STUDY AND WORK ABROAD GUIDE 2017-18 and Work Abroad Gui… · 4 University of Kent / Study and Work Abroad Guide 2017-18 “I had one of the best years of my life so far, I really

The UK’s European university

STUDY AND WORKABROAD GUIDE2017-18For students on a study or work placementin Europe

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CHECK LIST 3

Essential things to do before you leave campus

Complete required documents promptlySee your Academic Co-ordinator about courses p6Complete your Learning Agreement p6Organise accommodation p12Make contact with other students p11Make sure your contact details are correct on your Kent student recordComplete Health QuestionnaireSign and return the Erasmus grant agreement on time, if applicable p15Read this Guide carefully!

Essential things to do before you depart for your placement

Make sure that your Learning Agreement is signed by the host before you arrive p6Ensure that you have a valid passport p11Register for Kent’s free, compulsory insurance p17Obtain a visa, if necessary p11Translate your birth certificate, if required p11Obtain lots of passport photos p11Make travel arrangements p13Make sure you know where to go and what to do on arrival p14Arrange overnight stay in a hostel/guest house, if necessary p14Make financial arrangements p15Pack this Guide! You will need it during your stay.

Essential things to do when you arrive

Get your arrival certificate signedSee the Academic Co-ordinator at the host university to update yourLearning Agreement p6Keep in touch! p20

“For anyone who has any doubts – just doit! I was so nervous about my year abroadbut it’s the best decision I ever made.”

Samantha BrowningEnglish and American Literature and French,Université Jean Moulin Lyon 3

1

INTRODUCTION

Studying or working abroad is an exciting opportunity to expand youracademic and employment horizons, to experience other cultures in depthand to develop as a person.

Contents

Introduction 1

Personal preparation 3

Attending a university– what to expect 5

Attending a university– studying abroad 6

Assistantships and other workplacements 9

Attending two placements 10

Pre-departure procedures 11

Accommodation 12

Travel 13

Arrival 14

Financial matters 15

Insurance 17

Health and Welfare 18

Personal safety 19

Keeping in touch 20

Careers 21

Returning to Kent 22

Problem solving and emergencies 23

Appendices 25RegulationsErasmus+University of Kent contact details

This Guide is intended to give you general advice tohelp you prepare for your time abroad. It is anessential supplement to your own research and theinformation you will receive from your host institution,school or employer.

Please read this guide in its entirety before leavingKent. If you have any further questions, please donot hesitate to contact the Erasmus Team.

The Erasmus Team is responsible for:• Information about and help with all organisationalaspects of the time abroad

• Liaison with partner universities• Support for students before and during the periodabroad

• Distribution of Erasmus+ grants to eligiblestudents

• Collection of Year Abroad marks

Lastly we wish you the best of luck with yourplacement and encourage you to make the most ofall of the opportunities that will come your way.Remember that you are also ambassadors for theUniversity of Kent, so do us proud!

With best wishes

Janet Wilson-Sharp, Brechje Klok-White andFrançoise McKee Erasmus Team

International Partnerships, The RegistryUniversity of Kent, CanterburyKent CT2 7NZ, UKT: + 44 (0)1227 827818 or 824042E: [email protected]/goabroad

www.kent.ac.uk/goabroad

The University of Kent is pleased to acknowledgethe support of the European Commission under theErasmus+ programme for its Erasmus+ activities.

“As for my Year Abroad ingeneral, I am having the mostamazing time and don’t thinkI’ll ever want to come home!”

Rachel BaleEnglish and French LawUniversité Panthéon-Sorbonne, Paris 1

2 University of Kent / Study and Work Abroad Guide 2017-18

3

PERSONAL PREPARATION

Your time abroad will be anunforgettable experience, which willbe made even more fulfilling if youprepare well before you leave.

ConsiderThe more you put into your time abroad, the moreyou are likely to get out of it!

• What do you hope to get out of your time abroad?• What skills do you want to develop?• What attitude will you take with you? Going with arealistic attitude can make a big difference.

Cultural awarenessOn arrival you will need to learn new skills and beready to adapt to the host country’s culture. You willprobably encounter a range of differences over theperiod, some may be more obvious, or easier to getused to, than others.

There will of course be obvious cultural differences– history, language, religion, etc – but you may findthat some differences are subconscious:assumptions about nationality, age, howrelationships work, attitudes to authority etc.

Communication differences do not just affect thosewho are studying a foreign language: you might findthere are differences of writing or speaking style,body language, or expectations of formality. Forexample, in some countries, calling an academic byhis/her first name would be frowned upon.

You may also find that your expectations vary oreven conflict with the expectations of those aroundyou. This could be something as simple asexpectations of personal space or as broad as thedivision of tasks between students and universitystaff. The latter can be an challenge as many hostuniversities expect students to find information bythemselves or to organise their own moduleregistration and timetable. In some cases, this mightbe done in a low tech/high effort way rather thanthrough an online system.

• Kent student questionnaires: Completed by Kentstudents during their time abroad, these cover arange of important topics from accommodation tofinance to socialising. (Available in InternationalPartnerships)

• Other students: The Erasmus Team can help youcontact Kent students who are at/have been atyour destination and incoming students from thatcity/country

• Academic co-ordinator in your Kent school:He/she will help you with academic mattersrelated to the time abroad

• This guide

Culture shockWhilst the best advice from our students is to“Embrace the differences”, it can take time to do soand many experience culture shock in some formduring the time abroad. This is normal and can bevaluable as you develop new skills and self-awareness to deal with the changes. Allow yourselftime to adjust: some adapt very quickly (or appear todo so!), for others the process is much more gradual.

ResourcesMake the most of the resources available to help youprepare for the time abroad.


“Best year of my life, neverhave change and educationinmy life been so significant,also met some of the bestfriends I will ever have.”

Ryan GoodgeDrama and FilmUniversiteit Utrecht


“I had one of the best years of mylife so far, I really grew as aperson, becoming a lot moreconfident and responsible formyself... if you’re interested ingaining new experiences, open tonew things, living abroad andgenerally having an amazingyear I definitely, definitelyrecommend it! You’ll gainexperiences, friends andmemories that will stay with youfor the rest of your life!”

Emma WelchBA in Social Anthropology with a year in the NetherlandsVU Amsterdam

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ATTENDING A UNIVERSITY – WHAT TO EXPECT

Our partner universities have been hand-picked by your schools to allow you tohave a useful and interesting academic experience. Some may be bigger andmore bureaucratic than Kent, others may be surprisingly laidback! In mostcases, the exchanges have been running for many years so the Erasmus Teamand your Academic Co-ordinator know the partner well and have good contactswith staff there.

Your host university may arrange mentoring withlocal students or a Tandem language programme.Both are highly recommended for language learningand making friends. Information will be sent by thehost university.

Language coursesMany universities offer a pre-sessional or term-timelanguage course. Although these courses are notusually compulsory, they are a useful way to improvelanguage skills and an opportunity to make friendsand start finding your way around. Most courses arefree to Erasmus students but some may have a smalladministration fee. Course information will beprovided by the host universities.

If the course takes place before the start of term,make sure either that you have accommodation forthat period. In some cases, participants areawarded ECTS credits for successful completion ofthe course. If so, ask your Academic Co-ordinator atKent whether these credits can be counted towardsthe 60 ECTS credit total for the year.

The Erasmus Team can offer a contribution of up to€200 for language course costs for students whoare not studying the language as part of theirdegree.

Students studying a language as part of theirdegree will be registered for the Erasmus+ free,obligatory Online Linguistic Support.

More information about both these things will besent by email.

The host university will give you details of usefuladministrative and academic contacts there.Exchange students often get additional help withprocedures or have sightseeing trips or partiesarranged especially for them.

Don’t forget that adapting to the culture of studyingin another country is part of the experience of theperiod abroad! The first few weeks may bechallenging, but this can be overcome with an openmind and positive attitude. A few notes are givenbelow to help you prepare for the differences:

Registration proceduresThese can seem complicated and frustrating as thesystems may not be what you are used to at Kent.(Incoming exchange students to Kent sometimesfeel the same way!) Be prepared to devote time andenergy to registration and don’t be afraid to ask localstaff or students for help. Do participate in anyorientation programmes offered by the universitybecause these will often include help withregistration.

Style of teachingThere is a wide variation in teaching styles. Someare similar to Kent, having lectures and seminarswith an emphasis on discussion and analysis.Others teach primarily through lectures with anemphasis on the student learning from lecturers andset texts. It can be difficult to get used to the latter,but the knowledge obtained can be put to excellentuse in adding depth to your work at Kent. (In somecases, lecture halls are packed and it is necessaryto arrive early to get a seat.)

AssessmentAgain, procedures may not be the same as in theUK. Invigilation may be more relaxed and notificationof exam dates given at short notice. Universities inScandinavia sometimes use "book exams". Manyuniversities, particularly in Italy, use oralexaminations with a panel of examiners as well as(or instead of) written examinations for manydifferent subjects, not just language modules. Somestudents appreciate this style of exam because lessemphasis may be placed on grammar and, ofcourse, spelling and writing style!

University staffExchange students will have an Academic Co-ordinator who can be contacted about academicproblems. He/she may be more accessible thanother tutors, who may not have office hours or anoffice in the university, and will be used to queriesfrom Erasmus students. Contacting class tutors isbest done by speaking to them after the class or byemailing to arrange an appointment.

