Australian Leadership Awards

Scholarships Handbook

August 2010

Important message for awardees and administrators

Please read this Handbook thoroughly and fully understand its contents. For further
assistance, please contact AusAID at ala@ausaid.gov.au
This work is copyright. Apart from any use as permitted under the copyrights Act 1968, no
part may be reproduced by any process without prior written permission from the
Commonwealth. Requests and inquiries concerning reproduction and rights should be
addressed to the Commonwealth Copyright Administration, Attorney-General’s Department,
Robert Garran Offices, National Circuit, Barton ACT 2600 or posted at
http://www.ag.gov.au/cca
ISBN 1920861 777
www.ausaid.gov.au

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Australian Leadership Awards Scholarships Handbook
Table of Contents
1 Australian Leadership Awards Scholarships.......................................................................
1.1 Objectives......................................................................................................................
1.2 Who should apply for an ALA Scholarship?................................................................
1.3 How does the process work?.........................................................................................
2 About the ALA Scholarship Handbook...............................................................................
2.1 Purpose of the Handbook..............................................................................................
2.2 How to use the Handbook.............................................................................................
2.3 Changes to the Handbook.............................................................................................
3 Responsibilities....................................................................................................................
3.1 AusAID (Canberra).......................................................................................................
3.2 AusAID office at Australian Diplomatic Missions (referred to as Posts).....................
3.3 Managing Contractors...................................................................................................
3.4 Australian Institutions...................................................................................................
3.5 ALA Applicants, Awardees and Scholars.....................................................................
3.5.1 Application process..............................................................................................
3.5.2 Before departing to Australia..............................................................................
3.5.3 In Australia...........................................................................................................
4 Eligibility criteria.................................................................................................................
4.1.1 Study Programs....................................................................................................
4.1.2 English language requirements...........................................................................
4.1.3 Conditions relating to visas.................................................................................
5 How to Apply......................................................................................................................
5.1 Application process.......................................................................................................
5.1.1 Online application................................................................................................
5.1.2 Hardcopy application...........................................................................................
5.1.3 Essential supporting documentation..................................................................
5.1.4 Other documentation...........................................................................................
5.1.5 Note on verified true copies.................................................................................
5.2 Fields of study and programs available to applicants...................................................
5.2.1 Fields of study.......................................................................................................
5.2.2 Masters or Doctoral programs............................................................................
5.2.3 Preparation programs..........................................................................................
5.2.4 Types of courses not available under ALA Scholarships.................................
5.3 Placement at an Institution............................................................................................
5.3.1 Role of the Applicant............................................................................................
5.3.2 Role of the Institution...........................................................................................
6 Selection, Offer and Acceptance.........................................................................................
 6.1 Selection processes.......................................................................................................
6.2 Selection criteria...........................................................................................................
6.3 Advising candidates of selection outcome....................................................................
6.4 Accepting an ALA Scholarship....................................................................................
6.4.1 Awardees with disability/special needs...............................................................
6.4.2 Child Protection....................................................................................................
6.5 Deferring an ALA Scholarship.....................................................................................
7 About the ALA Scholarships...............................................................................................
7.1 ALA Scholarship conditions.........................................................................................
7.2 ALA Scholarship duration............................................................................................
7.3 ALA Scholarship entitlements......................................................................................
7.3.1 Mobilisation allowance.........................................................................................
7.3.2 Establishment allowance......................................................................................
7.3.3 Contribution to Living Expenses (CLE)............................................................
7.3.4 Study Enrichment Allowance..............................................................................
7.3.5 Overseas Student Health Cover..........................................................................
7.3.6 Leadership Development Program.....................................................................
7.4 Before departing for Australia......................................................................................
7.4.1 Applying for an AusAID Student visa................................................................
7.4.2 Pre-departure briefing.........................................................................................
7.4.3 Institution information kits.................................................................................
7.5 Family...........................................................................................................................
8 Travel...................................................................................................................................
8.1 Managing travel arrangements......................................................................................
8.2 Travel to Australia at the start of the ALA Scholarship...............................................
8.3 Requirements for all travel under an ALA Scholarship................................................
8.4 Travel not covered by the ALA Scholarship................................................................
9 Support services...................................................................................................................
9.1 General services............................................................................................................
9.2 Awardees with disability/special needs........................................................................
9.2.1 Disability Discrimination Act..............................................................................
9.3 Arrival in Australia.......................................................................................................
9.4 Initial accommodation...................................................................................................
9.5 Long-term accommodation...........................................................................................
9.6 Critical incidents...........................................................................................................
9.6.1 Serious illness of a Scholar..................................................................................
9.6.2 Medical escort home.............................................................................................
9.6.3 Death of a Scholar................................................................................................
9.6.4 Death of Scholar’s family member whilst in Australia.....................................
9.6.5 Serious legal issues................................................................................................
10 Academic requirements....................................................................................................
10.1 Introductory Academic Program...............................................................................

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 10.2 Satisfactory academic progress..................................................................................
10.3 Study load..................................................................................................................
10.4 Fieldwork...................................................................................................................
11 Variations.........................................................................................................................
11.1 Deferrals....................................................................................................................
11.2 Withdrawals...............................................................................................................
11.2.1 Before arriving in Australia (Pre-Scholarship Withdrawal)...........................
11.2.2 After arriving in Australia (On-Scholarship Withdrawal)..............................
11.3 Extensions..................................................................................................................
11.4 Suspensions................................................................................................................
11.5 Transfers....................................................................................................................
Course transfer............................................................................................................
11.5.1..............................................................................................................................................
11.5.2 Institution transfer...............................................................................................
11.6 Qualification downgrade...........................................................................................
11.7 Reductions.................................................................................................................
11.8 Terminations..............................................................................................................
11.8.1 Termination process.............................................................................................
11.9 Entitlement Variation.................................................................................................
An entitlement variation is used whenever there is a change to the value of the Scholarship....
This may include:.........................................................................................................................
a. adding courses (e.g. articulating courses)..................................................................
b. deleting entitlements..................................................................................................
c. reducing or increasing the value of an entitlement.......................................................
d. editing dates...............................................................................................................
Institutions cannot record an expense in OASIS unless there is an approved entitlement. It
should not be assumed that AusAID (Canberra) will approve the variation without detailed
justification......................................................................................................................................
11.10 Upgrades....................................................................................................................
12 Other ALA Scholarship activities....................................................................................
12.1 Work attachments......................................................................................................
12.2 Leadership practice....................................................................................................
12.3 Leadership coaching..................................................................................................
13 Completion of the ALA Scholarship................................................................................
13.1 Completion of studies................................................................................................
13.1.1 Coursework Scholars...........................................................................................
13.1.2 Research Scholars.................................................................................................
13.2 Final departure date...................................................................................................
13.3 Return home briefing and ALA Scholarship completion ceremony.........................
13.4 Completion of the ALA Scholarship.........................................................................
13.5 Maintaining contact with Alumni..............................................................................
14 Miscellaneous...................................................................................................................
 14.1 Post-ALA Scholarship study opportunities in Australia...........................................
14.2 Off-Scholarship study................................................................................................
14.3 AusAID Scholarships Debt to the Commonwealth...................................................
14.3.1 Debt to the Commonwealth process...................................................................
14.4 Useful internet links...................................................................................................
14.5 Enquiries....................................................................................................................
14.5.1 From Applicants...................................................................................................
14.5.2 From Awardees.....................................................................................................
14.5.3 From Scholars.......................................................................................................
14.5.4 From Institutions and Posts.................................................................................
14.6 Measuring the impact of the ALA Scholarships program.........................................
APPENDIX A................................................................................................................
Guide to studies in a development priority theme........................................................................
APPENDIX B................................................................................................................
AusAID’s Child Protection Code of Conduct................................................................................
APPENDIX C................................................................................................................
Addresses for submitting hardcopy applications..........................................................................
APPENDIX D................................................................................................................
Upgrading an ALA Scholarship....................................................................................................
APPENDIX E................................................................................................................
Studies and fellowships in Australia after the ALA Scholarship...................................................
APPENDIX F.................................................................................................................
ALA Scholarships Contract..........................................................................................................

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1 Australian Leadership Awards Scholarships

1.1 Objectives
The objectives of the ALA Scholarships program closely reflect those of the Australia Awards
program. That is, to promote knowledge, education links and enduring ties between Australia and
our neighbours.

The overarching goals of AusAID-funded development awards are:

• achieving country and regional program development outcomes through strengthened individual
and institutional skills and knowledge, and by supporting leadership
• supporting Australia’s broader foreign policy agenda through long-term linkages and
partnerships.

1.2 Who should apply for an ALA Scholarship?

The ALA Scholarships are intended for those who are already leaders, or have the potential to
assume leadership roles, that can influence social and economic reform and development outcomes,
both in their own countries and the region.

ALA Scholarships target those whose chosen field of study equips them to play a significant role in
addressing, researching or combating regional development issues.

The development priority areas are disability, economic growth, education, environment, food
security, gender, governance, health, human rights, infrastructure, regional stability, rural
development and water & sanitation.

Selection for an ALA Scholarship is highly competitive, based on professional and personal qualities,
academic competence and, most importantly, potential development outcomes for the country and
region.

The Australian Government values the contribution and perspectives of all people. To ensure equity
and the broad participation of all, including women, people with disability, ethnic minorities, rural
population and socio-economically disadvantages groups, any barriers to their participation will be
taken into account in the selection process.

ALA Scholarships are an investment in the future development of the Asia-Pacific region. Therefore,
Scholars are required to return to their home country or the region for two years after completing
their studies.

ALA Scholars will join an alumni network with strong and enduring links to Australia and the region.
The network will increase the exchange of knowledge and information among Scholars, in their
areas of specialisation, within their organisations and throughout Australia, their home countries and
the region.
1.3 How does the process work?
The ALA Scholarship application and short-listing processes are undertaken on an annual basis and
generally coordinated at Post, although there may be some exceptions.

AusAID (Canberra) develops the eligibility requirements and selection criteria. Posts develop
advertising strategies and selection processes to ensure appropriate applicants are chosen in
accordance with country program strategies.

Posts forward their recommendations to AusAID (Canberra) and final selections are decided in
Canberra.

2 About the ALA Scholarship Handbook

The ALA Scholarship Handbook (the Handbook) is an important document for all parties involved
with managing or participating in the ALA Scholarship program. It should be read thoroughly and

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should always be referred to for the most up-to-date advice on ALA Scholarship policy, entitlements
and conditions and administrative processes for managing Scholars.
2.1 Purpose of the Handbook
The Handbook instructs the different user groups on their roles and responsibilities in either
managing or participating in the ALA Scholarship program. Institutions, Scholars, AusAID officers
and Managing Contractors have access to this Handbook and all should be familiar with its contents
and understand their respective roles and responsibilities.

The Handbook underpins the Contract between AusAID and Institutions for the Provision of
Education Services and between the ALA Scholar (also referred to as Scholar) and the
Commonwealth of Australia.
2.2 How to use the Handbook
The Handbook follows the sequence for ALA Scholars from applying for a Scholarship to completing
studies and returning home. Each chapter describes a step in the ALA Scholarship process and
details each stakeholder’s responsibility in that process.
While some information may not seem relevant to a particular user, the Handbook provides an
overview of the ALA Scholarship process for all users. Each person involved in managing various
aspects of the process has access to the same information. This provides for a transparent and
consistent approach to ALA Scholarship management by all parties.
The Handbook stipulates when actions need to be taken in the Online Australian Scholarships
Information System (OASIS), which is the internet-based data management system that AusAID
manages. OASIS enables AusAID, Managing Contractors and Institutions to access a central
database, to electronically enter data, process ALA Scholarship applications and manage
administrative processes. AusAID provides OASIS users with an OASIS User Manual and initial
training.
2.3 Changes to the Handbook
The Handbook will be maintained to ensure its relevance and consistency with current AusAID policy
and direction. AusAID reserves the right to change or amend the Handbook at any time, notifying
stakeholders of any major policy changes or emerging issues in a timely manner. It is the user’s
responsibility to review the Handbook periodically.
3 Responsibilities

3.1 AusAID (Canberra)

AusAID (Canberra) will be responsible for
a. ensuring the ALA Scholarships program contributes in a systematic way to
the overall objective of capacity development in the Asia-Pacific region
b. developing and maintaining the ALA Scholarship program’s policies and
conditions and ensuring consistency in their administration
c. assisting Posts with promotions, selection and mobilisation processes
d. coordinating the final selections in Canberra
e. forwarding ALA Scholarship offer letters and contracts to Posts
f. providing an AusAID ALA Scholarship student contact officer
g. determining how ALA Scholarships will be delivered in Australia by
Institutions
h. providing a Leadership Development Program for ALA Scholars
i. managing contracts with Institutions hosting the AusAID scholars
j. managing the OASIS databases
k. processing ALA Scholarship variations in OASIS in accordance with
relevant policy and financial delegations
l. reviewing and evaluating the effectiveness of the ALA Scholarships
program.
3.2 AusAID office at Australian Diplomatic Missions (referred to as Posts)
Posts undertake and manage the following operational roles
a. ensuring the ALA Scholarships program is embedded, where applicable, in
the country’s program objectives and contributes in a systematic way to
capacity development
b. arranging local promotional activities to attract the most appropriate
applicants for the ALA Scholarships, ensuring promotional activities reach
marginalised groups
c. receiving and processing applications
d. managing the short-listing process with AusAID (Canberra)’s assistance (as
required) and forwarding recommendations to AusAID (Canberra)
e. ensuring that all selection processes are equitable and transparent and that
connections or relationships between applicants and staff employed at
Posts/Managing Contractors are disclosed to AusAID (Canberra) at the time
of recommendation
f. announcing Awardees and holding functions as appropriate
g. ensuring Awardees have access to the Handbook and are clear about the
ALA Scholarship conditions
h. advising AusAID Canberra of Awardees with disability/special needs and
liaising with stakeholders to determine the reasonable level of support that
will be required for them
i. managing the mobilisation of ALA Awardees to Australia, ensuring that
details of arrival are provided in good time for the Institution to book suitable
accommodation
j. making the mobilisation payments to ALA Awardees, where applicable

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 k. arranging timely pre-departure briefings for the Awardees
l. providing letters of ‘no objection’ for Scholars’ dependants to join the
Scholars, where applicable
m. liaising with Managing Contractors on ALA Scholarship matters, where
appropriate

n. assisting in reviewing and evaluating the effectiveness of the ALA

Scholarship program
o. promoting and supporting the Australian Scholars’ alumni network.
3.3 Managing Contractors
A number of Posts contract out the in-country management of ALA Scholarships to a Managing
Contractor. For the purposes of this Handbook, references to the Post may relate to responsibilities
for either the Post or the Managing Contractor, depending upon each country’s internal
arrangements. The roles of the Managing Contractors are set out in their contract with AusAID.
3.4 Australian Institutions
Institutions are responsible for in-Australia management of Scholars in accordance with this
Handbook and their Contract with AusAID. Institutions nominate a Contact Officer to act as a first
point of liaison for all matters between AusAID and the Institution. The Institution’s appointed
Student Contact Officer will be the contact point for Scholars at the Institution. How an Institution
chooses to manage these arrangements, including the roles and responsibilities of the respective
contact officers, is the Institution’s decision.
3.5 ALA Applicants, Awardees and Scholars

