Outbound Pre-Departure
Handbook 2016-17
Outbound Pre-departure Handbook 2016-17
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Introduction
Module selection (study placements)
Insurance
Accommodation
Visas
Tuition fee liabilities and funding eligibility
Managing your money
Erasmus+ grant
Budget Template
Getting organised
Culture and customs
Culture shock
LGBTQ+
How To solve problems abroad
What to do in an emergency
Stay safe
Physical disabilities and health related support needs
Student support and AccessAbility
British Embassy support
Mitigation
Assessment of your time abroad
Year abroad buddy scheme
Year abroad country host scheme
Responsibility of the student
Erasmus student charter (study and work)
Pre-departure checklist
Contact
Resources
Message from a current Study Abroad student
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Please note: all information included in this handbook are accurate at time of publication
Outbound Pre-departure Handbook 2016-17
1. INTRODUCTION
Congratulations! Your decision to study or work abroad, either for a semester or a full year, is one of the best
you will make during your time at University. We are confident you will have an amazing time overall discovering
a new country and culture, making friends from around the world, and enhancing your knowledge of your
subject. To make your transition as smooth as possible, we have produced this guide to provide an overview of
the things you need to consider before you go abroad and whilst you’re away.
Please refer to your College guidelines for information specific to your degree programme.
We encourage you to take advantage of all the fantastic opportunities that will present themselves during your
time away, and immerse yourself in your host country and university/working life. It has the potential to be one
of the most beneficial and rewarding parts of your degree programme, so make the most of it!
It may also be a challenging time, particularly at the beginning. You may experience a different academic culture,
different expectations and different ways of working. Stay positive, read all the information your host institution
or workplace gives you carefully, and follow their instructions closely. If you have any difficulties talk to your
lecturers, your host Study Abroad coordinator, or local students/colleagues. If in doubt, ask.
Please also remember that whilst away you are acting as an ambassador for the University of Exeter.
All information within this handbook is accurate at time of publication, up to date information about everything
covered in this document can be found on the International Exeter webpages:
http://www.exeter.ac.uk/international/studyabroad/outbound/. Please check these pages frequently for
information and important announcements.
2. MODULE SELECTION (STUDY PLACEMENTS)
Most of our host university websites have a section specific to incoming exchange students. Make sure you
research this information thoroughly and look at any restrictions that may be in place, as well as at the prerequisites for each of your intended modules.
Remember to look closely at the language of instruction for the modules you would like to take at your host
university. It is not unusual for modules to be confirmed when you arrive on campus, check with your host
university to see if this will apply to you.
3. INSURANCE
Comprehensive health and travel insurance is essential for your time abroad and should be arranged before you
depart. It is your responsibility to ensure that you have adequate insurance cover for medical expenses, personal
accident, death and repatriation, cancellation, luggage, personal effects, money and personal liability. Please
ensure that your insurance covers you from the moment you go abroad.
Some of our partner universities will require you to take out their own health insurance, but this usually only
covers you from the moment you arrive at your destination. Insurance for your journey will still be required. If
you have the option to arrange your own, ensure that it matches your host institution’s cover and get written
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Outbound Pre-departure Handbook 2016-17
confirmation that your host university is happy to accept an alternative insurance policy to that which they
provide.
If you are carrying out a work placement, make sure your insurance covers you in the work place as per
information on the Working Internationally ELE page.
The University of Exeter has no liability for these matters. You can contact the University of Exeter Insurance
Office via: insurance@exeter.ac.uk. The University also offers a comprehensive travel insurance policy itself and
further information and advice can be found here:
www.exeter.ac.uk/campusservices/insurance/insurancepolicies/travel/undergraduatetravelinsurance/
Whatever policy you take out you will be asked to sign a statement confirming that you have adequate insurance
cover for your period of study or work abroad.
4. ACCOMMODATION
It is your responsibility to find accommodation for the duration of your time abroad. Speak to Exeter students
who have returned from placements in your host country - chances are they will have some great hints and tips
on how to find accommodation. You can sign up to the Year Abroad Buddy Scheme:
http://www.exeterguild.org/surveys/studyabroad/ which will partner you with a returning Exeter student or
alternatively the Outbound Study Abroad team or Global Employability team can help put you in touch with
returning students.
It is worth noting that at our exchange partners around the world (and similarly for inbound study abroad
students to Exeter) student accommodation is limited and you should not assume that you will be allocated a
room in halls at your host university. We recommend that you research thoroughly the private accommodation
options available to you as well as apply for student accommodation.
It is very common for students to rent private accommodation and to secure this once they arrive in country
rather than before. It makes things easier if you go out early and book yourself in to a hostel or hotel while you
look for your private accommodation, check the noticeboards and student forums at your host university to find
flat shares and other accommodation options. Be sure to read the contract carefully, including the small print,
and question anything you are unsure of. If you pay a deposit get a receipt and never sign a contract or pay any
deposit or advance on rent before you have seen the property.
Speak to Exeter students who have returned from overseas placements at your host institution or host city
chances are they will have some great hints and tips for you on how to find accommodation. The Outbound
Study Abroad team can help put you in touch with returning study students and the Global Employability Team
can connect you with returning work abroad students. Your placement provider may also be able to recommend
some places to look.
For tips and hints from other students please go to:
 British Council student case studies
 Third Year Abroad
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5. VISAS
If your placement will be outside of the European Union (excluding Turkey) you will almost certainly be required to
obtain the appropriate visa or permit to allow you to study as an international student. Please note that the Study
Abroad team, Global Employability team and Study Abroad Coordinators are not qualified to offer visa advice.
Once you have applied and been accepted to your host university (if studying) you will be sent an offer letter and full
details about how to apply for your visa, keep this information safe and read through it carefully and more than once
to ensure you have fully understood what you must do to apply. If you are working, your placement provider should
assist with this and the Global Employability team may be able to supply supporting documentation as required. You
are encouraged to apply for the relevant visa for the purpose of your visit in your host country.
Please be aware that immigration legislation changes frequently and without warning, if you have any questions
regarding your visa please contact your host university or the relevant embassy and immigration website for the
most up to date information.
You should be aware that taking the necessary steps to acquire your visa is your own responsibility and you may
incur costs, for example: TB blood tests. If you visa is refused you will be responsible for the costs incurred.
6. TUITION FEE LIABILITIES AND FUNDING
ELIGIBILITY*
TYPE OF STUDY
ERASMUS
Whole year of study
abroad
ERASMUS
Whole year work abroad
(including British Council
teaching placement)
TUITION TUITION MAINTENANCE
FEES
FEE
LOAN
FOR
LOAN
YEAR
£1,350
Yes
Yes – up to a
maximum
overseas rate
of £6,984
£1,350
Yes
Yes – up to a
maximum
overseas rate
of £6,984
MAINTENANCE
GRANT
Yes – up to a
maximum of £3,387
UNIVERSITY
MEANSOF EXETER
TESTED
NSP/BURSARY TRAVEL
GRANT
Yes
Yes
Yes – up to a
maximum of £3,387
Yes
Yes
ERASMUS
Study or work abroad
placement for one
semester only
£9,000
Yes
Yes – up to a
maximum of
£5,878
Yes – up to a
maximum of £3,387
Yes
Yes
NON-ERASMUS
Whole year study
abroad
£1,350
Yes
Yes – up to a
maximum of
£6,600
Yes – up to a
maximum of £3,387
Yes
Yes
NON-ERASMUS
Whole year work
placement (paid or
unpaid**)
£1,800
Yes
Yes – reduced
rate load of up
to £2,970
(£2,483 for UK
based
No
Yes
No
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NON-ERASMUS
£9,000
Study or work placement
for one semester only
Yes
placements)
Yes – up to a
maximum of
£5,878
Yes – up to a
maximum of £3,387
Yes
No if
work,
yes if
study
* This table applies to UK students applying for funding through Student Finance England who began their degree
after 1 September 2012. If your degree began prior to this date, you are not a UK student, or you normally apply to
Student Finance Wales, Student Finance NI or SAAS please contact the Guild Advice Unit for specific advice regarding
your funding and costs. If you course is normally based at the Penryn campus please contact FXU Advice team.
** Some unpaid work placements do attract funding, however the type of work undertaken must comply with strict
criteria. Contact the Guild Advice Unit for more information.
Travel grants: The travel grant is subject to income assessment and also the first £303 of travel costs are
disregarded. Please note that your studies must meet with the quarterly attendance requirements for Student
Finance England, this is at least 50% of the qualifying quarters which run from 1 September to 31 December
(including study periods beginning from 1 August); 1 January to 31 March; 1 April to 30 June; and 1 July to 31 August.
Attendance of less than 50% in a qualifying quarter will mean the travel grant is not payable.
UK Access to Exeter Bursary: If you started your course on or after September 2012 and you are normally eligible to
