UTAS EXCHANGE PRE -DEPARTURE GUIDE

UTAS Pre-departure Guide Contents Congratulations 2 Enrolments and Course approval 3 Passport 3 Finances 3 Centrelink 4 OS HELP 4 Scholarships 5 Tax 5 Accommodation 5 Travel Insurance 6 International Students 6 Student Identification Card (ISIC) 6 Applying for your visa 7 Travel Arrangements 8 Important docs and Itineraries 9 Packing 9 Culture-Sensitivity and Shock 10 Health and Safety 12 Whilst I m away what happens if. 13 I need to change a unit? I lose my passport!? Bring a friend back 14 Report or Photo Essay 14 Feedback 14 Copy of UTAS insurance Policy and Q & A 15 UTAS Exchange information form 21 Departure Checklist 22 1

CONGRATULATIONS! Your application for Exchange has been approved and you are now part way to embarking upon your very own Exchange adventure with personal, professional and academic benefits abound. Having a period of exchange to another country as part of your university studies can be life-changing as you experience life and the culture of your host country as the locals do. Like many great adventures however it requires a substantial amount of planning and funding, please take the time to read the contents of this booklet thoroughly as it will provide you with useful advice and information to help the rest of the Exchange process sail smoothly. It took a metric ton of paperwork to finally get me on the Europe bound plane, but it was worth every page. Going on exchange to Belfast, Northern Ireland, has been the most rewarding experience of my life so far Sophie Dudman Exchange 2012 2

ENROLMENT AND COURSE APPROVAL FORM IMPORTANT: You will need to visit your faculty with your course approval form to gain approval for the units that you wish to study whilst overseas. The form needs to be signed off by the Head of School and the Faculty Office. This means that any credits you gain whilst studying overseas will be credited to your degree upon your return. Your faculty will then give the final course approval and assist you in finalising your enrolment at UTAS into a special exchange course code for the semester/s that you will be away. PASSPORT If you do not currently have a valid passport you will need to apply for one. You can do this simply by picking up a passport application from the post office and supplying two passport photos. More information can be found at; https://www.passports.gov.au/web/index.aspx FINANCES Organising your finances before you go away can be a painful and challenging process but through careful planning you can avoid an incredible amount of grief. It is a good idea to let your bank know that you will be going overseas for a period of time and also to discuss your options and the associated charges of accessing your account whilst overseas. If you are going to be in a country for 6-12 months it could be a good idea to open a bank account there. Some host university will provide information on opening a bank account during your orientation with them. This may be easier for withdrawing money and allows you to avoid paying any potential international conversion fees. Changing money at airports can work out to be quite expensive in some countries so before you depart from home consider withdrawing some local currency to carry on you, if only to get you from the airport or to purchase a snack. Remember to budget, you want to want to get a job for the experience and the fun of working in another country, not because you've not got enough to eat! One of the first things you should do is to check the currency conversion rates. If you don't feel like this gives you an adequate idea Google your host Countries minimum wage, this will give you a bit of an indication concerning how much it is to earn back what your spending. If you intend to work part time remember to check that this is allowed with the visa you currently hold. Different country Exchange rates can be found at; http://www.xe.com/ucc/ 3

