TAFE QUEENSLAND STUDY ABROAD PRE-DEPARTURE GUIDE

Transcription

1 TAFE QUEENSLAND STUDY ABROAD PRE-DEPARTURE GUIDE

2 WELCOME TO OUR WORLD-WIDE UNFORGETTABLE MEMORIES PROGRAM 2 international.tafeqld.edu.au/study-abroad

3 TABLE OF CONTENT WELCOME 4 STUDENT AGREEMENT 5 PESONAL REQUIREMENTS 5 BEHAVIOUR 5 PUNCTUALITY, RESPECT AND COURTESY 6 SAFETY AND SECURITY 6 LAWS AND CUSTOMS 6 DRESS CODE 6 GENERAL INFORMATION 7 PAYMENTS AND REFUNDS 7 SCHOLARSHIPS AND GRANTS 7 FUNDRAISING 7 HEALTH 7 MEDICAL MATTERS 8 COMPULSORY TRAVEL INSURANCE 8 PASSPORT 8 VISA 9 WHAT TO TAKE 9 PACKING REQUIREMENTS 9 TRAVEL ARRANGEMENTS 10 TRAVEL, TICKETS AND ARRIVAL 10 CUSTOMS, QUARANTINE AND OTHER RESTRICTIONS 10 ENTERING COUNTRIES OVERSEAS 10 IMPORTANT DOCUMENT FOLDER 10 MONEY AND TAXATION 11 THE BASICS 11 CULTURE SHOCK 11 KEEPING IN TOUCH 12 SOCIAL MEDIA 12 STUDENT BLOGS 12 EMERGENCY CONTACT DETAILS 13 PHONE 13 ACADEMIC REQUIREMENTS 13 TRAVEL JOURNAL / REPORT 13 DAILY PROGRAM 13 EXPECTATION UPON RETURNING TO AUSTRALIA 14 EVALUATION 14 PRESENTATION 14 USEFUL CONTACTS 15 TAFE QUEENSLAND 15 WEBSITES 15 PRE-DEPARTURE CHECKLIST 16 NOTES 17 STUDY ABROAD PRE-DEPARTURE GUIDE 3

4 ENJOY YOUR ONCE IN A LIFETIME EXPERIENCE CONGRATULATIONS ON BEING ACCEPTED INTO THE TAFE QUEENSLAND S STUDY ABROAD PROGRAM. You are about to embark on an unforgettable adventure, one which will broaden your cultural awareness and allow you to gain a global perspective of your chosen industry. Studying abroad will allow you to network with industry professionals, increase your self-confidence and give you a distinct advantage in the graduate job market. Finally, remember that you are an ambassador, for both your country and TAFE Queensland and you will judged on your behaviour and on the impression that you leave. This is your opportunity to create a memorable study abroad and broaden your professional network so make the most out of the experience. This guide contains information, advice and instructions that you will need to follow prior to your departure, during your program and after you return. Please read the guide carefully as the answers to most of your questions will be found here. It is your responsibility to make your Study Abroad program a success. I encourage you to learn as much as you can about your destination and engage with other students and your study tour leader before you depart. Stay safe & enjoy your once in a lifetime experience! JANELLE CHAPMAN EXECUTIVE DIRECTOR TAFE QUEENSLAND 4 international.tafeqld.edu.au/study-abroad

