Overseas Research Travel Advice

Higher degree research candidates planning to undertake an overseas research, field work or conference attendance there are rules and guidelines that must be followed.

The Higher Degree Research Guide for Candidates and Supervisors 2007 states that:

Overseas Research

Candidates who wish to undertake a period of overseas research must obtain the appropriate approval.

For periods of less than 4 weeks, approval is processed within the Division of enrolment

For periods longer than 4 weeks to a maximum of 12 months:

• Candidates must complete an Overseas Research Application form which is available from the Higher Degree Research Office website or click here
• Candidates must provide details of the proposed site, supervision arrangements and details of how the proposed period overseas relates to the overall research;
• Applications must be lodged 4-6 weeks before the period of overseas research is to commence;
• Applications must be approved by the Dean of Division or nominee.

Exceptional requests will be referred to the Higher Degree Research Committee.

"Scholarship recipients must comply with the conditions of their award regarding approval for overseas research and if overseas for a period of their candidature must submit three monthly reports. Requests for approval for overseas research must be lodged with the HDRO (see http://www.research.mq.edu.au/students/current_students/documents/overseas_form.pdf) .

Fieldwork and Other Research

The collection of research data can be undertaken in a variety of locations – e.g. offshore, in remote Australian locations, schools or clinics. Candidates must remain enrolled and obtain the appropriate approval to undertake the data-gathering activity. Generally, this will involve obtaining approval from the relevant Macquarie University Ethics Committee and approval from the supervisor and department to undertake the research at other locations. Departments and Divisions are able to advise candidates of the specific requirements relating to the Division and the area of study. When away from Macquarie and undertaking these data-gathering activities, it is most important to keep in contact with the supervisor, and ensure all Occupational Health and Safety Guidelines, as well as other legal requirements, are followed. Scholarship holders on extended overseas research have special reporting requirements and international students should be aware of any associated Visa issues, so consultati on with HDRO prior to such travel is required.

For advice on overseas travel please refer to the Australian Department of Foreign Affairs website: http://www.smartraveller.gov.au/

Conference Attendance

Conferences, particularly international ones, provide research candidates with valuable exposure to other researchers working in the discipline area. They provide candidates with an opportunity to network with other researchers, assess related research progress in the field of study, discover new techniques and approaches, disseminate their own research findings (being aware of all IP issues of course) and provide a basis for the development of an academic career. Conference attendance is considered an essential component of the research training activity and Macquarie provides direct financial support for such attendance through the Postgraduate Research Fund ( PGRF) or the Departmental HDR student funds. Department and your supervisor are the best source of advice on arrangements and appropriate conference attendance.

Important

Travel arrangements – are governed by the university Travel Policy found here.

Some useful tips:

• Prepare early. Advantages are –

Possibly cheaper fares, you have time to book suitable accommodation at best price,

Less stressful

• Use the right travel agent.

You must use one of the 2 travel agents approved by the university to have an air fare paid using university funding. Under the current travel policy, DO NOT book and pay your own airfare expecting to be reimbursed.

The two agents KISTEND and STA can be contacted by email at:

macuni@kistendcampus.com.au

macquarieedu@branch.statravel.com.au

• Know your rights.

Travel insurance is provided by the university for trips of up to 180 days. If you are going away for more than 180 days, we can seek extra coverage for you. If a charge is levied, we would have to record that as a cost of your project. If you are going for more than 4 weeks you need OSR approval.

• Confirm travel arrangements and stick to it!

If you make late changes to travel arrangements the cost of the fare may increase and that will also be charged to the funds available for your project.

• Managing other fares:

If you incur other travel costs that can be accepted as a cost related to your project, please keep receipts, ticket stubs, taxi dockets, so that you will be able to show evidence to support a reimbursement.

(Information provided by Phillip Corben and the Higher Degree Research Office website: http://www.research.mq.edu.au/students/home)

Updated 04 September 2007