SOMSAS Student User Manual Overseas Short Term Programs

Transcription

1 SOMSAS Student User Manual Overseas Shrt Term Prgrams Table f cntents WHAT IS SOMSAS? 2 CREATE A NEW APPLICATION 2 Shrt Term Prgram 3 ADD SUBJECTS TO YOUR APPLICATION 3 Hst Institutin Details 4 Partner / Independent Shrt Prgrams 5 La Trbe Study Tur 5 Clinical Placement 5 Internships 5 PhD Students 5 Subject Details 6 Partner/ Independent Shrt Prgrams 7 La Trbe Study Tur 7 Clinical Placement 7 Internships 7 PhD Students 8 Adding additinal subjects and/ r hst institutins 8 SUBMIT YOUR APPLICATION 9 Full Time Credit Pint Equivalence 9 Partner/ Independent Shrt Prgrams 9 La Trbe Study Tur 9 Clinical Placement 9 Internships 10 PhD Students 10 Cnfirmatin 11 APPLICATION RETURNED TO STUDENT 11 Mre Infrmatin Required 11 Cmpulsry/ Recmmended Subjects 11 WITHDRAWING AN APPLICATION 12 STUDY PLAN APPLICATION OUTCOME 12 Applicatin Reprts 12 QUICK TIPS 13 CONTACTS 14 DEFINITIONS 14 Overall Applicatin Statuses 14 Date: 18 January 2017 Versin: 1.0 Authr: Christine Watsn

2 What is SOMSAS? SOMSAS (Student Outbund Mbility Subject Apprval System) is an nline system that allws study plan applicatins fr utbund exchange and verseas shrt-term prgrams t be entered, submitted and apprved fr credit electrnically. This system takes the place f the previus paper-based Outbund Exchange Study Plan and Overseas Shrt Prgram Frm (Sectins 1C and 1D). The system autmatically allcates applicatins t the apprpriate Cllege Client Services team wh can either update the applicatin r reallcate t Curse/ Discipline Crdinatrs fr review and apprval. The prgress f the applicatin can be mnitred by the student and La Trbe Abrad, and prcesses have been built in t facilitate timely review and apprval. The system is accessible at Students can access SOMSAS with their nrmal La Trbe lgin and passwrd, and neither will be needed if yu are already lgged int the La Trbe netwrk. Students can als access SOMSAS frm any cmputer with an internet cnnectin. Please nte SOMSAS has nt been designed t wrk n mbile devices. Create a New Applicatin Lgin t SOMSAS via shrt-term prgram apply website r via Click the Start New Applicatin buttn. Yur persnal infrmatin and Cllege will autmatically ppulate. Select the Applicatin Type Shrt Term Prgram (STP). 2

3 SHORT TERM PROGRAM Refers t an verseas prgram equivalent t less than 1 La Trbe semester usually 2-6 weeks in length, r less than 45 LTU credit pints. Select the STP Start date the date the shrt term prgram cmmences Select the STP Finish date the date the shrt term prgram ends Nte: Ensure yu select the start and end dates as specified by the prgram prvider. The start and finish dates cannt be amended after saving. Add Subjects t Yur Applicatin The main SOMSAS page enables students t add subjects t the hst institutin/ prgram prvider, mnitr the prgress f their applicatin and nce apprved, print the required Study Plan and Credit Equivalence Reprt. The Submissin Guidelines are designed t assist students thrugh the applicatin prcess. As students add subjects t their applicatin these appear in the Current Subjects in Applicatin sectin. T begin adding subjects t yur applicatin, click the blue Add Subject buttn. The New Subject screen will pen, and this enables yu t add the Hst Institutin Details and cmplete the Subject Details. 3