5 THIS PRE-DEPATURE GUIDE WILL PREPARE YOU FOR TRAVEL. USE THE DATE FIELDS TO KEEP TRACK OF DUE DATES AND TICK THE CHECK BOX ONCE COMPLETED. STUDENT AGREEMENT ACCEPTING YOUR OFFER To participate in a Study Abroad program, you will need to enter into an agreement with TAFE Queensland. This agreement outlines the terms and conditions of your participation; please refer to the Student Agreement included with your letter of offer. Part of your agreement requires you to attend a mandatory pre-departure session. This will ensure that you have all the information you need to make an informed decision. Your pre-departure session details will be included in your letter of offer. PERSONAL REQUIREMENTS BEHAVIOUR As an ambassador for TAFE Queensland and your country, you will be required to adopt a professional attitude and behave in an appropriate manner at all times. TAFE Queensland has a policy that governs student behaviour. You must familiarise yourself with, and abide by, the TAFE Queensland Student Rules which can be found at: tafeqld.edu.au/current-students/student-policies You need to send a copy of the signed agreement to studyabroad@tafe.qld.edu.au Due date: DECLINING YOUR OFFER If you wish to decline your offer, you will need to confirm by the required due date via an to studyabroad@tafe.qld.edu.au STUDY ABROAD PRE-DEPARTURE GUIDE 5

6 PUNCTUALITY, RESPECT AND COURTESY Punctuality is a reflection of your consideration for others and should be maintained across all of your sessions as directed by your faculty study tour leader or faculty representative. You will be required to meet at designated points at allocated times before you leave and all participants are to be ready for departure when instructed. You should also be respectful, courteous and maintain a positive and culturally sensitive attitude throughout your experience. SAFETY AND SECURITY While you are about to embark on a fun, exciting and challenging adventure, it is also important to be mindful of safety and security concerns. We recommend you check the Department of Foreign Affairs and Trade (DFAT) Smart Traveller website located at: smartraveller.gov.au for: travel and health advice and bulletins local laws and customs safety and security passport and visa Information information about registering your presence with an Australian Embassy overseas. You will also need to register your travel plans on the Smart Traveller website so that you can be contacted by the Department in case of an emergency. This can be done at one of your pre-departure sessions once your flights, accommodation and travel insurance have been confirmed. Due date: TAFE Queensland will also be able to confirm details and information about the trip if families are concerned. All Australian citizens also have 24-hour access to the Consular Emergency Centre which can be accessed by calling LAWS AND CUSTOMS When you are in your designated country, the local laws and penalties, including ones that appear harsh by Australian standards, still apply to you. If you are arrested or jailed, the Australian Government will do what it can to assist you, but cannot guarantee to get you out of trouble or out of jail. In particular, penalties for drug-related offences, including marijuana use, are severe in some countries and come with minimum mandatory sentences. You will need to familiarise yourself with the specific laws and customs of the country you are travelling to and can do so via the Smart Traveller website. Information on what Australian consular officers can and cannot do to help Australians in trouble overseas is available from the Consular Services Charter at: smartraveller.gov.au/services/consular-services-charter.html DRESS CODE Dress codes may vary between programs, however, generally you will be required to wear smart, casual, conservative clothing appropriate to the country you are travelling to and the program activity you will be involved in. Specific dress codes required by the partner institution will be communicated by your study tour leader or faculty representative. 6 international.tafeqld.edu.au/study-abroad

