Before You Go

Tuition Fees 

You will continue to pay the UCA Tuition fee for the duration of your overseas placement, however, you will not be required to pay any tuition fees to your host institution.  

You are also responsible for all costs associated with your overseas study, including accommodation, flights, visas, insurance, medical, living costs as well as any other personal expenses.  

Turing Funding  

All UCA students participating in Study Abroad can apply for Turing Scheme funding to help cover the costs of living while studying Abroad. Cost-of-living grant amounts vary depending on the length of study abroad and the cost-of-living destination country determined by the Turing Scheme.  

Successful applicants will receive 80% of cost-of-living grants before departure and the  remaining 20% on completion of the placement.  

To support students with disability the Turing Scheme also provides reimbursement of any cost directly associated with supporting your participation in the program.  

There is also extra funding available for some from disadvantaged backgrounds this includes increased cost-of-living grant rates: 

• A travel grant to cover the cost of your flight 
• Travel Readiness reimbursement to cover the costs of passports, visas and insurance  

Those students eligible for extra funding will need to provide proof of purchase, and reimbursement payments will be paid based on Turing's approval.  

To apply you must complete the Turing Grant Application form and return it to exchange@uca.ac.uk.  

Student Loan  

If you currently receive a Student Loan, you will continue to be entitled to a student loan to cover your tuition fees. In addition, if you also receive a maintenance grant you will still be entitled to this during your overseas placement, but the amount you receive may vary.  

You must inform the student loan company that you are participating in overseas study. UCA will also report this to the Student Loan Company.  

You may also qualify for a grant to cover some of your travel expenses. This includes return journeys and essential expenses such as medical insurance and travel visas.  

You must meet the government eligibility criteria, and the amount you get depends on your total household income.  

For more information on how to apply, please visit the UK Government website HERE [link] 

Please note you cannot apply for the grant if you have applied for the disadvantaged background travel grant offered under the Turing Scheme. 

Accessing your Money Overseas 

It is important to consider how you will access your money overseas. Bank and credit cards are normally accepted in most major cities and towns in most countries, but many banks charge additional fees for using your card abroad. It is recommended you speak to your bank before you depart and switch to an account or bank which offers no international transaction or ATM fees.  

Make sure you sign up for online banking and can access and monitor your account while you are abroad.  

Also, remember to ensure you have the international contact number for your banks  

Financial Hardship  

We understand that studying overseas is expenses, therefore if at any time during your overseas placement, you require financial support please contact the UCA financial team via UCA Gateway or your UCA Global Mobility Team on exchange@uca.ac.uk.  

Throughout the programme you will be required to complete the below mandatory documentation and return to exchange@uca.ac.uk.  

Learning Agreement  

The learning agreement confirms the course you will take at your Host Institution and ensures you can transfer your credits to your UCA degree. It must be completed before you depart and signed by you (the student), your host university and your UCA Programme Director and returned to exchange@uca.ac.uk. 

{Learning Agreement Link} 

Once you have arrived at your host institution if you would like to change any of your courses or units, you must complete the Learning Agreement Change Form and gain your UCA Programme Director's approval.   

Risk Awareness Form 

Although most trips abroad are incident-free, there are always risks and precautions to take to prevent or reduce the likelihood of incidents. It makes sense to spend some time preparing before you travel, to help ensure you stay safe overseas. 

The risk assessment is a mandatory form that helps you review placement risks and helps you stay safe overseas. It must be completed and returned to exchange@uca.ac.uk no later than four weeks. 

To complete this form, you will need to 

• Complete all personal details. 
• Review and rate the hazards and add any new hazards if necessary. 
• Read through the control measures. 
• Research your host country and document any important emergency service numbers. 
• Complete and sign the self-declaration. 

Confirmation of Arrival Form 

During your first week, you must get the ‘Study Abroad Confirmation of Arrival From’ signed by your host institution. This should be returned to exchange@uca.ac.uk within two weeks of your arrival. 

Length of Study Form 

Before you depart from your host university, you must complete the ‘Confirmation of length of study' form. You must get this signed by your host institutions and return it by email to exchange@uca.ac.uk no later than two weeks after your departure, 

Passports and Visas 

To travel overseas you will need a passport and depending on your nationality, where and for how long you are overseas a visa.  

