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Faculty of Law, Arts & Social Sciences Winchester School of Art University of Southampton Exchanges & Work Placements Handbook Academic Year 2003-2004 Winchester School of Art, University of Southampton Park Avenue Winchester Hampshire SO23 8DL Tel: +44 (0) 23 8059 6900 Fax: +44 (0) 23 8059 6901 The information in this handbook is to the best of our knowledge accurate at the time of printing. Any unavoidable or subsequent changes pertaining to exchanges or placements will be notified through the School‟s notice boards. The information in this handbook does not form part of any contract between the University of Southampton and any student. In the event of any conflict between the information given here and the regulations of the University and/or the Faculty of Law, Arts & Social Sciences, the University and/or Faculty‟s regulations shall prevail. FOR AN A4 VERSION OF THIS HANDBOOK, PLEASE REFER TO THE WINCHESTER SCHOOL OF ART WEBSITE: www.wsa.soton.ac.uk AND PRINT A REPLACEMENT COPY… 2 CONTENTS Page No. INTRODUCTION 1.0 OVERSEAS EXCHANGES & WORK PLACEMENTS 5 SECTION 1: EXCHANGES 2.0 THE EXCHANGE SCHEME 5 2.1 Destinations 6 2.2 Choice of Destination 10 2.3 Eligibility 10 2.4 Expectations 11 2.5 Your Commitment to the Scheme 11 2.6 ECTS: European Credit Transfer System 12 2.7 Staff Contact Details 12 2.8 Further Sources of Information 13 3.0 PREPARATION 15 3.1 The Application Procedure 15 3.2 Deadlines 15 3.3 Accommodation 16 3.4 Funding 16 3.5 Programme Choices 17 3.6 Travel Arrangements 18 3.7 Health & Safety 19 4.0 INDUCTION 20 4.1 Arrival & Registration 20 4.2 Residence & Work Permits 20 4.3 The Host University 21 4.4 Safety Abroad 21 4.5 The Student Journal 22 5.0 MONITORING 23 5.1 Keeping in Contact 23 5.2 Consider Opportunities 23 5.3 Review Work 23 6.0 REFLECTION 23 6.1 Return 23 6.2 Tutorial, Evaluation & De-briefing session 24 6.3 Presentation 24 SECTION 2: PLACEMENTS 7.0 PLACEMENTS (Design Students Only) 25 7.1 Textile Design 25 7.2 Textile Art 26 7.3 Fashion 27 7.4 Evaluation Forms 27 3 APPENDICES A ECTS: (European Credit Transfer System) grading scale B WSA Exchange Destination Proposal Form C Socrates Exchange Application Form D Socrates Learning Agreement E International Exchange Application Form F Information on Travel Cover G Example Page of the Exchange Student Journal H Socrates Exchanges Questionnaire I International Exchanges Questionnaire J WSA Exchange Student Evaluation Sheet K Work Placement Proposal Sheet L Work Placement Evaluation Sheet M Example Page of the Work Placement Student Journal 4 INTRODUCTION 1.0 Overseas Exchanges & Work placements As a Winchester School of Art student you have the option to participate in an exchange or work placement in your second year (level 2), normally during the second semester. Section 1 of this handbook has been provided as a basic guide to help you plan and make the most of your exchange/placement experience. This handbook includes information about: the exchange/placement options available to you, the application procedure, the practicalities of travel overseas and the academic requirements of participating in these schemes. Studying overseas and gaining confidence in practising and using a second language offers a challenging and rewarding experience. As an international student you will be taught alongside „home‟ students within partner universities, creating a learning environment which benefits all students. Section 2 of this handbook has been provided to help Design students plan work placements, and is for reference for Textile Design, Textile Art and Fashion students only. Work placements offer you an opportunity to observe and evaluate current practices within the industry, and develop your knowledge of career possibilities. Students will undertake placements in a concentrated block of no less than 2 weeks, during either term or vacation time, depending on your programme. For further information, please refer to page 25. Please ensure you retain this handbook for future reference. A notes section has been included in this handbook for your use (pages 28 and 29). This handbook can also be accessed via the WSA website: www.wsa.soton.ac.uk SECTION 1: EXCHANGES 2.0 The Exchange Scheme The Library provides a small exchanges reference section, shelved with the careers and work experience files located in Library 3, (also known as the „Terrapin‟); this reference section includes current prospectuses from our partner universities organised alphabetically by country. Studying abroad is a valuable experience and will provide you with an enriching opportunity to learn about ideas and cultures and gain additional skills and qualities within other countries. A variety of informal and formal meetings will be held during semester 2 of year 1, enabling you to consider the range of exchange opportunities. For example, returning year 2 Fine Art exchange students participate in a slide presentation to year 1 Fine Art students in the New Lecture Theatre. This has proved to be a successful and enjoyable conclusion to their exchange experience. Design students participate in presentations across subject areas in either one of the studios or seminar rooms. These student-led presentations may take place in 5 groups or individually and include a question and answer session. For further information please refer to page 24. 2.1 Destinations Most exchanges are based on a reciprocal exchange with partner universities. There are three different types of exchanges available to you: Socrates-Erasmus: (referred to as Socrates throughout this handbook). The higher education part of the Socrates European Union education programme. Exchanges are all based within Europe and are funded by the EU by means of the Student Mobility Grant (please refer to page 16 for information on this grant). Socrates-Erasmus encourages cooperation between universities across Europe and supports exchanges between higher education institutions. Its principle objective is to promote a Europe of „knowledge‟ and to open up access to education. Partner universities are located in countries such as: Belgium, the Czech Republic, Finland, France, Germany, Ireland, Norway, Poland, Portugal, Sweden and Spain. To apply to be a Socrates-Erasmus student, you must complete a Socrates Student Application form. For further procedural information on this application, please refer to page 15. For additional detailed information on the Socrates-Erasmus scheme, please refer directly to the European Union website: www.europa.eu.int International Exchanges: these are non-EU exchanges and outside of the Socrates scheme, which means that they are not funded. We currently have links with Australia, the USA, Canada, Hong Kong and Japan. To apply to be an International Exchange student, you must complete an International Exchange application form. For information on this application, please refer to page 15. Independent