Monash University graduate research students may need to travel during their candidature to conduct fieldwork, access specialised laboratories or equipment, attend conferences, visit research sites, or complete other research-related activities. Monash University provides a formal Study Away process for students who need to undertake approved travel as part of their research.
The university’s current guidance explains the approval requirements, eligibility conditions, travel grant amounts, insurance arrangements and documentation students need to prepare before travelling.
| Category | Details |
|---|---|
| Program | Graduate Research Study Away |
| University | Monash University |
| Eligible students | Graduate research students |
| Purpose | Fieldwork, conferences and other research activities |
| Minimum enrolment before travel | 6 months EFT |
| Application timing | At least 6 weeks before travel |
| Maximum Study Away period | 12 months |
| International travel grant | $2,300 |
| Domestic travel grant | $900 |
| Travel insurance | Available for formally approved travel |
| Application | Online Study Away application |
| Approval | Supervisor, Postgraduate Coordinator and MGRO; international travel also requires Associate Dean Graduate Research approval |
What Is Monash Graduate Research Study Away?
Study Away allows graduate research students to temporarily travel away from their usual campus location while remaining actively enrolled.
According to Monash, travel may be necessary for activities such as:
- Conducting fieldwork
- Accessing specialised equipment
- Working in laboratories
- Visiting historical or research sites
- Presenting research at conferences
- Completing other research-related activities
Students must comply with Monash’s Staff & Student Travel Policy, Student Travel Procedure and Enrolment Procedure when requesting and undertaking Study Away.
Before applying, students are expected to discuss their plans with their supervisor and relevant academic unit or faculty.
Who Can Apply for Study Away?
A student must be currently enrolled and have sufficient enrolment time remaining when applying.
Monash specifies several enrolment requirements.
Minimum Six Months of Enrolment
Students must have completed at least six months of EFT enrolment before the proposed travel begins.
Active Enrolment Required
Students must remain actively enrolled throughout the Study Away period and cannot take a leave of absence during the proposed travel period.
Research Progress Must Not Be Disrupted
The travel cannot interfere with the student’s:
- Research milestones
- Coursework requirements
- Other candidature obligations
Students also cannot submit their thesis or be under examination while undertaking an approved Study Away period.
Confirmation Milestone for Travel Grants
Students applying specifically for a travel grant must have successfully completed their Confirmation milestone.
How Early Should You Apply?
One of the most important requirements is the application deadline.
Monash requires Study Away applications to be submitted at least six weeks before the commencement of travel.
The application must include all relevant documentation. Incomplete or incorrect applications will not progress and the student may be required to submit a new application.
Backdated variation requests are not approved.
This makes early planning particularly important for students who need flights, conference registration or other arrangements confirmed before departure.
How Does the Study Away Approval Process Work?
Before submitting the application, students should:
- Discuss the proposed travel with their supervisor.
- Confirm that they meet the enrolment requirements.
- Check faculty or departmental requirements.
- Complete a risk assessment where required.
- Obtain ethics approval where applicable.
- Prepare evidence supporting the purpose of the trip.
- Submit the Study Away application online.
Once submitted, the application progresses to the student’s main supervisor, followed by the Postgraduate Coordinator, before being considered by the Monash Graduate Research Office (MGRO) for final approval.
International travel also goes to the Associate Dean Graduate Research for approval.
Monash Graduate Research Travel Grants
A particularly useful component of the Study Away system is the travel grant.
Monash describes the travel grant as financial assistance for a period of approved Study Away. It can be used for expenses such as:
- Airfares
- Taxis and other travel-related expenses
- Conference registration fees
For students based at Monash University Australia, eligible students can receive a one-off travel grant for either international or domestic Study Away.
International Travel Grant
$2,300
Domestic Travel Grant
$900
Students cannot receive both grants as separate awards for the same eligibility framework; the grant is available as a one-off payment for either international or domestic Study Away.
Who Is Eligible for the Travel Grant?
To qualify, students must satisfy the applicable criteria.
The travel should involve one or more of the following:
- Approved fieldwork relevant to the research project, supported by evidence of planned activities
- Presenting at a conference, supported by an abstract submission, acceptance or invitation
- Successful completion of the Confirmation milestone
- Travel occurring before thesis submission
Monash also states that applicants must follow the Study Away application process and meet the relevant requirements.
Who Cannot Receive the Travel Grant?
The travel grant is not available to students who:
- Are eligible for a staff travel grant
- Are externally enrolled and applying to visit their home campus
- Are under examination
- Have previously received a travel grant
- Are not receiving contributing funds from the local level
Therefore, satisfying the general Study Away requirements does not automatically mean a student qualifies for the travel grant.
How Are Travel Grant Funds Paid?
