Study Abroad advice - Student Life 2020-21

Travelling overseas for University activity

(eg study abroad) in the academic year 2020/21 and 2021/22

There are restrictions in place for international travel. Please carefully read the government guidelines to find out what may apply in your circumstances.

If you are unsure about anything, please get in contact at studyabroad@reading.ac.uk.

Getting approval to travel – process to follow

Please read the government rules on travelling from England to outside the UK.

University decisions to grant students permission to travel abroad for work placements, study abroad or other activities will be assessed on a country-by-country basis. Our decision will be informed by:

Foreign, Commonwealth & Development Office guidance;
guidance from our insurance provider;
government and institutional policies in the host country.

If you are due to go abroad in 2020/21 you must follow the process outlined below.

Completion and approval of the updated Risk Assessment & Health and Safety Form that has been provided to you is mandatory, even if you have already been accepted to study abroad by one of our institutional partners.

Study Abroad

Once your Study Abroad placement has been confirmed by the host institution, you must complete the required documentation, including Risk Assessment, and gain approval specific to your circumstance before booking any travel. It is recommended that this is done at least 28 days in advance of travel, where possible.

Overseas Placements

Students wishing to undertake overseas work placements which are part of their course will need to seek formal approval and follow the Enhanced Risk Assessment process in place for their school. Please contact your Placement Tutor or coordinator for more information or email placements@reading.ac.uk Please inform us as soon as possible as it can take a minimum of 6 weeks to approve an overseas placement. Find out more.

Steps you need to take for approval of University insurance cover

Please take the following steps to seek approval to be covered by University insurance:

Review all the information on these pages before starting the process.
Obtain and review information on the country or countries you plan to visit on the UK Foreign, Commonwealth & Development Office (FCDO) website. Undergraduate students studying abroad for a semester or a full academic year as part of their degree will receive further information from the Erasmus & Study Abroad Office and their School.
Complete the Risk Assessment for Study Abroad for the Academic Year (The Erasmus and Study Abroad Office will share this with undergraduate students planning to study abroad for a semester or a full year) normally no later than 28 days in advance of travel.
Submit the completed form to studyabroad@reading.ac.uk, who will liaise with the relevant colleagues for approval. If your study abroad is with Modern Languages (DLC) then submit the form to yearabroad@reading.ac.uk.
Once you have received your signed Risk Assessment form, you should complete the necessary logistics, such as travel booking, visa (if required), accommodation, transport, personal health planning, purchasing additional insurance if required etc.
Complete the Overseas Travel Form on RISIS when your travel details are finalised before you travel (and keep up to date if there are any changes).

Please note: Postgraduate students should follow the procedure outlined in the Code of Practice 38.

What University insurance covers

If the University has approved the travel, then you will receive the cover as set out in the Group Personal Accident & Business Travel Policy as long as the appropriate Risk Assessments and other documents have been completed.

Please read this policy carefully so that you understand what you are covered for and that it applies to your unique and personal circumstances, what is required to make a claim, as well as any exclusions when the policy may not apply.

It is your responsibility to ensure that you have (at your cost) insurance in place for anything not covered by the policy. When your travel has been approved, currently the University Insurance policy covers you if you develop symptoms or contract COVID-19, but you must be adhering to all local government and UK Foreign, Commonwealth & Development Office (FCDO) advice.

Any changes to this will be updated on this page and communicated to affected students.

University Insurance Cover will depend on the UK government (FCDO) risk level of the country you are travelling to. If a country changes from Green to Amber/Red, cover will still apply as long as when you booked it, it was Green.

‘Low risk’ (green) countries
Currently, travel to a Low Risk country would be covered by our insurance. Please see the government website for a list of these countries. The policy will not cover any quarantine costs including but not limited to any COVID-19 test or tests required by the destination country(ies): prior to arrival, during the overseas stay(s) or on departure, or by the UK prior to departure or on or after arrival into the UK or any costs relating to hotel quarantines.