When budgeting keep in mind the following; Weekly living student accommodation, rent, food and bills such as heating Weekend spending calculate how much you would spend out on a good weekend here and then add 50% more (better to have too much than too little). Travel of course you should travel and see as much as you can whilst on Exchange but remember not to exhaust your finances at the beginning. Travelling can be done cheaply depending on where you are and how you travel. It s a good idea to do some research before you go on potential weekend trips close and far from your host University and the associated costs, including flights, trains and ski passes etc CENTRELINK Whilst you are overseas you may be eligible to still receive your Centrelink payments. In order for this to be approved you will need to contact Student Mobility and request a letter stating the exact dates of your Exchange from Orientation through to the end of exams. This letter will need to be submitted to Centrelink. IMPORTANT: You must discuss Exchange with Centrelink before booking your flights as payments may be cut if you are out of Australia longer than 6 weeks before your course commences. OS HELP OS-HELP is a Commonwealth fee free loan that assists eligible students to undertake some of their study overseas. Students can receive between $1000- $5,824 (2012) per six month study period which is added to your accumulated HELP debt. This money is to assistant with a range of expenses that can occur form going on Exchange, such as airfares and accommodation. Important things to note are that students are not eligible to apply for an OS-HELP loan for overseas study to be undertaken during your final semester. You will need to complete the application form providing information about the studies you wish to undertake whilst overseas and have this signed by your Faculty. Applications received after the deadline will only be considered if there are loans still available. Application Deadlines; 31st of October; Semester 1 the following year. 31st of April; Semester 2 http://www.studentcentre.utas.edu.au/fees/domestic/dom_oshelp.html 4

SCHOLARSHIPS There are a variety of scholarships available including Faculty, University and Donor. Student can apply for and be awarded multiple scholarships however the amount may be reduced slightly. Please note that some scholarships have closing dates so make sure you do your research in advance. Further Information concerning these can be found at the following link; http://www.studentcentre.utas.edu.au/scholarships/searchawards.aspx TAX If you have been working in the past year consider lodging your tax return with the Australian Taxation Office ATO before you leave. If you haven't received your group certificate or certificates you can contact your accountant or the ATO to discuss your options. http://www.ato.gov.au/ If you are planning on working whilst abroad it is a good idea to research the tax arrangements at your host country as if you pay income tax on your part time work you may eligible for a refund. Power of Attorney & voting If you are planning on going on exchange for a full year it may be a good idea to nominate a family member or a close friend as a power of attorney so that they can sign important documents on your behalf whilst you are away or take action in case of an emergency. More information on this can be found at the following website; http://www.legalaid.tas.gov.au/factsheets/power%20attorney.html If there is an upcoming State or Federal election or one will take place whilst you are away, avoid the fine and arrange an absentee ballot with your electoral office. ACCOMMODATION Hopefully, your accommodation is sorted before you leave. Most universities will allow you to change if it really doesn t suit you. There are heaps of options but you don t want to have to spend a lot of time looking for somewhere to live and, if you haven t organised your accommodation by now get on with it and do it! 5

TRAVEL INSURANCE Travel insurance (including Health) is as essential as your passport, regardless of your travel destination. If you can't afford travel insurance, you can't afford to travel! The University s travel insurance policy provides coverage for trips less than 180 days duration and will only cover incidental private travel. UTAS Staff and students can purchase cover at a discounted price from Chartis ; http://ecm74.com/rp/10010/process.clsp?emailid=1000007483&token=24e763a2cc029 60B7ED6C81056DFE3420 For a thoroughly good scare into why you should purchase Travel insurance as well as handy tips, please visit the following site and read the section titled Why we recommend travel insurance. http://www.smartraveller.gov.au/tips/insurance.html INTERNATIONAL STUDENTS International Students approved to go on Exchange will need to contact the Department of Immigration and Citizenship (DIAC) at least 28 days before they depart on their Exchange otherwise their Australian Student visa may be cancelled. Student Mobility will be able to provide you with a letter confirming your intention to participate in the UTAS Exchange program for you to submit to DIAC. For DIAC contact details see http://www.immi.gov.au/contacts/australia/tas-hobart.htm INTERNATIONAL STUDENT IDENTIFICATION CARDS International Student Identification Cards (ISIC) can be purchased online and offer 41, 000 discounts across 120 countries worldwide. Advertised discounts include up to 40% off Qantas tickets. More information can be found at http://www.isiccard.com.au/ 6

