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global-exchange.uts.edu.au
think.change.do
Contents
Pre-departure checklist04
Visas & documents checklist05
Department of Foreign Affairs and Trade - Smart
traveller
06
INTERnATIONAL SOS - EMERGENCY ASSISTANCE 06
UTS INSURANCE POLICY07
SAFETY AND EMERGENCIES
10
MEDICAL10
ENROLMENT: UTS
11
Enrolment: host university11
Changing Subjects: for exact subject matching
11
CHANGING SUBJECTS: FOR ELECTIVES
11
FINANCES AND BUDGETING
12
TRIP PLANNING13
TRAVEL WELL13
ARRIVAL AT HOST DESTINATION
14
SCHOLARSHIPS FROM UTS15
OS-HELP LOANS16
STUDENTS COMPLETING THEIR FINAL SESSSION
ON EXCHANGE
16
INTERNATIONAL STUDENTS17
CONTINUING/ EXTENDING YOUR EXCHANGE
18
SHARE YOUR EXPERIENCES
19
RE-ENTRY CHECKLIST19
CONTACT INFORMATION24
03
pre-DEPARTURE CHECKLIST
0
0
Obtain approval for any new subjects you wish to take.
Enrol in Exchange subjects as instructed by your student centre.
These are the (EXO) and attendance (Internal) modes.
0
Collect your host university acceptance documents from your Exchange Officer.
Scan and save electronic copies.
0
0
0
Apply for visas for your host country and countries you travel through (if necessary).
Apply for accommodation (if applicable).
Obtain a copy of your official UTS transcript/s from your student centre (often required
when applying for changing subjects at your host university).
0
Forward your UTS email to your personal email address.
Your UTS email is the official method of communicating with you.
0
0
Check your UTS email regularly.
Update your contact details on UTS My Student Admin
(including emergency contact details).
0 Accept scholarships you have been awarded.
0 Scan all documents and keep as electronic files.
0 Pay library or other fines.
0 Have a medical and dental check-up.
0 Read over partner university website.
0 Register on the SMART TRAVELLER website: www.smartraveller.gov.au
0Register for International SOS MyTrips - download the phone app.
0 Read partner university information on UTS Exchange Partner Database
0 Read student feedback reports on UTS Online.
0 Join BUiLD www.build.uts.edu.au
0 Find out about the health system in your host country
04
visa AND document CHECKLIST
0
Check the expiry date of your passport. Ensure that your
passport is valid for six months longer than your intended
return date.
My passport number is:
My passport expiry date is:
0
Apply for a visa / residence permit (if necessary) in plenty
of time!
0
Research visa conditions and other restrictions that apply when
arriving at your destination, during your stay and when leaving
your destination.
0
If you travel through other countries, check if you need a visa.
If you have queries, please contact the relevant consulate/
embassy. Consular/embassy locations are on the DFAT website:
www.dfat.gov.au/embassies.html
0
Organise hardcopies and electronic copies of:
> ‘Letter of Offer’ / ‘Letter of Invitation’ / ‘Acceptance Letter’
> Letter issued by UTS verifying you are on Exchange
> Tax File Number
> Vaccination Records
> UTS Transcript
> Passport / Visa / Birth Certificate
> Information received at Pre-departure Workshop
> Leave copies of important documents in a folder with
a contact person in Australia.
0
Store important phone numbers in your wallet, diary and phone.
These include:
> Insurance (ISOS Emergency contact) + 61 2 9372 2468
> UTS emergency number 1800 249 559
> Credit card company’s hotline number:
05
DEPartment of Foreign Affairs and Trade
– Smart Traveller
0
Register on the SMART TRAVELLER website
www.smartraveller.gov.au
The Australian Embassy contact details in my host country are:
____________________________________________________
For more information see: www.dfat.gov.au/embassies.html
0
0
Read the travel warning for the countries you will be travelling to
www.smartraveller.gov.au
Contact your Exchange Officer if your destination has a level 4 or
5 ‘advised not to travel’ warning.
International SOS – Emergency Assistance
It is a condition of exchange that you register with ISOS Travel Tracker.
If you do have a medical or major emergency please contact ISOS, the UTS emergency
assistance provider.
Consult with your host University’s Exchange Office for emergency assistance and
advice.
