Erasmus 2012-13.Pre-Departure Talk – Wed 25 April

(Please sit as close as possible to the front)

International Exchanges Unit§ Dörte Stevenson

Head of International Exchanges Unit

§ Lyn DuffieldErasmus Administrator

§ Rebecca MathersStudy Abroad Administrator

§ Charlotte OdellInternational Exchanges Assistant

© The University of Sheffield26/04/2012

Meeting Format

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§ Programme overview§ Before you leave§ When you arrive§ While you’re abroad§ When you return§ Q&A session - Student Exchange

Ambassadors§ Leftover Erasmus packs(Slides will be published on-line after today)

What is Erasmus?§ European Commission funded mobility programme§ Includes (1) study exchanges, (2) work placements

and (3) language teaching assistantships§ Must take place in another EU/EEA/EFTA or

candidate country, be full-time and count towards your degree

§ Minimum duration is 3 months, maximum 12§ Comenius is a separate programme§ Some ineligible work placement providers:

www.shef.ac.uk/erasmus/outgoing/prospective-out/eligibility

© The University of Sheffield26/04/2012

Before you leave

Applications – Study Exchanges§ Your academic department must have

nominated you to your host university§ Search host university web pages for any

application forms and procedures§ If unclear, email or call the Erasmus Coordinator

in your host university§ Ensure to meet any deadlines set by your host

university§ Chase up confirmation of your acceptance§ Don’t assume you don’t have to do anything!

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Work Placements/Assistantships

§ Have you secured a work placement yet? Try the Careers Service if not- placements@shef.ac.uk

§ If so, do you have a contract? Is it currently being drawn up?

§ Keep on top of any paperwork issued to you by your employer

§ British Council Assistants should hear from the BC directly about the next steps

© The University of Sheffield26/04/2012

Visas§ Non-EU nationals likely to need a visa

§ Check with the embassy of the host country

§ Student Advice Centre may be able to offer some advice

§ Your host contacts may also provide some information

§ It’s likely you won’t be able to apply for one until you have a letter of acceptance from your host university/company

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HousingIt’s your responsibility to source accommodation in your host country.

Just the same as applying for or finding housing in Sheffield – only in another country.

It may seem daunting, but you can do it!!!

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Housing§ Most partner universities offer a chance to apply

for halls, but places are not always guaranteed

§ Apply in good time and request confirmation of receipt

§ Be prepared to look in the private sector

§ Use all of the resources available to you

§ Full list of tips on page 10 of your Handbook

© The University of Sheffield26/04/2012

Language Preparation§ Erasmus Intensive Language Courses (EILCs) - for

less widely taught languages or where a language does not form part of the degree

Application to International Exchanges Unit by:• 25 May 2012 (for placements starting in semester 1)• 24 Oct 2012 (for placements starting in semester 2)

§ Application forms can be downloaded here:http://ec.europa.eu/education/programmes/llp/erasmus/eilc/

• Further language preparation options listed here:www.shef.ac.uk/erasmus/outgoing/prospective-out/language

© The University of Sheffield26/04/2012

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Student Loan§ Eligible to apply as usual§ Indicate on the form that you’ll be going

abroad under the Erasmus Programme§ Student Finance may ask you to complete

a ‘Course Abroad form’ - contact Jackie Parkin in the Taught Programmes Office: j.parkin@shef.ac.uk

© The University of Sheffield

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Tuition Fees

The current policy (UK/EU Fee-payers only):§ Full-year Erasmus = No tuition fees to Sheffield

§ Full-year abroad, ½ Erasmus = ½ tuition fees to Sheffield

§ ½ year Erasmus only = Full tuition fees to Sheffield

N.B: No tuition fees payable to host Erasmus universities

Overseas fee paying students are charged half fees for a year abroad and full fees for just one semester abroadONLY APPLY FOR WHAT YOU NEED!!!

© The University of Sheffield

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University Financial Support www.shef.ac.uk/ssid/finance/money.html

§ You may apply for Access to Learning Funds for unforeseeable expenses or emergency costs

§ We encourage those students who are assessed to have low parental contribution to apply

§ Email: Financialhelp@sheffield.ac.uk

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Erasmus grant

§ Not means-tested

§ Open to all nationalities

§ Only the following are not eligible to receive it:1. Students who have previously received one

2. Students whose exchange/placement doesn’t meet the aforementioned eligibility criteria

§ Comprehensive info on your Erasmus Grant Fact Sheet in your pack

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Erasmus Paperwork

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§ Start reading the instructions ASAP

§ The check-list in your pack tells you which forms to fill in and when

§ Detailed information is given in the on-line paperwork tutorials on our web pages:

www.shef.ac.uk/erasmus/outgoing/before/paperwork-all.html

Registration

§ You must still be registered with the University of Sheffield whilst abroad

§ Registry Services will contact you to tell you how to do it

§ Not registering in good time can lead to problems with tuition fees and receipt of any grants or bursaries

© The University of Sheffield26/04/2012

Insurance§ Lot’s of useful information regarding

insurance on page 8 of your Handbook

§ Make sure you are fully insured for your period abroad

§ Try and get a comprehensive policy, don’t just pick the cheapest one!

