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Japan  2018-19
Waseda University - Year

UCEAP Travel Requirements

Your first payment date is May 1, 2018. 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 all linked instructions in the Pre-Departure Checklist as soon as possible.
Review each tab and plan ahead to meet all deadlines.
 

UCEAP Contacts

Amy Frohlich, UCEAP Program Specialist: afrohlich@eap.ucop.edu
Phone: (805) 893-2831
 
Antonette Escarsega, UCEAP Finance Accountant: studentfinance@eap.ucop.edu
Phone: (805) 893-4021
 
Mailing Address:
UCEAP Systemwide Office—[JAPAN WASEDA]
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 – through
the end of your
program
Contact and Passport Information
 
Online in MyEAP
4 February 1, 2018  Electronic Signatures
 
Required Highly Recommended
Online in MyEAP
5​ February 1, 2018 for photos.
March 1, 2018 for additional documents.
See Instructions for details. 

Waseda University Application for Admission

  • Instructions
  • Letter of Recommendation
  • UC Official Transcript
  • Passport Copy
  • Financial documents
UCEAP
Systemwide
Office
and online to Waseda University
6 April 1, 2018 Request for Disability Accommodation Abroad
(if applicable)
 
UCEAP
Systemwide
Office
7 April 1, 2018 Requirements for Students Taking Dependents (if applicable)
 
UCEAP
Systemwide
Office
and
online payment
to ACI
8 April 1, 2018 UCEAP Health Clearance
 
UCEAP
Systemwide
Office
9 Before Departure UCEAP Participation Letter
 
Keep this letter for your records.
10​ August 1, 2018​ Arrival Information
 
online​
11 August 2018

Student Visa

Japan Consulate
12 Information Housing Information
 
  • Consult the Program Guide in item 2 above.
Information
​13 ​June 7, 2018 at noon

Online Pre-Departure Webinar

online in GoTo Webinar​
 

Money Matters

Please review each of the tabs above for important program information. For financial questions, review the 2019-20 UCEAP Guide to Study Abroad before contacting your UCEAP Finance Accountant at studentfinance@eap.ucop.edu
​​​​​​​​​​​​​​​​

2018-19 Payment Due Dates and Amount Due

  • First payment of $950.00 is due by: May 1, 2018

  • 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.
     
  • 20119-20 Financial Aid Disbursement Schedule

2019-20 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.
 

2018-19 Fees and Penalties​

Release of Financial Information (Parent Access)

Third Party Authorization/Restriction:

2018-19 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. For questions regarding the benefits provided under the travel insurance contact intlassist@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 
 
 
 



Review travel insurance policy documents:
Read the Insurance chapter, UCEAP Guide to Study Abroad
 
  • You are automatically covered. 

  

Email intlassist@acitpa.com for questions about eligibility or benefits.

SHARE with your parents or guardians.
 
 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 CARD 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: intlassist@acitpa.com  

How to File an Insurance Claim

 
For personal property loss or UCEAP trip cancellation/interruption claims:  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 call if 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.​ ​​​
 
Waseda University
2018-19
Event
Date
*Wait for Acceptance Notice and review Arrival Instructions before purchasing airfare.
**Non-SILS students will also have a placement test. Details will be provided after arrival.

​***Confirm with Study Center and host university for official dates after arrival.​​​
Official EAP Arrival Date* September 10, 2018
Dorm Move-In September 10, 2018 (between 9am and 9pm)
Mandatory EAP Orientation   September 11, 2018
Waseda Orientations September 12-25, 2018
Placement Test (SILS only)** TBA, 2018
Fall Term September 27, 2018 - February 4, 2019
Winter Break December 23, 2018 - January 5, 2019
Exams Late January - February 2019
Break February 5 - March 31, 2019
Spring Term** TBA, 2019
Exams*** TBA, 2019
Official End Date July 31, 2019
​​​

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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