Save the telephone number of the nearest ISOS regional centre into your phone:
>Sydney +61 2 9372 2468
> Singapore +65 6338 7800
> London +44 (0)20 8762 8008
> Philadelphia +1 215 942 8226
Quote the UTS ISOS Membership number: 12AYCA000095
ISOS will contact UTS Exchange to seek advice and provide assistance.
UTS 24-hour security emergency number:
Outside Australia +61 2 9514 1192
Within Australia 1800 249 559
06
UTS InSURANCE POLICY
UTS: International will issue you with an Insurance Certificate of Currency after you
register for ISOS My Trips. The UTS Insurance Policy covers you for the dates stated
on your Insurance Certificate of Currency.
The UTS Insurance Policy covers you for the entire length of your exchange program
with an additional two weeks before the official commencement date at your host
university and one week after the official end date of session. These dates are stated
on your Insurance Certificate of Currency.
If you are undertaking further travel either side of these dates, it is your
responsibility to purchase additional insurance to cover these periods. You must be
covered by insurance for the entirety of your time abroad.
Note: If you are an International Studies student currently on In-Country Study
(ICS), you must return to Australia before starting an exchange session in order to be
covered by the UTS Insurance Policy. The policy only covers students for a maximum
of 365 consecutive days.
For additional travel taken outside the program dates you will need to arrange
private travel insurance:
www.fsu.uts.edu.au/insurance/types/privatetravel.html
Your UTS Provided Insurance Cover includes:
> Overseas medical expenses including overseas medical evacuation expenses
> Emergency optical and emergency dental treatment
> Missed transport connections
> Loss of deposit and additional expenses
> Personal items (e.g. laptops / cameras)
Refer to the policy for full details.
Excess
> No excess applies on medical claims
> Excess of $200 on every other claim
Major exclusions
> Pre-existing conditions
> Travelling against medical advice
> Phone bills from stolen phones
> Loss of unattended personal items/luggage
> Pregnancy and childbirth
> Sexually transmitted disease
> Medical expenses incurred more than 12 months after the date of injury
> Medicare gap
> Cost of emergency return trip home if the insurer is not notified before travel
commences
07
Important information:
UTS Insurance is a pay and claim policy. This means that you pay up-front and then claim
for reimbursement. You will need all receipts – so please keep them! Remember that UTS
Insurance is not Medicare, and therefore repayment is conditional upon the details of the
insurance policy. A $200 excess is charged for each claim made.
You may need to access emergency cash to deal with unforeseen events and non-emergency medical procedures (recommended minimum amount is $1500).
UTS and ISOS are not Insurance companies and cannot guarantee payment on your behalf for non-emergency matters.
ISOS is a travel advisory and emergency support organisation. You can choose to go to
ISOS recommended private clinics or national / public clinics for non-emergency medical
matters. Please consider your options carefully.
You may still be required to take out insurance from your host university, especially in the
United States, Switzerland and some other EU destinations. A waiver of this condition
may not be possible, therefore you must allow for the expense involved in purchasing any
additional insurance mandated by your host university.
Please see the UTS Travel Insurance Policy Schedule for full details at:
www.fsu.uts.edu.au/insurance/types/travel.html
08
08
EMERGENCY SITUATIONS
Minor emergency
Sprained ankle etc.
Stolen phone, laptop, etc.
See doctor
(International SOS can help
you locate one close by)
Contact police and UTS Insurance
(insurance@uts.edu.au)
Keep receipts and make
insurance claim
Get a police report and make an
insurance claim
Major emergency
Medical emergency needing hospitalisation or is life-threatening
Arrest, deportation, assault, lost passport
Call International SOS
Available worldwide – 24 hours per day
This triggers chain of contacting UTS staff from
UTS insurance to Exchange Manager
Document event for your own insurance purposes
09
SAFETY and EMergencies
0
Attend your host University Orientation and always ask your host University
how to stay safe and where is safe in the city and surrounding area.
0
Keep a copy of the ISOS Emergency Assistance Card in your wallet.
0
Download the ISOS app to your smartphone for easy access.
0
Program important numbers into your phone when you get to your host
country
**Remember to transfer these if you use another SIM**
0
Register for ISOS MyTrips
https://mytrips.travelsecurity.com
0
Read and understand details about the UTS Insurance Policy and arrange
additional cover if you are unsure about the coverage.
