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UCEAP Guide to Study Abroad, 2010-11 CHAPTER REVIEWED Introduction... EAP Policies and Contracts... Academic Information... Safety: Our Partnership... Student Life... Money Matters... Insurance... Health... Students with Disabilities... Students with Dependents... Extension of Participation... Withdrawal from EAP... The information in this guide is accurate at the time of publishing (winter 2010). Information may be subject to change. The University of California, in accordance with applicable Federal and State law and University Policy, does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, medical condition (cancer-related), ancestry, marital status, citizenship, sexual orientation, or status as a Vietnam-era veteran or special disabled veteran. The University also prohibits sexual harassment. This nondiscrimination policy covers admission, access, and treatment in University programs and activities. Inquiries regarding the University's student-related nondiscrimination policies may be directed to the campus Affirmative Action Office. Back UCEAP Guide to Study Abroad 2010-2011 Introduction Introduction Welcome to the University of California's Education Abroad Program! This UCEAP Guide to Study Abroad will acquaint you with the resources that UC has in place to support you before and during your time abroad, the policies that EAP has developed to ensure that programs run smoothly and you remain as safe as possible, and the procedures that you will follow to prepare for and take the best advantage of all the opportunities that your EAP experience will offer. The readily accessible format of the UCEAP Guide to Study Abroad is designed so that you may easily read through the most basic and vital information that all EAP students need to know. To use this guide, select the chapter from the contents page or the navigation bar on the left. Each sentence on the chapter page may be expanded to reveal additional information either during your first reading, or when you later need to refer back to the guide for more detailed instructions. Once you have read through this guide, you will be ready to access your Program Guide, which contains information specific to the program for which you have been selected. The UCEAP Guide to Study Abroad, Program Guide, and all the further instructions and support materials (such as your program calendar and EAP Student Budget) are conveniently located in the Participants portal of the UCEAP website for your reference at any time. You are about to set off on one of the most rewarding journeys of your life. Have a wonderful adventure with EAP! 1 Back UCEAP Guide to Study Abroad 2010-2011 EAP Policies and Contracts Policies and Contracts This section contains policies that are important to you as a University of California Education Abroad Program student. You must be aware of UCEAP's academic policies and procedures and the necessity to abide by them, even when EAP requirements exceed those of your UC campus. While the selection of policies is not intended to be all-inclusive, this section describes many of your rights and responsibilities as an EAP student. The following policies implement various provisions of the University of California Policies Applying to Campus Activities, Organizations, and Students issued by the President of the University effective October 2008. Official EAP Policies • Academic Conduct Policy • Insurance Policy • Sexual Harassment Policy • Student Conduct and Discipline Policy • Student Privacy Policy • Student Travel Policy • Substance Abuse Policy As an EAP student, you remain enrolled in the University of California, which entails certain conditions and responsibilities that are set out in the EAP Student Agreement, which is your informed consent and contract with EAP and UC. You must read the Student Agreement thoroughly and become familiar with the legal aspects of EAP participation before signing the contract. 2 Back UCEAP Guide to Study Abroad 2010-2011 Chapter name Academic Information Academic Information Campus Policies and Before and after EAP, most academic questions are specific to your Procedures campus... Academic Planning Form... Course Information Course search engines... General education and major requirements... Repeated course work... Host institution course work... EAP Summer Programs Summer programs have different requirements than other programs... Language Study Intensive Language Program... Studying languages while abroad... Studying in English in a foreign-language country... Unit Requirements Minimum unit load... Taking less than the minimum load... Reduction of units to avoid campus unit ceilings... Variable unit option... Units for UC semester students... Registration Process MyEAP Study List and course registration... Failure to register... Auditing... Attendance Vacation travel and absences... Taking and retaking final exams in the U.S. is not permitted... Independent Studies, Process for undergoing Special Study Projects... Internships, and Internships for academic credit... Research Projects Extracurricular internships and community service... Petitions Changing your MyEAP Study List... Unauthorized program changes... Grades Official UC grades and transcripts... Grades from EAP take time... Outstanding debts and grades... Incomplete (I) grades... No report (NR) grades... P/NP and letter grade option... Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Campus Policies and Procedures Before and after EAP, most academic questions are specific to your campus Absence from UC Before or After EAP Participation On most UC campuses, if you are not enrolled during the academic term immediately preceding departure for EAP (summer sessions excepted) you are not automatically considered a continuing student and must therefore apply for readmission to UC before departure. If you are "sitting out" a term before departure, contact the Campus EAP Office and Registrar's Office to determine your campus policy. If you will not be returning directly to your UC campus upon completion of EAP, find out about your UC campus leave of absence policy. Some UC campuses do not have a leave of absence status for undergraduates. Consult your UC campus academic advisor or Registrar's Office. If you are contemplating "sitting out" a term or two, communicate with your Campus EAP Office concerning your tentative plans and intended reenrollment. If you are a graduate student, it is especially crucial that you follow leave of absence procedures; otherwise, you could lose graduate student status and candidacy. Academic Probation If you are placed on academic probation after selection, you must file a written petition to be considered for EAP participation. The petition is evaluated by the Campus EAP Office. Continued participation in EAP is then contingent upon the approval of the Campus Faculty Director. UC Registration for Term Following Eap Policies and deadlines for enrollment vary by campus. During predeparture orientation, the Campus EAP Office discusses return registration procedures. Once abroad, the Campus EAP Office may send you information or post enrollment information on the campus EAP website. The Schedule of Classes for all UC campuses can be accessed online. Contact your campus with questions regarding UC registration following EAP participation. Senior Residency Rules UC students are required to be in residence at their UC campus during all or part of their senior year; however, there are exceptions available to EAP students. Seniors on EAP must consult with the Campus EAP Office and the appropriate academic authorities on campus about senior residency rules, especially if planning to finish graduation requirements during the term abroad. (UC Academic Senate Regulation 630.) Intercampus Transfers For an intercampus transfer, you must consult the Admissions Office of the UC campus to which you are transferring. If a transfer takes place while you are abroad, course work completed prior to the transfer remains with the original UC campus; subsequent work will be recorded at the campus to which you have transferred. 4 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Graduation If you are nearing graduation, inquire at your UC campus about graduation procedures for EAP students. Do not file for degree candidacy for your final EAP term. Terms at EAP host institutions frequently end after UC campus terms, and grades will not arrive on time to accommodate most degree verification deadlines. After you return from EAP, contact your Campus EAP Office and Registrar's Office to inquire about the completion of graduation checks and the recording of grades. Graduate School Planning If you plan to apply to graduate school while abroad, collect information on graduate school requirements before leaving the U.S. Once abroad, allow extra time for communication with the U.S. and for EAP grades to be reported, which may affect your graduate school application or enrollment. If you are planning to attend a professional school upon return from EAP, consult with the appropriate advisors prior to departure regarding exams and entrance requirements. To take the Graduate Record Exam (GRE) while abroad, refer to information on the GRE website. Academic Planning Form The Academic Planning form, which is part of the EAP application, requires you to describe the major and general education requirements you must complete abroad along with the course work you intend to take to fulfill those requirements. You must complete it with your academic advisor before departure. See Course Information in this guide for resources that will help you complete this form. Such planning ensures that you will receive the maximum academic credit for the work you complete abroad. 5 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Course Information Course search engines For each program, EAP provides a list of subject areas in the EAP Program Search in which course work is available, appropriate for most UC students. Subject areas can be searched using the MyEAP Course Catalog to find specific course information. Depending on your program, you will enroll in regular host institution courses, courses specifically designed for EAP or international students, independent study, or a combination of these types of courses. The MyEAP Course Catalog includes descriptions of courses that EAP students have taken during the last few years at various host institutions. For most EAP host institutions, the courses that appear in the MyEAP Course Catalog constitute only a fraction of the courses available. The MyEAP Course Catalog is useful as a representative selection of the courses in which you may enroll during the academic year. Additional course information may be found through host institution websites. It is not guaranteed that a course listed in the MyEAP Course Catalog or in host institution websites will be offered while you are abroad, as courses offered by a host institution vary each year. It is advisable that you indicate your requirements on the Academic Planning form by subject matter rather than by specific courses, or at least note alternate possibilities. It is most useful to list major requirements by the subject, scope, time period, or location(s) to be studied. For example, a biology student may list vertebrates or invertebrates, genetics, etc. This method allows you the maximum ability to meet requirements and helps the Study Center advisors abroad suggest appropriate host institution courses. If you are flexible, you will have better success. After you are abroad, the Study Center can explain how to obtain more specific information about the actual courses available during a given term. If you select a course that has not been offered in the past and has not yet been taken by UC students, it will be submitted for UC cataloging when you enroll in the course. General education and major requirements You will earn regular UC units (not transfer credit) for all approved EAP courses completed abroad. Your major department determines how much credit will be awarded toward fulfillment of major requirements and which courses will satisfy specific requirements, and your college approves credit for general education courses. Keep track of which general education and major requirements you must complete. If you have questions about how your EAP course work will apply to UC campus requirements, communicate with your departmental and college advisors. Before departure, obtain your advisors' contact information so you can communicate with them while abroad. EAP Study Center staff cannot provide authoritative advice about major requirements or the applicability of host institution courses to your major program. In most cases, final decisions about whether EAP courses fulfill major or general education requirements will not be possible until after you return from EAP. To assist campus academic advisors in evaluating EAP courses for fulfillment of those requirements, gather course information such as syllabi, bibliographies, papers, and returned exams for use upon return to your UC campus. Keep materials for all courses you take so you have adequate proof of the work you completed at the host institution if there is an error or a question about a course. 6 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Repeated course work You cannot receive credit for a course taken on EAP that duplicates previous course work. Because a course taken abroad may have the same or a similar title, but different content than a course offered at UC, be sure to keep complete records of your EAP work so that the course content can be verified if credit for the course is questioned at the UC campus. Host institution course work UC credit awarded through EAP is based on formal Regental approval of an agreement between UC and the institution at which the course work is being done. You may not enroll for credit at an institution with which UC does not have an approved agreement. Occasionally exceptions are allowed when an institution with which EAP currently has an agreement routinely permits enrollment at another institution as part of its own institutional processes. Any additional costs, including fees assessed for the cost of labs, field trips, etc., would be your responsibility. In most cases, students do not receive UC credit for courses that require them to pay tuition or enrollment fees in addition to the fees paid to the University of California. Exceptions to permit enrollment at institutions other than the EAP-recognized host institution are generally noted in the academic section of your EAP Program Guide; however, be sure to verify the approval of any such enrollment with the EAP Study Center and the Universitywide Office of EAP prior to completing registration. Occasionally, students wish to pursue course work at other institutions for their own personal growth and educational benefit, with the understanding that UC credit will not be granted for this work. In such a case, you would be responsible for all fees associated with these opportunities and for providing any documentation of the work that you may wish to furnish to your UC campus department (e.g., a transcript of work done at a music academy or conservatory). You must meet EAP academic requirements for a full-time course and unit load regardless of any additional course work you take outside the program. 7 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information EAP Summer Programs Summer programs have different policies and requirements than other programs EAP summer programs have certain policies that differ from those of EAP's ILP, quarter, semester, and year programs. You may take non-language courses on a pass/no pass grade option following the standard limit of no more than one-third of the total units for the term. Graduate students may take both language and other courses on a satisfactory/unsatisfactory grade option, according to their Graduate or Professional Student Agreement and Academic Planning Form (GSAG). The variable unit option is not available for summer programs, so you will take the maximum number of units for which the courses are approved. You may not reduce the number of units for any course. All summer programs require that courses be taken for the maximum approved units. In a case where you extend your participation from a summer program to a fall or year program and the summer program is also considered an intensive language program (ILP), you may submit a General Petition to reduce your units at the time your extension is approved. 8 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Language Study Intensive Language Program Some EAP programs require participation in an intensive language program (ILP) prior to the start of host institution course work. The purpose of the ILP is to help students acquire language proficiency to meet the demands of the academic program and adapt to the culture of the country. Unless you have fluency in university-level academic reading, writing, and comprehension, and have been granted an exemption well before departure, you are required to complete the ILP. Most ILP courses are graded with letter grades only. The pass/no pass option is generally not permitted. You receive units for courses taken during the ILP, but ILP units do not count toward the required minimum unit load for subsequent terms. You may choose to take ILP courses for less than the maximum approved units, but not for fewer than a total of three UC quarter units. You must request this reduction of units at the time of registration. Although you may choose to receive fewer than the maximum approved units for a course, there is no reduction in the quantity or quality of work expected, or in the number of courses required. Studying languages while abroad In most programs with foreign language instruction, a major academic goal is to immerse participants in the language and culture of the host country; however, EAP students are permitted to study foreign languages that are not official languages of the host country. Studying in English in a foreign-language country Non-English language programs may restrict the number of courses taught in English. In immersion programs, where EAP students attend classes with host institution students, students generally are expected to do all course work in the language of the host country. If there are sound academic reasons for enrolling in a course that is taught in English, the Study Center may grant an exception, but you may be limited to one course taught in English per term. English literature majors should review their academic planning form with their advisor before departure and consider the available courses that are taught in the language of the host country. Information about course options in countries where the host language is not English and where students take courses other than host institution courses may be found in the academics chapter of your EAP Program Guide. 9 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Unit Requirements Minimum unit load Undergraduates Both EAP and your UC campus require that you study full-time as an EAP student; you are expected to make normal progress toward UC graduation while on EAP. UC campus regulations vary with respect to normal progress. To achieve a normal full-time load, you are required to carry a minimum number of units. In programs without an ILP and in most short-term language programs, the required minimum unit loads range from 21 to 24 UC quarter units per semester or 14 to 16 units per quarter. In programs with an ILP the minimum load is 18 UC quarter units per semester or 12 units per quarter. ILP units do not count toward the minimum load of any subsequent term. Certain programs are exceptions to these rules and have specific required loads. The unit requirements for your program are provided in your EAP Program Guide, which is accessed from your Participants program page. You must review this online guide before departure. You will have no difficulty satisfying campus and EAP rules governing course work, units, and normal progress as long as you follow EAP policies and the requirements related to your program. If you are on financial aid, you are required to take a minimum load of 18 UC quarter units each semester or 12 UC quarter units each quarter. For purposes of financial aid, ILP units may be applied to the summer term or to the fall term, depending on the policy of your UC campus. Consult your Campus EAP Office or Registrar's Office to learn whether the ILP units are applied toward the minimum load of any subsequent regular term. Graduate Students The minimum load required for full-time status as a graduate student depends on your UC campus requirements, which may range from 12 to 36 UC quarter units per year (4 to 12 UC quarter units per quarter). Your graduate advisor must approve your proposed course of study. Approval is indicated on the unit and grading option requirements section of the Graduate or Professional Student Agreement (GSAG). Be familiar with your departmental and Graduate Division requirements as well as any requirements imposed by fellowships or financial aid. Taking less than the minimum load If, due to circumstances beyond your control, it becomes necessary to carry fewer units than the program requires for any term, you must submit a General Petition for a deficit load. This petition must clearly explain the reason for the deficit load and must be approved by the EAP Study Center and the Universitywide Office of EAP. There may be serious repercussions for financial aid students who fail to carry a minimum load; discuss the situation with the Study Center prior to completing a petition for a deficit load. Some campuses have additional criteria with regard to deficit loads; if you are facing a possible deficit load, check with your campus regarding the policy for minimum academic progress toward the degree. If you have bona fide health problems or learning or other disabilities, you may obtain a letter of approval for a specified deficit load from the disability or health office at your UC campus. You must forward this letter to the Universitywide Office of EAP prior to departure. To take less than the required load, you must obtain approval prior to departure. See Reduction of Units to Avoid Campus Unit Ceilings in this chapter. 