3.5.1 Application process

The Applicant is responsible for

a. researching available courses, contacting the Admissions staff in Australian
higher education institutions and making arrangements for an offer of
placement/admission letter to be issued before the ALA Scholarship closing
date. Applicants must ensure that, when applying to an institution for an
offer of admission, they advise admissions staff of their intention to apply for
an ALA Scholarship by attaching the AusAID letter of Introduction (available
at http://www.ausaid.gov.au/scholar/pdf/ala_letter.pdf )
b. registering for and sitting an accepted academic English language test in
time to receive the results to lodge with the ALA Scholarship application (if a
current test result is not already available)
c. submitting the application for the ALA Scholarship by the closing date of 30
June - preferably online - and attaching or forwarding the required
documentary evidence
d. informing Post of any connection or relationship to staff employed at Posts
or with Managing Contractors at the time of application.
3.5.2 Before departing to Australia

The ALA Awardee must

a. sign an Acceptance of Offer contract between themselves and the
Commonwealth of Australia before departing to Australia, agreeing to
comply with the ALA Scholarship terms and conditions and ongoing
eligibility requirements outlined in the ALA Scholarship Handbook, including
AusAID’s Child Protection Code of Conduct
b. provide details to Post if they have a disability/special need to enable
AusAID and the Institution time to assess what reasonable level of physical
or educational support may be required
 c. provide bank account details at a bank in their country of residence to
facilitate the electronic funds transfer (EFT) of the mobilisation allowance, if
applicable
d. provide details of next of kin or an emergency contact in their country of
citizenship
e. obtain an AusAID Student Visa Subclass 576 from the appropriate
Australian immigration office, including medical checks and Police
Report/Clearance
f. arrange travel to Australia and advise Institutions and AusAID (Canberra) at
ala@ausaid.gov.au of arrival date, unless the Post in-country is responsible
for making these arrangements
g. attend the pre-departure briefing or function at Post
h. pay insurance costs (travel & baggage, etc)
i. be responsible for personal effects (including excess baggage) transport
costs (i.e. removal costs either to and from or within Australia)
j. ensure that details of arrival are provided in good time to the Institution
k. advise the Institution in writing before arriving in Australia if they do not
require the initial accommodation that the Institution has arranged for them.
If the Scholar neglects to advise the Institution before arriving in Australia
that they do not require the initial accommodation, the Institution may deduct
the cancellation fee and airport pickup costs from the Scholar’s
Establishment Allowance
l. arrange visas and meet all requirements and costs for family entry to
Australia including payment of compulsory Overseas Student Health Cover
costs for family members
m. continue to be eligible to hold an ALA Scholarship.
3.5.3 In Australia

It is mandatory that ALA Scholars

a. abide by the conditions of AusAID Student visa (subclass 576). Failure to
do so may incur a debt to the Commonwealth of Australia
b. read the ALA Scholarship Handbook and understand its contents
c. take up the ALA Scholarship in the calendar year for which it is offered,
preferably in the first half of the year
d. undertake an appropriate study load in the program for which the
Scholarship was offered, achieve satisfactory academic progress and abide
by the Institution’s rules to complete the ALA Scholarship within the time
specified
e. participate in all activities associated with the course of study, including all
lectures and tutorials, submit all work required for the course e.g.
assignments, essays and sit for examinations
f. participate in the Leadership Development Program
g. not hold another Australian Government Scholarship in the same period as
the ALA Scholarship (e.g. a scholar cannot have an Endeavour Award at the
same time as an ALA Scholarship)
h. reside in Australia for the duration of the ALA Scholarship (apart from
reunion visits and approved fieldwork)
i. advise AusAID immediately, via the Student Contact Officer at the
Institution, should they marry a person who is an Australian citizen (or has
permanent residence status in Australia), a New Zealand citizen (or has
New Zealand permanent residency). The change in the Scholar’s marital
status may affect eligibility to maintain the ALA Scholarship, and scholars
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 must note that the ‘return home rule’ will continue to apply
j. liaise with the Student Contact Officer at the Institution regarding any
proposed changes to the approved program and acknowledge that the
Institution and AusAID (Canberra) must approve the changes before they
are made
k. be aware that the ALA Scholarship may be terminated at any time for a
failure to comply with the laws of Australia, misconduct, breaches of the
contract between the Scholar and the Commonwealth of Australia. This
includes: breaches of the conditions of the ALA Scholarship; breaches to the
conditions of the AusAID Student visa; attempts to change visa status; or
failing to make satisfactory academic progress
l. agree to AusAID collecting information and to passing that information on to
other relevant parties concerning the Scholar or dependants, if necessary
m. provide AusAID and the Institutions with relevant personal information to
facilitate tracer studies, surveys and alumni activities, and other activities as
required
n. be responsible for day-to-day costs and arrangements, including, but not
limited to
• opening a bank account on arrival in Australia, with
assistance of the Institution, for payment of Contribution to
Living Expenses (CLE)
• initial and long-term accommodation costs
• finding long-term housing
• daily travel to the place of study
• ongoing costs of living and study e.g. food, furniture,
textbooks, clothing
• obtaining a tax file number
• costs for medical services that the OSHC does not cover
• all costs associated with critical incidents involving family
members
• costs of any legal services
• travel costs related to any suspension
• reunion airfare travel arrangements
• all matters and costs associated with any family members
who visit or accompany the ALA Scholar to Australia,
including extending Overseas Student Health Cover
(OSHC) to family members
• any visa extensions and related costs for both the Scholar
and family.
• return to country of citizenship or the region for two years at
the completion of study/research program in Australia
4 Eligibility criteria

To be eligible to hold an ALA Scholarship, an Awardee must:

a. be a citizen of an ALA Scholarship eligible country:
Asia: Bangladesh, Bhutan, Burma (Myanmar), Cambodia, China, India,
Indonesia, Laos, Maldives, Mongolia, Nepal, Philippines, Sri Lanka,
Thailand, Timor-Leste, Viet Nam
Caribbean: Antigua & Barbuda, Barbados, Belize, Dominica, Grenada, Guyana, Haiti,
Jamaica, Saint Kitts & Nevis, Saint Lucia, Saint Vincent & the Grenadines, Suriname,
Trinidad & Tobago
Latin America: Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, El Salvador,
Ecuador, Guatemala, Honduras, Mexico, Nicaragua, Panama, Paraguay, Peru, Uruguay,
Venezuela
Middle East: Afghanistan, Iraq
Pacific: Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Marshall Islands,
Nauru, Niue, Palau, Papua New Guinea, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu,
Vanuatu, Wallis & Futuna
b. be residing in a country other than Australia and applying for the
Scholarship from outside Australia
c. have an unconditional Letter of Offer for placement/admission from an ALA
Scholarship eligible Australian Institution, for entry into full-time study to
commence a Masters or Doctoral program in Australia. A list of eligible
Institutions is available at
http//www.ausaid.gov.au/scholar/ala_institutions.cfm
NOTE: Study programs already commenced at Australian institutions (including distance
education) will not be supported.
d. must meet the English language requirements
e. be able to satisfy Australian Government requirements for student entry
f. not be an Australian citizen or permanent resident, nor in the process of
applying for such a status, at any stage of the application, selection,
mobilisation processes or while on-scholarship in Australia
g. not be either married or engaged to be married to, or a de facto of, a person
who holds or who is eligible to hold Australian or New Zealand citizenship or
permanent residence status, at any stage of the application, selection and
mobilisation processes and while on-scholarship in Australia
NOTE: Residents of Cook Islands, Niue and Tokelau with New Zealand citizenship are
eligible but must apply for an AusAID 576 student visa.
h. not be military personnel
i. must not have held a scholarship to study outside their home country in the
24 months preceding the application – 24 months to be calculated from the
date of arrival back in home country to the closing date for receipt of ALA
Scholarship applications
NOTE: This restriction does not apply to short-term ‘Fellowship’ recipients.
4.1.1 Study Programs

Study programs must relate to the development priority areas of: disability, economic growth,
education, environment, food security, gender, governance, health, human rights, infrastructure,
regional stability, rural development and water & sanitation. (See Appendix A for a guide to studies in
a development priority area)
The ALA Scholarship will not support study programs which have commenced already at an

13
Australian institution (including distance education).
4.1.2 English language requirements

Applicants must have undertaken one of the following English language proficiency tests no longer
than two years prior to the opening date of the Scholarship application period
• an IELTS Academic Test with a score of at least 6.5 (with no band less
than 6), or
• a TOEFL paper-based test score of at least 580, or
• a TOEFL computer-based test score of at least 237, or
• a TOEFL Internet-based score of at least 92.

NOTE: Some Institutions require higher test scores for entry into certain courses. Applicants
must ensure that they have sufficient English for the course for which they have applied. There
is no provision for ALA Scholars to undertake Pre-Course English.
4.1.3 Conditions relating to visas

Applicants must ensure that they satisfy Australian Government requirements for international
student entry to Australia. This includes financial, health and character checks conducted by the
Department of Immigration and Citizenship (DIAC).
5 How to Apply

5.1 Application process

Applicants must submit a completed ALA Scholarship Application and certified copies of relevant
documentation by 30 June. Applications or supporting documentation received after this date will
not be considered.
Before submitting an application, Applicants should ensure that they
a. meet the eligibility requirements
b. have provided true, correct and complete supporting documentation.
AusAID reserves the right to verify the contents of academic transcripts and
other claims made. Applicants found to be submitting false, incorrect or
misleading information will be disqualified from further consideration
c. submit only one application – AusAID will disqualify an Applicant who
submits more than one application
A complete application consists of:
i.One completed application form
ii.One set of supporting documentation (verified true copies, not originals)
iii.Applicants should note that the Institution’s letter of offer for
placement/admission and the English language test results are
prerequisite documents and must be submitted at the same time as the
Scholarship application.
Applications may be submitted online or by hardcopy.
5.1.1 Online application

The preferred application method is online, using the ALA Scholarship online application form at
https://oasis.ausaid.gov.au. The Online User Manual is available to help prepare the online
application.
When the Applicant registers on this website, they will be required to answer some questions to
establish their eligibility. They will then be given a unique ALA Registration Number, Username and
Password.
Potential applicants do not need to submit the application immediately but can continue to attach
documents and update information to the draft application as it becomes available. Compiling the
application may continue up until 30 June.
5.1.2 Hardcopy application

If potential applicants have difficulty gaining access to the internet, they should prepare a hardcopy
application and submit it with all supporting documentation to the appropriate Australian High
Commission, Embassy or the Managing Contractor that has been nominated to review applications
from the applicant’s country of citizenship (see Appendix C).
Hard copy application forms can be
• downloaded after the applicant has completed the eligibility
screen on the Online Application System (OASIS)
• downloaded from the documents section of the ALA Scholarships
website, or
• obtained from the appropriate Australian High Commission,
Embassy or Managing Contractor.
Hard copy applications should be typewritten, signed and sent to the appropriate office.
Documentation sent by email or fax will not be considered.

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Applicants should note that AusAID officers have to key information from the hardcopy applications
into OASIS. OASIS requires strict word limits. Therefore, where a word or character limit exists,
Applicants need to answer those questions concisely. Additional words beyond the limit will be
disregarded.
5.1.3 Essential supporting documentation

All supporting documentation must be verified true copies. Applicants should not send originals as
AusAID will not return them.
The following items are essential to establishing an applicant’s identity and eligibility
a. an unconditional offer of placement/admission from an Australian university for a
Masters course or doctorate commencing in the next calendar year
b. English proficiency test results obtained no earlier than two years prior to the
ALA Scholarship round opening date (e.g. for a 1 March 2011 opening date,
IELTS results achieved since 1 March 2009 will be considered as current).
c. two forms of identification which may include birth certificate, driver’s license,
national identity card or personal data page from the passport. An English
translation must be provided If the original document is in a language other than
English
d. graduation certificates or testamurs of all university-level academic qualifications
completed by the Applicant (in original language and translated into English
where applicable); secondary school certificates are not considered
e. full academic transcripts showing grades for all university-level subjects/units
attempted by the Applicant (in original language and translated into English);
secondary school transcripts are not considered.
5.1.4 Other documentation

a. Referee reports: Up to three original referee reports, preferably in English. If the

referee report is not in English, a translation of the original reference is required.
The referee reports should describe first hand knowledge of the Applicant's
potential as a leader. References should come from employers, senior
colleagues or from academics who are familiar with the Applicant’s academic,
professional skills and achievements. Referee reports from family members or
spouses are not acceptable.
b. Where relevant, documentary evidence of awards or prizes may be included in
the application if they relate to recent (mature age) activities or achievements.
Awards from secondary school or childhood activities are not required.
5.1.5 Note on verified true copies

To verify a document as a true copy, applicants should present the original document and a copy to
a Commissioner of Oaths, Public Notary or other formally recognised authority in their home country.
This official should sight both documents and verify with a stamp or a signature or both that the copy
presented is a true copy of the original document. The applicant will have to bear any fees charged
by notaries for verifying documents.
Applicants submitting an on-line application should scan the verified true copies of their supporting
documents (not the originals) and attach them as PDF files with their application.
5.2 Fields of study and programs available to applicants

5.2.1 Fields of study

ALA Scholarships target those whose chosen field of study equips them to play a significant role in
addressing, researching or combating the regional development issues of disability, economic
growth, education, environment, food security, gender, governance, health, human rights,
infrastructure, regional stability, rural development and water & sanitation.
 5.2.2 Masters or Doctoral programs

ALA Scholarships are offered for Masters or Doctoral programs only. These programs may be by
coursework, a combination of coursework and research, or research-only.
The maximum duration for a Masters program is two (2) years and four (4) years for a Doctoral
program.
Institutions may require some applicants to complete an articulating Graduate Diploma or other
postgraduate level qualifying program before proceeding to their Masters program, or to complete an
articulating Masters or other postgraduate level qualifying program before proceeding to their
Doctoral program. Institutions need to state this requirement in their letter of offer for
placement/admission. The total duration is not to exceed the maximum duration for the final
qualification, as stated above.
Double degrees may be considered only if they are able to be completed within the normal time limit
for the level of qualification (i.e. two years for a Masters; four years for a Doctorate).
5.2.3 Preparation programs

The Institution may recommend other preparation programs, including any compulsory preliminary
courses, to AusAID (Canberra) for approval. Preliminary programs should be no longer than eight
weeks in length and must be included in the letter of offer for placement/admission.
5.2.4 Types of courses not available under ALA Scholarships

ALA Scholarships are not available for

a. undergraduate programs, including honours studies
b. Pre-course English and Foundation courses
c. study by distance or external mode
d. legal workshops
e. training in areas related to nuclear technology and flying aircraft
f. military training.
5.3 Placement at an Institution

5.3.1 Role of the Applicant

Applicants for ALA Scholarships must provide evidence of an unconditional offer of

placement/admission in an appropriate course at an eligible Australian higher education institution
for studies commencing in Australia in the following calendar year. Study by distance or external
mode is not allowed under ALA Scholarships.
Offers that include conditions that relate to meeting additional English language proficiency or any
other conditions will not be accepted. Applicants presenting a conditional offer of admission will be
deemed ineligible.
It is the responsibility of the Applicant to conduct the necessary research into available courses,
contact the Admissions staff in Australian higher education institutions and make arrangements for
an offer of placement/admission letter to be issued. Applicants must ensure that, when applying to
an institution for an offer of admission, they advise admissions staff of their intention to apply for an
ALA Scholarship by attaching the AusAID letter of Introduction (available at
http://www.ausaid.gov.au/scholar/pdf/ala_letter.pdf )
Applicants should allow two to three months for the Institution(s) to consider the application(s) and to
provide an offer of placement/admission to the applicant before the ALA Scholarship closing date of
30 June.
5.3.2 Role of the Institution

