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United Kingdom  2012-13
Immersion - United Kingdom Universities - Fall

UCEAP Travel Requirements

Your first payment date is May 1, 2012. 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.

Instructions:

Materials will be posted to this Participants page as they become available. Review all linked instructions in the Predeparture Checklist as soon as possible. Review each tab above and plan ahead to meet deadlines. Contact UCEAP Operations if you have any difficulties completing the Predeparture Checklist.

UCEAP Operations Contacts

Liam Brenner, UCEAP Program Advisor: lbrenner@eap.ucop.edu
Michelle Bobro, UCEAP Program Specialist: mbobro@eap.ucop.edu
Phone: (805) 893-3246
 
Mailing Address:
UCEAP Systemwide Office—UK (specify Fall, Year, or Spring)
6950 Hollister Avenue, Suite 200
Goleta, CA 93117-5823
PreDeparture Checklist
Item
Due Date
(Not a postmark date)
Read and Complete
Submit To
Completed
Completed
 

1

Now

Official UCEAP Guides

Read both of these guides. Most of your questions will be answered here.

2

Now – through end of program

Contact and Passport Information

Online in MyEAP
3
Read NOW

Student Visitor Visa = Obtain upon arrival in UK

Tier 4 Student Visa = Apply no earlier than 3 months before departure and no later than 1 month before departure
​

UK Entry Clearance (Visa) Instructions

Note differences between two types of visas; rules for US citizens and non-US citizens; and rules for short-term and year students  ​
Student Visitor Visa = Immigration Officer at UK airport

Tier 4 Student Visa = British Consulate in New York
 ​
4​ April 26, 2012​
Student Agreement and
Waiver of Liability
​ ​
5​ April 26, 2012​

Two (2) Passport-size Photographs

 ​ ​

6

April 26, 2012

 

Request for Disability Accommodation Abroad
if applicable)

UCEAP
Systemwide
Office
7

April 26, 2012

 

Requirements for Students Taking Dependents or Traveling Companions (if applicable)

UCEAP
Systemwide
Office and
online payment
to ACI
8
April 26, 2012

Letter and "I Understand" Form

 ​
9
June 29, 2012
​

UCEAP Health Clearance

 ​

10
Read before making flight reservation

Arrival/Orientation Information

Hand-carry abroad with you

 ​
11​ Now - through end of program​ Personal Planner​ Keep for reference​ ​

Money Matters

For financial questions, review the 2012-13 UCEAP Guide to Study Abroad before contacting your UCEAP Finance Analyst at studentfinance@eap.ucop.edu.

Notice regarding Fall, Winter and Spring UC tuition

Systemwide tuition and fees for 2012-13 have not yet been determined. Figures shown represent an estimate of 2012-13 systemwide tuition and fees based on what we anticipate will be proposed for approval by The Regents of the University of California in July. Accordingly, they are subject to change; final approved 2012-13 tuition and fee levels may end up higher or lower than the amounts presented.

12-13 Payment Instructions 

12-13 Fees and Penalties

Release of Financial Information (Parent Access)

   Third Party Authorization/Restriction:

12-13 eRefund Direct Deposit (Electronic Funds Transfer Authorization (EFT))

Frequently Asked Questions

Insurance Information

​As a UCEAP participant you are automatically covered anywhere in the world by UCEAP insurance, which is separate from SHIP. UCEAP insurance will cover you 14 days before the official start of your program and up to 31 days after the official end of your program.

Scroll down for specific contact information, claim instructions, and forms.

Make sure you are covered by insurance before and after your UCEAP program.
 
UCEAP Insurance Checklist
Item
Deadline
Read
Instructions
 

1.

Act NOW

Do not be uninsured, plan ahead to meet enrollment deadlines listed below for optional coverage

UCEAP Insurance 
chapter in UCEAP Guide to Study Abroad

Share this with your parents or guardians.

2.

UCEAP Predeparture
Withdrawal Deadline

Will you need insurance sooner than 14 days before the official start of the program?

Discuss with parents/guardians whether you need insurance coverage before UCEAP.

If you choose to enroll for pre-program insurance coverage, click on the Purchase link.

3.

30 Days Before the Official End Date of UCEAP Program

Will you need insurance longer than 31 days after the official end of the program?

Discuss with parents/guardians whether you need insurance coverage after UCEAP.

If you choose to enroll for post-program insurance coverage, click on the Purchase link.
4.​ NOW​ UCEAP Insurance Plan Card Print and carry a copy with you at all times.​​ ​

 
Contact Information  

24/7 Travel and Emergency Assistance while abroad

For emergency travel assistance services including medical referrals:

Europ Assistance
Phone: 1+ (866) 451-7606 (inside the U.S.)
Phone: (011-202) 828-5896 (international collect call)
E-mail: OPS@europassistance-usa.com
 

Contact for Questions about Gap, 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
 

Claims

For all claim inquiries, contact:

Administrative Concepts, Inc. (ACI)
Phone: 1+ (888) 293-9229 (inside the U.S.)
Phone: (011-610) 293-9229 (outside the U.S.)
Fax: 1+ (610) 293-9299
Email:  claims@visit-aci.com
 

Claim Forms

There are four ways to submit a claim form to ACI:  online, email, fax, mail. 
There are three ways to submit supporting documentation: email, fax, mail.

