Study Overseas
Short-termMobility Program
Program Guidelines
2014
Closing date for applications:
Friday 30 August 2013
/ This symbol indicates information that has been highlighted for your reference.
/ This symbol indicates information that has been highlighted as a key task, activity or caution.
/ Please note the following changes for the Study Overseas Short-term Mobility (STMP) 2014 Round.

Applications to be completed in ISEO. Commencing this round, applications will be completed online through the International Student Exchange Online (ISEO) system (see Section 6.2).

Eligible Destination. Myanmar is added as an eligible destination (see Section 4.5).

Project Facilitation Subsidy. The staff subsidy is now known as the Project Facilitation Subsidy. This provides consistency across all mobility programs (see Section 5.1.2).

Evaluation Report. There is now a requirement for institutions to complete an Evaluation Report as part of the funding acquittal process. It is anticipated this will be completed in ISEO. (see Section 8.3).

Contents

1.Definitions

2.Background

3.Program Overview

3.1Overview

4.Eligibility

4.1Eligible Institutions

4.2Eligible Projects

4.3Eligible Students

4.4Equal Access

4.5Eligible Destinations

4.6Travel Warnings

4.7Critical Incidents

5.Funding

5.1Subsidies

5.1.1 Student Subsidies………………………………………………………………………………………………..8

5.1.2 Project Facilitation Subsidies……………………………………………………………………………….9

5.2Funding Framework

5.2.1 Deed of Standing Offer………………………………………………………………………………………..9

5.2.2 Project Schedule (the Contract)…………………………………………………………………………..9

5.2.3 Project Variation to Project Schedule……………………………………………………………… 10

5.3Payment of Funding

5.4Funding Availability

5.5Repayment of Funding

6.Application Process

6.1Application/Funding Timetable

6.2International Student Exchange Online (ISEO)

6.2.1 ISEO Information Required………………………………………………………………………………..11

6.2.2 Registration of Eligible Institutions……………………………………………………………………11

6.3Maximum Number of Student Subsidies per Application

6.4Maximum Number of Applications

6.5Ranking of Applications

6.6Lodgement of Applications

6.7Allocation of Funding

6.8Selection Criteria

6.9Assessment Process

6.10Publication of Funded Projects

7.Acknowledgement of Australian Government Funding

8.Funding Acquittal Requirements

8.1Completion Report

8.2Statutory Declaration

8.3Evaluation Report

9.Privacy

9.1Consent

10.Complaints Handling

11.Freedom of Information

12.Commonwealth Ombudsman

13.Offence to Provide False or Misleading Information

14.Conflict of Interest

15.Taxation

16.Contact

  1. Definitions

Acronyms and terms used throughout these Guidelines are listed below.

Academic Credit / For the purpose of these guidelines, credit will be defined as either a full unit of study or a major assessment piecerelated to the student’s field of study.
Applicant Institution / The Australian Higher Education Provider that is applying for funding.
Completion Date / The date by which all reporting activities for the Project must be completed (see Section 6.1)
Deed of Standing Offer (DoSO) / An agreement between the Commonwealth and an eligible education provider detailing the terms and conditions under which funding may be provided to that provider.
DIICCSRTE / The Department of Industry, Innovation, Climate Change, Science, Research and Tertiary Education, also referred to as ‘the Department’.
Higher Education Provider (HEP) / Table A or TableB provider under the Higher Education Support Act 2003 (HESA); or;
Approved as a higher education provider under sections 16-25 and 16-50 of HESA
Home Institution / The higher education institution in which the participating student is enrolled in an ongoing capacity.
ILO / International Liaison Officer.DIICCSRTE’s point of contact at the applicant institution.
ISEO / International Student Exchange Online. The Department’s online Project application and management system.
Program / The Study Overseas Short-term Mobility Program or STMP
Project / Each approved application for funding submitted by an institution will be referred to as a ‘Project’.
Project Facilitation Subsidy / A $1,500 grant allocated to eligible institutions in acknowledgement of the administrative costs of the institution in managing approved Projects.
Project Schedule / The Project Schedule or ‘schedule to the Deed of Standing Offer’ is a signed contract detailing the specifics of each Project for which DIICCSRTE provides funding support.
Project Variation / A Project Variation is a request from the institution to change particulars of the original Project.
Project Variation Project Schedule / The Project Variation Project Schedule is a signed funding agreement detailing the changed specifics of the original Project for which DIICCSRTE provides funding support.
Student subsidy / A $2,000 grant allocated to eligible institutions for distribution to students for the purpose of this Program.
  1. Background