10 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Reduction of units to avoid campus unit ceilings The unit accumulation limitations require seniors to plan very carefully in order to meet campus regulations and to avoid difficulties with graduation upon return. Most UC campuses impose limits on the number of units you may accumulate before graduation. If you will enter senior standing while abroad, make sure you understand your campus unit ceilings. Consult your campus college advisor for the particular limits that apply to you. You may need to petition your college dean or provost for a waiver of regulations related to unit accumulation. The petition must include solid justification supporting the waiver. If you need to reduce your units below 18 UC quarter units per semester (or 12 units per quarter) to avoid the graduation unit ceiling, file a letter from your college advisor prior to departure requesting a specified deficit load. UOEAP must approve the request. Take a copy of the approved request abroad. If you do not file such a request and receive approval, you will be required to take the program's minimum load. To avoid exceeding the campus graduation unit ceiling, you may use the variable unit option to reduce the number of units on one or more courses. The total unit load may be reduced to a minimum of 18 UC quarter units per semester (or 12 per quarter). For example, in a program that requires 24 UC quarter units per term, you may reduce the units in one or more courses so that the total is 18 units without reducing the number of courses or the amount of work in any course. Unit reductions are made when you complete the MyEAP Study List at the beginning of your term abroad. Variable unit option All courses approved for UC credit are approved for the maximum number of quarter units a student may receive. The maximum approved units for a course are shown in the MyEAP Course Catalog. All courses (except courses taken in summer programs) carry variable quarter units in the sense that you may elect to take fewer than the maximum approved units for a course (1 unit minimum or 1.5 for Berkeley and Merced students). The decreased units recorded on the MyEAP Study List do not represent any decrease in the work required for the course. Unit values for new courses are recommended by the Study Center and reflect class contact time or correlation with the host institution credit for the course. The fact that a course is taught in a foreign language does not affect the assignment of unit value. The final approved unit value is determined through the course cataloguing process that begins with the submission of course information to MyEAP. If an approved course changes, the Study Center will submit new information to request an adjustment in the unit value. Units for UC semester students If you are a Berkeley or Merced student, you will enter UC quarter units on your MyEAP Study List. The quarter units are converted to semester units when grades are entered on student records by the UC Registrar's Office (1.5 quarter units equal one semester unit; quarter units multiplied by .66 equal number of semester units). 11 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Registration Process MyEAP Study List and course registration All courses taken through EAP must be carefully described and approved for UC credit in order to be listed on your academic record by EAP. Credit for EAP course work is recorded in UC quarter units. Before the start of the academic term, you will meet with the Study Center to discuss the academic program. Regardless of the program of study you are undertaking, you will enroll in courses using the MyEAP Study List and you will earn grades and credit for those courses. With the support of the Study Center, you may enroll in courses that UC students have not previously taken. New courses are approved for UC credit each year. If you take a course that has not previously been approved for UC credit, you will provide the Study Center with the pertinent information through MyEAP. The Study Center submits new course information to the Universitywide Office of EAP. UOEAP notifies the Study Center of any errors in units, course level, or UC subject area designation that might affect the MyEAP Study List. It is imperative that you supply the needed information for the course promptly at the beginning of the term through MyEAP; otherwise, approval of UC credit for the course may be delayed. After consulting with the Study Center and determining an academic program, you will register for your courses on the MyEAP Study List. You are responsible for completing all courses on the MyEAP Study List. Any change to the MyEAP Study List must be made by petition. (Additional information about petitions is provided in the following sections.) You must abide by host institution deadlines for changes, when applicable. Verify that the Study Center has accurate descriptions of your course work and that all the necessary information has been submitted through MyEAP by the Study Center deadline. Keep copies of your work, MyEAP Study List, petitions, and course information. Since you will be studying in a different academic system, it may be prudent to initially enroll in more than the necessary number of courses. Usually students can drop the extra courses from the MyEAP Study List up to approximately the middle of the term; however, some host institutions require that you make changes earlier in the term. To add or drop a course, you must follow the host institution's procedures and file a General Petition with the EAP Study Center. See the Unit Requirements and Grades sections of this chapter for additional policies related to MyEAP course registration. Failure to register If you fail to register within the host institution's prescribed registration time and/or fail to submit a complete MyEAP Study List and course information by the prescribed deadline, you will be subject to a lapse of student status and dismissal from EAP, which carries serious financial consequences. Auditing Auditing is discouraged. Auditing a course must be approved by the EAP Study Center and the course instructor. Audited courses do not appear on MyEAP Study Lists or UC transcripts and credit is not awarded. An audited course may not be counted toward meeting the required minimum load and may not be considered a reason for you to be permitted to take a deficit load. Retroactive requests to add audited courses are not permitted. You may not audit ILP courses; ILP courses must be taken for credit. 12 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Attendance Vacation travel and absences You are expected to remain at the host institution location and attend classes regularly during all academic sessions. Regardless of the practices of local students or the flexibility of the host country's educational system, unauthorized absences during the academic year constitute grounds for disciplinary action. Excessive absences may damage the relationship between UC and the host institution and may lead to administrative dismissal from the program. You are required to maintain contact with the EAP Study Center, respond to communications, and attend meetings called by the Study Center. Restrict personal travel to weekends and university holidays. Since emergencies may happen at any time while you travel, you must provide the Study Center with your travel itinerary, including contact addresses and phone numbers, especially if you will be gone for more than a weekend. You must notify the Study Center if you are delayed in returning to the host institution. Depending on the circumstances, the Study Center may charge you for expenses incurred in locating you if no word is left regarding your whereabouts. See the EAP Student Travel Policy for details and restrictions. Taking and retaking final exams in the U.S. is not permitted You must complete all course work and exams before leaving the host institution or Study Center. Unless there is an emergency situation beyond your control, such as an extreme health situation, a dire safety or security threat, or closure of the university, you may not take final exams in the U.S. or leave the program before completing final exams. Although the practice in some countries permits the retaking of final exams several weeks or months after the original exam period, EAP students are not permitted to retake exams in the U.S. Some programs are designed to end before the official end of the host institution term, in which case you would be instructed by the Study Center on how to arrange the completion of your courses. 13 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Independent Studies, Internships, and Research Projects Process for undergoing Special Study Projects Special study projects, such as an independent study course, research project, or internship for academic credit, are available on select EAP programs, depending on the specific purpose of the program and the resources available. All special study projects require the permission of the Study Center Director. The Study Center Director and a host institution faculty member or other qualified expert help you plan the project and must supervise it on a regular basis. If a UC campus faculty member helps you develop the outline of a project, you may be referred to the Study Center Director after acceptance into EAP; the Study Center Director will locate a host institution faculty member to supervise the project while you are abroad. Occasionally, a UC campus faculty member may act as the direct supervisor of a project. In this case, you would make arrangements with the faculty member and EAP before departure and submit a Special Study Project form, along with a supporting plan of study or research proposal, to the Campus EAP Office. The form must include the approval of the UC faculty member supervisor, his or her full name, departmental affiliation, address, e-mail, and phone number. The faculty member must agree to be available for regularly scheduled consultations during the term via the Internet or phone. You must thoroughly describe your project on the Special Study Project form and provide the required attachments following guidelines in the Study Center Academic Manual. The project must result in a serious academic paper with unit credit assigned according to UC practice for independent study course work. You may be able to use the special study project to meet honors program research requirements in your UC campus college. Discuss this possibility with your college academic advisor. The essential aspects of a special study project are: • Planning: Formulate the special study project with a UC faculty member before you go abroad or with the Study Center Director upon arrival. Prepare a plan of study or research proposal that defines the project objectives, describes the methodology, outlines steps of implementation, lists sources, and notes the work to be assessed. • Supervision: This is a critical aspect of independent study; an appropriate host institution faculty member, the Study Center Director, or a UC campus faculty member must be available for regularly scheduled consultation during the term of the project. • Credit: To receive credit for the project, complete the required Special Study Project form and supporting plan. The Study Center Director submits these documents to UOEAP. The number of units of credit is based on the direct consultation time with the supervisor, the time you spend on independent work, and the type and amount of work submitted for a grade. The Special Study Project form stipulates who is responsible for assigning the final grade. Special study may replace no more than one regular course per term in most programs. The P/ NP grading option is permitted except in certain programs that require a letter grade. EAP uses the numbers 190 to 198 for the various types of undergraduate special study project courses. The academic program chapter of your EAP Program Guide may have additional information on independent study, if applicable. 14 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Internships for academic credit Internships offered for credit by EAP through the Study Center are serious academic activities that combine opportunities for acquiring practical experience with intellectual study, which is demonstrated by written evidence. An academic internship involves work in a corporate, governmental, public, or private organization or institution, usually for approximately 20 hours per week. In addition, for at least one hour per week you would participate in scheduled consultations with the supervisor regarding the academic substance of the project. Internships are generally easier to arrange during the second term abroad than in the first term because students are accustomed to living in the host country and are better prepared for working in a foreign environment. An internship for academic credit requires a substantial paper or series of reports, or other documentation. Participants must describe the work done, provide thoughtful analysis of what was learned on the job, and demonstrate that they have investigated and analyzed the experience beyond the mere performance of duties. An internship for academic credit also requires regularly scheduled consultation with the direct supervisor. This time is for discussion of what you are learning from an academic point of view (e.g., developing knowledge about the general field, the broader context of the specific work, comparison of the host country activity and experience with that of the U.S., etc.). The internship supervisor will keep a record of your attendance along with other information pertinent to the evaluation of your work and will provide the Study Center Director with a narrative evaluation of your performance and a suggested grade. You may choose the letter or P/ NP grade option, unless your particular program requires a letter grade. The Study Center Director assigns the final UC grade. Where there is a Liaison Officer, that person recommends the grade to the EAP Academic Dean or Associate Dean, who assigns the final UC grade. More information may be available in your EAP Program Guide. Extracurricular internships and community service Non-credit internships and volunteer service opportunities are available in some programs. If you are interested, research the opportunities, preferably before departure, and be prepared to make your own arrangements for an internship in the host country. The Study Center may be able to provide lists of likely organizations or examples from earlier students or known contacts. 15 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Petitions Changing your MyEAP Study List Once the MyEAP Study List is closed, the only way to change it is by submitting a petition to the Study Center. Possible changes include: • Adding or dropping a class • Changing the number of units • Changing the grading option A General Petition is used for standard actions taken before the petition deadline date set by the Study Center. A General Petition may also be used up to the end of instruction during a term, but not after final exams have begun. The Study Center can provide the deadline dates for these actions. A General Petition would be initiated, signed, and dated by you, and approved (or denied) by the Study Center Director. Petitions filed after the deadline and petitions for exceptions to policy are forwarded to UOEAP for final approval. You are cautioned that approval for an exception to policy relates only to EAP; it does not mean that your UC campus department will approve an exception to its requirements (e.g., a letter grade required for major credit). Changes requested after final exams have begun or final grades are known must be submitted on a Retroactive Petition. This type of petition is approved only in unusual circumstances related to health problems or special academic situations. Retroactive Petitions require final approval by the campus dean or provost. Under no circumstances will petitions be accepted after 12 months following the end of the EAP program. In the event any petition is denied, the decision is final and re-petitioning the same action is not permitted. Unauthorized program changes To avoid serious problems involving grades and credits submit a petition to update your MyEAP Study List if you change your registration at the host institution (e.g., drop a course) or stop attending class. Any course that is not completed or is not approved to be officially dropped will be assigned an F grade. 16 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Grades Official UC grades and transcripts EAP grades become a part of your academic record at UC and appear on your official UC transcript. The Study Center Director is the official UC instructor of record for courses taken at the host institution. Where there is no UC faculty member serving as Study Center Director, a host institution Liaison Officer who is well acquainted with the U.S. system of higher education performs academic counseling and obtains and forwards grades to the UOEAP Academic Dean, who serves as the UC instructor of record. Host institutions maintain their own academic records for EAP students and follow their own grading practices, which differ from those of the UC system. EAP maintains its own UC student records of courses, units, and grades. The grades you receive from the host institution professors may or may not be your final UC grades. EAP converts course work taken abroad into UC courses, units, and grades, so your UC transcript is the complete and only official record of the work you complete on EAP. Host institution transcripts are not issued to students and are for use only by the Study Center or by UOEAP. Grading scales used or published by host institutions are not necessarily applied in awarding EAP grades. To determine UC grades, the Study Center uses host institution grades and, where applicable, other aspects of your academic work, which may include attendance, distribution of class scores, and narrative evaluations given by host institution faculty. In programs at host institutions whose curricula and grading practices are not significantly different from UC, the grades reported by the host institution do not require any conversion or amendment. Keep in mind that grading policies may be more stringent outside the U.S. If you have a question about a grade, consult the Study Center and request an explanation of the assigned grade. All grades reported to campus registrars by the Universitywide Office of EAP are considered permanent and final. A grade may not be changed except to correct a documented clerical or procedural error. With the exception of grades of Incomplete (I) or In Progress (IP), no grade may be revised by reexamination or by completing additional work. Once grades have been recorded at your UC campus, check the EAP portion of your academic records carefully. If you suspect an error, inquire at the Campus EAP Office about how to have your record reviewed. Grade Appeals If you believe that non-academic criteria have been used in determining the final UC grade for a course, you may write an appeal to the Universitywide Office of EAP or write directly to the Study Center. Criteria not directly reflective of academic performance includes discrimination on political grounds, race, religion, gender, sexual orientation, ethnic origin, or nationality. Such appeals are handled by a procedure similar to that used at UC campuses. The Study Center will be asked to supply information to clarify the situation. 17 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information Grades from EAP take time Grades earned on EAP will not be posted to UC records as quickly as UC campus grades are posted because grade reporting practices at universities abroad differ from those at UC and are generally more time consuming. Once the grades for a program are available at the Study Center, they are sent to the Universitywide Office of EAP where they are processed (as a group, not individually) and then electronically transmitted to the respective UC campus registrars. As soon as they are transmitted to the UC Registrars you will be able to view your grades through your MyEAP portal; however, grades are not official until they have been posted to your UC transcript. Grades are generally reported to the campus registrar within 90 days of the end of a program. If your grades have not been posted after 90 days, you may request an Individual Grade Report, provided there is an urgent need for grades and other documentation (e.g., MyEAP Study List, correspondence to a requesting agency) will not suffice. Such requests will not be accepted prior to the end of the 90-day period, and grades may be delayed with the host institution. Contact your Campus EAP Office if you have questions about your grades. Outstanding debts and grades If you owe a debt at the host institution or the Study Center, you must pay the outstanding balance, especially if you are notified to do so by EAP. Failure to do so may jeopardize the release of your grades from the host institution. Incomplete (I) grades If you intend to complete any papers or other course assignments after the final exam date, including taking a late exam in countries where this option is available, you must complete a Contract for an "I" (Incomplete) Grade with the Study Center Director. You may not make special arrangements directly with the host instructor to turn in late work without completing a Contract for an I Grade. Incomplete (I) grades are strongly discouraged. The Study Center Director will allow an I grade only when there is no other way to complete a course. In a case where an I grade is unavoidable, you must obtain consent from the instructor and the Study Center to complete the work late and then complete the Contract for an "I" (Incomplete) Grade with the Study Center. You must indicate how much work you have completed and what work is outstanding, and set a deadline date by which the course work will be completed. That deadline must be within six months after the end of the term in which the course was taken. The contract must be completed and signed before the end of the term affected. If the I grade has not been cleared by the deadline on the contract, the I grade will be changed to an F grade (or NP or U, as appropriate). Although your UC campus may have its own rules about removal of I grades, you are governed by EAP policy on Incomplete grades. No report (NR) grades No Report (NR) at the time of final grades will be changed to an F grade (or NP or U, as appropriate) six months after the end of the academic term in which the course was taken. Although EAP urges instructors to submit grades on time, grades are sometimes submitted late. It is imperative that you and the Study Center follow up on any grades that have not been received and recorded. 18 Back UCEAP Guide to Study Abroad 2010-2011 Academic Information P/NP and letter grade option You must indicate the pass/no pass (P/NP) grade option on your MyEAP Study List or petition to change to or from P/NP grading by the General Petition deadline set by your Study Center. You may elect to take up to a third of your total unit load per term (except in an ILP or short-term language program) on a P/NP basis unless policy for the specific program prohibits it. To take more than one-third of your total unit load on a P/NP basis in any single term, submit a General Petition requesting an exception to policy and providing justification for the request for excess P/NP units. ILP courses may not be taken for the P/NP grading option unless the courses are offered only on a P/NP basis by the host institution. Most campus departments prohibit the P/NP grade option for any course in the major. It is your responsibility to be aware of your UC campus regulations, restrictions, or limitations regarding P/NP, and to plan course work abroad accordingly. EAP is not responsible for ensuring that your MyEAP Study List complies with UC campus requirements regarding P/NP. The P or NP grade will be assigned in accordance with the rules of your UC campus; some UC campuses consider a grade of C or above to be equivalent to a P, while others consider a grade of C- or above to be equivalent to a P. Unless prohibited by individual program policy, graduate students may elect to take an EAP course on a satisfactory/unsatisfactory (S/U) basis within the limitations established by the home department as recorded on the GSAG. You can select the P/NP option in MyEAP and the corresponding S or U will be reported to your UC campus. 