‘Medium risk’ (amber) countries
Full cover will not apply for travel to a Medium Risk country. Please see the government website for a list of these countries.
Cover will exclude Cancellation/Curtailment, Political Evacuation and Crisis Management.

‘High risk’ (red) countries
Full cover will not apply for travel to a High Risk country. Please see the government website for a list of these countries.
Cover will exclude Cancellation/Curtailment, Political Evacuation and Crisis Management.

Please contact your Study Abroad Coordinator for further guidance. If you do not know who this is, please visit our website.

The Erasmus & Study Abroad Office can be contacted by email at studyabroad@reading.ac.uk and is also available for 1-2-1 phone calls or video calls.

Frequently Asked Questions:

What happens if the UK Foreign, Commonwealth & Development Office changes its advice for the country I am planning to visit?

Before you travel, you should monitor the Foreign, Commonwealth & Development Office website regularly to keep up to date with the latest information for the country you are planning to visit.

If the UK Foreign, Commonwealth & Development Office advice changes for the country you are travelling to prior to your trip, you must re-submit your Risk Assessment form for re-consideration.

If the advice changes while you are already overseas, you will be covered by University Insurance and we will contact students affected to provide further information about recommended next steps.

If I am living outside of the UK and it is approved that I can travel for University activity (for research, placements, Study Abroad or fieldwork), am I insured?

You must seek approval to travel by completing the Risk Assessment process outlined above, before you travel. Once we have received your Risk Assessment, we will review it alongside the information obtained and forward to insurers for review. It is possible that certain elements of the policy may not be covered in these circumstances or there may be an additional premium required. We will let you know once the decision has been made by the insurance company. You should not travel until we have confirmed this.

What paperwork do I need to complete to be allowed to study abroad?

This will depend on where you are going. Either the Erasmus & Study Abroad Office or your School will confirm what is required. All students must complete the Health and Safety Travel Risk Assessment and submit it for approval before any travel or accommodation is arranged. The Erasmus & Study Abroad Office or your School will provide you with a copy in advance of your placement. A copy is stored in Blackboard page ‘Erasmus and Study Abroad Information (Outgoing Students)’

For students planning to study abroad in 2020/21, we will publish the Risk Assessment information in the summer term).

Can I delay or defer my study abroad placement?

Delaying the start of your study abroad placement

This will be a decision for your School and the host institution; each institution is implementing their own policies regarding delayed attendance and you should follow their instruction. It might be possible to study online from your home to start with, and then travel, however some institutions will only allow you to study online for the whole semester or be present for the whole semester. Do your research early about what is possible.

Deferring your study abroad placement to later in the academic year or next academic year

You need to discuss this with your Study Abroad Coordinator and the Erasmus & Study Abroad Office (voluntary mobilities), or your School (compulsory mobilities) at the earliest opportunity.

Can I go to a different university if I am unable or do not want to travel to my allocated institution?

In general, it is not possible to change institutions as quotas have already been agreed with our partners. However, for voluntary mobilities you should contact the Erasmus & Study Abroad Office (studyabroad@reading.ac.uk) who will see what is possible. Students on compulsory mobilities should contact their School Study Abroad Coordinator.

I am considering changing my study abroad or placement plans, what should I do?

You should update your Study Abroad Coordinator and the Erasmus & Study Abroad Office before you make any decision, and they will provide you with guidance about next steps.

• You must inform the host institution at the earliest opportunity to try to avoid any charges being levied.
• You may need to reserve or extend your accommodation in Reading – if you are in halls please contact accommodation@reading.ac.uk.
• You will need to confirm that you are registered on sufficient modules – your Academic Tutor and Study Abroad Coordinator can assist you.
• Erasmus and Study Abroad Office (ESAO) will update Student Finance, but it is likely that you will need to complete a form, so we recommend you confirm the decision with them.

