Message from Global Education (SEP) Team

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2 Message from Global Education (SEP) Team Congratulations on securing a place in the Student Exchange Programme (SEP). We trust that you are looking forward to your semester exchange abroad. While we encourage you to go with an open mind, we want to ensure that you are aware of the things you need to prepare before embarking on your SEP journey. Please do read through this pre-departure guide before you leave as the more prepared you are, the easier it will be for you to settle down into your new environment. All the best to your final preparations. We wish you a rewarding SEP experience! 2

3 T A B L E O F C O N T E N T S PREPARING TO GO 4 Mental Preparation 5 Know About Your Destination 6 Plan Your Itinerary And Budget 7 Travel Documents 8 Academic Matters 9 Travel Arrangements 10 Health And Insurance 11 Finances 12 Accommodation 13 What to Bring 14 E-Registration 18 UPON ARRIVAL 19 Keeping In Contact 19 Settling In 20 Cultural Adjustment 22 Staying Safe 25 Travel Advisories 29 Tips To Make The Best Of Your Time 30 PREPARING FOR HOME 30 USEFUL RESOURCES 31 Useful Contacts 31 Final Pre-Departure Checklist 31 3

4 PREPARING TO GO Students often underestimate how tedious the preparation for their exchange can be. The truth is proper preparation before you leave can take a lot of effort and planning but it can also make your time abroad a lot less stressful. After all, when you get on the plane to your host country, the pains associated with preparation will soon fade away. WHAT DO I NEED TO DO WHILE WAITING FOR MY ACCEPTANCE OFFER FROM PARTNER UNIVERSITY? Mental preparation Know about your destination Plan your itinerary and budget Travel arrangements Academic matters Travel documents Health & insurance Finance Accommodation E-registration What to bring 4

5 MENTAL PREPARATION Before we get into the nitty-gritty of preparing for exchange, it is just as important to get your thoughts and emotions sorted out. Take a moment to reflect on what is going on inside your head. Now might be a great time to start your own journal! Why are you going on exchange? What are the 3 goals (academic, social, travel) you are looking to achieve while abroad? What do you expect living and studying overseas to be like? What are you looking forward to the most? What are you most worried about? What will you miss most from home while abroad? Keep all these questions on the back of your mind but for now let s check out your destination. 5

6 KNOW ABOUT YOUR DESTINATION Knowing about your destination will help you in some of your predeparture decisions, including what to pack, how you will be getting around, and what to expect on a day-to-day basis. Here are a few topics to research on before you leave: Climate and time difference Exchange rate and cost of living Regional map and local transportation Language and culture Health and Safety Meet & Greet Services Some host universities provide a pick-up service which would help you to ease into your new environment. Living and studying at host country The opening hours of shops, tipping culture at restaurants, classroom environment in university, etc. can be totally different from Singapore. Activities for exchange students at host university Some host universities have a slew of activities lined up for incoming exchange students and their own returning students. These activities will definitely keep you busy and help you integrate into your host university. TIP! You may want to plan your travelling around the seasonal events that happen at your host country. TIP! Tripadvisor and Lonely Planet have apps and books to help you understand your destination better. 6

7 PLAN YOUR ITINERARY AND BUDGET To maximise your time abroad while managing with your studies, it is essential for you to work out an itinerary. Find out which activities/interest groups you can join at your host university. Research the things to do at host destination. Search for any public holidays/events/exhibitions which will take place during your exchange at your host destination. You may consider planning your travel itinerary, overseas immersion programmes or internships after your exchange sooner. Many countries require you to obtain your visa in your home country and the date on which you receive your visa cannot be guaranteed. Cross-check the itinerary to ensure that it corresponds with your goals. Set aside sufficient budget for your living expenses, including accommodation, food, transport, phone and utility bills, books, entertainments etc., before you work out the budget for travelling. Make the effort to record your expenses and monitor them closely to ensure that you will have sufficient money to last the period of your stay abroad. 7

