.Itmayalsobeusedtofulfilaneligibility
requirementfortheForeignAffairsorDefenceSector(subclass576)visa

Variation

Anychangetotheoriginalplacementoffermadetotherecipientofanaward

Vocational
educationand
training(VET)

Aqualificationleveldesignedtoskillworkersforparticularindustries.

Withdrawal

VETispartofabroadereducationalnetworkinAustraliathatincludes
schools,universities,andadultandcommunityeducation
Whenanawardeechooses toceasetheirawardbeforecompletingthe
courseofstudy

1. Australia Awards

TheAustraliaAwardsareprestigiousinternationalscholarshipsandfellowshipsfundedbythe
AustralianGovernmentthataimtocontributetothelongtermdevelopmentneedsofAustralia's
partnercountries,inlinewithbilateralandregionalagreements.TheAustraliaAwardsareawholeof
governmentinitiativebringingtogetherscholarshipsandfellowshipsadministeredbytheDepartment
ofForeignAffairsandTrade,theDepartmentofEducationandtheAustralianCentreforInternational
AgriculturalResearch(ACIAR),offeringthenextgenerationofgloballeadersanopportunityto
undertakestudy,researchandprofessionaldevelopmentinAustraliaandforhighachieving
Australianstodothesameoverseas.In2014,theDepartmentofForeignAffairsandTradeinvested
$362.2millioninAustraliaAwards,enablingover4,400recipientsfrommorethan100countriesto
undertakestudy,researchandprofessionaldevelopment.
TheAustralianGovernmentrecognisesthateducationdevelopsskillsandknowledge,buildsenduring
people,countryandprofessionallinks,andhasthepowertoinfluencepositivechange.TheAwards
strivetodevelopleadershippotentialandstimulatelastingchangebyempoweringaglobalnetworkof
talentedindividualsthroughhighqualityeducationexperiencesinAustraliaandoverseas.Recipients
returnhomewithnewideasandknowledge,andtheabilitytomakeasignificantcontributiontotheir
homecountriesasleadersintheirfield.

TheAwardsalsodemonstrateAustralia'scommitmenttoprovidingeducationopportunitiesto
improvelivingstandardsandstimulateeconomicgrowthindevelopingcountries.ForAustralia,the
Awardsbuildanengagedandinfluentialglobalnetworkofleaders,advocatesandchangemakersand
establishanetworkofambassadorsacrosstheworld.

TheAwardsalsocontributetotheproductivityofAustraliaandthedevelopmentofpeopletopeople
linksbetweenAustralia,ourregionalneighboursandthebroaderinternationalcommunity.

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1.1.

Australia Awards Scholarships

1.1.1.

AustraliaAwardsScholarshipsaimtocontributetothelongtermdevelopment
needsofAustralia'spartnercountriesinlinewithAustraliasaidprioritiesand
bilateralandregionalagreements.Theyprovideopportunitiesforpeoplefrom
developingcountriestoundertakefulltimeundergraduateorpostgraduatestudyat
participatingAustralianuniversitiesandTechnicalandFurtherEducation(TAFE)
institutions.

1.1.2.

TheAustralianGovernmentencourageswomenandpeoplewithdisabilitytoapply
forAustraliaAwardsScholarships(formoreinformationonsupportforawardees
withdisabilityseeChapter9).AustraliaAwardsScholarshipsaimtoempower
womentoparticipateintheeconomy,leadershipandeducation,andenhancethe
livesofpeoplewithdisability.

1.1.3.

ThestudyandresearchopportunitiesprovidedbyAustraliaAwardsScholarships
developtheskillsandknowledgeofindividualstodrivechangeandcontributetothe
developmentoutcomesoftheirowncountry.

1.1.4.

ToensurethedevelopmentimpactofAustraliaAwardsScholarships,allawardees
mustreturnhomeoncompletionoftheirstudiessotheycancontributeto
developmentintheircountry.AwardeesarerequiredtoleaveAustraliafora
minimumoftwoyearsaftercompletingtheirscholarship.Failuretodosowillresult
intheawardeeincurringadebttotheCommonwealthofAustraliaforthetotal
accruedcostoftheirscholarship.

1.1.5.

AustraliaAwardsScholarshipsgenerallycoverthefollowingfeesandentitlements:
(seeChapter10forfurtherdetails.)

1.1.6.

1.1.7.

i. fulltuitionfees
ii. returnairtravel
iii. establishmentallowance
iv. contributiontolivingexpenses
v. anIntroductoryAcademicProgram
vi. OverseasStudentHealthCover
vii. Initialvisaexpenses.
Subjecttorequirementsandeligibility,AustraliaAwardsScholarshipsmayalso
cover:
i. precourseEnglishlanguagetrainingfees
ii. supplementaryacademicsupport
iii. fieldwork(forresearchpurposesonly)
iv. reunionairfare(forunaccompaniedawardees).
TheAustralianGovernmentdoesnotprovideanyfinancialorothersupportforthe
dependentsofawardees.Awardeesareresponsible,includingfinancially,fortheir
familymemberswhoaccompanythemtoAustralia.

1.2.

How to use this scholarships policy handbook

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1.2.1.

Thishandbookprovidestheguidingpolicyandinstructionsforthosemanagingor
undertakingtheAustraliaAwardsScholarships.Institutions,applicantsorawardees,
DFATofficers(andtheirmanagingcontractors/subcontractors)haveaccesstothis
handbook.Theyshouldbefamiliarwithitscontentsandunderstandtheirrolesand
responsibilities.

1.2.2.

Institutions,applicants,awardees,DFAT(andtheirmanagingcontractorsandtheir
subcontractedCaseManagers)mustreadandcomplywiththishandbook.Tohelp
usersidentifythesectionswhicharemostrelevanttothem,oridentifyactionsthey
needtotaketocomplywiththepolicy,thishandbookdifferentiatesusersby
colouredboxesandiconsforeachgroupofusers.Thekeyforeachuserisatthe
bottomofeachpage.

1.2.3.

Scholarshipspolicyorinstructionmostrelevantforapplicantsor
awardees.

1.2.4.

ScholarshipspolicyorinstructionmostrelevantforProgramAreas(and
theirmanagingcontractorandcasemanagers).

Scholarshipspolicyorinstructionmostrelevantforinstitutions.

1.2.6.

ScholarshipspolicyorinstructionmostrelevantfortheScholarshipsand
AlumniBranch.

1.2.7.

OASISisDFATsinternetbaseddatamanagementsystem.ItenablesDFAT,managing
contractorsandinstitutionstoaccessacentraliseddatabasetoelectronicallyenter
andstoredata,processapplicationsandmanageawards.DFATprovidesuserswith
anOASISusermanualandinitialtraining.

1.2.8.

ThishandbookstipulateswhenactionsneedtobetakeninOASISateachstageof
theprocess.Foradetaileddescriptionofthese,ProgramAreasandinstitutionscan
refertotheOASISusermanualandquickreferenceguides.

1.2.9.

Thishandbookunderpinsthecontract:

1.2.5.

i. betweenDFATandinstitutionstoprovideeducationservices,and
ii. betweentheawardeeandtheAustralianGovernment.
1.2.10.

Aninstitutionshouldusetheguidanceinthishandbook,togetherwithitsknowledge
andexperience,tomakedecisionsthatareinthebestinterestsoftheAustralian
Government,theawardeeandtheinstitution.

Policy handbook review and update

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1.2.11.

Asnoted,thishandbookformspartofthecontractualarrangementsbetween
awardees,institutionsandDFAT.Itisreviewedonaregularbasistomaintainits
relevanceandconsistencywithcurrentDFATpolicy.

1.2.12.

DFATreservestherighttoamendthishandbookandwillprovidetimelynotification
ofanychanges.However,itisthereadersresponsibilitytocheckthehandbook
regularly.

1.3.
1.3.1.

Management responsibilities
Thefollowingsummarisesresponsibilitiesforusersofthishandbook.

Scholarships and Alumni Branch

1.3.2.

TheScholarshipsandAlumniBranchisresponsiblefor:

i.

developingandmaintainingDFATscholarshippoliciesandconditions,
andensuringconsistencyintheiradministration

ii.

assistingProgramAreaswithpromotion,selectionandmobilisationprocesses

iii. determininginAustraliaarrangementsforAustraliaAwardsScholarships
iv.

managingcontractswithinstitutions

v.

monitoringandreportingtheglobalperformanceofAustraliaAwards
Scholarships

vi.

managingOASISandtrainingforDFAT,managingcontractorsandinstitution
staff

vii. managingwholeofgovernmentrelationshipsinCanberra
viii. developingandmaintainingalumnipoliciesandprovidingsupporttoProgram
Areas
ix.

leadingonDFATsparticipationintheAustraliaAwards.

DFAT Program Area

1.3.3.

DFATProgramAreasareincountryofficesorDFATcountryprogramsin
Canberra(desks),andworkcollaborativelyonthefollowingpolicytasks:

i.

liaisingwithpartnergovernmentsandrelevantauthoritiesonAustraliaAwards
Scholarshipsmatters

ii.

organisingthenominationprocessandpromotingawards

iii. processingapplications(hardcopyandonline)
iv.

managingtheAustraliaAwardsScholarshipsselectionprocesswithassistance
fromtheScholarshipsandAlumniBranchasrequired

v.

ensuringthatallselectionprocessesareequitableandtransparentandthat
connectionsorrelationshipsbetweenapplicantsandstaffemployedinProgram
Areasorwithmanagingcontractorsaredisclosedandmanagedappropriately

vi.

forwardingplacementrequeststoinstitutionsinOASISbythedeadline,and
ensuringthatdocumentsaccompanyingtherequestshavebeenproperly
certified
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vii. notifyingallapplicantsoftheoutcomeoftheselectionprocess
viii. holdingfunctionsforawardeesasappropriate
ix.

advisingtheScholarshipsandAlumniBranchandinstitutionsofawardeeswith
disabilitywhorequireadditionalassistance,liaisingwithinstitutionsto
determinethelevelofsupporttheyrequireandprovidinganyadditionalsupport
forawardeeswithdisability

x.

arrangingincountryprecourseEnglishwhererelevant

xi.

providingguidancetoawardeesaroundvisaapplicationprocess

xii. arrangingtraveltoAustraliaforawardeesandrecordingtraveldetailsinOASIS
xiii. requestingcharacterand/orpolicechecksfromawardeesandensuringtheseare
receivedbeforeawardeesdepartforAustralia
xiv. providingpredeparturebriefingstoawardees,includingDFATalumniwhere
possible
xv. processingandapprovingAustraliaAwardsScholarshipvariationsinOASISandin
accordancewithcurrentpolicyandfinancialdelegations
xvi. overseeingperformanceandcontractualmattersrelatingtothemanaging
contractor(ifapplicable)
xvii. managingengagementwithAustraliaAwardsalumniandalumninetworks.
1.3.4.

AnumberofProgramAreashavecontractedincountrymanagementofAustralia
AwardsScholarshipstoamanagingcontractorandsubcontractedCaseManagers.
Forthepurposesofthishandbook,referencestoProgramAreasmayrelateto
responsibilitiesofeitherProgramAreas,managingcontractor,orCaseManagers
dependingoneachcountryprogramsinternalarrangementsandthedivisionof
responsibilities.

1.3.5.

Therolesandresponsibilitiesofmanagingcontractorsaregenerallysetoutintheir
agreementwithDFAT.However,ProgramAreasareresponsibleforclearlydefining
responsibilitieswiththemanagingcontractorandensuringthattheyareawareofall
guidanceonAustraliaAwards,includingthishandbook.Thisresponsibilityextendsto
subcontractors.

Institutions
1.3.6.

TertiaryeducationinstitutionscontractedbyDFATareresponsibleforin
Australiamanagementofawardeesinaccordancewiththishandbookand
theircontractwithDFAT.Managementresponsibilitiesinclude:

i.

respondingtoProgramAreasrequestsforplacinganawardee

ii.

meetingtheacademicandpastoralrequirementsofawardeesfromtimeof
arrivaluntilthecompletionoftheiraward,including,wherenecessary,
interveningearlytoensureacademicsuccess

iii. ensuringrecordsinOASISareuptodateandaccurate
iv.

providinginformationtoDFATabouttheawardeesonrequest

v.

managingfinancesinaccordancewiththecontract

vi.

managingrisksinaccordancewiththecontract
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vii. providingreasonableassistance,includingmakingreasonableadjustments,for
awardeeswithdisability.
viii. ReportingallcriticalandwelfareincidentstoDFAT.
1.3.7.

InstitutionContactOfficer:
i.

1.3.8.

Institutionsmustnominateacontactofficerwhoseroleistoactastheprime
contactforliaisonbetweentheinstitutionandDFATonmattersnotdirectly
relatedtoawardees,suchasDFATscontractwiththeinstitution.

StudentContactOfficers:
i.

AninstitutionsappointedStudentContactOfficersarethepointsofcontactfor
awardeesinrelationtoAustraliaAwardsScholarshipsandanythingoverand
abovetheroleoftheinstitutionsstudentservicesarea.Theinstitutiondecides
howtomanagethesearrangements,includingtherolesandresponsibilitiesof
thecontactofficers.

Applicants and awardees

1.3.9.

Applicantsareresponsibleforreadingandunderstandingthepolicies
underpinningAustraliaAwardsScholarships.

1.3.10.

Awardeesareresponsibleforprovidingcomplete,trueandaccurateinformationat
alltimesincluding,butnotlimitedto,theinformationprovidedintheirawardand
visaapplications.

1.3.11.

Applicantsandawardeesmustnotgivefalseormisleadinginformationatanytimein
relationtotheirAustraliaAwardsScholarshipsapplicationorwhilestudyingin
Australia.Givingfalseormisleadinginformationisaseriousoffenceunderthe
CriminalCodeAct1995.

1.3.12.

Awardeesareresponsiblefortheiracademicandpersonalconductasdefinedin
Chapter6ofthishandbookandforcomplyingwiththeircontractwiththe
CommonwealthofAustralia,whichtheymustsigntoacceptthescholarshipoffer.

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2. Applying for an Australia Awards Scholarship

2.1.
2.1.1.

Eligibility criteria
TobeeligibletoreceiveanAustraliaAwardsScholarship,applicantsmust:

i.

beaminimumof18yearsofageatthetimeofcommencingthe
scholarship

ii.

beacitizenofaparticipatingcountry(aslistedontheAustraliaAwardswebsite)
andberesidinginandapplyingforthescholarshipfromtheircountryof
citizenship

iii. notbemarried,engagedto,oradefactoofapersonwhoholds,oriseligibleto
hold,AustralianorNewZealandcitizenshiporpermanentresidency,atanytime
duringtheapplication,selectionormobilisationphases(note:residentsofCook
Islands,NiueandTokelauwithNewZealandcitizenshipareeligiblebutmust
applyforaForeign Affairs or Defence Sector (subclass576)visa
iv.

notbecurrentservingmilitarypersonnel

v.

notbeacitizenofAustralia,holdpermanentresidencyinAustraliaorbe
applyingforavisatoliveinAustraliapermanently

vi.

notbeapplyingforanotherlongtermAustraliaAwardunlesstheyhaveresided
outsideofAustraliafortwicethelengthofthetotaltimethattheywerein
Australia(forexample,apreviousawardeewhohasbeenonanAustraliaAwards
ScholarshipinAustraliaforfouryearswillnotbeeligibletoapplyforanother
AustraliaAwardsScholarshipuntiltheyhaveresidedoutsideAustraliaforeight
years)

vii. havesatisfiedanyspecificcriteriaestablishedbytheProgramAreaorthe
governmentoftheapplicantscountryofcitizenship(e.g.havingworkeda
certainnumberofyearsinanappropriatesector)
viii. beabletosatisfytheadmissionrequirementsoftheinstitutionatwhichthe
awardistobeundertaken(thismaymeanthatProgramAreaswillneedto
withdrawanawardofferiftherecipientcannotsatisfytheinstitutions
admissionrequirements.ThismaynotbeknownuntilProgramAreasrequesta
placementatselectedinstitutions)
ix.

beabletosatisfyallrequirementsoftheDepartmentofImmigrationandBorder
ProtectiontoholdaForeign Affairs or Defence Sector (subclass576)visa.This
maymeanthattheProgramAreawillneedtowithdrawanawardofferifthe
recipientcannotsatisfythevisarequirements.

x.

ApplicantsmustinformtheProgramAreaofanyconnectionorrelationshipto
staffemployedatProgramAreasorwithmanagingcontractorssothatthe
applicationmaybeproperlyandtransparentlymanaged.

2.1.2.

ProgramAreasmayconsiderthefollowingexceptionsto2.1.1(ii)in
relationtoapplicantsbeingrequiredtoapplyfromtheircountryof
citizenship:

i. applicantsworkingfortheirgovernmentinathirdcountry
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ii. applicantsresidingintheimmediateregiontowhichtheywouldbewillingto
grantanaward(e.g.PacificIslandcountriesconsideringapplicantsfromother
eligiblePacificIslandcountries),notingthattheawardwillbereportedas
belongingtotheapplicantscountryofcitizenship.

2.2.
2.2.1.

Country and regional profiles

Applicantsmustreadtheapplicablecountryorregionalprofilefordetails
ontheapplicationprocess,asopeningandclosingdatesforapplications,
countryspecificrequirements(includingEnglishlanguage)and
documentationrequirementsmayvary.Theprofilescanbefoundat
http://aid.dfat.gov.au/australiaawards/Pages/eligiblecountries.aspx

2.3.

English language requirements

2.3.1.

AnapplicantorawardeewillmeetDFATsEnglishlanguagerequirementsfor
receivinganAustraliaAwardsScholarshipiftheirfirstlanguageisEnglishandifthey
haveundertakentheireducationinEnglish(evidencedbytheiracademic
transcripts).

2.3.2.

NotethatsomeinstitutionsmaystillrequireevidenceofEnglishlanguage
proficiency,andProgramAreasrelyingontheabovemayneedtocheckwhether
Australianinstitutionsacceptapplicantsfromparticularregionsorwithparticular
qualificationsfromEnglishlanguageinstitutions.
i.

whereanapplicantorawardeedoesnotmeetDFATsEnglishlanguage
requirements(seeSection2.3.1),theawardeewillneedtoprovideanacademic
EnglishlanguagetestresultthatmeetstheinstitutionsacademicEnglish
languagerequirementtestsbeforecommencingtheapprovedmaincourseof
studies.ThebelowareacceptedEnglishlanguagetests:
o InternationalEnglishLanguageTestingSystem(IELTS)
o TestofEnglishasaForeignLanguage(TOEFL)
o PearsonTestofEnglishAcademic(PTEAcademic)

2.3.3.

AwardeesEnglishlanguagetestresultsmustbevalidat1Januaryoftheyearin
whichtheawardeeiscommencingstudiesinAustralia(IELTS,TOEFLscores,andPTE
Academicarevalidfortwoyearsafterthetestdate).Ifaninstitutionrequiresa
differenttestvaliditytimeframe,awardeesmustmeettheinstitutions
requirements.

2.3.4.

ThefollowingscoressetarerecommendedbytheScholarshipsandAlumniBranch
forallAustraliaAwardsScholarshipawardees:
i.

anAcademicIELTSresultwithanoverallscoreofatleast6.5,withnobandless
than6.0,or
ii. apaperbasedTOEFLoverallscoreofatleast580,withaminimumof4.5inthe
testofwrittenEnglish,or
iii. aninternetbasedTOEFLscoreofatleast92,withaminimumof21inall
subtests,or
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iv.

2.3.5.

2.3.6.

PTEAcademicoverallscoreof58withnocommunicativeskillscorelessthan50.

WhereaninstitutionsacademicEnglishlanguagerequirementishigherthanDFATs
requirementforthemaincourseofstudy,theawardeemustmeettheinstitutions
requirement.
IfaProgramAreaelectsnottohaveanEnglishlanguagecutoff,ortohavealower
cutoffthanrecommendedinSection2.3.4(whichwillbespecifiedincountry
profile),theProgramAreamustnotaccept:
i.
ii.

lowerthantherelevantinstitutionEnglishlanguageentryscorefordirectentry
intothecourse
scoresthataremorethanhalfapointlowerontheIELTS(ortheequivalent
TOEFLorPTEAcademic)thantherelevantinstitutionsEnglishlanguageentry
requirementforawardeesundertakingprecourseEnglishinAustralia.

Pre-course English training in Australia

2.3.7.

CountryprogramsmayelecttoprovideEnglishtrainingtoawardeesintheirhome
countryortheimmediateregion.ThefollowingpolicyrelatestoprecourseEnglish
traininginAustralia.

2.3.8.

Anawardeewhodoesnotmeettheinstitutionsrequirementsmaybeableto
undertakeprecourseEnglishlanguagetraininginAustralia.Thistrainingmaybe
providediftheawardeeis:

2.3.9.

i. withinhalfapointoftherequiredIELTS,or
ii. within25pointsofthepaperbasedTestofEnglishasaForeignLanguage,or
iii. within10pointsoftheinternetbasedTestofEnglishasaForeignLanguageor
iv. within7pointsofPTEAcademic.
PrecourseEnglishtraininginAustraliaisforamaximumofsixmonths.Exceptionsto
thissixmonthmaximummustbeagreedwiththeScholarshipsandAlumniBranch.

Pre-course English language training in-country

2.3.10.

ProgramAreasmayelecttoprovideprecourseEnglishlanguagetraining
incountry,priortomobilisation.

i. ProgramAreasareadvisedthat,onaverage,sixmonthsofEnglishlanguage
trainingwillresultinadvancing
o
o
o
o

HalfanIELTSpoint
25pointsTOEFLpaperbased
10pointsTOEFLinternetbasedor
7pointsPTEAcademic

ii. ItisuptoProgramAreastodetermineonwhatbasistheyprovideincountry
Englishlanguagetraining,andwhethertrainingisprovidedpriortooraftera
provisionalofferofanaward.
2.3.11.

ProgramAreaswilldeterminewhenapplicantsorawardeesneedtoprovideevidence
oftheirEnglishlanguageabilitiesandadviseapplicantsaccordingly.ProgramAreas
mustprovidetheevidenceinOASISwhenrequestingaplacementfortheapplicantat
aninstitution.
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2.3.12.

Beforemakingaplacementoffer,institutionsshouldgivecareful
considerationtotheEnglishlanguagetrainingthatanawardeemay
require.TheinstitutionmayofferaninAustraliaPreCourseEnglish
programonlyiftheawardeeiswithinhalfanIELTSpointortheequivalentTOEFL
scoreorPTEAcademicscoreoftheinstitutionsminimumEnglishlanguage
requirements.

2.3.13.

Aninstitutionmustnotacceptanawardeeiftheyareunlikelytoreachthestandard
ofEnglishrequiredforthemaincourseofstudieswithinthesixmonthsofPCE
training.

2.4.

Finding an appropriate course and institution

2.4.1.

ScholarshipsareavailableonlyforcoursesthatarelistedontheCommonwealth
RegisterofInstitutionsandCoursesforOverseasStudents(CRICOS),whichisthe
officialAustralianGovernmentwebsitethatlistsallAustralianeducationproviders
thatoffercoursestopeoplestudyinginAustraliaonstudentvisas.

2.4.2.

Scholarshipapplicantsarenotrequiredtohaveanofferofplaceatan
Australianinstitutionwhentheyapply.However,applicantsmusthave
researchedtheirpreferredcourses,includinginformationprovidedon
institutionwebsites,andensurethatitisincludedontheCRICOSRegister.Theonly
exceptionisqualifyingorpreliminarycourses,whichdonotneedtobelistedinthe
CRICOS.TheRegisterisavailableatwww.cricos.deewr.gov.au,thoughapplicantsare
encouragedtoresearchmorebroadlyforinformationoncourses.Applicantsare
askedtodotheirresearchcarefullybeforecompletingtheapplicationform.Once
theapplicationissubmitted,coursepreferencescannotbechanged.

2.4.3.

ApplicantsareexpectedtoundertakeresearchontheAustralianinstitutionsthatmay
providethemostappropriatecourseofstudywhichmeetstheirneeds.The
AustralianGovernmentwebsitewww.studyinaustralia.gov.auisagoodplacetostart.
Applicantsmustincludetheircourseandinstitutionpreferenceswhensubmitting
theirapplicationforaScholarship.

2.4.4.

Institutionsmayofferincountryinformationsessionsandalsohave
extensiveinformationontheirindividualwebsites.Aninstitutionmay
recommendaqualifyingorpreliminarycoursetobetakenaspartofthe
awardeesacademicprogram.

ProgramAreasmayalsoassistapplicantstomakeaninformeddecisionon
themostappropriatecourseofstudyandlocation.

2.4.5.

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2.5.
2.5.1.

2.5.2.

2.5.3.

Types of courses available to applicants

ThetypesofcoursesavailableforstudyunderaScholarshipwilldependonthe
applicantshomecountrygovernmentand/orDFATpolicy.AustraliaAwards
Scholarshipsmaybeavailableforthefollowingtypesofcourses:
i. VocationalEducationandTraining(VET)courses
ii. Bachelordegree(undergraduate)courses
iii. Masterdegreecourses
iv. Doctoratedegree(PhD)programs
AustraliaAwardsScholarshipsdonotsupportcompletionofstudiesalready
commencedinAustralia.
ApplicantsmustreadtherelevantCountryorRegionalProfileorcheck
withthenearestDFAToffice(ortheManagingContractorsoffice)tofind
outwhattypesofcoursesareavailabletothem.Forexample,some
ProgramAreasdonotprovidescholarshipsforundergraduateorPhDstudies.

Bachelor degrees
2.5.4.

ThemaximumdurationofstudypermittedforaBachelordegreeisfouryears.
DoubleBachelordegreesarepermittedsolongasbothareincludedintheoriginal
offerandbothcanbecompletedwithinfouryears.

2.5.5.

InstitutionsmayrecommendanawardeeundertakingaBachelordegree
todoanHonoursyearbysubmittingaCourseTransfervariationinOASIS
(referSection13.5.5).

2.5.6.

InstitutionsmustseekapprovalfromProgramAreasbeforeinvitinganawardeeto
undertakeanHonoursprogram.Institutionsshouldprovidetheawardeessubject
resultswhenseekingapproval.

2.5.7.

Approvalmustbesoughtbytheinstitutionnolaterthanthreemonthsbeforethe
awardeesscholarshipcompletiondate,toallowtimefortheProgramAreatoassess
therequest,includingseekingpartnergovernmentapprovalwhererelevant.

Master degrees
2.5.8.

ThemaximumdurationforaMasterdegreeprogramistwoyears.
WhereanawardeestudyingaMastersbyResearchreturnstotheirhomecountry
beforetheirfinalthesisissubmitted,awrittensubmissiontimeline(agreedbythe
awardeessupervisor)mustbegivenbytheawardeetotheirStudentContactOfficer
tobeuploadedintoOASIS.Themaximumdurationtosubmitathesisafterreturning
homeisoneyear.Failuretosubmitthethesisinthistimeperiodwillresultinthe
awardeehavingtheirscholarshipcompletionrecordedasafail.

2.5.9.

Masterdegreeprogramsmaybeofferedbycoursework,byresearchorbya
combinationofcourseworkandresearch.Mastersbyresearchoracombinationof
courseworkandresearchshouldbeofferedonlytothoseapplicantswhohave
demonstratedtheneedforhighlevelresearchskillsinordertoundertakeresearch
orteachingortosuperviseresearchersupontheirreturnhome.
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2.5.10.

DoubleMasterdegreesarepermittedonlywhenbothareincludedinthe
institutionsoriginalofferandbothcoursescanbecompletedwithintwoyears.

2.5.11.

TheonlyexceptiontothismaximumdurationistheMasterofDiplomacyatthe
AustralianNationalUniversity(ANU),whichtheAsiaPacificCollegeofDiplomacyat
theANUoffersaspartofdoubleMasterdegreeprogram.TheMasterofDiplomacyis
notofferedasastandalonecourseandthedoubledegreemaytakeuptothree
yearstocomplete.Onlyapplicantswitharelevantbackgroundindiplomacywho
willreturntotheoriginalorganisationatthecompletionoftheirscholarshipwillbe
consideredforthiscourse.

2.5.12.

ApplicantswishingtoundertaketheMasterofDiplomacyattheANUas
partofadoubleMasterdegreeprogrammustidentifythiscourseintheir
applicationform.PleasenotethatitisatthediscretionofProgramAreas
toapproveorrejecttheMasterofDiplomacydependingonProgramAreasbudget
andpolicy.

2.5.13.

IfProgramAreassupportanawardeetoundertaketheMasterof
DiplomacyaspartofadoubleMasterprogram,ProgramAreasare
requiredtorecordbothcoursesinOASISattheplacementstagewiththe
conditionoftheawardeepassingtheirfirstMasterqualificationwiththerequired
grade.

2.5.14.

ApplicantswishingtoundertakeaMastersbyresearchmustinvestigatean
appropriatesupervisor.Australianhighereducationinstitutionswebsites
identifytheinstitutionsareasofresearchstrength.Applicantsshould
supplyevidenceofpastresearchundertakenandhighlightoutcomes.

Doctorate (PhD) programs

2.5.15. ThemaximumdurationforaPhDisfouryears.
2.5.16. Whereanawardeereturnstotheirhomecountrybeforetheirfinalthesisis
submitted,awrittensubmissiontimeline(agreedbytheawardeessupervisor)mustbe
givenbytheawardeetotheirStudentContactOfficertobeuploadedintoOASIS.The
maximumdurationtosubmitaPhDthesisafterreturninghomeisoneyear.Failureto
submitthePhDthesisinthistimeperiodwillresultintheawardeehavingtheir
scholarshipcompletionrecordedasafail.

2.5.17. Studyatdoctoratelevel(PhD)maybesubjecttopartnergovernmentapproval.
Normally,approvalisgivenonlywheretheapplicantoccupies,orisexpectedto
occupy,aseniorpositionrequiringindividualresearchorthesupervisionandtraining
ofotherresearchersinaresearchorganisation(e.g.universityorresearchcentre)in
theapplicantshomecountry.
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Articulated study programs

2.5.18.

Anarticulatedstudyprogramisonethatcombinesalowerandhigherlevelcourseof
study,leadingtoawardofthehigherqualification.Examplesincludeavocational
courseprovidingadirectpathwaytoauniversityundergraduatecourseofstudy;or
aGraduateDiplomaleadingdirectlytoaMasters,oraMastersleadingdirectlytoa
PhD.

2.5.19.

Scholarshipsareavailableforarticulatedstudyprograms,subjecttotherelevant
CountryorRegionalProfile,butmustnotcomprisemorethantwocoursesorhavea
totaldurationinexcessofthemaximumdurationpermittedforthehigher
qualification(referSection5.2.9).

Preparation programs
2.5.20.

Preparationprogramsarecoursesdeemednecessarybytheinstitutiontoenablean
awardeetosuccessfullycompletetheirqualificationinthetimeframespecifiedin
CRICOS.Suchprogramsmaybeformalorinformal,forexamplebridgingcoursesor
specialintensivecourses,andmaynotleadtoarecognisedqualification.

2.5.21.

Preparationprogramsinclude:

2.5.22.

2.6.
2.6.1.

i. precourseEnglish(seeSection2.3)
ii. qualifyingorpreliminaryprogramsforpostgraduateawardees
iii. foundationprogramsforundergraduateandvocationaleducationandtraining
awardees.
Preparationprogramscanbeuptoamaximumof12months.Thetotalprogramof
activities(i.e.acombinationofthepreparatoryprogramsandthemaincourseof
studies)mustnotresultinthescholarshipdurationbeingmorethan12months
longerthanthemaincourse.

Types of courses for which Australia Awards Scholarships are

not available
AustraliaAwardsScholarshipsarenotavailablefor:
i.

undergraduatecoursesthatrequiremorethanfouryearsofstudy(e.g.medical
andveterinaryscienceprogramsthattakefiveormoreyearstocomplete)
ii. undergraduatecoursesthatareavailableattertiaryeducationinstitutionsinthe
awardeeshomecountry
iii. traininginareasrelatedtonucleartechnologyorflyingaircraft
iv. legalworkshops
v. studybydistanceorexternalmodeinAustraliaunlessaspartofCRICOS
registeredcoursewherethemajorityofunitsareundertakenintheprimary
institutionandtheexternalcomponentisnomorethan25percentofthetotal
semesterstudyload
vi. studybydistanceorexternalmodewhileresidingoutsideAustraliaunlessas
partofCRICOSregisteredcoursewherethemajorityofunitsareundertakenin
Australiaandtheexternalcomponentisnomorethan25percentofthetotal
semesterstudyloadandwiththepriorapprovaloftheProgramArea
vii. militarytraining
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2.6.2.

2.6.3.

