Navigate Up
Sign In
Japan  2015-16
Global & International Studies, Meiji Gakuin Univ. - Fall

UCEAP Travel Requirements

Your first payment date is May 1, 2015. This is also the deadline to withdraw from the program without UCEAP financial penalty. Additional withdrawal fees may apply for some programs.
 
Consult the Money Matters tab above for details.​​​​​

Instructions:

Materials will be posted to this Participants​ page as they become available. Review all linked instructions in the Pre-Departure Checklist as soon as possible. Revie​w each tab above and plan ahead to meet deadlines. Contact UCEAP Operations if you have any difficulties completing the Pre-Departure Checklist.
 

UCEAP Operations Contacts

Ann Rotlisberger, UCEA​P Program Advisor: arotlisberger@eap.ucop.edu
Amy Frohlich, Japan Program Specialist: afrohlich@eap.ucop.edu
Phone: (805) 893-6152
 
Mailing Address:
UCEAP Systemwide Office—Japan MGU
6950 Hollister Avenue, Suite 200
Goleta, CA 93117-5823
Pre-Departure Checklist
Item
Due Date
(Not a postmark date)
Read and Complete
Submit To
Completed
Completed
 
1
 
Review Now - and refer back often
 
Review each of the tabs above for additional deadlines and important information:
 
  • Travel Requirements
  • Money Matters
  • Insurance
  • Calendars
  • Policies
  • Petitions
Varies by Item
 
2
 
Now
 
Official UCEAP Guides
 
  • UCEAP Guide to Study Abroad (2015-16)
  • Your Program Guide 
    • Your UCEAP Network
    • Academic In​formation
    • Extending Participation
    • Cultural Awareness
    • Official Start Date
    • Mandatory Orientation
    • Travel Planning
    • Financial Information
    • Communications Abroad
    • Housing & Meals
    • Daily Life Abroad
    • Insurance
    • Staying Healthy
    • Staying Safe
Read both of these guides. Most of your questions will be answered here.
 
3
 
Now – throughout
the end of your
program
 
Contact and Passport Information
 
 
4
 
April 2, 2015
 
Required Electronic Signatures
 
 
5
April 2, 2015
Meiji Gakuin University Application for Admission
 
6
April 2, 2015
Six (6)  Passport-size Photographs [5] 4.5x3.5cm photos, [1] 4x3cm photo
 
7
 
July 1, 2015
 
 
 
Request for Disability Accommodation Abroad
(if applicable)
 
 
8
July 1, 2015
 
 
 
Requirements for Students Taking Dependents or Traveling Companions (if applicable)
 
UCEAP
Systemwide
Office
and
online payment
to ACI
 
9
July 1, 2015
UCEAP Health Clearance
 
10
Before Departure
UCEAP Participation Letter
 
Keep this letter for your records
11
Before Departure
Student Visa
 
Japan Consulate
12
August 1, 2015
Arrival Information
 
13
 
*Reference Only*
Health and Safety Information
 
*Reference Only*
 
​​​​

Money Matters

For financial questions, review the 2015-16 UCEAP Guide to Study Abroad before contacting your UCEAP Finance Accountant at studentfinance@eap.ucop.edu.
​​

2015-16 Payment Due Dates and Amount Due

 
First payment of $950.00 is due by: May 1, 2015
 
  • Refer to the second page of your UCEAP Student Budget (available below) for subsequent payment due dates.
     
  • Financial Aid Students: Your first payment is deferred until the second payment due date. Your MyEAP account will automatically be assessed a late payment fee for the first payment, which will be reversed if/when UCEAP receives your financial aid.

2015-16 Payment Instructions

UCEAP Program Budget(s) and Payment Schedules​

 
 

Notice regarding Fall, Winter and Spring UC tuition

Actual tuition, fees, and charges are subject to change by the Regents of the University of California and could be affected by increases or reductions in State funding, or other developments.
 

2015-16 Fees and Penalties

Release of Financial Information (Parent Access)

   Third Party Authorization/Restriction:

2015-16 eRefund Direct Deposit (Electronic Funds Transfer Authorization (EFT))

Frequently Asked Questions

Insurance Information

KNOW BEFORE YOU GO.  IMPORTANT INFORMATION ABOUT STUDENT INSURANCE.

