Professional Documents
Culture Documents
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 Universitys student-related nondiscrimination policies may be directed to the campus Affirmative Action Office.
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Introduction
Introduction
Welcome to the University of Californias 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!
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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.
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Academic Information
Campus Policies and Procedures Course Information
Before and after EAP, most academic questions are specific to your campus... Academic Planning Form... Course search engines... General education and major requirements... Repeated course work... Host institution course work...
Summer programs have different requirements than other programs... 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
Vacation travel and absences... Taking and retaking final exams in the U.S. is not permitted... Process for undergoing Special Study Projects... Internships for academic credit... Extracurricular internships and community service... Changing your MyEAP Study List... Unauthorized program changes... 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...
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Academic Information
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.
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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 Registrars 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.
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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.
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Academic Information
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Academic Information
Academic Information
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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 Registrars 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.
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Academic Information
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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 institutions 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 institutions 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.
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Academic Information
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Academic Information
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Academic Information
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Academic Information
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Academic Information
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.
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Academic Information
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Academic Information
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Discuss questions and concerns with EAP staff... Register your EAP trip with the U.S. Department of State... Sign your passport and fill in the emergency information... Develop a personal emergency plan...
Know the laws of your EAP country... Assume responsibility for all the elements necessary for preparing for EAP... 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...
Be aware of your surroundings and avoid being a target of crime... Pay attention to your actions and appearance and try to adapt... 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...
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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.
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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.
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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
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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
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Student Life
Student Life
Important Documents
Obtain a valid passport or renew an invalid one... 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...
Specific arrival and orientation requirements you must adhere to... 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... Dont allow obstacles stop you from studying abroad... Be prepared to experience reverse culture shock; you will be a different person...
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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.
h International travel prior to the Official Start Date may be restricted due to
visa processing and issuance.
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Student Life
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.
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Student Life
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 peoples 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 countrys 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.
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Illegal drugs
Student Life
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.
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.
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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.
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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.
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Student Life
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Student Life
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 persons 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 EAPs Title IX Sexual Harassment Officer: Ins DeRomaa Office phone: (805) 893-7936 Mobile phone: (805) 451-1704 E-mail: ideromana@eap.ucop.edu 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.
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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.
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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 Payments
The EAP Student Budget outlines your program and personal expenses ... 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 for late payments, insufficient funds, and returned checks ... 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...
Money Matters
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Money Matters
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 programspecific fee, which are payable to UOEAP. Depending on the program, other fees such as housing may be included. Check your budget to see what is included in your program fees. 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.
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Money Matters
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.
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.
Money Matters
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.
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Late payment fees
Money Matters
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.
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 programs 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.
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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.
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, programspecific, 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.
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Money Matters
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 cashiers 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.
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Money Matters
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
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Money Matters
Brazil, Japan, Mexico, Turkey, Vietnam Argentina, Chile, Hungary, Philippines (on hold), Spain, Thailand Egypt, Korea, Netherlands, New Zealand, Singapore Costa Rica, Hong Kong, Italy, Russia Barbados, Denmark, France, Ghana, Sweden Canada, China, India, South Africa, Taiwan Australia, Germany, Ireland, Israel, United Kingdom
aescarsega@eap.ucop.edu (805) 893-4023 dabrams@eap.ucop.edu (805) 893-2761 gtoms@eap.ucop.edu (805) 893-4748 jabrown@eap.ucop.edu (805) 893-4812 jmeyr@eap.ucop.edu (805) 893-5928 pchou@eap.ucop.edu (805) 893-4778 rwilson@eap.ucop.edu (805) 893-5927
Gunn Toms Janet Brown Justine Meyr Pearl Chou Rachel Wilson
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Insurance
Insurance
Health Insurance Coverage
Carefully verify you have adequate insurance 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...
UC student Travelers Insurance coverage... Personal property insurance and other benefits... Be prepared to pay up-front for medical services... Insurance claims and reimbursement of medical expenses... Instructions for completing a claim form...
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Insurance
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.
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Insurance
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.
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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.
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Insurance
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)
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Health
Health
EAP Health Requirements Prevention
The EAP Health Clearance is a requirement for participation... Some countries require an online travel health education certification course... 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...
Influenza (flu) vaccine... Sexually transmitted diseases... HIV/AIDS... Abuse of alcohol and other drugs...
Make sure your medications are legal abroad ... 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 Health
Discuss and disclose health conditions before departure... Types of psychological disorders... References and resources...
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Health
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Health
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Health
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Health
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HIV/AIDS
Health
AIDS is a chronic, life-threatening condition caused by the human immunodeficiency virus (HIV). By damaging your immune system, HIV interferes with your bodys 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 persons 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.
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Health
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 23 hours to eliminate the alcohol content of two drinks, depending on your weight. Nothing can speed up this processnot even coffee or a cold shower. Myth: Id 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.
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Health
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 countrys embassy or foreign service office in Washington, DC about restrictions.
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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.
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.
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Health
h Note that TSA requires that insulin in any form, and a dispenser, must be Sample first-aid kit
properly marked with a professionally printed label identifying the medication or manufacturers name or pharmaceutical label.
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.
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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).
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 hallucinationsthe experience of images or sounds that are not real, such as hearing voicesand 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.
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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 persons patterns of thinking and behavior significantly differ from the expectations of society and are so rigid that they interfere with the persons 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 ones character and behavior); and paranoid personality disorder (pervasive distrust and suspicion of others such that their motives are interpreted as malevolent).
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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...
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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.).
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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, Aspergers 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.
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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?
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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?
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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?
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Extension of Participation
Extension of Participation
Consider Extending Steps in the Extension Process
Review EAP extensions and keep your options open... Obtain approval to extend before departure... Request final approval to extend by the deadline after departure... Final approval of your request... Retracting your extension request...
You are responsible for planning the details of the next term... Extension program budget and payment due dates... You may be able to participate in more than one EAP program...
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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.
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Extension of Participation
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 departureeven if you do not expect to extend your participation that early in the process.
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Extension of Participation
December 1 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.
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Extension of Participation
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Financial Obligations
EAP account and financial aid adjustments... UC fee categories and refund terms... Estimated personal expenses...
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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.
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 Centers 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.
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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.
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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.