receive the full Access to Exeter Bursary, it will be paid as normal. For further information please contact the
Bursaries Team - bursaries@exeter.ac.uk
Student Finance: The Registry Office informs all Student Finance companies of students who are spending a year or
a semester abroad.
Hardship and Retention Fund: The Government gives every university funds each year to assist students who need
extra financial support because they have higher than expected costs. Most awards from the Fund are in the form of
grants, although some short term loans may be available to meet temporary hardship such as delayed Student
Maintenance Loan or severe cash-flow problems. Further information and application form available Hardship and
retention fund
Scholarships: There are a variety of scholarships available from external organisations to support placements
abroad, as we find out about these we upload them to our scholarships webpage:
http://www.exeter.ac.uk/international/studyabroad/outbound/feesandfunding/scholarships/ do check this page
regularly for updates.
7. MANAGING YOUR MONEY
Whilst studying or working abroad is fantastic, it can come at a price. Make sure you are realistic about your
spending habits and budget beforehand. You may spend more than you would if you stayed at Exeter because you
will want to take advantage of different opportunities – it may end up costing you between £1,000 -£1,500 more
than if you stayed at home.
If finances are likely to be an issue, you should look at your options carefully and budget accordingly. If you want to
earn money while abroad, and your visa allows you to, start looking for jobs once you are there. You may find
language tutoring or other similar part-time work adds to your year abroad experience. However, you should not
rely on having this income. It may be dependent on your location, and time constraints may mean you struggle to
commit to casual work. All students need to think in advance about their daily financial needs and budget
accordingly:
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Outbound Pre-departure Handbook 2016-17
How will you receive money whilst abroad? What large transactions will you need to make when you arrive, such
as rent, utility bills and books?
Can you use your home account overseas? Remember to tell your bank at least six weeks before you go abroad.
Will there be cash machines available? Debit and credit cards are less widely accepted in some countries. Also
check with your UK bank about any charges for withdrawing.
Is it possible to open a new bank account abroad? Check with your host university about the procedure.
How will you pay your bills while you are away?
What is your financial back-up plan?
If you are doing a work abroad placement have you considered additional costs e.g. work abroad insurance?
8. ERASMUS+ GRANT
Please note that the information below is correct at the time of publication. For up to date information on the
Erasmus+ Grant please see the following website:
www.exeter.ac.uk/international/studyabroad/outbound/feesandfunding/erasmusgrants/
All students studying abroad in Europe are eligible to receive a mobility grant. This grant is allocated to them from
money which comes from the EU Commission and passes through the British Council (the UK National Agency) to
individual universities. The grant amount varies from year to year and is calculated according to each student’s
destination country and length of study or work period abroad. These grants are not means tested and you do not
have to repay them unless the relevant paperwork is not returned or you leave your placement before the end date.
The Central Study Abroad Team (outbound@exeter.ac.uk) is responsible for allocating this money. They should be
your first point of contact with any queries you may have regarding your grant.
The grant is intended as a contribution to your placement, not a full maintenance grant, and will assist but not
cover all of the expenses of studying abroad.
Grants will be allocated in two payments – normally mid-October and June. You must submit all your paperwork to
receive it. When you receive the first grant you will need to submit a receipt which must be signed and returned
immediately so that you can receive the second allocation which is paid later in the year, normally in June, after all
your paperwork has been received.
Please note that the Erasmus+ grant will only be paid in British Pound Sterling.
The Central Study Abroad Team is unable to pay money to students until it has received the money from the British
Council. You may find that students from other universities may receive their grant before you, but the money will
be transferred to you as soon as possible, assuming you have completed all of the necessary paperwork.
Students will be provided with updates regarding the Erasmus+ grant throughout the year.
To receive your first grant allocation at the earliest allocation dates:
 Sterling Bank Account Details must be entered onto your exehub account prior to departure.
 If studying: the “Before” section of your Erasmus+ Learning Agreement must be submitted, signed and stamped
by both your host university and the University of Exeter
 If working: your Erasmus+ Traineeship Agreement must be signed by all three parties
 Your Erasmus+ Grant Agreement must be submitted to outbound@exeter.ac.uk if you are studying and
globaljobs@exeter.ac.uk if you are working
 You must have appropriate insurance in place
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9. BUDGET TEMPLATE
EXPENSE (NOT AN EXHAUSTIVE LIST, ADAPT AS APPROPRIATE TO YOUR CIRCUMSTANCES)
Visa fee
Passport renewal
Orientation expenses (such as airport transfer)
Vaccinations
Airfare
Entry and exit taxes (if applicable)
Language course fees (if applicable)
Meal plans (if applicable)
Housing
Insurance
Books/photocopies
Local commuting/transportation
Personal expenses (toiletries, postage, phone, entertainment)
Holiday/personal travel expenses
TOTAL
COST ESTIMATE
RESOURCE (NOT AN EXHAUSTIVE LIST, ADAPT AS APPROPRIATE TO YOUR CIRCUMSTANCES AMOUNT ESTIMATE
Family contribution
Summer earnings
Savings
Student Finance Load/Grant
Other financial aid
Other resources
TOTAL
10. GETTING ORGANISED
There’s plenty to think about, but getting as much as possible organised now means that when you arrive you can
throw yourself straight into studying/working and enjoying yourself!
Key documents: Please ensure as an absolute minimum that you have the following with you when you leave for
your placement abroad:
 Passport & Visa: Check your passport is valid for the whole of your stay - it should have an expiry date at least 6
months beyond the end of your time abroad. If it is near its expiry date apply for a new one in plenty of time.
Research whether you need a visa, and ensure you get one for the duration and purpose of your stay.
 Birth certificate: It is advisable to take the original (and a photocopy) of your full birth certificate with you. Do
not part with the original.
 Passport photos: Take plenty of passport sized photographs to use abroad on official cards.
 Insurance Details: You must ensure your insurance details and policy numbers are easily accessible, details of
your insurance cover should be sent to the central Study Abroad team and/or the Global Employability team.
 Copy of host university application form / acceptance letter: if applicable.
 Information/medical certificates about any ongoing medical conditions: if applicable.
 Copy of transcript from two years at University of Exeter: You will be able to print this from Exehub following
the release of the May/June Exams.
 Copies of documents: Make sure you have copies of all key documents with you, at home and emailed to
yourself as a safety precaution.
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Packing and shipping: Students are advised against shipping belongings in advance - most universities cannot store
student packages prior to students’ arrival or when you travel outside term time. Remember that what you take you
will have to bring back! Always check your airline’s luggage restrictions and stay within them. Also remember to
check UK customs rules about any items purchased from abroad.
Mobile phones: Check that you can make international calls and the costs involved. If you do decide to take it,
ensure you have adequate insurance or call barring above a certain limit should the phone be lost or stolen.
Registering at Exeter and checking your email: Please ensure that you register on-line in September so that your
Exeter e-mail address is activated for 2016/2017 as this is the ONLY address we will use to contact you with updates
throughout the year.
You must check your Exeter email regularly whist away. Contact your Study Abroad Coordinator or Central Study
Abroad Team if you encounter any problems. In line with the Data Protection Act (1998) no member of staff at the
University of Exeter is able to discuss details of any student with a third party, including parents/next of kin. It is
therefore your responsibility to contact your Study Abroad Coordinator and/or the Global Employability Team at
Exeter regarding any significant change in circumstances or serious difficulty you encounter and to give us
permission to speak to third parties if applicable.
11. CULTURE AND CUSTOMS
Wherever you are going it is important and valuable to research the culture, customs and etiquette of your host
country. Being aware of key cultural differences will help you integrate and avoid offending anyone. You could:
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Chat to your College coordinator or the Central Study Abroad team/Global Employability team and look at any
online resources they may have
Talk to students who have returned from your host institution/country, or who are still there (see resources
section for links to buddy schemes)
Talk to exchange students from the country currently studying at Exeter (email inbound@exeter.ac.uk to be put
in touch with exchange students)
The Erasmus Student Network and the International Society were set up in 2001 for all students involved in
University exchange programmes. For further information please go to: http://www.exeterguild.org/.
thirdyearabroad.com have country guides written by students who have experienced a broad range of customs
from across the world, and travel guides often contain comprehensive information on etiquette
12. CULTURE SHOCK
Living, working and studying in an environment which is culturally different from what you are used to at home is
exciting, but it can also be disorientating. Being separated from family and friends and meeting a lot of new people
can also prove challenging. These factors can combine to make you feel emotionally and even physically unwell
sometimes. This experience is called ‘culture shock’. It is entirely normal and not a sign that you have made a