You must  

• Apply for a passport or ensure your passport is valid for the duration of your stay and the entry requirement of your host country.  
• Check your host country's entry requirements, including passport validity periods, visa requirements and any other documents you will need.  
• Apply and pay for your visa. You might need documentation from your host university to complete your visa application  

For visa advice please contact your host university and check the information on your host country's government website.  

Flights 

UCA recommends only booking flights once the official offer confirms your place at the host university. You are responsible for making travel arrangements, including booking and paying for your return travel tickets. 

The UK government provides advice about travelling abroad, including entry requirements, travel warnings, and safety information. Please visit: www.gov.uk/foreign-travel-advice 

We also recommend that you. 

• research and plan how you will get from the airport to your accommodation or university campus. Remember to work out how you will pay for transport. 
• Make sure you are aware of any goods you are prohibited from bringing in / taking to your host destination. 

Once you have accepted your host university's offer, you will typically receive information about accommodation from their exchange, admissions, or accommodation team. 

It is your responsibility to find and book suitable accommodation for the duration of your overseas study placement. Only some UCA Host institutions offer on-campus accommodation, therefore you might need to find private accommodation.  

We recommend you:  

• Research your host institution's accommodation options  
• Contact your host institution team for more information  
• Apply for on-campus accommodation if available  
• If on-campus accommodation is not available, ask for support from your host institution and only book private accommodation with registered and recognised providers.  

Remember it is important that you: 

• Tell friends and family where you will be staying and your accommodation address 
• Update your term time address on your UCA MyRecords  

It is also essential to consider your UCA accommodation options before your departure and return to UCA. UCA cannot guarantee UCA halls of residence, and you want to avoid being liable for paying accommodation fees while you are away. 

Please be aware that your destination's health and medical services may differ from the UK. 

We recommend you research and keep up to date with any health, immiseration, and safety requirements, guidance, and advice for your destination country.  

The UK Government Travel Aware website is a good resource of information.

Vaccinations  

Check if your host country requires vaccinations or other treatments, like anti-malarial. If so, make sure you’ve had these and have proof of treatment to take with you 

Medications 

If you take regular medication, we recommend you consult your doctor before you depart.  

Not all medications are allowed in every country and some countries will limit the amount you can take. Documentation may be required to bring them to a country even if prescribed. We recommend you visit your doctor before departure and ensure you have any certifications, documentation, or medications you require while overseas.  

A successful study abroad experience will depend largely on preparing and planning so that your disability-related support needs can be met while you are abroad. 

Let us know if you have any specific disabilities or learning differences. We can then work with you, the UCA support team and your host institution to ensure that any current individual support plans are updated, and support requirements are in place before you depart UCA for exchange placement.  

We understand that living and studying overseas can be challenging. It is usual for your time overseas to be exciting, fun, challenging, frustrating, stressful, and life-changing, and many students find they have highs and lows while on placement. Remember, this is all part of the experience, and many of the skills you gain from going overseas come from the difficult times you encounter as you adjust to your new environment and integrate into another culture.  

If you are struggling, your host university and UCA are there to support you. We recommend you find out about support services at your host university as soon as possible. You can still access a range of UCA well-being services while you are overseas.

This includes access to the services below, which can be accessed from overseas:

• My Wellbeing app: Self-serve: based around the 5 steps to wellbeing, also provides signposting further support via “I need help now” button   
• Together all: Peer-to-peer: 24/7 digital platform, safe space, and monitored with escalation procedures in place to pick up during work hours    
• Spectrum Life: In the moment well-being support: general well-being support for issues that students are facing out-of-hours    

Remember, UCA is always here to help, so please get in touch if you are struggling or need advice or help: wellbeing@uca.ac.uk or exchange@uca.ac.uk  

UCA provides travel insurance for all students who undertake a period of study abroad as part of their degree Programme.  

UCA's general Personal Accident and Travel insurance policies cover the following. 

• Illness and injury  
• Losses and Theft 
• Travel Disruption 
• Personal Liability  
• Legal defence 

However, there are several exclusions, including extreme sports coverage, motor insurance, pre-existing medical conditions, and intentional self-injury or injury under the influence of alcohol or drugs. It will also not cover you before your placement begins or after your placement has been completed. Therefore, it is important to determine if you need additional cover.  

It is your responsibility to determine whether you need to take out additional cover for the duration of your trip. You are responsible for any costs related to mandatory insurance required by the host or any additional cover you may wish to take out. 

Activating UCA Insurance 

You must contact UMAL as soon as possible to report an accident or incident.  

The UK-based claim line is open 24 hours, 7 days a week.  

