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FAQ information

Who can apply?

To be eligible, an applicant must:

be a teacher, teacher educator or work in the field of education

a partner or friend of the above who has registered for the program

When does registration cut off?

Registration cut off is dependent on the study tour dates. In general, those programs run at a similar time (e.g. January) will have the same registration cut off date. Please see registration cut off dates.

What is the difference between a full fee and sponsored participant?

Full fee participants cover all expenses related to the study tour from personal funds. They are not required to complete any reporting requirements post study tour (unless they wish to receive a certificate of completion from the Asia Education Foundation).

Sponsored participants are subsidised by an education authority, school or Australian Government grant. They are required to complete reporting requirements post-study tour.

What are the reporting requirements for sponsored and full fee participants?

All participants are asked to complete an evaluation at the end of the study tour. Sponsored participants are required to complete a second evaluation (report) 4 months after the study tour to track their progress in engaging Asia in their classrooms. This data is collected for reporting purposes and is forwarded to sponsors.

Full fee participants are not required to complete the second evaluation (report) unless they wish to receive a certificate of completion.

Can I get accreditation for my participation in the Access Asia Study Tours?

Many States and Territories require certificates of participation for accreditation towards professional learning. The Asia Education Foundation will issue certificates of completion for sponsored participants once they have submitted their second evaluation (report). The certificate outlines the number of structured professional learning hours undertaken during the program and outcomes achieved in terms of curriculum development and teaching about Asia. Past participants have told us that the ability to claim these hours are best negotiated and endorsed by your principal.

Can I get a scholarship?

Sometimes there are scholarships or subsidised places available for our study tours. These are usually advertised through the Studies of Asia Advisor in each State or Territory. Please contact the Manager of Study Tours and Exchanges to find out about current opportunities.

The Australian Government also offers scholarships under the Endeavour Programme – Australian Scholarships. Specifically, participants are able to apply for funding from the Endeavour Executive Awards category. Professional development is referred to under this award and states:

The format of the professional development program will vary with each award recipient and some examples include study tours, guided travel programs, workshop participation, attendance at conferences, internships, residencies or guided work programmes and mentoring. Award holders continue their employment with their home organisation for the duration of the Endeavour Executive Award.

Minimum time abroad for these programs is 1 month. Participants may arrange to stay on in-country after their study tour with a host organisation to ensure they meet the 1 month minimum. The Asia Education Foundation is able to assist participants in their applications. Refer to the Endeavour Program website for further details.

How do I register or apply?

To register as a full fee participant, download the registration form and forward it with your deposit to the Asia Education Foundation. You will receive a response shortly after informing you of your confirmed registration.

Sponsored participants apply through their local Studies of Asia Advisor or education jurisdiction. These bodies have their own application process. Once they have made a selection, they forward your name onto the Asia Education Foundation.

How much will it cost me?

The study tour fee includes all costs associated with the in-country component of the program. This includes most meals, all accommodation, ground transportation (including internal flights), briefings/meetings, entrance fees and cultural site visits (see individual itineraries for specific details).

Flights from Australia to Asia are separate to the study tour fee. This is due to differences in port of departure and allows for participants to have more flexibility in airlines and flight times.

Participants will be responsible for the costs of some meals, tips, their own out-of-pocket expenses (such as laundry, telephone and Internet), travel and medical insurance, health checks and inoculations, visa fees and other incidentals (as advised in pre-departure briefings). It is a requirement that all participants take out comprehensive travel insurance (to cover medical expenses, repatriation, personal accident and liability and theft) for the entire period participants are travelling overseas.

What is the payment schedule for a study tour?

Full Fee participants will pay a deposit upon registration. Fifty percent of the study tour cost will be required at least 60 days prior to the estimated date of departure from Australia. The final payment is required at least 30 days prior to the estimated date of departure from Australia.

Flight costs are generally required no later than 30 days prior to departure. This is negotiated directly with the travel agent.

Can I claim the study tour costs on my tax?