 
The UCEAP travel insurance policy provides benefits for students traveling outside the U.S.  The UCEAP travel insurance policy is not a substitute for minimum essential coverage (MEC) as required by the Affordable Care Act (ACA). U.S. citizens or non-US citizens resident aliens studying abroad are generally subject to the same ACA requirements for each month of the year as U.S. citizens living in the United States.
 
Depending on your campus, you are required by UC, as a UCEAP participant you will continue to have a MEC plan (campus student health insurance or a private plan) while abroad. As is the case with all registered students, you are responsible for paying the campus insurance premium to your campus by the fee payment deadline unless you waive out of campus insurance successfully by the waiver application deadline.
 
You are responsible for either 1) paying the required campus health insurance fee at your UC campus, or 2) obtaining a health insurance waiver at your UC campus.
 
  • If you have continuous insurance coverage that qualifies as minimum essential coverage in the U.S., you don't need to read further, except details of your UCEAP travel insurance benefits below. If you are uncertain whether you have continuous coverage, check with your parents.
     
  • If you DO NOT have continuous coverage that qualifies as minimum essential coverage in the U.S.read important information about the ACA for UCEAP students. Also refer to Healthcare.gov, Covered California​. Information about your UCEAP travel insurance is below.
The UCEAP travel insurance covers UC students automatically anywhere in the world 14 days before the official start, through 31 days after, the official end, of your UCEAP program. The premium is paid by the University of California.  
 
The UCEAP travel insurance is not the same as the UC campus health insurance plan. It does  not cover routine/preventive care. If sick or injured while abroad, contact the local staff for help to get medical care.  As local health care providers will not bill U.S. insurance companies directly for services rendered, you must pay for your own non-emergency medical costs up front and file a claim to be reimbursed. If you have any questions regarding the benefits provided under the travel insurance contact claims@visit-aci.com.
 
 
KNOW BEFORE YOU NEED CARE:  Review information below for details.
 
 
Insurance Checklist, Contact Information, and Claims Process
Item
Deadline
To Do
Important - Plan Ahead
1.
Read now
 
PLAN AHEAD
Don't be uninsured before and after UCEAP.
 
READ benefit details and terms of coverage in UCEAP insurance brochure.
 
Read the Insurance chapter, UCEAP Guide to Study Abroad
 
SHARE with your parents or guardians. KNOW what's covered before traveling.
 
UCEAP insurance starts 14 days before the official start of the program; ends 31 days after the last day of the program.

 
Refer to your program calendar on the Participants page.
 
2.
7 days before desired period of coverage for extension insurance (out-of-country coverage only)
Need out-of-country coverage sooner than 14 days before the official start of your program?
 
DISCUSS with family if you will need insurance coverage before or after UCEAP.
 
Depending on your campus, you will be required to keep SHIP, private insurance, or enroll through Covered California.
3.
7 days before the official end date of UCEAP program for extension insurance (out-of-country coverage only)
Need out-of-country coverage longer than 31 days after the official end of the program?
 
READ benefit details and terms of coverage here.
 
DISCUSS with family if you will need insurance coverage after UCEAP.
 
Depending on your campus, you will be required to keep SHIP,  private insurance, or enroll through Covered California.
4.​ Print NOW PRINT and carry a copy with you at all times.​
 
 
 For questions about travel insurance coverage, benefits, eligibility, and claims
Administrative Concepts, Inc. (ACI)
Phone: 1+ (888) 293-9229 (inside the U.S.)
Phone: (011-610) 293-9229 (outside the U.S.)
Fax: 1+ (610) 293-9299
 

Claim Forms

How to Submit Claims

 
Online Accident & Illness Claims Submission
 
You will need the UCEAP policy number (ADDN04834823), which appears on your insurance card. The only letters are ADDN, followed by a ZERO and the rest of the numbers. Enter the complete policy number, letters included, all capitals no dashes or spaces.

The member ID requested is your UC ID number.

All required information must match what you entered in your MyEAP account.  This information is needed to set up a username and password with Administrative Concepts, claims adjustors.
 
