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UC Davis UCEAP Pre-Departure Orientation
Transcript of UC Davis UCEAP Pre-Departure Orientation
Welcome to participation in the University of California Education Abroad Program!
UCEAP Participant Page
You will be receiving an email from your system-wide advisor regarding your participants page and pre-departure checklist (PDC).
Your pre-departure checklist can be found on the travel requirements tab of your Participant page
What to expect
This tutorial will take you approximately 45-60 minutes to complete. If clicking on a hyper-link, please open in a new tab or window. Don't rush, take notes. You will need to complete a quiz at the end of this interactive orientation.
What will be covered
We will cover the following topics in this
The UC Davis Study Abroad Staff & UCEAP system-wide staff are available to help you with your pre-departure process and documents. You can find your system-wide program staff information on the "contact us" page of the UCEAP website.
This UCEAP pre-departure orientation will give you information you will need in order to be successful while abroad.
UCEAP Participant page
Budget, Fees & funding
Health & Safety
Please make sure to follow the PDC deadlines on your participants page. Failure to meet these deadlines can jeopardize your participation in the UCEAP program.
Visa & Travel Requirements
Visa applications can be complicated. If you need assistance or have questions about your visa or other travel requirements, please contact your UCEAP system-wide advisor.
UCEAP Guide to Study Abroad
The first item on your checklist is to read the UCEAP guide to Study Abroad.
Make sure to download and read this guide. It will give you the answers to questions you will have regarding the ins-and-outs of UCEAP.
Your Program Guide
This guide is also listed in the first item on your PDC.
This guide will have information regarding logistics about your specific program, i.e. housing, academic information, cultural information, etc.
Instructions for your health clearance are listed on your PDC.
Please remember that the health clearance forms should be turned in directly to the UCEAP system-wide office in Goleta, CA.
You must maintain eligibility in order to participate in the UCEAP program.
If you fall below the GPA requirement, miss a prerequisite course, or have received an SJA violation since time of application, please see your UC Davis study abroad adviser immediately.
Other program specific information, such as budgets and calendars, can be found by clicking the tabs at the top of your participants page.
Information regarding available courses and how to register will be listed in your Program Guide under academics.
Course & Unit Info
Both UCEAP and UC Davis require that you study full-time as a UCEAP student;
you are expected to make normal progress toward UC graduation while abroad.
You will be enrolled in a minimum number units based on full time status at your host institution. UC converts all units to UC quarter units regardless of the term length at the host institution.
UC Davis Student Status
During UCEAP participation, you will be considered an enrolled UC student.
UC Davis Study Abroad will contact the UC Davis Registrar's Office to ensure you are automatically enrolled in 15 "placeholder" units per quarter for the entire length of your program.
You will not register for any classes at UC Davis for the quarter(s) that you will be abroad.
Major and Minor Credit may be earned with courses taken on UCEAP. You must consult with your major/minor advisor as to what courses will meet your degree requirements.
Some host institutions notate whether courses are upper or lower division, others do not. If you have questions regarding upper/lower division credit please contact your study center director, study center staff or UCEAP system-wide program staff.
GE credit can be earned while on UCEAP. Once your program is completed and you have returned to Davis, you can petition to receive GE credit for your course. GE credit cannot be pre-approved. Visit the UC Davis Study Abroad Office to petition for GE credit.
Grades are posted on your UC Davis transcript 90 days after your program is completed. If you are participating in a year-long program, your grades are posted at the end of year, not by term.
Some courses may be taken as either letter grade or P/NP. If you choose to take the course P/NP, you must choose that grading option when registering for courses.
You can check the UCEAP course catalog to see what courses other UC students have taken on your program. If courses you are interested in are not listed, you may still be able to take those classes. Please speak to your UC study center staff or UCEAP system-wide program staff to find out how.
The courses that you take while on your UCEAP program are considered UC courses and are taken for UC credit. This means that the grade points earned will count and the grades are included on your UC Davis transcript and in your UC GPA.
UC students are required to be in residence at their UC campus during all or part of their senior year; however, there are exceptions available to UCEAP students.
Seniors on UCEAP must consult with their Dean's Office advisor about senior residency rules.
Budgets, Fees & Funding
Your program fees and estimated expenses are posted on your program budget. You can find your budget on the "Money Matters" tab of your participants page.
While on UCEAP, you should not repeat any coursework you have already taken on campus. Duplication of coursework is reviewed when your transcript is received at UC Davis. If courses are duplications, you may not receive units for those courses.
Similarly, if you take a course while on your program and fail that course, you WILL NOT be able to retake the course at UC Davis upon return.
