Index

Section A: Overview
- About the Guide
- Best Practice Guide Icons
- Executive Summary
Section B: Strategy in Outbound Mobility
- 1. Institutional-Level Strategy – Practice and Trends
- – Examples of Good Practice
- 2. Program-Level Strategy and Policy
  – Practice and Trends
- – Examples of Good Practice
- 3. Key Performance Indicators and Targets
- – What Sorts of Things are Set as KPIs
- – Who has KPIs and Targets
- 4. Developing a Strategic Plan
- 4.1 Why Develop an Outbound Mobility Strategy Plan
- 4.2 Preparing your Strategic Plan
- 4.3 Business Planning as part of Outbound Mobility Strategic Planning
- 4.4 Identifying Stakeholders
- Additional Related Resources
Section C: Budgets and Finance
- Practice and Trends in Australian Institutions
- 1. Developing General Outbound Mobility Budgets
- 2. Developing Budgets for Specific Outbound Projects
Section D: Outbound Mobility Planning
- 1. The Importance of Planning
- 2. Planning as Capacity Building
- 3. Examples of Practice
- Related Sections
Section E: Staffing and Structure
- 1. Staff Structure, Responsibilities and Ratios – Where Mobility Sits
- – Dedicated or Split Inbound/Outbound?
- – Staffing Levels
- – Responsibilities
- 2. Skills and Recruitment for Outbound Mobility
- – Recruiting for Outbound Mobility Roles
- 3. Strategies when Resources are Short
- 3.1 Time Management and Focusing on Generating Efficiencies
- 3.2 Student Helpers and Interns
- 3.3 Deakin University's Peer Advisor Program
- 3.4 Interns
Section F: Using Technology
- 1. Use of Technology in Managing Exchange
- 2. IT Tools for Generating Administrative Efficiencies
- – Online Surveys, Applications and Evaluations
- – Skype
- – Webinars
- – Event Registrations and RSVPs
- – SMS
- – Databases
- – Learning Management Systems
- – Credit Precedence Databases/Systems
- – Effectiveness of Various Technologies
- 3. Examples of Innovation in Using Technology
- – Social Media
- 4. Outbound Exchange Websites
  – Control of Websites
- – Entry Point for Websites
- – The Best Website?
- – Information Listed on Websites
- Additional Related Resources
Section G: Funding: Scholarships, Grants and OS-HELP
- Practice and Trends in Australian Universities
- Examples of Good Practice
- 1. Eligibility for Funding
- 2. Travel Grant Uses
- – Equity and Access
- 3. Application Processes – Application Forms
- – Conditions of Participation
- – Payment of Grants
- 4. DIISRTE Funding – International Student Exchange Program (ISEP)
- – Study Overseas Short-term Mobility Program (STMP)
- 5. OS-HELP
- 5.1 Deadlines
- 5.2 OS-HELP Misconceptions
- 5.3 Control of Policy
- 5.4 How Well is OS-HELP Promoted?
- 5.5 Models of Management
Section H: Partnerships, Agreements, Balances and Due Diligence
- 1. Types of Partners and Models of Engagement
- 2. Creating New Partnerships and Due Diligence
- – Due Diligence: Site Visits
- – Service Providers
- – Ownership of Exchange Agreements
- – Approving New Agreements
- 3. Storing Information About Partners
- 4. Balances and Reciprocity
- 5. Reviewing and/or Ending Exchange Agreements
- – Ending Agreements
- Additional Related Resources
Section I: Risk Management, Insurance and Critical Incidents
- 1. Key Risks in Outbound Mobility
- 2. Kinds of Support Students Need on Programs
- – Logistical Support
- – Learning Support
- – Emotional and Health Support
- – Critical Incidents
- 3. Travel Insurance
- – Travel Insurance Coverage
- Examples of Practice
- 4. Developing your Risk Management Team
- – External Risk Management Providers
- 5. Risk Management Approaches
- 6. What are Critical Incidents?
- 7. Developing a Critical Incident Response Policy and Plan
- – Risk Planning for Outbound Projects
- 8. Responding to Critical Incidents
- – Travel Insurance
- Additional Related Resources
Section J: Working with Campus Stakeholders
- Practice and Trends in Australian Universities
- Examples of Good Practice
- 1. Student Mobility Committees
- – Strategic Level Committees
- – Operational Committees
- – The Outbound Mobility Committee
- 2. Communication and Training
- 3. Generating Buy-In and Managing Change
- – Managing Change
Section K: Working with Faculty
- 1. Working with Academics
- – Supporting Champions and Other Academics
- 2. Staff Mobility Programs
- 3. Selecting Staff for Outbound Projects
- – Role of Group Leaders on International Placements
- – Supporting First Time Academic Leaders on Overseas Programs
Section L: Types of Outbound Opportunities: What they are and how Institutions Handle them
- 1. Overview of Types of Oppurtunities on Offer
- 2. Semester Exchange
- 3. Offshore Campuses
- 4. Study Tours and Short Programs
- – Some Strong Models
- Examples of Practice
- – Conducting an Internal Capability Audit
- 5. International Volunteering
- 6. Internships and Clinical Placements
- – Examples of Practice in Australian Universities
- 7. International Leadership Programs
- 8. Language Programs
- – Snapshot of Language Program Availability
- Additional Related Resources
Section M: Exchange Program Management
- 1. Selection Criteria, Application Processes and Selecting Students
  – Selection Criteria for Exchange