APPLYING FOR YOUR VISA Your passport must be valid for the entire duration of your Exchange period plus a minimum of 6 months after your Exchange is completed. It is highly recommended that you scan and take photocopies (preferably in colour) of the front pages of your passport to leave a copy with someone at home in case you accidentally lose it. Once you have been formally accepted by your host University you will need to organise your Visa. Each country has a different system of organising visas and they are frequently updated so you will need to do your research and find the precise requirements. Your host may send this information in your acceptance letter however we recommend you research in advance by visiting the host countries embassy or consulate website. This way you can find out the exact documentation you will need to submit in order to obtain a visa. For visa information and a list of embassies and consulates please visit; www.dfat.gov.au/visas/index.html Once you have your visa it is very important that you understand any restrictions that may apply under it. Check any work restrictions (some countries will not allow any work under the student visa), any entry and exit regulations (such as the USA) and remember to check that it is valid for your entire studies, it can be very difficult, costly and an added hassle to switch visa types so aim to get it right the first time. If you have dual citizenship of another country the visa process may be easier but don t assume anything. Look at the websites of the relevant country on types of visas required for students. USA Students planning on going to the USA may be required for visa purposes to fly to Melbourne for an interview. This will need to be organised promptly upon your acceptance in order for you to obtain your visa on time. More information on this can be found at the following to websites; Applying for a U.S Visa in Australia; http://www.ustraveldocs.com/au/index.html Embassy of the United States-Canberra; http://canberra.usembassy.gov/visasgeninfo/melbourne.html FRANCE: Students planning on studying in France must obtain a biometric visa and a police check. To do this you may need to travel to Melbourne or Sydney to attend an interview. Please visit the following website for more information; http://www.ambafrance-au.org/-visa-application- 7

The UK Students planning on studying in the UK will need to visit the UK consulate/high commissioner in Melbourne to provide biometric data in order to obtain their visa. More on the process of applying for a UK visa and the documentation required can be found at; http://www.ukba.homeoffice.gov.uk/countries/australia/applying/?langname=uk%20en glish For more information on the Biometric data and how to book a session please visit; http://www.ukba.homeoffice.gov.uk/countries/australia/applying/biometric/?langname= UK%20English CANADA Travelling to Canada, especially if you plan to travel through the USA is a difficult one. Make sure you thoroughly research and understand the visa requirements needed for your specific itinerary. http://www.cic.gc.ca/english/information/applications/student.asp TRAVEL ARRANGEMENTS It s a good idea to research your flight options in advance although it is never recommended that you purchase tickets until you have been both formally accepted by your Host University and have obtained your visa. Make sure you are aware of the Orientation dates at your host university and give yourself enough time to arrive and settle into your accommodation before you start classes. It s a good idea to arrive a week before Orientation begins but if you haven't organized accommodation aim for two. Whilst it may be cheaper to buy a one way ticket you may have to purchase a return, as immigration rules in some countries won't let you enter without evidence that you are going to leave again. You may want to consider purchasing an around the world ticket instead as this will allow you to travel both to and from your host country. These technicalities should be best discussed with your travel agent. When booking your flights remember to check that your name on your ticket is the same as it is appears in your passport. Remember to pay attention to the baggage limits and any potential travel insurance requirements, this can save potential headaches and extra baggage fees. Remember to check your flight 24 hours before departure Remember to check the departure times for International flights, paying attention to the gate closure time as many International flights will close hours before the flights actually leave. Remember to check the departure times in the country s time zone! Keep in mind that some countries have a departure tax. 8

