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Guide for Outgoing Exchange Students

www.aber.ac.uk/international

A Guide for Outgoing Exchange Students

Introduction

Studying or training abroad is an incredible opportunity, and you are about to embark on an amazing journey. This experience will help develop who you are and the way you look at the wider world around you. It is a chance to immerse yourself in a new culture and make new lifelong friends. It will help you develop greater social skills and will set you apart from the crowd.

For some of you, the prospect of leaving the UK may be quite daunting, for others it will be a welcome adventure. The aim of this experience is to challenge and inspire you, and we hope that you return more confident individuals, ready to embark on the next stage of your development with enthusiasm.

This booklet has been created to be a useful reminder of the information we provided in our pre-departure meeting. It has essential information and top tips for you, including contact details for the Study Abroad Team. It is designed to help improve your experience abroad, and is something you can refer to while on your placement, so please remember to take it with you.

We hope that you have an amazing time abroad. Please keep in touch with us while you are away, as we’d love to hear from you. We look forward to seeing you when you return.

Good Luck!The Study Abroad Team

1A Guide for Outgoing Exchange Students

Contents

Section 1: Pre-departure InformationPreparing Important Documents 3 Travel Arrangements 5 Accommodation 6 Packing 7 Insurance 7 Immunisation and Health 8 Academic Matters 8 Money Matters 9 Documents to take Abroad 9

Section 2: Your Life Abroad Adjusting to Your New Environment 10Safety While Abroad 13Keeping in Touch 14Returning Home 15

Section 3: Erasmus+ Students Erasmus+ Grant Eligibility 16Documentation Advice 16Document Checklist 19Grant Details 20

2 A Guide for Outgoing Exchange Students

Pre-departure Information

Preparing Important Documents

Ensure that you obtain all relevant documentation before travelling, well in advance of your intended leaving date. This section will hopefully provide you with the relevant information to get you started.

PASSPORTThis is an essential part of your documentation. It is a required document if you need to apply for a student visa or work permit. Potential host universities may also request a photocopy of a valid passport as part of the application process. You should ensure that your passport will be valid for a minimum of 6 months after the date of your return to the UK. In case of loss, it is a good idea to make a note of its number, date and place of issue, and keep this information separately from your passport and in a safe place. Ensure that you have written the full details of your next of kin in the back of your passport. You should always try to keep another form of identification, preferably photographic, on hand as a backup.

BIRTH CERTIFICATESome countries (e.g. France) may require a birth certificate as part of the process of obtaining local documentation. Please check with the embassy or consulate in your host country to determine whether you will need one before deciding to take it with you.

DUAL CITIZENSHIPTravelling with two passports may make you subject to increased scrutiny from immigration and security officials in other countries. If you have dual citizenship, please ensure that you make yourself fully aware of any potential issues in your destination country. You may be questioned about missing entry and exit stamps, and your reasons for carrying two travel documents. In some countries, possession of a second passport can result in its confiscation or a fine, and you may be prevented from leaving the country. Citizenship of another country may also carry requirements of military service, or the payment of specific taxes. Try to prepare for any of these possibilities well in advance. In the event that you run into problems as a result of dual citizenship, please contact the nearest UK embassy, consulate or government office as soon as possible.

MEDICAL EXAMINATION CERTIFICATEA medical examination certificate is a requirement for entry in some countries, and your host university/organisation may require this document to support your application. Please ensure that you consult with the relevant embassy in your destination country to make yourself aware of any potential requirements.


POWER OF ATTORNEYYou may wish to assign power of attorney to someone that you trust in your absence. This will enable them to act on your behalf for important actions, such as:

• Signing your student loan documents.• Dealing with your bank.

More information can be found about this by going to the following website: www.direct.gov.uk/en/Governmentcitizensandrights/Mentalcapacityandthelaw/index.htm

Be aware, however, that this process does incur fees.

VISAThis is relevant for students studying/working outside of the EU or for International students who will be studying/working within Europe through the Erasmus+ programme.

A visa is only required by students studying /working outside Europe, or by non-EU students who plan to go on an exchange within Europe through the Erasmus+ programme. UK and EU students do not need a visa to study at institutions within the EU or EEA (European Economic Area – Norway, Iceland and Liechtenstein) or Switzerland.

While staff at Aberystwyth International Office can offer basic advice, they are not qualified to offer consultations or in-depth advice regarding visa applications. Immigration laws are complex and subject to frequent change, therefore it is advisable to contact the appropriate Embassy directly. Any student who is not travelling on a British passport should make enquiries about the visa regulations and procedures pertaining to citizens of their home country. It is your responsibility to ensure that this is completed in good time.