2)  After you have submitted your claim online through the ACI website above, SEND paid receipts and supporting documentation using one of the methods below.

Email
Scan completed claim form (if you cannot access the online system) and receipts.  Attach to an email addressed to: claims@visit-aci.com

Fax 
 Fax completed claim form (if you cannot access the online system) and receipts to 1+ (610) 293-9299
 
Mail
Mail completed claim form (if you cannot access the online system) and receipts to:

Administrative Concepts, Inc.
994 Old Eagle School Road, Suite 1005
Wayne, PA 1908
 
For questions about the travel insurance or assistance services , contact UCEAP Systemwide Insurance Liaison, uceapinsurance@eap.ucop.edu
 
In case of a medical EMERGENCY
  1. Contact local emergency services.
  2. Proceed to the emergency room of the local hospital.
  3. Contact the UCEAP local staff and/or host institution staff.
  4. Contact 24/7 United Healthcare Global Emergency Response Center
    1-800-527-0218 (U.S. and Canada)
    1-410-453-6330 (international collect, outside the U.S.)
    Email: assistance@uhcglobal.com
 
For questions about the UCEAP travel insurance extension and dependent coverage

Alex Zeron, Mercer Health & Benefits
1166 Avenue of the Americas, New York, NY 10036
Phone: +1 (212) 345-8910
Fax: +1 (212) 948-8320
 
 
 
​​​​​​​​​

Calendars

Program calendars are updated as dates become available.
 
Do not make any travel arrangements until the dates for your program option are posted. If dates are unavailable, see the previous year's calendar for a general idea.
 
Global Studies
Meiji Gakuin University, Yokohama
2015-16
Event
Date
 
Fall Official UCEAP Arrival Date September 7, 2015
Mandatory Orientation Part I September 8-9, 2015
UC Director Lecture​ ​September 9, 2015
Hiroshima Field Trip​ ​September 11-14, 2015
Mandatory Orientation Part II​ September 15-16, 2015​
Japanese Placement Test​ ​September 16, 2015
Classes Begin September 18, 2015
Courses End for Global Studies Program December 22, 2015
Official End Date​ December 23, 2015​
Latest Housing Check-Out Date December 31, 2015
Spring Official UCEAP Arrival Date March 31, 2016
Orientation and Japanese Placement Test April 1 - 6, 2016
Hiroshima Field Trip May 14-17, 2016
Classes Begin April 7, 2016
Official End Date​ July 22, 2016​
Latest Housing Check-Out Date August 1, 2016

Policies and Contracts

This section contains important policies that address your rights and responsibilities while on UCEAP. While not all-inclusive, the policies outline many of your rights and responsibilities as a UCEAP student. You must know and abide by UCEAP policies and procedures, even when such requirements exceed those of your UC campus.
 
These policies and UCEAP implementing regulations are designed to protect and promote the rights of members of UCEAP, prevent interference with UCEAP functions or activities, and assure compliance with all pertinent laws and other applicable UCEAP policies.
 
UCEAP Student Agreement: While participating in UCEAP, you remain enrolled in the University of California. The UCEAP Student Agreement, which you sign electronically before you can participate in UCEAP, outlines certain conditions and responsibilities of your participation. It is your informed consent and contract with UCEAP and UC.  Read it carefully before signing it. All students are responsible for reading and knowing all policies and procedures.   

The following policies implement various provisions of the University of California Policies Applying to Campus Activities, Organizations, and Students.
 

 Official UCEAP Policies

Petitions

 

Participation Petitions

Study List Petitions

Research, Internship, and Independent Study Forms

Evaluation of UCEAP Coursework for Credit

 
To the Student: Please provide a copy of this coversheet together with all the relevant information you have about each class that you wish to petition for credit, including:
  • The MyEAP course catalog description.
  • The syllabus and/or reading list (Note: syllabi may not be in use in all countries)
  • Any graded papers, projects or examinations which you completed
For more information about petitioning courses for credit, please see the UCEAP Guide to Study Abroad.
Search Our Programs
by country
advanced search
Japan: Engineering & Science in English, Tohoku Univ.
Previous Next >
Engineering & Science in English, Tohoku Univ.
(Japan)
apply now