Our priority remains student wellbeing and welfare. However, there may be academic and financial consequences if you decide to leave your placement if the University of Reading has not recalled students or the Foreign Commonwealth & Development Office changes its guidance. Please consult with your Study Abroad Coordinator at the earliest opportunity.
Any students on programmes with integrated study abroad who do not wish to travel will be supported in their decision and might be offered alternative options, where possible. Please rest assured that we will keep our position under constant review and will continue to take steps to protect your safety. If you have any questions, please contact the Erasmus & Study Abroad Office (studyabroad@reading.ac.uk).

What will happen to my studies if I need to return to the UK / home country before finishing my time abroad?

Can I remain in country even if the Foreign, Commonwealth & Development Office and University of Reading guidance recommends I return to the UK?

The normal expectation is that you would return to the UK or home country. However, it is understood that there could be valid reasons why you might wish to remain in country. You would need to discuss your decision with your School and complete a further risk assessment. There could be insurance and financial implications if you decide to remain in country in this circumstance.

Will I receive Erasmus funding and will it be affected if I return from placement early?

The Erasmus & Study Abroad Office will update eligible students of any developments. If funding is available and awarded, it is likely to be affected by an early departure, but it will depend on the timing and circumstances. It is possible that you may need to repay back funds. Please contact the Erasmus & Study Abroad Office (studyabroad@reading.ac.uk) for more information.

What should I do if I contract COVID-19 while I’m abroad?

If you receive a positive test result for COVID-19 you must follow the steps to notify the University so we can support you. It is also important that you inform your Study Abroad / Placement contact for your School as well as placements@reading.ac.uk/studyabroad@reading.ac.uk

If you, or anyone you live with has symptoms of the virus, you must self-isolate in line with government guidelines which also includes guidance from the country you are located.

If you start to feel ill while abroad, contact your host institution and follow guidance provided to you. They can provide you with local, up-to-date and in-country guidance. In addition, please update your Study Abroad Coordinator here at Reading, especially if you think that this could impact on your studies abroad.

Will I need to go into quarantine / self-isolation at the host institution?

Each country will have different policies, which might be different between various regions within that country. It is important that you keep up-to-date and follow the instructions provided to you by the host institution, the government advice provided by the host country’s government and the Foreign, Commonwealth & Development Office guidance.

What if there is a local COVID-19 outbreak whilst I am abroad?

First and foremost you should follow the local and / or national advice provided by the host institution and local authorities. In addition, you should:

- Ensure you stay safe.

- Share this local information with the Erasmus & Study Abroad Office as soon as possible.

You should also ensure that you access the various Foreign, Commonwealth & Development Office information sources for your country, and the information on the Healix Travel Oracle app. Do not make any decisions without consulting your Study Abroad Coordinator and the host institution.

Who can I speak to if I need help or support?

Your host institution or organisation is your first port of call if anything happens. However, you remain a University of Reading student and therefore can access the relevant support here. See the Health and Wellbeing pages to find out what is available to you. You can also contact the Erasmus & Study Abroad Office and your school for assistance, or your Study Abroad Coordinator.
Your primary contacts while in country are:

 Host Institution: In-country support eg, study programmes; accommodation issues; arrival information; welcome week etc, as well as local guidance on COVID-19 measures
 Study Abroad Coordinator: All academic matters about studying abroad (before, during and after); any concerns / personal matters whilst abroad.
 Academic tutor: Personal matters; academic information about studies at Reading.
 ESAO: Erasmus+/Study Abroad admin and paperwork; UoR/Erasmus/Student Finance grants; additional point of contact.

Schools will be in contact with students throughout their placements; in addition, ESAO will be in regular contact with students voluntarily studying abroad. We also ask you to be proactive in providing us with information updates and regularly checking your University email account. Further details about communication points are recorded in the Study Abroad Handbook (see Blackboard page ‘Erasmus and Study Abroad Information (Outgoing Students)’)

If you are concerned about your personal situation before you travel, please contact your Study Abroad Coordinator and / or the Erasmus & Study Abroad Office to discuss.