Download - Guide for Outgoing Exchange Students · 1. Passport Ensure that your passport does not expire while you are away. 2. Photocopies of passport Photocopy your passport and take one copy

Guide for Outgoing Exchange Students

www.aber.ac.uk/international

Introduction

Studying or working abroad is an incredible opportunity that can be done as part of your degree. Such an experience will offer considerable personal development and will enable you to stand out from the crowd and attract employers. Your time abroad will demonstrate your ability to cope in new cultures, situations and environments, making it a great addition to your CV.

This guide contains many useful tips that are aimed to improve your time abroad. To get the most out of your time abroad please read through this guide thoroughly and take it with you.

Please note that although you go abroad to work, there is much to be gained from the social aspects of living in another community. You could make contacts and friends that influence the rest of your life. You will have an excellent advantage if you research what to expect at your host university/organisation before you leave the UK. You will need to be flexible, develop new skills and persevere with the experience, in return you will learn to deal with problems from a new perspective and you will gain the confidence to deal with new and sometimes challenging situations. Most importantly, you will also still be able to graduate with all of your friends!

We hope that you have an enjoyable and rewarding experience abroad.

Departure / Quick Check ListPlease note this list represents the bare minimum. Your host institution or academic school may have asked you to take additional documents, and you should adhere to their advice.

All outgoing exchange students1. PassportEnsure that your passport does not expire while you are away.

2. Photocopies of passportPhotocopy your passport and take one copy with you when you go away, leaving another copy with family or a friend. This may prove invaluable if your passport is lost or stolen.

3. Another form of photo IDYou should supplement your passport with a photo ID such as your driving license or Aberystwyth University student card.

4. This Guide

5. Passport PhotosThese are often required for student ID cards and other admin; having some with you will ensure that you don’t have to locate a photo booth in an unknown city.

6. All relevant information from the host institution

7. VISA Documentation(This is relevant to students studying outside of the EU or for International students studying in Aberystwyth who will be working or studying abroad in Europe through the Erasmus programme).

Additional documents for Erasmus students only:8. European Health Insurance Card

9. All Erasmus documentation for each institution/ organisation you will be based at10a. Certificate of Arrival

10b. Certificate of Attendance

10c. EITHER a Learning Agreement (study placement) OR a Training Agreement (work placement)

A Guide for outGoinG exchAnGe StudentS 1

Contents

Section 1: Pre-departure InformationPreparing Important Documents 3 Travel Arrangements 5 Accommodation 6 Packing 7 Insurance 7 Immunisation and Health 8 Academic Matters 8 Money Matters 9 Documents to take Abroad 9

Section 2: Your Life Abroad Adjusting to Your New Environment 10Safety While Abroad 13Keeping in Touch 14Returning Home 15

Section 3: Erasmus Students Erasmus Grant Eligibility 16Documentation Advice 16Document Checklist 19Grant Details 20

A Guide for outGoinG exchAnGe StudentS2

Pre-departure Information

Preparing Important Documents

PASSPORTThis is an essential part of your documentation. It is a required document if you need to apply for a student visa or work permit. Potential host universities may also request a photocopy of a valid passport as part of the application process. You should ensure that your passport will be valid for a minimum of 6 months after the date of your return to the UK. In case of loss, it is a good idea to make a note of its number, date and place of issue, and keep this information separately from your passport and in a safe place. Ensure that you have written the full details of your next of kin in the back of your passport. You should always try to keep another form of identification, preferably photographic, on hand as a backup.

BIRTH CERTIFICATESome countries (e.g. France) may require a birth certificate as part of the process of obtaining local documentation. Please check with the embassy or consulate in your host country to determine whether you will need one before deciding to take it with you.

DUAL CITIZENSHIPTravelling with two passports may make you subject to increased scrutiny from immigration and security officials in other countries. If you have dual citizenship, please ensure that you make yourself fully aware of any potential issues in your destination country. You may be questioned about missing entry and exit stamps, and your reasons for carrying two travel documents. In some countries, possession of a second passport can result in its confiscation or a fine, and you may be prevented from leaving the country. Citizenship of another country may also carry requirements of military service, or the payment of specific taxes. Try to prepare for any of these possibilities well in advance. In the event that you run into problems as a result of dual citizenship, please contact the nearest UK embassy, consulate or government office as soon as possible.

MEDICAL EXAMINATION CERTIFICATEA medical examination certificate is a requirement for entry in some countries, and your host university/organisation may require this document to support your application. Please ensure that you consult with the relevant embassy in your destination country to make yourself aware of any potential requirements.

Ensure that you obtain all relevant documentation before travelling, well in advance of your intended leaving date. This section will hopefully provide you with the relevant information to get you started.


POWER OF ATTORNEYYou may wish to assign power of attorney to someone that you trust in your absence. This will enable them to act on your behalf for important actions, such as:

• Signing your student loan documents.• Dealing with your bank.

More information can be found about this by going to the following website: www.direct.gov.uk/en/Governmentcitizensandrights/Mentalcapacityandthelaw/index.htm

Be aware, however, that this process does incur fees.

VISAThis is relevant for students studying/working outside of the EU or for International students who will be studying/working within Europe through the Erasmus programme.

A visa is only required by students studying /working outside Europe, or by non-EU students who plan to go on an exchange within Europe through the Erasmus programme. UK and EU students do not need a visa to study at institutions within the EU or EEA (European Economic Area – Norway, Iceland and Liechtenstein) or Switzerland.