2.7.
2.7.1.

viii. trainingincountersubversionmethods,thesuppressionofpoliticaldissentor
intelligenceprocurement.
GenerallyscholarshipswillnotbeavailableforcoursesofstudyinAustraliawhere
theapplicantalreadyhasachievedthatqualificationandthequalificationisdeemed
tobeequivalenttotheAustralianqualificationatthesamelevel.
Thisisnotanexhaustivelist,andexcludedprogramsofstudyarenotlimitedtothe
above.

Application process
TheCountryandRegionalProfilesdetailtheopeningandclosingdatesfor
applicationsandwhichmethodofapplicationisacceptableforthatcountryor
region.NotallProgramAreasareabletoreceiveapplicationsviatheonline
applicationfacilityinOASIS.

2.7.2.

Itisimportantthatapplicantsreadandfullyunderstandandcomplywith
therelevantCountryorRegionalProfilebeforesubmittinganapplication.
GuidanceforapplicantsonusingtheOnlineApplicationfacilityOASISisat:
http://aid.dfat.gov.au/Publications/Pages/2303_50_633_9711_3818.aspx.

2.7.3.

Applicantswillneedtosupplyanumberofdocumentstosupporttheirscholarship
applicationincluding,butnotnecessarilylimitedto:

i.

acertifiedcopyoforiginalformaldegreegraduationcertificate(i.e.testamur)
and,ifnotinEnglish,acertifiedtranslationofthedegree

ii.

acertifiedcopyoforiginalformalacademictranscript/sand,ifnotinEnglish,a
certifiedtranslationcopyofthetranscript/s

iii. acertifiedcopyofacitizenshipdocument(e.g.passportornationalidentitycard)
iv. acertifiedcopyoforiginalbirthcertificateand,ifnotinEnglish,acertified
translation
v.

acurriculumvitae(CV)brieflydetailingworkhistoryandresponsibilities(and
researchexperience,ifrelevanttotheapplication)

vi. refereereports:atleastoneacademicrefereereportandatleastoneother
refereereport(e.g.aworksupervisor).MastersbyResearchorPhDapplicants
shouldprovidetwoacademicrefereereports.Atemplateforthepreferred
formatofarefereereportisavailableathttp://aid.dfat.gov.au/australia
awards/Pages/howtoapply.aspx
vii. acertifiedcopyoforiginalEnglishlanguagetest(IELTSORTOEFL)results
certificatevaliduntil1Januaryoftheyearinwhichthestudieswillcommence.
(Forexample,asresultsarenormallyvalidfortwoyears,thetestdatewould
needtohavebeentakenafter1January2014foranapplicationforascholarship
tocommencestudiesin2016)
viii. PhDcandidatesonlyevidence(e.g.letteroremailcommunication)thatthe
applicanthasreceivedinprinciplesupportfortheirresearchtopicfroma
potentialsupervisor.
2.7.4.

SeeSection2.7.7forrequirementsofcertification.

2.7.5.

PhDcandidatesonlyifanAustraliaAwardsScholarshipisawarded,anadditional
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researchproposalforProgramAreastosubmittoinstitutions.

2.7.6.

ProgramAreasmayneedtosubmit,onbehalfofasuccessfulapplicant,an
applicationformfortherelevantinstitutioninadditiontotherequestfor
placementtomeettheirinstitutionsspecificenrolmentrequirements.

Document certification
2.7.7.

Documentsaccompanyingascholarshipapplicationthatrequirecertificationmust
becertifiedinaccordancewiththerequirementsbelow.

2.7.8.

Theoriginaldocumenthasbeensightedandthecopyhasbeensworntobeatrue
copyoftheoriginalbyanauthorisedpersonatoneofthefollowing:
i.

2.7.9.

theofficialrecordsdepartmentoftheinstitutionthatoriginallyissuedthe
document/s,or
ii. anAustralianoverseasdiplomaticmission,or
iii. aNotaryPublic.
Theauthorisedpersonmust:
i.

2.7.10.

2.7.11.

2.7.12.

writeThisisacertifiedtruecopyoftheoriginaldocumentassightedbyme,
and
ii. signandprinthis/hername,address,contacttelephonenumber,professionor
occupationororganisationandthedateverified,and
iii. includetheofficialstamporsealoftheverifiersorganisationonthecopy,ifthe
organisationhassuchastamp.
Whereaninstitutionhasspecificdocumentcertificationrequirements,theawardee
mustmeettheinstitutionsrequirements.
ProgramAreasmayelectatwhichstageoftheapplicationorselection
processtheyrequirecorrectlycertifieddocuments,providedthatcertified
copiesareincludedineachrequestforplacementatanAustralian
institution.

Applicantscannotverifytheirowndocuments,eveniftheybelongtooneof
thecategorieslistedinSection2.7.8,anddocumentscannotbeverifiedby
apersondirectlyrelatedtotheapplicant.Ifanapplicanthasstudiedunder
apreviousname,theymustsupplydocumentaryevidencetoprovetheirchangeof
name,suchasamarriagecertificate,deedpollregistrationorotherregistration.The
documentationmustshowtheirpreviousname/sandtheircurrentname/s.

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3. Fraud
3.1.1.

DFATtakesallpossiblestepstoensurethatAustralianGovernmentfundsareused
appropriatelytodelivereffectiveaidanddevelopmentandtreatsallattempted,
alleged,detectedandsuspectedfraudseriously.

3.1.2.

DFATdefinesfraudasdishonestlyobtainingabenefit,orcausingaloss,bydeception
orothermeans.Itcannotsimplybeduetoacareless,accidentaloranerroneousact.

3.1.3.

ThefollowingcouldconstitutefraudinthecontextoftheAustraliaAwards:
i.
ii.
iii.
iv.
v.

3.1.4.

3.1.5.

3.1.6.

falseapplicationsupportingdocuments
falseinformationonforms
notdisclosingrelevantinformation
notdisclosingaconflictofinterest(e.g.relationshipwithdecisionmakers)
deliberatelyclaimingabenefitnotentitledto(e.g.reuniontravelwhen
dependentfamilymembersareresidingwiththeawardeeinAustralia).
DFAThasazerotoleranceattitudetowardsanyattemptstogainabenefit
fraudulentlyfromtheAustralianGovernment.DFAThastherighttovaryorreverse
anydecisionregardinganAustraliaAwardmadeonthebasisofincorrector
incompleteinformation.

Applicantsthatprovidesuspectedfraudulentdocumentswillbeexcludedfromthe
selectionprocessuntilthedocumentsareverified.Iffraudisconfirmed,the
applicantwillbeineligibletoapplyforfurtherAustraliaAwards.
WhensubmittingtheirapplicationforanAustraliaAward,applicantsare
requiredtodeclarethatthecontentsoftheirapplicationaretrueand
correct;andacknowledgethatDFAThastherighttovaryorreverseany
decisionregardinganAustraliaAwardsScholarshipmadeonthebasisofincorrector
incompleteinformation.PleasealsorefertotheFraudclauseinthecontractsigned
byallawardeespriortobeginningtheirscholarshipforfurtherinformation.

3.1.7.

InstitutionsmustreportimmediatelytotheScholarshipsandAlumni
Branchviaemailwhenitdetectsorsuspectsthatanawardeehas
committedfraud.

3.1.8.

ProgramAreasmustreportimmediatelytoDFATsFraudControlSection
andcopytheScholarshipsandAlumniBranchviaemailwhenitdetectsor
suspectsthatanawardeehascommittedfraud.

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4. Selection
4.1.

Selection process and criteria

4.1.1.

ProgramAreasmanagetheselectionprocessineachcountry/regionandthe
selectionprocessisdetailedintherelevantCountryorRegionProfile.Theselection
processshouldincludeaninterviewofshortlistedcandidates.

4.1.2.

Selectionofapplicantswilltakeintoaccounttheapplicantsprofessionaland
personalqualities,academiccompetenceand,mostimportantly,theirpotentialto
impactondevelopmentchallengesintheirhomecountry.Eachcountryorregion
mayhaveadditionalselectioncriteria,whichcanbeaccessedintherelevantCountry
orRegionProfile(http://aid.dfat.gov.au/australia
awards/Pages/eligiblecountries.aspx).

4.1.3.

ThetablebelowisaguideforapplicantstounderstandhowProgramAreasmight
scoreanapplicant.
Outstanding:90%

Verygood:80%89%

Good:70%79%

Satisfactory:60%69%

Limited:<60%

Outstandingapplicationwithastudyprogramthathas
beenverywelldevelopedinrelationtoitscontribution
tobuildingleadershipinsupportofhomecountrys
development;anoutstandingcandidatewithstrong
academiccapacityanddemonstratedleadership
capacitiesinstrategicandinspirationalthinkingand
practice,whoisverylikelytomakeasignificantimpact
intheirfieldofpracticeinhomecountryand
internationally.
Highqualityapplicationwithastudyprogramthathas
beenwellconsideredforitscontributionstobuilding
leadershipinsupportofhomecountrysdevelopment;
ahighlycapablecandidatewhohasdemonstrated
promisingleadershipcapacitiesinstrategicand
inspirationalthinkingandpractice,whoislikelytomake
asignificantimpactintheirfieldofactivity.
Worthyapplicationwitharelevantstudyprogram;a
capablecandidatewhohasdemonstratedsome
promisingleadershipcharacteristicsandislikelyto
completethestudyprogramandmakeasound
contributiontotheirfieldofactivity.
Anadequateapplicationwitharelevantstudyprogram;
acandidatethathasdemonstratedsomeinitial
leadershipcharacteristicsandisreasonablylikelyto
completethestudyprogramandmakeacontribution
totheirfieldofactivity.
Anapplicationthathasnotbeenwellthoughtthrough
andhasahighelementofriskinrelationtosuccessful
completionofthestudyprogram;acandidatewith
limitedpotentialtocontributeasaleaderintheirfield
ofactivity.

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4.1.4.

4.2.

ProgramAreasareresponsibleforselectingandawardingscholarshipsto
themostsuitableapplicants.Theseareapplicantswhomatchthedesired
profile,whodemonstrateastronglikelihoodofsucceedingintheirstudies
andwhowillbeabletocontributetodevelopmentinareasbeingtargetedbythe
countryorregionalstrategy.Applicantswhoalsodemonstratesignificantabilityto
developnetworkswhileinAustraliaandpromoteAustraliaintheirhomecountryon
completionoftheirstudieswillalsobefavourablyconsidered.

Reintegration plans

4.2.1.

Reintegrationplans(alsoknownasDevelopmentImpactPlansorReEntryAction
Plans)areaneffectivetooltoassistProgramAreas,applicants,awardeesandalumni
attheselection,returnhomeandpostscholarshipstages,andarestrongly
recommendedasabestpractice.

4.2.2.

Awardeesmayberequiredtocompleteareintegrationplanatanystageof
theirscholarship,includingaspartoftheirscholarshipapplication.

4.2.3.

Thereintegrationplanisastatementofintentbytheapplicant,settingout
practicalandrealisticexamplesoftasksonwhichtheyplantoapplytheskillsand
knowledgegainedthroughtheirstudiesinAustraliaandthepossibleconstraintsthey
thinkcouldpreventthemfromachievingthesetasks.

4.2.4.

ProgramAreasmayincludereintegrationplansaspartoftheapplication
andselectionprocessandrequireallapplicantstocompletea
reintegrationplantohelpselectionpanelsidentifywhichcandidateshave
wellthoughtthroughapproachesforusingtheirnewskillsonreturntotheirhome
country.

4.2.5.

ProgramAreasmayincludetheapplicants/awardeesemployerasapartytothe
plan,particularlywheretheemployerisholdingtheawardeespositionopen,and
wherethereisastronghumanresourcedevelopmentpriorityfortheProgramAreas
AustraliaAwardsScholarships.

4.3.

Successful and reserve applicants

4.3.1.

TheScholarshipselectionprocessineachcountry(or,insomecases,intheregion)
willresultinalistofsuccessfulcandidatesequaltothenumberofscholarships
availableforthecountryorregion,andinmostinstancesalistofreservecandidates
rankedinorder.

4.3.2.

SuccessfulcandidatesbecomeawardeesoncetheirplacementatanAustralian
institutionhasbeenprocessedandthecandidatehassignedtheScholarshipcontract
withtheCommonwealthofAustralia.

4.3.3.

ProgramAreaswillonlyselectreservecandidateswheretheyarehigh
qualityandwillensurethatreservecandidatescontinuetomeetall
eligibilitycriteriaandbedeemedsuitableforplacement,intheeventthata
successfulcandidatesinstitutionplacementisrejected,orthecandidatewithdraws
beforetheydepartforAustralia.

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4.4.
4.4.1.

Advising applicants of selection outcomes

ProgramAreaswillinformapplicantsoftheoutcomesoftheirAustralia
AwardsScholarshipsselectionprocess.

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5. Placement
5.1.

Request for placement and placement offers

5.1.1.

Aftertheselectionofawardeesisfinalised,theProgramAreasuseOASIStorequest
placementsforsuccessfulapplicantsattheirfirstpreferenceinstitutionandcourse.

5.1.2.

Requestsforplacementareassessedbyinstitutionsonmerit.Aninstitutionwill
processaplacementofferonlywheretheawardeemeetstheinstitutionsadmission
requirementsandisassessedasbeingcapableofsuccessfullycompletingthe
nominatedcoursewithinthespecifiedperiod(asrecordedontheCRICOSwebsite).
i.

forplacementsofawardeeswithdisability,additionalconsiderationsand
requirementsapply(seeChapter9).
DFATreservestherighttorejectaplacementoffermadebyaninstitutionorto
withdrawaplacementrequestifsubmittedinerror.

5.1.3.

5.1.4.

SuccessfulapplicantsselectedtoundertakeaPhDorMastersbyResearch
willneedtoprovideProgramAreaswithawelldevelopedresearch
proposaltosubmittotheinstitutionaspartoftheRequestforPlacement
process.Theproposalshouldincludeaproposedmethodology,timelineandabrief
literaturereview.

5.1.5.

ProgramAreasmustuseOASIStorequestplacements.Requestssentoutside
OASISmaynotbeconsideredbyinstitutions.

5.1.6.

ProgramAreaswillinitiaterequestsforplacementinOASISby25Augustforfirst
semestercommencementandby15Marchforsecondsemestercommencement.
ProgramAreasaretoensurethatwhensubmittingarequestforplacementtoan
institution:

i. itiscompliantwithanycountryspecificconditionssetbythepartnergovernment,
and
ii. thefollowinghasbeenuploadedorrecordedinOASIS:
o
o
o
o

properlycertifiedsupportingdocumentation
theawardeesemergencycontactdetails
thedependentsinformation,whererelevant
theawardeespassportnumberandexpirydate.

iii. forPhDawardees,thefollowinghasbeenuploadedintoOASIS:
o

theletteroremailcommunication,asoutlinedatSection2.7.3viii,fromthe
applicantspotentialsupervisorgivinginprinciplesupportfortheresearch
proposal,and
thesupportingdocumentsoutlinedatSection2.7.3.

5.1.7.

IftheinstitutionrequestsfurtherinformationfromProgramAreastoprocessthe
requestforplacement,ProgramAreasmustrespondpromptlytoenablethe
institutionsfinalresponsetotherequestforplacementtobesentinaccordancewith
thetimeframesoutlinedinSection5.1.11.

5.1.8.

Placementsinvolvingperiodsofmorethansixweeks,wheretheawardeeisnot
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enrolled(excludingsemesterbreaks),shouldnotbeapproved.Ifalongperiod
withoutstudyisunavoidablebetweenprecourseEnglish,foundationprogramsor
articulatedprogramsandmaincoursesofstudy,alternativeoptionsinclude
enrolmentinsummerorwintercoursesorsuspensionshouldbeconsidered(refer
Section13.4).
5.1.9.

Ifanapplicantsfirstpreferenceisdeclinedbyaninstitution,theProgramAreasmay
decidetoapproachthesecondorotherpreferredinstitution.TheProgramAreaswill
liaisewiththenextpreferredinstitutiononthatinstitutionsrequirements.The
secondpreferenceinstitutionwillprocesstherequestforplacementinOASISinline
withtheprocessandtimeframeoutlinedinSection5.1.115.1.15.

5.1.10.

Ifasuccessfulapplicantcannotbeplacedinanyoftheirpreferredcourses,the
ProgramAreamustadvisetheapplicantsnominatingauthorityandtheapplicant(as
appropriate)thatnoplacementcanbeoffered.Insuchcircumstances,theProgram
Areawillwithdrawtheoffer,andmaythenrequestaplacementforareserve
applicant.

5.1.11.

InstitutionsmustrespondtocompleteplacementrequestsreceivedinOASIS:
i.

within15businessdaysforcourseworkstudies

ii.

within30businessdaysforresearchstudies.

iii. TheinstitutionmayrespondtoaplacementrequestinOASISby:
iv.

decliningtoofferaplaceattheinstitutionandstatingthereasonswhy

v.

offeringaplaceconditionally

vi.

offeringaplaceunconditionally.

5.1.12.

IftheinstitutionrequiresfurtherinformationfromtheProgramAreatoprocessthe
placement,theinstitutionmustrespondtotherequestforplacementassoonas
possiblesoastoattempttomeetthetimeframeasatSection5.1.11.

5.1.13.

Iftheinstitutiondoesnotrespondtoacompletedrequestwithinthestipulated
timeframetheProgramAreamaywithdrawtheplacementfromthatinstitutionatits
discretion.

5.1.14.

Theinstitutionshouldensureplacementoffersinclude:
i.

theIntroductoryAcademicProgram

ii.

theawardeesnominatedcourse(reflectinganycreditforpreviousstudyor
recognitionofpriorlearningthatmayreducethelengthoftimeneededto
completethecourse)

iii. anypreparatoryprogramsdeemednecessarybytheinstitution
iv.

anyothercompulsorycoursesorcourseelements(e.g.fieldwork,work
attachments,firstaidcourse,occupationalhealthandsafetycourse,etc.)

v.

coursecostsandscholarshipentitlements,asrequired(seeChapter10)

vi.

anyconditionsoftheoffer

vii. recognitionofcreditreceivedforpriorstudyandcourselength,feesand
entitlementsadjustedaccordinglywhereappropriate
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viii. additionalinformationabouttheplacementofferthatthesuccessful
applicantshouldbeawareofwhensigningtheofferandcontract,
suchascoursesthataredeliveredinanonstandardmode(i.e.
intensivemodeoratmorethanoneinstitution).

5.2.

Preparation programs

5.2.1.

Preparationprogramsarecoursesdeemednecessarybytheinstitutiontoenablean
awardeetosuccessfullycompletetheirqualificationinthetimeframespecifiedin
CRICOS.Suchprogramsmaybeformalorinformal,forexamplebridgingcoursesor
specialintensivecourses,andmaynotleadtoarecognisedqualification.

5.2.2.

Preparatoryprogramsinclude:
i. precourseEnglish(seeSection2.3.72.3.9)
ii. qualifyingorpreliminaryprogramsforpostgraduateawardees
iii. foundationprogramsforundergraduateandvocationaleducationandtraining
awardees.

5.2.3.

Institutionsmayrecommendpreparatoryprogramsthatrunforuptoa
maximumof12months.Thetotalprogramofactivities(i.e.acombination
ofthepreparatoryprogramsandthemaincourseofstudies)mustnot
resultinthescholarshipdurationbeingmorethan12monthslongerthanthemain
course.

Foundation programs
5.2.4.

Afoundationprogramofupto12monthsmaybeofferedbytheinstitutionto
vocationaleducationandtrainingandundergraduateapplicantsiftheinstitution
assessesthattheawardeedoesnotmeettherequiredstandardfordirectentryinto
theirchosencourse.

5.2.5.

Awardeesmayalsoattendincountryfoundationprogramsaspartoftheir
scholarshipprogram.

5.2.6.

ApprovalfromtheScholarshipsandAlumniBranchmustbesoughtifthereislikely
tobemorethanatwoweekbreakbetweencompletionofthepreparatoryprogram
andthemaincourseofstudyatanytimeotherthannormalsessionbreaks.

5.2.7.

AwardeesundertakingpreparatoryprogramsinAustraliashould
commencetheirmaincourseofstudyassoonasthepreparatoryprogram
iscompleted.Awardeesmustachievesatisfactoryresultsintheir
preparationprogramtocontinuetheiraward,includingpreparatoryprograms
undertakenincountry.Failuretoachievesatisfactoryresultsmayresultin
terminationoftheaward.

5.2.8.

Uponreceivingarequestforplacement,institutionsshouldassesswhetherthe
awardeewillrequireapreparationprogramtosuccessfullycompletetheir
qualificationinthetimeframespecifiedinCRICOS.Preparationprogramsshouldbe
includedintheinitialplacementoffer.Iftheinstitutionlaterassessesthatashorter

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periodofpreparationisadequate,theinstitutionmustreducetheoverall
lengthoftheawardinOASISthroughareductionvariationtowardsthe
endoftheawardperiod(seeSection13.7).

Articulated study programs

5.2.9.

Forarticulatedstudyprogramsundertakenatmorethanoneinstitution,the
institutionofferingthehighercourseofstudyisdeemedtobetheprimary
institution.Theprimaryinstitutionwillberesponsibleforthecontractualobligations
withDFAT.

5.2.10.

Theprimaryinstitutionneedstoensurethatbothcoursescomprisingthearticulated
programareidentified(andenteredintoOASIS)aspartofthescholarshipoffer.

Reviewing a placement offer and issuing a letter of offer

5.2.11.

ProgramAreasareresponsibleforreviewinganinstitutionsplacementoffer,and
issuingtheletterofoffer,alongwiththescholarshipcontracttothesuccessful
applicant,andrecordingtheapplicantsacceptance(orrejection)oftheofferin
OASIS.OASISwillsendanemailalerttotheinstitutionadvisingofthisdecision.

5.2.12.

ProgramAreaswillreviewaplacementofferfromaninstitution,and
requestfurtherinformationorclarificationifrequired,toensurethatit
containstheinformationasoutlinedatSection5.1.15.

5.2.13.

OncetheProgramAreahasreviewedtheplacementofferandissatisfiedthatit
meetstherequirementsabove,theProgramAreasmust:

i. generatealetterofofferandcontractinOASIS,ensuringthatspecificconditions
requiredbytheinstitutionareincluded
ii. sendtheletterofofferandcontracttothesuccessfulapplicanttosign
iii. uploadthesignedcontractintoOASISonceitisreceivedfromtheapplicant
iv. recordtheacceptance(orrejection)oftheplacementofferinOASIS.

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6. Accepting the scholarship and its conditions

6.1.

Accepting the scholarship

6.1.1.

Ascholarshipisonlyofferedonceanapplicantsplacementofferisfinalised.Upon
signingthescholarshipcontract,applicantsbecomeawardees.

6.1.2.

Successfulapplicantswillreceiveascholarshipletterofofferandcontract
fromtheProgramAreasintheircountry.Toacceptthescholarshipandits
conditions,thesuccessfulapplicantmustreadandsignthecontract
betweenthemselvesandtheCommonwealthofAustraliaandreturnittothe
ProgramArea.

6.2.
6.2.1.

Scholarship conditions
Inacceptingthescholarship,awardeesagreetothefollowingscholarshipconditions:

Obligations
Theawardeesagreesthattheymust:
i.

commencetheScholarshipintheacademicyearforwhichitisoffered,unless
DFAThasagreedtodeferthecommencementoftheawardeesstudiesuntil
DFATissatisfiedthattheawardeeisreadytodoso

ii.

participateinthepredeparturebriefingarrangedbytheProgramAreaand
participateintheinstitutionscompulsoryIntroductoryAcademicProgramwhen
theawardeearrivesinAustralia

iii. undertakeonlytheapprovedcourseofstudyforwhichtheScholarshipis
offered,abidebytherulesoftheinstitution,submitallassessmentitems
requiredforthecourseandsitexaminations,andcompletetheawardees
courseofstudyandtheScholarshipbytheenddate
iv.

obeythelawsthatapplyinAustraliaandactinamannerthatwillnotbring
disreputetoDFAT,and

v.

leaveAustraliaforaminimumoftwoyearsattheendof,orterminationof,the
awardeesScholarshipandacknowledgethatanytimespentinAustraliaduring
thetwoyearexclusionperiodwillextendtheenddateoftheexclusionperiod.

ForthedurationoftheScholarshiptheawardeemust:
vi.

maintainafulltimeprogramofstudyatalltimesunlessapprovedbyDFAT

vii. makesatisfactoryacademicprogressasdeterminedbytheinstitution
viii. resideinAustraliaforthedurationoftheScholarship(apartfromholidays,
reunionvisitsorfieldworkvisitswhichhavebeenapprovedbyDFAT)
ix.

maintainaclearanddirectlineofcommunicationwithDFATthroughthe
StudentContactOfficer,recognisingthattheStudentContactOfficeristhefirst
pointofcontactfortheawardeesdealingwithDFAT,and

x.

workwithDFATandtheStudentContactOfficerifawelfareorcriticalincident
occurs.
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Visa
xi.

TheawardeeagreestosatisfyallvisarequirementsdeterminedbytheAustralian
DepartmentofImmigrationandBorderProtectiontoholdaForeignAffairsor
DefenceSector(subclass576)visa,assetoutat:
http://www.immi.gov.au/Visas/Pages/576.aspx.

xii. TheawardeeacknowledgesthattheAustralianDepartmentofImmigrationand
BorderProtectionissuesvisasforentryintoAustraliaandthatDFATcanprovide
supportforcertainvisasbuthasnocontrolovervisadecisionsmadebythe
DepartmentofImmigrationandBorderProtection.
xiii. Theawardeewillnotapply,includingaspartofajointorfamilyapplication,fora
visaotherthantheForeignAffairsorDefenceSector(subclass576)visaforthe
durationoftheawardeesScholarship,andacknowledgesthatiftheawardee
doesthentheirScholarshipwillbeterminated,andtheywillincuradebttothe
CommonwealthofAustraliaofthetotalaccruedcostoftheirscholarship.
Financialobligations
xiv. Theawardeeacknowledgesthattheawardeeisresponsibleforallcoststhat
occurduringtheScholarshipperiodthatarenotcoveredbytheScholarship
benefits.
xv. Theawardeeacknowledgesthattheawardeeisresponsibleforhowtheybudget
anyScholarshipbenefitstheawardeereceivestopaytheirlivingexpenses.
xvi. TheawardeeagreestorepayallScholarshipbenefitstheawardeereceives,asa
debtdueandowingtotheCommonwealthofAustraliaif:

theawardeedoesnotleaveAustraliaattheendoftheScholarship,or
iftheawardeeappliesforanythingotherthanashorttermtemporary
visatoreturntoAustraliawithintwoyearsofcompletionofthe
Scholarship.

Medicalexpenses
xvii. TheawardeeacknowledgesthattheawardeesOverseasStudentHealthCover
(OSHC)maynotcoverallmedicalexpenses,andthattheawardeeisliablefor
anyadditionalexpensesincurredbythemandtheawardeesdependentsduring
theirScholarship.
Otherscholarshipsandstudies
xviii. TheawardeewillnotholdanotherAustralianGovernmentscholarship,other
thanaDFATsupplementaryaward,atthesametimeastheAustraliaAwards
Scholarship,orbeginstudyinganothercourse.
xix. Theawardeewillnotundertakeanyadditionaloffscholarshipstudiesduring
theirtimeinAustraliaontheForeignAffairsorDefenceSector(subclass576)
visa.
Changeofcircumstances
xx. TheawardeewilladviseDFATimmediately,viatheStudentContactOfficerat
theinstitution,ofanypersonal,financialorfamilycircumstancesorincidents
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(e.g.familyorfinancialproblems,medicalconditions,etc.)thatmightaffectthe
awardeesabilitytocommencetheScholarshipontimeortocompletethe
approvedcourseofstudywithintheScholarshipperiod.
xxi. TheawardeewilladviseDFATimmediately,viatheStudentContactOfficerat
theinstitution,iftheawardeemarriesapersonwhoisanAustralianorNew
Zealandcitizen,orisapermanentresidentinAustraliaorNewZealand,
acknowledgingthattheawardeeneedstocomplywiththeScholarship
conditionsandvisaconditionseveniftheawardeesmaritalstatuschanges.
ChangestoScholarshiporcourseofstudy
xxii. TheawardeewilldiscusswiththeStudentContactOfficerattheinstitutionany
proposedchangestotheapprovedcourseofstudyforwhichtheScholarshipis
offered.
xxiii. Theawardeewillobtainapprovalfromtheinstitution,DFATand,insome
instances,thepartnergovernmentbeforemakinganychangestothecourseof
study.
xxiv. TheawardeeacknowledgesthatDFATmayamendtheperiodoftheScholarship
orScholarshipbenefitsatitsdiscretion.
TerminationandSuspensionofScholarship
xxv. TheawardeeacknowledgesthattheawardeeholdstheAustraliaAwards
ScholarshipwithDFATssupportandDFATreservesitsrighttoterminatethe
Scholarshipandwithdrawitssupportatanytime,includingiftheawardee:

doesnotcomplywithaconditionoftheScholarship
doesnotmakesuccessfulacademicprogressandremedialstrategies
havenotbeensuccessful
isexcludedbytheinstitutionfromthecourseorstudyunitsdueto
academicfailureorfromremainingattheinstitutionbecauseof
misconduct(asdefinedbytheinstitution)
completesthemaximumperiodofEnglishlanguagetrainingavailable
underthescholarshipandstillhasinsufficientEnglishlanguageability
forentrytothemaincourseofstudy
isunabletocontinueaprogramduetoseriousillnessorincapacityfor
medical/mentalhealthreasons
conductsthemselvesinamannerwhichisconsideredtohave
transgressedacceptableAustraliancommunitystandards
isfoundtohavecommittedanactoffraud
appliesforavisaotherthantheForeign Affairs or Defence Sector
(subclass576)visa,or
isfoundguiltyofacrime.
xxvi. TheawardeeacknowledgesthatDFATreservestherighttosuspendthe
Scholarship,includingif:

DFATdeterminesthattheawardeeisunabletocontinuetheircourse
orstudy,or
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isunabletocontinueacourseorstudyduetoseriousillnessor
incapacityduetomedicalormentalhealthreasons.
xxvii. TheawardeeacknowledgesthattheScholarshipwillbesuspendeduntilthe
awardeecandemonstratethattheawardeeisabletoundertakefulltime
study,acknowledgingthatDFATwilldeterminewhentheScholarshipre
commences.
xxviii. Iftheawardeesscholarshipissuspendedtheawardeewillreturntotheir
homecountry(withanydependents)forthedurationofthesuspensionand
willseekthepriorapprovalofDFATandtheinstitutionbeforereturningto
Australia.
Privacy
xxix. Theawardeealsoacknowledgesthattheawardeeisawarethat:

xxx.

thePrivacyAct1988governsthehandlingofpersonalinformationby
AustralianGovernmentagencies
(http://www.oaic.gov.au/privacy/privacyact/theprivacyact),and
DFATsprivacypolicyisavailableat
http://www.dfat.gov.au/privacy.html.
Theawardeeconsentstotheirpersonalinformationandthatoftheirfamily
membersanddependents,includingsensitiveinformationasdefinedinthe
PrivacyAct1988,beingcollected,handled,usedanddisclosedbyand
exchangedbetweenDFAT,othergovernmentagenciesincludingAustralian
immigrationauthorities,Australiantertiaryinstitutions,partnerorganisations
(includingmanagingcontractorsandsubcontractors),medicalinsurers,
medicalpractitioners,casemanagers,thehomegovernment(where
applicable)andotherparties,inthecircumstancesoutlined,andforthe
purposesindicated,intheAustraliaAwardsScholarshipsPolicyHandbookas
updatedfromtimetotime.

xxxi. TheawardeeacknowledgesthatDFATmaydisclosetheirpersonalinformation
totheirhomegovernmentoranotheroverseasrecipient,suchasafamily
membernominatedbyawardeesandthatDFATwillnottakeanystepsto
ensurehishomegovernmentoranyotheroverseasrecipientdoesnotbreach
theAustralianPrivacyPrinciplesunderthePrivacyActbeforedisclosingtheir
personalinformationtothem,andawardeesconsenttoDFATdisclosingthe
informationonthatbasis.
xxxii. Theawardeeacknowledgesthatthepurposeofanysuchexchangeor
disclosureofpersonalandsensitiveinformationistoenableDFATandothers
toproperlymanagetheAustralianAwardsScholarshipandanywelfare
incidentsorcriticalincidentsaffectingawardeesandtheirscholarship
conditions.
xxxiii. TheawardeeacknowledgesthatfromtimetotimetheAustralianGovernment
mayproducemediareleasesinAustraliaandintheawardeeshomecountry
andcirculateinformationtoDFATsoffshoreProgramAreasandAustralian
educationinstitutionsinhardcopyandontheInternetinrelationtothe
Scholarshiporotherdevelopmentactivities(promotionalmaterial),and
xxxiv. TheawardeeconsentstoDFAT,AustralianMinistersandAustralian
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Governmentagenciescollecting,exchanging,usinganddisclosinginformation
abouttheawardeeincluding,butnotlimitedto,theiracademicbackground,
theirstudyprograminAustraliaandtheirprofessionalachievementseither
beforeorafterreceivingtheScholarship,andincludingitinsuchpromotional
material.