Exchanges: these are self-initiated exchanges organised entirely by the student with an educational institution outside of agreement with the University of Southampton. Students are obliged to keep WSA informed of all independently negotiated exchanges, to include copies of all relevant paperwork and correspondence. For more detailed information on the various academic institutions and opportunities, please refer to the following websites, listed alphabetically by country. Contact names and email addresses are also provided, but should only be used once your application has been successful: Socrates-Erasmus Exchanges: BELGIUM ENS des Arts Visuels de la Cambre, Brussels www.lacambre.be Contact: Felix D‟Haeseleer: email@example.com 6 THE CZECH REPUBLIC Technical University of Brno, Prague www.vatbr.cz Contact: Hedvika Simichove firstname.lastname@example.org Academy of Art in Prague www.x-media.cz Contact: Lucie Belinova email@example.com FINLAND University of Art & Design, Helsinki www.uiah.fi Contact: Helena Lupari firstname.lastname@example.org FRANCE Ecole Sup. Des Arts Appliques, Paris www.scola.ac-paris.fr Contact: Daniel Multon email@example.com Ecole Nat. Superieur des Beaux Arts, Paris www.ensba.fr Contact: Veronique Rabin le Gall veronique.rabinlegall@ ensba.fr Institut Francais de la Mode, Paris www.textile.fr/ifm_a.htm Contact: Sylvie Ebel firstname.lastname@example.org GERMANY Fachhochschule Reutlingen, Reutlingen www.fh-reutlingen.de Contact: Baldur H Veit Baldur.Veit@fh-reutlingen.de Hochschule der Kunste, Berlin www.hdkberlin.de Contact: Angelika Theuss email@example.com 7 Reutlingen University, Reutlingen www.fh- (School of Textiles) reutlingen.de/englisch Contact: Monika Böning Monika. Böning@fh-reutlingen.de IRELAND National College of Art & Design, Dublin www.ncad.ie Contact: Debbie Reddin firstname.lastname@example.org NORWAY Kunsthogskolen i Bergen, Bergen www.khib.no Contact: Kari Bjorgo Johnsen email@example.com National College of Art, Oslo www.samson.shks.no Contact: Linda Thu firstname.lastname@example.org PORTUGAL Universidade de Evora, Evora www.uevora.pt Contact: Manuel Catita email@example.com SWEDEN Goteborg Universitet, Goteborg www.gu.se Contact: Johan Ahigren Johan.Alhgren@adm.gu.se Hogskilan I Boras, Boras www.utb.boras.se Contact: Linda Bertilsson Linda.Bertilsson@hb.se SPAIN Universidad Politecnica de Valencia, Valencia www.upv.es Contact: Jose Luis Clemente Marco firstname.lastname@example.org 8 Universidad del Pais Vasco, Bilbao www.we.lc.ehu.es Contact: Adolfo Morais email@example.com Universidad de Barcelona, Barcelona www.ub.es Contact: Rosa Gonzalez firstname.lastname@example.org Universidad de Sevilla, Sevilla www.us.es Contact: Marycruz Arcos Vargas email@example.com University of Ramon Llul (ESDi), Sabadell www.esdi.es Contact: Diane Hoyle firstname.lastname@example.org Universidad Politecnica de Valencia, Valencia www.upv.es Contact: Jose Luis Clemente Marco email@example.com International Exchanges: AUSTRALIA The Australian National University, Canberra www.anu.edu.au Contact: Sally Howes U9312265@anumail.anu.edu.au HONG KONG Hong Kong Polytechnic University, Hong Kong www.polyu.edu.hk Contact: to be announced USA FIT (Fashion Institute of Technology), New York www.fitnyc.edu Contact: Carol DeSantis@fitncy.edu 9 Long Island University, New York www.liu.edu Contact: Pamela Jackson Parsons School of Design, New York Contact: www.parsons.edu Heather T Ward firstname.lastname@example.org JAPAN Kawashima Textile School www.kawashima.co.jp/en/ Contact: to be announced Tama Art University www.tamabi.ac.jp/wsc/english Contact: /default.html to be announced Tokyo Zokei University www.zokei.ac.jp/eng/english/ Contact: html to be announced 2.2 Choice of Destination When choosing your destination, please consider the following: what will be the language of instruction at your host university? consider your language skills, are you able to attend an intensive language course in advance of your placement to improve your communication skills (Fine Art students are welcome to join Design language classes, please discuss this with Susie Hunter) what prior knowledge/skills do you need to enhance your application to the programme you are considering applying for? it may beneficial to you and help your application, to research „something‟ of the educational structure of the country you will be applying to, see page 14, DfES website N.B. Erasmus Intensive Language Courses: if you are applying to one of the following countries: Belgium (Flemish-speaking), Bulgaria, Cyprus, the Czech Republic, Denmark, Estonia, Finland, Hungary, Iceland, Italy, Latvia, Lithuania, Malta, the Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia and Sweden, you can apply for a 3-8 week language course at either beginners or intermediate level. Courses are only available before WSA‟s second semester begins. For further information and an application form please visit the European Union website: europa.eu.int/comm./education/eilc/index_en.html 2.3 Eligibility All students eligible to participate in an exchange scheme must: for an Socrates-Erasmus exchange, be an EU (European Union) national or a national of an EEA (European Economic Area) country or associated country 10 for an Socrates-Erasmus exchange, be a registered student at a UK institution for all exchanges, have successfully completed year 1, and semester one of year 2 for all exchanges, have negotiated agreement to participate in an exchange with either your Programme Convenor or Personal Tutor 2.4 Expectations Focus on what you wish to achieve: You will want to make the most of your exchange experience, and be fully involved with your overseas programme. Be ambitious regarding your individual aims, and „think‟ reflectively about your work as you progress, referring back to your initial objectives and ideas. You are required to monitor your own development and progression and to seek guidance from staff within your host university. Your Personal Tutor is also available to offer advice via regular email contact. The exchange experience will offer opportunities for you to develop both your oral speaking skills, and your ability to interact with people of different cultures, in addition to enhancing subject related practical skills. You will be required to use a range of time management techniques that include setting objectives, prioritising your workload and structuring your time. Before you leave for your exchange, we strongly recommend you arrange a tutorial with your Personal Tutor, to discuss your ideas and aims of what you plan to achieve. This will also provide an opportunity to identify and discuss any areas of your work that you may need to address. Please allow plenty of time to do this. You may also like to contact the Careers Advisory Service, for guidance and direction, for example, writing a CV or developing key skills. A professional careers adviser, Joan Powell, is based at WSA every Tuesday