8 TRAVEL DOCUMENTS It is important to get your passport and visas well in advance. Some visa applications may take longer to process. PASSPORT VALIDITY: Check that your passport is valid for at least 6 months from your return date. Most countries will not allow entry if your passport is close to expiring. We also recommend that you switch to the biometric passport (international students please check with your embassies) as it is required for entry into some countries. BACKUP: Make a photocopy of your passport s identification page and keep it separate from the original when you travel. We also recommend that you leave a copy with a friend or family member at home. In the event of loss or theft, they could use that copy to facilitate the replacement process. STUDENT VISA REQUIREMENTS: As visa requirements differ from country to country, please check the embassy website or seek help from your host university or IRO on the appropriate visa to obtain for your exchange. You may also need visas for countries you are travelling through or countries you plan to visit while abroad. APPLICATIONS: Some applications require a list of documents (eg. host university acceptance letter, health check-up, proof of vaccinations, proof of financial ability etc.). We recommend that you apply early in case you need to supplement any documents and this may delay your visa application. If you are an international student, please contact your embassy to find out if you can submit your visa application in Singapore, as sometimes students are required to apply for visa at their home countries. 8

9 ACADEMIC MATTERS It is your responsibility to ensure that you secured enrolment for the courses at your host university accordingly to your approved study plan by the NUS. STUDY PLAN: You should have already selected the modules which you would like to take at your host university. To ensure that you can transfer the credits back towards your NUS degree, you need to obtain approval from the relevant NUS faculty/department to map the partner university modules to the equivalent NUS modules before you proceed for your exchange. Partner universities can change their course offerings and timetable at the last minute without notice. We recommend that you prepare more course mappings than necessary to allow for this contingency, especially for students who can only enrol for their classes upon arrival at the partner university. Keep a list of the relevant course coordinators and contact your faculty immediately via to obtain approval for any new courses added. If you do not obtain approval for the new courses at the start of the semester the course credit will not be transferred. MODULE MAPPING: Module mapping request can be submitted via the NUS Student Information System (SIS). Check with your home faculty or visit its website for the module mapping procedures as it may vary. You will be required to fill in the partner university s module code, title, credits, synopsis and the corresponding NUS module to map the module. Each faculty maps credits differently, for example some transfer on a one-to-one basis, others, on a full course load basis. It is extremely important to discuss your module mapping with your faculty to ensure you take adequate courses during your exchange semester. ACCEPTANCE PACKAGE: Upon receiving the acceptance package from your host university, read through the documents carefully and follow the instructions in the package on the things to do, including enrolment for courses, housing application, etc. Observe the deadlines and prepare a checklist to ensure that you do not miss anything. TIP! Some host universities may require you to enrol for modules well before the start of the semester. You are advised to take note of these dates when you receive your acceptance package from the host university. 9

10 TRAVEL ARRANGEMENTS TICKETS RESEARCH: Find out what your flight options are and obtain quotes but do not confirm or pay for your booking until you have received the acceptance package from your host university and obtained your visa. ARRIVAL: You should plan to arrive at least two weeks before the study period starts and attend the orientation programme. Please refer to your acceptance package for more details. CONNECTIONS If you need to make any connections to your final destination (be it a flight or train), please make sure that you cater sufficient time for your transit and are not rushing to catch the last train or flight. SERVICES Check if your host university offers arrival reception services and inform them of your arrival time. If not, you are advised to research local transport and prepare to pay by cash in local currency. TIP! Consider a round trip ticket and ask about student fares, as they are often cheaper. Some deals sites offer discounts on fares. 10

11 HEALTH AND INSURANCE HEALTH Consider getting vaccinations (eg. for influenza, Hepatitis A, Hepatitis B etc.) and medications for vaccine-preventable diseases and other diseases you might be at risk for at your destination. OBTAIN professional advice on what other vaccinations to take or medication to bring at NUS UHC or your GP. GET the jabs at least 4-6 weeks before your trip to allow time for the vaccines to take effect. HAVE your prescriptions and jabs, glasses changed, teeth checked, etc. ENSURE that any medication required is available at your destination or bring adequate supply of the medication with you. If you have health issues, consider SEP closer to home. INSURANCE With effect from 1 January 2016, NUS students travelling overseas for SEP will be covered by the NUS Student Travel Insurance. Information about the insurance is available at Some destinations may require you to purchase a mandatory insurance plan. It is essential to have both travel and medical insurance for the full duration of your stay abroad, including your personal travel within/outside your exchange destination. Review the insurance coverage(s) to ensure that they meet your needs. You may consider purchasing additional medical and/or travel insurance from your preferred agent. Familiarise yourself with your policy coverage and note the clauses and disclaimers in your policy. Report any accident/loss at the earliest possible opportunity. Bring along the policy and relevant contact numbers with you. 11