6.3.

Child protection

6.3.1.

DFAThasclearandstrictpoliciesinrelationtomanagingandreducingrisksofchild
abuseandexploitation.

6.3.2.

AwardeesmustactinaccordancewiththeDFATChildProtectionPolicyprinciples
andsigntheCodeofConductsectionoftheirscholarshipcontract.IfanAwardeeis
involvedinachildprotectionincidentinAustralia,theScholarshipsandAlumni
BranchWelfareandCriticalIncidentManagementprocessapplies.Allegationsabout
childabuseorexploitationinvolvinganAwardeewillbehandledinaccordancewith
relevantAustralianCommonwealth,StateandTerritorylaws,subjecttoandorderof
aCourtshouldanallegationbeprovenagainstanawardeethiswouldresultinthe
terminationoftheawardeesawardandreturntotheircountry.

6.3.3.

Childabuseandexploitationincludesalltypesofphysicaland/oremotionalill
treatment,sexualabuse,neglect,negligenceandcommercialorotherexploitation,
whichmayresultinpotentialoractualharmtoachildshealthandwelfare.For
moreinformationonDFATsChildProtectionPolicy,see
http://aid.dfat.gov.au/aidissues/childprotection/Pages/home.aspx.

6.3.4.

AwardeesmustsigntheDFATChildProtectionCodeofConductsectionof
theirscholarshipcontract.

6.3.5.

ProgramAreasmustensurethattheyprovideacopyoftheDFATChild
ProtectionPolicywiththeAustraliaAwardsScholarshipofferandcontract,
andthatawardeeshavesignedtheChildProtectionCodeofConduct
sectionoftheirscholarshipcontract.

6.4.

Deferring an offer

6.4.1.

AnAustraliaAwardsScholarshipmaybedeferredtoallowtheawardeeto
commenceatalaterdatewithintheacademicyearforwhichthescholarshipis
offered.Adeferraltocommenceatalaterdatewithintheacademicyearmaybe
approvedforavarietyofreasonsincludingpregnancy,visaissuesandfamilyorwork
responsibilities.

6.4.2.

Onlyinveryexceptionalcaseswherethecauseisbeyondthecontroloftheawardee
(e.g.visaprocessingdelaysorwherefoundationcoursesareonlyavailableinfirst
semester)mayanAustraliaAwardsScholarshipbedeferreduntilthefollowing
academicyear.Workorfamilycommitments,healthissues(excludingdisability)or
notbeingabletomeettheEnglishlanguagerequirementsarenotacceptable
reasonsfordeferringbeyondtheyearforwhichthescholarshipisoffered.The

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awardeewillneedtodeclinetheofferandreapplywhentheyarereadytostarttheir
studiesinAustralia.
6.4.3.

Awardeesrequestingadeferralmustdosoaftertheyhaveacceptedtheir
scholarshipandsignedtheirscholarshipcontract,andbeforetheyarrivein
Australia.AwardeeswhowishtodefershouldcontacttherelevantProgram
Areaassoonaspossibleafterreceivingthescholarshipoffer.Afterthedeferral
period,Awardeeswhocommencetheirscholarshipstudyprogramwillbeentitledto
theconditionsandentitlementsintheiroriginalcontractwithDFAT.

6.4.4.

Awardeesshouldbeawarethatinsomecases,theProgramAreaortheinstitution
mayrequestorrequireadeferraloftheirscholarship,forexampletoensurethat
awardeeswithdisabilityaremobilisedsuccessfullyandhaveaccesstoallnecessary
supportandreasonableadjustments(seeChapter9formoreinformation.)Awardees
willbeconsultedwhereadeferraliscontemplated.DFAThasthefinaldecisionon
deferredstartdates.

6.4.5.

OnlyProgramAreas,inconsultationwithpartnergovernmentswhere
relevant,areabletoapproveascholarshipdeferral.ProgramAreasare
responsibleforprocessingthedeferralvariationinOASIS.

6.4.6.

Institutionsmayproposedeferringascholarshipcommencementdate
untilalatersessionifmoretimeisrequiredfortheinstitutiontoputin
placereasonableadjustmentsforanawardeewithdisability(see
Chapter9)oriftheawardeewillnotbeabletoarriveinAustraliaintimetostarton
thecoursestartdate.

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7. Pre-departure
7.1.

Pre-departure information

7.1.1.

Predeparturebriefingsprovideessentialinformationthatawardeesneedwhenthey
arriveinAustraliatocommencetheirstudies,suchasadviceaboutlivingand
studyinginAustralia.Thebriefingsarealsoanopportunitytoprovideinformation
aboutawardconditions,includingentitlementsandobligations,suchasthe
requirementthatAwardeesleaveAustraliaandreturntotheirhomecountryfora
minimumperiodoftwoyearsaftercompletingtheirAustraliaAwardsScholarship.

7.1.2.

ThebriefinghelpsawardeestosettleintoAustraliaandtheirinstitutionquickly,
makingiteasierforthemtocompletetheirstudieswithinthetimeframeprovidedin
theircontract.

7.1.3.

Itiscompulsoryforawardeestoparticipateinapredeparturebriefing.

7.1.4.

Familymembersofawardees,especiallythosewhoexpecttoaccompany
themtoAustralia,areencouragedtoparticipateinthebriefing.Thecostsforfamily
memberstoattendthebriefingmustbecoveredbyawardees,butsomeProgram
Areasmaysubsidisethesecosts.

7.1.5.

Theinstitution:

i. mustprovideeachawardeewithaninstitutioninformationkitbefore
theydepartforAustralia

ii. mustforwardthekitdirectlytotheawardeetoarriveattheearliestpossibletime
andnolaterthan14daysbeforetheawardeedepartsforAustralia
iii. mayliaisedirectlywithProgramAreastodistributethekittoanawardeeifthis
helpsensurethekitreachestheawardee.
7.1.6.

InstitutionsshouldalsoprovideinformationkitstotheScholarshipsandAlumni
BranchandtheProgramAreasonrequest.

7.1.7.

Asaminimum,theinstitutioninformationkitmustincludeinformationthatis
requiredunderthestandardsfoundintheNationalCodeofPracticeforRegistration
AuthoritiesandProvidersofEducationofOverseasStudents2007
(www.aei.gov.au/RegulatoryInformation/EducationServicesforOverseasStudents
ESOSLegislativeFramework/NationalCode/Pages/default.aspx),anyinformation
requiredunderthecontractwithDFAT,andotherinformationtheinstitutiondeems
relevante.g.receptioninformation,climatedetails,longtermaccommodation
options,livingcosts,coursedetails,supportservicesattheinstitution,including
disabilitysupportservicesattheinstitutionandinthecommunity,localchildcareand
schoolingoptions,andinformationaboutpublictransport.

7.1.8.

ProgramAreasmust:

i. providethepredeparturebriefingatleastonemonthbeforethe
awardeedepartsforAustralia

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ii. arrangeandcoverthecostsforawardeestoattendthisbriefing
iii. providethepredepartureDVDandguidebooktoawardeesasearlyaspossible
aftertheyaccepttheirAustraliaAwardoffer.Theseresourceswillassistawardees
topreparefortheirarrival,andtomakethemostoftheopportunitytoliveand
studyinAustralia.
7.1.9.

Aspartofthepredeparturebriefing,ProgramAreasarerequiredtoensurethat
awardeesunderstandthat,whileonscholarshipinAustralia,theyareboundby
Australianlaw.ProgramAreasmustexplainthatthelegalframeworkinAustraliamay
bedifferenttoanawardeeshomecountry,particularlyinrelationtodomesticand
genderviolence.

7.1.10.

TheScholarshipsandAlumniBranchprovidesapredepartureDVDand
guidebooktoProgramAreas.

7.2.

Family

7.2.1.

TheAustralianGovernmentdoesnotprovideanyfinancialorothersupportforthe
dependentsofawardees.

7.2.2.

Applicantsmustidentifyatthescholarshipapplicationstageiftheyintend
tobringfamilymemberswiththemtoAustralia.

7.2.3.

Awardeesareresponsible,includingfinanciallyresponsible,fortheirfamilymembers
whoaccompanythemtoAustralia.

7.2.4.

Awardeesarenotpermittedtoleavetheirdependentchildrenwhoaccompanythem
toAustralia,under18yearsofage,ontheirownduringanyawardeesabsencefrom
Australiaduringtheirscholarshipwithoutarrangingaguardiantocareforthem.

7.2.5.

Awardeeswhointendtobringfamilywiththemarestronglyencouragedtocometo
Australiaontheirownforatleastthefirstsixmonths.Thiswillallowtheawardeeto
attendtheIntroductoryAcademicProgram(seeSection12.1)andbecome
establishedintheirprogramofstudieswithoutthedistractionoffamily
responsibilities.

7.2.6.

AwardeesmaycontacttheStudentContactOfficerattheirinstitutionforinformation
aboutaccommodation,aswellasschoolingandchildcarefordependents.They
shouldcontacttheDepartmentofImmigrationandBorderProtectionforinformation
aboutcurrentvisarequirementsforaccompanyingfamily.Visitwww.immi.gov.aufor
details.

7.2.7.

Institutionsareresponsibleforprovidingdocumentationrequestedbythe
DepartmentofImmigrationandBorderProtectiontoensurevisasfor
accompanyingfamilyarearrangedinanefficientandtimelymanner.

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8. Visas
8.1.

Visa requirements for awardees

8.1.1.

AwardeesneedtohaveaForeign Affairs or Defence Sector (subclass576)visato

traveltoandstudyinAustralia.

8.1.2.

Tobegrantedavisa,awardeeswillneedtomeettheDepartmentofImmigration
andBorderProtectionsfinancial,healthandcharacterrequirementsand
demonstratethattheirintentiontostayinAustraliaonlytemporarilyisgenuine.

8.1.3.

TheDepartmentofImmigrationandBorderProtectionadvisesthatinsome
circumstancesapplicationsmaytakeuptothreemonthstoprocessiffurther
medicalorcharacterassessmentsarerequired.

8.1.4.

Awardeesmustensuretheyhaveavalidpassportandvisaforthewhole
timethattheyareonscholarship.

8.1.5.

Awardeesmustapplyfortheirvisaassoonaspossibleafteracceptingthe
scholarship,andensuretheyreadtheinformationontheForeign Affairs or Defence
Sector (subclass576)visa,andthevariousrequirementsat:

i. http://www.immi.gov.au/Visas/Pages/576.aspx
ii. http://www.immi.gov.au/allforms/healthrequirements/
iii. http://www.immi.gov.au/Help/Pages/characterpolice/requirements.aspx
iv. http://www.immi.gov.au/Visas/Pages/checklists/student576assessmentlevel2
checklist.aspx

8.2.

Visa requirements for accompanying dependent family

members

8.2.1.

Awardeesmustdeclarealldependentfamilymembersontheirvisaapplication,even
ifthefamilymembersdonotplantojointheawardeeinAustralia.

8.2.2.

AnawardeesaccompanyingdependentfamilymembersmusthaveaForeignAffairs
orDefenceSector(subclass576)visainordertotraveltoandremaininAustraliafor
thedurationoftheawardeesstudy.

8.2.3.

Awardeesareresponsibleforthevisaapplication,includingallcostsassociatedwith
thevisarequirementsfortheirdependents.

8.2.4.

Anawardeemustreadtheinformationonthevisarequirementsfor
dependentfamilymembersat
http://www.immi.gov.au/Visas/Pages/576.aspx.

8.3.

Visa requirements for awardees with disability

8.3.1.

AwardeeswithdisabilityneedtohaveaForeign Affairs or Defence Sector (subclass

576)visatotraveltoandstudyinAustralia.

8.3.2.

Tobegrantedavisa,awardeeswithdisabilitymayneedtoprovideadditional
informationtotheDepartmentofImmigrationandBorderProtectionbeyondthe
standardrequirementsforavisaapplication.
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8.3.3.

AllpartiesshouldbeawarethattheDepartmentofImmigrationandBorder
Protectionmaytakealongerperiodoftimetoassessvisaapplicationsforawardees
withdisability.

8.3.4.

ProgramAreasarerequiredtodirectlyassistawardeeswithdisabilitywith
theirvisaapplicationsinordertoensurethattheDepartmentof
ImmigrationandBorderProtectionincountryreceivesalltheinformation
theyrequiretomakeadeterminationinatimelymanner.

8.3.5.

ProgramAreasshouldassistawardeeswithdisabilitybegintheprocessofsubmitting
avisaapplicationassoonaspossibleafterselection.

8.3.6.

AwardeeswithdisabilityarerequiredtoworkcloselywiththeProgram
AreaandtheDepartmentofImmigrationandBorderProtectionontheir
visaapplications.

8.3.7.

AwardeeswithdisabilityshouldinformtheProgramAreaimmediatelyifthe
DepartmentofImmigrationandBorderProtectionrequestsadditionalinformationor
lettersofsupport.

8.4.

Visa requirements for the carer of an awardee with disability

8.4.1.

Someawardeeswithdisabilitywillbeassessedasrequiringacarerforallorpartof
theirscholarship.InthesecasesProgramAreasandawardeeswillconsiderwhether
acarerfromtheirhomecountryshouldaccompanytheawardeetoAustralia.This
decisionmayhavevisaimplicationswhichneedtobeconsidered.

8.4.2.

Ifafulltimecarerisaccompanyinganawardeeforthedurationoftheirscholarship
andthatcarerisadependentfamilymember,thecarermustapplyforaForeign
AffairsorDefenceSector(Subclass576)visaasadependent.

8.4.3.

Ifafulltimecarerisaccompanyinganawardeeforthedurationoftheirscholarship
andthatcarerisnotadependentfamilymember,theyshouldconsiderapplyingfor
aStudentGuardianVisa.

8.4.4.

Ifacarerisaccompanyinganawardeetoprovideshortterm,parttimeorsettlingin
care,theDepartmentofImmigrationandBorderProtectionwilldeterminethemost
appropriatetypeofvisaafterbeingadvisedbyProgramAreas.

8.4.5.

AwardeeswithdisabilityshoulddiscusswiththeProgramAreaaspartof
theirdisabilityassessmentwhethertheyrequirethesupportofacarerfor
allorpartoftheirscholarshipperiodinAustralia.SeeChapter9forfurther
informationaboutdisabilityassessments.

8.4.6.

Anawardeewithdisabilityrequiringafulltimecarerwhoisnotadependentfamily
membermustreadtheinformationontheStudentGuardianVisarequirementsat:
http://www.immi.gov.au/Visas/Pages/580.aspx.

8.4.7.

ProgramAreasarerequiredtoliaisewiththeawardee,thecarer,andthe
DepartmentofImmigrationandBorderProtectionincountrytoensure

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thatcarersapplyforthemostappropriatevisafortheircase.
8.4.8.

8.5.

ProgramAreasshouldworkcloselywiththeDepartmentofImmigrationandBorder
Protectionincountryonthesevisaapplicationsandtheymayberequiredtoprovide
lettersofsupportoradditionalinformationtoassistwithvisaapplicationsforcarers.

Visa obligations

8.5.1.

AustraliaAwardsScholarshipawardeessignacontractbetweenthemselvesandthe
CommonwealthofAustraliatocomplywiththeconditionsandbenefitsofthe
scholarship.AconditionoftheirscholarshipisthattheywillleaveAustraliafortwo
yearsonitscompletionortermination.Thisconditionsupportstheobjectivesof
Australiasaidprogrambyensuringthattheapplicantdirectstheknowledgeand
expertiseacquiredduringtheirscholarshiptocapacitybuildingintheirhome
country.

8.5.2.

Tosupportthisobjective,Australianmigrationlegislationhasanumberofprovisions
whichcombinetoensurethatavisaapplicantwillreturnhomeatthecompletionof
theirscholarshipforaperiodoftwoyears.

8.5.3.

AwardeeswhoholdaForeign Affairs or Defence Sector (subclass576)visa

mustupholdthevisaconditionswhilestudyingandlivinginAustraliaorthe
visamaybecancelledandthescholarshipterminated.

8.5.4.

AwardeesarerequiredtoleaveAustraliaandreturntotheirhomecountrywithin30
daysoftheirscholarshipenddate,orbeforetheirvisaexpires,whichevercomesfirst.
Awardeeswhodonotadheretothisrequirementwillbenolongersupportedby
DFATaftertheirscholarshipenddate.

8.5.5.

TheScholarshipsandAlumniBranchwilladvisetheDepartmentofImmigrationand
BorderProtectionthatithaswithdrawnsupportforanawardeesvisafrom30days
aftertheenddateoftheawardeesAustraliaAwardsScholarship.

8.5.6.

Awardeesshouldnotethatinmanycasesthescholarshipconditionsoverlapwithvisa
conditions.Breachingthevisaconditions,(e.g.workingmorethantheallowed
numberofhours)mayresultincancellationoftheirvisaandterminationoftheir
scholarship.Similarly,ifanawardeebreachestheconditionsoftheirscholarship,
DFATmaywithdrawitssupportfortheirvisa.

8.5.7.

AninstitutionmustnotifyDFATimmediatelybyemailifitbecomesaware
ofanawardeewhoisnotupholdingtheirvisaobligations.

8.5.8.

8.6.

Whenanawardeedoesnotupholdtheconditionsoftheirvisa,the
ScholarshipsandAlumniBranchwilladvisetheawardeethattheir
scholarshipistobeterminatedandwillalsonotifytheDepartmentof
ImmigrationandBorderProtectionthatDFAThaswithdrawnitssupportforthevisa.

Applying for a further student visa (scholarship extension)

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8.6.1.

ItisaconditionoftheForeignAffairsorDefenceSector(subclass576)visathat
awardeesdonotstayinAustraliaafterthevisaenddate.

8.6.2.

Incircumstanceswhereanextensiontoanawardeesscholarshiphasbeenapproved
byDFAT,theawardeemustapplyforafurtherForeignAffairsorDefenceSector
(subclass576)visatostayinAustraliabeyondtheirinitialvisaexpirydate.DFATmust
indicateitssupportbyprovidingaletterofnoobjectiontotheawardeetoincludein
theirvisaapplicationtotheDepartmentofImmigrationandBorderProtection.

8.6.3.

AwardeesmustobtainsupportfromtheScholarshipsandAlumniBranch
beforetheDepartmentofImmigrationandBorderProtectioncanconsider
theawardeesapplicationforafurtherstudentvisatoremaininAustralia
pasttheirinitialvisaexpirydate.

8.6.4.

AninstitutionmustrequesttheScholarshipsandAlumniBranchtoprovide
aletterofnoobjectionforafurthervisawhenDFATauthorisesa
variationthatpermitstheawardeetostayinAustraliapasttheirinitialvisa
expirydate.

8.6.5.

Theinstitutionshouldmakesurethepassportdetailsoftheawardeesand
dependents(ifany)areuptodateinOASIStoenableDFATsissuanceofacorrect
letterofnoobjection.

8.6.6.

8.7.

IftheProgramAreaapprovesanextensiontoanawardeesscholarship,
theScholarshipsandAlumniBranchwillprovidealetterofnoobjection
toallowtheDepartmentofImmigrationandBorderProtectiontoconsider
anawardeesapplicationforafurtherstudentvisa.

Two-year exclusion rule

8.7.1.

ItisaconditionoftheForeignAffairsorDefenceSector(subclass576)visathat
awardeesdonotremaininAustralia,orapplytoreturntoAustralia,foranything
otherthanshorttermvisits,foraminimumperiodoftwoyearsfollowing
completionorterminationofthescholarship,unlessDFATsupportsthereturn.

8.7.2.

Thecalculationofthetwoyearexclusionperiodiscumulativeandanytimespentin
Australiaduringthetwoyearperiodwillbeaddedtotheexclusionperiod.

8.7.3.

AnawardeemustgainsupportfromtheScholarshipsandAlumniBranchif
seekingtoreturntoAustraliaforaperiodlongerthanthreemonthswithin
thetwoyearexclusionperiod.

8.7.4.

AnawardeemustseeksupportfromtheProgramAreaintheircountrywhenapplying
forashorttermvisituptothreemonthswithinthetwoyearexclusionperiod.

8.7.5.

ProgramAreaswillprovideanawardeewithaletterofnoobjectionif
ProgramAreassupporttheawardeesshorttermvisittoAustraliawithin
thetwoyearexclusionperiod.

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8.8.

Early completion of the scholarship

8.8.1.

Whenascholarshipisterminatedorstudiesarecompletedaheadofschedule,DFAT
discontinuesthefinancialsupportfortheawardee,whichaffectsoneofthe
conditionsoftheForeignAffairsorDefenceSector (subclass576)visa.

8.8.2.

AninstitutionmustadvisetheScholarshipsandAlumniBranchofarevised
scholarshipenddatethroughOASISandadvisetheawardeethattheywill
needtobooktheircompletiontraveltodepartAustraliawithin30daysof
theirscholarshipenddate.

TheScholarshipsandAlumniBranchwilladvisetheDepartmentof
ImmigrationandBorderProtectionthatithaswithdrawnsupportforthe
awardeesvisafrom30daysaftertheenddateoftheawardeesAustralia
AwardsScholarship.

8.8.3.

8.9.

Post-scholarship externally funded program in Australia

8.9.1.

Exceptionalawardeesmaybepermittedtopursuefurtherstudiesorresearchin
Australiatoenhancethecontributiontheyarelikelytomaketotheirhomecountrys
development,andalsotofurthertheirlinkswithAustralia.

8.9.2.

AwardeeswhoreceiveanofferofafullyfundedPhDscholarshiporpostdoctoral
fellowshipforanythingotherthananAustraliaAwardmayseeksupportfromthe
ScholarshipsandAlumniBranchtoreturntemporarilytoAustraliawithinthetwo
yearexclusionperiod.

8.9.3.

Thestudyprogramorresearchactivitymustbeclearlylinkedtodevelopment
prioritiesandhavedemonstratedapplicationtotheawardeeshomecountry.

8.9.4.

ApplicationstoundertakeasecondPhDwillnotbeconsidered.

8.9.5.

Asthetwoyearexclusionruleisaconditionofthestudentvisa,itwillnotbewaived
butwillbedeferredtocommenceoncetheawardeehascompletedtheexternally
fundedprogram.Anytimeanawardeespendsintheirhomecountrybeforetaking
uptheexternallyfundedprogramwillbedeductedfromthetwoyeartimeframe.

8.9.6.

ADFATfundedairfaretoreturnhomewillnotbeavailabletoawardeesthatremain
inAustraliaonanexternallyfundedprogram.

8.9.7.

AnawardeemustrequestinwritingsupportfromtheScholarshipsandAlumni
BranchtoapplyforavisatoreturntoAustraliatoundertakeanexternallyfunded
program,ifitiswithinthetwoyearexclusionperiod.Thisrequestshouldinclude:
i. theoriginalofferofafullyfunded(includingdailylivingallowance)PhD
scholarshiporpostdoctoralfellowshipforresearch/studyotherthanunderan
AustraliaAward.Ifthefundinginstitutionisdifferenttotheinstitutionofferingthe
study,thenaletterofofferfrombothinstitutionsmustbesubmitted,
demonstratingtheproposedstartdateofstudyandfullfunding.
ii. justificationfortheadditionalactivitybasedonrelevancetothehomecountrys
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developmentpriorities
iii. evidencethattheyarelikelytoreturntoapositionintheirhomecountryor
regionwhichwillenablethemtopassontheirresearchskills(e.g.evidenceof
previousrelevantemploymentinanacademicorresearchenvironmentoraletter
ofpotentialemploymentinsuchaninstitutionontheirreturn)andforgeresearch
linksthatwillbenefitAustraliaandthehomecountry.
8.9.8.

Theawardeewillneedtoallowatleast30daysfortherequesttobeconsideredas
DFATmayneedtoconsultwiththepartnergovernment(DFATwillnotsupport
awardeesremaininginAustraliapendinganydecisiononapprovalsforanupgrade.

8.9.9.

AwardeesmustnotremaininAustraliabeyondtheirfinaldeparturedate(refer
Section17.3)whileawaitingforDFATapprovalforthepostexternallyfunded
program.

8.9.10.

TheScholarshipsandAlumniBranch,inconsultationwithProgramAreas
andthepartnergovernmentifapplicable,willconsidertherequestfrom
theawardeetoreturntoAustraliawithinthetwoyearexclusionperiod.

8.9.11.

Ifthedelegateapprovestherequest,theawardeewillberequiredtosignandreturn
adeedofamendmenttotheirinitialcontractwiththeCommonwealthofAustraliato
confirmtheirintentiontoreturntotheirhomecountryfortheremainderofthetwo
yearexclusionperiod.

8.9.12.

WhenDFATreceivesthesigneddeedofamendment,itwillprovidetheawardeewith
aletterofnoobjectiontoattachtotheirvisaapplication.

8.10.

Debt to the Commonwealth

8.10.1.

AwardeeswillincuradebttotheCommonwealthiftheyapplyforavisatoremainin
Australialongertermaftertheendoftheirscholarshipandwithinthetwoyear
exclusionperiod.TheamountofthedebtwillbetheaccruedcostsoftheScholarship
atthetimeanysuchvisaapplicationismade.

8.10.2.

Duetoprivacylegislationandrequirements,DFATwillnotdiscussanawardeesdebt
totheCommonwealthwithathirdparty(whoisnotrelevanttothescholarshipor
visaadministration)unlesstheawardeeprovideswrittenconsentforDFATtodoso.

8.10.3.

TheScholarshipsandAlumniBranchwilladvisetheawardeeofthe
accruedcostsoftheirscholarship(beingthedebtpayablebythe
awardee).Whentheawardeehasmadesatisfactoryarrangementswith
DFATsFinancesectiontorepaythedebtandhasmadeaninitialpayment,DFATwill
providealetterofnoobjectiontotheawardeetoaccompanytheirvisaapplication.

8.10.4.

Iftheawardeeisnotwillingorabletoenterintoasatisfactoryrepayment
arrangementorDFATdeterminesthattheawardeedoesnothavetheabilitytorepay
thedebt,theScholarshipsandAlumniBranchwilladvisetheDepartmentof
ImmigrationandBorderProtectionthatitdoesnotsupporttheawardeesvisa
application.

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8.10.5.

TheawardeemustadviseDFATinwritingwithin14daysofreceivingthe
adviceoftheirdebtwhethertheyintendtoproceedwiththeirvisa
applicationand,ifso,thattheywillmakearrangementswithDFATs
Financesectiontorepaythedebt.

8.10.6.

AwardeesthatremaininAustraliawithoutthesupportofDFATwillbereportedto
theDepartmentofImmigrationandBorderProtection.

8.10.7.

Ifanawardeewithadebtstopsmakingrepayments,DFATwillnotifytheDepartment
ofImmigrationandBorderProtectionandmaytakelegalaction.

8.10.8.

DFATdoesnothaveauthorityundertheAustralianGovernmentsPublic
Governance,PerformanceandAccountabilityAct2013towaiveadebttothe
Commonwealth.OnlytheMinisterforFinanceisabletomakethesedecisionsunder
theAct.Guidanceonhowtoapplyforawaivercanbefoundat
http://www.finance.gov.au/node/34919/informationforapplicantsdebt
waiver.html.

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9. Awardees with disability

9.1.

Support for people with disability

9.1.1.

TherearespecificstrategicgoalsfortheAustralianaidprogramthatrelatetopeople
withdisabilityandDFATsDevelopmentforAllstrategyaimstoensurethatpeople
withdisabilityareincludedinandbenefitequallyfromAustraliasdevelopment
assistance.

9.1.2.

ThiscommitmentisfullyreflectedinAustraliaAwardsScholarships.DFATstrivesto
ensureaccessibilityforpeoplewithdisabilitythroughoutthescholarshipprocess
fromapplication,throughselection,predepartureactivities,theonaward
experience,scholarshipcompletionandalumniengagement.

9.1.3.

DFATsaimisthatallapplicantsandawardeeswithdisabilityareproperlysupported
toenabletheirparticipationintheAustraliaAwardsonanequalbasiswithallother
applicantsandawardees.

9.1.4.

UnderAustralianlaw,disabilityincludesphysical,intellectual,psychiatric,sensory,
neurologicalandlearningdisability,physicaldisfigurement,andthepresenceinthe
bodyofdiseasecausingorganisms.MoreinformationontheAustraliandefinitionof
disabilityandtherightsofpeoplewithdisabilityinAustraliaisavailableonthe
AustralianHumanRightsCommissionswebsiteat
http://www.humanrights.gov.au/ourwork/disabilityrights.

9.2.

Applicants with disability

9.2.1.

Peoplewithdisabilitywhoareotherwiseeligibleareencouragedtoapplyforan
AustraliaAward.

9.2.2.

DFATstronglyrecommendsthatapplicantswithdisability:

i. disclosetheirdisabilitywhenlodginganapplication

ii. communicatetoProgramAreasanyadjustmentsorassistancetheywillneedto
attendandparticipatebeforeattendingaselectioninterview.

9.2.3.

ProgramAreaswill:

i. Encouragepeoplewithdisability,whoareotherwiseeligibleforan
AustraliaAward,toapply.

ii. Ensurethatapplicantswithdisabilityareabletofullyparticipateintheapplication
andselectionprocessesbyprovidingreasonableadjustmentsandadditional
assistance.
iii. Providereasonablefinancialassistancetoapplicantswithdisabilitywherethis
assistanceisessentialtofacilitatetheirparticipationonanequalbasiswithother
applicants.

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9.2.4.

AllapplicantsforanAustraliaAwardsScholarship,includingpeoplewithdisability,
arerequiredtomeettheeligibilitycriteriasetoutinSections2.1through2.3.

9.2.5.

DFATwillalwaysworkingoodfaithtoprovideaccesstotheAustraliaAwards
Scholarshipsforpeoplewithdisability.However,insomeveryrarecases,applicants
maynotbeawardedascholarshipifthedisabilitysupportrequiredtoenabletheir
participationwouldimposeanunjustifiableburdenontheAustraliaAwards
Scholarshipsprogram.

9.2.6.

Inordertoensurethesuccessofapplicantsandawardeeswithdisability,DFAT
engagesatechnicaladviser.ThisadviserassistsDFATandinstitutionstoassess
supportneedsandidentifypracticalsolutionstoenablethesuccessfulselectionand
mobilisationofapplicantsandawardeeswithdisability.

9.3.

Principles for providing disability support for Australia Awards

Scholarship awardees

9.3.1.

DFATandinstitutionsshouldprovidereasonableadjustmenttoallowawardeeswith
disabilitytoparticipateinAustraliaAwardsScholarshipsonanequalbasis(see
Section9.5forfurtherguidanceonreasonableadjustments).

9.3.2.

Thesupportneedsofeachawardeewithdisabilitywillbedifferent,aswillthenature
ofthereasonableadjustmentsthatarenecessaryandappropriate.Theneedsof
eachawardeewithdisabilityshouldbeassessedonacasebycasebasiswellbefore
theyaremobilisedtobegintheirstudiesinAustralia.

9.3.3.

Asnotallsupportneedswillbeevidentbeforethemobilisationofawardeeswith
disability,DFATisflexibleintheprovisionofreasonableadjustmentsandwill
reassesssupportneedsifrequiredafteranawardeehascommencedtheir
scholarship.

9.3.4.

Standardscholarshipentitlements,forwhichallawardeesareeligible(suchas
contributiontolivingexpensesandsupplementaryacademicsupport),shouldnotbe
usedtofunddisabilitysupport.Additionalfundsfordisabilitysupportwillbe
allocatedonaneedsbasisfollowingadisabilityassessment.SeeSection9.4for
furtherguidanceondisabilityassessments.

9.3.5.

Australianinstitutionsareexperiencedinprovidingdisabilitysupport.Theearlier
institutionsareinvolvedinpreparationsformobilisation,themorelikelyitisthatan
awardeewithdisabilitywillbeabletoparticipateonanequalbasiswithother
AustraliaAwardholders.

9.3.6.

WhileDFATrespectseveryawardeesrighttoprivacy,awardeeswith
disabilityareencouragedtofullydisclosetheirsupportneedsasearlyas
possible.Awardeesarethebestsourceofinformationonwhatsupport
theyneedtolive,studyandtravel,whathasworkedfortheminthepastandwhat
supporttheyanticipatetheywillneedinAustralia.Thecapacitytoprovide
reasonableadjustmentsislimitedbyanawardeeswillingnesstoengageina
disabilityassessmentanddisclosetheirneedsandexpectations.