While staff at Aberystwyth International Office can offer basic advice, they are not qualified to offer consultations or in-depth advice regarding visa applications. Immigration laws are complex and subject to frequent change, therefore it is advisable to contact the appropriate Embassy directly. Any student who is not travelling on a British passport should make enquiries about the visa regulations and procedures pertaining to citizens of their home country. It is your responsibility to ensure that this is completed in good time.

It is important that you do your own research for matters regarding visas. You can come to the Study Abroad Office if you require further guidance. You may find the following websites are of use:

UK Border Agency: www.ukba.homeoffice.gov.ukUK Council for International Student Affairs: www.ukcisa.org.uk

N.B. It is a good idea to assume that you will be unable to find work in your host country, and you should plan your finances accordingly.

STUDENT VISAYour student visa document is issued by your host university enabling you to study. In order to obtain one:

• Research the visa requirements of your host country, and make sure you understand the requirements based on your home country. Requirements may differ depending on your own citizenship, and not all countries require a student visa. In the case of some countries, you will not be allowed to apply for your visa until 3 months before your departure date.

• If after your own research you require further guidance please contact Shân Mumford, our International Student Advisor in the International Office, for more information on applying for your visa. Shân Mumford can also provide a Schengen Visa letter from Aberystwyth University for Tier 4 International students:

Tel: +44 (0)1970 621548 Email: [email protected]

WORKING WHILST ON PLACEMENTIn some countries international students can be prohibited from working while on a student visa. Your visa comes with strict terms and conditions regarding work regulations and associated requirements that you must adhere to. If you are unsure of issues related to work you should contact the embassy of the country you are visiting. If you intend to try and find work in your host country, either during or following your exchange, you should seek advice from the consulate or embassy in the host country concerning your eligibility to work and any potential visa requirements.

It is a good idea to assume that you will be unable to find work in your host country, and you should plan your finances accordingly. If you are then successful in finding a job, any income that derives from it can be treated as a bonus.

The working conditions and conventions in your host country may be different from those in the UK. You should gather information about the average working week in your destination country, expectations and any provision for absence and holidays – speaking to locals or previous exchange students may be useful in this instance.

MULTIPLE-ENTRY VISA -FOR STUDENTS STUDYING/WORKING OUTSIDE OF THE EUYou will need to obtain a Multiple-Entry visa if you have plans to travel outside your host country during your exchange. Ensure that you find out the visa requirements for the countries you intend to visit in plenty of time before leaving Aberystwyth.


Travel Arrangements

You are responsible for making your own travel arrangements to reach your exchange placement. It is not recommended that you purchase tickets for travel before receiving a letter of acceptance from either the host university/organisation, or your visa (if required – see the visa section in this booklet). You should begin considering travel arrangements as soon as your host institution/organisation confirms the date by which you should be present.

Things to bear in mind:

• It is VERY important that you are fully aware of the date that your host institution/organisation expects you to have arrived by, and if studying, when you are expected to commence your course. In this latter case, before confirming travel dates, consult your host institution’s academic timetable to find out if you are expected to attend any induction or orientation classes, as well as language classes. These are a great way to meet other students which will in turn help you to settle in and provide a smoother transition.

• Be careful not to arrive on a public holiday in your host country, as transport services may be cancelled or run on a different, more limited timetable during these periods.

• Consider travelling to your destination with other students from Aberystwyth. You can find out from your academic school or the International Office whether other students are going to the same destination. It is a good idea to contact them as early as possible to explore the potential for joint travel arrangements – you may find that specific Facebook groups have been created for exactly this purpose.

• If you can afford it, ask your travel agent whether you can pay a supplement allowing you to alter the date of your flight. This will provide you with far greater flexibility if you are confronted with any last minute problems or changes to your schedule. Flexibility supplements do vary and can be up to an added £200. Also be aware that the more low-cost airlines are unlikely to provide this option.

• Research your destination. Using the internet you will find a whole host of useful information such as public transport information, which will facilitate and often save you lots of money upon arrival and throughout your stay. Prior preparation may mean the difference between a £50 taxi and a £10 shuttle bus!

INTERNATIONAL STUDENT ID CARDThe ISIC entitles you to a wide range of discounts on products and services, including air, bus and train travel, student restaurants, cinemas, theatres, concert venues, shops, museums and travel agencies. It is the only internationally accepted proof of student status, and it is also widely accepted as an alternative form of identification. More information is available at: www.isiccard.com


Accommodation

Some institutions offer a variety of accommodation, such as student halls, residences and city apartments. However, it is a good idea to carry out thorough research beforehand, since the quality, availability and cost of this accommodation can vary considerably. If possible, it is advised to take an advance trip to your host institution during the summer in order to secure accommodation before the start of your study or work placement. This is particularly advisable in capital cities and popular tourist destinations, where they often experience shortages of cheap short-term accommodation.

When looking for accommodation, you should bear the following points in mind:

• RESEARCH: The university/host organisation will often include information about accommodation within its information package; in notes sent directly to you; or on university web pages. Many former exchange students are willing to share their experiences and offer advice, especially regarding accommodation. You can contact them through the International Office or even by looking at groups on Facebook. Try to get an idea of the going rates for housing in the area in order to avoid being overcharged or otherwise exploited.

• PRIVATE HOUSING: Housing is not provided by all universities/host organisations and so you may be expected to find your own housing on the private market. If this is the case, it is preferable to begin researching potential accommodation well in advance of your departure date. Some universities have a housing office that provides help and advice in locating private housing.