Institutions make unconditional offers of admission or enrolment directly to applicants based on the
Institution’s own admission policies and processes. An offer which contains conditions may make
the applicant ineligible to be considered for the ALA Scholarship. Institutions should contact AusAID

17
(ala@ausaid.gov.au) if they are unsure of the effect of their offer conditions on the ALA Scholarship
application.
No data is entered into OASIS at this stage.
6 Selection, Offer and Acceptance

6.1 Selection processes

Selection for an ALA Scholarship is highly competitive. It is based on leadership qualities academic
competence and, most importantly, the potential outcomes.
As the Australian Government values the contribution and perspectives of all people, including those
most marginalised such as women, people with disability, ethnic minorities, rural populations and the
socio-economically disadvantaged, any barriers to their participation will be taken into account in the
selection process to ensure equity.
Study programs must relate to the development priority areas of disability, economic growth,
education, environment, food security, gender, governance, health, human rights, infrastructure,
regional stability, rural development and water & sanitation.
Applications are checked to ensure they meet the eligibility criteria. Posts short-list applications from
their country/region. Posts also interview the short-listed candidates to determine who to recommend
to AusAID (Canberra). The final selection is approved in Canberra.
6.2 Selection criteria

Criterion Indicative Evidence Possible Sources

Academic  Level of results achieved in a degree/s  Academic transcripts
competence from a recognised university
 AEI-NOOSR Country
 Relevant prizes and awards (including Education Profiles
Weighting 30% prestige and influence of awarding body)
 English language
 Publications (quality rather than quantity) proficiency
 Link between past studies and proposed  Application
field of study
 Interview
 Writing exercise
 Post’s knowledge of
country/region
(education system,
geography, society, etc)

Demonstrated  Relevant work experience in field related  Application

professional and to the candidate’s proposed course of
 Referee reports
personal study
leadership  Interview
 Career progression evident, including
attributes promotions Relevant professional and
community awards in recognition
 Membership of professional bodies of leadership within the aid
Weighting 30%  Community work (e.g. church, university context
communities, union organisations, other
voluntary work)
 Community awards and acceptance
 Achievements beyond academia and
personal barriers overcome
 Leadership attributes pertinent to a
development practitioner (e.g. strategic
thinking and an inspirational approach)

Potential outcomes  How well the candidate’s background fits  Application

the preferred profile(s) defined for
 Referee reports
AusAID’s country/regional program

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Weighting 40% objectives (or closest equivalent)  Interview
 How well the candidate’s proposed  Writing exercise
course of study and initial reintegration Post’s knowledge of
plan match relevant AusAID country/region’s development
country/regional program objectives needs
The final selection in Canberra will result in at least 150 Awardees across the region, plus Reserve
candidates who may be offered an ALA Scholarship should an original Awardee decline their offer.
6.3 Advising candidates of selection outcome

The following processes occur after the final selection of Awardees is determined in Canberra
a. AusAID (Canberra) will advise Posts by the end of September of those
candidates selected for a Scholarship (Awardees). It will provide Posts with
congratulatory letters for the Awardees from the Minister for Foreign Affairs or
Parliamentary Secretary to the Minister.
b. Posts should notify all applicants of whether or not they have been successful,
or at the minimum, all those who were interviewed.
c. Posts should liaise with AusAID (Canberra) prior to releasing selection outcome
information to the media.
d. Via the Online Australian Scholarships Information System (OASIS) AusAID
(Canberra) will process the placement of all successful awardees with
Institutions.
e. Institutions will confirm (in OASIS) their offer of a place to the Awardees within
five working days of receiving the Requests. The Institution must record all
details in OASIS when confirming their offer. Failure to do so may result in
AusAID (Canberra) not approving the funds.
f. The offer in OASIS should therefore include relevant dates and the full cost
estimate for
i.the Introductory Academic Program (IAP)
ii.the study program, including any compulsory preliminary courses
NOTE: The formal study program must be the same length as that listed in CRICOS;
costs, however, should reflect the full costs including possible increases over
the duration of the course.
iii.any work attachment that is part of the course requirements
iv.Overseas Student Health Cover (OSHC).
g. All Scholars are eligible for the Study Enrichment Allowance.
NOTE: the Institution generally determines the best use of these funds for the
Scholar throughout the duration of the Scholarship.
Institutions record this cost under the Study Enrichment Allowance Entitlement
in OASIS. (Refer to the OASIS User guide for advice on using the system.)
h. Once AusAID receives the confirmation of placement (in OASIS), it will generate
the Offer letter and the Acceptance of Offer Contract and forward them to the
Awardee.
6.4 Accepting an ALA Scholarship

To accept the offer of a Scholarship, the Awardee must sign a Contract (Acceptance of Scholarship
Offer) with the Commonwealth of Australia, agreeing to comply with the ALA Scholarship’s
conditions and entitlements and eligibility criteria which are detailed in the Contract and this
Handbook.
The Awardee must forward one signed copy of the Contract to their relevant Post and keep the
original as proof of the Scholarship when applying for an AusAID Student visa.
Awardees are responsible for obtaining an AusAID Student visa and should begin applying for the
visa when they are notified of the Scholarship. Posts are encouraged to assist with the process.
6.4.1 Awardees with disability/special needs

Most Australian Institutions are able to offer 'reasonable' support to students with disability to aid
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access to study. To assess the likely support needs, appropriate assistance and the capacity of
relevant Institutions to provide the assistance, Awardees with a disability/special need must provide
details of the disability and/or special need when they accept the offer. This information is bound by
Australian privacy laws and will be disclosed only for the purpose of facilitating an accessible barrier-
free learning environment.
Modifications to physical or learning environments, including additional educational supports such as
sign interpreters and captioning, may be available dependent on the relevant Institution's capacity.
AusAID will advise the Institution of any special requirements associated with a Scholar so that the
Institution can pass these details to the Institution's Disability Liaison Officer prior to the Scholar
arriving on-campus. Where applicants meet eligibility criteria and are selected for an ALA
Scholarship, but the preferred Institution is not able to provide the assistance requested, other
Institutions may be recommended.
It is a matter for AusAID (Canberra) to determine if any additional funding is required.
6.4.2 Child Protection

AusAID has clear and strict policies in relation to managing and reducing risks of child abuse. The
policy applies to all recipients of AusAID funds. AusAID will take a zero-tolerance approach to any
infringement.
Posts are to ensure that a copy of the AusAID Child Protection Code of Conduct is attached to the
Contract when the Awardee signs it, accepting the terms of the Scholarship. (See Appendix C)
For more information on AusAID’s Child Protection policy, see
www.ausaid.gov.au/publications/pdf/child_protection.pdf
6.5 Deferring an ALA Scholarship

ALA Awardees must take up the Scholarship in the calendar year for which it is offered, preferably in
the first half of the year.
Institutions may allow the Awardee to commence studies later in the calendar year. Awardees
should obtain written approval from the Institution before requesting a later start of the Scholarship
from AusAID
7 About the ALA Scholarships

7.1 ALA Scholarship conditions

In accepting the ALA Scholarship, an Awardee agrees

a. to complete the ALA Scholarship within the start and end dates stated in the
contract
b. to take up the ALA Scholarship in the calendar year for which it is offered,
understanding that the scholarship cannot be deferred to another year
c. to undertake the approved study program for which the ALA Scholarship is
offered as stated in the ALA Scholarships application and contract
d. to liaise with the Student Contact Officer at the Institution regarding any changes
to the approved program and acknowledge that approval is required from the
Institution and AusAID (Canberra) before any changes are made
e. to participate in all activities associated with the course of study, including all
lectures and tutorials, submit all work required for the course, e.g. assignments
and essays, and sit for examinations, where applicable
f. to participate in the introductory Academic Program and the Leadership
Development Program
g. to act in a manner in their home country, Australia or elsewhere that will not
bring disrepute to themselves, their family, their country or AusAID
h. to obey the laws of the Commonwealth of Australia and the various States and
Territories
i. to satisfy all visa requirements determined by the Australian Department of
Immigration and Citizenship (DIAC) to hold an AusAID Student visa (subclass
576) as set out in the DIAC website: www.immi.gov.au and abide by the
conditions of that visa
j. to return directly to their home country for a minimum period of two years (in
total) upon completion of study in Australia (also known as the “return home
rule”), recognising that failure to do so will incur a debt to the Commonwealth of
Australia equal to the entire cost of the scholarship as calculated at the date of
completion
k. to advise AusAID (Canberra) immediately, through the Student Contact Officer
at the Institution, should they marry a person who is an Australian citizen or has
permanent residence status in Australia, a New Zealand citizen or has New
Zealand citizenship
l. that the scholarship may be terminated at any time if AusAID becomes aware of
any behaviour or illegal activity undertaken by the Awardee prior to accepting
the offer of the scholarship that were not disclosed at the time of application and
which, in AusAID’s opinion, would have resulted in the application being rejected
had it been disclosed
m. that AusAID may terminate the Scholarship if the Awardee fails to make
satisfactory academic progress, fails to comply with the laws of Australia,
breaches the contract between themselves and the Commonwealth of Australia
including breaches of the conditions or eligibility for ALA Scholarships, breaches
of the conditions of the AusAID Student Visa or any action before the Awardee
is mobilised to Australia or while in Australia which is against the intent of the
ALA Scholarship program (e.g. the Awardee applies to change their visa status)
n. that the value of the scholarship is an estimate at the time of offer and may be
subject to change without notice
o. to not hold another Australian Government Scholarship at the same time as the

23
 ALA Scholarship
p. to reside in Australia for the duration of the ALA Scholarship (apart from reunion
visits to the home country and fieldwork)
q. to cooperate with the collection of information related to ALA Scholars (e.g.
student surveys) and provide AusAID with their contact details to facilitate tracer
studies and alumni activities
r. that information about the Awardee and their dependants may be collected by
and exchanged between AusAID and others, including Australian Ministers, the
Parliament, government agencies, Australian higher education institution,
partner organisations, Australian immigration authorities, medical insurers,
medical practitioners, home government, the Australia Awards alumni network
and other parties relevant for the purpose of the promotion and administration of
ALA Scholarships, or in relation to other development activities
s. to understand that the release of personal information is governed by the
Privacy Act 1988 (Cth). http://www.privacy.gov.au/publications/ipps.html
7.2 ALA Scholarship duration

The ALA Scholarship will cover the length of study time defined in the Contract. It includes
• the Introductory Academic Program
• compulsory preliminary programs, if applicable
• academic course duration as listed in CRICOS
• Leadership Development Program.
The maximum duration of the Scholarship is two (2) years for a Masters program and four (4) years for a
doctoral program.

7.3 ALA Scholarship entitlements

A common set of entitlements apply to all ALA Scholarship recipients.

Mobilisation Once an Awardee is issued with a valid AusAID Student visa for the
Allowance * duration of the Scholarship, a mobilisation allowance of $2500 is
available.
Establishment Upon arrival in Australia, the Institution pays A$5000 to the Scholar
Allowance * as a contribution towards expenses such as rental bonds, text
books, study materials, computer equipment, additional medical
insurance, home contents insurance, etc.
Tuition Fees Full academic fees and other compulsory fees that apply to
international students undertaking the same course are paid by
AusAID (Canberra) directly to the Institution.
Introductory Institutions provide Scholars with a 4-6 week Introductory Academic
Academic Program Program prior to them commencing studies.
Contribution to The Institution pays the Scholar a fortnightly Contribution to Living
Living Expenses Expenses (CLE) at a rate determined by AusAID (Canberra). For
(also referred to as 2009-2010, the CLE is $26,800 pa. AusAID reviews the CLE
a Stipend) * annually.
Overseas Student The Institution pays the OSHC on behalf of the Scholar, for the
Health Cover duration of the Scholarship, covering the Scholar’s basic medical
(OSHC) * costs only. Scholars may purchase, at their own expense,
additional medical insurance to cover ancillary services such as
dentist, orthodontist, optometrist, etc.
Study Enrichment SEA provides financial assistance of up to A$2000 each year to
Allowance (SEA) * Scholars to enhance their formal studies.
Leadership Costs associated with participating in the Leadership Development
Development Program are covered by AusAID (Canberra).
 Program *
Return Home The Institution pays for a single economy class airfare to the
Travel Scholar’s home country, via the most direct route, at end of studies.

* See below for further details

7.3.1 Mobilisation allowance

Posts may elect one of two ways to mobilise Awardees

a. pay Awardees A$2500 as a contribution to the Awardee’s airline ticket and
pre-departure expenses
b. make travel arrangements and payments for the Awardee.
7.3.2 Establishment allowance

Scholars are provided with a once-only Establishment Allowance upon arrival in Australia.
The Establishment Allowance is a contribution towards expenses such as rental bonds, text books,
study materials including laptop computer, additional medical insurance, home contents insurance
and excess baggage upon return home, etc. The allowance is paid in a lump sum to give Scholars
the flexibility to use it at their discretion.
Scholars are advised to bring additional funds (in Australian dollars) to ensure they have enough
money to cover any costs that may be incurred on arrival before their Establishment Allowance is
paid. Money may be exchanged at airports on arrival in Australia.
The Institution must pay the full Establishment Allowance within two to three days of the Scholar
opening a bank account after arriving in Australia. The Institution will assist Scholars on arrival to
open a bank account. If there are delays with a Scholar opening a bank account, Institutions should
manage the situation appropriately.
AusAID will reimburse the payment of the Establishment Allowance to the Institution in accordance
with the terms of the Contract.
AusAID will review the Establishment Allowance as required.
If, for some serious reason, a Scholar is permitted to transfer between Institutions or is granted a
period of suspension, no re-Establishment Allowance is available.
7.3.3 Contribution to Living Expenses (CLE)

Scholars are responsible for all their expenses in Australia including the expenses of any family
members.
CLE (formerly known as a ‘stipend’) is a contribution to assist the Scholar to meet their everyday
living costs such as accommodation, food, entertainment, etc. Scholars should not expect it to be
sufficient to cover the expenses of accompanying family. AusAID reviews the CLE annually.
CLE is paid fortnightly in arrears. The first payment however, should be paid into a bank account
that the Scholar has nominated, within five days after the Scholar has arrived in Australia. Following
the initial payment, CLE should be made in accordance with the Institution’s fortnightly payment
periods.
CLE commences on the Scholar’s date of arrival in Australia, which must be no more than 14 days
prior to commencing their IAP.
The CLE ceases five (5) days after the Scholar completes their course of study. For coursework
Scholars, this is up to five days after examination results are released. For research Scholars, this is
up to five days after submitting their final thesis.
CLE payments continue
a. during public holidays and semester breaks
b. during periods of fieldwork under the ALA Scholarship
c. during reunion visits to the Scholar’s home country

25
 d. for up to six weeks if a Scholar is hospitalised or detained.
CLE payments will not be paid
e. during periods of ALA Scholarship suspension
f. when a Scholar is convicted of a criminal offence
g. after a Scholar has been hospitalised or detained longer than six weeks.
The CLE is exempt from income tax and not subject to an income test on Scholar or spouse income.
For information on Australian tax laws, the Scholar should refer to the Australian Taxation Office
website: http//www.ato.gov.au/
The Institution must advise Scholars of the need to obtain a tax file number for banking purposes
and for cases where Scholars seek employment. Scholars wishing to work should contact DIAC for
information. AusAID strongly counsels Scholars not to work during term times in order to fully apply
themselves to their study.
7.3.4 Study Enrichment Allowance

