Overview of University services to prepare and look after students going abroad
Erasmus procedures for Sussex students
Eligible Sussex students will automatically be included in the programme. Please see the section on the Erasmus Lifelong Learning Programme.
Support and Guidance
You will be given plenty of advice and information about studying abroad and you will be invited to attend meetings and also to meet returning study abroad students who will give you valuable insights into what awaits you. Make sure that you take advantage of every opportunity to learn more, so that you are prepared for and confident about what can be something of a culture shock. If for any reason you are unable to attend these meetings or seminars, you should make sure that you receive all the necessary documentation to ensure a smooth trip (for language year abroad students, please contact the Director of the Year Abroad - Brigitte Diplock; for the American Studies year abroad, please contact Elizabeth Wingfield; for voluntary study abroad students, please contact the ISAO).
Even while you are abroad, there is advice and support available to you from Sussex - either at the end of a phone or via email - so there is never any reason to feel 'cut off' if problems should arise.
Health & Safety
A risk assessment on each destination will be carried out before the start of each academic year. Students will be asked to participate in this process and to consider for themselves the new or enhanced risks that they may encounter. For certain destinations a special briefing session, involving returning students, will be held in order to discuss the situation in-country and to explore the best ways to ensure their safety.
All students are required to consult the FCO travel advice pages for their host country http://www.fco.gov.uk/en/travel-and-living-abroad/travel-advice-by-country/ and are strongly advised to register with the 'locate' service: http://www.fco.gov.uk/en/travel-and-living-abroad/staying-safe/Locate/
Travel Insurance
Sussex has a duty of care towards all students for the duration of their degree programme, in view of which it is considered essential that all students take out a fully comprehensive travel insurance policy to cover their whole year abroad. To make this easy for students to arrange, the university negotiates a suitable insurance policy that is available to students to buy. Students may also choose their own travel insurance provider as long as the policy is fully comprehensive.
European Health Insurance Card (EHIC)
European students studying abroad in Europe will need a European Health Insurance Card (EHIC – formerly the E111) as well as fully comprehensive travel insurance. Students can apply for an EHIC online at https://www.ehic.org.uk/ (10-day delivery time) or by phone on 0845 606 2030 (10-day delivery time).
Emergency Situations Whilst Abroad
Unfortunately, unexpected events happen whilst students are studying abroad and we never know when nor where. When the earthquake struck Japan in 2011 it was difficult to make contact with our students as they were, in fact, away from the university at the time.
If an emergency situation occurs be guided by your exchange university as they have procedures in place and are prepared for such emergencies.
If you are not on campus then check your university's home page where they usually give advice on what you should be doing.
Listen to local news broadcasts and heed local and national government advice.
Make contact with your parents as soon as you can to let them know that you are safe and email us if you are able to, so that we know that you are OK too. It is important that we have a telephone number that we can contact you on whilst you are abroad and we need to know where you are living. Please ensure that your study abroad address and telephone number have been up-dated on your Sussex Direct so that if there was a major problem we could try and contact you or get someone else to check on you.
If the Foreign and Commonwealth Office are recommending that people leave the country, or area, then students should be advised to leave. Please check the Foreign and Commonwealth Office website.
Embassies will also work to get their nationals out of a country. Websites of embassies and FCO equivalent offices should be looked at to find out what services are being provided.
If you need to leave the country quickly it is likely that Sussex will be able to help out with the cost of flights or accommodation
*The main thing is to let people know that you are safe.*
In Case of Personal Accident
In the first instance, use the support structures in place at your exchange university. Please note and always have available the names and contact details of the relevant staff in the International Office (or its equivalent) where you are. They have a 'duty of care' responsibility to you and will be the ones who can accommodate your local needs, whether it be housing, affected coursework, or transportation.
Also contact the ISAO and your subject representative as quickly as possible so that we can make sure your needs are being met.
Mitigating Evidence
Study abroad students are allowed to submit mitigating evidence for non-submission of coursework, absence from examinations, or for work submitted that they feel was impaired by circumstances beyond their control. The procedure for submitting evidence is the Sussex procedure as applicable to any other year of study; details are given on the Academic Office website.
As a general note in respect of impairment on the year abroad, it is important that students keep in touch with Sussex during their time abroad, informing us of any problems they are having, whether academic or personal, by contacting the ISAO, their department or a Student Advisor from the Student Life Centre or Student Support Unit. If students do not report problems as they occur, it may be more difficult to make a case for Mitigating Evidence.