19 Back UCEAP Guide to Study Abroad 2010-2011 Safety: Our Partnership Safety: Our Partnership Think about Safety You must adopt a safe lifestyle... and Have a Plan Mentally prepare for moving to an unfamiliar environment... Actively minimize risks and prepare for potential hazards.... Simple Discuss questions and concerns with EAP staff... Predeparture Register your EAP trip with the U.S. Department of State... Steps Sign your passport and fill in the emergency information... Develop a personal emergency plan... Do Your Know the laws of your EAP country... Predeparture Assume responsibility for all the elements necessary for preparing for EAP... Homework Learn about road safety... Follow news reports about your host country... Know the vocabulary to get help in an emergency... Stay Connected Arrange to contact your family by appointment, especially after arrival... Provide and keep updated contact information at all times... Connect with EAP and family during a local or regional disaster... Know what to do and who to contact during a personal emergency... Stay in touch with EAP staff and family during personal travel... Take Precautions Be aware of your surroundings and avoid being a target of crime... Abroad to Reduce Pay attention to your actions and appearance and try to adapt... Risks Prepare to live in an urban environment... Safeguard your belongings from damage or theft... Avoid demonstrations and events that may become unruly... Avoid illegal drugs and excessive or irresponsible consumption of alcohol... 20 Back UCEAP Guide to Study Abroad 2010-2011 Safety: Our Partnership Think about Safety and Have a Plan You must adopt a safe lifestyle When thinking about safety around the world, it is important to have a balanced perspective. Safety is a global, phenomenon. As Americans know, the United States is not immune to acts of crime or violence. EAP is committed to promoting a safe support system and to offering reliable information on potential risks and necessary precautions; however, you exercise choice in following these precautions. The best way to prepare for a healthy and safe study abroad experience is to inform yourself and discuss basic health and safety issues with your family and your Campus EAP Advisor before leaving the U.S. EAP views safety and security as a partnership with you. UCEAP Cannot: 1. Guarantee or assure your safety or eliminate all risks from the study abroad environments. 2. Monitor or control all of your daily personal decisions, choices, and activities. 3. Guarantee that you will not engage in illegal or dangerous activities. Mentally prepare for moving to an unfamiliar environment Your well-being abroad is mostly your responsibility, so take initiative and educate yourself about cultural differences. The most important factor that may impact your stay is your personal behavior, which is only under your control, so prepare now for living in an unfamiliar environment and think about how you will respond or react to various situations, how you will conduct yourself in public settings, etc. Understand how you will learn to tolerate adversity and uncertainty. Actively minimize risks and prepare for potential hazards It is important to acknowledge that living and studying in an unfamiliar environment anywhere in the world comes with risks. There are several factors that can heighten your personal risk, many of which are within your control. Both you and your family have a role to play in minimizing potential risks, and EAP expects you to participate actively in minimizing risks while abroad. The goal is to make informed, responsible, and reasonable decisions and choices concerning your health and safety. You can prepare for potential hazards by having a personal Emergency Plan (EP) in place in case something happens. For example, if you have travel plans during a program break, have a plan in hand—be sure you know how to get to your destination and you have adequate information on all the basics, including emergency contact information. 21 Back UCEAP Guide to Study Abroad 2010-2011 Safety: Our Partnership Simple Predeparture Steps Discuss questions and concerns with EAP staff Experienced and knowledgeable staff in the U.S. and abroad will help you stay safe during your daily activities and during emergency situations. Register your EAP trip with the U.S. Department of State Online registration with the U.S. Department of State Travel website is easy, voluntary, and free, but it should be a major part of your travel planning and security. Update your travel plans if you will be traveling to other countries during your EAP break. This will help the Department of State contact you if there is a family emergency in the United States or if there is a crisis where you are traveling. You will also receive updated travel information for countries you plan to visit. In accordance with the Privacy Act, information on your welfare and whereabouts will not be released to others without your express authorization. If you encounter any difficulties or have any questions about the travel registration website, e-mail email@example.com Sign your passport and fill in the emergency information Make sure you have a signed, valid passport, and a visa. Fill in the emergency information page of your passport. Most passports are valid for ten years. Write the contact information in pencil so you can change it as needed over time. Develop a personal emergency plan The first step in case of a personal emergency is being prepared before an emergency/crisis occurs. Consider adopting a personal Emergency Plan (EP). Determine what actions to take in the event of an emergency in detail. Your EP should include a list of local staff who can help with an emergency and the people to call in case you are injured. The better prepared you are ahead of time, the better chance you have of responding effectively to an emergency and/or crisis. Leave a copy of your plan with your family in the U.S. 22 Back UCEAP Guide to Study Abroad 2010-2011 Safety: Our Partnership Do Your Predeparture Homework Know the laws of your EAP country You must obey all host country laws and host institution regulations. No matter where you are, you are bound by the local legal system. For example, laws in other countries may have severe penalties for those caught with drugs. It is your responsibility to be informed about the legal system in your EAP host country as well as the legal system in countries you will be traveling through. If a dispute arises, ignorance of local law is no defense. You cannot claim that you are unaware of a law to escape liability for violating that law. Other countries' laws are very different and legal procedures vary from nation to nation. Rights assumed in the U.S. are not always granted in other countries. The U.S. embassy may assist you in finding legal representation, but if you are accused or arrested for a crime, they cannot intervene on your behalf or get you out of jail. Assume responsibility for all the elements necessary for preparing for EAP Read all EAP materials and participate fully in orientations. Understand and comply with the UCEAP Student Agreement, codes of conduct, and emergency procedures. Learn about road safety According to the U.S. Department of State, road travel is the greatest risk to healthy Americans abroad. In some countries, bad roads and careless drivers are considered top dangers. For information about road and traffic realities abroad, visit the Association for Safe International Road Travel website. Follow news reports about your host country For the latest security information, regularly monitor the U.S. Department of State's International Travel page. Know the vocabulary to get help in an emergency Get emergency vocabulary before you travel and memorize words for both medical and non- medical emergencies. If you have a disability, learn specific vocabulary relating to your disability to communicate important needs during an emergency. 23 Back UCEAP Guide to Study Abroad 2010-2011 Safety: Our Partnership Stay Connected Arrange to contact your family by appointment, especially after arrival Discuss communication expectations before the start of the program. Stay in touch with your family to reassure them of your safety and whereabouts. If you make plans to call at a certain time, follow through with that appointment so your family does not worry unnecessarily. This is especially crucial when you first arrive. Some EAP programs take place in remote locations so it can be difficult to know where you may be at all times, so discuss what types of communication may be feasible, alternate communication plans if there is an unexpected delay, and how often you will communicate. Provide and keep updated contact information at all times To update your contact information with EAP, log on to your MyEAP account and select Contact info from the left-hand menu. You will need to update "Address Abroad While Participating in EAP." Carry at all times the EAP Study Center and/or host institution contact information. You should also provide your family with accurate and up-to-date local contact information. Connect with EAP and family during a local or regional disaster In the event of a local emergency such as an earthquake, flood, etc., a UCEAP representative will contact you to ascertain your well-being and whereabouts, and to provide information, instructions, and advice. You may also be asked to call other students in your group if the EAP Study Center established a phone tree for emergencies. Details on emergency protocols will be discussed during the on-site orientation, so pay careful attention to those instructions. Make sure your contact information is updated. News about an emergency or disaster in your host country will potentially be broadcasted in the U.S., so contact your family in the U.S. as soon as possible to let them know about your well-being. Know what to do and who to contact during a personal emergency Carry local emergency numbers (police, ambulance, etc.) and other emergency contact information with you at all times. Depending on the seriousness of the situation, contact local emergency services first, then contact your EAP Study Center Director or local EAP representative and/or staff. Let the Study Center know of any problem before contacting your parents, guardians, or emergency contacts. Keep separate emergency funds in case you are stranded or need to leave the country quickly. Stay in touch with EAP staff and family during personal travel You are responsible for providing a detailed itinerary to the EAP Study Center and your family whenever you leave the EAP site. The itinerary should include your contact information, travel dates, and destinations. Sign out officially through the MyEAP Travel Signout form any time you will be away from the Study Center area for more than 24 hours. While traveling, know where you are, where you are headed, and how you are getting to your destination. If your family does not hear from you for a while, they might worry needlessly. EAP strongly discourages couch surfing through online networks that connect you to people who will let you sleep on their couch for free. Safety is your primary concern and responsibility, so whether you choose to couch surf or not, make sure someone knows where you are at all times. Always keep emergency phone numbers at hand and note where police stations are located in every city you visit. 24 Back UCEAP Guide to Study Abroad 2010-2011 Safety: Our Partnership Take Precautions Abroad to Reduce Risks Be aware of your surroundings and avoid being a target of crime Risks Upon Arrival: Newly arrived travelers are often targets of crime because they: • Are unfamiliar with their surroundings • Might not speak the local language well • Are clearly recognizable as foreigners • Have not yet learned the social norms or unwritten rules of conduct • Are eager to get to know new people and the local culture • Are naive to the intentions of people around them • Are carrying all their valuables with them Actions to Avoid: Some factors that you can control, which may place you under greater risk, include: • Being out after midnight • Being alone at night in an isolated area (travel with someone whenever possible) • Being in a known high crime area • Sleeping in an unlocked place • Being out after a local curfew • Being under the influence of alcohol or drugs • Carrying excessive amounts of cash • Wearing ostentatious jewelry or clothing Pay attention to your actions and appearance and try to adapt It is best to keep an open mind, not taking offense easily. In your new surroundings, others may misinterpret or be offended by what you may consider normal dress and interaction, so be aware of local dress and customs and try to adapt accordingly. Be culturally sensitive, but not to the detriment of your safety. Social gestures that may seem innocuous in your culture may be interpreted in radically different ways in other societies. Make sure your appearance is respectful of local customs; do not risk drawing negative attention to yourself by wearing inappropriate clothing. Understanding local culture will help you stay safe. Prepare to live in an urban environment Many Study Centers are located in major international cities; therefore, you may experience conditions associated with dense urban living anywhere in the world: increased crime, pollution, sexual harassment, and standards of living that are not comparable to life at UC. You will need to practice the same safety tips you would in any place you are not familiar with. The more you learn now about these realities, the better prepared you will be to handle the challenges and rewards of studying abroad. Safeguard your belongings from damage or theft As on your UC campus, you are responsible for personal property. You can safeguard your belongings from damage or theft by making sure that your room and windows are locked, and by securing money, travelers checks, and other valuables. Review the EAP personal property insurance benefits and determine whether they are adequate. 25 Back UCEAP Guide to Study Abroad 2010-2011 Safety: Our Partnership Avoid demonstrations and events that may become unruly It is important that you do not participate in illegal strikes or demonstrations and that you abide by the regulations of the host institution and laws of the country. Although strikes and demonstrations may occur in your host country, be aware that as a foreigner participating in political activities abroad you can be arrested and/or deported. The local constitutions of many countries around the world prohibit political activities by foreigners. You are urged to avoid the areas of demonstrations if possible and to exercise caution if you are within the vicinity of any demonstrations. Anti-American sentiments may be expressed at some political events, and even demonstrations that are intended to be peaceful can sometimes turn violent. You don't want to be caught in the middle of such situations. Participating in an illegal demonstration or strike might not only cause you physical harm, it might also be harmful to UC's relationship with the host institution or country. Avoid illegal drugs and excessive or irresponsible consumption of alcohol Never feel pressured into drinking alcohol or using illegal substances. Read the EAP Substance Abuse Policy. It is important to obey the laws and regulations of the country you are visiting, especially those pertaining to drug and alcohol use. Excessive alcohol consumption and unruly behavior can lead to serious problems with local authorities. Disturbing the peace, lewd or indecent behavior, littering, drinking on the street or on public transportation, using public transportation without payment, or making obscene or insulting remarks may all be considered criminal activities by local authorities. Every year, many American students are arrested abroad on drug charges or because of their behavior under the influence. Ignorance of the law is no excuse, so be informed. Local laws can impose harsh penalties for violations that would be considered minor in the United States, and U.S. citizenship in no way exempts one from full prosecution under the local criminal justice system. The importation, purchase, possession, or use of drugs can incur severe penalties, including imprisonment without bail for up to a year before a case is tried, and imprisonment of several years following a conviction. 26 Back UCEAP Guide to Study Abroad 2010-2011 Student Life Student Life Important Obtain a valid passport or renew an invalid one... Documents Follow EAP instructions to apply for a student visa... Submit all required predeparture documents by the specified deadlines... Purchase an airline ticket with a changeable return date... Documents for non-U.S. citizens... Applying EAP Specific arrival and orientation requirements you must adhere to... Policies Understand EAP policies and host country laws concerning conduct... Illegal drugs... Enter all travel plans and absences in MyEAP so EAP can reach you during emergencies... Gender Issues Be aware of potential gender issues and report any incidents to EAP... Sexual orientation within the context of a foreign culture... Be aware of sexual harassment and report issues to EAP... Cultural Immersion Be prepared for culture shock; it happens to everyone in varying degrees... Read about your country and keep up with the latest news... Facing racial/ethnic issues... Get involved in extracurricular activities when possible... Don't allow obstacles stop you from studying abroad... Be prepared to experience reverse culture shock; you will be a different person... Back UCEAP Guide to Study Abroad 2010-2011 Student Life Important Documents Obtain a valid passport or renew an invalid one If you do not already have a passport, apply for one immediately. Often there are early visa or admission documents that require a current passport. • The U.S. Department of State website contains passport information and application or renewal forms for U.S. citizens. Additional information is available from the National Passport Information Center (NPIC) at (877) 487-2778 or via TDD/TTY at (888) 874-7793. • Your passport must be valid for the duration of your stay. Depending on your program, your passport should be valid at least 3 to 18 months beyond the end date of your stay. If the passport will expire before that time, you will need to renew it before departure. • Check with the embassy or consulate of your host country about passport duration and country-specific entry requirements. • If you are planning to travel before, during, or after EAP, check the visa requirements of the countries you plan to visit. • In rare cases, it may be possible to legally get a second U.S. passport for use while your original passport remains with the consulate for visa processing. The Universitywide Office of EAP cannot assist you with this process. If you are interested in a second passport, check with the U.S. passport agency for details. • Immediately upon receipt: sign your passport, make copies of the first two pages, and leave one copy with an emergency contact at home. If possible, scan your passport and visa so they are accessible electronically while abroad. • Update MyEAP with your passport information. Make sure the spelling of your name matches the spelling on your passport. Follow EAP instructions to apply for a student visa A visa (or entry clearance or resident permit) is an endorsement, usually a stamp or sticker, placed in the passport by the authorities of the host country. The visa grants its bearer permission to enter and reside in the host country for the purpose stated and for a certain period of time. The Universitywide Office of EAP will provide you with specific visa and entry requirement information in your EAP Predeparture Checklist. If you are not a U.S. citizen, you are responsible for researching the host country's entry requirements. Each country has different student visa requirements. If your host country requires a student visa prior to arrival, do not enter the host country without the student visa, even though you might be able to enter as a tourist. Once abroad, it can be difficult, even impossible, to obtain the necessary student visa. The granting of a visa is a privilege, not a right. Issuing or denying a visa is an act of the government of the host country. Consulates and embassies reserve the right to reject a visa application. The consulates and embassies set strict rules for obtaining student visas; EAP can not help you if your application is denied or delayed. It is your responsibility to obtain a student visa, and you should refer to your program-specific visa information for further details. If you do not obtain the proper visa in a timely manner, you may not be able to participate in the program. h International travel prior to the Official Start Date may be restricted due to visa processing and issuance. 28 Back UCEAP Guide to Study Abroad 2010-2011 Student Life Submit all required predeparture documents by the specified deadlines Your EAP Participants Program Page UOEAP will e-mail you the link to your EAP Participants program page, which includes Predeparture and Review Checklists, budgets, calendars, insurance forms and instructions, and other predeparture resources. It is crucial that you review all the tabs on this page, which include EAP Travel Requirements, Money Matters, Program Calendars, Insurance Information, Policies, and Petitions. Most items will only be available online for you to download, complete, and submit. Review the instructions as soon as you receive them—do not wait until the last minute. Return all forms and accompanying documents by the designated deadlines. Failure to submit required documents by specified deadlines is cause for dismissal from EAP. Purchase an airline ticket with a changeable return date • Do not get a standby ticket. • Always check your Program Calendar on the EAP website before finalizing a flight reservation. • If you are on financial aid, you will have to determine how to purchase a plane ticket prior to receiving a financial aid disbursement. Neither EAP nor the Financial Aid office will reserve or pay for your ticket. • EAP recommends purchasing changeable fares, which will allow you to make changes to your return flight for a fee. Carefully research airfare rules prior to purchasing a flight. Standby and courier fares are not appropriate. • A few programs offer or require a group flight.; check your Predeparture Checklist for details. Documents for non-U.S. citizens h If applicable, be sure any reentry documents are valid. You are warned against applying for U.S. citizenship before or during your participation in EAP. As a non-U.S. citizen, you must immediately contact the consulate of the country in which you intend to study to determine your specific requirements, which will vary depending on your country of citizenship. You will likely need to obtain a visa in order to enter and study in the host country. The visa process can take several months, so initiate it as soon as you are accepted for participation in EAP. Non-U.S. citizens applying for visas to study in another country must generally have a valid passport from their country of citizenship plus proof of permission to reenter the U.S., such as a proof of permanent residency status (Green Card), or a readmittance stamp in their passport. If you do not have a U.S. Reentry Permit but have a valid passport, you are likely to be denied a visa. You can apply for a U.S. Reentry Permit at a local immigration office. If you already have the permit, make sure it will remain valid throughout your entire stay abroad. Being out of the U.S. may jeopardize your permanent residence status in the U.S. If you are considering extension of your EAP participation from a short-term program to a year program, take the necessary steps before departure to ensure your legal return to the U.S. If you fail to obtain the proper visa documentation prior to departure, the host country may deny your admittance to the country or limit your stay to a shorter period of time. Such a situation would prevent your participation in EAP. 29 Back UCEAP Guide to Study Abroad 2010-2011 Student Life Applying EAP Policies Specific arrival and orientation requirements you must adhere to You must arrive at the predetermined site in the host country by the specified time on the EAP Official Start Date. After arrival, you must attend the mandatory EAP orientation. You are required to attend all orientation activities. If you arrive late, or do not participate in all or part of the required orientation, you