The approved amount is credited to the relevant Academic Unit and/or Faculty.
Students then contact their Academic Unit or Faculty to receive the funds.
For flights and accommodation booked through FCM Travel using approved travel grant funds, the University pays the costs directly up to the approved budget.
International Travel Requirements
Students based at Monash University’s Australian campuses have additional requirements for university-approved international flights.
All approved international flights must be booked through Monash’s travel partner, FCM Travel.
The arrangement allows Monash to maintain visibility of students’ itineraries and provide support in the event of travel disruptions.
FCM also provides 24/7 assistance and access to Monash-negotiated rates for flights and hotels.
Personal Travel
Students may combine approved university travel with personal travel, but personal travel must be self-funded.
Monash travel insurance covers personal travel for only up to three days before and three days after the approved international travel period.
If personal travel extends beyond those three-day periods, students must arrange their own travel insurance.
Monash Travel Insurance
Travel insurance is an important part of the Study Away process.
Students undertaking approved travel must ensure they have access to and are covered under Monash University’s travel insurance policy.
However, there is a crucial condition:
Only formally approved travel is covered by the University’s travel insurance policy.
Travel more than three days before or after the approved Study Away period is not covered under the University Travel Insurance.
For approved domestic travel, Monash states that the travel insurance covers certain losses involving flights and accommodation, while medical expenses are handled through Medicare or private medical insurance.
There are also restrictions relating to travel to a student’s Country of Residence or Domicile, so students should contact Monash Insurance Services if this applies to their circumstances.
Important Middle East Travel Restriction
Monash’s current guidance also contains a specific travel restriction concerning the Middle East.
The University states that it has suspended staff and student travel to and via the Middle East effective immediately because of tensions in the region.
For Study Away applications, MGRO is only approving travel where:
- A detailed itinerary is provided; and
- The itinerary clearly demonstrates that the student will not travel through the Middle East.
Because travel restrictions can change, students should check Monash’s latest travel safety guidance before making arrangements.
Visa Considerations for International Students
International students based at Monash University’s Australian campuses who hold a student visa should contact Monash Connect before undertaking extended Study Away outside Australia.
This is important because leaving Australia for an extended period may have visa implications.
Students should not assume that approval of their academic travel automatically resolves immigration or visa requirements.
Can Study Away Last More Than One Year?
No.
Monash states that applications for a Study Away period exceeding 12 months will not be approved.
Students who intend to relocate away from campus and will not remain within commuting distance may instead need to consider an attendance variation application to transfer to external enrolment, rather than submitting a standard Study Away application.
What Documents Are Required?
The exact documentation depends on the type of travel.
Monash provides separate guidance for:
- Domestic travel
- International travel
- Personal travel
- Joint award residency
- Intercampus travel
Students should review the relevant checklist before completing the online application because the required documents must be supplied for the application to progress.
Evidence supporting the purpose of travel is particularly important.
For example, conference travel may require evidence of an abstract submission, acceptance or invitation to present.
Fieldwork applicants should provide evidence demonstrating the planned research activities.
Returning From Study Away
Study Away does not end the student’s enrolment obligations.
Once the approved travel period ends, the student must confirm their return to study.
Monash sends an email on the day the approved travel period ends requesting confirmation that the student has returned.
The student then completes the return form through the link provided in that email.
Final Application Checklist
Before submitting a Monash Graduate Research Study Away application, students should check:
- I have discussed the travel with my supervisor.
- I have completed at least six months EFT enrolment.
- I will remain actively enrolled during the travel period.
- The travel will not interfere with my milestones or coursework.
- I am not submitting my thesis or undergoing examination during Study Away.
- I have completed Confirmation if applying for a travel grant.
- I have prepared evidence supporting the purpose of travel.
- I have completed any required risk assessment.
- I have obtained ethics approval where applicable.
- I am submitting the application at least six weeks before departure.
- I have checked visa requirements if I am an international student.
- I understand the applicable travel insurance conditions.
- I have checked current travel restrictions.
- I understand that international flights from Australian campuses must be booked through FCM.
Final Thoughts
The Monash University Graduate Research Travel and Study Away arrangements provide research students with a structured way to undertake fieldwork, attend conferences and complete other research activities away from their usual campus.
For eligible students based at Monash University Australia, the $2,300 international travel grant and $900 domestic travel grant can help offset approved research travel expenses. However, students must meet the specific eligibility requirements and should not confuse Study Away approval with automatic entitlement to a travel grant.
The most important practical point is timing: Study Away applications must be submitted at least six weeks before travel, together with the required documentation.
Students should also review Monash’s latest travel safety, insurance and visa guidance before making bookings, particularly where international travel is involved.
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