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Japan  2019-20
International Christian Univ. - L&C Summer + Year

UCEAP Travel Requirements

Your first payment date is April 1, 2019. 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.


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

Michelle Hertig, UCEAP Program Advisor:
Amy Frohlich, UCEAP Program Specialist:
Phone: (805) 893-2831
Antonette Escarsega, UCEAP Finance Accountant:
Phone: (805) 893-4023
Mailing Address:
UCEAP Systemwide Office - [JAPAN ICU]
6950 Hollister Avenue, Suite 200
Goleta, CA 93117-5823
Pre-Departure Checklist
Item Submission Deadline 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
Contact and Passport Information
Online in MyEAP
4 February 20, 2019 Electronic Signatures
Required Highly Recommended
Online in MyEAP
5​ ​February 20, 2019

ICU Application for Admission

  • Instructions
  • UC Official Transcript
  • Passport Copy
  • Financial Documents
online to the Tokyo Study Center​
6​ March 15, 2019​

ICU Health Report, Photos, and Financial Support Documents

UCEAP Systemwide Office
7 March 15, 2019 Request for Disability Accommodation Abroad
(if applicable)
8 March 15, 2019 Requirements for Students Taking Dependents (if applicable)
online payment
to ACI
9 March 15, 2019 UCEAP Health Clearance
10 Before Departure

UCEAP Participation Letter

Keep this letter for your records
11 Before Departure
Student Visa
Japan Consulate
12 ​Information

Housing Information

  • Will be available in April.
13 June 1, 2019
Arrival Information
14 May 15, 2019​

Online Pre-Departure Webinar

  • You will be invited by email.
15​ ​May 31, 2019

Final Forms for Admission

  • You will be notified by email.
UCEAP Systemwide Office and online to ICU​

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

2019-20 Payment Due Dates and Amount Due

  • First payment of $950.00 is due by: April 1, 2019

UCEAP Program Budget(s) and Payment Schedules:

  • 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.
  • 2019-20 Financial Aid Disbursement Schedule

2019-20 Payment Instructions


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.

2019-20 Fees and Penalties​

Release of Financial Information (Parent Access)

Third Party Authorization/Restriction:

2019-20 eRefund Direct Deposit (Electronic Funds Transfer Authorization (EFT)

Frequently Asked Questions


Insurance Information

Campus (SHIP) Health Insurance Requirement: All registered UC students are required to maintain US health insurance regardless of whether they are studying on or off campus. During your term(s) abroad, you are responsible for either 1) paying the health insurance (SHIP) fee at your UC campus, or 2) obtaining a health insurance waiver from your UC campus. For questions about campus health insurance waivers, please visit your campus Insurance Office website. 

The UC campus (SHIP) health insurance is completely separate from the mandatory UCEAP travel insurance described below.
Be aware before needing medical care:
  • All UCEAP participants are covered by the required UCEAP travel insurance policy. It cannot be waived.
  • The policy includes both medical and limited non-medical benefits, including AD&D, personal property, and security evacuation. Review the policy documents linked below for coverage and benefit information.
  • The policy provides primary coverage for accidents and illnesses when traveling outside the US.
  • Eligible medical expenses can be submitted for refund consideration ($0 deductible/$0 copay), subject to limitations and exclusions.
  • Preventive care (including vaccinations) is not a covered benefit.
  • Most foreign health care providers will not bill US insurance companies directly for services rendered.
  • Be prepared to pay for medical treatment at the time of service, then file a claim for reimbursement consideration.
Travel Insurance Liaison:

Student Travel Insurance Checklist
Due Date
To Do
Important - Plan Ahead

1 N/A You will be automatically enrolled in the UCEAP travel insurance policy. You do not need to take action.

Refer to the Calendars tab to determine your eligibility period.
The UCEAP travel insurance automatically covers UCEAP participants anywhere in the world 14 days before the offical start through 31 days after the official end of the UCEAP program.
Review travel insurance coverage information:
Read these documents. Most of your questions will be answered here.
2 months before departure
Budget for unplanned medical expenses.

Consider acquiring a credit card to be used only for these expenses.
The UCEAP travel insurance is not the same as UC campus health insurance.

In most locations, you will be required to pay for medical treatment at the time of service by cash or credit card.
7 days before departure
Plan Ahead - 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 insurance coverage before or after UCEAP.
Before departure
Carry with you at all times while abroad.
The UCEAP travel insurance card has the policy number and emergency assistance contact info you may need if you require medical assistance abroad.
7 days before the end of UCEAP
Plan Ahead - 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.

Questions about UCEAP Coverage, Benefits, and Claims?
Administrative Concepts, Inc. (ACI)
1+ (888) 293-9229 (inside the US)
1+ (610) 293-9229 (outside the US)
*Press '2' for member services and provide the UCEAP policy #

How to file an insurance claim
In case of an Emergency
  1. Contact local emergency services or go to the nearest hospital.
  2. Contact local UCEAP or partner representative.
  3. Contact 24/7 United HealthCare Global (UHCG) Emergency Response Center
​​1+ (800) 527-0218 (inside the US)
1+ (410) 453-6330 (outside the US)​
*Identify yourself as a UCEAP participant.

Questions about buying an extension of the UCEAP travel insurance or coverage for dependents travelling with you?
Alex Zeron, Mercer Health & Benefits
1166 Avenue of the Americas, New York, NY 10036
1+ (212) 345-8910


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
*Wait until Official Acceptance from partner university before purchasing airfare.
Official EAP Arrival Date (L&C Summer + Fall, L&C Summer + Year)* July 3, 2019 between 10am and 6pm
Mandatory Dorm Orientation    July 3, 2019 at 6:30pm
Mandatory EAP and ICU Orientations July 4, 2019
Placement Test July 5, 2019
Courses July 8 - August 9, 2019
Official End Date August 10, 2019
Break (this is a housing break as well) August 11-28, 2019
Official EAP Arrival Date (Fall, Year)* August 27, 2019
Dorm Move-In for Fall​ (Dialogue House) ​August 27, 2019 between 10am and 5pm
Mandatory EAP Orientation​ (Fall, Year) August 28, 2019
Dorm Move-In for Year (On campus dorms except Dialogue House) August 28, 2019 (after UCEAP orientation)
ICU Orientation August 30 - September 2, 2019
​Fall Term ​September 5 - November 21, 2019
Exams November 15-21, 2019
Official End Date (L&C + Fall, Fall)​ November 22, 2019
Latest Housing Check-Out Date​ ​November 30, 2019
Break November 22 -December 3, 2019
Winter Term December 4 - March 4, 2020
Exams March 1-5, 2020
Break March 6 - April 8, 2020
Official EAP Arrival Date (Spring)​* TBA March, 2020
Dorm Move-In​ March , 2020
Mandatory EAP Orientations​ March , 2020
​Japanese Placement Exam ​April , 2020
​Matriculation Ceremony & ICU Orientations ​April 1, 2020
Spring Term April 9 -June 26, 2020
Exams June 22-26, 2020
Official End Date (L&C + Year, Year) June 27, 2020
​Latest Housing Check-Out Date ​​June 30, 2020

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


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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