WORK ABROAD PRE-DEPARTURE BRIEFING 2015 16 WEDNESDAY 29 TH APRIL 2015 PRESENTED BY ESSEX ABROAD
PROGRAMME Your Essex Abroad team Paperwork before, during, after Academic matters Communications Preparing to travel Your responsibilities abroad After your mobility
YOUR ESSEX ABROAD TEAM Name Role email Ivan Hutchins Head of Global Mobility saoadmin@essex.ac.uk Vicky Pratt Education Abroad Manager vpratt@essex.ac.uk Olivia Jenkinson Education Abroad Officer ocjenk@essex.ac.uk Meganne Lawrence Raluca Pasare Education Abroad Administrative Assistant Mobility Grants and Agreements Officer mklawr@essex.ac.uk rpasar@essex.ac.uk
ESSEX PAPERWORK BEFORE DEPARTURE University of Essex Insurance Opt-in Form (E) Travel Angel (Security Training) (E) Erasmus Mobility Grant Agreement (Erasmus students only) Training Agreement Overseas Employer Health & Safety Questionnaire Erasmus Language Test (E) Essex Accommodation Form (E)
University of Essex Insurance Opt-in Form (E) You have the to option to sign up for an insurance policy provided by the University of Essex on an opt-in basis. An electronic form will be emailed to you shortly. May not be adequate for your specific needs. Please read policy carefully. Does not cover Public Liability Insurance. University contact for Insurance matters is Mr Stephen Couch: scouch@essex.ac.uk Travel Angel (Security Training) (E) All students are required to complete an online security training questionnaire. If your destination is deemed high risk, you may be asked to perform an additional formal risk assessment. This is part of the university s duty of care to ensure that where you are going is safe for you. Will be in the same electronic email as the above insurance policy.
Erasmus Mobility Grant Agreement (Erasmus students only) This is the funding contract between you, the European Commission and the University of Essex. You will not receive an Erasmus mobility grant without the completion of this document. Overseas Employer Health & Safety Questionnaire All students will need to submit an Overseas Health & Safety Questionnaire to be completed by your employer before you depart. This document can be accessed on the Working Abroad page of the Essex Abroad Website. http://www.essex.ac.uk/essexabroad/work-research/default.aspx
Training Agreement Officially outlines the details of your work placement Specifies learning outcomes, monitoring plans and methods of assessment required by your Department to ensure that your placement is an accredited part of your degree Contract between; -Host organisation -University of Essex -You (the student) Clarifies each parties responsibilities Changes MUST be approved and formally tracked
Training Agreement Signatures; - Signatures are needed from the three parties involved. (Essex, Host & You) - Every attempt should be made to secure signatures from all parties involved before you depart. - If you cannot get a signature from your host organisation before you depart, you have one month grace period to submit your completed Training Agreement to Essex Abroad in order to still receive an Erasmus grant. - Please note that the signatures must be dated on or before the official start date of mobility. NOTE: The official 2015/16 Erasmus Learning Agreement Template has not yet been published. It will be forwarded to those eligible for Erasmus grants as soon as it is available.
Erasmus Language Test (E) Language Test: A stipulation of the Erasmus grants is that you complete a Language Proficiency Test in the local language where you will be working at the start and end of your placement to track your progress. These are compulsory, regardless if you are working in the local language or in English. These are not pass/fail, but are designed to measure proficiency and acquisition. Essex Abroad will email you a license and access code at the appropriate time. Language Course You will also be issued a licence for a free online language course to aid your language learning whilst you are abroad. This is entirely optional. Au revoir
Essex Accommodation Form (E) Before your departure, an application for accommodation at Essex for the period after you return will be sent you electronically. Please complete this and submit the form to the Accommodation Office if you wish to be considered for on campus accommodation upon your return. NOTE: This is NOT a guarantee of accommodation when you return to Essex.
PAPERWORK WHILST YOU ARE ABROAD Changes to Training Agreement Certificate of Arrival
Changes to Training Agreement All changes need to be immediately and officially tracked on your Training Agreement. Signatures of approval are needed from all three parties. Signatures can be electronic, and in email form. (Please keep emails!) Certificate of Arrival Included in your packs. Needs to be signed by your supervisor / head teacher
PAPERWORK WHEN YOU RETURN Certificate of Departure (E) (Erasmus students only) Erasmus Placement Report (E) Erasmus Language Test (E)
Certificate of Departure (E) (Erasmus students only) Send electronically. Dates are used to calculate correct grant amounts. Erasmus Placement Report (E) Stipulation of grant. Erasmus Language Test (E) Language test post-placement.
