AUTUMN 2014 PRE-DEPARTURE WORKSHOP · 2017. 8. 11. · 10/31/2013 7 Pre-Departure Workshop Autumn 2014 Administrative & Practical Matters Raffaela Costa Pre-departure Pack Your Pre-Departure

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AUTUMN 2014

PRE-DEPARTURE

WORKSHOP

Pre-Departure Workshop Autumn 2014

WelcomeKatie Morris

Coordinator, International Exchanges

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Pre-Departure Workshop Autumn 2014: Program

1:30 – 1:50 Registration

2:00 – 2:20 Welcome and Making the Most of Your Experience

2:20 – 2:40 Administrative and Practical Matters

2:40 – 3:00 Academic Matters: Faculty / Student Centre Briefings

3:00 – 3:15 Afternoon Tea

3:15 – 3:45 UTS Travel Insurance & International SOS

3:45 – 4:15 Staying Connected during Exchange (Blogging & FB)

4:15 – 4:30 Meet Returned and Current Exchange Students

4:30 End of Session

7.30pm onwards Exchange and Study Abroad Club (ESAC) Event (Abercrombie hotel)

Cultural adjustment and making the most of your

experience

Katie Morris


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The Cross Cultural Adjustment Cycle

Argentina – Honeymoon

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Argentina – Crisis stage

Argentina - Acceptance

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Culture 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

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 necessaryBe patient

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Write down

• 3 things that you are most excited about

• 3 things that you are most nervous about

Group Discussion

• If you could only pack one thing in your suitcase, what would it be?– A prize for the most creative answer

Prize!

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Administrative & Practical MattersRaffaela Costa

Pre-departure Pack

Your Pre-Departure Pack Contains:• Pre-Departure Guide• UTS Insurance Certificate• UTS Verification Letter (for Centrelink, you must be enrolled full-time)• International SOS Page• Hints for Australian Travellers• Sexual Assault Overseas Information• Consular Services Charter• UTS Koala/Kangaroo• Consent Agreement and Release Form

READ all documents before you leave!

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Financial Assistance:

• OS-HELP Loans

• Scholarships

OS HELP Workshops already finished

If you have not attended a workshop but would still like to apply for a loan, contact [email protected] immediately

OS HELP Loans

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OS HELP Loans

Commonwealth government funded loans to assist with overseas study

Borrow up to $6,250 per semester in 2014

No loan fee for 2010 onwards

Apply for up to 2 loans, 1 per semester

Payment will not be made until late January at the earliest

OS HELP Loans

Eligibility

A HECS place (undergraduate degree)

Australian citizenship

Completed 48 credit points before exchange

At least 6 credit points remaining in your degree to be completed upon return

Access to $7500 if going to an Asian Destination

Access to a Language Loan of $1000 if studying an Preparatory Asian Language

See the government website: http://studyassist.gov.au/sites/studyassist/helppayingmyfees/pages/os-help-loans-and-study-overseas#AmIEligible

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Scholarships

Global Exchange Scholarship – To be determined

Notification date: March

Payment date: After census date (31 March)

ISEP Scholarships - $5000 (Netherlands and Malaysia)



AsiaBound Scholarships - $5000 (HongKong PolyU/ CityU and China Tongji/Nottingham Ningbo)



Financial Management Tips

Budget

Be aware of scholarship and OS-Help Loan payment dates

Research Centrelink benefits

Banks and ATM

Local currency for your first couple of days

Alternative means of funding

Settle taxation matters

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Enrolment

UTS Enrolment

Host University Enrolment

UTS Enrolment

UTS Enrolment

Ensure that you enrol in exchange subjects

Follow your faculty instructions on how to do this

You must be enrolled at UTS for your results to be added to your degree

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Every university has different enrolment systems

You may enrol in subjects before arrival or on arrival

Enrol in the corresponding full time study load

Remember UTS Census dates are still applicable while on exchange

Seek assistance from the International Office of the Host University

Credit transfer to your UTS degree

No need to update subject approval form

Electives

Enrolment at host uni upon

arrival

Subject approval form

needed

Non electives

Subjects change upon

arrival

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Changing Subjects: Electives

Examples: Free electives / International Business Studies / Law Options

Your UTS record is updated upon receipt of your transcript on your return

Don’t duplicate subjects in your degree, study academic subjects

Enrolment changes: you do not need to inform your Exchange Officer

Check if unsure with your faculty/Student Centre regarding if your subjects will be credited to UTS

Changing Subjects: Non Electives

Examples: Core / Major or Sub-major subjects / DAB subjects / Choice Block subjects.