If you are unable to secure accommodation before you arrive DO NOT PANIC as this situation is not uncommon. Make sure to arrive in plenty of time before your placement starts so you can stay in cheap temporary accommodation, such as a hostel or guesthouse, while you search for something more permanent. For your personal safety, ensure that you take someone else with you when you go looking for accommodation with private sources.

BEFORE YOU LEAVE THE UK, ensure that you have enough money to cover any deposits and in the case of host university accommodation ensure that you know where you will be collecting your keys from. If you are planning to stay in temporary accommodation whilst you look for more permanent housing, it is advisable to book this well in advance as others will have the same idea.

BEFORE YOU SIGN ANYTHING, make sure that you fully understand any contracts and that you get a receipt for any monies handed over.


Packing

WEIGHT RESTRICTIONSInvestigate the weight restrictions in place on the airline you will be travelling with especially in the case of budget airlines where the allowance can be as small as 15kg. Paying for excess baggage can be expensive and in most cases the restrictions are inflexible. If you have a considerable amount of baggage to take with you, it may be worth enquiring with your travel agency about sending it unaccompanied or taking a more expensive flight which allows a greater baggage allowance. Be mindful of these restrictions while packing and try to reduce your load. Items such as toiletries

Insurance

TRAVEL INSURANCE COVERThis is relevant for all outgoing students.Aberystwyth University provides all its students that study abroad with travel insurance cover. A copy of the insurance cover summary will be provided prior to departure. Please read the summary very carefully and ensure that it covers your individual needs. The certificate should be carried with your passport (and EHIC card if applicable) at all times.

* Students on an Erasmus work placement should note that Aberystwyth University’s insurance policy will NOT provide you with cover while at work. It is your responsibility to ensure that your host organisation provides you with sufficient cover in the workplace.

ADDITIONAL INSURANCE.EUROPEAN HEALTH INSURANCE CARD (EHIC)This is relevant for students studying, working or travelling within the EU only. The EHIC is the replacement for the E111 and E128 (student version of the E111).This card is free, and could save you considerable time and money if you need medical help while abroad. Some institutions/organisations may demand to see proof of this card when you register. It entitles you to the same level of emergency healthcare provision as a national of the country you are in. It is therefore strongly advised to carry it in your wallet/on your person at all times.

Without the necessary documentation, you will be required to pay for medical costs. The claim for partial reimbursement can then be a long and complicated process. Please note that international students studying within the EU may not qualify for an EHIC. You may therefore be required to take out Healthcare Insurance in the host country. We recommend that you check this with your host institution before departure as it can be quite expensive. Please check the NHS website for eligibility: www.nhs.uk/Conditions/Travel-health/Pages/Facts.aspx

The quickest and easiest way to apply for an EHIC is online at: www.dh.gov.uk/travellers

Your card should be delivered within 7 days but allow up to 2 weeks just in case.

Alternatively, you can apply by:• Calling 0845 606 2030 – your card will be delivered within

10 days.• Posting the form and pre-addressed envelope available at

your local Post Office – your card will be delivered within 21 days

STUDENTS WHO HAVE APPLIED FOR AN EXCHANGE PLACEMENT IN THE USAIt is likely that universities in the USA will require you to purchase a recommended health insurance policy and it is often the case that you will not be able to enrol without having purchased this. You should check the requirements at individual universities for details and always read policies carefully to ensure you are covered for any eventuality.

may be cheaper to purchase at your destination and be aware that anything you take, you have to also bring back at the end of your stay.

ELECTRICAL APPLIANCES.Check the voltage system in your host country, and purchase the relevant transformers and adaptor plugs for any electrical equipment that you intend to use there, if they are not already compatible. This may include items such as laptops, hairdryers etc.

MEMENTOS.It is a good idea to take some mementos of home with you. Photographs of family and friends can help brighten up your new room and bring familiarity to your new environment.


Academic Matters

For all academic matters relating to your placement, please contact your Aberystwyth University academic department. Before you depart, please ensure that you know all relevant contacts in your destination school, with regard to the modules you are taking, or your year abroad project. Please also ensure that you are clear about how you will be assessed while on your placement and how this will count towards your degree.

Immunisation and Health

GENERAL ADVICE• IMMUNISATIONS: You generally do not need

immunisations if you are entering another country within the EU, having travelled from the UK, but wherever you travel, it is worth checking what is required. You should ensure that you receive all the necessary vaccinations relevant to the country you will be living in, including any countries to which you intend to travel during the holidays. The following website has an up-to-date list of required vaccinations and general travel advice organised by country: www.gov.uk/fco

• If you have a medical condition, it is imperative that you take copies of your medical records in case of complications.

• PRESCRIPTIONS: If you take any prescription medicine (including the contraceptive pill), you should consult with your doctor about obtaining sufficient supplies for your time abroad, or about finding a source within your destination country. It is also a good idea to obtain an official letter from your doctor detailing your medication, in case you get stopped by customs or police carrying it and are questioned on its use.

BEFORE YOU GO: Book a check-up at your opticians and at your dentist. Dental care can be very expensive, and generally isn’t covered by national health services. It is highly advisable to have all dental work completed well in advance of departure, so that there are no unexpected complications.

If you have problems with your eyesight, and/or wear glasses or contact lenses, ensure that you take spares in case of loss or damage, and take a copy of your prescription in case you need to obtain replacements.

Some sporting/outdoors activities abroad may require a health certificate so if you plan to partake in such activities, check your level of insurance cover and book an appointment with your GP.

WHILST ABROAD: If for any reason you would like to see a doctor whilst abroad, get in contact with the International Office at your host university as they should be able to advise you where to go and may even know whether there are any English-speaking doctors in the area. The British Consulate is also a useful contact for health matters (please see 10) – they run emergency contact lines, all of which are available online.