Your UCEAP program fees will not post to your UC Davis "MyBill".
You can find information about fees and payment instructions on your "Money Matters" tab.
Financial Aid can be applied to your UCEAP program. Aid will not be disbursed until 2 weeks prior to your UCEAP program start date.
If you have questions about your aid package, please contact the Financial Aid Office directly. Your UCEAP contact is:
There are many scholarships available for UCEAP participants.
The UCEAP scholarship application and instructions are available through MyEAP.
There are many other scholarships that UCEAP participants can apply to.
You can find more information by visiting the UC Davis Study Abroad Website
UC Davis Fees
Please remember to pay all charges on your UC Davis account BEFORE departure. If you have an unpaid balance you will be dropped for non-payment by UC Davis. If you are dropped, you will automatically be dropped from your UCEAP program, and your student status will no longer be active. If this happens you will need to reapply to UC Davis to return and continue coursework.
If you are dropped from your UCEAP program, your visa will not be valid, and you will need to leave the country immediately.
Your UCEAP system-wide network consists of your Program Advisor, Operations Specialist, Academic Specialist, and Finance Accountant. Most countries have a UC Study Center, with a faculty director and staff that can help with issues in country. If your country does not have a Study Center, there will be a contact faculty member in your country that is assigned by the UCEAP system-wide office.
UC Davis Campus
UC Davis Study Abroad Advisors are here to help you navigate through the UCEAP process of participation. We will assist you with campus items such as major/minor issues, financial aid, disability, etc.
YOUR CAMPUS ADVISORS
Christina Siracusa: email@example.com
Country advisor for Argentina, Barbados, Brazil, Chile, Costa Rica,
Czech Republic, Denmark, Dominican Republic, France, Germany, Ireland, Italy,
Mexico, Netherlands, Norway, Russia, Spain, Sweden, Switzerland, and UK Scotland
Tiffany Macias-Silva: firstname.lastname@example.org
Enrollment Coordinator and Advisor for Australia, Canada, China, Ghana, Hong Kong, India, Israel, Japan, Korea, Morocco, New Zealand, Senegal, Singapore, South Africa, Taiwan, Tanzania, Turkey, UK England and Thailand
UCEAP Student Assistants: email@example.com
Matthew Dea, Nikki Zanchetta, Matt Minerva, and Emma Hoffman-Davies
The UCEAP System-wide Team will assist you with most of your pre-departure preparation. They will handle housing, visa, billing and placement issues.
YOUR SYSTEM-WIDE ADVISORS
Michelle Harvancik: firstname.lastname@example.org
Australia, Ireland (Dublin Summer) New Zealand, UK (Sussex, Glasgow Summer)
Shannon Krahn: email@example.com
Canada, Israel, Jordan, Morocco, Turkey, United Kingdom (UC Center London Fall), Multi-city (London to Paris)
Ciara Ristig: firstname.lastname@example.org
Botswana, Ghana, India, Japan, Senegal, South Africa, Tanzania, Thailand
Kaitlin de Blanc: kdeBlanc@eap.ucop.edu
Ireland (Immersion), UK (Immersion)
Michelle Hertig: email@example.com
China, Hong Kong, Korea, Singapore, Taiwan
Emma Holmes: firstname.lastname@example.org
Czech Republic, Italy, Norway, Russia, Sweden
Meaghan White: email@example.com
Ireland (Parliament Internship), UK (LSE Summer, PKP Summer, Queen Mary Summer, UEA Summer, Intern: Scotland)
Marcos Martinez: firstname.lastname@example.org
Argentina, Chile, Spain, Multi-City Programs (Santiago/Buenos Aires, Barcelona/Florence)
Rachelle Gonzalez: email@example.com
Hannah Vander Sal: firstname.lastname@example.org
Rebecca Kim: email@example.com
Barbados, Brazil, Costa Rica, Dominican Republic, Mexico, Multi-city (Madrid/Rome)
Withdrawing From UCEAP
If, at any time, you consider withdrawing from the program, you must contact your UC Davis Study Abroad country adviser immediately. The last day to withdraw from your program is listed at the bottom of your application, and on your notification email. If you withdraw after the withdrawal deadline you will be charged a $500 late withdrawal penalty and may be liable for additional expenses paid to the host institution or program provider.
If you withdraw post-departure from UCEAP, you are withdrawing from UC Davis and will need to submit a readmission application to return to UC Davis to take classes. You may need to sit-out a quarter before returning to UC Davis after readmission.
If you must withdraw post-departure, please contact your Study Center Staff in country.