0
Consult UTS Insurance about policy cover when making claims for all
activities, but especially lost and stolen items.
www.fsu.uts.edu.au/insurance/index.html
0
Refer to DFAT booklet on Sexual Assault overseas.
https://smartraveller.gov.au/tips/sexual-assault.html
Always maintain up-to-date ‘next of kin’ and contact details on UTS My Student Admin.
UTS will always contact you using your UTS Email Account. Please ensure it is active
and check it often, or redirect it to your active email account while on exchange.
medical
10
0
Have a medical and dental check-up before you leave. Only medical and dental
emergencies are covered by UTS insurance.
0
Get vaccinations and take electronic and paper copies of your medical
documents.
0
Fill any prescriptions for medication that you may need while away and bring
copies of any prescriptions.
0
Some countries may have restrictions on bringing certain medications,
especially codeine and ephedrine-based ones. The contraceptive pill may not be
available in all countries.
0
Pack all medication in your carry-on luggage in case your luggage gets lost;
however, be mindful of any restrictions for carrying fluids in hand luggage.
0
Find out about the healthcare system in your host country.
enrolment: UTS
> You will receive instructions from your Faculty/Student Centre on how to
enrol in your exchange subjects. Most students enrol by submitting an
‘e-request’ asking to enrol in exchange subjects.
> Ensure that your study and attendance modes are the following:
Study Mode: “EXO”
Attendance Mode: “I” (Internal)
enrolment: HOST UNIVerSITY
> Enrolment instructions are provided with your acceptance pack and/or during
Orientation. If none have been given, seek assistance from the International
Office at your host university.
> Enrol in the subjects offered by the host university. Refer to your UTS subject
approval form for the subjects you are approved to take.
changing subjects: for exact subject matching
Formal approval is given for a specific set of subjects for you to study on exchange.
The subject approval form indicates that your faculty has agreed to credit the
subjects completed while on Exchange to your degree.
If any of your approved subjects are not available, you may need to seek approval
for new subjects.
When notifying your Faculty/Student Centre of subject changes:
> Download a Changes to Study Plan form at the following link
www.uts.edu.au/current-students/opportunities/global-exchange/
preparing-exchange#pre-departure-pack
> Complete and return the form along with relevant subject outlines through the
e-request system.
> When approval is given, you will be notified and the form will be retained in your
file. It is your responsibility to keep all records of new subject approvals.
changing subjects: for electives
As long as you select academic subjects relevant to your studies and do not
duplicate subjects in your degree you are not required to contact your
Faculty/Student Centre about new subject choices.
11
FINANCES AND BUDGETING
0
Don’t get caught short – create a budget before you go!
Search costs of living in your host city. Advice is usually provided on partner
university web pages and student feedback reports.
0
Apply for Centrelink payments while in Australia (if eligible) – you will find a
letter to present to Centrelink in the pre-departure pack.
0
Check with your bank whether it has affiliated banks in your host country.
0
Arrange access to different sources of funds: cash + debit cards + credit cards.
0
Phone your bank and credit card company to notify them of your travel
destination and dates.
0 Have access to some emergency cash to deal with unforeseen events and
non-emergency medical procedures (recommended minimum amount is $1500)
12
0
Check the Cirrus ATM network and charges for withdrawing cash from an ATM
overseas with your bank / credit card.
0
Take a reasonable amount of the local currency for your first couple of days in small and large denominations.
0
Settle any taxation matters in Australia.
0
Be aware of payment dates for OS-HELP loans and scholarships.
TRIP PLANNING
0
Update a trusted family member / friend with your travel plans and leave a copy of
your itinerary and your contact details with them.
0
Update your next of kin and contact details on My Student Admin at UTS
0
Give your host university your arrival details.
0
Book temporary accommodation if necessary.
0
Double check travel arrangements including accommodation, transfers from the
airport and contact details of your host university.
0
Check Sydney airport restrictions for carry-on luggage on:
www.sydneyairport.com.au
0
Never accept or carry unknown parcels for anyone.
0
Be cautious about accepting food and drink from strangers.
0
Familiarise yourself with the laws, customs and restrictions in your host country
before you go!
TRavel well
Get a good night’s sleep the night before you fly.