and can be met by appointment made through Registry on: 023 8059 6917/8. For further information on the Careers Advisory Service, please visit their website: www.careers.soton.ac.uk 2.5 Your Commitment to the Scheme If you decide that you wish to withdraw from the scheme altogether for personal or financial reasons – you must, in the first instance, notify both your relevant Divisional Coordinator and Personal Tutor, and confirm your decision to withdraw in writing or via email. WSA will write to inform the relevant host university. You are responsible for cancelling your own travel and accommodation arrangements etc. While overseas, you are responsible for your own time keeping and attendance. Please inform the relevant staff contact at your host university of any absences due to illness etc., as you are asked to do at WSA. Your attendance record will be made known to WSA by the host university – a poor attendance record will be noted on your file. University of Southampton attendance regulations, 1.7 will apply during either your exchange or placement. You are required to attend your host university as you would attend WSA. 11 You are reminded that you are required to hand-in assignments, such as HAD by the deadlines specified (check with all relevant offices for hand-in dates if you are unsure). These deadlines are non-negotiable except in cases of extenuating circumstances such as illness. We ask that you contact your relevant tutor(s) to discuss any request for an extension to a deadline. Please do not make the mistake of assuming you have an extension without agreement from an appropriate academic member of staff at WSA. 2.6 ECTS: European Credit Transfer System (Socrates exchanges only) The European Credit Transfer System was developed by the European Commission to provide a means of measuring and comparing learning achievement from one European university to another. ECTS facilitates access to European programmes, allowing students the opportunity to participate fully within the academic session of a host university and further guarantees academic recognition of study abroad. ECTS credits are a numerical value allocated to course units (1-60). The number of credits allocated to a unit reflect the workload for that unit. At the University of Southampton 15 credits are allocated to undergraduate units and there are normally 8 units in one academic year, making 120 credits for the year (full-time). An ECTS full time academic year is allocated 60 credits; therefore, 1 ECTS credit is equal to 2 University of Southampton credits. Assessment results are expressed in grades. An ECTS grading scale has been developed to provide member universities a system of translating grades, see appendix A. This grading system provides WSA with information on your academic performance whilst studying within a member university. We recommend you contact the Socrates Coordinator of the university you will be studying at for the latest information on the course units applicable to you, and their credit value. You should receive a copy of your transcript outlining your grades in English, from your host university. This should be given to you on completion of your exchange. If you do not receive a print out, please make certain that you ask for a copy before you leave. Universities outside of the ECTS scheme will also provide WSA with a transcript of your academic performance, confirming the „courses‟ you have taken and including an indication of the level of your attainment. This will vary from university to university. Please consult your host university‟s international Coordinator for further information. 2.7 Staff Contact Details WSA Divisional Exchange Coordinators: Nicola Sweed, Fine Art N.J.Sweed@soton.ac.uk 023 8059 6985 12 Joanna Venters, Design J.M.Venters@soton.ac.uk 023 8059 6965 WSA Coordinators are available for an informal discussion and advice regarding both the Socrates and International exchange options available to you. University of Southampton, European Funding Officer: Alison Tebbutt, based at Highfield Campus A.M.Tebbutt@soton.ac.uk 023 8059 2473 University of Southampton, European Assistant: Betty Draper, based at Highfield Campus email@example.com 023 8059 6799 The European Funding Officer is the Institutional Socrates Coordinator for the University and can provide further advice and assistance on Socrates exchanges. 2.8 Further sources of information Please refer to the following websites/contacts for additional helpful information and guidance: President of the University’s Erasmus Society: Camille Gaudio firstname.lastname@example.org The University of Southampton Erasmus Society: The Society was founded to help the integration of international students into student life of the University of Southampton, both at Highfield and Winchester. The membership is free and open to anyone interested in meeting people from all around the world! Email address: email@example.com “Our aim is to promote the cultural exchange between International and British students, through social activities such as parties, trips, informal meetings, and opportunities for language exchange. We also are eager to inform all students about the Erasmus system and encourage them to take the opportunity to study abroad. Through our mailing list and informal meetings, students can approach us if they encounter any problems, or difficulties. Finally, we hope to help students to make the best out of their experience at the University of Southampton in a friendly, relaxed, informal atmosphere.” SAIC: Student Advice & Information Centre 13 Based at Highfield Campus, the Centre offers advice to students within the University on issues such as: funding and housing. SAIC also offers a drop-in session at WSA during term time on Wednesday afternoons from 1.00 to 4.00 pm Daniel Bedingfield, currently runs this service and can be contacted either at WSA on Wednesdays, or by telephoning 023 8059 5212. Alternatively, to make an appointment, contact SAIC directly on: 023 8059 5241 or email: firstname.lastname@example.org; or contact the WSA Students Union: 01962 840 772. For further information please refer to SAIC‟s website: www.soton.ac.uk/~susu/saic A list of Embassies is available at the following website: www.2.tagish.co.uk/Links/Embassies/Host/U.htm UKCOSA: The United Kingdom Council for Overseas Students (The Council for International Education) An advice line is open to students, Monday to Friday from 1.00 pm until 4.00 pm: 020 73 54 5210, or refer to their website: www.ukcosa.org.uk ESN: Erasmus Students Network Student association, please refer to this website for additional information regarding Erasmus students: www.esn.org The Foreign Office Please make full use of this site for up-to-date information on the country you will be visiting, and to verify for additional information you may need to provide: www.fco.gov.uk/travel For currency conversion within Europe Please refer to: www.eurocalculator.com