All UC students are automatically covered anywhere in the world by UCEAP insurance, which includes medical and non-medical benefits.
UCEAP insurance will cover you 14 days before the official start of your program through 31 days after the official end of your program.
This insurance is separate from SHIP.
You will be cover by SHIP prior to departure and upon your return unless you waive SHIP for the terms you are abroad.
SHIP Fees are charged for this coverage period and will be billed to your UC Davis MyBill account unless you Waive SHIP
Health & Safety
Your health and safety while you are studying abroad is the top priority at the UC Davis Education Abroad Center. To learn more about the health and safety measures we have in place, please visit the “Health and Safety” section of our website:
Alcohol, Drug Use & Criminal Behavior
If you choose to drink alcohol, do so responsibly. Know your limits and remember that drinking too much may put you in very dangerous situations.
If you drink excessively and your decision leads to disruptive behavior or a violation of your student contract, you put yourself and possibly others at risk, and you may be dismissed from the program as well as the university.
Remember, while participating on UCEAP, you are an ambassador - of UC Davis, California, and the United States of America. There are different rules in foreign countries, so make your choices wisely. You are responsible for your actions.
Please follow the link and complete the quiz so we can verify that you have completed the UCEAP online orientation.
Aggies Abroad Network
Tips to Remember
Buy a travel guide.
Check your email often, including junk folder.
All students can get health clearance done at UC Davis Student Health & Wellness Center.
Stay in contact with your major adviser while abroad, especially if your courses will change.
Do not purchase your airfare until your have received your official acceptance letter from UCEAP.
Health & Safety
The UC Davis Study Abroad Center recommends that you register yourself with the U.S. State Department: (http://1.usa.gov/GHIKKv) before departure so that the local U.S. consular staff may be able to assist you in the case of a catastrophic event. The Department of State Students Abroad website is also a great resource as your prepare for your program: http://1.usa.gov/19a7e9F
General Health & Safety Precautions
Using common sense is the best way to stay safe and healthy abroad. The same behaviors that keep you safe here at home will keep you safe abroad. Remember that what may be considered acceptable and "safe" behavior abroad may be different than in the U.S. Be familiar with local laws and do not assume that activities that are legal in the United States are also legal abroad. Refer to the U.S. State Department website for more information:
Health & Safety Tips
Learn as much as you can about your host country before you leave home.
Heed the advice you are given by UCEAP system-wide and Study center staff about acceptable behaviors and regional issues related to safety.
Keep a low profile and try not to make yourself conspicuous by dress, speech, or behavior in ways that might make you vulnerable to criminals.
Do not go out alone, especially at night. Use the buddy system and always tell another student or the program leader of your travel plans.
Avoid high risk activities like protest groups or volatile situations.
Be wary of suspicious persons loitering around your residence or persons following you.
Do not allow strangers into your room.
Carry only a small amount of money with you while keeping all other funds in a safe and secure location. Leave expensive items at home.
Don't put important information (passport, ID) in a backpack, instead, take a copy with you and store the original documents in a safe location.
Keep up with the local news.
Health & Safety Resources
US Department of State - Students Abroad: http://1.usa.gov/19a7e9F
US Department of State Country-Specific Information: http://1.usa.gov/GDRvFl
US Department of State - Travel Tips:
Transportation & Safety
One of the greatest risks to travelers abroad is transportation related accidents. This short video by Sara’s Wish Foundation, called “Know Before You Go”, is an eye-opening look at road safety considerations. Make sure you use transportation recommended to you or organized by your program leaders and staff. Visit the ASIRT website for more information about road safety in your destination:
Mental Health Considerations
The impact of studying abroad on your mental health, personal relationships, and on your general health is something you need to consider as you prepare for your time abroad.
• Be aware that studying abroad will not cure any existing physical and emotional health issues. In fact, travel often exacerbates problems such as eating disorders, smoking, alcohol and drug abuse, and other health problems.
• You should disclose any individual health needs or services that you will require while abroad to your physician during the health clearance process and your Program Coordinator. An appropriate overseas doctor or other resource can be identified before travel begins.
• Should you need professional services while abroad, contact the program's staff right away for assistance.
Immunizations & Vaccinations
Some countries have specific immunization requirements that need to be fulfilled before departure. If you are traveling to a country that has specific requirements, you will be advised of this during your Health Clearance process. For the latest information regarding health warnings and vaccination recommendations for your host country, visit the websites for either
the U.S. Centers for Disease Control:
or the World Health Organization:
In the event of an emergency abroad, contact in this order:
Local emergency services (if applicable)
Your UCEAP system-wide staff and/or study center or in-country host provider ( Contact Information for emergencies will be provided to you before departure.)