If you change matched subjects you must submit the ‘Changes to Subject Approval Form’ to UTS International before you finalise enrolment at your host university

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Transcripts

Exchange Completed

Transcript to UTS International

Evaluation form sent to student to complete

Upon receipt of feedback, copy of transcript to Faculty and student

Results updated

Transcript to

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

Correspondence with UTS

Email

Use your UTS email address and check it daily

This is an official means of UTS communication

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

Keep copies of your documents electronically on a USB

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Emergency Contact Details

Emergency contact details must be updated in

My Student Admin

Visas

Visas

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 electronics somewhere safe

Check Department of Foreign Affairs and Trade website and booklet

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Tips

Medical and Dental- have a check up before you leave

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 details with your family and close friends

Pre departure Guide

Your pre-departure guide contains:

A complete Check list

Register for ‘Smart Traveler’

Specific information for graduating and International Students

Information about extending your exchange

Useful Contacts

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Quiz


Faculty/Student Centre Briefings

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Afternoon TeaPlease return to your

seat by 3:15pm.

International SOS Membership

Helping you manage your health and safety travel risks

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Global InfrastructureA network that works for you

• 27 assistance centres• 35 clinics• > 1 million cases• 16,000+ medical

evacuations• Global information

centre• 6 regional security

centres• 90+ languages

supported• 68,000+ certified

providers• 50+ million bookings

annually

• 27 assistance centres• 35 clinics• > 1 million cases• 16,000+ medical

evacuations• Global information

centre• 6 regional security

centres• 90+ languages

supported• 68,000+ certified

providers• 50+ million bookings

annually

International SOS MembershipManaging your travel risks

Pre Incident Incident

Post Incident

Pre IncidentIncident

Post Incident

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International SOS Membership

Pre-departure Travel or Assignment Emergency

Prepare. Educate. Acknowledge Assist. Inform. Advise. Recommend. Act.

Helping you manage your travel risks

24/7 Advice and Assistance (Q & A)

• Access to online Country Guides

• Access to online Security Information

• Medical & Security Alerts

• 24/ 7 pre trip Medical & Security Briefs

• Written Itinerary Brief (Travel Brief Q)

International SOS MembershipBefore you leave, prepare yourself

Pre-departure

Prepare. Educate. Acknowledge

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Member Tips:

Always carry your membership card in your wallet.

You can call us reverse charges, if necessary.

Add the International SOS BlackBerry/ iPhone/ AndroidApplication to your mobile phone

Call us anytime, anywhere at any of our Assistance Centersaround the world

Save our Assistance Centre number to your mobile now:

Sydney + 61 2 9372 2468

Singapore + 65 6338 7800

Sydney +61 2 9372 2468 Singapore +65 6338 7800Philadelphia +1 215 942 8226 London +44 20 8762 8008

Client Name University of Technology SydneyMembership Type Corporate Comprehensive AccessMembership Number 12AYCA000095

International SOS MembershipPrepare yourself before travel

Pre-departure



Pre-departure


OverviewCountry Guides

Security Information

Portal

Find out about:

Medical Alerts & Security AlertsPre trip Medical & Security AdviceVaccinationsMedical & Security Risk RatingEmergency Contact NumbersCultural TipsVoltage and Plug InformationExtreme Weather

Civil UnrestPolitical Elections/ ProtestsTerrorismTransport Infrastructure

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Pre-departure


Medical &Security Alerts


Pre-departure


Still have questions, or travelling to a high/ extreme risk destination…

Call the Assistance Centre for a pre travel Medical or Security Brief

Some examples of what is covered in a travel brief:

• Extreme weather

• Problems with road and rail infrastructure, like washed away roads, traffic jams, poor infrastructure

