name: exchange destination: host institution · 2015-08-04 · budget plan currency in host country...

Name:

Exchange destination:

Host institution:

Exchange period:

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Greetings from International OfficeCongratulations on taking part in the Student Exchange Programmes (SEP) (International)!

This is your portable guide for essential information about your exchange. It explains what you need to do before you set off, while you are away and when you get back. We hope you will also use it as your personal logbook, where you can record your thoughts and experiences throughout your exchange.

Please read the handbook carefully before you go – and don’t forget to take it with you. Make sure you check for updates from HKIEd and your host institution during your semester overseas.

The SEP (International) is an exciting opportunity to learn about others, and yourself, through studying and living in a new environment. We wish you a memorable journey of discovery and look forward to hearing all about it.

Take care!

Fiona WongHead, International Office

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CONTENT04

BEFORE YOU GO◆ Explore your destination early

• Host institution• Host country

◆ Travel preparations• Planning your journey• Obtaining a visa• Off to a healthy start

◆ Insurance provision• HKIEd Group Travel Insurance• Additional insurance policy at your own cost• Mandatory insurance at your host institution

◆ Managing your money• Cash• Travellers cheques• ATM• Credit cards• Bank account• Budget plan

◆ What to pack• Limit your luggage• The right clothes• Essentials• An open mind

◆ Checklists• Before you leave• Bring with you• On arrival• Log 1: thoughts and feelings before leaving

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3HANDBOOK for Outbound Exchange Students 2015-16

STUDY ARRANGEMENTS◆ Pre-departure

◆ After you arrive• Changing/adding/dropping a course

◆ When you finish• Transcript• Block credit transfer• Log 2: notable experiences when studying overseas

MAKING THE MOST OF YOUR EXCHANGE◆ Be proactive

• Off to a good start• Sharing and learning experiences• Home links

◆ Adjusting to your new environment• Culture shock and homesickness• Safety and wellness• Legal matters• Log 3: reflections on living in a different country

RETURN◆ Back to Hong Kong

• Flight home• Additional travel• Evaluating your exchange• Helping others• Log 4: post-exchange changes and self-development

ESSENTIAL CONTACTS

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BEFORE YOU GO

Explore your destination early

Basic knowledge of your exchange destination helps you to adjust to your new environment more easily and adds to the anticipation. Find out the following ahead of your departure:

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HANDBOOK for Outbound Exchange Students 2015-16

Host institution

• Exchange student support, such as pickup service and orientation programmes

• Teaching and learning environment

• Accommodation and its location

• Food outlets on or near campus, and any meal plans

• Transport to and from campus, and from the airport to campus

• Social activities

• Medical and dental facilities

• Campus neighbourhood areas

• Emergency contact points

Host country

• Climate and suitable clothing

• Money and cost of living

• Telecommunication services

• Customs and sensitivities

• Health requirements, for example, immunizations and/or insurance policies

• Legal issues that may differ from Hong Kong

• Special holidays and events

• Sightseeing opportunities

1. Learn a few words/phrases in the local language if English is not the first language of your host country.

2. Locate and ask exchange students (inbound or returned outbound) for tips and advice about your destination.

To do

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Travel preparations

Planning your journey

Once you receive an acceptance letter from your host university,

you can start to make initial arrangements with your travel agent.

Arriving before commencement of semester enables you to settle in

and participate in any early activities, such as orientation. You must

complete all your academic requirements and examinations at your

host institution before coming back to Hong Kong so check these

dates before booking your return flight.

Bear in mind that the academic calendar of some host institutions

is different to what we have at HKIEd. If your exchange semester at

your host institution will officially end after the start of new semester

at HKIEd, please make sure you return from your exchange in time

for the new semester at HKIEd. This may involve making special

departure arrangements with the teachers and relevant units at your

host institution (e.g. taking exams or completing other assessment

early). If you intend to return after the new semester begins, you

must seek approval from your HKIEd Programme Leader/Coordinator

by submitting a leave application form. For the detailed regulations

and procedures about the Leave of Absence, please study the related

chapters in the latest issue of Student Handbook.

