2018/2019 Outgoing Exchange Orientation Session INTERNATIONAL - - PowerPoint PPT Presentation

2018/2019 Outgoing Exchange Orientation Session

INTERNATIONAL STUDENT SERVICES OFFICE

Welcome!

Margaret Higgs

Manager, International Student Services Office

WELCOME

Tony Lackey

Director, Risk and Insurance Services, Finance Office

RISKS AND RESPONSIBILITIES

Presented by Tony Lackey BA,FCIP,CRM Director Risk and Insurance Services Finance Department Room 603 Robertson Hall

• Ext. 1473

tony_lackey@carleton.ca

Personal Travel Risk Management

Agenda

Risk

• Any event or activity that can have a negative impact on your trip

What are some of the risks

What are some of the risks

• Travel
• Personal Safety
• Accommodation
• Reputation
• Legal
• Risk and Reward

Travel Risk Management

• 1. Identify risks
• 2. Assess and evaluate the risk
• 3. Take action to prevent the risk from occurring or minimize its

effects

Before you go

• Participate in your program’s Pre-Departure Orientation Session.
• Research your host country prior to departure.
• Photocopy all important documents and leave a copy at home with someone

you trust.

• All Canadians should register with Global Affairs Canada
• Download Travel Smart app
• Carleton’s Travel Registry

Before you go

• All Carleton University students, faculty and staff are required to register in the

CU-Travel Registry through Carleton Central when participating in university related travel outside of Canada.

• Your Connect account is your official Carleton University e-mail
• account. It is important that Carleton students who are abroad on

international programs, remember to check their Carleton email in order to stay connected to the Carleton campus.

• Ensure that you have adequate travel insurance including, health insurance,

trip cancelation insurance, property insurance etc.

Travel

• Country you are going to is like any other city or area in that there

are areas which have more crime.

• So need to do research on country you are going to

Look at Travel.gc.ca Travel reports to see what is going on in country US State Department When arrive make sure you ask questions Attend Host institution’s orientation Get to know some locals

Personal Safety

• Health
• Security
• Financial

Health

• Pre departure check up
• Medications
• Medical Services abroad

Security

• Be discreet in your behavior. Avoid uncontrolled crowds – local

disturbances

• Never walk alone if possible- have a buddy
• Look like you know where you are going
• Try not to walk the streets at night, but if you must go with a buddy
• Carry your money in different areas
• Check countries website to see when you must produce passport

(otherwise keep it safe)

Personal Safety

• If a thief demands your wallet give it to them. Consider carrying a

fake wallet with a small amount of money, old credit cards.

• If you feel uneasy about a situation then trust your instincts and get

away from it. This includes getting into cars

Accommodation

• Hotels and Hostels

– Personal belongings at risk – Pick pockets – Other guests Apartment & Residents Understand what you are signing and your rights Landlord/Tennant Laws differ Work with host institutions Housing Department

Reputation

• Remember your behavior reflects on you and Carleton University
• Get to know the Code of Conduct of the institution you are attending

and local customs

• Know Carleton’s Student Rights and Responsibility policy – use as

guideline

• Act accordingly

Alcohol and Drugs

Alcohol and Drugs

• Cultural differences
• Inhibits ability to make safe decision
• Drugs laws
• Law of the land applies

Financial

• Budget
• Insurance

Insurance

• Last Resort
• Should take every action to prevent loss
• It is a must

Types of Insurance

• Property
• General Liability
• Travel Insurance

Property Insurance

• Check Parents Homeowners or Tenants policy
• Usually covers your property while temporary

away from residence If does not cover now, usually cheaper to have policy endorsed than buy your own policy

Bottom Line IF YOU CAN’T AFFORD TO LOSE IT DON’T TAKE IT WITH YOU

Liability

• Liability = Responsibility
• Falls upon anyone by virtue of ownership, control or use of

something

• As a registered student covered under Carleton’s General Liability

policy while in the course of your studies or related activities

Examples

EXAMPLE A

• Student A conducting experiment

in lab, and explosion occurs , hurting fellow student Student A covered by Carleton’s Liability policy for claims by injured student

Example B

• Student while on exchange trip goes to

local bar. He gets into an argument over Canadian world supremacy in hockey, and ultimately punches a foreign hockey fan, breaking his jaw. Carleton’s Liability policy would not respond 2 reasons - not acting in capacity of student