The Study Enrichment Allowance (SEA) provides financial assistance to enhance Scholars’ formal
studies. Eligible activities may include, but are not limited to
a. fieldwork, included as part of the formal study program
b. conferences relevant to their studies or for professional development
c. supplementary academic support (such as individual or group tutorials or
assistance with thesis editing)
d. purchasing materials particularly relevant to studies e.g. a software package
(requests for using SEA to purchase IT hardware will not be approved)
e. travel home for a short-term visit
f. subscribing to the Institution’s library resources (if applicable), prior to
returning home at the end of the Scholarship.
Funding is limited to A$2000 per annum per Scholar. It will accumulate over the duration of the
Scholarship starting when the Scholarship commences and at each 12-month milestone thereafter.
Scholars may not apply for funds in advance from future years.
The SEA will be administered by, and generally at the discretion of, the Institution. The Study
Enrichment Allowance will not be provided as a cash payment.
NOTE: SEA was introduced in 2008. Scholars who commenced their studies in 2007 may accrue
unspent Supplementary Academic Support and Fieldwork allowances from the 2007 academic year.
7.3.5 Overseas Student Health Cover

AusAID (Canberra) provides funding for Scholars to take out basic medical insurance for the
duration of their ALA Scholarship. This insurance is known as ‘Overseas Student Health Cover’
(OSHC) and is arranged by the Institution on behalf of the Scholar.
OSHC covers basic medical and hospital care in Australia, most prescription drugs and emergency
ambulance transport. It does not cover all medical costs. Scholars attending the Pre-departure
Briefing at the Post and/or during the Introductory Academic Program should be advised that OSHC
does not cover
a. pre-existing medical conditions - Scholars are responsible for all costs not
covered by OSHC and AusAID will not make gap payments
b. services such as dental, physiotherapy or optical services (known as
ancillary services). The Scholar may purchase Ancillary OSHC cover.
All family members on an AusAID Dependant Visa must be covered by OSHC at all times during
their stay in Australia. Scholars are responsible for organising and paying it.
AusAID provides a mobilisation allowance to contribute to the costs of medical examinations for the
issue of the AusAID Student visa. No additional allowance is available. Scholars must cover the
costs of any subsequent medical examinations, whether they are required for re-entry into Australia
following an ALA Scholarship suspension, an extension of the AusAID Student visa or renewal of a
Scholar’s passport.
Institutions must
a. register Scholars and make the OSHC payment for all Scholars
b. advise Scholars of the terms and conditions of the OSHC
c. ensure the OSHC is maintained for the duration of the ALA Scholarship.
7.3.6 Leadership Development Program

All ALA Scholars are required to participate in the Leadership Development Program which involves
a. attending a three-day conference where all ALA Scholars come together to
meet each other and Australian leaders to discuss emerging leadership
issues
b. attending a four-day intensive workshop to explore leadership capacities
and qualities at a more personal level, with Scholars designing their own
leadership development program
c. other non-compulsory activities that might include one-on-one coaching
sessions, work placements (also known as Leadership practice or
internships) and a refresh workshop.
A Managing Contractor develops and manages the Leadership Development Program in
consultation with and on behalf of AusAID.
Further information on the Leadership Development Program is available at www.ldp.net.au
7.4 Before departing for Australia

7.4.1 Applying for an AusAID Student visa

The visa process can take a long time. As soon as the Awardee has signed the ALA Scholarship
Contract (accepting the offer of the Scholarship), they should immediately apply for an AusAID
Student visa through the nearest Australian Immigration Office.
NOTE: Awardees may apply only for the AusAID Student visa (Subclass 576).
The Awardee should advise the closest Post as soon as they receive the Visa.
Posts will then either transfer the mobilisation allowance into the Scholar’s nominated bank account,
or organise the travel to Australia for them.
Further information on the AusAID Student visa is available at
www.immi.gov.au/students/students/576-2/
7.4.2 Pre-departure briefing

Posts are responsible for providing a Pre-departure Briefing for all Awardees, at least one month
prior to their departure for Australia.
The Briefing provides essential information that Awardees need upon arrival in Australia, such as
advice about living and studying in Australia. It is expected that the Briefing will help the Awardee to
quickly settle into Australia and the Institution, thereby enhancing their ability to complete their
studies within the duration of their Scholarship.
Briefings also provide an opportunity to remind Awardees of their ALA Scholarship obligations,
including the requirement that they return to their home country for a minimum period of two years
upon completion of the ALA Scholarship.
Attendance at the Pre-departure Briefing is compulsory for Awardees and AusAID will pay the travel
costs for them to do so. An Awardee’s family members may attend at their own cost.
AusAID (Canberra) will provide Posts with relevant material (DVDs, booklets, etc) to use at the
Briefings and to give to the Awardees.

27
 7.4.3 Institution information kits

The Institution must provide each Scholar with an Institution Information Kit prior to their departure
for Australia. The Institution forwards the Kit directly to the Scholar to arrive at the earliest possible
time and no later than 14 days before the Scholar departs their home country. Posts may be able to
assist Institutions to get the Kits to the Scholars. However, Institutions should negotiate this directly
with Posts.
The Kit must include information that is not less than that required under the standards found in the
National Code of Practice for Registration Authorities and Providers of Education of Overseas
Students 2007, any information required under the Contract with AusAID and other information the
Institution deems relevant e.g. reception information, climate details, long-term accommodation
options, living costs, course details, support services at the Institution and in the community, local
childcare and schooling options, information about public transport, etc.
The National Code of Practice is at:
aei.gov.au/AEI/ESOS/NationalCodeOfPractice2007/National_Code_2007_pdf.pdf
7.5 Family

The Australian Government does not provide any financial or other support for ALA Awardees’
dependants. Awardees need to be aware that the Contribution to Living Expenses contributes only
to their costs as a single person. It is not sufficient to cover expenses incurred by accompanying
dependants.
AusAID strongly recommends Awardees to allow sufficient time to establish themselves in their new
environment before being joined by their family.
Awardees must contact DIAC for details about visa requirements for family members intending to
join them in Australia. See www.immi.gov.au/Scholars/Scholars/576-2/index.htm
Awardees should contact the Student Contact Officer at the Institution to advise them that family will
be joining them and to seek advice about obtaining appropriate information, e.g. about schooling and
child care.
8 Travel

8.1 Managing travel arrangements

ALA Scholarship Awardees are responsible for obtaining their passports, medical checks and visas.
Posts may elect to manage Awardees’ travel arrangements in one of two ways
a. Awardees make their own arrangements and receive a mobilisation
allowance as a contribution to airfares, visa-related costs and any other
travel costs, including insurance. No other funding assistance is available
for getting to Australia. After the Awardee provides their bank details (at the
time of signing the ALA Scholarship Contract) and confirms that an AusAID
Student visa 576 has been issued, Posts will transfer the mobilisation
allowance into the nominated bank account.
b. Posts arrange and pay for the Scholar to travel to Australia, including an
appropriate level of insurance (determined by Posts). Posts are to arrange
initial travel to ensure Scholars arrive in Australia before their first course-
related commitment. Post must inform AUSAID (Canberra) via the ALA
Mailbox of the Scholar’s travel details including flight number and arrival
time. AUSAID (Canberra) will then enter this in OASIS. Once the
information is entered in OASIS, an email is automatically generated and
sent to the Institution.
8.2 Travel to Australia at the start of the ALA Scholarship

Awardees must ensure they arrive in Australia in good time to attend the Introductory Academic
Program. This may be up to two weeks prior to the start of the Program to allow time to settle in and
arrange long-term accommodation.
Prior to their departure for Australia, Awardees must advise the Institution of their initial
accommodation preferences and arrival details.
8.3 Requirements for all travel under an ALA Scholarship

Travel should be cost effective, efficient and minimise the risk of the Scholar incurring problems
while in transit or on stopover.
The following conditions apply to all travel under the ALA Scholarship
a. Scholars are entitled to travel between the airport closest to their home
city/town/airport and either an Australian international airport/capital city, or
the town/city closest to the Institution where they will be studying
b. Scholars are to travel by the most direct route. They are entitled to the "best
fare of the day", which is the cheapest economy class fare, available during
the period in which the Scholar will travel. Any special discount fares should
be used
c. Institutions must advise the Scholar and the travel agent that once the ticket
is purchased it cannot be varied without the approval of the Institution
d. Stopovers are not permitted, unless unavoidable. If unavoidable, AusAID
will pay reasonable accommodation costs if they are not covered by the
airline
e. Scholars are responsible for all external arrival/departure taxes, except
where it is part of an unavoidable stopover, in which case the taxes should
be incorporated into the ticket price at the time of purchase.
8.4 Travel not covered by the ALA Scholarship

ALA Scholarships do not provide funding for

29
 a. travelling to and from the Scholar’s home country during any suspension of
the Scholarship
b. travel costs for dependants or family members to, from or within Australia
c. the cost of daily travel to and from the place of study
d. transporting personal belongings or excess baggage to, from or within
Australia.

9 Support services

9.1 General services

The Institution is required to provide support services to ALA Scholars which are not less than the
requirements of the National Standards for International Students as defined in the Institution’s
Contract.
An ALA Scholarship contact officer at AusAID (Canberra) is also available to provide assistance and
support as required to Scholars and Institutions. The officer can be contacted at ala@ausaid.gov.au.
The following entitlements and support services are also applicable to Scholars on an ALA
Scholarship.
9.2 Awardees with disability/special needs

Most Australian Institutions are able to offer 'reasonable' supports to students with disability to aid
access to study. Modifications to physical or learning environments, including additional educational
supports such as sign interpreters and captioning, may be available dependent on the relevant
Institution's capacity.
All students in Australia requiring support need to register for this service with the Institution’s
disability liaison unit or equivalent and provide relevant documents establishing the disability and the
support needs. Accordingly, Scholars requiring assistance may be asked to provide a full medical
report that establishes the nature of the disability and which specifies the necessary modifications or
adjustments to facilitate their study.
9.2.1 Disability Discrimination Act

The obligations under the Disability Discrimination Act (the Act) apply to all students studying in
Australia (regardless of nationality). The Act requires education to be provided in a non-
discriminatory way, and the Commonwealth and State governments and the educational providers
have obligations in this regard.
Education standards made under the Act spell out the requirements. They require that the institution
discuss the support and access needs of students with disability with the student, to come to an
agreement about what 'reasonable accommodations' can be made for the student so that the
services can be provided in a non-discriminatory way. The Act and the Education Standards do not
require changes to be made if this would impose 'unjustifiable hardship' to a person or organisation
(all factors are taken into account, including impact on student, on institution etc).
Further information on the Disability Standards for Education can be found at
www.ag.gov.au/www/agd/agd.nsf/Page/Humanrightsandanti-
discrimination_DisabilityStandardsforEducation
9.3 Arrival in Australia

Scholars must notify their Institution and AusAID Canberra (at ala@ausaid.gov.au) of their travel
details, preferably no later than 10 December for a Semester 1 start and 15 May for Semester 2
start. Unless the Scholar advises that they do not require airport reception, the Institution will meet
Scholars upon arrival at the final destination airport and take them to their initial accommodation, at
no cost to AusAID.
Scholars should try to arrive in Australia on a weekday as many services, such as banks, are closed
on Saturdays and Sundays.
AusAID strongly encourages Awardees to delay family joining them in the first instance to allow
themselves sufficient time to become established in the new environment.
9.4 Initial accommodation

Scholars are responsible for the costs of the initial accommodation.

Institutions will arrange initial accommodation for Scholars at least for the first seven days in
Australia. Institutions will assume all Scholars require initial accommodation, unless the Scholar
notifies otherwise, in writing. If the Scholar neglects to advise the Institution before arriving in
Australia that they do not require the initial accommodation, the Institution may deduct the
cancellation fee and airport pickup costs from the Scholar’s Establishment Allowance.
Initial accommodation arranged by the Institution must be moderately priced, clean and secure with
furniture and heating/cooling as necessary. The initial accommodation will have access to cooking
facilities or to appropriate food outlets. Details of local shops, food outlets, public transport, etc must
also be provided to the Scholar at this time.
Institutions are not obliged to assist with arranging accommodation for accompanying family,
although they may choose to do so.
AusAID acknowledges that Scholars with disability may require accessible accommodation.
Awardees with disability are to provide information about the type of accessible accommodation
required when notifying the Institution and AusAID of their travel details. This will enable the
Institution to explore and arrange reasonable and appropriate accommodation options which meet
the needs of the Scholar, as closely as possible.
9.5 Long-term accommodation

Scholars are responsible for finding their own long-term accommodation and meeting all associated
costs. Scholars are also responsible for the accommodation of dependants.
The Institution must provide Scholars with up-to-date advice about
a. availability and costs of residential colleges, international houses or hostels
attached to the Institution, including accessible accommodation where
relevant
b. the private accommodation options available, including accessible
accommodation where relevant
c. tenancy requirements, tenancy protection and the establishment of utility
connections
d. rental prices including potential additional costs such as gas, electricity, etc.
9.6 Critical incidents

Critical incidents are handled on a case-by-case basis. Critical incidents include, but are not
restricted to, the death of a Scholar, serious legal issues, or the serious physical or mental illness of
a Scholar. In the event of a critical incident, the Institution should immediately inform AusAID
(Canberra). The Institution, in consultation with AusAID, should then develop a strategy to ensure
the situation is managed appropriately. In such cases, all communication with Posts will occur
through AusAID (Canberra).
The Institution may not incur any costs in dealing with a critical incident without prior written approval
from AusAID (Canberra).
AusAID does not provide any financial assistance if a member of the Scholar’s family is involved in a
critical incident. Scholars are responsible for all arrangements where members of a Scholar’s family
are involved in a critical incident.
9.6.1 Serious illness of a Scholar

If a Scholar is hospitalised, the Institution will ensure the treating doctor is aware of the limitations of
the OSHC, and if any OSHC exclusion clauses apply.
The Institution must consider appropriate actions such as suspension or termination and make a
recommendation to AusAID (Canberra) accordingly for any Scholar who, as a result of serious health
problems, is unable to complete their course within the designated ALA Scholarship duration.

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If a Scholar has completed their ALA Scholarship, but is medically unfit to travel home, the following
process must be followed
a. the Scholar must provide a medical certificate to the Institution, which clearly
states they are unfit to travel. The medical certificate should provide an
estimated date that the Scholar will be fit enough for travel
b. if, due to illness, the Scholar is to remain in Australia longer than 30 days (or
beyond the expiration of the AusAID student visa, whichever is the sooner)
after completion, the Institution must consult DIAC to make arrangements to
transfer the Scholar to another visa class. The Scholar must meet all costs
associated with the visa change.
9.6.2 Medical escort home

Any expenditure by the Institution in regard to medical escorts home requires prior written approval
from AusAID (Canberra).
In the event that a Scholar requires a medical escort home during the course of their studies, the
Institution and AusAID (Canberra) have the following respective responsibilities.

Institution
a. arranging for appropriately qualified medical/nursing assistance to escort the
Scholar home. If possible, the escort should be the same sex as the Scholar
b. ensuring the carrying airline is informed of the nature of the Scholar’s illness
and is consulted on the arrangements that need to be made, bearing in
mind the Scholar’s right to privacy
c. ensuring AusAID (Canberra) is advised of travel details
d. informing AusAID (Canberra) if customs and immigration clearance is
required
e. if a medical escort is secured through a commercial nursing agency,
providing AusAID (Canberra) with an indemnity (workers compensation)
from the agency as part of the contractual arrangement.

