PRE-DEPARTURE BRIEFING SESSION SBM Exchange-Out Students Spring 2017

PRE-DEPARTURE BRIEFING SESSION SBM Exchange-Out Students Spring 2017

Contact Information Ms Wendy Cheung Exchange Program Manager (Incoming) bmwendy@ust.hk / 2358-8047 Mr Forrest Kam Exchange Program Officer (Outgoing) bmforrest@ust.hk / 2358-6073 Office Location Room 1037, 1/F Undergraduate Programs Office Lee Shau Kei Business Building (LSK)

Rundown Date: 26 September 2016, Monday Time: 6:00 7:00pm, LT-L Part I EXCHANGE CREDIT TRANSFER by Mr. Tony Lau, Academic Registry Office (ARO) Credit Transfer per Exchange Course Equivalence Assessment Credit Conversion Credit Transfer Application Part II Part II Part IV EXCHANGE INFORMATION by Mr. Forrest Kam, SBM EXCHANGE REMINDERS by Ms. Wendy Cheung, SBM ADJUSTING TO EXCHANGE by Ms. Wendy Cheung, SBM Student Status Visa Application Insurance Tuition Fees Financial sponsorship/scholarships Exchange Report Transcripts Undertaking Responsibilities Academic Integrity & Misconduct Exchange Survey Tools for Adjustment

PART I EXCHANGE CREDIT TRANSFER by Mr. Tony Lau, Academic Registry Office

Credit Transfer per Exchange Courses taken on exchange will follow set guidelines for credit transfer. Students are to familiarize themselves with these guidelines: http://arr.ust.hk/exchange-credit/

Course Equivalence - Approved Mapping Course mappings previously approved are recorded in the Database.

Course Equivalence - Approved Mapping Course mappings previously approved are recorded in the Database.

Course Equivalence - Approved Mapping Normally, students taking a course listed in the Database will be granted credits according to the mapping in the Database provided that: - The course taken is the same as the one recorded in the Database (e.g. with the same course code, course title, content and number of credits). - The course is taken within the valid period - The transferred credits will not violate other regulations (e.g. course exclusion / repeat rules) For students taking courses with deviations in any of the items above, their credit transfer application will be reassessed in the submission to ARO upon completion of elsewhere study. Students who plan to take courses not listed in the Database are suggested to submit an assessment request before the actual study.

Course Equivalence Before exchange i. Check your own curriculum which course you would like to take in your exchange. Consult your School or major department for advice if necessary. ii. Check the course equivalency database maintained by ARO. Submit new course assessment requests to ARO as needed once you get the syllabus. Students can only seek assessment for the courses they plan to study, normally not more than 6 to 8 courses (or 18 credits) for each regular term of study. Assessment requests with incomplete information or missing supporting documents will NOT be processed. This is only an assessment of course equivalence and no transfer credit is granted yet. Upon completion of the elsewhere study, students who would like to apply for credit transfer are required to complete the Credit Transfer Application Procedure after they return to HKUST.

Course Equivalence Assessment Course Assessment Procedures: 1. Consult the major department for advice on the study plan if necessary. 2. Submit the following documents to ARO: i. Completed assessment form - Assessment of Course Equivalence for Credit Transfer (For 4Y Undergraduate Studies) Form-GR22; ii. iii. Official confirmation of elsewhere study - issued by HKUST or host institution with clear indication of study period; AND Course information - course outline including class schedules with topics, assessment criteria and the number of contact hours (lecture/tutorials), and any other information relevant to the assessment. The processing time for an assessment is at least one month. Students are advised to submit the assessment well before the class enrollment deadline of the host institution. Students will be informed of the results by email and they may also check the approved mapping details from the Credit Transfer Course Equivalence Database.

Credit Conversion For course-credit transfer, where a transferred course is equivalent to a specific course in the HKUST course catalog, the number of credits granted will be the same as the HKUST course, regardless of the number of credits given by the host institutions or any other factors. For credit-only transfer, where credits cannot be transferred to a specific HKUST course but to generic elective courses only (e.g. MARK 3000-level, ECON 4000-level, etc.), the number of transfer credits granted will be generally the same as the number of credits earned by the student at the host institution and adjustment may be made for institutions that use a different credit system.

Credit Conversion The conversion rule for some of the popular credit system is as below. Each credit taken in host institution may be granted: - Semester System with 12-14 study weeks per term (Semester) 1 HKUST credit - Quarter System (Quarter) 0.75 HKUST credit - European Credit Transfer System (ECTS) 0.5 HKUST credit. - Credit Accumulation and Transfer Scheme (CATS) 0.25 HKUST credit.