Online Claims Submission

1)  Register for online services with ACI claims:
     You will need the UCEAP policy number, which appears on your insurance card.
     The member ID requested is your UC ID number.
2)  After online registration with ACI you can:
  • File a claim
  • Have immediate access to your information
  • Contact ACI directly with questions
  • Find out about your claim status

Email:

    Scan claim form and receipts and attach to an email addressed to claims@visit-aci.com
 

Fax:

    Fax claim Form and receipts to: 1+ (610) 293-9299
 

Mail claims and receipts to:

Administrative Concepts, Inc.
994 Old Eagle School Road, Suite 1005
Wayne, PA 19087
 

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.
​ 
United Kingdom Universities
Imperial College London
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 27, 2012
EAP Orientation in London September 27 (3pm)-September 29 (11am), 2012
Housing Opens September 29, 2012
Orientation at Imperial
College London 		September 29-October 5, 2012 (overlaps Term I)
Term I September 29-December 14, 2012
Term II January 5-March 22, 2013
Term III April 27-June 28, 2013
 
United Kingdom Universities
King’s College London
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 14, 2012 
EAP Orientation in London September 14 (3pm)-September 16 (11am), 2012
Housing Opens September 15, 2012
Registration Week at
King’s College London		 September 17-21, 2012
Term I September 24-December 14, 2012
Term II January 7-March 29, 2013
Term III April 29-June 7, 2013
 
United Kingdom Universities
University of Bristol
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 27, 2012
EAP Orientation in London September 27 (3pm)-September 29 (11am), 2012
Housing Opens September 29, 2012
Orientation at University of Bristol October 1-5, 2012
Term I October 8-December 14, 2012 and
January 11-25, 2013
Spring Official EAP Start Date Arrive on January 21, 2013 
EAP Orientation in London January 21 (3:30pm)-January 23 (11am), 2013
Orientation at University of Bristol January 24-25, 2013
Term II January 28-March 22 and
April 22-June 21, 2013
United Kingdom Universities
University of East Anglia, Norwich
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 17, 2012 
EAP Orientation in London September 17 (3 pm)-September 19 (11am), 2012
Housing Opens September 19, 2012
Orientation at UEA September 20-22, 2012
Term I September 24-December 14, 2012
Spring Official EAP Start Date Arrive on TBA
EAP Orientation in London TBA
Housing Opens​ TBA​
Orientation at UEA​ TBA​
Term II January 7-March 22 and April 15-May 31, 2013
United Kingdom Universities
University of Edinburgh
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 8, 2012
Housing Opens September 8, 2012
EAP Orientation in Edinburgh September 10 (10am-8pm), 2012 (after host university orientation has begun)
Orientation at University
of Edinburgh 		September 9-14, 2012
Term I September 17-December 21, 2012
Spring Official EAP Start Date​ Arrive on January 10, 2013​
EAP Orientation in Edinburgh​ January 11, 2013 (10am-8pm) (to be confirmed)​
Orientation at University
of Edinburgh​		 January 13, 2013 (to be confirmed)​
Term II January 14-April 8 and April 22-May 24, 2013
United Kingdom Universities
University of Glasgow
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 1, 2012
Move into University “Pre-Term” Accommodation September 1, 2012
EAP Orientation in Glasgow September 2 (10am-8pm), 2012 
Orientation at University
of Glasgow		 September 3-14, 2012
Term Housing Opens September 8, 2012
Term I September 17-December 14, 2012
Term II January 7-March 22 and April 15-May 25, 2013
United Kingdom Universities
University of Kent, Canterbury
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 13, 2012
EAP Orientation in London September 13 (3pm)-September 15 (11am), 2012
Housing Opens September 15, 2012
Orientation at University
of Kent 		September 17-21, 2012
Term I September 24-December 14, 2012
Spring Official EAP Start Date Arrive on January 7, 2013
EAP Orientation in London January 7 (3:30pm)-January 9 (11am), 2013
Housing Opens January 9, 2013
Orientation at University of Kent January 10-11, 2013
Term II January 14-April 5 and May 6-June 14, 2013
  