The academic yearMost mainland European universities have a twosemester system with exams at the end of eachteaching period. A few universities have ‘blocks’ ofteaching with students taking one or two courses ineach block and then being assessed immediately.Term/semester dates will be made available by yourhost university either online or in the information theysend you.

Social lifeThere is a greater distinction between study andsocialising at most partner universities than at Kent.In some countries, like France, students will socialiseat bars and clubs in the city where they are basedand will keep the residences as places to study andsleep. The student questionnaires in InternationalPartnerships give lots of information about the sociallife at each university, whether for all students or forexchange students in particular. Exchange studentsare often in the fortunate position of having parties,events and trips arranged especially for them by thelocal International/Erasmus Office or ErasmusStudent Network (ESN).

You have only to speak to students who havereturned from their year or to read thequestionnaires to know that a full and rewardingsocial life is there to be enjoyed once you havefound your feet and made contacts and friends.

OrientationMany universities offer orientation meetings andevents to help students to settle in. Orientationevents are highly recommended: some include toursand events and help is often given with registration.Most universities also provide language classes forexchange students either before or during theacademic year (see below).


“Get out of your comfort zone!I cannot stress it enough. It is going to be the best yearof your life.”

Eugenie ValentinEuropean Studies (Combined Languages)Alma Mater Studiorum – Università di Bologna

If you have any questions after reading thisinformation, please contact your Kent Academic co-ordinator or the Erasmus Team in InternationalPartnerships.

All Erasmus+ students must fill in a LearningAgreement and keep it updated throughout thestudy placement. The Learning Agreement is anobligatory academic contract between you, Kentand your host university. The European Commissionrequires all Erasmus+ students to get their LearningAgreement signed by both universities before thestart of the study placement and to keep it up-to-date in order to be eligible for the Erasmus+ grant.

Choosing coursesYou should meet with your Academic Co-ordinator todiscuss a provisional study programme and prepareyour Learning Agreement in the Spring or SummerTerm. A list of academic co-ordinators will be sentto you by email.

Before you go to see your co-ordinator, get as muchcourse information as you can from your hostuniversity’s website/documentation or from thereference Learning Agreements in InternationalPartnerships. Your co-ordinator at Kent will adviseyou about specific course requirements. Please notethat many universities publish their course informationmuch later than at Kent. In some cases, particularlyin Spain and Italy, courses may not be finalised untilshortly before the start of the academic year!

6

Your time abroad is an integral part of your degree. Because of this, you areexpected to attend classes and obtain credits and marks.

Therefore, the Learning Agreement is provisionaluntil arrival when you will be able to make changes.

CreditsYou should choose courses worth 30 ECTS persemester (60 ECTS in total). A few universities haveagreed with us a different total number of ECTSwhich your co-ordinator will discuss with you. If, atany stage, you think it will not be possible to get 30ECTS in total, please notify the co-ordinator and theErasmus Team.

1 ECTS is equivalent to 2 Kent credits; so 30 ECTSis equivalent to 60 Kent credits, the normal workloadfor a term.

Completing a Learning AgreementWhen you have chosen your courses, write themon your Learning Agreement and get it signed byyour Academic Co-ordinator. It is easiest to do thisbefore you leave Kent. Students who will split theyear between two placements should prepare twoLearning Agreements.

When it has been signed by the Kent co-ordinator,send it to the host university for signature, keeping acopy for yourself. Please ask them to return thesigned Agreement to you. You should then give usan electronic or paper copy. You will take the originalwith you to the host. This is essential in order for youto get the Erasmus grant. If there is anydelay/difficulty, please notify the Erasmus Team,[email protected].

If your host university expects you to fill in theirversion of the Learning Agreement, that will be fine.It is not obligatory to fill in the Kent version as well.The important things are that you have a complete,correct, signed Learning Agreement and that theErasmus Team has a copy of it.

Changing coursesOn arrival you may find that your agreed courses areno longer available or clash with other modules. Ifyou find yourself in this situation, you should followthe host university’s procedures for choosing newcourses. (In many cases, the partner universityallows several weeks for students to attend lots ofdifferent courses before deciding which ones theywant to register for!)

When you have decided, contact the Academic Co-ordinators for approval. Make sure that youamend your course registration – following the hostuniversity’s procedures – and then update yourLearning Agreement. Fill in the ‘During the mobility’section of your Learning Agreement, get it signed byyour host co-ordinator and then return it by email orpost to Kent. You should repeat this process if youmake changes later in the year.

Course registrationAlthough the Learning Agreement is an obligatoryrequirement for Erasmus, it may not complete yourcourse registration. You must complete the hostuniversity’s process as well and register yourmodules with them.

You may find that the host university registers younot simply to a module but to a particular class andtutor as well. If you attend the right class but with thewrong tutor or do not register your modulescorrectly, it may be impossible to get your marks atthe end of the year.

University of Kent / Study and Work Abroad Guide 2017-18

ATTENDING A UNIVERSITY – STUDYING ABROAD

“The year abroad experience is very challenging but at the sametime fulfilling. Each obstacleserved to strengthen me as anindividual. I learnt a lot aboutmyself, I developed academicallyand even more so personally.”

Tiffani JeffreyPolitics and International Relations (French), IEP de Paris

7www.kent.ac.uk/goabroad

Academic stressesThe beginning of the time abroad can be stressfuland it takes time to adapt to the new lifestyle andacademic differences. Some find that their firstmarks are not what they have been used to or thatthey are struggling to adjust to the new system. Thisis a normal part of the study abroad experience andusually students find that the marks improve in thesecond semester when they are feeling much moresettled and confident.

If you find yourself in this situation, don’t worry! If you have specific concerns, contact your coursetutor or Academic Co-ordinator at the partneruniversity for advice. Try to get to know otherstudents in your class: they may be able to help youwith notes and understanding the local systems. Ifyou are very concerned about marks or settling in,notify your Academic Co-ordinator and the ErasmusTeam at Kent.

Disruption of studiesDo your best to undertake all the classes andassessment in order to achieve the required marksand credits. If your work/exams are adverselyaffected by strikes, ill health etc, it is essential thatyou notify your Academic Co-ordinator and theErasmus Team at Kent as soon as possible. In caseof prolonged or serious illness, please ensure thatyou get a medical certificate from the doctor/hospitalbecause it will be needed by your host universityand by Kent.

Marks and transcriptsBefore you leave the host university, check that youhave completed the necessary procedures to obtainyour marks. You should follow their procedures verycarefully and submit any required documentation(eg Scheine or Libretto). You must also request atranscript before your departure. Bear in mind that itis much easier to sort this out while you are still atthe partner university!

Students in Italy may be given a ‘Libretto’ whichmust be presented at the Erasmus Office at the hostuniversity at the end of the stay/exams so that aTranscript of Marks can be issued. The completedLibretto may be returned to you, in which case youshould bring it to the Erasmus Team at Kent at thestart of your final year. Students in Germany mustprepare any required ‘Referat’ or ‘Klausur’, in orderto obtain a ‘Leistungsschein’ or ‘benoteter Schein’ foreach course. However, increasing numbers ofuniversities are producing an ECTS transcript ratherthan issuing Scheine. Students at Lausanne shouldrequest their marks from each tutor.

Submitting your transcriptIt is your responsibility to ensure that the ErasmusTeam at Kent has received your transcript by Week 2of your final year, whether from you or your hostuniversity. Check that all courses attended and themarks and credits attached to them are recorded onthe transcript. The transcript should include thegrade normally awarded by the local institution, theequivalent ECTS grades and the ECTS credits.

If you think a mark is wrong or a course is missing,you must contact the relevant office at your partneruniversity to request an amended transcript. Youmust notify the Erasmus Team at Kent about this.

QualificationsIn specific cases, where this has been previouslyagreed between Kent and certain partnerinstitutions, some students may be awarded aqualification from that university on successfulcompletion of the examinations. The Erasmus Teamwill inform you if this is applicable to you.

Important note about failing coursesIf you find that you have failed exams or otherassessment, please notify your Academic Co-ordinator at Kent and, if possible, re-sit the exam.

Please note that failing to complete all thework/assessment could result in a Fail mark for yourYear/Term Abroad, unless there are grounds for aconcessions case. Students who do not achieve therequired credits and marks without an adequatereason risk failing the Year/Term Abroad and havingto repay the Erasmus+ grant.

“The teaching was great, with aremarkable competence for theEnglish Language. As were thefacilities, seminars and lecturesand all people concerned with mylearning around campus. (...)

A wonderful experience that Iwould strongly recommend, havemet some extraordinary peopleand had a great time living in aforeign city.”

Eliot McGowanClassics and Archaeological StudiesVrije Universiteit Amsterdam


It’s the best experience I’ve everhad so far and it’s only gettingbetter. Language skills haveimproved a lot and learning howto adapt in any givenenvironment. It’s the best wayto grow as a person.

It’s transformed me into a braveperson and has given me a lot ofconfidence.

Michalea AntoniouFrench and SpanishUniversité d’Avignon et des Pays de Vaucluse

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ASSISTANTSHIPS AND OTHER WORK PLACEMENTS

Working abroad is an exciting and challenging opportunity, providing aninsight into potential careers and a chance to make useful contacts.