12 FINANCES BUDGETING Check your host university s advice regarding the cost of living. The information stated on the websites of IRO and the partner university is just an estimate for your reference. How much you actually spend depends on your lifestyle and travels! Bring cash that is sufficient for at least one month s expenses. There are various methods of which you can bring some money with you such as through telegraphic transfer, debit or credit cards, traveller s cheque etc. TIP! You can save money in several ways By shopping at local supermarkets Using coupons or deals sites Buying tickets in advance Taking with Budget airlines BANKING Notify all your local financial institutions about your travel plans and that you will still be using your Singaporean accounts while overseas. Most banks now turn off overseas ATM access by-default. If you want to be able to access your money overseas, you may need to apply for the authorisation. 12

13 ACCOMMODATION Check with your host university for accommodation options. You may choose to stay on-campus or off-campus in a private apartment, student hostel or homestay, depending on your budget. We suggest that you consider the options which are recommended by your host university. Find out if there are any additional charges besides the room rate. Make sure that you have applied for accommodation as applying for SEP does not mean that you have applied for housing. Many partner universities outsource accommodation to external offices and have no control over the type of accommodation you will get. As on-campus accommodation is scarce, please apply within the stipulated deadline to be considered. It may be difficult to secure short-term housing on your own. Do not expect your housing overseas to be like NUS housing. Many partner universities do not have a centralised campus like NUS and you would have to travel from one place to another. Due to limited housing, partner universities usually reserve these for students who come from afar. Be thankful when you are allocated housing. You may only be allowed to check-in only during working hours, so do check the timings prior to arrival. If you are arriving after office hours, make prior arrangement to collect your key. If housing is only provided during the semester, find alternative lodging during the periods before and after term. Check if school hostels provide daily/weekly/monthly rates outside of term time. If you would like to take up off-campus housing, we recommend that you arrive earlier to look at the room condition, environment and make proper checks. Other than the facade (external and internal), do find out the charges for internet, telephone, electricity, water etc. Ensure that the locale is a safe one. Avoid signing any contract until you are agreeable to all the terms. 13

14 WHAT TO BRING CHECK-IN LUGGAGE SIZE AND WEIGHT - The regulations on weight and size of baggage can vary according to countries and airlines. Check with your airline for specific regulation. DECLARATIONS - You may be required to declare any foodstuff, spices, plant, animal, wood products etc. which you intend to bring into the host country. Please check the custom requirements of the host country and ensure that you declare those items in the custom declaration form. Otherwise, they may be confiscated and/or you could be fined. The Customs Officer will decide if you can keep the items. Declare everything on the form, as it will be too late to tell the Customs Officer at the airport. If in doubt, declare it. TIP! Some students tend to over pack and bring too many items over only to struggle to bring the items back later. Give careful thought on what is necessary. When packing for your time abroad, consider buying winter clothes overseas because it can be cheaper. You are also advised to get a TSA lock if you are travelling to US or Europe. 14

15 HAND LUGGAGE You may want to put your essential items into your hand luggage (eg. laptop, portable electronic devices) so you do not have to juggle and manage so many items. Airports and airlines now have various restrictions in place on what you can bring in your hand luggage. Do take note and adhere to them to facilitate security clearance. Liquids, Aerosols and Gels must be in containers (maximum capacity 100ml each). Containers exceeding 100ml, will not be accepted, even if the container is partially-filled. Containers must be placed in a transparent re-sealable plastic bag (maximum capacity not exceeding 1-litre). These containers must fit comfortably within the transparent re-sealable plastic bag, which must be completely sealed. Only one transparent re-sealable plastic bag is permitted per pax. The transparent re-sealable plastic bag must be presented separately for examination at the security screening point. Lithium ion batteries, rechargeable batteries and battery packs should be put into the hand luggage and not checked in. For more details, visit Changi Airport s security webpage: 15