IMPORTANT DOCS AND ITINERARIES It is important that you make copies of all of your important documents to leave with a friend or family in the event that you lose them or an emergency. It is a good idea to purchase two document wallets one to keep with you and one to give to a friend or family member. These should include copies of your; Flight itineraries Passports (including copy of the page containing your visa details) Prescription ie, prescription glasses, medication and details of any vaccinations Letter of offer and acceptance Insurance details and contact numbers Traveller s cheques (serial numbers will be required for a refund if lost or stolen. Emergency contact numbers and details at host University Spare passport photos Your bank details and contact details of your branch in case you lose your card. PACKING Take into consideration where you are going and pack appropriately for the season you are going to. Try to take only what you need, remember the majority of things you will be able to purchase over there. Remember not to pack anything pointy such as nail files or aerosol cans in your hand luggage. If you have a long haul flight, pack a roll on deodorant. Label your luggage. Avoid carrying valuables. Organize your medication - Remember to pack any essential medication in your hand luggage along with a copy of your prescription and your doctors health plan (if applicable) in case you lose your luggage. Consider travelling with a back pack as they make travelling through places with lots of human traffic such as train stations and public transport easier than wheeling a suitcase. They can also be used for weekend trips, camping and hiking. It s a good idea to take a small first aid kit with you, nothing that includes how to fix broken bones. But a basic kit that includes something for headaches, sore throats, bandaids, antiseptic cream or lotion, something for an upset stomach and dehydration etc. You will always be able to find a chemist/pharmacy/drugstore/farmacia/apotek etc but it is very handy to have something on hand. Last but not least remember to always pack your own bags and remember to never carry luggage for strangers. 9

CULTURE - SENSITIVITY AND SHOCK. Getting to know your destination and researching facts and quirks about your host country will help you to better understand, settle in and adapt to your new environment. One of the best things to remember when you travel is that everywhere in the world the people, cities, culture and religions are different. Even the countries that may seem culturally quite close to the Australian way of life will surprise you with their differences. Look at the host universities website which will often contain a page on local culture and the environment. Travel guides will not only outline the history of the country but provide in-depth information on the culture and places you may want to see in your spare time. Always remember to get a few different perspectives about the places you will be visiting, as individual s experiences vary greatly (even between guidebooks). By joining the UTAS Outgoing Facebook page you can talk to students who have studied in the same country or even at the same Host University and they may be able to tell you things they wished they had known about before they departed. http://www.facebook.com/?sk=welcome#!/groups/134748396603624/?bookmark_t=group Some of the customs we are used to in Australia will be unfamiliar in your host country but many customs are accepted worldwide i.e. approaching people in a friendly way, saying hello, introducing yourself etc) often common sense prevails. Pay attention to the people around you and be culturally accepting and sensitive whilst abroad. Exchange is a wonderful experience but please remember that it can also feel quite daunting and trigger emotions you ve never felt before. Feelings of independence and excitement about seeing the world can often give way to feelings of anxiety, loneliness and even frustration over language barriers. It is important that you remember that these feelings are completely normal and you re not alone. Get involved, make friends, keep active and exercise regularly. Most importantly go with the flow and things will settle down soon. If you are in a non-english speaking environment these feelings may be more pronounced, so if your feeling overwhelmed find an English newspaper or a fellow English speaker and just hang out, listen to some music or do something touristy. Give yourself some time to absorb everything. Occasionally it was hard - I got homesick and overwhelmed, I wasn't used to the bitter UK weather, people elsewhere prefer Marmite to Vegemite (criminal!), accents were difficult to understand and language barriers grew tiring Sophie Dudman 2012 10

Adapting to a new culture takes time and can be difficult. It won t happen overnight and it s supposed to be different, so remember to enjoy the process of cultural exchange as much as the outcome. If things still feel tough after awhile don t struggle by yourself, tell someone, phone home, write emails to friends, let your host coordinator know. Most people have experienced cultural shock and homesickness at some period during their life and you ll be surprised how much a sympathetic ear can help. Culture shock occurs as a result of a sudden change in environment and therefore can be experienced upon your return home to UTAS. Reverse Culture Shock follows the same line of Cultural shock but in the reverse. Through having a good understanding of the symptoms and how to cope with Culture shock you will be better prepared to handle its counterpart. The below graph explains the step by step process of Culture shock and Reverse Culture Shock. Turning up for your first day of classes at your host university will be an exciting but a daunting and overwhelming experience and nothing will reassure you more than a smiling face and a helping hand! You will soon learn that your host university will have plenty of people to make you feel welcome and answer any questions you have about studying at your new university or staying in your new country. Similarly UTAS welcomes a large number of international students to Tasmania each semester and each Orientation Week we have a number of UTAS students available to welcome our new students and help them get on their feet. Once you return from your time studying abroad we would love for you to come and help us by being the reassuring smiling face and helping hand for our new UTAS international students. If you would like to be involved please email ISA.Hobart@utas.edu.au or ISA.Ltn@utas.edu.au 11