§ Some leaflets available at this meeting

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Travel Arrangements

§ Only book flights/trains once you know exactly when you have to arrive: amendments to bookings can be expensive

§ International Student Travel Cards can save you lots of money – ask your travel agent

§ If possible, try to travel with other Sheffield students

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Resources

IEU Facebook Group

§ Good way of networking with former, current and future inbound and outbound Erasmus students about housing, culture, nightlife etc.

§ You can post an ad to let out your room

§ Link from our web pages at:

www.shef.ac.uk/erasmus/outgoing/before© The University of Sheffield26/04/2012

uSpace Area§ We have an International Exchanges Unit uSpace

area which contains profiles on our Erasmus partner universities:

http://uspace.shef.ac.uk/community/international_exchanges_unit/europe

§ Access through MUSE

§ Please, please, please contribute with your photos and experiences!!

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ESN

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§ Erasmus Student Network (ESN) is an organisation which encourages students in all participating countries to set up Erasmus societies and organise events for incoming exchange students studying in their home university

§ Sheffield currently has an ESN (esn@shef.ac.uk)

§ You may find that your host university has one too

Student Exchange Ambassadors

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§ A group of 56 former Study Abroad / Erasmus students acting as ambassadors for the programmes

§ Providing student-led support based on their own recent experiences

studentexchangeambassadors@lists.shef.ac.uk

On arrival

On Arrival§ Orientation / language training / work induction

as instructed by your hosts§ Register for classes if at a partner university§ Register with relevant authorities if necessary§ Contact your host department / work contact§ Establish a way of maintaining email contact with

Sheffield, family & friends§ Get in the habit of checking your Sheffield email

account regularly

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While you’re abroad

Culture Shock

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§ It happens to most people

§ Can include:ü Fits of anger over minor irritations

ü Frustration - not knowing how to behave

ü Feeling paranoid / isolated / vulnerable

ü Idealisation of your home country

ü Overwhelming sense of homesickness

Stages of Culture Shock

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Excitement

Homesickness

Frustration

Acceptance

Integration

Autonomy

Reverse Culture Shock

Tips

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§ Accept that culture shock is unavoidable

§ Recognise the signs/stages

§ Try to remember why you are there

§ Make an effort to integrate

§ Try not to hang around in native country cliques too often

Problems/queries§ Your departmental Erasmus tutor can help you

with academic queries

§ IEU can assist with queries of a more practical nature

§ Erasmus and academic contacts are at hand at partner universities

§ Don’t be afraid to ask your host contacts for help

§ Be aware of who can help you with what

© The University of Sheffield26/04/2012

Personal Support§ Student Support & Guidance can help if you

are suffering with personal problems:

support@sheffield.ac.uk

§ The Counselling Service can’t offer telephone or emergency appointments

§ Your GP should be your first port of call if things are very bad

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When you return

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Travel Grant§ In addition to maintenance loans and grants you may be

able to get a travel grant from Student Finance England

§ The grant is income assessed

§ Can cover reasonable costs (as decided SFE)

§ Can cover medical Insurance and medical costs

§ SFE should send you an application form automatically as long as you have indicated your period abroad on the Student Loan Application

§ Keep all your receipts!

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Grade Conversion§ Grades will be sent via a transcript to IEU

or to your academic department

§ If you receive a transcript, make sure your department has a copy too

§ Your departmental Erasmus tutor converts the grades and organises for them to be entered on your UoS record

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Return Accommodation

§ Ask about return accommodation in University housing if you don’t have anyone to live with when you come back

§ Email:

accommodationoffice@sheffield.ac.uk

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Continuing the Experience§ Contribute to our IEU uSpace

§ Join the Sheffield Erasmus Student Network

§ Apply to become a Student Exchange Ambassador:

www.shef.ac.uk/ieu/seap

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© The University of Sheffield

What next?

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Drop-in Session

Date: Wed 09 MayTime: 3pm to 5pmLocation: Room 1012, Floor 10, Arts Tower

§ Please use this session if you want to come and speak to us in person about something

§ At all other times, please make an appointment or contact us by email/phone

© The University of Sheffield26/04/2012

© The University of Sheffield

Q&A Session

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AmbassadorsJason HiltonBA/French & GermanStudied in France and Germany

Lauren PlattsBSc/Biology w/a Modern LanguageStudied in Spain

Janaki SivalingamBA/French and ManagementLanguage Assistantship in France

Claire WardBA/Modern LanguagesAustrian Assistantship

© The University of Sheffield26/04/2012