If you require medical attention whilst travelling, UCA Insurers (UMAL) should be contacted before incurring substantial medical expenses or being admitted as an inpatient at any hospital. Payment of any medical bills should only be made by notifying UMAL. You will be covered for medical expenses starting from £100 if you contact UMAL first or £300 if you fail to contact IMG first. 

If you require legal advice or assistance, you should contact UMAL before asking for help from a lawyer.  

UMAL Insurance 

• Contact Number: +44 (0) 344 893 8165 
• Policy Number: TT2692630 

We recommend you make a note, keep a copy of it, and/or save any emergency insurance numbers to your phone before departure. 

If you have any questions about the UCA policies, please email insurance@uca.ac.uk 

Mandatory Host Institution Insurance  

Some host Institutions require students to purchase and enrol in their mandatory insurance scheme as part of their enrolment.  

Staying safe while abroad is all about being well-prepared and well-informed. It is important that before you depart, you research your destination, consider health, safety and security issues and once overseas make sensible decisions and use common sense.  

Here are some resources and tips to help you stay safe overseas.  

Before you go 

• Check the FCDO advice site for your host country  
• Research the customs, cultural norms and laws of your host country 
• Research the health risks in your host country and make sure you have the necessary vaccinations  
• Make a note of important contact numbers, such as local emergency services, insurance provider  
• Make a digital copy of your passport, and travel documents and store it securely 
• Back up your devices to the cloud 
• Read and understand the UCA insurance policy, and purchase additional cover if required 
• Complete the UCA risk awareness form, to help you understand the risks and issues you might face, and how to implement mitigation strategies to help ensure your safety.  

While you are away 

• Avoid travelling at night where possible  
• Only use registered transport services  
• Only stay in registered accommodation  
• Avoid carrying large amounts of cash or valuables with you and avoid drawing attention to your belongings.  
• Respect local customs and social norms, and where needed adjust how you dress to match local customs.  
• Be careful of vulnerable behaviour and attending unnecessary attention  
• Be alcohol and drug-safe – Stay aware when drinking and be aware of how much you are consuming. Remember the laws and police systems will be different to that in the UK.  Most insurance companies will not cover alcohol or drug-related incidents 
• Keep friends and family up to date with your location – Tell someone where you are going and when you will be back  
• Always follow the advice of the local authorities  
• Familiarises yourself with the location of local emergency, medical and support services, including those offered at your host university.  
• Seek help early if things go wrong  

The safety standards in many countries differ from those in the UK, and hazards that you do not usually work with, such as natural disasters, civil unrest, positioned animals, or diseases, may exist. You must be aware of the hazards you may face, have controls to limit exposure to risks and know what to do if an accident, critical incident, or emergency occurs while you are overseas.  

The university has procedures for severe health and safety incidents and emergencies, so those involved are supported.  

You must take steps to ensure you are prepared for accidents, major incidents and emergencies that may occur while you are on placement.  

Be prepared. 

• Read the UCA Emergency Guidelines below.  
• Read UMAL Travel Tips 
• Sign up to UMAL Travel Alerts by registering for the Crisis24Horizon platform HERE 
• Read the Government travel advice for your host country.  
• Note and save the local emergency service numbers and the location of the nearest hospital, doctor, and police station.  
• Be aware of potential natural disasters or extreme weather conditions which could occur in your host country and make sure you are aware of what to do if one occurs. 
• Be aware of any known diseases or poisonous animals present in your host country, and make sure you are aware of what to do if you come in contact with a known disease or poisonous animal.  
• Note and save the contact details of the nearest British Consulate or Embassy if you are a British National or consulate or Embassy for your country of nationality. 
• Note and save UCA contact number and emails  
• Read the UK Government's guidance on dealing with a crisis overseas.  

While you are overseas we recommend that you monitor FCO advice for your host country, stay up-to-date with local news and stay aware of any weather developments, local warnings or localized situations which could escalate into an emergency.  

Medical Emergency 

In the case of a medical emergency, you should attend the accident and emergency service in your host country. As soon as possible after admittance, you or a friend, family member or contact at your host university should contact UCA Travel Insurance Provider UMAL and any other relevant insurer, as well as UCA and your host university.  

For minor injuries and/or illnesses, you can contact the local GP, pharmacies, optometrists, dentists, or drop-in clinic. Your host university might have a medical room or facility on site. It is a good idea to find this out during your first week.  