During your flight:
> Drink plenty of water
> Exercise and stretch regularly – remember DVT can affect anyone
> Eat small meals and limit alcohol consumption
When you arrive, settle in, then take a brisk walk or get out in the sunshine to reset
your body clock, lessen jet-lag, and help you sleep better that night.
13
Arrival at host destination
0
Plan your trip from the airport to your destination. Check what time of day it will be.
0
Be aware of your check-in time for your accommodation.
0
Notify friends and family at home of your arrival immediately.
0
Attend and get involved in all required orientation activities.
0
If necessary, arrange alternative accommodation until your housing is finalised.
0
Buy a local phone card / phone – transfer your important and emergency contact
numbers from your home SIM.
0
Secure your old SIM in a safe location so it cannot be stolen and you can easily
access it.
0
Be conscious of your safety, particularly in the first few weeks as you get used to
your new environment and culture.
0
Ask for local advice about safety, scams and how to be street smart!
14
Scholarships from UTS
If you receive a scholarship from UTS you will need to return your acceptance form.
In most cases, students will already be overseas and have begun their exchange.
Approximate scholarship notification dates:
UTS Autumn Session - February/March
UTS Spring Session - September/October
Approximate Payment Dates (Payments cannot be made until after
HECS census dates)
UTS Autumn Session - End of April/May
UTS Spring Session - End of October
Return a signed and scanned copy of your acceptance form to
studyabroad.exchange@uts.edu.au
15
OS-HELP LOANS
Please refer to the guidelines online for the application process at:
www.uts.edu.au/current-students/opportunities/global-exchange/loans-andpayments/os-help-loans
Payment Dates
All student who have applied are approved for a first OS-HELP loan commencing in
UTS Autumn Semester will be paid by the end of January 2016.
All consecutive second OS-HELP loans will be paid by the end of the month of the
second commencement date.
Application Closing Dates
UTS Autumn Session 2016 - 9 October 2015
UTS Spring Session 2016 - May 2016
Application Process
Attend an OS-HELP Loan Workshop
Complete Part A: UTS OS-HELP Loan Online Application Form
Complete Part B: Debt Confirmation Form (DCF) on MyStudentAdmin
STUDENTS completing their
final sESSION on exchange
If you are in your last session while on exchange, you have some additional tasks:
0
Inform your Faculty/Student Centre that it is your final session and find out the latest possible date to provide results by.
0
Clarify with your host university whether your transcripts can be issued earlier.
Students not issued transcripts on time may have to defer graduation at UTS. Status of passed must be displayed in MyStudentAdmin for graduation at Spring 2016 graduation ceremonies by 10 August 2016. For more information, please speak to the
Exchange team.
16
international students
The following conditions apply to international students on exchange:
> Fulfil full-time study load (equivalent to 24 UTS credit points)
> Comply with the conditions of your Australian student visa including those relating to academic progress.
> Refer to the government web pages for more information:
http://www.border.gov.au/Busi/Educ/Educ/Overseas-students-onexchange-programs-in-a-third-country
> Contact the embassy/consulate of your host country well in advance to research visa or residence permit application processes and for advice. This may be different than for Australian citizens.
> Present letter issued by UTS verifying the exchange to the Australian
Department of Immigration and Border Protection (DIBP) office at least 28 days before departure.
International students have a number of responsibilities while on
exchange overseas:
> Complete your course within the expected course duration as per
National Code Standard 9 requirement
> Comply with visa condition 8202, which relates to attendance and
satisfactory academic performance
> Comply with condition 8517, which requires you to maintain
adequate arrangements for the education of school-aged dependents – those who are allowed to be left behind in Australia where you are outside Australia for six months or less.
It is your responsibility to ensure that your visa will remain valid during the period of
the exchange. You can either check your visa label for your visa expiry date or use the
department’s Visa Entitlement Verification Online (VEVO) service.
17
continuing / extending your exchange
You may love your exchange experience so much that you may want to extend it. If
places are available, and your course permits, you may be able to
continue your exchange for a further session.
Applying for a second session at the same university
> Contact your Exchange Officer, UTS International.
> Your Exchange Officer will also need to contact your host university to
confirm whether you can extend your enrolment. This cannot be
guaranteed, as some destinations may not allow you to extend, or there may be too much demand for a place where you are.
