1. The purpose of our procedure
This procedure supports the implementation of the Travel Policy and outlines the requirements for Adelaide University students undertaking University-related travel. It ensures we meet our duty of care to students undertaking University-related travel, in line with the Travel Policy, through appropriate planning, approvals, and risk management.
Please read this procedure in conjunction with the following:
Our procedure provides authority to maintain associated travel protocols.
2. Who our procedure applies to
Our procedure applies to students whose travel is approved by Adelaide University for business, academic, research or other recognised purposes, including travel funded or administered by Adelaide University, or where Adelaide University procedures apply.
2.1 Inclusions
This procedure applies to students undertaking domestic or international travel that:
- has been approved by Adelaide University
- is undertaken as part of an Adelaide University program or activity
- receives partial or full funding or support from Adelaide University
This may include:
- undergraduate, postgraduate coursework, and graduate research students
- exchange and study abroad programs
- placements, internships, and volunteering
- field trips and study tours, including single-day activities
- research-related travel
- student conference attendance
- participation in third-party or partner programs endorsed by Adelaide University.
This includes travel undertaken during official study breaks, where it meets the above criteria and is formally approved by the University.
2.2 Exclusions
This procedure does not apply to:
- personal or recreational travel not affiliated with activities of Adelaide University
- travel where the University does not approve or reimburse any component
- staff travel or travel by official visitors (see Staff and Visitor Travel Procedure)
- students enrolled in transnational education (TNE) or offshore programs, unless they are travelling as part of a university-endorsed activity or placement program
- international students relocating to Adelaide to commence or continue their studies
- students undertaking inbound programs hosted by Adelaide University.
3. Our Student Travel procedure
The following outlines what actions students must take before, during and after student travel. Further guidance and tools are linked where relevant.
3.1 How to apply for student travel
Student travel must be approved by a [delegated authority] and registered with Adelaide University before travel commences. The travel details must match the approved activity and support eligibility for insurance and risk services.
Students are expected to use Adelaide University’s designated travel provider, especially when it is arranged or funded by Adelaide University, unless advised otherwise by an authorised Adelaide University representative. Where students fund their own travel or receive travel funds directly, such as through a grant, scholarship or loan, they may, unless otherwise directed, make their own travel arrangements, provided they comply with Adelaide University guidance and requirements.
Students may not be able to book travel directly with Adelaide University’s designated travel provider, and in such cases must work with a designated travel arranger, such as an Adelaide University administration staff member or their academic supervisor, to coordinate bookings.
Refer to:
- [Travel Registration Guides]
- [Student Travel Approval Process].
3.2 Our approach to travel approvals and risk management
Travel must be approved by an authorised delegate in accordance with this procedure. Travel to high-risk destinations requires additional risk assessment and endorsement, as outlined in the High-Risk Travel Procedure.
3.3 About travel insurance
Before travelling, students must review the Adelaide University [travel insurance webpage] for any listed coverage exclusions or sanctioned destinations.
Where travel is not covered by Adelaide University's insurance, this does not automatically prevent approval. However, the travel may be subject to further assessment under the High-Risk Travel Procedure.
3.4 Our pre-departure and enrolment requirements
Students must:
- complete all required Adelaide University pre-departure training and ensure any required enrolment or leave of absence is in place.
- International students must ensure their travel plans comply with their temporary visa conditions and will not adversely affect their visa, study progression or future work prospects.
- sponsored international students must receive written approval from their sponsor, as well as their [Adelaide University sponsor liaison officer], where relevant, prior to commencing an application for an activity or program involving student travel.
- check the Adelaide University [travel insurance webpage] to determine if their intended destination and activities are subject to international sanctions or insurance exclusions. If the destination is listed, or if further clarification is needed, they must contact the [Insurance Office] before finalising travel plans.
- refer to Adelaide University-provided pre-departure and enrolment information.
3.5 How travel is monitored and incidents supported
While travelling, students must check in using Adelaide University’s designated risk and incident management system as required. The system provides medical and security assistance, including alerts about emerging risks. Students should follow any guidance issued through the system, or from Adelaide University directly, during their travel.
In the event of a serious incident, or if contact with the student cannot be established within a reasonable timeframe, Adelaide University or its designated risk provider may notify the emergency contact nominated by the student as part of their travel registration to support their safety and wellbeing.
For further information refer to the Adelaide University [travel insurance webpage].
3.5.1 Incidents and Emergency Response
Adelaide University’s emergency response provider classifies incidents using a four-level risk scale to help university travellers understand the potential impact of emerging threats. These levels are detailed in our High-Risk Travel Procedure.
In the event of an incident or emergency the University may initiate an emergency response as detailed in our High-Risk Travel Procedure.
3.6 Student conduct and behaviour while abroad
Students must comply with local laws, host country regulations, and Adelaide University policies and procedures while travelling. This includes expectations relating to the [Student Code of Conduct], academic integrity, respectful behaviour and safety.
Students may also be subject to certain Australian laws while overseas, such as those relating to bribery, fraud and export controls.
3.7 Travel funding and travel expenses
3.7.1 University-funded travel
If travel is funded directly by Adelaide University, such as through research project allocations, graduate research support schemes or internal grant programs, students must meet the relevant eligibility criteria and comply with any conditions or guidelines set by the University.
Students whose travel is paid through university-managed research budgets must also follow the [Business Expense Procedure] and Financial Management Policy, where applicable. This is particularly relevant for graduate research students, whose travel may be booked and managed in accordance with staff travel processes.
Refer to the [Business Expense Procedure].