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9.4.

Assessing disability support needs

9.4.1.

Reasonableadjustmentsforawardeeswithdisability,willonlybeprovidedbyboth
DFATorinstitutions,afterafullandthoroughdisabilityassessmentofeachawardee.
Thisensuresthatthesupportprovidedisbothnecessaryandappropriate.

9.4.2.

Adisabilityassessmentistheprocessthroughwhichanawardeewithdisability,
ProgramAreasandtherelevantinstitutionassessesanddiscussestheawardees
supportneedsandwhatreasonableadjustmentswillberequired.Adisability
assessmentwillinvolvediscussionsandassessmentformsandshouldclarifythe
requiredlevelofsupportforpredeparture,duringtravelandforlivingandstudying
inAustralia.

9.4.3.

Disabilityassessmentsshouldbeginbeforeplacementandmaycontinueafter
awardeeshavearrivedinAustraliaasthisenablesDFATandinstitutionstoprovide
effectiveandefficientreasonableadjustmentsandgivesawardeesthegreatest
chanceofsuccessfullycompletingtheirAustraliaAwardsScholarship.However,
additionaldisabilityassessmentscanbeconductedafteranawardeearrivesin
Australia.

9.4.4.

Ifadisabilityassessmentidentifiesthatanawardeerequiresadditionalfinancial
supportfromDFAT,thissupportwillbeformalisedinadisabilitysupportagreement.
ThisagreementwilldetailalladditionalfinancialsupporttobeprovidedbyDFAT.
Thisagreementactsasanaddendumtoanawardeesscholarshipcontractanddoes
notchangeanyoftheobligationsinthescholarshipcontract.

9.4.5.

Awardeeswithdisabilitywill:
i. workcloselywithProgramAreasandinstitutionstocompleteadisability
assessmentandadisabilitysupportagreement(ifrequired).

ii. notethattheprocessofconductingadisabilityassessmentwillrequireDFATto
shareinformationaboutanawardeesdisabilityandsupportneedswiththe
relevantinstitutionandrelevantdisabilityserviceproviders.Thisinformationis
boundbyAustralianprivacylawsandwillbedisclosedonlyforthepurposeof
facilitatingequalaccesstoeducationforawardeeswithdisability.
iii. provideafullmedicalreport(nomorethantwoyearsoldandinEnglish)that
establishesthenatureofthedisabilityandfullydisclosestoDFATandthe
institutionallpreexistingmedicalconditions.Thisisarequirementtoassessthe
needforreasonableadjustmentsandtoensureawardeeswithdisabilityhave
adequateOverseasStudentHealthCover.
iv. understandthatdisabilityassessmentsmaytakeconsiderabletimeandthattheir
cooperationisessentialtotheefficientandeffectiveimplementationof
reasonableadjustments.
v. workcloselywithadisabilitytechnicaladviserengagedbyDFATtoprovide
expertiseonthesupportofawardeeswithdisability.
vi. understandthatinsomecasesDFATwillberequiredtodeferawardeeswith
disabilitytoalaterscholarshipstartdateinordertoensurethatallnecessaryand
appropriatereasonableadjustmentscanbeputinplace.

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9.4.6.

Whenarequestforplacementofanawardeewithdisabilityislodged
institutionswill:

i. workcloselywithProgramAreastohelpensurethattheawardeewillbefully
supportedwhilestudyingwithallnecessaryandappropriatereasonable
adjustments(bothacademicandnonacademic)
ii. alerttheinstitutionsdisabilitysupportunitasearlyaspossibleandengagethem
intheprocessofassessingtheawardeesneeds
iii. workcloselywithadisabilitytechnicaladviserengagedbyDFATtoprovide
expertiseonthesupportofawardeeswithdisability.
9.4.7.

Institutionsmustmonitortheprogressofallonscholarshipawardeeswithdisability
closelyandinformDFATiftheyrequireadditionalassistancetoparticipateequally
withotherstudents.

9.4.8.

ProgramAreaswill:

i.

makeinstitutionsawarethattheyareseekingplacementofan
awardeewithdisabilityassoonasthedisabilityisdisclosed

ii.

ensureawardeeswithdisabilitymeettheplacementrequirementsoftheir
choseninstitution

iii. allowStudentContactOfficerstimetoconsultwithotherpartsoftheinstitution,
includingthedisabilityunittoensurethatthenecessarysupportisavailable
iv.

conductafullandthoroughdisabilityassessmentwitheachsuccessfulawardee
withdisabilitybeforemobilisation

v.

holddiscussionswiththeStudentContactOfficeranddisabilityunitatthe
relevantinstitutionaspartofadisabilityassessment.Discussionswiththe
institutionshouldcoveranyadditionalassistancethatanawardeewithdisability
mayrequireforlivingandstudyinginAustraliaandbeforetheyarriveon
campus.Ifatallpossible,theawardeeshouldbedirectlyinvolvedinthese
discussions

vi.

understandthatputtingreasonableadjustmentsinplacemaytakeconsiderable
timeandthat,ifaninstitutionisnotready,ProgramAreasmayberequiredto
deferawardeeswithdisabilitytoalaterscholarshipstartdate

vii. recommendanalternativeinstitutionwhereaninstitutionisnotabletoprovide
thenecessaryassistanceforanawardeewithdisability
viii. finalisetheplacementofanawardeewithdisabilityonlyafteragreeing,between
DFAT,theawardeeandtheinstitution,onthenatureofthesupportand
reasonableadjustmentsrequiredandwhowillprovidethem
ix.

ifrequired,beforemobilisationoftheawardee,prepareadisabilitysupport
agreementtobesignedbyDFAT,theawardeeandanyrelevantthirdparties

x.

assistawardeeswithdisabilitywiththevisaapplicationrequirementsincluding,
butnotlimitedto,meetingthecostsofobtainingmedicalreportsifrequired
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xi.

enableawardeestoprovideand/oracquireamedicalreport(lessthantwoyears
oldandinEnglish)thatestablishesthenatureofthedisabilityandfullydiscloses
anypreexistingconditions

xii. provideadditionalpremobilisationassistance,forexampleduringplacement
helpawardeeswithdisabilityselectasuitableinstitutionandworkwiththe
relevantStudentContactOfficertolocateaccessiblehousing
xiii. uploadanawardeesdisabilityassessmentanddisabilitysupportagreement(if
applicable)inOASISbeforemobilisation
xiv. beforetheendofanawardeewithdisabilitysfirststudyperiod(semesteror
trimester)makecontactwiththemtodiscussthelevelofsupporttheyare
experiencingandaddressanyproblemsthatmayhavearisen.

9.4.9.

TheScholarshipsandAlumniBranchwill:

i. providesupportforallProgramAreasandinstitutionsonthe
applicationofDFATpolicyonawardeeswithdisability,themobilisationofthese
awardees,andtheonawardsupportfortheseawardees.
ii. engageandmanagedisabilitytechnicalexpertisetoassistProgramAreasand
institutionsindisabilityassessmentsandintheimplementationofreasonable
adjustments.

9.5.

Reasonable adjustments

9.5.1.

TheDisabilityDiscriminationAct1992requireseducationtobeprovidedina
nondiscriminatorywaytoallstudentsstudyinginAustralia(regardlessof
nationality).TheDisabilityStandardsforEducation2005requirereasonable
adjustmentstobemadetoenablethisnondiscriminatoryparticipation.

9.5.2.

Reasonableadjustmentsaremeasureswhichaneducationproviderisrequiredto
maketoensurestudentswithadisabilitycanmeettheacademicstandardsoftheir
courseofstudyandparticipateonthesamebasisasstudentswithoutadisability.
Reasonableadjustmentsmightincludechangestothewayapersonenrolsina
course,alterationstothephysicalenvironmentandotherfacilities,andchangesto
thewaytrainingisdeliveredandskillsareassessed.

9.5.3.

NeithertheActnortheStandardsrequirereasonableadjustmentstobemadeifthis
wouldimposeanunjustifiablehardshiponapersonororganisation(allfactorsare
takenintoaccount,includingimpactonthestudent,orinstitution,etc.).

9.5.4.

Awardeesmustbeawarethat,whileinstitutionsareobligedtomake
reasonableadjustmentstoallowstudentswithdisabilitytoparticipateona
levelplayingfieldwithotherstudents,thereisalimittothisobligation.For
example,ifanawardeerequirescoursematerialsinanaccessibleformat,institutions
willprovidealternativeoraccessibleformatstoenableparticipation.However,this
doesnotnecessarilymeanthatinstitutionshavetoprovidematerialsinanawardees
preferredformat.

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Responsibilities for Reasonable Adjustments

9.5.5.

Institutionshaveanobligationtoprovideawardeeswithreasonableadjustmentsto
supporttheiracademicendeavours.DFATprovidesnonacademicreasonable
adjustments.Seebelowforclarificationoftheresponsibilitiesofinstitutionsand
DFAT.

9.5.6.

Institutionsarerequiredtoconsultwithawardeeswithdisabilityabout
theirsupportandaccessneedstodeterminewhatreasonableadjustments
areappropriateandnecessary.

9.5.7.

Reasonableadjustmentsforacademicsupportshouldbefundedbyinstitutions
throughtheirstandarddisabilitysupportmechanisms.Typicalexamplesofacademic
reasonableadjustmentsinclude:
i.

accesstoandtrainingintheuseofassistivetechnology

ii.

accesstolecturesummaries,overheadsorPowerPointpresentations

iii. additionalclarificationofcoursematerialsbylecturesandtutors
iv.

adviceaboutwheretositinparticularlecturetheatresandclassrooms

v.

inclusiveteachingstrategies

vi.

communicationthroughtheawardeespreferredmethodofcommunication

vii. additionalacademicassistanceorextratimeintheleaduptoexamsandother
assessments
viii. alternativeexamandassessmentformats
ix.

accessibleparking

x.

disabilityadvocacyandsupport

xi.

provisionoftutorsandnotetakersfordisabilitysupport(tutoringorsimilar
supportforpurelyacademicpurposescanbefundedthroughsupplementary
academicsupportasforallawardees).

9.5.8.

DFATprovidesnonacademicreasonableadjustmentsandsupportfor
awardeeswithdisabilityasrequired.Nonacademicreasonable
adjustmentswillbebasedontheneedsidentifiedbyDFATthroughan
awardeesdisabilityassessmentandmayinclude:

i.

accessibleinterviews

ii.

accessiblepredeparturematerials,proceduresandprograms,andsupportto
attendpredepartureeventswhererequired

iii. assistancetoselectaninstitutionandworkwiththatinstitutiontoaccess
academicreasonableadjustments
iv.

assistancetofindandaccesssuitablehousing

v.

alternativetransportarrangementstoandfromAustraliaandinAustralia

vi.

supportforfulltime,parttimeornonongoingcarers

vii. fundsforequipmentthatisessentialtothesuccessfulcompletionofan
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awardeesscholarship
viii. additionalfundsforOverseasStudentHealthCover
ix.
9.5.9.

limitedaccesstoadditionalmedicalsupportandcare.

TheScholarshipsandAlumniBranchassistsProgramAreas,managingcontractorsand
institutionsconductingdisabilityassessmentsandputtingreasonableadjustmentsin
place.

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10. Scholarship fees and entitlements

10.1.

Summary of scholarship costs

10.1.1.

Thecostscoveredbythescholarshiparedetailedineachawardees
scholarshipcontract.Theseincludefeesthatarecommonforallawardees
andcoststhatmaybeapplicabledependingonindividualscholarship
conditions.

10.1.2.

AllscholarshipcostsareenteredintoOASISbytheinstitutionaspartof
theplacementoffer.Institutionsareresponsiblefordisbursingthesefunds
toawardees,orexpendingthefundsontheawardeesbehalf,asindicated
inTable1.

10.1.3.

Thesecostsaresubjecttochange,andanyvariationsfromthecostsofan
awardeesscholarshipmustberecordedbytheinstitutioninOASISandbe
approvedbytheScholarshipsandAlumniBranchorProgramAreasas
appropriate(seeChapter13).

Table 1: Summary of scholarship costs

Scholarshipcost

Methodof
payment

Description

AcademicFees

Paidbythe
Scholarshipsand
AlumniBranch
directlytothe
institution

Coversthecoursecostsandallcompulsory
academicfeesthatapplytointernational
students.

Bookedandpaid
forbyProgram
Areasonbehalf
oftheawardee

Paymentofasingleeconomyclassairfareto
Australiafromthehomecountryviathemost
directandeconomicalrouteatthe
commencementofthescholarship.

Mobilisationtravel

SeeSection10.7
Visaexpenses

PaidbyProgram
Areasonbehalf
oftheawardee

Paymentofvisaprocessingandmedicalchecks
necessaryforgainingtheForeign Affairs or
Defence Sector (subclass576)visa.

Introductory
AcademicProgram
(IAP)

Paidbythe
Scholarshipsand
AlumniBranch
directlytothe
institution

The46weekIntroductoryAcademicProgramis
providedbytheinstitutionforawardeeswhen
theyarriveinAustralia.TheIAPiscompulsoryfor
allawardees.

Paidbythe
Scholarshipsand
AlumniBranchto

AcontributionofA$5,000towardsexpensessuch
asrentalbonds,textbooks,studymaterials,
additionalmedicalinsurance,homecontents

Establishment
Allowance

SeeSection12.1.

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theinstitution to
distributetothe
awardee
Contributionto
LivingExpenses(also
referredtoasa
Stipend)

Paidbythe
Scholarshipsand
AlumniBranchto
theinstitutionto
distributetothe
awardee

insuranceetc.paidbytheinstitutionwhenthe
awardeearrivesinAustralia.
SeeSection10.2
AfortnightlyContributiontoLivingExpenses
(CLE)paidataratedeterminedbyDFAT.
From1January2013,theCLErateisA$82.20per
day(orapproximatelyA$30,000perannum).
InaleapyeartheCLEforascholarshipwillbe:
366*A$82.20=A$30,085.20
InanonleapyeartheCLEforascholarshipwill
be:
365*A$82.20=A$30,003.00
SeeSection10.3

OverseasStudent
Paidbythe
HealthCover(OSHC) Scholarshipsand
AlumniBranchto
theinstitutionto
thenarrangeand
payforonbehalf
oftheawardee

SingleOSHCwillbeprovidedtocovertheDFAT
awardeesbasicmedicalcosts.Awardeesmay
purchase,attheirownexpense,additional
medicalinsurancetocoverancillaryservicessuch
asdentist,optometrist,physiotherapist,etc.

Supplementary
AcademicSupport

Thisisasupportservice.Thesefundsmaybe
usedbytheinstitution,whererequired,toassist
anawardeetosuccessfullycompletetheir
academicstudies.

Paidbythe
Scholarshipsand
AlumniBranchto
theinstitutionto
payforonbehalf
oftheawardeeor
distributetothe
awardee

SeeSection10.4

Institutionsmayexpendthesefundsatarateof
$500every6monthsthattheawardeeison
scholarship.Thesefundsareexpendedbythe
institutiononbehalfoftheawardeeforeligible
activities.
SeeSection12.2

StudentServices
AmenitiesFee

Paidbythe
Scholarshipsand
AlumniBranch
directlytothe
institution

Coversthefeepayabletoinstitutionsforthe
provisionofnecessarystudentservices.

Completiontravel

Paidbythe
Scholarshipsand
AlumniBranchto
theinstitutionto

Paymentofasingleeconomyclassairfarefrom
Australiatothehomecountryviathemostdirect
andeconomicalrouteatthecompletionofthe
scholarship.
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thenbookand
payforonbehalf
oftheawardee

SeeSection10.9

Scholarshipcosts
subjectto
requirementand/or
eligibility

Methodof
payment

Description

Incountry
preparatory
programs

PaidbyProgram
Areas

Institutionsassesswhetherawardeesarerequired
toundertakepreparatoryprogramsbefore
commencingtheirmaincourseofstudy.
SeeSection5.2

InAustralia
preparatory
programs

Reunionairfare

Fieldwork

Paidbythe
Scholarshipsand
AlumniBranch
directlytothe
institution

Institutionsassesswhetherawardeesarerequired
toundertakepreparatoryprogramsbefore
commencingtheirmaincourseofstudy.
SeeSection5.2

Unaccompaniedawardees,whosescholarship
Paidbythe
Scholarshipsand periodistwoyearsormore,areeligibleforthe
AlumniBranchto reunionairfare.
theinstitutionto
SeeSection10.8
thenbookand
payforonbehalf
oftheawardee
AwardeesundertakingaPhDorMastersby
Paidbythe
Scholarshipsand research(orcourseworkwithacompulsory
AlumniBranchto fieldworkcomponent)areeligibleforreturn
theinstitution
airfareforfieldworktobecoveredbytheir
scholarship.
SeeSection12.3

AustraliaLeadership
Awardeeswho
commencedpriorto
2012

10.2.
10.2.1.

Scholarshipfeesandentitlementsasoutlinedin
Paidbythe
Scholarshipsand theawardeesscholarshipofferandcontract.
AlumniBranchas
SeeAppendixB
perawardee
scholarshipoffer
andcontract

Establishment allowance
Awardeesareprovidedwithaonceonlyestablishmentallowanceof
A$5,000onarrivalinAustralia.Noreestablishmentallowanceispaidwhen
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anawardeetransfersbetweeninstitutions,orreturnsfromaperiodof
suspension.
10.2.2.

Theallowanceisacontributiontowardexpensessuchasrentalbonds,text
books,studymaterials,laboratorycoats,additionalmedicalinsuranceand
homecontentsinsurance.Itispaidinalumpsumforawardeestouseat
theirdiscretion.

10.2.3.

Awardeesshouldcomepreparedwithfunds(inAustraliandollars)to
ensuretheyhaveenoughmoneytocoveranycoststhatmaybeincurred
beforetheyreceivetheirestablishmentallowance.

10.2.4.

Awardeesshouldnotethatitmaytakeanumberofdaysforthebanktoprocessthe
institutionsestablishmentallowancepayment.

10.2.5.

Theinstitutionmustpaythefullestablishmentallowanceintoabank
accountnominatedbytheawardeeontheirarrivalinAustraliaorbythe
nextbankingday.Theinstitutionwillhelpawardeesopenabankaccount
onarrival.Iftherearedelaysopeningabankaccount,institutionsshouldmanagethe
paymentastheydeemappropriate.

10.3.

Contribution to living expenses

10.3.1.

Acontributiontolivingexpensesispaidtoawardeestohelpthemmeet
everydaylivingcostssuchasaccommodation,transport,food,
entertainmentandstationery.DFATreviewsthepaymentrateregularly.

10.3.2.

Entitlementtothecontributiontolivingexpensescommencesonthe
awardeesdateofarrivalinAustralia,whichmustbenomorethan14days
beforecommencementoftheirIntroductoryAcademicProgram.

10.3.3.

Thecontributiontolivingexpensesendsfivedaysafterthecompletionor
terminationofthescholarship.Thecompletionofthescholarshipvaries:
i.

forawardeesundertakingcourseworkstudies,thecontributiontoliving
expenseswillceasefivedaysafterfinalexaminationresultsarereleased
ii. forresearchawardees,thecontributiontolivingexpenseswillcease
fivedaysaftertheawardeesubmitstheirthesis
iii. forawardeesdepartingbeforethereleaseoftheiracademicresults,or
forthosewhowillbecompletingtheirthesisfromtheirhomecountry,
thecontributiontolivingexpenseswillceasefivedaysaftertheir
departurefromAustralia.Forthepurposesofcontributiontoliving
expensescalculations,theawardeesdeparturedatethereforebecomes
theenddateoftheirscholarship.
iv. forawardeesreturninghomebeforethereleaseoftheiracademic
results,StudentContactOfficersshouldobtainassurancefromthe
awardeessupervisorthattheawardeeislikelytoachieveasatisfactory
resultbeforeagreeingtoanearlierdeparture.

10.3.4.

Contributiontolivingexpensespaymentscontinue:
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i.
ii.
iii.
iv.

10.3.5.

duringpublicholidaysandsemesterbreaks
duringperiodsoffieldworkunderthescholarship
duringreunionvisitstotheawardeeshomecountry
foruptosixweeksifanawardeeismedicallyunfittostudy,hospitalised
ordetained.
Contributiontolivingexpensespaymentswillnotbemade:
i.
ii.

duringperiodsofscholarshipsuspension
whereanawardeeisdetainedformorethansixweeks.

10.3.6.

AwardeesareresponsibleforalltheirexpensesinAustraliaincludingthose
ofanyfamilymembers.Thecontributiontolivingexpensesiscurrentlytax
exempt.AwardeesshouldvisittheAustralianTaxationOfficewebsiteat
www.ato.gov.auforinformationonAustraliantaxlaws.

10.3.7.

Awardeesmustnotifyinstitutionsimmediatelyifthereisanoverpaymentofthe
contributiontolivingpayments.Inthiscasetheawardeemustmakearrangementsto
repaytheoverpaymentamounttotheinstitutionimmediately.Failuretodosowill
beconsideredasanactoffraud.

10.3.8.

Theinstitutionmust:

i. paythecontributiontolivingexpensesfortnightly,inarrears,intoan
Australianbankaccountnominatedbytheawardee

ii. makethefirstpaymentonthefirstavailablepaydayoftheinstitutionspayment
periodaftertheawardeesarrival
iii. makesubsequentpaymentsfortnightlyinaccordancewiththeinstitutions
fortnightlypaymentperiods
iv. adviseallawardeesoftheneedtoobtainataxfilenumberforbankingpurposes
andforcaseswhereawardeesareseekingemployment.

10.4.

Overseas Student Health Cover

10.4.1.

Awardeesarerequiredtohavehealthinsurance,knownasOverseas
StudentHealthCover.Itisamandatoryconditionofallstudentvisasthat
theholdermaintainsthisinsuranceforthedurationoftheirstayin
Australia.EntitlementtoOverseasStudentHealthCovercommencesonthedateof
arrivalinAustraliaandceasesonthedayanawardeedepartsfromAustraliaatthe
endofthescholarship.

10.4.2.

OverseasStudentHealthCoverdoesnotcoverpreexistingconditionsorservices
suchasdental,physiotherapyoropticalservices(knownasancillaryservices).A
waitingperiodmayapplytosomeservicesincludingthoserelatedtopregnancy.
Awardeesmaypurchaseancillarycoverattheirownexpense.

10.4.3.

AwardeesareresponsibleforanycoststhatarenotcoveredbyOverseasStudent
HealthCover.

10.4.4.

TheinstitutionwillpurchaseOverseasStudentHealthCoverforanawardee.Ifan
awardeechoosestopurchasecoverfromaproviderotherthantheinstitutions

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preferredprovider,itwillbeattheawardeesownexpense.
10.4.5.

AwardeesareresponsibleformakingandmanaginganyclaimsundertheirOverseas
StudentHealthCover.

10.4.6.

WhenanawardeeisonsuspensiontheinstitutionwillsuspendtheOverseasStudent
HealthCoverforthesuspensionperiod,andreactivatethepolicyupontheawardees
returntostudies.Whenanawardeecompletestheirscholarshipearly,theinstitution
willreturntheremainingOverseasStudentHealthCoverpremiumtoDFAT.The
awardeeisnotpermittedtoclaimtherefund.Iftheawardeedoessoitwillbe
consideredasanactoffraudagainsttheCommonwealthofAustralia.Thefraudwill
beinvestigatedandmayresultinaterminationoftheawardeesscholarshipand
possiblecriminalcharges.

10.4.7.

Awardeesmustpurchasecoverforallfamilymembersaccompanyingthemin
Australia.ItisarequirementoftheForeignAffairsorDefenceSector(Subclass576)
VisathatdependentshavecoverforthedurationoftheirstayinAustralia.Awardees
areresponsiblefororganisingandpayingforthisandanyothermedicalexpensesfor
allfamilymemberswhiletheyareinAustralia.

10.4.8.

IfanawardeeisaccompaniedbytheirfamilymemberinAustralia,theawardeemay
either:
i. requestadvicefromtheinstitutiononhowtoarrangefamilycoverforthe
durationofthescholarshipfromtheinstitutionspreferredOverseasStudent
HealthCoverprovider.Inthiscase,theinstitutionwillonlypayfortheequivalent
ofsinglecover,andtheawardeewillpaythebalance,or
ii. purchasefamilycoverfromaproviderotherthantheinstitutionspreferred
provider.InthiscasetheinstitutionisstillrequiredtopurchasesingleOverseas
StudentHealthCoverfortheawardeeforthedurationoftheirstayinAustralia.
Theawardeewillberesponsiblefortheentirecostofthefamilycover.

10.4.9.

FamiliescanfindfurtherinformationonOverseasStudentHealthCoverontheStudy
inAustraliawebsiteatwww.studyinaustralia.gov.au/en/StudyCosts/OSHC/Overseas
studenthealthcover.

10.4.10. Theinstitutionmust:
i. arrangefortheenrolmentandpaymentofOverseasStudentHealthCoverfor
awardeesforthedurationoftheirstayinAustralia
ii. ensureawardeesreceiveacopyoftheircoverdetailsincludingthepolicy/product
disclosurestatement
iii. ensuretheOverseasStudentHealthCoverismaintainedforthelengthofthe
scholarship
iv. requesttheirOverseasStudentHealthCoverprovidertorefundtheinstitutionfor
paymentsrelatedtoawardeescompletingtheirscholarshipbeforetheplanned
completiondate
v. ensureOverseasStudentHealthCovercoststhatarerefundedbytheproviderto
theinstitutionarethenreimbursedtoDFAT.
10.4.11. Ifanawardeeisaccompanied,theinstitutionmustarrangeOverseasStudentHealth
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CoverinaccordancewithSection10.4.8.

10.4.12. Ifanawardeeisaccompaniedandchoosestopurchasefamilycoverfrom
aproviderotherthantheinstitutionspreferredprovider,theinstitution
muststillpurchasesingleOverseasStudentHealthCoverfortheawardeefromthe
institutionspreferredproviderfortheperiodoftheirscholarship.Thiswillbein
additiontotheawardeesfamilycover.

10.5.
10.5.1.

10.6.
10.6.1.

Visa costs
ProgramAreaswillcoverthevisaprocessingcostsandtheinitialmedical
examination(s)undertakenintheawardeeshomecountrytoenablethe
Foreign Affairs or Defence Sector (subclass576)visatobeissued.DFATwill
notpaythecostsofanyadditionalmedicalexaminations.Thisincludeswherean
examinationisrequiredforreentryintoAustraliafollowingascholarshipsuspension,
oranextensionofthescholarshiprequiringanewvisaorpassportrenewal(refer
Section8).

Conditions that apply to travel

Thefollowingconditionsapplytoalltravel(i.e.toAustraliaatthe
commencementofthescholarship,fromAustraliauponcompletionofthe
scholarship,fieldworktravelandreuniontravel):
i.

10.6.2.

awardeesareentitledtotravel(i.e.airfares)betweentheregionalor
internationalairportclosesttotheirhomecityortown,andtheairport
closesttotheinstitutionwheretheywillbestudying
ii. awardeesaretotravelbythemostdirectrouteandareentitledtothe
"bestfareoftheday"whichisthecheapesteconomyclassfare
availableduringtheperiodoftravel
iii. ProgramAreasandinstitutionsmustadvisetheawardeeandthetravel
agentthatoncetheticketispurchaseditcannotbevariedwithoutthe
approvaloftheProgramAreaorinstitution
iv. ProgramAreasandinstitutionsshouldarrangetravelroutesthat
minimisetheriskoftheawardeeincurringvisaproblemsinthird
countrieswhileintransitoronstopover
v. unlessunavoidable,stopoversarenotpermitted.Ifunavoidable,DFAT
willpayreasonableaccommodationcosts(includingtransporttoand
fromtheairportandaccommodationonly)thathavebeenpre
approvedbyProgramAreas,thoughitshouldbecheckedfirstwhether
thesecostsarecoveredbytheairline
vi. theawardeeisresponsibleforallexternalarrivalanddeparturetaxes,
exceptwhereitispartofanunavoidablestopover,inwhichcase,the
taxesshouldbeincorporatedintothepriceoftheticketatthetimeof
purchase.
Thescholarshipdoesnotcovercostsfor:
i.

travelinsurancewhiletheawardeeistravellingtoandfromAustraliaor
whilestudyinginAustralia(includingforlossofpossessions)
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ii. travelofawardeesdependentsorfamilymembers
iii. fees,additionaltaxesorfaredifferencesrelatedtochangingtravel
datesormissingflights
iv. transportingpersonaleffectsorexcessbaggagetoandfromAustralia,
orwithinAustralia
v. otherincidentalcostsoccurredduringawardeestravel.

10.7.
10.7.1.

Mobilisation travel
Ifawardeeshavenotelectedtobemetbytheinstitutiononarrival,they
mustcontacttheStudentContactOfficerattheirinstitutiontoadvisethem
oftheirarrivalinAustralia.

10.7.2.

TheairfareforawardeestotraveltoAustraliaisbookedandpaidforby
ProgramAreas.ProgramAreasrecordawardeestravelandarrivaldetails
inOASIS,whichthennotifiesinstitutionsofthesedetails.

10.7.3.

ProgramAreasaretoarrangeawardeesmobilisationtravelandmust:

i. ensureawardeesarriveonoraftertherecommendeddateofarrivalasspecified
intheinstitutionsplacementoffer.Thismustbenomorethan14daysbeforethe
awardeeneedstocommencetheIntroductoryAcademicProgramorinAustralia
preparatoryprogram
ii. recordanawardeestraveldetailsincludingtheflightnumberandarrivaltimein
OASISasearlyaspossibleafterfinalisingthetravelbooking,andby10December
atthelatestforawardeescommencinginsemesteroneunlesstherehasbeena
delayinfinalisingtheplacementorissuingavisa
iii. amendanawardeestraveldetailsassoonaspossibleinOASISiftheirarrival
detailschange.
10.7.4.

IfaProgramAreadoesnotprovidetimelyandaccurateadvicetotheinstitutionand
additionalcostsareincurred,theinstitutionmayseektopasstheseontotheProgram
Area.

10.7.5.

AdditionalcostsmustbediscussedwithandapprovedbytheScholarshipsand
AlumniBranch.

10.7.6.

Ifdependentsaremobilisingaftertheawardee,theProgramareaisresponsiblefor
issuinganoobjectionletterforthedependentssotheymayapplyforavisato
accompanytheawardeeinAustralia.

10.8.

Reunion airfare

10.8.1.

Thereunionairfareprovidesunaccompaniedawardeeswithreturntravelto
theirhomecountryforareunionvisitduringinstitutionsemesterbreaks.

10.8.2.

Eligibilityforthereunionairfareentitlementwillbeconfirmedintheletter
ofofferandcontract,enteredinOASISbyProgramAreas,andagreedtoby
theawardeewhentheysigntheirscholarshipcontract.

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10.8.3.

Extensionofascholarship,includinganhonoursyearextension,doesnot
entitleanawardeetoanadditionalreuniontravelentitlement.

10.8.4.

Tobeeligibleforthereunionairfare,awardeesmust:

i. beunaccompaniedinAustralia

ii. beenrolledforaminimumoftwoacademicyearsinAustralia(theacademicyear
canincludeinAustraliapreparatoryprograms).
10.8.5.

Ifanawardeewantstoreturnhomeatanyothertime,theymaydosoattheirown
expense,butitmustnothaveanadverseeffectontheiracademicprogress.
Awardeesmustkeeptheinstitutioninformedoftheirtravelarrangements.

10.8.6.

Awardeesentitledtofieldwork(refer12.3.6)maynotclaimareunionairfareinthe
yearinwhichtheyundertaketheirfieldwork,ifthefieldworklocationisintheirhome
country.

10.8.7.

IfanawardeedecidestobringtheirfamilyaftertheyhavearrivedinAustralia,they
mustinformtheStudentContactOfficerwhowillprocessthechangeinOASISand
contacttheProgramAreaforanoobjectionletter.

10.8.8.

WhereanawardeedecidesaftertheyarriveinAustraliathattheywishtohavetheir
familyaccompanythem,theymustforfeittheirreunionairfareentitlementbysigning
theformatAppendixA.

10.8.9.

Ifanawardeeisfoundtohaveaccessedreunionairfare(s)whiletheirimmediate
familyislivingwiththeminAustralia,thiswillbeinvestigatedforfraudwhichmay
resultinaterminationoftheawardeesscholarshipandpossiblecriminalcharges.

10.8.10. Thenumberofreunionairfareentitlementsvariesdependingonthe
durationofthescholarship.Thetablebelowshowswhentheentitlement
maybeclaimed.