Problems during the placementIf you have any difficulties or queries during the timeabroad which affect your ability to do your job, youmust speak to the staff member responsible for yourplacement at the school/company. The BritishCouncil’s website also gives advice on personalsafety and the recommended process for problemsolving.

If you do not feel able to speak the staff memberresponsible for your placement, try speaking toanother colleague who you trust. Alternatively,assistants can contact the local assistantship office.The Erasmus Team and your School’s PlacementOfficer are also available to offer advice andsupport.

In the case of prolonged illness, you should obtain amedical certificate from the doctor/hospitalconcerned (See also page 18). You should alsonotify the Erasmus Team and your academic co-ordinator or Placement Officer at Kent.

AssistantshipsAssistants will find that most information will comefrom the British Council and from interviews ormeetings held before the start of the year. It is highlyrecommended that you visit the Council’s website assoon as possible for information on practicalities aswell as reports from previous assistants:• www.britishcouncil.org/language-assistants/become• Essential teaching advice, downloadablematerials and a web forum are available at:www.teachingenglish.org.uk

If you have not already done so, speak to assistantswho have come back from the year abroad. They willoften be very willing to pass on advice or helpfulinformation or just have a chat about the year.Questionnaires completed by previous assistantsare available in International Partnerships.

As soon as you are sent your school or localauthority’s contact details, contact them. The BritishCouncil website has advice on how to do this. Makesure that you are aware of, and arrive in time for, anyorientation meetings given by the local or nationalassistantship organisation. These meetings can benot only a helpful source of information, but also anopportunity to meet other assistants in your region.

Work placementsIf you are undertaking a work placement, you mustget approval from your Kent School and acontract/internship agreement signed by youremployer. If you do not already have a signedcontract, please contact the Erasmus Team urgently.

You should contact your employer for informationabout the work involved and documents you mayneed. Find out as much as you can about your job,the local area and the company you will be workingfor, before you go.

Make sure you know:• What is expected of you (eg tasks, responsibilities,confidentiality, behaviour and dress)

• What your hours of work will be and your holidayentitlement

• Will the company help you to findaccommodation?

• What salary are they offering you, if any, andwhen will it be paid?

• Will you be expected to pay taxes or socialsecurity payments?

• Will the company’s insurance cover you at work?

Contact the Careers and Employability Service andyour School’s Placement Officer for more advice.

Essential documentsAll students undertaking a work placement orassistantship which is eligible for Erasmus+ mustcomplete an Erasmus Learning Agreement for Work.This is a contract between you, Kent and theschool/employer and is an essential requirement ofyour grant. The Erasmus Team will send you a blankcopy by email during the summer. You and yourschool/employer must sign the Learning Agreementfor Work before the placement starts. If it isimpossible to do this, you must notify the ErasmusTeam to avoid jeopardising your Erasmus grant.

All Erasmus+ students on work placements/assistantships will have to get a Training Certificatefilled in and signed by the employer at the end ofthe placement to confirm that it was successfullycompleted.

Work requirementsAll students are expected to fulfil the terms of theircontract and submit the work set by Kent. You willbe given details of any required academic work,usually an essay or project, by your School’sPlacement Officer.


"My only advice would be to enjoyevery second because it goes by ina flash. Homesickness wassomething that I worried aboutbefore I arrived, but apart frommy first day here I have felt so athome and comfortable in Poitiers.Take every opportunity that comesyour way and try to visit as manyplaces as possible. As anassistant, you get the schoolholidays which is great! Make themost of the free time and travel.There will always be someonearound to help you if you areunsure of anything - don't beafraid to ask! Have fun!"

Maria PerryFrench and HistoryBritish Council Assistant

10

ATTENDING TWOPLACEMENTS

If you split the year between twoplacements, remember to keep track ofany preparation you need to do for thesecond placement during the firstsemester. If your first placement iscoming to an end and you have notheard from the second placement for awhile, please contact them directlyand let the Erasmus Team know if youhave any concerns.

If you will be studying at a (different) university in thesecond semester, make sure that you follow anyinstructions they give for pre-registration, arrival etc.

Many universities offer language courses ororientation programmes just before or during thesecond semester so make sure you take these intoconsideration when planning your arrival.

DocumentationDon’t forget to return all the necessarydocumentation to the Erasmus Team for bothplacements. The Departure and Arrival certificatesare particularly important but it is easy to forgetthem in the rush of moving between placements.Make sure that you let the Erasmus Team know yournew address as soon as possible after arrival.

Work requirementsMake sure that you know the work requirements foreach placement, particularly if you will split the yearbetween a university placement and a workplacement. The Work Requirements information willbe published on Moodle or given to you by yourSchool’s placement officer.

Term dates and examsAlthough every effort has been made to avoid a termdate clash in the case of two university placements,you may find that the start of your secondplacement starts before the first placement’s examshave finished. If this is the case, find out if yourtutors would be willing to set you an alternativeassessment or allow you to sit the exams earlier. Thisis unfortunately not guaranteed as it is dependent onthe host university’s regulations and the goodwill ofyour tutors.

If it is not possible, you must then contact the secondsemester placement to find out if you can postponeyour arrival for a few days in order to complete yourexams. Notify your Academic Co-ordinator and theErasmus Team at Kent if neither option is viable.

Remember…Allow yourself time to adjust to the new placementbecause you may experience culture shock again!Ask local staff and students if you’re not sure whatto do and don’t hesitate to contact the ErasmusTeam if you have any concerns/problems.


“It’s a great opportunity anda lot of fun. The city is abeautiful place and the peopleare welcoming and slightlycrazy (but in a good, fun way).I highly recommend doing ayear abroad here!”

Charles HallBiomedical Science, Bogaziçi University

11

PRE-DEPARTUREPROCEDURES

Please feel free to contact the Erasmus Team for advice and help with any ofthese procedures.

Your contact detailsPlease ensure that your home and emergencycontact details are correct on your Student Recordbefore and during your time abroad.

Make contactsDo get in touch with other students who are at/goingto the same destination as well as the incomingexchange students from there. The Erasmus Teamcan help you do this.

You can also get in touch on facebook:UniversityofKentStudyAbroad.

Important note about votingBritish citizens can apply to vote in UK elections bypost or proxy for one particular election or for a fixedtime (eg one year). Voting by proxy means that youwill assign someone at home the task of voting onyour behalf in an election. Voting by post means thatapproximately 10 days before the election a votingpack will be sent to your address abroad withdetailed instructions. In order to vote in this way, youmust contact your local council as soon as possible.

The team is a useful source of information and cangive more specific information on what is required bydifferent countries or partner universities.

Essential documentsMake sure you have the following documents:• Passport, valid at least for the duration of yourstay abroad

• Insurance (see page 17)• VisaVisas are not necessary for EU nationals studyingin other EU or EEA countries or Switzerland. Youmay need a student visa if you are a citizen of anon-EU country or if you are an EU citizen goingto a non-EU country, for example Turkey.Check the application procedures with the relevantEmbassy in good time. Be aware that the processand costs may differ from country to country andsome countries may require you to have a medical.Be prepared for visa processing to take a long timeso don’t leave it until the last minute.

• Residence requirementsAfter arrival it may be necessary for you tocomplete various formalities to allow you to staythere for a period of more than three months.This may include registration with the localauthorities/police and obtaining a residencepermit. Contact your host university, school oremployer for advice.

• Birth CertificateA full A4 birth certificate may be required forsome registration procedures (check with youruniversity/employer before leaving Kent). Studentsborn in the UK who do not already have the A4version, can obtain one from the Registry ofBirths, Marriages and Deaths.Students who will be living in France may need atranslation of their A4 birth certificate. If this is thecase, contact the Erasmus Team as soon aspossible for a blank form and instructions. Whenyou have translated the birth certificate, bring thetranslated version and the original A4 documentto the Erasmus Team to be certified.

• International Student Identity Card (ISIC)These cards can be extremely useful and canentitle you to reductions in theatres, cinemas,museums and galleries. Cards can be obtainedfrom STA Travel. You will need a passport photoand your Kent ID.

• Learning Agreement for study or work• School certificatesYou may be required to provide copies of A Level,or equivalent, certificates.

• Lots of passport photos• PhotocopiesTake copies of all the documents listed above aswell as the originals. Do not hand over theoriginals to anyone in case they get lost.

Information and formsWe have nominated all those undertaking a studyplacement to the appropriate partner university/ies.You should expect to hear from them aboutregistration and other matters by email or post in thenext couple of months.

Assistants will receive instructions from the BritishCouncil, and possibly the local authority/school. It isreally important to contact your school as soon asyou receive the details. Those on work placementsshould check with their employer about forms thatmay be required in addition to the work placementcontract.

It is essential that you meet any deadlines given sothat you do not jeopardise your placement.


"So far it has been a unique andmind-opening experience as it hasallowed me to meet many peoplefrom all over Europe, which hasgiven me much insight intocultural differences. I have alsopartaken in activities I wouldusually not do such as visitingmuseums with friends andtravelling around the city takingin the sights and sounds whilstadapting to a new culture."

Ryan Earnshaw European Studies with Spanish Universidad Carlos III Madrid

12

ACCOMMODATION

Study placementsSome universities provide accommodation and willsend information or links by email. Universitieswithout their own residences may offer help infinding private accommodation. Remember mostuniversities have limited accommodation andallocate rooms on a ‘First come, first served’ basis;it is therefore crucial that any forms/financialrequirements are completed correctly and returnedwell within the deadline. Some universities maycharge a non-refundable deposit to coveradministrative costs for the housing service.