For currency conversion outside of Europe Please refer to the FX Converter website: www.oanda.com/converter/classic DfES Please refer to this government website for information regarding education systems abroad: www.dfes.gov.uk/echoice/index.shtml Eurodesk Information site for students interested in studying overseas: www.eurodesk.org Careers Europe Information site for students interested in studying overseas: www.carerseurope.co.uk/students/student.html LOKI A multi-media learning package is available on this site combining language acquisition with cultural awareness: http://linc-www.uia.ac.be/linc 14 3.0 PREPARATION 3.1 The Application Procedure The procedure for application for all exchanges is as follows: complete a WSA Exchange Destination Proposal Form to register your initial interest with an academic member of staff. These forms are available from your Divisional Coordinator or the WSA website: www.wsa.soton.ac.uk, see appendix B either your Programme Convenor or Personal Tutor will approve your choice and sign the form. The completed form must then be returned to your WSA Divisional Coordinator your Divisional Coordinator will contact your selected university to establish availability of places once availability has been established, your Divisional Coordinator will contact you, you must then download and complete the correct exchange application form from your host university‟s website, return the completed form with your slides etc. (see below) to your Divisional Coordinator as part of your application, you must provide 6 examples of your work (either as slides or a CD-Rom), a statement of intent, why you wish to study abroad, what your objectives are, references from your tutor and confirmation of year one marks (your Divisional Coordinator will make certain your application is posted) if you have been accepted, the host university will confirm this with your WSA Divisional Coordinator Socrates exchange students must then complete a Socrates Student Application Form, see appendix C, to apply for the mobility grant, and the Socrates-Erasmus Learning Agreement, see appendix D. The Learning Agreement confirms the courses you will be taking, and their ECTS credit value. Overseas exchange students must complete an International Exchange Application Form, see appendix E. All forms are available from your Divisional Coordinator and the WSA website: www.wsa.soton.ac.uk return the completed application form to your Divisional Coordinator, for Socrates applications only, copies are forwarded to the European Funding Officer at Higfield to secure your mobility grant. All copies of application forms will be retained on your file 3.2 Deadlines Ensure that your host university has received your application before the end of the summer term in year 1, the academic year prior to your exchange. Many universities are closed during the month of August, you are therefore urged to finalise your application with your relevant overseas contact by July. The deadline for making a final choice of destination with WSA is 30th June. If your choice has changed, it will be necessary to make another application to your alternative choice of university. All applications must be made by the beginning of your second year (level 2). Make certain you allow plenty of time to discuss your choice of university with appropriate academic members of staff. 15 Applications for the Socrates Mobility Grant must be sent to the European Funding Officer at Highfield by the deadline of November 30th. Please make certain your WSA Divisional Coordinator has received your application form at the earliest opportunity, and no later than a week before the deadline. Please refer to page 16 for detailed information on this grant. 3.3 Accommodation It is your responsibility to make your own accommodation arrangements for the duration of your exchange. We recommend you begin your search early. Some universities provide accommodation to visiting students and usually send out relevant information with the application forms; however, not all institutions have facilities available. If you apply for accommodation at your host university, contact the institution to make certain your application has been received as a priority. This will allow time to make alternative arrangements should any difficulties arise. It is likely international accommodation departments will offer differing services and initiate differing accommodation application procedures. Ensure you make yourself known to your host university‟s accommodation department either via email or phone, to understand what assistance and information such as maps will be made available to you. If you decide to rent accommodation, consider arriving several days in advance of your exchange to find an appropriate place to live within the private sector. Students are advised to use the accommodation services at host universities. Consider carefully where you wish to live in relation to the distance from your University, amenities and transport networks etc. Your WSA Divisional Coordinator will help facilitate an accommodation swap between outgoing and incoming exchange students, where possible. If you are interested in this option, email addresses will be exchanged between WSA and overseas students. The negotiation itself is the responsibility of the individual students. For further information, please speak with your Divisional Coordinator. 3.4 Funding While on exchange you must be able to fund your general living expenses and transport costs etc. The cost of living will vary from one country to another; however, it is likely the cost incurred will be no more than the living expenses you currently pay. During your exchange you will still be eligible to receive your student loan, and you will not incur any additional costs in tuition fees at your host university. You will continue to pay your usual tuition fees to WSA/University of Southampton. (For additional information or advice about University of Southampton student fees, please see the Finance Office: open Monday until Thursday, from 9.30 am to 12.30 pm and 2.30 pm to 4.30 pm, and open Fridays from 9.30 am to 12.30 pm and 2.30 pm to 4.00 pm). Student Mobility Grant (Socrates exchanges only) 16 As part of your application to the Socrates scheme, you must complete and return a Student Mobility Contract to your Divisional Coordinator before the University of Southampton deadline of November 30th. These contracts are available from your Divisional Coordinator, see appendix E, or the WSA website: www.wsa.soton.ac.uk The Student Mobility Grant is allocated by the UKSEC (UK Socrates-Erasmus Council). This grant is a contribution to costs associated with study abroad; it is NOT a maintenance grant. The amount you will receive is variable from year to year and is determined by UKSEC. Once the amount has been confirmed by UKSEC, a cheque in sterling will be sent from the University of Southampton, European Student