4 HOST INSTITUTION DETAILS Select yur Hst Institutin frm the drp dwn list. Students will nly be able t see Hst Institutins relevant t the Applicatin Type (Semester Exchange r Shrt-Term Prgram). The Hst Cuntry will autmatically ppulate fr mst Hst Institutins. If this des nt ccur fr yur selected Hst Institutin, select the relevant Hst Cuntry frm the drp dwn list. Nte: If yur prgram invlves study in mre than ne cuntry, please select ne f the cuntries and list all ther cuntries n the Overseas Shrt Prgram (OSP) Frm. The Hst Institutin Other is available fr Shrt-Term Prgrams nly. Fr Shrt-Term Prgram applicatins where Other is selected fr the Hst Institutin, additinal steps may need t be cmpleted as utlined belw. An infrmatin bx will appear advising yu f the requirement t cmplete and submit the Nn-vetted Prgrams Checklist as part f yur Study Plan applicatin in SOMSAS. This is mandatry (except fr La Trbe Study turs, PhD prgrams r SHE Cllege rganised clinical placements), and must be accmpanied by a written statement addressing each f the items n the checklist. The Hst Institutin text bx will appear, and this is where yu will type the name f the Hst Institutin r Prgram Prvider The Attached File? field will appear. If yu intend t attach yur cmpleted checklist and statement nw befre yu begin wrking n yur applicatin, select Yes. If yu will attach these at a later stage, select N and dn t frget t cmplete this later! Nte: Assessment f yur study plan applicatin in SOMSAS will nt be cmpleted until the Nn-vetted Prgrams Checklist and supprting written statement are prvided. Nte these dcuments are nly required where a student has selected Other fr the Hst Institutin, and des nt meet ne f the exceptins nted abve. T attach the Nn-vetted Prgrams Checklist use the Attach File buttn frm the Edit ribbn at the tp f the page. This can be dne befre r after the applicatin is submitted 4

5 Partner / Independent Shrt Prgrams Students undertaking a shrt prgram at a La Trbe University exchange partner university, r thrugh ne f the apprved prviders listed n ur website shuld select the name f the relevant institutin r prgram prvider fr the Hst Institutin. La Trbe Study Tur Students undertaking a La Trbe Study Tur (a La Trbe subject taught at ne r mre verseas lcatins) shuld select La Trbe University led Study Tur/ Overseas Prgram as the Hst Institutin Clinical Placement Students undertaking a Clinical Placement arranged in cnjunctin with the La Trbe SHE Cllege shuld select the relevant Hst Institutin (this will be a hst university, rganisatin r clinic) if listed. If the Hst Institutin is nt listed, please select Other and type the name f the hst university, rganisatin r clinic in the Hst Institutin text bx Internships Students undertaking an Internship/placement that is nt arranged in cnjunctin with the La Trbe Abrad prviders n ur website shuld select Other and type the name f the hst rganisatin r cmpany in the Hst Institutin text bx. PhD Students Pstgraduate Research (Masters r PhD) students undertaking a prgram verseas that wish t apply fr a mbility grant, and have reviewed the requirements n the Shrt Prgram website shuld select Overseas PG Research Experience (PhD r Masters). This might relate t research verseas, presenting at a cnference r ther similar activity. 5

6 SUBJECT DETAILS Once yu have cmpleted yur Hst Institutin Details, click the Subject Details tab. Enter the Hst Subject Cde, Hst Subject Name, and Hst Credit Pints fr the first subject. If the Hst Subject yu wish t take has nly a Cde r a Name enter this int bth fields. Enter the Equivalent LTU Credit Pints fr yur Hst Subject. This will usually be 15 r 30, r 0 (if the prgram is t cunt twards a curse requirement fr certain clinical placements). Select the Subject Type yu want this Hst Subject t be apprved against. The Subject Type relates t yur La Trbe degree structure. If yu require assistance in understanding yur degree structure, please arrange an appintment with the ASSC r SHE Cllege Client Services representative via ASK La Trbe in the Library. Fr Cre subjects click the buttn fr Cre, enter the LTU Subject Cde in the text bx and click Verify Subject Cde. The LTU Subject Name will appear nce verificatin is cmplete. Fr Elective subjects click the buttn fr Elective. The LTU Subject Name will be entered by the Cllege Client Services team after yu have submitted yur applicatin. Add the descriptin f the Hst Subject. 6