Students who are allocated a room should read anyinformation or contract very carefully. Deposits mustbe paid on time and the contract signed andreturned as required. In some cases, students mustobtain a certain type of insurance before they cancollect their room key. Details will be given by therelevant residence office. Take careful note of anyregulations and be prepared to follow them. Someregulations may be strict but these should berespected out of consideration for others.

Please note: Accommodation situations may varyfrom year to year. A university that could offeraccommodation in previous years may be unable todo so due to an unexpected problem. In thissituation, the Erasmus Team at Kent will doeverything possible to get university accommodationfor those concerned; however, students should beprepared to look for private accommodation.

Work placementsIf you are doing an assistantship or work placement,the onus is on you to find accommodation. It is agood idea to research the town where you will beworking and ask your school/employer for advice.Some students like to go out to the placement earlywith family so that they can visit possible rooms.

If you will be an assistant, it is worth attending anyintroductory briefing/training in your area as manystudents have found flat mates among the otherlocal assistants. Others have been offeredaccommodation by a member of staff eitherpermanently or short-term while they looked forpermanent accommodation. In a few cases,students have been offered accommodation whichis owned by the School or employer but this cannotbe guaranteed.

Finding private accommodationContact the Erasmus Team of Kent and the localErasmus Office, school or employer for help withfinding private accommodation. Some may be ableto help more than others. The student questionnairesare highly recommended: many offer advice on flathunting techniques, good sources of information andoccasionally give a landlord’s address.

Important advice:• Find out about the safe/unsafe areas of the townbefore starting your search

• Avoid visiting flats/rooms on your own: take afriend as security and an extra pair of eyes to spotproblem areas. If this is impossible, leave theaddress, your mobile number and expectedreturn time with a friend

• Be careful what personal details you give inadverts or to potential flatmates

• Arrange meetings in a public place• Be businesslike and confident• Find out who might have access to theaccommodation (landlord, landlord’s agent, etc)

• Read the contract carefully and if you have anyconcerns ask a native-speaker to check it on yourbehalf before signing.

WarningUnfortunately, scams are increasingly frequent evenon social media sites for exchange students. Makesure that the properties advertised do exist beforeyou pay any money towards renting them.

Living in FranceA lot of French landlords require tenants to have aFrench guarantor.

All those resident in private accommodation inFrance will be required to pay the Taxe d’Habitation.Please be aware that you may not receive thepayment demand until your final year. You may beeligible for a rent rebate (the Aide au Logement)through the CAF (www.caf.fr).


“I can honestly say I’ve neverbeen as genuinely content withlife as I have been for the pastfew months.”

Ola GrabowskaEuropean Studies (Combined Languages)Université d’Avignon et des Pays de Vaucluse

13

TRAVEL

Safety when travellingThe following tips will help you to have a safejourney:• Always keep your passport, money and valuablessecure, in a hidden money belt for example, butmake sure that you can access the things you willneed during the journey easily

• Keep your luggage close to you at all times sothat it cannot be tampered with or stolen

• Act confidently and be aware of what ishappening around you

• Plan your journey in advance so you do not haveto refer frequently to a map/guidebook, whichcould mark you out as a stranger

• Make sure you know where to go and what to doon arrival (see Arrival section)

• If you have to travel at night on public transport,sit near the bus driver if you can or with otherpeople on the train

• Have some spare cash with you in case youneed/want to take a taxi to your accommodation.

You may wish to consider travellingwith other Kent students as this canoften make the process of arriving atyour placement much less daunting.Although you may be the only studentgoing from your school, there may beother students travelling out to thesame city or region. The ErasmusTeam can help you contact them. Thestudent questionnaires contain manyuseful travel recommendations.

STA Travel is a travel agent specialising in studenttravel, which has a branch in Canterbury(www.statravel.co.uk, E: [email protected], T: 01227504202).

By airThe many cheap flights offered make flying apopular option for getting to placements. However,you will be limited as to the amount of baggage youcan take with you. If possible, ask a friend or familymember to travel with you so that you can use theirallowance. Make sure you know the current handluggage allowances and restrictions.

By coachEurolines (part of National Express Coaches) runcoaches from Victoria coach station to over 250destinations in Europe. 26s and under can getdiscounted tickets but even the full fare is relativelyinexpensive. You may find this a cheap way oftravelling home after your initial journey. Reservationscan be made through any Eurolines agent orNational Express office (www.eurolines.co.uk,T: 08717 818177).

By trainEurostar (www.eurostar.com) offers special cut-ratetickets to students under 26 to Paris, Brussels, andLille. A return ticket is valid for 60 days but the dateand time of return must be booked at the same timeas the outward journey.

Eurotrain specialise in youth rail travel in Europe andhave discounts for those under 26. Prices includechannel crossing by ferry, with the return journeyvalid for 2 months and the added option of breakingthe journey and stopping off anywhere on route.

More information can be found through Rail Europe(www.voyages-sncf.com) and Euro Railways(www.eurorailways.com).

Taking a carBe aware of different regulations and requirementsin your host country. The AA (www.theaa.com) andthe RAC (www.rac.co.uk) offer help and guidelinesfor driving abroad to their members. For informationabout taking a car abroad, including driving licenceand vehicle licence enquiries contact the Driver andVehicle Licensing Agency(www.gov.uk/government/organisations/driver-and-vehicle-licensing-agency).

The Association of British Insurers (www.abi.org.ukclick on the Information zone link) offers informationand advice about motor insurance.

It is advisable to check about parking arrangementsat your university residence or in the local city/town.Residences may not have any designated parkingand municipal parking charges can be high.


“It was one of the best decisionsI made to go abroad andespecially to Istanbul, so enjoyyour time!”

Julia DourishClassics and Archaeological StudiesBogazici Universitesi

14

ARRIVAL

At your accommodationMake sure you inform the office responsible for yourresidence or your landlord of your proposed arrivaldate and an approximate arrival time. Don’t arriveafter office hours or during a weekend/local publicholiday, unless you have been told that you may doso. Remember that your journey could be delayed.Find out in advance what you should do if you arelate and be prepared to organise a hostel/hotel roomfor the first night(s).

If you are looking for private accommodation, theearlier you can arrive, the more choice you will have.If necessary, book into a hostel/hotel for the first fewnights. Assistants may be able to arrange temporaryaccommodation through their school.

Hostelling International may be of use,www.hihostels.com

At your university/placementMake sure that the relevant office (host university,local assistantship organisation/school, or employer)is aware of your arrival date and that you know whatto do on arrival. If in doubt, contact them at least aweek before your departure or ask the ErasmusTeam at Kent for help.

UniversityContact the International Relations/Erasmus Officeon arrival to sort out your registration. Arrange anappointment with your Academic Co-ordinator assoon as possible after arrival to introduce yourselfand update your Learning Agreement if necessary.They can offer assistance with module choices andgeneral problems. If you have problems during theyear, it is very important that you make the AcademicCo-ordinator and the International Relations/ErasmusOffice aware of this.

Attend any orientation programmes which arearranged at the start of the year for exchangestudents: you may be given help withregistration/module choices, and will have a chanceto make friends and start finding your way around.Many are free of charge but places may be limited.Some universities run a student mentoring scheme,which may involve assistance with registration. TheTandem language learning scheme is also offeredby some universities and is a great way to improvelanguage skills.

AssistantsMake sure you are aware of, and arrive in time for,any meetings given by the local assistantshiporganisation/school. Not only will they give usefulinformation but you will have an opportunity to meetother local assistants and may be given help withfinding accommodation.

Work placementsDiscuss your arrival arrangements with youremployer.

In your areaFind out in advance whether you need to registerwith the local council or police. You may need tomake an appointment or queue up at the relevantoffice. Make sure that you have all the requireddocumentation and photocopies with you. Thismight include your passport, student card, proofof financial support (eg your student loan documentor a letter from your parents), and accommodationcontract.


“...so far my year abroad hashonestly been one of the bestyears of my life! Once youovercome the scary parts at thebeginning, everything gets a loteasier. You feel proud ofeverything you’ve been able todo for yourself in a foreigncountry where everythingworks differently.

I’ve met some lovely people thatI will never forget and had someamazing experiences here.Make the most of it because itgoes so fast and not everybodygets the opportunity to dosomething like this.”

Jennifer RichardsFrench, Montpellier

15

FINANCIAL MATTERS

With careful preparation and budgeting, it is possible to pay for essentialexpenses and still enjoy nights out and weekends away.

Be prepared for initial expenses for travel andaccommodation, particularly if the academic yearwill start before your loan is due to be paid. In somecases, there may be a higher cost of living but otherexchange students are usually a good source ofinformation about the best supermarkets, cheapcinema tickets and rail/bus passes. The studentquestionnaires also give some very usefulinformation on these matters.

www.kent.ac.uk/goabroad/cost.html

[The following information is correct at the time ofgoing to press.]

Erasmus+ GrantIf you will be participating in an Erasmus+ study orwork placement (see Appendix), you may be eligibleto receive an Erasmus+ grant.

The grant is a top-up for your normal source offunding which is paid by the European Commissionthrough the University. It is designed to help youmake the most of your time abroad but is notenough to live on by itself.