• Intentional Act

Travel Insurance

• A must for all travelers
• Many policy forms
• Many providers

– CUSA - Must notify Student Care 1-866 601 2583 www.studentcare.ca – GSA - http://gsacarleton.ca/travel-insurance/ – Parent’s group benefit plan – Banks, Insurance brokers, Travel Cuts International Students – most Canadian plans assume you have underlying provincial coverage. Contact insurer to mak esure you meet their criteria

Travel Insurance

• Medical and Dental assistance insurance

– Check if parent’s group policy covers you

• Evacuation insurance
• Lost luggage and documents
• Cancellation Insurance
• Legal cost
• Additional cost for travel – accommodations incurred do to illness.
• Transportation of body in case of death during travel
• Personal Property

Coverage Checklist

• Key questions to ask your insurance provider BEFORE purchasing

travel insurance

– What is NOT covered in the plan? (These are called "exclusions".) – Is coverage still in place for injuries caused in war zone, terrorist act or as a result of athletic activities – Does the plan have a deductible that you must pay for each claim? – Is repatriation in case of illness or injury covered – Does the plan deny benefits if your medical emergency arises because of a health problem you already had when your trip started? (This is called a "pre-existing condition".)

Coverage Check List

– Does your insurer co ordinate benefits for you – Does the plan require you to determine – by yourself – whether you meet the insurance company's health standards before you can buy?

Risk Management

• It is YOUR responsibility to

prevent losses from occurring

IF AN EMERGENCY HAPPENS

Report Incident to local authorities Get Police Report Number and/or report Advise liaison at host University Contact Carleton University

In the works to support you while you travel

International SOS Offers

• medical and security advice, emotional support and referral

services, 24/7 no matter where you are in the world

You will have access to

• Worldwide network of 27 Assistance Centres staffed by doctors, nurses, coordinators and security

professionals for immediate advise and referral

• Members only website/App
• No detail to small – personal advisor

Waiver and Informed Consent

• The University does to every thing possible to mitigate risk while your on your

trip, but as we cannot control the circumstances at the Host Institution you must acknowledges and accewept this level of risk

• The document you are asked to sign is a Waiver of Liability and Informed

Consent .

• It is a legal document and by signing the Waiver and Informed Consent, you

are giving up certain legal rights, including the right to sue, should you be injured while participating in your exchange.”

Presented by Tony Lackey BA,FCIP,CRM Finance Department Room 603 Robertson Hall

• Ext. 1473

tony_lackey@carleton.ca

Risk and International Travel

Amy Fraser

Senior Academic Evaluation Officer, Registrar’s Office

TRANSFER OF CREDIT – UNDERGRADUATE STUDENTS

REGISTRAR’S OFFICE INTERNATIONAL EXCHANGE

OUTLINE

• The Registrar’s Office Role
• The Student’s Role: pre-departure
• The Student’s Role: after you arrive
• Course Descriptions
• Course Load
• Transfer of Credit to your Carleton University Record
• Before you return
• Questions
• www.carleton.ca/registrar

THE REGISTRAR’S OFFICE ROLE

• Approve courses to fit into your program in

consultation with your department

• Explain the credit transfer system for your

institution

• Maintain contact with you via your Carleton email

account and Carleton Central

• Complete credit transfer at the end of your study

abroad after official transcripts are received

• Study Abroad Designation (2.0 to 3.5 cr = Study

Term Abroad, 4.0 or more cr = Study Year Abroad)

PROCESS IMPROVEMENTS

• 2016-2017 International Exchange applications

now online and entered via Carleton Central

• Designed to make the process one stop

accessible – ease of use while away on exchange

• Allows application review, updates and status

changes

• Application is available 24/7
• New application process awarded Carleton

Service Excellence for Innovation award!

STUDENT’S ROLE: Pre-Departure

• Ensure you have an active Carleton email account and check your

email, application and course status in Carleton Central often.

• Frequently asked questions
• Exchange course equivalencies database
• After this session (beginning Monday April 16th) you will be able to check

the exchange database course listing within your Exchange application in Carleton Central for courses that have already been evaluated.

• You are strongly encouraged to meet with your Program Advisors to

ensure you are fully aware of the courses you require for your program now and when you return.

• By the end of July the Registrar’s Office will register you in the full time

course indicator, you will then need to visit Carleton Central to make the required fee payments.

Course Equivalency database on RO website

Exchange institution information

Carleton Central – Outgoing International Exchange Application

Adding courses

Be careful of ‘NO CREDIT’ COURSES!