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Obtaining a visa

To go on exchange, you will usually need a student visa. Find out from

the consulate and your host institution the procedures to obtain this.

Consulates in Hong Kong (www.protocol.gov.hk/eng/consular) will

also have information on application fees and the documents required.

Allow ample time for processing before your scheduled departure.

In addition, make sure your passport will remain valid for at least six

months beyond your intended stay.

Off to a healthy start

Look up the health regulations in your host country and obtain

vaccinations and certificates, if required, before departure. Also, have

a check-up at the doctor and dentist before you go.

1. It is a good idea to wait to confirm your tickets and journey until your student visa is issued.

2. Rebooking your ticket is not recommended as it may incur an airline surcharge.

Suggestion

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Insurance provision

HKIEd Group Travel Insurance

HKIEd has effected a comprehensive Group Travel

Insurance policy for all students studying in government-

funded and self-funded programmes whilst travelling

overseas for any trip which is organized by or arranged by

or at the discretion of the Institute. The policy summary,

claim forms, and details of claim procedures are available

at the intranet (FO Corner>Insurance>Insurance for

Student). The hard copy of the claim form can also be

obtained at the HKIEd Finance Office.

Please note that HKIEd Group Travel Insurance (for

Personal Accident Benefits only) coverage commences

when the insured person (a student) is travelling directly

from their place of residence in Hong Kong to the

immigration counter within 4 hours before the scheduled

departure time of the carrier in which the insured person

has arranged to travel for the designated activity as

arranged by the Institute; and cease upon he/she is

travelling directly from the immigration counter in Hong

Kong to his/her place of residence within 4 hours after

the actual arrival time of the carrier in which the insured

person has arranged to travel upon the completion of

the designated activity. It includes any personal deviation

during and/or immediately before/after such designated

activity subject to a maximum of 180 days (for outbound

exchange students, it will be a maximum of 366 days).

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All other Benefits Items (except Personal

Accident Benefits) coverage will commence

whilst the insured person (i.e. student) is

staying anywhere overseas and cease upon

his/her arrival in Hong Kong.

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However, if your trip period is longer than 180 days (maximum 366

days for outbound exchange students), you should arrange your

own travel insurance for the excessive period. Please bear in mind

that medical expense, prescriptions and hospitalization charges are

expensive in certain overseas countries.

For any sickness or injury occurred in overseas, you should seek for

medical consultation and treatment from hospital or any registered

doctor, settle the medical expenses and claim for reimbursement from

insurance company within 30 days of such medical consultation. You

must obtain all original medical receipts and reports, ensure date of

consultation, DIAGNOSIS and doctor’s signature are shown on the

receipts, then submit claims under HKIEd’s Group Travel Insurance

Policy by the following procedures:

Step 1: Report the claim

Scan the completed group travel insurance claim form, proof of trip period (i.e. boarding pass or passport stamp), proof of trip nature (i.e. recommendation letter from IO) together with receipts and medical certificates, and send the file(s) to HKIEd Finance Office via email within 30 days of the incident causing the loss.

Step 2: Claim reimbursement

Submit the original claim form plus original supporting documents to the HKIEd Finance Office within two weeks of your return to Hong Kong.

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Additional insurance policy at your own cost

As per compulsory requirement in the Student Exchange Undertaking, you are required to buy additional travel insurance policy for the entire period of your exchange programme overseas. Make sure to present the proof of your own insurance policy to IO prior to your departure, and take notes of the claim procedures of your own insurance provider.

Mandatory insurance at your host institution

If your host institution requires you to join a mandatory insurance plan, apply as soon as possible. Otherwise you may not be able to register for class. Routine health issues can usually be met by on-campus health services. You may contact the international office or related departments at your host institution for advice.

For enquiries, please contact the following HKIEd Finance Office staff:

Ms. Vicki Lam

Email: [email protected]

Tel: (852) 2948 6410

Ms. Hidy Chow


Tel: (852) 2948 6088

Keep your insurance policy or certificates, retain all original medical bills and receipts or reports with diagnosis and doctor’s signature on it, otherwise you may not be able to claim for reimbursement.