7 GENERAL INFORMATION PAYMENTS AND REFUNDS The total cost of your program will be included in your Letter of Offer, along with your payment options. In all cases, accepted students are required to pay a 25% deposit equal to the total advertised cost to secure a place in the program. Once you have submitted your student agreement, and after you have attended your first mandatory pre-departure session, you will be notified via regarding payment instructions. Deposit Due Date: Should you not make the required payment by the assigned due date and have accepted your offer, you will be contacted about your continuation in the program. If we do not hear from you within one (1) week of an offer being made, your place in the program will automatically be withdrawn. SCHOLARSHIPS AND GRANTS If you have been successful in receiving a scholarship or grant to assist in reducing the cost of your program, your acceptance letter will outline any outstanding payments (if any) you will be required to make. Please note that if you have received a scholarship and later withdraw, this funding you cannot be used to cover any withdrawal costs. FUNDRAISING To further help reduce the costs of the program your faculty may schedule fundraising activities that your group will participate in prior to departure. Please contact your faculty study tour leader to determine if this option is available and note that any funds raised will be evenly deducted across the group of participants. Second Payment Due Date: Your second payment timeframe will generally be scheduled a month or two following this, and the due date will be included in your letter of offer. Please note that travel bookings are generally made after this payment timeframe and refund restrictions will apply*. Should you fail to make payment by this date, your flights may not be booked with the group and will be subject to availability and cost at the time of booking after payment is made. Final Payment Due Date: The final amount and full payment must be made no later than two weeks prior to departure. Your final payment may change; depending if fundraising activities have been undertaken by your faculty to help reduce this amount. You will receive an reminder prior to all payment timeframes with payment instructions; however it is still your responsibility to make payment by the due dates. Students with outstanding payments will be followed up for collection and may be withdrawn from the program. *REFUNDS Unless your Student Agreement outlines specific cancellation penalties as specified by the supplier, if and when a Study Abroad Program is cancelled by a student, only deposits/fares (in excess of the $ administration fee) refunded to TAFE Queensland regions by the supplier, will be distributed/returned to you. If a Study Abroad Program is cancelled by TAFE Queensland, any deposits/fares refunded to TAFE Queensland regions by the supplier, will be distributed/returned. STUDY ABROAD STUDY PRE-DEPARTURE ABROAD PROGRAMS GUIDE 7

8 MEDICAL MATTERS It is recommended that you arrange to have a full medical and dental check-up prior to departure. Health emergencies can be incredibly expensive in some countries, so make sure you schedule these appointments before you leave. You will also need to ensure you have all of the necessary vaccinations before departure. See the Travel Doctor website at: traveldoctor.com.au for more information. Make sure you have copies of any relevant optical prescriptions (and a spare pair of sunglasses or contact lenses) with you. All students should also be up-to-date with routinely recommended immunisations. For more information please go to medicareaustralia.gov.au COMPULSORY TRAVEL INSURANCE Comprehensive travel insurance is generally included in your program package, and is provided by Covermore (unless otherwise specified). For more information about International Travel Insurance or to download a copy of the Combined Financial Services guide and Policy Disclosure Statement please visit the Covermore website listed on page 15. Sending or taking medicine out of the country may be illegal under the Pharmaceutical Benefits Scheme (PBS), unless it is for your personal use, or the personal use of someone travelling with you. Penalties can be steep (up to $5,000 and/or two years in jail). Before sending or taking medicine subsidised under the PBS, you should: Contact the embassy of the country you are visiting to ensure the medicine is legal there Take with you a detailed letter from your doctor explaining your medical conditions and medication that may be required, in case it is requested by Australian or overseas customs officials Leave your medication in its original packaging, clearly labelled with your name and dosage. Prior to leaving Australia, you are required to inform your study tour leader about any health issues or prescription medication you will need to take overseas. TAFE Queensland will process your travel insurance enrolment on your behalf with the provider. Together with your flight confirmation, you will receive your policy details. Please note that if you chose to vary your cover, additional fees may apply. Save insurance policy and flight details in your travel folder. You may need to reference this information to register with Smart Traveller, arrange your visa or while you are overseas. PASSPORT You will need to urgently obtain a passport if you do not already have one and it will need to be valid for at least 6 months beyond your scheduled return to Australia. You can renew your passport or apply for a new one by filling out the necessary documentation available from Australia Post. Passport expiry date: We advise you to use your local doctor as early as possible to discuss any inoculations or preventative measures that may be required prior to departure. 8 international.tafeqld.edu.au/study-abroad

