Pre-departure Briefing For SP@PI participants/nominees 1
Stage 1 Stage 2 Attend Preparatory briefing Apply to IO of EdUHK (Form and/or application pack to Host Institutions) Result announcement Accept / Decline offer (Reply Slip & Undertaking Form) Prepare your Application Pack to Host Form checking by IO and then apply to Host Institution(s) Receive admission confirmation Attend Compulsory Pre-departure briefing Prepare ALL logistic arrangements on your own Submit ALL Pre-departure documents to IO Stage 3 Stage 4 Study Abroad and maintain close contact with IO (iep@ied.edu.hk ) After completing the SP@PI, submit ALL post-activity documents to IO of EdUHK within ONE month 2
Stage 1 Stage 2 Attend Preparatory briefing Apply to IO of EdUHK (Form and/or application pack to Host Institutions) Result announcement Accept / Decline offer (Reply Slip & Undertaking Form) Prepare your Application Pack to Host Form checking by IO and then apply to Host Institution(s) Receive admission confirmation Attend Compulsory Pre-departure briefing Prepare ALL logistic arrangements on your own Submit ALL Pre-departure documents to IO Stage 3 Stage 4 Study Abroad and maintain close contact with IO (iep@ied.edu.hk ) After completing the SP@PI, submit ALL post-activity documents to IO of EdUHK within ONE month 3
1. Check Passport & Apply Visa (if any) Financial Arrangement Prepare ALL logistics arrangements ON YOUR OWN 2. Air Ticket 3. Extra Travel Insurance Transportation Arrangement Submit ALL pre-departure documents to IO 4
Time Being accepted by Host & BEFORE you depart AFTER you complete the summer programme What to submit All participants: Copy of the confirmation/admission letter/email from Host Copy of visa (if applicable) Copy of your Flight Itinerary Proof of extra insurance purchased Any document(s) as required by your summer programme, e.g. PPT slides about EdUHK Subsidy applicants: Air-ticket Comparison Table (attached with 2 Quotations) BEA account information All participants: Financial statement (with ORIGIANL receipts on airfare & fees to Host & boarding pass ) Copy of Certificate of Completion/Transcript Online Evaluation Survey Photos E-portfolio 5
Make sure you have a valid passport (valid for at least 6 months after your intended stay, i.e. count from your return date) Check your passport type and see if any visa or what visa is needed for your destination and/or transit Your period of staying overseas will directly affect the visa type Please check with the CONSULATE / VISA OFFICE in Hong Kong and your host for: Type of visa (e.g. Visitor / Student visa?) Fee and processing time Required documents for application, for example: Acceptance letter from your host institution Nomination Letter from IO of EdUHK Financial proof Health certificate Insurance certificate (could be issued by FO of EdUHK on request), etc. 6
Plan your flight itinerary in accordance to the suggested arrival/departure and check-in/out date of your host Types of air ticket: Air- ticket type such as Group Tickets, Travel Class, Baggage limit Direct / Connected flight? We suggest you to take direct flight (if possible) to avoid baggage lost or missing your connected flight due to delay. When to buy air tickets? We strongly recommend you to purchase and confirm your air tickets AFTER you receive your host institution offers and your visa (if applicable). Rebooking your flight may incur airline surcharge. 7
Please mark the appendix reference for easy checking Please make sure that the quoted items (including airline, dates, surcharge fee) are the same among agents. 8
Value for Money - compare prices before students purchase their air tickets Students should obtain at least 2 simultaneous quotations by EMAILs from 1. One of EdUHK appointed travel agent 2. Any travel agent you preferred Step 1: Provide your planned flight schedule (see e.g. below) to both travel agencies for the quotations Itinerary Date Day Departure Arrival Flight Airline HK Seoul 5-Jul-15 SUN 15:10 18:15 KE0604 Korean Air Seoul HK 19-Jul-15 SUN 10:00 14:30 (20Jul, MON ) KE0614 Korean Air Step 2: Fill-in an Air-ticket Price Comparison Table & attach with 2 quotations Step 3: PURCHASE the air ticket from the one offers LOWEST price Step 4: Submit the Air-ticket Price Comparison Table & attach with 2 quotations to IO Step 5: Upon IO checking and confirmation, purchase the flight with the lowest price as listed in the table 9