Don’t forget

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Chiu Yuet Ming Karlsruhe University of Education, Germany(Semester 2, 2013-14)

“This exchange experience gives me a lot of opportunities to meet new friends and travel around. There is some culture shock though, however, once I have overcome it, I’m amazed how much I have learnt without even realizing it.”

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Managing your money

CashAvoid keeping large amount of cash in your wallet or student residence. International currency, such as US dollars, may make exchanging money easier. Take enough local currency for transport, phone calls, and food on arrival.

Travellers chequesThese pre-printed, fixed-amount cheques can be cashed worldwide and are available in several currencies. It is a safe way of carrying money as the cheque can be replaced if lost or stolen. However, there is often a charge for cashing them.

ATMCards belonging to the “Plus” or “Cirrus” networks are often accepted internationally but find out about how to activate the function and transaction fees first. Don’t rely solely on cards to withdraw money in case there are problems using them. Always have another way of obtaining money.

Credit cardsThese cards are convenient but there can be high conversion charges when making payments overseas. Before you leave, arrange with credit card companies how to settle payments while you are away.

Bank accountRegular remittances are easier to receive if you open a bank account in your host country. You can ask the international office at your host institution about procedures as well as check online.

Top tips

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Budget planCurrency in host country : HK$ 1 =

Items Amount

1. Smaller notes in the local currency are likely to be useful for purchases or transport while travelling and when you first arrive.

2. Inform your bank and credit card company that you plan to be overseas for a period of time. Otherwise they may stop the transaction of your card(s) for security reasons.

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What to pack

Limit your luggageTravel lightly! Only pack what you will need immediately on arrival, such as notes for your studies. You will usually be able to buy other daily necessities in your host country. Do not take expensive or cherished possessions. One large suitcase and one piece of hand luggage should be sufficient for your six-month stay.

The right clothesCheck the temperature and type of weather at your destination so you know what clothing to take. Students at your host institution will usually dress casually for class. If you have applied for a school placement at your host institution, please check the specific dress code.

EssentialsBring with you any regular medication and a copy of the prescription, a multi-system plug adaptor, this handbook, photos of your family, friends and Hong Kong. As you will be an ambassador for Hong Kong during your exchange, think about taking small items that represent Chinese and Hong Kong customs to introduce to new friends. Family photos can also help if you feel homesick.

An open mindBe ready for new adventures and ways of looking at life during your exchange. Actively seek friendships and build networks with those around you. Keep an open mind and be ready to adjust to different attitudes, approaches to learning, and lifestyles.

It may be useful to take a suit for more

formal occasions and a “national”

costume for special events.

Smart idea

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Cheung Chun Ming Masaryk University, The Czech Republic (Semester 1, 2014-15)

“Going on exchange in Czech Republic was an interesting experience. Though not many people speak English in Brno, I managed to combine body languages and drawing to overcome the language barrier. I also got to learn more about the culture and history which have provided me a different perspective of Central Europe.”

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Checklists

You will need to have completed the following before

you depart from Hong Kong. Use the checklists below to

record your progress.

Take photocopies of important documents with you

and keep a set in Hong Kong. You could also scan the copies

into PDF files and save them on a USB or webmail.

BEFORE YOU LEAVE:

HKIEd International Office

□ Provide the International Office with a copy of your student visa (if applicable), air/train ticket and itinerary, insurance form and policy

□ Submit your pre-departure documents as required

Other HKIEd sections

□ Submit your Study Path form to your Programme Office

□ Complete your hall check-out

□ Pay HKIEd tuition, hall fees (if necessary) and other expenses

For yourself

□ Have mail posted on to your home or host institution

□ Sort out other personal arrangements while you are away

Know-how

□ Knowledge of host institution and country

□ Money arrangements

□ Prepared for new challenges

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BRING WITH YOU:

Travel

□ Air/train tickets

□ Travel insurance certificate(s)