ACADEMIC MATTERS Assessment for BC language assistantships No mark will be recorded for British Council Language Assistants year abroad. Rather, assessment will take place in the form of a portfolio of work demonstrating that C1 level has been achieved. Portfolio briefs will be available from the relevant module supervisors, and will include an assistantship diary. Submission deadline will be 31 st August 2016.
ACADEMIC MATTERS Passing your second year cleanly If your placement is a requirement of your degree then you will need to: - Ensure that you pass all 2 nd year modules cleanly - No resits or re-assessments - No serious academic or behavioural misconduct As soon as you are informed that you have breached any of these conditions, please alert the Essex Abroad office so that we can investigate the impact this may have on your mobility. Final Degree Classification With YA marks Without YA marks The higher of the two calculations will stand. Refer to your Rules of Assessment, and Appendix A
COMMUNICATIONS Email to your Essex account Keeping in touch Nonacademic matters Essex Abroad Funding Deadline Reminders Regular EA e- Newsletter
Changes to Training Agreement Pastoral care issues Missed Assessments & Extenuating Circumstances - Essex Abroad - D-SAO Keeping in touch
PREPARING TO TRAVEL Passport Check the validity of your passport to ensure that you have at least six months validity when you return to the UK. Allow sufficient time if renewal is required. Visa Residency Permits Consult the relevant immigration website to see if you are required to apply for a visa. Apply for the visa is the students responsibility, please give yourself enough time as processing times may be lengthy. If you hold a Tier 4 visa, please contact the Student Support office. If required, Essex Abroad can provide you with a document to support your visa application. In some countries you may be required to register with the local authority. Your host organisation should be able to advise you about local requirements.
Booking travel Think carefully before booking flight before having your visa approved and an acceptance letter from your host organisation. Your destination Know your entry destination (airport etc.) How do you get from airport to your accommodation? Where do you report for accommodation, your first day etc. Where is the closest police station/hospital/embassy etc. Travel advisories Check the Foreign & Commonwealth Office website for travel advice/restrictions. Medical Remember to fill any prescriptions that you require in advance. It might be a good idea to take along a note from your doctor supporting your prescription. Be sure that you are allowed to carry this medication internationally.
Money Matters Check how much cash that you are allowed to carry into the country. Try to get some of the foreign currency before you depart for immediate expenses and in case your credit card doesn t work. Have a back up money card. Alert your bank that you are going overseas. (They may need to activate an international function) You may want to look into setting up a bank account in the local destination if required. Pickpockets Dual Passport Holders If you do hold dual nationality, please be sure to enter and exit each country using the same passport. Customs Be sure to read about what you can and cannot take into a country. Both your host country and when you are travelling. Embassy It is recommended that you register with the local embassy of your nationality when you arrive.
Accommodation Do research of accommodation before you leave. Your host organisation may be able to assist or advise you on this. BC Language Assistants may be offered accommodation, however this is not always the case. Standards of accommodation may vary to what you are used to. It is always good to have a secure back up for the first few days that you arrive. (Eg. Keep the number of a nearby hotel handy) Insurance Please make sure that you take out comprehensive insurance for your period abroad. Please note: Public Liability Insurance was a stipulation of last years Erasmus grant. It is also not covered by most policies. Please check if this is something that your host organisation can cover you for. If it is again a requirement for the Erasmus grant, Essex Abroad will be in touch to discuss your options. Taxes Are you liable in the host country as well as the UK?
First time traveller? Check the airports security restrictions. Websites for first time flyers. What to pack Don t take your whole wardrobe!! www.thirdyearabroad.com Important documents Make sure that you are carrying all of your important documents and credit cards with you in your hand luggage. It might be a good idea to photocopy all important documents and give a copy to your family to hold on to.
YOUR RESPONSIBILITIES ABROAD Essex Ambassador Communication Workplace behaviour Behavioural expectations at the host organisation. Respect local laws, customs and culture. Keep your Essex account active. Notify Essex Abroad (and your host institution) in an emergency. Notify Essex Abroad of changes to your contact details or circumstances. Be mindful that you are in other people s place of work as well as your own. Observe and the respect the standards established in that particular workplace. Be a responsible, respectful and reliable employee.
Be responsible for your own learning Training Agreement Skill acquisition Know / understand your surroundings Don t be afraid to ask questions and seek help. Language students Ensure that you are developing your spoken & written language skills. Try to embrace the local language as much as possible. Make the most of it! Appreciate the differences, learn about the culture and experience the local way of life. TAKE OWNERSHIP OF YOUR TIME ABROAD
AFTER YOUR MOBILITY Short online Essex Abroad questionnaire End of placement Be responsible for your own learning Re-entry debrief with D- Training SAO Agreement Skill acquisition Re-entry meeting with Essex Abroad Nov/Dec after placement Re-entry workshops/seminar
QUESTIONS