mistake! Some typical causes of culture shock are differences in:
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Personal freedom
Privacy
Accommodation
Relationships between people
The way people dress and act in public
Learning and teaching styles
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The effects of culture shock: Some of the symptoms of culture shock can be worrying themselves. For example, you
may get headaches or stomach aches or you may start worrying about your health more than previously. You may
find it difficult to concentrate and as a result find it harder to focus on your work. Other people find they become
more irritable or tearful and generally their emotions seem more changeable. All of these effects can in themselves
increase your anxiety.
There are very positive aspects of culture shock, the experience can be a significant learning experience making you
more aware of aspects of your own culture as well as the new culture you have entered. It will give you valuable
skills that will serve you in many ways now and in the future and which will be part of the benefit of an international
education.
How to help yourself:
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Most importantly, accept how you are feeling. Believe that it will pass - it almost always does. In the meantime,
there’s nothing ‘weak’ or ‘childish’ about feeling homesick. Remember that many other people will have similar
feelings, although you may assume that they are doing fine.
Talk to friends or staff members at your host university/workplace, or perhaps contact the University of Exeter’s
student run listening service VOICE: +44 1392 275284 http://www.exeterguild.org/voice/
Keep in touch with home and arrange a firm date to go back and see friends and family, whilst making sure to
give yourself a chance to get involved in your new life. Have familiar things around you that have personal
meaning, such as photographs or ornaments.
Keep busy and try to establish a routine. Get out and explore your new surroundings and make a real effort to
join societies/activities. If you are completing a work placement you can join the Erasmus Network at your local
university. You are very likely to meet like-minded people and you are unlikely to be the only new person.
Don’t expect to get everything right. You’re bound to make mistakes, forget things, and get lost. The first few
weeks are all about getting it wrong, wasting time, not understanding, feeling stupid. There will be plenty of time
to catch up… after all, it’s common for people to be off with flu for a few weeks and still get through the year
successfully.
Stay healthy - eat a healthy and balanced diet (find a supplier of familiar food if you can). Do regular exercise, as
well as being good for your health, it can be a good way of meeting people.
Don’t make any major decisions. Even if you feel strongly that you don’t want to stay, take your time and talk it
over with others.
http://www.thirdyearabroad.com/when-you-arrive/culture-shock.html has lots of tips and advice and a forum
so you can get support from peers around the world and fourth years that’ve been there and done it!
And if it's really bad...
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If you can’t sleep or eat properly see a doctor or contact the local health service.
Decide whether the best policy is to have frequent contact with home (because contact makes you feel better)
or little contact (because contact makes you feel worse). Think carefully about whether or not to go home during
holidays. Some students find it helps to ease the transition; others find the constant readjustment makes them
feel worse.
Stay in touch with your College Study Abroad Co-ordinator and/or your personal tutor, who may be able to help
or put you in touch with Exeter students in your area.
Ask yourself if you really want to be at this university or workplace, in this city, at this time. Most people get
through bouts of homesickness and go on to enjoy their year abroad. But for some it can be right to leave and
take another direction but do allow yourself a realistic amount of time (around four weeks) to adjust.
Managing expectations: Problems may arise abroad when students feel that their expectations aren’t met and
managing expectations beforehand is often the key to solving these problems. It is important to reflect on the nature
of the study/work placement beforehand and try to approach the experience with an open mind. Understand where
you fit into the organisation and do not expect to take on too much responsibility from the outset.
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Work placement: Two key things to be aware of when you are preparing for your work placement is what is
expected of you and what you are expecting from the placement. You will also need to think of lifestyle adjustments
that will naturally follow from completing a work placement abroad and the organisational skills needed to balance
different aspects of your experience. The Work Abroad Survival Guide contains more information on Managing
Expectations and your work placement.
13. LGBTQ+
If you identify as LGBTQ+ we would recommend you research LGBTQ+ issues in your country of destination, for
example: homophobic violence, trans rights, gender recognition, and marriage laws. In some countries the law
differs from state to state, as in the United States of America, so do be aware of this.
Check if the university you are studying at has an LGBTQ+ society that you can join and/or whether the university has
suitable support services available that you can self-refer to if required.
14. HOW TO SOLVE PROBLEMS ABROAD
If you do encounter any problems abroad, remember that taking steps to improve the situation will allow you to
assume control and develop problem solving and creative thinking skills. Completing a placement abroad is an
invaluable learning experience that will help you build on your global skill set.
Finding solutions to problems can be a positive growth experience in terms of the rest of your career. How you’ve
coped with challenging circumstances is a common question at job interviews.
If there is a serious issue with your placement, if you experience bullying or racism do not be afraid to raise it with
your mentor or a representative at your host university. In addition you can also contact the Outbound Study
Abroad Team, Global Employability team, a University of Exeter Dignity and Respect Adviser or you can also contact
the Guild Advice Unit.
It is always better to try and resolve any issues of harassment and bullying informally if possible (although there may
be some incidents which are so serious that it would not be appropriate to resolve things informally). If possible go
and talk to the person concerned, tell them that their behaviour is causing offence and ask them to stop. Often
speaking with the person about their behaviour can bring the situation to an end. Sometimes people do not realise
that their behaviour is upsetting and explaining this to them can be enough to make them rethink their actions. It is
best to approach the person at the earliest opportunity to prevent the behaviour escalating.
Remember that some countries have different attitudes to sexism, harassment and bullying. Researching culture
and attitudes in your host country may help you prepare for this. In all cases, serious instances should be reported
to the University.
It may be helpful to have a note of incidents including times and dates so that you can give examples of the
behaviour that may have caused offence.
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15. WHAT TO DO IN AN EMERGENCY
MINOR EMERGENCIES
Minor emergencies tend to be the most common while students are studying or working abroad and can include:
 Pick-pocketing or petty theft
 Lost passport
 Minor illness or injury (e.g. cold, flu, sprain, broken arm, toothache etc)
 Family emergency back home (e.g. family member illness)
 Consequence of alcohol use
 Power failure
Minor emergencies such as those listed above tend to be situations we take in our stride when at home but can feel
more urgent and troubling when in unfamiliar surroundings. Contact your host university or employer for advice on
local services such as the police or health care providers who will be able to assist you. We recommend for your own
peace of mind that you research the location and contact details of your local police station or hospital so that when
such an emergency arises you are prepared and more able to cope.
MAJOR EMERGENCIES
Major emergencies are more severe than minor emergencies, but typically happen less frequently:
 Natural disaster (hurricane, earthquake, fire, flood etc)
 Major sickness or injury (car accident, epidemics etc)
 Assault or rape
 Arrest
 Hostage situation
 Socio-political (riot, military coup, terrorist attack)
Before you depart for your placement ensure you sign up to the FCO foreign travel advice service for the country
or countries you will be visiting: https://www.gov.uk/foreign-travel-advice
Before you depart for your placement conduct a risk assessment for either your study placement or work
placement
Know the emergency numbers in your host country and save them to your phone
Note down the address and contact details of the nearest British Embassy or Consulate to your placement and
save them to your phone
Know the contact details of your host university or placement provider and save them to your phone
The University Estate Patrol telephone line is open 24 hours a day: +44 1392 263999
During office hours, contact either the central Study Abroad team: +44 1392 723841 or the Global Employability
team: +44 1392 726553
If a major emergency occurs follow instructions issued by your host university or placement provider
The University of Exeter will contact students located in the same country as the major emergency, make sure you
check your Exeter email address and respond promptly as requested
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16. STAY SAFE
Check before you leave: Embassies and Consulates are an excellent source of country-specific information including
safety, security, crime, medical facilities and traffic safety. Make sure you know the contact details of your nearest
Embassy or Consulate.
General Health & Safety: Not all things are the same as at home, you can overcome most problems with flexibility
and common sense. Making yourself aware of your immediate area when you arrive will help you. You should attend
orientation sessions at your host institution, which, as well as providing you with important information, are also an
excellent way to meet other new students.
You are required to do a full study or work abroad risk assessment before you start your placement. This will cover
the following risk areas and how they can be reduced:
Key hazards (something with the power to do harm) are:




transport
accidental injury (eg from handling heavy items, sharp objects, falls)
fire
lone-working
Risks (the likelihood of harm occurring) can be reduced by:




road and vehicle safety awareness, forward journey planning
wearing protective clothing/equipment (eg hand or eye protection)/good quality footwear
awareness of procedures for obtaining first aid and calling the emergency services
regular communication with your Exeter co-ordinator, colleagues and family (mobile phone calls and texts,
email)
Foreign and Commonwealth Office - Travel Alerts: The Foreign and Commonwealth Office (FCO) offers a service
called Travel Alerts. If you are a British national and travelling or living abroad you can subscribe to this information
service, which provides the latest Foreign Office advice and travel updates for all countries.
You are encouraged to sign up for e-mail alerts here: https://www.gov.uk/foreign-travel-advice
Theft: To avoid being a victim of theft, there are a number of safety measures you can take:





Be responsible for yourself
Only take essential items with you
Do not keep your valuables on windowsills or in view when travelling publicly
Be careful when considering inviting new acquaintances home
Don’t forget your insurance documents
Alcohol: You should never feel pressured into drinking, and if you are going to, remember the following points:

Check your host country’s legal age, it will differ from country to country
Gender issues: Women travelling alone should always be aware and observant, and the following tips may help
when faced with an uncomfortable situation:


Do not be alone with a stranger. This includes people in your residence – ask for identification if you are not sure
If you find yourself in a difficult situation remove yourself as quickly as possible
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Outbound Pre-departure Handbook 2016-17
Turn the conversation around by asking questions. Be in control by initiating rather than reacting to events
If this fails, tell the other person very directly to stop doing whatever is bothering you. Be specific, be calm be
serious
Firmly say ‘no’ to any unwanted invitation and give address information only to people who can be trusted. Be
cautious until you can be confident
Stay in public areas
Sexual harassment is unacceptable wherever you are. If you find yourself in such a situation please seek help
from your host university, placement provider or the local police to determine a course of action.
17. PHYSICAL DISABILITIES AND HEALTH RELATED
SUPPORT NEEDS
A successful international experience, where you can access the same level of learning that you do at home will
depend largely on making preparations and planning ahead so that your disability-related support needs can be met
whilst you are abroad.
Seeking support: The information that follows may benefit all students. Considering these issues and proactive
planning will help to ensure a successful time abroad. For those with a specific disability or health issue it is
recommended that you talk to the following people before you make a decision or application about where you
study abroad. If you are working abroad, then an ILP will not necessarily apply. You are encouraged to advise your
placement provider of any special requirements you may need in order for you to do your work to the best of your
ability.
AccessAbility: If you haven't already registered with AccessAbility and set up an Individual Learning Plan (ILP) it is
highly recommended that you do so. You will be able to meet an adviser, discuss and confirm support and
AccessAbility can liaise with your department and support service abroad where appropriate.
Study Abroad Coordinator in your College: If you decide to tell your study abroad coordinator at Exeter or at the
host University about your issues you may want to discuss how information will be kept confidential, what
procedures are in place if information needs to be shared, and what if any information will be shared with the
partner institution?
You may wish to discuss your preferences or any arrangements you have in place should you become unwell whilst
abroad. Some people may choose to write an advanced directive - a document that states your personal
preferences in a crisis situation.
If you choose not to disclose then it may be helpful to consider if you wish to discuss in more general terms what will
happen or any contingency plans or wishes should a crisis occur re. physical health. Write down your preferences or
plans and give them to somebody that you will have contact with whilst abroad e.g. a close family member or
friends.
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Your health care provider/GP: It is recommended that you inform your health care provider/GP of your plan to
study abroad and to discuss your specific disability/health and support needs including medication and strategies for
managing your health whilst away from home and in another country.
SPECIFIC ISSUES TO CONSIDER:
Support Services: The more you can prepare and find out in advance and the better your support networks are the
easier it may feel to settle in. Here are some ideas about the kinds of questions or issues that you might like to take
into account before you go:

Consider the support services you have in place in the UK; what support service do you need abroad?

Are there any support networks available to you overseas?

Are the same support services available to you in the UK available in the country where you might go to
study/work?

If not, what support can you access or put in place that will enable you to get your support needs met?

Can you manage without the usual support networks?

What strategies can you put in place?
Health and medical services
Consider the medical and health services and needs that you have.

What services are available in relation to health whilst abroad?

Are they the same as the ones at home?

If not then what kind or health service can you get?

How will you access it?

Will your health insurance cover costs of medical treatment, medication, therapy or other health related needs?

What specifically will your insurance cover (e.g. only emergency appointments)?

If you make a claim on your insurance, how do you recover the money?