The costs associated with the Access Asia Study Tours can be tax deductible. Teachers are able to claim their study tour expenses under a number of tax deduction categories. These include:

Self-education expenses;
Excursions, school trips and camps if these trips have an educational benefit and are related to the curriculum or extra-curriculum activities of the school;
Teaching aids used for work.

Participants must contact their tax advisor or visit the Australian Tax Office website to confirm their eligibility.

Who will be in the group?

Participants will be teachers and others employed in the field of education from a variety of learning areas and school levels. They will come from a mix of education jurisdictions, tertiary institutions and primary and secondary schools across Australia.

Each study tour is assigned one or two group leaders who will accompany and work with participants to support and extend their learning, ensuring participants gain the most from their experience. Group leaders will also assist in managing program logistics, finances, liaison with program deliverers and travel providers to assist in the smooth running of the program.

Can I choose what places I want to see?

Study tours are designed to provide opportunities for participants to gain a broad knowledge and understanding of the destination country. Whilst the program is structured, there is ample opportunity for participants to pursue personal interests in free time.

Will I have time to buy resources for my classroom?

Participants will have ample time to conduct curriculum research and purchase resources for classrooms.

What do I need to do to prepare for the study tour?

Participants must undertake the following before departure:

Obtain a health check and investigate inoculations required;
Ensure your passport is current (at least 6 months validity) and obtain the necessary visas for your study tour;
Take out comprehensive travel insurance (to cover medical expenses, repatriation, personal accident and liability and theft);
Prepare teaching materials for the in-country teaching component of the study tour.

Please note, participants are advised not to undertake any of the above tasks until advised. This is to ensure you are not out of pocket if a study tour does not occur due to travel warnings or minimum numbers not being reached.

Participants will be provided with three mail outs prior to commencement of the program. Participants are expected to read all information outlined in these mail outs. These are:

Acceptance letter - acknowledgement of your registration on the program
Pre-departure briefings - documents requiring action, information about the Asia Education Foundation and its programs, travelling in a group and study tour specific preparations.
Departure documents - plane ticket (for those utilising AEF group airfares), participant manual, nametag and contact details to leave behind for family.

How do I get a passport?

Participants must ensure their passport has at least 6 months validity and two blank pages. To renew or obtain a new passport, visit your local post office to obtain the necessary forms.

Will I need a visa?

Visas are required for many countries in the Asian region. In short, visas are required for Cambodia, China, India, Laos and Vietnam. You are able to find information regarding visas via a number of avenues:

Do a google search and find the local embassy or consulate for lodging a visa.
Use the Department of Foreign Affairs and Trade website - it provides links to all foreign missions in Australia - and click on the "Index of Missions in Australia". This link will outline all the missions in Australia alphabetically. You are able to visit individual embassy websites and subsequently view/download up to date visa information and applications.
Use a private company such as http:///www.visalink.com.au that provides visa requirements for Australian, New Zealand, British and Indian citizens and allows you to lodge your visa application through them.
Use our preferred travel agent or your local travel agency to obtain a visa.

In applying for any visa, it is ESSENTIAL to keep the following in mind:

ALL participants are to enter all countries as TOURISTS.
Ensure you have your arrival and departure dates correct as per the study tour itinerary (enclosed).
Typically, you must provide a contact/hotel for the country you are visiting. Refer to the study tour itinerary for accommodation listings (choose the first hotel in the itinerary).
Attach a copy of your flight itinerary to prove your arrival and departure into the country. If you have opted to use group airfares, our preferred travel provider will issue you with a flight itinerary once you have returned your flight preferences.
Make sure you enclose appropriate payment (usually only money order or Bank cheque) and passport photographs as per the relevant country's instructions with your visa application.

Please note, participants are advised NOT TO APPLY FOR A VISA until advised by the Asia Education Foundation. This is to ensure you are not out of pocket if a study tour does not occur due to travel warnings or minimum numbers not being reached.

Are my travel dates flexible?

Yes. Participants are able to organise their own airfares or utilise the group airfares held by the Asia Education Foundation to arrive earlier or stay on after a study tour. The group airfares stipulate you must travel with the group on the same flights for at least one direction (i.e. to Asia or from Asia).

I have a sister school 20km from where we are staying; can I visit the school?