AusAID (Canberra)
a. informing the nominating authority and next-of-kin if it has been decided that
a medical escort is required, bearing in mind the Scholar’s right to privacy
b. liaising with the Post to make arrangements regarding the Scholar’s
reception and care during transit through a third country (if required)
c. ensuring the Post is advised of travel details
d. informing the Post if customs and immigration clearance is required
e. reimbursing approved costs in accordance with the Contract.
9.6.3 Death of a Scholar
Institution
In the event that a Scholar dies during the course of their studies, the Institution will have the
following responsibilities
a. inform AusAID (Canberra) as soon as practicable
b. if the Scholar was accompanied by family members, the Institution should
find out and apply the family’s wishes for dealing with the deceased,
including
(i) if repatriation is sought, seek advice from the
diplomatic/consular representative concerning the
requirements for the body to enter the Scholar’s home
country
(ii) if instructed to make funeral or cremation arrangements
 within Australia, the Institution shall inform AusAID
(Canberra) in writing. AusAID (Canberra) will forward
details to the Post
c. if the Scholar was unaccompanied, AusAID (Canberra) will find out the
wishes of the next-of-kin and inform the Institution who will implement those
wishes in accordance with sub-clauses (i) and (ii) above
d. at its discretion, pass details of funeral arrangements to relevant student
organisations
e. deal with the Scholar’s possessions and, if necessary, place the personal
effects of the deceased Scholar in the hands of the Public Trustee whilst
awaiting instruction from the next-of-kin. The Public Trustee can take
responsibility for selling the belongings if required and forwarding the
proceeds to the appropriate person
f. seek information from the police and/or hospital about the circumstances of
the death, noting that information cannot be made public without the
agreement of the Scholar’s next-of-kin
g. any other actions AusAID requires of the Institution to deal with the situation
in a prompt and considerate manner.

AusAID (Canberra)
AusAID (Canberra) will have the following responsibilities
a. liaise with the relevant Post, Partner Government and next-of-kin
b. send condolences to the next-of-kin
c. if the Scholar was unaccompanied, find out the wishes of the next-of-kin and
inform the Institution. The Institution shall then action those wishes in
accordance with sub-clauses (i) and (ii) of section 8.5.3.b above
d. pass on any information obtained or in its possession to the Institution to
enable it to carry out its obligations
e. reimburse approved costs associated with dealing with the deceased,
unless an insurance claim is pending.
9.6.4 Death of Scholar’s family member whilst in Australia

AusAID does not provide any form of financial assistance to Scholars in the event that a family
member dies in Australia.
9.6.5 Serious legal issues

Scholars must comply with all laws of Australia or risk termination of their ALA Scholarship and
cancellation of their visa. If the Institution becomes aware of a Scholar encountering a legal
problem, it should advise the Scholar how to obtain legal advice and assistance. AusAID does not
provide funds to meet the cost of such legal services.
The Institution must inform AusAID (Canberra) if a Scholar is involved in a serious crime.
Scholars who are found guilty of crime/s in Australia will have their ALA Scholarship terminated. The
Scholar will be required to return home immediately upon completion of their prison sentence.

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10 Academic requirements

10.1 Introductory Academic Program

The Institution must provide an Introductory Academic Program (IAP) to all ALA Scholars upon their
arrival in Australia and prior to the commencement of studies.
The IAP is intended to assist Scholars to prepare for study in Australia, enhance their ability to meet
the demands of study and maximise the likelihood of completing their course by the ALA Scholarship
completion date. The IAP can also assist the Institution to identify Scholars who may need further
assistance during their studies.
The Institution may subcontract the IAP, within the terms of the Contract, conditional upon the
Institution being able to meet its obligations under the Contract.
The content of the IAP will be developed by the Institution. However, AusAID expects that at a
minimum the IAP will be conducted over four to six weeks and will provide advice and information in
such areas as
a) assistance for newly arrived Scholars
b) assistance to Scholars facing difficulties adapting to their new environment
c) study skills and general academic skills including critical analysis, research
skills and academic writing
d) accommodation options and living arrangements, costs and budgeting
e) welfare and health services information
f) social adjustment activities
g) equity and access issues and information on advocacy procedures
h) chaplaincy and prayer rooms
i) information on the Institution’s rules and other legal requirements and
relevant State laws
j) the services the Institution is required to provide to Scholars enrolled at the
Institution which are not less than the general requirements for the provision
of services to international students embodied in the Education Services for
Overseas Students Act 2000 (ESOS Act), Education Services for Overseas
Students Regulations 2001 (ESOS Regulations), National Code of Practice
for Registration Authorities and Providers of Education and Training to
Overseas Students (The National Code) and Australian Vice-Chancellors’
Committee’s Provision of Education to International Scholars Code of
Practice (AVCC Code of Practice), as updated and/or amended from time to
time
k) returning home programs.
The IAP should also include a mechanism for evaluating its effectiveness, which should incorporate
feedback from Students.
10.2 Satisfactory academic progress

Satisfactory academic progress is defined by and is in accordance with the Institution’s policy and
guidelines relating to academic performance for students. However, Institutions must be able to
guarantee that, under the normal course of events, Scholars will be able to complete their studies
within the specified timeframe of the Scholarship.
Institutions must maintain up-to-date records of Scholars’ progress in OASIS, as required in the
Institution’s Contract with AusAID, so that the information is accessible to AusAID.
Institutions must monitor Scholars to ensure that they are on schedule to complete their course by
the ALA Scholarship completion date. Such monitoring should include ensuring that they
a. attend the IAP
b. are maintaining an appropriate study load in the course for which the ALA
Scholarship was awarded (or for which prior approval has been given to
transfer), in order to complete it within the specified duration
c. are meeting the Institution’s and DIAC’s rules relating to satisfactory
progress for international students
d. are making satisfactory progress, as determined by the Institution.
Institutions need to make early decisions, taking into account the Scholar’s previous performance
and overall capabilities, as to whether they have the ability to continue and complete their ALA
Scholarship on time.
The Institution may
a. implement a strategy for the Scholar to make up failed unit(s). The details
should be entered in the study progress or journal screen of OASIS
b. recommend suspension if the Scholar’s failure relates to health or family
issues
c. recommend termination of the ALA Scholarship.
The Institution must seek prior approval from AusAID Canberra where a strategy will result in an
increase in the cost of ALA Scholarship, e.g. summer school enrolment and/or enrolling in additional
subjects.
10.3 Study load

In keeping with the Standard under the National Code of Practice for Registration Authorities and
Providers of Education and Training to Overseas Students, Institutions can allow Scholars to enroll
in less than a ‘full-time’ load in any study period if
a. there are compassionate or compelling reasons for reducing the load

b. the reduced load is part of the Institution’s intervention strategy

c. the Scholar has studied, or plans to study, extra units in another study period

d. the Scholar has only a few units left to complete and these do not constitute a
full-time load

e. prerequisite units are not available in that study period.

Scholars may spread their workload over more teaching periods, where an Institution offers non-
compulsory study periods, or to reduce their workload if they are having trouble adjusting.
This allows a Scholar’s enrolment load to fluctuate during the course. However, the Institution must
ensure the Scholar follows an enrolment pattern that will allow the Scholar to finish within the
expected duration in the normal course of events.
For further information on the National Code of Practice Standards, see
http//aei.gov.au/AEI/ESOS/NationalCodeOfPractice2007/NC_Part_D.htmAn
10.4 Fieldwork

The maximum total period approved for fieldwork is 12 months.

Fieldwork must not result in needing an extension to the ALA Scholarship.
Travel to a third country for fieldwork is permissible only where it has been approved as part of the
Scholar’s research study plan.
Prior to their departure on fieldwork, Scholars must provide to the Institution
a. an outline of the fieldwork and the relationship to the Scholar’s program of
study

35
 b. a statement that the fieldwork is essential to the successful completion of
the Scholar’s program
c. a detailed travel itinerary (including flight times, accommodation, contact
details whilst overseas, etc.)
d. a description of supervisory arrangements whilst undertaking fieldwork.
If the Scholar is accompanied, they are responsible for all family members whilst undertaking
fieldwork. Where the Scholar will be undertaking fieldwork overseas, they must consult early with
DIAC on the current policy relating to either the dependants staying in Australia or travelling with the
Scholar.
11 Variations

ALA Scholarships are awarded to Scholars to obtain specified qualifications. AusAID determines the
length of the ALA Scholarship according to the length of the study program cited in the Institution’s
placement offer. Through the acceptance process (i.e. signing the Contract) the Scholar agrees to
the length of the Scholarship. Therefore it is expected that extensions and other variations will not
be necessary.
Institutions should view variations as a serious matter. Only AusAID (Canberra) may approve ALA
Scholarship variations. An Institution should not recommend a variation unless it is firmly convinced
that the variation is the only option to enable the Scholar to successfully complete the course of
study.
Variation requests of an ALA Scholarship may take time to process. Variations frequently require
AusAID to commit new funds and, in some cases, negotiation with other parties. In deciding if a
variation to a Scholar’s program is necessary, the Institution should assess the options available to
produce the most effective proposal.
AusAID (Canberra) and the Institutions manage and process all ALA Scholarship variations in
OASIS.
ALA Scholarship variations can take a number of different forms such as Pre-Scholarship and
On-Scholarship withdrawals,deferrals extensions, suspensions, transfers (Course and Institution
transfers), reductions, changes to entitlements and terminations. Each variation type is dealt with
below.
11.1 Deferrals

Deferrals are considered a variation of the scholarship offer. A deferral may occur once an awardee
has accepted a scholarship and before they arrive in Australia. A deferral variation is initiated by the
Post and approved by the Institution. A deferral is also used to alter an awardee’s scholarship start
date when they arrive at an Institution after the start date of their first course (first course is most
likely the Introductory Academic Program).
Deferral is available to awardees who are unable to fully commit to the academic program at the time
the offer is made and may be approved for a variety of reasons including visa and family issues, etc.
A scholarship may be deferred from one day to a maximum of one (1) Semester but it must still be
taken up in the year for which it has been offered.
11.2 Withdrawals

Withdrawals are initiated by the Scholarship recipient. An Awardee, after accepting the Scholarship
offer may decide not to take it up before leaving their country; a Scholar may decide to discontinue
their studies at any time. .
11.2.1 Before arriving in Australia (Pre-Scholarship Withdrawal)

If an Awardee withdraws before arriving in Australia but has already received the mobilisation
allowance, the Awardee must return this amount in full immediately to the Post.
11.2.2 After arriving in Australia (On-Scholarship Withdrawal)

In cases where a Scholar withdraws from the ALA Scholarship after arriving in Australia they must
return home within 14 days. Institutions are to process an on-scholarship withdrawal variation in
OASIS. AusAID (Canberra) will notify DIAC of the Scholar’s withdrawal.
The Scholar will incur a Debt to the Commonwealth if they stay in Australia or don’t observe the two
year return home rule.
11.3 Extensions

An extension is defined as any increase to the length and/or cost of an ALA Scholarship. The
Institution initiates it and will need to make a convincing case for any extension.

37
AusAID will approve only one extension of up to a maximum of six months. Legitimate reasons may
include unforeseen and exceptional circumstances of an academic nature that are beyond the
control of the Scholar and the Institution. Reasons of a personal nature, such as health issues,
family matters, or a death in the family are more appropriately dealt with as Suspensions.

In situations where a Scholar is not likely to finish their study on time, the Institution should consider
all possible options in order to avoid an extension. These options include, but may not be limited to:
a. supplementary academic support
b. enrolling in summer school or cross-institutional subjects to repeat failed
subjects
c. downgrading the course or qualification
d. overloading in subsequent semesters
e. completing studies from home, particularly for research Scholars; however,
the Scholar would not receive any further funding from AusAID
f. terminating the ALA Scholarship if repeated failures occur.
Extensions should be recommended only where
g. all other avenues to achieve the qualification on time have been exhausted
and the Institution deems an extension to be the only acceptable strategy
h. the Scholar is expected to achieve the qualification as a result of the
extension.
Where an ALA Scholarship extension is recommended, the Institution must ensure that appropriate
support and monitoring strategies are in place to enable the Scholar to complete within the revised
ALA Scholarship period. Institutions must maintain thorough records on extension requests.
If the Scholar is unlikely to achieve the desired outcome with the assistance provided, the Institution
should recommend termination of the ALA Scholarship.
The Institution should not recommend an extension where the Institution failed to
i. adequately monitor the Scholar’s progress
j. identify that a Scholar was at risk and therefore did not put in place timely
intervention measures
k. provide appropriate academic supervision and support to the Scholar to
enable them to complete the ALA Scholarship on time.
11.4 Suspensions

Suspensions of up to a maximum of 12 months may be approved.

In considering a suspension, the Institution should take into account the length of time of the ALA
Scholarship remaining and the likely effects of the suspension (especially the break from study) on
satisfactory completion of the course.
All requests for suspensions should be lodged in OASIS and are to include the revised ALA
Scholarship completion date and any additional tuition fee. The Institution should lodge the request
as soon as possible to ensure fee penalties are minimised. Where a Scholar will have to repeat
subjects for which fees have already been incurred, the request will be handled as a suspension with
an extension. Thus, no further requests for an extension will be permitted.
The Scholar is to return, at their own cost, to their home country (with their family if accompanied) for
the period of the suspension. There will be no Contribution to Living Expenses or other fees payable
for the period of suspension. The Scholar should keep in contact with the Institution while on
suspension.
The Scholar must contact the Institution at least two months before they intend recommencing their
course in Australia. The Scholar must, at their own expense, ensure that their visa and passport is
valid prior to returning to Australia.
If a suspension on medical grounds is requested, the Scholar may be required to undergo a medical
examination prior to returning to study in Australia to make certain they are fit to travel and resume
full-time study in Australia. This examination will be at the Scholar’s expense. The Scholar must
provide documentary evidence to the Institution prior to their return to Australia.
11.5 Transfers

Transfer to a different course or Institution may be considered only as a last resort. Transfers should
not be considered merely to accommodate a Scholar’s request. Any request for a transfer must be
compatible with the original ALA Scholarship application. Institutions need to consult with and gain
AusAID’s approval on transfers.
11.5.1 Course transfer

A course transfer is used to transfer a Scholar from one course to another at the same institution (at
the same or lower level). If the name or CRICOS code of the Scholar’s original course changes, a
course transfer variation must be processed to update details in their record. A course transfer will
be approved by the Post if the transfer to the new course is considered to be consistent with the
country program priorities and Partner Government requirements. The course transfer should not
result in an extension of time to the Scholarship.

11.5.2 Institution transfer

An Institution transfer is used if the Scholar is transferring (at the same or lower level) to a different
Institution. A transfer between Institutions should be considered only as a last resort.

Acceptable reasons for a transfer to a different Institution are

a. movement of an academic supervisor (research Scholars)
b. the Institution ceases to offer the course.
AusAID (Canberra) will consider transfers only if
c. the new Institution is contracted with AusAID
d. it considers that the new course aligns with the intention of the original offer
e. the Scholar is likely to complete the ALA Scholarship on time.
AusAID will not meet any costs associated with the transfer.
11.6 Qualification downgrade

If an Institution believes a Scholar will not be able to complete the nominated course successfully, a
course or qualification downgrade may be discussed with AusAID (Canberra). This may also involve
a reduction to the duration of the ALA Scholarship.
11.7 Reductions

The Institution may lodge an ALA Scholarship Reduction Variation in OASIS if a Scholar finishes
their ALA Scholarship early as a result of completing their study ahead of time.
The Institution is to ensure the Scholar departs Australia within 30 days of the revised ALA
Scholarship completion date. The Scholar is not permitted to remain in Australia until their AusAID
Student visa expires. The Institution must inform DIAC of the Scholar’s revised ALA Scholarship
completion date.
11.8 Terminations

In some circumstances an ALA Scholarship must be terminated.