may be withdrawn from the program (see Student Agreement, Section 10). Understand EAP policies and host country laws concerning conduct h You are expected to read and comply with the EAP Student Conduct and Discipline Policy. If you are ever in doubt, ask; ignorance of laws is not an excuse to break them and will not inhibit disciplinary action. The University of California Education Abroad Program is a community committed to maintaining an environment that encourages personal and intellectual growth. It is a community with high standards and high expectations for those who choose to become a part of it, including established rules of conduct intended to foster behaviors that are consistent with a civil and educational setting. As a member of the EAP community, you are expected to comply with all host country laws and UC and EAP policies and campus regulations, and conduct yourself in a way that supports a scholarly environment. As an EAP participant you assume a dual status as both a UC student and a student of the host institution and host country. Therefore, you are subject to, and should be familiar with, student conduct policies of the host university institution and local laws. Misconduct abroad refers to actions that, in the judgment of the Education Abroad Program, jeopardize student welfare or that of the program. Such actions include, but are not limited to: • Threats or the use of physical violence • Violating the laws of the country or host institution • Openly abusing the customs and mores of the community • Damage to or destruction of other people's property • Alcohol or substance abuse • Harassment of any kind • Eviction from your lodging • Obstruction or disruption of teaching or other Program activities • Unauthorized absence from classes or from the Study Center • Exceeding the number of unexcused absences from class allowed for the Program • Failure to submit a completed Study List via MyEAP by the deadline set by EAP • Academic misconduct (cheating, fabrication, forgery, plagiarism, or facilitating academic dishonesty) If a student is arrested for involvement in an illegal activity, the U.S. government cannot release the student from a foreign jail. However, a U.S. consular official will insist on prompt access to an arrested American, provide a list of attorneys, and information on the host country's legal system. It is your responsibility to read and comply with all policies. Inappropriate conduct abroad is a direct violation of the EAP Student Agreement and can result in dismissal from EAP. 30 Back UCEAP Guide to Study Abroad 2010-2011 Student Life Illegal drugs h You are expected to read and comply with the EAP Substance Abuse Policy. If you are found to be in violation of this EAP policy and the Student Agreement, you may be subject to disciplinary action, up to and including dismissal, under applicable University policies. Mailing Illicit or Controlled Substances Is Illegal Receiving illegal substances (such as drugs or drug paraphernalia) through the mail will subject you to UC and host country regulations. Mail is often opened by host country customs officials before delivery to the recipient abroad. If you are found in possession of illegal substances, you may be placed under immediate arrest, face a local trial and jail term, be expelled from the country, or worse, depending on the local laws. You will also be dismissed immediately from EAP. The sender is liable to USPS and U.S. federal laws and regulations, and punishments may include imprisonment and hefty fines. Communicate regularly with on-site staff Take advantage of the on-site support through EAP or services at your host university, such as the International Office. Support staff may administer UC programs only, or they may be host institution staff who also assist other international students. The office itself may be a UC-only office, it may be a professor's office, or it may be a host institution office used by all international students. Each EAP Study Center abroad is administered by a UC faculty member or a designated local Liaison Officer with the support of local staff. While abroad, the Study Center will be your first point of contact for all matters. Among other things, the Study Center Director and staff provide support by advising students on academic matters, program logistics, and personal issues; providing information on cultural activities; and helping with on-site emergencies. Study Center contact information is provided in your EAP Program Guide. Enter all travel plans and absences in MyEAP so EAP can reach you during emergencies See the Stay Connected section in the Safety chapter of this guide. 31 Back UCEAP Guide to Study Abroad 2010-2011 Student Life Gender Issues Be aware of potential gender issues and report any incidents to EAP h Check your home campus website for the most up-to-date UC sexual harassment policies. One of the most rewarding aspects of study abroad is making friends with people who have grown up in a different culture. In order to have a successful and safe experience, it is important to be aware of the cultural differences affecting gender roles. As women studying abroad outnumber men by about 2 to 1, it is important to realize that while some men may be harassed, women experience more sexual harassment and sexual assault. Learn about different gender role expectations and cultural norms regarding relationship roles and dating, and practice strategies for dealing with unwanted attention. In a cross-cultural context, communication, like everything else, may become more complicated. Host country people may not interpret everything you say the way you meant it (and vice versa). The direct way of saying certain things may strike some listeners as too harsh. Communication problems, especially misunderstanding and misinterpretation, are common frustrations that you may experience. Your own sense of personal boundaries (personal space around you) can have a different interpretation from culture to culture. Customs and personal boundaries in a new culture are not to be "assumed" to be known, but must be learned for your safety. Observe how host country people may stand closer to each other than do Americans. Harassing behavior is annoying at best and threatening and dangerous at worst. Eye contact between strangers or a smile at someone passing in the street, which is not uncommon in the States, may result in totally unexpected invitations. Observe the locals and be aware of cultural cues. Do not allow cultural differences to be an excuse to endure verbal or physical abuse. Depending on the situation, if you feel threatened, remove yourself as quickly as possible from the situation or appeal for help from other women or local authorities. It is important to trust your intuition and obey instincts that send warning signals. Decline offers that trigger some anxiety and avoid situations that make you nervous. Only you can determine how best to handle a situation. However, preparation before departure will create more options for dealing with any situation. Sexual orientation within the context of a foreign culture The Rainbow Special Interest group of NAFSA, the association of international educators, provides an excellent website on LGBT (lesbian, gay, bisexual, and transgendered) issues in relation to studying and living abroad, including extensive lists of travel guides, journals, and books. The site includes newsletter articles, a bibliography of LGBT texts with culturally specific information, and travel guides addressing LGBT issues. The site also lists related organizations and Internet links for students. There may also be country-specific information available at the Campus EAP Office. Before departure, it is important to reflect on the culturally based ideas and definitions of sexual identity. For example, does the right to be LGBT in the U.S. conflict with the host country's religious or cultural values and traditions? How will you reconcile personal human rights with the cultural values of the host society? Consider how your identity as a LGBT person may affect relationships with host nationals, cultural adjustment, and the overall education abroad experience. 32 Back UCEAP Guide to Study Abroad 2010-2011 Student Life In preparing to study abroad, consider the following: • Become familiar with the laws of the host country. In some countries, where sexual orientation can be a basis for persecution under the law, personal safety considerations may require you to hide your sexual identity. In many parts of the world, being lesbian, gay, bisexual, or transgendered is not seen as a right, but as a wrong. If necessary, are you willing to hide your sexual orientation? Finding out about the laws of the host country, would you reconsider your options? You are likely to encounter a significant range of attitudes regarding LGBT issues while abroad. • Be aware that cultures vary in terms of what is considered appropriate behavior when interacting within their own culture and with someone from another society. Cultures also vary in terms of how sexual identities are defined and understood. How you respond will depend largely on your own cultural context. For example, in certain cultures it can be common to see two people of the same sex holding hands. When done by locals, this behavior is not always associated with a LGBT identity. • Reflect on what it means to leave behind a support system of friends and family. Being LGBT abroad has been described by some as a second coming out. How will you reestablish your identity abroad? • Learn as much as possible about the culture-specific norms of friendship and dating for relationships between people of any sexual orientation. Doing this research will allow you to understand the cultural codes and avoid embarrassing situations. • Know the laws pertaining to LGBT persons in your host country. This information can be found through the Amnesty International website. Your personal safety could be at stake. If you are not familiar with the legal status and the attendant cultural attitudes of sexual orientation in the host country, you might consider purchasing the most current edition of one of the various gay and lesbian international reference guides before departing from the U.S. Whatever your own sexual orientation, keep in mind that there may be LGBT students in the EAP group as well as the various groups of individuals in the host country environment. Some will be 'out,' some not, and some may just be coming to terms with their sexual identity. Sensitivity to this diversity within your own group and the diversity of the host culture will further enrich your overall EAP experience. Additional Resources • Amnesty International • The International Lesbian and Gay Association (ILGA) • Behind the Mask (a website magazine on lesbian and gay affairs in Africa) 33 Back UCEAP Guide to Study Abroad 2010-2011 Student Life Be aware of sexual harassment and report issues to EAP EAP is particularly concerned about students facing sexual harassment abroad. Knowing how to identify harassment, whether it is between you and another student, professor or teaching assistant, homestay family member, or dorm authority, etc., and where to report an incident can help to maintain a safe, harassment-free environment. Be sure to read UOEAP's Sexual Harassment Policy. Sexual harassment may include: • Derogatory remarks made about clothing, body, or sexual activities based on gender • Disparaging remarks, jokes, and teasing based on gender • Visual materials or pictures that unnecessarily sexualize the environment or that you find offensive • Subtle pressure for sexual activity and dates • Unnecessary and unwanted touching, patting, or pinching • Demanding sexual favors accompanied by overt threats concerning such things as your job, grades, letters of recommendation, etc. • Verbal harassment or abuse • Any electronic communications which include any of the above • Physical assault Harassment issues may be particularly difficult to identify abroad, where cultural norms are often different than those in the U.S. A fair rule of thumb is to assume that sexual harassment consists of any unwanted sexual advances and behavior of a verbal, visual, written, or physical nature in living arrangements and an educational or work environment. Note, however, that the U.S. description of sexual harassment may not mirror the description of harassment of the country in which you are studying. In such cases, you are encouraged to discuss these issues, if you feel comfortable, with the Study Center Director or staff to determine an appropriate course of action. Trust your judgment and intuition. If a situation makes you uncomfortable, it needs to be addressed. Never ignore sexual harassment. Ignoring it will not make it go away; it will most likely only make it worse. Both males and females can be sexually harassed, and the perpetrator can be male or female and of the same or opposite gender. Seek help from EAP personnel, who can provide counseling and advice and act on your behalf to remedy a problem. 34 Back UCEAP Guide to Study Abroad 2010-2011 Student Life If you experience sexual harassment • Trust what you are feeling. • Many people feel ashamed or humiliated because of the harassment. It is not your fault and you do not have to endure it. • Take one step at a time—it is easy to feel overwhelmed. If possible, talk to the harasser. • Clearly and firmly tell the harasser that you want the behavior to stop. If you can, tell the harasser how the behavior makes you feel. • Let the harasser know that you will take further action if the harassment does not stop. • Keep records. It is very important to write down dates, times, places, and witnesses to what happened. • If you receive any notes, e-mail, or written letters from the harasser, keep them. You can use documented information to support a complaint. • Report the incident to the EAP Study Center Director and/or staff. The director can help you to resolve the issue and provide counseling and guidance. If you need further assistance, or you do not feel comfortable in dealing with the Study Center Director, contact the EAP Regional Director for your program. Refer to the following contact information or contact the EAP Title IX Sexual Harassment Officer for students, Inés DeRomaña. • Call or e-mail to leave a confidential message. When you establish contact, indicate that you are being sexually harassed and leave a phone number and a good time to return your call. All messages are highly confidential. What to Do if You Are Accused of Sexual Harassment If you are told that your behavior is inappropriate and/or offensive, you must immediately stop the behavior. People perceive certain behaviors, jokes, and gestures, etc., differently. What may be acceptable to you may be extremely offensive to someone else. Sometimes due to the difference in culture or morals you may not think your comment(s) or behavior are offensive. Nevertheless, you should try to understand the other person's feelings and concerns and respect his or her request to stop the sexual harassment. For More Information Please refer to the UCEAP Sexual Harassment Policy. Contact information for EAP's Title IX Sexual Harassment Officer: Inés DeRomaña Office phone: (805) 893-7936 Mobile phone: (805) 451-1704 E-mail: firstname.lastname@example.com In addition, all UC campuses provide sexual harassment education materials online, including information on applicable laws, where to go for help, etc. Most UC campuses have a dedicated Sexual Harassment/Title IX Office and Officer whom you can contact for help as well. 35 Back UCEAP Guide to Study Abroad 2010-2011 Student Life Cultural Immersion Be prepared for culture shock; it happens to everyone in varying degrees There are four basic phases associated with cross-cultural adjustment. To successfully adapt to a new culture, it helps to know what to expect from both the foreign environment and yourself. For details on this topic, review "Cross-Cultural Adjustment," an article by Dan K. Smith, the associate director of the International Students and Scholars office at UCSB. Read about your country and keep up with the latest news Research and learn about your new host country (where to travel, transportation expenses, how to shop in a market, what the weather is like, how to meet locals, health and safety risks, etc.). There are many excellent travel guides available. Read about your new host country, host institution, and host city as soon as possible. Learn about the local culture and about the academic culture in which you are to be immersed. Most UC libraries have host country newspapers and periodicals. Be sure to read and absorb sections on these topics in your EAP Program Guide. In addition, the Internet has endless resources with country information. Your EAP Program Guide contains a recommended reading list about politics and geography, art, food, and culture. Be sure to review this list and read as much as you can before departure. Other good orientation publications include the Lonely Planet and Rough Guide series as well as the Survival Kit for Overseas Living: For Americans Planning to Live and Work Abroad (by L. Robert Kohls, 4th ed., 2001). EAP returnees are an excellent source of information about practical details such as the locations of ATMs abroad or the exact size of linens to pack. The Campus EAP Office can provide you with the contact information of returnees who have indicated they are willing to advise departing students. Facing racial/ethnic issues The extent to which you may encounter race-based prejudice in other countries depends on the cultural, socio-economic, and political situation of the host country, and on the education level, perceptions, and attitudes of individuals you may encounter abroad. One issue that may be surprising to many U.S. students of color is that in an international context, their race may be less of an issue than their nationality. You may discover that in some countries race is discussed more casually than it is in the U.S. In other countries, it may be avoided and more "taboo." The common U.S. standard of "political correctness" is not universal and may not apply to your specific situation abroad. In dealing with issues such as race, you may wish to keep a few points in mind. First, be aware of your own self-image and expectations. Keep in mind that other people's reactions may reflect their own curiosity about you. It is also important to keep in mind your own cultural assumptions when encountering new situations before reaching any conclusions. If any such incidents arise, speak to the UCEAP representative or the local contact at the host institution. Get involved in extracurricular activities when possible Join sports teams, music groups, or any student clubs that interest you; this is the best way to enjoy your time abroad and learn about the host culture. 36 Back UCEAP Guide to Study Abroad 2010-2011 Student Life Don't allow obstacles stop you from studying abroad Decide before you go that you will give the program a chance and that you will not immediately withdraw at the first obstacle. At some point, you will face challenges and obstacles, but overcoming them is possible. Discuss concerns with EAP staff to determine solutions to potential problems before they become unmanageable. Be prepared to experience reverse culture shock; you will be a different person After returning from EAP, the Campus EAP Office will send a letter to your permanent address with information about cultural reentry issues and activities (usually scheduled for the fall), which include gatherings and volunteering opportunities to recruit or advise future EAP students. You are encouraged to participate in these activities. If you do not receive the letter, contact the Campus EAP Office for an update. The following books provide excellent information about intercultural issues: • *Intercultural Communication: A Reader, Larry A. Samovar and Richard E. Porter, editors; Belmont: Wadsworth Pub. Co., 2003. Series title: Wadsworth series in communication studies. • *Toward Internationalism: Readings in Cross-Cultural Communication, Louise Fiber Luce and Elise C. Smith, editors; Cambridge, Mass.: Newbury House Publishers, 1986. • Learning Across Cultures: Intercultural Communication and International Educational Exchange, Gary Althen, editor; Washington, DC. Order from Publications Order Desk, National Association for Foreign Student Affairs (NAFSA), 1860 19th St., NW, Washington, DC. 20009, 1981. *These titles are available from Intercultural Press, Yarmouth, Maine. Intercultural Press also has a rich listing of books about specific cultures. 37 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters Money Matters EAP Account You can view your EAP account activity through MyEAP... To receive checks and notifications, update your contact information in MyEAP... EAP requires your permission to discuss your account with others ... Budget The EAP Student Budget outlines your program and personal expenses ... Payments The Payment Vouchers contain payment amounts and deadlines ... Your first and second payments are due to UOEAP before departure ... You have several options for making EAP payments... You are responsible for paying your debts abroad... An Extended Payment Plan is available... Financial Aid Contact your UC Financial Aid Office for scholarship/loan requirements and procedures... Program fee payments for financial aid students... Late Payment Fees ... How financial aid is disbursed on EAP... See the financial aid disbursement schedule for estimated disbursement dates... Learn about Federal Direct and PLUS loan disbursements ... Fee waivers apply while you are on EAP... Take advantage of the Electronic Fund Transfer (EFT) option ... Additional Fees Additional fees for late payments, insufficient funds, and returned checks ... Banking Ask your bank about using credit and ATM cards abroad... Learn about using travelers checks and exchanging money... Assign your power of attorney to a responsible party... UOEAP Student UOEAP Student Finance Analysts can be reached at ... Finance Contacts Back UCEAP Guide to Study Abroad 2010-2011 Money Matters EAP Account You can view your EAP account activity through MyEAP Your MyEAP account is separate from your UC campus account; they are not linked. Through MyEAP, you can view your account activity by selecting Financial Info from the left-hand menu. There you may view EAP program fees, reported financial aid, payments, refunds, and account balance. Use the same login ID and password for MyEAP that you used to initially apply for EAP. If you have difficulty logging in or forget your login information, contact the MyEAP Helpdesk. To receive checks and notifications, update your contact information in MyEAP You must update your U.S. financial address and e-mail in MyEAP. Your disbursements are mailed to the financial address indicated in MyEAP (when applicable). Arrange for someone to check your mail at this address and deposit your disbursement checks while you are abroad. EAP will e-mail you a payment reminder 30 days prior to the final payment due date to the e-mail address you enter in MyEAP. You will not receive a paper billing statement, so check your e-mail account on a regular basis for notifications. If your parents/guardians or anyone else will be paying for your fees, forward them the payment reminder. EAP requires your permission to discuss your account with others If you want to designate someone who can discuss your financial matters with EAP, submit the Release of Information to a Third Party Authorization/Restriction form to EAP. By law (Family Educational Rights and Privacy Act), EAP staff cannot discuss your financial information with anyone other than you—not even your parents—without your written permission. 