Money Matters

You should begin planning the financial aspect of your exchange well in advance of your departure date. Ensure that you have enough foreign currency to last until you have access to a bank account in your destination country.

Research whether it would be valuable to open a new bank account to ease money transfers whilst abroad. Some UK banks allow commission-free foreign transactions and internet-based accounts may be advisable in order to allow you more control. Be aware that commission rates do vary and that some countries e.g. France have extra charges on bank accounts such as a monthly charge for having a debit card. In order to save money on commission charges it is advisable to take money out in larger sums but be very wary of carrying large sums of money on your person.

LOCAL EDUCATION AUTHORITY FUNDINGYou may be eligible for additional funding from your LEA, in the form of assistance with necessary costs such as travel or health insurance. Please contact your LEA for further information.

STUDENT LOANSExchange students are eligible for student loans as normal. If you experience any problems receiving your loan, you should contact the Student Loan Company, who will be able to explain what has happened. The most common problems are incorrect or incomplete bank details or documentation. Ensure that your details are accurate and up to date when completing loan applications. If you have any queries, please visit: www.slc.co.uk

For any issues regarding money matters, you can contact the Student Support Centre for more information: www.aber.ac.uk/en/student-support

ERASMUS GRANTSThis is relevant to ERASMUS study and work students only.Erasmus students will be provided with a grant from the British Council. This is a subsistence grant, rather than a maintenance grant, and it is intended to partly cover costs incurred through participation in the programme, for example, travel and social costs. It is not intended to cover maintenance costs such as rent, and should not be used for any deposits.

These grants (and how to apply for them) are covered in greater detail later in this guide but it is very important to note that you must think about the dates you will be on your placement very carefully and try to be as accurate as possible.

Documents to Take Abroad

Please note that this list is not exhaustive. Your host institution or academic school may have asked you to take additional documents, and you should adhere to their advice.

1. Passport Ensure that your passport does not expire while you are

away.2. Photocopies of passport Photocopy your passport and take one copy with you

when you go away, leaving another copy with family or a friend. This may prove invaluable if your passport is lost or stolen.

3. Another form of photo ID You should supplement your passport with a photo ID

such as your driving license or Aberystwyth University student card.

4. This Guide5. Passport Photos These are often required for student ID cards and other

admin; having some with you will ensure that you don’t have to locate a photo booth in an unknown city.

6. All relevant information from the host institution7. VISA Documentation (This is relevant to students studying outside of the EU or

for International students studying in Aberystwyth who will be working or studying abroad in Europe through the Erasmus programme).

Additional documents for Erasmus students only.

8. European Health Insurance Card9. All Erasmus documentation for each institution/

organisation you will be based at: - Certificate of Arrival - Certificate of Attendance - EITHER a Learning Agreement (study placement) OR a

Training Agreement (work placement)


Your Life Abroad

Adjusting to your New Environment

The experience of living among another culture is exciting and may even be potentially life changing, but it will present a challenge. Even if the standard of living in your destination country is similar to that of the UK, the laws, customs and gestures that you take for granted may no longer apply. Your values may be challenged and cultural attitudes in your host country may be different to what you are used to. However, you should not let this prevent you enjoying your time and you should try to view this as a learning experience.

CULTURE SHOCK‘Culture Shock’ describes the anxiety and feelings felt when people have to operate within a different and unknown cultural or social environment, particularly a foreign country.

Some common feelings experienced during cultural transitions include:

• Homesickness.• Loneliness and the desire to withdraw.• Feelings of alienation.• Fatigue.• Difficulty participating in conversation.• Frustration and anger.

PHASES OF CULTURE SHOCKCulture Shock often consists of distinct phases, though not everyone passes through them, and you may not be in the new culture for long enough to experience all three. Awareness of these phases and understanding that they are normal is a significant step towards overcoming them.

1. HONEYMOON PHASE During this period the differences between the old

and new culture are seen in a romantic light, and may appear fresh and wonderful. You may, for example, come to love the new foods, pace of life, cultural habits, and architecture.

2. NEGOTIATION PHASE After some time (usually weeks), differences between the

old and new culture can become particularly apparent and may cause anxiety. You may long for food the way it is prepared in your native country; you may find the pace of life too fast or slow; you may find the people’s habits annoying, etc. During this phase you may have mood swings caused by minor issues or perhaps without apparent reason. Depression is not uncommon.

3. ADJUSTMENT PHASE Again, after some time you will grow accustomed to the

new culture and develop routines. You will know what to expect in most situations and the host country no longer feels overwhelmingly new. You become concerned with basic living again, and things become more “normal”.

STRATEGIES TO COMBAT CULTURE SHOCK• Rather than blocking out sadness about the things

that you miss, you should allow yourself a short period where you accept your feelings and adapt to the new environment.

• You should know yourself, your values and expectations, and recognise that other people that you meet on the exchange may not share them.

• If you are feeling particularly frustrated or down, discuss your problems with other international students or with staff in the International Office at home or in your host university/organisation.


• Record and share your overseas experiences online through blogs and networking websites such as Facebook or Myspace. You should also use sites like this as an inexpensive method of maintaining regular contact with friends at home.

• Try to minimise your isolation. Before you leave home, make arrangements to keep in touch with family and friends in order to try to curb any feelings of loneliness.

• Join a society or become a volunteer. This is a great way of meeting local people, learning more about the culture and language and feeling a part of the community.

• Work to establish a new network of friends but remember that this takes time.

