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 (eg January) will have the same registration cut-off date.

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) two 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 a scholarship?

Sometimes there are scholarships or subsidised places available for our study tours. These are usually advertised through the State and Territory contacts. These bodies usually have their own application process. Once they have made a selection, they forward your name onto the AEF. Please email us to find out about current opportunities.

The Australian Government also offers scholarships under the Endeavour Program. Specifically, participants are able to apply for funding from the Endeavour Executive Awards category. 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 *non-refundable Administration and Contingency fee to the AEF. You will receive a response shortly after, informing you of your confirmed registration.

*A minimum of 15 participants is required per tour. Where the minimum number is not reached the Administration and Contingency fee will be refunded.

How much will it cost me?

The study tour costs includes all costs associated with the in-country component of the program. This includes most meals, all accommodation, ground transportation (including internal flights), professional learning briefings/meetings/workshops, entrance fees and cultural site visits.

Flights from Australia to Asia are separate to the study tour costs. The AEF usually holds a number of group seats with its preferred travel provider. To access these group airfares indicate your interest in this option when registering. Alternatively, you can purchase your own airfare and meet the group in-country at the hotel.

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?

All participants will pay a non-refundable Administration and Contingency fee upon registration. Fifty per cent of the study tour cost is required at least 60 days prior to the estimated date of departure from Australia. The final balance is required at least 45 days prior to the estimated date of departure from Australia.

Group flight payments are generally required no later than 45 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 AEF Study Tours can be tax deductible. Educators may be 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 educators and others employed in the field of education from a variety of learning areas and school levels. They will come from a mix of primary and secondary schools across Australia as well as from within education jurisdictions and tertiary institutions.

Each study tour is assigned one or two group leaders who will accompany the group and work with participants to support and extend their professional learning. Group leaders will also assist in managing program logistics, finances, and liaise with the AEF, service providers 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 including opportunities to focus on specific learning areas eg Arts, Geography/Environment, History and Languages. Programs are structured to maximise opportunities for professional learning with some free time for participants to pursue personal interests.

Will I have time to buy resources for my classroom?

Participants will have some opportunities 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 passport is current (at least six months validity) and has at least two blank pages
obtain the necessary visas for the study tour
take out comprehensive travel insurance (to cover medical expenses, repatriation, travel cancellations, personal accident and liability, and theft)
prepare teaching materials for the in-country teaching component of the study tour if necessary.

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 AEF and its programs, travelling in a group and study tour specific preparations
departure documents – plane ticket (for those utilising group airfares), participant manual, name tag and contact details to leave behind for family.

How do I get a passport?

Participants must ensure their passport has at least six 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 to find the local embassy or consulate for lodging a visa.
Use the Department of Foreign Affairs and Trade website for an index of embassies and diplomatic missions in Australia. You are able to visit individual embassy websites and subsequently view and download up-to-date visa information and applications.
Use a private company such as Visalink 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 apply for a ‘tourist’ category visa.
All participants are to enter all countries as ‘tourists’.
Ensure you have your arrival and departure dates correct as per the study tour itinerary.
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 should not apply for a visa until advised by the AEF. This is to ensure you are not out-of-pocket if a study tour does not proceed due to 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 AEF’s preferred travel provider to arrive earlier or stay on after a study tour. Some group airfares stipulate you must travel with the group on the same flights.

I have a sister school 20 km 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. Please note free time is limited.

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.

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

Yes, the AEF’s preferred travel provider 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 having 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, aeroplane, 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.

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 and 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 is necessary (eg if you live remotely), someone at that address will 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 travel advisory 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 15 participants to run. You will be informed shortly after the registration cut-off 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 the Administration and Contingency fee. You will also be given the option to sign up for another program that is running.

Participants are advised to ensure they have travel insurance to cover the cancellation of a study tour due to a heightened Department of Foreign Affairs and Trade travel advisory. 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 45 days prior to departure – the AEF will retain the Administration and Contingency fee and if part or all of the Study Tour Costs have been paid to the AEF’s licensed travel provider you will receive a refund of what has been paid
30 to 45 days prior to departure – a cancellation fee equal to 50 per cent of the Study Tour Costs
Less than 30 days prior to departure – a cancellation fee of equal to 100 per cent of Study Tour Costs.

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.