39 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters Budget The EAP Student Budget outlines your program and personal expenses The EAP Student Budget will help you calculate anticipated program costs so you are financially prepared to go abroad. It is for your reference and does not need to be mailed to UOEAP. The Student Budget is located in the Money Matters tab in the Participants portal. It is divided into two sections: Section 1: Program Fees Programs fees typically include tuition, on-site orientation, EAP participation fee, and program- specific fee, which are payable to UOEAP. Depending on the program, other fees such as housing may be included. Check the EAP Student Budget for your program to see what is included in the program fees. EAP is also required to assess Miscellaneous Campus Fees, Non-Resident Tuition, and Graduate Fees on behalf of your home UC campus while you are attending EAP. These fees are collected by UOEAP and returned to your home UC campus. If you are normally assessed Non-Resident Tuition while attending your home UC campus, these fees will be collected by UOEAP while you are on EAP and returned to your home UC campus. Refer to the EAP Student Budget for applicable amounts. Section 2: Estimated Personal Expenses These expenses are paid directly to the providers or host institutions (they are not collected by UOEAP). The personal expenses estimate is based on a conservative student lifestyle and is intended to provide a reasonable minimum estimate of personal costs associated with the term abroad. The estimate does not include personal travel, emergencies, personal entertainment, or major currency fluctuations. If you manage your funds diligently you should be able to provide for necessities as estimated in the EAP Student Budget. The EAP Student Budget costs are calculated using an exchange rate based on the economic forecast for the term of the program. Do your own research for the most up-to-date rates. h Changes in Fees: Fees are subject to revision without notice. The amounts shown in this document represent fees as currently approved. You will be notified if a change in fees occurs. 40 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters Payments The Payment Vouchers contain payment amounts and deadlines You can view your account balance and make a payment at any time in MyEAP. Access the EAP Payment Vouchers and EAP Student Budget via the Money Matters tab in the Participants portal. You must pay the program fees in accordance with the EAP due dates and amounts located on the Payment Vouchers. The number of payments and cost of participation in EAP is specific to your program and financial aid, which is why the final Payment Voucher does not contain an amount. You will receive an e-mail including the final payment amount 30 days prior to the due date. Your first and second payments are due to UOEAP before departure Due dates are located in the Payment Voucher. If payments are not received by the due date, you may be withdrawn from EAP. Exceptions may apply if you are on financial aid. If you have been selected by EAP but not placed, you still need to make your payments by the due dates. If you are not ultimately placed, you will be refunded within 30 days after notification. Only year participants will have a third payment due on December 1 for programs starting in the fall and on August 1 for programs starting in the spring. You have several options for making EAP payments 1. Mail a check, money order, or cashier's check. Do not send cash. Checks and money orders must be in U.S. dollars drawn from a U.S. bank. Make checks payable to the UC Regents and write your UC Campus ID number on your remittance. Mail payments to: Attention: Payments Universitywide Office, Education Abroad Program 6950 Hollister Avenue, Suite 200 Goleta, California 93117-5823 2. Pay through MyEAP with e-check, MasterCard, or Discover credit cards (we do not accept Visa, AmEx, or bank wire). To pay online, log onto your MyEAP account, select Financial Info, then the Pay Online button, and follow the instructions to submit your payment. h If you are paying via e-check, confirm with your bank that the routing number on your paper check is the one you can use for e-check transactions. You are responsible for paying your debts abroad You are responsible for paying your debts abroad. EAP is negatively impacted when a student fails to settle his or her debts in the host country. If you leave unpaid charges abroad, you are subject to disciplinary, financial, and academic penalties imposed by the University of California. Holds or blocks will be issued at your UC campus if you do not meet financial obligations. An Extended Payment Plan is available An Extended Payment Plan is designed to give students an opportunity to pay their EAP program fees over an extended period of time. There is no interest charge because the Extended Payment Plan is not a loan. If you owe EAP money or have a history of payment difficulty, you may be denied an Extended Payment Plan. If you wish to sign up for an Extended Payment Plan, contact EAP Student Finance. There is a non-refundable participation fee of $25, which will be assessed to your EAP student account upon enrollment in the Extended Payment Plan. The first payment must be at least 50 percent of the balance due. Each payment must be made online by the 15th of each month according to the due dates reflected on the Extended Payment Plan. A $50 late payment fee will be assessed for a late Extended Payment Plan payment each month (see Late Payment Fee in the Additional Fees section of this guide). One late payment may affect eligibility for future participation in the plan. Two late payments may cancel the Extended Payment Plan and cause ineligibility for future participation in the payment plan program. 41 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters Financial Aid Contact your UC Financial Aid Office for scholarship/loan requirements and procedures EAP does not provide financial aid application forms. Contact your home UC campus Financial Aid Office for scholarship and loan applications, procedures, academic requirements, and deadlines for the following year. The current academic requirements for financial aid are to carry a minimum load of 36 UC quarter units as an undergraduate, or 24 UC quarter units as a graduate student during the academic year. Each UC campus or department may have additional requirements. Since you remain enrolled at UC while you are on EAP, you retain eligibility for financial aid. If you do not have the financial resources to participate in EAP, visit your UC campus Financial Aid Counselor in charge of EAP students. Locate the EAP counselor for your office in the UCEAP Campus Representatives list. Inform the Financial Aid Counselor that you are an EAP participant, and ensure that all the financial aid files and documents you submit clearly indicate your EAP status, including reference to the correct EAP program. The campus Financial Aid Office will determine your financial aid eligibility. If financial aid is granted, it is your responsibility to complete all procedures required by the Financial Aid Office before departure. File all financial forms by the early deadlines as if you were going to remain at your home campus. Your campus Financial Aid Office will package your financial aid according to the EAP Student Budget for your program. Program fee payments for financial aid students The first payment is deferred for financial aid students. When EAP receives your financial aid from your campus, the aid is applied to your EAP student account. If the aid does not cover the program cost (Section 1 of the EAP Student Budget), you will be sent a billing notice 30 days prior to the final due date. If you do not provide to your UC Financial Aid Office the information necessary for the timely completion of the financial aid process, EAP will consider you a non- financial aid student and you will be ineligible for the initial payment deferral. You are expected to be familiar with the composition and status of your financial aid package at all times, both before and after departure. If you have submitted the first payment and your financial aid exceeds the program fees, you will be refunded any credit in accordance with the financial aid disbursement schedule. If your financial aid awards exceed your EAP program fees, a UC financial aid disbursement will be issued approximately two weeks before the Official Start Date of the program, contingent on EAP having been notified of your financial aid awards. If your financial aid is less than the EAP program fees (indicated on the EAP Student Budget), you are responsible for the difference. Make payments according to the instructions on the EAP Payment Vouchers. Thirty days prior to the final due date, you will receive a reminder about the balance due in your account. EAP will send this alert to the e-mail address you entered in your contact information in MyEAP. Any late changes in your financial aid package may result in late billing. Direct any questions about financial aid packaging or repackaging to your Financial Aid Office. 42 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters Late payment fees Your first payment is deferred, thus you will not be assessed a late payment fee for that payment. If your financial aid reported to EAP by your UC campus Financial Aid Office covers the amount of the first and second payments, you will not be assessed a late payment fee for the second payment. If your financial aid reported to EAP by your UC campus Financial Aid Office covers the amount of the entire student account balance, you will not be assessed a late payment fee for the final payment. If your financial aid is revised, resulting in a balance due, you will be notified and will have 30 days to pay the balance. You will be assessed a late payment fee if you do not make the payment by that due date. How financial aid is disbursed on EAP EAP Student Finance will distribute financial aid disbursements while you are abroad. To enable this, the campus Financial Aid Office must notify UOEAP in writing of the financial aid awarded for EAP participation. All confirmed financial aid awards, including Direct Lending, are credited to your EAP student account. Exceptions may include PLUS loans, graduate fellowships and departmental grants, and certain outside agency scholarships or loans. Unconfirmed or estimated financial aid awards are not credited to the account. EAP program fees are deducted from confirmed financial aid awards and the remaining credit balance is disbursed according to the financial aid disbursement schedule. Occasionally, receipt of financial aid disbursements can be delayed due to revisions to financial aid. Plan on having backup funds should delays occur. You can see when the disbursement was requested by reviewing your MyEAP account. See the financial aid disbursement schedule for estimated disbursement dates The first financial aid disbursement for all programs will be requested approximately two weeks prior to the program's official EAP start date. Verify that your confirmed financial aid has been reported to EAP by logging in to MyEAP. If your aid is not reflected on your account, and it is two weeks prior to your departure date, contact your UC campus Financial Aid Counselor to confirm that your financial aid has been forwarded to EAP. Dates of disbursement are contingent upon the receipt of financial aid information by UOEAP. The disbursement request dates in the financial aid disbursement schedule are not the same as on your UC campus. Learn about Federal Direct and PLUS loan disbursements Federal Direct Loans You must complete a promissory note for loans. Your Federal Direct Loan will be credited to your EAP account. You will receive notification from your lender on a quarterly basis that funds have been disbursed to your UC campus. Your UC Financial Aid Office commits the net amount of your loan for the term on EAP at the beginning of the program. These funds will be applied toward your program fees. If there is a remaining credit balance, it will be disbursed with all other aid in accordance with the financial aid disbursement schedule for the program. 43 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters Parental Loans (PLUS) There are varying disbursement possibilities for approved PLUS (Parent Loan for Undergraduate Student) applications. EAP advises borrowers to verify with the campus the expected method of disbursement upon loan approval, and plan accordingly. PLUS loans can be disbursed by the campus Financial Aid Office directly to your parental address or applied directly to your EAP account. Confirm with your campus Financial Aid Counselor how these funds will be disbursed and the amounts. If they are being disbursed by the campus Financial Aid Office, confirm the disbursement dates of these funds. If the funds are being applied directly to your EAP account and there is a remaining credit balance, it will be disbursed with all other aid in accordance with the financial aid disbursement schedule for the program. Fee waivers apply while you are on EAP Veteran Benefits Veteran fee waivers apply to the following fees: UC registration, education, pre-ILP and ILP instructional, and UCEAP participation fees. All other fees will remain your responsibility. Submit a copy of the confirmation of benefits award letter for the current academic year to the UOEAP Student Finance unit. A separate letter is required for each academic year that you participate in EAP. If you have other veteran benefits, contact your UC Financial Aid Office. Department of Rehabilitation and Graduate Fellowship Benefits Have the Department of Rehabilitation or Graduate Division representative contact UOEAP Student Finance for coordination of payment. Stanford Tuition Grant The Stanford tuition grant will cover the following fees: UC registration, education, program- specific, UCEAP participation, pre-ILP and ILP instructional charges, and campus fees. Submit a copy of the Stanford tuition grant award letter to the UOEAP Student Finance unit. A separate letter is required for each academic year that you participate in EAP. Los Alamos Lab Employees of the UC Los Alamos Laboratory are charged in-state tuition fees. Submit to the UOEAP Student Finance unit a letter from the Human Resources department confirming employment and academic year of coverage. Take advantage of the Electronic Fund Transfer (EFT) option If you are expecting financial aid and would like to receive your disbursement as a direct deposit from EAP, you must submit an EFT form to UOEAP. Since UOEAP disbursements are processed through a different system than your home UC campus, you must set up a separate EFT with UOEAP. (Disbursements will be processed through the UCLA Accounting Office.) Direct deposit takes approximately 30 days after the predeparture withdrawal deadline date to become effective and will remain in effect until you cancel it in writing. If the EFT authorization form has not yet been processed or declined due to incorrect account information, your disbursement will be issued in the form of a paper check. Your check will be mailed to the U.S. financial address that you input into MyEAP. Review the EFT instructions before completing the EFT Authorization form. 44 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters Additional Fees Additional fees for late payments, insufficient funds, and returned checks Non-Sufficient Funds/Returned Item Fees If payment made by check to your EAP student account is returned by the bank for any reason, your account will be assessed a Non-Sufficient Funds/Returned Item fee. If a check is returned, it is because two attempts were unsuccessfully made to deposit it. EAP does not have control over the timing of these attempts. E-checks may also be returned. Your payment authorization may initially be accepted, yet returned by your bank because of non-sufficient funds in your account (NSF) or because you have provided incorrect routing or bank account numbers. If your payment is returned by the bank, your EAP student account will be assessed a Non-Sufficient Funds/Returned Item fee. The first time a payment is returned, the fee will be $25. If EAP receives any further returned items, the fee will be $35. You will be assessed this fee regardless of the amount of the check or the reason it was returned. You may be required to repay with a money order or a cashier's check. Late Payment Fee You must pay at least the Minimum Amount Due reflected on the Payment Vouchers to avoid late payment penalties. For the final Payment Voucher, the total amount due is located on your EAP student account in MyEAP. Late payment penalties in the amount of $50 are assessed for each payment not received by the due date. 45 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters Banking Ask your bank about using credit and ATM cards abroad ATM cards provide a convenient way of getting cash, making deposits and transfers, and verifying account balances, although your current balance may not appear on foreign ATM receipts. Keep good records or arrange online access to monitor your bank account. If you do not have one already, obtain an ATM card and a personal identification number (PIN) from your bank. Make sure the PIN can be used abroad. Consider also taking at least one major credit card abroad. Credit cards are especially useful in medical or financial emergencies. Discuss with your home bank and credit card company the following: • Using the cards in your host country and the length of time you will be on EAP • PIN requirements for using ATMs in your host country (e.g., number of digits required, numerical restrictions, etc.) • Foreign banks that are affiliated with your home bank to determine the services you may use • Fees and interest accrued for transactions conducted abroad Learn about using travelers checks and exchanging money Travelers Checks Follow the instructions provided with the travelers checks for safe transport and cashing options. A passport is usually required for identification when cashing travelers checks. In some locations, you will have difficulty cashing travelers checks. Check your Program Guide for more information about the accessibility and use of travelers checks in your host country. Exchanging Money Money can be exchanged at banks, foreign exchange offices, airports, hotels, some tourist information centers, and sometimes at travel agencies, depending on the country. Banks generally offer better rates. Depending on the country, exchange rates at hotels, train stations, and tourist shops can be less favorable. A passport is required for exchanging money. Assign your power of attorney to a responsible party You are strongly encouraged to arrange for a relative or other responsible party to have your power of attorney for the time you are abroad. This arrangement requires notarization, so it cannot be established once you are abroad. The person assigned as your power of attorney can help with financial transactions. They will be empowered to: • Make deposits and withdrawals in your U.S. bank account • Write and sign your checks • Endorse, cash, and deposit checks and drafts made out to you • Pay your credit card and other bills • Arrange for international money transfers • Access your account statements • Open and close other accounts in your name You must make arrangements with your bank for a specific individual to have your power of attorney, and the accounts to be covered by the power of attorney must be specified. The designated individual will retain the power of attorney until you cancel it in writing. 46 Back UCEAP Guide to Study Abroad 2010-2011 Money Matters UOEAP Student Finance Contacts UOEAP can assist you if you encounter financial problems while abroad. Contact your UC campus Financial Aid Office for clarification of awards or requests for additional aid. In a financial emergency, Study Center staff can help you to communicate with the Universitywide Office of EAP. The EAP Student Finance Analysts can be reached at Susan Asch-Luna, Student Finance Supervisor: firstname.lastname@example.com, (805) 893-6156 Countries Served Contact E-mail/Phone Brazil, Japan, Mexico, Antonette Escarsega email@example.com Turkey, Vietnam (805) 893-4023 Argentina, Chile, Hungary, Diana Abrams email@example.com Philippines (on hold), Spain, (805) 893-2761 Thailand Egypt, Korea, Netherlands, Gunn Toms email@example.com New Zealand, Singapore (805) 893-4748 Costa Rica, Hong Kong, Janet Brown firstname.lastname@example.com Italy, Russia (805) 893-4812 Barbados, Denmark, France, Justine Meyr email@example.com Ghana, Sweden (805) 893-5928 Canada, China, India, Pearl Chou email@example.com South Africa, Taiwan (805) 893-4778 Australia, Germany, Ireland, Rachel Wilson email@example.com Israel, United Kingdom (805) 893-5927 47 Back UCEAP Guide to Study Abroad 2010-2011 Insurance Insurance Health Insurance Carefully verify you have adequate insurance coverage... Coverage If you have USHIP/GSHIP coverage, you must read the following... Mandatory UCEAP Insurance Plan... Insurance for students traveling with dependents... Gap in health insurance coverage... Optional extension of the UCEAP Insurance Plan while abroad... Travel/Other UC student Travelers Insurance coverage... Benefits Personal property insurance and other benefits... Claims and Be prepared to pay up-front for medical services... Payments Insurance claims and reimbursement of medical expenses... Instructions for completing a claim form... Back UCEAP Guide to Study Abroad 2010-2011 Insurance Health Insurance Coverage Carefully verify you have adequate insurance coverage It is crucial that you look carefully into your health insurance coverage before, during, and after EAP, to ensure you are adequately covered. Medical bills can be a financial burden, especially if you are uninsured or underinsured. Share all insurance information with your parents or guardian so you can assess whether this coverage is adequate and how to process insurance refunds for services abroad. If you have USHIP/GSHIP coverage, you must read the following The University requires that you have major medical insurance as a condition for enrollment at UC and provides the Student Health Insurance Plan (USHIP/GSHIP) to meet this requirement. Some campuses automatically enroll undergraduates in USHIP and charge a health insurance fee during UC registration. As an EAP participant, you will be covered by the mandatory UCEAP Insurance Plan, which is separate from SHIP, but only 14 days before the program starts and 31 days after the program ends. Therefore, after carefully analyzing your insurance needs, you may waive SHIP coverage while on EAP. Depending on your campus, you will either be automatically dropped from SHIP while on EAP or you will need to waive out of the SHIP to avoid being billed for the premium and held responsible for charges. All students will need to reapply for SHIP for the term they return to the UC campus. Carefully follow your UC campus SHIP procedures to prevent billing or insurance coverage problems. Mandatory UCEAP Insurance Plan h For detailed benefit information, refer to the UCEAP Insurance Plan brochure. You do not need to take any action to enroll in the UCEAP Insurance Plan and initiate coverage; you are automatically covered. UC pays the premium of University Of California degree-seeking students. If you are dismissed or withdraw from EAP, the coverage will be terminated 31 days after the end of your participation. h In addition to the UCEAP Insurance Plan, some countries require national health coverage. Additional information about national health coverage requirements will be provided in your EAP Program Guide or Participants program page. Individual policies are not available. Benefits The UCEAP Insurance Plan is underwritten by ACE American Insurance Company and issued on behalf of the University of California. Travel assistance (including medical evacuation and repatriation of remains), personal property insurance, lost baggage, trip cancelation, and trip delay are benefits provided by the UCEAP Insurance Plan. Europ Assistance USA, is the company ACE contracts with to provide the travel assistance services worldwide. UCEAP Policy Number and Insurance Card The UCEAP Insurance Plan policy number: ADD N04834823 Print the Ace Insurance Card as it contains the policy number and carry it with you at all times. It is not an ID card. 49 Back UCEAP Guide to Study Abroad 2010-2011 Insurance Insurance for students traveling with dependents It is your responsibility to determine whether the EAP insurance coverage is adequate for your dependent's medical and insurance needs. Under the terms of the EAP Student Agreement, all dependents abroad must be covered under the mandatory UCEAP Insurance Plan, which requires an enrollment form and payment of the corresponding premium. See the EAP Dependent Packet for details. Gap in health insurance coverage h You should not be uninsured or underinsured at any time before or after EAP. Before EAP Coverage Starts and Before Departure from the U.S. Carefully assess your EAP and U.S. health insurance plans and discuss this with your parents/ guardians to ensure that you will not experience any coverage gaps. The EAP insurance coverage begins 14 days before the program starts. If you are covered by your UC campus insurance plan or private insurance plan while in the U.S., find out when your coverage ends and make plans to cover any gap that may occur before the start of your EAP health insurance. If you are unsure about your campus plan coverage, contact you campus Student Health Services. You will be affected if you are: • An EAP winter program participant waiting to depart after the end of the UC fall term or first semester. • A spring or year program participant who has a time gap before departure for EAP. Meet with the student health insurance coordinator on your UC campus. To prevent a gap in coverage, you may consider continuing your UC SHIP insurance while abroad. After EAP Coverage Ends Upon Return to the U.S. You can purchase gap insurance if you do not have valid or acceptable U.S. medical insurance coverage upon return to the U.S. For this coverage to apply, you must be returning for the next term as a full-time student to a UC campus. If you wish to apply for gap coverage, complete the EAP Gap Health Insurance Enrollment form. You must send the gap premium to the address indicated on the form no later than 30 days before departure from the U.S. For more information refer to the UCEAP Insurance Plan brochure. Optional extension of the UCEAP Insurance Plan while abroad If you are traveling outside the U.S. before or after EAP and foresee an insurance gap in coverage while abroad, you may choose to purchase up to three months of coverage that extends the EAP Insurance Plan in 30-day increments. You must complete the Request for Extension of Insurance Coverage. The premium must be paid in full and sent to the address indicated on the form at least 30 days before the end of the EAP term or 30 days before departure from the U.S. (if you purchase pre-program coverage). For more information refer to the UCEAP Insurance Plan brochure. 