Credit Conversion (Cont d) For students who are studying in institutions not listed in the Database, the number of credits to be granted will be determined in their credit transfer application submitted to ARO upon completion of elsewhere study. The above conversion is a general rule for student s reference only. There are exceptions to the rule above and students are recommended to check the approved cases in the link http://arr.ust.hk/mapping-other/

Credit Transfer Application Credit Transfer Application Procedures: 1. Submit the following documents to Academic Registry DIRECTLY no later than one month after a student's return to study at HKUST (in a regular term) - Completed application form - Application for Credit Transfer during Study (For 4Y Undergraduate Studies) Form-GR21; AND - Course information - course outline including class schedules with topics, assessment criteria and the number of contact hours (lecture/tutorials), and any other information relevant to the application; 2. Submit the Official transcript - original copy or certified true copy with finalized results and transcript notes from the external institution no later than one month after a student s return to study at HKUST. (In the case the transcript is received later than the deadline, it must be submitted within one month upon the issuance date by the external institution). (If you have not obtained your official transcript, please still submit the application to ARO first for any course assessment and meeting the deadline.)

Credit Transfer Application (Cont d) Only courses with a passing grade or above will be considered and applications with incomplete information or missing supporting documents will NOT be processed. The processing time for an application is at least one month. Students will be informed of the result by email. Students may check the details of the results from the Student Information System.

Credit Transfer Application (Cont d) Enquiries: Academic Registry (Credit Transfer Application Unit) Email: crtran@ust.hk Address: ARO, Room 6401 (Lift No. 25, 26) Academic Building

PART II EXCHANGE INFORMATION by Mr. Forrest Kam, SBM

Student Status During the exchange, students will remain as a registered student of HKUST. After the semester, students are to return to HKUST for the completion of their degree. Actions contrary to this will not be supported. NOT ACCEPTABLE The exchange is not an opportunity for you to gain enrollment at the host university. Requests to transfer to host university is not allowed.

Visa Application Most students will need to obtain a student visa for exchange. The visa process is lengthy. Students should immediately apply after receiving the necessary documents. Refer to this link for a list on consulates/embassies in HK: http://www.protocol.gov.hk/eng/consular/index.html Embassies of some countries are not in Hong Kong (ie: Portugal Consulate is in Macau) Do not delay as complications may arise. Students will bear the risk of not being able to go on exchange.

Visa Application con t PRC Students and/or Students born in China: Some countries (eg. Australia, Netherlands) require PRC students and/or students born in China to have English qualifications in order to apply for the student visa or exchangerelated permits. Such students will need to submit their TOEFL/IELTS score to the host institution for processing of the visa application or related permits.

Visa Application - Important SBM is not responsible for your visa application process. Students are RESPONSIBLE for applying for their own visas and are ACCOUNTABLE for the results. Please remember to: Be resourceful in the visa preparations and process Immediately apply upon receiving the relevant documents If assistance is needed, students are to inform SBM or the host university asap. We can check how to help, but there are no guarantees that either parties can assist in any way.

Tuition Fees As an exchange student, you are not required to pay tuition fee to your host institution. You should pay the HKUST tuition fee by the deadline set by ARO. If you cannot settle your tuition fee on time, please notify SAO to defer your payment or your credit transfer may be suspended.

Insurance HKUST will provide outgoing students with a travel insurance. Here are the coverage details: https://sfao.ust.hk/individual.php?l=11 This insurance covers travelling within your destination country. You must note that your place of departure or return must be HONG KONG. If this does not apply to you, please arrange your own insurance. NOT COVERED Travelling to other countries outside your exchange country before arriving, during, and after the exchange. If your place of departure or return is NOT Hog Kong (HK Transit does not count)

Insurance Students are recommended to obtain an Insurance Certificate once flight itinerary is confirmed and before leaving for exchange. If this insurance does not meet the host institution requirements, students will also need to purchase the plan provided by your host institution. You may check with the host university for details on when (before or after arriving), where, and how to purchase their insurance.

Exchange Sponsorship Scheme Exchange Sponsorships thru GSPO: 1. Basic Exchange Sponsorship, $6,000 HKD 2. Subsidies on Exchange, type and amount varies The Basic Exchange Sponsorship is applicable to both local & non-local students. The sponsorship is released AFTER the exchange to students who have: Satisfactorily completed the exchange as per SBM No failed courses Submitted a qualified exchange report online Students needing more financial assistance with eligibility, can apply for Subsidies on Exchange through GSPO. GSPO will have final approval of all applications.

Exchange Sponsorship Scheme Exchange Sponsorship Application details: http://studyabroad.ust.hk/outbound/financessupport/financial-support Application deadline: 31 Oct 2016 (Monday) Late application will NOT be entertained Enquiries: Global Student Programs Office Email: gspo@ust.hk Tel: 2358-5882 Address: Room 2001 (Lift 4), Academic Building

Exchange Scholarships List of Current Exchange Scholarships offered by the University: Aji-No-Chinmi Co (HK) Ltd Scholarship for Overseas Experience China Merchants Scholarship Forewide 20th Anniversary Exchange Scholarship Fung Scholarships HKUST Alumni Endowment Fund - Exchange Scholarships for Non-local Students Hung Choh Jan Fong Scholarships Kowloon Investment Co. Ltd. Overseas Exchange Scholarships Lee Hysan Foundation Exchange Scholarships The Centaline Eagle Club Exchange Programme Scholarship Wong Chak Chui International Enrichment Scholarship Exchange students will be matched to scholarships by SFAO Refer to this link for eligibility and more details about these Scholarships: https://sfao.ust.hk/page.php?i=46

SBM Travel-Related Financial Awards SBM offers travel-related financial awards such as: 1. Wong Chak Chui International Enrichment Scholarship 2. International Enrichment Grant Details: http://undergrad.bm.ust.hk/eng/enrichment/intl/grants/index.jsp These schemes are handled by SBM. For details on the International Enrichment Scholarship/Grant, please email bmfunds@ust.hk.