□ Itinerary, map, guidebook

□ Money, credit cards, travellers cheques

□ Hong Kong ID card

□ HKIEd student ID card

□ Passport (valid for at least six months after intended stay)

Host institution and country

□ Admission documents, with study visa and/or acceptance letter

□ Medical and accident insurance certificates

□ Financial records

Contacts

□ List of addresses and telephone numbers for host institution and other contacts in host country

□ Emergency contact list

□ List of contact names and telephone numbers at HKIEd

ON ARRIVAL:

□ Immigration arrival card

□ Immigration endorsement stamp

□ Customs declaration

□ Passport (valid for at least six months after intended stay)

□ Study visa

□ Host institution’s admission documents and/or acceptance letter

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Log 1Write down your thoughts and feelings before going on exchange:

Goals Action plans

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Expected difficulties Solutions

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Siu Yuen Ting Shirli Dongguk University, Korea (Semester 2, 2013-14)

“Joining the Student Exchange Programme was

the best decision that I have made in my learning

journey. During my exchange in Korea, not only did

I make many good friends from around the world,

but also I have widened my social network. I was

lucky that an opportunity was given to me to work

as an intern in an Art Museum where i worked as

an interpreter in a film festival. I have gained a lot of

great experience in the exchange programme and I

recommend it strongly to all of you.”

STUDY ARRANGEMENTS

Pre-departure

Choose the courses you wish to take at your host

institution. Locate course outlines and information

from your host institution’s website or request them

via email. Take note that pre-requisites may apply.

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Before you go, you must submit your block credit transfer (BCT)

application form and course outlines to HKIEd International Office.

Since the Institute adopts a more liberal BCT policy with effect from the

exchange cohort in 2015-16, please visit the relevant section in MyIEd

(please click ‘Credit Transfer’) and read the guidelines and instructions

of the BCT form for exchange programmes carefully. Alternatively, you

may visit the following webpage directly:

https://oraas0.ied.edu.hk/CourseRegLink/Programme_Info_Student_

Outbound_Exchange_2015.html

You should also submit your tentative study path for taking courses you

miss while on exchange to your Programme Office. Make sure you sign

and return the document to the Programme Office before the stated

deadline. Check with the Programme Office for further details.

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Online course registration at HKIEd normally takes place in May for Semester 1 of the next academic year and in October/November for Semester 2 of the same academic year. Look out for the relevant HKIEd announcement while you are away.

Watch for

After you arrive

Changing/adding/dropping a courseIf you find you need to change your initial study plan at your host institution, you have to revise your block credit transfer (BCT) application form, and submit it together with the new course outlines to HKIEd International Office.

As you make the changes, you may contact your Programme Leader/Programme Office/relevant staff in the Faculty Office, if applicable, for academic advice beforehand, particularly for cases involving matching of subject area. To facilitate the process, you will need to indicate the reasons for the change, and provide the title of each new course together with the course code, number of credits, contact hours (timetable if any) and course outline. Also provide the course code, title and number of credits of course(s) at HKIEd for your application of credit transfer.

You don’t need approval to drop a course but it would be a good idea to discuss this first with your Programme Leader/Coordinator/ relevant staff in the Faculty Office, if applicable, as you need to make sure your decision will not affect your full-time status at HKIEd (i.e.12 credits minimum per semester) and you can still fulfill graduation requirements. You should also check the minimum study loads at your host institution set by your student visa.

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The HKIEd International Office will use the transcript for block credit transfer. The original copy will be returned to you after the whole BCT process is completed.

International Office

A-G/F-10

The Hong Kong Institute of Education

10 Lo Ping Road, Tai Po

New Territories

Hong Kong SAR, China

When you finish

TranscriptYour host institution should send your transcript to the HKIEd International Office after you complete the exchange. You should CONFIRM this with the host institution’s admissions office or international office before you leave. Provide the following address if required:

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Block credit transferThis will be granted after completing the approved courses and receipt of the official transcript from your host institution. The BCT form together with the transcript (and if appropriate, course outlines particularly for cases involving matching of subject area) should be submitted to the HKIEd International Office. The BCT form will be routed to the respective Faculty Office and then the Registry for processing. When the BCT application is complete, the Registry will send a notification to you by post.