AusAID (Canberra) is responsible for terminating an ALA Scholarship, usually based on the
Institution’s recommendation. AusAID supports Institutions making early recommendations to
terminate Scholarships when Scholars are clearly unable to complete their studies within the
allocated timeframe.
AusAID reserves the right to terminate an ALA Scholarship without a supporting recommendation
from the Institution where, in AusAID’s view, continuing the Scholarship would be an inappropriate

39
use of Australian Government funds.
An ALA Scholarship will be terminated if a Scholar
a. continues to fail, fails to attend compulsory courses, and where remedial
strategies have not been successful
b. has infringed or failed to continue to meet the conditions of the ALA
Scholarship
c. is excluded by the Institution from the course or from remaining at the
Institution because of misconduct (as defined by the Institution)
d. is unable to continue a program due to serious illness or incapacity for
medical or psychiatric reasons (for temporary conditions, the ALA
Scholarship should be suspended)
e. acts in a manner which is considered to transgress acceptable community
standards
f. decides not to continue the ALA Scholarship
g. indicates their intention either to remain in Australia or not to return to their
home country
h. has applied for or been granted a non-AusAID visa or permanent residency
i. is enrolled in a research program that has been delayed, and all options to
address the delay are not practical or possible, or
j. is found guilty of crime/s in Australia.
The Institution must immediately advise AusAID (Canberra) if it becomes aware of any
circumstances listed above, or of other circumstances which it considers AusAID (Canberra) may
reasonably consider would be grounds to terminate the ALA Scholarship.
OASIS will generate advice to AusAID automatically when a Scholar’s performance is recorded as
unsatisfactory. Institutions must provide journal notes in OASIS as to how it is working with the
Scholar to address the poor performance.
11.8.1 Termination process

a. The Institution lodges a Termination Variation in OASIS for AusAID

(Canberra) to consider. The Institution should provide AusAID with the
Scholar’s last known contact details.
b. AusAID (Canberra) advises the Scholar in writing that the Institution has
recommended termination of the ALA Scholarship. The Scholar will be
advised to provide a statement detailing the reasons why the Scholarship
should not be terminated. The Scholar will also be advised that if the
AusAID rejects the Scholar’s appeal they will need to depart Australia by a
specified date, following receipt of the formal letter of termination.
c. The Scholar provides a letter of appeal direct to The Director, Australian
Scholarships’ Group, AusAID Canberra, GPO Box 887 Canberra City 2601.
d. If AusAID (Canberra) continues to support the request for termination after
considering the letter of appeal, it will send a formal termination letter to the
Scholar, copied to the relevant Institution and Post.
e. The formal letter of termination will advise the Scholar that the ALA
Scholarship has been terminated and the Scholar must depart Australia by
a specified date (normally within 14 days of the date of the formal letter).
The Contribution to Living Expenses will continue to be paid for five (5)
days only from the date of the formal notice.
f. The reasons for termination are to be treated as confidential within AusAID
and the Institution. Explanation of the termination recorded in OASIS must
be factual and be in general terms (for example, academic failure, non-
attendance, breach of ALA Scholarship contract, etc).
g. Where AusAID upholds the Scholar’s appeal, it will advise the Scholar, the
 relevant Institution and Post of the appeal outcome. The Scholar will
continue with their course of study at the Institution. Where appropriate,
AusAID and the Institution will negotiate and agree upon a course of action
if a variation to the ALA Scholarship is required.

11.9 Entitlement Variation

An entitlement variation is used whenever there is a change to the value of the Scholarship. This may
include:
i.adding courses (e.g. articulating courses)
ii.deleting entitlements
iii.reducing or increasing the value of an entitlement
iv.editing dates
Institutions cannot record an expense in OASIS unless there is an approved entitlement. It should not be
assumed that AusAID (Canberra) will approve the variation without detailed justification.
11.10 Upgrades
AusAID (Canberra) may consider allowing exceptional Masters by research ALA scholars to upgrade
to a Doctoral program under the ALA Scholarship, under the following conditions
a. that the Institution, at which the Scholar is enrolled and studying under the
ALA Scholarship, makes a case for the upgrade – transfer to another
Institution will be considered only under exceptional circumstances (e.g. the
proposed supervisor is transferring to that other Institution)
b. that the upgrade will result in the total study period (and hence the ALA
Scholarship duration) not exceeding four (4) years, (i.e. the equivalent
duration had the Institution’s initial offer been for a Doctoral program)
c. that the Scholar abides by the rule to return home for a minimum of two
years in total after completing their further study and not seek to re-enter
Australia for anything other than short visits.
The policy and guidelines for the procedures and criteria applying to the upgrade policy and approval
process are at Appendix D.

12 Other ALA Scholarship activities

12.1 Work attachments

All work attachments that are part of the Scholar’s course requirements must be identified in the
Institution’s original placement offer and entered in OASIS. The Institution arranges the work
attachment or provides the Scholar with sufficient information to enable them to make the
arrangements.
The Contribution to Living Expenses will continue to be paid for the duration of the work attachment,
irrespective of any payment the Scholar may receive from the employer.
The maximum period of a work attachment is 12 months. Work attachments may be undertaken in
Australia, the Scholar’s home country or another country within the Asia-Pacific region. Work
attachments will not increase the duration of the ALA Scholarship.
Work experience to gain membership of an Australian association will not be approved, where it
could be undertaken in the Scholar’s home country to gain membership of the equivalent association
in that country.
12.2 Leadership practice
Scholars may choose to participate in a Leadership practice module as part of the Leadership
Development Program under the ALA Scholarships. For more information, see www.ldp.net.au

41
12.3 Leadership coaching
Scholars may choose to participate in a Leadership coaching module as part of the Leadership
Development Program under the ALA Scholarships. For more information, see www.ldp.net.au

13 Completion of the ALA Scholarship

13.1 Completion of studies

Scholars will continue to receive the Contribution to Living Expenses for five (5) days only from their
completion of studies.
13.1.1 Coursework Scholars

Completion of studies is defined as the date examination results are released, as advised by the
Institution.
13.1.2 Research Scholars

Completion of studies is defined as the date that the Scholar submits their thesis/research work.
13.2 Final departure date

Scholars are required to leave Australia prior to the AusAID student visa expiring or within 30 days of
the completion of studies, whichever comes first. However, when a Scholarship has been
terminated, the Scholar must leave Australia by the date specified in AusAID (Canberra)’s formal
advice of termination.
The only exception is where a Scholar and their spouse are both on AusAID Scholarships. In such
cases, the Scholar who has completed may remain in Australia until their spouse completes their
AusAID Scholarship. The spouse, whose Scholarship finishes first, must transfer to an AusAID
Dependant Visa, at their own expense. Institutions should contact AusAID (Canberra) to obtain a
“no objection letter” which the Scholar will need when they apply for the AusAID Dependant Visa. It
is the Institution’s responsibility to ensure the Scholar receives the letter.
If an Institution books return home travel for a Scholar who intends transferring to an AusAID
Dependant Visa, the Institution will cease from any involvement in the arrangements and will not
incur any further costs (e.g. if the flight has to be changed) once the Scholarship period ends.
Scholars, whose children and/or spouse are working or studying as private students, are not
permitted to remain in Australia with their family after completing their studies under the ALA
Scholarship.
13.3 Return home briefing and ALA Scholarship completion ceremony
Institutions may offer Scholars a Return Home Briefing and an ALA Scholarship Completion
Ceremony in lieu of a formal graduation ceremony in Australia or, in some cases, in countries of
origin, to mark the end of their Scholarship, but are not contractually obliged to.
Where a going-home briefing is undertaken, Institutions should note the following from the AVCC
(now known as Universities Australia) Code of Practice
a. be sensitive to the circumstances the Scholar will encounter upon departure
and returning to their home country
b. provide advice and assistance where possible on re-orientation
c. encourage the 'alumni association' concept and maintain an “after-care”
program

The Code of Practice is available at: www.universitiesaustralia.edu.au/content.asp?

page=/policies_programs/international/cofpractice.htm
13.4 Completion of the ALA Scholarship
In accordance with its Contract, the Institution must update in OASIS
 a. the ALA Scholarship status (i.e. successful, unsuccessful, etc)
b. the ALA Scholarship completion date
c. qualification obtained
d. the study progress screen
e. follow-up home country contact address.
The record in OASIS must be up-to-date and accurate before AusAID will pay a correctly rendered
invoice for the reimbursable Return Home Travel. AusAID may withhold payment of this
reimbursable item if the record is not up-to-date and accurate.
Subject to negotiation, AusAID may require the Institution to collect information from Scholars to
assist in any follow-up evaluation of Scholars’ career progress upon their return to the home country.
13.5 Maintaining contact with Alumni
Where possible, Institutions should encourage graduating Scholars to
• contact their closest AusAID Post within two weeks of returning
home and to participate in alumni network activities
• subscribe to the Institution’s library resources before they return home.

14 Miscellaneous

14.1 Post-ALA Scholarship study opportunities in Australia

AusAID (Canberra) may permit exceptional Scholars to remain in Australia after completing their
ALA Scholarship where they are offered an externally funded Doctoral Scholarship or Post-Doctoral
Fellowship in Australia. Such requests must be submitted to and approved by AusAID (Canberra).
The policy and guidelines for the procedures and criteria applying to the policy and the approval
process are at Appendix E.
14.2 Off-Scholarship study
Off-Scholarship study is not permitted. A Scholar cannot continue to study and remain in Australia
on an AusAID Student visa without receiving financial assistance from AusAID.
14.3 AusAID Scholarships Debt to the Commonwealth
A Scholar will incur a Debt to the Commonwealth if they
a. do not leave Australia immediately and remain away for a period of at least
two years in total after completing their Scholarship
b. seek to remain in Australia without the support of AusAID
c. apply for permanent residency or any other kind of visa to return to Australia
within the two year exclusion period (other than short-term visits, noting that
any visits will add to the end date of the two year return home period)
d. had their Scholarship terminated for non-medical reasons and apply for any
other kind of visa to return to Australia within the two year exclusion period
(other than short-term visits, noting that any visits will add to the end date of
the two year return home period)

e. withdraw from their scholarship after the Institution’s census date and seek
to remain in, or return to, Australia within the two year exclusion period
(other than short-term visits, noting that any visits will add to the end date of
the two year return home period).
AusAID may elect not to pursue the debt if
f. the Scholar withdraws from their course (and the Scholarship) before the
Institution’s census date at the beginning of their first year and returns home
immediately

43
 g. the Scholarship is terminated for significant and/or critical medical reasons.
(Significant and or critical medical reasons means where an independent
medical specialist attests that the Scholar is not able to complete their
studies due to a medical condition)

h. the circumstances leading to the termination/withdrawal of the Scholarship

are considered extenuating and beyond the Scholar’s control.

14.3.1 Debt to the Commonwealth process

a. The Debt to the Commonwealth will be activated by a Scholar’s

failure to return home or application for permanent residency or any
other visa (other than short-term visits, noting that any visits will
add to the end date of the two year return home period).
b. AusAID will calculate the debt based on the costs incurred up to the
date of notice of termination, withdrawal or successful completion
of the Scholarship.
c. AusAID will review the Scholar’s record and advise them in writing
of the total cost of the Debt which the Scholar can either pay in full
or via financial arrangements negotiated with AusAID.
d. The Scholar must advise AusAID in writing that they intend to
proceed with the visa application and repay the Debt to the
Commonwealth.
e. Once AusAID is satisfied that suitable arrangements have been
made to repay the Debt it will issue a “Letter of No Objection” to the
Department of Immigration and Citizenship (DIAC), copied to the
Scholar.
f. If AusAID determines that the Scholar is not able to meet the
requirements, it will advise DIAC that it will not support the visa
application.

Further information on mechanisms that are available to provide discretionary payments in special
circumstances, or financial relief from debts owed to the Commonwealth is available from
http://www.finance.gov.au/financial-framework/discretionary-compensation/index.html
14.4 Useful internet links
ALA Scholarships www.ausaid.gov.au/scholar/ala.cfm
ALA Scholarships’ Leadership www.ldp.net.au
Development Program
AusAID www.ausaid.gov.au

Australian Scholarships www.australianscholarships.gov.au/

Australian Taxation Office www.ato.gov.au/

Commonwealth Register of cricos.deewr.gov.au/

Institutions & Courses for
Overseas Students (CRICOS)
Child Protection Policy and www.ausaid.gov.au/publications/pdf/child_protection.p
sample Code of Conduct df

Debt to the Commonwealth – www.finance.gov.au/financial-

discretionary compensation framework/discretionary-compensation/index.html

Department of Immigration and www.immi.gov.au

Citizenship
Disability Standards for www.ag.gov.au/www/agd/agd.nsf/Page/Humanrightsa
Education
 ndanti-discrimination_DisabilityStandardsforEducation

ESOS National Code of Practice aei.gov.au/AEI/ESOS/NationalCodeOfPractice2007/N

2007 C_Part_D.htmAn

IELTS information www.ielts.org/

Leadership Development www.ldp.net.au

Program
Privacy Act www.privacy.gov.au/publications/ipps.html

Study in Australia www.studyinaustralia.gov.au

TOEFL testing centres and dates www.ets.org/

Universities Australia (previously www.universitiesaustralia.edu.au/content.asp?

AVCC) Code of Practice page=/policies_programs/international/cofpractice.htm

14.5 Enquiries

14.5.1 From Applicants

Applicants may direct their enquiries to ala@ausaid.gov.au or to their nearest AusAID Post, after
reading the Handbook and/or referring to the information on the ALA Scholarships website at:
www.ausaid.gov.au/scholar/
14.5.2 From Awardees

Before departing for Australia, Awardees should direct enquiries to the AusAID Post which notified
them of their Scholarship offer. (See Appendix C for details.)
14.5.3 From Scholars

After they arrive in Australia, Scholars should direct their enquiries in the first instance to their
Student Contact Officer at their Institution.
14.5.4 From Institutions and Posts

Institutions and Posts should direct all enquiries relating to the ALA Scholarship program, in the first
instance, to ala@ausaid.gov.au .
14.6 Measuring the impact of the ALA Scholarships
At various intervals, Alumni and Posts will be asked to report on
a. how Alumni individually are contributing to the development of their home
country or their region in regard to the country or region’s program
objectives (or nearest equivalent)
b. whether Alumni are maintaining linkages with Australia and networking with
other awardees
c. whether Alumni have strengthened the capacity of their organisations to
contribute to the development of their home country or region
d. how the awards have promoted gender equality or addressed other relevant
cross-cutting issues
e. how the leadership development component of the ALA Scholarships
differentiates the ALA Scholarship Alumni from other AusAID scholarship
alumni.

45
 APPENDIX A

Guide to studies in a development priority theme

Applicants must demonstrate that their proposed study fits within a development priority area. The following
is intended as a guide only; it is not an exhaustive list.

Disability Studies may include

• Disability is a growing issue in • services and technologies to meet specific needs of people with
our region as a result of disability
population growth, ageing, • building leadership skills of people with disability and their
lifestyle diseases, conflict, organisations
malnutrition, traffic accidents, • policy development relating to disability
injuries, HIV/AIDS and medical • inclusivity
advances that preserve and
prolong life. These may be across all fields of study particularly: Health; Education;
Sociology; and Law.

Economic Growth Studies may include

Access to free trade and investment • investment policies and institutions

flows is a key factor in stimulating • improving understanding of country-specific factors (both
the long-term economic growth that inhibiting and promoting for implementing policies)
is essential to poverty reduction. • tax reforms (assisting the poor)
• increasing market access
• property rights
• anti-corruption
• international trade
• customs

These will usually be in the fields of: Economics; Accounting;

Banking; Commerce; International Relations/Affairs; Sociology; and
Law.