Exchange Report As part of your exchange requirements, you are to submit a personal report to summarize your study abroad experience. Students need to submit this report on the My Study Abroad system after exchange. Guidelines for writing the report can be found at: http://studyabroad.ust.hk/outbound/returnee Students must submit their reports online by the deadline. Otherwise, your exchange sponsorship, scholarship and deposit will be negatively affected.

Exchange Report The report should include three parts: Monthly Activity Log General Exchange Information Items to Bring A confirmation will be sent after report submission. Only students with problems with their report or photos will be contacted. Each report is an individual effort. Any students found to be copying other reports will be penalized.

Exchange Transcript Official transcripts are required for credit transfer and must be: a SEALED hardcopy; or an AUTHENTICATED softcopy Most Exchange institutions will issue at least one free copy. Some schools require written permission to release this report to students or a third party, including HKUST. Students should obtain a SEALED hardcopy of the official transcript to bring back to HK before departure. If it is not possible, please request the transcripts to be sent to: OPTION 1 OPTION 2 Official Hard Copy by mail Mr. Forrest Kam Room 1037, 1/F, UG Programs Office School of Business & Management The Hong Kong University of Science & Technology Clearwater Bay, KLN, Hong Kong Verified SOFT COPY by email: bmforrest@ust.hk *Include HKUST Student ID

PART III EXCHANGE REMINDERS by Ms. Wendy Cheung, SBM

Undertaking Graduation Requirements Participation in the exchange program does not alter a student s responsibility to fulfill graduation requirements stipulated in the curriculum handbook for year of admission in a student s major, unless otherwise specified by their major department. Students will consult with their major department regarding how major requirements will be fulfilled, and resolve any extenuating circumstances that might justify a DEVIATION from the curriculum.

Undertaking con t Credit Transfer The overloading policy will be strictly adhered on the number of credits to be transferred back for courses taken on exchange: 18 credits max CGA 3.3 or above can transfer back load to 20 credits Students can consult SBM with any questions regarding these guidelines.

Undertaking con t Exchange Once only SBM Students will be allowed to go on exchange only ONCE. Students have not been and will not apply for a second exchange through any other School before or afterwards. Any actions that deviate from this will result in immediate withdrawal from the SBM exchange program. GSPO summer programs will not be counted as exchange.

Undertaking con t Others Reminders Students must RETURN TO HKUST to complete their degree after the exchange. IMPORTANT SBM reserves the right to rescind exchanges offers to students if they are unsuitable for exchange and/or does not respect the preparation process of our partners and/or does not understand objectives of the exchange program.

Responsibilities Students should be MATURE and SENSIBLE regarding their own visa, flight itinerary, welfare, courses, belongings, communications, and etc. ORIENTATION is COMPULSORY. Considerable effort is put into organizing these sessions. Students who cannot attend or skip the orientation will be withdrawn from the exchange program immediately. Students are LIABLE for and must COMPLETE all exchange components as required by the host institution or associated organizations before returning home. You will not receive your transcripts for credit transfer if you FAIL to complete these required components. Students are reminded to be RESPONSIBLE and ACCOUNTABLE for their own actions throughout ALL STAGES of the exchange, including pre- exchange preparations.

Academic Integrity & Misconduct While on exchange, you will be an ambassador of HKUST and are expected to maintain the highest standards of academic integrity. Breaches of these standards of academic integrity include, but are not limited to Cheating, Copying, Plagiarism, and etc. Please refer to your Business Ethics class and HKUST Honor Code. Any act of academic misconduct will be penalized at the School level and in severe cases, penalty will also be given at the University level. Credit Transfer for any courses taken on exchange will not be allowed. University Guidelines on Academic Misconduct: http://ugadmin.ust.hk/ug-guide/integrity/dishonesty.html

Exchange Survey Before, During, and After Exchange Survey $200 HKD for participation

PART IV TOOLS FOR ADJUSTING TO EXCHANGE by Ms. Wendy Cheung, SBM

Getting prepared for your cultural journey Exchange Spring 2017 HKUST Business School

What does it mean to you to be an exchange student? Why do you want to go out for exchange? What do you expect out of your exchange experiences?

How do you feel?

Factors that might affect us Personality Environment Community Gender Peers Socioeconomic status Ethnicity Parents

Dealing with challenges Unique challenges during exchange Getting prepared

What else? Social support Peers; Friends Family Mentors Counseling & Wellness http://counsel.ust.hk 2358-6696

What else can I do? A simple thing!

Have a conversation Write write write Date? Time? Where? Who are involved? What happened? How does it make you feel?

Express your thoughts

In sum We might encounter ups and downs throughout We learn and grow from these experiences Enjoy your cultural journey!

Q & A

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