The grant rate is currently set by the National Agencyaccording to the type of placement, host country andduration of the placement. It is not means-tested.Please note that we cannot guarantee how much thegrant will be. When you plan your budget, treat thegrant as a bonus rather than the main funding.

All or part of the grant will have to be repaid to Kentif you do not complete the placement.

How do I get it?There are no specific application procedures. TheErasmus Team identifies eligible students and willcontact them about the necessary forms. Eligibilitycriteria are given in the appendix.

Students will be asked to provide their bank detailsso that the grant can be paid directly to them.

Please note that we cannot pay the first allocation ofyour grant until these Erasmus documents aresigned and returned:• Grant Agreement• Arrival Certificate• Bank form• Learning Agreement

When is it paid?If you are eligible for an Erasmus+ grant, 70% of theestimated total grant will be paid to you as soon aspossible after the start of your placement, providingthat you have submitted the required documentspromptly and have given your correct bank details.Please note that we cannot start grant payments tostudents until the Erasmus+ funding has been paidto Kent by the National Agency.

Make sure you will have enough to live on without thegrant so that you will not be in difficulties if the grantpayment is delayed or smaller than you expected.

Tuition feesUndergraduate students will pay a reduced tuitionfee to Kent if they will spend a full year abroad. Thefee is expected to be 15% of the normal fee(£1,350). This fee is expected to be the same forstudents who normally pay overseas rate fees.

Undergraduate students will pay the normal tuitionfees to Kent if they will spend one term abroad.

Postgraduate students will pay the normal tuitionfees to Kent for a year or term abroad.

Tuition fees are not payable to any of the hostinstitutions.

German universities charge a small semester feewhich often provide benefits through studentdiscounts and public transport passes.

Student loansIf you are eligible for funding through StudentFinance, it is essential that you notify them that youwill study or work abroad. This is particularlyimportant if you have recently changed from a 3year to 4 year degree programme. You shouldcontact them directly about this as soon as possible.

Download your Study Abroad form from the StudentFinance website, and bring/send it to the ErasmusTeam for completion.

This should ensure that you get your funding at theright time. It may also be possible for studentswhose semester starts in August to receive thefunding a bit earlier but this is not guaranteed.

Failure to notify Student Finance could result in yourfunding being delayed or in Student Finance notarranging funding for your final year.


Emergency fundingIf your Student Finance funding is significantlydelayed or you need additional support after takingout your full entitlement, you may be eligible foremergency funding through Kent:www.kent.ac.uk/finance-student/funding/emergency.html

Erasmus+ support for Special NeedsErasmus+ offers some additional financial supportfor students ‘who wish to take part in Erasmus+ andmight be prevented from doing so because theyhave special needs incurring additional costs’. If youthink this is appropriate for you, please contact theErasmus Team.

The Erasmus Team has been informed that DSAfunding may be reduced for Erasmus+ because ofthe possibility of this additional Erasmus+ funding.Students who normally receive DSA funding shouldcheck with the funding provider about this.

Benefit entitlementsIf you are receiving any form of benefit, inform thedepartment responsible that you will study or workabroad for a year/term and ask them how this willaffect you. If you need a status letters to confirm thatyour time abroad is an official part of your degreeemail [email protected].

Cash and bank accounts abroad

Your bankInform your bank that you will be spending the nextacademic year abroad. Failing to do this could resultin your card being stopped: the bank might assumethat your card is being used fraudulently!

The bank will be able to advise you on managingyour finances. Exchange rate inequalities andbank/card fees (often surprisingly high) make itessential to manage your money in the mosteffective way possible. If using internet banking,make sure the necessary security precautions arein place.

Local banksWhether, and when, to open a bank account abroaddepends very much on individual circumstances.Check the student questionnaires forrecommendations and speak to students on arrivalfor advice on the most ‘student-friendly’ banks.When opening an account, remember to take proofof identification and, if applicable, universityregistration. You may also be required to pay somemoney in immediately. Please note that in manyEuropean countries it is illegal to have an overdraft.

CONTINUED OVERLEAF

FINANCIAL MATTERS (CONT)


Immediate costsYou will need a fair amount of easily available fundsduring the first few weeks of your stay, to pay at leastthe first month’s rent, plus a deposit, and for food andtravel expenses. However, it is never sensible to carrylarge amounts of cash (see paragraphs below).

MoneyIf you plan to use your debit/credit card abroad ormake transfers, find out what the charges will be.Make sure that your cards are widely accepted inyour host country.

Pre-paid travel currency cards or cash passportsmay be of use. They can be used to makepurchases and withdraw cash like a debit card.Tracking transactions and balances can be doneonline, by text or phone. There may be a fee forwithdrawing cash or for purchasing the card so it isworth shopping around. As the travel cards are notlinked to your bank account, there is less risk in caseof loss or theft than with a debit or credit card andthe travel cards can be cancelled and replaced.

Pre-paid cards can be purchased from variousplaces, including Thomas Cook and the Post Office:

www.thomascookmoney.com/cash-passport www.postoffice.co.uk/travel-money/card

EmploymentIf financial problems cause you to consider workingto supplement your income, the following informationshould be useful. However, you must bear in mindthe exigencies of your study programme whendeciding how many hours per week you can work.

Within EU law, all residents of the EU have the rightto seek employment in member countries, and donot require a work permit to do so. The onlyconditions that apply to this law are that you are inpossession of a full British or other EU Passportand that you are not a Commonwealth citizen whohas right of abode in the UK.

Teaching English privately is a good way to earnmoney; there is almost always a demand for nativespeakers to give lessons in English (see note belowon safety.) Do not be afraid to ask for the going rate.It is not advisable to undercut other people. Hoteland Catering work is another option and Englishspeakers are often considered an asset, particularlyin tourist areas.

Safety when looking for employmentThe following points are aimed at helping you to finda suitable job safely:• Speak to friends or colleagues who may be ableto put you in touch with potential clients forlanguage tutoring

• If advertising, be very careful about the kind ofadvert you write: ask a native speaker to adviseyou on the wording and do not give your homeaddress

• Arrange to meet potential students/employers in apublic place NOT your/their home

• Take someone with you or give the meetinglocation/time and contact’s name to a friend

• Dress smartly and behave in a businesslike way• Keep the conversation off personal/social topics• If you feel at all uncomfortable, excuse yourselfpolitely and leave.

The majority of people are genuine but there havebeen some problems reported. This is not meant toput you off: it is simply to say that it is important tobe vigilant.

Extra-curricular internshipsYou are welcome to find an extra-curricular internshipas long as it does not adversely affect your officialplacement. Please note that such placements are aprivate matter and the University of Kent cannot signan internship agreement or convention for a privateinternship which runs concurrently with your officialstudy or work placement.

“Brilliant and invaluableexperience; [I] would recommendit to all. Really good life learning,a great time to have fun, widenyour perspective and outlook.”

Seema AggarwalEuropean Legal Studies, Charles University Prague

17

INSURANCE

Insurance is an essential part of your preparation. It is always better to haveinsurance and not need it, than to not have it and get into difficulties!

Incidental holidaysPlease note insurance cover also applies forincidental holidays taken within your host country.Cover can also apply for holidays taken away fromyour host country during midterm vacation breaks,but you must disclose these upfront when firstregistering online for insurance purposes or byconfirming the holiday destinations and travel datesby email to the Insurance Office –[email protected] for cover to be agreed.If for any reason the period of holiday exceeds theoverall period of study in your designated yearabroad country, you will have to arrange separateinsurance for the extended holiday only travel.

Evidence of coverWhen you submit your details online please print theconfirmation page as proof of registration forUniversity travel insurance. You should alsodownload evidence of insurance cover from one ofthe links available on the confirmation webpage.

Retain printed and electronic copies of your coverinformation so you know exactly what to do in theevent of an emergency.

Illness and injuryIf you suffer from illness or injury while overseas, youmust call Chubb Assistance Helpline +44 (0)207895 3364 for immediate help and advice, oralternatively email [email protected] guidance about what to do in an emergencyis available in the cover information document.

Health and risk assessmentsIt is most important that you read and comply withthe University’s Travelling and Working OverseasPerformance Standard. You will be asked to fill in theOverseas Travel health questionnaire by theErasmus+ team.

For further information please visit the OccupationalHealth webpage –www.kent.ac.uk/safety/oh/help/travelinfo/overseas-travel-health-ass.html and ensure health and riskassessments are carried-out before registering forUniversity travel and personal accident insurance.

Foreign and Commonwealth OfficeFinally, before embarking on any overseas journey,please read information available from the UKGovernment Foreign and Commonwealth Office –www.fco.gov.uk.

Please note different countries have differingregulations on insurance provision for workplacement trainees, and these should be checkedwell in advance of travel, to ensure that youunderstand and are satisfied with their arrangementsregarding accident and liability insurance while youare commuting, at work or travelling for the employer.

Year Abroad Students Travel andPersonal Accident InsuranceAll students who do an official study/work placementas part of their degree, are required to register forthe free travel and personal accident insurancewhich is arranged by the University of Kent with aleading travel insurer currently Chubb Insurance.

How do I register for insurance cover?For cover to apply you need to complete the onlinetravel notification form no later than 10 working daysbefore you leave – www.kent.ac.uk/finance-staff/services/insurance/forms/student-travel.html

This insurance will commence when you travel to theairport and will remain in force for the period of yourstay overseas until you finally return home. Pleaseread the ‘incidental holidays’ note below.