Transferred courses will be shown on your transcript but no grade will be given. Meanwhile, transferred credit points will be counted towards fulfillment of graduation requirements but excluded from the calculation of student’s GPA. More information is available at MyIEd intranet (click “Credit Transfer”) or the following webpage:

https://oraas0.ied.edu.hk/CourseRegLink/Programme_Info_Student_Outbound_Exchange_2015.html

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The HKIEd Registry will send you a notification letter by POST when your BCT application is complete. Make sure your correspondence address shown on MyIEd profile is accurate.

Reminder

Log 2Write down your memorable experiences when studying overseas:

Descriptions Rankings

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Chu Man Kit Kenny Kristianstad University, Sweden (Semester 1, 2014-15)

“Exchange is not just about travelling abroad, but also to share your culture with other students. In this Student Exchange Programme, I enjoyed the time with my friends from all around the world. We laughed together, we had countless gatherings and Fika (afternoon tea in Sweden), and we had lots of conversations about different cultures. The exchange students are really friendly and we become good friends!”

MAKING THE MOST OF YOUR EXCHANGE

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Be proactive

Off to a good start

It can help you settle in if you make a prior arrangement to be met by

your buddy or host institution representative at the airport. On arrival,

you should also:

• Register with the international office at your host institution

• Email HKIEd International Office to say you have arrived safely. In

addition, return your completed Verification of Full-time Enrollment

form so the office can contact you in an emergency

• Contact your family to let them know you have arrived

• Sign up for any orientation sessions to familiarize yourself with your

host institution and try to enlarge your social circle

• Register for or make changes to your courses, if necessary

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E HANDBOOK for Outbound Exchange Students 2015-16

Sharing and learning experiences

On exchange, there are a tremendous number of opportunities for

self-development, many outside the classroom. Explore your new

home, host country and set out to make new friends by joining as

many activities as possible. As a HKIEd and Hong Kong ambassador,

let other people know about where you come from. Popular topics

are likely to be:

• HKIEd campus life, programmes and history

• Hong Kong people, political, economic, education system, way of

life, relationship with Mainland China, and Chinese customs and

culture

• Your personal experiences

Writing your log in this handbook is another good way to think about

what is happening during your exchange. It will help to preserve

memories and show you how you change.

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Home links

Stay in regular touch with your family and friends in Hong Kong.

HKIEd International Office would also like to hear from you. If you

take short trips during or after your exchange, let your family and

the HKIEd International Office know. Keep your host institution’s

international office informed of your travel plans and contact

details as well.

Check your HKIEd email account frequently to keep up to date

with the latest news from the HKIEd International Office and

intranet. Make sure you are aware of matters at HKIEd that

require your action while away, in particular registration and

course enrolment.

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Ho Ka Ying Oslo and Akershus University College of Applied Sciences, Norway (Semester 1, 2014-15)

“This was my first time to visit European countries. I was so excited even I have already come back from Oslo. During these 5 months, I became more independent and mature. I knew more about myself, I knew how to take care of myself and how to cook well. I even learnt how to use limited budget to travel around the world.”

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Adjusting to your new environment

Culture shock and homesicknessDuring your exchange, you may find yourself missing the support of family and friends at home, or feeling anxious about handling situations in a different place. Such culture shock or homesickness is all part of adapting to a new environment. To help you to handle such feelings:

• Arrange your arrival to avoid last-minute panics

• Take familiar items, such as music, to help you settle in

• Join different types of student activities to make new friends

• Think about situations that may be challenging in advance to work out ways to handle them

• Build up a circle of friends and teachers for information or advice

You can also visit the student affairs office or international office at your host institution for advice or guidance on academic or personal issues, including interpersonal relationships, stress and time management.

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Safety and wellnessKeep up with current events in your host country and stay alert, especially about situations such as political unrest, natural disasters. If any serious incident does occur, contact HKIEd International Office for advice and assistance immediately.

