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Spain  2019-20
Carlos III Univ. - Fall

UCEAP Travel Requirements

Your first payment date is May 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. ​​​​​
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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

Amanda Krehbiel-NadriUCEAP Program Specialist

Phone: (805) 893-4138 or (805) 893-4268

 
Christine Rehage, UCEAP Finance Accountant: studentfinance@eap.ucop.edu
Phone: (805) 893-8459

 
 
Mailing Address:
Amanda Krehbiel-Nadri
UCEAP Systemwide Office - CIII
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 Read now. Most of your questions will be answered in these guides.
Official UCEAP Guides

 

3 Now – through
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

Save electronic copies of your Student Visa application documents for your own records and for easy access while you are abroad.
5 ​Plan ahead and prepare prior to arrival Students who submitted a Departmental Pre-Approval to Extend (DPA) form with their Application

Save electronic copies and take the originals with you to Spain for your Student Resident Permit application
6 3/8/19 Electronic Signatures
 
Required

Highly Recommended

Online in MyEAP

7

 

3/8/19

 

Digital Passport-style Photo

Email to mmacias@eap.ucop.edu
8 ​3/8/19 ​Housing Statement of Understanding

​Email to mmacias@eap.ucop.edu
9​ ​3/8/19 Request for Disability Accommodation Abroad
(if applicable)

 
​Email to mmacias@eap.ucop.edu
or mail to the
UCEAP
Systemwide
Office​
10​ ​3/8/19 Requirements for Students Taking Dependents
(if applicable)

 
UCEAP
Systemwide 
Office
 and
online payment 
to ACI
11​ 5/27/19​

Carlos III Univ. of Madrid Consent Form

Email to mmacias@eap.ucop.edu​
12 6/21/19
UCEAP Health Clearance

 
UCEAP
Systemwide
Office
13 The Participation letter will emailed to you in February.  The Acceptance letter will be mailed to your campus for you to pick up in early April.

Carlos III Univ.  Acceptance Letter &
UCEAP Participation Letter

Keep electronic copies of these letters for your records and submit the originals with your visa application
14​ ​Watch Prior to Departure ​Carlos III Univ. Webinar Presentation

15 Prior to Arrival (Optional) ​Madrid Transportation Pass Application


​Online
16 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 2019-20 UCEAP Guide to Study Abroad before contacting your UCEAP Finance Accountant at studentfinance@eap.ucop.edu
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2019-20 Payment Due Dates and Amount Due

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

UCEAP Program Budget(s) and Payment Schedules


  • Refer to the second page of your UCEAP Program Budget for 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

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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

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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: uceapinsurance@eap.ucop.edu

Student Travel Insurance Checklist
Item
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.
2
Now
Review travel insurance coverage information:
Read these documents. Most of your questions will be answered here.
3
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.
4
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.
5
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.
6
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)
assistance@uhcglobal.com​
*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
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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.​ ​​​
​Carefully review this Calendar and the Arrival Instructions in your Pre-Departure Checklist prior to booking any travel arrangements to and from your program. The Arrival Instructions will inform you of the date, time, and location where you will need to check-in for the start of your program.  Please plan for the time it will take to get from the airport to the check-in location. You will not be allowed to arrive later than the required check-in time.
 
Read airline and airfare rules prior to purchasing a flight. UCEAP strongly recommends purchasing changeable roundtrip airfare, which allows you to adjust your travel plans for a fee. Some airlines may not allow you to board without a roundtrip or onward ticket to demonstrate when you plan to exit the host country.
 
Your Program Budget is based on a changeable roundtrip student fare. Neither UCEAP nor the Financial Aid office will reserve or pay for your airfare. If you are a financial aid recipient, you need to be prepared to purchase your airfare prior to receiving your financial aid disbursement.
 
UCEAP has a partnership with STA if you would like to take advantage of the Airfare Deposit Program, which allows you to put down a deposit and pay the balance closer to the time of departure.
 
UCEAP does not recommend that you make any personal travel plans during the program prior to receiving a more detailed schedule, which will be available after your program begins. You are responsible for confirming the official dates of all holidays, classes, exams, and program activities before booking any personal travel arrangements. You may discover travel options that are less expensive if booked within the host country, along with local travel deals for students.
 

Carlos III University of Madrid
 2019-20

Event Date
Fall Official Arrival & Start Date ​August 26, 2019
​UC Mandatory Orientation I/Language Placement Exam ​August 26, 2019
​UC Mandatory Orientation II/Language Placement Exam August 27, 2019
​Intercultural Understanding Workshop ​August 27, 2019
​Campus Tour ​August 28, 2019
​Carlos III Official Welcome Day ​August 29, 2019
​Madrid Excursion ​August 30, 2019
​Online Registration September 2 - 10, 2019
Hispanic Studies Classes September 4 - December 5, 2019
Carlos III Regular Classes (Getafe) ​September 4 - December 5, 2019
Carlos III Regular Classes (Leganes)​ ​September 4 - December 13, 2019
Toledo Excursion​ September 13, 2019
Segovia Excursion October 18, 2019
Hispanic Studies Class Finals ​December 10 - 12, 2019
Carlos III Regular Class Finals (Getafe) ​December 10 - 20, 2019
Carlos III Regular Class Finals (Leganes)​ December 16 - 20, 2019​
Fall Official End Date (students may leave) ​December 21, 2019
Spring Official Arrival & Start Date January 16, 2020
UC Mandatory Orientation I January 16, 2020
​Language Placement Exam ​January 16 - 17, 2020
UC Mandatory Orientation II January 17, 2020
Intercultural Understanding Workshop ​January 17, 2020
​Madrid Excursion ​January 24, 2020
​Online Registration ​January 22 - February 3, 2020
​Carlos III Orientation ​January 23, 2020
​Carlos III Official Welcome Day January 23, 2020
Hispanic Studies Classes January 27 - May 8, 2020
Carlos III Regular Classes January 27 - May 8, 2020
Cuenca Excursion​ February 7, 2020​
Aranjuez Excursion​ ​March 13, 2020
Spring Break April 6 - 13, 2020
Hispanic Studies Class Finals May 11 - 14, 2020
Carlos III Regular Class Finals May 14 - 29, 2020
Spring Official End Date (students may leave) May 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

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.​
​​​
  • Refer to the second page of your UCEAP Program Budget for 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

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