> If allocated a place, complete the Changes to Study Plan Form with
details of proposed study plan and return to your Exchange Officer along with relevant subject outlines.
> Once Faculty approval has been granted, await instructions from your Student Centre on how to finalise UTS enrolment.
> Apply for a visa extension if required. Your host university international office will be the starting point for providing documentation to extend your student visa.
> Remember to extend your UTS / private insurance.
Applying for a second session at a different university
> Contact your Exchange Officer, UTS International well before you leave to discuss and make plans as this requires additional effort.
> Nomination depends on availabilities at each university.
> If allocated a place, complete the subject approval form with details of your proposed study plan and return to the Exchange Officer along with
relevant subject outlines.
> Once Faculty approval is granted, await instructions on how to finalise UTS enrolment.
> Apply for a visa if required.
> Extend your UTS / private insurance.
18
SHARE yOUR EXPERIENCES
UTS Global Exchange has Instagram!
Follow us at @UTSGlobalExchnage
Tag your photos #UTSGlobalExchange so we can share your photos!
UTS Global Exchange Blog!
Check out the great posts on utsglobalexchange.net
Want to write a blog?
1. To create posts on the blog, go to Wordpress.com and log in with the details below. Make sure that you post on the UTS Global Exchange Blog.
Username: utsexchangeblog
Password: exchangeblog
2. Write about your exchange experience. We love pictures, so don’t forget to add some in!
3.Make sure to put your full name and UTS Study ID at the bottom of the blog.
RE-ENTRY CHECKLIST
Your Exchange doesn’t end when you return to Australia and UTS. First there are a
number of important formalities to complete:
0
Complete and submit the Global Exchange feedback form.
Transcripts received by UTS International will be forwarded to you and your Faculty/Student Centre upon receipt of your feedback.
0
Attend the UTS: Welcome Back Workshop
0
Submit your competition photos or activities to
studyabroad.exchange@uts.edu.au
0
Attend a Global Exchange Information Session to talk about your exchange experience.
0
Sign up for other UTS Exchange promotional activities to share your
experience with others and encourage others to go on a life-changing
exchange.
0
Join the Exchange and Study Abroad Club (ESAC) to welcome others to UTS and Sydney.
19
CONTACT UTS: GLOBAL EXCHANGE
Study Abroad and Exchange Team – general assistance
T: +61 2 9514 7915
E: studyabroad.exchange@uts.edu.au
W: www.global-exchange.uts.edu.au
Exchange Program Coordinator
T: +61 2 9514 1798
F: +61 2 9514 1530
E: studyabroad.exchange@uts.edu.au
Raffaela Costa, Exchange Officer
Brazil, Canada, Chile, China, Colombia, Costa Rica, Germany, Indonesia, Italy, Myanmar, Poland, Singapore, Sweden, Turkey
T: +61 2 9514 9793
E: raffaela.costa@uts.edu.au
ChiYu Wang, Exchange Officer
Belgium, Finland, France, Hong Kong, India, Ireland, Malaysia, Netherlands, New
Caledonia, Norway, Portugal, Slovenia, Switzerland, Thailand, UK, Vietnam
T: + 61 2 9514 7901
E: chiyu.wang@uts.edu.au
Kate Cormie, Exchange Officer
Argentina, Austria, Denmark, Greece, Hungary, Israel, Japan, Kuwait, Mexico,
Philippines, Peru, Spain, Taiwan, US
T: + 61 2 9514 7842
E: kate.cormie@uts.edu.au
CONTACT UTS: GENERAL AND SERVICES
UTS Counsellors & Student Services
Email: student.services@uts.edu.au
Phone: +61 2 9514 1177
UTS General Switchboard
Australia: +61 2 9514 2000
UTS Insurance Office
Email: insurance@uts.edu.au
Fax: +61 2 9514 2880
UTS Security Emergency Contacts
Outside Australia: +61 2 9514 1192
Inside Australia: 1800 249 559
UTS CRICOS Provider Code: 00099F
Images courtesy of our past Global Exchange students.
The University of Technology Sydney (UTS) has used it’s best efforts to ensure that the
information contained in this guide was correct and current as at October 2015. The
information is provided in good faith as a guide and resource for students. UTS accepts
no responsibility for any error or omission.