It is important that you do your own research for matters regarding visas. You can come to the Study Abroad Office if you require further guidance. You may find the following websites are of use:

UK Visas and Immigration: www.gov.uk/browse/visa-immigrationUK Council for International Student Affairs: www.ukcisa.org.uk

STUDENT VISAYour student visa document is issued by your host university enabling you to study. In order to obtain one:

• Research the visa requirements of your host country, and make sure you understand the requirements based on your home country. Requirements may differ depending on your own citizenship, and not all countries require a student visa. In the case of some countries, you will not be allowed to apply for your visa until 3 months before your departure date.

• If after your own research you require further guidance please contact the International Student Advisor in the International Office, for more information on applying for your visa, the International Student Advisor can also provide a Schengen Visa letter from Aberystwyth University for Tier 4 International students:

Tel: +44 (0)1970 621548 Email: [email protected]

WORKING WHILST ON PLACEMENTIn some countries international students can be prohibited from working while on a student visa. Your visa comes with strict terms and conditions regarding work regulations and associated requirements that you must adhere to. If you are unsure of issues related to work you should contact the embassy of the country, you are visiting. If you intend to try and find work in your host country, either during or following your exchange, you should seek advice from the consulate or embassy in the host country concerning your eligibility to work and any potential visa requirements.

It is a good idea to assume that you will be unable to find work in your host country, and you should plan your finances accordingly. If you are then successful in finding a job, any income that derives from it can be treated as a bonus.

The working conditions and conventions in your host country may be different from those in the UK. You should gather information about the average working week in your destination country, expectations and any provision for absence and holidays – speaking to locals or previous exchange students may be useful in this instance.

MULTIPLE-ENTRY VISA -FOR STUDENTS STUDYING/WORKING OUTSIDE OF THE EUYou will need to obtain a Multiple-Entry visa if you have plans to travel outside your host country during your exchange. Ensure that you find out the visa requirements for the countries you intend to visit in plenty of time before leaving Aberystwyth.


Travel Arrangements

You are responsible for making your own travel arrangements to reach your exchange placement. It is not recommended that you purchase tickets for travel before receiving a letter of acceptance from either the host university/organisation, or your visa (if required – see the visa section in this booklet). You should begin considering travel arrangements as soon as your host institution/organisation confirms the date by which you should be present.

Things to bear in mind:

• It is VERY important that you are fully aware of the date that your host institution/organisation expects you to have arrived by, and if studying, when you are expected to commence your course. In this latter case, before confirming travel dates, consult your host institution’s academic timetable to find out if you are expected to attend any induction or orientation classes, as well as language classes. These are a great way to meet other students which will in turn help you to settle in and provide a smoother transition.

• Be careful not to arrive on a public holiday in your host country, as transport services may be cancelled or run on a different, more limited timetable during these periods.

• Consider travelling to your destination with other students from Aberystwyth. You can find out from your host institution or the International Office whether other

students are going to the same destination. It is a good idea to contact them as early as possible to explore the potential for joint travel arrangements – you may find that specific Facebook groups have been created for exactly this purpose.

• If you can afford it, ask your travel agent whether you can pay a supplement allowing you to alter the date of your flight. This will provide you with far greater flexibility if you are confronted with any last minute problems or changes to your schedule. Flexibility supplements do vary and can be up to an added £200. Also be aware that the more low-cost airlines are unlikely to provide this option.

• Research your destination. Using the internet, you will find a lot of useful information such as public transport information, which can often save you lots of money upon arrival and throughout your stay. Prior preparation may mean the difference between a £50 taxi and a £10 shuttle bus!

INTERNATIONAL STUDENT ID CARDThe ISIC entitles you to a wide range of discounts on products and services, including air, bus and train travel, student restaurants, cinemas, theatres, concert venues, shops, museums and travel agencies. It is the only internationally accepted proof of student status, and it is also widely accepted as an alternative form of identification. More information is available at: www.isiccard.com


Accommodation

Some institutions offer a variety of accommodation, such as student halls, residences and city apartments. However, it is a good idea to carry out thorough research beforehand, since the quality, availability and cost of this accommodation can vary considerably. If possible, it is advised to take an advance trip to your host institution during the summer in order to secure accommodation before the start of your study or work placement. This is particularly advisable in capital cities and popular tourist destinations, where they often experience shortages of cheap short-term accommodation.

When looking for accommodation, you should bear the following points in mind:

• RESEARCH: The university/host organisation will often include information about accommodation within its information package, in notes sent directly to you, or on university web pages. Many former exchange students are willing to share their experiences and offer advice, especially regarding accommodation. You can contact them through the Study Abroad Office or even by looking at groups on Facebook. Try to get an idea of the going rates for housing in the area in order to avoid being overcharged or otherwise exploited.

• PRIVATE HOUSING: Housing is not provided by all universities/host organisations and so you may be expected to find your own housing on the private market. If this is the case, it is preferable to begin researching potential accommodation well in advance of your departure date. Some universities have a housing office that provides help and advice in locating private housing.