7 Enter the Hst Subject infrmatin, r a link t the infrmatin, in the Hst Subject Infrmatin text bx; OR Attach the Hst Subject Descriptin by using the Attach File buttn frm the Edit ribbn at the tp f the page. Students can either cpy and paste the descriptin frm the Hst Institutin website int a Wrd Dcument, r if available dwnlad a PDF descriptin frm the Hst Institutin website. Nte: Students must enter a Hst Subject Descriptin via ne f the abve methds, therwise the system will nt allw yu t save the Subject. Click Save. Yu will nw return t the main applicatin screen, and will see the subject yu added under the Current Subjects in Applicatin sectin. Partner/ Independent Shrt Prgrams If there is n Hst Subject Cde enter the prgram name int the Hst Subject Cde bx. Enter the prgram name int the Hst Subject Name bx. Enter the credit pints listed in the subject/ prgram descriptin int the Hst Credit Pints bx. Enter the Equivalent LTU Credit Pints. Select the relevant Subject Type and fllw the instructins abve. La Trbe Study Tur Enter the La Trbe Study Tur subject cde int the Hst Subject Cde bx. Enter the La Trbe Study Tur subject name int the Hst Subject Name bx. Enter the La Trbe Study Tur credit pints int the Hst Credit Pints and the Equivalent LTU Credit Pints bx. Select Cre as the Subject Type and fllw the instructins abve. Clinical Placement If there is n Hst Subject Cde, enter the name f the Clinical Placement int the Hst Subject Cde bx. Enter the name f the Clinical Placement int the Subject Name bx. Enter 0 int the Hst Credit Pints bx if nt part f a La Trbe Subject. If the Clinical Placement is t cunt twards full subject credit, enter the number f credits in the Equivalent LTU Credit Pints bx. If the Clinical Placement is t cunt twards partial subject credit, enter 0 int the Equivalent LTU Credit Pints bx. Select the relevant Subject Type and fllw the instructins abve. Internships If there is n Hst Subject Cde Enter, the name f the Internship and area f study it will cver int the Hst Subject Cde bx (eg. Sprts Jurnalism Internship). 7

8 Enter the name f the Internship and area f study it will cver int the Subject Name bx. Enter 0 int the Hst Credit Pints bx if nt part f a La Trbe Subject. If the Internship is t cunt twards full subject credit, enter the number f credits in the Equivalent LTU Credit Pints bx. If the Internship is t cunt twards partial subject credit, enter 0 int the Equivalent LTU Credit Pints bx. Select Elective as the Subject Type and fllw the instructins abve. PhD Students Enter the name f the Cnference r Research subject area int the Hst Subject Cde bx (eg. Archaelgy Cnference r Egyptian Artefact Research). Enter 0 int bth Hst Credit Pints and Equivalent LTU Credit Pints bx. Select Elective fr the Subject Type. Enter int the Hst Subject Infrmatin bx r uplad a ne page statement explaining hw the verseas prgram will impact yur research, and list any ther funding yu are receiving. Als include the name f yur Research Supervisr. ADDING ADDITIONAL SUBJECTS AND/ OR HOST INSTITUTIONS Cntinue t enter additinal subjects fr yur Hst Institutin by repeating the prcess abve. Yu will see that when yu nw select the Add Subject buttn the Hst Institutin Details autmatically ppulate n the infrmatin yu previusly entered. Nte: Students can nly apply fr ne verseas prgram per applicatin in SOMSAS. If yu are applying fr anther verseas shrtterm prgram, yu will need t cmplete a separate applicatin fr that prgram. 8