HEALTH AND SAFETY Avoid dark streets, travel in groups, don t leave your drink unattended, listen to local advice and keep yourself safe. Your health and safety whilst on Exchange is a paramount. You may need to have a health check up for your visa but if it has been a long time since you have been to the dentist or optometrist it may be a good idea to consider having a check before you go as organising these whilst away can be painful and expensive. If you have a long term health problem you will need to discuss how you will manage this whilst abroad. Make sure your medications are available in your host country or arrange to take an adequate supply with you to last the entire duration. If you choose to do this make sure that you carry a copy of the prescription with the supply. For woman the contraceptive you are on may not be available and it is recommended that you consider carrying a supply with you. If you have glasses or contact lenses it may be a good idea to take a copy of the prescription if you require replacements. Remember that some countries recommend that you have certain vaccinations and you will need to discuss these with your doctor if you are planning on doing some travelling before or after your studies. Make sure you look into this in advance as some shots require multiple doses. It may seem obvious but it is not a good idea to show around passports, a lot of money or anything that could be tempting. The best places for pickpockets are airports, railway and bus stations and pubs where people s attention is focused elsewhere. Carry wallet/passport on you but not in your back pocket of your jeans. If your carrying a backpack don t put stuff in the outside pocket as they are easy to slice open with a penknife. Your sexual health and well-being is important, be smart with it and don t come home with something you don t want! For travel warnings and tips specific to your host country visit; http://www.smartraveller.gov.au/zw-cgi/view/advice/ DFAT publish a range of publications that can be downloaded and read; Backpacking Overseas; http://www.smartraveller.gov.au/tips/backpacking-overseas.pdf Sexual Assault Overseas; http://www.smartraveller.gov.au/tips/sexual-assaultoverseas.pdf Travelling Woman; http://www.smartraveller.gov.au/tips/travelling-women.pdf 12

WHILST IM AWAY WHAT HAPPENS IF. I need to change a unit or my unit is no longer being offered? If for some reason you need to change a unit you must discuss this with your UTAS faculty coordinator to make sure that this unit can be attributed to your degree upon your return otherwise you may have to do an extra unit upon your return. Make sure to gather the unit description, contact hours, teaching pattern and any other information that will help your faculty assess the unit s suitability for your studies. Faculty Contacts; Faculty of Arts Aemelia Hopley Aemelia.Hopley@utas.edu.au Faculty of Business All Officers Business.Enquiries@utas.edu.au Faculty of Law Kira white Kira.White@utas.edu.au Faculty of SET Jessica Burt Jessica.Burt@utas.edu.au Faculty of Architecture-Ian Clayton Ian.Clayton@utas.edu.au Faculty of Education- Greg Ashman Greg.Ashman@utas.edu.au Faculty of Health Science- Rachel Farnsworth Rachel.Farnsworth@Utas.edu.au Faculty of Nursing Annette Marlow Annette.Marlow@utasedu.au Australian Maritime College Peter Lane Peter.Lane@utas.edu.au For a list of Faculty and staff contacts please visit the following website; https://secure.utas.edu.au/staff/index I ve lost my passport! If you are outside of Australia and your passport has been lost or stolen you will need to report it immediately by either reporting it lost online (you will need to know the passport number) or you can report the loss to the nearest Australian Diplomatic or consular Mission. Report your lost or stolen passport online; https://www.passports.gov.au/web/doc/entrypoint.aspx Report your lost or stolen passport to the closest Australian Consular; http://www.dfat.gov.au/missions/ To replace your passport you will need to; Complete an overseas passport application form, Provide details of the lost/stolen passport, Attend an interview, Pay the current application fee Pay the appropriate lost/stolen passport fee https://www.passports.gov.au/web/newppt/overseas/index.aspx 13