Natural or man-made disasters, civil unrest or terrorism  

Prior to departure we recommend you research which natural disasters or extreme weather conditions occur in your host country such as earthquakes, or hurricanes and make sure you understand what do to if a natural disaster or extreme weather situation occurs.  

UCA monitors all Foreign and Commonwealth Office (FCO) Travel Alters for the countries students are in, so we are aware of significant issues overseas. In a major incident in your area, your safety and security are our primary concern. If it is deemed unsafe for you to stay in your host country at any time, UCA will work with you and the Embassy to ensure your safe evacuation. 

If being involved in a major incident or emergency is important, you: 

• Seek medical attention if required 
• Follow the guidelines of the local authorities, National Embassy or Consulates 
• Contact UCA emergency line as soon as possible  
• Contact your family as soon as possible 

Victim of Crime 

If you are in physical danger or need immediate police or medical attention, please call the local emergency services.   For less urgent crimes, we recommend you contact your host university security team and gain their support before contacting the police (if required).  

You should also contact the UCA insurance provider, UMA as soon as possible. 

Legal Emergency  

If you are arrested, detained by law enforcement or require legal assistance, if you are allowed to make a call you should notify your emergency contact who will be able to raise the alarm with UCA, the UCA insurance company and your local embassy or consultant.  

If you are not allowed to make a call, ask a friend, your host, or a bystander to call for you.  

When you require legal assistance, contact the UCA Insurer UMAL before engaging a lawyer. 

Emergency Response Steps 

If you are impacted by an emergency, you should follow these steps 

• Assess the situation.  
• Ensure your safety. 
• Raising the alarm, calling the appropriate emergency services, and following local authority advice.  
• Initiate first aid, where possible 
• Seek help locally from your host institution (Accommodation office, International Office) 
• Activate the UCA insurance policy.  
• Notify UCA  
• Contact the nearest Embassy/consulate  
• Maintain regular contact with your host university, the global mobility team at UCA, and your family, informing them of your whereabouts and movements. 

Do your research 

We recommend you do your research on your destination country and host university.  

Study and learn about. 

• The location and local area: search for local neighbourhood guides, shops, restaurants, etc. 
• Local customs, laws and human rights positions.  
• The local culture, social behaviours and norms.  
• Local language – practice common phrases and language basics to help you get around, ask questions, etc. 
• Check the FCDO website for your host country's latest travel advice and government warnings.  
• Emergency service contact numbers  
• Embassy contact numbers and locations. 
• Location of the local doctors, hospital and police stations 
• Any mandatory or recommended travel vaccinations 
• Public holiday dates and opening hours. 
• Public transport networks, including how you purchase and pay for tickets. 
• Local currency and banking – How will you access your money  
• Mobile phone service and internet 
• Electricity connection – make sure you pack on the adaptor. 
• Familiarise yourself with your host university. See what services they offer, what shops or food are available on campus, if you can join a gym and clubs, how to get IT support, and what to do on your first day.  

Learn about the culture 

The reality of living in a different culture is a unique experience, and regardless of your travel experience, you can still be affected by culture shock. The more you can learn about your host country before you arrive, the better you will be prepared for day-to-day interactions. You must research your host country's culture, customs, and laws, as these may differ from those of the UK.  

Things you may wish to consider.  

• How people typically dress and dress codes – such as conservative dress. 
• How people typically use hand signals and other non-verbal cues.  
• Local laws and beliefs on sexuality, marriage, kinship, and public signs of affection.  
• Local laws and beliefs on alcohol consumption 
• The use of language and what is considered inappropriate language. 
• Toleration of the switching of binary categories 
• Cultural taboos – for example, some cultures encourage eye contact while others find it offensive. 
• Local celebrations – for example, New Year, Chinese New Year, Diwali, birthdays   
• Food and eating habits—This includes what and when you eat. Standard mealtimes might differ.  
• Opening and business hours – for example, in the UK, we have shorter trading hours on Sundays, while in other countries, it is common for lunchtime closures or 24/7 trading.   

It is expected to experience some form of culture shock as you adjust to the unfamiliar environment, social, economic, and educational systems, as well as unfamiliar food, climate, language and more. You might find it challenging, frustrating or overwhelming, which is entirely normal. Patience is crucial to allow yourself time to adjust to your new environment as culture shock is temporary, and over time, you will get used to your new environment as you begin to settle in.  

Remember, if you are struggling to adjust to your new environment, contact your host university or UCA as soon as possible for help and support.