You should act in a responsible manner throughout your exchange:

• Stay away from dangerous areas and gatherings, and don’t visit countries where there is unrest

• Avoid unsafe areas and pay more attention when travelling at night

• Don’t take a large amount of cash out with you

• Be aware of taboos and sensitive subjects

• Never take drugs or abuse alcohol, which can have major legal consequences

• Be alert to unwelcome sexual behaviour and seek assistance whenever is needed

• Never forget the severe consequence of casual sex

Looking after yourself health-wise is equally important to enable you to enjoy your time away from Hong Kong:

• Make sure you undertake exercise but don’t participate in any dangerous activities

• Wear suitable clothes for the climate

• Get enough sleep

• If you need to take regular medication, make sure you bring it with you, together with a copy of your prescription too

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Legal matters

You must abide by the laws and should respect the customs of your host country, as well as follow the regulations of your host institution, including hostel behaviour. Read financial, legal and other documents involving liabilities carefully and make sure you understand the terms and conditions before signing. If you are unclear, seek independent advice to clarify the contents as you will be legally bound by the document once it is signed.

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Log 3Your reflections on living in a different country:

Personal

Academic

Others

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RETURNBack to Hong KongYour exchange will finish at the end of the semester and after you have taken any examinations required. You should then return to Hong Kong and continue your studies at HKIEd.

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Flight homeIt is a good idea to reconfirm your flight back to Hong Kong several weeks ahead of your planned departure in case there has been a schedule change. If you alter your original date to fly home, please let HKIEd International Office know about the new arrangements.

Additional travelYou will need to check your student visa expiry date and make sure it is still valid if you want to go travelling in your host country before you return to Hong Kong. Your insurance should also cover this additional period as well.

Evaluating your exchangeWhen you return, HKIEd International Office will ask you to complete an evaluation. The deadline for filling this in will be provided later.

Helping othersAfter your exchange, it will be useful for you to share your experiences, especially with students who are preparing to go overseas. HKIEd International Office also suggests you join the Buddy Programme and take part in activities with exchange students studying at HKIEd to keep up your international links.

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Chen Sijia University of Regensburg, Germany (Semester 2, 2013-14)

“I am grateful that I was given the opportunity to expose to the European education system and I was able to learn so many things during my exchange. The best advice that I would give to students thinking about going on exchange is to keep an open-mind and be adventurous. You will find out how a new learning environment brings you an eye-opening experience.”

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Log 4Post-exchange changes and self-development:

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ESSENTIAL CONTACTS

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UsefulDon’t forget to check your HKIEd email account regularly and keep up with institutional announcements on:

• Tuition payment (Finance Office)

• HKIEd’s Group Travel Insurance (Finance Office)

• Student accommodation registration (Student Affairs Office/Estates Office)

• Government grant/loan application (Student Affairs Office)

• Course registration (Registry and respective Programme Offices)

• Exchange survey + important announcements (International Office)

• Study path, make-up classes following your exchange, and other related academic issues (respective Programme Offices)

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Address International Office

A-G/F-10

The Hong Kong Institute of Education

10 Lo Ping Road, Tai Po

New Territories, Hong Kong

Tel (852) 2948 7654

Fax (852) 2948 8198

Email [email protected] (for outbound exchange)

Website www.ied.edu.hk/io

Office hours Monday to Friday

8:30 to 12:30; 13:30 to 17:20

Outbound exchange team

Staff contact Ms Malina Siu, Team Leader

[email protected]

(852) 2948 7296

Miss Louise Li [email protected]

(852) 2948 8728

Miss Wincy Tse [email protected]

(852) 2948 7729

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Fill in the relevant phone numbers and email addresses as soon as they

are available for reference.

On exchange

Host institution

international office

Hall of residence

Academic advisor

Police

Local support services

Chinese embassy or

home country embassy

Travel agent

Airline

Bus/train service providers

In Hong Kong

Immigration Department hotline (852) 1868

HKIEd (852) 2948 8888

HKIEd International Office (852) 2948 7654


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Note

name: exchange destination: host institution · 2015-08-04 · budget plan currency in host country...

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