Funding Officer, to your address, usually by the beginning of September. A second payment will be made during semester two. We recommend that you use your parents/guardians address as the point of contact to receive your cheque, as it may prove necessary for a member of your family or guardian to pay the second cheque into your account during semester two, if your exchange has begun. If you return early from your Socrates exchange and do not complete the placement, or you breach any clause within your Student Mobility Contract, it is probable (depending on individual circumstances) you will have to repay either part of or the entire mobility grant. Funding trusts and charities contact details For names and contact details for possible funding trusts and charities who aid student subsistence for study overseas, please visit the following website: www.charity-commission.org Eurodesk This site provides a database of contacts and publications for students interested in study or work overseas: www.eurodesk.communitylearning.org British Chamber of Commerce in Germany This site offers a limited number of scholarships for students accepted for study within a German University: www.bccg.de DfES, Career Development Loans The CDL is a deferred repayment loan to help pay for vocational learning or education. EU citizens are eligible to apply if the home course is within the UK, and you plan to study or work in the EU: www.lifelonglearning.co.uk 3.5 Programme Choices You are expected to participate fully in the academic life of the university you have joined: attending inductions, studio practice, workshops, self-directed study, critiques, tutorials, any assessments, lectures and seminars. We strongly advise that you discuss the programme you are interested in with your Programme Convenor/Subject Leader or Personal Tutor in advance of your application. Your choice of programme MUST be approved by an appropriate academic member of WSA staff and should be either equivalent to, or complimentary to your WSA programme. 17 Please inform us immediately if you wish to change your programme once you have begun your exchange. 3.6 Travel Arrangements It is your responsibility to make your own travel arrangements. Therefore it is essential you actively plan for your time overseas once your application has been confirmed. Please consider the following: Preparation: is your passport up-to-date, and will it remain so for your entire stay overseas? (your passport must be valid within 3 months of your departure date) have you considered possible immunisations? (check with your GP if you are unsure) will you need a visa, or other forms of identification, particularly for an application to countries outside of the EU or EEA? will you need copies of your birth certificate, or other forms of identification? (non EU students will need to provide this) have you obtained a copy of an E111 or E128 health insurance form, available from the Post Office?, see appendix F for further information have you taken out a personal health & travel insurance policy, this should cover you for everything you wish to do, including sporting activity?, see appendix F for information on the University‟s summary of cover for University of Southampton students travelling overseas on exchange: medical and associated expenses have you the correct insurance forms to cover your belongings, see appendix F: personal property? consider extending your overdraft facility, and inform your bank that you will be away (on exchange) and specify the exact dates have you made a note of all relevant UK contact details, for example your bank details? (remember to make note of the full dialling code for telephoning the UK from overseas)? will you need additional copies of letters of reference, or results letters? take additional copies of passport sized photos with you Organisation: have you established your expected time of arrival date with your host university? (Your university may have a separate arrival date for exchange students, please check this, look at your host university‟s web site, or contact the university‟s Socrates or International Coordinator if you are unsure of start dates) have you established term and semester dates? book your flight early once your exchange has been confirmed have you organised your travel arrangements to and from the airport, both within the UK and overseas? All departure and arrival dates and times, must be given to your Divisional Coordinator. Please keep us updated of any changes you make. 18 Check with the foreign office: www.fco.gov.uk/travel for up-to-date information on the country you will be visiting, and verify for additional information you may need to provide. Furthermore, we recommend you take your International Student Identity Card (ISIC), to gain access to galleries, museums etc. at a reduced rate. If you do not have one, these cards can be obtained from the student union at a cost of £7.00. Do not leave your travel arrangements to the last minute, start your preparations early. 3.7 Health & Safety Please see appendix F for information on travel cover for University of Southampton students travelling overseas on exchange. Ensure that you obtain the correct private Health and Medical insurance, including cover for dental and optical insurance. Failure to do so can prove very expensive. You must inform your Divisional Coordinator and your host university of any medical or chronic condition such as ME, or learning difference that may affect you. If you have a special need of any kind, or learning difficulty such as dyslexia, please make this known. Deb Viney, based at Highfield campus is available to offer information and advice for students with special needs or disabilities. Telephone: 023 8059 5644 or email: D.Viney@soton.ac.uk. If you are on medication, ensure that you have obtained repeat prescriptions to cover your length of exchange. Please consult your GP for advice. Ensure that you have organised recommended vaccinations well in advance. If you are uncertain if vaccinations etc. are required, consult your GP for advice. Take copies of all your relevant medical certificates and information relating to allergies such as penicillin with you. In addition, include copies of evidence of immunisations and vaccinations you have received in the last 5 years. If you have not done so, please consult your GP about immunisation against meningitis. If you have any individual health concerns, consider arranging a general health check with your GP in advance of your exchange. N.B. the NHS offers a dedicated advice line on a whole range of medical matters: NHS Direct: 0845 4647 For further useful information, please visit the following websites: Travel Health Online: www.trip.prep.com Overseas Travel: www.overseastravel.com On your arrival, we recommend that you register with a medical practitioner. Seek advice from your host university regarding local „general practitioners‟ in advance of 19 your exchange. Ask your host university‟s exchange Coordinator to provide you with all relevant emergency contact numbers, in case of illness or accident, if you have not been provided with these numbers. Insurance All students who complete the Student Travel Insurance Proposal Form and pay the relevant premium are covered by the University of Southampton‟s insurance for health and personal belongings, see appendix F, for summary of cover etc. Consider the climate of the country you will be visiting and ensure you have clothes that will protect you sufficiently in all types of weather: both sun and cold (additionally, remember to protect your skin from UV light). Familiarise yourself with your host university‟s health and safety policy, general safety rules, procedures and the correct use of equipment as a priority on your arrival, in regard to working in studios and workshops. 