Yes, you may make your own internal and local travel arrangements in the free time outlined in the itinerary. You must leave your contact details and travel arrangements with the group leader prior to departure.

My brother will be in the area; can he come and visit me?

Yes, as long as the visit does not coincide with any scheduled activities in the itinerary. Please note that the visitor cannot be included in group activities or room sharing arrangements.

Can I bring my partner or friend with me at their expense?

Yes. Participants are able to bring partners or friends along for the experience. However, they are required to participate in all scheduled activities. During the teaching component, friends/partners who are non-teachers are able to participate or have free time at their own expense.

My colleague is also participating in this program; can we room share?

Yes. You must inform the Asia Education Foundation of this upon registration.

Can I pay a single supplement so that I can have my own room?

Yes. Refer to individual program itineraries for costs associated with this.

I am a smoker and would like to request a smoking room; is this possible?

Yes, but you must purchase a single supplement unless you have a room partner who is happy to share a smoking room.

I live in a regional area; do I have to make my own way to a capital city to access the group airfares?

Yes, but the Asia Education Foundation's travel agent can assist you in making arrangements to connect with the group airfares.

I have a bad back; will there be assistance for me with my luggage?

No. You will need to be physically, mentally and psychologically fit to participate fully in all aspects of the program. This includes carrying all your own luggage (including taking it in and out of transport vehicles, up stairs, etc.), participating in up to 12 to 15 hours of planned activities per day, and have the ability to travel in a group situation for a period of approximately two to three weeks by various modes of transport, including boat, train, airplane, local transport and a considerable amount by foot. You will need to sign off with a medical practitioner that you are satisfactorily fit to do so.

Can I earn frequent flyer points on my airfare?

The group airfares do not attract frequent flyer points. Participants are able to pay a premium to upgrade their airfare to receive frequent flyer points (around $50). Those arranging their own travel arrangements will need to contact the airline directly for frequent flyer points.

Sponsored participants are advised to check with the Australian Tax Office in regards to frequent flyer points on sponsored programs. They may attract fringe benefit tax.

Will I be catered for if I have special dietary requirements?

Yes. Meals will generally be local dishes, adjusted where necessary to western palates. Organisers will attempt to cater for participants with particular dietary requirements, but personal preferences cannot always be guaranteed. Please note that we endeavour to cater for vegetarians/vegans, but this can be a particular issue for countries that use animal fat for cooking purposes. We do encourage participants to bring dietary supplements if this will be an issue.

I will be away from home during the Christmas holidays; will I receive my ticket and final mail out?

Yes. You will need to nominate an alternate address, and be aware that in the case that a courier would be necessary (e.g. if you live remotely), someone at that address would also need to be present to sign for your package. It is essential that any change of address is passed onto the Asia Education Foundation promptly. All mail outs will go to your home address unless specified otherwise.

Can a study tour be cancelled?

Study tours can be cancelled. This can be due to a number of reasons. For example, a heightened Department of Foreign Affairs and Trade (DFAT) travel warning or low participant numbers for a study tour.

What are the minimum numbers for a study tour to run?

Study tours need a minimum of 12 participants to run. You will be informed shortly after the registration cut of date if a program will occur.

Would I get my money back if a study tour was cancelled?

If a study tour does not run due to lack of participants, the AEF will refund your deposit. You will also be given the option to sign up for another programme that is running.

Participants are advised to ensure they have travel insurance to cover the cancellation of a study tour due to heightened DFAT travel warnings. This is of particular importance if you have paid more than the deposit.

What happens if I need to cancel my participation?

Cancellation of participation must be received in writing. The date of withdrawal will be the date on which written notice is received by the AEF. Cancellation charges for withdrawal are as follows:

More than 60 days prior to departure - loss of deposit;
30 to 60 days prior to departure - 50% of total Study Tour costs;
Less than 30 days prior to departure - 100% of total Study Tour cost.

Participants are strongly encouraged to take out travel insurance when they are informed the study tour is going ahead. This will aid you in claiming any funds lost due to personal circumstances.

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Asialink, The University of Melbourne

FAQ information