BRING A FRIEND BACK. Every year UTAS receives Exchange students from all over the world, tell your friends or even better bring them back with you. Applications for incoming students can be found at; http://www.international.utas.edu.au/static/studentmobility/index.php Deadlines for applications are; 31 st of October for a Semester 1 start 30 th of April for a semester 2 start REPORT OR PHOTO ESSAY It is a requirement upon your return from Exchange that you complete a short report or photo essay detailing your experiences whilst away in order to help UTAS and other students who may be interested in the UTAS Exchange program. When writing consider adding anything that you yourself wished you had known or been told about before you departed. Things such as your studies, travel destinations or tips, your accommodation and info concerning your host University and country, plus anything else you can think of. Please also remember that this does not have to be just the high points of your travels, if you struggled with something please don t be afraid to mention this as the more honest accounts we receive, the more future students will be prepared. These can be forwarded to student.mobility@utas.edu.au VOLUNTEER Once you return from your time studying abroad we would love for you to come and help us by being the reassuring smiling face and helping hand for our new UTAS international students. If you would like to be involved please email ISA.Hobart@utas.edu.au or ISA.Ltn@utas.edu.au FEEDBACK If you have something you feel should be included in this Guide, your feedback would be appreciated. Comments can be forwarded to student.mobility@utas.edu.au 14

Exchange Student Information Form This form is to be completed by UTAS students currently on Exchange. Please return this form to Student.Mobilty@utas.edu.au INSTITUTIONAL DETAILS HOST UNIVERSITY Institution City Country Orientation Starts Exchange Ends PERSONAL DETAILS NAME Family Name Given Name(s) UTAS STUDENT ID: NEW HOME ADDRESS AT HOST UNIVERSITY Number & Street City & Country Telephone Mobile New Institutional Email EMERGENCY CONTACT NAME REALTIONSHIP: Title (Mr/Mrs/Miss/Ms) Family Name Given Name(s) Telephone Mobile Home FLIGHT DETAILS DEPARTURE FROM AUSTRALIA : Date Airline and flight Number Any Information on internal Flights ARRIVAL BACK TO AUSTRALIA : Date Airline and flight Number Any Information on internal Flights NOTES; MEDICAL OR OTHER : 21

PREPARING FOR EXCHANGE CHECKLIST Before you depart UTAS; I have applied for or have a valid passport for 6 months after I return My course approval form has been signed off by my Faculty and given to Student mobility I ve received my acceptance letter from my host University (can take up to 10 weeks). I ve had various medical checkups, required vaccinations and organized my medication (if applicable). I ve contacted Centrelink regarding Exchange and attained a letter from student Mobility regarding the dates I will be away. I ve researched my student visa, know what documents I require and have organised a biometric data meeting (if applicable). Researched my accommodation options Purchased OSHC cover and insurance to suit my individual itinerary. Submitted my Scholarship and OS HELP loan applications before the deadline (if applicable) Booked my Flights (remember that if you are on Centrelink payments you can leave Australian no later than 6 weeks before your course commences. See Page 4). Researched phone plans and the best way to keep in contact with my family. I ve the contact details for my bank, informed them that I will be overseas and organized the best way to access my funds. Registered on Smart Traveler; http://smartraveller.gov.au/ I ve made copies of all of my important documents and given a copy to a trusty friend or family member and safely packed a copy for myself including the following; The contact details of people at my host University and my acceptance letter my passport and travel itinerary/tickets Visa, credit cards and travelers cheques My insurance policy and contact numbers My Centrelink letter Copies of any prescriptions and Doctors health plan (if applicable) Completed and returned my UTAS Information form to Student.Mobility@utas.edu.au 22

With over 90 Partner Institutes what are you waiting for? Study Abroad and Exchange Student Centre Division of the DVC (Students and Education) Email: Student.Mobility@utas.edu.au Tel: +61 3 6226 7125 Fax: +61 3 6226 2059 Web: http://www.international.utas.edu.au/ Mail: University of Tasmania, Private Bag 45, Hobart, TAS 7001 23