16 IMPORTANT DOCUMENTS Valid passport with current student visa Letter of acceptance from host university Study plan Housing confirmation letter Return air ticket Receipts of payments (housing, administrative fees etc.) NUS transcripts (to facilitate module registration) Medical Records Forms of identification (driving license, identity card) Photocopies of important documents (letter of offer, I/C, passport, credit cards, insurance policies etc.) Please make copies of all important documents and keep separate sets in different places. It is also a good idea to leave one set at home so that these documents can easily be sent to you in the event that you lose those with you! 16

17 Daily Necessities Toiletries, alarm clock, hairdryer, clothes, footwear Take note that the products you are used to may not be available overseas, or may be very expensive Fun Stuff Digital camera Journal Photos of friends and family Souvenirs from Singapore Local recipes eg. cooking sauces & meal kits (to share some local dishes with your peers) Essentials Sufficient cash to last you until your bank draft is approved (at least 1 month s expenses) Medication for personal use (prescription drugs should be kept in their original packaging with your name on it, and be accompanied by a doctor s note) Travel adaptors and multi-plug adaptors Laptop, camera and cell phone chargers Umbrella or raincoat First-aid kit 17

18 E-REGISTRATION Singaporeans You should register yourselves with MFA at prelogineregisterview.action In times of emergency, MFA would be able to provide you with consular assistance. NS Men Please notify MINDEF on your trip, and/or apply for the Exit Permit if you are going away for more than 6 months ( NUS International Students Inform your country s diplomatic missions about your trip. 18

19 UPON ARRIVAL You are finally there! You feel excited and ready for the new adventure. It is alright if you feel tired and jet-lagged from travelling. You may even feel a bit confused or lost. Stay calm and do not panic as many people feel this way. It can take a while for you to get used to your new environment. WHAT DO I DO AFTER ARRIVAL? KEEPING IN CONTACT CALL HOME! Please ensure that your family and friends can contact you and inform them if you are going to travel. This will avoid unnecessary uncertainty and anxiety for our loved ones. TIP! You can stay in contact through Skype Google Hangouts oovoo Follow instructions from the acceptance package and complete all administrative works. Settle your module enrolment. Attend the orientation for exchange students. Get in contact with your host professor if necessary. Acquaint yourself with the student services. Update your contact details including local mobile number and local address at the NUS Student Information System (SIS) so that NUS has your latest record should we need to reach you urgently. Find out who to call in times of emergency police, ambulance, fire, campus security etc. TIP! Store the numbers into your phone so you can access them easily when necessary. Let people know when you leave campus and where you are going. 19

20 SETTLING IN Familiarise yourself with your new surroundings. Keep yourself updated with the daily local news which can be great conversation starters. Talk to new people do not keep to yourself and be afraid of taking the initiative. Do not just stick to students from Singapore! Diversify your social circle and network. Check the exam dates and organise your study with NUS for the next semester. If your semester overseas overlaps with the next NUS semester, start making alternative arrangements to sit for your exam early or do assignments in lieu of the exam. If neither option is possible, apply for an extension of your leave of absence from NUS. Certain universities may require students to register for exams. Check if this is necessary for your host university. Check your NUS mail regularly; it is how we will correspond with you. 20

21 While you are there Obey the laws and respect the local customs of your destination. Take special care of your passport and other documents of identification and keep them in a safe place. Never leave your belongings unattended. Always take care of your personal safety and security. Refer to MFA s website below for more details: e_citizens/advice_for_singaporeans_going_overseas.html 21

22 As you settle into your new environment, your initial excitement may turn into anxiety and feelings (of surprise, disorientation, confusion, etc.). It is a completely normal and natural condition, as you have to operate within an entirely different cultural or social environment in a foreign country. CULTURAL ADJUSTMENT You may find yourself going through the following phases: Honeymoon Phase Everything is new and exciting. You are ready to take on new challenges. Negotiation Phase You may begin to feel aggressive and start to complain about the host culture/country. You may feel unsettled or like an outsider. You may begin to compare everything to things back home. Self-doubt and depression may take place. TIP! In order to feel comfortable again, it is necessary to become familiar with the terrain and adapt to the new environment. Adaption Phase You are feeling in control and positive again about being where you are. You begin to accept the food, habits and customs of the host country, and you may even find yourself preferring some things in the host country to things at home. Your emotions become more stable. You have become comfortable in the new place. 22