N.B. The Study Abroad Office recommends you apply for accommodation as soon as the application process is open for the exchange students. Applying well before the deadline will allow you to maximize your chances of being allocated a room. Although, Study Abroad Office may be in position to assist you with contacting their counterparts at the host institution, all students are students enrolled with our partner institutions share the same right and RESPONSIBILITIES as the home students. This means that preferential treatment may not always be available and our partners reserve the right to follow their processes in all matters related to your enrolment.

If you are unable to secure accommodation before you arrive DO NOT PANIC as this situation is not uncommon. Make sure to arrive in plenty of time before your placement starts so you can stay in cheap temporary accommodation, such as a hostel or guesthouse, while you search for something more permanent. For your personal safety, ensure that you take someone else with you when you go looking for accommodation with private sources. Or contact the Study Abroad Office to find out if a former student has worked or lived there.

BEFORE YOU LEAVE THE UK, ensure that you have enough money to cover any deposits and in the case of host university accommodation, ensure that you know where you will be collecting your keys from. If you are planning to stay in temporary accommodation whilst you look for more permanent housing, it is advisable to book this well in advance as others will have the same idea.

BEFORE YOU SIGN ANYTHING, make sure that you fully understand any contracts and that you get a receipt for any monies handed over.


Packing

WEIGHT RESTRICTIONSInvestigate the weight restrictions in place on the airline you will be travelling with especially in the case of budget airlines where the allowance can be as small as 15kg. Paying for excess baggage can be expensive and in most cases the restrictions are inflexible. If you have a considerable amount of baggage to take with you, it may be worth enquiring with your travel agency about sending it unaccompanied or taking a more expensive flight which allows a greater baggage allowance. Be mindful of these restrictions while packing and try to reduce your load. Items such as toiletries may be cheaper to purchase at your destination and be aware that anything you take, you have to also bring back at the end of your stay.

ELECTRICAL APPLIANCES.Check the voltage system in your host country, and purchase the relevant transformers and adaptor plugs for any electrical equipment that you intend to use there, if they are not already compatible. This may include items such as laptops, hairdryers etc.

MEMENTOS.It is a good idea to take some mementos of home with you. Photographs of family and friends can help brighten up your new room and bring familiarity to your new environment.

TRAVEL INSURANCE COVERThis is relevant for all outgoing students.Aberystwyth University provides all its students who study abroad with travel insurance cover. A copy of the insurance cover summary can be downloaded from the university website prior to departure. Please read the summary very carefully and ensure that it covers your individual needs. The certificate should be carried with your passport (and EHIC card if applicable) at all times. It is highly recommended that you acquire a top-up insurance to complement AU’s insurance cover.

*Students on an Erasmus+ work placement should note that Aberystwyth University’s insurance policy will NOT provide you with cover while at work. It is your responsibility to ensure that your host organisation provides you with sufficient cover in the workplace.

Link to Insurance pages for a comprehensive list of Aberystwyth University Insurance for Study Abroad:www.aber.ac.uk/en/finance/general-information/insurance/#year-abroad-schemes-students

If you have any questions about what AU cover includes, please contact: [email protected]

ADDITIONAL INSURANCE.EUROPEAN HEALTH INSURANCE CARD (EHIC)This is relevant for students studying, working or travelling within the EU only.

Please Note: Even if you currently have an EHIC, you must still apply through the post for a new card if you intend to study

Insurance

abroad as the card you currently hold will not be valid for the purpose of studying overseas.

The EHIC is the replacement for the E111 and E128 (student version of the E111). This card is free, and could save you considerable time and money if you need medical help while abroad. Some institutions/organisations may demand to see proof of this card when you register. It entitles you to the same level of emergency healthcare provision as a national of the country you are in. It is therefore strongly advised to carry it in your wallet/on your person at all times. Without the necessary documentation, you will be required to pay for medical costs. The claim for partial reimbursement can then be a long and complicated process.

Please note that international students studying within the EU may not qualify for an EHIC. You may therefore be required to take out Healthcare Insurance in the host country. We recommend that you check this with your host institution before departure as it can be quite expensive.

The quickest and easiest way to apply for an EHIC is online at: www.dh.gov.uk/travellers

STUDENTS WHO HAVE APPLIED FOR AN EXCHANGE PLACEMENT IN THE USAIt is likely that universities in the USA will require you to purchase a recommended health insurance policy and it is often the case that you will not be able to enrol without having purchased this. You should check the requirements at individual universities for details and always read policies carefully to ensure you are covered for any eventuality.


Academic Matters

For all academic matters relating to your placement, please contact your Aberystwyth University academic department. Before you depart, please ensure that you know all relevant contacts in your destination school, with regard to the modules you are taking, or your year abroad project. Please also ensure that you are clear about how you will be assessed while on your placement and how this will count towards your degree.

IMPORTANTRegistration - Please remember to confirm your registration online, otherwise your student account will be locked. Instructions on how to do this will be sent by email from Aberystwyth University.