Loved ones back at home
UC Davis also has a 24-hour Emergency number (530-752-1230) that can be used if you cannot reach any of the local emergency contacts. Through this number the UC Davis dispatch staff will contact UC Davis Study Abroad staff to assist you.
When traveling in another country, it is important to be respectful of your host culture and be aware of both local cultural etiquette and general guidelines for ethical travel. Both “Global Scholar: http://globalscholar.us/” and “What’s up with Culture? http://www2.pacific.edu/sis/culture/” provide a series of training modules which can help you prepare for the cultural differences you will encounter overseas and techniques for working through them.
Most people who participate on a program abroad will experience some degree of culture shock. The effects of culture shock may range from mild uneasiness or temporary homesickness to acute unhappiness.
To learn more about culture shock, common reactions to it, and tips for transitioning into a new culture, visit: http://www2.pacific.edu/sis/culture/index.htm
For country-specific information on culture shock a great book series is "Culture Shock: A Survival Guide to Customs and Etiquette".
The range of concerns involving diversity encompasses ethnicity, gender, religion, nationality, sexual orientation, and physical disabilities. There is also a specific concern about reactions abroad to U.S. government policies and common stereotypes about Americans. UC Davis Study Abroad's Diversity and Accessibility web page provides additional resources as you consider diversity and disability issues abroad.
Lesbian, Gay, Bisexual and Transgendered students need to become educated about the attitudes that exist in your host country towards the LGBT community. Helpful online information for LGBT travelers is available from:
UC Davis LGBT Resource Center:
Rainbow Special Interest Group:
Accommodations for Students with Disabilities
UC Davis is committed to providing services to students with disabilities and will strive to arrange disability-related accommodations for any students with specific need. Talk to your country advisor immediately to discuss accommodations you might need while abroad.
Upon your return, you may experience “reverse culture shock”, a common reaction that is an emotional and psychological stage of re-adjustment after a sojourn outside of your familiar environment. You may experience unfamiliar feelings, just as your initial adjustment to living abroad may have been. It may take some time to re-adjust to home.
What’s Up With Culture is a wonderful resource to understand the process: http://www2.pacific.edu/sis/culture/index.htm
You can also check out the Education Abroad Center’s “Get Involved!” webpage, which has a section for Returnees.
The following video is a sample of how study abroad on UCEAP can inspire you to change the world!
Before proceeding with the rest of the orientation, please take the time to watch each of the short and entertaining videos provided by HTH Worldwide Insurance about Health & Safety while abroad:
Please note these videos should be used as a resource only. HTH IS NOT the Insurance provider for UCEAP programs.
To view each video please click the video link under health & safety abroad at the bottom of the web page listed above.
General Health & Safety Precautions Continued
Familiarize yourself with local laws and not assume that activities that are legal in the United States are also legal abroad. Refer to the U.S. State Department website for more information. If you break a law in another country, you will be subject to the laws of that country.
Make sure to bring enough prescription medicine for your entire trip. Keep the medicine in the original containers that show the prescription is yours and indicates the name of the prescribing physician. We also advise that you bring a written prescription for the medicine from your doctor to ensure you don't have any trouble at customs. Take all medication in your carry on.
Verify the legality of your medication by checking
with the consulate office for your program's country.
If you wear eyeglasses or contacts, take an extra pair and the written prescription abroad. Take sufficient quantities of contact lens solution, since it is not always readily available overseas.
What is Culture Shock?
A sense of confusion and uncertainty sometimes with feelings of anxiety that may affect people exposed to an alien culture or environment without adequate preparation
Study Abroad Social Media Hub:
A Daily Dose of Study Abroad Social Media
Connecting Aggies Abroad (Past, Future, Current)
Study Abroad Blogging Portal
Country & Program Groups, Videos, Photos, & More!
SHIP fees will be charged for the term you are participating in UCEAP.
If you normally Waive SHIP, you can do so for the term you
participate on UCEAP and you will not be charged SHIP Fees.
Be sure you have UC System-wide selected for systemwide advisors information, or UC Davis to find your UC Davis Advisor information
Grades and units are often not posted until up to 90 days after program completion which could impact your filing of graduation paperwork with your Dean’s office. Prior to departure, you should communicate with your Dean’s office to prepare for how and when graduation petitions are filled and how things proceed when UCEAP grades and units post at the end of the 90-day period (i.e. conferral the following quarter post UCEAP, meaning, you may need to file for graduation at the end of the quarter after which your program is completed, i.e. if participating in a Spring progam, you will file to graduate in Summer.
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