Table 2: reunion airfare entitlement table

Lengthof
Scholarship

ReunionAirfareentitlementat:

Endofyear1

Endofyear2

Endofyear3

Endofyear4

1year

No

1.5years

No

2years

Yes

No

2.5years

Yes

No

3years

Yes

Yes

No

3.5years

Yes

Yes

No

4years

Yes

Yes

Yes

No

10.8.11. Onceanawardeequalifiesforthereunionairfare,theymustcontacttheStudent
ContactOfficerattheirinstitutiontoarrangetravel.Iftheawardeeisnotusingthe
reunionairfareduringtheinstitutionsemesterbreak,theawardeemustprovidethe
StudentContactOfficerwithwrittenapprovalfromtheawardeesfacultyorresearch
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supervisorfortheperiodoftravel,andassurancethatitwillnotinterfere
withthetheirstudyprogram.

10.8.12. TheinstitutionmustrecordtheapprovedreunionairfareinOASIS.

A
I

Independent Travel
10.8.13. AwardeesmustadvisetheStudentContactOfficerinadvanceofall
overseastravelnotcoveredunderthereunionairfareentitlements.

10.9.

Completion travel

10.9.1.

Theinstitutionisresponsibleforprovidinganestimateofthereturnhome
travelcostsatthetimeofmakingtheplacementoffer.Itisalso
responsibleforarrangingandpayingfortheawardeetotravelhomeat
thecompletionoftheirscholarshipinaccordancewith10.6.

10.9.2.

Theinstitutionmustarrangetheawardeesreturnhometravelsothattheydepart
Australiabeforetheirvisaexpiresorwithin30daysofthescholarshipenddate,
whichevercomesfirst.

10.9.3.

Ifrequired,theinstitutionmustbeabletoobtainconfirmationfromthetravelagent
whohasbookedtheawardeestravelhomethattheawardeehascompletedthe
travel.Theawardeeisnotpermittedtomakeanychangetothecompletiontravel
ticket,includingcashingintheticket,withoutpriorapprovalfromtheinstitution.The
travelagentmustnotifytheinstitutionimmediatelyifthereisanoshowfor
scheduledtravel.TheinstitutionshouldnotifyDFATimmediatelythattherewasano
showforcompletiontravel.

10.9.4.

AwardeeswhofailtomaketravelarrangementstodepartAustraliawithin
30daysoftheirscholarshipenddate(ifitcomesbeforetheirvisaenddate)
willforfeittheirrighttothecompletiontravelentitlement,andwillbe
reportedtotheDepartmentofImmigrationandBorderProtection.

10.10. Australia Awards Leadership Program scholarship fees

and entitlements
10.10.1. ForscholarshipfeesandentitlementsforAustraliaAwardsLeadership
Programawardeeswhocommencedbefore2012,pleaseseeAppendixB.

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11. General support services

11.1. Standards for support services
11.1.1.

Theinstitutionisrequiredtoprovidesupportservicestoawardees,which
arenotlessthantherequirementsoftheNationalStandardsfor
InternationalStudentsasdefinedintheinstitutionscontractwithDFAT.

11.2. Arrival in Australia

11.2.1.

Unlesstheawardeehasindicatedthattheydonotrequireairportreception,
theinstitutionwillmeetawardeesonarrivalatthearrivalterminaloftheir
finaldestinationandtakethemtotheirinitialaccommodation,ifwithina
reasonabledistanceoftheinstitution.Costsincurredtomeetawardeeswill
beattheinstitutionsexpense.

11.2.2.

ProgramAreasarrangetheawardeestraveltoAustraliaandmust:

i. recordtheawardeestraveldetailsincludingflightnumberandarrival
timeinOASISasearlyaspossibleafterfinalisingthetravelandby10Decemberat
thelatestforawardeescommencinginsemesteroneunlesstherehasbeena
delayinfinalisingoftheplacementorvisaissuance.
ii. amendtheawardeestraveldetailsassoonaspracticalinOASISifthearrival
detailschange.
11.2.3.

IfaProgramAreadoesnotprovidetimelyandaccurateadvicetotheinstitutionand
additionalcostsareincurred,theinstitutionmayseektopasstheseontotheProgram
Area.

11.2.4.

11.3.

Awardeesmustnotifytheinstitutioniftheirflightisdelayedorwherethey
missaconnectingflightsotheinstitutioncanchangetheairportpickup
arrangementsandadvisetemporaryaccommodationaccordingly.

Accommodation

11.3.1.

Awardeesareresponsibleforarrangingtheirlongtermaccommodationand
forthecostsofallaccommodationinAustraliaforthemselvesandtheir
family.Institutionswillarrangeinitialaccommodationforawardeesfora
periodofatleastsevendaysfromwhentheyarriveinAustralia.

11.3.2.

Awardeeswithdisabilitymayhavespecialrequirementsinrelationto
accommodationandthiswillimposedifferentresponsibilitiesonProgram
Areasandinstitutions(seeChapter9).

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11.3.3.

Aftertheawardeehasacceptedtheirscholarshipoffer,theyarerequiredto
immediatelycontacttheinstitutioniftheywouldliketobeaccommodated
oncampus(evenifonlyforthefirstsemester).Institutionsmayhavea
ballotsystemforoncampusaccommodationandwillrequireanearlyindicationof
interest.

Initial accommodation
11.3.4.

Awardeesmustnotifyinstitutionsiftheydonotrequireinitial
accommodationtobearrangedforthem.Theymustdothisbyemailat
leastthreeweeksbeforearrivinginAustralia.Iftheyfailtoadvisethe
institution,theawardeewillberesponsibleforallassociatedcostsofthat
accommodation.

11.3.5.

Awardeeswithaccompanyingfamilymembersmayasktheinstitutiontoincludethe
familymembersintheinitialaccommodationbooking.Institutionsarenotrequired
tomakeaccommodationarrangementsforfamilymembers.

11.3.6.

Theinstitutionmustarrangeinitialaccommodationforawardees,unless
theawardeeadvisesotherwiseinwriting.

11.3.7.

Theinitialaccommodationmust:

i. bemoderatelypriced
ii. becleanandsecure
iii. befurnishedandhaveheatingorcoolingasnecessary
iv. haveaccesstocookingfacilitiesortoappropriatefoodoutlets.
11.3.8.

Institutionsshouldprovideawardeeswithdetailsoflocalshops,foodoutlets,public
transportandotherservicesinthevicinityoftheaccommodation.

11.3.9.

Theinstitutionmayoffertohelparrangeinitialaccommodationforfamilymembersif
anawardeeisaccompanied.Theseexpensesaretobepaidbytheawardee.

Long-term accommodation
11.3.10. Itisstronglyrecommendedthatawardeesbeginlookingfor
accommodationbeforetheyleavetheirhomecountry.However,they
shouldnotenterintoalegallybindingcontractorleasebeforearrivingin
Australiaandwithouthavingviewedtheaccommodation.

11.3.11. Theinstitutionmustadviseawardeesabout:

i. availabilityandcostsofresidentialcolleges,internationalhousesor
hostelsattachedtotheinstitution,includingaccommodationsuitableforpeople
withdisabilityorspecialneeds

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ii. therangeofprivateaccommodationoptionsavailable,includingaccommodation
suitableforpeoplewithdisabilityorspecialneeds
iii. informationontenancyrequirements,tenancyprotection,establishingutility
connections,andrentalpricesincludingadditionalcostssuchasgasorelectricity.

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12. Academic support

12.1.

Introductory Academic Program

12.1.1.

TheIntroductoryAcademicProgramismandatoryandintendedtoprovide
awardeeswithsupportduringtheirfirstweeksinAustralia,toassistin
preparingforstudyinAustralia,toenhancetheirabilitytomeetthedemands
oftheirstudiesandmaximisethelikelihoodofcompletingtheircoursebythe
scholarshipcompletiondate.TheIAPcanalsoassisttheinstitutiontomonitor
anawardeescapabilityandidentifythosewhomayneedfurtherassistance
duringthecourseoftheirstudies.

12.1.2.

ItisexpectedthattheIntroductoryAcademicProgramwillbeconductedover
afourtosixweekperiod.

12.1.3.

12.2.
12.2.1.

AttendanceattheIntroductoryAcademicProgramiscompulsoryforall
awardees.FailuretoattendtheIntroductoryAcademicProgrammayresult
intheterminationofthescholarship.

Supplementary academic support

Alimitedamountofsupplementaryacademicsupportisavailablewherethe
institution,awardeeorProgramAreaidentifiesthatassistanceisrequiredin
linewiththeinstitutionsacademicrequirements.Fundsmaybeusedfor:
i.
ii.
iii.
iv.

12.2.2.

tutoring/academicsupport
academictrainingorworkshops(suchasacademicwritingskillsetc.)
editingtheses
forresearchawardeesonlyattendingconferencestopresentresearch
findingsorresearchpapersthataredirectlyrelatedtotheircourse.

Supplementaryacademicsupportisaccruedat$500everysixmonths(i.e.
$1000ayear)fortheperiodofthescholarship.Theaccruedfundsmaybe
expensedatanytimeduringthescholarship.Thefunds,however,cannotbe
expensedinadvance(e.g.ifanactivityhappensduringthefirstsemesterofa
scholarship,theassociatedcostscannotexceedtheactualaccruedamountof
$500).

12.2.3.

Awardeeswantingtoaccessthesupplementaryacademicsupportfunds
mustcontacttheStudentContactOfficerattheirinstitutionandgain
approvalfortheuseofthesefunds.Iftheinstitutionapprovestheuseof
thefunds,theinstitutionwilladvisetheawardeewhethertheinstitutionwillpayfor
theapproveduseofthefundsdirectlytotheserviceprovider,oriftheawardeecan
bereimbursedupontheawardeespresentationoforiginalreceipts.

12.2.4.

Whendeterminingtheactivitytobefunded,theinstitutionisexpectedto
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consider,butnotlimitedto,whether:

12.2.5.

i.

theassistancetobefundedwiththeSAScanbeprovidedatnocostthroughthe
institutionsacademicsupportmechanisms,

ii.

theawardeehassufficientremainingaccruedfundsfortheactivityafterall
previouscostsagainstthisentitlementhavebeenexpensedinOASIS.

Oncetheinstitutionhasapprovedexpenditureofsupplementaryacademicsupport
fundsforanawardee,theinstitutionmusteither:
i. paythecostsoftheapprovedactivitydirectlytotheserviceprovider,or
ii. reimbursetheawardeeuponpresentationoforiginalreceipt(s)fortheagreed
supportservice.

12.2.6.

Supplementaryacademicsupportfundingmustnotbeusedto:
i. purchaseIThardware,specialisedsoftwareortextbooks(awardeesmayusethe
establishmentallowanceforthispurpose),
ii. tomeettheexpensesofadjustmentsmadeforawardeeswithdisability(asthisis
theinstitutionsresponsibility),
iii. towardsanyassociatedcostsforfieldwork/fieldtripsorstudytourunits(either
selectiveorcompulsory)

12.2.7.

12.3.

Theinstitutionmustmonitortheprovisionoftheentitlementandmaintainrecordsof
expenditureforeachawardeeinOASIS.Accordingtoitscontractwithinstitutions,
DFATmayaudittheserecordsatanytime.

Fieldwork

12.3.1.

ForthepurposeoftheAustraliaAwardsScholarships,fieldworkisdefinedas
firsthandobservationsanddatacollectionneedingtobemadeinthefieldas
opposedtothoseobservedorcollectedinthecontrolleduniversity
environment.

12.3.2.

Thefieldworkentitlementisonlyacontributiontoawardeesfieldworkcosts
(asdetailedin12.3.5).Fieldworkentitlementonlyappliestoawardees
enrolledinaMastersbyresearch,aPhDoraMastersbycourseworkwhich
hasacompulsoryresearchbyfieldworkcomponent.Fieldworkentitlement
mustbeincludedintheinstitutionsinitialoffer.

12.3.3.

FieldworkmustbeundertakeninAustraliaortheawardeeshomecountry.In
exceptionalcases,ProgramAreasmayagreetoanawardeeundertaking
fieldworkinanothercountrywithintheregion.

12.3.4.

FieldworkwhichistotakeplaceinmorethanonelocationinAustraliaorin
theapplicantshomecountrymustbeidentifiedintheawardeesapproved
researchproposal.

12.3.5.

Onlytheinternationalreturnairfarestotheairportclosesttothefieldwork
locationwillbefundedduringthescholarshipperiod.Fundingforallother
costsassociatedwithfieldworkshouldbesoughtfromothersourcesavailable
toawardees,includingtheiracademicfacultybudget.DFATwillnotcover
costswhichinstitutionstypicallycoverforotherresearchstudents.
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12.3.6.

12.3.7.

12.3.8.

12.3.9.

OnereturnairfareforaMastersawardeeanduptothreeforaPhDawardee
arepermitted.Thenumberoffieldworktripsrequiredisdeterminedbythe
institution(supervisor)subjecttothenatureoftheresearch.

Iffieldworkisconductedintheawardeeshomecountry,theawardeeisnot
eligibleforreunionairfaresintheyearfieldworkisundertaken(i.e.aPhD
awardeeundertakesfieldworkinyear2isnotentitledtoreunionairfarein
thatyearbutiseligibleattheendofyears1and3).

IffieldworkisconductedinathirdcountryorinAustralia,thestandard
reunionentitlementapplies.

Fieldworkmustbeundertakenduringtheawardeesperiodofstudiessuch
thatthetotalperiodofthescholarshipdoesnotexceedthelengthofthe
courseofstudiesasregisteredinCRICOS.

12.3.10. Themaximumperiodwhichmaybeapprovedforfieldworkis12months.
12.3.11. Fieldworkmustnotresultinanextensiontothescholarship.
12.3.12. TheinstitutionmustrecordthefieldworkdetailsinOASISattheprocess
placementstage.Failuretodosomayresultinfundsforfieldworknot
beingapproved.

12.3.13. Theinstitution(andawardees)shouldfirstinvestigateifsomeofthecostscanbe
obtainedfromothersources(suchastheinstitutionsresearchfunds).
12.3.14. TheinstitutionmustseekapprovalfromtheProgramArea(anditmayalsorequire
approvalfromthepartnergovernment,whererelevant)forfieldworktobe
undertakeninathirdcountry.
12.3.15. Theinstitutionisresponsiblefororganisingfieldworktravelfortheawardee.One
returneconomyclassairfareforaMastersawardeeanduptothreeforaPhDmaybe
approvedfortheawardeetoundertakefieldworkessentialtotheirprogram.
12.3.16. TheinstitutionmustrecordtheactualtravelcostsanddetailsinOASISonceithas
beenbooked
12.3.17. Ifanawardeebecomesillorisunabletoreturnfromtheirfieldworkasplanned,the
StudentContactOfficershouldapplytheSuspensionPolicy(refer13.4).

12.3.18. ProgramAreaswillneedtogivecarefulconsiderationtotheimplicationsof
approvingfieldwork.

12.3.19. Awardeesmustcommunicatewithandprovideallrelevantinformationonthe
fieldworktotheStudentContactOfficertoassisttheinstitutioninorganising
fieldworktravel.FailingtonotifytheStudentContactOfficermayresultinthe
cancellationofanawardeesCLEentitlement.
12.3.20. AnawardeewhoisundertakingfieldworkoutofAustraliaandwhohasdependents
withtheminAustraliamustconsulttheDepartmentofImmigrationandBorder
ProtectiononthepolicyrelatingtothedependentsstayinginAustraliaortravelling
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withtheawardee.
12.3.21. Ifanawardeebecomesillorunabletocompletetheirresearchasplanned,
theymustimmediatelyadvisetheirStudentContactOfficerandthe
Suspensionpolicywillbeapplied(refer13.4).

12.4.
12.4.1.

Fieldtrips
DFATwillonlycoverthecostofcompulsoryfieldtrips.Wheretheyarea
compulsoryrequirementoftheawardeesstudyprogram,theinstitution
mustrecordthecostaspartoftheacademicfeesinOASISattheprocess
placementstage(referSection5).Failuretodosomayresultinfundsforthefieldtrip
notbeingapproved.

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12.5. Work attachments, placements or work experience

12.5.1.

Themaximumperiodofaworkattachmentis12months.

12.5.2.

WorkattachmentsmustbeundertakeneitherinAustraliaortheawardees
homecountry,notingthattheawardeeisresponsibleforallcosts.In
exceptionalcases,ProgramAreasmayagreetoworkattachmentstakingplace
inanothercountrywithintheregion.

12.5.3.

Workattachmentsmustbeundertakenduringtheawardeesperiodof
studiessuchthatthetotalperiodofthescholarshipdoesnotexceedthe
lengthofthecourseofstudiesasregisteredinCRICOS.Workplacements
shouldnotresultinanextensiontothescholarship.

12.5.4.

WorkexperiencetogainmembershipofanAustralianassociationwillnotbe
supported,wheretheexperiencecouldbeundertakenintheawardeeshome
countrytogainmembershipoftherelevantassociationinthatcountry.

12.5.5.

Theinstitutionmustincludetherequirementforaworkattachmentinthe
institutionsoriginalplacementofferinOASIS(referSection5).

12.5.6.

Theinstitutionwillcontinuetopaythecontributiontolivingexpensesallowance
duringtheworkattachment,irrespectiveofanypaymenttheawardeemayreceive
fromthehostingorganisation.

12.5.7.

Theawardeeisresponsiblefor:

i. allcostsassociatedwiththeworkattachment

ii. ensuringthatanyworkundertakencomplieswiththeForeignAffairsorDefence
Sector (subclass576)visaconditionsandAustraliantaxationrequirements.
iii. informationonthevisaconditionscanbefoundat
www.immi.gov.au/students/visaconditionsstudents.htm.
iv. informationontheAustraliantaxationrequirementscanbefoundat:
www.ato.gov.au.

12.6.

Academic progress

Satisfactory academic progress

12.6.1.

12.6.2.

Satisfactoryacademicprogressmeansthattheawardeehaspassedall
subjectsforthegivenperiod,orhasrecordedsatisfactoryprogressina
researchprogram.
Institutionsmust:
i. maintainanuptodaterecordofeachawardeesacademicprogressinOASIS,as
requiredundertheinstitutionscontractwithDFAT
ii. monitorandrecordacademicprogressofawardeesattheendofeachsemester
(orsession)
iii. ensurethattheawardeeisonscheduletocompletetheircoursebythe
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scholarshipcompletiondate,andismaintaininganappropriatestudy
load.

Unsatisfactory academic progress

12.6.3.

Ifanawardeefailsasubject,orfailstomakesatisfactoryprogressina
researchprogram,inanytwosuccessivesemesters(orsessions),theawardee
mustshowcauseastowhytheyshouldnothavetheirscholarshipterminated
(seeSection13.9).

12.6.4.

Anawardeesscholarshipmaybeterminatediftheyfailtomake
satisfactoryprogress.Ifanawardeefailstomakesatisfactoryacademic
progress,theymustsignandcomplywiththeinstitutionsstrategyand
actionplantoaddressthereasonsforfailure.Ifanawardeedoesnotcomplywiththe
planorcontinuestofailtomakesatisfactoryacademicprogressthescholarshipmay
beterminated.

12.6.5.

Ifanawardeefailsasubject,orfailstomakesatisfactoryprogressina
researchprogram,theinstitutionmust:

i. recordinOASISattheendofeachsemester(orsession)whichsubjectsthe
awardeehasfailedornotethattheyhavenotmadesatisfactoryprogressina
researchprogram
ii. putinplaceastrategyandactionplaninconsultationwiththeawardee,tohelp
themaddressthereasonsforfailureandremainonscheduletocompletetheir
coursebythecompletiondate.Theactionplancouldincludeforexample:
o

supplementaryacademicsupport(e.g.additionaltuition)

enrollinginnonstandardsessions(e.g.summerschool)

reducingtheawardeesworkloadinonesemesterandoverloadingin
another(iftheawardeeiscapable)

crossinstitutionenrolmenttorepeat/replacefailedsubjects

coursedowngrade

iii. ensurethattheactionplanissigned/acknowledgedbyboththeawardeeandthe
institution,andthattheactionplanisuploadedintoOASIS.

Study load
12.6.6.

InkeepingwiththestandardundertheNationalCodeofPracticefor
RegistrationAuthoritiesandProvidersofEducationandTrainingtoOverseas
Students,institutionsmayallowawardeestoenrolinlessthanafulltimeload
inanystandardstudyperiod(i.e.semester)if:
i.
ii.

therearecompassionateorcompellingreasonsforreducingtheload
thereducedloadispartoftheinstitutionsstrategyandactionplan

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iii. theawardeehasstudied,orplanstostudy,extraunitsinanotherstudy
periodandhasprovidedacopyoftheirapprovedstudyplantothe
StudentContactOfficer.
iv. theawardeehasonlyafewunitslefttocompleteandthesedonot
constituteafulltimeload
v. prerequisiteunitsarenotavailableinthatstudyperiod.
12.6.7.

AwardeesmayseekapprovalfromtheirStudentContactOfficertospread
theirworkloadovermoreteachingperiods(i.e.usenonstandardsessions
summer,autumn,winter)whereaninstitutionoffersnoncompulsorystudy
periods,ortoreducetheirworkloadiftheyarehavingtroubleadjusting.

12.6.8.

Theinstitutionmustensuretheawardeefollowsanenrolmentpattern
thatwillallowthemtocompletewithintheexpecteddurationinthe
normalcourseofevents.ForfurtherinformationontheNationalcodeof
PracticeStandards,visitwww.aei.gov.au/regulatoryinformation/educationservices
foroverseasstudentsesoslegislativeframework/nationalcode/pages/default.aspx.

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13. Variations to the terms of enrolment

13.1. Scholarship conditions and terms of enrolment
13.1.1.

Scholarshipsareawardedtorecipientstoobtainspecifiedqualificationsin
ordertocontributetodevelopmentoutcomesintheirhomecountry.The
proposedcourseandthelengthofthescholarshipareagreedbyDFATandin
someinstances,thepartnergovernment,followingadvicefrominstitutions.
ThetermsoftheAustraliaAwardsScholarship,andenrolmentatthe
Australianinstitution,arethenagreedtobytherecipientbysigningtheletter
ofofferandcontractwiththeCommonwealthofAustralia.

13.1.2.

Variationstotheawardeestermsofenrolmentwhichaffectthebasison
whichthescholarshipwasgranted(e.g.changetofieldofstudy),willonlybe
consideredifitistheonlyoptionavailabletoenabletheawardeeto
successfullycompletetheirprogramofstudy.Allvariationsmustbeapproved
byDFAT.

13.1.3.

ThetypesofvariationsthatwillbeconsideredbyDFATaredetailedseparately
inthischapter.

13.1.4. Awardeesareadvisedthatvariationstothetermsoftheirenrolmentwillbe
consideredinlightofthescholarshipsaimofcontributingtothe
developmentoftheawardeeshomecountry,andthattheawardeestertiary
educationisintendedtoprovideskillsvaluabletothisaim.Anawardeespersonal
aspirationsareofsecondaryimportance.

13.1.5.

AllvariationsaremanagedandprocessedinOASISbytheProgramAreaand
theinstitution.Theonlyexceptionstothisareforterminationsandfor
scholarshipvariationsforAustralianLeadershipAwardeeswhocommenced
priorto2012.ThesevariationsareapprovedbytheScholarshipsandAlumniBranch.
ProgramAreaswilldetermineifpartnergovernmentapprovalisrequiredfora
variationandshouldonlyapprovevariationsinaccordancewiththerelevantpolicy
andinaccordancewithfinancialdelegation.

13.1.6.

Postswillapproveorrejectallvariationrequestswithintwoweeksofsubmission
providingthattheinstitutionhasincludedallrelevantinformationinthevariation.

13.1.7.

InstitutionsmustseekapprovalfromProgramAreasasvariations
frequentlyinvolvethecommitmentofnewfunds.Theonlyexceptionsto
thisareforterminations,andforscholarshipvariationsforAustralian
LeadershipAwardeeswhocommencedpriorto2012.Thesevariationsareapproved
bytheScholarshipsandAlumniBranch.ProgramAreaswilldetermineifpartner
governmentapprovalisrequiredforavariationandshouldonlyapprovevariationsin
accordancewiththerelevantpolicyandinaccordancewithfinancialdelegation.In
somecasesvariationswillrequireProgramAreastonegotiatewithotherparties,
suchaspartnergovernments.

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13.1.8.

InstitutionsmustlodgevariationrequestsasearlyaspracticalinOASIS.Unless
unavoidable,institutionsmustlodgevariationrequestsatleastsixweeksbeforethe
scholarshipcompletiondateiftheawardeeisinthelastsemesteroftheir
scholarship.Variationssubmittedlessthanfourweeksbeforepaymentbatch
processingduedatesmaynotbeapprovedpriortotheduedateofthepayment
batch.

13.1.9.

InstitutionsaretokeepawardeesOASISrecordsuptodate,particularlywhen
seekingvariations(e.g.detailsofdependents,passportdetailsetc.).

13.1.10. Whendecidingifavariationisnecessary,theinstitutionshouldassesstheoptions
availabletoproducethemosteffectiveoutcome.Beforesubmittingavariationin
OASISrelatingtoacademicfailure,institutionsmustensuretheyhaveinvestigated
andreportedthefollowingtoDFAT(usingtheOASISjournalnotesfacility):
i. thescopeoftheacademicdifficulty:whatisthespecificacademicissue(e.g.
statistics,essaywriting,exams,attendance,researchortimemanagement)
ii. thereasonsforthefailure,forexamplefamilystress,academicstressorhealth
issues
iii. whatisbeingorwillbedonebyboththeawardeeandinstitutiontoaddressthe
issues(e.g.ifanawardeeissufferingfinancialstress,whatcounsellingand
financialmanagementplanshavebeenputinplace.Iftheissueisresearchskills,
whatextraacademicsupporthastheawardeeattendedandwhatarethe
outcomesofthatsupport).Thisshouldtaketheformofanactionplantoaddress
thelackofacademicprogress
iv. howrealisticisitthattheawardeewillsuccessfullycompletethecurrentcourse
v. ifthereisanoptiontodowngradetheacademicaward,andisthisbeing
considered.

13.2.

Withdrawals

13.2.1.

Anawardeemaywithdrawfromtheirstudyprogramandforfeittheir
AustraliaAwardsScholarshipbeforeoraftertheirarrivalinAustralia.

13.2.2.

Anawardeethatwishestowithdrawfromtheirscholarshipmustprovidethis
adviceinwritingto:

i. theProgramAreaiftheawardeehasnotdepartedforAustralia
ii. theinstitutioniftheawardeeisinAustralia.
13.2.3.

IfanawardeewithdrawsfromtheirscholarshipaftertheirarrivalinAustralia,they
mustreturntotheirhomecountryimmediately.AwardeesshouldcontacttheStudent
ContactOfficerattheirinstitutiontoarrangetheirreturnhometravel.Iftheawardee
doesnotreturnhome,theywillincuradebttotheCommonwealthforthescholarship
costs(seeSection8.10).

13.2.4.

ProgramAreasareresponsibleforprocessingpredeparturewithdrawalsin
OASIS.

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13.2.5.

InstitutionsareresponsiblefornotifyingProgramAreasandgainingtheir
approvaltoprocesswithdrawalsforawardeesinAustraliawhowishto
withdrawfromtheirscholarship.

TheScholarshipsandAlumniBranchmustnotifytheDepartmentof
ImmigrationandBorderProtectionoftheawardeeswithdrawalifthe
awardeeisinAustralia.

13.2.6.

13.3.

Extensions

13.3.1.

Anextensionisdefinedasanyincreasetothelengthofascholarshipandis
requestedbytheinstitutioninOASISandapprovedbytheProgramArea.

13.3.2.

ApartfromanHonoursyearextension,onlyoneextensiontoamaximumof
sixmonthsmaybeapprovedforthedurationofthescholarship.Arequestfor
extensionwillgenerallynotbeconsideredforastudyprogramthatisonlyone
academicyearlong.

13.3.3.

Extensionswillonlybeapprovediftherearelegitimatereasons,including
unforeseenandexceptionalcircumstancesthatarebeyondthecontrolofthe
awardeeandtheinstitution.Criticalincidentsandwelfareissuesaregenerally
bestaddressedwithasuspension.

13.3.4.

TheoptiontoextendanAustraliaAwardsScholarshipwillgenerallyonlybe
consideredwhere:
i.
ii.

theawardeeisalreadyinthesecondorsubsequentyearoftheircourse
theawardeeisexpectedtoachievethequalificationasaconsequence
oftheextension
iii. theinstitutiondeemsanextensiontobetheonlyacceptablestrategyto
achievethequalification
iv. theawardeehasfailedasubjectandtheinstitutionhasimplementeda
strategytohelpthemcompletetheirstudyprogramontimeand
addressthereasonsforthefailure.

13.3.5.

Ifanextensiontothescholarshipisapproved,theawardeewillbe
responsibleforpayinganycostsassociatedwithgaininganewvisa.

13.3.6.

ItistheawardeesresponsibilitytoensurethattheycontacttheDepartmentof
ImmigrationandBorderProtectioninsufficienttimetoapplyforanewvisatoextend
theirstayinAustralia.

13.3.7.

ProgramAreasmustmaintainthoroughrecordsonextensionrequests,
approvalsandrejectionsinOASIS,includingtherationaleforthedecision,
whichmustbeinlinewiththeextensionpolicy.

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13.3.8.

Theinstitutionshouldconsiderallpossibleoptionstoavoidtheneedforan
extensioninsituationswhereanawardeeisnotlikelytofinishtheirstudies
ontime.Theseoptionsinclude:
i.

suspensionoftheirAustraliaAwardsScholarship

ii.

supplementaryacademicsupport

iii. enrollinginnonstandardsessions(e.g.summerschool)torepeatfailedsubjects
iv.

crossinstitutionenrolmenttorepeat/replacefailedsubjects

v.

coursedowngrade

vi.

overloadinginsubsequentsemestersonlyiftheawardeeiscapable

vii. completingstudiesfromhome,particularlyforresearchcourses.Insuchcases
theawardeewouldnotreceiveanyfurtherfundingfromDFAT
viii. terminatingthescholarshipiftheawardeehasfailedasubjectorfailedtomake
satisfactoryprogressinaresearchprograminanytwosubsequentsemesters
duringthescholarshipperiod.
13.3.9.

Whereanextensionisrecommended,theinstitutionmustensurethatappropriate
support,monitoringandcounsellingstrategiesareinplacethatwillenablethe
awardeetocompletewithintherevisedduration.

13.3.10. Theinstitutionmustsubmitastudyplansignedbytheawardeeandtheinstitution
togetherwiththeextensionvariationfortheProgramAreasconsideration.Research
studentsmustsubmitaletterofsupportfromtheirsupervisoralongwithadetailed
submissiontimeline.
13.3.11. Iftheawardeeisunlikelytoachievethedesiredoutcomewiththeassistance
provided,theinstitutionshouldrecommendterminationofthescholarshiptothe
ScholarshipsandAlumniBranch.
13.3.12. Theinstitutionshouldfundallorpartoftheexpenseofextendinganawardwhere
theinstitutionhasfailedto:
i.

adequatelymonitortheawardeesprogress

ii.

takemitigatingactionwherethereasonsforrequiringtheextensionoccurred
beforethelasttwosemestersofstudy

iii. provideappropriateacademicsupervisionandsupporttotheawardeetoenable
themtocompletethescholarshipontime.
13.3.13. Institutionsmustmaintainthoroughrecordsonextensionrequests,approvalsand
rejectionsinOASIS.

13.4.

Suspensions

13.4.1.

Ascholarshipmaybesuspendedforamaximumof12monthsifdeemed
necessary(e.g.forhealthreasons,orfamilyreasons).

13.4.2.

SuspensionvariationsarerequestedbytheinstitutioninOASISandapproved
bytheProgramArea.

13.4.3.

Ifanawardeehasalreadybeengrantedanextensionoftheirscholarship,a
suspensionwillnotbegrantedifitwillresultinadditionalcost.
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13.4.4.

Ifasuspensionisapproved,nocontributiontolivingexpensesorotherfees
orentitlementswillbepaidfortheperiodofsuspension.TheOSHCmustbe
suspendedforthisperiodaswell.

13.4.5.

Awardeesareallowedtousetheirreunionairfareentitlementinadvanceto
fundtheirreturnhometrip.IntheabsenceofareunionentitlementDFATwill
fundtheawardeesreturntripairfare.Theawardeeisresponsiblefortheir
dependentsairfares.

13.4.6.

Whereasuspensionresultsinanawardeehavingtorepeatsubjectsforwhich
feeshavealreadybeenincurred,therequestwillbehandledasasuspension
withanextension.Nofurtherrequestsforanextensionwillbepermittedfor
theremainderofthescholarship.

13.4.7.