The Australian Government is committed to providing support for more Australians to have an international study experience. The Department of Industry, Innovation, Climate Change, Science, Research and Tertiary Education (DIICCSRTE) administers the following mobility programs:

  • Study Overseas Short-term Mobility Program (STMP)
  • AsiaBound Grants Program (AsiaBound)
  • International Student Exchange Program (ISEP), incorporating Endeavour Cheung Kong Student Exchange Program (ECKSEP)
  • Vocational Education and Training Outbound Mobility Program (VET Outbound)
  1. Program Overview
  2. Overview

The Study Overseas Short-term Mobility Program (STMP) funds projects managed by eligible Australian higher education providersto support Australian students to undertake meaningful short-term international study experiences in the Asia-Pacific, Middle East, Europe and the Americas.

This Program aims to:

  • increase the overall number of students with an international study experience related to their field of study;
  • encourage students through a short-term study experience to consider longer-term mobility options;
  • assist institutions that are seeking to diversify their programs to include innovative options, minority groups and/or non-traditional destinations; and
  • increase collaboration between higher education institutions in Australia and participating institutions or organisations overseas.
  1. Eligibility
  2. Eligible Institutions

Funding is provided to Australian Higher Education Providers only. To be eligible, a Higher Education Provider must be either:

  • a Table A or TableB provider under the Higher Education Support Act 2003 (HESA); or
  • approved as a Higher Education Provider under sections 16-25 and 16-50 of HESA.
  • Eligible Projects

Funding will be provided to successful applicant institutions to subsidise Australian students to participate in the following international experiences that directly relate to the students’ course or field of study. Higher Education Providers may apply for:

  • short-term study experiences
  • research experiences
  • short courses
  • volunteer projects
  • paid or unpaid internships or work placements
  • practicum or clinical placements

As this Program focuses on outbound mobility of students, the Project should focus specifically on learning and training outcomes for the student rather than aid or development activities.

Projectsmust be no longer than six months in duration and the activities undertaken by students participating in this Project must be for some form of Academic Credit at the students’ Home Institution.

4.3Eligible Students

Participating students must be citizens, or permanent resident visa holders, of Australia;be enrolled at the undergraduate or postgraduate level with the Applicant Institution and must not have previously received funding underDIICCSRTE’s STMP.

/ A student may be allocated only one subsidy under all (current or past) DIICCSRTE STMP Programs during the course of their higher education studies.
/ For information on permanent residency, please refer to the Department of Immigration and Citizenship website at

4.4Equal Access

All Project applications should include strategies to support the participation and success of students from disadvantaged or low socio-economic backgrounds as potential participants in mobility projects, including the provision of support services to members of these groups in an appropriate and culturally sensitive manner.

4.5Eligible Destinations

Americas: Argentina, Bolivia, Brazil, Canada, Chile, Colombia, Costa Rica, Ecuador, El Salvador, Guatemala, Honduras, Mexico, Nicaragua, Panama, Paraguay, Peru, United States of America, Uruguay, Venezuela

The Caribbean: Antigua and Barbuda, Bahamas, Barbados, Belize, Cuba, Dominica, Dominican Republic, Grenada, Guadeloupe, Guyana, Haiti, Jamaica, Martinique, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Suriname, Trinidad and Tobago

Europe: Austria, Belgium, Bulgaria, Croatia, Cyprus (Republic of), Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Republic of Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Reunion, Romania, Russian Federation, Slovakia, Slovenia, Spain, Sweden, Switzerland, United Kingdom

Middle East: Afghanistan, Bahrain, Iran, Iraq, Jordan, Kuwait, Lebanon, Oman, Qatar, Saudi Arabia, Syria, Turkey, United Arab Emirates, Yemen

Pacific: Fiji, French Guinea, French Polynesia, Kiribati, Marshall Islands, Micronesia (Federated states of), Nauru, New Caledonia, New Zealand (including Cook Islands), Niue, Palau, Papua New Guinea, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis and Futuna.

Asia: Bangladesh, Bhutan, Brunei Darussalam, Cambodia, China (including Hong Kong and Macau SAR’s), India, Indonesia, Japan, Laos, Malaysia, Maldives, Mongolia, Myanmar,Nepal, Pakistan, Philippines, Republic of Korea (South Korea), Singapore, Sri Lanka, Taiwan, Thailand, Timor-Leste, Vietnam.