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Step 1: Get quotation from either ONE of EdUHK s appointed travel agents Westminster Travel Limited Ms. Nancy Chan (Senior Travel Consultant) Tel: 2533 3995 Email: nancy.chan@hkwtl.com Mr. Eddie Cheung (Senior Travel Consultant) Tel: 2533 3999 Email: eddie.cheung@hkwtl.com Ms. Winki Chan (Travel Consultant) Tel: 2533 3938 Email: winki.chan@hkwtl.com Lotus Tour Limited Ms. Ada Cheung (Travel Consultant) Email: ada.yl.cheung@lotusint.com.hk Ms. May Lo (Senior Travel Consultant) Email: may.mb.lo@lotusint.com.hk Ms Katherine Lau (Senior Travel Consultant) Email: katherine.cm.lau@lotusint.com.hk Tel: 2316 1756 Email : eduhk@lotusint.com.hk Make request by email with your EdUHK email address Provide your preferred departure and return date, destination, flight information (if any). Here is an example: Itinerary Date Day Departure Arrival Flight Airline HK Toronto 5-Sep-14 THU 15:10 18:15 AC16 Air Canada Toronto HK 19-Dec-14 THU 10:00 14:30 (20Dec, FRI ) AC15 Air Canada Quote on Round-trip air tickets, Economy Class 11
Step 2: Get quotation(s) from another travel agent you preferred You can get quotation from more than one travel agent Provide your preferred round-trip schedule corresponding to that of EdUHK s appointed agent Make sure that you provide the one you actually purchased In case of quotation from on-line websites (e.g. airline, priceline, etc), captured screen is acceptable; invoice is also acceptable. Step 3: Fill-in Air Ticket Comparison Table and attach the quotations. You can submit the hardcopy to IO or send softcopy to iep@eduhk.hk 12
Step 4: Submit the Air-ticket Price Comparison Table & attach with 2 quotations to IO Step 5: Upon IO checking and confirmation, purchase the flight with the lowest price as listed in the table Important!!: Must wait until both quotations are collected Must wail until IO s confirmation is received (email/ phone) Submission: Once confirmed / ASAP Note: This submission is one of the supporting documents for processing your IRLEF payment arrangement. Application with Invalid quotation will not be processed. 13
Pick-up arrangements (Subject to the availability of your host institution, Group arrival pickup service could be arranged with prior reservation (note: extra fee may apply)) : Designated pickup date and time as specified by your host : Transport arrangements from airport to residence by yourself Please work out your itinerary with your companions in accordance to the suggested pickup date and time Transportation between airport to host institution? Search for the flight to the nearest airport to your host university in case you cannot meet the pickup schedule/ no pick-up service provided. 14
Apart form EdUHK Group Travel Insurance policy, all SP@PI participants MUST purchase Extra Travel Insurance to cover the entire period of your summer programme (including your personal travel before or after the programme). Please note that the existing Group Travel Insurance Policy and optional insurance plan will end on 30 June 2017. The Finance Office of EdUHK will announce the latest information via Intranet. if you would like to purchase voluntary top-up travel insurance, please obtain the form and insurance summary from the FO Corner - Insurance for Student. The payment can be settled to the insurance company directly as per the information written in the form PURCHASE from any insurance companies Submit the proof (the page with your full name as insured person & the insurance covering period) to IO prior to your departure. 15
Participants will be responsible for the entire cost of the summer programme. Fees to host (i.e. tuition, registration, housing, activity fee, picup service fee, etc.) Other fees (i.e. visa application fee, air-fare, extra insurance, transportation/meal fee in host country, etc.) The estimated cost stated in the Programme List is for reference only. The fees are subject to change by the host institution. 16
Budget Items Application and programme/tuition fee(s), Expenses on accommodation Airfares Local transportation, meals and other personal expenses Financial Arrangement Information Search of Your Host Exchange currency Cost of living Smaller notes in local currency Useful for purchases/transport upon arrival. Cash Traveller Cheque ATM Cards Credit Cards? Money matter 17