23 Tip! You can prepare yourself to cope with culture shock by reading up about your host country beforehand. If you feel annoyed and uncomfortable, what can you do? Stay positive - concentrate on the positive aspects of going on your SEP and try to dismiss any negative thoughts. Listen and observe take the effort to listen, observe and learn to minimise misinterpretation and communication. Ask questions don t be afraid. Make friends with the locals as they can assist to clarify your doubts and serve as your guide. Go out and explore meet more people by participating in university and community activities. Talk it out recognise that you are not alone. Talking to other exchange friends can be helpful. Seek help if you continue to have problems adjusting, seek help from your host professor, host faculty, international office or counselling centre at your host university or at NUS Counselling and Psychological Services. RESPECT DIFFERENCES Be prepared that things may be done in a different way and at a different speed than what you are used to. Respect others and behave respectfully. Always be aware that you are representing yourself, your school and your country. 23

24 Discrimination You may encounter discrimination anywhere, whether in Singapore or while abroad. If you are on campus, the chances of encountering discrimination are lower. However, in the unlikely event where you are faced with discrimination, the best way to cope is to be prepared and to seek guidance from the International Offices, your professors or people familiar with your host culture. Countering Discrimination Maintain your pride and self-confidence remember that people who discriminate against others are ignorant and probably feel insecure about themselves. If you assess that the situation is not threatening, assert yourself by expressing your feelings tactfully but clearly. For example, if someone speaks gibberish at you, calmly ask them, "I'm sorry, I do not understand you. Do you speak English (or whatever language is spoken in that country)? If you feel threatened in any way, diffuse the situation or retreat! Never provoke further attack by striking first or getting into a heated argument. If the incident is serious, contact the International Office at the partner university and file an official report with the relevant authorities. Get witnesses to testify if possible. If troubled or concerned, talk to the advisors at the International Office or your professors, or contact the NUS International Relations Office for help. Talk to your friends, your host family, and other people familiar with your host culture to try and get things in perspective. 24

25 STAYING SAFE Young travelers are in general more likely to engage in risky activities such as drinking excessively. Due to their lack of life experience, criminals also see them as easier targets. Do not let yourself be the next one! Be safe do not wander around alone at night. Even if you are lost, walk purposefully. Stay away from dark streets and poorly lit buildings. Only take taxis clearly identified with official markings and beware of unmarked cabs. Look out for the nearest security posts/police stations. Beware of pickpockets and scams guys should keep their wallets in their front pockets and girls should keep their bags tightly clasped under their arms. Common methods for credit card/atm fraud include placing skimmers which register the card details. Avoid using remote ATMS, look for those in places like banks and malls. Don t leave your valuables lying around. Don t leave large amounts of cash in your room. Assess the risk of what you are about to do and try to minimise and even avoid unnecessary risk. If confronted, give up your valuables and do not resist as your safety is the most important. Ask locals about any dangerous areas or locations that should be avoided. 25

26 Emergencies If you encounter a threatening or an unsafe situation along the street or in a public area: Get away from the incident site immediately. Move immediately and quickly into a crowded area if you are being stalked or threatened. Approach any police officer in sight, or go to any police post/station in the immediate vicinity. Seek help from the locals. If you are unable to get away from the incident site, hide yourself in a safe place. Call the local police for help as soon as possible whenever there is an opportunity. Get help from local contacts host university, department, supervisor, housing management office, friends etc. If all fails, call Campus Security Hotline, or NUS faculty/department/office, or your supervisor. Road Accidents If you are unfamiliar with the road situations in a foreign country, always take the public transport. Always keep to the speed limit if you must drive. Plan your route in advance. Familiarise yourself with the local traffic rules and regulations. Travel in groups and with locals if possible. Call the ambulance (if someone is injured) and police. Ensure that you, your passengers and the vehicle are covered by insurance. Read the fine print before signing car hire agreements. 26