Do you have to pay for treatment up front?

Will you be able to obtain the same medication abroad?

How do you get a prescription?

Are there any services which speak your language at your study/work placement?

If you want to see your GP at home (when you visit home) how will you access them?

Can you make appointments in advance e.g. during holiday times to see your doctor at home?

Can you call your GP from abroad?

How would this be arranged?

How will you get repeat prescriptions whilst on your placement?

You may want to think about learning any terminology used to describe your disability/health condition or
medication you may require (prior to going abroad) in the country you will be studying.

You may want to consider taking a translated letter or medical report that describes your disability/condition
and health needs

Who could you ask to provide such a letter or report?

Are there any health services available in your first language whilst on your placement?

If not will there be someone to translate?

What about your emotional support needs? How can these be met e.g. is there any counselling on offer?
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Medication
Consider any needs you may have in relation to medication.

You need to check if your medication is available abroad and who could prescribe it - your home GP or a GP in
the country where you are going?

You may need to consult your doctor about the availability of medication abroad or you might want to consider
taking enough with you.

Do you need a letter for customs regarding any medications you may be carrying back and forth? It is advisable
to ask your doctor to provide you with a diagnosis/prescription describing the medicine.

If the same medication is not available you may need to consider changing your prescription before you go,
giving yourself enough time to ensure it is effective and your condition is stable before travelling.

Will there be a pharmacy where you can obtain your medication close to where you are living?

What happens if you run out of medication or if your medication needs to be changed?


How will you pay for medication abroad and what is the cost?
Check that there aren't any other medications that you may need to take whilst away e.g. malaria pills that could
interfere with your current medication and if so ask your doctor about managing this. Again leave plenty of time
to arrange this.
Do you need a letter for customs regarding any medications you may be carrying back and forth? It is advisable
to ask your doctor to provide you with a diagnosis/prescription describing the medicine.
What happens if you run out of medication or if your medication needs to be changed?
How will you pay for medication abroad and what is the cost?
Check that there aren't any other medications that you may need to take whilst away e.g. malaria pills that could
interfere with your current medication and if so ask your doctor about managing this. Leave plenty of time to
arrange this.
If you wear glasses or contacts take a spare pair and plenty of contact solution if needed.

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

Accommodation and travel
Consider any needs that you might have in relation to accommodation and travel.

Do you have any specific needs regarding accommodation?

What are your support needs (if any) in relation to accommodation?

Doe the host university provide accommodation?

If so what do you need to do to arrange it and what are the deadlines by which you need to apply for it?

How will you go about arranging accommodation if it is not available through the university?

Will transport be as available and accessible as at home?
Legal issues
Consider if there are any legal issues you need to clarify.

What is the policy for staff at your host university/placement regarding confidentiality about your disability?

Will specific information regarding your disability be shared only on a 'need-to-know' basis or when it's strictly
medically necessary?

Who will be able to access your disability information and why?

What privacy protections apply abroad?
Academic differences
Consider any needs you may have in relation to your academic studies or working environment.
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
Is the physical environment (eg classroom setting/office) different from what you are used to at home? Eg
crowded, noisy, accessible, hearing looped.

If so how will you cope with this? What, if anything can your host university/placement provider do to support
you?

Are assessments and coursework going to be different and if so in what way? Eg lots of presentations when this
is an area you find difficult.

How will you prepare for or cope with these differences?

Are there general cultural differences that you should be aware of that may impact your disability/condition?

How do you go about setting up exams provision?
Support networks
Consider your needs in relation to gaining access to or establishing support networks. Maintaining sources of
support will be vital, particularly in the initial stages of your time abroad. It is vital to think about your sources of
support in advance, even if you think you won't need it. Most people going to a new country will experience some
feelings of stress and isolation.
It may be helpful to contact peers who are already abroad or have now returned and might be able to provide you
with information and insights into your time abroad/the place you would like to study. They may also be able to give
you insight into cultural differences, available services/support groups locally, and advice to help you prepare for
what to expect overseas.
Think about your support structures at home and abroad.

Who are the people you can contact?

How will you contact them and stay in touch?

Will you have access to a phone and/or email?

Will you be able to use your mobile phone abroad?

Who can you contact in an emergency?

Who can you rely on for support?

Who can you talk to if you are worried?

Who can you contact in a crisis?