• Focus upon developing and maintaining a sense of humour, flexibility, tolerance, and a non-judgemental attitude.

• Devote some energy to maintaining your sense of personal identity: subscribe to a publication from home, take some of your favourite music, and pack clothes that are suitable for the environment yet comfortably familiar.

• If there is something you did at home to relieve stress (e.g. jogging, taking a bath) at home then continue to do it in your host country.

• Find ways to live with the things that do not satisfy you 100% and don’t be too hard on yourself. Establish simple goals and celebrate achieving them.

MAKING NEW FRIENDSThis can be daunting, particularly in a new country. Previous students have advised to:

• Take small gifts that are representative of, or relate to the UK – they can allow you to start a conversation with someone.

• Show sincere interest and enthusiasm in the culture; look into the music/film/sport.

• Educate yourself so that you avoid making social faux pas that could make you seem rude or inconsiderate. It is advisable to avoid using slang or swearwords in the foreign language as it can sound very strong and abrupt when used incorrectly.

• Ultimately, don’t be afraid to take up new opportunities, they may be just as interested to learn about your culture and way of life as you are of theirs.

GETTING SUPPORTAs a British student living abroad it is far easier to form natural bonds with other British or native English language speakers. While a support network like this can be valuable in dealing with the challenges that living in a new country presents, it is important to avoid feeding on each other’s negative attitudes and shutting out the local culture. Avoid overdependence on your fellow British exchange students, as it will diminish your own experience and prevent you from receiving the maximum benefit from your exchange. Consider living with people who speak the foreign language, knowing that your language skills will improve drastically as a result.


Helpful Contacts

If you have any concerns or worries while studying abroad; academic, emotional or financial, there are people who can help. Please do not hesitate to contact the Study Abroad Office at any time, no matter how big or small the problem may seem and we will be happy to advise you in the best way we can. In cases where we may not be able to advise, we will find the best person for you to talk to. Please find some useful contact details below:

ALL GENERAL QUERIESStudy Abroad OfficeAberystwyth University, Llandinam Building, Penglais Campus, Aberystwyth, Ceredigion, SY23 3DB UK

Tel: +44 (0)1970 622364 Fax: +44 (0)1970 622063 Email: [email protected]

ACADEMIC CONCERNSAll academic queries should be directed towards your home department in Aberystwyth University. Remember, you can still contact all other support services at Aberystwyth University while you are on your placement abroad. These include:

The Student Support Centrewww.aber.ac.uk/en/student-supportStudent Support, Student Welcome Centre, Aberystwyth University, Penglais, Aberystwyth, SY23 3FB


Financial Supportwww.aber.ac.uk/en/student-financeStudent Fees Office, Old College, King Street, Aberystwyth, SY23 2BH

Email: [email protected]

Accessibility Services Accessibility Services, Student Welcome Centre, Aberystwyth University, Penglais Campus, Aberystwyth, Ceredigion, SY23 3FB



Safety While Abroad

The majority of students do not experience any safety issues while studying abroad, but it is a good idea to pay attention to any safety advice, and to discuss it with local students on arrival. It is advisable to be over-cautious during the first few weeks until you become familiar with your new environment. You should ensure that you know the emergency numbers (equivalent of ‘999’) in your host country.

REGISTRATION ABROADWhen you arrive, you may have to register with the local authorities. Your host institution should inform you if this is the case.

CONSULAR ASSISTANCEYour local British Embassy, High Commission or Consulate offers a range of services, including the following:

• Contacting family or friends on your behalf.• Issuing a replacement passport.• Providing information on transferring funds.• Providing help if you are a victim of crime, or hospitalised.

Locate the nearest British Consulate in your host city and make a note of their telephone number; it may be worth keeping it saved on your phone. Their working hours may vary, so it is better to phone in advance if you need assistance. Most British Consulates operate an answer phone service outside working hours and an emergency number. For further details, see: www.fco.gov.uk/travel

TRAVEL AND SAFETY ADVICE• Buy a map of the local area to allow you to acquaint

yourself with the town/city/region before you arrive and read about your destination in guide books such as ‘the Rough Guide’ and ‘Lonely Planet’.

• Speak to a local or the host accommodation office about the dangerous areas in town, and avoid wandering into these areas, especially after dark.

• Certain behaviour, such as getting drunk, can attract unnecessary attention. If someone in your company is in a bad condition, ensure that they get home safely.

• Do not carry large amounts of money or valuables on your person. Try to divide up what you do carry, rather than keeping it all in the same place. A money belt or wallet that fits inside your clothing is a better place to hide valuables and documents

• Avoid hitchhiking as a method of travelling. It is potentially dangerous and illegal in certain countries.

• Beware of taking taxis from unlicensed operators.• In the unlikely event that someone attempts to mug

you, do not try to resist. Your personal safety is far more important than the money or valuables you carry.

THEFTYou are responsible for your own property, but there are a few things you can do to safeguard your possessions from damage or theft:

• Lock your room or residence and ensure that your money, traveller’s cheques, jewellery, passport, and other possessions are in a safe, preferably locked, place. Avoid carrying valuables and wearing expensive jewellery or clothing.

• You will be covered by Aberystwyth University insurance for the possessions that you take. Ensure that you keep a copy of the insurance certificate and guides with you. You may also wish to take out a private insurance policy.

• Be cautious when inviting casual acquaintances into your home.

• If possible, try to keep a backup ATM card that you can use in case of emergencies, since replacement cards can often take several days to arrive. Also, make a note of emergency numbers for your bank and credit cards so that you can cancel them quickly if they are lost or stolen. Try to ensure that you have money available; if something does go wrong, it can help you cope with most situations.