27 Natural Disasters Move away from disaster areas. Contact the Singapore Consulate Office in your host country for assistance. Inform your family, NUS emergency hotline and host university as soon as possible. Follow MFA s guideline to evacuate the country if necessary. Fire Safety When you arrive, check for: Fire escape route/exits Working smoke detectors Fire extinguishers Alternative exit within the room (for example, through the window) If there is no smoke detector, or the present one looks faulty, purchase one and ensure it always has a working battery (it can be useful to have your own smoke detector even if there is one already present). Ensure there is always a clear path from your sleeping and study area to the nearest window and door. If you suspect a fire on the outside of the room you are in, do not open the door. Find an alternative escape route. In the event of a suspected or actual fire, alert everyone else in the room and follow the Fire Exit route. Never use the elevator. 27

28 Alcohol, Drugs & Partying Be comfortable and do not be pressured into anything. Be smart and know when to say no. Just because everyone is doing it doesn t mean its okay. Always know your limit. Obey the laws of the host country and Singapore. Possession and consumption of illegal drugs outside of Singapore is still an offence. If arrested, you would face the same penalties as if the offence is committed in Singapore. All Singaporeans / permanent residents found to have consumed illegal substances, EVEN OUTSIDE SINGAPORE, will face the penalty of imprisonment of up to 10 years, fine up to S$20,000 or both. CENTRAL NARCOTICS BUREAU 28

29 TRAVEL ADVISORIES Our world is an ever changing place that isn t always safe. Although the university evaluates all international programme destinations to ensure a safe environment for its students, unforeseen circumstances might create dangerous situations for students while on SEP. Check for travel advisories at MFA s website ( zens/travel_notices.html) before and during SEP for your host destination and any location which you wish to travel to. Stay current with the media coverage of local events and be aware of your surroundings at all times. Exercise caution around large gatherings and avoid locations known for demonstrations or disturbances. Take all necessary precautions to ensure your personal safety, and remain vigilant and alert to local security developments. NUS International Relations Office monitors its international programme destinations for adequate levels of health and safety for its students and should an advisory in one of those countries be issued, students will be contacted by with further instructions. Should a security situation or national disaster occur at or close to your host destination, your home faculty and/or IRO will try to contact you. Take29the initiative to them to update on your safety.

30 TIPS TO MAKE THE BEST OF YOUR TIME Find out as much as you can the more you know, the more comfortable you ll be. Talk to people who have done the same thing learn and adapt. Be open-minded and make the effort to explore and experience new cultures and places. Remember that it takes two hands to clap. If a problem arises, try to resolve it as soon as possible. If you can t handle the issue on your own, know when to approach others for help. PREPARING FOR HOME Confirm your return flight booking. Bid for next semester s NUS modules on CORS. Apply for NUS on-campus housing if necessary. Wrap up any outstanding matters (confirm your accommodation check-out date, close bank account/mobile plan, return loan items, settle any outstanding bills etc.). Consider how you will transport larger items home. Transcripts will be sent directly to NUS Registrar s Office (RO) around 2 months after your exchange. RO will send the transcripts to your home faculty who will notify you to collect your transcript. Remember to complete your credit transfer process. Check IRO s website for the returnee checklist to ensure that you have not missed out on anything. 30

31 USEFUL RESOURCES USEFUL CONTACTS Make your own list of emergency contacts Embassies/High Commissions: Local emergency numbers Credit card and bank numbers Insurance helpline Host university emergency contact number NUS Emergency Contact: Local contacts at your host destination Your home faculty/department contact numbers askiro: FINAL PRE-DEPARTURE CHECKLIST DOCUMENTS AND PREP Valid passport and visa Proof of acceptance at PU Study plan Proof of financial support Proof of accommodation Insurance Bank draft/credit card/cash Confirmed flight ticket Emergency Contacts Vaccinations and checkups Register with MFA THINGS TO BRING Appropriate clothing First aid kit Medication Adaptors and chargers Umbrella/raincoat Toiletries/alarm clock/ hairdryer Footwear Digital camera Photos and souvenirs Foodstuffs Passport photos 31

32 International Relations Office 3 rd Storey, Unit Shaw Foundation Alumni House nus.edu.sg/iro 11 Kent Ridge Drive 32 Singapore Information is correct as at September 2016