50 Back UCEAP Guide to Study Abroad 2010-2011 Insurance Travel/Other Benefits UC student Travelers Insurance coverage In addition to the required UCEAP Insurance Plan, the University of California provides students participating in UC-sponsored and supervised off-campus activities, both domestically and abroad, the UC Travelers Insurance (Student Off-Campus Insurance), which is purchased by the University. There is no cost to you for this coverage. This policy provides security extraction benefits exclusively. Coverage is provided to traveling companions. A "traveling companion" means a person or persons with whom the student has coordinated travel arrangements and intends to travel with during the covered trip. Why You Should Register Registering travel will help UC to direct assistance to you in the event of a natural disaster or major political event in your travel destination. It also provides important travel data that can assist UC in keeping or improving affordable coverage. See the UC Travelers Insurance Instructions for steps on how to register online. Personal property insurance and other benefits Personal property insurance is included in the UCEAP Insurance Plan. Carefully verify whether this is adequate coverage based on the cost of your trip and personal property, and consider purchasing an additional policy if it is not. For example, the UCEAP trip cancelation benefit will refund you up to $2,000 if your trip is interrupted due to illness, injury, and/or death only. If this is not sufficient, you can purchase an additional policy that will allow you to cancel for any reason not otherwise covered by the policy. Other EAP insurance benefits include: • Emergency Hotel Convalescence • Lost Baggage Benefit • Personal Property Benefit • Trip Cancelation Benefit • Trip Delay Benefit For detailed information about these benefits, refer to the UCEAP Insurance Plan brochure. 51 Back UCEAP Guide to Study Abroad 2010-2011 Insurance Claims and Payments Be prepared to pay up-front for medical services The UCEAP Insurance Plan works on a reimbursement basis. There is no provision for pre- determination of coverage. Many medical facilities abroad require a deposit upon admission and all require full payment of all bills upon the patient's release. You are responsible for paying up-front for all medical treatment abroad and for submitting a claim to the EAP insurance claims administrator. The same holds true for any outpatient diagnostic tests and for physicians' services. There is no deductible. The plan pays 100% of usual and customary charges for the first $1,000; 80% of the next $4,000; and 100% thereafter up to $500,000. Insurance claims and reimbursement of medical expenses If you are hospitalized or require outpatient medical care, pay by credit card or cash for services and save all your receipts. To get reimbursed for these expenses, you must submit a claim to Administrative Concepts, Inc. (ACI), as instructed on the ACE insurance claim form. Keep copies of all claim documents you submit for your own records; this will protect you if the claim gets lost. The claim processing time is about six weeks after receipt of the claim. A reimbursement check will be mailed to your permanent home address in the U.S. unless you request otherwise. Instructions for completing a claim form h If you do not follow the claim instructions or include the correct supporting documents, payment may be delayed or denied. • Print the ACE insurance claim form • Complete Parts I and II • All information must be printed • Be sure to sign the bottom of the first page • Attach itemized bills to your correctly completed claim form • Send the form to Administrative Concepts, Inc. within 30 days of the accident or sickness (address is on the claim form) 52 Back UCEAP Guide to Study Abroad 2010-2011 Health Health EAP Health The EAP Health Clearance is a requirement for participation... Requirements Some countries require an online travel health education certification course... Prevention Planning and awareness will decrease health risks while traveling... Pay attention to your health and protect against illness... Coping with preexisting medical conditions... Identify medical services and resources abroad... Know what to do during a health emergency... Seek medical attention after your return if necessary... Health Risks: Influenza (flu) vaccine... General Sexually transmitted diseases... Considerations HIV/AIDS... Abuse of alcohol and other drugs... Medication and Make sure your medications are legal abroad ... Supplies Obtain an adequate supply of medications... Tips for traveling with medication... Mailing medication abroad... Filling a U.S. prescription abroad... Contraception... Anti-Anxiety and anti-depression medicine... Prescription eyeware... Information for students with diabetes... Sample first-aid kit... Psychological Discuss and disclose health conditions before departure... Health Types of psychological disorders... References and resources... Back UCEAP Guide to Study Abroad 2010-2011 Health EAP Health Requirements The EAP Health Clearance is a requirement for participation During the health clearance, you will discuss your medical history and current health status with a health practitioner. It is critical to tell the doctor about past illnesses and surgeries, chronic health problems, or other underlying medical conditions. You may be cleared as long as, in the opinion of the examining health practitioner, any medication you may have is under control and you have been stable on your medication for a reasonable period of time. Failure to complete the health clearance will result in withdrawal from EAP. It is your responsibility to ensure this form reaches the Universitywide Office of EAP (UOEAP) by the established deadline. Some countries require an online travel health education certification course Most travelers are unaware or unprepared for the health-related risks of international travel. The EAP online travel health education course is designed to increase your health awareness, help you with the prevention of illness, and promote healthier travel. However, this course does not replace an in-person appointment with a travel health provider for necessary medications and immunizations. It is critical to consider vaccine-preventable diseases that may be easily contracted during travel, especially if you have a preexisting medical condition. 54 Back UCEAP Guide to Study Abroad 2010-2011 Health Prevention Planning and awareness will decrease health risks while traveling Learn about the health risks related to your trip by going to the U.S. Centers for Disease Control and Prevention Destinations page and choosing the country or countries you will be visiting. Check for "Travel Notices in Effect" for your destination. Discuss your travel plans with the health professional who conducts your EAP Health Clearance, and inform him or her about any physical or psychological condition that may increase your health risk. International travel can pose various risks to health, depending on the destination and the traveler. You may encounter sudden and significant changes in altitude, air pollution, humidity, microbes, and temperatures, which can result in illness. In addition, serious health risks may arise in areas where accommodation is of poor quality, hygiene and sanitation are inadequate, medical services are not well developed, and clean water is scarce. Get informed about the potential hazards in the countries where you will be traveling and learn how to minimize the risk of getting sick or contracting diseases. Forward planning, appropriate preventive measures, and careful precautions can substantially reduce the risks of adverse health consequences. Pay attention to your health and protect against illness Gastrointestinal disorders, sore throats, and colds often occur more frequently in a foreign country than at home, particularly soon after arrival. This is due to exposure to a new climate, environment, diet and water, and personal habits. Even with good travel advice, vaccines, and medications, you are not 100 percent protected against all diseases or injuries. Healthy personal behaviors, such as being careful about food and water, protecting against insect and mosquito bites, and washing hands frequently, are important ways to prevent many common travel illnesses. Coping with preexisting medical conditions Living and studying in a foreign environment may cause unexpected physical and emotional stress, which can exacerbate otherwise mild disorders. You must be able to adjust to potentially dramatic changes in climate, diet, living, and study conditions that may seriously disrupt accustomed patterns of behavior. If your immune system is weakened from a disease such as HIV/AIDS or certain cancers, or from chemotherapy or medicines, talk to your doctor about your travel plans in detail. There may be added risks related to travel. If you get sick while traveling, your illness may be more severe or you may have added complications to your existing condition. EAP countries where hygiene and sanitation, medical care, and water quality are of a high standard pose relatively few serious risks for your health. In contrast, EAP countries where hygiene, sanitation, and medical services are below standards, and clean water is unavailable may pose serious health risks; therefore, it is important to follow health precautions before, during, and after the journey. 55 Back UCEAP Guide to Study Abroad 2010-2011 Health Identify medical services and resources abroad Take steps to anticipate any health issues that could arise during your stay abroad. Identify host country health care resources in advance of your trip in case of a medical emergency. This is especially important if you have a preexisting medical condition. Information about local medical care may be provided after arrival during your EAP on-site orientation. Know what to do during a health emergency You never know when and where an emergency will occur. It is important to keep contact information (phone numbers and addresses) of services you may need and/or people you need to contact. Contact the Study Center staff if you are not feeling well. Seek medical attention after your return if necessary If you are not feeling well or have been injured after your return to the U.S. from EAP, seek medical attention, including psychological support and counseling, if necessary. 56 Back UCEAP Guide to Study Abroad 2010-2011 Health Health Risks: General Considerations Influenza (flu) vaccine UOEAP strongly encourages a flu vaccine before departure, particularly if you have a chronic medical condition (e.g., asthma, diabetes). Influenza is one of the most common ailments reported by EAP students. Sexually transmitted diseases Sexually transmitted diseases (STDs) are infections that are spread primarily through person-to- person sexual contact. There are more than 30 different sexually transmissible bacteria, viruses, and parasites. The most common conditions they cause are gonorrhea, chlamydial infection, syphilis, trichomoniasis, chancroid, genital herpes, genital warts, human immunodeficiency virus (HIV) infection, and hepatitis B infection. STDs are the main preventable cause of infertility, particularly in women. Many countries have been unsuccessful in adequately controlling STDs. Lack of adequate precaution (e.g., engaging in unprotected sex) in situations where there is a risk of contracting a sexually transmitted disease could lead to serious problems. The surest way to avoid transmission of STDs is to abstain from sexual contact. In addition, consistent and correct use of latex male condoms can reduce the risk of STDs. Access the CDC Sexually Transmitted Diseases website for more information. 57 Back UCEAP Guide to Study Abroad 2010-2011 Health HIV/AIDS AIDS is a chronic, life-threatening condition caused by the human immunodeficiency virus (HIV). By damaging your immune system, HIV interferes with your body's ability to fight off viruses, bacteria and fungi that cause disease. HIV makes you more susceptible to certain types of cancers and to infections your body would normally resist, such as pneumonia and meningitis. The virus and the infection itself are known as HIV. "Acquired immunodeficiency syndrome" (AIDS) is the name given to the later stages of an HIV infection. The infection occurs worldwide. How HIV Is Transmitted The ways in which HIV can be transmitted have been clearly identified, as follows: 1) sex, 2) infected blood, 3) needle sharing, 4) accidental needle sticks, 5) mother to child, and in rare cases, 6) through organ or tissue transplants or unsterilized dental or surgical equipment. To become infected with HIV, infected blood, semen, vaginal secretions, or breast milk must enter your body. One cannot become infected through ordinary contact (e.g., hugging, kissing, dancing, or shaking hands) with someone who has HIV or AIDS. HIV/AIDS Prevention There is no vaccine to prevent HIV infection and no cure for AIDS, but it is possible to protect yourself and others from infection by educating yourself about HIV and avoiding any behavior that allows HIV-infected fluids into your body. According to the U.S. Centers for Disease Control and Prevention, the most reliable ways to avoid becoming infected with or transmitting HIV are: • Abstain from sexual intercourse (i.e., oral, vaginal, or anal sex). All partners should get tested for HIV and other sexually transmitted diseases (STDs) before initiating sexual intercourse. Having another STD increases by two to five times the likelihood a person will become infected with HIV and increases the likelihood an infected person will transmit HIV. • If you choose to have sexual intercourse, practice safe sex. The proper and consistent use of latex or polyurethane (a type of plastic) condoms when engaging in sexual intercourse can greatly reduce a person's risk of acquiring or transmitting sexually transmitted diseases. • Do not use or allow the use of contaminated, unsterilized syringes or needles for any purpose (drugs, electrolysis, tattooing, acupuncture, medical or dental procedures, etc.). Needles for blood tests or injections must be sterile, preferably disposable, and pre-packaged in a sealed container. If an injection is required, make sure the needles and syringes come straight from a sealed, sterilized package, or have been sterilized with chemicals or boiled for 20 minutes. If in doubt, ask how the equipment has been sterilized. In some countries you can buy needles and syringes and take them to the hospital for your own use. Caution regarding instrument sterilization applies to all instruments that pierce the skin, including needles used for tattoos. If you are diabetic or require routine injections, bring a supply of syringes and needles sufficient for your entire stay abroad. • Beware of infected blood, blood components, or locally-produced blood clotting factor concentrates and other blood products. Not all countries have mandatory HIV screening of donated blood. In some locales, ascertaining the availability of HIV-screened blood and blood products may be difficult. Not all countries have the resources to sterilize needles, and some countries reuse even disposable equipment. You can inquire at the local U.S. embassy, U.S. consulate, or Red Cross office about safe sources of blood. If an injury occurs and a blood transfusion is needed, the blood needs to be tested for HIV antibodies by trained laboratory technicians. Do not assume that blood you will receive has been screened. If you are injured or become ill while abroad, consider delaying any procedures that may involve a blood transfusion unless it is absolutely necessary. 58 Back UCEAP Guide to Study Abroad 2010-2011 Health Abuse of alcohol and other drugs Many students experiment with alcohol and other drugs when they are away from home, particularly when they are in a foreign country where they may be of legal drinking age. Substance abuse may result in serious health problems or even sudden death, which in the case of some drugs (e.g., cocaine) can occur after first-time use. In addition, students may face legal consequences for behavior they exhibit while under the influence of alcohol or other substances (e.g., arrest, fines, etc.). Alcohol is the "drug of choice" in college. For some students, use of alcohol and other drugs is minimal or moderate, and may not cause them or others significant concern. However, a certain percentage of students study abroad with an existing alcohol or drug abuse problem. A widely agreed-upon definition of alcohol or drug abuse is when a person's use interferes with his or her physical, social, or economic functioning. Alcohol is classified as a depressant because it slows down the central nervous system, causing a decrease in motor coordination, reaction time, and intellectual performance. At high doses, the respiratory system slows down drastically and can cause a coma or death. Acute alcohol poisoning is when more alcohol is absorbed into the bloodstream reaching a toxic level. How to identify alcohol poisoning: • Person is asleep and cannot be awakened • Breathing is slow or irregular • Skin/lips are cold, clammy, pale, or bluish • Vomiting while passed out How to help: • Trust your instincts! • Turn the person on their side to prevent choking while vomiting. • Stay with the person. Do not leave them alone or let them "sleep it off." • Call the local emergency number, the UCEAP representative, and/or a hospital immediately. Do not hesitate to call for help. • Stay calm. Alcohol myths: Myth: I can drink and still be in control. Fact: Drinking impairs your judgment, which increases the likelihood that you will do something you will later regret such as having unprotected sex, date rape, damaging property, or being victimized by others. Myth: I can sober up quickly if I have to. Fact: It takes 2–3 hours to eliminate the alcohol content of two drinks, depending on your weight. Nothing can speed up this process—not even coffee or a cold shower. Myth: I'd be better off if I learn to "hold my liquor." Fact: If you have to drink increasingly larger amounts of alcohol to get a buzz or get high, you are developing tolerance. This increases your vulnerability to many serious problems, including alcoholism. Myth: Beer and wine do not have as much alcohol as hard liquor. Fact: A 12-ounce bottle of beer in the U.S. has the same amount of alcohol as a standard shot of 80-proof liquor (either straight or in a mixed drink) or 5 ounces of wine. The alcohol content of beer varies by local practice or beer style. 59 Back UCEAP Guide to Study Abroad 2010-2011 Health Medication and Supplies Make sure your medications are legal abroad Some medications that are commonly prescribed or sold in the U.S. may be considered illegal substances in other countries or may contain controlled substances. Check before departure in case you need to obtain a permit. In particular, some medications for ADD/ADHD may require significant research and licensing before being allowed into a country. Be aware that some FDA-approved medications have the same brand names as medications that are marketed outside the U.S. but contain completely different active ingredients. No international regulatory system exists to ensure that new brand names are sufficiently different from existing ones elsewhere in the world to prevent undue confusion by pharmacists who are filling prescriptions from outside their country. Obtain an adequate supply of medications Find out if your medication is available abroad to ensure that you have an adequate supply of it while on the program. Europ Assistance offers support with prescription replacements and refills. EA can answer questions regarding prescription drug status abroad only to the extent that their resources in the specific country will allow them. Call (866) 451-7606 (inside the U.S.) or call collect (202) 828-5896 (from outside the U.S.). You can also call the country's Consul General Office for information. Tips for traveling with medication Keep medications in their original, labeled containers (rather than transferring them to travel containers). Take a copy of your prescription with the names of the active ingredients (including brand and generic names) and a letter from your physician with your diagnosis, prescribed medications, and required dosage. Pack your medication in your carry-on luggage, since checked baggage can be lost. The Transportation Security Administration (TSA) allows prescription medications in quantities exceeding three ounces and the medications are not required to be in a zip-top bag. Declare these items for inspection at checkpoints. Carry a medication/emergency card with your name, drug allergies, the name and contact information of your physician, exact names of the medications that you are currently taking, and an emergency contact. h Due to strict customs regulations, some countries may limit the amount of a particular prescription medication that you can transport into and out of the host country. It is important to check with the host country's embassy or foreign service office in Washington, DC about restrictions. Mailing medication abroad Many countries have strict regulations (high customs duties), restrictions, or prohibition (medication confiscated) on having medications sent by mail, as not all U.S. medications are legal in other countries. 