/ Visit the DFAT website for current information about countries that are considered a travel risk:

4.6Travel Warnings

Project funding must not be used for travel to destinations that are assessed by DFAT as an area to which Australians are advised not to travel (Level 4 – Do not travel). Projects that include travel to a host country or part of a country that has been assessed by DFAT as Level 4 will not be approved for funding.

In the case that a destination is upgraded to Level 4 status subsequent to funding approval, it is the responsibility of the Home Institution to either seek an alternate destination (and comply with Section 5.2.3 of these Guidelines by obtaining written approval from the Department for the change to the Project) or refund subsidies to the Department.

4.7Critical Incidents

There may be circumstances, such as natural disasters, serious incidents or political disturbances where it is important that the Department is provided with details of the status of any funded projects and the welfare of participating students. If contacted by a member of the DIICCSRTE Student Mobility Team seeking any such details it is a requirement of this funding that the Institution provides the requested information in an appropriate and timely manner.

All institutions should have a Critical Incident Plan in place for the Project for which they are applying. Critical Incident Plans should include emergency contact names, reporting requirements and details of how critical incidents will be handled should they arise. More information and examples of Critical Incident Plans can be found in the Outbound Mobility Best Practice Guide at

  1. Funding

STMP provides funding to eligible higher education providers to support the participation of outgoing Australian students in short-term international experiences.

5.1Subsidies

Two types of subsidies are available under the Program:

  • Student subsidies at $2,000 per studentand
  • Project Facilitation subsidies at $1,500 per project.
  • Student Subsidies

Provided at a rate of $2,000 these subsidies may only be used to support students participating in an approved Short-term Mobility Project and contribute towards the costs associated with participating in the approved Project.

/ Student subsidies cannot be divided and must be provided as a full $2,000 subsidy.

5.1.2Project Facilitation Subsidy

Provided at a rate of $1,500,this subsidy is a non-acquittable payment thatacknowledges costs incurred by an institution in:

  • arranging details of the STMP Project;and/or
  • evaluating or monitoring students’ progress and for supervision or assessment during the overseas experience.

The Project Facilitation Subsidy payment applies on the basis of one per project and only where at least one student subsidy is awarded and participates in the project.

Project facilitation subsidies may be used to engage the services of third party organisations which have the relevant expertise to support students who may be entering new or challenging environments.

5.2Funding Framework

Institutions successful in their application for funding will be required to enter into a DIICCSRTE Funding Agreement, namely the Deed of Standing Offer and Project Schedule. The Funding Agreement will contain an obligation that the funding recipient must comply with these Guidelines, which may be amended by the Department from time to time. To the extent of any inconsistency between the Funding Agreement and these Guidelines, the Funding Agreement will prevail.

Applicants should not begin Project activities dependent on Program funding until a Funding Agreement has been entered into between the Commonwealth and the successful institution.

The legal framework for provision of funding is based on the following two documents:

  • Deed of Standing Offer (DoSO)
  • Project Schedule (the contract)
  • Deed of Standing Offer

Institutions are required to sign an overarching agreement with DIICCSRTE prior to any offer of funding being made. The agreement details the terms and conditions under which funding may be providedif a contract occurs.

/ If your Institutiondoes not have an executed Deed of Standing Offer with DIICCSRTE, please email: questing process initiation.No offer of funding will be made without an executed DoSO.

5.2.2Project Schedule (the Contract)

Institutions successful in their applications will receive offers of funding in the form of a schedule to the Deed of Standing Offer or ‘Project Schedule’ (one Project Schedule per Project will be created).A copy of each Project Schedule must be signed by the appropriate delegate at the institution and the appropriate delegate at DIICCSRTE.

/ Any Project funding, regardless of any offer having being made, may at the discretion of the Department, be deemed void and thereby revoked, if the required Project Schedule and invoice is not received by the designated date (refer to Section 6.1).

5.2.3Project Variation to Project Schedule

The Department acknowledges that circumstances may eventuate that result in the original intent of a Project becoming unsuitable. The Department will consider requests for changes to approved Projects. This is done through a request for a Project Variation to the Project Schedule. Please contact to request the form. The Department retains the right to not agree to changes sought and request repayment of unallocated funds.