Ifasuspensionofthescholarshipisapproved,theawardeemust:
i. returntotheirhomecountry(withtheirfamilyifaccompanied)forthe
periodofthesuspension

ii. remainincontactwiththeProgramAreainCountryduringtheperiodofthe
suspension
iii. seekthepriorapprovalofDFATandtheinstitutionbeforereturningtoAustraliaat
theendofthesuspensionperiod
iv. contacttheinstitutionatleasttwomonthsbeforetheyintendreturningto
Australia,toagreeupontheirscholarshiprecommencementdate
v. contacttheDepartmentofImmigrationandBorderProtectionforinformation
aboutvisarequirements.
13.4.8.

Ifasuspensionisgrantedonmedicalgrounds,theawardeewillberequiredto
undergoamedicalexaminationtoseeiftheyarefittotravelandtoresumefulltime
studyinAustralia.Thisexaminationwillbeattheawardeesexpense.

13.4.9.

Awardeesmayberequiredtoprovidedocumentaryevidenceoftheirfitnesstostudy
toDFATandtheinstitutionbeforeapprovalwillbegivenfortheirreturntoAustralia
andbeforeareturnflightwillbebookedontheirbehalf.

13.4.10. ProgramAreasaretoassesssuspensionrequestsinlinewiththispolicy,
andseekapprovalfrompartnergovernmentswhereapplicable.

13.4.11. Ifasuspensionisgrantedonmedicalgrounds,theProgramAreasmayberequiredto
assisttheawardeeinCountryduringtheperiodofsuspension(seeSections15.7and
17.5).

13.4.12. Theinstitutionshouldassessasuspensionrequestgivingconsiderationto
theremainingdurationofthescholarshipandthelikelyeffectsofthe
suspension(especiallythebreakfromstudy)onsatisfactorycompletionof
thecourse.

13.4.13. Requestsforsuspensionaretobelodgedbytheinstitutionasearlyaspossiblein
OASISandaretoincludetherevisedscholarshipcompletiondateandanyadditional
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costs,includingthecostofreturnairfaresforthesuspensionintheabsenceofthe
reunionentitlement.
13.4.14. Theinstitutionshouldorganisesuspensiontraveltotheawardeesclosesthome
airportandexpenseDFATforthecost.Suspensiontravelshouldbeorganisedas
soonaspossibleafterthesuspensionhasbeenapprovedbyDFAT.
13.4.15. TheinstitutionmustsuspendtheawardeesOverseasStudentHealthCoverforthe
suspensionperiod.
13.4.16. Iftheawardee:
i. hastheirscholarshipsuspendedduetoillnessoraccident,theywillneedan
assessmentoftheirhealthandcapacitytomanagetheirstudiesbeforethey
returnfromsuspension.Wheretheawardeehasnotreturnedhomebecausethey
wereunfittotravel,theinstitutionmusthelporganisethisassessment
ii. isdeemedfittoreturntotheirstudies,theinstitutionmustassisttheawardeeto
obtainanewForeignAffairsorDefenceSector (subclass576)visa.

13.5. Transfers
13.5.1.

AtransferbetweencoursesortoanotherinstitutionissubjecttoProgram
Areaapproval,andwhererelevant,partnergovernmentapproval.Transfers
willonlybeconsideredwherethereisnoalternativeoptionavailable,andthe
transferisinlinewiththepriorityareasasidentifiedintherelevantcountryor
regionprofile.

13.5.2.

Thecourseorinstitutiontransfermustnotresultinanextensionoftimeto
thescholarship.

13.5.3.

Onlyonetransferrequestmaybeapprovedperawardee.

Change to field of study

13.5.4.

Achangetothefieldofstudyisnotpermitted(e.g.arequestforatransfer
fromanartstoasciencedegree).However,aninstitutionmayrecommend
thatanawardeechangetoadifferentcoursewithinthesamefieldofstudyat
aninstitutionthatwouldbemoreappropriatetotheawardeesandcountry
priorityneeds.

Course transfer
13.5.5.

13.5.6.

AcoursetransferisenteredinOASISbytheinstitutionwheretheawardeeis
enrolledandapprovedbytheProgramArea.
Acoursetransferisusedtotransferanawardeefromonecourseto
anotheratthesameinstitution(atthesameorlowerlevel).Ifthenameor
CRICOScodeofanenrolledcoursechanges,aninstitutionwillneedtoenter
acoursetransferinOASIS.

Institution transfer
13.5.7.

Aninstitutiontransferisusediftheawardeeistransferring(atthesameor
lowerlevel)toadifferentinstitution.

13.5.8.

Acceptablereasonsforatransferare:
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i.
ii.
iii.
iv.

movementofanacademicsupervisor(researchawardees)
theinstitutionceasestoofferthecourse
coursedowngrades
theawardeefailstomeettheentryrequirementsoftheiruniversity
aftertheyhavecompletedprecourseEnglishorotherpreliminary
courses,buttheymeettheentryrequirementsofasimilarcourseat
anotheruniversity.

13.5.9.

Ifaninstitutiontransferisapproved,theawardeemustmeetanycosts
associatedwiththetransfer(e.g.costsofrelocating).

13.5.10. ProgramAreasmayapproveatransferonlyif:
i. thetransferinstitutionisaninstitutioncontractedwithDFAT

ii. thenewcourseisconsideredbytheProgramAreatobeconsistentwiththe
countryprogramprioritiesandpartnergovernmentrequirements(where
applicable)
iii. itwillnotresultinanextensionoftimetothescholarship
iv. theawardeeislikelytosuccessfullycompletethescholarship.

13.5.11. Ifthecoursetowhichanawardeetransfersisshorterthantheoriginal
course,thereceivinginstitutionmustreducethedurationofthe
scholarshipinOASISandadvisetheawardeeoftheirscholarshipinlinewith
theirreducedstudyperiod.

13.6.
13.6.1.

Upgrades
Awardeesaregenerallynotpermittedtoupgradetoahigherlevelcourse
(eitherwithinthesameinstitutionoratanotherinstitution)duringorafter
completionoftheirscholarship.However,thefollowingupgradesare
permitted,subjecttoProgramAreaandpartnergovernmentapprovalwhere
relevant(pleasenotethatnotallProgramAreasallowforanupgrade):
i.
ii.

whereaninstitutionhasrecommendedanawardeetobeinvitedto
undertakeanHonoursprogram
Mastersbyresearchawardeesmaybepermitted,inexceptional
circumstances,toupgradetoaPhDprogramiftheymeetthestrict
requirementsasoutlinedinSections13.6.213.6.9.

Upgrade to a PhD
13.6.2.

DFATwouldpreferfortheplacementintothePhDtobeconfirmedduringthe
scholarshipapplicationphase.However,asthisisnotalwayspossible,the
followingoutlinesthecriteriaandproceduresProgramAreaswillapplywhen
consideringarequestforascholarshiptobeupgradedtoaPhD.
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13.6.3.

Thispolicyrecognisesthatbuildingtheresearchcapacityinadeveloping
countrywillcontributetoitseconomicdevelopmentandpovertyreduction.
AllowingupgradesfromaMastersbyresearchtoaPhDprogramshouldmean
thattheawardeescontributiontotheirhomecountrysresearchcapacitywill
beenhanced.

13.6.4.

FinalapprovalbyProgramAreaswillbeeffectedbytheawardeesigninga
deedofamendmenttotheiracceptanceofoffercontractwithDFAT.The
deedofamendmentwillbesenttotheawardeeviatheinstitutiontobe
signedandreturnedtoDFATforthedelegatetosign.ProgramAreaswillfile
oneoriginalandreturntwototheinstitution(oneforitsfileandoneforthe
awardee).

13.6.5.

Theawardeemustsubmittheirrequestfortheupgradetotheirinstitution
includingallsupportingdocumentation,aminimumof30daysbeforethe
awardeesscholarshipcompletiondate(DFATwillnotsupportawardees
remaininginAustraliapendinganydecisiononapprovalsforanupgrade).

13.6.6.

Theawardeemustsubmitthefollowingwiththeirrequestforanupgrade:

i. clearwrittenjustificationfortheupgrade,includingevidencethattheyarelikely
toreturntoapositionintheirhomecountryorregionwhichwillenablethemto
passontheirresearchskills(e.g.evidenceofpreviousrelevantemploymentinan
academicorresearchenvironment;aletterofpotentialemploymentinsuchan
institutiononreturnhome)
ii. evidencethattheywillbeabletoenhanceresearchlinksbetweentheirhome
countryandAustralia
iii. abriefproposal,includingaprojecttimeline,demonstratinghowthePhDwillbe
completedwithinthetotaloffouryears,includinghowtheMastersstudiesto
datehavecontributedtoachievingthatdeadline.
13.6.7.

OncetheProgramAreahasgiveninprincipleapprovalforanupgrade,theawardee
mustsubsequentlyprovideevidencethattheyhavebeenacceptedintotheproposed
PhDprogrambeforefinalapprovalbytheProgramAreacanbegiven.

13.6.8.

Ifapprovalfortheupgradeisgiven,theawardeemustapplyforafurthervisatostayin
Australiabeyondtheenddateoftheirinitialvisa(seeSection8.5).

13.6.9.

ProgramAreasandthepartnergovernmentwhereapplicable,mayconsider
upgradesofexceptionalawardeesfromaMastersbyresearchtoaPhDon
acasebycasebasisunderthefollowingcriteria:

i. thePhDwillbeundertakenatthesameinstitutionatwhichtheawardeeis
studyingaMastersbyresearchprogramunderthescholarship
ii. theupgradewillresultinthestudyperiod(andhencethescholarshipduration)
notexceedingfouryearsintotal(i.e.theequivalentdurationhadtheinstitutions
initialofferbeenforthePhD).
13.6.10. ProgramAreasmustadvisetheScholarshipsandAlumniBranchifanupgradeis
approved,anduploadthedeedofamendment,signedbytheawardee,inOASIS.

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13.6.11. Theinstitutionmust:

i. submittherequestforanupgrade,includingallsupporting
documentationlistedatSection13.6.6,toProgramAreasatleast30daysbefore
theawardeesscholarshipcompletiondate
ii. ensurethesupervisorandtheinstitutionschairoftheResearchCommitteeor
equivalentsupportstheupgrade
iii. providecopiesofallhalfyearlyreportssubmittedbythesupervisortothe
researchcommitteeorequivalent.

13.6.12. Intheeventthatanupgradeisapproved,theScholarshipsandAlumni
BranchwillprovideaNoObjectionLetterfortheawardeetoapplytothe
DepartmentofImmigrationandBorderProtectionforafurthervisato
remaininAustraliabeyondtheinitialvisaenddate.

13.7. Reductions
13.7.1.

Avariationtoreducethelengthofascholarshipmayberequiredfora
numberofreasons:
i.

anawardeecompletingtheirstudyaheadoftime.Pleasenote:a
finalisationvariationmayalsobeusedforthispurpose.
ii. conditionsofthescholarshipnotbeingmet
iii. inthecaseofarticulatedcourses,thefirstcourseiscompletedbutnot
toasufficientleveltoundertakethesecondcourse.
13.7.2.

TheinstitutionmustadvisetheScholarshipsandAlumniBranchofa
revisedscholarshipenddateviaOASISandadvisetheawardeethatDFAT
willremovesupportfortheirvisa30daysaftertheirrevisedscholarship
enddate.

13.7.3.

TheScholarshipsandAlumniBranchwilladvisetheDepartmentof
ImmigrationandBorderProtectionthatitiswithdrawingsupportforthe
awardeesvisa30daysaftertheenddateoftheawardeesAustralia
AwardsScholarship.

13.8.
13.8.1.

Entitlement variations
Anentitlementvariationisusedto:
i.
ii.
iii.
iv.
v.

addcourses(precourseEnglishorarticulatingcourses)
addentitlements(fieldwork,reunionairfareetc.)
removeentitlements(reunionairfareetc.)
editdatesforcoursesorthescholarship,whichinturnimpactsonthe
valueofentitlements
increaseordecreasethevalueofentitlements.
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13.8.2.

Ifanentitlementvariationisrequiredbeforetheawardeedepartsfor
Australia,theProgramAreaisresponsibleforenteringtheentitlement
variation.

13.8.3.

AdeferralvariationmustberaisedbeforetheawardeearrivesinAustralia.

13.8.4.

AllvariationsinOASISmustbeprocessedassoonaspossible.

13.8.5.

Institutionsenteringentitlementvariationsshouldprovidedetailsabout
whythevariationisrequiredtoassisttheProgramAreainitsdecision
making.

13.8.6.

InstitutionsmustraisevariationsinOASISassoonaspossibletoallowPostssufficient
timetoprocessandseekapproval.

13.8.7.

EntitlementvariationsforPhD,MastersbyresearchorMastersbycourseworkwitha
mandatoryfieldworkcomponentshouldincludeanupdatedstudyplanwith
timeframesdemonstratingthatacademiccompletionislikelyintherevisedtime
periodrequestedinthevariation.

13.9. Terminations
13.9.1.

DFATwillterminateascholarshipwhereanawardee:
i.

13.9.2.

doesnotmakesuccessfulacademicprogressandremedialstrategies
havenotbeensuccessful
ii. hasinfringedorfailedtomeettheconditionsofthescholarship
iii. isexcludedbytheinstitutionfromthecourseorstudyunitsdueto
academicfailureorfromremainingattheinstitutionbecauseof
misconduct(asdefinedbytheinstitution)
iv. hascompletedthemaximumperiodofEnglishlanguagetraining
availableunderthescholarshipandstillhasinsufficientEnglishlanguage
abilityforentrytotheacademicprogram
v. isunabletocontinueaprogramduetoseriousillnessorincapacityfor
medical/mentalhealthreasons,andtheawardeedoesnotvoluntarily
withdraw
vi. conductsthemselvesinamannerwhichisconsideredtohave
transgressedacceptableAustraliancommunitystandards
vii. appliesforadifferentvisa(otherthantheForeignAffairsorDefence
Sector (subclass576)visa
viii. isfoundtohavecommittedanactoffraud
ix. isfoundguiltyofacrime.
DFATreservestherighttoterminateascholarshipwithoutasupporting
recommendationfromtheinstitutionwhere,inDFATsview,thecontinued
fundingoftheawardeewouldbeaninappropriateuseofAustralian
Governmentfunds.

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13.9.3.

TheawardeewillreceivealetterofintenttoterminatefromDFATadvising:

i. oftherecommendationfortheirscholarshiptobeterminated

ii. thattheawardeehas14daysfromthedateofthelettertoprovideastatement
detailingthereasonswhythescholarshipshouldnotbeterminated(theletterof
appealshouldbesentdirectlyto:TheDirector,AustraliaAwardsScholarships,
ScholarshipsandAlumniBranch,scholarships@dfat.gov.au,R.G.CaseyBuilding
JohnMcEwenCrescentBartonACT0221.
iii. thatifDFATproceedswiththetermination,theawardeewillnolongerbeeligible
toholdaForeignAffairsorDefenceSector (subclass576)visa.
13.9.4.

Ifanawardeedoesnotappealthetermination,theirAustraliaAwardsScholarship
willbeterminateduponapprovalbytheDirectorofAustraliaAwardsScholarships,
ScholarshipsandAlumniBranch.

13.9.5.

Iftheawardeeappeals,DFATmay:
i. rejecttheappeal,inwhichcaseDFATsdecisionisfinal
ii. accepttheappeal,inwhichcasetheawardeemaycontinuewiththeircourseof
study,butmustliaisewiththeStudentContactOfficerattheirinstitutionin
relationtomeetinganyconditionsadvisedbyDFAT.

13.9.6.

WhereDFATdecidestoterminatetheawardeesscholarship,theawardee:
i. willreceiveaformalletterofterminationtoadvisethatthescholarshiphasbeen
terminated
ii. willnolongerbeeligibletoholdaForeignAffairsorDefenceSector (subclass576)
visa
iii. mustcomplywithanydirectivesfromtheDepartmentofImmigrationandBorder
Protectioninrelationtotheirvisa.

13.9.7.

Theinstitutionmust:
i. immediatelyadvisetheScholarshipsandAlumniBranchviaOASISifit
becomesawareofanycircumstancesthatmaybegroundsfortermination,
includingthosedetailedinSection13.9.1.

ii. Iftheterminationisforreasonsofacademicfailure,requestterminationsatleast
onemonthpriortocensusdateifpossible,toallowadequatetimeforthe
terminationtooccur,priortocoursefeesbeingcharged.
13.9.8.

IfDFATdecidesnottoterminatetheawardeesscholarship,theinstitutionmust:
i. liaisewithDFATaboutanyconditionstobeimposedonthecontinuationofthe
awardeesscholarship
ii. liaisewiththeawardeeaboutcomplyingwithanyconditionsoncontinuationof
theirscholarship.

13.9.9.

IfDFATterminatesthescholarship,theinstitutionmustassisttheawardeewith
returnhometravelarrangementsandarrangefortheawardeesContributionto
LivingExpensestocease5daysaftertheterminationdatestatedinthefinal
terminationletter(referSection13.9.6).
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13.9.10. WhereDFATdecidestherearegroundsfortermination,asoutlinedin
Section13.9.1,itwillprovidetheawardeewithaletterofintentto
terminatethescholarship.

13.9.11. Ifanappealisreceivedfromtheawardee,theDirectorofAustraliaAwards
Scholarships,ScholarshipsandAlumniBranchwillconsidertheappealandeither:
i. accepttheappeal,inwhichcasetheScholarshipsandAlumniBranchmust:
o

consultwiththeinstitutionaboutwhetherconditionsaretobeimposed
oncontinuationofthescholarshiptoensuresatisfactorycompletionof
theawardeesstudyprogram

advisetheawardeeoftheoutcomeinwriting,includinganyconditions
imposedonthecontinuationoftheirscholarship

providecopiesofcorrespondencetotheawardeeabouthis/herappealto
theStudentContactOfficerattherelevantinstitutionandProgramArea

ii. rejecttheappeal,inwhichcasetheScholarshipsandAlumniBranchmust:
o

sendaletterofterminationtotheawardee

provideacopythelettertotheinstitution,ProgramAreaandthe
DepartmentofImmigrationandBorderProtection

advisetheDepartmentofImmigrationandBorderProtectionthatthe
awardeesscholarshiphasbeenterminatedandthatDFATnolonger
supportstheawardeeholdingaForeignAffairsorDefenceSector
(subclass576)visa.

13.9.12. Ifnoappealisreceivedfromtheawardeewithin14days,theScholarshipsand
AlumniBranchwillterminatethescholarshipfollowingapprovalfromtheDirectorof
AustraliaAwardsScholarships,ScholarshipsandAlumniBranch.

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14. Welfare Incidents

14.1.

What is a Welfare Incident?

14.1.1.

Awelfareincidentisanyeventorsituation(notlistedinSection15.1.3)that
adverselyaffects,orhasthepotentialtoadverselyeffect,anawardeesability
tosuccessfullycompletetheirscholarship.

14.1.2.

Arangeofsituationsmayqualifyaswelfareincidentsincluding:
i.

14.1.3.

anyincidentwhereacomplaintislodgedoranawardeeisotherwise
accused,ofharassment,sexualharassmentorbullying
ii. anyincidentwhereanawardeelodgesacomplaintorotherwisealleges
theyhavebeenthevictimofharassment,sexualharassmentorbullying
iii. anytimethatanawardeeisdiagnosedwithaseriousorchronicillness
(includingmentalillness),oradmittedtohospitalinanonemergency
situation
iv. anytimethatanawardeenotifiesthattheyarepregnant
v. anytimeanawardeeisreferredforcounselling
vi. anytimeanawardeeisthevictimofcrimeoverseas
vii. anytimethatanawardeeisuncontactableandhasbeenabsentfrom
allclassesforonefullweekwithoutexplanation
viii. anytimeanawardeesaccompanyingfamilymemberinAustraliais
involvedin(whatwouldotherwisebe)acriticalincident
ix. anytimethatanawardeenotifiesthatamemberoftheirimmediate
familyhasdiedoverseas
x. anaturaldisasterthatoccursoutsideAustraliaandmayaffectan
awardee(i.e.inthehomecountryofawardees).Approachesfor
respondinginthesesituationsareoutlinedChapter16.
Ifamemberoftheawardeesfamilyisinvolvedinacriticalorwelfare
incident,theawardeeisresponsibleforallassociatedcostsandarrangements
regardingthefamilymember(s)involvedintheincident.

14.2. DFAT Notification and Procedure for Welfare Incidents

14.2.1.

InstitutionsmustnotifytheScholarshipsandAlumniBranchbyemail
(scholarships@dfat.gov.au)copiedtoProgramAreas,assoonaspossible
withinbusinesshourswhentheybecomeawareofanywelfareincidentthat
hasthepotentialtoaffecttheawardeesabilitytosuccessfullycompletetheir
scholarship.Institutionsarerequiredtoprovideonlysufficientinformationto
enabletheScholarshipsandAlumniBranchtobesatisfiedthatappropriate
actionandsupportshavebeenputinplacetoensurethewelfareofthe
awardee.

14.2.2.

Thereisnoexceptiontothisrequirement.

14.2.3.

Notificationmustfollowthisprocessoutlinedinthissection.

14.2.4.

TheinstitutionmustfirstupdatetheOASISjournalwitharecordofthewelfare
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incident.
Journalnotesmustbeclear,factualandcompliantwithallrelevantState,
TerritoryorCommonwealthlegislationandregulations.Institutionsshould
considertheprivacyoftheawardeeandtheirfamilyandensurethatpersonal
information,andinparticularsensitiveinformationasdefinedinsection6ofthe
PrivacyAct1988,isonlyincludedinjournalnotestotheextentitisreasonably
necessarytoadequatelydescribethewelfareincidentandactiontaken.

14.2.6.

OncetheOASISjournalisupdated,theinstitutionshouldalsosendanemailtothe
ScholarshipsAdvisoryDesk,bringingtheincidenttotheattentionoftheScholarships
andAlumniBranch.

14.2.7.

Emailnotificationsmusthavethefollowingsubjectline:WELFAREINCIDENT
awardeessurnameawardeesOASISnumber.(E.g.:WELFAREINCIDENTJONES
ST0001234).

14.2.8.

InstitutionsareexpectedtonotifytheScholarshipsandAlumniBranchbutshould
includeintheiremailnotificationsProgramAreasmanagingcontractorsorCase
Managers(ifapplicable).

14.2.9.

WhereaninstitutionsfirstnotificationofawelfareincidentcomesfromaCase
Manager,theinstitutionmustinformDFATthattheywereadvisedoftheincidentby
theCaseManager.

14.3.

Principles for managing welfare incidents

14.3.1.

DFATsmanagementofwelfareincidentsisbasedonanearlywarning
approachthatallowsustoensureappropriatesupportforawardeesfacing
health,welfareoracademicissues.

14.3.2.

Thisapproachputssupportingawardeesfirst,butalsoacknowledgesthat
DFATultimatelybearsthefinancialandreputationalriskassociatedwithan
awardeefailingtocompletetheirAustraliaAwardsScholarship.Thekeyto
thisapproachispromptnotificationofthekeyaspectsofawelfareincident.

14.3.3.

Awardeeswillnotbepenalisedforreporting,andmustunderstandthatthe
capacityofDFATandinstitutionstosupportthemindifficulttimesislimited
bytheirownpromptdisclosureofwelfareincidents.

14.3.4.

Whendecidingwhethertoreportanincidentandwhatinformationto
provide,DFATasksinstitutions,managingcontractorsandCaseManagersto
considerwhetherareasonablepersonwouldanticipatethataparticular
incidenthasthepotentialtoaffectanawardeescapacitytosuccessfully
completetheirAustraliaAwardsScholarship.Iftheanswerisyes,thenthe
incidentshouldbereported.

Privacy
14.3.5.

DFATrespectsawardeesprivacy.However,inordertoensuretheyare
properlysupportedintimesofcrisis,DFATalsorequiresthedisclosureof
welfareincidents.

14.3.6.

Awardeesagree,whentheysigntheirAustraliaAwardsScholarshipcontract,
thatinstitutions,managingcontractorsandCaseManagerscansharepersonal
informationaboutthemandtheirdependentswithDFAT,includingsensitive
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informationasdefinedinthePrivacyAct1988.Thisenablesinstitutions,
managingcontractorsandcasemanagerstonotifyDFATofwelfareincidents
totheextentthatthewelfareincidenthasthepotentialtoaffectthe
awardeesabilitytosuccessfullycompletetheirscholarship.
14.3.7.

14.4.

DFATdoesnotrequirefulldisclosureofallpersonalandsensitivedetailsofa
welfareincident.DFATneedsonlyenoughinformationthatisreasonably
necessarytounderstandandassessanyrisktotheawardeeandtobe
confidentthattheyarebeingappropriatelysupported.Thepurposeofthe
disclosureofinformationistoenableDFATandotherstoproperlymanage
welfareincidentsaffectingawardeesandtheirscholarshipconditions.DFAT
willnotuseordisclosetheinformationforanyotherpurpose.

Welfare Incident General Responsibilities

14.4.1.

DFATsprimaryconcernisthewelfareofawardees.DFATexpectsallparties
torespondtowelfareincidentseffectively,professionally,andinstrict
adherencetothepoliciesandproceduresoutlinedinthischapter.

14.4.2.

Oncereported,welfareincidentsaremanagedonacasebycasebasis.
However,therearesomegeneralprocedures,outlinedinthissection,which
mustbefollowedforallwelfareincidents.

14.4.3.

DFATrespectstheprivacyofallawardees.However,inordertoensure
thatDFATandinstitutionscanproviderelevantsupportandassistance,
DFATrecommendsawardeesbringallwelfareincidentstotheattentionof
theirStudentContactOfficerifthewelfareincidenthasthepotentialtoaffectthe
awardeesabilitytosuccessfullycompletetheirscholarship.

14.4.4.

DFATalsorecommendsthatawardeesbringallcriticalandwelfareincidentsinvolving
theirfamiliesmemberstotheattentionoftheirStudentContactOfficer,ifthe
welfareincidenthasthepotentialtoaffecttheawardeesabilitytosuccessfully
completetheirscholarship.

14.4.5.

Awardeesshouldbeawarethattheywillnotbepenalisedforreportingwelfare
incidents.AnyinformationthatmaythenbepassedontoDFATwillonlyneedtobe
informationthatisreasonablynecessaryforDFATtounderstandandassessanyrisk
totheawardeeandtobeconfidentthattheyarebeingappropriatelysupported.
DFATwillnotuseordisclosetheinformationforanyotherpurpose.

14.4.6.

InstitutionsareresponsiblefornotifyingDFATofwelfareincidents.In
particular:

i. StudentContactOfficersmustensurethattheScholarshipsandAlumniBranchis
notifiedofallwelfareincidentsasperprocessesandtimelinesoutlinedinSection
14.2.
ii. DFATconsiderstheStudentContactOfficertobetheprimarycontactforall
welfareincidents.
iii. DFATexpectsinstitutionstohaveappropriateprotocolsinplacetoensurethat
StudentContactOfficersarenotifiedimmediatelyshouldanotherareaofthe
institutionsbecomeawareofanissuebeforetheStudentContactOfficer.Insuch
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cases,institutionsmustensurethatpersonalprivacyconcernsdonotprevent
StudentContactOfficers,andthroughthemDFAT,beingmadeawareofthe
generaldetailsofwelfareincidents.
iv. Itistheresponsibilityofeachinstitutiontoensurethatanofficerwillbeavailable
torespondtoanywelfareincidentswhichoccurwhentheStudentContact
Officersareawayfromtheoffice.
14.4.7.

ManagementandResponse:
i. Workwiththeawardeetoestablisharesponseorstrategytohelpthemaddress
thewelfareincidentand/orminimisetheongoingeffectoftheincidentontheir
studies.
ii. Continuetomonitorthewelfareincident,keepuptodaterecordsincludingOASIS
journalnotes,andreportregularlytoDFAT.
iii. Ifnecessary,interveneearlywiththeawardeetodiscussoptions,suchasaltered
studyplanstutoringorshorttermsuspensions,tosuccessfullymanagetheirstudy
loadduringadifficulttime.
iv. InadditiontothesegeneralprocedurespleaseseeSections14.4through14.11
whichoutlinetheresponsibilitiesofallpartiesinresponsetodifferenttypesof
welfareincidents.

14.4.8.

Ifawelfareincidentbecomesorleadstoacriticalincident,institutionsmustescalate
theincidentimmediatelybyfollowingthenotificationandproceduralrequirements
inChapter15.Ifanincidentisescalated,DFATmayrequesttheinstitutiontoprovide
additionalinformationabouttheoriginalwelfareissuesandhowtheinstitution
responded.

14.4.9.

WhereaProgramAreaismadeawareofawelfareincident,byanyparty
otherthantheStudentContactOfficerortheScholarshipsandAlumni
Branch,theymustinformtheStudentContactOfficerandtheScholarships
andAlumniBranchassoonaspossiblewithinbusinesshours.

14.4.10. OncenotifiedofawelfareincidenttheProgramAreamayberequestedtoworkwith
theinstitutiontodevelopastrategytoensuretheincidentismanagedappropriately.
14.4.11. ManagingcontractorsandCaseManagers(eitherinAustraliaoroverseas)havean
obligationtoensurethatthescholarshipprogramstheyadministeraremanaged
effectivelyandefficiently.Thisincludesrespondingappropriatelytowelfare
incidentsinaccordancewiththeprocessoutlinedinthischapter.
14.4.12. WhereamanagingcontractororCaseManagerismadeawareofawelfareincident,
DFAThasanexpectationthat:
i. ManagingcontractororCaseManagermustinformtherelevantStudentContact
OfficerandtheScholarshipsandAlumniBranchassoonaspossibleinbusiness
hours.
ii. CaseManagersmayalsonotifytheirimmediatesupervisorinAustralia,inaddition
tonotifyingtherelevantStudentContactOfficer.
iii. AftertherelevantStudentContactOfficerisnotifiedtheManagingContractoror
CaseManagershouldworkwiththeStudentContactOfficertodevelopastrategy
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tohelptheawardeemanageandrespondtothewelfareincident.

14.5.

Conflict, Harassment and Bullying

14.5.1.

DuringtheirtimeinAustraliaawardeesmayexperienceinterpersonalconflict
withfriends,family,colleaguesorstaffattheirinstitution.DFATconsidersall
seriousincidentsofconflicttobewelfareincidents.

14.5.2.

Similarly,allincidentsofharassmentandbullying,thatinvolveanawardeein
anycapacity,arealsoconsideredwelfareincidents.Thisincludesthelodging
ofcomplaintsofharassmentorbullyingbyoragainstanyawardee.

14.5.3.

Inthescholarshipscontext,harassmentandbullyingmaybedescribedas
repeatedandunreasonablebehaviourdirectedtowardsanawardee,ora
groupofawardees,thatcreatesarisktophysicalormentalhealth,safetyand
wellbeing.Itincludesbehaviour(generallyapatternofbehaviour)that
intimidates,offends,degradesorhumiliatesanotherawardee.Harassment
andbullyingcouldbesexualinnature,couldbebasedongender,race,
religionordisabilityorcouldbeunconnectedtoanyparticularcharacteristic
ofanindividual.

14.5.4.

Furtherinformationaboutbullyingandharassment,includinginformationon
strategiestodealwithbullyingandharassment,isavailableontheAustralian
HumanRightsCommissionswebsiteat:
http://www.hreoc.gov.au/bullying/index.html.

14.5.5.

Managementofbullyingandharassmentthatinvolvesawardees(inany
capacity)willbebasedontheseverityoftheincident.

14.5.6.

Intheeventthatanawardeeisinvolved(inanycapacity)inaserious
interpersonalconflict,harassment,bullyingorcomplaints,DFAThasthe
followingexpectations.

14.5.7.

Awardeesareexpectedtoactrespectfully,treatotherswithdignityand
avoidbehavioursthatcouldbeconsideredthreateningorharassing.DFAT
hasanexpectationthat,asresponsibleadults,awardeeshavethecapacity
tomediateanyminorinterpersonalconflicttheymightexperience,e.g.minor
disputeswithinsharedaccommodation.

14.5.8.

However,awardeesarenotexpectedtoremainsilentiftheyarebeingmadetofeel
uncomfortableorunsafe,andshouldreporttotheirStudentContactOfficerassoon
aspossibleif:

i. theyarebeingmadetofeelthreatenedorunsafe
ii. theyareexperiencingprolongedorrepeatedharassmentorbullying,or
iii. theyfeeltheyarebeingtreatedunfairlyandtheirowneffortstoresolvethe
matterhavebeenunsuccessful.

14.5.9.

Institutionsmust:
i. ensurethesafetyandwellbeingofallawardeesand,whenpossible,any
accompanyingfamilymembers
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ii. facilitatetheprovisionofsupporttotheawardeeand,whenpossible,any
accompanyingfamilymembers.Supportmayincludeaccesstocounselling
services
iii. managetheincidentaspertheinstitutionsstandardconflictresolutionand
bullyingandharassmentpolicies.