Keep your family, your host university/ organisation and the Study Abroad Office informed of where you are living. Always tell friends and family where you are going, including trips away and make sure you have contact details, which you should use in the event of trouble.


Keeping in Touch

When you know your new postal address, and possibly phone number, please ensure that you inform the relevant people, particularly your family, friends and bank. You should also update the term-time address on your Aberystwyth University record, which can be done here: studentrecord.aber.ac.uk/en/addresses

Consider getting yourself a Sim Card specific to the country you are staying in. This often proves cheaper when contacting family/friends back in the UK as well as in your destination country. Speak to your mobile phone operator regarding your travel plans as they may be able to offer discounted ‘roaming’ rates.

Also consider creating a Skype account, as this will enable you to call other Skype users worldwide free of charge using the internet, and even allows video-calling.

You must continue to check your Aberyswtyth University email account while you are away, as this is where any important information will be sent. Your academic home school may also send important emails to this account. If you would prefer to be contacted via an alternative email account, please contact the Study Abroad Office as soon as possible so that your record can be amended.

In the event that you have any questions or concerns, no matter how small:

ERASMUS STUDENTSPlease contact the Study Abroad Office at [email protected] or +44 (0)1970 622364

INTERNATIONAL EXCHANGE STUDENTSPlease contact the Study Abroad Office at [email protected] or +44 (0)1970 628751(International Dialling Code for United Kingdom: + (44) /Area Code /Number)


Returning Home

PRIOR TO RETURNING HOMEEnsure that you say goodbye to everyone that you care about in the host country and exchange addresses and thank those that have helped you during your stay. Do not leave any conflicts or issues unresolved.

Bring back a few mementos from your host country, in order to ease the transition when you return home. If there is a special object that you would like to take home as a souvenir, it is sometimes worth spending a little extra on postage for something that you will keep for the rest of your life.

REVERSE CULTURE SHOCKReturning home after growing accustomed to a new environment can produce the same effects described earlier. These feelings can surprise returning students, and may prove more difficult to deal with than the original culture shock.

It is entirely plausible that your interests and values may change during your stay overseas, while those of your family and friends remain the same or change in a different direction. Be prepared that people may not be as interested in hearing about your experiences as you will be in sharing them!

Re-entry shock should be acknowledged as part of the experience, and you should allow yourself time to adjust to your old home environment. Ensure that you keep in touch with friends that you made overseas, and attempt to find like-minded people in the UK with whom you share the same type of experiences. You could join an international club, take a language course, or register for courses where you can apply what you learned on your travels.

You should not be surprised if life back in the UK seems somehow trivial. Your goals and priorities may have changed, and you may be experiencing reverse homesickness and negative feelings towards the UK. These are all common feelings experienced by those readjusting to life back at home after a long stay overseas.


Erasmus Students

Eligibility

In order to participate in the Erasmus Programme, and to be eligible for an Erasmus grant, you MUST complete the following paperwork as explained below.

Please note that your Erasmus grant is intended to offset any additional costs incurred as a result of your period of residence abroad. It is not a maintenance grant and should not be viewed as such. We intend to make two installments, one in late OCTOBER and one at the end of FEBRUARY.

DOCUMENT ADVICE Please read these instructions carefully. You must complete all 6 steps within the stated timeframe. Should you have any questions please do not hesitate to contact us, we will be more than happy to help. We advise you to keep this guide with you during your period abroad for your reference.

1. COMPLETE AND RETURN ERASMUS PLACEMENT GRANT APPLICATION FORM

This is the first form you need to complete, this is the first stage of showing your interest in Erasmus.

Please complete the dates (DD/MM/YYYY) of your placement in your host institution. You must ensure that these dates are as accurate as possible in relation to the time that you will be away. These dates will be used to generate your mobility agreement and your grant amount will be initially calculated using these dates for a pro-rata payment calculation. Should you arrive later, or leave earlier, than anticipated and as stated in your contract, we shall have to ask for the relevant remaining grant money to be reimbursed to the University – something we do not like to do! The dates should also be the exact dates that you state on your Certificate of Attendance.

Please complete your bank details – without these details

we will not be able to provide you with your grant. Payment of the grant will be made as soon as possible

at the end of October and only following the receipt of completed documentation. Please make sure you have

sufficient funds for your arrival: it is always best to be prepared for a delay in payment, just in case.

2. COMPLETE AND RETURN DECLARATION The Study Abroad Office (which is found next to the

International Office) requires you to complete and return the declaration as proof that you have read and understood the documentation required in order to participate in the Erasmus Programme.

3. COMPLETE AND RETURN STUDENT MOBILITY AGREEMENT

To be eligible to participate on the Erasmus Programme you must first sign a student mobility agreement. This document must be filled in, signed and dated prior to the start of your placement. IF YOU DO NOT RETURN THIS DOCUMENT BY THE SET DEADLINES GIVEN BELOW, WE WILL BE FORCED TO CANCEL YOUR ENTIRE ERASMUS GRANT.

Students going on a placement for the Full Year / Autumn Semester: 10 May 2013.

Students going on a placement for the Spring Semester: 8th November 2013.

A student mobility agreement must be signed for every placement undertaken. If there are any errors in your mobility agreement(s) please notify us immediately.

Please sign, date and add the place the document was signed at the bottom of the student mobility agreement. Please remember that if you do not complete, sign and date this document by the given deadlines, we will be forced to cancel your entire Erasmus grant.