- – Deadlines
- – Application Forms and Process
- – Deposits
- – Acceptance Procedure
- – Student Participant Agreements/Code of Conduct
- – Managing Students
- 2. Student Withdrawals and Funnel Management
- – Funnel Management
- 3. Examples of Practice for Selection Criteria, Applications and Selecting Students
- – Highlights of Strong or Interesting Practice
- – Further Information about University Exchange Processes
- Additional Related Resources
Section N: Establishing New Mobility Projects
- 1. Project Planning
- 1.1 Planning a Project – General Overview
- 1.2 The First Steps in Implementation
- 1.3 Specific Steps for Different Types of Projects
- 1.4 Using Service Providers
- 2. Measuring Demand
- 3. Developing a Project Plan
- 3.1 Tools for Project Planning
- 3.2 Timelines for Project Planning
- 4. Budget and Resources – Costing and Funding Projects
- 4.1 Preparing a Project Budget
- 4.2 Dealing with Currency Exchange Rates
- 4.3 The Importance of Scholarships and Travel Grants
- 4.4 Seeking Sponsorship
- 4.5 Student Fundraising
- 4.6 Travel Grant Policies and Applications
- 5. Project Team
- 5.1 Roles on a Project Team
- 5.2 Communication Between Your Project Team
- 6. Communication with Stakeholders
- 6.1 Developing a Marketing and Communications Plan
- 6.2 Internal Communication
- 6.3 Communicating with Partners
- Storing Information About Partners
- 6.4 Generating Media Interest
- Public Relations – Tips for Effective Press Releases
- The Elements of a Good Press Release
- Writing a Good Press Release
- Distributing Your Press Release
- 6.5 Key Messages
- 7. Planning an Itinerary
- 7.1 Things to Consider When Planning an Itinerary
- 7.2 Visas
- 8. Student Management Plan
- 8.1 What is a Student Management Plan?
- 8.2 What goes into a Student Management Plan
- 8.3 Examples of Student Management Plans
- Additional Related Resources
Section O: Promoting Programs
- 1. Common Marketing Channels
- – Fundamental Recruitment Strategies
- – Class Visits
- – Information Seminars/Sessions
- Variations on Common Practice for Information Sessions
- – Exchange Fairs
- – Online
- 2. Marketing Channels Used by Some Universities
- – Student Mobility Offices
- 3. Innovative Marketing Approches
- 4. The Importance of Supporting Academic Champions
- Additional Related Resources
Section P: Pre-departure Preparation and Whilst Abroad
- 1. Preparing Participants
- – Visas
- – Vaccinations
- – Finances
- – Language and Intercultural Skills
- – Flights and Travel Insurance
- 2. Pre-departure Sessions
  – Who are Pre-departures Given to?
- – Structure of Pre-departure Sessions
- – Special Guests
- – Online Pre-departures
- – Multi-Campus Issues
- 3. Pre-departure Guides
- – Examples of Practice in Australian Universities
- 4. Other Pre-departure Activities
  – Pre-departure Checklists
- – Managing Student Expectations
- Case Study – Managing Expectations
- – The Needs of Different Student Groups
- 5. Interaction Whilst Abroad
- Additional Related Resources
Section Q: Re-Entry
- 1. Evaluations and Testimonials
- 1.1 Student Evaluations
- Undertaking Evaluations
- Generating Testimonials
- 1.2 Using Testimonials
- Incentivising Returned Students
- Extra-curricular Programs
- 1.3 Undertaking Project-Level Evaluations
- Why Evaluate Projects?
- When and How to Evaluate Projects
- What do you do with Evaluation Information
- 2. Re-Entry Sessions
- – Celebrating and Recognising the Experience
- – Articulating Outcomes
- 3. Exchange Clubs
- 4. Re-Entry Guides
- 5. Buddy and Ambassador Programs
- Additional Related Resources
Section R: Credit and Acknowledging Experiences
- 1. Credit or Other Recognition?
- 2. Models for Credit Transfer
- – Placeholder Subjects
- – Approvals
- – Enrolment
- – Transfer
- Examples of Models of Credit Transfer
- 3. Learning Agreements and Enrolment Forms
- 4. Credit Matching
- – Practice at Australian Universities
- Additional Related Resources
Section S: Degree Structures
Section T: Quality Assurance in Outbound Mobility
Section U: Glossary
Guide Resources Index

Outbound Mobility Best Practice Guide
for Australian Universities

Disclaimer:

The information provided in this Guide is to be used as a guide only.

This document does not purport to be legal advice and is provided as a general guide only. Some information may become superseded through changes to the law. Users / readers should seek advice from a legal practitioner in relation to any particular legal issues.

Research for The Guide was undertaken between April and November 2011 based on surveys, interviews, contributions and research of public-domain information. Please note that information and resources may have changed, been superseded or no longer apply since that time. Whilst every effort has been made to ensure accuracy, the guide is indicative and should be verified by the cited institution if required.

This project was supported and funded by the Australian Government Department of Industry, Innovation, Science, Research and Tertiary Education (DIISRTE), Australian Education International (AEI), and authored by Rob Malicki of AIM Overseas.