Immunisation and Health

GENERAL ADVICE• IMMUNISATIONS: You generally do not need immunisations

if you are entering another country within the EU, having travelled from the UK, but wherever you travel, it is worth checking what is required. You should ensure that you receive all the necessary vaccinations relevant to the country you will be living in, including any countries to which you intend to travel during the holidays. The following website has an up-to-date list of required vaccinations and general travel advice organised by country: www.gov.uk/fco

• If you have a medical condition, it is imperative that you take copies of your medical records in case of complications.

• PRESCRIPTIONS: If you take any prescription medicine (including the contraceptive pill), you should consult with your doctor about obtaining sufficient supplies for your time abroad, or about finding a source within your destination country. It is also a good idea to obtain an official letter from your doctor detailing your medication, in case you get stopped by customs or police carrying it and are questioned on its use.

BEFORE YOU GO: Book a check-up at your opticians and at your dentist. Dental care can be very expensive, and generally isn’t covered by national health services. It is highly advisable to have all dental work completed well in advance of departure, so that there are no unexpected complications.

If you have problems with your eyesight, and/or wear glasses or contact lenses, ensure that you take spares in case of loss or damage, and take a copy of your prescription in case you need to obtain replacements.

Some sporting/outdoors activities abroad may require a health certificate so if you plan to partake in such activities, check your level of insurance cover and book an appointment with your GP.

WHILST ABROAD: If for any reason you would like to see a doctor whilst abroad, get in contact with the International Office at your host university as they should be able to advise you where to go and may even know whether there are any English-speaking doctors in the area. The British Consulate is also a useful contact for health matters (please see 10) – they run emergency contact lines, all of which are available online.

IMPORTANTEmergency Contact - Please remember to provide an emergency contact on your Student Record in case the university needs to contact anyone whilst you are away.


Money Matters

You should begin planning the financial aspect of your exchange well in advance of your departure date. Ensure that you have enough foreign currency to last until you have access to a bank account in your destination country.

Research whether it would be valuable to open a new bank account to ease money transfers whilst abroad. Some UK banks allow commission-free foreign transactions and internet-based accounts may be advisable in order to allow you more control. Be aware that commission rates do vary and that some countries e.g. France have extra charges on bank accounts such as a monthly charge for having a debit card. In order to save money on commission charges it is advisable to take money out in larger sums but be very wary of carrying large sums of money on your person.

LOCAL EDUCATION AUTHORITY FUNDINGYou may be eligible for additional funding from your LEA, in the form of assistance with necessary costs such as travel or health insurance. Please contact your LEA for further information.

STUDENT LOANSExchange students are eligible for student loans as normal. If you experience any problems receiving your loan, you should

Documents to Take Abroad

contact the Student Loan Company, who will be able to explain what has happened. The most common problems are incorrect or incomplete bank details or documentation. Ensure that your details are accurate and up to date when completing loan applications. If you have any queries, please visit: www.slc.co.uk

For any issues regarding money matters, you can contact the Student Support Centre for more information: www.aber.ac.uk/en/student-support

ERASMUS+ GRANTSThis is relevant to ERASMUS+ study and work students only.Erasmus+ students will be provided with a grant from the British Council. This is a subsistence grant, rather than a maintenance grant, and it is intended to partly cover costs incurred through participation in the programme, for example, travel and social costs. It is not intended to cover maintenance costs such as rent, and should not be used for any deposits.

These grants (and how to apply for them) are covered in greater detail later in this guide but it is very important to note that you must think about the dates you will be on your placement very carefully and try to be as accurate as possible.

Please note that this list is not exhaustive. Your host institution or academic school may have asked you to take additional documents, and you should adhere to their advice.

1. Passport Ensure that your passport does not expire while you are

away.2. Photocopies of passport Photocopy your passport and take one copy with you when

you go away, leaving another copy with family or a friend. This may prove invaluable if your passport is lost or stolen.

3. Another form of photo ID You should supplement your passport with a photo ID such as

your driving license or Aberystwyth University student card.4. This Guide5. Passport Photos These are often required for student ID cards and other

admin; having some with you will ensure that you don’t have to locate a photo booth in an unknown city.

6. All relevant information from the host institution

7. VISA Documentation (This is relevant to students studying outside of the EU or

for International students studying in Aberystwyth who will be working or studying abroad in Europe through the Erasmus+ programme).

8. IMPORTANT NOTE: When applying to Student Finance UK (Wales or England), you must request a ‘Course Abroad’ Form and submit it to Student Finance UK. We will be happy to sign and stamp it for you.

Additional documents for Erasmus+ students only.

9. European Health Insurance Card10. All Erasmus+ documentation for each institution/

organisation you will be based at: - Certificate of Arrival - Certificate of Attendance - EITHER a Learning Agreement (study placement)

OR a Training Agreement (work placement)


Your Life Abroad

Adjusting to your New Environment

The experience of living among another culture is exciting and may even be potentially life changing, but it will present a challenge. Even if the standard of living in your destination country is similar to that of the UK, the laws, customs and gestures that you take for granted may no longer apply. Your values may be challenged and cultural attitudes in your host country may be different to what you are used to. However, you should not let this prevent you enjoying your time and you should try to view this as a learning experience.

