Courses involving travel instruction

Instruction statement

Courses may involve a short period of travel and study away from the main location of study in the course, during and/or following which participating students complete assessment tasks. This travel may be a requirement of the course or course offering, or it may be an option available to some students in the course or course offering. The study undertaken must:

  • have academic input from RMIT, and
  • require the student to produce work that is credit-bearing and assessed by an RMIT academic.

Such travel is referred to as:

  • a global intensive, where the travel is to another country, or
  • a local intensive, where the travel is to a location within the same country, but away from the city or town in which the course is mainly located.

This instruction establishes guidance and good practice for the development, approval, delivery and review of RMIT academic-led courses involving travel: these were previously known as study tours.

Exclusions

This instruction does not apply:

  • to courses that do not require travel.
  • to inbound global intensives; where a group of non-RMIT students visit Melbourne
  • where RMIT students complete short blocks of study (less than one week) away from the main location of study in their course or program but within the same country, for example, an excursion.
  • to individual internships/placements.

Instruction steps and actions

A. Global intensives

Instruction (including key points)

Responsibility

Timeline

1. Development and approval of the global intensive

1.1. Global intensive course development

  • A global intensive must comprise all or part of one or more courses or course offerings.
  • Details of global intensives must be included in the Part B course guide.
  • A global intensive can be any of the following:
    • a stand-alone course (elective)
    • a stand-alone course (core)
    • a component of a course
    • an assessment component of more than one course (Vocational Education only)

See the Program and course life-cycle policy, procedure and instructions.

Global intensive leader

1.2. Risk assessment

A risk assessment (first stage) and risk mitigation plan (second stage) must be completed during the development stage and just before departure.

  • Risk Assessment: When the global intensive is being developed a high level risk assessment needs to be completed (refer to 1.3).
  • Risk Mitigation Plan: No later than one month before the trip departure a further detailed risk assessment should be completed (refer to 1.7).

Full details and guidance on this are provided through the Student Mobility Management System (SMMS).

The Dean/Head of School and the Education Abroad office both have the authority to disallow a trip where the risk assessment is high or where unforeseen circumstances arise during the travel that increase the level of risk.


Global intensive leader






Dean/ Head of School

Education Abroad office




During the development and approval process

No later than one month before departure date

1.3. Global intensive proposal approval

  • Academic approval of global intensive courses is part of the normal academic course approval process. See the Program and course life-cycle procedure and instructions.
  • Global intensive proposals must be submitted by the nominated global intensive leader for approval through the SMMS.
  • The SMMS provides detailed guidance to staff on the processes to be followed and information required in submitting a proposal.
  • Proposals are approved by staff nominated for this purpose by the school/college (two reviewers recommended – one from the school executive and one from finance)
  • Proposals are endorsed by the Education Abroad office.





Global intensive leader


School


Education Abroad office

Proposals should be submitted by:

February for global intensives planned for the following November, and

September for global intensives planned for the following June or July

1.4. Set up the course in SAMS

For the process to configure a global intensive course, class or classes in SAMS, see the Academic Registrar’s rules for program and course configuration.

1.5. Global intensive creation in SMMS

  • Once the global intensive proposal has been approved the Education Abroad office will set up the global intensive in the SMMS.
  • A unique link will be generated for each global intensive and it will then be searchable on the Education Abroad website.

Education Abroad office

1.6. Student application

  • Student applications to participate in a global intensive are managed through the SMMS.
  • The process for managing applications is as follows:
    • student applies via the SMMS
    • global intensive leader assesses the applications and approves/rejects student applications
    • confirmation and acceptance documentation is generated and managed through the SMMS





Student

Global intensive leader

1.7. Pre-departure session

Each global intensive leader must hold a pre-departure session with students where they are provided with:

  • the global intensive itinerary
  • overview of global intensive expectations
  • detailed information on work they will be required to submit for assessment
  • confirmation of enrolment details
  • Education Abroad office briefing

The global intensive leader should contact the Education Abroad office eao@rmit.edu.au to arrange a briefing at least three weeks before the departure date.

Global intensive leader












No later than three weeks before the departure date

1.8. Student personal details

All global intensive leaders must have a hard copy pack containing the following information for all participating students:

  • copy of student passport
  • copy of student emergency contact details
  • copy of student flight details

All this information will be available for global intensive leaders through their SMMS account.

Global intensive leader

No later than one week before the departure date

1.9. Global intensive leader preparation

Global intensive leaders must have:

  • Copies of the required personal details for each student (refer to step 1.8)
  • A mobile phone that works in the destination countries
  • A copy of the itinerary and details of key contacts at each destination
  • iSOS contact details and the iSOS App accessible on their phone

Global intensive leader

No later than one week before the departure date

1.10. Staff to student ratio

The recommended staff to student ratio is 1:15. The staff to student ratio must not exceed 1:20.

Global intensive leader

1.11First aid qualification

At least one of the global intensive leaders needs to be at least Level 2 CPR first aid qualified.

Global intensive leader

2. Conducting the global intensive

2.1. Staff/Student conduct

Staff and students are expected to conduct themselves in a professional manner and in accordance with the relevant RMIT policies and codes of conduct:

Staff and students

2.2. Emergencies

RMIT travellers may call International SOS (iSOS) – reverse charge, from anywhere in the world, for emergency assistance: +61 2 9372 2468.

See the global intensive information sheet (Appendix B) for further information.

Staff and students

As required

3. After the global intensive

3.1. Global intensive review

On return global intensive leaders will be required to complete a report through the SMMS.

This report will be used to:

  • develop a news/case study for the RMIT news page
  • evaluate whether the global intensive will run in subsequent years
  • report on financial outcomes

Global intensive leader

3.2. Student review

On return students will be asked to complete feedback on the study tour.

This feedback will be used to:

  • develop student profiles for the EAO website
  • provide input into program evaluation.

Students

4. Subsequent Global intensives

Repeat the steps above. The SMMS will allow you to copy parts of your application from the previous year.

Global intensive leader

B. Local intensives

Instruction (including key points)

Responsibility

Timeline

5. Where all students in a local intensive course are required to travel, the requirement and likely costs must be stated in the course guide.

School

6. Before departure, students must be briefed on the travel itinerary and how to perform the assessment task(s) in relation to the activities during the travel.

School

7. The School or College office must hold an itinerary of the travel and a list of the students who are travelling, with mobile phone contact details for the leader of the local intensive, and contact details for any accommodation.

School/ College

8. At least one staff member accompanying students on the travel needs to be at least Level 2 CPR first aid qualified.

9. Staff and students are expected to conduct themselves in a professional manner and in accordance with the relevant RMIT policies and codes of conduct:

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