autumn 2017 pre-departure workshop · bocconi – milan, italy . tips ... transcript sent or picked...
TRANSCRIPT
AUTUMN 2017
PRE-DEPARTURE
WORKSHOP
Simon Watson, Manager International Mobility and Services
Welcome
Madrid, Spain
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 Tea
3:15 – 4.00 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
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!
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
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?
• 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
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!
• Use your UTS email address and check it daily
• Empty your email account regularly
• Forward your UTS email to your regular alternative email address
• Include your name and student number in all email correspondence documents
Sweden
Emergency Contact Details must be updated in MyStudentAdmin
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
The Cross Cultural Adjustment Cycle
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
Student
Experience
- Luke Patrizi-
University Commerciale Luigi Bocconi – Milan, Italy
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!
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.
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.
Student
Experience
- Shylee Binder -
Financial
Matters
- Raffaela Costa -
Financial Assistance
• OS-HELP Loans
• Scholarships
• Centrelink
Belgium
OS HELP Workshops already finished and Loans are in the process
of being assessed. You will be contacted if there are any issues.
• Contact [email protected] 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
OS HELP Loans
China
OS HELP Loans
Eligibility Letters early December
Check your UTS Email!
Assessment Period Nov- early December if anything is wrong with your application, you'll be emailed at your UTS email to make changes
Application Deadline 31 October 2016 Contact us if you have not yet submitted an application
Loan Payments End of December 2016
Scholarships / Centrelink
Remember to check your UTS Email address!!!
Payment Date After Census Date Autumn 2017 (10 April) Don’t forget to keep checking your UTS email while on exchange!!!
Allocation by December 2016 by email with instructions
• Centrelink
• Verification letter in pack for applications to Centrelink
• Contact Centre link regarding eligibility
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
Academic
matters
- Kate Cormie -
• 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
Host University 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
UTS Enrolment
Sweden
Enrolment at Host Uni upon arrival
Credit transfer to your UTS degree
Electives
Change of Study Plan form needed & submit e-request
Subjects change upon arrival at Host Uni
Direct Equivalents
Transcripts
Exchange Completed
Transcript sent to
UTS International
Evaluation form sent to student to complete
Upon receipt of feedback, copy of transcript to Faculty and student
Results updated
Transcript sent or picked up by Student
Student presents transcript to UTS International, is given feedback form to complete
and return
Upon receipt of feedback, gives copy to
Faculty
Results updated
UTS
Enrolment
Advice
- Fabio Santos-
• 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 “88888” 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
General UTS Enrolment Advice – Before you go!
Hong Kong
“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
“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.
Afternoon
Tea &
Mingle up Please return to
your seat by
3:15pm
Denmark
INTERNATIONAL SOS
WHAT’S IN IT FOR
YOU?
AT A GLANCE
WHO IS INTERNATIONAL SOS? •A NETWORK THAT WORKS AROUND-THE-CLOCK FOR YOU
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
WHAT
INTERNATIONAL
SOS SERVICES ARE
AVAILABLE TO YOU
THROUGH YOUR
MEMBERSHIP?
PRE -
DEPARTURE
WHILST
ABROAD
IN AN
EMERGENCY
2
3
4
PRE-DEPARTURE WHAT ARE THE SERVICES
AVAILABLE TO YOU?
UNDERSTAND THE MEDICAL
AND SECURITY RISKS AT
DESTINATION.
COUNTRY GUIDES
1. Visit www.internationalsos.com
2. Membership Number:
12AYCA000095
3. Access Medical and Security
information for the countries you are
travelling to via the drop down menu.
EMAIL ALERTS
4. You can choose to receive a number
of email alerts to keep you up to date with
the latest developments around the world via
subscribing to pre-trip email alerts.
1
PRE-DEPARTURE WHAT ARE THE SERVICES
AVAILABLE TO YOU?
2 ANYTIME. ANYWHERE.
Download your Membership App
Have your Membership Card in your
wallet
MEDICAL
QUESTIONS
Do you need
...vaccination?
Do you have to bring
...medicine?
SECURITY
QUESTIONS
Which district to
...avoid?
Which taxi
...company is safe?
AND/OR
Call an Assistance Centre for:
WHILST ABROAD WHAT ARE THE SERVICES
AVAILABLE TO YOU?
SEEK ADVICE WHILST TRAVELLING
MEDICAL.
