AUTUMN 2017 PRE-DEPARTURE WORKSHOP

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1 AUTUMN 2017 PRE-DEPARTURE WORKSHOP

2 Welcome Simon Watson, Manager International Mobility and Services Madrid, Spain

3 Today s Session - Carlotta Lazzarotto -

Pre-Departure Workshop 1:30 2:00 Welcome and Before you Go 2:00 2:15 Student Experience 2:15 2:45 Financial Matters 2:45 3:00 Academic matters and Enrolment 3:00 3:15 Afternoon

4 Pre-Departure Workshop 1:30 2:00 Welcome and Before you Go 2:00 2:15 Student Experience 2:15 2:45 Financial Matters 2:45 3:00 Academic matters and Enrolment 3:00 3:15 Afternoon Tea 3: UTS Travel Insurance & International SOS 4:00-4:05 Staying Connected (Blogs, FB & Instagram) 4:05 4:30 Meet Returned and Current Exchange Students 4:30 End of Session UK

5 Your Pre-Departure Pack Contains: UTS Pre-Departure Guide UTS Verification Letter for Centrelink, you must be enrolled full-time Insurance letter Smart Traveller Guide, Consular Services Charter and Sexual Assault Overseas DFAT guides Consent Agreement and Release Form International SOS Card (make sure you collect one) READ and TAKE SCANS of all documents before you leave! Keep on USB or the cloud!

6 Pre departure Guide Your Exchange Bible Take this with you!!! Register for Smart Traveler and being safe abroad Specific information for graduating and International Students Information about extending your exchange Insurance Information Useful Contacts

7 Before your Exchange - Alana Christoff-

Hot Hot Hot Exchange Tips Medical and Dental have a check up before you leave Check if you need any vaccinations Safety and Emergencies what is the emergency number in your host country?

8 Hot Hot Hot Exchange Tips Medical and Dental have a check up before you leave Check if you need any vaccinations Safety and Emergencies what is the emergency number in your host country? Trip planning book temporary accommodation, research transfers Attend ESAC events, check partner s website, language courses get involved! Leave emergency contact, important documents and itinerary details with your family and close friends Scan all important documents and keep them on USB or on the cloud Mexico

9 Register with SMARTRAVELLER.GOV.AU

Correspondence with UTS We will correspond with you using your UTS email address- it is the official means of communication!

10 Correspondence with UTS We will correspond with you using your UTS address- it is the official means of communication! Use your UTS address and check it daily Empty your account regularly Forward your UTS to your regular alternative address Include your name and student number in all correspondence documents Sweden

11 Emergency Contact Details must be updated in MyStudentAdmin

12 Visas No acceptance = you can t apply for your visa yet Check with relevant consulates if you need to apply for a visa for study, or for travel Keep all visa documents on you when you travel Keep electronic copies on a USB or on the cloud Spain

13 The Cross Cultural Adjustment Cycle

14 Cultural Awareness When you travel, remember that a foreign country is not designed to make you comfortable. It is designed to make its own people comfortable. Clifton Fadiman

15 Student Experience - Luke Patrizi-

16 University Commerciale Luigi Bocconi Milan, Italy

17 Tips Before Leaving Learn as much of the language as possible also sign up for pre-semester language classes if offered. Don t pack too much. Have an idea of what paperwork you have to fill out and documents you will need once you arrive. Have a copy of directions to your accommodation. Save up as much as possible!

18 Tips During Semester Take as many photos as possible/ keep a diary of your time. Be flexible a lot of opportunities for travel/events come up during the semester. Set aside time to explore the city you're based in. Get involved in host university life & research what's on offer.

19 Tips for Post-Exchange Travel Don t book everything too far in advance if possible travel ideas and plans can change by the end of the semester. Work out where is easiest to store unwanted luggage. Don t be afraid to travel solo.

22 Student Experience - Shylee Binder -

23 Financial Matters - Raffaela Costa -

24 Financial Assistance OS-HELP Loans Scholarships Centrelink Belgium

OS HELP Loans OS HELP Workshops already finished and Loans are in the process of being assessed. You will be contacted if there are any issues. Contact Studyabroad.Exchange@uts.