University insurance covers a wide range of benefitsand provides extremely generous insured sumscompared with other stand-alone travel insurancepolicies. Here are just a few key insured benefitsavailable to you:• Unlimited emergency medical and dentaltreatment costs, including repatriation back to theUK, or your normal place of residence

• Up to £10,000 all risks cover for accidental loss ordamage to personal possessions such as alaptop or mobile phone, but subject to a singleitem limit of £3,000

• Up to £10,000 for cancellation, curtailment orrearrangement of a planned journey caused byunforeseen circumstances which arise after youregister for insurance cover.

Further information about your insurance cover isavailable from the Travel Insurance webpage –www.kent.ac.uk/finance-staff/services/insurance/travelundergraduate/indexstudentsUG.html

How do I make an insurance claim?In the event that you suffer a loss while overseas, allinsurer validated claims will be paid subject to aninsurance policy excess of £100. Information abouthow to claim is available at – www.kent.ac.uk/finance-staff/services/insurance/travelundergraduate/indexstudentsUG.html?tab=claiming


European Health Insurance CardAll eligible students should obtain the EuropeanHealth Insurance Card (EHIC) or equivalent fromtheir home country (UK nationals and those withUK residency, EU and EEA nationals). The EHICprovides medical cover in other EU/EEA countriesor Switzerland for short periods. If you are not aUK national, apply to the issuing body in yourhome country. The EHIC will almost certainly bea pre-requisite for university or police registration.Take several copies of the card and keep onewith the original (it will be required if you needmedical treatment).

The EHIC covers you for any state-providedtreatment during the course of your stay includingthe treatment of chronic diseases and pre-existingillnesses. The state provision of medical treatmentvaries from country to country. Private treatment isnot covered. This might include a journey byambulance, dental/optical treatment, or repatriationcosts. For more information and to apply, go to:www.nhs.uk/NHSEngland/Healthcareabroad/EHIC/Pages/about-the-ehic.aspx

Important note about SpainIf you need treatment at a hospital or medicalcentre, make sure that you go, or are taken to, onewhich is public/state-run. Private hospitals may notaccept the EHIC and will have much higher chargesthan a public hospital.

Personal liability insuranceSome universities (particularly in France) requirestudents to take out personal liability insurance,sometimes offering a policy which can be taken outon arrival. In addition, some French residencesrequire students to take out a ‘multi-risques’ cover fortheir room before they can move in. Check with thehost university if the Kent insurance policy isaccepted. If it isn't, allow plenty of time to buy therequired insurance on arrival before you move in. Itis usually inexpensive.

Note for students on assistantshipsand work placementsAs well as getting the EHIC and Kent insurance, askthe British Council, local assistantship office or youremployer if you will be entitled to local socialsecurity and accident cover.

18

HEALTH AND WELFARE

Health questionnairesYou will be asked by the Erasmus Team to fill in anOverseas Travel Health Questionnaire as part ofyour preparation. If you declare a healthcondition/disability, you may also have to get a‘Fitness to Travel’ certificate from the MedicalCertificate. This procedure is obligatory butcompletely confidential.

PrescriptionsMake sure that you have supplies of any necessaryprescription medicines before you leave. (You mayneed to check that your medicine is allowed in thehost country.) It can also be useful to have a smallfirst aid kit with the basics (eg aspirin, plasters,antiseptic cream, antihistamines…) for the start ofthe year. You may also want to stock up on yourfavourite toiletries!

Medical FacilitiesIt is not obligatory for you to register with a localdoctor during your time abroad, but this is worthconsidering, particularly if you will be there for ayear. It is recommended for those who have a pre-existing medical or mental health condition.

In some countries, patients can go directly to ahospital for treatment by a specialist rather thanhaving to be referred by their GP. Many hostuniversities have their own medical centres or clinicsfor students’ use, which could simply be access to adoctor or nurse or cover a whole range of servicesincluding clinics and psychologists. Assistants andthose on work placements should contact theiremployer for advice about the local medical facilities.

Read the Health Advice for Travellers informationonline for more details about the health-care systemin your host country. This website also says what isor is not covered by the EHIC card.www.nhs.uk/NHSEngland/Healthcareabroad/countryguide/Pages/EEAcountries.aspx

Pre-existing conditionsIf you have a pre-existing health condition – egdepression/severe anxiety, epilepsy, etc – it is veryimportant that you meet with your doctor, specialistor Student Support (www.kent.ac.uk/studentsupport/)to discuss your plans. This will help you to work outany practical, psychological or medical support youmight need there. Even if you do not currently needsupport or a prescription, it is worth discussing thisin case your circumstances change while you areabroad. Having a back-up plan will mean that ifsomething does happen, you will be prepared andit can be dealt with promptly.

We also strongly recommend that you notify theErasmus Team as soon as possible, so that we canadvise you appropriately and liaise with your hostuniversity/school/employer on your behalf (if this isnecessary). All information is kept confidential.

You may wish to get a letter from your GP confirmingdetails of your condition and current treatment incase you need further treatment or prescriptionswhile abroad. However, local doctors might decideto run their own tests before prescribing medicationor treatment.

Disability support abroadAlthough most host universities will have a disabilitysupport service, they may not offer exactly the samefacilities or support that Kent offers. Many servicesare focused primarily on assisting students whohave mobility, vision or hearing impairments, forexample with accessible rooms, note-takers, etc.

‘Unseen’ disabilities and conditions like dyslexia orautism are not always covered by these services.In some cases, this is because local students getsupport through their own doctors or social services.In others, it seems to be because unseen disabilitiesdo not yet have the prominence that they do in the UK.

Awareness and support is growing gradually, but itis important that students contact the Erasmus Teamand Student Support early so that we can find outwhat support you need and what is offered at yourplacement.


Home sickness and the difficulty making yourselfunderstood, or understanding others, can makesmall difficulties seem much worse! Many studentsget anxious or stressed in their first few weeks whichcan occasionally result in feelings of depression orloneliness.

Fortunately, these feelings do not usually persist, andthe long term results are often closer friendships withother students and an improved sense of your owncapabilities. Past experience suggests that with timeand a positive attitude the adventure just gets betterand better. Most students are very sorry to leave.

Dealing with stress – Don’t suffer insilenceIf you do find you are suffering from culture shock,anxiety or home sickness, talk to someone about it;you may well find that other students have similarfeelings and you can help each other get through it.Remember to keep in contact with friends and familyat home but don’t spend too much time doing thisbecause it can make home sickness worse.

Don’t forget…• Allow yourself time to settle in• Make sure you eat and sleep well• Get to know other students• Take time to do things you enjoy• Keep yourself busy

Don’t hesitate to contact the Erasmus Team at Kent.We are here to help and can empathise with theanxieties and problems faced having all studied orworked abroad ourselves! In addition to our Team,you can also get help from the localErasmus/International Relations Office, youremployer or a teacher at your school, or the localassistantship office.

Counselling supportKent’s Student Wellbeing team(www.kent.ac.uk/studentwellbeing/) is also availableto you while you are abroad if you feel you wouldbenefit from this. They are happy to arrange free,confidential appointments by phone for Kent studentswho are abroad. You must be registered with adoctor in your host town to access this service.

"Don't put pressure on yourself.Be free. It is the most incredibleexperience, embrace it. Embracethe differences between you andyour new international friends.It's OK to be homesick but tryand get as stuck in as possible.Have fun"

Elizabeth AsherGerman and Business AdministrationUniversity of Freiburg

The period after arrival abroad can be disorientating as you adjust to adifferent culture.

19

PERSONAL SAFETY

The following information is aimed athelping you to make the most of yourtime abroad!

Many issues can be avoided simply by raising yourawareness of the world around you and using yourcommon sense.

In your communityBe aware of local norms of behaviour and clothing:what is acceptable in the UK may give the wrongimpression in other countries. Blending in with localyoung people can help you to avoid attractingunwanted attention or causing offence. Goodguidebooks may give some useful informationabout this.

It may sound cynical and unfriendly but don’t takestrangers at face value: be cautious aboutaccepting/offering invitations, lifts or unsolicitedoffers of help. Remember that some countrieshave more strict/formal social norms than the UK;for example, in some areas, inviting someone youhave just met to your accommodation can give thewrong signals.

Young people in mainland Europe go out to enjoythemselves and have a few drinks, but do not ingeneral drink in order to get drunk. If you becomeunwell on a night out, go home with a friend, ifpossible, or book a reputable taxi. Don’t accept a liftfrom someone you have just met. If a friend becomesincapacitated, help them to get home safely.

It is best to avoid areas where protests ordemonstrations are taking place.

Getting aroundEvery town or city has areas which should beavoided: try to find out about this before or as soon aspossible after arrival, particularly if looking for privateaccommodation. If you have to consult a map, it isbetter to do it sitting in a café than to advertise thatyou are unsure of your surroundings in the street.Avoid poorly-lit, deserted or isolated areas or short-cuts.

Be aware that places or routes which are ok duringthe day may be less safe at night. If you’re going to anew place, try to arrive during the day time. When outlate, try to avoid travelling alone and make sure youhave a plan B for getting home just in case, egdetails of a reputable taxi firm. On public transport,sit with other people, if possible, and move to benear the bus driver/train emergency alarm if you feelconcerned. If you think you are being followed, go toa populated place where you can get help, so theperson does not find out where you live.