The student mobility agreement is an essential part of your Erasmus documentation, and must be returned completed. Failure to do so will mean that you are not eligible to participate in the scheme. Your grant can only be issued after your student mobility agreement is completed correctly and returned by the given deadlines. Please ensure that you contact us if you have any questions regarding the completion of the student mobility agreement.

Please note that this section is relevant to Erasmus students only.


Student mobility agreements must not be completed by parents or guardians on behalf of the student. In the event that the student is out of the country, British Council regulations insist that the document is forwarded to them overseas, either by post or email.

4. RETURN CERTIFICATE(S) OF ARRIVAL British Council regulations also require the completion

and return of a Certificate of Arrival for each institution/organisation at which you will either study or work. The Certificate of Arrival must be signed and stamped by a relevant representative of the host institution/organisation.

5. COMPLETE AND RETURN EITHER A PROVISIONAL LEARNING AGREEMENT (STUDY) OR A PROVISIONAL TRAINING AGREEMENT (WORK) FOR EACH INSTITUTION/ORGANISATION

For students who are STUDYING abroad under the Erasmus programme LEARNING AGREEMENT:

The British Council requires that a Learning Agreement(s) be provisionally agreed, signed and dated prior to the start of each placement. This should contain a list of all the modules that you will study in the host institution. This document must be filled in, signed and dated prior to the start of your placement.

Students going on a placement for the Full Year / Autumn Semester: 31 JULY 2013

Students going on a placement for the Spring Semester: 14 DECEMBER 2013

We understand that you will not know for definite what modules you will be taking before your arrival at your host institution. You will therefore have one month after the start date of your placement to complete a “Changes to Learning Agreement” form and return this to the Study Abroad Office as a final version. IF YOU DO NOT RETURN THIS DOCUMENT BY THE GIVEN DEADLINE, WE WILL BE FORCED TO CANCEL YOUR ENTIRE ERASMUS GRANT.

Think carefully about the module choices you make and whether they are appropriate to your course. Module choices will need to be approved by your Departmental Coordinator. In most cases you can research beforehand on the University’s website to see what modules are available but be sure to check which semester they are running on.

For students who are WORKING abroad under the Erasmus programme TRAINING AGREEMENT:

The British Council require that a Training Agreement(s) be provisionally agreed, signed and dated prior to the start of each placement. The purpose of this document is to explain details of the proposed training programme. This document must be filled in, signed and dated prior to the start of your placement.

Students going on a placement for the Full Year / Autumn Semester: 31 JULY 2013

Students going on a placement for the Spring Semester: 14 DECEMBER 2013


We understand that you will not know the definite details of your training programme before your arrival at your host organisation. You will therefore have one month after the start date of your placement to complete a new Training Agreement if necessary and return this to the Study Abroad Office as a final version. IF YOU DO NOT RETURN THIS DOCUMENT BY THE GIVEN DEADLINE, WE WILL BE FORCED TO CANCEL YOUR ENTIRE ERASMUS GRANT.

Keep the following points in mind:• Try to be as accurate as possible with the dates to avoid

any miscalculation of of the grant amount - if you arrive late or leave earlier you will have to reimburse the surplus grant money to Aberystwyth University – something we do not like to do!

• It is best to ask a member of staff in your host organisation to complete information on the following where indicated:

- Knowledge, skills and competence to be acquired. - Detailed programme of the training period. - Tasks of the trainee. - Monitoring and evaluation plan.

6. RETURN CERTIFICATE(S) OF ATTENDANCE British Council regulations also require the completion

and return of a Certificate of Attendance for each institution/organisation at which you will either study or work. The Certificate of Attendance must be signed and stamped by a relevant representative of the host institution/organisation.

All Certificates of Attendance must be returned to the Study Abroad Office in Aberystwyth following the completion of each study/work period OR no later than the 1st of July 2014. If you have not finished your placement by this date, please contact the Study Abroad Office via email with the exact dates that will appear on the Certificate of Attendance.

Please try to ensure that dates on your Certificate of Attendance match the dates on your contract as closely as possible. The Erasmus grant is based on the number of months spent overseas, and if you arrive late or leave earlier you will have to reimburse the surplus grant money to Aberystwyth University.

7. COMPLETE ON-LINE REPORT FORM(S) As part of your contractual obligations you are required to

complete a report form for each institution/organisation you have visited. The report form is an on-line form that is submitted directly to the British Council. The Study Abroad Office will email all students with the web link to the Report Form in due course.

Online reports should be submitted by the 31st August 2014.

The payment of grant monies is conditional upon return of these reports and failure to do so will result in demands for repayment.


Documentation Checklist

Document Action Required Send To Study Abroad OfficeERASMUS STUDY/WORK PLACEMENT GRANT APPLICATION FORM

• Complete all sections, make sure that your start and end dates are as accurate as possible

Full year / Autumn semester-12 APRIL 2013Spring semester only - 18 OCTOBER 2013

STUDENT MOBILITY AGREEMENT* (CONTRACT)

• Read all pages thoroughly;• Sign and date

Full year / Autumn semester- 10 May 2013Spring semester only - 8 NOVEMBER 2013

DECLARATION • Read Declaration thoroughly;• tick all required boxes;• Sign and date declaration.

ASAP – before departure

CERTIFICATE OF ARRIVAL Coordinator in host institution / organisation to complete date of arrival, and sign certificate.

ASAP - upon arrival at host destination

PROVISIONAL LEARNING AGREEMENT (study placements)for EACH institution

PROVISIONAL TRAINING AGREEMENT (work placements) for EACH organisation

Complete provisional form and have it signed by host Departmental Coordinator and Institutional Coordinator.