9 VISA Information about visa requirements can be found on your program fact sheet which can be found at international.tafeqld.edu.au/study-abroad. More information will also be given at your pre-departure session, however it is essential that you look up the Embassy or the Consulate of your destination country to determine the requirements (if any) and how to apply. Depending upon the country you are visiting, your visa may take several months to process and the application process will form part of one of your pre-departure sessions. Should your visa application require an invitation letter from the institution you will be visiting, please contact your faculty study tour leader or faculty representative. Due date to apply for VISA: WHAT TO TAKE GENERAL ITEMS Below is a list of recommended items to take: uniform (if required) conservative and weather appropriate clothing toiletries medications any prescription medication in its original packaging with relevant scripts (don t forget to register this with your faculty study tour leader) camera and charger contact lenses or eye glasses (if necessary) phone and charger international sim card if required power point converter / adapter money belt (invaluable for carrying important travel documents like your tickets, passport and money) zip lock plastic bags to keep your liquids separate and identifiable. PACKING REQUIREMENTS Be aware that airports have strict security requirements and you need to pack your bag accordingly. Never carry items for strangers, and make sure that you have packed your own suitcases and know what they contain. Consider purchasing TSA (transport security administration) approved luggage locks that can be easily opened and locked again by customs and security officers, thus minimising the potential for theft. Double check carry-on luggage requirements before leaving for the airport. Pack your most personal and valuable items in your carry-on bag. Make sure that nothing in your carry-on bag can be construed as a weapon (nail files, nail clippers, nail scissors, umbrella, pen knife etc.). Pack lightly but prepare for changes in temperature by wearing several layers of clothing. Universal travel adapters may be needed for electronic items. They are available from luggage stores and can also be purchased at the airport. Be aware of the rules for taking liquids, aerosols and gels in your carry-on luggage on flights into and out of australia at: infrastructure.gov.au/security. Update your address book, including phone numbers, and home addresses prior to your departure. Don t over pack. most things are available to purchase overseas, particularly toiletries. Check the weight restrictions for your flight as charges for excess baggage can be high. If you do over pack, it is cheaper to send your extra luggage via unaccompanied baggage services rather than using the airline. STUDY ABROAD PRE-DEPARTURE GUIDE 9

10 TRAVEL ARRANGEMENTS TRAVEL, TICKETS AND ARRIVAL TAFE Queensland will be responsible for booking your flights and accommodation on your behalf. The details of your proposed flight schedule and accommodation is included in your itinerary, accompanying your Letter of Offer. Generally, following the second payment timeframe, your group flight, travel insurance and accommodation bookings will be made and you should receive confirmation and your e-tickets within one to two weeks. TAFE Queensland will arrange all transfers from the airport to your destination and vice versa. This is generally included in the overall program cost. Things to note: Before you go, check that your ticket details are correct including your passport number and your name is spelled correctly. Print and save any documents you receive in your travel folder. CUSTOMS, QUARANTINE AND OTHER RESTRICTIONS DEPARTING AUSTRALIA You may take any personal goods out of Australia without having to pay duty/tax on these goods when you return (other than items that you purchased duty/tax free in Australia before your trip and which are in excess of your duty free concession). Goods purchased duty or tax free in Australia must be taken with you and inspected at the departure point. You may also need to declare these on your return. More information about customs matters can be located on the Australian Customs Service website at customs.gov.au under the Travellers section. ENTERING COUNTRIES OVERSEAS Make sure you re clear about the customs requirements and quarantine restrictions that apply in the country you are travelling to, especially in terms of expensive items and medication. Bring all relevant documentation and receipts to assist with clearing customs if necessary. TRAVEL FOLDER Below is a list of recommended paperwork to take with you: photocopies of important documents including your passport, airline tickets, visa and credit cards. Pack one copy in your hand luggage and leave one copy with a relative or friend - it s also a good idea to scan and yourself these documents so you have an electronic copy if you need it travel insurance information any required prescriptions and medical records bank details and your bank s contact number in case your cards go missing or are stolen. 10 tafebrisbane.edu.au international.tafeqld.edu.au/study-abroad