4.0 INDUCTION 4.1 Arrival & Registration On your arrival, inform your Divisional Coordinator (see page 13 for contact details) that you have arrived safely either by telephone, fax or email, and make certain that we have all of your correct details so that we will be able to stay in contact with you throughout the duration of your exchange. Please keep us informed of your progress and welfare. Your host university may request that you arrive on a specific date and time, to welcome you and introduce you to your „department‟ and the campus (including facilities and services) with other international students. If this is the procedure, you should receive advanced notification from your Socrates or International Coordinator. You may be appointed a „student mentor‟ to help you settle in, although this will differ from university to university. We suggest you contact your Socrates or International Coordinator in advance of your exchange to familiarise yourself with their enrolment procedure, as you may be required to enrol on-line. Ask for further arrival guidelines to be sent directly to you. 4.2 Residence & Work Permits We strongly recommend that you verify with your Socrates or International Coordinator, what official documents you may need to provide on arrival. Citizens of EU member states are usually entitled to stay in a member EU state without a residency permit, for a maximum of 3 months. Any longer, and you may be required to apply for a permit. PLEASE MAKE CERTAIN YOU RESEARCH THIS. Permits can be applied for either within the UK at the Embassy of the country you are applying to, or on your arrival at the local Immigration Board. To qualify for a 20 permit you will be required to show your valid and current passport (stating your citizenship), a document (such as a letter on headed paper) from your host university confirming your status as a student and evidence of financial self- sufficiency (such as a recent bank statement). You may also be required to provide evidence of health insurance. Guidelines regarding residency may differ from country to country, from the EU to Commonwealth countries. It is therefore ESSENTIAL that you research this aspect thoroughly once your application for exchange has been confirmed. In the first instance, refer all your queries to your relevant overseas exchange Coordinator. For more detailed information on applying for part-time employment for the length of your exchange – please refer to the relevant Embassy website. 4.3 The Host University We anticipate your host university will prepare a general information pack for your use. It should include information relating to practical matters such as: use of public telephones, public transport, public holidays, tourist information, shopping hours, banks, electricity outlets, emergency contact numbers (fire, police, and ambulance) and places of worship for different faiths. If certain information that you need has not been made available to you, make certain you ask either your Socrates or International Coordinator. For more general information on the country you will be visiting, please refer to your host country‟s Embassy website. You should also be provided with information describing the academic content of your programme including: any prerequisites, methods of assessment, type of unit/course, learning and teaching methods, programme resources and the ECTS credits (Socrates students only) allocated to your exchange programme. Please make certain you have been supplied with this information. If in any doubt, ask your Socrates or International exchange Coordinator. (Socrates students will need this information to complete their Learning Agreement). 4.4 Safety Abroad While you are overseas, it is important to consider your personal safety. The following checklist outlines a number of factors you should consider: Out & About does anyone know where you are? if your travel plans change, have you informed: your Divisional Coordinator, your host university or a friend/member of your family/guardian? have you ensured you can be contacted? (Remember to give your friends/family/guardian and WSA the full international dialling code of the country you will be visiting) do you know exactly where you are going and how to get there? if returning home after dark, have you considered the availability of public transport etc? have you asked your host university for information and advice in regard to the local area? are you likely to be carrying valuable items such as a mobile or camera; are these items too visible or too accessible? 21 carry money (and valuables) safely i.e. use a money belt carry/keep the following items separately: a number for cancelling credit cards, a phone card, a travel card (i.e. for bus, tram, train or underground), your keys and enough cash for a taxi consider carrying a personal alarm be wary of any approach for money (particularly from flower sellers/street vendors) report any losses or thefts to the police, in order to comply with the conditions of the School‟s Insurance Policy: any losses or thefts must be reported within 48 hours, a copy of the police report should accompany any insurance claim, see appendix F Travel by Taxi where possible, book in advance by telephone and ask for the drivers‟ name carry the telephone number of a reputable company: ask your host university for a recommendation do not get into any Taxi that you have not asked for Travel by Train at night, always wait in a well lit area, where other people are present avoid getting into compartments that have no access to corridors or other parts of the train avoid getting into empty compartments if you feel uneasy: move to another seat or compartment, or get off at the next stop if you feel threatened, act immediately For additional useful information, refer to the Foreign Office website: www.fco.gov.uk/travel. This website will provide information on local politics and areas to avoid etc. 4.5 The Student Journal In choosing to participate in an exchange, you are expected to maintain a weekly journal, see appendix G for an example page. Each page offers boxes to indicate types of experience including: seminars, lectures, workshops, self-directed study or cultural experience (i.e. museum or gallery visit, visit to a market or use of language etc.) and a comments section to record your observations and reflections. This journal will become an important skills record and reference. Its purpose is to encourage reflection and the progress of your work including: new skills acquired, new insights gained and observations throughout the duration of your exchange. By recording your skills and interests, you will be better informed to make decisions concerning future postgraduate study or career choices. In addition, it will support you in articulating and providing evidence of your experience when you return to WSA. All students make a presentation on their experience to their Programme Convenor/Subject Leader or Personal Tutor and where appropriate to student groups, for example, to first year students as an introduction to exchanges (see page 24). 