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Japan  2017-18
International Christian Univ. - Spring

UCEAP Travel Requirements

Your first payment date is December 1, 2017. 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 about your UCEAP fees.

Campus Health Insurance Requirement: You are responsible for either 1) paying the health insurance fee at your UC campus, or 2) obtaining a health insurance waiver from your UC campus. ​​​​
​​

Instructions:

Materials will be posted here as they become available.
Review the information on each tab above and all instructions below.
Plan ahead to meet all deadlines.
 

UCEAP Contacts

TBA , UCEAP Program Advisor:
Amy Frohlich, UCEAP Program Specialist: afrohlich@eap.ucop.edu
Phone: (805) 893-2831
 
Antonette Escarsega, UCEAP Finance Accountant: studentfinance@eap.ucop.edu
Phone: (805) 893-4023
 
Mailing Address:
UCEAP Systemwide Office—[Japan ICU]
6950 Hollister Avenue, Suite 200
Goleta, CA 93117-5823
Pre-Departure Checklist
Item Due Date
*Not a postmark date
Read and Complete Submit To
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
 
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
 
Online in MyEAP
4 September 21, 2017 Electronic Signatures
 
Required Highly Recommended
Online in MyEAP
5 September 21, 2017 ICU Application for Admission SPRING
 
UCEAP Systemwide Office
6 September 21, 2017 Request for Disability Accommodation Abroad
(if applicable)
 
UCEAP
Systemwide
Office
7 September 21, 2017 Requirements for Students Taking Dependents (if applicable)
 
UCEAP
Systemwide
Office
and
online payment
to ACI
8 December 15, 2017 (appointment must be in November or December) UCEAP Health Clearance (coordinate with ICU Health Report​)
 
UCEAP
Systemwide
Office
9 March 1, 2018 Arrival Information
 
UCEAP
Systemwide
Office
10​ ​Before Departure

Student Visa

Japan Consulate​
11​ Before Departure​

UCEAP Participation Letter

Keep this letter for your records.​
12​ March 1, 2018

Online Predeparture Webinar

​Reference Only
13 Before Departure
Health and Safety Information
 

 
Before Departure​
 
​​​​​​​​​

Money Matters

Please review each of the tabs above for important program information. For financial questions, review the 2017-18 UCEAP Guide to Study Abroad before contacting your UCEAP Finance Accountant at studentfinance@eap.ucop.edu
​​​​​​​​​​​​​​​​

2017-18 Payment Due Dates and Amount Due

  • First payment of $950.00 is due by: December 1st, 2017

  • 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.
     
  • 2017-18 Financial Aid Disbursement Schedule

2017-18 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.
 

2017-18 Fees and Penalties​

Release of Financial Information (Parent Access)

Third Party Authorization/Restriction:

2017-18 eRefund Direct Deposit (Electronic Funds Transfer Authorization (EFT))

Frequently Asked Questions

​​​​​​​​​​​​​​​​​​​​​​​​​

Insurance Information

KNOW BEFORE YOU GO.  Important information about the UCEAP travel insurance policy and your campus student health insurance plan.

 
As a UCEAP participant, the UCEAP travel insurance policy provides primary coverage while traveling outside the U.S.

The UCEAP travel insurance policy cannot substitute the minimum essential coverage (MEC) mandated by the Affordable Care Act (ACA) that requires most individuals to have qualified health insurance for each month of the year, including while living and studying abroad.
 
The University of California requires you to have a MEC plan (campus student health insurance or a private plan) while studying abroad through UCEAP. As all registered UC students, 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. 
 
Inform yourself before you travel.  Read important information and details about your UCEAP travel insurance below.
The UCEAP travel insurance automatically covers UC students anywhere in the world 14 days before the official start, through 31 days after, the official end, of your UCEAP program. 
 
The UCEAP travel insurance is not the same as the UC campus health insurance plan. KNOW BEFORE SEEKING CARE: Preventive care is not a benefit included in the UCEAP travel insurance policy. You are financially responsible for any charges for medical services that are not included benefits in the policy and for any charges over an above the “maximum allowable amount”. If sick or injured while abroad, contact the local staff for instructions to get medical care.  As many 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@acitpa.com.
 
 
KNOW BEFORE YOU NEED CARE:  Review information below for details.
 
 
Student Travel Insurance Checklist
Item
Deadline
To Do
Important - Plan Ahead
1.
READ NOW
 
 
 
 
Read the Insurance chapter, UCEAP Guide to Study Abroad
 
  • You are automatically covered. UC pays the monthly cost. The insurance
    carrier is ACE-USA.

Review policy documents  

Email claims@acitpa.com if you have questions about eligibility or benefits.

SHARE with your parents or guardians. KNOW what's covered before traveling.
 
UCEAP insurance coverage 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.
PLAN AHEAD
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 out-of country coverage insurance coverage before or after UCEAP.
 
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?
 
DISCUSS with family if you will need out-of-country insurance coverage after UCEAP.
 
4.​ Print NOW PRINT and carry a copy with you at all times.​
 

Questions about UCEAP Coverage, Benefits, and Claims?

 
Administrative Concepts, Inc. (ACI)
Phone: 1+ (888) 293-9229 (inside the U.S.)
Phone: 1+  (610) 293-9229 (outside the U.S.)
Fax: 1+ (610) 293-9299 Email: claims@acitpa.com
 

How to File an Insurance Claim

If you have paid for eligible medical care or prescription medication, read our medical step-by-step claim process. If you have experienced personal property loss or UCEAP trip cancellation/interruption, read our non-medical step-by-step process.
 

Claim Forms

In Case of an 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
 

Questions about 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
   E-mail: alex.zeron@mercer.com

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.​ ​​​
 
International Christian University, Tokyo
2017-18
Event
Date
*Note the break in housing in August.
Official EAP Arrival Date (L&C Summer + Fall, L&C Summer + Year) July 5, 2017
Mandatory Dorm Orientation    July 5, 2017 (between 10am and 6pm)
Mandatory EAP and ICU Orientations July 6, 2017
Placement Test July 7, 2017
Courses July 10 - August 11, 2017
Official End Date August 12, 2017
Break* August 13 - August 30, 2017
Official EAP Arrival Date (Fall, Year) August 29, 2017
Dorm Move-In​ (Dialogue House) ​August 29, 2017
Mandatory EAP Orientation​ (Fall, Year) August 30-31, 2017
Dorm Move-In (On campus dorms except Dialogue House) August 30, 2017
Fall Term September 7, November 21, 2017
ICU Orientation September 1-5, 2017
Exams November 15-21, 2017
Official End Date (L&C + Fall, Fall)​ November 21, 2017
Latest Housing Check-Out Date​ ​November 30, 2017
Break November 22-December 4, 2017
Winter Term December 5-March 6, 2018
Exams March 1-6, 2018
Break March 7-April 6, 2018
Official EAP Arrival Date (Spring) March 28, 2018
Dorm Move-In​ March 28​
Mandatory EAP and ICU Orientations​ March 29 & April 2​
Spring Term April 6-June 26, 2018
Exams June 20-26, 2018
Official End Date (L&C + Year, Year) June 26, 2018
​​​​​

Policies and Contracts

When you choose to participate in UCEAP, you accept the rights and responsibilities of membership in the UCEAP community.
 
This section contains important policies that address your rights and responsibilities while on UCEAP. It is your responsibility to read, understand, and abide by all policies and procedures, even when they exceed those of your UC campus.
 
The following UCEAP policies implement various provisions of the University-wide 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.​
​​​
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