9 Submit Yur Applicatin Once yu have added all f the Hst Subjects t yur applicatin, prceed t submit yur applicatin fr assessment. Please ensure that all details are cmplete, as further changes cannt be made after submissin. Click the Submit Applicatin buttn at the tp f the applicatin page. FULL TIME CREDIT POINT EQUIVALENCE This will autmatically pen the Credit Pint Equivalence page fr yu t cmplete. The Hst Institutin yu have entered subject/s fr will appear in the first clumn, and yu will need t cmplete the Hst University Credits and Equivalent LTU Credits clumns. Students are encuraged t cmplete the Hst University Credits clumn where pssible. Students shuld cmplete the Equivalent LTU Credits clumn as a minimum. Partner/ Independent Shrt Prgrams The Hst University Credits infrmatin may be available in the subject/ prgram descriptin. If yu are unsure leave this sectin blank Enter the number f La Trbe credits yu believe the verall prgram is equivalent t in the Equivalent LTU Credit Pints bx. This is usually 15 r 30 La Trbe Study Tur Enter the La Trbe Study Tur credit pints int the Hst University Credits and the Equivalent LTU Credit Pints bx. Clinical Placement Enter twards curse requirement int the Hst University Credits bx. 9

10 If the Clinical Placement is t cunt twards full subject credit, enter the number f credits in the Equivalent LTU Credit Pints bx. If the Clinical Placement is t cunt twards partial subject credit, enter twards curse requirement int the Equivalent LTU Credit Pints bx. Internships Enter twards curse requirement int the Hst University Credits bx. If the Internship/Placement is t cunt twards full subject credit, enter the number f credits in the Equivalent LTU Credit Pints bx. If the Internship/Placement is t cunt twards partial subject credit, enter twards curse requirement int the Equivalent LTU Credit Pints bx. PhD Students Enter twards research requirement int the Hst University Credits and the Equivalent LTU Credit Pints bx. Once yu have cmpleted the Credit Pint Equivalence table click Send t Cllege. If yu require assistance in cmpleting this sectin please visit the Glbal Lunge r cntact La Trbe Abrad at studyabrad@latrbe.edu.au. 10

11 CONFIRMATION Students will receive an acknwledgement nce their applicatin has been submitted. Yu can access and track yur applicatin at any time via the link in this , r by lgging int SOMSAS frm the shrt-term prgram website. Applicatin Returned t Student There are tw instances where a students applicatin may be returned t them fr further infrmatin. Students will be ntified via when either f these ccur. MORE INFORMATION REQUIRED A subject assessr may determine that insufficient infrmatin has been prvided by the student fr a particular subject. In this instance the assessr will apply a status f Mre Infrmatin Required t that specific subject, and the student will receive an autmatic requesting actin. The subject assessr will be required t enter a Subject Cmment explaining what additinal infrmatin is required. This can be accessed by pening the subject in SOMSAS. Yu can prvide the additinal infrmatin requested by entering text int the Subject Cmment text bx r by using the Attach File buttn frm the Edit ribbn at the tp f the page t uplad a dcument. Ensure yu click Save fr the subject, as it is this actin that will ntify the assessr yu have prvided the additinal infrmatin. COMPULSORY/ RECOMMENDED SUBJECTS While reviewing an applicatin, assessrs may determine the student shuld add a cmpulsry and/ r recmmended subject fr the Hst Institutin. In this instance the assessr will apply a status f Cmpulsry Subjects Requested, and the student will receive an autmatic requesting actin. Details f the Cmpulsry/ Recmmended Subjects requested can be accessed by clicking the Edit Applicatin Details buttn in SOMSAS. Assessment f yur applicatin will nt prgress until yu prvide the Cmpulsry/ Recmmended Subjects requested. T cmplete the request, fllw the Add Subject instructins abve. Once yu have added the Cmpulsry/ Recmmended Subjects, click the Submit Applicatin buttn t resubmit yur applicatin. Yu will receive an autmatic resubmissin cnfirmatin . 11