22 On your return we ask that you allow your Divisional Coordinator to make a copy of this journal, to be retained on your file. The original copy can be kept by you as your personal skills record and part of your study portfolio. 5.0 MONITORING 5.1 Keeping in Contact For the entire length of your exchange you must maintain regular contact with your Personal Tutor and your Divisional Coordinator at WSA. Keep us updated on both your progress and welfare. In return we will keep you updated on information that you need for example, we will send a timely reminder in regard to your WSA submission of work deadlines such as for HAD assignments. You are strongly advised to correspond once a week with your Personal Tutor, to provide a brief summary of work in progress and any difficulties you may have encountered. Your Personal Tutor will be able to offer guidance on the progression of your work, although it is expected you will have the confidence and ability to be increasingly self-reliant. Make full use of your student journal to evaluate your aims and objectives. Please discuss any concerns you may have with your tutor during your pre-exchange tutorial. All emails received will be retained on your student file. 5.2 Consider Opportunities The exchange experience will offer you an opportunity to consider: future employment prospects and will increase your knowledge of careers in different cultural and professional contexts; you will also be able to build a network of new friends and contacts. We urge you to make full use of the knowledge, technical skills and opportunities you will have access to while you are overseas. We recommend that you particularly note this aspect of your experience, as it will become an invaluable resource to you after graduation: for researching types of occupations, employers, additional placement opportunities and continued study or work overseas. 5.3 Review Work It is your responsibility to fulfil the objectives of your host university‟s project(s) and programme criteria. As you plan and organise your work, make certain you review the initial aims and objectives set, and make independent judgements. We expect you to provide copies of your project(s), the assessment criteria, and the programme criteria (a handbook or equivalent) on your return. You ought to be provided with this information at the start of your exchange. If this does not happen, please make certain you ask for copies. 6.0 REFLECTION 6.1 Return All Socrates exchange students are required to complete a Socrates questionnaire, see appendix H. Please note; this is a compulsory requirement of the Socrates scheme, and is a monitoring system. Please make certain you provide constructive and accurate feedback to enable both the UK Socrates Council and the University of 23 Southampton to either make changes or amendments benefiting future exchange visits. Additionally, International exchange students are required to complete a general questionnaire, on behalf of the University of Southampton and WSA, see appendix I. Your host university will be asked to fill out an evaluation sheet regarding your studies and general academic studentship while on exchange. We value good relations with all of our exchange partners. On your return, we ask that all students write a letter of thanks to their host university, to be sent either to the Socrates or the International Coordinator and copied to an appropriate academic member of staff at WSA. 6.2 Tutorial, Evaluation & De-briefing Session We suggest that you book a tutorial with you personal tutor following your return to WSA. The tutorial will provide an opportunity to evaluate your work, to discuss your experience and to relate the experience with your next WSA project. You will be required to provide the following during your tutorial: copies of the project(s) undertaken the assessment criteria of your host university a copy of the programme criteria (i.e. a programme handbook or equivalent , if you are able to obtain a copy) a portfolio of your work photographs of your work if it proves impossible to return with the actual body of work your student journal sketchbooks/notebooks 6.3 Presentation As part of your experience you may be required to give an informal presentation to your peer group, tutors, and year 1 students. It may also involve students from other areas of the School. The presentation will be organised at the discretion of your Tutor/Subject Leader (this will normally be agreed prior to your exchange) it will take place either within your studio area, the lecture theatre or in one of the seminar rooms. You are advised to consider the most effective method of presentation, for example: it could involve slides, PowerPoint, or the actual body of work produced. It could be delivered in a group situation with other WSA exchange students or individually, the presentation may also involve a question and answer session. We recommend you discuss this with your personal tutor. 