United Kingdom Universities
University of Leeds
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 10, 2012
EAP Orientation in Edinburgh September 10 (3:30pm)-September 12 (8am), 2012
Housing Opens September 12, 2012
Orientation at University
of Leeds 		September 12-21, 2012
Term I September 24-December 7, 2012 and
January 7-18, 2013
Spring Official EAP Start Date Arrive on January 14, 2013
EAP Orientation in Edinburgh January 14 (3:30pm)-January 16 (8am), 2013
Housing Opens January 16, 2013
Orientation at University of Leeds January 16-18, 2013
Term II January 21-March 15 and April 15-June 14, 2013
United Kingdom Universities
University of London, Queen Mary
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 14, 2012 
EAP Orientation in London September 14 (3pm)-September 16, 2012 (11am)
Housing Opens September 15, 2012
Orientation at Queen Mary September 17-18, 2012
Term I September 19-December 14, 2012
Term II January 7-March 28 and April 29-June 7, 2013
United Kingdom Universities
University of Manchester
2012-13
Event
Date

* Note the first term for fall students runs through the month of January for exams. You should have already requested alternative early assessment with your original Manchester application form.

 
Official EAP Start Date Arrive on September 11, 2012
EAP Orientation in London September 11 (3pm)-September 13 (11am), 2012
Housing Opens September 13, 2012
Orientation at University
of Manchester 		September 13-15, 2012
Term I September 17-December 14, 2012 and
January 15-27, 2013* 
Term II January 28-March 22 and April 16-June 7, 2013
United Kingdom Universities
University of St. Andrews
2012-13
Event
Date
Official EAP Start Date Arrive on September 8, 2012
EAP Orientation in St. Andrews September 9 (10am-8pm)
Housing Opens September 8, 2012
Orientation at University
of St. Andrews 		September 10-14, 2012
Term I September 17-December 22, 2012
Spring Official EAP Start Date Arrive on January 22, 2013 (all Spring dates to be confirmed)
EAP Orientation in St. Andrews January 23 (10 am-8pm), 2013
Housing Opens January 22, 2013
Orientation at University
of St. Andrews		 January 24-25, 2013
Term II January 28-March 18 and March 30-May 31, 2013 

 

United Kingdom Universities
University of Sussex, Brighton
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 13, 2012 
EAP Orientation in London September 13 (3pm)-September 15 (11am), 2012
Housing Opens September 15, 2012
Orientation at University
of Sussex 		September 15-19, 2012
Term I September 20-December 12, 2012 and January 9-18, 2013*
Spring Official EAP Start Date Arrive on January 14, 2013 (to be confirmed)
EAP Orientation in London January 14 (3:30pm)-January 16 (11am), 2013
Housing Opens January 16, 2013​
Orientation at University
of Sussex		 January 16-17, 2013
Term II January 21-April 19 and May 13-June 14, 2013
*Fall-only students will be able to take early exams December 13-19.
United Kingdom Universities
University of Warwick, Coventry
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 23, 2012
EAP Orientation in London September 23 (3pm)-September 25 (11am), 2012
Orientation at University
of Warwick 		September 25-28, 2012.  Reserve (1) your Warwick orientation attendance and (2) your orientation housing early; spaces are limited. 
Term Housing Opens September 29, 2012
Term I October 1-December 8, 2012
Spring Official EAP Start Date Arrive on January 4, 2013 (to be confirmed)
EAP Orientation in London January 4 (3:30pm)-January 6 (11am), 2013
Orientation at University
of Warwick		 January 7, 2013 (overlaps Term II)
Term II January 7-March 16, 2013
Term III April 22-June 29, 2013
United Kingdom Universities
University of York
2012-13
Event
Date
 
Official EAP Start Date Arrive on September 27, 2012
EAP Orientation in London September 27 (3pm)-September 29 (9am), 2012
Housing Opens October 3, 2012
Orientation at University of York October 3-6, 2012
Term I October 8-December 14, 2012
Spring Official EAP Start Date Arrive on January 4, 2013
EAP Orientation in London January 4 (3:30pm)-January 6 (9am), 2013
Housing Opens TBA (varies by housing but an early move-in date can be requested)
Orientation at University of York Beginning at start of Term II
Term II January 7-March 15, 2013
Term III April 22-June 28, 2013

Policies and Contracts

This section contains important policies that address your rights and responsibilities while on UCEAP. While not all-inclusive, the policies outline many of your rights and responsibilities as a UCEAP student. You must know and abide by UCEAP policies and procedures, even when such requirements exceed those of your UC campus.
 
UCEAP Student Agreement: While participating in UCEAP, you remain enrolled in the University of California. The UCEAP Student Agreement, which you sign electronically before you can participate in UCEAP, outlines certain conditions and responsibilities of your participation. If is your informed consent and contract with UCEAP and UC.
 
The following policies implement various provisions of the University of California Policies Applying to Campus Activities, Organizations, and Students effective October 9, 2009.
 

Official UCEAP Policies 

 
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Immersion - United Kingdom Universities
Castle, Leeds (United Kingdom)
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