3.7.2 Externally funded or self-funded travel
Students who receive travel funds directly, whether from Adelaide University, through a grant or scholarship, or from an external source such as OS-HELP or the New Colombo Plan, are responsible for how those funds are used. This includes complying with the terms and conditions of the relevant funding program.
Students whose travel is funded by an external body but administered by Adelaide University must also comply with this procedure and any applicable terms of the funding arrangement.
Receiving University-managed funds is conditional on completing all required pre-departure or preparatory tasks set by Adelaide University.
Regardless of the funding source, all students must ensure their travel is approved, registered, and compliant with Adelaide University procedures.
Further information about OS-HELP and application procedures will be available through the Adelaide University Website.
Refer to [Adelaide University’s New Colombo Plan information page] for current program details.
Information on any Adelaide University-funded grants for student travel will be published once available.
3.7.3 Personal travel
Students may request to include personal travel in conjunction with approved University travel. Where travel is fully funded by Adelaide University, the personal component must not exceed 50% of the total travel duration unless otherwise approved.
For externally funded or self-funded travel, personal travel may be permitted beyond this threshold, provided it does not interfere with academic, visa, or insurance obligations.
Adelaide University travel insurance may apply to incidental personal travel in some cases, but coverage is not guaranteed. Students are advised to contact the [Insurance Office] to clarify any limitations or exclusions before confirming personal arrangements.
3.8 What to do when cancelling, deferring or amending travel arrangements
Students who withdraw from travel may remain liable for any non-refundable costs or may be ineligible for financial reimbursement.
Students must notify their relevant Adelaide University contact, such as a program coordinator, Global Learning Advisor, or supervisor, as soon as possible if they need to cancel, defer or amend their travel plans.
For students undertaking travel linked to coursework, changes may affect enrolment or credit eligibility. Graduate research students must notify their principal supervisor and relevant [Graduate Research School] contact where applicable.
Adelaide University may, at its discretion, rescind travel approvals prior to departure or require students to return from travel if safety, health or operational circumstances warrant early termination.
Where a student significantly changes their approved study plan or breaches the terms and conditions of their travel approval or associated program or activity, they may be required to repay any funding received.
4. Who holds a responsibility within this procedure
4.1 Students are required to:
- seek and obtain Adelaide University approval for travel before making any bookings
- submit a completed [Study Away/Application for Student Travel form] if required
- register their travel as directed by Adelaide University, ensuring accurate details are submitted
- ensure contact and emergency details are kept current in the [Student AU Portal]
- complete all pre-departure requirements, including training, insurance review and risk assessments where applicable
- consider their personal circumstances and health status before applying for travel, and seek medical advice if unsure whether they are medically fit to travel
- agree to and comply with any specific terms and conditions issued as part of their approved travel, or associated activity or program, including the [Student Code of Conduct] and other relevant University policies
- review and understand the limits of Adelaide University’s travel insurance, including exclusions
- check the Adelaide University [travel insurance webpage] to determine if their intended destination is subject to international sanctions or insurance exclusions. If the destination is listed, or if further clarification is needed, students must contact Risk before making any travel arrangements. This includes destinations where approval may be required under the Autonomous Sanctions Act 2011.
- seek approval using the [High-Risk Travel Assessment Form] if the destination is rated ‘Reconsider your need to travel’ or ‘Do not travel’ by the Department of Foreign Affairs and Trade (DFAT) or as otherwise determined under the High-Risk Travel Procedure.
- comply with visa, health, safety, and conduct expectations, and are encouraged to review official travel advice for their destination via the DFAT Smartraveller website
- comply with all University instructions issued before, during or after their travel.
4.2 The supervisor or travel approver is required to:
- review travel requests and assess the suitability of both the destination, and the proposed activity
- confirm the academic or program relevance of the proposed travel
- check that the student has met any prerequisites
- ensure the travel does not affect an international student visa holder’s study progression and expected completion date
- refer students to seek medical advice where appropriate
- disclose any known risks that may impact the student’s ability to participate safely
- ensure risk assessments, high-risk travel approvals, and any checks related to sanctioned or excluded destinations, as listed on the Adelaide University [travel insurance webpage], are completed in line with our High-Risk Travel Procedure
- approve or decline travel within their delegation and document decisions.
- verify that the travel registration reflects the approved travel dates, destination(s), and purpose in the [Adelaide University travel registration systems]
- ensure the student has nominated an appropriate emergency contact as part of the travel registration
- refer students to supporting documents, systems, or services where appropriate.
5. Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Graduate research student means student enrolled in a graduate research program, such as the Master of Research, Master of Philosophy or Doctor of Philosophy. It does not include coursework programs with a research component, such as Honours.
High-risk travel: Travel to destinations assessed by the University as carrying elevated personal or institutional risk. This includes locations rated “Do Not Travel” or “Reconsider Your Need to Travel” by the Australian Government, or as otherwise determined under the High-Risk Travel Procedure.
Student: A Student is a person enrolled in an Enabling Program, award or non-award coursework study, a research program, or a short course or microcredential at Adelaide University.
6. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | Travel Policy |
Policy category | Corporate |
Approving authority | Co-Vice Chancellors/Vice Chancellor and President |
Policy owner | Deputy Vice Chancellor –International and External Engagement |
Responsible officer | Deputy Vice Chancellor –International and External Engagement |
Effective from | 1 January 2026 |
Review date | 8 August 2026 |
Enquiries | Interim Central Policy Unit/[Central Policy Unit] |
Replaced documents | None |