Recruitment & International Office Student exchange programme PRE DEPARTURE BRIEFING SESSION 2015

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1 Recruitment & International Office Student exchange programme PRE DEPARTURE BRIEFING SESSION 2015

2 Contacts l Recruitment & International Office (International & Erasmus Exchange) Allison Handley Karen Robley Kate Kenyon Exchange Co-ordinator Exchange Assistant Erasmus Coordinator Tel : Tel : Tel : Business School (International & Erasmus Exchange) Lorna Bennet International Exchanges and Partnerships Co-ordinator Tel : If you have any problems before you go, there will be someone in the office that can help.

3 We will cover: l Culture Change Current matters Insurance Health & Safety When you arrive Erasmus Student session

4 Application Acceptance from host university Host universities application procedures vary. We would expect all acceptances to arrive by end of June. Is my application likely to be rejected? No, not by host University unless there are class matching difficulties. Final academic approval from Strathclyde depends on your May exam results. Can I make travel arrangements yet? We would recommend waiting until you receive an acceptance from the host University. Remember to check the dates of any orientation or pre-registration activities at your host university. Ensure you have your passport and the expiry date is at least 6 months beyond the end date of your exchange period.

5 You must apply for SAAS (or your funding provider) as normal as your tuition fees continue to be paid to Strathclyde whilst you are away. You can also apply for any bursary or student loans during your exchange studies. Select yes and additional questions will appear.

6 International/departmental exchanges Only if your course is with international study IB, IBML, Modern Languages (intercalary year), should you select Yes. Start and End dates at your Host Institution not Strathclyde

7 VISAS Do I need a visa? Check your acceptance documents from the host university. They will provide guidance on visa requirements and how to apply. If you are studying for a single semester, you may not require a visa. What do I need for a visa? Your passport (must be valid for 6 months beyond the end of exchange period). Acceptance letter from host University and immigration document. Evidence of how you will fund yourself during your exchange for your accommodation and general living costs. Apply for your visa at least 6 weeks in advance of your travel in case of any delays.

8 VISAS USA Apply for a SEVIS number then schedule an appointment at the US Embassy in London or Belfast. You can do this by phone. Other countries You can apply online or through the host University. (Hong Kong, Singapore) Student visa usually entitles you to work up to 20 hours per week on campus during term-time. Check with the International Office at host University. They may be able to advise you on how to find a job

9 Finance What do I have to pay for? Flights Visa (including SEVIS fee for those going to US) Travel and medical insurance (Europe: EHIC card) Accommodation Subsistence costs or meal plan Books General living costs Budget around 6,000 per semester

10 Travel Insurance It is compulsory for all exchange students to apply for Strathclyde Travel Insurance. It s free, and covers you for the duration of your exchange. Cover includes medical expenses, loss/theft/damage of personal belongings, disruption of travel, and accident insurance. You will need additional travel insurance if: - you are planning any high-risk activities (eg. scuba-diving, snowboarding) - you intend to travel on a personal holiday before, during or after your exchange

11 Apply through Pegasus Travel Insurance Once you submit the form you will receive a confirmation and policy summary. Print this and take it with you when you travel. If you have any questions,

12 Travel Insurance The summary includes contact details for Specialty Assist and Control Risks Group. Specialty Assist provide advice and support in the event of illness or injury. Their multi-lingual team is available 24/7, 365 days a year. To make a medical claim, contact Specialty Assist in the first instance if possible before incurring any substantial expenses or being admitted as an inpatient in any hospital or clinic. Specialty Assist will make the arrangements and meet your hospital bills. They can also arrange repatriation, if required. If you are ill or injured, you must consult Specialty Assist before arranging any air travel.

13 Travel Insurance Control Risks Group provide travel safety and security advice. They are also available 24/7 by phone, fax and . Their website carries up-to-date bulletins for every country and major city, plus contact details for Consulates/Embassies. CRG offers advice and support if you are affected by a major event (eg. civil unrest, hurricane) or the victim of a crime (eg. mugging).

14 Travel Insurance If you need to make a claim (other than a medical emergency) It is a condition of the policy that you take all reasonable precautions for the safety of your belongings. Report loss/theft/damage to the police or other authority (eg. campus or airline security) within 24 hours. Keep evidence of everything you re claiming for receipts, bills, reports, correspondence, cash withdrawal slips, etc. If you are responsible for injury to a third party or damage to their property, do not admit liability or agree to any payment without our insurer s written consent. Most claims are straightforward and settled within three weeks. The settlement is a reimbursement of costs we don t replace items or pay bills directly.