11 MONEY AND TAXATION You will need to confirm the currency for the destination country you are travelling to and if required, purchase it before you leave. Note that currency rates vary daily and from one money converter to another. Find out what your Australian credit cards offer and note any fees and changes from your bank - cash advance charges can be quite high and it is advisable not to use these unless you have no other option. Make sure you have sufficient local currency for immediate expenses when you arrive. If you use traveller s cheques, make a list of cheque numbers and keep them separate from your cheques. Cash passports are pre-paid pin protected travel money cards and may be an option as they are regarded as a safer option - to find out more contact STA Travel. Irregular shaped credit cards issued by providers may not work in overseas atms. Check compatibility with your bank before you depart. Automatic teller machines (ATMs) in some countries have restricted hours of operation, research your destination before you go. Wear a money belt when travelling around to ensure valuables are kept close to you. Make sure that someone at home has authority to act on your behalf and can transfer money to you immediately in case of an emergency. Please note that typical services available in Australia may not be used frequently in your host country. Some countries will not offer eftpos as widely as Australia does - some may use cheques more frequently and others may primarily rely on cash. THE BASICS Cultural awareness information is included in your pre-departure training, but it is worth doing some research of your own in order to get familiar with the country you ll be travelling to. Some research topics could include: maps of campus, city, and country currency, exchange rate, and cost of living climate and weather main languages spoken and dialects, typical lingo, slang and greetings estimated costs of basic essentials, for example, postage, phone calls, public transport, food and drink general history and geography of city and country political system, social customs, religion, attitudes, values, dress code, and social etiquette, etc. measurement and voltage differences (if necessary). CULTURE SHOCK Cultural differences are to be expected in a foreign country. The differences can be fascinating and exciting but frustrating and confusing at the same time. Managing your expectations and keeping an open mind are the keys to a successful adjustment. We have included a few websites on page 15 that may give you some tips on tackling the range of experiences you will face in your new environment, however more information will be covered in your pre-departure training. STUDY ABROAD PRE-DEPARTURE GUIDE 11

12 KEEPING IN TOUCH SOCIAL MEDIA No matter what kind of experience you are having, please keep us informed. It s highly likely that you are having the most incredible time, so please let us know about it! We d love to post your stories and photos as well as our Facebook and Instagram feeds, on our website or highlight your experiences in our newsletters and articles. Please see your Study Tour Leader or faculty representative for details. You will be asked to complete a Marketing Consent form during your pre-departure session. STUDENT BLOGS Writing effective and interesting blogs can seem like an intimidating task, but it doesn t have to be. Follow these tips to help you structure your posts, so that readers find them easy to read and engaging: 1. START WITH A CATCHY TITLE. Think about the kind of titles you click on and read in your newsfeed. What was it that made you click rather than scroll past? 2. STRUCTURE YOUR POSTS. Arranging your content into sub-headings makes it a lot easier for readers to absorb what you are communicating. Make a quick list of what you want to say before you start writing so you don t go off track. 3. THE INVERTED TRIANGLE. Humans are fickle creatures with short attention spans, so make sure you put the most important content at the top of your blog post. This ensures that even if the audience doesn t read all the way to the end, you will have at least communicated the most important information already. 4. PICTURES. Do you know what speaks 1,000 times better than writing 1,000 words? A picture! Pictures can motivate, inspire and convey emotion add in a few so we can share your experience. 5. BE YOURSELF. A blog isn t about writing an essay or trying to sound like someone you re not. Don t be afraid to let your personality shine through be natural and conversational. 6. HAVE FUN! Blogging is not only a great way of sharing your experiences with your readers, it s also a wonderful way of capturing your excitement while everything is still fresh. You ll probably never have these experiences again, don t miss the chance to cement these moments so that you can enjoy them again and again. Please send through your blogs to studyabroad@tafe.qld.edu.au. 12 international.tafeqld.edu.au/study-abroad