Is there any other support you might like and how might you get this?
Vaccinations: Check with your GP/Health Clinic and the NHS website that your inoculations and vaccinations are upto-date, as well as for country specific travel info.
Contraceptives: Obtaining and even identifying contraception overseas may not be straightforward, with different
names, different packaging and different products. If you are unsure, check with a medical practitioner about
obtaining contraception and please always practice safe sex. For general advice please see the NHS website.
Sexually Transmitted Diseases and HIV/AIDS: If you suspect you have contacted an STD see a doctor immediately.
The NHS website also has some advice about the symptoms that may need checking and treatments that are
available. Acquired Immune Deficiency Syndrome (AIDS) has been reported in over 125 countries and there is no
vaccine. NHS guidance can be found on HIV /AIDS webpage.
Use your common sense and follow these guidelines:
 Avoid unprotected sex.
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Don’t use illegal injectable drugs.
Don’t share hypodermic needles.
Don’t use or touch contaminated, unsterilized syringes or needles.
If you are considering getting a tattoo, be sure to only use a reputable tattoo artist, and do your research about
their practice.
Emotional health: New surroundings, new language and new people all affect our means of communicating.
Homesickness is another common emotional reaction and should not be dismissed as insignificant - many students
feel like a fish out of water at first. Being aware of what is happening to you is the first step towards coping. Talking
things through also helps, so keep in contact with friends and family and work hard to create a new support
network. Research what support is available where you’re studying e.g. is there any counselling on offer?
18. STUDENT SUPPORT AND ACCESSABILITY
There are support services at both your host university and here at the University of Exeter. If you experience
difficulties or issues during your placement abroad, use your host university’s facilities, services and resources to try
and solve these in the first instance. If you are working, contact your line manager or the person listed on your
placement agreement to discuss option available to you.
If you are experiencing problems or issues that are not being resolved by your host university/placement provider, or
cannot be resolved by your host university or your placement provider, please let either your College/discipline
Study Abroad Coordinator, the central Outbound Study Abroad team or the Global Employability team know as soon
as possible. We will try and help you as much as possible.
Special requirements and existing health conditions. If you have a disability, already have an Individual Learning
Plan and/or are likely to require particular support or special dispensation with your learning during your year
abroad, it is your responsibility to contact your host university and inform them of any special provisions that you
receive here at Exeter and see if there is any additional support that they can offer. If you are working, you are
encouraged to disclose this information to the placement provider so that they can support you as much as possible.
Please be aware that the level of support varies quite considerably across different countries and institutions, and
there is no guarantee that your host university will be able to provide the same level of support you receive currently.
If there is any assistance that we here at Exeter can provide, please do let us know. Equally you may wish to discuss
your year abroad with AccessAbility: http://www.exeter.ac.uk/accessability/
Guild and FXU Advice teams: Remember you can contact the Advice Unit or FXU whilst you are away. They can
advise on funding issues and Exeter academic related matters. Please note housing advice may be limited as they do
not advise on European or international law and it may be useful to find local advice either within the university/
workplace you are attending or the local community for this.
GUILD ADVICE UNIT
Level +1 Forum
Open Monday to Friday 10am to 3pm
Advice@exeterguild.com
01392 723520
FXU ADVICE TEAM
Penryn Campus
Open Monday to Friday by appointments
advice@FXU.org.uk
01326 255861
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19. BRITISH EMBASSY SUPPORT
The Foreign & Commonwealth Office work at home and overseas to safeguard Britain’s national security and build
Britain’s prosperity, as well as support British citizens overseas.
When can they help you? You should contact the British Embassy of the country you are staying in, particularly if
you have been admitted to hospital or detained by the police. Your embassy may also be able to provide the
following help:
IN CASE OF SICKNESS OR INJURY ABROAD:
WHAT THEY CAN DO:
Aim to contact you within 24 hours of being told that
you have been admitted to hospital.
WHAT THEY CANNOT DO:
They cannot pay for your medical treatment or provide
treatment themselves.
Contact your family and friends in the UK.
They won’t usually contact or visit you if you have
travelled specifically for medical treatment.
Liaise with your insurance company or medical
evacuation company.
Visit you within 48 hours of being told you have gone
into hospital if they feel that this is appropriate to your
circumstances and there is an Embassy or Consulate in
the same city as the hospital you are in.
IN CASE OF ARREST OF DETENTION:
WHAT THEY CAN DO:
Provide general information about the relevant
country, prison conditions and the local legal system,
including whether local legal aid is available.
WHAT THEY CANNOT DO:
Get a British national out of prison or detention, or get
them special treatment because they are British.
Provide a list of local lawyers and interpreters.
Offer legal advice, start legal proceedings or
investigate a crime.
Make sure any medical or dental problems are brought
to the attention of the police or prison doctor.
Pay for any costs incurred as a result of being arrested.
Take up any justified complaints about ill treatment,
personal safety or discrimination with the police or
prison authorities.
Forward prisoners parcels sent by family and friends.
Send Messages between prisoners and their families.
Prevent the local authorities from deporting a British
national upon release.
IF YOU ARE A VICTIM OF CRIME ABROAD:
WHAT THEY CAN DO:
Provide you with a list of local lawyers and
interpreters.
WHAT THEY CANNOT DO:
Give you legal advice.
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Help you to contact a local doctor if you need medical
treatment.
Outbound Pre-departure Handbook 2016-17
Collect evidence or investigate crimes, or influence the
outcome of a trial.
Contact your relatives and friends to let them know
what has happened.
Assist with travel costs if you are asked to attend a trial
abroad as a victim or witness.
Provide information on how you can safely transfer
money from relatives or friends.
Provide general financial help, except in very
exceptional circumstances.
In an emergency they can cash a sterling cheque up to
£100, with a valid banker’s card into local currency.
There will be a charge for this service.
IF YOU ARE A VICTIM OF SEXUAL ASSAULT:
WHAT THEY CAN DO:
Tell you about local police and legal procedures.
Accompany you to the local police station and where
possible they can try to make sure you are interviewed
by a female officer.
Provide a list of local lawyers and interpreters.
Help you to deal with the local authorities in arranging
a medical examination where possible with a female
doctor if that is what you would prefer.
Depending on local laws and customs they can also
arrange for you to get advice on sexually transmitted
infections, and on pregnancy and abortion.
Contact relatives or friends if you want them to.
Provide information on what professional help is
available locally and back in the UK consult the police
advisor who can consider using the services of a Sexual
Offences Trained Officer from your local police force to
advise and help you.
The British Embassy can also offer advice and support for a number of problems you might encounter whilst abroad.
For more information, please visit the FCO’s information page:
https://www.gov.uk/government/publications/support-for-british-nationals-abroad-a-guide
20. MITIGATION
Students affected by circumstances beyond your control, returning home: Should you need to return home, you
cannot enter your third year of study at Exeter unless you return by the start of the academic year in time for the
first week of term at Exeter campuses. If you do need to return, then you must first discuss it with your host
university and with the central Outbound Study Abroad team. We will all do our best to support you through the
initial stages of your placement abroad and are sympathetic to homesickness and culture shock. However we do
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expect students to have patience with themselves and the experience and to allocate sufficient time (several weeks)
to settle in.
If you return later than the first week of the new academic year at Exeter, you will be required to interrupt your
studies for a year.
Repatriation: In extremely rare circumstances it may be necessary to repatriate students, for example if there is a
significant change to your living arrangements, studies or level of personal safety due to external events (e.g. a
natural disaster). The University will base its advice in such situations on Foreign Office travel advice
(https://www.gov.uk/foreign-travel-advice) and information from the partner institution. Students should also
consult their own insurers for advice and to ensure that coverage still applies. While the decision to return home in
such circumstances is a personal one, the University will decide on a case-by-case basis if mitigating circumstances
can be applied, or if alternative assessments will be required. This will be communicated promptly. Students should
not assume that mitigating circumstances will be applied and are expected to complete their studies unless
otherwise notified.
21. ASSESSMENT OF YOUR TIME ABROAD