15 Travel Insurance Some host universities require you to take out their own medical insurance policies. These can sometimes cost up to 1,000 so check your acceptance documents to find out what it says about medical cover. This would be health insurance only. You still need travel insurance. We recommend that you take out personal insurance for additional health cover, travel or sporting activities (eg. scuba-diving, snowboarding) that you may do whilst abroad. Remember that Strathclyde insurance does not cover you for any personal travel before or after your study abroad period.

16 Accommodation Many host universities offer on campus accommodation or can assist in finding suitable private accommodation. Read student reports to get student recommendations for student and private accommodation. If you do decide to look for private accommodation, consider the following: Price? (Does it include bills? If not, what are the bills for?) Location? (Is it near your classes? If not, what are transport costs?) Area? (Is the area safe? Do other students choose to live there?) Amenities? (Are there shops nearby?) Do not pay any money to rent a flat until you have seen it. Photos can be deceptive!

17 Academic Matters At the host University you will study a full time curriculum in subjects relevant to your Strathclyde degree. These must be validated by your Strathclyde department, Faculty or School. (Final Curriculum Approval Form, Learning Agreement or appropriate form will circulated for this purpose). When you are abroad: If there are changes to your classes when you get there, you must contact your department coordinator immediately. Any changes to your curriculum must be approved by your Strathclyde department to ensure you don't jeopardise proceeding to honours/next year of study when you return. August 2015 Student Business will you inviting you to register on Pegasus. Register, but don t enter classes. Your student record will be updated thereafter to reflect that you are on external study. Look at the information given from previous study abroad students to find out about the workload, assignments, etc.

18 Students with disabilities If you are registered with the Disability Service and think you will need support when abroad, you should contact the service as soon as possible. This includes students with exam and teaching adjustments. Please note that the service cannot pass on information to your host institution without your explicit consent.

19 Students with disabilities Disability Service Room 4.41, Level 4, The Graham Hills Building, 50 George Street Telephone: Minicom: Fax:

20 Health Matters Speak with your GP if you have any pre-existing health conditions. Where relevant, notify your Placement Organiser of any mental or physical illnesses or disabilities. Plan to take sufficient supplies of prescription medication. Check what vaccinations are needed at least 8 weeks before you go Consider having a dental check up. Have a valid European Health Insurance Card (EHIC).

21 Safety Matters For country/city specific information relating to local laws and customs and to register your trip, check out Control Risks Travel Security website Photocopy your passport and keep it in a different location from your original. Programme emergency contacts into your phone and keep it charged. Keep a hardcopy of emergency numbers and important websites. A list of emergency contacts is available on RIO s webpages for you take with you.

22 Personal Safety Avoid excess alcohol consumption. Avoid quiet or unlit areas and try to walk and travel with others, where possible. In some countries, photographing police, military or government buildings or monuments can get you into serious trouble. Wherever possible, keep your distance from any large political demonstrations. Don t flaunt valuables such as phones, laptops, expensive jewellery. Check out the Personal Health and Safety Matters sheet on RIO s webpages

23 On arrival Before you do this. Remember the drinking laws may be different in your host country...

24 On arrival Please do this. Contact your family and let them know you are ok and arrived safely. If you go travelling during your period abroad or extend your stay, make sure you let someone from home know. STAY CONNECTED.

25 Keep in touch We will contact you regularly through your university address so make sure that you check it regularly. If you have any problems that we can help with, get in touch. Register at host university and attend all induction/orientation meetings. They are a great way to find out more about the university and city and meet other exchange students. If you go travelling during your period abroad or extend your stay, make sure you let someone from home know. STAY CONNECTED.

26 When you get back Academic The host University will send an Academic Transcript to Strathclyde at end of your studies with details of your exam results. Strathclyde will forward this information to your department and give you the original copy. Your Department/Faculty will decide how much credit you will be awarded for your period of study abroad. Check whether your department, Faculty or School operates a pass/fail system, or whether your grades will be translated from host University grading system into Strathclyde grading system. Remember you are studying abroad, not just on holiday.

27

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