60 Back UCEAP Guide to Study Abroad 2010-2011 Health Filling a U.S. prescription abroad If you need to fill a prescription abroad, be aware that the FDA (U.S. Federal Drug Administration) warns that medications abroad may contain different active ingredients, even though many of them are marketed under the same or similar-sounding brand names as in the U.S. The FDA also cautions that taking a drug containing a different active ingredient may not help your medical condition and could even be harmful. Sometimes a drug that has the same name may not be prescribed for the same illness as in the U.S. According to the U.S. Centers for Disease Control and Prevention (CDC), virtually any drug, including antibiotics and antimalarial medications, can be purchased without prescription in many developing countries. Do not buy these medications unless you are familiar with the product. The quality of these drugs may not meet U.S. standards and they may even be counterfeit or potentially hazardous because of contaminants. In fact, 36 percent of antimalarials abroad are counterfeit. h Before returning to the U.S., be aware that medications purchased abroad may not be FDA-approved or allowed into the U.S. Contraception If you need contraception while abroad, it is best to bring supplies with you. Each country has a different policy regarding availability and dispensing of contraception. Anti-Anxiety and anti-depression medicine One of the most common concerns that people have about medication is the question of how long they need to take it. Most antidepressants take from one to three weeks before changes begin to occur. Some symptoms subside early in treatment, while others take longer to treat. While it often is tempting to stop taking the medication when you feel better, it is important to continue until you and your doctor agree your condition is treated. Never abruptly discontinue your medication. Compliance with prescribed medication regimens is important. Stopping the medication early—without consulting a doctor—can result in the return of your original symptoms or adverse reactions. For example, discontinuation effects are common after withdrawal of MAOIs and may include disorientation, confusion, agitation, cognitive impairment, catatonia, paranoid delusions, aggressiveness, hallucinations, depression, thoughts of suicide, slowed speech, and sleep disturbance. Researchers have found that suddenly stopping treatment with antidepressants known as SSRIs can cause serious withdrawal effects, both physically and psychologically. A physician may recommend gradually decreasing or tapering off the medication. Tapering off is particularly important with some medications to give your body an adjustment period. According to the National Institute of Mental Health, discontinuing anxiety and depression medication too early may produce a relapse. Prescription eyeware If you wear glasses or contact lenses, take an extra pair and your written prescription abroad. Take sufficient quantities of contact lens solution, since it may not be readily available or the product name may not be the same as in the U.S. For example, Optifree Express is called Optifree Multiaction Solution in Europe, and Renu is called All Care solution in China; the formulation may be different or you may be allergic to the ingredients. The manufacturer may not sell their entire line of products in certain countries. Also, in some countries you may need to see an optometrist, optician, or ophthalmologist to get contact lens solutions because they are considered drugs. 61 Back UCEAP Guide to Study Abroad 2010-2011 Health Information for students with diabetes The American Diabetes Association recommends that persons with diabetes or other persons who require routine or frequent injections should carry a supply of unused syringes and needles, when accompanied by insulin or other injectable medication, sufficient to last their stay abroad. Pack a good supply of syringes; not all sizes are available abroad. However, be aware that carrying needles and syringes without a prescription may be illegal in some countries. Carry a letter from your physician indicating that the needles and syringes are necessary for your physical well-being. These items are not covered by EAP insurance. h Note that TSA requires that insulin in any form, and a dispenser, must be properly marked with a professionally printed label identifying the medication or manufacturer's name or pharmaceutical label. Sample first-aid kit A medical kit should be carried for all destinations, especially for those where there may be significant health risks, such as developing countries and locations where the immediate availability of specific medications is uncertain). You are advised to take a personal first-aid kit that includes treatment for minor cuts and abrasions and something for temporary diarrhea. Obtain advice from your physician on assembling a suitable medical kit and visit the CDC website for a list of recommended items. 62 Back UCEAP Guide to Study Abroad 2010-2011 Health Psychological Health Discuss and disclose health conditions before departure Study abroad can be a personally rewarding and culturally expanding experience, but it can also be somewhat stressful. Many college-age students experience anxiety, depression, stress, and other mental health conditions. In addition, existing mild physical or psychological disorders can be aggravated by the stresses of travel and life in an unfamiliar setting. You are responsible for assessing (along with your parent/guardian and physician) any physical or mental health conditions that may be adversely affected by studying abroad; there are certain conditions that may require continued therapy, monitoring, or specific support mechanisms while abroad. If you disclose such conditions in advance of participation, EAP can help you to arrange appropriate accommodations abroad (if they are available). Types of psychological disorders There are many different conditions that are recognized as psychological health disorders. Common disorders are discussed in this section. Anxiety Disorders Anxiety is a vague, uncomfortable feeling of fear, dread, or danger. Symptoms can vary in severity and length. According to the Anxiety Disorders Association of America, the term "anxiety disorder" refers to: 1) generalized anxiety disorder (GAD); 2) obsessive-compulsive disorder (OCD); 3) panic disorder; 4) post-traumatic stress disorder (PTSD); 5) social anxiety disorder (also called social phobia); and 6) specific phobias. The most important goal for students who are prone to anxiety is to keep stress levels as low as possible. Mood Disorders These disorders, also called affective disorders, involve persistent feelings of sadness or periods of feeling overly happy, or fluctuations from extreme happiness to extreme sadness. The most common mood disorders are depression, mania, and bipolar disorder. Psychotic Disorders Psychotic disorders involve distorted awareness and thinking. Two of the most common symptoms of psychotic disorders are hallucinations—the experience of images or sounds that are not real, such as hearing voices—and delusions, false beliefs that the ill person accepts as true, despite evidence to the contrary. Schizophrenia is an example of a psychotic disorder. Eating Disorders Eating disorders such as anorexia, bulimia, and compulsive eating disorder include extreme emotions, attitudes, and behaviors surrounding weight and food. While eating disorders may begin with preoccupations with food and weight, they are most often about much more than food. Eating disorders arise from a variety of physical, emotional, social, and familial issues, all of which need to be addressed for effective prevention and treatment. Eating disorders are real, complex, and devastating conditions that can have serious consequences on health, productivity, and relationships. Eating disorders can lead to significant physiological changes that require medical treatment in addition to psychiatric treatment. 63 Back UCEAP Guide to Study Abroad 2010-2011 Health Impulse Control and Addiction Disorders People with impulse control disorders are unable to resist urges or impulses to perform acts that could be harmful to themselves or others. Pyromania (starting fires), kleptomania (stealing), and compulsive gambling are examples of impulse control disorders. Alcohol and drugs are common objects of addiction. Often, people with these disorders become so involved with the objects of their addiction that they begin to ignore responsibilities and relationships. Personality Disorders People with personality disorders have extreme and inflexible personality traits that are distressing to the person and cause problems in work, school, or social relationships. In addition, the person's patterns of thinking and behavior significantly differ from the expectations of society and are so rigid that they interfere with the person's ability to function effectively. Examples include antisocial personality disorder (breaking laws, lying to or conning others for fun or for personal benefit, being impulsive and not considering the consequences of the behavior, bullying other people or getting in fights, ignoring the safety of self or others); obsessive-compulsive personality disorder (common obsessive thoughts include themes of violence, fear of germs and infection, and doubts about one's character and behavior); and paranoid personality disorder (pervasive distrust and suspicion of others such that their motives are interpreted as malevolent). 64 Back UCEAP Guide to Study Abroad 2010-2011 Health References and resources The following are UC offices of counseling and psychological services: UC Berkeley UC Riverside Counseling and Psychological Services Counseling Center 2222 Bancroft Way Veitch Student Center (510) 642-9494 North Wing TTY/TDD: (510) 642-2368 (951) 827-5531 UC Davis UC San Diego Counseling and Psychological Services (CAPS) Psychological and Counseling Services 219 North Hall (P&CS) (530) 752-0871 Galbraith Hall, Room 190 UC Irvine (858) 534-3758 Counseling Center UC Santa Barbara Room 202 Student Services I Counseling Services (949) 824-4642 (805) 893-4411 UC Los Angeles UC Santa Cruz John Wooden Center West Counseling and Psychological Services 221 Westwood Plaza 1156 High Street (310) 825-0768 (831) 459-2628 UC Merced Counseling Services Kolligian Library, First floor West Wing (209) 724-4266 There are many valuable websites that address mental health topics and issues. Below are some useful resources for additional information about mental health. • American Academy of Counseling Psychology • American Psychological Association (APA) • The Anxiety Disorders Association of America (ADAA) • Depression and Bipolar Support Alliance (DBSA) • National Eating Disorders Association • The JED Foundation • Mental Help Net • National Institute of Mental Health (NIMH) • Mental Health America (MHA) • Outside the Classroom • ULifeline (free, anonymous website that links you to your college counseling center and a library of mental health information) 65 Back UCEAP Guide to Study Abroad 2010-2011 Students with Disabilities Students with Disabilities Predeparture Advance planning is a key to success... Preparation Communicate early and clearly with UC... Be flexible; accommodations differ around the world... Submit critical documentation... Know how you will pay for accommodations... Questions to ask as you prepare for EAP... Public transportation in the EAP host country... Resources to help you plan for EAP... Once Abroad If you decide not to disclose your accommodation needs in advance... Know who to contact if accommodations are not working while abroad... Take ownership of your disability... Allow yourself to accept assistance from others... Back UCEAP Guide to Study Abroad 2010-2011 Students with Disabilities Predeparture Preparation Advance planning is a key to success It takes time to communicate with staff abroad and determine if requested accommodations are feasible; therefore, it is imperative for you to plan ahead. Lack of adequate advance notice of special requirements may cause you unnecessary problems; the Study Center or host institution may be unable to give timely consideration to your needs. Ask key questions about the EAP host country; for example, does weather have an effect on your disability? (If you have multiple sclerosis, it might.) Communicate early and clearly with UC h U.S. law protects your right to choose whether or not you wish to disclose a disability. However, you must disclose and document your disability to receive disability-related accommodations. If you choose to disclose, your Campus EAP Advisor will be able to work with you and your specific accommodation needs. Students with disabilities can and do study abroad; you are encouraged to explore your options in advance with your Campus EAP Office, and the Universitywide Office of EAP. Disclosing up front allows you to fully communicate what you need, provide accurate explanations about your disability, if necessary, and make plans that will support your success abroad. Strive for clear communication with EAP staff regarding what accommodation, if any, you may require while on EAP. To avoid miscommunications and assumptions, it may be necessary to provide EAP staff with information specific to your disability and any accommodations required. If you are not expecting to use accommodations abroad, it is still important to make potential needs known so that a plan is in place should an unexpected problem arise. Although EAP cannot guarantee the accessibility of study sites, we can advise you if one of your preferred sites appears to be accessible or recommend an alternate site. EAP can provide information about approximate costs at various EAP sites so you can budget to pay for these costs. To assess your needs and determine what modifications might be possible, you must work with your UC campus disability office specialist, the Campus EAP Office, and the Operations Specialist at the Universitywide Office of EAP. About Confidentiality Once you disclose a disability, EAP will only share information about the condition (if provided) and accommodations requested with those who need to know (campus EAP staff, UOEAP staff, and Study Center staff, etc.). Be flexible; accommodations differ around the world Study abroad requires adaptability for people with and without disabilities. Living in a new culture will bring new challenges, including disability services and accessibility standards that might differ significantly from what you are used to in the U.S. Many disability services that are provided at UC campuses may not be available abroad. EAP cannot guarantee that facilities and/or support services will be available at each location abroad in the same range and quality as on a UC campus. A valuable resource for information are EAP returnees who can outline potential challenges and adventures at a host country. Also, visit the National Clearinghouse on Disability and Exchange (NCDE), sponsored by the U.S. Department of State and administered by Mobility International USA. 67 Back UCEAP Guide to Study Abroad 2010-2011 Students with Disabilities As you plan for study abroad, consider the following details: • Privacy and discrimination protections available abroad depend on the laws of the host country. • Tutoring may not be a free service at the host university. • Notetakers may not be available, or may be very expensive. Using a recording device abroad is often the best solution. • You need to budget for any costs associated with accommodations abroad. • Some countries require detailed health information before issuing visas, which can delay the process. • Electricity for equipment or recharging batteries may require adapters. • Views on disability, independence, confidentiality, respect for authority, and individual rights differ from country to country, and these views will definitely affect your experience. Learning disabilities may not be recognized in some countries; be prepared for the fact that a disability may be culturally defined. • Treatment for some behavior disorders (ADD, ADHD, Asperger's Syndrome, etc.) may differ. • Sign language interpreters may not be certified or available at all times, and interpreting will generally be in the sign language of the country rather than ASL. • Some countries quarantine guide dogs before they are allowed into the country. • Bring mobility aids to use in restrooms without bars or on long train platforms. Safety bars and shower chairs may also be uncommon. • In some countries the standard width of a wheelchair is narrower than U.S. standards, and non-folding wheelchairs and power chairs are extremely rare. The standard width of corridors varies in different countries and not all buildings are accessible. • Carry extra spare parts or differing types of casters for a wheelchair. • In some countries, assistive technology may be used more, while in others you may need to rely on human resources. • Read about disability laws in the host country, talk to someone with a disability similar to yours, and consider geography, climate, and culture when considering how accessible the country is. Submit critical documentation At your request, the Disabled Student's Office will write a letter documenting your disability and/or accommodation needs. The letter will be sent to the UCEAP Study Center via the UC Universitywide Office of EAP. Special accommodations cannot be researched or obtained without this letter. Keep a copy of this letter for your records. Bring a copy of your medical documentation abroad, including prescription information. Leave a copy with your parent or guardian in the event that your copy is lost or damaged. 68 Back UCEAP Guide to Study Abroad 2010-2011 Students with Disabilities Know how you will pay for accommodations EAP is part of the University of California and is bound by all laws that affect the University of California. The Office of Civil Rights has opined that Section 504 and Title II do not apply extra-territorially. In addition, the State of California does not mandate that the University of California fund disability accommodations for students who study outside the U.S. You must be aware that: • Federal and state laws do not require UC to provide funding for accommodations and/or facilities beyond U.S. borders. • It is your responsibility to assure that any funding you require for special services abroad is arranged well in advance. • You are responsible to finance accommodations abroad. If you receive funding from the Department of Rehabilitation, have the Rehabilitation Representative contact your EAP Student Finance Analyst in order to process your payments. • If you disclose needs at the last minute or require accommodations that are unavailable in the host country, you may be advised to postpone participation. Questions to ask as you prepare for EAP Processing Disabilities (LD, ADHD, Psychological, Brain injuries) • Will you need note takers for class? • What are the partner institution's policies on extended exam time? • Is the partner institution willing to authorize your usual test accommodations based on American medical documentation? • What tutoring services might be available and at what cost? • If you need to see a doctor or therapist for psychological concerns while abroad, have you established this contact prior to departure? • Have you considered bringing a personal recording device for lectures? Do you have permission to record lectures? • Are books available on tape or CD? • Who will fund any special accommodations? Chronic Systemic Disorders • If you have respiratory problems or severe allergies, what is the air and environmental quality in the city you are considering? • If your condition is affected by temperatures, what is the climate in your prospective host city? • What prior notification has been given to the instructors regarding potential absences should your condition flare up unexpectedly? • Will you need extended time on assignments? • If you normally receive test accommodations, do you have authorization through the partner institution to receive the same accommodations there? • What special dietary considerations might you have? • If there are extra expenses associated with special accommodations, how will you pay for them? 69 Back UCEAP Guide to Study Abroad 2010-2011 Students with Disabilities Deaf or Hard of Hearing • Will you need an interpreter or Realtime Captioning? Who will fund this accommodation? • Where/how will the interpreter be hired? • What is the hourly rate for interpreters in the host country? (Note that interpreter costs vary widely by country and even within the same country.) • Does the interpreter know American Sign Language? Sign language is not universal and may differ between countries that have the same spoken language. Find out the differences before leaving. It may be possible to depart early to learn the new sign language. • If you are taking a personal FM system, can you obtain batteries in your host country that work for your device? • Who will notify your instructor of the need to wear the FM microphone? • Will you need a note taker? • Are captioned videos available? • How will you pay for accommodations? Mobility/Orthopedic Disabilities • Will you take one or two wheelchairs? Electric or manual? • Do you need a transformer? Is the voltage in your host country compatible with your transformer? • How will you ship your chair abroad? • Where can your chair be repaired abroad? • Do you need to make additional arrangements to get from the airport to the orientation site or to your partner institution? • Are the streets and/or sidewalks paved or cobblestone? Are there curb cuts for wheelchair access? • What is the accessibility of the partner institution and city (elevators, bathrooms, classrooms, housing, transportation, etc.)? • Is voice recognition software available? • Will you need note takers, scribes, or transcribers? • What kind of field trips might your program go on? Are they accessible? • Are lab or library assistants available in your host country? • Do you need extended time on assignments or exams? • How will you pay for accommodations? Visual Impairments • Have you contacted the consulate of your host country to determine if you will need to put your guide dog in quarantine? • Will special housing or food arrangements be necessary for your dog? Is your dog allowed into the classroom? • Are alternate formats (books on tape, Braille, e-text, scanning, CCTV, etc.) available? • Will you need a mobility assistant to help you? • Have you obtained maps of your host city and enlarged them to become familiar with directions before departure? • What kind of test accommodations will you need? • Is there Braille signage on buildings, elevators, classroom, ATMs, etc.? • Will you have access to computer software in order to write papers or read assignments? • How will you pay for accommodations? 