25 OS HELP Loans OS HELP Workshops already finished and Loans are in the process of being assessed. You will be contacted if there are any issues. Contact if you have not submitted an application, but would like to! It is much easier to apply before going overseas You cannot apply once your exchange semester has finished China

26 OS HELP Loans Application Deadline 31 October 2016 Contact us if you have not yet submitted an application Assessment Period Nov- early December if anything is wrong with your application, you'll be ed at your UTS to make changes Eligibility Letters early December Check your UTS ! Loan Payments End of December 2016

27 Scholarships / Centrelink Allocation by December 2016 by with instructions Payment Date After Census Date Autumn 2017 (10 April) Don t forget to keep checking your UTS while on exchange!!! Remember to check your UTS address!!! Centrelink Verification letter in pack for applications to Centrelink Contact Centre link regarding eligibility

28 Financial Management Tips Budget Be aware of Scholarship and OS-Help Loan payment dates Research Centrelink benefits sort out before your leave! Emergency Funds of at least $1,500 Banks and ATM fees and charges that may apply abroad Let your Bank know you'll be overseas sort out a net bank token for transferring money if needed. Local currency for your first couple of days Large and small denominations Alternative means of funding credit card, cash, travel money card Settle taxation matters

29 Academic matters - Kate Cormie -

Host University Enrolment Every university has different enrolment systems You may enrol in subjects before arrival or on arrival Enrol in the corresponding full time

30 Host University Enrolment Every university has different enrolment systems You may enrol in subjects before arrival or on arrival Enrol in the corresponding full time study load at the host university Remember UTS Census dates are still applicable while on exchange Seek assistance from the International Office of the Host University

31 UTS Enrolment We have Fabio from the Student Centre to talk to you soon! You must be enrolled at UTS for your results to be added to your degree Your UTS enrolment must be finalised before UTS Census Date 26 August 2016 Sweden

32 Credit transfer to your UTS degree Electives Direct Equivalents Enrolment at Host Uni upon arrival Subjects change upon arrival at Host Uni Change of Study Plan form needed & submit e-request

33 Transcripts Exchange Completed Transcript sent to UTS International Transcript sent or picked up by Student Evaluation form sent to student to complete Student presents transcript to UTS International, is given feedback form to complete and return Upon receipt of feedback, copy of transcript to Faculty and student Upon receipt of feedback, gives copy to Faculty Results updated Results updated

34 UTS Enrolment Advice - Fabio Santos-

35 General UTS Enrolment Advice Before you go! Submit an erequest to enrol in Exchange Subjects now/as soon as you can In the e-request include: Host university, direct equivalent(s), Host university subjects approved and UTS credit points (18 or 24cp) In the e-request application enter in the First Preference subject field. In the free text box, enter the following information: Exchange period: Autumn 2017 Host University Name UTS Subjects Type: direct or electives or both Enrolling Credit points: ( ) UTS credits to ( ) Host University Hong Kong

36 I HAVE HAD TO CHANGE MY APPROVED SUBJECTS AT MY HOST UNIVERSITY. WHAT DO I DO? If you have changed an Elective Ensure you are still enrolled in your UTS required credit points (18 or 24) and the host university's required credit loading The subjects must be academic to be credited and not duplicate a completed UTS subject You do not need to seek approval If you have changed a Direct Equivalent Download the Change of Study Plan Form you receive from your UTS Exchange Officer Find the subject outline from the host university Submit an online enquiry and attach the Form and subject outlines for assessment

37 I HAVE SIGNED A LEARNING AGREEMENT. WHAT DO I DO NEXT? Upon your return from Exchange, make an appointment to see your Course Director regarding project. Outcome of project forms part of the assessment of results together with the official host University s academic transcript.