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As advised by the Finance Office, students shall prepare a financial statement of expenses and keep good record of all related receipts. Please prepare your Financial Statement (see sample on Slide #20) and attach all boarding passes, receipts of programme fees (including application fee, tuition fee, accommodation fee) and Airfare (original copy), then submit them to IO office for submission to Finance Office. Scanned copy is NOT acceptable. A template of Financial Statement is available here. Submission Deadline: Within one month after completing your summer programme 19
Please mark the Appendix Reference for easy checking 20
After completing your summer programme, you have to fill-in an online post-activity evaluation report (https://mach.ied.edu.hk/machform/view.php?id=5258). It aims to provide you a platform for self-reflection and evaluation, and to collect your valuable comments and feedback for improving the programme. Submission Deadline: Within one month after completing your summer programme 21
The student eporfolio includes records of the student s learning process and learning outcomes of their learning experiences, including Overseas Learning Opportunities organized by IO, GCA and SAO. Please refer to the Powerpoint Presentation by LTTC for your preparation. For enquiries about E-portfolio, you may approach LTTC Walk-in Clinic for assistance. Submission channel: Provide your e-portfolio web-link through online machform (https://mach.ied.edu.hk/machform/view.php?id=5259) Submission Deadline: Within one month after completing your summer programme 22
Share with us of your happy moments Show us your new friends, tutors, roommates and local customs of your host country Submission channel: Please save all photos into one zip file and attach it in PART 8 of the online evaluation form (https://mach.ied.edu.hk/machform/view.php?id=5258) 23
Your transcript/certificate of Completion is an important proof of your completion of summer programme. If you receive it directly from the host institution (instead of collecting it from IO), please send a copy to IO for record. 24
UGC-funded students Self-funded students Form of Subsidy: International and Regional Learning Enhancement Fund (IRLEF) Application method: Application period: Apply via the online subsidy application system: MyPortal> Teaching & Learning > IRLEF (IRLEF Banner) After the completion of summer programme Remarks: 1. Students who would apply IRLEF MUST open a BEA saving account 2. To approve the subsidy application, applicants MUST provide ALL necessary pre-departure documents* to IO. A mass email regarding the online subsidy application period and procedures will be sent to you for your action. Please check your email regularly for updates. Please create a BEA saving account for the subsidy arrangement. 25
Submission of Your BEA Account Information (https://mach.ied.edu.hk/machform/view.php?id=5252)
Submit your Bank of East Asia (BEA) Account Information (via Online) Submit ALL required predeparture documents to IO Complete your Air Ticket Comparison Table and purchase your ticket upon IO's confirmation Submit ALL required post-activity documents to IO Apply the designated CRN of your SEP via MyPortal
IRLEF Banner 28
Limit your luggage and bring the right clothes (check the weather information) Essential items Language (Be prepared to immerse yourself in a multilanguage environment) Be Proactive, Responsible, Responsive Keep an Open Mind and Positive Attitude Be an Ambassador of EdUHK and Hong Kong Cultural shock and homesickness Safety and wellness 31
While you are abroad, who will be your points of contact? 1. Your host institution 2. Consulate in your host country 3. HK residents HK Immigration Department 4. Your family 5. IO of EdUHK Prepare your Emergency Contact List for handy reference. 32
Time Being accepted by Host & BEFORE you depart AFTER you complete the summer programme What to submit All participants: Copy of the confirmation/admission letter/email from Host Copy of visa (if applicable) Copy of your Flight Itinerary Proof of extra insurance purchased Any document(s) as required by your summer programme, e.g. PPT slides about EdUHK Subsidy applicants: Air-ticket Comparison Table (attached with 2 Quotations) BEA account information All participants: Financial statement (with ORIGIANL receipts on airfare & fees to Host & boarding pass ) Online Evaluation Survey E-portfolio Photos Copy of Certificate of Completion/Transcript 33
Please CHECK your EdUHK email regularly for updates Please collect it at the ending of briefing (e.g. for visa application) 34
International Office (A-G/F-10) Email: iep@ied.edu.hk Tel: 2948-7654 Staff Contact Miss Kelly Yu (Email: iep@eduhk.hk) Tel: 2948-7729 35