Add course from existing equivalency list

6 ECTS = 0.5 Carleton credit, unless notified otherwise.

COURSE DESCRIPTIONS

In order to enter courses you must provide: *Host Institution Course Subject and Number *Start of Term *Host Institution Website Link *Course Website Link *Course Title *Credit Value Definition at Host Institution Course start and end date (approximate) *Course Outline/Syllabus (copy and paste from institution website) Additional Comments about the course: (eg. you could indicate if the course information was translated using Google)

You must provide all course info even when the course equivalency is listed.

Create course for evaluation

Adding course for evaluation

BIB and BCOM STUDENTS!

BIB and Commerce students – while in Carleton Central to ‘Add Courses’ you will be directed to the Sprott Course Evaluation page outside of Carleton Central when adding BUSI courses for evaluation.

Messaging in Central for BIB/BCOM students

Submit courses for evaluation

Course Evaluation Pending

Course Evaluation Complete

Confirmation of course registration

Registration Confirmed by Student

Copy of email sent after course registration is confirmed

Registration Finalized by RO

STUDENT’S ROLE: After You Arrive

• In many cases you will likely not be able to register in your

courses until you arrive at the Host University

• Registration issues may include: changes to courses after

you arrive; no guarantee of space in courses; timetable conflicts

• If you need to make course registration adjustments the

course will have to be added via Carleton Central so that it can be evaluated and/or deemed Acceptable (as shown in previous slides) – ‘Add Courses’ then select ‘Create Course’

COURSE LOAD

• Students are required to register in a full-time course

load as defined by Carleton University for academic and financial purposes.

• One course at another university does not necessarily

equal 0.5 Carleton credits. Eg. 6 ECTS = 0.5 Carleton credits, 30 ECTS = 2.5 Carleton credits. (there are a few ‘BIB’ schools that use different calculations)

• Number of credits transferred depends on the number
• f credits completed.

TRANSFER OF CREDIT TO CARLETON UNIVERSITY RECORD

• Once you have confirmed your registration, your

Registrar Specialist will build the courses on your Audit – the courses and a notation of CEX (current exchange) will appear and you will receive a confirmation email.

• Successful credit (or pass) will appear as EXC on

your audit (the grade itself is not transferred).

• If a course appears on your final transcript that

has not been submitted for evaluation, no credit will be given until the course has been evaluated.

TRANSFER OF CREDIT TO YOUR CARLETON UNIVERSITY RECORD

• Failures or absent without withdrawal will transfer to your

Carleton record and will appear on your official transcript as UNS.

• Transferred UNS’s are NOT calculated into your CGPA.
• You will be notified through Carleton email when the transfer
• f credits to your Carleton record is complete.
• If credits are not transferred where you expect them to count

in your program, please contact your program advisor.

BEFORE YOU RETURN

• Prior to your departure, please make

arrangements for your transcripts to be sent to:

Exchange Program Coordinator International Student Services Office (ISSO) Room 128 University Centre Carleton University

BEFORE YOU RETURN

• Make sure to receive a copy or copies of

the transcripts for your own files!!

• Remember that transcripts may be delayed.
• Year level increase for registration

purposes for the following Fall/Winter terms

• nly occurs when we have confirmed your

course registration for all terms of your exchange.

QUESTIONS

Registrar’s Office 300 Tory Building 613-520-3500 registrar@carleton.ca

Christina Callingham

Manager of Student Care and Support

HEALTH TIPS

BUILDING POSITIVE MENTAL HEALTH WHILE ABROAD

Pre-Departure Orientation Christina Callingham, Manager of Student Care and Support (Acting)

OFFICE OF THE VICE-PRESIDENT (STUDENTS AND ENROLMENT)

BUILDING BLOCKS OF POSITIVE MENTAL HEALTH Building Positive Mental Health

Mindset Self-Care Coping Skills Meaning and Purpose Support and Resources

MINDSET

Mindfulness Gratitude Optimism Self-Compassion Grit

*Five Factor Model of Resiliency (Ryerson)

SELF-CARE

Physical Psychological Emotional Spiritual Personal Professional

Pre-departure reflection – what are 3 forms of self-care that work for you in Canada? What will you need to practice these forms of self-care abroad?

COPING SKILLS IN UNIVERSITY

• Indecisiveness
• Difficulties with concentration and attention
• Racing thoughts
• Memory challenges
• An inability to organize
• An inability to communicate effectively
• Lack of motivation and/or procrastination

Ongoing stress can impact your learning and lead to:

DEMANDS RESOURC ES

Meaning and Purpose MEANING AND PURPOSE

Social Network and Support

SOCIAL NETWORK AND SUPPORT Why do we need people in our lives?