14.6.

Health Issues and Scheduled Hospitalisations

14.6.1.

Awardeesmayexperiencephysicalormentalhealthproblemswhilsttheyare
onscholarship.Physicalandmentalhealthissuescansignificantlyaffectan
awardeesabilitytoconcentrate,focus,organisethemselvesandkeepon
trackwiththeirstudies.

14.6.2.

Minorhealthproblemsarebestdealtwithbytheawardee.

14.6.3.

Moreseriousorchronichealthproblems(includingscheduledtestsor
treatmentsinahospital)willconstitutewelfareincidentsandwillimpose
responsibilitiesonaninstitution.

14.6.4.

Institutionsareexpectedtoreportallseriousorchronichealthproblemsas
earlyaspossible.Wheredetailsarenotconfirmed(forexampleifanawardee
iswaitingfortestresults)notificationshouldnotbedelayed.StudentContact
Officerscanincludeintheirnotificationanoutlineofwhatinformationisnot
yetavailable.TheearlierDFATisnotifiedthemorelikelyitisthattheawardee
willbeappropriatelysupported.

14.6.5.

Ifanawardeeexperiencesachangeintheirhealth,DFAThasthefollowing
expectations.

14.6.6.

Awardeesareexpectedtomonitortheirownhealthandtomanageany
minorhealthproblemsthemselves.

14.6.7.

However,awardeesshouldreporttotheirStudentContactOfficerassoonaspossible
if:

i. theyhavequestionsabouttheOverseasStudentHealthCover
ii. theyareunsurewhereorhowtoaccessmedicalservices
iii. theyarerequiredtohavemedicaltestswhichrequireadmissiontohospital,
includingdayprocedures
iv. theyarediagnosedwithaseriousconditionorachronicillness
v. theybecomepregnantanditmayaffecttheirstudyprogram,or
vi. theyaremadeawarethattheywillhavetoattendhospitalfortreatmentinthe
nearfuture.
14.6.8.

Awardeeswhosuspendtheirscholarshipandreturnhomeonmedicalgroundsmust
stayincontactwithDFATandmustseekpriorapprovalfromDFATandtheir
institutionbeforereturningtoAustralia.

14.6.9.

Institutionsmust:

i. ensurethatallawardeesaremadeawareofthenearestmedicaland
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counsellingfacilities,eitheronorclosetocampus,andhowtoaccessthose
facilities
ii. ensureawardeesaremadeawareofotherhealthandwellbeingfacilitiesand
services,suchastheinstitutionsoncampushealthandfitnesscentreorlocal
remedialtherapypractices.
iii. notifyDFAT,aspertheproceduresoutlinedinSection14.2,assoonastheyare
informedthatanawardeeisexperiencingaseriousorchronichealthissueor
requireshospitalisation.

Long term illness

14.6.10. Ifanawardeeexperiencesseriousorchronichealthproblemsandisunableto
studyorishospitalised,DFATwillcontinuetoprovideContributiontoliving
expensespaymentsforsixweeks.
14.6.11. Beyondthissixweekperiodawardeeswhoareunabletostudyduetoserious
orchronichealthproblemsshouldsuspendtheirAustraliaAwardsScholarship
untiltheyhaverecovered.(SeeSection13.4).

Medical costs
14.6.12. AllawardeesareprovidedwithOverseasStudentHealthCover(OSHC)to
meettheirbasicmedicalcosts.
14.6.13. However,OSHCmaynotcoverallmedicalexpensesincurredbyawardeesor
theirdependentsduringtheirScholarshipperiod.
14.6.14. AwardeesareliableforanyadditionalmedicalcostsnotcoveredbyOSHC.
14.6.15. Ifanawardeeortheirdependentsareunabletomeettheirmedicalexpenses
inAustralia,DFATmayconsidersuspendingtheirscholarshipandrequiring
themtoreturnhometorecover.Inassessingwhetheranawardeeshouldbe
suspendedDFATwillconsiderwhether,onbalance,thecostoftheirmedical
expensesisgreaterthanthecostofreturninghome.

14.7. Death of an awardees family member

14.7.1.

DFATdoesnotprovideanyformoffinancialassistancetoawardeesinthe
eventthatafamilymemberdieseitherinAustraliaoroverseas.

14.7.2.

However,DFATunderstandsthatthedeathofafamilymembercanbea
traumaticeventthatmayaffectanawardeescapacitytosuccessfully
completetheirstudies.

14.7.3.

Intheeventthatanawardeesfamilymemberdiesthefollowingadditional
responsibilitiesapply.

14.7.4.

Institutionsmustfacilitatetheprovisionofsupporttotheawardeeand,
whenpossible,anyaccompanyingfamilymembers.Supportmayinclude
accesstocounsellingservices.

14.7.5.

InstitutionsmayapproveanawardeesuseofaReunionAirfareentitlementin
advanceiftheawardeeneedstoreturnhomeforthefuneralofafamilymember.
ProgramAreasmustbenotifiedinadvanceofanawardeesdeparturedate.
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14.7.6.

TheuseoftheReunionAirfareentitlementforthispurposeshouldbenotedinthe
OASISjournal.

14.8. Pregnancy
14.8.1.

Inordertomaximiseawardeeschancesofsuccessfullycompletingtheir
AustraliaAwardsScholarships,DFATstronglyrecommendsthatpregnant
awardeesconsiderdeferringorsuspendingtheirawardandresumingtheir
studiesinAustraliaafterthebirthoftheirchild(seeSections6.2and13.4).

14.8.2.

Deferringorsuspendingallowsawardeestimetorecover,toputinplaceany
necessaryadjustmentsorcarearrangements,andtoorganiseavisafortheir
dependentsifrequired.

14.8.3.

Ifapregnantawardeedoesnotdeferorsuspend,DFATwillnotprovideany
financialassistancebeyondthestandardscholarshipentitlements,orafterthe
scholarshipenddate.Thisincludes:
i. onscholarshipawardees
ii. completingawardees
iii. awardeeswaitingtogivebirthandawardeeswaitingfortheirchildto
obtainavisa.

14.8.4.

Onscholarshipawardeesareencouragedto:

i.

notifytheirStudentContactOfficersoftheirpregnancy

ii.

considersuspendingtheirAustraliaAwardsScholarshipandresumingtheir
studiesinAustraliaafterthebirthoftheirchild.

iii. keeptheirStudentContactOfficersapprisedoftheircondition.

14.8.5.

Institutionsmustensurethatallawardeesaremadeawareofthenearest
medicalandcounsellingfacilities,eitheronorclosetocampus,andhowto
accessthosefacilities.

14.8.6.

InstitutionsmayapproveanawardeesuseofaReunionAirfareentitlementin
advance(iftheawardeeisentitledtotheReunionairfare)iftheawardeewishesto
suspendandreturnhomedueinordertogivebirth.ProgramAreasmustbenotified
inadvanceofanawardeesdeparturedate.

14.8.7.

TheuseoftheReunionAirfareentitlementforthispurposeshouldbenotedinthe
OASISjournal.Amedicalcertificatemustbecitedbeforeaninstitutionapprovesthe
useofReunionAirfareentitlementinthisway.

14.9.
14.9.1.

Referral to Counselling Services

Undertakingascholarshipinanothercountrycanpresentnewchallengesand
canbestressfulforawardees,especiallyintheinitialmonths.Awardeesare
oftenreferredtocounsellingservicesinordertohelpthemadjusttolifein
AustraliaandtothedemandsofAustralianinstitutions.

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14.9.2.

Allreferralstocounsellingservicesshouldbeconsideredwelfareincidents
andshouldbedealtwithinaccordancewiththegeneralnotificationand
proceduralrequirementsoutlinedinSections14.2and14.3.

14.10. Victim of Crime Overseas

14.10.1. Whereanawardeeisthevictimofcrimewhilstonscholarshipbutoverseas
(e.g.onholiday,ordoingfieldwork)thereisoftenverylittlethatDFATcando
torectifythesituation.However,DFATdoesconsidertheseincidentstobe
welfareincidents.
14.10.2. Inadditiontoreportingtheoffencetorelevantlocalauthorities,DFAT
advisesallawardeestoinformtheProgramArea.

14.10.3. Awardeesareresponsiblefororganisingtheirowntravelinsurance.

14.10.4. WhentheawardeereturnstoAustralia,institutionsmustmeetwiththe
awardeetodetermineiftheyrequireaccesstocounsellingservices.

14.10.5. ProgramAreasmustnotifytheScholarshipsandAlumniBranchandthe
relevantinstitutionasperthestandardprocedureoutlinedinSection14.2.

14.10.6. Ifappropriate,theProgramAreamayfacilitatetheprovisionofsupporttothe
awardeeinordertoenablethemtoreturntotheirstudiesinAustralia.
14.10.7. AwardeeswillnotbeentitledtofinancialcompensationfromDFATiftheyarevictims
ofcrimeoverseas.AnysupportprovidedbytheProgramAreawillbeentirelyattheir
discretion.

14.11. Absent awardee

14.11.1. IfanawardeehasbeenreportedtotheStudentContactOfficerasnot
attendingclassesforoneweekandallattemptsbytheinstitutiontocontact
theawardeehavefailed,thisisawelfareissue.
14.11.2. TheScholarshipsandAlumniBranchmust:
i. workwiththeinstitutiontolocatetheawardeeandestablishtheir
wellbeing

ii. workwiththeinstitutionandProgramAreatorecommendasuitablecourseof
actionbasedontheawardeeswhereaboutsandwellbeing
iii. notifythenecessaryauthorities(includingtheDepartmentofImmigrationand
BorderProtection)iftheawardeecannotbelocated.

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15. Critical incidents

15.1. What is a critical incident?
15.1.1.

Acriticalincidentisaclearlydefinedeventorsituationthatmayhappento
anawardeewhiletheyareonscholarshipthatadverselyaffects,orhasthe
potentialtoadverselyaffect,anawardeesabilitytosuccessfullycomplete
theirscholarship.

15.1.2.

DFATsprimaryconcernwithanycriticalincidentisthewelfareofawardees.
DFATexpectsallpartiestorespondtocriticalincidentseffectively,
professionally,andinstrictadherencetothepoliciesandproceduresoutlined
inthischapter.

15.1.3.

Thefollowingeventsorsituationsarealwayscriticalincidents:

15.1.4.

i. anysuspectedbreachofAustralianlawsbyanawardee,whichresultsin
theawardeebeingquestioned,detainedorchargedwithanycriminal
offence
ii. anytimethatanawardeeisthevictimofacrimeinAustralia
iii. anyincidenceofdomesticviolenceinvolvinganawardee,eitherasa
victimoraperpetrator
iv. anytimethatanawardeeisadmittedtohospitalinanemergencyandis
inaseriouscondition.Fornonseriousconditionsthatmayinclude
hospitaladmission,pleaserefertoWelfareIncidentpolicy(section14)
v. thedeathofanawardeewhiletheyareonscholarship,inAustraliaor
overseas.
Thischapteroutlinesthenotificationproceduresforcriticalincidents,the
rolesandresponsibilitiesofallpartiesandtheresponseandmanagement
processesforallcriticalincidents.

15.1.5.

ThischapterdelineatessomeresponsibilitiesbetweenProgramAreas,
managingcontractorsandCaseManagersbecauseofthesensitivenatureof
criticalincidents.However,ProgramAreashaveoverarchingresponsibilityfor
ensuringcompliancewiththeirrequirementsinthischapter.

15.1.6.

Awelfareincidentisanyothereventorsituation(notlistedinSection15.1.3)
thatadverselyaffects,orhasthepotentialtoadverselyeffect,anawardee
whiletheyareonscholarship.WelfareincidentsarecoveredinChapter14.

15.1.7.

NaturaldisastersinAustraliaareoutlinedChapter16ofthisdocument.

15.2.
15.2.1.

Role of Student Contact Officers

Itisexpectedthatnotificationsofcriticalincidentswillgenerallymadeby
InstitutionsStudentContactOfficers.

i. InstitutionsshouldhaveappropriateprotocolsinplacetoensurethatStudent
ContactOfficersarenotifiedimmediatelyshouldanotherareaoftheinstitution
becomeawareofanissuebeforetheStudentContactOfficer.
15.2.2.

Itistheresponsibilityofeachinstitutiontoensurethatanofficerwillbeavailableto
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respondtoanycriticalincidentswhichoccurwhentheStudentContactOfficersare
awayfromtheoffice.
15.2.3.

StudentContactOfficersmustensurethattheScholarshipsandAlumniBranchis
notifiedofeverycriticalincidentimmediatelyaspertheprocessesinSection15.3.

15.2.4.

DFATconsiderstheStudentContactOfficertobetheprimarycontactforallcritical
incidentsandexpectsinstitutionstohaveappropriateprotocolsinplacetoensure
thatStudentContactOfficersarenotifiedimmediatelyshouldanotherareaofthe
institutionsbecomeawareofanissuebeforetheStudentContactOfficer.Insuch
cases,institutionsmustensurethatpersonalprivacyconcernsdonotpreventStudent
ContactOfficer,andthroughthemDFAT,beingmadeawareofcriticalincidents.

15.3.
15.3.1.

Notification of critical incidents

TheScholarshipsandAlumniBranchmustbenotifiedimmediatelywheninstitutions
becomeawareofacriticalincidentthatadverselyaffects,orhasthepotentialto
adverselyaffect,anawardeesabilitytosuccessfullycompletetheirscholarship
includingoutofhours,onweekendsandonpublicholidays.Phone+61261784057
andemailscholarships@dfat.gov.au.
i. Thereisnoexceptiontothisrequirement.

15.3.2.

Duringbusinesshours,notificationshouldbebyaphonecalltotheAustraliaAwards
ScholarshipsAdvisoryDeskfollowedbyanemailthatclarifiesalltherelevant
informationsenttoscholarships@dfat.gov.au.

15.3.3.

Allemailnotificationsmusthavethefollowingsubjectline:CRITICALINCIDENT
awardeessurnameawardeesOASISNumber.(E.g.:CRITICALINCIDENTJONES
ST0001234).

15.3.4.

Outofofficehoursnotificationmustbebyemailwhichprovidesalltherelevant
information.

15.3.5.

Outofofficehoursemailnotificationswillreceiveanoutofficemessagewithan
emergencycontactphonenumberfortheScholarshipsandAlumniBranch.Atthe
StudentContactOfficersdiscretion,theymayelecttoalsocalltheemergency
number,forinstance,whereanimmediateresponsefromDFATisnecessary.

15.3.6.

Outofofficehoursemailnotificationsshouldalsoincludeanoutofhourscontact
phonenumberfortheStudentContactOfficerorrelevantcontactpersonatan
institution.TheoutofhourscontactphonenumbercanalsobefoundontheOASIS
PostContactlist.

15.3.7.

Notificationshouldincludeonlysufficientdetailabouttheawardeeandtheincident
toenableDFATtoassessandmanagetheawardeeandtoensureappropriate
supportisinplace.Informationgapsshouldbealsonoted.SeeSection15.5.2and
15.5.3formoreinformationontheexpectedcontentofnotifications.

15.3.8.

InstitutionsaretonotifytheScholarshipsandAlumniBranchonlyandmaynotnotify
ProgramAreas,ManagingContractorsorCaseManagers.Itistheresponsibilityof
theScholarshipsandAlumniBranchtonotifyallotherparties.

15.3.9.

WhereaninstitutionsfirstnotificationofacriticalincidentcomesfromaCase
Manager,theinstitutionmustinformDFATthattheywereadvisedoftheincidentby
theCaseManager.
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15.3.10. Insuchcases,theinstitutionmaycopyintheCaseManagerwhenthey
provideemailnotificationtotheScholarshipsandAlumniBranch.If
copiedintheCaseManagermustnotforwardthisemailontoanyother
party.

15.3.11. ManagingContractorsandCaseManagers(eitherinAustraliaoroverseas)
haveanobligationtoensurethattheScholarshipProgramstheyadminister
aremanagedeffectivelyandefficiently.Thisincludesresponding
appropriatelytocriticalincidentsandstrictlycomplyingwiththeprocessesoutlined
inthisChapter.

15.3.12. ProgramAreasshouldhaveappropriateprotocolsinplacetoensurethatStudent
ContactOfficerandtheScholarshipsandAlumniBrancharenotifiedimmediately
shouldtheybecomeawareofanissuebeforetheStudentContactOfficer.Insuch
cases,ProgramAreasmustensurethatpersonalprivacyconcernsdonotprevent
StudentContactOfficerandtheScholarshipsandAlumniBranchbeingnotifiedofa
criticalincidentthathasthepotentialtoaffecttheabilityoftheawardeeto
successfullycompletetheirscholarship.
15.3.13. WhereaManagingContractororCaseManagerbecomesawareofacriticalincident
theymustimmediatelyinformtherelevantStudentContactOfficer.
15.3.14. AftertherelevantStudentContactOfficerisnotifiedtheManagingContractoror
CaseManagermustnottakeanyfurtheractionuntilinstructedbytheScholarships
andAlumniBranch.
15.3.15. WhereamanagingcontractororCaseManagercannotcontacttheStudentContact
Officer,theyshouldcontacttheScholarshipsandAlumniBranchimmediatelyasper
theprocessesinSections15.3.115.3.7.
15.3.16. CaseManagersmaynotifytheirimmediatelysupervisorinAustralia,inadditionto
notifyingtherelevantStudentContactOfficer.
15.3.17. ProgramAreasareresponsibleforensuringthatManagingContractorsandsub
contractors,includingCaseManagersareawareoftheirresponsibilitiesunderthis
handbook.

15.3.18. AnawardeemustimmediatelycontacttheirStudentContactOfficerifthey
areinvolvedinacriticalincident,oriftheybecomeawareofacritical
incidentinvolvinganotherawardeesothattheStudentContactOfficercan
assessifthecriticalincidentthathasthepotentialtoaffecttheabilityofother
awardeetosuccessfullycompletetheirscholarship.

15.3.19. Accompaniedawardeesmustensuretheirfamilymembersunderstandthatthey
shouldcontacttheawardeesStudentContactOfficerimmediatelyiftheawardeeis
involvedinacriticalincidentandunabletomakecontactthemselves.

15.3.20. Ifcontacted,theScholarshipsandAlumniBranchwillprovideinstructionstothe
ManagingContractororCaseManageronrespondingtothecriticalincident.
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15.3.21. TherighttonotifytheProgramAreaisreservedfortheScholarshipsand
AlumniBranch.

15.3.22. TheScholarshipsandAlumniBranchwillmanage,attheirdiscretion,all
notificationofandcommunication
i. withinDFAT
ii. withanyrelevantManagingContractorsandCaseManagers
iii. withrelevantWholeofGovernmentparties,includingasappropriatethe
DepartmentofImmigrationandBorderProtectionandtheDepartmentof
Education,and
iv. withrelevantdiplomaticmissions,includingConsulatesandHighCommissions.

15.4.

Principles for managing critical incidents

15.4.1.

TheScholarshipsandAlumniBranchwillactastheprimaryliaisonbetweenall
relevantpartiesinthecourseofmanagingandrespondingtoacritical
incident.

15.4.2.

Responsestoallcriticalincidentsinvolvingawardeesarebasedonthe
followingprinciples:
i. supportfortheawardee:Thismayincludemedical,emotional,legalor
financialsupportfortheawardeeand/ortheirfamilymembers
ii. protectionofprivacy:Theprivacyoftheawardeeshouldberespected.
Onlyinformationthatisreasonablyrelevanttosupportingandmanaging
theawardeeshouldbecollected,usedordisclosed.
iii. RuleofLaw:ConsistencywiththelegalframeworkoftherelevantState
orTerritoryjurisdiction.Allpartieswillendeavourtosupportthe
awardeeandtheirfamilytounderstandtheoperationoflaws.

Privacy
15.4.3.

DFATrespectsawardeesprivacy.However,inordertoensuretheyare
properlysupportedintimesofcrisis,DFATalsorequiresthedisclosureof
criticalincidentstotheextentthatthewelfareincidenthasthepotentialto
affecttheawardeesabilitytosuccessfullycompletetheirscholarship.

15.4.4.

Awardeesagree,whentheysigntheirAustraliaAwardsScholarshipcontract,
thatinstitutions,ManagingContractorsandCaseManagerscanshare
personalinformationaboutthemandtheirdependentswithDFAT,including
sensitiveinformationasdefinedinthePrivacyAct1988.Thisenables
institutions,managingcontractorsandcasemanagerstonotifyDFATof
criticalincidents.DFATwillnotuseordisclosetheinformationforanyother
purpose.

15.4.5.

DFATdoesnotrequirefulldisclosureofallpersonalandsensitivedetailsofa
criticalincident.DFATneedsonlyenoughinformationtounderstandand
assesstherisktotheawardeeandtobeconfidentthattheyarebeing
appropriatelysupported.Thepurposeofthedisclosureofinformationisto
enableDFATandotherstoproperlymanagecriticalincidentsaffecting
awardeesandtheirscholarshipconditions.
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Domestic and Gender Violence

15.4.6.

DFATtakesseriouslyallincidentsofdomesticandgenderviolence.
i. Awardeesshouldbeawarethatdomesticandgenderviolenceconstitutes
anoffenceunderAustralianlaw.Thismaybedifferenttothelegal
frameworkintheirhomecountry.
ii. Anyincidenceofdomesticorgenderviolenceinvolvinganawardee,
eitherasavictimoraperpetrator,isacriticalincident.
iii. Anysuchincidentshouldbedealtwithsensitivelyandappropriatelyand
inadherencewiththeproceduralrequirementsoutlinedinthischapter.

15.5.
15.5.1.

15.5.2.

Critical incident response and management

Criticalincidentsaremanagedonacasebycasebasis.However,thereare
somegeneralprocedures,outlinedinthissection,whichmustbefollowedfor
allcriticalincidents.
TheinstitutionshouldconfirmkeydetailswhentheynotifyDFATofa
criticalincident.Ideallythisshouldinclude:

i. whotheawardeeis
ii. whathappened,whereandwhen
iii. theawardeescurrentsituation
iv. whatsupporthasalreadybeenprovidedbytheinstitution
v. confirmationofwhetherornottheawardeeispresentlyaccompaniedinAustralia,
andthecurrentsituationofanyaccompanyingfamilymembers,and
vi. knownnextsteps.
15.5.3.

Notificationshouldnotbedelayedwhileinstitutionsseektofillinformationgaps.If
keydetailsareunclearorawaitingconfirmationthisshouldbehighlightedaspartof
notification.

15.5.4.

Afternotification,recordthecriticalincidentasajournalnoteintheawardeesOASIS
record.
i. ThejournalnoteshouldbeenteredimmediatelyafternotifyingDFATofthe
incidentandshouldrecordwhattimeDFATwasnotified.
ii. Journalnotesmustbeclear,factualandcompliantwithallrelevantState,
TerritoryorCommonwealthlegislationandregulations.Institutionsshould
considertheprivacyoftheawardeeandtheirfamilyandensurethatpersonal
information,andinparticularsensitiveinformationasdefinedinsection6ofthe
PrivacyAct1988,isonlyincludedinjournalnotestotheextentitisreasonably
necessarytoadequatelydescribethecriticalincident.
iii. Journalnotesshouldbeupdatedregularlyuntilthecriticalincidentisresolved.

15.5.5.

AfterupdatingOASIS,createandmaintainacriticalincidentreport.
i. Thisreportmustberegularlyupdateduntiltheincidentisformallyclosed.
ii. TheinstitutionmustbepreparedtoprovidethereporttoDFATatshortnotice.
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iii. ThisreportshouldberesubmittedtoDFATeverytimeitisupdatedbythe
institution.
15.5.6.

Onceanincidentisformallyclosedtheinstitutionmustensurethereportiscomplete
andsubmitthisfinalversiontotheScholarshipsandAlumniBranch.

15.5.7.

AtemplatereportisprovidedinAppendixCofthePolicyHandbook.

15.5.8.

Acopyofallcriticalincidentreportsshouldbekeptonfilebytheinstitution.

15.5.9.

Ongoing,institutionmustworkcloselywithDFATtomanageandrespondtothe
criticalincident.

15.5.10. Inadditiontothesegeneralprocedures,pleaseseeSections15.615.8which
outlinetheresponsibilitiesofallpartiesinresponsetodifferenttypesof
criticalincidents.
15.5.11. DFATexpectsthatallpartieswillcomplywithboththegeneralprocedures
outlinedaboveandtheincidentspecificprocessesoutlinedbelow.

15.6.

Awardees who are victims of or charged with a crime in

Australia

15.6.1.

Intheirimmediateresponse,institutionsshall:
i. confirmthewellbeing,safetyandwhereaboutsoftheawardeeandany
accompanyingfamilymembers

ii. ensurethattheawardeeandtheiraccompanyingfamilymembersareprovided
withinformationaboutaccesstomedicalservices,counsellingandothersupport
servicesasrequired
iii. ensurethattheawardeeisofferedinformationregardinglegalrepresentation.
ThismaybebytheinstitutionitselforbythirdpartysuchasstaffataUniversity
LawSchool,aprobonolegalservice,orLegalAid
iv. DFATdoesnotfundlegalassistance
v. facilitatetheprovisionofanynecessaryadditionalsupporttotheawardeeortheir
family(wherepossible)asdirectedbytheScholarshipsandAlumniBranch
vi. considerandactiontheappropriateongoingmanagementproceduresforthis
incident(seeSections15.6.315.6.9).
15.6.2.

15.6.3.

15.6.4.
15.6.5.

InstitutionsmustkeepDFATinformedofthedatesandtheoutcomesofanycourt
hearings.Includingwhereanawardeeisrequiredtoappearasawitness.
IfanawardeeisdetainedformorethansixweekstheContributiontoLiving
Expenses(CLE)willbesuspended.
i. Thisinvolvestheawardeesscholarshipbeingsuspended,andhas
implicationsfortheirForeignAffairsorDefenceSector(subclass576)
visa.
Awardeeschargedwithanoffencebutreleasedonbailpendingatrialor
hearingmaycontinuetheirscholarship,atDFATsdiscretion.
DFATwillreviewthestatusoftheirscholarshiponcethereisanoutcometo
thecharges.
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15.6.6.

AwardeesfoundguiltyofacriminaloffenceinAustraliawillhavetheir
scholarshipterminated.

15.6.7.

Awardeeswhoarevictimsofcrimemayrequireadditionalsupport,which
mayinclude

15.6.8.
15.6.9.

i. providingtheawardeereferralsforcounsellingservicesifrequired
ii. liaisingwiththeScholarshipsandAlumniBranchifanyothersupportis
consideredappropriate
iii. ifnecessary,discussingoptionssuchasalteredstudyplans,tutoringor
shorttermsuspensionstoallowtheawardeetosuccessfullymanage
theirstudyloadduringadifficulttime
AwardeeswillnotbeentitledtofinancialcompensationfromDFATiftheyare
victimsofcrimeinAustralia.
Awardeeswhoarechargedwithacriminaloffencemayalsorequiresupport,
particularlytoensureasuccessfulcompletionoftheirawardiftheyarenot
foundguiltyofanoffence.

15.7. Unexpected or emergency hospitalisation of an awardee

15.7.1.

Awardeesmayexperiencephysicalormentalhealthproblemswhilsttheyare
onscholarship.

15.7.2.

Moreseriousorchronichealthproblemsandplannedadmissionstohospital
arewelfareincidents(seeChapter14).

15.7.3.

Anyinstancewhereanawardeeisadmittedtohospitalunexpectedlyorinan
emergencyisacriticalincident.Thisincludesforexampleanytimethat:
i. anawardeeisinjuredandtakentohospital
ii. anawardeeistakentohospitalwithoutareferral
iii. anawardeeistakentohospitalbecauseofanunexpectedhealth
emergency,or
iv. anawardeehasapreexistingcondition(orwasalreadyscheduledto
attendhospitalfortestsortreatment)buttheirhealthconditionchanges
andtheyareadmittedtohospitalearlierorunexpectedly.

15.7.4.

Whereanawardeeisadmittedtohospitalunexpectedlyorinan
emergency,institutionsshould:

i. ensurethetreatingdoctorisawareofthelimitationsoftheawardeesOverseas
HealthCover(OSHC)andifanyOSHCexclusionclausesapply
ii. monitortheawardeeshealthandprogressclosely
iii. ensurethattheawardeeisawareofanylimitationsoftheOSHC,theawardees
responsibilitiesforanymedicalorhospitalcoststhatarenotcoveredbytheOSHC,
andthecessationoftheirCLEaftersixweeksofhospitalisation.
iv. provideregularupdatestoDFATbyupdatingandresubmittingthecritical
incidentreportasoftenasrequired.

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15.7.5.

ProgramAreasmayberequiredto:

i. liaisewiththeawardeesnextofkinincountry
ii. collectandprovidetotheScholarshipsandAlumniBranchadditionalmedical
historyfromtheawardeeshome.

15.7.6.

Whereanawardeeisseriouslyillorhospitalisedandisunabletostudyfor
anextendedperiodoftime,theContributiontoLivingExpenses(CLE)
mustbeceasedbytheinstitutionaftersixweeks.

i. thisinvolvestheawardeesscholarshipbeingsuspended,andhasimplicationsfor
theirForeignAffairsorDefenceSector (subclass576)visaandtheirabilityto
remaininAustralia.
15.7.7.

WhereanAwardeeislikelytobehospitalisedforsixormoreweeks,institutions
must:
i. notifyDFATassoonaspossibleinadvanceofthesixweekdeadlinethatan
awardeeislikelytobeunfittoreturntotheirstudies
ii. workwithDFATtomakeadeterminationregardingwhetherthescholarship
shouldbesuspendedorterminatedonthegroundsofillnessorincapacity
iii. actionthesuspensionorterminationofthescholarshipasappropriate
iv. providetheawardeewithassistancetoreturnhomeand,ifpossible,returnto
theirstudiesoncetheirhealthhasimproved(ifpossible).SeeSection17.5for
moredetail.

15.7.8.

OverseasStudentHealthCoverdoesnotcoverallconditions.Awardees
shouldchecktheirOSHCpolicyforlimitations.Awardeesareresponsible
foranymedicalcostsincurredthatarenotcoveredbytheOSHC.

15.7.9.

Whereanawardeeisseriouslyillorhospitalisedandisunabletostudyforan
extendedperiodoftime,theContributiontoLivingExpenses(CLE)mustbeceasedby
theinstitutionaftersixweeks.Theawardeewillberesponsibleforalllivingexpenses
oncetheCLEceases.

15.7.10. ProgramAreasmayberequiredtoprovidetheawardeewithassistanceto
returnhomeand,ifpossible,returntotheirstudiesoncetheirhealthhas
improved(ifpossible).SeeSection17.5formoredetail.

15.8. Death of an Australia Awards Scholarship awardee

15.8.1.

DFATisdeeplysaddenedbythedeathofanyawardee.

15.8.2.

Ifanawardeepassesaway,inAustraliaoroverseas,DFATexpectsallparties
todemonstrateappropriateculturalsensitivity,actwithdiscretionand
professionalism,andstrictlycomplywiththeadditionalresponsibilities
outlinedinthissection.

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15.8.3.

Whereanawardeeisaccompanied,institutionsmust:
i. makeimmediatecontactwiththeaccompanyingfamilymembersand
informtheScholarshipsandAlumniBranch

ii. iftheaccompanyingfamilymembersarenotinAustraliaatthetime,confirmtheir
whereaboutsifpossible.
iii. facilitatetheprovisionofsupporttoaccompanyingfamilymembers.Supportmay
includeaccesstocounsellingservices,financialsupportorhelporganisingtravel
home.
iv. ascertaintheaccompanyingfamilyswishesfordealingwiththebodyandinform
theScholarshipsandAlumniBranch
v. beingsensitivetotheawardeesculturaltraditions,implementtheaccompanying
familyswishes.
15.8.4.

WheretheAwardeewasunaccompanied,institutionsshould:
i. confirmthisfortheScholarshipsandAlumniBranch
ii. implementthewishesoftheawardeesnextofkinascommunicatedtothe
institutionbytheScholarshipsandAlumniBranch
iii. ifrequired,liaisewiththePoliceand/orhospitalaboutthecircumstancesofthe
death
iv. thisinformationmustbepassedontotheScholarshipsandAlumniBranchasitis
receivedbytheinstitution.

15.8.5.

InstitutionswillnotcontacttherelevantHighCommissionorConsulatedirectlyin
responsetothedeathofanawardeewithoutfirstinformingtheScholarshipsand
AlumniBranch,whowillfacilitateanysuchdiscussions.

15.8.6.