Education Studies may include

Australia's objective for education is • Education – training of teachers
to assist developing countries reduce • Increasing access to education
poverty and achieve sustainable • Education policy
development by giving more girls
• Management and administration for the education sector
and boys in Asia-Pacific a better
education. • Improved teaching of English

These will usually be in the fields of Education; Public

Administration; Sociology.
Environment Studies may include

Without protecting natural systems, • Climate and environment

there is a risk that livelihood gains • fuel substitution (for example, solar and biomass)
made through economic growth and • waste disposal
development will not be sustainable • local knowledge/techniques for sustainable fuel/energy
over the long term. production
• Public policy and regulation relating to environmental
issues

These will usually be in the fields of: Engineering; Environmental

studies; Physics; Geology; Chemistry, Biology, Public
Administration, Disaster mitigation.

Food Security Studies may include

Food security is: when all people, at • Agricultural research and development
all times, have physical, social, and • Agricultural productivity and access to food supply
economic access to sufficient, safe, • Crop diversity
and nutritious food to meet their
• Agricultural infrastructure
dietary needs and food preferences
for an active and healthy life. • Agricultural economics
• International trade

These will usually be in the fields of science, agriculture,

economics, public administration, environment, resource
management.

Gender Studies may include

Gender equality means women and • Monitoring and evaluation of gender equality measures
men have equal opportunities to • Policy development relating to gender equality
realise their individual potential, to • Study specifically relating to participation of women and
contribute to their country's
girls in decision-making and their access to resources
economic and social development
and to benefit equally from their
participation in society. These will usually be in the fields of gender studies, education,
public policy.

Governance Studies may include

Good governance is crucial in • enhancing economic management
achieving lasting improvements in • strengthening the rule of law
development. It forms a component • improving public sector management
of nearly every sector, particularly
• strengthening democratic institutions and processes
where systems’ strengthening is
involved. Often it underpins long- • strengthening civil society
term sustainability and supports the
key goal of building effective states. These will usually be in the fields of public administration, human
resources development and management, legal studies.
Health Studies may include

Investing in health helps lay the • health policy

ground work for skilled and • health financing
productive populations, and ensures • human resources for health
that the poor can expand their range • health information systems
of choices, improve their productivity • tackling major diseases (e.g. HIV / AIDS, malaria,
and participate more fully in society. pandemics etc)
• women’s and children’s health
• health nutrition
• health education

These will usually be in the fields of public health administration,

medicine and other ancillary medical fields, nutrition, human
resources management.

Human Rights Studies may include

From an aid perspective, • sustainable management of natural resources
development and human rights are • public sector reform
interdependent and mutually • politics and democracy
reinforcing. For development to be
• legislation and legal frameworks
sustainable, individuals in developing
countries need to have secure and • community development
long-term access to the resources • human rights education and training
required to satisfy their basic needs,
be they economic, social, cultural, These will usually be in the fields of natural resources management,
civil or political. public policy, community development, legal studies, human
resources management.

Infrastructure Studies may include

Infrastructure investment can lift • private and public financing and management of
economic growth and support social infrastructure
objectives. Infrastructure • human resources development, institutional strengthening
development focuses on improving and capacity building in the infrastructure sector
access to essential infrastructure • energy technologies
services such as water supply and • water supply and sanitation technologies
sanitation, transportation and • designing infrastructure systems
energy.
• managing large construction projects

These will usually be in the fields of engineering, finance, human

resources management.

Regional Stability Studies may include

Challenges to stability are emerging • institutional and personal network building (particularly into
in the form of transboundary threats regional multilateral organisations such as ASEAN, APEC)
like pandemics, disasters, and • regional integration (combating corruption and encouraging
climate change. regional cooperation)
Transnational crimes such as people
• regional governance (strengthening local capacity for crime
trafficking, drug trafficking, money
laundering and terrorism also prevention, police force, improving judicial systems)
threaten regional stability. • counter-terrorism (improving surveillance technology for
Such forces pose direct threats to detecting smuggling and potential terrorist threats)
development as well as deter
investment, diminish legitimate and These will usually be in the fields of diplomacy studies, international
stable employment prospects and relations/affairs, strategic studies, criminology, law, education,
impact on neighbouring countries. economics, computer science, and natural sciences.

Rural Development Studies may include

The majority of the world's poor lives • natural resources management
in rural areas and are • early detection and control of and response to livestock and
disproportionately dependent on crop diseases
natural resources for their
• agribusiness development and management
livelihoods, especially resources
such as forests and fisheries. • policy and regulatory frameworks
The sustainable management of • strengthening rural and agricultural financial systems
these resources is essential for • processing and production technologies
improving living standards today • marketing and trade development
while ensuring future generations • quarantine
also benefit. • sanitary standards and quality control

These will usually be in the fields of agriculture, veterinary science,

agribusiness, finance, production technology, international trade,
customs, resource management.

Water and Sanitation Studies may include

Access to clean water and effective • water planning and management
sanitation has a catalytic effect on • water quality assessment
many aspects of human • water security
development, being essential for a
• rural water supply and sanitation infrastructure
healthy population and
environmental sustainability.
These will usually be in the fields of health, natural science, geology,
environment, chemistry, hydrology, resource management.

APPENDIX B

AusAID’s Child Protection Code of Conduct

Scholars receiving funds under an AusAID-funded scholarship agree to

a. treat children with respect regardless of race, colour, sex, language, religion,
political or other opinion, national, ethnic or social origin, property, disability, birth or
other status
b. not use language or behaviour towards children that is inappropriate, harassing,
abusive, sexually provocative, demeaning or culturally inappropriate
c. not engage children in any form of sexual activity or acts, including paying for sexual
services or acts
d. wherever possible, ensure that another adult is present when working in the
proximity of children
e. not invite unaccompanied children into their home, unless they are at immediate risk
of injury or in physical danger
f. not sleep close to unsupervised children unless absolutely necessary, in which case
the Scholar must obtain their supervisor’s permission, and ensure that another adult
is present if possible
g. appropriately use computers, mobile phones, or video and digital cameras and
never to exploit or harass children or to access child pornography through any
medium (see also ‘Use of children’s images for educational/research related
purposes’)
h. refrain from physical punishment or discipline of children (excluding own children)
i. refrain from hiring children for domestic or other labour which is inappropriate given
their age or developmental stage, which interferes with their time available for
 education and recreational activities, or which places them at significant risk of injury
j. comply with all relevant Australian and local legislation, including labour laws in
relation to child labour
k. immediately report concerns or allegations of child abuse in accordance with
appropriate procedures.

Use of children’s images for educational/research related purposes

When photographing or filming a child for educational/research related purposes, Scholars must
l. before photographing or filming a child, assess and try to comply with local traditions
or restrictions for reproducing personal images
m. before photographing or filming a child, obtain consent from the child or a parent or
guardian of the child. As part of this the Scholar must explain how the photograph or
film will be used
n. ensure photographs, films, videos and DVDs present children in a dignified and
respectful manner and not in a vulnerable or submissive manner. Children should be
adequately clothed and not in poses that could be seen as sexually suggestive
o. ensure images are honest representations of the context and the facts
p. ensure file labels do not reveal identifying information about a child when sending
images electronically.
The onus is on the Scholar to use common sense and avoid actions or behaviour that could be construed as
child abuse.

APPENDIX C

Addresses for submitting hardcopy applications

Below are the contact details for the appropriate Australian High Commissions, Embassies or their Managing
Contractors that will receive ALA Scholarship applications.

Country of Citizenship Address for hardcopy applications

Afghanistan Australia Awards
c/o Standard Logistics Services
Best International
Charahi Haji Yakoob,
Share-e Naw,
Kabul, AFGHANISTAN

Bangladesh Australia Awards

5th Floor, Plot # 4, Road # 12,
Block-J, Baridhara, Dhaka-1212
BANGLADESH

Bhutan Australia Awards

Coffey International Development - Liaison Office
C/O Druk Associates, P.O Box-1522
Thimphu
BHUTAN
Burma (Myanmar) Australia Awards
AusAID
Australian Embassy
88 Strand Road
Yangon
MYANMAR
Cambodia Australia Awards
IDP Education
No. 46, St.214, Sangkat Boeung Raing
Khan Daun Penh, Phnom Penh
CAMBODIA
Caribbean: Antigua & Barbuda, Australia Awards
Barbados, Belize, Dominica, AusAID Section
Grenada, Guyana, Haiti, Jamaica, Australian High Commission
Saint Kitts & Nevis, Saint Lucia, Saint PO Box 4640
Vincent & the Grenadines, Suriname, St James
Trinidad & Tobago Port of Spain
TRINIDAD & TOBAGO
China (excluding Hong Kong SAR Australia Awards
and Macau SAR) Suite 7002, Parkson Plaza
Jin Rong Dajie 37
Beijing, 100031
PEOPLE'S REPUBLIC OF CHINA
India Australia Awards
Coffey International Development - Liaison Office
C/O Druk Associates, P.O Box-1522
Thimphu
BHUTAN
Indonesia Australia Awards
Gedung Wirausaha Lt 2
Jalan HR Rasuna Said Kav-5
Kuningan
JAKARTA 12940
Iraq Australia Awards
AusAID
GPO Box 887
Canberra ACT 2601
AUSTRALIA
Laos Australia Awards
Lao-Australian Scholarships Office
Vientiane College
23 Singha Road
Vientiane
LAO PDR
Latin America: Argentina, Bolivia, Australia Awards
Brazil, Chile, Colombia, Costa Rica, AusAID Section
El Salvador, Ecuador, Guatemala, Australian Embassy
Honduras, Mexico, Nicaragua, Casilla 33, Correo 10, Las Condes
Panama, Paraguay, Peru, Uruguay, Santiago de Chile
Venezuela. CHILE
Maldives Country Scholarship Coordinator - Maldives
Australia Awards
Coffey International Development Liaison Officer
H. Karankaa Villa,
Kurangi Goalhi,
Male 20057 Republic of Maldives
Mongolia Australia Awards
Mongolia-Australian Scholarships Program
MASP
Suite 201, Building #8, Behind IT Park
Sukhbaatar District
Ulaanbaatar
MONGOLIA
Nepal Australia Awards
Country Scholarship Coordinator – Nepal
GPO Box – 8975, EPC – 2359, Tharodhunga,
Dhobighat, Kathmandu – Nepal

Pacific: Kiribati Cook Islands, Fiji, Australia Awards

Marshall Islands, Micronesia; Nauru; SPBEA
Niue; Palau; Samoa; Solomon PO Box 2083
Islands; Tokelau, Tonga, Tuvalu, Government Buildings
Vanuatu, Wallis and Futuna Suva, FIJI
Papua New Guinea Mailing Address:
Australia Awards
Scholarships PNG
Private Mail Bag, Port Moresby, National Capital District,
PAPUA NEW GUINEA
Street Address:
Australia Awards
Scholarships PNG
First Floor Port Moresby Post Office,
Corner Cuthbertson Street and Champion Parade,
Down Town Port Moresby

Philippines Facility Director

Philippines-Australia Human Resource Development
Facility
Australia Awards
3rd Floor JMT Bldg. ADB Ave.
Ortigas Centre, Pasig City 1605
PHILIPPINES
Sri Lanka Australia Awards
SASP Liaison Office, Sri Lanka
Coffey International Development
43/28 Nugagaha Place, Piliyandala Road, Maharagama,
SRI LANKA
Thailand Regional Program Manager
Australia Awards
AusAID
Australian Embassy
37 South Sathorn Road
Bangkok 10120
THAILAND
Timor-Leste Australia Awards
Public Sector Capacity Development Program Office
Tjing Fa Ho House # 01 – 01
Talhao No 85 Bairro de Lecidere
Dili
TIMOR-LESTE
Vietnam Australia Awards
AusAID (Education and Scholarships Program)
Australian Embassy
8 Dao Tan Street
Hanoi
VIETNAM
 APPENDIX D

Upgrading an ALA Scholarship

Introduction
AusAID would prefer for potential scholars to apply - and for the Institution to make an offer - for a place
directly into a Doctoral program during the ALA Scholarship application phase. However, as this is not
always achieved for various reasons, the following outlines the criteria and procedures AusAID will apply
when considering a request for an ALA Scholarship to be upgraded.

Objectives
This policy recognises that building the research capacity in a developing country will contribute to its
economic development and poverty reduction. Allowing upgrades from a Masters by Research to a
Doctoral program will mean that the home country’s research capacity may be improved at a more rapid
rate.
Being able to upgrade to a higher level qualification, without being obliged to have a two-year break in
between studies will enable the Scholar to obtain a Doctorate from Australia within four years (rather
than a total of possibly eight years - i.e. up to two years for the Masters followed by two years return
home and then four years for the PhD). 1

Policy application and criteria

This policy is limited in its application. AusAID (Canberra) may consider, on a case-by-case basis,
upgrades of exceptional ALA scholars from a Masters by Research to a Doctoral program, under the
following criteria:
1. that the Doctoral program will be undertaken at the same Institution at which the
Scholar is enrolled and studying a Masters by Research program under the ALA
Scholarship; transfer to another Institution will not be considered except under
exceptional circumstances (e.g. the proposed supervisor is transferring to that other
Institution)
2. that the upgrade will result in the study period (and hence the ALA Scholarship
duration) not exceeding four (4) years in total (i.e. the equivalent duration if the
Institution’s initial offer had been for a Doctoral program)
3. that the Scholar must provide evidence that they:
a. are likely to return to a position in their home country or region which will enable them to
pass on their research skills (e.g. evidence of previous relevant employment in an academic
or research environment; a letter of potential employment in such an institution on return)
b. will be able to forge research linkages
4. that the request to upgrade and all supporting documentation is submitted to
AusAID a minimum of 30 days prior to the Scholar’s visa expiry date. AusAID will
not support Scholars to remain in Australia pending any decision on approvals for an
upgrade.
5. requests for upgrades from ALA scholars who are undertaking a Masters by
coursework will not be considered.
Procedure
1. The ALA scholar must:
a. provide clear written justification for the upgrade from the Research Masters to the Doctoral
program, based on the above criteria and the benefit of completing the Doctorate rather than
the Masters program
b. provide a brief proposal, including a project timeline, demonstrating how the Doctorate will
be completed within the total of four years, including how the Masters studies to date have

1 AusAID scholars are required to return home for a period of two years after completing their scholarship.
contributed to achieving that deadline.

2. The Institution must:

a) provide support for the upgrade, based on the academic and research
ability of the Scholar, applicability of the research topic to a PhD,
capacity of the Scholar to complete the PhD within the timeframes
noted above and any other benefits that may be realised; written by
the supervisor and endorsed by the Chair of the Research Committee
or equivalent.
b) Provide copies of all half-yearly reports submitted by the supervisor to
the Research Committee or equivalent.
3. Following consultation with the relevant Post, AusAID Canberra will convey its decision
to the Scholar and the Institution. AusAID will require 30 days in which to consider the
application.
4. The upgrade will be approved in-principle until such time that the ALA Scholar can
provide evidence that they have been accepted into the proposed Doctoral program and
that it meets the criteria noted above.
5. Final approval by AusAID will be effected by the Scholar signing a Deed of Amendment
to their Acceptance of Offer contract with AusAID. Three copies of the Deed of
Amendment will be sent to the Scholar via the Institution to be signed and returned to
AusAID for signature of the delegate or the delegate’s nominee. AusAID will file one
original and return two to the institution (one for its file and one for the Scholar).
6. If the upgrade is approved, AusAID (Canberra) will inform DIAC of the Scholar’s revised
ALA Scholarship completion date.
 APPENDIX E

Studies and fellowships in Australia after the ALA Scholarship

Introduction
The following outlines the procedures and criteria to be applied when processing a request from a former
ALA Scholar to undertake externally funded doctoral studies or a post-doctoral fellowship in Australia on
completion of an ALA Scholarship-funded course of study.