5.3Payment of Funding

Payments will be made to the nominated bank account of the institutiononce DIICCSRTE receives a correctly rendered tax invoice and signed Project Schedule.

The tax invoice must include:

  • The DIICCSRTE Program name (Study Overseas Short-term Mobility Program or STMP)
  • The name of the Project
  • Correct Bank Account details for electronic transfer
  • The ‘Department of Industry, Innovation, Climate Change, Science, Research and Tertiary Education (or ‘DIICCSRTE’) as recipient
  • Your institution’s current address and a contact telephone number
  • A $ amount on the invoice, with any GST, if applicable, separately identified
    If the amount includes GST the Invoice must state ‘TAX INVOICE’
  • An ABN (if a Tax Invoice)
  • An invoice date
  • An invoice number

/ It is the preference of DIICCSRTE that only one invoice is created that covers all funded STMPProjects of an institution.

5.4Funding Availability

The 2014 Round funding allocation for STMP is as follows:

  • Approximately750 Short-term Mobility student subsidies at $2,000 each
  • Project Facilitation Subsidies at a rate of $1,500 per project for eligible projects of between one and ten students (where applied for and approved)

The Department reserves the right to allocate funding to mobility programs (e.g. VET Outbound Mobility Program and International Student Exchange Program) dependent upon demand.

Institutions are assured that, once applications are approved and funding outcomes advised, any committed funds will be honoured. DIICCSRTE must receive the signed Project Schedule and correctly rendered invoice by the due date.

5.5Repayment of Funding

Any funding that remains unallocated by the Completion Date (refer to Section 6.1)is required to be refunded to DIICCSRTE.In some exceptional circumstances, to be agreed by DIICCSRTE, DIICCSRTE will consider negotiations over funding repayments

In the event where a refund is required, DIICCSRTE will invoice the institution for the outstanding amount.

  1. Application Process
  2. Application/Funding Timetable

17 July 2013 / Applications open.
30 August 2013 (11:59pm AEST) / Closing date for submission of applications.
October2013 / Institutions notified of selection outcomes.
30November2013 / Project Schedules and invoices submission deadline.
Projects may commence as soon as DIICCSRTE has received the executed Project Schedule and invoice.
31 December 2014 / Completion Date/Acquittal & Evaluation Report deadline.
/ Processing of Project Schedules and invoices submitted later than 30 November 2013will be at the discretion of the Department.

6.2International Student Exchange Online (ISEO)

International Student Exchange Online (ISEO) is the Department’s online application and project management system. This is where registered ILO’s will apply for STMP funding, accept or decline funding offers, download Project Schedules, enter student details and acquit Projects. A User Guide is available on the ISEO system or by

This is the first Round where all STMP projects will be applied for through ISEO. Each institution should have a nominated International Liaison Officer (ILO). Only nominated ILO’sare permitted to apply for funding for Short-term Mobility projects.

ILO’s will have a Username and password. If your institution does not have ISEO access or you require assistance with using the system, please contact the student mobility team at

6.2.1ISEO Information Required

Higher education providers will be required to enter the following information into ISEO for each project application:

  • Country/ies with which project is proposed;
  • number of student subsidies for Australian students sought;
  • whether a Project Facilitation Subsidy is sought;
  • a ranking for the Project against other Projects applied for, and
  • aseries of declarationsto conform with the Guidelines and Project.

6.2.2Registration of Eligible Institutions

An applicant institution must be registered online via ISEO prior to lodging a STMP application.

The procedures for lodging applications are provided in the ISEO User Guide – Registration & Application Modules which are available from the ISEO home page at:

6.3Maximum Number of Student Subsidies per Application

Each Project application must have a minimum of 1 and a maximum of 10 student subsidies.

International students may participate in the project but are not eligible to receive DIICCSRTE funding in the STMP. Additional Australian students may participate in the same funded Project but the total number of funded students must not exceed 10.

6.4Maximum Number of Applications

There is no maximum number of applications that an institution can submit.

If an institution has a Project that it believes may become over-subscribed it may submit two or more identical Project applications. In such an event the Projects should be named as X#A and X#B etc. Each application will require a separate ranking (refer Section 6.5).

6.5Ranking of Applications

When applying for the 2014Round, institutions will be required to rank their applications. The purpose of this ranking system is to assist the Department with the allocation of funds based on the Project’s strategic value to the institution in line with the Government’s objectives for the STMP.