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 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 (will be collected before

break)

• 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

Emergency Contact Details must be updated in MyStudentAdmin

Register with

SMARTRAVELLER.GOV.AU

Remember

• Ambassador role

• UTS Student Rules apply

Before your

Exchange

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

Mexico

Hot Hot Hot Exchange Tips

• 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

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

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, including junk and clutter folders regularly

• Forward your UTS email to your regular alternative email address

• Include your name and student number in all email correspondence documents

Sweden

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

Financial Matters

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 Studyabroad.Exchange@uts.edu.au 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 Loan Submission and Payment Timelines

End of June Bulk payment of all approved first loans

Early June Students notified of Loan/s outcome

12 May 2017 Online Applications

**Incomplete Loans will delay payment**

Scholarships

Remember to check your UTS Email address!!!

Payment Date After Census Date Spring 2017( (25 August)

Notification by email in August with instructions

Centrelink

• Contact Centrelink to check your eligibility

• The verification letter in your pack is provided to confirm:

• The dates of your program

• That you are a full time student

Apply for OSHELP after

your exchange is approved

Payment savings and tips

• High costs for withdrawals from Australian accounts

• Be aware of international transaction costs

• Get a local account?

• Research fee free / low cost local bank accounts

• Research a fee free credit card

I would also definitely recommend opening an account with Citi Bank. It is free to use all around the world with no transaction fee, much cheaper than a travel card and withdrawing money is also free. Seo Yeong Singapore A17

Money tips

Other considerations

• Have some local currency in cash for your first few days

• Let your bank know you will be overseas- avoid you account being frozen!

• Protect against currency movements

• Pre load funds into a local currency

• Multiple means of payment recommended

• Check the expiry of cards before departure

• Have a ‘rainy day’ fund for an emergency

Also, always have some spare emergency money whether it is in another bank account or a travel card. Seo Yeong Singapore A17

Academic matters

• 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 Maria from the Student Centre to talk to you soon!

• You must be enrolled at UTS for your results to be added to your degree/ meet OSHELP and Centrelink requirements

• Your UTS enrolment must be finalised before UTS Census Date - 25th August

UTS Enrolment

Sweden

Transcripts

Exchange Completed - Check with host before leaving -

Transcript sent to UTS International by host

University

Student’s Evaluation of Exchange Survey

confirmed

Copy of transcript sent to Student Centre

Results updated

Transcript sent or picked up by Student

Student presents transcript to UTS International.

Evaluation confirmed.

Copy of transcript sent to Student Centre

Results updated

UTS

Enrolment Advice

Enrol in your UTS Exchange Subjects now via My Student Admin

Submit an e-Request if: You been asked to submit an e-Request, or You are experiencing difficulties enrolling in your UTS Exchange subjects.

Include the following information in the e-Request:

First preference Subject field: 8888 Supporting Statement section:

Period approved for Exchange: Spring 2017 Host University Name UTS Subjects Type: Direct Equivalent or Electives or both Total Credit points to be enrolled in: ( ) UTS credits to ( ) Host University

General UTS Enrolment Advice – Before you go!

Hong Kong

MY APPROVED HOST UNIVERSITY SUBJECTS NEED TO BE CHANGED. WHAT SHOULD I DO? Changing Electives

Free Choice Electives New host university subjects must be academic. You must still be enrolled in 18 or 24 UTS credit points & the equivalent host

university's credit points. You cannot duplicate a subject which is a part of your UTS course.

Restricted Electives Subjects must be academic and relate to your field of study.

Communication students must study “Communication” based subjects. Engineering students must study “Engineering” based subjects. Business Students undertaking SMJ08139 International must study “Business”

based subjects. You cannot duplicate a subject which is a part of your UTS course.

NOTE: Restricted Electives are subject to Faculty approval and you need to submit an e-Request and attach a “Changes to Study Plan Form”.

MY APPROVED HOST UNIVERSITY SUBJECTS NEED TO BE CHANGED. WHAT SHOULD I DO? CONTINUED…….. Changing Direct Equivalent subjects Faculty approval required

Submit an e-Request First preference Subject field: 8888

Attach a completed Changes to Study Plan Form

Attach detailed subject outlines for each new host university subject

requested. These must include: The topics covered/content of the subject assessment criteria hours of attendance and credit points textbook used, etc.

Note: Please retain all your subject outlines for subjects undertaken at the partner university.

ACADEMIC TRANSCRIPTS AND EXCHANGE RESULTS

All subjects enrolled in exchange program will appear as generic exchange subjects, such as: Exchange elective 1 Exchange elective 2 Exchange elective 3 Exchange elective 4

Grades on UTS academic transcript will appear as PASS or FAIL

Exchange subjects will not be included in the UTS calculation of GPA.

Your results will be updated when the Student Centre receives a certified

copy of your host University Academic Transcript. Keep your host University Academic Transcript as it will show the specific

subjects you did and your marks.

ACADEMIC TRANSCRIPTS AND EXCHANGE RESULTS CONTINUED………….

Host University Academic Transcript : Sent directly to you : Take your transcript to

UTS International Exchange Team.

Not received _ Contact UTS International Exchange Team.

Students who undertake exchange in their final session and will be eligible to graduate after completing their exchange.

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 claims@fullertonhealthcs.com.au

• 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=landing&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 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.

• UTS Insurance does not cover you for private travel before or after the approved period. You will need to arrange your own private travel insurance.

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

claims@fullertonhealthcs.com.au 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

insurance@uts.edu.au

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: claims@fullertonhealthcs.com.au • Website: http://www.fullertonhealth.com.au

Insurance – How to make a claim

Amsterdam

Insurance – Important Contacts Insurer ACE Insurance Limited, A Chubb Company – Policy Number

01PP532500

Insurance Claims –

Dedicated Help Line

Fullerton Health Corporate Services Phone No: 02 8256 1760

Email: claims@fullertonhealthcs.com.au Website: http://www.fullertonhealth.com.au

Emergency Number for

ISOS

International SOS Australia +61 2 9372 2468 Email: sydopsmed@internationalsos.com 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: Insurance@uts.edu.au

Email insurance@uts.edu.au

Insurance – Questions

Staying Connected

Stay Connected Facebook, Instagram

and Blogging

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

Facebook UTS Global Exchange Group

• Make friends with others who are going to the same country or university

• 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

Break Out Groups