Objectives
This policy, while reaffirming the basic premise that ALA Scholarship recipients should return to their
home country upon completion of the program, also recognises that exceptional Scholars should be
permitted to pursue their studies to the utmost of their abilities. This will produce the greatest global
benefits for the partner country, AusAID and the Scholar.
It also recognises that exceptional Scholars, capable of receiving doctoral or post-doctoral awards in
Australia are also likely to receive such opportunities from other countries. If former ALA Scholars
accept award offers from other countries, the aim of having the Scholar remain in their home country to
meet the two year requirement would be defeated.

Policy application
This policy is limited in its application. It applies only to those post-ALA Scholars who qualify for doctoral
studies or post-doctoral work and who are deemed to have exceptional ability. Those ALA Scholars not
subject to this policy will continue to be required to return home for a minimum of two years on
completion of their award.
This policy requires AusAID to make a decision on a case-by-case basis considering the ability of the
applicant to meet the criteria, having full support from the sponsor.

Criteria
In determining whether to seek approval to allow a Scholar to take up the offer of an externally funded
doctoral scholarship or post-doctoral fellowship, AusAID Officers should ensure the application provides
1. an offer of a fully funded (including per diem rates) Australian doctoral scholarship or
post-doctoral fellowship by an entity other than AusAID (e.g. Scholar’s home
government, Asian Development Bank, World Bank, Australian university or private
sector). An original or certified copy of the letter of offer of a scholarship/fellowship
must be provided
2. a letter of support from the Institution at which the applicant intends to undertake the
externally funded scholarship
3. the course coordinator and/or supervisor’s written recommendation of the Scholar’s
capability and ability to succeed
4. clear justification for the post ALA Scholarship based on academic ability of the
applicant and relevance to the partner country’s or the Asia-Pacific region’s
development priorities
5. agreement to return home for a period of two years after completion of the externally
funded scholarship or fellowship or, in the case of Scholars who have returned
home, the period remaining once the time spent in the home country has been
deducted from the two year timeframe (see Procedures below for further
information).

The applicant must arrange with the Department of Immigration and Citizenship (DIAC) to be issued with
a private student or other appropriate visa and meet all DIAC requirements. DIAC is responsible for the
decision on whether or not to issue a visa, based on their standard visa requirements.
Scholars will not be able to remain in Australia pending any decision on approvals for externally
funded doctoral scholarships or post-doctoral fellowships they have applied for prior to returning
 to their home country. AusAID may not approve applications from Scholars who remain in
Australia for this purpose or take up the offer of the scholarship/fellowship prior to a decision
from AusAID.
Former ALA Scholars, who have been offered an externally funded doctoral scholarship or post-doctoral
fellowship within two years of return to their home country, may be eligible under this policy if they meet
the criteria as stated above.

For all Scholars, the two year return home requirement will not be waived but rather will be deferred to
commence once the Scholars have completed the externally funded scholarship/fellowship. Any time
spent in their home country prior to taking up the Scholarship/fellowship will be deducted from the two
year timeframe.
If AusAID does not approve a former ALA Scholar’s externally funded doctoral scholarship or post-
doctoral fellowship, the applicant is able to request a review of the case and provide new information
based on the criteria to support their request. Once a review has been undertaken, AusAID’s decision is
final and no further correspondence will be entered into.
Procedure
1. Applications must be made in writing by the Scholar and/or their sponsor to AusAID
in Canberra. The applicant must allow 30 days for processing the application.
2. AusAID Canberra will assess applications based on the criteria defined above.
3. If the applicant meets the criteria above, a minute recommending approval of the
externally funded doctoral scholarship or post-doctoral fellowship will be provided to
the Director at AusAID Canberra responsible for Australian Scholarships.
4. Following approval/non approval of the request, advice is to be sent to the applicant,
Institution and relevant Post, and a copy filed by AusAID.
5. If applicable, approval by AusAID is effected by the signing of a Deed of Amendment
to the Scholar’s Acceptance of Offer contract with AusAID. The Scholar will confirm
their intention to return home at the end of the externally funded studies for a period
up to a total of two years.
6. Once approval for the externally funded studies or fellowship has been gained from
the Director, three copies of the Deed of Amendment should be sent to the Scholar
via the institution to be signed and returned to AusAID for signature of the delegate
or the delegate’s nominee.
7. AusAID then files one original and sends two originals back to the institution (one for
their file and one for the Scholar). A copy should also be sent to the relevant Post.
8. Once the application for externally funded studies or fellowship has been approved,
AusAID (Canberra) will issue a letter of “no objection” to DIAC, in order for the
relevant visa to be issued.
 APPENDIX F

ALA Scholarships Contract

<Date>

<Title> <Name>

<AusAID ID>

Dear <Title> <Name>

AUSTRALIAN LEADERSHIP AWARD - SCHOLARSHIP OFFER

Congratulations! You have been selected to receive an Australian Leadership Awards (ALA)
Scholarship. You will be joining an elite group of scholars identified as having the capacity to
contribute to the future development of their home country and the Asia-Pacific region.

Attached to this letter is a copy of the Acceptance of Award Offer (contract) between you and the
Commonwealth of Australia. Please read the details of the Acceptance of Award Offer closely. If
you wish to accept the offer, sign and return it to the Australian High Commission/Embassy in your
home country.

The conditions of your ALA Scholarship are set out in the Acceptance of Award Offer and in the
ALA Scholarship Handbook. Current versions of the Handbook may be downloaded from the
AusAID website: http://www.ausaid.gov.au/scholar/pdf/ala_handbook.pdf ). You should read the
Handbook before you decide whether to accept the Scholarship. Please consider carefully the
sections of the ALA Handbook that relate to academic requirements while in Australia, your
responsibilities and the Scholarship entitlements and conditions. Schedule 1, attached to the
contract, provides a Summary of your responsibilities as a Scholar, however, you should read the
entire Handbook and not rely solely on the Summary.

If there are any parts of the Acceptance of Award Offer or the ALA Scholarship Handbook that you
do not understand, you should contact the AusAID office at the Australian High
Commission/Embassy in your home country for clarification before signing.

If you decide to accept the ALA Scholarship, you must:

1. Sign both copies of the enclosed Acceptance of Award Offer between <Title> <Name> and
the Commonwealth of Australia in front of a witness. This means that you agree to:

a) the conditions set out in the ALA Scholarships Handbook, (noting that AusAID reserves
the right to update the Handbook and therefore the conditions of your award at any
time); and
b) the ALA Scholarship Entitlements outlined in the Acceptance of Award Offer.

2. You and the witness must initial each page of both copies of the Acceptance of Award
Offer, and sign where indicated.

By signing the Acceptance of Award Offer you enter a legally binding agreement
between yourself and the Commonwealth of Australia.
3. Take a copy of the Acceptance of Award Offer for your records. Return the original copy to
the AusAID Officer (who sent you the contract for signature) within ten (10) days of the date
of this letter. The offer may be withdrawn if AusAID does not receive the signed
Acceptance from you within ten days.

4. Keep this letter, together with your copy of the Acceptance of Award Offer, as you will need
them when you apply for a visa to Australia.

Endeavour Awards

If you have applied for an Endeavour Award, the Department of Education, Employment and
Workplace Relations will finalise offers for these awards in October. If you are successful, you will
need to decide which award you wish to accept as it is not possible to hold both awards at the
same time. If you decide to accept the Endeavour Award, you will need to immediately contact
your local Australian High Commission / Embassy and inform them of your decision to decline the
AusAID ALA Scholarship. You should write "unable to accept" on the ‘Contract between <Title>
<Name> and the Commonwealth of Australia’, sign it and return it to the AusAID Officer who sent
you the contract.

We wish you well for your stay in Australia and success in your studies.

Yours sincerely

AusAID

Enclosures
AUSTRALIAN LEADERSHIP AWARDS SCHOLARSHIP

THIS ACCEPTANCE OF AWARD OFFER (CONTRACT) IS MADE BETWEEN

<Title, Name> AND THE COMMONWEALTH OF AUSTRALIA

I, <Name> accept AusAID’s offer of an Australian Leadership Awards (ALA) Scholarship. I

understand that my acceptance of the ALA Scholarship will equip me to contribute to the
development of my country after I complete the approved course of study as set out below.

Scholarship details
Name (title, first name, family name) <Title> <Name>
AusAID ID <OASIS ID>
Country of Citizenship <Country>
Institution <Institution>
Scholarship Start Date <scholarship start date>
Scholarship End Date <scholarship end date>
Level of Study <Level of study>
Estimated value of scholarship <FMA13 amount> plus GST, if any, to a maximum
(at the time of the ALAS Offer): amount of <10% of FMA13 amount>. The estimated
value of this scholarship is subject to change without
notice.
Award Benefits Mobilisation allowance or air travel up to A$2,500 (on
(The Award benefits of this issue of visa)
scholarship are subject to change Establishment allowance of A$5,000 (on arrival in
without notice.) Australia)
Overseas Student Health Cover (awardee only)
Tuition fees at Australian institution
Contribution to Living Expenses (stipend) of A$26,800
per annum, paid on pro rata basis
Introductory Academic Program
Leadership Development Program
Study enrichment allowance (at discretion of
institution)
Return home air travel

Study Program
<IAP Program> <IAP start date – IAP end date>
<Course> <Course start – course end date>

Leadership Development Program: Dates to be advised

I further understand that my acceptance of the ALA Scholarship creates a legally binding
agreement between myself and the Commonwealth of Australia. The Acceptance of Award Offer
shall be governed by and interpreted in accordance with the laws of the Australian Capital
Territory.

In accepting the Australian Leadership Award Scholarship, I agree:

a. to complete my ALA Scholarship within the start and end dates stated in the
Scholarship’s details (above);
b. to take up the ALA Scholarship in the calendar year for which it is offered,
understanding that the scholarship cannot be deferred to another year;
 DRAFT

c. to undertake the study program that is stated in the Scholarship details (above);
d. to liaise with the Student Contact Officer at the Institution regarding any
changes to the approved program and acknowledge that approval is required
from the Institution and AusAID (Canberra) before any changes are made;
e. participate in all activities associated with the course of study, including all
lectures and tutorials, submit all work required for the course, e.g. assignments
and essays, and sit for examinations, where applicable;
f. to participate in the Introductory Academic Program and the Leadership
Development Program;
g. to act in a manner in my home country, Australia or elsewhere that will not bring
disrepute to myself, my family, my country or AusAID;
h. to obey the laws of the Commonwealth of Australia and the various States and
Territories;
i. to satisfy all visa requirements determined by the Australian Department of
Immigration and Citizenship (DIAC) to hold an AusAID Student Visa, as set out
in the DIAC website: http://www.immi.gov.au and abide by the conditions of that
visa;
j. to return directly to my home country for a minimum period of two years upon
completion of my study in Australia (also known as the “return home rule”),
acknowledging that I will incur a debt to the Commonwealth of Australia equal
to the entire cost of my scholarship as calculated at the date of completion if I
fail to do so;
k. to advise AusAID (Canberra) immediately, through the Student Contact Officer
at the Institution, should I marry a person who is an Australian citizen or has
permanent residence status in Australia, a New Zealand citizen or has New
Zealand citizenship;
l. to not hold another Australian Government Scholarship at the same time as my
ALA Scholarship;
m. to reside in Australia for the duration of the ALA Scholarship (apart from reunion
visits to the home country and fieldwork);
n. to cooperate with the collection of information related to ALA Scholars (eg.
student surveys) and provide AusAID with my contact details to facilitate tracer
studies and alumni activities;
o. that information about myself and my dependants may be collected by and
exchanged between AusAID and others, including Australian Ministers, the
Parliament, government agencies, my Australian higher education institution,
partner organisations, Australian immigration authorities, medical insurers,
medical practitioners, my home government, the Australia Awards alumni
network and other parties relevant for the purpose of promoting and
administering the AusAID development awards activities;
p. that I understand that the release of personal information is governed by the
Privacy Act 1988 (Cth). http://www.privacy.gov.au/publications/ipps.html;
q. that AusAID may terminate my Scholarship at any time if:
i. I fail to make satisfactory academic progress;
ii. I fail to comply with the laws of Australia;
iii. I breach this contract between me and the Commonwealth of
Australia, including breaches of the conditions of the ALA Scholarship
and of the conditions of the AusAID Student Visa;
 iv. AusAID becomes aware of any behaviour or illegal activity by me
prior to the offer of the Scholarship that had it been disclosed at the
time of my application, in AusAID’s opinion, would have resulted in
my application being rejected; or
v. AusAID becomes aware of any action prior to me being mobilised to
Australia or while I am on scholarship in Australia which, in its
opinion, is contrary to the intent of the ALA Scholarships program
including without limitation, any action that would indicate that I may
breach the return home rule, such as applying to change my visa
status.
r. that the value of my scholarship is an estimate at the time of offer and may be
subject to change without notice.

I have read and understood the ALA Scholarships Handbook and understand that AusAID
reserves the right to change the ALA Scholarship Handbook at any time and that any such
changes may affect the terms and conditions of my Acceptance of Award Offer.

I agree that I will fully abide by the terms and conditions of the Australian Leadership
Awards Scholarship as set out in this agreement and the ALA Scholarship Handbook by
signing this Acceptance of Award Offer.

............................................... .........................................
[Signature of Scholar] [Signature of Witness]

<Title> <Name> ........................................

[Name of Witness (print)]

[Date]......................... [Date]..............................
 DRAFT

SCHEDULE 1

SUMMARY OF SCHOLAR’S RESPONSIBILITIES

Your responsibilities as an ALA Scholar are detailed in the ALA Scholarships Handbook. This
summary is provided for your information.

1. Prior to Departure

You must advise AusAID of any personal or family circumstances (e.g. family or financial
problems, medical conditions) likely to affect your ability to commence the scholarship on time or to
complete the approved course in the scholarship period.

You must take up the scholarship in the academic year for which it is offered.

You must participate in the pre-departure briefing arranged by the Australian High Commission/
Embassy before departing your home country.

You must not behave in a manner that is unacceptable by normal community standards.

You must continue to be eligible to hold the ALA Scholarship.

2. Travel and Entry Requirements

Please note that the following are not provided by AusAID or the Institution and are therefore your
responsibility:
a) Insurance costs (travel & baggage, home contents);
b) Removal costs either to and from Australia or within Australia);
c) Excess baggage costs;
d) Travel costs for your dependants, either to and from Australia or within Australia; and
e) Arranging visas and meeting all requirements and costs for family entry to Australia
including payment of compulsory OSHC health insurance for family members.

3. In Australia

As an ALA Scholar you must abide by the terms of the contract.

Your financial obligations: AusAID will provide you with an Establishment Allowance on arrival
and a fortnightly Contribution to Living Expenses (CLE). You are responsible for the use of these
funds to pay your own living expenses, including, but not limited to:
a) initial and long term accommodation costs
b) daily travel to your place of study
c) ongoing costs of living and study, e.g. food, furniture, textbooks, clothing
d) costs of medical services not covered by the Overseas Student Health Cover (OSHC)
e) all costs associated with any family members who visit or accompany you to Australia,
including OSHC for family members
f) all costs associated with critical incidents involving family members
g) costs of any legal services
h) all costs related to any visa extension that may be necessary.