13 EMERGENCY CONTACT DETAILS TAFE Queensland will retain a copy of the details you supplied to us upon application should we need to contact someone in the case of an emergency. If your details have changed, please notify studyabroad@tafe.qld.edu.au,your study tour leader or faculty representative as soon as possible. emergency contact details have been sent to study abroad team. PHONE Purchasing pre-paid phone cards or local sim cards within your host country will alleviate hostel and pay phone charges. Skype, Viber or WhatsApp (if available) are also convenient (and cheap) ways to stay in touch with your family and friends. ACADEMIC REQUIREMENTS Activities form part of your academic assessment while you are participating in the Study Abroad Program. These differ between programs. Contact your study tour leader or faculty representative for more information. Below is a summary of general requirements: DAILY PROGRAM Each Study Abroad program has its own specific itinerary and you will be expected to participate in all activities outlined in the daily itinerary that is relevant to your program, included in this guide. Your itinerary is subject to change. Please contact your study tour leader or faculty representative should you have any further queries. STUDY ABROAD PRE-DEPARTURE GUIDE 13

14 EXPECTATIONS UPON RETURNING TO AUSTRALIA EVALUATION Your feedback is important to us. Prior to your return, you will receive an with a link to your student survey, through Survey Monkey. Participants are also required to attend a post-event debrief within a week of returning to Australia. You will receive notification prior to your departure with the details of you post-debrief session. Please note that completion of this survey and attendance at the post-debrief session are mandatory as part of your student agreement. PRESENTATION Students will be required to present their experience to fellow students, teachers, industry stakeholders and faculty management upon their return to Australia and may also be assessed on their presentations. The requirements and details of your presentation will be discussed with you by your study tour leader or faculty representative. 14 international.tafeqld.edu.au/study-abroad

15 USEFUL CONTACTS TAFE QUEENSLAND Study Abroad Project Manager Customer Service switchboard WEBSITES General TAFE Queensland Study Abroad international.tafeqld.edu.au international.tafeqld.edu.au/study-abroad TRAVEL SAFETY, CONSULATES, VISAS AND SPECIFIC COUNTRY INFORMATION Smart Traveller Australian Department of Foreign Affairs and Trade Embassy World find out where your embassy is Travel Insurance Health Culture Shock Finances Travel Guides Travel Maps Currency Converter smarttraveller.gov.au dfat.gov.au embassyworld.org Covermore covermore.com.au Travel doctor traveldoctor.com.au Students Abroad adjustments-and-culture-shock.php?country=general Centrelink/Youth Allowance centrelink.gov.au Lonely Planet Online lonelyplanet.com National Geographic plasma.nationalgeographic.com/apmachine XE xe.com/currencyconverter STUDY ABROAD PRE-DEPARTURE GUIDE 15

16 STUDY ABROAD STUDENT PRE-DEPARTURE CHECKLIST STUDENT NAME NAME OF PROGRAM PROGRAM DATES FROM: TO: ACTIVITY DUE DATE COMPLETED 1 Pay your deposit and secure a place on program 2 Confirm passport information if haven t already 3 Commence pre-departure program 4 Commence language training program (if required) 5 Commence application for visa to enter country Visit travel doctor to complete pre travel medical arrangements, including vaccinations if necessary Obtain letter from doctor covering use of medication (if necessary) and have all medication in the original labelled box Print copies of your travel insurance information and e-tickets and retain in important document folder 9 Submit any documentation required for funding or scholarships 10 Ensure you have access to appropriate adaptors/phone chargers and arrange overseas contact number / phone 11 Organise travel money e.g. travellex or visa debit/credit card / contact bank 12 Organise relevant currency 13 Ensure suitable clothing requirements are packed 14 Ensure carry on toiletries (must be smaller than 100ml) are secured in a clear zip lock bag 15 Make sure luggage is labelled/named and padlocked (if required) 16 Register with Smart Traveller smarttraveller.gov.au 17 Confirm your academic requirements with faculty representative (if required) 18 Make copies of all your travel documentation and leave copy with Study Tour Leader 19 Pay final deposits 20 Confirm departure logistics i.e. airport arrangements 16 international.tafeqld.edu.au/study-abroad

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20 international.tafeqld.edu.au RTO NO CRICOS NO E 2017 TAFE Queensland. All rights reserved.