Complete and sign provisional document; Have agreement signed by host organisation (manager or equivalent);

Full year placements or placements in Autumn semester only - 31 JULY 2013

Placements in Spring semester - 14 DECEMBER 2013

FINALISED LEARNING AGREEMENT (study)

FINALISED TRAINING AGREEMENT (work)

If you change any of your modules, you must complete a ‘Changes to Original Learning Agreement’ form and have it re-signed.

If any changes are made, you must complete a new Training Agreement and have it re-signed.

Within one month of arrival

CERTIFICATE OF ATTENDANCEfor EACH placement

Coordinator in host institution / organisation to complete dates of placement, and sign certificate.

At end of placement – to be returned to Study Abroad Office by 1st July 2014

ONLINE STUDENT REPORT for EACH placement

Complete all questions to provide feedback to the British Council – link will be emailed to you.

Soon after end of each placement, by 31st Aug 2014

Please return your completed documents to the following address as soon as possible:

Study Abroad Office, Aberystwyth University, Llandinam Building, Penglais Campus, Aberystwyth, Ceredigion, SY23 3DB, Wales.

Or by fax: +44 (0)1970 622063 or email: [email protected]

If you have any problems please call: +44 (0)1970 622364 or +44(0) 1970 628751.


Grant Details

ERASMUS GRANT

How Much Will I Receive?We will not be informed of the official grant amount by the British Council until June. The Study Abroad Office will email all students to confirm the amount of funding they should expect to receive as soon as we have this information.

The amount of funding students receive varies slightly from year to year. However, to give you an idea, students who went on an Erasmus placement in the academic year 2012/2013 received a grant of €270 (EUROS) per month of study/work as an initial allocation of funding.

The Erasmus mobility grant is calculated for the duration of your placement. To calculate the grant, your start and your end date are rounded up to the nearest quarter month, for example a placement that started on the 01/10/2012 and ended on the 21/04/2013 is 6.75 months in duration. The rate of the grant depends on which destination country the placement takes place; please refer to www.britishcouncil.org/erasmus-funding.htm for current grant rates.

Your grant will normally be paid into your account in pounds sterling at the exchange rate that was used on the day that grant money was allocated to Aberystwyth University by the British Council. The exchange rate will therefore be pre-set and will remain consistent regardless of fluctuations throughout the year.

Priority CountriesThe British Council may provide a supplementary amount of funding, payable to students travelling to priority countries. This will be a one off payment, awarded to students studying/working in a priority country and it will be paid at the same time as the Erasmus grant. Please find the list of priority countries that has been provided to us by the British Council below:

Bulgaria, Croatia, Cyprus, Czech Republic, Estonia, Greece, Hungary, Latvia, Lithuania, Malta, Poland, Romania, Slovakia, Slovenia and Turkey

Erasmus Intensive Language Courses (EILC’s)EILCs are specialised courses in the less widely used and less taught languages organised in the countries where these languages are used as teaching languages at HEIs, to prepare students for their Erasmus period abroad.

EILCs may take place in the following countries for languages in brackets: Belgium (Dutch), Bulgaria (Bulgarian), Croatia (Croatian), Cyprus (Greek), Czech Republic (Czech), Denmark (Danish), Estonia (Estonian), Finland (Finnish and Swedish), Greece (Greek), Hungary (Hungarian), Iceland (Icelandic), Italy (Italian), Latvia (Latvian), Lithuania (Lithuanian), Malta (Maltese), the Netherlands (Dutch), Norway (Norwegian), Poland (Polish), Portugal (Portuguese), Romania (Romanian), Slovakia (Slovak), Slovenia (Slovenian), Spain (Basque, Catalan, Galician and Valencian), Sweden (Swedish), Switzerland (Italian) and Turkey (Turkish).

Please note that these courses are only available to non-language students.

Students wishing to apply for an EILC must visit the following website where details of the courses and application forms can be found – www.ec.europa.eu/education/erasmus/doc1300_en.htm

You will need to provide an electronic copy of your application form to the Study Abroad Office in Aberystwyth University ([email protected]).

Disability Related FundingStudents with a severe disability or exceptional special needs may be entitled to extra funding from the European Commission to cover associated costs on their Erasmus placement. Students who need to apply for additional funding should do so via the Study Abroad Office before the start of their Erasmus placement. Strict eligibility criteria apply and students should be aware that they may not receive any payment until part way through their placement.

Widening ParticipationThe British Council may provide a supplementary amount of funding, payable to students who have been identified as normally living in an area of the UK in which progression into higher education is low. This is interpreted as a student coming from a household with an income below a specific threshold. This will be a one off payment, awarded to students deemed eligible for a WP payment and it will be paid at the same time as the Erasmus grant.

And Finally…We hope that this guide answers any questions you may have and we wish you good luck during your time abroad. We sincerely hope that you have an enjoyable and rewarding experience and look forward to welcoming you upon your return to Aberystwyth.


Study Abroad Office Contact Details

Study Abroad Office, Aberystwyth University,

Llandinam Building, Penglais Campus,

Aberystwyth,Ceredigion,SY23 3DB

UK

Tel: +44 (0)1970 622364 Fax: +44 (0)1970 622063 [email protected]

www.aber.ac.uk/en/international/study-abroad

Download - Guide for Outgoing Exchange Students · 1. Passport Ensure that your passport does not expire while you are away. 2. Photocopies of passport Photocopy your passport and take one copy

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