The table below contains links to the Study/Work Abroad assessment pages of your College or discipline; if you have
any questions regarding the assessment of your time abroad please contact you Study Abroad Coordinator.
COLLEGE OF ENGINEERING, MATHEMATICS AND PHYSICAL SCIENCES
Engineering
http://intranet.exeter.ac.uk/emps/subjects/engineering/studyabroad/
Mathematics
http://vle.exeter.ac.uk/course/view.php?id=794
Physics
http://intranet.exeter.ac.uk/emps/subjects/physicsandastronomy/studyabroad/
COLLEGE OF HUMANITIES
Modern Languages
Other Humanities
disciplines
http://vle.exeter.ac.uk/course/view.php?id=2546
http://vle.exeter.ac.uk/course/view.php?id=2517
COLLEGE OF LIFE AND ENVIRONMENTAL STUDIES
Biosciences
http://biosciences.exeter.ac.uk/current/modules/description/index.php?moduleC
ode=BIO3062&ay=2014/5
(For work placements, check individual module codes)
Geography
http://geography.exeter.ac.uk/currentstudents/undergraduate/modules_cornwall
/description/index.php?moduleCode=GEO3508&ay=2014/5
Sports and Health Sciences http://sshs.exeter.ac.uk/students/modules/description/index.php?moduleCode=E
SS2000&ay=2014/5
http://sshs.exeter.ac.uk/students/modules/description/index.php?moduleCode=E
SS2100&ay=2014/5
COLLEGE OF SOCIAL SCIENCES AND INTERNATIONAL STUDIES
Anthropology
International Relations
Philosophy
http://socialsciences.exeter.ac.uk/students/studyingabroad/assessment/
Politics
Sociology
Law
http://socialsciences.exeter.ac.uk/law/modules/LAW3000
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UNIVERSITY OF EXETER BUSINESS SCHOOL
All subjects
http://business-school.exeter.ac.uk/module/index.php?mod_code=BSD2004 WES
http://business-school.exeter.ac.uk/module/index.php?mod_code=BSD2003 WIS
http://business-school.exeter.ac.uk/module/?mod_code=BUS3002 WIE
FLEXIBLE COMBINED HONOURS
All subjects
http://www.exeter.ac.uk/fch/abroad/fch3002.php (Study)
http://www.exeter.ac.uk/fch/abroad/fch3000.php (Work)
It is your responsibility to collect your results and transcripts from your year abroad. It is also your responsibility to
ensure that your final transcript and module results are sent to the University of Exeter. Be sure to also request that
a copy of your final transcript is sent to your permanent address.
Be sure to make copies wherever possible of any results you get during your studies and keep a record of all these
results so you can check your final transcript.
Degree Classification and your Year Abroad: Below is an excerpt from the University of Exeter Teaching Quality
Assurance Manual regarding assessment procedures:
Four year undergraduate programmes with
year out in stage 3 *
The credit-weighted mean of the second, third and
fourth stages weighted 4:2:8
* The term “year out” here includes a year abroad and other forms of study outside the University, such as industrial
placements.
Therefore your year abroad is obviously an important part of your studies and will influence your final degree
classification. Be aware that your performance in your 2nd year and particularly your 4th year will have a greater
impact than your year abroad. Your year abroad will count as 1/7 of your final degree classification – it is not an
optional component.
22. YEAR ABROAD BUDDY SCHEME
Hosted by the Students’ Guild the Year Abroad Buddy Scheme aims to match outbound 2nd year students with
returning 4th year students. The idea of the Year Abroad Buddy Scheme is to provide students going abroad with a
buddy who has been to the same country and/or institution/employer and can answer questions about life abroad.
Each pair can meet in person, chat over Skype or correspond via email. Deadline for applications is Monday 30th May
2016: http://www.exeterguild.org/surveys/studyabroad/
23. YEAR ABROAD COUNTRY HOST SCHEME
The Year Abroad Country Host scheme is designed to connect outbound year abroad students with alumni in the
host country. The purpose of the scheme is to provide a point of contact to help students orientate themselves on
arrival at their placement.
Who can apply? Students going out on study or work placements for the 2016/17 academic year can apply via
the Year Abroad Country Host form on My Career Zone. At this stage only current undergraduate students can
apply. Deadline for applications is Friday 6th May 2016.
What happens after I apply?
 We use information in your application form to search our database for alumni who may be willing to help.
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Outbound Pre-departure Handbook 2016-17
We will contact alumni on your behalf, and if they agree to help we will put you in contact via email.
It is then your responsibility to take the lead in communication - we expect applicants to email alumni within one
week of being put in touch - to ask your questions, respond to replies and to thank them for helping you
What the Year Abroad Country Host Scheme is not. This is not a mentoring scheme. If you are interested in
a Mentoring Scheme please visit their website. This scheme does not replace an emergency contact or next of kin,
you should not be contacting your Year Abroad Country Host in an emergency.
https://mycareerzone.exeter.ac.uk/students/login?ReturnUrl=%2fForm.aspx%3fid%3d406984
24. RESPONSIBILTY OF THE STUDENT
You must remember that you remain a student of the University of Exeter while you are on your placement abroad.
You must act in accordance with University regulations, and should appreciate that you are a representative of the
University. You must ensure that you do not do anything that might bring the University of Exeter into disrepute.
You must ensure that you follow all local laws, and that you follow the regulations and conventions of your host
university or employer.
You are required to take all necessary steps to ensure that your safety and security, and that of fellow students, is
not compromised. You will be expected to keep abreast of local current events, and register for regular country
updates from the Foreign and Commonwealth Office (https://www.gov.uk/foreign-travel-advice) or your national
governments equivalent.
You are expected to take out adequate travel insurance for the duration of your placement abroad. It is possible to
join the University insurance scheme. Details can be found at:
http://www.exeter.ac.uk/campusservices/insurance/insurancepolicies/travel/undergraduatetravelinsurance/
In addition you should do the following:
 Register as a University of Exeter student at the start of the year
 Regularly and frequently check your Exeter email address
 Keep your contact, address and next-of-kin details up-to-date on ExeHub
 Respond to communications from the Study Abroad team, Global Employability team and/or your Study Abroad
Coordinator
 Respond to other communications regarding your study at Exeter, including those relating to student fees and
module choice.
International students on UK tier-four student visas should remember that the terms and requirements of this visa
will still apply while you are on your placement abroad. These students will receive regular contact from your
College Office with the purpose of demonstrating that you continue to actively engage in your studies. It is essential
that you respond promptly to these, as failure to do so may lead to the cancellation of your visa.
25. ERASMUS STUDENT CHARTER (STUDY AND
WORK)
The status of ‘Erasmus student’ applies to students who satisfy the Erasmus eligibility criteria and who have been
selected by their university to spend an Erasmus period abroad – either studying at an eligible partner university or
carrying out a placement in an enterprise or other appropriate organisation.
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For study mobility, both universities must have an Erasmus University Charter awarded by the European
Commission. For placement in enterprise the home university must hold an extended Erasmus University Charter
(i.e. also covering rights and obligations relating to placements).
As an Erasmus student you can expect:
 Your home and host universities to have an inter-institutional agreement
 The sending and receiving institutions to sign with you and before you leave a Learning/Training agreement
setting out the details of your planned activities abroad, including the credits to be achieved
 Not to have to pay fees to your host university for tuition, registration, examinations, access to laboratory and
library facilities during your Erasmus studies
 Full academic recognition from your home university for satisfactorily completed activities during the Erasmus
mobility period, in accordance with the Learning/Training agreement
 To be given a transcript of records at the end of your activities abroad, covering the studies/work carried out and
signed by your host institution/enterprise. This will record your results with the credits and grades achieved. If
the placement was not part of the normal curricula, the period will at least be recorded in the Diploma
Supplement
 To be treated and served by your host university in the same way as their home students
 To have access to the Erasmus University Charter and Erasmus Policy Statement of your home and host
universities
 Your student grant or loan from your home country to be maintained while you are abroad
As an Erasmus student, you are expected to:
 Respect the rules and obligations of your Erasmus grant agreement with your home university or your National
Agency
 Ensure that any changes to the Learning/Training Agreement are agreed in writing with both the home and host
institutions immediately they occur
 Spend the full study/work placement period as agreed at the host university/placement including undergoing
the relevant examinations or other forms of assessment, and respect its rules and regulations
 Write a report on your Erasmus study/work placement when you return and provide feedback if requested by
your home university, the European Commission or the National Agency
If you have a problem:
 Identify the problem clearly and check your rights and obligations
 Contact your departmental coordinator for Erasmus and use the formal appeals procedure of your home
university if necessary
 If you remain dissatisfied, contact your National Agency
26. PRE-DEPARTURE CHECKLIST
LOCATION