38 Afternoon Tea & Mingle up Please return to your seat by 3:15pm Denmark

39 INTERNATIONAL SOS WHAT S IN IT FOR YOU?

across five continents 27 Assistance Centres Over 11,000 employees and 92 offices 99

40 WHO IS INTERNATIONAL SOS? A NETWORK THAT WORKS AROUND-THE-CLOCK FOR YOU AT A GLANCE A presence in 92 countries across five continents 27 Assistance Centres Over 11,000 employees and 92 offices 99 languages supported 1,400 doctors 56 international clinics 200 full-time security specialists 5 Regional Security Centres Internal travel tracking team

41 WHAT INTERNATIONAL SOS SERVICES ARE AVAILABLE TO YOU THROUGH YOUR MEMBERSHIP? PRE - DEPARTURE WHILST ABROAD IN AN EMERGENCY

Access Medical and Security information for the countries you are travelling to via the drop down menu. EMAIL ALERTS 4.

42 WHAT ARE THE SERVICES AVAILABLE TO YOU? PRE-DEPARTURE 1 UNDERSTAND THE MEDICAL AND SECURITY RISKS AT DESTINATION. 2 COUNTRY GUIDES 1. Visit 2. Membership Number: 12AYCA Access Medical and Security information for the countries you are travelling to via the drop down menu. ALERTS 4. You can choose to receive a number of alerts to keep you up to date with the latest developments around the world via subscribing to pre-trip alerts. 3 4

QUESTIONS AND/OR SECURITY QUESTIONS Do you need.

43 WHAT ARE THE SERVICES AVAILABLE TO YOU? PRE-DEPARTURE 2 ANYTIME. ANYWHERE. Download your Membership App Have your Membership Card in your wallet Call an Assistance Centre for: MEDICAL QUESTIONS AND/OR SECURITY QUESTIONS Do you need...vaccination? Do you have to bring...medicine? Which district to...avoid? Which taxi...company is safe?

WHAT ARE THE SERVICES AVAILABLE TO YOU? WHILST ABROAD SEEK ADVICE WHILST TRAVELLING MEDICAL. SECURITY. Flu. Diarrhoea. Can I drink the water? Fever. Doctor referral. Air quality. Toothache.

44 WHAT ARE THE SERVICES AVAILABLE TO YOU? WHILST ABROAD SEEK ADVICE WHILST TRAVELLING MEDICAL. SECURITY. Flu. Diarrhoea. Can I drink the water? Fever. Doctor referral. Air quality. Toothache. Hospital admission. Upset stomach. Over the counter medication Lost wallet. Hotel referral. Directions. Civil unrest. Vehicle accidents. Immigration & visas. Extreme weather Airline delays Strikes Cultural &Language barriers INFORMATION, ADVICE AND REFERRALS ARE FREE OF CHARGE TO MEMBERS!

LESS THAN 1% OF ALL OUR CASES RESULT IN AN EMERGENCY BUT IF THE UNTHINKABLE HAPPENS IN AN EMERGENCY WE MONITOR YOUR CONDITION AND GIVE ADVICE. WE HANDLE ALL LOGISTICS.

45 LESS THAN 1% OF ALL OUR CASES RESULT IN AN EMERGENCY BUT IF THE UNTHINKABLE HAPPENS IN AN EMERGENCY WE MONITOR YOUR CONDITION AND GIVE ADVICE. WE HANDLE ALL LOGISTICS. WE EVACUATE YOU TO A CENTRE OF MEDICAL EXCELLENCE. WE EVACUATE YOU TO A SAFE AREA. WE HELP YOU STAY IN TOUCH WITH YOUR FAMILY. WE KEEP YOU INFORMED EVERY STEP OF THE WAY. WE COORDINATE PAYMENT OF MEDICAL FEES WHEN APPROVED. WE ORGANISE REPATRIATION OF MORTAL REMAINS.