CULTURE SHOCK‘Culture Shock’ describes the anxiety and feelings felt when people have to operate within a different and unknown cultural or social environment, particularly a foreign country.

Some common feelings experienced during cultural transitions include:

• Homesickness.• Loneliness and the desire to withdraw.• Feelings of alienation.• Fatigue.• Difficulty participating in conversation.• Frustration and anger.

PHASES OF CULTURE SHOCKCulture Shock often consists of distinct phases, though not everyone passes through them, and you may not be in the new culture for long enough to experience all three. Awareness of these phases and understanding that they are normal is a significant step towards overcoming them.

1. HONEYMOON PHASE During this period the differences between the old and new

culture are seen in a romantic light, and may appear fresh and wonderful. You may, for example, come to love the new foods, pace of life, cultural habits, and architecture.

2. NEGOTIATION PHASE After some time (usually weeks), differences between the

old and new culture can become particularly apparent and may cause anxiety. You may long for food the way it is prepared in your native country; you may find the pace of life too fast or slow; you may find the people’s habits annoying, etc. During this phase you may have mood swings caused by minor issues or perhaps without apparent reason. Depression is not uncommon.

3. ADJUSTMENT PHASE Again, after some time you will grow accustomed to the new

culture and develop routines. You will know what to expect in most situations and the host country no longer feels overwhelmingly new. You become concerned with basic living again, and things become more “normal”.

STRATEGIES TO COMBAT CULTURE SHOCK• Rather than blocking out sadness about the things that you

miss, you should allow yourself a short period where you accept your feelings and adapt to the new environment.

• You should know yourself, your values and expectations, and recognise that other people that you meet on the exchange may not share them.

• If you are feeling particularly frustrated or down, discuss your problems with other international students or with staff in the International Office at home or in your host university/organisation.


• Record and share your overseas experiences online through blogs and networking websites such as Facebook or Twitter. You should also use sites like this as an inexpensive method of maintaining regular contact with friends at home.

• Try to minimise your isolation. Before you leave home, make arrangements to keep in touch with family and friends in order to try to curb any feelings of loneliness.

• Join a society or become a volunteer. This is a great way of meeting local people, learning more about the culture and language and feeling a part of the community.

• Work to establish a new network of friends but remember that this takes time.

• Focus upon developing and maintaining a sense of humour, flexibility, tolerance, and a non-judgemental attitude.

• Devote some energy to maintaining your sense of personal identity: subscribe to a publication from home, take some of your favourite music, and pack clothes that are suitable for the environment yet comfortably familiar.

• If there is something you did at home to relieve stress (e.g. jogging, taking a bath) at home then continue to do it in your host country.

• Find ways to live with the things that do not satisfy you 100% and don’t be too hard on yourself. Establish simple goals and celebrate achieving them.

MAKING NEW FRIENDSThis can be daunting, particularly in a new country. Previous students have advised to:

• Take small gifts that are representative of, or relate to the UK – they can allow you to start a conversation with someone.

• Show sincere interest and enthusiasm in the culture; look into the music/film/sport.

• Educate yourself so that you avoid making social faux pas that could make you seem rude or inconsiderate. It is advisable to avoid using slang or swearwords in the foreign language as it can sound very strong and abrupt when used incorrectly.

• Ultimately, don’t be afraid to take up new opportunities, they may be just as interested to learn about your culture and way of life as you are of theirs.

GETTING SUPPORTAs a British student living abroad it is far easier to form natural bonds with other British or native English language speakers. While a support network like this can be valuable in dealing with the challenges that living in a new country presents, it is important to avoid feeding on each other’s negative attitudes and shutting out the local culture. Avoid overdependence on your fellow British exchange students, as it will diminish your own experience and prevent you from receiving the maximum benefit from your exchange. Consider living with people who speak the foreign language, knowing that your language skills will improve drastically as a result.


Helpful Contacts

If you have any concerns or worries while studying abroad; academic, emotional or financial, there are people who can help. Please do not hesitate to contact the Study Abroad Office at any time, no matter how big or small the problem may seem and we will be happy to advise you in the best way we can. In cases where we may not be able to advice, we will find the best person for you to talk to.