Flu. Diarrhoea.
Can I drink the water? Fever. Doctor
referral. Air quality. Toothache.
Hospital admission.
Upset stomach. Over the counter medication
SECURITY.
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!
IN AN EMERGENCY LESS THAN 1% OF ALL
OUR CASES RESULT IN AN
EMERGENCY BUT IF THE
UNTHINKABLE HAPPENS
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.
TAKE AWAY TIPS
3
WHEN TO CALL THE ASSISTANCE CENTRE?
IF YOU HAVE ANY MEDICAL OR SECURITY
RELATED QUESTIONS.
Before you travel
Whilst abroad
In an emergency
4
EMAIL ALERTS
KEY INFORMATION ON SPECIFIC
.....DESTINATIONS YOU ARE TRAVELLING TO.
1
INTERNATIONAL SOS MEMBERSHIP CARD
ALWAYS HAVE IT IN YOUR WALLET.
2
INTERNATIONAL SOS ASSISTANCE APP
ONE CLICK ACCESS TO THE NEAREST
...... ASSISTANCE CENTRE.
• NO MATTER HOW SMALL YOUR
CONCERN MAY FEEL, WHEN IN DOUBT,
CALL INTERNATIONAL SOS.
THANK YOU
FOR YOUR TIME AND
PARTICIPATION
UTS
Travel
Insurance
Structure of UTS Insurance
ISOS Emergency
Assistance
AON UTS Broker
Travel
Insurer
Fullerton
Health
Corporate
Services
Claims
Handling
UTS
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 [email protected]
• 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.
Insurance
• Ensure you have familiarised yourself with the country’s safety and risks.
http://www.internationalsos.com/MasterPortal/default.aspx?content=landi
ng&countryid=55
Or
Call International SOS on Australia +61 2 9372 2468
• 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 [email protected] 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.
• 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
• https://uts.ahileisuretravel.com.au/
Insurance - Before you travel
China
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.
Insurance - Before you 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 email
[email protected] as soon as possible.
– You can lodge the claim later.
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.
Insurance – During your travel
• 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
Insurance - Ongoing Medical Expenses In Australia
• 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.
Insurance - Personal Items
• 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 email [email protected]
Insurance - Personal Liability
• 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.
Insurance – Major Exclusions
Contact Fullerton Health Corporate Services – refer to your Insurance Guide
Fullerton Health
• Phone: 02 8256 1760
• Email: [email protected]
• Website: http://www.fullertonhealth.com.au
Insurance – How to make a claim
Amsterdam
Insurance – Important Contacts
Insurer AHI – Policy Number 0029651
Insurance Claims –
Dedicated Help Line
Fullerton Health Corporate Services
Phone No: 02 8256 1760
Email: [email protected]
Website: http://www.fullertonhealth.com.au
Emergency Number for
ISOS
International SOS
Australia +61 2 9372 2468
Email: [email protected]
Website: www.internationalsos.com
Call the nearest International SOS (ISOS) Centre
London +44 20 8762 8008
Philadelphia +1 215 942 8226
Singapore +65 6338 7800
UTS membership
number for ISOS
12AYCA000095
http://www.internationalsos.com/MasterPortal/default.aspx?membnu
m=12AYCA000095
UTS Insurance Ph: +612 9514 4788 or +612 9514 4670
Email: [email protected]
Staying
Connected
- Kartika Paksi -
Stay
Connected Facebook, Instagram
and Blogging
You’re about to
embark on an
adventure and
we want to know
all about it!
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
www.wordpress.com
UTSGlobalExchange.net
Tell us about your
#UTSGlobalExchange
experiences
We will send you the
log-in details
• 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)
Blog = Share, Connect, Create and Inspire
WE HAVE INSTAGRAM!
@utsglobalexchange
Tag us
#UTSGlobalExchange so
we can share your pics!
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
Meet UTS
Ex-Exchange
Students
Austria / Brazil / Canada / Denmark / France / Germany / Hong
Kong / Ireland / Italy / Korea / Netherlands / South Korea /
Spain / Sweden / Switzerland / UK / USA
Making the Most of Your Experience - Tips
Learn new
ways of
doing
things
Share your
experiences – keep
a diary or blog!
Have fun!
Immerse
yourself
in the
culture
Seek help if
necessary Be patient
Country Groups
Country Groups