24 SECTION 2: PLACEMENTS 7.0 PLACEMENTS (Design Students Only) 7.1 Textile Design All level 2 Textile Design students have the option to participate in a work placement during semester two. The placement is a valuable opportunity to be involved with, and observe the application of textile design from within the industry and will make a contribution to the understanding of your subject. (Please refer to section 1 of this handbook for useful information on Preparation, Accommodation and Health & Safety etc.) You are expected to make a record of your experience, to include a notebook/Journal to document information such as: an outline of your company‟s profile, description of quality of fabrics, use of colour or styling or a compiled „trends‟ report. You might also research „who‟ the studio/company sells to i.e. stockist or outlets, and take photographs of your working environment (ask permission before taking photographs). Please note other information you consider appropriate or relevant. This record of your experience will prove valuable to you after graduation, and will form part of your study portfolio. The majority of studios and placements do not pay a salary. Some studios will pay a percentage if work is sold. Expenses such as lunch may be paid. On occasion, accommodation may be provided. Print Students WSA Contact: Vanessa Calver Organisation: Vanessa will begin to assess your suitability to be matched with a design studio or company from February. She will contact the studios to set up interviews, and print students will usually be interviewed in groups of 3. During the interview, you will be required to show and discuss your portfolio. In addition, CV‟s are compiled as „work in progress‟ and distributed during the trade fairs Indigo and Premier Vision in Paris Location: Most studio placements are based in London; however it is possible to participate in placements overseas such as Lyon - Studio Ogier Pitaud; Italy, Como - Faro Disegni or New York - London Portfolio Studio. Recent UK placements have included: The Works, Owens and Kim studio, Tiger Print (part of Hallmark cards), Lewis & Lewis, Designers Guild and the John Miles Partnership. The location within the UK depends on your access to accommodation, i.e. stay with a friend, or a member of family. Overseas placements are entirely self-funded Timing: The placement itself will usually begin after Easter. It will last for a minimum of 2 weeks, but can continue for up to 2 months Weave Students WSA Contact: Annette Poulton Organisation: From February Annette will begin to assess your suitability to be matched with work experience, for example: a weave studio, a show room, or a 25 styling placement. Annette will arrange individual interviews; you will be required to show and discuss your portfolio Location: All weave work experience is UK based. Recent placements have included: Monsoon, Accessorize, Wallace Sewell, and Paul Vogel Studio. The location depends on your access to accommodation, i.e. stay with a friend, or a member of family Timing: Weave placements take place throughout semester 2. You will be able to participate from February; and placements may continue into late summer. The placements will vary in length, although they usually last for no more than 2 weeks Knit Students WSA Contact: Lisa Hunter Organisation: from February knit students will be assessed for suitability and matched with a work placement, for example: a knit studio, a fashion/accessories company or a stylist. A member of knit staff will set up individual interviews, and you will be required to show and discuss your portfolio. Alternatively, you may be asked to send examples of your work Location: Most knit placements are UK based. Recent placements have included: fashion accessory companies e.g. Tait and Style, Georgina von Etzdorf, design consultancies; e.g. Knit-1, Studio M; and fashion companies; e.g. Griffin, Justin oH. The location depends on your access to accommodation, i.e. stay with a friend, or a member of family Timing: The placement itself will usually begin after Easter. It will last for a minimum of 2 weeks, but can continue for up to 2 months 7.2 Textile Art All level 2 Textile Art students have the option to participate in a work placement during the Easter or Summer Vacation of semester two. Work placements do not take place during term time. (Please refer to section 1 of this handbook for useful information on Preparation, Accommodation and Health & Safety etc.) Textile Art students are required to source their own placement and make arrangements for an interview etc. However, Textile Art staff are available for an informal discussion to offer advice regarding potential professional contacts. Please discuss this with your Personal Tutor. You are required to complete a Placement Proposal Form, see appendix K, and submit this proposal to you tutor for approval. The placement proposal seeks to detail your reasons for participating in a particular placement; additionally, it will provide an outline of what you plan to achieve. You are expected to make a record of your experience, to include a notebook/diary to document information such as: an outline of the gallery, or the individual artist‟s profile, description of the artwork or the environment. You might also research „who‟ the gallery/artist sells to i.e. individual commission or outlets, and take photographs of your working environment (ask permission before taking photographs). Please note other information you consider appropriate or relevant. 26 This record of your experience will prove valuable to you after graduation, and will form part of your study portfolio. Recent Textile Art placements have included: assistantship to practising textile artists such as Jane Wildgoose, Cathy Demoncheux and Sally Freshwater, and also gallery experience at IKON gallery. 7.3 Fashion All level 2 Fashion students have the option to participate in a work placement during the Easter or Summer Vacation of semester two. Work placements do not take place during term time. (Please refer to section 1 of this handbook for useful information on Preparation, Accommodation and Health & Safety etc.) Fashion students are required to source their own placement and make arrangements for an interview etc. However, Fashion staff are available for an informal discussion and to offer advice regarding potential professional contacts. Please discuss this with your Personal Tutor. You are required to complete a Placement Proposal Form, see appendix K, and submit this proposal to you tutor for approval. The placement proposal seeks to detail your reasons for participating in a particular placement; additionally, it will provide an outline of what you plan to achieve. You are expected to make a record of your experience, to include a notebook/diary to document information such as: an outline of your company‟s profile, description of quality or market of garments or accessories, use of colour or styling, or a compiled „trends‟ report. You might also research „who‟ the company sells to i.e. stockist or outlets, and take photographs of your working environment (ask permission before taking photographs). Please note other information you consider appropriate or relevant. This record of your experience will prove valuable to you after graduation, and will form part of your study portfolio. Recent Fashion placements have included: Oswald Botang, Favourbrook, Stephen Jones Millinery, LK Bennett and Roland Mouret. 7.4 Evaluation Form We ask that all organisations and individuals involved in WSA work placements complete a simple one page evaluation form on each student, to record information such as: attendance, time keeping, ability to work independently, communication and team work. See appendix L for an example of the evaluation form. These completed forms will be retained on your student file. 27 NOTES SECTION: 28 NOTES SECTION: 29
"WSA Student Exchanges Handbook"