12 Withdrawing an Applicatin Students can withdraw their applicatin in SOMSAS at any time after submissin if required. T d this, lgin t SOMSAS and g t the main applicatin page fr yur applicatin, and click the Withdraw Applicatin buttn. Yu will receive an autmated cnfirming yur applicatin has been withdrawn. Nte: If yu withdraw yur applicatin by errr, r wish t reverse the withdrawal, yu will need t cntact La Trbe Abrad (studyabrad@latrbe.edu.au) t have yur applicatin reinstated. This can nly be dne prir t the deadline fr the assciated applicatin perid. Study Plan Applicatin Outcme Once all subjects within yur applicatin have been assessed, and an utcme recrded, yu will receive an ntificatin with the utcme. Each subject will nw have a status f Apprved r Declined. Any subjects that have been Declined will have an Apprver Cmment explaining the reasn. This can be accessed by pening the relevant subject and clicking the Subject Details tab. If yu are nt satisfied with the utcme f yur applicatin, r the utcme f a subject within yur applicatin, please cntact yur Cllege Client Services team via ASK La Trbe t discuss. La Trbe Abrad is als ntified f the final utcme f all study plan applicatins in SOMSAS. APPLICATION REPORTS Students can generate tw reprts in SOMSAS, which are detailed belw. The Credit Equivalence Reprt can be used as part f yur OS-HELP applicatin requirement, and as part f yur ntificatin t Centrelink f yur verseas study. The Print Study Plan reprt. Accessible at the tp f the applicatin screen. This reprt shws all subjects within a students applicatin, and the utcme fr each subject (apprved r declined). The Credit Equivalence Reprt. Accessible at the bttm f the applicatin screen. This reprt shws the verall credit equivalence fr the students applicatin that must be cmpleted during the verseas prgram, any Cmpulsry/ Recmmended Subjects that were requested during the assessment prcess, and any Overall Applicatin Cmments. Any specific requirements fr the students apprved study plan will appear in this sectin, s ensure yu read this carefully and meet these requirements n yur prgram. La Trbe Abrad will require a cpy f bth reprts fr all students. Students are required t print bth the apprved Study Plan and Credit Equivalence Reprt and submit t La Trbe Abrad nce ready, r with their cmpleted Overseas Shrt Prgram (OSP) Frm. 12

13 Quick Tips SOMSAS is integrated with a number f ther La Trbe systems, and will autmatically ppulate sme infrmatin. SOMSAS will send autmated s t yur La Trbe student accunt nly, and this cannt be changed. Any fields marked with a * are mandatry. Helpful tips are incrprated thrughut SOMSAS, and can be viewed by hvering ver any symbls. Once yu have created yur applicatin yu can return at a later stage t cmplete and submit it. T view a subject yu have added t yur applicatin, select the buttn. T delete a subject yu have added t yur applicatin, hver f the subject line and select the symbl that appears n the left hand side, then press Delete n yur keybard. Once yu have submitted yur applicatin, yu cannt make any further changes t it. S please ensure that all the infrmatin yu need t enter n yur applicatin is cmplete befre submissin. 13

14 Cntacts Students are encuraged t cntact La Trbe Abrad (specific La Trbe Abrad Crdinatr whenever pssible) with any questins they may have during Glbal Lunge hurs, via r phne. Students can als cntact us thrugh ne f the fllwing methds. SOMSAS@latrbe.edu.au Phne Website Glbal Lunge Open Mnday t Thursday frm 11.00am-3.00pm Facebk Grup Search La Trbe Abrad Overseas and request t becme a member f the grup. Definitins OVERALL APPLICATION STATUSES Under Assessment the applicatin has been submitted and is underging assessment. This status is applicable when ne r mre subjects within the applicatin have nt been assigned an utcme, except in the instance f the Cmpulsry Subjects Requested status. Cmpulsry Subjects Requested the assessr (Client Services r Academic) have requested the student t add cmpulsry and/ r recmmended subjects t their applicatin. When this status is assigned the applicatin is returned t the student fr editing, hwever Client Services (and Academics) can cntinue assessment. Applicatin Withdrawn the student has withdrawn their applicatin. Applicatins are viewable but nt editable. If required La Trbe Abrad can reverse the withdrawal within the same applicatin perid. Applicatin Apprved the verall study plan applicatin has been apprved by Client Services. Applicatins are viewable but nt editable. Applicatin Rejected the verall study plan applicatin has been rejected by Client Services. Applicatins are viewable but nt editable. 14