Please find some useful contacts below:

POSTAL ADDRESSStudy Abroad OfficeAberystwyth University, Cledwyn Building, Penglais Campus, Aberystwyth, Ceredigion, SY23 3DDUK

ERASMUS+ EXCHANGE STUDENTSPlease contact the Study Abroad Office at: [email protected] +44 (0)1970 622364(International Dialling Code for United Kingdom: + (44) /Area Code /Number)

INTERNATIONAL EXCHANGE STUDENTSPlease contact the Study Abroad Office at:[email protected] +44 (0)1970 622364(International Dialling Code for United Kingdom: + (44) /Area Code /Number)

ACADEMIC CONCERNSAll academic queries should be directed towards your home department in Aberystwyth University. Remember, you can still contact all other support services at Aberystwyth University while you are on your placement abroad. These include:

The Student Support Centrewww.aber.ac.uk/en/student-supportStudent Support, Student Welcome Centre, Aberystwyth University, Penglais, Aberystwyth, SY23 3FB


Financial Supportwww.aber.ac.uk/en/student-financeEmail: [email protected]

Accessibility Services Accessibility Services, Student Welcome Centre, Aberystwyth University, Penglais Campus, Aberystwyth, Ceredigion, SY23 3FB



Safety While Abroad

The majority of students do not experience any safety issues while studying abroad, but it is a good idea to pay attention to any safety advice, and to discuss it with local students on arrival. It is advisable to be over-cautious during the first few weeks until you become familiar with your new environment. You should ensure that you know the emergency numbers (equivalent of ‘999’) in your host country.

REGISTRATION ABROADWhen you arrive, you may have to register with the local authorities. Your host institution should inform you if this is the case.

CONSULAR ASSISTANCEYour local British Embassy, High Commission or Consulate offers a range of services, including the following:

• Contacting family or friends on your behalf.• Issuing a replacement passport.• Providing information on transferring funds.• Providing help if you are a victim of crime, or hospitalised.

Locate the nearest British Consulate in your host city and make a note of their telephone number; it may be worth keeping it saved on your phone. Their working hours may vary, so it is better to phone in advance if you need assistance. Most British Consulates operate an answer phone service outside working hours and an emergency number. For further details, see: www.fco.gov.uk/travel

TRAVEL AND SAFETY ADVICE• Buy a map of the local area to allow you to acquaint

yourself with the town/city/region before you arrive and read about your destination in guide books such as ‘the Rough Guide’ and ‘Lonely Planet’.

• Speak to a local or the host accommodation office about the dangerous areas in town, and avoid wandering into these areas, especially after dark.

• Certain behaviour, such as getting drunk, can attract unnecessary attention. If someone in your company is in a bad condition, ensure that they get home safely.

• Do not carry large amounts of money or valuables on your person. Try to divide up what you do carry, rather than keeping it all in the same place. A money belt or wallet that fits inside your clothing is a better place to hide valuables and documents

• Avoid hitchhiking as a method of travelling. It is potentially dangerous and illegal in certain countries.

• Beware of taking taxis from unlicensed operators.• In the unlikely event that someone attempts to mug you, do

not try to resist. Your personal safety is far more important than the money or valuables you carry.

THEFTYou are responsible for your own property, but there are a few things you can do to safeguard your possessions from damage or theft:

• Lock your room or residence and ensure that your money, traveller’s cheques, jewellery, passport, and other possessions are in a safe, preferably locked, place. Avoid carrying valuables and wearing expensive jewellery or clothing.

• You will be covered by Aberystwyth University insurance for the possessions that you take. Ensure that you keep a copy of the insurance certificate and guides with you. You may also wish to take out a private insurance policy.

• Be cautious when inviting casual acquaintances into your home.

• If possible, try to keep a backup ATM card that you can use in case of emergencies, since replacement cards can often take several days to arrive. Also, make a note of emergency numbers for your bank and credit cards so that you can cancel them quickly if they are lost or stolen. Try to ensure that you have money available; if something does go wrong, it can help you cope with most situations.

Keep your family, your host university/ organisation and the Study Abroad Office informed of where you are living. Always tell friends and family where you are going, including trips away and make sure you have contact details, which you should use in the event of trouble.


Keeping in Touch

When you know your new postal address, and possibly phone number, please ensure that you inform the relevant people, particularly your family, friends and bank.

You should also update the term-time address on your Aberystwyth University record, which can be done here: studentrecord.aber.ac.uk/en/addresses

Consider getting yourself a Sim Card specific to the country you are staying in. This often proves cheaper when contacting family/friends back in the UK as well as in your destination country. Speak to your mobile phone operator regarding your travel plans as they may be able to offer discounted ‘roaming’ rates.

Also consider creating a Skype account, as this will enable you to call other Skype users worldwide free of charge using the internet, and even allows video-calling.

You must continue to check your Aberystwyth University email account while you are away, as this is where any important information will be sent. Your academic department may also send important emails to this account. If you would prefer to be contacted via an alternative email account, please contact the Study Abroad Office as soon as possible so that your record can be amended.


Returning Home

PRIOR TO RETURNING HOMEEnsure that you say goodbye to everyone that you care about in the host country and exchange addresses and thank those that have helped you during your stay. Do not leave any conflicts or issues unresolved.

Bring back a few mementos from your host country, in order to ease the transition when you return home. If there is a special object that you would like to take home as a souvenir, it is sometimes worth spending a little extra on postage for something that you will keep for the rest of your life.