Only take out large sums of money when absolutelynecessary. Lock your room securely when you leaveit. If you do get into difficulties, remember that yoursafety is more important that any possessions.

Keep your bank’s emergency numbers, a note ofyour card numbers (not your PIN!) and photocopiesof your insurance documents in safe places. Keepthem separate from your purse/wallet in case of lossor theft.

In the event of crime or loss…Report the loss/theft of any personalbelongings/documents to the police immediatelyand get a police report. Notify your bank at once ifyour credit/bank cards are stolen or lost so that theycan be stopped and replaced. If your passport ornational ID card is stolen or lost, the police will writeout a temporary form, and you should then obtain anemergency passport/ID at the nearest BritishConsulate or the Embassy/consulate of your homecountry. Please also contact the Insurance Office ifyou need to make a claim (see page 17).

If you find yourself without your passport, any accessto cash, or in any other serious trouble, the Consulatewill try to help.

AttitudesYou may come across attitudes to gender, race, ethics,religion or other issues which are different to thosecommon in the UK, or might even be unacceptablehere. Some countries are very liberal in their prevailingviews, others are much more conservative, and thiscan sometimes lead to discomfort.

Bear in mind that something which gives offencemay be due to a cultural misunderstanding ratherthan being intended to hurt or demean. This canalso work the other way because it is easy to beinadvertently rude when you are still learninganother culture’s norms, particularly in countrieswhich are more formal than the UK. Personalitydifferences can also be a factor: one person’s poorattitude may be due to their own bad manners,personal history or lack of empathy, instead of beinga reflection on the wider community.

If however, you find that you are significantlyaffected by such an issue, please notify the ErasmusTeam. We expect you to receive fair and equaltreatment at your host university or place of workand for you to extend the same treatment to others.

Avoiding theftBe on your guard and follow the same precautionsas you would at home. Hold on tightly to your bagor sling it securely across your shoulder or in frontof you, especially in a crowd. Keep your documents,phone and money on your person, rather than in abag, which could be easily snatched.


20

KEEPING IN TOUCH

Once abroad, please keep in contactwith us. We like to hear from you –don’t wait for a problem before you getin touch! An email from you willalways get a response, albeitsometimes brief, and postcards arealways appreciated. If you come to theUniversity during the year, please visitthe Erasmus Team and tell us how youare getting on.

We do our best to keep in touch and contact youabout specific matters (most frequently by groupemail), but unless you contact us we assume that allis well. If you have not heard from us for a while andare concerned, please do not hesitate to contact us.You will find our contact details at the beginning ofthis guide.

Contact detailsPlease ensure that your home, term-time andemergency contact details are correct on yourStudent Record. You should list your contact detailsfor your time abroad in the term-time section. Updateyour details during your time abroad if you move orchange your phone number or email address.

This is very important because we and otherUniversity offices will need to contact you during yourtime abroad.

Using emailPlease let us know if it is difficult for you to accessemail at least once a week. If you want us to contactyou additionally at another email address let usknow.

You can access your Kent email from abroadthrough the University’s web mail service or you canhave your emails forwarded to another inbox. Thiscan only be done on a PC at Kent. Contact theStudent Helpdesk if you need assistance (seedetails below).

• T: + 44 (0)1227 824999• E: [email protected]• www.kent.ac.uk/itservices

Important note:If your inbox goes over quota, this will prevent youfrom receiving or sending emails. If you haveproblems with your Kent email address, contact theStudent helpdesk for assistance.

PhonesIt is often worthwhile getting a local SIM card forinternet and cheaper local phone calls.

Facebook and SkypeGet in touch with other students through the StudyAbroad Facebook page:UniversityofKentStudyAbroad.

While Facebook and Skype are great ways to keep intouch with home, please be wary of using them toomuch. Focusing on what is happening at home canmake home sickness worse and make it much harderto make friends in the new place.

The internetYou may find that access to PCs and/or the Internetis more limited at your host university than at Kent.There are often fewer PCs per student which canlead to queues and time limits for use. Students maynot be expected to use IT as much as at Kent.

Some students recommend buying a dongle toimprove internet access.

Most students find they can access the Internet atlocal Internet cafes or, occasionally, at some postoffices/ telecommunications outlets (for exampleSwisscom). Prices for access vary from place toplace.

Staff visitsKent staff visit some destinations each year to meetstudents and monitor progress. If someone will visityour city or a place near you, we or the academicwill contact you about arrangements. If a visit is notpossible, staff can still be contacted by email orphone and can often arrange skype conversations.


“Get involved, make the mostof it, and don’t worry. It’s a loteasier to settle in than youmight think.”

Mark PurrottEnglish and Spanish Law, University of Deusto

21

EMPLOYABILITY

Whatever your degree subject, it will be enriched by the experience of living,studying and/or working in another country. It will develop your languageabilities and cultural awareness as well as more general skills, like adaptabilityand initiative, which employers look for.

Skills development It is important to consider these things before yougo abroad, so that you are able to get the best fromit and can see your personal/skills developmentmore clearly.

Study and work abroad can be intense, so it is oftendifficult to see changes in language or other skillsday to day. Keeping a blog or journal to record youractivities and then taking time out to review themcan help you to see progress more clearly. It willalso come in useful when you prepare your CV andjob applications.

The following questions may help you to do this:• How is my time abroad helping me tocommunicate more effectively with others?

• How is it developing my transferable skills andattributes?

• Am I working on some skills more than others?• What am I learning about my own culture andview of the world, and those of the host countryor other students?

• What have I learnt through dealing withchallenges or difficulties?

Career planning If you don't yet know what you want to do or want tofind out more about graduate opportunities in theUK or abroad, now is the time to do this. TheCareers and Employability Service (CES) at KeynesCollege offers appointments with Careers advisersand has information about working abroad, careerchoices and preparing C.V.s and job applications.

This is good starting point if you would like to returnto your host country for work or postgraduate study.The CES can help you prepare so that you can makethe most of your time abroad, carrying out careersresearch and making contacts.

The CES website (www.kent.ac.uk/ces) and theProspects website (www.prospects.ac.uk) haveuseful information about all these things.


“This is a fantastic way toimprove your language skills andto discover more about workexperience placements and jobopportunities in future.”

Marina IvanovaEuropean Economics, Université de Grenoble 2

Transferable skills

Communication (oral, written)Planning and organisationDecision makingTeam workingEnterprise/initiativeNegotiation and persuasionProblem solving and analysisReflection

Attributes

IntegrityAdaptability ReliabilitySelf-motivation and perseveranceResourcefulnessMaturity and confidenceResilience Cultural awareness Self-awareness and capacity to develop

Please note the following points before you leaveKent:• UK employers need staff who have language

skills and international experience. [Source:British Chamber of Commerce]

• Early preparation is vital. Now is the time to startthinking about what you want to do after yougraduate – not the beginning of your very busyfinal year. Many popular employers will haveclosing dates during the Autumn Term: some(such as solicitors’ firms) even before the start ofyour final year. Don’t miss the boat!

A great opportunity to enhance yourskillsIn the course of your degree, you will have manyopportunities to develop skills and attributes prizedby employers (see examples below), through yourstudies and extracurricular activities, such asvolunteering. Studying and working abroad enrichesthis, particularly in areas such as interculturalawareness, communication and perseverance.

22

RETURNING TO KENT

Final year accommodationIf you will be away for the full academic year, youcan find private accommodation through:

www.studenttenant.com/kent

www.homestampkent.co.uk/Accommodation(Canterbury)

The off-campus housing pages give a lot of usefulinformation at: www.kent.ac.uk/accommodation

If you have medical or disability needs, you canapply for campus accommodation in the usual way.

If you are a Canterbury student and you will spend aterm abroad, you will be able to apply for campusaccommodation in mid-November.

Module registrationModule Registration for your final year will be onlinefrom March. It is very important that you register your module choices within Kent's deadline. TheFaculty Undergraduate Office or your School willcontact you by email about this.

RegistrationStudents returning to Kent after their time abroad willbe expected to register online. Check the StudentGuide for details.

Transcripts and year abroad essaysDon’t forget to complete any end of year/semesterprocedures at your host university, for examplehanding in your Libretto or Scheine to theErasmus/International Relations office. You shouldbring the original transcript to the Erasmus Teamwhen you return to Kent. If you are expected to doa project/essay, submit completed work to yourSchool via Moodle by the deadline.

Culture shockMany students find the transition back to being athome can bring on culture shock. Having got usedto the culture at the host, there's a new time ofadjustment. This can be unsettling and like an anti-climax, as you are expected to slot straight back intoyour UK life. Just remember to give yourself time toadjust again.


“Erasmus has encouraged me tolearn for myself and not for agrade which is a teaching I shallkeep with me for life. I haveengaged much more with mycourse at Kent since returningfrom Prague.”

Roxana WillisEuropean Legal Studies, Charles University Prague

23

PROBLEM SOLVINGANDEMERGENCIES

Basic advice• Read all the information sent to you by Kent andthe host university/British Council/employer andrefer to it during the year

• If you are unable to access the internet, let theErasmus Team know as soon as possible so thatimportant messages can be sent to you by post

• If you are not receiving information from Kent oryour host university that other students havereceived, contact the Erasmus Team.

