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10/31/2013
1
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
Pre-Departure Workshop Autumn 2014
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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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Pre-Departure Workshop Autumn 2014
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)
Notification date: March
Payment date: After census date (31 March)
AsiaBound Scholarships - $5000 (HongKong PolyU/ CityU and China Tongji/Nottingham Ningbo)
Notification date: March
Payment date: After census date (31 March)
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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Host University Enrolment
Host University Enrolment
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
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
Pre-Departure Workshop Autumn 2014
Faculty/Student Centre Briefings
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Pre-Departure Workshop Autumn 2014
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
Prepare. Educate. Acknowledge
International SOS MembershipPrepare yourself before travel
Pre-departure
Prepare. Educate. Acknowledge
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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International SOS MembershipPrepare yourself before travel
Pre-departure
Prepare. Educate. Acknowledge
Medical &Security Alerts
International SOS MembershipPrepare yourself before travel
Pre-departure
Prepare. Educate. Acknowledge
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
Prepare. Educate. Acknowledge
Travel Documentation & Resources
Security
Health & Safety
International SOS MembershipYour Pre Departure Checklist
Pre-departure
Prepare. Educate. Acknowledge
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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Pre-Departure Workshop Autumn 2014
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!