REVERSE CULTURE SHOCKReturning home after growing accustomed to a new environment can produce the same effects described earlier. These feelings can surprise returning students, and may prove more difficult to deal with than the original culture shock.

It is entirely plausible that your interests and values may change during your stay overseas, while those of your family and friends remain the same or change in a different direction. Be prepared that people may not be as interested in hearing about your experiences as you will be in sharing them!

Re-entry shock should be acknowledged as part of the experience, and you should allow yourself time to adjust to your old home environment. Ensure that you keep in touch with friends that you made overseas, and attempt to find like-minded people in the UK with whom you share the same type of experiences. You could join an international club, take a language course, or register for courses where you can apply what you learned on your travels.

You should not be surprised if life back in the UK seems somehow trivial. Your goals and priorities may have changed, and you may be experiencing reverse homesickness and negative feelings towards the UK. These are all common feelings experienced by those readjusting to life back at home after a long stay overseas.


Erasmus+ Students

Eligibility

In order to participate in the Erasmus+ Programme, and to be eligible for an Erasmus+ grant, you MUST complete the following paperwork as explained below.

Please note that your Erasmus+ grant is intended to offset any additional costs incurred as a result of your period of residence abroad. It is not a maintenance grant and should not be viewed as such.

DOCUMENT ADVICE Please read these instructions carefully. You must complete all 6 steps within the stated timeframe. Should you have any questions please do not hesitate to contact us, we will be more than happy to help. We advise you to keep this guide with you during your period abroad for your reference.

1. GRANT APPLICATION FORM This is the first form you need to complete, this is the first

stage of showing your interest in Erasmus+.

Please complete the predicted dates (DD/MM/YYYY) of your placement in your host institution. Please ensure that these dates are as accurate as possible in relation to the time that you will be away. These dates will be used to generate your official mobility agreement

Please complete your bank details – without these details

we will not be able to provide you with your grant! Payment of the grant will be made as soon as possible and

only following the receipt of completed documentation. Please make sure you have sufficient funds for your arrival: it is always best to be prepared for a delay in payment, just in case.

2. LEARNING AGREEMENT FOR STUDY OR TRAINING or (LA)

For students who are STUDYING abroad under the Erasmus+ programme: LA for Study: The British Council requires that a Learning Agreement(s) be provisionally agreed, signed and dated by the academic co-originators in both institutions and dated prior to the

start of each placement prior to the start of each placement. This should contain a list of all the modules that you will study in the host institution. This document must be filled in, signed and dated prior to the start of your placement.

We understand that you may not know definitively which modules you will be taking before your arrival at your host institution. If they change from those already agreed upon in the LA, you must complete the pages in the LA, “Changes to Learning Agreement” and have them singed by both co-ordinators (host and home). Please forward a copy to the Erasmus Team as a final version.

Think carefully about the module choices you make and whether they are appropriate to your course. Module choices must be approved by your Departmental Coordinator. In most cases you can research beforehand on the University’s website to see which modules are available, and be sure to check which semester they are running on.

For students who are TRAINING abroad under the Erasmus+ programme:

LA for Traineeships: The British Council require that a Training Agreement(s) be

provisionally agreed, signed by academic co-originators and dated prior to the start of each placement. The purpose of this document is to explain details of the proposed training programme. This document must be filled in, signed and dated prior to the start of your placement.

For British Council students ONLY: You must supply a preliminary copy of your LA with

as many details as possible to the Erasmus Team. We understand that if you are on a British Council placement you may not know the complete details of your training programme before your arrival at your host organisation. You will therefore have an extension to the deadline to produce the updated copy of your LA. Please forward the completed copy to the Erasmus Team within 1 month of the start of your BC placement.

Keep the following point in mind: You may not know the exact dates of the start and finish of

your mobility, but please be as accurate as possible.

Please note that this section is relevant to Erasmus+ students only.


3. GRANT AGREEMENT (contract): To be eligible to participate on the Erasmus+ Programme

you must first sign a student mobility agreement (Grant Agreement). This document should be filled in, signed and dated prior to the start of your placement. IF YOU DO NOT RETURN THIS DOCUMENT BY THE SET DEADLINES WE MAY CANCEL YOUR ERASMUS+ GRANT. A SEPARATE Erasmus Grant Agreement must be signed for every placement undertaken. If there are any errors in your mobility agreement(s) please notify us immediately.

Please sign and date the final page, and return a scanned copy within one week of recite. Please remember that if you do not complete, sign and date this document by the given deadlines, we will be forced to cancel your entire Erasmus+ grant.

The Erasmus Grant agreement is an essential part of your Erasmus+ documentation, and must be returned completed. Failure to do so will mean that you are not eligible to participate in the scheme. Your grant can only be issued after your student mobility agreement is completed correctly and returned by the given deadlines. Please ensure that you contact us if you have any questions regarding the completion of the student mobility agreement.