Problems during the yearSpeak to your contacts at the host in the firstinstance if you have administrative or academicproblems. This could be the host university’sInternational Office and academic co-ordinator, thementor at your school or your supervisor at yourwork placement. This is particularly important if youhave problems with courses and exams. In the caseof unexpected absences (e.g. due to illness orbereavement), make sure you notify your tutors orfollow your school/employer’s procedures.

If you have a serious problem which the host cannothelp with (or you feel unable to speak to the hostyourself for some reason), please contact theErasmus Team as soon as possible. Copy anyrelevant correspondence to [email protected] keep the Team up-to-date with the situation.

In the event of a serious medical problem, pleasecontact the Chubb emergency medical helpline (seepage 17) and notify the Erasmus Team. Make surethat you obtain a doctor’s note. This may be neededfor an insurance claim, your employer’s sicknessabsence policy or for a concession application atKent. The Erasmus Team will provide advice andsupport, as appropriate, and can liaise with otherKent departments, for example the Insurance Office,or your host university/the British Council/youremployer if necessary.

Important notePlease do not assume that staff will guess that youhave a problem or worry! It is important to speak tothe Erasmus Team and your mentor, supervisor, orexchange co-ordinator about it early. Many problemscan be sorted out quickly once you have talked tostaff.

If you are not a UK national, you should contact theembassy/consulate of your home country.

British Consulates provide advice and support forBritish nationals experiencing serious problemsoverseas, for example emergency passports, helpcontacting family/friends if you need emergencyfunding, advice about local legal/medical support. Ifyou are arrested for a serious offence, you shouldinsist on the Consulate being informed. A consularofficer will contact you to advise about localprocedures and help notify relevant parties whocould help you, but he/she will not bail you out oftrouble!

EmergenciesIn the event of a natural disaster, terrorist attack orother major incident, please follow the advice of thelocal authorities to keep yourself safe.

Please make sure that you inform your family, friendsand the Erasmus Team that you are safe. TheErasmus Team will contact you to make sure you areok and to offer support. We will monitor the situation,liaising with the Insurance Office, the Universityauthorities and partner universities, and will adviseyou as appropriate.

The Wellbeing Team at Kent will also be available tooffer counselling support if you are registered with adoctor in the host country.

If you have been directly affected, you can contactyour home country’s embassy or consulate in thecountry for help and advice.

Consulates and EmbassiesYou can find details of British embassies andconsulates overseas at:www.gov.uk/government/world


“Although I am less thanhalfway through my yearabroad, I would undoubtedly saythat it has been one of the bestexperiences of my life. It isn’tsomething that is always easybut I have no doubt that I havematured and become more self-sufficient than ever before.”

Victoria-Anne BulleyBA in Drama and English and American LiteratureUniversity of Porto


25

APPENDIX I– Regulations

Please ensure that you are familiarwith the following regulations.

In order to complete the year satisfactorily, you must:

1 Be aware of and comply with the regulationsregarding marks.

2 Be resident in the approved place for therequisite period. as agreed with Kent and thehost university, school or employer. Obviouslyshort visits home are permissible. If a majorpersonal difficulty seems to require a longerabsence you must get in touch with the ErasmusTeam and, if possible, receive confirmation ofapproval before acting.

3 Satisfy any requirements that go with yourplacement. Follow university courses seriouslyand take all exams wherever possible. Assistantsand students on work placements are expectedto carry out their duties conscientiously and tocomply with all instructions given by theauthorities in their school or their employer.

4 Conduct yourself, whether in a University, schoolor work placement, in a manner consistent withthe norms of your Host University, school oremployer and in a manner that will reflectcreditably on the University of Kent.

5 Promptly notify the Erasmus Team of any seriousproblems during the time abroad, whetheracademic or otherwise, which are affecting ormay affect your studies/work.

6 Do not leave behind you any debts or otherliabilities.

10 If dividing the year between two placements,transfer promptly to your second institution orwork place.

11 Submit any work required of you by Kent by thedue date.

12 Obtain a copy of the Transcript of yourExamination marks from your Host Universityand pass it on to the Erasmus Team on yourreturn to Kent or submit any required work withinthe deadline. This is your responsibility.

7 Where applicable meet the member of stafffrom the University of Kent who may visit youduring the course of the year.

8 Keep the Erasmus Team informed of youraddress and complete and return the forms sentto you.

9 Provide information on your placement for futurestudents by means of a questionnaire sent bythe Erasmus Team.


CONTINUED OVERLEAF

“It’s fantastic! Vienna is anamazing city and I am lovingeverything about the yearabroad: the people, the work, thecity, the travel opportunities, thechance to learn some moreGerman. I would recommendthis opportunity to everyone.”

Olivia ChambersEuropean Legal Studies, University of Vienna



APPENDIX IIErasmus+

What is Erasmus+?Erasmus+ is the European Union programme whichaims to increase ‘skills and employability througheducation, training youth and sport.’Source European Commissionhttp://ec.europa.eu/education/opportunities/index_en.htm

Part of the programme focuses on promoting andenabling student mobility within the eligiblecountries:

Programme countries within the EUAustria, Belgium, Bulgaria, Croatia, Cyprus, CzechRepublic, Denmark, Estonia, Finland, France,Germany, Greece, Hungary, Ireland, Italy, Latvia,Lithuania, Luxembourg, Malta, Netherlands, Poland,Portugal, Romania, Slovakia, Slovenia, Spain,Sweden and the United Kingdom

Programme countries outside the EUFormer Yugoslav Republic of Macedonia, Iceland,Liechtenstein, Norway and Turkey

Students who undertake a study or work placementin an eligible country can receive an Erasmus grant(see page 15).

Erasmus+ study placementsThe University of Kent has signed Erasmus+exchange agreements with partner universities inmany eligible countries. Partner universities agree tohelp Kent students with issues such as findingaccommodation and academic/administrativesupport. Study placements must last a minimum of 3months in order to be eligible for the Erasmus grant.

Erasmus+ work placementsIf your work placement has been approved by theUniversity of Kent, will take place in an eligiblecountry and will last for a minimum of 2 months, youwill be eligible for the Erasmus grant. British CouncilLanguage assistantships in Austria, Belgium, France,Germany, Italy and Spain are eligible for Erasmus+.

Non-Erasmus+ placementsStudy and work placements, includingassistantships, outside the eligible countries are notErasmus placements so students will not receive theErasmus grant. Host universities undertake tosupport students in the same way as Erasmusuniversities do.

Switzerland is not currently part of Erasmus+.Students doing study placements there will receivea grant from the Swiss Federal Government.

European Credit Transfer andAccumulation System (ECTS)The University has adopted ECTS in the context ofour participation in the Erasmus+ programme andother European connections and activities.

ECTS was developed by the European Commissionin order to provide common procedures toguarantee academic recognition of studies abroad.It provides a way of measuring and comparinglearning achievements, and transferring them fromone institution to another.

Students will receive full credit for all academic worksuccessfully carried out at an ECTS partnerinstitution and they will be able to transfer theseacademic credits from one participating institutionto another on the basis of prior agreement on thecontent of study programmes abroad betweenstudents and the institutions involved.

http://ec.europa.eu/education/ects/ects_en.htm

CONTINUED OVERLEAF



APPENDIX III– University of Kent contact details

Accommodation OfficeT: +44 (0)1227 766660 (Direct line)E: [email protected]

Financial Aid OfficeT: +44 (0)1227 823488 or 824876E: [email protected]

International Partnerships(Erasmus Team)T: + 44 (0)1227 827818 or 824042E: [email protected]/goabroad

Medical CentreT: +44 (0)1227 469333www.umckent.co.uk

Student Income OfficeT: +44 (0)1227 824242 or 823953E: [email protected]/finance

Student Records Office(for lost ID cards, etc)T: +44 (0)1227 824884E: [email protected]/student-records/index.html

Student Support(Support for disabilities and specific learningdifficulties)T: +44 (0)1227 823158E: [email protected]/studentsupport

Student WellbeingT: +44 (0)1227 823206E: [email protected] www.kent.ac.uk/studentwellbeing

University Switchboard+44 (0)1227 764000

For queries relating to your degree programme,final year modules, concessions, etc, please contact:

Faculty of Scienceswww.kent.ac.uk/stms

ComputingT: +44 (0)1227 827168E: [email protected] or [email protected]

Pharmacywww.msp.ac.uk

Humanities and Social SciencesUndergraduate Office E: [email protected]/humanitieswww.kent.ac.uk/socsci

“Academically, the year abroadhas been fantastic and I havereally enjoyed both studying newthings and learning a differentapproach to material I havestudied at Kent. A fantasticexperience which I wouldrecommend to any student.”

Georgia KellyHistory and Philosophy of Art, Alma-Mater-Studiorum,Universita di Bologna

The RegistryUniversity of KentCanterburyKent CT2 7NZ, UKT: + 44 (0)1227 827818 or 824042E: [email protected]

Student enquiry hours:Monday-Friday10.00-12.00 and 14.00-16.00


INTERNATIONALPARTNERSHIPS

DPC 124134 02/17

Documents

STUDY AND WORK ABROAD GUIDE 2017-18 and Work Abroad Gui… · 4 University of Kent / Study and Work Abroad Guide 2017-18 “I had one of the best years of my life so far, I really