• Threats of strikes from airlines, and other industrial action

• Disease outbreaks

• Potential problems or limitations of the medical infrastructure, such as lack of medication

• Threats of Terrorism, such as whether Westerners or Western companies will be targeted

• Heightened security at check points, like at airports or train stations, due to increase threats

Email your itinerary & travel brief questionnaire to the Assistance Centre for a Written Itinerary Brief

• Medical & Security email report

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International SOS MembershipYour Pre Departure Checklist

Pre-departure


Travel Documentation & Resources

Security

Health & Safety

International SOS MembershipYour Pre Departure Checklist

Pre-departure


Personal Travel Locator

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• 24/7 advice and assistance through 27 Assistance Centres –medical, security and general travel

• Are not feeling well

• Need a referral for a doctor, dentist or other care

• Hear of travel disruption affecting your itinerary

• Hear of adverse weather or a natural disaster that impacts your itinerary

• Feel unsafe, hear of riots or protests outside your hotel / place of business

• Require a language translator, even in a cab

• Need prescriptive medication

• Your wallet /passport/ identification documents are lost or stolen

• Are the victim of a theft or assault

International SOS Membership Travel or Assignment

Assist. Inform.Helping you manage your travel risks

• 24/7 decision and crisis management support

• Step-by-step Security instructions and advice to ensure your safety

• Hospitalisation and medical monitoring (including upfront payment to ensure emergency admission)

• Deployment of International SOS staff on site for emergencies and emerging situations

• Help to identify all employees in affected locations

• End to end operational and logistical management of medical or security evacuations stages

• Liaising with your family and UTS

• Post-incident follow-up

International SOS MembershipEmergency

Advise. Recommend. Act.Helping you manage your travel risks

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No matter how small your concern may feel, when in doubt, call International SOS for support

Thank you

UTS Travel Insurance

• UTS maintains comprehensive travel insurance to cover students while on an approved Exchange program

Included in your pack:• Presentation slides

• Certificate of Currency (CoC)

• Full copy of the Travel Insurance Policy Schedule

• ISOS Emergency Contact details

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UTS Travel Insurance: Dates

Dates of Cover

• UTS Insurance covers the approved exchange period

• Students are covered for the dates on the Certificate of Currency (CoC)

• Contact your exchange/ICS officer if your dates are not correct

• Purchase additional insurance for travel taken outside CoC dates

• Link on UTS web site to buy an additional insurance quoteshttp://www.fsu.uts.edu.au/insurance/types/privatetravel.html

• Policy provides for a maximum of 365 days of cover.

UTS Travel Insurance: Questions

Two insurance sessions will be held

Email [email protected]

Contact your exchange officer for incorrect insurance dates

6th November 2013

CB02.4.11

Time: 11-12pm

7th November 2013CB02.4.11 Time: 3 - 4.30pm

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Staying Connected Shae McDonald

Facebook Autumn 2014 Exchange Group Page• Make friends who are going to the same country or university

• Keep in touch with the whole Autumn 14 exchange group

• Share photos, new learning's and experiences while on exchange

• Post your photos of Kylie the Kangaroo in your favourite destinations!http://www.facebook.com/groups/431574983577400/

UTS GLOBAL EXCHANGE FACEBOOK

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“Kenny koala with the little mermaid in Copenhagen! He battled thousands of tourists for his own solo!”

Alison Brown

SIGHTSEEING KENNY KOALA OR KYLIE KANGAROO

You’re about to embark on an

adventure and we want to know all

about it!

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• Head to: www.wordpress.com

• Login via: – We will send login details via email

UTS Global Exchange Blog - Log in Details

• Blogging is a great way to share experiences with friends and family

• Share your article to Facebook, Twitter or send link

• Blogging is classed as a published articleGreat to show future employers

× Be careful about what you post

Blogging

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Exchange and Study Abroad Club (ESAC)

VENUE: Abercrombie

TIME: 7.30pm onwards

Free Tacos and Nachos(first come first served)

Meet Other Exchange Students: Country Groups

CanadaChinaDenmarkHungaryJapan

KoreaSwedenSwitzerlandUnited KingdomUSA

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Farewell

Good luck!Bon voyage!

Suerte!