• Emotional support
• Practical support
• Sharing points of view
• Sharing information
• Fun and play
• Vital to good mental and physical health

Resources and Support

RESOURCES AND SUPPORT

• 1. Resources at the Host University
• Health and Counselling Services
• International Student’s Office
• Residence Life Services
• 2. Technology Assisted Online (TAO) Self Help
• Stress Management
• Well-being and Resilience
• Healthy Choices and Conflict Resolution

https://carleton.ca/wellness/living-well/self-help/tao-self-help/tao-custom-courses/

Do One Thing

ONE THING What is one small thing that you can do each day to improve your mental health?

QUESTIONS?

OFFICE OF THE VICE-PRESIDENT (STUDENTS AND ENROLMENT)

Christina.callingham@Carleton.ca

Maria Walt

Intercultural Programs Coordinator, ISSO

TIPS FOR A SUCCESSFUL STUDENT EXCHANGE

Tips for a Successful Student Exchange

The Exchange Experience

Making Connections

Activity

Academics

Teaching style & directness Support and services available Work load and assessment Use of local examples Classroom etiquette Language barriers

Human Rights Concerns

Financial Planning

Develop a realistic budget – include social and cultural experiences - travel, museums, etc. Be clear about all of your sources of income/funding and be prepared for additional/hidden expenses. Know preferred local methods of payment and have a plan for transferring funds internationally.

Sample Expenses & Resources

Expenses: Tuition & Books/academic supplies Airfare & Transportation (local and travel) Housing, Internet/utilities, Phone, & Laundry Personal Items & clothes Food Health insurance Entertainment Other: visas, vaccines, shipping, etc. Resources: Savings Summer earnings Part-time earnings Government student loans, grants, bursaries Scholarships Parents/family contributions

Housing

Before you arrive: Confirm if there are student housing options Secure temporary accommodation arrangements Research: neighborhoods, costs, inclusions/exclusions, etc. When you arrive: Arrive early – before the start of the term Ask local students/staff for recommendations – safe areas, etc. Visit neighborhoods during the day and night. Be aware of nearby amenities, distance to transportation hubs, and the university.

Food & Nutrition

The What, Where, When, and Why of food Sensitivities and allergies Products: Peanut butter, gluten free, vegan, etc.

Questions?

“A student who participates in an international exchange program comes back a different person. More prepared to succeed in adverse or unfamiliar conditions, having a better perspective of the global marketplace, and aware of the fact that other nationalities have different norms and habits, they have laid the groundwork to become leaders…” – Hubert B. Van Hoof

Break -> 11:30 am – 12:00 pm

Maria Walt

Intercultural Programs Coordinator, ISSO

CROSS-CULTURAL LIVING

Maria Walt Coordinator, Intercultural Programs maria.walt@carleton.ca

Cross-Cultural Living & Transition

Focus Areas

Transition & Adaptation Culture Intercultural Competency

Transition & Adaptation

The W Curve

Based on Oberg (1960) and Gallanhorn & Gallanhorn (1963)

Symptoms of Culture Shock

Feeling irritable

• r even feeling

very angry about little things Withdrawal from people who are different from you Sadness and longing for home Sudden intense feeling of loyalty to own culture Overeating or loss of appetite Loss of ability to work or study effectively Headaches Stomach upset Loss of confidence Depression Needing to sleep a lot Unexplainable crying Marital or relationship stress Exaggerated cleanliness Feeling sick much of the time

Factors Influencing Transition Success

• Information – clear & timely
• A strong objective/s
• Realistic goals & expectations
• Connections – peers & places
• Previous international experience
• Openness & flexibility
• Intercultural mindset

Defining Culture

Examples of Cultural Differences

Telling a woman that she has gained weight Leaving a dinner party right after eating Arriving 30mins late to an event Having someone greet you with 3 kisses Different hand gestures/non verbal cues:

Ladder of Inference

Ladder of Inference by Chris Argyis Senge, P Roberts., Ross R., Smith, B., Kleiner, A (19 94) The Fifth Discipline

Knowledge

Cultural Data Psychological Data Sociological Data

Intersectionality

• Personality
• Internal Dimensions
• External Dimensions
• Organizational

Dimensions

Intercultural Competency

Intercultural Competency

It is the ability to recognize and understand differences in behaviour and ways of thinking. Requires self-awareness and personal action to know and address differences. Facilitates shifting and managing differences in a transparent, respectful and clear way. It enables individuals to work effectively in diverse environments. Involves overcoming hypersensitivity to political correctness and feelings of

• bligation, anger, resentment, etc.

