Frequently Asked Questions

Course Inquiries

Is a student able to change from coursework to research work?

No. The APS Program does not wish to be in the position where the student is seeking a variation of their initial scholarship. The section 4.6 Scholarship Variations 4.6.1.1 states that through the selection process and scholarship offer it is expected that variations will not be necessary. The student is encouraged to make a very informed choice initially to choose the pathway that is right for them in consultation with their employer.
What is the minimum length of the Masters?

The Specific Terms of the Agreement indicates that the APS office in Jakarta will only accept offers that fall within the framework of two years or 2-4 semesters being the limit. A 12 month Masters is acceptable. Scholarships are not available for undergraduate study.

APS Awardees may only apply for a course leading to one qualification. The rationale behind restricting the program to one qualification is simply dictated by AusAID's guidelines. Like the ADS Scheme, APS students can only undertake a single Masters Study program.
What is the policy on suspensions?

Yes suspensions are possible.

The program's expectations for suspensions/variations/extensions are outlined in 4.9.3.1 (4) . It is stated in 4.6.3.1 (1) that the maximum extension is 12 months. We will inform all institutions of AIP's position on students who do not return in due course.
Can students study at 75% and not 100%?

Students are expected to carry 100% academic load. Supports are in place for students should they require academic assistance.
What is the process for a student's completion of studies?

It is correct to assume students will not be considered qualified until their thesis is passed by examiners. The APS therefore requires information from the institution when the thesis is submitted and when the thesis is qualified- which may be six months after the submission date. We need to respect each student's need to officially complete and return to Indonesia. Advice on each student's result is required as per the clause, not a bulk submission at the end of the period.

Operational Inquiries

Can the APS Program pay monies directly to third parties i.e. DIAC?

APS cannot pay upfront to third parties e.g. DIAC. We need the institution to pay and then we will reimburse the costs.
Can institutions use their own reporting forms or spreadsheets?

Institutions may create their own reports provided they maintain the fields outlined in the Appendices.
Will the APS Program meet the costs of the farewell function?

The APS Program will not meet the associated costs of the program. Outlined in 4.13.2 are the guidelines for the function.
Is there a risk management template?

The Institution can develop and maintain their own risk management strategy or use existing policies. If the policy does not include specifics to the APS Program it may be wise to amend it accordingly.
As there is no management fee attached to this scholarship is it possible to build APS fees into APS tuition?

No. The APS Program will only accept advertised tuition fees charged to their private fee paying international students. No mark-up on these fees is possible.

Support Services

What is the process in the event of a critical incident that occurs on the weekend or out of office hours?

In the event of a critical incident institutions must seek prior approval from APS before committing any expenditure to fulfil their responsibilities. APS will reimburse approved expenditure. Institutions will be provided with the mobile phone number of the Senior Program Manager APS Programs to seek such approval in the event of a critical incident affecting an APS student.
What are the exact services institutions are being asked to deliver?

The APS Program is asking that institutions provide soft services. For example, an APS officer with whom students will have direct contact, someone who can sign forms for them, provide the student with contacts etc. General Support 4.5.1 outlines what is expected from institutions regarding support services.
When institutions request for tutorial support what will be the turn around time on the request?

Provided proper and full documentation is submitted to the APS Program for approval the turnaround time should be very quick as it is in the best interest of the student. Approval will be made by the APS Canberra Senior Program Manager.

Travel Concerns

Some institutions are not able to travel to Indonesia due to travel advisories and lack of travel insurance. Will these institutions be disadvantaged?

The face to face APS Information Day is not the only way to promote an institution's capabilities or convince an applicant to choose a particular institution. Institutions are encouraged to focus on promoting their capabilities through the World Wide Web.
What is the policy on security concerns ?

If APS or the Institution becomes aware of security concerns dialogue between the two parties needs to occur and AIP will be informed.

Visa Issues

What is the procedure for Visa extensions?

It is indicated in 4.10.1.1 (2) that DIAC will only extend the visa based on APS Canberra's recommendation. The Operations section 4.10.1.2 outlines the institutions responsibilities in assisting the student with visa extensions.

The scholarship completion date will be the departure date.

Health checks and visa extension costs should first be met by the institution and then reimbursed by the APS Canberra Program.
What are the procedures regarding the Work Visa?

The Specific Terms of the Agreement 4.12.3 reads that the student is to study full time and not work during the semester unless it is specifically relevant to his/her course.

The APS Program cannot regulate initiatives of individual Institutions regarding work and issuing of visas. Theoretically, work should not be a concern of the student. Students are choosing institutions based on the quality of the academic outcome and how that outcome best marries with their Indonesian employment.
Will any student be given a 2 year visa if their course of study is only for 18 months?

Visa Extensions 4.10.1 indicates that the visa issued will be consistent with the placement offer so this should not occur.
What visa will the student be arriving on?

Students will be issued an AusAID (Subclass 576) visa and will follow the associated stipulations.

Families

How soon can we expect families to follow?

Normally, 70% of Indonesians bring their families. They may come after 6 months of the student's arrival.
What is the process for the approval for families and information on families ?

Accompanied Students 4.11 outlines the guidelines for accompanied students. It is estimated that 70% of Indonesians will bring families. Based on recommendation from the institution 4.11.2 (4) the APS Program will seek approval from the AIP. The responsibilities of the institution are outlined in 4.11.2 (5). It is a strong preference that families join the APS student after 6 months of the student's arrival.

Privacy Issues

How will the privacy of the student be protected?

In the Agreement Part 1 Appendix 11 there is a form Permission to Release Personal Information. APS students will be asked to sign this when they receive their Establishment Allowance and Institutions are to keep the original and forward a copy to the APS Canberra Office. By signing this agreement the student is allowing the institution and APS to discuss and share their information.

The APS Program would not ask a professional i.e. Counsellor to release information which would go against their professional judgement.

Contract Issues

What is the policy of IP on Promotional Materials?

The APS Program is only interested in the IP of materials relating to the program not the student (that is, the student's academic work). If the Institution created promotional materials aside from their website which quoted both the institution and the APS program AusAID would reserve the right to claim IP on this material.
Who will approve variations and the associated costs?

The APS Canberra office does have the authority to approve variations up to 10% of the course costs. Any costs greater than this amount will go to AIP for approval. Variation requests will specify all costs for the extension and should include new fee levels. This submission will then be considered for approval.
Who can we contact for more information?

Further information can be obtained from the APS (Australia) Team at IDP in Canberra by emailing your enquiry to apsprogram@idp.com.