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Japan  2015-16
Summer Lab Research, Science, University of Tokyo - Summer

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.​​
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. Review 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:
Kazumi Onnagawa, Japan Program Specialist:
Phone: (805) 893-6152
Mailing Address:
UCEAP Systemwide Office—Japan, Tokyo
6950 Hollister Avenue, Suite 200
Goleta, CA 93117-5823
Pre-Departure Checklist
Due Date
(Not a postmark date)
Read and Complete
Submit To
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
Official UCEAP Guides
  • UCEAP Guide to Study Abroad (2015-16)
  • Your Program Guide
    • Your UCEAP Network
    • Academic Information
    • 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.
Now – throughout
the end of your
Contact and Passport Information
February 12, 2015
Required Electronic Signatures
February 12, 2015
University of Tokyo Application for Admission-Lab Research
May 1, 2015
Request for Disability Accommodation Abroad
(if applicable)
May 1, 2015
Requirements for Students Taking Dependents or Traveling Companions (if applicable)
online payment
to ACI
May 1, 2015
UCEAP Health Clearance
Before Departure
UCEAP Participation Letter
Keep this letter for your records
May 29, 2015
Arrival Information
*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

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​

  • Summer Lab Research, Science, University of Tokyo ~ Summer

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


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 important information about the ACA for UCEAP students. Also refer to, 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
KNOW BEFORE YOU NEED CARE:  Review information below for details.
Insurance Checklist, Contact Information, and Claims Process
To Do
Important - Plan Ahead
Read now
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.
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.
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.

Scan completed claim form (if you cannot access the online system) and receipts.  Attach to an email addressed to:

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


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.
Lab Research, Science
University of Tokyo 
Summer 2015

Official EAP Arrival Date in Tokyo June 29, 2015
Dorm Move-In June 29, 2015
Mandatory EAP Orientation in Tokyo ​June 30, 2015
UTRIP Orientation/Opening Ceremony​ July 1, 2015
Term ​July 1 - August 11, 2015
​Dorm Move-Out ​August 12, 2015

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



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.
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