4. OLS (Online linguistic Support): You are required to take a short assessment at the start of your mobility and another at the end of your mobility. They will take no longer than 1 hour to complete, and are the European Commission’s way of gauging your language skill development over the course of your placement. They have no bearing whatsoever on your grant eligibility or university grades.


5. CERTIFICATE OF ARRIVAL British Council regulations also require the completion

and return of a Certificate of Arrival for each institution/organisation at which you will either study or work. The Certificate of Arrival must be signed and stamped by a relevant representative (Erasmus Office) of the host institution/organisation. You will receive the first instalment of your grant upon our receipt of this certificate.

6. CERTIFICATE OF ATTENDANCE British Council regulations also require the completion and

return of a Certificate of Attendance for each institution/organisation at which you will either study or work. The Certificate of Attendance must be signed and stamped by a relevant representative of the host institution/organisation. You will receive the first instalment of your grant upon our receipt of this certificate.

7. COMPLETE ON-LINE REPORT FORM(S) As part of your contractual obligations you are required to

complete a report form for each institution/organisation you have visited. The report form is an on-line form that is submitted directly to the British Council. The British council will email all students with the web link to the Report.

The Study Abroad Office will inform students when the report should be submitted.

The payment of grant monies is conditional upon return of these reports and failure to do so may result in demands for repayment.


Documentation Checklist

Document Action RequiredGrant Application for Study or Training • Complete all sections, make sure that your start and end

dates are as accurate as possible

LEARNING AGREEMENT for Study or Traineeship (LA) Complete with from help from your departmental Erasmus Co-ordinator. (Your academic co-ordinator will help you with module choice (study) or the specifics of your traineeship. Please make an appointment to see them.)

Changes to LEARNING AGREEMENT

• Study or Traineeship• Located within the LA doc.

If you change any details to your preliminary LA after your mobility has begun, you must complete the ‘Changes to Original Learning Agreement’ form and have it re-signed by both institutions.

A copy must be forwarded to the Erasmus Team.

Grant Agreement (CONTRACT)

• Read all pages thoroughly;• Sign and date

Participation Agreement,(to be supplied by E+ Office only)

• Read Declaration thoroughly;• tick all required boxes;• Sign and date declaration.

CERTIFICATE OF ARRIVALfor EACH placement

Coordinator in host institution / organisation to complete date of arrival and sign certificate.

CERTIFICATE OF ATTENDANCEfor EACH placement

Coordinator in host institution / organisation to complete dates of placement, and sign certificate.

ONLINE STUDENT REPORT • for EACH placement

Complete all questions to provide feedback to the British Council – link will be emailed to you.

SUMMARY of DOCUMENTS to SUBMIT TO E+ TEAM

BEFORE PLACEMENT BEGINS:1. Grant Application for Study or Training2. Learning Agreement* (for each placement)3. Participation Agreement4. Grant Agreement

UPON ARRIVAL:5. Changes to original learning agreement if necessary6. Certificate of Arrival

AT END OF EACH PLACEMENT:7. Certificate of Attendance8. Online report for British council

Please submit your documents to the Erasmus Team in the Study Abroad Office as soon as possible:

In Person: Study Abroad Office, Cledwyn Building, Aberystwyth University

By email (scan or attachment): [email protected] or Call: 01970 622364

IMPORTANT NOTE: You must complete a ‘Course Abroad’ Form and submit to Student Finance UK


Grant Details

ERASMUS+ GRANTHow Much Will I Receive?We will not be informed of the official grant amount by the British Council until June. The Study Abroad Office will email all students to confirm the amount of funding they should expect to receive as soon as we have this information.

The amount of funding students receive varies slightly from year to year. The rate of the grant depends on the destination country in which the placement takes place; please refer to

https://www.erasmusplus.org.uk/higher-education-study-or-work-abroad-grant-

rates-2017-18

Your grant will normally be paid into your account in pounds sterling at the exchange rate that was used on the day that grant money was allocated to Aberystwyth University by the British Council. The exchange rate will therefore be pre-set and will remain consistent regardless of fluctuations throughout the year.

Disability Related FundingStudents with a severe disability or exceptional special needs may be entitled to extra funding from the European Commission to cover associated costs on their Erasmus placement. Students who need to apply for additional funding should do so via the Study Abroad Office before the start of their Erasmus placement. Strict eligibility criteria apply and students should be aware that they may not receive any payment until part way through their placement.

And Finally…We hope that this guide answers any questions you may have and we wish you good luck during your time abroad. We sincerely hope that you have an enjoyable and rewarding experience and look forward to welcoming you upon your return to Aberystwyth.

Please keep in touch, and we LOVE postcards! We look forward to hearing from you!


Study Abroad Office Contact DetailsStudy Abroad Office,

Aberystwyth University, Cledwyn Building, Penglais Campus,

Aberystwyth,Ceredigion,SY23 3DD

UK

Erasmus+Tel: +44 (0)1970 622364 [email protected]

International ExchangeTel: +44 (0)1970 622491

[email protected]

www.aber.ac.uk/exchanges