46 TAKE AWAY TIPS INTERNATIONAL SOS MEMBERSHIP CARD ALWAYS HAVE IT IN YOUR WALLET. INTERNATIONAL SOS ASSISTANCE APP ONE CLICK ACCESS TO THE NEAREST... ASSISTANCE CENTRE. WHEN TO CALL THE ASSISTANCE CENTRE? IF YOU HAVE ANY MEDICAL OR SECURITY RELATED QUESTIONS. Before you travel Whilst abroad In an emergency ALERTS KEY INFORMATION ON SPECIFIC...DESTINATIONS YOU ARE TRAVELLING TO.

47 THANK YOU FOR YOUR TIME AND PARTICIPATION NO MATTER HOW SMALL YOUR CONCERN MAY FEEL, WHEN IN DOUBT, CALL INTERNATIONAL SOS.

48 UTS Travel Insurance

49 Structure of UTS Insurance ISOS Emergency Assistance Travel Insurer UTS AON UTS Broker Fullerton Health Corporate Services Claims Handling

50 Insurance Important Notes: The presentation is summary of the insurance cover only. The policy is pay and claim policy. Meaning student have to pay upfront and then claim for reimbursement at Claims will be assessed as per the terms and conditions of the policy. Please allow for some emergency cash to deal with unforeseen and non emergency medical events. (recommended minimum amount is $1500) UTS or ISOS is not an Insurance Company and cannot guarantee payment on your behalf for non emergency matters. ISOS is travel advisory and emergency body. Students have a choice to go to ISOS recommended private clinic or public clinic for non emergency medical matters. Student may be required to buy insurance from partner university. Waiver may not be possible therefore students must allow for that.

51 Insurance - Before you travel Ensure you have familiarised yourself with the country s safety and risks. ng&countryid=55 Or Call International SOS on Australia UTS Insurance does not cover countries that are rate high risk do not travel Confirm that your travel dates are approved by your faculty. Please advise insurance@uts.edu.au of any pre-existing medical conditions.

Insurance - Before you travel UTS Insurance can cover maximum 365 days from the start date of travel based on the approval from International Office.

52 Insurance - Before you travel UTS Insurance can cover maximum 365 days from the start date of travel based on the approval from International Office. UTS Insurance does not cover you for private travel before or after the approved period. You can organise insurance from the link below or through an alternate provider of your choice au/ China

53 Insurance - Before you travel Loss of Deposit & Additional Expenses Loss of any money paid in advance for airfares, accommodation etc. due to cancellation, alteration or incompletion of travel. Loss of deposit may occur due to: Serious sickness or injury to self should be supported by medical certificate Unexpected death or serious sickness or injury happening after the commencement date of the travel of a close relative under the age of 80 years should be supported by death certificate. Any other unforeseen circumstances occurring during travel that are not in your control should have enough evidence of the circumstance.

54 Insurance During your travel Cover includes: Overseas medical expenses, including overseas medical evacuation expenses Ongoing medical expenses in Australia for 12 months Personal Items Missed transport connection Rental Car Excess Personal Liability Excess: $200 on each and every claim, except medical claims Claims Notification: Please notify of any event that may result in an insurance claim via as soon as possible. You can lodge the claim later.

55 Insurance During your travel All reasonable medical expenses incurred due to injury or sickness, resulting in hospital, surgical or remedial treatment given or prescribed by a registered and legally qualified medical practitioner. Emergency Optical treatment Emergency Dental treatment Note: No cover is provided for normal or routine optical or dental treatment. No cover is provided for maintenance of a pre-existing medical condition. All costs for non-emergency situation must be paid first by students and then lodge a claim. The claim will be assessed as per the terms and conditions of the policy.

56 Insurance - Ongoing Medical Expenses In Australia All reasonable medical expenses incurred due to injury or sickness, which was first treated outside Australia during the period of approved travel by a registered and legally qualified medical practitioner. Exclusions Any expenses recoverable from any other source. Medicare gap Pre-existing condition/s Travelling against medical advice Expenses incurred for more than 12 calendar months after the date of Injury

57 Insurance - Personal Items The policy covers accidental loss or damage of accompanied luggage, personal effects, portable business equipment (including laptops and mobile phones) that occurred during the approved travel period. Includes: Mislaid luggage by any carrier for more than 8 consecutive hours. Travel Documents for non-recoverable cost of replacing. Credit Card Frauds Money cash, bank or currency notes, cheques etc Exclusions: Insurance does not cover any contractual liability for mobile phones.

