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Spain  2017-18
Carlos III Univ. - Spring

UCEAP Travel Requirements

Your first payment date is November 1st. 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

Faith Curtis, UCEAP Program Advisor: fcurtis@eap.ucop.edu​
Monica Macias, UCEAP Program Specialist: mmacias@eap.ucop.edu
Phone: (805) 893-4268
 
Christine Rehage, UCEAP Finance Accountant: studentfinance@eap.ucop.edu
Phone: (805) 893-8459
 
Mailing Address:
UCEAP Systemwide Office—CIII, Spain
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 ​Read now and apply for your visa by the dates listed in the Visa Application Timeline

Student Visa

​Spanish Consulate
5​ ​8/3/17 at 2pm

​Visa Webinar to learn more about the application process and ask questions

​Online
6​ ​8/11/17

One (1) Digital Passport-Style Photo

​Email to mmacias@eap.ucop.edu

7 8/11/17 Electronic Signatures
 
Required Highly Recommended
Online in MyEAP                
8 8/11/17 Request for Disability Accommodation Abroad
(if applicable)
 
UCEAP
Systemwide
Office
               
9 8/11/17                Requirements for Students Taking Dependents (if applicable)
 
UCEAP
Systemwide
Office
and
online payment
to ACI                
10 ​8/11/17

​Housing Rules and Questionnaire

Email to mmacias@eap.ucop.edu
11 11/15/17 UCEAP Health Clearance
 
Email a clear and complete scan to
fcurtis@eap.ucop.edu​
or mail to the
UCEAP
Systemwide
Office
12 These letters will be mailed to your campus for you to pick up in late March UCEAP Acceptance and Participation Letters
 
Keep copies of these letters for your records and submit the originals with your visa application
13 Read Now Arrival Information                     Print a copy to take with you when you travel abroad
 

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: November 1, 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.​ ​​​
 

Carlos III University of Madrid
 Spring Immersion
2017-18

Event Date
Spring Official EAP Start Date/Arrival January 15, 2018
UC Orientation at Hotel January 15 - 16, 2018
Students Meet Host Families January 16, 2018
​Madrid Walking Tour ​January 17, 2018
​Carlos III Orientation/Language Placement Exam ​January 18, 2018
​Carlos III Official Welcome Day ​January 19, 2018
Online Registration January 22 - 23, 2018
Hispanic Studies Classes January 24 - May 8, 2018
Carlos III Regular Classes January 24 - May 8, 2018
​Excursion to Basque Country ​February 16 - 18, 2018
Spring Break March 26 - April 2, 2018
Hispanic Studies Class Finals May 14 - 17, 2018
Carlos III Regular Class Finals May 16 - June 1, 2018
Official End Date ​June 2, 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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