70 Back UCEAP Guide to Study Abroad 2010-2011 Students with Disabilities Housing and Living Situations • What options are available through the program(s)? Is it possible to get a single room? A first-floor room? • Are the room dimensions physically accessible to individual needs? • What are the sleeping arrangements like? • Are there accessible bathroom and shower facilities within any of the housing options? If not, how can EAP address these accessibility issues? Auxiliary Aids or Assistive Devices • Are replacement parts for auxiliary aids going to be readily available in the event damage occurs? • Is there access to agencies or professionals who can repair auxiliary aids, if necessary? Psychological Disabilities • What could you expect living in a different country? • How would you get a three months supply of medication? Have a plan in place for medication management and medical care needs while abroad. • Are there restrictions on what type of prescriptions you could take into your EAP country? • What if your symptoms flare up while on EAP and you need help? Public transportation in the EAP host country It is imperative to find out, in advance of participation, if there are any accessible transportation resources or community support within a host country. Not all forms of transportation may be accessible within your EAP host country. Know whether you will need travel accommodations during travels within the city as well as between destinations. Budget adequately to cover your transportation costs (e.g., taxis, if inaccessible or inadequate public transportation). Resources to help you plan for EAP • Access Abroad at the University of Minnesota • Mobility International USA (MIUSA) • National Clearinghouse on Disability and Exchange (NCDE) 71 Back UCEAP Guide to Study Abroad 2010-2011 Students with Disabilities Once Abroad If you decide not to disclose your accommodation needs in advance Be aware that accommodations may not be easily or quickly arranged, at a moments notice, without advanced time for preparations. This is why it is best to disclose your accommodation needs to EAP staff in the U.S. before departure. If you do request accommodations, follow up with staff in the EAP host country after arrival. Know who to contact if accommodations are not working while abroad Before departure, be certain that you have the contact information for the host university disability office or the local EAP representative. If you arrive and requested accommodations are not in place, you will need this contact information. Do not delay contacting someone. If you do not have a local contact, e-mail your Campus EAP Advisor or the UOEAP Operations Specialist. Take ownership of your disability Know how you can accommodate your own needs. For example, memorize bus routes, identify people willing to provide you with informal support like assisting you with shopping, monitoring changes in your condition, or keeping you on schedule. It is important to prepare yourself because reality can be different from what you may have read before departure. For example, in theory, every metro station may have an elevator, but you will not know how many are in working condition until you get there. Allow yourself to accept assistance from others If accommodations are not what you expected, it is important to know how to seek help. Learn how to ask for help and refer to your disability in the local language. If you can't find a personal coach, AA meeting, or therapist abroad, access them remotely by Internet or telephone (plan ahead and make sure that this is possible before your departure). If readers and scribes are unavailable, mail order audio or Braille books through your campus Disability Services Offices or bring assistive technology and software from the U.S. 72 Back UCEAP Guide to Study Abroad 2010-2011 Students with Dependents Students with Dependents Taking a Spouse, Not all UCEAP programs are open to students with dependents... Registered You are financially responsible for all expenses... Domestic Partner, Consider the logistics and planning associated with taking a dependent... or Child on EAP Back UCEAP Guide to Study Abroad 2010-2011 Students with Dependents Taking a Spouse, Registered Domestic Partner, or Child on EAP Not all UCEAP programs are open to students with dependents Before you consider taking a dependent (i.e., spouse, registered domestic partner, and/or children) on an EAP program, determine the limitations. Some programs limit the type of dependent that may accompany you, and some programs do not allow dependents at all. Review page 1 of the EAP Dependent Packet for a detailed listing. You are financially responsible for all expenses You must have adequate financial resources to cover the extra costs of your dependent(s). Consider housing, child care, work opportunities and limitations, as well as unexpected expenses or emergencies. You will sign a contract with UCEAP stating you will be responsible for all costs; make sure you can live up to that contract. Consider the logistics and planning associated with taking a dependent There is much planning involved with bringing a dependent on EAP. You must anticipate how you will meet a number of needs such as food and housing, insurance, work, and scheduling around program activities. You will also need to complete the EAP Dependent Packet, which includes detailed information and tips that will help you prepare as well as the necessary paperwork you will need to submit to EAP before departure. Although homeschooling is legal in the U.S., it is not legal in many countries around the world. If you are planning to homeschool dependents while you participate in EAP, it is your responsibility to contact the embassy or consulate of your EAP country to find out, in writing, if homeschooling is legal and/or whether you must follow compulsory attendance laws. If it is legal, plan ahead as to how your children can be schooled while you are in class or on class excursions, and whether you will need to take with you educational materials. Find out if homeschooled children will be assessed by educational authorities and if there are educational guidelines you must follow. If homeschooling is not legal, do not plan on doing so; violations of local law subject EAP participants to dismissal from the program. 74 Back UCEAP Guide to Study Abroad 2010-2011 Extension of Participation Extension of Participation Consider Extending Review EAP extensions and keep your options open... Steps in the Obtain approval to extend before departure... Extension Process Request final approval to extend by the deadline after departure... Final approval of your request... Retracting your extension request... Logistics for the You are responsible for planning the details of the next term... Next Term Extension program budget and payment due dates... Back-to-Back You may be able to participate in more than one EAP program... EAP Programs Back UCEAP Guide to Study Abroad 2010-2011 Extension of Participation Consider Extending Review EAP extensions and keep your options open Students on short-term programs often discover after the first term abroad that they want to stay longer. After a few months in the host country, students have increased language skills, they are acclimated to the local traditions and customs, they have made bonds with new friends, and they decide they want to stay longer; unfortunately, many students come to this conclusion too late. If you can anticipate the possibility of extending your participation now, you will be ahead of the game. It is easy to extend if you obtain approval before departure (via the DPA form). You are encouraged to consider this opportunity. Most short-term EAP programs enable you to extend your participation from the first term to the next within the same program or country. It may also be possible to extend EAP participation at the same site to the following academic year. Refer to the following detailed listing of EAP extension options. 76 Back UCEAP Guide to Study Abroad 2010-2011 Extension of Participation Steps in the Extension Process Obtain approval to extend before departure Complete and submit an approved Departmental/College Pre-Approval to Extend form (DPA) at the time of EAP application. If you miss this first deadline, you may still submit a DPA during the predeparture period, depending on the program. The DPA must include a "yes" response and must be approved and signed by your departmental/college advisor. Submitting a DPA does not commit you to extending, but it keeps your options open; if you decide to extend once abroad, having a DPA will make the process much easier. Request final approval to extend by the deadline after departure Know the deadline to request extension of your participation once you are abroad. Your Study Center may send a reminder, but it is your responsibility to meet the deadline. To extend your participation, complete a Request for Final Approval to Extend form (RFA). The RFA can be used only if you originally submitted an approved DPA. Give the RFA to your Study Center Director or Liaison Officer. Alternate Step: If you did not submit an approved DPA before departure, you must complete a Petition to Extend form (PTE) instead of an RFA. The petition process is lengthy and complicated; it must be approved by UOEAP, your UC campus department chair, and the UC dean or provost. Obtaining approval to extend using this form can take up to six weeks if not longer, and there is no guarantee that you will be approved to extend. It is best to avoid the frustrations and delays associated with this process by getting preapproved with a DPA before departure—even if you do not expect to extend your participation that early in the process. Final approval of your request Your Study Center may or may not approve your RFA, but usually it is approved. Once approved, the Study Center will forward the RFA to UOEAP for final approval. Final approval is determined by UOEAP and contingent upon space availability in the program, fulfillment of financial obligations, and satisfactory academic and behavioral standing. RFA final approval usually takes 24–48 hours. Once your extension has been approved, notification will be sent to your home campus registrar, Financial Aid Office, and EAP. Allow for time to process your updated status. This will affect your billing and one-time disbursement. Retracting your extension request If you need to cancel an approved RFA or Petition to Extend (i.e., extension withdrawal), you must immediately notify both UOEAP and the Study Center of your decision in writing. If you retract an extension request, you may be responsible for paying a withdrawal fee plus unrecoverable costs. Refer to the Student Agreement for additional information. 77 Back UCEAP Guide to Study Abroad 2010-2011 Extension of Participation Logistics for the Next Term You are responsible for planning the details of the next term Obtain any needed documentation for the correct student visa to cover the next term. Make sure you have housing and that other logistical issues are in order. Budget appropriately! If you need gap insurance coverage when you return to the United States after your extension program is over, remember to fill out a new Gap Health Insurance Enrollment form as soon as your extension is approved. Extension program budget and payment due dates Make timely payments for the additional program. The EAP Student Budget and Payment Vouchers provide exact program fees and due dates. Refer to the due dates of the year program in which you have extended into. If you receive financial aid, contact your UC Financial Aid Office to request a revision of your financial aid package. This process may result in a delay in receipt of financial aid revisions. Extend From a To a Final Payment Due fall program year program December 1 spring program year program August 1 A billing notification will be sent 30 days prior to the final payment due date to the e-mail address you entered in MyEAP. If you are also sent a bill from your UC campus for the term to which you are extending your EAP participation, contact your UC campus billing office in order for them to remove the fees. 78 Back UCEAP Guide to Study Abroad 2010-2011 Extension of Participation Back-to-Back EAP Programs You may be able to participate in more than one EAP program You can arrange this before leaving the U.S. Submit a separate application for each program option by the campus deadline. The Campus EAP Office may have additional requirements. Participating in back-to-back programs requires an exceptional level of organization and maturity. You must prepare in advance for the second program while completing the first one. For example, you may need to obtain a visa or entry permit for the second program while you are outside the U.S.; this may require you to fly home between programs or pay for a second passport. 79 Back UCEAP Guide to Study Abroad 2010-2011 Withdrawal from EAP Withdrawal from EAP Withdrawal Notify EAP in writing if you withdraw... Procedures Withdrawal before departure... Withdrawal after departure... Administrative withdrawal... Financial EAP account and financial aid adjustments... Obligations UC fee categories and refund terms... Estimated personal expenses... Back UCEAP Guide to Study Abroad 2010-2011 Withdrawal from EAP Withdrawal Procedures Notify EAP in writing if you withdraw Whether you withdraw before or after departure, written notification to EAP is required. For a predeparture withdrawal, you must notify your Camus EAP Office. For a post-departure withdrawal, you must file a Petition to Withdraw with the EAP Study Center. Financial penalties and fees may apply, so consider the decision carefully. h Decide before you go that you will give the program a chance; that you will not immediately withdraw at the first obstacle. Withdrawal before departure A predeparture withdrawal is any withdrawal prior to the official start date of the program as indicated in the EAP program calendar. You must contact your Campus EAP Office for a predeparture withdrawal. No financial liability to EAP is incurred if the withdrawal is completed prior to the withdrawal deadline as specified in Section 7 of the Student Agreement. Regardless of the reason for withdrawal, if you withdraw or become disqualified to participate in EAP after the withdrawal deadline, you are subject to a $500 minimum fee, program fees, and unrecoverable costs determined by EAP, which can include fees assessed by a host institution or third-party service (according to deadlines established by those entities). Withdrawal after departure A post-departure withdrawal is any withdrawal after the official start date of the program as indicated in the EAP program calendar. Post-departure withdrawal is an important matter with the potential for academic, financial, and personal consequences. It is also a formal process whereby you must notify EAP that you are leaving EAP. The EAP Student Agreement is binding for the full duration of the program and carries with it legal and financial obligations. Release from any of these obligations depends upon the circumstances of the withdrawal. You are expected to attend EAP for the full duration of the program, whether that is a summer, semester, quarter, or academic year. Requests to shorten participation in EAP are treated as withdrawals from EAP. Early withdrawal from a term ordinarily cancels all academic credit; partial credit for year-long courses usually is not possible. Petition to Withdraw If you are considering post-departure withdrawal from EAP, consult the Study Center Director for advice and for assistance in completing the necessary procedures. To withdraw from EAP, you must file a Petition to Withdraw with the Study Center who will forward it to UOEAP for further processing. Failure to submit the Petition to Withdraw can jeopardize registration privileges for future terms at UC. The Petition to Withdraw serves the following functions: Official Notice of Withdrawal: It serves as official notice that you have left or are leaving the program and terminates the Study Center's responsibility for you. Course Disposition: The Study Center Director indicates the disposition of your course work on the Petition to Withdraw. Withdrawal from the program while courses are in progress may carry serious academic consequences. Depending on the timing and circumstances of the withdrawal, courses in progress may remain on your record with a notation of "W" or, in certain cases, a grade of F if deemed appropriate by the Study Center Director as instructor of record (or in the case of Study Centers directed by a Liaison Officer, by the EAP Academic Dean). If you leave the program without authorization before the end of the term, you may be administratively dismissed from EAP and may receive an F in each course in which you were enrolled. 81 Back UCEAP Guide to Study Abroad 2010-2011 Withdrawal from EAP Effective Date of Withdrawal: It establishes the effective date of withdrawal, which in many cases determines the financial impact. The effective date of withdrawal is based on whichever is later: 1) the day you notify EAP that you are withdrawing or 2) the last date of your documented participation in an academic activity (e.g., attended class; took an exam; submitted a paper; participated in a scheduled class discussion, tutorial, or counseling session; or attended a Study Center organized orientation or counseling meeting). In the case of a planned withdrawal at the end of a term, the effective date of withdrawal is the last day of final exams for the term. Readmission to UC: It provides valuable context for the UC campus dean who makes the final decision about any conditions of readmission to UC for subsequent term(s). The Petition to Withdraw from EAP must include your statement of the reasons for withdrawal and a statement from the Study Center Director. These statements may be considered by the UC dean or provost in determining any conditions of readmission. Registrars' handling of withdrawal and the procedures for continued enrollment vary by UC campus. On some campuses, a student who withdraws from EAP for reasons other than health or some critical circumstance beyond his or her control may not be able to register at the UC campus until one or two terms have lapsed after withdrawal. The UC dean or provost will receive the Petition to Withdraw and will then determine the conditions of return. Contact your Campus EAP Office for information about the policies and procedures for readmission and the possible impact of withdrawal on your UC academic program. The petition is reviewed by the Study Center Director, the relevant Regional Director at the Universitywide Office of EAP, and the requested term of readmission to UC is approved by your UC campus dean or provost with or without conditions. Insurance Coverage Your insurance coverage will be impacted by withdrawal, regardless of the reason. Insurance coverage on EAP ends 31 days after the official Effective Date of Withdrawal. If you do not have private insurance, you will need to make plans to continue insurance coverage by purchasing Gap Insurance. For details, refer to the UCEAP Insurance Plan brochure. Administrative withdrawal Administrative withdrawal is an action taken either by the Campus EAP Office or the Universitywide Office of EAP. A student can be administratively withdrawn from the program before or after departure. You may be administratively withdrawn if you: • Fail to complete academic requirements allowing your placement or continued participation in the program (e.g., meeting GPA, language, and other program prerequisites) • Do not follow EAP procedures • Fail to meet administrative requirements (e.g., submitting required documents, meeting deadlines, etc.) • Violate UCEAP policies (e.g., academic and personal conduct, safety, travel, etc.). See the UCEAP Policies and Contracts chapter of this guide for all policies. All disqualified students are subject to discontinued insurance coverage, which ends 31 days after the official Effective Date of Withdrawal, as well as applicable financial and academic penalties. Penalties include but are not limited to unrecoverable program costs and fees assessed by EAP, the host institution, and third-party service providers abroad. 82 Back UCEAP Guide to Study Abroad 2010-2011 Withdrawal from EAP Financial Obligations EAP account and financial aid adjustments h Once you withdraw, your EAP account will be adjusted to reflect prorated fees and unrecoverable expenses. Once your student account and financial aid package have been revised, a billing notification (for debit balances) or a disbursement notification (for credit balances), will be sent to the e-mail address indicated in MyEAP. If you are a financial aid student, a revised budget will be sent to your campus Financial Aid Office, which may result in a reduction of the amount of your original financial aid package. Due to this revision in the financial aid package, you may be required to reimburse money already advanced. You are responsible for any EAP program fees and financial disbursements already received that are not covered by the revised financial aid package. Scholarships and other financial aid are retroactively reduced if you withdraw or become disqualified. If these adjustments result in a balance due to EAP, your UC registration will be blocked until the balance is paid. If your EAP student account is revised based on withdrawal, you may receive refunds or credits to your account according to the type of fee or expense. Fee categories and refund terms are as follows. UC fee categories and refund terms • UC registration and education fees and EAP summer program, ILP, and pre-ILP fees (where applicable) are refunded according to Federal Title IV regulations as interpreted by each UC campus. Access the Schedule of Refunds for 2010-11, and locate the refund Schedule B, which is applicable to you. • EAP Administrative fees will not be refunded. • Campus fees are charged by EAP term and are not refunded after the start of the term. • Housing, pre-ILP housing, and ILP housing fees charged by EAP (where applicable) may be refundable; this is determined by the contract between EAP and the housing provider. • Student activities fees and other fees specific to your program are generally not refundable unless costs can be recovered by EAP. Estimated personal expenses If you withdraw, you may have incurred personal expenses, referred to as Estimated Personal Expenses in the EAP Student Budget. You are personally responsible for these costs; bear in mind that airlines, housing providers, and other non-EAP entities may have cancelation penalties for fees paid directly to them. Financial aid students: The impact on financial aid will depend on the type of expense and the date of withdrawal. Based on the effective date of withdrawal, the EAP student budget will be revised and sent to your UC campus Financial Aid Office. Based on this revised budget, your financial aid package may also be revised, as follows: • For all expenses charged to you by EAP, you will receive a credit on your EAP student account for any refundable cost, as described in the UC fee categories and refund terms section of this guide. • The Estimated Personal Expenses category of the EAP Student Budget will be recalculated. For purposes of financial aid, you will receive full credit for predeparture expenses and round- trip airfare as estimated in the original student budget. However, all other Estimated Personal Expenses will be recalculated based on the actual amount of time spent enrolled in EAP. • Based on any credits to your EAP student account, revisions to Estimated Personal Expenses, and Title IV regulations as interpreted by your UC campus Financial Aid Office, your financial aid may be reduced. This determination is made by your Financial Aid Office, not by EAP. 83
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