What is the climate like? Are there extremes of temperature, humidity, pollution, allergens such as pollen?
Look at Google Street View to get an idea of what the area looks like
Research what leisure activities are available nearby such as sports of arts
ACCOMMODATION
Does the host university have student accommodation?
How much will it cost per month?
If there is limited student accommodation, what private accommodation is available?
What are the accommodation deadlines – make a note of these
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Factor accommodation costs into your budget
FINANCES AND COSTS ASSOCIATED WITH STUDYING OR WORKING ABROAD
Contact Student Finance to check if you are eligible to apply for a travel grant to support your placement
If you are in receipt of bursaries and additional funding check with the University of Exeter funding team (via
SID) and Student Finance England/Wales to clarify if you are eligible to the additional funding whilst abroad.
Research the average cost of living at your host country/city – if it is more than what you would pay in Exeter,
will you have enough money for living costs as well as the additional travel costs involved with studying or
working abroad?
Keep a record of your finances: how much money are you being offered through grants, how much personal
money you have, what is the situation with your student loan etc.
Check your UK bank account – is it free to draw money out abroad? If not which bank offers the most
competitive rate
Warn your home bank that you’re going away so they don’t block your card once you’re out there – not fun
and a lot of hassle to fix!
Factor in additional costs such as book supplies, mobile phone bills, administration fees and photocopying
Talk to students who have returned from studying or working abroad and find out about their experience
Can you work part-time whilst on your placement? Does your visa restrict the number of hours you can
work?
Budget for extra spending money for travelling and socialising
Research the air fare options available sometimes an around the world ticket is cheaper than a direct return
– is this an option available to you?
The cost of visas varies considerably country to country have you checked how much yours will cost?
Research the insurance policy options available to you and make sure you arrange this before you depart
If you are doing a work placement you may also have to factor in accepting offers from colleagues for lunch
or dinners and other unforeseen expenses
STUDENT SUPPORT AND ACCESSABILITY
Do you already have an Independent Learning Plan and/or are likely to require particular support or special
dispensation with your learning abroad, does the host university offer the support you require?
If you anticipate periods of anxiety or mental health concerns during your placement it would be beneficial to
compile a personal action plan to include coping strategies, support networks or friends and family as well as
emergency contact details for your host university or employer and medical provision in country.
Are you currently taking medication? If so speak to your GP to find out if the equivalent medication is
available at your country of destination.
If your medication is not available at your country of destination are you able to take a year’s worth of
medication into country with you? (Check the FCO website, check with your GP and on the Embassy website
of your country of destination as taking medication into country with you may impact your visa application.)
Write a checklist of places you want to visit and things you want to do when you get there so you can keep
homesickness at bay
LGBTQ+
If you identify as LGBTQ+ we would recommend you research LGBTQ+ issues at your country of destination,
for example (please note this is not an exhaustive list): homophobic violence, trans rights, gender
recognition, and marriage laws. In some countries such as the United States of America the law differs from
state to state so do be aware of this when conducting your research.
Does your host university have an LGBTQ+ society?
Does the university have suitable support services available that you can self-refer to if required?
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CURRENT AFFAIRS
Check out local and national news websites for the country you are visiting
LOGISTICS
Take note of important telephone numbers – this roughly translates as home and host universities,
organisations (British Council, Erasmus, host company etc), your home GP, your bank’s stolen cards line and
insurance claims hotline.
Have a look and try and sort out a mobile phone/internet deal
Make sure you carry your valuables on your person and not in your suitcase!
Label your luggage (old fashioned but worth it in case your case goes missing) and check and see what you
are allowed/not allowed to pack in your suitcase
Find out your luggage allowance from the airline – these vary from country to country and airline to airline
Make sure your passport is valid for the entirety of your placement plus an additional six months. Simple,
obvious, yet so easy to forget. Remember it can take months to process a passport so if you do need to
renew it make sure you do this as early as you can!
Check online or with your local GP to see if you need to take any vaccinations
Photocopy all your important documents (credit/debit cards, birth certificate, driving licence, passport,
EHIC)! Make sure you keep one copy of each for yourself and one for your parents, we recommend emailing
them to yourself along with a passport sized photo in case you lose your paper copy
Research international calling card plans
27. CONTACT
STUDY ABROAD TEAM
GLOBAL EMPLOYABILITY TEAM
BIOSCIENCES – EXETER CAMPUS
BIOSCIENCES – PENRYN CAMPUS
BUSINESS SCHOOL
ENGINEERING
FLEXIBLE COMBINED HONOURS
GEOGRAPHY – EXETER CAMPUS
GEOGRAPHY – PENRYN CAMPUS
HUMANITIES
LAW
MATHEMATICS
PHYSICS
SOCIAL SCIENCES
SPORTS AND HEALTH SCIENCES
GUILD ADVICE UNIT
FXU ADVICE TEAM
Dr Andrew Shaw
Dr Andrew Russell
Dr Khurram Wadee
Dr Mike Dobson
Dr Angela Gallego-Sala
Dr Andrew Russell
Prof Pierre Friedlingstein
Dr Annette Plaut
Dr Stephen Bailey
01392 723520
01326 255861
Outbound@exeter.ac.uk
Live chat
Bookable appointments
globaljobs@exeter.ac.uk
Bookable phone appointments
Andrew.M.Shaw@exeter.ac.uk
A.Russell@exeter.ac.uk
Business-school-exchanges@exeter.ac.uk
M.K.Wadee@exeter.ac.uk
M.J.Dobson@exeter.ac.uk
A.Gallego-Sala@exeter.ac.uk
A.Russell@exeter.ac.uk
Humanities-studyabroad@exeter.ac.uk
SSIS-studyabroad@exeter.ac.uk
P.Fredlingstein@exeter.ac.uk
A.S.Plaut@exeter.ac.uk
SSIS-studyabroad@exeter.ac.uk
S.J.Bailey@exeter.ac.uk
advice@exeterguild.com
advice@FXU.org.uk
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28. RESOURCES
RESOURCE
WEBLINK
University of Exeter study abroad pages
http://www.exeter.ac.uk/international/studyabroad/outbound
/
Global Employability pages
http://www.exeter.ac.uk/careers/global/
Working Internationally ELE page
http://vle.exeter.ac.uk/course/view.php?id=4980
Year Abroad Buddy Scheme
http://www.exeterguild.org/surveys/studyabroad/
Year Abroad County Host Scheme
https://mycareerzone.exeter.ac.uk/students/login?ReturnUrl=
%2fForm.aspx%3fid%3d406984
Students’ Guild Exeter
http://www.exeterguild.org/
FXU Cornwall
http://www.fxu.org.uk/
Students’ Guild Wellbeing information Directory
http://wid.exeterguild.com/
University of Exeter Wellbeing Services
http://www.exeter.ac.uk/wellbeing/
Student Information Desk
http://www.exeter.ac.uk/students/services/ssc/
FCO website
https://www.gov.uk/government/publications/support-forbritish-nationals-abroad-a-guide
Study abroad scholarships
http://www.exeter.ac.uk/international/studyabroad/outbound
/feesandfunding/scholarships/
University of Exeter Outbound Study Abroad
Pinterest
https://uk.pinterest.com/exeteroutbound/
Third Year Abroad
http://www.thirdyearabroad.com/home.html
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29. MESSAGE FROM A CURRENT STUDY ABROAD
STUDENT
Hey! I’m Laura and I’m currently studying abroad in the United States at
Towson University, Maryland. My biggest tip for pre-departure is simple – Be
Prepared. Like the Scouting community, you need to know what’s going to lie
ahead for you. The Visa application for the US can be very daunting as there
are lots of steps. Look up information online as there are lots of websites with
the F-1/J-1 Student Visa application procedure step by step. I also wrote down
any forms I had to fill in for my US University such as housing and food,
medical insurance, etc.
Another big tip is to keep every email and every receipt you receive when
paying, booking, asking questions, as this will come in handy for reference half
way through your year when you’ve forgotten what you need to do when you come back! Your Visa costs
and medical insurance can even be reimbursed through Student Finance so definitely keep a hold of those
receipts!
When packing for your year abroad, I realized one suitcase wasn’t going to cut it. I used a service that I
could send another suitcase to Towson University in 2-3 days for about £90 and it could be 30kg! Look into
services that will allow you to maybe bring a few more items from home, so you won’t have to pay out for
the same things here.
Finally, check out your study abroad school. Follow them on social media and start understanding what
kind of culture or community the university has. Will there be lots of formals and events? Are there lots of
societies? Doing some really thorough research into the culture on campus can help you with your packing
– no need to pack lots of formal wear if you’ll never have a formal!
Good luck with your pre-departure, remember to ‘Be Prepared’ and take everything one step at a time.
30. AND FINALLY…
Whilst every effort has been made to ensure this document is as comprehensive as possible inevitably there will be
unique information required for your unique placement which has not been included.
This document is not an exhaustive list but is intended to be a springboard for your own research, getting the most
from your placement and time abroad is dependent on you taking ownership and responsibility for the organisation
and planning of it.
Remember the challenge IS the benefit!
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