Ifrepatriationoftheawardeesremainsisrequired,institutionsmust,inconsultation
withtheScholarshipsandAlumniBranch:
i. seekadvicefromtheDiplomatic/Consularrepresentativeconcerningthe
requirementsforreturningthebodytotheawardeeshomecountry
ii. enquirewhethertheDiplomatic/Consularrepresentativeshaveapreferred
provideroffuneralandrepatriationservicesand,ifso,makethenecessary
arrangementswiththatproviderifatallpossible.

15.8.7.

Institutionsmaybeinstructedbythefamilytomakefuneralarrangementwithin
Australia.
i. Attheirdiscretion,andinaccordancewiththewishesofanyaccompanyingfamily
members,passdetailsoffuneralarrangementsontorelevantawardees,
institutionstaffandstudents,and/orcommunityorganisationsifappropriate.
ii. Thisinformationshouldnotbemadepublicwithoutfirstconfirmingwithboththe
awardeesnextofkinandtheScholarshipsandAlumniBranch.

15.8.8.

Ifcostsaregoingtobeincurredinarrangingrepatriationofremainsorfuneral
servicesinAustralia,institutionsmust:
i. informtheScholarshipsandAlumniBranchinwriting,inadvance,ofall
arrangementsandcosts
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ii. monitorcostsandensurethatallcostsbeingincurredarereasonableand
appropriate
iii. liaisewiththeScholarshipsandAlumniBranchascostsareincurred
iv. submitseparateinvoices(outsideofOASIS)totheScholarshipsandAlumniBranch
forapprovedcosts.
15.8.9.

Asnecessary,institutionswillmakearrangementsfortheawardeespossessions,
including:
i. placingthepersonaleffectsofthedeceasedawardeeinthehandsofthePublic
Trusteewhileawaitinginstructionfromthenextofkin
ii. facilitatingaccesstoawardeesbankaccountforthenextofkin.

15.8.10. Asrequested,ProgramAreasmayberequiredto:

i. liaisewithandprovidesupporttonextofkinincountry

ii. ifrequired,passonthenextofkinswishestotheScholarshipsandAlumniBranch
iii. assistwithincountryarrangementsasappropriate
iv. liaisewiththePartnerGovernmentornominatingauthoritywhererelevant.

15.8.11. TheScholarshipsandAlumniBranchwill:
i. provideallreasonablesupporttoaccompanyingfamilyinAustralia

ii. notifyandliaisewiththerelevantProgramArea,ManagingContractorand
Diplomatic/Consularrepresentatives
iii. passonanyinformationrequiredbytheinstitutiontocarryoutitsobligations
iv. reimbursepreapprovedassociatedcosts,unlessaninsuranceclaimispending
followinganaccident
v. inconsultationwiththeProgramArea,preparealetterofcondolencefromDFAT
tothenextofkin.

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16. Natural Disasters

16.1. Types of natural disasters
16.1.1.

Naturaldisastersmayinclude,butarenotlimitedto:
i.
ii.
iii.
iv.
v.
vi.

Floods
Cyclonesorothersignificantweatherevents
Bushfires
Earthquakes
Volcanoes
Tsunamis

16.2. Natural disasters Critical Incidents

16.2.1.

AnynaturaldisasterinAustraliathataffectsawardeesshouldbeconsidereda
criticalincident.

16.3. Natural disasters Welfare Incidents

16.3.1.

Anynaturaldisasterinthehomecountryorregionofawardeesshouldbe
consideredawelfareincident.

16.3.2.

Whenanaturaldisasteroccurs,theresponsibilitiesofawardees,institutions
andDFATaredifferenttootherwelfareorcriticalincidents.Theappropriate
processesareoutlinedinthischapter.

16.4. Natural disasters in Australia

16.4.1.

AnynaturaldisasterinAustraliathataffectsawardeesshouldbeconsidereda
criticalincident.

16.4.2.

Ifanaturaldisasteraffects,orispredictedtoaffect,anycampusthatis
hostingawardeesthefollowingresponsibilitiesapply.

16.4.3.

AllaffectedawardeesmustmakecontactwiththeirStudentContactOfficer
assoonaspossible.

Institutionsmust:

16.4.4.

i. considerthewellbeingofawardeesandanyaccompanyingfamily
membersasparamount.Thisincludesensuringaffectedindividuals:
o

havesafeandsecureaccommodation

haveaccesstoinformationregardingemergencyrelieffundingwhere
appropriate/available

haveaccesstocounsellingservices

areabletoreturntotheirstudieswithminimumdisruption.

ii. notifytheScholarshipsandAlumniBranchimmediatelywhenitbecomesawareof
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anaturaldisaster
iii. prepareagroupcriticalincidentreporttoDFATnoting:
o

thenumberofaffectedawardees

thestatus(e.g.health,wellbeingandlocation)ofallawardees

theanticipateddisruptiontotheacademicyear

ifthereispriorwarningofanaturaldisaster,whatstepsarebeingtakento
ensurethewelfareofaffectedawardees

ifatallpossible,thereporttemplateincludedatAppendixCshouldbeused.

iv. continuetomonitorthesituation,keepuptodaterecordsofthenaturaldisaster
anditsimplicationsforawardees
v. reportregularlytotheScholarshipsandAlumniBranch.
16.4.5.

Ifthereispriorwarningofanaturaldisaster,notificationshouldbebyphoneand
emailandshouldfollowthestandardprocedurefornotificationofanycritical
incidentasoutlinedinSection15.3ofthisdocument.

16.4.6.

Ifthereisnopriorwarningandthenaturaldisasteraffectselectricityor
telecommunicationsinfrastructure,DFATwillacceptnonstandardnotification.
However,DFATdoesexpectallaffectedinstitutionstomakecontactwiththe
ScholarshipsAdvisoryDeskassoonaspossible.

16.5. Natural disasters in an awardees home country

16.5.1.

Anynaturaldisasterinanawardeeshomecountryorregionshouldbe
consideredawelfareincident.

16.5.2.

Ifanaturaldisasteraffects,orispredictedtoaffect,anawardeeshome
countryorregionthefollowingresponsibilitiesapply.

16.5.3.

IfyouareconductingfieldworkoutsideAustraliainanareathat
experiencesanaturaldisasterpleasecontactyourStudentContactOfficer
immediately.

16.5.4.

Ifyouareconcernedaboutthewelfareoffriendsandfamilyinyourhomecountry
DFATadvisesyoutospeaktoyourStudentContactOfficer.

16.5.5.

Ifyouarescheduledtoreturntoyourhomecountrywithin14daysofanatural
disasterpleasecontactyourStudentContactOfficertoconfirmyourtravel
arrangements.

16.5.6.

IfanyawardeesareconductingfieldworkoutsideAustraliainanareathat
experiencesanaturaldisaster,DFATshouldbenotifiedaspertheprocesses
outlinedinSection14.2.

16.5.7.

IfanawardeereportstotheirStudentContactOfficerconcernsaboutnatural
disastersoverseas,DFATshouldbenotifiedaspertheprocessesoutlinedin
Section14.2.

16.5.8.

Facilitatetheprovisionofsupporttoanyaffectedawardeesandanyaccompanying
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familymembers(wherepossible).
16.5.9.

Supportmayincludeaccesstocounsellingservices.

16.5.10. Ifnecessary,interveneearlywiththeawardeeanddiscussoptionssuchasaltered
studyplans,tutoringorshorttermsuspensionstoallowtheawardeetosuccessfully
managetheirstudyloadduringadifficulttime.
16.5.11. Ifanawardeeisduetoreturntotheirhomecountrywithin14daysofanatural
disastercontacttheProgramAreatoconfirmitissafefortheawardeetoreturn.
16.5.12. Ifnecessary,followingconsultationwithDFAT,institutionsmayapproveanawardees
useofaReunionAirfareentitlementinadvancetoenabletheawardeetoreturn
homeoncompassionategroundsforashortperiodoftime.
16.5.13. TheuseoftheReunionAirfareentitlementforthispurposeshouldbenotedinthe
OASISjournal.
16.5.14. Theawardeeandinstitutionwillneedtoagreeontheperiodofabsence.Insome
cases,itmaybemoreappropriatefortheinstitutiontosuspendthescholarship.

16.5.15. IftravelisrestrictedorconsideredunsafetheProgramAreashouldcontact
theScholarshipsandAlumniBranchassoonaspossiblesothatthis
informationcanbepassedontoawardeesinAustralia.

16.5.16. IfadvisedbytheProgramAreathattravelisrestrictedorconsideredunsafe
forawardeestoreturn,passthisinformationontoallrelevantinstitutions.

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17. Return home

17.1. Finalisation of studies
17.1.1.

Thefinalisationofstudiesoccursonthescholarshipenddate.

17.1.2.

Thescholarshipenddateisdefineddifferentlyforcourseworkandresearch
awardees:
i. courseworkawardees:eitherthedateadvisedbytheinstitutionthat
examinationresultsarereleased,orthedatetheawardeedeparts
Australia,whichevercomesfirst
ii. researchawardees:eitherthedatetheawardeesubmitstheir
thesis/researchworkforexternalexaminationpriortotheirscholarship
enddate,orthedatetheawardeedepartsAustraliaiftheyaresubmitting
theirthesisfromhome,whichevercomesfirst.

17.1.3.

Awardeeswillcontinuetobepaidthecontributiontolivingexpensesfor
fivedaysafterthescholarshipenddate.

17.1.4.

Awardeeswhoreturnhomepriortosubmittingtheirthesis/researchworkwillhavea
maximumperiodofoneyearfromtheirfinaldeparturedatetosubmit.

17.1.5.

InstitutionsmustupdateandfinaliseeveryawardeesOASISrecordwithin
sevendaysofthescholarshipenddate.SeeSection17.7.2formore
informationoncompletinganOASISrecord.

17.1.6.

IfaPhDorMastersbyresearchawardeereturnshomebeforesubmittingtheirthesis,
institutionsmustkeepProgramAreasinformedoftheexpectedcompletiondate(toa
maximumofoneyearfromtheirfinaldeparturedate)andanyvariations.SeeSection
2.5.15.

17.2. Return home briefing

17.2.1.

17.2.2.

Institutionsareencouragedtoofferawardeesareturnhomebriefingand
completionceremonywheretheawardeeisunabletoattendaformal
graduationceremony.
Whereareturnhomebriefingisundertaken,institutionsshould:
i. arrangethebriefingforassoonaspossibleatthebeginningofan
awardeesfinalstudyperiod(e.g.theirfinalsemesterortrimester)

ii. ensureawardeesareawarethatDFATwillnotprovidefinancialsupportbeyond
theirscholarshipenddate
iii. besensitivetothecircumstancestheawardeewillencounterupondepartureand
returningtotheirhomecountry
iv. provideadviceandassistancewherepossibleonreintegration,encouraging
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awardeesalsotorevisittheirreintegrationplans
v. encouragetheawardeetojointheirlocalAustraliaAwardsalumniassociationto
remainconnected
vi. invitetheScholarshipsandAlumniBranchrepresentativestoanyeventsinwhich
awardeesareparticipating,particularlythecompletionceremony.

17.3. Final departure date

17.3.1.

AwardeesarerequiredtoleaveAustraliaandreturntotheirhomecountry
within30daysoftheirscholarshipenddate,orbeforetheirvisaexpires,
whichevercomesfirst.

17.3.2.

TheDepartmentofImmigrationandBorderProtectionissuesanawardees
visawithanenddateofonemonthafterthecourseenddaterecordedin
OASIS.Regardlessofthisenddate,DFATwillwithdrawsupportforawardees
ForeignAffairsorDefenceSector (subclass576)visa30daysaftertheir
scholarshipenddate.

17.3.3.

AwardeesmustcontacttheStudentContactOfficerattheirinstitutionto
arrangetheirreturnhometraveltoleaveAustraliawithin30daysoftheir
scholarshipenddate.

17.3.4.

Awardeesareresponsibleforanychangestothereturntravelarrangementsonce
theirscholarshipperiodends,includingforanycostsincurred(e.g.iftheflighthas
beenchanged).

17.3.5.

Institutionsmustbookthecompletiontravelforallawardees.

17.3.6.

Ifanawardeefailstomakearrangementswiththeirinstitutiontobook
theirreturnhometraveltoleaveAustraliawithin30daysoftheirscholarshipend
date,orifanawardeefailstoboardtheirflight,theinstitutionmustnotifythe
ScholarshipsandAlumniBranch.

17.3.7.

IfanawardeefailstodepartAustraliawithin30daysoftheirscholarship
enddate,theScholarshipsandAlumniBranchwillimmediatelynotifythe
DepartmentofImmigrationandBorderProtectionthatDFATnolonger
supportstheawardeesForeignAffairsorDefenceSector (subclass576)visa.

17.4. Remaining in Australia after the scholarship end date

17.4.1.

AsoutlinedinChapter8,awardeesarenotpermittedtoremaininAustralia,
orapplytoreturntoAustraliaforanythingotherthanshorttermvisits,fora
minimumperiodoftwoyearsaftertheirscholarshipenddateunlessDFAT
supportsthereturn.

17.4.2.

AwardeesarenotpermittedtogetafurtherForeignAffairsorDefenceSector
(subclass576)visapasttheirscholarshipenddatetoenablethemtoremainin
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Australia.Thisincludes,forexample,stayingontoattendaformalgraduation
ceremony.
17.4.3.

Aftercompletingtheirstudies,awardeesarenotpermittedtoremainin
Australiawithaccompanyingfamilymemberswhomaybeworkingor
studying.

17.4.4.

WhereanawardeeandtheirspousearebothinAustraliaonAustraliaAwards
Scholarships,thecompletingawardeemaybepermittedtoremainin
Australiauntiltheirspousecompletestheirscholarship.

17.4.5.

WhereanawardeeintendstoremaininAustraliawhiletheirspouse
completesanAustraliaAwardsScholarship,theawardeewhofinishesfirst
must:

i. notifytheirStudentContactOfficerasearlyaspossibleinadvanceoftheir
completion,ideallyatthebeginningoftheirfinalstudyperiod(e.g.theirfinal
semesterortrimester)
ii. transfertoaForeignAffairsorDefenceSector(subclass576)visaasadependent
attheirownexpense
iii. abidebythetwoyearexclusionperiodstartingfromthedatethatbothawardees
departAustraliawhenthesecondscholarshipiscomplete.

17.4.6.

WhereanawardeeintendstoremaininAustraliawhiletheirspouse
completesanAustraliaAwardsScholarship,thecompletingawardees
institutionmust:

i. contacttheScholarshipsandAlumniBranchtoobtainaletterofnoobjectionfor
theawardeewhoiscompletingtotransferontoaForeignAffairsorDefence
Sector(subclass576)visaasadependentandforwardthislettertotheawardee
ii. ifbothawardeesareattendingthesameinstitution,thecompletiontravel
entitlementmaybeaddedtothespousesrecordinOASIS.Avariationmustbe
createdineachrecordreducingtheamountinthecompletingawardeesrecord
andincreasingtheamountinthespousesrecord.Thereasonsforbothvariations
shouldberecordedinthejournalnotesineachOASISrecord.Thismustbedone
beforethecompletingawardeesOASISrecordisfinalised
iii. iftheawardeesareatdifferentinstitutions,thecompletingawardeesinstitution
mustliaisewiththespousesinstitutiontocompletethenecessaryOASIS
variationsinbothrecords.TheProgramAreashouldbeincludedinall
correspondence
iv. bookreturnhometravelforbothawardeeswhenthesecondscholarshipis
complete.

17.5.
17.5.1.

Returning home due to illness or accident

Whereascholarshipisterminatedorsuspendedduetoaccident,incapacityor
illness,inmostcasestheawardeewillberequiredtoreturnhome.Thisisin
compliancewiththeconditionsoftheForeignAffairsorDefenceSector
(subclass576)visa.
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17.5.2.

Whereanawardeeisrequiredtosuspendandreturnhomeonthegroundsof
illnessorincapacity,DFATwillprovidefundsforareturnairfareinthe
absenceofareunionentitlement.

Fit to travel
17.5.3.

17.5.4.

Awardees,alongwiththeirdoctor,mustassesswhetheranawardeeisfitto
travel.
Awardeesmust:
i. demonstratetheirfitnesstotravelwithamedicalcertificate

ii. cooperatewiththeinstitutionandDFATtoorganisetravelhome
iii. onceathome,stayincontactwiththeProgramAreaaboutthestatusoftheir
healthandtheircapacitytoreturntotheirstudies
iv. demonstratethattheyareingoodhealthandhavethecapacitytomanagetheir
studiesbyattendingamedicalassessmentbeforetheyreturntoAustralia.
17.5.5.

AwardeesshouldcontacttheDepartmentofImmigrationandBorderProtectionfor
adviceonwhethertheyneedtotransfertoadifferentvisa.

17.5.6.

Institutionsmust:

i. helptheawardeetomakebookingsfortheirflighthome

ii. ensuretheairlineisinformedofthenatureoftheawardeesillnessandis
consultedonanyarrangementsthatmayneedtobemade,bearinginmindthe
awardeesrighttoprivacy
iii. ensuretheawardeehasmedicalclearancetotravel
iv. ensuretheProgramAreaisadvisedoftheawardeestraveldetails
v. informtheProgramAreaifCustomsorImmigrationclearanceisrequired.
17.5.7.

Institutionsmayhelptheawardeeorganisethesafepacking,transportorstorageof
theirpersonalbelongings.

17.5.8.

TheProgramAreamust:

i. makearrangementsfortheawardeesarrivalhomeandtheircare
duringtransitthroughathirdcountry(ifrequired)

ii. liaisewiththeawardeeandtheirfamilytoprovidereasonablesupportand
assistancetorepatriatetheawardee;thismayrequireensuringtheawardeewill
bemetattheairportandcantravelhomefromtheairportsafely
iii. ensurethereisamanagementstrategyinplaceforwhentheawardeearrives
home;thismayrequireencouragingtheawardeetoseeklocalmedicaltreatment
ifrequired,keepinginregularcontactwiththeawardeetomonitortheirrecovery,
andensuringtheawardeeunderstandstheconditionsaroundtheirreturnto
Australia(includingseekingthepriorapprovalofDFAT)
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iv. wherethescholarshipissuspended,organiseanassessmentoftheawardees
healthandtheircapacitytomanagetheirstudiesbeforetheyreturnfrom
suspension
v. approveawardeesreturningtoAustraliaonlywhentheyareabletodemonstrate
theyarefittostudyandtravel,andarelikelytosuccessfullycompletethe
remainderoftheirscholarship
vi. helptheawardeeobtainanewForeignAffairsorDefenceSector(subclass576)
visaiftheyaredeemedfittoreturntotheirstudies
vii. workwiththeScholarshipsandAlumniBranchtomanagearrangementsifthe
awardeeisdeemedunfittoreturntotheirstudies,oriftheawardeedecidesto
withdrawfromtheirscholarship.

Medical escort home

17.5.9.

Someawardeesthataredeemedfittotravelmayneedamedicalescort
home.Thismaybearequirementoftheawardeesdoctorsorhospital,the
airline,oranotherparty.

17.5.10. TheScholarshipsandAlumniBranchmayapprovetheinstitutionproviding
fundsforamedicalescort.Theprovisionofsuchfundingisatthediscretionof
theScholarshipsandAlumniBranch.
17.5.11. Anyexpenditurebytheinstitutiononmedicalescortsrequirespriorwritten
approvalfromtheScholarshipsandAlumniBranch.Approvalwillonlybe
grantedifamedicalcertificatenotingtherequirementforamedicalescort
hasbeenprovided.
17.5.12. Ifanawardeeneedsamedicalescort,thenthey,theinstitutionandDFAT
havethefollowingresponsibilities.
17.5.13. Awardeesmust:
i. demonstratethattheyrequireamedicalescortbyprovidingamedical
certificate

ii. cooperatewiththeinstitutionandDFATtoorganisetravelhomeforboth
themselvesandtheirescort
iii. onceathome,stayincontactwiththeProgramAreaaboutthestatusoftheir
healthandtheircapacitytoreturntotheirstudies
iv. notreturntoAustraliawithoutthepriorapprovalofDFATandtheirinstitution.

17.5.14. Institutionsmust:
i. arrangeforanappropriatelyqualifiedmedical/nursingescort.Ifpossible
theescortshouldbethesamegenderastheawardee

ii. seektheScholarshipsandAlumniBranchapprovalinwritingifamedicalescortis
tobecontractedthroughacommercialnursingagency,andensureworkers
compensationisincludedaspartofthecontractualarrangement.

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17.5.15. TheProgramAreamust:

i. informthenominatingauthority(ifappropriate)andnextofkinifitis
decidedthatamedicalescortisrequired,bearinginmindtheawardeesrightto
privacy.

17.5.16. TheScholarshipsandAlumniBranchmust:

i. whereappropriate,providefundsforthecostsofthemedicalescort
(notingthattheprovisionoffundsisatDFATsdiscretion,andamedicalcertificate
notingtheneedforanescortmustbeprovided).

17.6.

Awardees who are unfit to travel

17.6.1.

Insomecircumstancesawardeesmaybeunfittotravelduetoillness,
incapacityorlongtermhospitalisation.

17.6.2.

InthecasethatanawardeeisunfitfortravelandremainsinAustraliaona
visaotherthantheForeignAffairsorDefenceSector(subclass576)visa,DFAT
isnotrequiredtoprovidediscretionaryfinancialsupportfortheawardee,

17.6.3.

Ifanawardeeisunfittotravelwhileonscholarshiporuponcompletionof
theirscholarship,theawardee,theinstitutionandDFAThavethefollowing
responsibilities.

17.6.4.

Awardeesmust:
i. provideamedicalcertificatetotheirStudentContactOfficerwhich
clearlystatestheyareunfittotravelandadvisesanestimateddatethatthey
shouldbefit

ii. ifrequired,makearrangementswiththeDepartmentofImmigrationandBorder
Protectiontotransfertoanappropriatevisaandmeetallcostsassociatedwiththe
visachange
iii. beresponsibleforallcostsassociatedwiththeirstayinAustraliabeyondthe
scholarshipenddate
iv. remainincontactwiththeirStudentContactOfficerwhiletheyareinAustralia
v. departAustraliaassoonastheyarefittotravel.

17.6.5.

Institutionsmust:
i. informtheScholarshipsandAlumniBranchasperthenotification
proceduresforwelfareincidentsassetoutinSection14.2

ii. providemedicalcertificatesandanyothersupportinginformationtothe
ScholarshipsandAlumniBranchassoonaspossible
iii. ifrequired,obtainfromtheScholarshipsandAlumniBranchaletterofno
objectionandforwardthistotheawardee
iv. remainincontactwiththeawardeeand,continuetoprovidepastoralcarewhile
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theyremaininAustralia,continuetomonitortheawardeesconditionandprovide
regularupdatestotheScholarshipsandAlumniBranch.
17.6.6.

Ifanawardeehascompletedtheirscholarship,withdraws,ortheirscholarshipis
terminated,theinstitutionmustorganisetheawardeesreturnhometravelusingthe
awardeescompletiontravelallowanceassoonastheyarefittotravel(see
Section17.5.3).

17.6.7.

TheProgramAreamustmakecontactwiththeawardeesnextofkin.

17.6.8.

TheScholarshipsandAlumniBranchmust:

i. liaisewiththeDepartmentofImmigrationandBorderProtectionas
necessary,and
ii. liaisewiththeProgramAreaasnecessary.

Dependents who are unable to travel

17.6.9.

17.7.

DFATwillnotprovideadditionalfinancialsupportforawardeesthatare
unabletostudyortravelbecauseadependentisunwellorunabletotravel.

Finalisation and completion of a scholarship record in

OASIS

17.7.1.

17.7.2.

AsoutlinedinSection17.1.4,institutionsmustupdateandfinalisetheOASIS
recordsforeveryawardeewithinsevendaysofthescholarshipenddate.
Withinsevendaysofaawardeesdeparture,theinstitutionmustcomplete
thefollowinginOASIS:

i. academiccompletiondetails
ii. studentstraveldetails
iii. followuphomecountrycontactaddress(includingemailaddress)
iv. expenseallcostsassociatedwiththescholarship
v. scholarshipfinalisation.
17.7.3.

17.7.4.

17.8.

ThecompletionofascholarshiprecordisanautomaticprocessrunbyOASIS.
Theprocessoccursattheendofthenextfullpayperiodafterthescholarship
enddate.Forexample,ifanawardeesstudiesarefinalisedon15March
2015,thecompletionwilloccuron31December2015.Ifthestudiesare
finalisedon15December2015,thecompletionwilloccuron30June2016.
AllexpensesmustbeenteredintoOASISbeforethecompletionofa
scholarshiprecordinOASIS.

Requests for academic transcripts

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17.8.1.

Whenanawardeesubmitstheirscholarshipapplicationform,theyagreeto
authoriseDFAT,oritsappointedmanagingcontractor,toaccessorobtain
information,includingcopiesofrelevantacademicrecordsandreports,to
monitortheiracademicperformancewhilestudyinginAustralia.

17.8.2.

Thirdparties(i.e.anyoneoutsidetheinstitutionotherthanDFAT,theProgram
AreaandaProgramAreasmanagingcontractor)arenotpermittedtoaccess
academictranscripts.

17.8.3.

Wherepartnergovernmentsrequireanawardeesacademicresults,the
ProgramAreacanasktheawardeetosendthetranscriptdirectlytothe
partnergovernment.

Page118of124
AustraliaAwardsScholarshipsPolicyHandbook,January2015
(A)=applicant/awardee
(P)=ProgramArea
(I)=institution

(S)=ScholarshipsandAlumniBranch

18. Alumni
18.1.1.

ThereareDFATsupportedalumninetworksinmorethan20countriesand
regions.

18.1.2.

Alumniareencouragedtojointheirlocalalumninetworkandtotakepart
inpostawardmonitoringandevaluationactivities(forexample,
participatinginsurveysandmaintainingtheirreintegrationplans).

18.1.3.

InstitutionsshouldencourageAustraliaAwardsrecipientstostayconnected
withtheinstitution,supervisorsandpeers,includingbyjoiningthe
institutionsalumninetwork.

18.1.4.

Institutionsshouldalsoencourageawardeestojointhelocalalumninetworkwhen
theyreturnhomeandtokeepincontactwiththeProgramArea.

18.1.5.

TheProgramAreashouldactivelyengagewiththeiralumni.Guidanceon
goodpracticeactivitiesandadviceonalumniengagementisavailablefrom
theAlumniManager,ScholarshipsandAlumniBranch.

Page119of124
AustraliaAwardsScholarshipsPolicyHandbook,January2015
(A)=applicant/awardee
(P)=ProgramAreas (I)=institution (S)=ScholarshipsandAlumniBranch

APPENDIX A:
Proformas for reunion airfare travel

[AddresstotheDFATofficer,ProgramArea/managingcontractor]
DearSir/Madam,

ThisistoinformyouthatI,[insertScholarsfullname],donotintendtobringmyfamilytojoin
meinAustralia.Ithereforewishtoclaimtheentitlementtoareunionairfareundermy
scholarship.
IunderstandthatthedecisiontoprovidethisentitlementrestswithDFATstaffat[insert
country].
Yourssincerely,

.
AustraliaAwardsScholarshipawardeessignature

Date.

Awardeesname:

OASISNo..

Witnessedby:

. Date.

.
Printnameandtitle
[AddresstotheDFATofficer,ProgramArea/managingcontractor]

Page120of124


DearSir/Madam,
ThisistoinformyouthatI,[insertfullname],wishtobringmyspouseandorfamilytojoinme
inAustralia.Ithereforewaivemyentitlementtoareunionairfareundermyscholarship,as
agreedinthecontractbetweenDFATandmyself.
Detailsofmyfamilymembersareasfollows:

Full Name (as

shown in the
passport)

Date
of
birth

Relationship
to me
Country of Passport Issue
(spouse,
date
citizenship number
son,
daughter)

Expiry
date

Iunderstandthatbywaivingmyentitlement,Icannolongerclaimanyreunionairfareduring
theperiodofmyscholarship.
Yourssincerely,

..

Date.

AustraliaAwardsScholarshipawardeessignature

Awardeesname:
OASISNo..
Witnessedby:
.Date
Witnesssignature

.
Printnameandtitle

Page121of124

APPENDIX B:
Scholarship fees and entitlements for Australian
Leadership Awardees who commenced before 2012
AustralianLeadershipAwardeeswhocommencedtheirstudiesinAustraliabefore2012
shouldbemanagedinaccordancewiththishandbookbutretaintheentitlementsand
conditionsasstatedintheirletterofofferandcontract.
AustralianLeadershipAwardeesreceiveaStudyEnrichmentAllowance,whichprovides
financialassistancetoenhancetheirformalstudies.
Theallowancefundingislimitedto$2,000ayearperawardee.Itaccumulatesoverthe
durationofthescholarship,startingwhenthescholarshipcommencesandateach
12monthmilestonethereafter.Awardeesmaynotapplyinadvanceforfundsfrom
futureyears.Ifanextensionisgranted,theawardeeisnotentitledtoadditionalstudy
enrichmentallowance.
Eligibleactivitiesmayinclude,butarenotlimitedto:
i. fieldworkincludedaspartoftheformalstudyprogram
ii. conferenceseitherinAustraliaorabroadthataredirectlyrelevanttothe
awardeesstudiesorprofessionaldevelopment
iii. supplementaryacademicsupport(suchasindividualorgrouptutorialsor
assistancewiththesisediting)
iv. purchasingmaterialsparticularlyrelevanttostudiese.g.asoftwarepackage
(requeststouseStudyEnrichmentAllowancetopurchaseIThardwarewillnotbe
approved)
v. travelhomeforashorttermvisit(notingthatawardeeswhocommencedbefore
2012donothaveaseparatereunionairfareentitlement)
vi. subscribingtotheinstitutionslibraryresources,beforereturninghomeattheend
ofthescholarship.
InstitutionsdisbursetheStudyEnrichmentAllowancetoawardees,andinstitutionsare
responsibleforassessingwhethertheproposedactivityisrelevanttoenhancingthe
awardeesformalstudies.

APPENDIX C:
Critical incident report

(Tobemaintainedbyinstitutionuntilincidentisclosed.)
Page122of124


NAMEOFAUSTRALIA AWARDSSCHOLARSHIP
AWARDEE:

OASISREFERENCE:

CITIZENSHIP:

AUSTRALIANINSTITUTION:

GENDER:
SCHOLARSHIPSTARTDATE:

COURSEOFSTUDY:

SCHOLARSHIPENDDATE:
SUMMARYOFINCIDENT:

REPUTATIONALRISKS:

CHRONOLOGYOFEVENTS:

RECORDOFMEDIAINTEREST/REPORTING:

COSTSINCURRED:

STUDENTCONTACTOFFICERSNAME:

DATE:

Page123of124

APPENDIX D:
DFAT No Objection Letter
The Foreign Affairs or Defence Sector (subclass 576) Visa
All Australia Awards Scholarship recipients and their dependents are required to have Foreign
Affairs or Defence Sector (subclass 576) visas for the duration of their time in Australia.
This visa attracts certain conditions that help DFAT ensure awardees are upholding their
obligation to depart and remain outside of Australia for two years from the completion of their
Scholarship.
No Objection Letters
DFAT approval is required before awardees will be granted a subclass 576 visa, and at all
other times where a 576 visa holder applies for a new visa (including a new visa for a
scholarship extension). In most cases DFATs approval is captured in a No Objection Letter.
No Objection Letters are required for both awardees and their dependents.
Mobilisation
The Australia Awards Scholarship Contract meets DIBPs requirements for the initial visa
application for both awardees and their declared dependents. DFAT Program Areas issues
No Objection Letters for an awardees dependent family members if they do not mobilise at
the same time as the awardee.
On-Scholarship
When an awardee is on-scholarship in Australia, the Scholarships and Alumni Branch issues
No Objection Letters to support visa applications for:
a further visa when an extension to an awardees Australia Awards Scholarship, beyond
the original award period, is approved
newborn dependents when an awardee has a baby during their scholarship period
transferring to a different visa type when an awardee/dependent transfers to a different visa.
Post Scholarship
After an awardee has completed their Scholarship, No Objection Letters to support visa
applications for:
short visits when a DFAT alumnus wants to return to Australia for a short visit (up to three
months) within the two years exclusion period are issued by Program Areas
post scholarship externally funded studies when a DFAT alumni returns to Australia to
undertake externally funded studies within the two year exclusion period are issued by
the Scholarships and Alumni Branch.

Visa Process for Dependents

The Program Area is responsible for providing a No Objection
Letter for dependents.
All dependent family members must be declared in an
awardees initial visa application, regardless of whether they
are intending to accompany the awardee to Australia. Family
members who are not declared will not be eligible for a Foreign
Affairs or Defence Sector (subclass 576) visa if they wish to
join the awardee at a later date.

Page124of124