58 Insurance - Personal Liability The policy covers damages, compensation and legal expenses up to a specified amount for which you might become legally liable. This includes: Bodily injury including death or illness of another person. Loss or damage to property Note: Do not accept liability under any circumstance Contact ISOS immediately Provide contact details of your travel co-ordinator or insurance@uts.edu.au

59 Insurance Major Exclusions Travelling to unsafe countries. (DFAT level of 4 Do not travel) No cover beyond 365 days Pre-existing conditions Travelling against medical advice Phone bills from stolen phones Loss of unattended personal items / luggage Pregnancy and childbirth / Sexually transmitted disease or HIV Medical expenses incurred more than 12 months after the date of injury Medicare gap Cost of emergency return trip home if the Insurer is not notified before travel commences Any expenses recoverable from any other source NOTE: Excess of $200 will apply to each and every claim except Medical Claims.

60 Insurance How to make a claim Contact Fullerton Health Corporate Services refer to your Insurance Guide Fullerton Health Phone: claims@fullertonhealthcs.com.au Website: Amsterdam

61 Insurance Important Contacts Insurer AHI Policy Number Insurance Claims Dedicated Help Line Emergency Number for ISOS UTS membership number for ISOS Fullerton Health Corporate Services Phone No: Website: International SOS Australia sydopsmed@internationalsos.com Website: Call the nearest International SOS (ISOS) Centre London Philadelphia Singapore AYCA m=12ayca UTS Insurance Ph: or Insurance@uts.edu.au

62 Insurance Questions

63 Staying Connected - Kartika Paksi -

64 Stay Connected Facebook, Instagram and Blogging

65 You re about to embark on an adventure and we want to know all about it!

66 Facebook Autumn 2017 Exchange Group Page Make friends with others who are going to the same country or university Keep in touch with the whole Autumn 2017 Exchange group Share photos, new learning's and experiences while on exchange

67 UTSGlobalExchange.net Tell us about your #UTSGlobalExchange experiences We will send you the log-in details

Blog = Share, Connect, Create and Inspire Blogging is a great way to remember everything about your Exchange experience Share experiences with friends and family Pictures, pictures,

68 Blog = Share, Connect, Create and Inspire Blogging is a great way to remember everything about your Exchange experience Share experiences with friends and family Pictures, pictures, pictures! Share your article to Facebook, Twitter or send link Blogging is classed as a published article Great to show future employers Be careful about what you post (no swearing etc)

69 WE HAVE Tag us #UTSGlobalExchange so we can share your pics!

Esac community exchange and study abroad club What you

bringing international, local and exchange students

We hold weekly events (Slanguage, Cheap Eats and Movie

70 Esac community exchange and study abroad club What you might not know about us: We are a UTS social club for bringing international, local and exchange students together. We hold weekly events (Slanguage, Cheap Eats and Movie Night) What we do: BBQs International Food and Beer Night Meet and Greets (international and local people) Other awesome stuff

71 Meet UTS Ex-Exchange Students Austria / Brazil / Canada / Denmark / France / Germany / Hong Kong / Ireland / Italy / Korea / Netherlands / South Korea / Spain / Sweden / Switzerland / UK / USA

72 Making the Most of Your Experience - Tips Be patient Share your experiences keep a diary or blog! Seek help if necessary Learn new ways of doing things Have fun! Immerse yourself in the culture

73 Country Groups

74 Country Groups

SPRING 2017 PRE-DEPARTURE WORKSHOP

SPRING 2017 PRE-DEPARTURE WORKSHOP Pre-Departure Workshop 1:30 2:00 Before you Go 2:00 2:15 Student Experience 2:15 2:45 Financial Matters 2:45 3:00 Academic matters and Enrolment 3:00 3:15 Afternoon Tea