It is a lifelong learning process – it is impossible to know everything about every cultural group.

Communication & Interpersonal Skills

• Social Intelligence
• Emotional Intelligence
• Interpersonal Communication

Developing Intercultural Competency

Developmental Process:

• Denial
• Polarization
• Minimization
• Acceptance
• Adaptation

*Adapted from Dr. Milton Bennet’s Developmental Model of

Intercultural Sensitivity (1993) for the IDI by Dr. Mitchell R. Hammer.

Strategies

• Self awareness- How do you normally deal with differences?

What are your biases?

• Respect differences of perspective and approaches. You do not

have to agree, however do your best to understand their context.

• Flexible expectations- keep an open mind and expect differences

in opinion and approach.

• Knowledge - educate yourself on the practices, history and

current issues of your host country.

• Recognize – stereotypes and generalizations – don’t over rely on

them http://www.intercultures.ca/cil-cai/countryinsights-apercuspays- eng.asp

• Communication- be aware of your communication style and

adapt your verbal and non verbal cues.

• Clarify- make sure to ask for clarification when something is not

clear and allow others to seek clarification from you.

• Open yourself up to learning something new from those around

you.

• Be a Tourist- travel, visit attractions, eat at local restaurants and

make a point to stay active in discovering and learning about your new home.

• Remember your objective in pursuing this exchange, but be

forgiving if it changes along the way!

Strategies

The Danger of a Single Story

Action Plan & Setting Goals

Take a moment to write a goal for yourself relating to your intercultural skills development while on exchange:

• Include why this is a significant goal for you
• What steps you need to take to achieve it
• How will you know if you have met this goal

Questions? maria.walt@carleton.ca ______________________

Thank you for your time!

Tracy Saxton & Shaun Anderson

Financial Aid Administrator & Operations and Communications Coordinator, Awards Office

SCHOLARSHIPS AND AWARDS

PRE- DEPARTURE INFORMATION FOR EXCHANGE STUDENTS

HELLO!

We’re Tracy and Shaun from the Awards Office For more information, visit carleton.ca/awards/ exchange/

Overview

› Applying for & receiving government student aid (e.g. OSAP) › Interest-Free Status › Carleton Scholarships › Carleton Bursaries

Applying for Government Student Aid (OSAP)

• 1. Apply Early
• 2. Submit Required Documents ASAP
• 3. Let the Awards Office know you are

going on Exchange

• 4. Monitor your Carleton Email Account

and the OSAP website OFTEN!

A Word About OSAP …

› The 2018/19 application is available now › Signature pages* › Master Student Financial Assistance Agreement (MSFAA)*

Read the application carefully!

Not taking a Government Student Loan On Exchange?

› Government student loans are interest- and payment-free as long as you are a full-time student › If you have previous government student loans and will not be applying for them while

• n exchange you MUST notify the National

Student Loans Service Centre (NSLSC) › Failure to notify the NSLSC of your registration means you will enter repayment while you are on exchange

Carleton Scholarships

› Carleton’s renewable, and in-course scholarships, if earned, will be paid out in two installments as if you were a non-exchange student › In order to renew your entrance scholarship for the year after exchange, you must have renewed your scholarship going into your exchange year and successfully transfer your credits from your exchange to Carleton

• Equivalent of 4.0 credits

› If you attend Carleton this summer and/or fall, you will need to ensure that your GPA is above 10*

• NO GRADES ARE SET ASIDE!

You will not be assessed for general in-course scholarships in the year following exchange as we do not have access to your exchange term grades

CU Exchange Bursary/International Experience Bursary

• 1. Log in to Carleton Central
• Award & Financial Aid “Filing Cabinet”
• Online Undergraduate Applications
• Fall 2018/2019
• 2. Complete the Checklist Items
• 3. Complete and submit your application before June 30
• If you miss the deadline, you can apply for the Current

and Returning Student Bursary in September

• 4. Await a Decision
• Notification of decision by end of July

** Recipients are selected based on financial need

Monitor Carleton email for reminders & information

THANKS!

Any questions?

awards@Carleton.c a 202 Roberston Hall carleton.ca/awards @cuawards

Bailey Reid

Equity Advisor / Coordinator of Sexual Assault Services, Equity Services

SEXUAL ASSAULT AWARENESS

CLOSING REMARKS

EXCHANGE FORM COMPLETION – LIABILITY WAIVER